TO:Andrew P. Powers, City Manager
FROM:Jaime Boscarino, Finance Director
DATE:March 24, 2026
SUBJECT: Solar Panel Canopy Replacement at Los Robles Greens Golf Course (MI 2668)
RECOMMENDATION:
1. Adopt resolution making certain findings required under Government Code Section 4217 through 4217.18, that the proposed energy services agreement will result in lower costs than if the project were not built, and that the agreement is in the best interest of the City.
2. Award a Design and Build Contract for the replacement and installation of a solar canopy carport structure, under Government Code Section 4217.10 through 4217.18 procurement process to Pavletich Electric & Communications, Inc. (Bakersfield, CA) in the amount of $312,917.86, plus a contingency of $31,291.14, and an added $20,000 reserve amount to account for future escalation of steel fabrication prices, for a total of $364,209, with a term ending January 31, 2027.
3. Authorize the City Manager, or designee, to execute the agreement with Pavletich Electric & Communications, Inc. upon approval by the City Attorney within the established not-to-exceed limit.
4. Authorize expenditure in FY 2025-26 in the amount of $364,209 from A/C #001- 3560-612-5500 (General Fund, Construction) for MI 2668 Solar Panel Canopy Replacement.
5. Delegate authority to the City Engineer to approve changes in the design, plans, specifications, as well as working details of the project, including work directives and change orders, as authorized, up to the project-approved contingency amount.
6. Find that this project is exempt from the California Environmental Quality Act (CEQA) pursuant to California Public Resource Code 21080.35, 14 C.C.R. Section 15302, and/or 14 C.C.R. Section 15061(b)(3).
LEVINE ACT ITEM: Yes
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FINANCIAL IMPACT:
No Additional Funding Requested. $376,872 is included in the Adopted FY 2025-26 General Fund Budget for MI 2668. The estimated project cost is $312,917.86, plus a contingency of $31,291.14, and an added $20,000 reserve amount to account for future escalation of steel fabrication prices, for a total of $364,209.
BACKGROUND:
In 2022, the City pursued solicitation of a design and build contract for rooftop solar and pre-engineered carport canopy structures at multiple City facilities. On February 28, 2023, City Council approved Contract No.13195-2023 with Staten Solar Corporation (Staten Solar) for construction of Prefabricated Solar Systems at Various City Facilities (CI 5562).
In July 2024, three carport canopies were constructed at the Los Robles Greens Golf Course (LRGGC) parking lot as part of CI 5562. The location of these carports is identified in the Vicinity Map and Site Map provided in Attachment #1. In October 2024, a moving truck collided with one of the roof girders at a section of Array #2.
This collision resulted in a structural collapse shortly after, which impacted approximately 2,445 square feet of the carport canopy structure. The two inverters associated with Array #2 have been non-functioning since the damage occurred.
The damage accounts for approximately 34 percent of the overall energy conservation facility’s capacity.
On November 19, 2024, City Council approved a Public Emergency Declaration- Los Robles Golf Course Solar Panel Canopy Repair (MI 2668) with Staten Solar to perform the emergency solar carport work for $367,920, plus a contingency of $32,080. Staten Solar was the selected contractor for this work because they were the original contractor and were still actively working at the LRGGC site for punch list items to finalize completion.
Over the course of the next several months, Staten Solar struggled to produce final project cost estimates and subcontractor quotes to finalize the repair agreement.
With concurrent work occurring across multiple project sites, the contractor focused on the in-progress work at other City locations instead of the added repair and replacement scope being requested. As cost details for the repair and replacement work were under review, the price of the estimated work also escalated. The contractor proposed an extra price increase exceeding 20 percent of the original estimated amount approved by City Council. At this time staff began pursuing alternative proposals from subcontractors familiar with the scope of work, including the structural steel fabricator that had produced the original steel package installed by Staten Solar at the LRGGC site.
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DISCUSSION/ANALYSIS:
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The proposed replacement and installation will restore a previously-installed solar array located in the LRGGC parking lot. The original construction drawings from the 2024 installation will be used as the design guidelines for the proposed scope of work and the original steel subcontractor, Kern Solar Structures is being retained. In addition, Engineering Power Solutions, the original structural design firm is part of the team and will be available as needed by the contractor for additional design modifications and support where necessary.
This project will utilize the procurement method authorized in California Government Code Section 4217.10 et seq., specifically for energy Conservation projects, which allows the City to select the entity with the best overall value for the project, and not be determined solely by the lowest bidder, and allowing one entity to do both the design and construction of the project. This project delivery process is the preferred procurement method for energy projects and was utilized successfully for recent solar projects at various City facilities, including the Municipal Service Center. This procurement strategy allows the City to factor in both cost competitiveness and qualifications when selecting a designer/contractor as opposed to only considering a low bid.
Installation of the solar canopy carport structure will provide an alternative power source to LRGGC with generated daytime power supply that will displace usage being generated from a Southern California Edison distribution grid, lowering the cost of energy at LRGGC.
Staff determined that the City’s anticipated cost to implement these energy-related improvements will be less than the additional electricity costs the City would incur if the project is not completed. Therefore, award of this energy conservation contract is in the best interest of the City as memorialized in the proposed resolution (Attachment #2).
In October 2025, staff received a proposal from Pavletich Electric & Communications, Inc. (Pavletich). The proposal included utilization of subcontracted team members, such as the design consultant, that were part of the original installation by Staten Solar, including the detailed steel package to replace and install the carport canopy structure to its original construction. Additionally, the cost of this proposal was within 10 percent of the originally budgeted price from October 2024.
Staff evaluated the contractor’s proposal for numerous factors, including content, quality, qualifications, project understanding, relevant experience and cost, in accordance with Government Code 42417.10 through 4217.18. Pavletich was selected after this review process based on the following primary considerations:
1. Project understanding and approach
2. Quality, clarity, responsiveness, conformance with existing conditions Solar Panel Canopy Replacement at LRGGC (MI 2668)
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3. Qualifications and availability of key staff
4. Subcontractor qualifications and past experience with the City
5. Past experience with municipalities
6. Relevant experience (past similar size and scope projects)
7. Reasonableness of completion scheduled and hours dedicated to each task
8. Reasonableness of cost and compensation
9. References
Staff recommends award of a contract for the design and construction of the LRGGC solar carport to Pavletich in the amount of $312,917.86, plus a contingency of $31,291.14, and an added $20,000 reserve amount to account for future escalation of steel fabrication prices. The City has developed a contract mechanism for Energy Conservation projects to implement the design-build alternative project delivery method. Construction will begin after the design has been confirmed as complete, utilizing the former facility design as a guideline.
Staff recommends City Council authorize the City Manager, or designee, to execute the agreement with Pavletich (upon approval by City Attorney) within the established not-to-exceed limit.
CEQA:
This project is exempt from the California Environmental Quality Act pursuant to California Public Resource Code 21084 Article 19, Section 15302, Class (2) Replacement or Reconstruction. Replacement or reconstruction of existing utility systems and/or facilities involving negligible, or no expansion of capacity is exempt from CEQA.
LEVINE ACT (California Government Code § 84308):
This item is subject to the Levine Act. City Councilmembers who have received a campaign contribution of more than $500 (aggregated) within the preceding 12 months from a party or their agent/representative, or a financially-interested participant involved in this proceeding may do either of the following: (1) disclose the contribution on the record and recuse themselves from this proceeding; or if applicable (2) return the portion of the contribution that exceeds $500 within 30 days from the time the official knew or should have known about the contribution, and participate in the proceeding.
All parties and their agents/representatives must disclose on the record of this proceeding any aggregated contribution of more than $500 made to any Councilmember within the preceding 12 months. Councilmembers are prohibited Solar Panel Canopy Replacement at LRGGC (MI 2668)
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from accepting, soliciting, or directing a campaign contribution of more than $500 (aggregated) from a party, their agent/representative, or a financially-interested participant during a proceeding and for 12 months following the date a final decision is made. In addition, a party, their agent/representative, or a financially- interested participant is prohibited from contributing more than $500 (aggregated) to a Councilmember during a proceeding and for 12 months following the date a final decision is made. The signed Levine Act form is included as Attachment #3.
COUNCIL GOAL COMPLIANCE:
Meets the following City Council goals:
C. Operate City government in a fiscally and managerially responsible and prudent manner to ensure that the City of Thousand Oaks remains one of California's most desirable places to live, work, visit, recreate, and raise a family.
F. Provide and enhance essential infrastructure to ensure that the goals and policies of the Thousand Oaks General Plan are carried out and the City retains its role and reputation as a leader in protecting the environment and preserving limited natural resources.
PREPARED BY: Joshua Koenig-Brown, Facilities Manager
Dan Leveque, Project Coordinator
Attachments:
Attachment #1 – Vicinity and Site Maps
Attachment #2 – Resolution
Attachment #3 – Levine Act Form
FIN: 201-10\jkb\4\H:\COMMON\Council\Facilities\032426 Solar Panel Canopy Replacement at LRGGC Staff Report.docx