REPORT TO COUNCIL
SUBJECT
Title
Action on Award of Contract for the Photovoltaic System Installation at the Northside Branch Library (CE 18-19-11) and Related Budget Amendment [Council Pillar: Sustainability]
Report
BACKGROUND
The Northside Branch Library was built in 2012 and was designed with future solar panel installation in mind. Due to the library building’s flat roof and low roof parapet, pre-installed conduits between the roof and electrical room and available space in the electrical room, it is an ideal candidate for photovoltaic system installation. In 2018, the Northside Branch Library was nominated for the Silicon Valley Power (SVP) Neighborhood Solar Program and was selected to receive the Neighborhood Solar Program grant.
The Photovoltaic System Installation at the Northside Branch Library (Project) consists of installing photovoltaic array with 20 kilowatt photovoltaic production capacity (Base Bid) and an additional photovoltaic array with another 20 kilowatt photovoltaic production capacity (Add Alternative Bid). The library building roof has sufficient space to support a total of 80 kilowatt photovoltaic array size. Base bid plus add alternative bid would bring a total of 40 kilowatt photovoltaic production capacity to the Northside Branch Library. The scope of work for the Project includes the installation of a complete photovoltaic system, and operation and maintenance of the installed photovoltaic system for the first year.
DISCUSSION
On May 27, 2020, bids for the Project were opened via video conference. Two bids were received in the amount of $99,982 and $165,438. The Bid Summary is included as Attachment 1. The Project bids included a Base Bid for 20 kilowatt photovoltaic production capacity and one Add Alternative Bid for an additional 20 kilowatt photovoltaic production capacity. The additional 20 kilowatt was included as Add Alternative so that if bids received for the project were higher than the available funding, then the alternative 20 kilowatt photovoltaic production capacity could be removed from the current project.
Staten Solar Corporation submitted the lowest total bid in the amount of $99,982, which is approximately 11 percent below the Engineer’s Estimate of $110,807. Based on the lowest bid being lower than the Engineer’s Estimate and within the available funding amount, staff recommends awarding both the Base Bid and Add Alternative Bid. Staten Solar’s bid was reviewed for compliance with the Bid Documents and was determined to be the lowest responsive and responsible bidder. Staff recommends awarding the contract, including the Base Bid and the Add Alternative to Staten Solar Corporation.
The contract includes prevailing wage requirements.
ENVIRONMENTAL REVIEW
The project being considered is exempt from the California Environmental Quality Act (“CEQA”) pursuant to section 21080.35 of the Public Resources Code, which exempts rooftop solar energy systems from CEQA review.
FISCAL IMPACT
Staff recommends establishing a new Capital Improvement Program Project within the Library Capital Fund for the Photovoltaic System Installation at the Northside Branch Library. The cost of the contract is $99,982 (Base Bid plus Add Alternative) plus a contingency of approximately 15 percent, or $15,000, for any potential change orders, for a total not-to-exceed contract amount of $114,982. Staff recognizes the potential unknowns and challenges of working with the existing building and hence recommends a 15 percent construction contingency for the Project.
Funding for the project is available in the Electric Utility Department’s Public Benefits Program budgeted in the Electric Operating Grant Trust Fund - Mandated Program Costs account, and this funding is recommended to be transferred to the Library Capital Fund.
Budget Amendment
FY 2020/21
|
|
Current |
Increase/ (Decrease) |
Revised |
|
Library Capital Fund |
|
|
|
|
Transfers In |
|
|
|
|
Transfer from Electric Operating Grant Trust Fund |
$0 |
$114,982 |
$114,982 |
|
|
|
|
|
|
Expenditures |
|
|
|
|
Photovoltaic System Installation at the Northside Branch Library Project (New) |
$0 |
$114,982 |
$114,982 |
|
|
|
|
|
|
Electric Operating Grant Trust Fund |
|
|
|
|
Expenditures |
|
|
|
|
Public Benefits Program - Mandated Program Costs |
$14,284,924 |
($114,982) |
$14,169,942 |
|
|
|
|
|
|
Transfers Out |
|
|
|
|
Transfer to Library Capital Fund |
$0 |
$114,982 |
$114,982 |
COORDINATION
This report has been coordinated with Silicon Valley Power, Santa Clara City Library, Finance Department and the City Attorney’s Office.
PUBLIC CONTACT
Public contact was made by posting the Council agenda on the City’s official-notice bulletin board outside City Hall Council Chambers. A complete agenda packet is available on the City’s website and in the City Clerk’s Office at least 72 hours prior to a Regular Meeting and 24 hours prior to a Special Meeting. A hard copy of any agenda report may be requested by contacting the City Clerk’s Office at (408) 615-2220, email clerk@santaclaraca.gov <mailto:clerk@santaclaraca.gov>.
RECOMMENDATION
Recommendation
1. Approve the establishment of the new Capital Improvement Program Project within the Library Capital Fund for the Photovoltaic System Installation at the Northside Branch Library Project;
2. Approve the FY 2020/21 budget amendment in the Library Capital Fund to recognize a transfer from the Electric Operating Grant Trust Fund and establish the Photovoltaic System Installation at the Northside Branch Library Project in the amount of $114,982; in the Electric Operating Grant Trust Fund, decrease the Public Benefits Program - Mandated Program Costs and establish a transfer to Library Capital Fund in the amount of $114,982;
3. Award the Public Works Contract for Photovoltaic System Installation at the Northside Branch Library (CE 18-19-11), including the Base Bid and Add Alternate, to the lowest responsive and responsible bidder, Staten Solar Corporation, in the amount of $99,982 and authorize the City Manager to execute any and all documents associated with, and necessary for the award, completion, and acceptance of this Project; and
4. Authorize the City Manager to execute change orders up to approximately 15 percent of the original contract price, or $15,000, for a total project budget not to exceed amount of $114,982.
Staff
Reviewed by: Craig Mobeck, Director of Public Works
Approved by: Deanna J. Santana, City Manager
ATTACHMENTS
1. Bid Summary