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Home My WebLink About25D - AGMT - ENERGY CONSULTING SRVSREQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: NOVEMBER 4, 2013 TITLE: AMEND AGREEMENT WITH MARIANN LONG AND ASSOCIATES FOR ENERGY AND SUSTAINABILITY CONSULTING SERVICES CITY MANAGER RECOMMENDED ACTION CLERK OF COUNCIL USE ONLY: APPROVED ❑ As Recommended ❑ As Amended ❑ Ordinance on 1" Reading ❑ Ordinance on 2n° Reading ❑ Implementing Resolution ❑ Set Public Hearing For CONTINUED TO FILE NUMBER Authorize the City Manager and Clerk of the Council to execute an amendment to the agreement with Mariann Long and Associates, subject to nonsubstantive changes, approved by the City Manager and City Attorney for energy and sustainability consulting services in an amount not to exceed $32,705. The recommended action will allow the City to benefit from additional funding made available by Southern California Edison (SCE) for the development of an Energy Action Plan, and for reporting and deliverables related to an online permitting project. The amount of additional funding authorized by SCE is $32,705, and staff recommends approval of an amendment to an existing agreement with Mariann Long and Associates to provide these additional services. The amendment will allocate the $32,705 in SCE funds and extend the term of the consultant agreement to June 30, 2015. The California Public Utilities Commission (CPUC) authorized Southern California Edison (SCE) to partner with cities to deliver energy efficiency programs to utility customers in SCE's service area. The City was awarded a partnership with Edison for 2010 -2012, which was extended to June 30, 2015, to jointly deliver energy efficiency information, training, and materials that would benefit Santa Ana customers. The Santa Ana Energy Leader Partnership (Partnership) optimizes the City's opportunities for achieving short- and long -term energy savings and reduced utility bills, and assists residents and businesses in understanding, managing, and reducing energy use and costs. In July 2011, the City was awarded funding by SCE as authorized by the CPUC to provide funding for energy efficiency strategic plan activities in support of the California Energy Efficiency Strategic Plan. This program enables the City to perform a greenhouse gas (GHG) baseline inventory and energy analysis, develop an energy chapter for a Climate Action Plan (CAP), provide California 25D -1 Agreement for Energy and Sustainability Consulting Services November 4, 2013 Page 2 Green Building and LEED certification training, and hire an energy and sustainability consultant to coordinate and assist in implementation of these tasks. In September 2011, the City entered into an agreement with Mariann Long and Associates to provide these consulting services. Her firm has been instrumental in the successful completion of the GHG baseline inventory and energy analysis, the California Green Building and LEED certification training, and is nearing completion of the energy chapter of the CAP. ENVIRONMENTAL IMPACT There is no environmental impact associated with this action. However, continued implementation of energy efficiency programs and strategies would enhance the environment by improving air quality, reducing pollution, and conserving natural resources. FISCAL IMPACT SCE will make the funds available to the City on a reimbursement basis. City funds will be expended from the Public Works Administrative Services Contract Services — Professional account (No. 10117601- 62300). Edwin "William" vez, P.E. Interim Executive Director Public Works Agency EWGICK Exhibit: 1. Amendment and Scope of Work APPROVED AS TO FUNDS AND ACCOUNTS: Francisco Gutierrez Executive Director Finance & Management Services Agency 25D -2 SECOND AMENDMENT TO AGREEMENT THIS SECOND AMENDMENT TO AGREEMENT is entered into on November 30, 2012, by and between Mariann Long and Associates, a sole proprietor ( "Consultant') and the City of Santa Ana, a charter city and municipal corporation organized and existing under the Constitution and laws of the State of California ( "City "). RECITALS: A. The parties entered into that certain Agreement # A-2011-212, dated September 6, 2011, (hereinafter "said Agreement') by which Consultant has provided energy efficiency, sustainability and greenhouse gas emission reduction consulting services to assist the City in developing an energy efficiency strategic plan. B. In accordance with the terms and conditions of said Agreement, the parties wish to amend the Scope of Services to provide for the implementation of additional components of the energy efficiency agreement between the City and Southern California Edison. WHEREFORE, in consideration of the covenants contained in said Agreement, and subject to all the terms and conditions of said Agreement, except those amended in this First Amendment to Agreement, the parties agree as follows: Section 1, SCOPE OF SERVICES, shall be amended to provide that, in addition to the services previously agreed, Consultant shall provide the following services: a.) Utilizing the information acquired in connection with the Green House Gas Inventory and Climate Action Plan study, Consultant shall write an Energy Action Plan, including long term planning for energy efficiency strategies to be implemented within the City, a record of current energy use baselines, and setting forth goals and milestones to reach long term energy efficiency, as set forth in Exhibit A -1, attached hereto. b.) Consultant shall develop and implement an on -line permitting process to allow ...., as set forth in Exhibit A -2, attached hereto. All attached exhibits are incorporated by this reference. 2. Section 2.a., COMPENSATION, shall be amended to increase compensation by $32,705, to pay for services set forth in section 1, above, on a milestone and deliverable basis, as set forth in Exhibits A -I and A -2. 3. Section 4, TERM, shall be amended to extend the term through June 30, 2015. 4. Except as hereinabove amended, all terms and conditions of said Agreement shall remain in full force and effect. EXHIBIT 1 25D -3 IN WITNESS WHEREOF, the parties hereto have executed this Second Amendment to Agreement the date and year first above written. ATTEST: MARIA D. HUIZAR Clerk of the Council APPROVED AS TO FORM: Laura Sheedy Assistant City Attorney APPROVED AS TO CONTENT: EDWIN "WILLIAM" GALVEZ, P.E. Interim Executive Director Public Works Agency CITY OF SANTA ANA DAVID CAVAZOS City Manager MARIANN LONG & ASSOCIATES MARIANN LONG Director 25D -4 EXHIBIT A SCOPE OF SERVICES 25D -5 Mariann Long and Associates City of Santa Ana Projects Hourly Rate: Principal in charge $155.00 Total hours for two projects x211 hours Total Fee Proposal $32,705.00 Cost Proposal to Develop an Energy Action Plan for City of Santa Ana Number of Hours for the components: A _, C 14 hours D — F 23 hours 0-1 15 hours Format, design, and approval of document 12 hours Total Hours 64 hours Project Fee Proposal $9,920.00 Scope of Work: Develop an Energy Action Plan for City of Santa Ana The Energy Action Plan will include, at the minimum the following components: A. Establishing long -term vision and plan for energy efficiency in city (in kWh savings or percentage reduction). B. Clearly stating the aim and objectives of the plan. C. Recording the baseline municipal energy usage (kWh). D. Displaying the highest users (facilities) that the City should target. E. Identifies the City reduction goals and milestones to help reach long -term target. Providing the plan of municipal facility projects that the City can complete to assist in achieving the reduction (Provide savings calculated for each project) by identifying: 1. Priority of projects. 2. Expected funding mechanisms to complete municipal facility energy efficiency projects. G. Identifying any policies or procedures the City can implement to assist in reducing energy use. H. Adding statement/paragraph identifying all actions including (but not limited to) municipal retrofit project and policies that will constitute meeting the "Implementation" requirement of the Energy Leadership Partnership Platinum. Level. Adding language stating that the Energy Action Plan long -term policies will be integrated in the local government's policy documents, such as the next General Plan, climate action plan, or sustainability plan. Mariann Long and Associates City of Santa Ana Projects, Page 2 Cost Proposal for Southern California Edison Deliverables regarding On -line Permitting Number of Hours for the components: Task 1 8 hours Task 2 67 hours Task 3 47 hours Task 4 0 hours Task 5 25 hours Total Hours 147 hours Project Fee Proposal Scope of Work: Task 1: Program Ramp -Up $22,785.00 1. Kick -off meeting including invoice reporting tool training. 2. Delivery of updated invoice reporting tool to CPM for review and approval. Task 2: Develop and Implement an On -line Building Permitting Process 1. Report on status of implementer to support the task. Contractor will submit monthly report on the status of hiring expertise to complete the activities in this task. 2. Assessment and planning report for the on -line permitting system(draft and final). 3. On -line permitting system promotion and community outreach plan and materials. 4. Plan for sharing lessons learned/best practices with other local governments. Task 3: Invoicing and Reporting 1. Prepare and submit invoices and supporting documentation to SCE. 2. Submit final invoice to SCE. 3. Prepare and submit monthly reports to SCE. 4. Submit Commission Report semiannually and annually. Task 4: Ramp -Down and Shut -Down Program (does not apply to contractor) Task 5: Submit Final Program Report 1. Submit draft Final Report for SCE review and approval. 2. Submit revised Final Report for SCE review and approval. 25D -8