HomeMy WebLinkAbout25zDD - AGMT - ENERGY CONSULTING SRVSREQUEST FOR
COUNCIL ACTION
CITY COUNCIL MEETING DATE:
OCTOBER 21, 2014
TITLE:
AMEND AGREEMENT WITH MARIANN
LONG AND ASSOCIATES FOR ENERGY
AND SUSTAINABILITY CONSULTING
SERVICES (STRATEGIC, PLAN NO. 5, 2, A)
CITY MANAGE
RECOMMENDED ACTION
CLERK OF COUNCIL USE ONLY:
AIRY► ►
0 As Recommended
CI As Amended
EI Ordinance on 1 " Reading
EI Ordinance on 2nd Reading
I� Implementing Resolution
L7 Set Public Hearing For
RILE NUMBER
Authorize the City Manager and Clerk of the Council to execute an amendment to the agreement
with Mariann Long and Associates for energy and sustainability consulting services, subject to
nonsubstantive changes approved by the City Manager and City Attorney, to increase
compensation by an amount not to exceed $26,040, for a total agreement amount of $381,545;
transfer $17,822.50 in unused funds in the original agreement from Task 2A to Task 263, and
extend the term to December 31, 2015.
DISCUSSION
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
through 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 enabled 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
Green Building and Leadership in Energy and Environmental Design (LEED) certification training,
and hire an energy and sustainability consultant to coordinate and assist in implementation of these
activities.
In September 2011, the City entered into an agreement with Mariann Long and Associates to
provide energy and sustainability consulting services. Her firm has been instrumental in the
successful completion of the GHG baseline inventory and energy analysis, the California Green
25DD -1
Amend Agreement for Energy and
October 21, 2014
Page 2
Sustainability Consulting Services
Building and LEED certification training, development of an Energy Action Plan and Online
Permitting System, and is nearing completion of the CAP.
The recommended action will allow the City to benefit from an additional $8,525 made available
by SCE for the development of an Energy Chapter in the Climate Action Plan, and for completing
additional tasks, which include reporting and deliverables related to the Climate Action Plan.
$17,515 in City funding will be needed to complete this work. The recommended action also
provides for the transfer of unspent funds in the original Fee Schedule, from Task 2A (GHG
Inventory) which is already completed, to Task 263 (Implementation and Monitoring Framework)
which is currently in progress. The transfer of funds is needed due to the delays that resulted
from changes in City management and varying guidance for structuring components of the
Climate Action Plan. Responding to these changes in guidance required additional evaluations,
extra work, and increased costs to develop the implementation timeline. The amendment also
extends the term of the consultant agreement an additional six months to December 31, 2015.
STRATEGIC PLAN ALIGNMENT
Approval of this item supports the City's efforts to meet Goal #5 Community Health, Livability,
Engagement & Sustainability, Objective #2 (expand opportunities for conservation and
environmental sustainability), Strategy A (complete the City's Climate Action Plan with measures
to address water conservation, energy efficient buildings, and greenhouse gas emissions).
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).
/Fre usavipour
Executive Director
Public Works Agency
FM /MM /CK
Exhibit: 1. Amendment and Scope of Work
APPROVED AS TO FUNDS AND ACCOUNTS:
1� —–
Francisco Gutierrez
Executive Director
Finance & Management Services Agency
25DD -2
THIRD AMENDMENT TO AGREEMENT
BETWEEN CITY OF SANTA ANA AND
MARIANN LONG AND ASSOCIATES
THIS THIRD AMENDMENT, made and entered into this 21'` day of October 2014 by
and between Mariann Long and Associates, a sole proprietor (hereinafter "Consultant "), and the
City of Santa Ana, a charter city and namicipal corporation organized and existing under the
Constitution and laws of the State of California (hereinafter "City ").
RECITALS;
A. The California Public Utilities Commission authorized Southern California Edison
(SCE) to partner with cities to deliver energy efficiency programs to utility customers in
SCE's service area. Based upon this partnership, the City and Consultant entered into a
two -year Agreement on September 6, 2011 (Agreement A- 2011.212) ( "said
Agreement ") for Consultant to provide energy efficiency and sustainability consulting
services including, but not limited to, 1) coordinate the services of technical
consultants to develop a baseline green house gas inventory and climate action plan;
2) coordinate California Green Building and LEER Certification training for staff and
committee /cormnission members; and 3) coordinate and lead the implementation of
tasks, including all reporting requirements arising from the SCE California Energy
Efficiency Strategic Plan Implementation Contract between City and Southern
California Edison,
B. Said Agreement was amended on November 30, 2012, to extend the Term, and again on
November 4, 2013 to amend the Scope of Services, increase the Compensation and
extend the Term.
C. The parties hereto now desire to reallocate compensation under one Task in the Fee
Schedule (Exhibit B to the original Agreement) which is already complete to a different
Task on which Consultant is currently working. This transfer of funds is due to
unforeseen changes in City management and varying guidance for structuring
components of the Climate Action Plan. City guidance changes caused different
evaluations, extra work, and increased costs under one Task,
D. The parties also desire to increase the Compensation and extend the Term thereof,
WHEREFORE, in consideration of the covenants contained in said Agreement, and subject to
all the terms and conditions of said Agreement, as amended, the parties agree as follows:
1. Section 3 "Compensation" shall be amended and increased by an additional $26,040.00 for
the projects /tasks as set forth in Exhibit A hereto, These additional funds are comprised of
$8 „52,5.00 from Southern California Edison and $17,515.00 of City funds for completion of
Task 2B.
25DD -3
2. Task 2A is complete and has money retraining in its budget ($17,822,50). Such remaining
Rinds from Task 2A shall be reallocated to Task 2133. There shall be $17,822,50 allocated
for completion of Task 2133,
3. Section 5 "Tenn" shall be extended through. December 31, 2015.
4, All other terms and conditions of the Agreement shall retrain in effect and unchanged.
IN WITNESS WHEREOF, the parties hereto have executed this Third Amendment to
Agroement on the date and year first written above.
ATTEST;
Maria D. Huizar
Cleric of the Council
APPROVED AS TO FORM;
SONIA R CARVALHO
City Attorney
Lisa E. Storck
Assistant City Attorney
RECOMMEND FOR APPROVAL:
Fred Mousavipour
Executive Director
Public Works Agency
CITY OF SANTA ANA;
David Cavazos
City Manager
CONSULTANT
Mariann bong & Associates
Mariann Long
25DD -4
Exhibit A
Hourly Rate:
Principal in charge $155.00
Total hours for projects 168
Total Fee Proposal $26,040
Tasks
Task 2.B. — Oversee preparation and implementation of Energy Efficiency Chapter of the
Climate Action Plan to be developed by a separately contracted technical consultant.
Detailed ramp -down and shut -down plans and schedules
Draft Energy Efficiency Chapter for the Climate Action Plan — October 31, 2014
Final Energy Efficiency Chapter for the Climate Action Plan — November 14, 2014
Draft Final Program Report — November 28, 2014
Final Report —December 15, 2014
Monthly Invoicing and Reporting — September to December 31, 2014
Prepare and submit Final Invoice and Program Report to SCE — January 31, 2015
Total Hours -
55
Enhanced Scope 2.13 - Oversee preparation and implementation of Citywide Climate Action
Plan to be developed by a separately contracted technical consultant.
Monthly Invoicing
Climate Action Plan Annual Reporting template
Coordinate the completion of any remaining work on the Climate Action Plan pursuant to
Council timeframe and direction between November 2014 and December 2015.
Overview of FIR Scope — Approach, Tasks, Deliverables
EIR and Public Review process of Draft Climate Action Plan
City Council Approval Process
Total Hours -
25DD -5
113
25DD -6