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HomeMy WebLinkAboutPW PG&E EV Fleet Program Application Support Services; First AmendmentFIRST AMENDMENT TO THE PROFESSIONAL SERVICES AGREEMENT WITH NV5 CONSULTANTS, INC. FOR PG&E EV FLEET PROGRAM APPLICATION SUPPORT SERVICES THIS FIRST AMENDMENT to the Professional Services Agreement by and between the CITY OF SAN RAFAEL (hereinafter "CITY"), and NV5 CONSULTANTS, INC. (hereinafter "CONSULTANT"), is made and entered into as of Dec 18, 2024 RECITALS WHEREAS, the CITY and CONSULTANT entered into a Professional Services Agreement dated August 26, 2024 to perform professional services in connection with CITY'S PG&E EV Fleet Program Application Support Services, for an amount not to exceed $35,000 (the "Agreement"); and WHEREAS, under the terms of the Agreement, the Term of the Agreement was to expire on August 26,2025; however CITY and CONSULTANT, agreed informally that the Term of the Agreement would be extended, and now wish to ratify and memorialize that extension; and WHEREAS, CITY requires additional professional services from the CONSULTANT, and the CONSULTANT is willing to provide such services. AMENDMENT TO AGREEMENT NOW, THEREFORE, the parties hereby agree to amend the Agreement as follows: 1. Article I of the Agreement, entitled "SERVICES TO BE PROVIDED" is hereby amended to include the additional services set forth in CONSULTANT's proposal attached to this First Amendment as Exhibit A and incorporated herein by reference. 2. Article II of the Agreement, entitled "COMPENSATION" is hereby amended to include additional compensation payable to CONSULTANT for the services described in Exhibit A to this First Amendment, on a fixed fee and time and materials basis in accordance with the Exhibit A, in a not -to -exceed amount of $7,500 and to change the total not -to -exceed amount under the Agreement to $42,500. 1 3. Article III of the Agreement, entitled "TERM OF AGREEMENT" is hereby amended to extend the Agreement term to January 31, 2026. 4. Except as specifically amended herein, all of the other provisions, terms and obligations of the Agreement between the parties shall remain valid and shall be in full force. IN WITNESS WHEREOF, the parties have executed this First Amendment on the day, month, and year first above written. CITY OF SAN RAFAEL AngelA. Robinson Pinon (Dec 18, 2024 13:13 PST) CRISTINE ALILOVICH, City Manager ATTEST: Nre;ma Nwwti (oi-) Brenna Nurmi (for) (Dec 18, 2024 1 :23 P T) LINDSAY LARA, City Clerk APPROVED AS TO FORM: Robert- P &*� Robert F. Epstein (Dec It, 202411:36 PST) ROBERT F. EPSTEIN, City Attorney 2 CONSULTANT By: B , hi ,un ;Dec 9, 2024 10:10 PST) Name: B Johnson Title: Vice President, Clean Transportation [If Consultant is a corporation, add signature of second corporate officer] By:__ Name:Thomas C. Williard Title:Vice President Task Order EV Fleet Planning and Program Assistance Project # 5980823-2306601.01 This Task Order is pursuant to the Professional Services Agreement ("PSA") between NV5 Consultants, Inc. ("NV5") and The City of San Rafael ("CLIENT"). This Task Order must be mutually executed before work is commenced. EV Fleet Planning and Program Assistance The City of San Rafael San Rafael, CA August 2024 January 2026 Total Amendment Fee: $7,500 ($5,000 Fixed Fee; $2,500 T&M NTE) Tota/ ofAii Tasks: $42,500 ($25, 000 Fixed Fee, $17,500 T&M NTE) PROJECT CONTACTS Name: Brent Johnson, PE, LEED AP Name: Jonathan Schellin Title: Principal Title: Deputy Director of Public Works Email: brent.johnson@nv5.com Email: jonathan.schellin@cityofsanrafael.org Phone: 415-851-9076 Phone: 415-485-3354 Address: 101 Lucas Valley Rd, #302 Address: 111 Morphew Street San Rafael, CA 94973 San Rafael, CA 94901 PROJECT OVERVIEW This task order outlines NV5's support with applying for and managing the PG&E EV Fleet Program for three CLIENT sites. CLIENT is seeking to transition its fleet to electric vehicles (EVs) to meet regulatory requirements and City goals. CLIENT's fleet is comprised of approximately 65 fleet vehicles ("white fleet") including police patrol cars, maintenance and service vehicles, and administrative vehicles housed at three main sites - Department of Public Works, City Hall, and Public Safety.. CLIENT has existing EV's in their fleet and has near-term and ongoing purchases planned. The following is an outline of the tasks NV5 will perform to support the CLIENT. A detailed Scope of Work follows outlining our efforts: 1) PG&E EV Fleet Program Assistance - Collect data required for PG&E EV Fleet applications. - Review City's EV transition plans and suitable charging equipment. - Develop concepts for each site sufficient for application to utility program - Engage with PG&E to review selected equipment, siting, and proposed power levels. - Prepare and assist City with submittal of application. - Provide ongoing support with EV Fleet process. SCOPE OF WORK Task 1 PG&E EV Fleet Program Assistance Assist CLIENT with preparing, submitting, and ongoing management of PG&E EV Fleet application for three (3)CLIENT sites. This task includes selecting charging equipment and power levels and developing a preliminary concept of the behind -the -meter (BTM) charging equipment at the three sites. An optional task is included to assist with other grant and incentive applications for vehicles and/or infrastructure. 1.1 Conduct a kickoff meeting to define goals and objectives, identify assumptions and constraints, and outline the data and input required from CLIENT. 1.2 Collect site details from CLIENT, including any available as -built information and studies. 1.3 In collaboration with CLIENT, define fleet transition schedule aligned with PG&E requirements (5 -years). Review longer -range transition plan with CLIENT (10 -year) to explore infrastructure phasing and trunk infrastructure needs. 1.4 Review EVSE and control software options with CLIENT suitable for vehicles to be charged. Assist CLIENT with selecting appropriate EVSE for PG&E application (on PG&E approved list, appropriate power levels). 1.5 Visit sites, review existing electrical infrastructure and site improvements, review preferred siting with CLIENT. 1.6 Develop Electric Vehicle Supply Equipment (EVSE) concept plan sufficient for EV Fleet application. Identify preferred switchgear and dispenser siting. 1.7 Engage with EV Fleet representative and review preliminary concept and details of application. Adjust application assumptions as -needed based on conversations with PG&E. 1.8 Prepare EV Fleet application in coordination with CLIENT and submit to PG&E. With support from NV5, CLIENT is responsible for submitting the application to PG&E or delegating responsibility to NV5 to handle on their behalf. 1.9 Provide ongoing coordination with PG&E EV Fleet program as -needed to advance the City's applications. 1.10 OPTIONAL: Assist CLIENT with identifying, applying for, and managing additional grants, incentives, and rebates for EVs and EV Infrastructure. Site Visits: One for site inspection SCHEDULE AND DELIVERABLES 1 PG&E EV Fleet August 2024 January 2026 — PG&E EV Fleet application Application documents Assistance — Ongoing Utility coordination PROJECT REQUIREMENTS AND ASSUMPTIONS 1. Travel to CITY sites per site visit assumptions outlined in Scope of Services. Project travel generally assumes one representative per visit unless otherwise noted. Additional travel beyond the trips listed may require additional budget. 2. Assumes schedule listed. Delays or extension of the assumed schedule outside of NV5's control may require additional fees. 3. All deliverables will be provided in electronic format. 4. Site information/data, including as-builts, will be made available to NV5 as needed. 5. Scope of work excludes any detailed EV transition planning for CLIENT. CLIENT will provide 5 -year vehicle purchase plan sufficient for PG&E EV Fleet application and any review of transition beyond 5 - years will be high-level. NV5 can develop a detailed fleet transition plan and capital plan aligned with CARB regulations and CLIENT goals under a separate scope and budget. 6. If needed for high-level planning, fleet data will be made available by CLIENT as -needed. 7. Assumes NV5 will coordinate fleet data collection with a single CITY or CLIENT point of contact. 8. Scope does not include any due diligence beyond visual inspection of facilities and review of as -built drawings. Scope explicitly excludes detailed review/modification of existing electrical infrastructure, load studies, and topographic/underground survey. 9. EVSE assumed to be supplied from new electrical service implemented under the PG&E EV Fleet Program. 10. Scope in this task order does not include design services, detailed design of facilities, construction drawings, engineer of record stamping, or permitting. Concept drawing will be schematic and sufficient for PG&E EV Fleet application. 11. Up to two iterations of the preliminary concept based on CITY/CLIENT feedback. Additional requested revisions, decision changes, or introduction of new data may require additional budget. 12. CLIENT/CITY will provide necessary staff support for timely response to questions, reviews, decisions, and data requests. FEE AND PAYMENT SCHEDULES The Task fees listed in this section are based on anticipated workload for the scope set forth in this Task Order. NV5 has set a fixed fee for the initial applications, with a Time and Materials, Not -to -Exceed (T&M, NTE) budget for any follow-on support with the EV Fleet application or other grant and incentive programs as -shown in the table below. FIXED FEE 1 -ASK TABLE 1.1 Initial EV Fleet Applications (30es) $20,000 1.2 Ongoing EV Fleet Application Support Total $20,000 HOURLY FEE SCHEDULE $5,000 $25,000 $15,000 $2,500 $17,500 $15,000 $7,500 $42,500 T&M work is billed at the hourly rates listed below for project work completed through December 31, 2025. Updated hourly fees will be provided by Sage as necessary prior to each new calendar year. SAGE will not exceed project NTE limits without the consent of CLIENT. SILLINS AND PAYMENT TERMS NV5 invoices monthly with terms of Net 30. REIMBURSABLE EXPENSES Fees assume all deliverable materials for the project will be provided digitally. Printed copies of documents will be billed at cost plus 10%. For time and materials fee structure projects, all reasonable and ordinary expenses are reimbursable at cost plus 10%. TRAVEL COSTS No travel costs are anticipated for this scope of work. SI SBC 0, NSULTANT FEES No subconsultants are anticipated for this scope of work. If a subconsultant becomes necessary and is approved by CLIENT, subconsultant fees will be passed through at cost plus 15%. Subject Matter Expert $430 $450 Principal $325 $340 Associate Principal $290 $305 Project Manager IV $270 $285 Construction Manager III $265 $280 Design Engineer (PE) III $260 $275 Engineer/Data Scientist III $255 $270 Project Manager III $250 $265 Design Engineer (PE) II $245 $255 Construction Manager II $240 $250 Project Manager II $235 $245 Project Engineer/Specialist V $223 $235 Design Engineer (PE) 1 $200 $205 Engineer/Data Scientist II $220 $230 Construction Manager 1 $210 $220 Project Manager 1 $215 $225 Project Engineer/Specialist IV $205 $215 Sr. Analyst/Technician $195 $205 Designer 111 $188 $195 Project Engineer/Specialist 111 $188 $195 Engineer/Data Scientist 1 $185 $195 Associate Project Manager $205 $215 Assistant Project Manager $175 $185 Analyst/Technician $165 $175 Designer 11 $164 $170 Project Engineer/Specialist II $164 $170 Sr. Project Coordinator $155 $165 Project Engineer/Specialist 1 $147 $155 Project Coordinator $145 $150 Designer 1 $140 $145 Intern $125 $130 Drafter II $123 $130 Drafter 1 $106 $110 Project Administrator $100 $105 Sr. CAD Operator $100 $105 CAD Operator $85 $90 IN WITNESS WHEREOF, authorized representatives of both NV5 and CLIENT have executed this agreement as of the date set forth below. Name: Brent Johnson, PE, LEED AP Name: Title: Principal Title: Date: Date: RAF,q�I i 2 0 �y. lY WITH Per` CONTRACT ROUTING FORM INSTRUCTIONS: Use this cover sheet to circulate all contracts for review and approval in the order shown below. TO BE COMPLETED BY INITIATING DEPARTMENT PROJECT MANAGER: Contracting Department: Public Works Project Manager: Shannon Mackie (for Jonathan Schellin) Extension: 3353 Contractor Name: NV5 Consultants, Inc Contractors Contact: Brent Johnson Contact's Email: brent.johnson@nv5.com ❑ FPPC: Check if Contractor/Consultant must file Form 700 Step RESPONSIBLE DESCRIPTION COMPLETED REVIEWER DEPARTMENT DATE Check/Initial 1 Project Manager a. Email PINS Introductory Notice to Contractor N/A ❑X 11/18/2024 b. Email contract (in Word) and attachments to City Attorney c/o Laraine.Gittens@cityofsanrafael.org NSM 2 City Attorney a. Review, revise, and comment on draft agreement 11/22/2024 and return to Project Manager 11/22/2024 ❑X NT b. Confirm insurance requirements, create Job on PINS, send PINS insurance notice to contractor © NT 3 Department Director Approval of final agreement form to send to 12/6/2024 AM contractor 4 Project Manager Forward three (3) originals of final agreement to 12/9/2024! contractor for their signature 5 Project Manager When necessary, contractor -signed agreement 0 N/A agendized for City Council approval * *City Council approval required for Professional Services Agreements and purchases of goods and services that exceed Or $75,000; and for Public Works Contracts that exceed $175,000 Click here to Date of City Council approval enter a date. PRINT CONTINUE ROUTING PROCESS WITH HARD COPY 6 Project Manager Forward signed original agreements to City Attorney with printed copy of this routing form Review and approve hard copy of signed 7 City Attorney agreement 8 City Attorney Review and approve insurance in PINS, and bonds (for Public Works Contracts) 9 City Manager/ Mayor Agreement executed by City Council authorized official Attest signatures, retains original agreement and 10 City Clerk forwards copies to Project Manager Amendment - PG&E EV Fleet Program Assistance - NV5 Final Audit Report Created: 2024-12-09 By: Shannon Mackie (shannon.mackle@cityofsanrafael.org) Status: Signed Transaction ID: CBJCHBCAABAAr3Y2yHkNrSeZOmKUL5aeifGBbVzLDjH 2024-12-18 "Amendment - PG&E EV Fleet Program Assistance - NV5" Histo ry Document created by Shannon Mackie (shannon.mackle@cityofsanrafael.org) 2024-12-09 - 5:57:01 PM GMT- IP address: 199.88.89.34 P'4 Document emailed to brent.johnson@nv5.com for signature 2024-12-09 - 5:58:33 PM GMT Email viewed by brent.johnson@nv5.com 2024-12-09 - 6:07:41 PM GMT- IP address: 142.254.126.227 6� Signer brent.johnson@nv5.com entered name at signing as B Johnson 2024-12-09 - 6:09:59 PM GMT- IP address: 142.254.126.227 6m Document e -signed by B Johnson (brent.johnson@nv5.com) Signature Date: 2024-12-09 - 6:10:01 PM GMT - Time Source: server- IP address: 142.254.126.227 E'7'y Document emailed to tom.wiIliard@nv5.com for signature 2024-12-09 - 6:10:03 PM GMT Email viewed by tom.williard@nv5.com 2024-12-09 - 9:28:04 PM GMT- IP address: 172.226.3.180 Email viewed by tom.williard@nv5.com 2024-12-17 - 6:41:47 PM GMT- IP address: 172.226.212.3 6a Signer tom.williard@nv5.com entered name at signing as Thomas C. Williard 2024-12-17 - 7:12:20 PM GMT- IP address: 99.106.168.163 6© Document e -signed by Thomas C. Williard (tom.williard@nv5.com) Signature Date: 2024-12-17 - 7:12:22 PM GMT - Time Source: server- IP address: 99.106.168.163 SAN RAFAEL I Adobe Acrobat Sign C-. Document emailed to Laraine Gittens (laraine.gittens@cityofsanrafael.org) for approval 2024-12-17 - 7:12:25 PM GMT Email viewed by Laraine Gittens (laraine.gittens@cityofsanrafael.org) 2024-12-17 - 7:28:25 PM GMT- IF address: 104.47.64.254 60 Document approved by Laraine Gittens (laraine.gittens@cityofsanrafael.org) Approval Date: 2024-12-17 - 7:32:30 PM GMT - Time Source: server- IP address: 199.88.113.8 P+ Document emailed to rob.epstein@cityofsanrafael.org for signature 2024-12-17 - 7:32:39 PM GMT Email viewed by rob.epstein@cityofsanrafael.org 2024-12-17 - 7:36:20 PM GMT- IP address: 73.202.77.173 d© Signer rob.epstein@cityofsanrafael.org entered name at signing as Robert F. Epstein 2024-12-17 - 7:36:34 PM GMT- IF address: 73.202.77.173 6© Document e -signed by Robert F. Epstein (rob.epstein@cityofsanrafael.org) Signature Date: 2024-12-17 - 7:36:36 PM GMT - Time Source: server- IP address: 73.202.77.173 Ery Document emailed to city.clerk@cityofsanrafael.org for approval 2024-12-17 - 7:36:38 PM GMT Email viewed by city.clerk@cityofsanrafael.org 2024-12-17 - 8:33:29 PM GMT- IF address: 104.47.65.254 bo Signer city. clerk@cityofsanrafael.org entered name at signing as Brenna Nurmi 2024-12-17 - 8:33:36 PM GMT- IP address: 199.88.113.8 d© Document approved by Brenna Nurmi (city.clerk@cityofsanrafael.org) Approval Date: 2024-12-17 - 8:33:38 PM GMT -Time Source: server- IP address: 199.88.113.8 4 Document emailed to cristine.alilovich@cityofsanrafael.org for signature 2024-12-17 - 8:33:40 PM GMT rD-) Shannon Mackie (Shannon.mackle@cityofsanrafael.org) added alternate signer John Stefanski (john.stefanski@cityofsanrafael.org). The original signer cristine.alilovich@cityofsanrafael.org can still sign. 2024-12-18 - 5:25:11 PM GMT- IP address: 69.181.69.46 C-► Document emailed to John Stefanski (john.stefanski@cityofsanrafael.org) for signature 2024-12-18 - 5:25:11 PM GMT Email viewed by John Stefanski Qohn.stefanski@cityofsanrafael.org) 2024-12-18 - 5:38:10 PM GMT- IF address: 174.227.162.71 ��R, SAN RAFAEL Adobe Acrobat Sign r;4 Shannon Mackie (Shannon.mackle@cityofsanrafael.org) added alternate signer angeia.robinsonpinon@cityofsanrafael.org. The original signer cristine.aliiovich@cityofsanrafael.org can still sign. 2024-12-18 - 9:11:22 PM GMT- IP address: 69.181.69.46 C'-► Document emailed to angeia.robinsonpinon@cityofsanrafael.org for signature 2024-12-18 - 9:11:23 PM GMT Email viewed by angeia.robinsonpinon@cityofsanrafael.org 2024-12-18 - 9:13:17 PM GMT- IP address: 199.88.113.8 6© Signer angeia.robinsonpinon@cityofsanrafael.org entered name at signing as Angela C. Robinson Pinon 2024-12-18 - 9:13:52 PM GMT- IP address: 199.88.113.8 d0 Document e -signed by Angela C. Robinson Pinon (angeia.robinsonpinon@cityofsanrafael.org) Signature Date: 2024-12-18 - 9:13:55 PM GMT - Time Source: server- IP address: 199.88.113.8 24 Document emailed to city.clerk@cityofsanrafael.org for signature 2024-12-18 - 9:13:57 PM GMT Email viewed by city.clerk@cityofsanrafael.org 2024-12-18 - 9:22:55 PM GMT- IP address: 104.47.65.254 &G Signer city.clerk@cityofsanrafael.org entered name at signing as Brenna Nurmi (for) 2024-12-18 - 9:23:07 PM GMT- IP address: 199.88.113.8 d0 Document e -signed by Brenna Nurmi (for)(city.clerk@cityofsanrafael.org) Signature Date: 2024-12-18 - 9:23:09 PM GMT - Time Source: server- IP address: 199.88.113.8 ® Agreement completed. 2024-12-18 - 9:23:09 PM GMT (J SAN RAFAEL Powered by h ��� Adobe `� ""' Acrobat Sign