HomeMy WebLinkAboutPW Design and Utility Coordination for EV Charging Installations____________________________________________________________________________________
FOR CITY CLERK ONLY
Council Meeting: 06/02/2025
Disposition: Resolution 15418
SAN RAFAEL CITY COUNCIL AGENDA REPORT
Department: Public Works
Prepared by: Jonathan Schellin Deputy Director, Public Works City Manager Approval: ___
TOPIC: DESIGN AND UTILITY COORDINATION FOR ELECTRIC VEHICLE CHARGING
INSTALLATIONS
SUBJECT: RESOLUTION AUTHORIZING THE CITY MANAGER TO ENTER INTO A
PROFESSIONAL SERVICES AGREEMENT WITH NV5 CONSULTANTS, INC. TO
ASSIST WITH THE DESIGN AND UTILITY COORDINATION FOR ELECTRIC
VEHICLE CHARGING INSTALLATIONS IN AN AMOUNT NOT TO EXCEED $70,000
FOR THE PUBLIC WORKS FACILITY
RECOMMENDATION:
Staff recommend that the City Council adopt a resolution authorizing the City Manager to enter into a
professional services agreement with NV5 Consultants, Inc., to assist with the design and utility
coordination for electric vehicle charging installations in an amount not to exceed $70,000 for the Public
Works facility.
BACKGROUND:
San Rafael’s Climate Change Action Plan (CCAP) includes measure LCT-M1, directing the City to
purchase or lease zero-emission vehicles for the City fleet whenever possible, and setting a target of
50% reduction of fuel use by 2030. Measure LCT-M1 is the most significant area of greenhouse gas
reduction in the CCAP because vehicle emissions are the largest source of greenhouse gas emissions
in our greenhouse gas inventory. In 2023, the California Air Resources Board adopted the Advanced
Clean Fleets Regulation California Code of Regulations Title 13, Division 3, Chapter 1, Article 3.2). As
part of those regulations, beginning January 1, 2024, the City must ensure that 50 percent of their annual
vehicle purchases for medium and heavy-duty vehicles are zero-emissions, and beginning January 1,
2027, 100 percent of vehicle purchases are zero-emissions (public safety vehicles exempted).
Staff have been working on the transition of the City fleet for the past two years. This work includes
securing Federal Energy Efficiency Conservation Block Grant funds, technical assistance from Marin
Clean Energy (MCE) and the Metropolitan Transportation Commission and contracting with NV5 as the
City’s technical consultant to plan the transition. The most recent activity conducted by staff was to apply
for and get accepted into the Pacific Gas and Electric Company’s (PG&E) EV Fleet Electrification
program, which commits PG&E to install additional infrastructure to serve electric vehicle loads at City
facilities. This includes complete design costs, fully funding PG&E’s side of the meter upgrades,
Agenda Item No: 4.j
Meeting Date: June 2, 2025
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2
incentives for the City’s side of the meter work, and additional incentives for City vehicle purchases.
Participation in this program will help the City comply with the Advanced Clean Fleets Regulation and
save significant funds for expanding transformer and electrical capacity. The City Council will be
considering entering into contracts with PG&E for this program earlier on tonight’s agenda.
The City currently has an existing contract for $63,430 with NV5 Consultants, Inc. (NV5). The services
provided under the existing contract include design work, engineering cost estimates, and coordination
with the PG&E EV Fleet Program. While this proposed contract is within the City Manager’s contracting
authority, when combined, these two contracts exceed the City Manager’s delegated purchasing
authority; therefore, it is recommended that the Council approve the execution of this contract.
ANALYSIS:
NV5 has done other PG&E EV Fleet Electrification Program projects around the State. They are well-
positioned to help the City through final design, utility coordination, and request for proposal development
for the projects at its facilities. NV5 has acquired extensive knowledge through this process, and it is
highly favorable to the City to leverage that knowledge on the proposed design and construction phase
of work. NV5 is also familiar with the various incentives available to the City and has been guiding it in
securing them. Finally, NV5 can guide the City on service contracts, pricing, terms, and technical analysis
to help the City assess proposals. To date, staff have been pleased with NV5’s work and recommends
contracting with them for continued help in facilitating the City’s PG&E EV Fleet program. In line with the
City’s Purchasing Policy and SRMC 2.55.100(d), this contract for professional services is exempt from
bidding.
As noted previously, the City Council is also considering a resolution authorizing the City Manager to
enter into contracts with PG&E to participate in the EV Fleet Electrification program. The City Manager
will only execute an agreement with NV5 (based on the proposal in Attachment 2) if the City Council
adopts resolutions authorizing the City Manager to execute agreements with both NV5 and PG&E.
FISCAL IMPACT:
The cost of this agreement is a not-to-exceed amount of $70,000. The cost will be partially eligible for
reimbursement through the incentive programs by PG&E and other incentives the City will be applying
for; exact amounts are unknown at this time. Any remaining funding would come from the Capital Projects
Fund 401 and are appropriated in the final Fiscal Year 2025-26 budget.
OPTIONS:
The City Council has the following options to consider relating to this item:
1. Adopt the resolution as presented.
2. Adopt the resolution with amendments.
3. Do not adopt the resolution.
RECOMMENDED ACTION:
Staff recommend that the City Council adopt a resolution authorizing the City Manager to enter into a
professional services agreement with NV5 Consultants, Inc., to assist with the design and utility
coordination for electric vehicle charging installations in an amount not to exceed $70,000 for the Public
Works facility.
ATTACHMENTS:
1. Resolution
2. NV5 Proposal – Public Works Design Task Order
RESOLUTION NO.
RESOLUTION AUTHORIZING THE CITY MANAGER TO ENTER INTO A
PROFESSIONAL SERVICES AGREEMENT WITH NV5 CONSULTANTS, INC. TO
ASSIST WITH THE DESIGN AND UTILITY COORDINATION FOR ELECTRIC VEHICLE
CHARGING INSTALLATIONS IN AN AMOUNT NOT TO EXCEED $70,000 FOR THE
PUBLIC WORKS FACILITY
WHEREAS, the City of San Rafael is required to comply with the Advanced Clean Fleets
regulations of the California Air Resources Board; and
WHEREAS, the Advanced Clean Fleet regulations (Title 13, Division 3, Chapter 1, Article
3.2) require transitioning the City fleet to electric or zero emissions vehicles in phases starting
in 2024 with a requirement for 50% of fleet purchases to be Zero Emission Vehicles starting
in 2024, and 100% of fleet purchases to be Zero Emission Vehicles starting in 2027 with some
exceptions; and
WHEREAS, the City of San Rafael has applied for and been accepted into the Pacific
Gas and Electric Company’s EV Fleet Electrification program to upgrade utility infrastructure
and install electric vehicle chargers at the City’s Public Works facility; and
WHEREAS, the City of San Rafael has utilized the services of NV5 Consultants, Inc. for
technical assistance and guidance to secure the Pacific Gas and Electric Company’s EV Fleet
Electrification program and wishes to continue using their services to complete the program;
and
WHEREAS, the City Council of the City of San Rafael has adopted a resolution
approving the City Manager to enter into contracts with Pacific Gas and Electric Company to
participate in the EV Fleet Electrification program;
NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of San Rafael hereby authorizes the City Manager to execute a professional services agreement between the City and NV5 Consultants, Inc. pursuant to specific conditions approved by the City Council of the City of San Rafael in an amount not to exceed $70,000 for the Public Works facility.
I, LINDSAY LARA, Clerk of the City of San Rafael, hereby certify that the foregoing Resolution
was duly and regularly introduced and adopted at a regular meeting of the City Council of the
City of San Rafael, held on Monday, the 2nd day of June 2025, by the following vote, to wit:
AYES:
NOES:
ABSENT:
LINDSAY LARA, City Clerk
City of San Rafael | EVSE Design Services – City Hall | 5980824-2306603.00 NV5.COM | 1
Task Order EVSE Design Services – City Hall
Project # 5980824-2306603.00
This Task Order is pursuant to the Master Services Agreement (“MSA”) between NV5 Consultants,
Inc. (“NV5”) and the City of San Rafael (“CITY”) dated August 26, 2024.
This Task Order must be mutually executed before work is commenced.
Project Name EVSE Design Services – City Hall
Client City of San Rafael
Project Location San Rafael, CA
Estimated Start Date April 2025
Estimated End Date December 2025
Estimated Fees Time & Materials, NTE: $56,100
PROJECT CONTACTS
NV5 CITY
Name: Brent Johnson, PE Name: Jonathan Schellin
Title: Vice President, Clean Transportation 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 Road, Suite 302
San Rafael, CA 94903
Address:
111 Morphew Street
San Rafael, CA 94901
SUMMARY OF WORK
This task order outlines full civil, electrical, and structural EVSE design services for an electric vehicle
supply equipment (EVSE) project at 1 CITY site. The charging equipment and locations will be based
on the preliminary designs provided with the applications to the PG&E EV Fleet program. A
preliminary basis of design (BOD) was established utilizing Zerova chargers for the purposes of
initiating the EV Fleet process. NV5 will work with the CITY to assist with making a final BOD selection
prior to finalizing design.
Charging equipment will be located at the following location:
Location Address
1. City Hall 1400 5th Avenue, San Rafael, CA 94901
The following is an outline of the tasks NV5 will perform to support CITY with their EV transition. A
detailed Scope of Work follows, outlining our efforts under each of these tasks:
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Task General Scope
1. EVSE Design
Services – City Hall − Develop CD30, CD90 and CD100/IFP EVSE Drawings.
− Ongoing Utility coordination.
− Respond to AHJ questions and assist CITY with permitting.
− Develop IFC Design sets.
SCOPE OF WORK
Task 1 EVSE Design Services – City Hall
This task includes detailed progress design of charging infrastructure at 1 CITY site. Design work
includes electrical, civil, and structural disciplines with engineering stamps sufficient to achieve
permitted design set approved by the relevant Authority Having Jurisdiction (AHJ), assumed to be the
City of San Rafael.
1.1 CD30, Schematic Design (SD) Drawings
• Perform site visit to further review existing site conditions and CD10 concepts with site
personnel.
• Review existing infrastructure and any available as-built drawings. Identify new EVSE
service requirements and preliminary siting.
• Coordinate with CITY’s survey consultant to identify boundaries and scope of survey.
• Develop SD drawings consisting of a site plan, single line, and initial basis of design
electrical equipment. Include reserved footprint for future electrical service, EVSE
equipment power levels and siting, and initial phasing plans.
• Submit SD set to CITY and utility for review.
1.2 CD90, Draft Construction Drawings
• Review SD comments with CITY. Address review comments from stakeholders.
• Develop IFP design set to include additional detail on site plan and single line sheets,
additional electrical design (wire/conduit sizing), phasing details, details of service
upgrade/new service, structural design of pads, design element details (pedestal
foundations, bollards, curb stops, civil details, etc.), and equipment cut sheets.
• Submit Draft IFP set to CITY and utility for review.
1.3 CD100 (IFP), Final Construction Drawings
• Review Draft IFP comments with CITY. Address review comments from stakeholders.
• Finalize IFP and provide engineering stamps to advance drawings to IFP status.
1.4 Permitting Support and Issued for Construction (IFC) Drawings
• Provide initial outreach to AHJ to review project scope and identify any unique or specific
permitting requirements, design standards, or submittal processes.
• Prepare and submit IFP drawings to AHJ.
• Respond to questions/feedback. Assumes AHJ will have limited comments/revision
requests to the drawing set.
• Incorporate any AHJ required updates and finalize Issued for Construction (IFC) Drawings
to resubmit to AHJ for issuance and permit approval.
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SITE VISITS: One for site/electrical inspection.
SCHEDULE AND DELIVERABLES
The schedule below is inclusive of an extended design schedule due to added coordination time and
effort with Utility design engineers (i.e., PG&E EV Fleet).
Task Start Date End Date Deliverables
1 EVSE Design Services – City Hall
Progress Designs –
City Hall
Apr. 2025 Dec. 2025 − CD30 Drawings
− CD90 Drawings
− CD100/IFP Drawings
− CD100/IFC Drawings
Ongoing Utility
Coordination
Apr. 2025 Dec. 2025 − Design set coordination/correspondence
with Utility
PROJECT ASSUMPTIONS & EXCLUSIONS
KEY ASSUMPTIONS
1. Authorization to proceed with a signed contract or work order to follow.
2. Topographic, Ground Penetrating Radar, and/or Title Review to be provided by CITY via separate
subcontract. Survey drawings with topographic, easement and boundary details to be provided in
CAD format to NV5.
3. Travel to CITY site 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.
4. On-site review will be limited to visual inspections of potential component locations, electrical
services and existing site conditions. Services will not include new or invasive site investigations
(e.g., geotechnical studies, structural investigation, geotechnical investigation, shutdown/inspection
of electrical services, etc.) unless specifically contracted with NV5.
5. Assumes schedule listed above. Delays or extension of more than 10% of the assumed schedule by
others (Utility, Contractor, CITY, etc.) or circumstances beyond NV5’s control may require additional
budget.
6. All deliverables will be provided in electronic PDF format.
7. NV5 will not create any drawings, sheets, or documents (e.g., architectural, electrical, structural,
civil, fire drawings, etc.) other than those specifically listed in the preceding Scope of Work.
8. Drawings will utilize NV5 templates/title blocks/drawing standards.
9. Site information/data, including as-builts and survey maps (sufficient for permitting), will be made
available to NV5 as needed. Onsite review will be limited to visual inspections of potential
component locations, electrical services, and existing site conditions.
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10. Scope of work excludes a detailed EV transition plan for CITY.
11. EVSE Design assumed to be supplied from new electrical service implemented under the PG&E EV
Fleet Program.
12. Assumes new EVSE-dedicated Utility service to be designed and installed to the meter by Utility
under make-ready program. NV5 scope is for Behind-the-Meter (BTM) design only.
13. No major redesign or adjustment of equipment siting or sizing after CITY has provided comments on
the Draft IFP drawings.
14. CITY will provide necessary staff support for timely response to questions, reviews, decisions, and
data requests.
15. CITY will provide access to all sites under consideration for site walks, including access to electrical
services at each site.
16. CITY to procure charge management system, hardware and O&M agreements under same
procurement as the installation contract or via cooperative procurement.
17. Construction and commissioning of project will be performed by others. NV5 can provide owner’s
representative services under a separate task order.
18. NV5 will provide technical review of AHJ comments during permitting with a maximum of 4-hours of
total engineer permitting support time assumed for the project.
19. Assumes Contractor will be responsible for any design, engineering and permitting efforts resulting
from Contractor or CITY requested changes. NV5 can provide additional design, engineering, and/or
permitting support under a separate or amended agreement.
20. If multiple permits are required to be submitted in-person, they will be submitted at the same time.
21. CITY will self-perform or separately contract procurement, construction management, and
commissioning and be available for required AHJ inspections.
22. Project scope assumes the AHJ will be the City of San Rafael. Project scope does not include any
permitting support for any additional AHJ(s).
23. NV5’s scope excludes any Solar PV, Battery Energy Storage System (BESS), genset, or microgrid
design work. Solar PV or BESS design can be provided under a separate or amended scope.
EXCLUSIONS
The following work is excluded unless specifically contracted with NV5. Where needed/requested,
NV5 can provide this additional scope.
1. New or substantially revised PG&E EV Fleet application.
2. Engineering of corrections for unforeseen conditions.
3. Analysis of telematics data.
4. Permitting fees. Permitting fees can be processed by NV5 but will be submitted for
reimbursement on a site-by-site basis.
5. Load studies.
6. To-the-Meter (TTM) design (assumed to be designed by the Utility make-ready program)
7. Design of ancillary electrical systems, such as upgrades to existing electrical service, solar,
stationary battery, microgrid, back-up generation, lighting systems, etc.
8. Accessibility/Path-of-Travel review or design (not typically required for fleet applications).
9. Mobility studies or parking lot reconfiguration.
10. Traffic studies.
11. Public-facing EVSE.
12. Environmental impact reports or studies.
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13. Geotechnical investigations or pavement reports.
14. Procurement Support, Construction Management, or Commissioning.
15. Due Diligence Exclusions
a. Topographical Survey.
b. Ground Penetrating Radar (GPR).
c. Underground Utility Locating.
d. Title Reports.
e. X-ray or other studies of prestressed concrete.
16. Other Exclusions
a. Grading design (e.g. upgrade existing pavement surface for accessibility standards).
b. Earthwork and formal landscaping.
c. Floodplain evaluation.
d. Environmental Impact Studies or Reports.
e. Services associated with project re-zoning or revising the FDP.
f. FEMA support services.
g. Design, boundary, or construction staking.
h. Setting or restoring lost property corners.
i. CLOMR/LOMR.
j. Preparation of lease exhibits, or other similar documents.
k. Research or copies of deeds, easements, subdivisions, or survey plats.
l. Construction Stormwater Quality Discharge Permit and Stormwater Management Plan &
Report.
m. Stormwater Inspections and Maintenance Plan, which includes a Stormwater
Maintenance Agreement, to cover inspection and maintenance of any permanent
stormwater best management practices.
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. For all tasks performed under this Task Order, NV5 has set a Time and Materials (T&M)
Not to Exceed (NTE) cost as shown in the table below. NV5 will not exceed project NTE limits without
written consent of CITY.
FEE TASK TABLE
Task T&M NTE
1 EVSE Design Services – City Hall $56,100
TOTAL $56,100
HOURLY FEE SCHEDULE
T&M work is billed at the hourly rates listed in Exhibit A for project work completed through
December 31, 2027. Updated hourly fees will be provided by NV5 as necessary prior to each new
calendar year.
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BILLING AND PAYMENT TERMS
NV5 invoices monthly with terms of Net 30.
If the project schedule is extended because of CITY, regulatory, Developer or other reasons beyond
the control of NV5, NV5 will consult with CITY on utilizing contingency funds (if available) or extending
the budget as needed.
REIMBURSABLE EXPENSES
Fees assume all deliverable materials for the project will be provided digitally. Printed copies of
documents and any reprographic fees 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
Site visits will utilize local staff from our San Rafael office wherever possible and no travel expenses
are anticipated. Should travel by remote staff become necessary, NV5 will notify CITY beforehand.
When air travel is required, coach class airfare will be used for domestic air travel and business class
airfare will be used for international travel. Personnel travel time from our office to project location is
billable at the full hourly rate. Meals and lodging will be billed at cost. Vehicle driving mileage will be
billed at the current IRS mileage rate.
SUBCONSULTANT FEES
Subconsultant fees will be passed through at cost plus 15%.
IN WITNESS WHEREOF, authorized representatives of both NV5 and CITY have executed this
agreement as of the date set forth below.
NV5 CITY
Name: Brent Johnson, PE, LEED AP Name:
Title: Principal Title:
Date: Date:
3/26/2025
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EXHIBIT A: HOURLY FEE TABLE
Billing Category 2025 2026 2027
Subject Matter Expert $450 $455 $460
Principal $340 $345 $350
Associate Principal $305 $310 $315
Project Manager IV $285 $290 $295
Construction Manager III $280 $285 $290
Design Engineer (PE) III $275 $280 $285
Engineer/Data Scientist III $270 $275 $280
Project Manager III $265 $270 $275
Design Engineer (PE) II $255 $260 $270
Construction Manager II $250 $255 $265
Project Manager II $245 $250 $260
Project Engineer/Specialist V $235 $240 $245
Engineer/Data Scientist II $230 $235 $240
Project Manager I $225 $230 $235
Construction Manager I $220 $225 $230
Project Engineer/Specialist IV $215 $220 $225
Associate Project Manager $215 $215 $220
Sr. Analyst/Technician $205 $210 $215
Design Engineer (PE) I $205 $210 $215
Engineer/Data Scientist I $195 $205 $210
Designer III $195 $200 $205
Project Engineer/Specialist III $195 $195 $200
Assistant Project Manager $185 $190 $195
Analyst/Technician $175 $185 $190
Designer II $170 $180 $185
Project Engineer/Specialist II $170 $175 $180
Senior Project Coordinator $165 $170 $175
Project Engineer/Specialist I $155 $160 $165
Project Coordinator $150 $155 $160
Designer I $145 $150 $155
Drafter II $130 $140 $145
Intern $130 $135 $140
Project Administrator $105 $115 $120
Drafter I $110 $115 $120
Sr. CADD Operator $105 $110 $115
CADD Operator $90 $95 $100
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Task Order EVSE Design Services – DPW
Project # 5980824-2306603.00
This Task Order is pursuant to the Master Services Agreement (“MSA”) between NV5 Consultants,
Inc. (“NV5”) and the City of San Rafael (“CITY”) dated August 26, 2024.
This Task Order must be mutually executed before work is commenced.
Project Name EVSE Design Services – DPW
Client City of San Rafael
Project Location San Rafael, CA
Estimated Start Date April 2025
Estimated End Date December 2025
Estimated Fees Time & Materials, NTE: $57,900
PROJECT CONTACTS
NV5 CITY
Name: Brent Johnson, PE Name: Jonathan Schellin
Title: Vice President, Clean Transportation 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 Road, Suite 302
San Rafael, CA 94903
Address:
111 Morphew Street
San Rafael, CA 94901
SUMMARY OF WORK
This task order outlines full civil, electrical, and structural EVSE design services for an electric vehicle
supply equipment (EVSE) project at 1 CITY site. The charging equipment and locations will be based
on the preliminary designs provided with the applications to the PG&E EV Fleet program. A
preliminary basis of design (BOD) was established utilizing Zerova chargers for the purposes of
initiating the EV Fleet process. NV5 will work with the CITY to assist with making a final BOD selection
prior to finalizing design.
Charging equipment will be located at the following location:
Location Address
1. Department of Public Works (DPW) 111 Morphew St., San Rafael, CA 94901
The following is an outline of the tasks NV5 will perform to support CITY with their EV transition. A
detailed Scope of Work follows, outlining our efforts under each of these tasks:
City of San Rafael | EVSE Design Services – DPW | 5980824-2306603.00 NV5.COM | 2
Task General Scope
1. EVSE Design
Services – DPW − Develop CD30, CD90 and CD100/IFP EVSE Drawings.
− Ongoing Utility coordination.
− Respond to AHJ questions and assist CITY with permitting.
− Develop IFC Design sets.
SCOPE OF WORK
Task 1 EVSE Design Services – DPW
This task includes detailed progress design of charging infrastructure at 1 CITY site. Design work
includes electrical, civil, and structural disciplines with engineering stamps sufficient to achieve
permitted design set approved by the relevant Authority Having Jurisdiction (AHJ), assumed to be the
City of San Rafael.
1.1 CD30, Schematic Design (SD) Drawings
• Perform site visit to further review existing site conditions and CD10 concepts with site
personnel.
• Review existing infrastructure and any available as-built drawings. Identify new EVSE
service requirements and preliminary siting.
• Coordinate with CITY’s survey consultant to identify boundaries and scope of survey.
• Develop SD drawings consisting of a site plan, single line, and initial basis of design
electrical equipment. Include reserved footprint for future electrical service, EVSE
equipment power levels and siting, and initial phasing plans.
• Submit SD set to CITY and utility for review.
1.2 CD90, Draft Construction Drawings
• Review SD comments with CITY. Address review comments from stakeholders.
• Develop IFP design set to include additional detail on site plan and single line sheets,
additional electrical design (wire/conduit sizing), phasing details, details of service
upgrade/new service, structural design of pads, design element details (pedestal
foundations, bollards, curb stops, civil details, etc.), and equipment cut sheets.
• Submit Draft IFP set to CITY and utility for review.
1.3 CD100 (IFP), Final Construction Drawings
• Review Draft IFP comments with CITY. Address review comments from stakeholders.
• Finalize IFP and provide engineering stamps to advance drawings to IFP status.
1.4 Permitting Support and Issued for Construction (IFC) Drawings
• Provide initial outreach to AHJ to review project scope and identify any unique or specific
permitting requirements, design standards, or submittal processes.
• Prepare and submit IFP drawings to AHJ.
• Respond to questions/feedback. Assumes AHJ will have limited comments/revision
requests to the drawing set.
• Incorporate any AHJ required updates and finalize Issued for Construction (IFC) Drawings
to resubmit to AHJ for issuance and permit approval.
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SITE VISITS: One for site/electrical inspection.
SCHEDULE AND DELIVERABLES
The schedule below is inclusive of an extended design schedule due to added coordination time and
effort with Utility design engineers (i.e., PG&E EV Fleet).
Task Start Date End Date Deliverables
1 EVSE Design Services – DPW
Progress Designs –
DPW
Apr. 2025 Dec. 2025 − CD30 Drawings
− CD90 Drawings
− CD100/IFP Drawings
− CD100/IFC Drawings
Ongoing Utility
Coordination
Apr. 2025 Dec. 2025 − Design set coordination/correspondence
with Utility
PROJECT ASSUMPTIONS & EXCLUSIONS
KEY ASSUMPTIONS
1. Authorization to proceed with a signed contract or work order to follow.
2. Topographic, Ground Penetrating Radar, and/or Title Review to be provided by CITY via separate
subcontract. Survey drawings with topographic, easement and boundary details to be provided in
CAD format to NV5.
3. Travel to CITY site 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.
4. On-site review will be limited to visual inspections of potential component locations, electrical
services and existing site conditions. Services will not include new or invasive site investigations
(e.g., geotechnical studies, structural investigation, geotechnical investigation, shutdown/inspection
of electrical services, etc.) unless specifically contracted with NV5.
5. Assumes schedule listed above. Delays or extension of more than 10% of the assumed schedule by
others (Utility, Contractor, CITY, etc.) or circumstances beyond NV5’s control may require additional
budget.
6. All deliverables will be provided in electronic PDF format.
7. NV5 will not create any drawings, sheets, or documents (e.g., architectural, electrical, structural,
civil, fire drawings, etc.) other than those specifically listed in the preceding Scope of Work.
8. Drawings will utilize NV5 templates/title blocks/drawing standards.
9. Site information/data, including as-builts and survey maps (sufficient for permitting), will be made
available to NV5 as needed. Onsite review will be limited to visual inspections of potential
component locations, electrical services, and existing site conditions.
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10. Scope of work excludes a detailed EV transition plan for the CITY.
11. EVSE Design assumed to be supplied from new electrical service implemented under the PG&E EV
Fleet Program.
12. Assumes new EVSE-dedicated Utility service to be designed and installed to the meter by Utility
under make-ready program. NV5 scope is for Behind-the-Meter (BTM) design only.
13. City has indicated that the DPW site contains adverse soil conditions. City to provide soils
information sufficient to inform design and sample notes from previous work at the site to include on
drawings. Base design assumes standard below-grade EVSE conduits and standard equipment
foundations. If City requests extensive above grade infrastructure or other unique elements to
minimize below grade construction, additional design effort and budget may be required.
14. No major redesign or adjustment of equipment siting or sizing after CITY has provided comments on
the Draft IFP drawings.
15. CITY will provide necessary staff support for timely response to questions, reviews, decisions, and
data requests.
16. CITY will provide access to all sites under consideration for site walks, including access to electrical
services at each site.
17. CITY to procure charge management system, hardware and O&M agreements under same
procurement as the installation contract or via cooperative procurement.
18. Construction and commissioning of project will be performed by others. NV5 can provide owner’s
representative services under a separate task order.
19. NV5 will provide technical review of AHJ comments during permitting with a maximum of 4-hours of
total engineer permitting support time assumed for the project.
20. Assumes Contractor will be responsible for any design, engineering and permitting efforts resulting
from Contractor or CITY requested changes. NV5 can provide additional design, engineering, and/or
permitting support under a separate or amended agreement.
21. If multiple permits are required to be submitted in-person, they will be submitted at the same time.
22. CITY will self-perform or separately contract procurement, construction management, and
commissioning and be available for required AHJ inspections.
23. Project scope assumes the AHJ will be the City of San Rafael. Project scope does not include any
permitting support for any additional AHJ(s).
24. NV5’s scope excludes any Solar PV, Battery Energy Storage System (BESS), genset, or microgrid
design work. Solar PV or BESS design can be provided under a separate or amended scope.
EXCLUSIONS
The following work is excluded unless specifically contracted with NV5. Where needed/requested,
NV5 can provide this additional scope.
1. New or substantially revised PG&E EV Fleet application.
2. Engineering of corrections for unforeseen conditions.
3. Analysis of telematics data.
4. Permitting fees. Permitting fees can be processed by NV5 but will be submitted for
reimbursement on a site-by-site basis.
5. Load studies.
6. To-the-Meter (TTM) design (assumed to be designed by the Utility make-ready program)
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7. Design of ancillary electrical systems, such as upgrades to existing electrical service, solar,
stationary battery, microgrid, back-up generation, lighting systems, etc.
8. Accessibility/Path-of-Travel review or design (not typically required for fleet applications).
9. Mobility studies or parking lot reconfiguration.
10. Traffic studies.
11. Public-facing EVSE.
12. Environmental impact reports or studies.
13. Geotechnical investigations or pavement reports.
14. Procurement Support, Construction Management, or Commissioning.
15. Due Diligence Exclusions
a. Topographical Survey.
b. Ground Penetrating Radar (GPR).
c. Underground Utility Locating.
d. Title Reports.
e. X-ray or other studies of prestressed concrete.
16. Other Exclusions
a. Grading design (e.g. upgrade existing pavement surface for accessibility standards).
b. Earthwork and formal landscaping.
c. Floodplain evaluation.
d. Environmental Impact Studies or Reports.
e. Services associated with project re-zoning or revising the FDP.
f. FEMA support services.
g. Design, boundary, or construction staking.
h. Setting or restoring lost property corners.
i. CLOMR/LOMR.
j. Preparation of lease exhibits, or other similar documents.
k. Research or copies of deeds, easements, subdivisions, or survey plats.
l. Construction Stormwater Quality Discharge Permit and Stormwater Management Plan &
Report.
m. Stormwater Inspections and Maintenance Plan, which includes a Stormwater
Maintenance Agreement, to cover inspection and maintenance of any permanent
stormwater best management practices.
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. For all tasks performed under this Task Order, NV5 has set a Time and Materials (T&M)
Not to Exceed (NTE) cost as shown in the table below. NV5 will not exceed project NTE limits without
written consent of CITY.
FEE TASK TABLE
Task T&M NTE
1 EVSE Design Services – DPW $57,900
TOTAL $57,900
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HOURLY FEE SCHEDULE
T&M work is billed at the hourly rates listed in Exhibit A for project work completed through
December 31, 2027. Updated hourly fees will be provided by NV5 as necessary prior to each new
calendar year.
BILLING AND PAYMENT TERMS
NV5 invoices monthly with terms of Net 30.
If the project schedule is extended because of CITY, regulatory, Developer or other reasons beyond
the control of NV5, NV5 will consult with CITY on utilizing contingency funds (if available) or extending
the budget as needed.
REIMBURSABLE EXPENSES
Fees assume all deliverable materials for the project will be provided digitally. Printed copies of
documents and any reprographic fees 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
Site visits will utilize local staff from our San Rafael office wherever possible and no travel expenses
are anticipated. Should travel by remote staff become necessary, NV5 will notify CITY beforehand.
When air travel is required, coach class airfare will be used for domestic air travel and business class
airfare will be used for international travel. Personnel travel time from our office to project location is
billable at the full hourly rate. Meals and lodging will be billed at cost. Vehicle driving mileage will be
billed at the current IRS mileage rate.
SUBCONSULTANT FEES
Subconsultant fees will be passed through at cost plus 15%.
IN WITNESS WHEREOF, authorized representatives of both NV5 and CITY have executed this
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agreement as of the date set forth below.
NV5 CITY
Name: Brent Johnson, PE, LEED AP Name:
Title: Principal Title:
Date: Date:
3/26/2025
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EXHIBIT A: HOURLY FEE TABLE
Billing Category 2025 2026 2027
Subject Matter Expert $450 $455 $460
Principal $340 $345 $350
Associate Principal $305 $310 $315
Project Manager IV $285 $290 $295
Construction Manager III $280 $285 $290
Design Engineer (PE) III $275 $280 $285
Engineer/Data Scientist III $270 $275 $280
Project Manager III $265 $270 $275
Design Engineer (PE) II $255 $260 $270
Construction Manager II $250 $255 $265
Project Manager II $245 $250 $260
Project Engineer/Specialist V $235 $240 $245
Engineer/Data Scientist II $230 $235 $240
Project Manager I $225 $230 $235
Construction Manager I $220 $225 $230
Project Engineer/Specialist IV $215 $220 $225
Associate Project Manager $215 $215 $220
Sr. Analyst/Technician $205 $210 $215
Design Engineer (PE) I $205 $210 $215
Engineer/Data Scientist I $195 $205 $210
Designer III $195 $200 $205
Project Engineer/Specialist III $195 $195 $200
Assistant Project Manager $185 $190 $195
Analyst/Technician $175 $185 $190
Designer II $170 $180 $185
Project Engineer/Specialist II $170 $175 $180
Senior Project Coordinator $165 $170 $175
Project Engineer/Specialist I $155 $160 $165
Project Coordinator $150 $155 $160
Designer I $145 $150 $155
Drafter II $130 $140 $145
Intern $130 $135 $140
Project Administrator $105 $115 $120
Drafter I $110 $115 $120
Sr. CADD Operator $105 $110 $115
CADD Operator $90 $95 $100