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Home My WebLink AboutCM Solar SEED Fund Project Technical AssistanceCITY OF Agenda Item No: 5. C Meeting Date: March 18, 2013 [�Y_11 0 1 -.1-111-114 we] III "Oell] 0 Department: CITY MANAGER Prepared by: Rebecca Woodbury, Management Analyst City Manager Approval:) SUBJECT: RESOLUTION GRANTING THE CITY MANAGER AUTHORITY TO NEGOTIATE AND EXECUTE A PROFESSIONAL SERVICES AGREEMENT IN AN AMOUNT NOT TO EXCEED $7,000 WITH MARIN ENERGY AUTHORITY FOR TECHNICAL ASSISTANCE RELATED TO THE SOLAR SEED FUND PROJECT RECOMMENDATION: Adopt a resolution granting the City Manager authority to negotiate and execute a Professional Services Agreement with the Marin Energy Authority for technical assistance related to the solar SEED Fund project (see Attachment A for the Resolution). BACKGROUND: On November 19, 2012 Council approved a resolution to execute a Memorandum of Understanding (MOU) with the Sustainable Energy and Economic Development (SEED) Fund, a public-private partnership between SEI and Optony, Inc., an independent solar consulting firm specializing in enabling successful public and private solar programs and projects. The project requires one of the agencies to act as a Coordinating Agency for the RFP development and solicitation process, and the City of San Rafael was approached by the SEED Fund to act in this role. ANALYSIS: Should the Council direct staff to amend the MOU so that the City acts as Coordinating Agency for the project, additional work is expected with regards to RFP development, issuance of solicitation, and evaluation of bidder contracts. The Solicitation Process Outline is included as Attachment B. Staff anticipates a need for solar energy related technical experience, Marin Energy Authority (MEA) is a public agency with the mission to address climate change by reducing energy related greenhouse gas emissions and securing energy supply, price stability, energy efficiencies and local economic and workforce benefits. MEA promotes the development and use of a wide range of renewable energy sources and energy efficiency programs, including solar energy production. FOR CITY CLERK ONLY File No.: I ;- I Council Meeting: Disposition: CF�Gol_ U TIO&J / 1 RESOLUTION NO. 13515 RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL APPROVING AND AUTHORIZING THE CITY MANAGER TO EXECUTE A PROFESSIONAL SERVICES AGREEMENT IN AN AMOUNT NOT TO EXCEED $7,000 WITH MARIN ENERGY AUTHORITY FOR TECHNICAL ASSISTANCE RELATED TO THE SOLAR SEED FUND PROJECT WHEREAS, the City of San Rafael adopted Resolution 13460 on November 19, 2012 approving a Memorandum of Understanding with the SEED Fund for cooperative purchasing of renewable energy; and WHEREAS, the City of San Rafael desires to demonstrate leadership in the community by acting as Coordinating Agency for the solar SEED Fund project; and WHEREAS, Marin Energy Authority can support the City in its role as Coordinating Agency with services in legal and business review of procurement documents, assistance with responses to Requests for Information from potential bidders, evaluation of vendors and proposals, and reporting/compliance consultation and other professional services as needed; and NOW, THEREFORE, BE IT RESOLVED that the CITY MANAGER is authorized to execute, on behalf of the City of San Rafael, a Professional Services Agreement in an amount not to exceed $7,000 with the Marin Energy Authority, in a manner approved by the City Attorney. I, Esther C. Beirne, 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 18th of March 2013, by the following vote, to wit: AYES: Councilmembers: Colin, Connolly, Heller, McCullough & Mayor Phillips NOES: Councilmembers: None ABSENT: Councilmembers: None � m s Esther C. Beirne, City Clerk SOLICITATION PROCESS OUTLINE PROJECT PHASE SEED Fund Role(s) Coordinating Agency Participating Agencies • Finalize sites for • Finalize sites for Perform initial vetting of site inventory inclusion inclusion in Review & and feasibility assessments (both solicitation (All) Z 0 Vetting of technical and economic) for sites that • If desired, feedback on Vi Site Portfolio have passed the initial screen. (Optony) overall portfolio of W o projects Z "' • Provide feedback on Provide feedback on DGroup sites in a strategic manner that strategic bundling strategic bundling c0 Strategically maximizes economies of scale benefits approach approach. ad Bundle Site for all participants and all sites. Sites (Evaluation N Portfolio will be bundled according to various site Committee) U characteristics. (Optony, SEI) O W a Cr Develop Develop proposal submittal • Review requirements • Provide input on 0. Proposal requirements based on procurement and provide input on Agency -specific best practices that will allow for a Agency -specific needs needs and U Evaluation straightforward, equivalent comparison requirements (All) ID W Criteria during the evaluation phase. (Optony) Draft standardized RFP/Q documents • Review and approval Provide feedback on N Draft that incorporate local requirements of of draft RFP/Q and RFP/Q documents Standardized RFP/Q individual participants and encourage evaluation criteria (Evaluation regional vendor participation and hiring. Committee) Documents (Optony) Maintain clear & transparent lines of • Provide input on • Provide input on Clear Vendor communication with vendors during vendor engaging with Communicat proposal development period, including communications local/regional ion incorporating input. (Optony, SEI) vendors (All) Finalize RFP, specs and documents for • Issue RFP/Q • Provide input on Issue & release; manage questions and site documents vendor responses Manage RFP visits; respond to questions via addenda(Evaluation Z Process and collect proposals for review. •Provide input on Committee) UJ 2 (Optony, SEI) vendor responses W Evaluate proposals in terms of • Participate in vendor • Participate in vendor Z experience, financing, costs, benefits, and financing and financing a 2 Evaluate & etc., in order to select optimal projects evaluations evaluations ! l Z Compare and vendors for participants. I (EvaluationUJ UJ 5; Proposals Incorporate current market trends and Committee) W best practices. Determine short listed D vendors for interviews. (Optony) a Organize & Conduct vendor interviews, final •Participate in • Participate in I Conduct evaluations and initial negotiations for interviews and awards interviews and Vendorcontracts, financing, and warranties awards (Evaluation Interviews with vendor(s). {Optony} committee} Thorough contract review and final • Conduct final • Conduct final Contract negotiations with vendor(s) for systems negotiations for Lead negotiations for Negotiation g and financing. Submit for approval at Agency -only contract I Participant Agency - I & Award each agency. (Optony) only contract (All) TAC ENT CITY OF SAN RAFAEL iiri... . INSTRUCTIONS: USE THIS FORM WITH EACH SUBMITTAL OF A CONTRACT, AGREEMENT, ORDINANCE OR RESOLUTION BEFORE APPROVAL BY COUNCIL / AGENCY. SRRA / SRCC AGENDA ITEM NO. 5.c DATE OF MEETING: 03/18/2013 FROM: Rebecca Woodbury DEPARTMENT: City Manager's Office DATE: 3/11/2013 TITLE OF DOCUMENT: RESOLUTION APPROVING AND AUTHORIZING THE CITY MANAGER TO EXECUTE A PROFESSIONAL SERVICES AGREEMENT IN AN AMOUNT NOT TO EXCEED $X , 11 WITH MARIN ENERGY AUTHORITY FOR TECHNICAL ASSISTANCE RELATED TO THE SOLAR SEED FUND PROJECT APPROVED AS COUNCIL / AGENCY AGENDA ITEM: A City Manager (signature) 1r i y a APPROVED AS TO FORM: Lis ti City Attorney (signature