Title
Resolution to Amend the Contract with NOVA Consultants, Inc. to Include Additional Tasks Related to Energy Storage System Design at Fire Station 3 for an Additional Cost of $21,006.46 (Total Contract amount: $156,006.46)
Memorandum
In November of 2023, City Council approved a contract with NOVA Consultants, Inc. to design solar and energy storage systems at the following five City facilities:
• Bicentennial Park
• City Hall/ Justice Center
• Fire Station 6
• Fire Station 1
• Fire Station 3
In reviewing the options at Fire Station 3, a decision was made to pursue solar plus energy storage, along with a back-up generator, to ensure this site will have greater resilience than currently exists. The electrical system at Fire Station 3 will need significant analysis and potential upgrade to accommodate these technologies. As such, NOVA Consultants, Inc. will need to conduct additional engineering analysis to design a solar and storage solution that meets the operational needs for the Fire Department, and Fire Station 3 in particular.
This proposed Amendment to the Professional Services Agreement with NOVA Consultants, Inc. adds these new tasks to the scope of work and increases the budget by $21,006.46. The specific additional tasks include:
1) Reviewing site energy usage data and designing a battery storage system for 24-hour duration backup capacity at Fire Station 3.
2) Creating engineering design and calculations (electrical, structural, etc., as needed) for the proposed battery storage system at Fire Station 3 (task 1 above).
3) Preparing AutoCAD design drawings for the integration of a battery storage system at Fire Station 3 based on the results of tasks 1 and 2, above.
Given the critical importance of ensuring reliable and resilient power at the City’s fire stations, staff are recommending this Amendment.
Budget/Fiscal Impact: The Office of Sustainability and Innovations is able to absorb the budget increase of $21,006.46 in our existing Fiscal Year 2025 budget.
Staff
Prepared by: Missy Stults, Sustainability and Innovations Director
Reviewed by: Kim Hoenerhoff, Financial Analyst
Reviewed by: Valerie Jackson, Assistant City Attorney
Approved by: Milton Dohoney Jr., City Administrator
Body
Whereas, In late 2023, Ann Arbor City Council unanimously approved a Professional Services Agreement with NOVA Consultants, Inc. to design solar and energy storage systems at five City facilities;
Whereas, In conducting this work, NOVA Consultants, Inc. discovered complicated electrical system configurations at Fire Station 3;
Whereas, City staff in the Office of Sustainability and Innovations and the Fire Department are working to improve the resilience of critical service providers such as fire service;
Whereas, City staff requested that NOVA Consultants, Inc. put together a change request detailing the additional cost to design a battery storage system at Fire Station 3 that would provide 24 hours of back-up power in the case of an electrical grid outage;
Whereas, NOVA Consultants, Inc. provided the attached change request (Exhibit C), which includes a description of the required additional tasks and an itemized cost breakdown for such tasks, with a total additional cost to deliver said tasks of $21,006.46;
Whereas, The change in budget can be absorbed within the Office of Sustainability and Innovations Fiscal Year 2025 budget; and
Whereas, Having detailed electrical designs are a precursor for installing a future energy storage system at Fire Station 3;
RESOLVED, That City Council approve Amendment 1 to the Professional Services Agreement with NOVA Consultants, Inc. to include additional tasks related to designing an energy storage system able to provide 24 hours of back-up power at Fire Station 3 and increase the compensation paid to NOVA Consultants, Inc. by $21,006.46, bringing the total compensation amount under the Professional Services Agreement to $156,006.46;
RESOLVED, That City Council approve a contingency in the amount of $15,600.00 to fund additional necessary services as approved by the City Administrator in order to satisfactorily complete the project;
RESOLVED, That all amounts approved and appropriated herein are without regard to fiscal year;
RESOLVED, That the Mayor and City Clerk be authorized and directed to execute this Amendment after approval as to substance by the City Administrator and approval as to form by the City Attorney; and
RESOLVED, That the City Administrator be authorized to take all necessary administrative actions to implement this resolution.