Title
Resolution to Approve a Professional Services Agreement with NOVA Consulting, Inc. to Design Solar and Energy Storage Systems at Multiple City Facilities ($135,000.00)
Memorandum
In late 2022, the City of Ann Arbor was successful in working with Congresswoman Dingell to secure $2.5 million dollars to significantly scale the amount of solar, energy storage, and EV charging at multiple city facilities. This funding is being administered through the U.S. Department of Housing and Urban Development and OSI staff is simultaneously seeking approval of the formal grant agreement to receive and appropriate these funds. (Resolution No. 23-1823).
In anticipation of this award, the City released a Request for Proposals (RFP 23-15) for a firm to design and construct solar at multiple city facilities. Three firms bid for this work: NOVA Consulting, Inc.; Ameresco; and Utopian Power. After review by City of Ann Arbor staff, NOVA Consulting, Inc., and their proposed partner J. Ranck, were selected to move forward into the final design phase.
Through the negotiation process, a decision was made to break up the design and construction components of the solar project into two phases: final design (phase one) and construction (phase two). The first phase of work, final designs, will be awarded through a Professional Services Agreement to NOVA Consulting, LLC., and, upon successful delivery of final solar designs and construction documents, a Construction Contract to J. Ranck to build the designed systems. In this scenario, NOVA Consulting, Inc., would continue under contract with the City, serving as our Owner’s Agent during the construction phase of the project, thereby ensuring their designs are fully and properly executed by their chosen construction partner - J. Ranck.
Given this phasing of the project, the Office of Sustainability and Innovations is presenting Council with a resolution seeking authorization to enter into a Professional Services Agreement with NOVA Consulting, Inc., to finalize their preliminary designs which are necessary before the City can proceed with creation of the construction documents for formal construction of the solar energy storage, and electric vehicle chargers.
The sites slated for design and eventual solar, energy storage, and/or EV charger installation include:
• Bicentennial Park - Solar (carport), EV chargers, and potentially energy storage system.
• City Hall / Justice Center - Solar (rooftop) and potentially indoor energy storage system.
• Fire Station 6 - Energy storage system.
• Fire Station 1 - Solar (rooftop) and electrical work for future energy storage system.
• Fire Station 3 - Solar (rooftop) and electrical work for future energy storage system.
The attachments provide more details regarding the RFP released, the proposal by NOVA, the scope of services to be delivered under this Professional Services Agreement, and the fees associated with the project.
NOVA Consulting, Inc. has submitted all required Non-Discrimination, Prevailing Wage, Living Wage, and Conflict of Interest Disclosure forms and complies with the requirements of the City’s Non-Discrimination and Living Wage ordinances.
Budget/Fiscal Impact: Funding for this design work is included in the Office of Sustainability and Innovations Fiscal Year 2024 adopted budget.
Staff
Prepared by: Missy Stults, Sustainability and Innovations Director
Reviewed by: Marti Praschan, Chief Financial Officer
Reviewed by: Jennifer Richards, Assistant City Attorney
Approved by: Milton Dohoney Jr., City Administrator
Body
Whereas, In late 2022, Representative Dingell secured $2,500,000.00 from the U.S. Housing and Urban Development agency to support the City of Ann Arbor with installing more solar and energy storage systems on City facilities;
Whereas; The City is still awaiting the final contracting documents from the U.S. Housing and Urban Development Agency which are necessary before formally constructing any systems;
Whereas, Upon learning of the award, the Office of Sustainability and Innovations released a request for proposals (RFP 23-15) to secure a firm capable of both designing and installing the final solar systems;
Whereas; NOVA Consulting, LLC. and their partner J. Ranck were chosen by a review committee of staff for its response to RFP 23-15; and
Whereas, Through negotiations, the City determined it would be best to engage in two separate contracts - one Professional Services Agreement to get to the final design for the solar, energy storage, and electric vehicle charging systems at each of the City facilities; and a Construction Agreement to build the designed systems;
RESOLVED, That City Council approve a Professional Services Agreement with NOVA Consulting, Inc. in the amount of $135,000.00 for the Design of Solar and Energy Storage Systems at Multiple City Facilities;
RESOLVED, That a contract contingency amount of $13,500.00 be established and that the City Administrator be authorized to approve change orders 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 the agreement 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 the necessary administrative actions to implement this resolution.