HomeMy WebLinkAboutSnapshot-18238 (2)Agenda #: 5.13
Meeting Date: June 17, 2025
TO: Honorable Mayor and Members of the City Council
FROM: Daniel Fox, City Manager
TITLE: CONSULTING SERVICES AGREEMENT WITH GLUMAC FOR THE
PREPARATION OF THE DIAMOND BAR CIVIC CENTER ENERGY
SUSTAINABILITY STUDY AND PREPARATION OF PLANS AND
SPECIFICATIONS FOR RELATED ENERGY INFRASTRUCTURE
IMPROVEMENTS.
STRATEGIC
GOAL:
Safe, Sustainable & Healthy Community
RECOMMENDATION:
Approve, and authorize the City Manager to sign, the Consulting Service Agreement
with Glumac, in a not-to-exceed amount of $109,270, plus a contingency amount of
$10,730, for a total authorization amount of $120,000.
FINANCIAL IMPACT:
The total not-to-exceed amount of the Agreement, with a 10% contingency, is $120,000.
Sufficient funds are included in the FY2024/25 Public Works Operating Budget to cover
the cost of this study. The City was awarded $114,980 in grant funding through the
federal Energy Efficiency and Conservation Block Grant (EECBG) program. The City’s
expenses for this project will be reimbursed through the EECBG program up to the
grant amount.
BACKGROUND:
The City of Diamond Bar owns the Civic Center facility, which currently houses the
operations of City Hall and the Library. The existing electrical infrastructure is original to
the facility and requires an upgrade. Additionally, it was not designed to accommodate
future needs, such as electric vehicle (EV) charging infrastructure, solar energy
systems, and other energy efficiency technologies available today.
The City was awarded funding through the Federal Energy Efficiency and Conservation
Block Grant (EECBG) program, administered by the U.S. Department of Energy, in the
amount of $114,980 (Grant). The funding provides the City with the opportunity to
evaluate and plan critical sustainability and energy efficiency infrastructure
improvements.
To address the future energy needs of the Civic Center, the City is proposing to conduct
a Sustainability Study to evaluate the electrical capacity and opportunities for
improvement in the areas eligible for the Grant. The project scope includes assessing
existing site conditions, identifying infrastructure limitations, and exploring potential
strategies to accommodate electric vehicle (EV) charging and future energy needs. The
Sustainability Study, as per the Grant’s guidelines, was initially created to be a planning-
level assessment, not a design project. Its findings would inform the scope of work for
future design and construction phases. However, given the favorable proposals, there is
an opportunity to incorporate some design elements into the project where feasible,
utilizing the available grant funds.
The completion of the study is also essential to guide infrastructure planning and
position the City to pursue future federal, state, and regional funding opportunities for
the projects identified by this effort.
ANALYSIS:
On April 16, 2025, the City released a Request for Proposals (RFP) for the Diamond
Bar Civic Center Sustainability Study through the City’s online bidding platform
(PlanetBids). Upon closure of the RFP, a total of twelve (12) proposals were received.
One (1) proposal was deemed nonresponsive. The proposals and corresponding fee
estimates are listed below:
# Firm Fee
1 Glumac, ATetraTech Company $38,830.00
2 Hammel, Green, Abrahamson, Inc. $44,670.00
3 P2S $55,691.00
4 ICF Incorporated, LLC $89,239.25
5 SERA Design and Architecture, Inc. $90,847.00
6 SYSKA Hennessy Group $95,205.00
7 Kimley-Horn & Associates, Inc. $99,590.00
8 LPA, Inc. $110,120.00
9 AECOM Technical Services, Inc. $114,867.00
10 Blue Strike Environmental $140,000.00
11 SY LEE Associates, Inc. $195,529.60
12 McCalmont Engineering Nonresponsive
Staff evaluated all responsive proposals using qualitative metrics such as technical
approach, project team qualifications, relevant experience, and demonstrated
understanding of the City’s sustainability objectives. Subsequently, proposals were also
reviewed in the context of total proposed fees and estimated hours required to complete
the scope of work.
Based on the evaluation criteria, Glumac A Tetra Tech Company (Glumac), was
identified as the highest-ranked firm. In addition to submitting a competitive proposal,
Glumac demonstrated relevant experience in planning microgrids for municipal facilities.
The firm’s proposal includes an approach for assessing existing Civic Center conditions
and identifying strategies related to energy efficiency improvements, renewable energy,
and electric vehicle infrastructure.
Glumac has experience providing similar services to other public agencies in Southern
California. This background enables them to address local agency needs and applicable
regulatory requirements effectively. This regional expertise positions them to deliver
high-quality, cost-effective solutions that meet both local agency needs and regulatory
expectations.
Additionally, due to Glumac’s competitive price, there would be more capacity in the
City’s EECGB Grant to support more work. Glumac and its parent company, Tetra
Tech, demonstrated their capabilities in design work. Therefore, staff negotiated with
Glumac to include design services for the most critical components of the future
improvements identified through the study in their proposal as optional tasks, at a
reasonable price in line with the City’s grant constraints. This includes the preparation of
plans, specifications, and cost estimates (PS&E) for the upgrading of the City Hall’s
electric panel, the installation of additional electric vehicle (EV) charging stations, and
solar photovoltaic carports (solar panels in the parking lot). Although this additional
design effort adds $55,025 to the project cost, when added to the essential service cost
of $38,830 and the other optional tasks (e.g., funding opportunities, life cycle analysis,
etc.) of $15,415, the total project cost $109,270 would still be below the Grant amount of
$114,980.
According to the project schedule, the results of the study are expected to be completed
in approximately six months, and will be presented to the City Council for consideration
prior to the preparation of construction plans and specifications for the infrastructure
improvements recommended by the study.
LEGAL REVIEW:
The City Attorney has reviewed and approved the Agreement as to form.
PREPARED BY:
REVIEWED BY:
Attachments:
1. 5.13.a Agreement with Glumac