Loading...
HomeMy WebLinkAbout2023-05-23 - AGENDA REPORTS - CA AUTOMATED PERMIT GRANT PGMO Agenda Item: 6 1. CITY OF SANTA CLARITA AGENDA REPORT CONSENT CALENDAR CITY MANAGER APPROVAL: TAA,/� DATE: May 23, 2023 SUBJECT: CALIFORNIA AUTOMATED PERMIT PROCESSING GRANT PROGRAM DEPARTMENT: Community Development PRESENTER: John Caprarelli RECOMMENDED ACTION City Council: Accept the California Automated Permit Processing Grant funds from the State of California Energy Commission. 2. Award a one-year contract to Camino Technologies in the amount of $95,000 to design and build an online, automated solar permitting platform to provide expedited solar permitting services to the City of Santa Clarita. 3. Appropriate funds in the amount of $100,000 to Building and Safety Grant (Fund 259) Contractual Services account 2593806-516101 and increase Miscellaneous Grants Revenue account 259-446101 by $100,000. 4. Approve an ongoing appropriation for software maintenance agreement with Camino Technologies to service the platform, beginning in FY 2024-25, at $20,000 per year for five years to the Technology (Fund 100) Contractual Services account 1002200-516101, contingent upon the appropriation of funds by the City Council during the annual budget process in subsequent fiscal years. 5. Authorize the City Manager, or designee, to execute all contracts and associated documents subject to City Attorney approval. BACKGROUND The City of Santa Clarita (City) has been awarded a grant in the amount of $100,000 by the State of California Energy Commission (CEC) through the California Automated Permit Processing Page 1 Packet Pg. 38 O (CaIAPP) Grant program. Senate Bill 379 (SB 379) requires most California cities and counties to implement an online, automated permitting platform that verifies code compliance and issues permits in real-time or allows a city or county to issue permits in real time for a residential solar energy system. The City shall satisfy the requirements by September 30, 2023. Per the 2021 Senate Bill 100 Joint Agency Report, achieving 100 percent clean electricity in California requires accelerating the development of rooftop solar projects. The CaIAPP funding is intended to encourage cities and counties to enhance permitting processes further and accelerate processing and turnaround time, particularly regarding plan check review. Furthermore, the funding aims to promote the development of residential solar and solar -plus - storage systems, significantly decreasing approval times, cutting permitting costs for local governments and homeowners, and helping California meet its greenhouse gas emission reduction goals through an easier installation process. Staff reviewed the procurement options available for the accelerated process of awarding a contract for the formation of an online, automated solar permitting platform in accordance with SB 379. Following a review of pricing received via the "piggyback" procurement approach as well as other available options outlined by the City Purchasing Policy, staff recommends contracting with Camino Technologies (Camino) for a one-year agreement in the amount of $95,000. Based on previous experience involving the creation of the City's interactive online Permit Guide, specific to efficiently obtaining building permits, Camino is well-equipped to complete the project in the timeline required. Moreover, staff is also recommending the authorization of ongoing software maintenance agreements with Camino for the servicing of the platform in the amount of $20,000 per year, for five years. ALTERNATIVE ACTION Other actions as determined by the City Council. FISCAL IMPACT Upon approval of the recommended action, adequate funds will be available in expenditure account 2593 806-5 16 101 (Miscellaneous Grant Fund) to support the contracts for design and build online, automated solar platform, and an ongoing appropriation beginning in FY 2024-25 to expenditure account 1002200-516101 (General Fund) to support the annual software maintenance costs, contingent upon the appropriation of funds by the City Council during the annual budget process for such fiscal year. ATTACHMENTS APP-22-064 City of Santa Clarita Grant (available in the City Clerk's Reading File) Page 2 Packet Pg. 39 STATE OF CALIFORNIA GRANT AGREEMENT CEC-146 (Revised 3/2019) 'I W inn 1 CALIFORNIA ENERGY COMMISSION JW RECIPIENT AGREEMENT NUMBER City of Santa Clarita APP-22-064 ADDRESS AGREEMENTTERM 12/22/2022 to 05/31/2027 23920 Valencia Blvd. The effective date of this Agreement is either the start date or the approval signature date by the California Energy Commission representative below, Santa Clarita, CA 91355 whichever is later. The California Energy Commission shall be the last party to sign. No work is authorized, nor shall any work begin, until on or after the effective date. PROJECT DESCRIPTION The parties agree to comply with the terms and conditions of the following Exhibits which are by this reference made a part of the agreement. Exhibit A — Application with Scope of Work Page(s): 4 Exhibit B — APP General Terms and Conditions Page(s): 5 Exhibit C — Contact List Page(s): 1 REIMBURSABLE AMOUNT $ 100, 000 TOTAL OF REIMBURSABLE AMC $ 100, 000 The undersigned parties have read the attachments to this agreement and will comply with the standards and requirements contained therein. CALIFORNIA ENERGY COMMISSION CONTRACTOR AUTHORIZED SIGNATURE Adrienne W i n k Digitally signed DATE by Adrienne Winuk AUTHOVEP-61t.NATURW DATE 2/23/2023 u Date: 202102.24 15:02:53-08'00' NAME Adrienne Winuk NAME Kenneth Striplin TITLE Contracts, Grants, and Loans Office Manager TITLE City Manager CALIFORNIA ENERGY COMMISSION ADDRESS 715 P Street, MS 18, Sacramento, CA 95814 ATTACHMENT 01 Grant Application Form — EXHIBIT A California Automated Permit Processing (CaIAPP) Program 1. APPLICANT INFORMATION (REQUIRED) Jurisdiction Name (please use full legal name as it would appear on the executed grant): City of Santa Clarita Jurisdiction Type (select one): ❑X City ❑ County []City and County Current Estimated Population State of California Department of Finance Demographics (https://dof.ca.gov/forecasting/Demographics/): 0 Less than 50,000 ❑ From 100,000 to 200,000 ❑ From 50,000 to 99,999 0 Greater than 200,000 Project Manager (serves as point of contact for a// communications) Name John Caprarelli, City Building Official Street Address 23920 Valencia Blvd City and Zip Code Santa Clarita, CA 91355 Phone Number (661) 255-4396 E-Mail Address jcaprarelli@santa-clarita.com 2. FUNDING (REQUIRED) Assigned Maximum Grant Amount (select one) Group 1 ($40,000): Population less than 50,000 Group 2 ($60,000): Population from 50,000 to 99,999 Group 3 ($80,000): Population from 100,000 to 200,000 Group 4 ($100,000): Population greater than 200,000 December 2022 Page 1 of 4 APP-22-064 CaIAPP Attachment 01 City of Santa Clarita 3. A. B. C. PROJECT INFORMATION (REQUIRED) Online, automated solar permitting platform to be adopted: ❑X SolarAPP+ ❑ Other. If selected, complete Section 4 ("Additional Information') Please select allowable budget item(s) anticipated to be used (Select at least one): ❑ Ongoing in-house staff labor costs associated directly with adoption and maintenance of the platform ❑X Ongoing third -party or consultant time associated directly with adoption and maintenance of the platform ❑ Ongoing staff training and education, specific to the platform ❑X Ongoing training events for local installers, specific to the platform ❑ Essential hardware or equipment necessary to support adoption of the platform ❑ Maintenance, such as adding support for energy storage paired with solar energy system permitting, and subscription cost for permit tracking software in support of adopted permitting platform Estimated Project Timeline* *Enter actual dates if activities already began Activity Begin Development/Pilot Full Adoption Staff Training Date (Month/Year) January 2023 July 2023 July 2023 Training for Local Installers July 2023 December 2022 Page 2 of 4 CaIAPP Attachment 01 APP-22-064 City of Santa Clarita 4. ADDITIONAL INFORMATION (if applicable) NOTE: Only complete this section if you implement a platform other than SolarAPP+ Please identify whether the following features are supported by the implemented platform. All features are required for the platform to qualify for funding. CEC staff will verify prior to payment approval. Performs an automated plan review for residential solar energy systems that completes automatic code compliance checks based on user inputs (such as a contractor), thereby enabling or ❑Yes ❑ No otherwise issuing permits instantly when the project is confirmed as code compliant, without the need for human review Supports online, immediate fee payment once an application is ❑ Yes ❑ No complete, which may include auto -invoicing of permit fee costs Supports immediate generation of a permit job card following ❑Yes © No payment confirmation Blocks noncompliant applications from receiving a permit ❑Yes ❑ No EITHER: 1) Stand-alone permitting tool; OR 2) Integrates with Yes ❑ No current software and inspection platform already in use S. REPORTING (REQUIRED) Following adoption and verification of a qualifying platform, the Energy Commission may request, and the Recipient will provide if requested, annual data on the number of permits issued for solar energy systems and a solar energy system paired with an energy ❑X Yes ❑ No storage system including relevant characteristics of those systems, such as system capacity. Please indicate your acceptance of these terms. December 2022 Page 3 of 4 APP-22-064 CaIAPP Attachment 01 City of Santa Clarita 6. CERTIFICATION (REQUIRED) • I am authorized to complete and sign this form on behalf of the applicant. • I authorize the California Energy Commission to make any inquiries necessary to verify the information presented in this application. • I have read and understand the terms and conditions contained in this solicitation. I accept the terms and conditions contained in this solicitation on behalf of the applicant, and the applicant is willing to enter into an agreement with the Energy Commission to conduct the proposed project according to the terms and conditions without negotiation. • I certify under penalty of perjury under the laws of the State of California that the foregoing is true and correct. Name of Authorized Representative: John Caprarelli Title: City Building Official Phone Number: (661) 255-4396 E-mail Address: jcaprarelli@santa-clarita.com Date: 12/21 /2022 Signature of Authorized Representative: NOTE: Do not overlap signature with surrounding border lines. December 2022 Page 4 of 4 APP-22-064 CaIAPP Attachment 01 City of Santa Clarita Exhibit B California Automated Permit Processing (CaIAPP) Program Terms and Conditions 1. Background and Authority for this Grant California Senate Bill 129 (2021) included an appropriation to the California Energy Commission (CEC) to support a grant program for cities, counties, or cities and counties to establish online solar permitting. 2. Documents Incorporated by Reference and Priority Incorporated by reference into this agreement are the following documents: A. Grant Funding Opportunity (GFO) 21-402. B. Recipient's application to CaIAPP. As between the incorporated documents and the remainder of this Agreement, the rest of this Agreement takes priority in case of a conflict. 3. Budget, Invoices, and Payments a) The CEC is only obligated to reimburse the Recipient for paid costs that are (1) incurred during the Agreement Term; (2) invoiced within the required timeframes of this Agreement; (3) not more than this Agreement's budget; and (4) reasonable, actual, and allowable expenses under this Agreement. b) Recipient acknowledges that the funds under this Agreement have a liquidation date of June 30, 2027, a legal timeframe after which the CEC has no authority to pay the funds. In addition, it takes the CEC administrative time to review, approve, work with the Recipient to correct any errors in, and request the State Controller's Office to pay invoices. Accordingly, Recipient acknowledges that if it does not submit accurate invoices by March 30, 2027, for all amounts due under the Agreement, it risks not receiving payment, and relinquishes all rights to such payments should the CEC not pay it by the liquidation date. Recipient acknowledges that time is of the essence in invoicing by March 30, 2027, for all amounts due under this Agreement. The Recipient may request payment from the Energy Commission at any time during the term of this Agreement after successful adoption of a qualifying solar permitting platform as verified by the CEC, but no more frequently than monthly. Recipient must use the CAM provided template invoice spreadsheet. c) If invoicing for in-house staff time, the template invoice spreadsheet must identify the employee's name, hours worked, and billing rate to be included as a reimbursable expense. d) Unallowable costs include: • Software not related to the adoption of a qualifying online, automated permitting platform. • Any costs incurred or activities conducted prior to entering into a grant agreement with the Energy Commission or incurred after the grant agreement has ended. December 2022 Page 1 of 5 APP-22-064 City of Santa Clarita • Typically excluded items such as food and beverages. • Advertising costs. • Fines and penalties. • Permit processing fees charged by operator of an online platform. • All other costs not identified as allowable. • Unreasonable amounts or rates. 4. Certification By signing this Agreement, Recipient hereby certifies that all funds received pursuant to this Agreement shall be spent exclusively for its CalAPP project in compliance with this Agreement. The Recipient further certifies that it shall comply with all applicable laws in performing this Agreement. 5. Nondiscrimination Statement of Compliance During the performance of this Agreement, the Recipient and its subcontractors will not unlawfully discriminate, harass, or allow harassment against any employee or applicant for employment because of sex, sexual orientation, race, color, ancestry, religious creed, national origin, physical disability (including HIV and AIDS), mental disability, medical condition, age, marital status, or denial of family care leave. The Recipient and its subcontractors will ensure that the evaluation and treatment of their employees and applicants for employment are free from such discrimination and harassment. The Recipient and its subcontractors shall comply with the provisions of the Fair Employment and Housing Act (Government Code Sections 12990 et seq.) and the applicable regulations promulgated thereunder (California Code of Regulations, Title 2, Section 11000 et seq.). The applicable regulations of the Fair Employment and Housing Commission implementing Government Code Section 12990 (a-f), set forth in Chapter 5 of Division 4.1 of Title 2 of the California Code of Regulations, are incorporated into this Agreement by reference and made a part of it as if set forth in full. The Recipient and its subcontractors will give written notice of their obligations under this section to labor organizations with which they have a collective bargaining or other Agreement. The Recipient shall include the nondiscrimination and compliance provisions of this section in all subcontracts to perform work under this Agreement. 6. Drug -Free Workplace Certification By signing this Agreement, the Recipient certifies under penalty of perjury under the laws of the State of California that it will comply with the requirements of the Drug -Free Workplace Act of 1990 (Government Code Section 8350 et seq.) and will provide a drug -free workplace by taking the following actions: 1) Publish a statement notifying employees that unlawful manufacture, distribution, dispensation, possession, or use of a controlled substance is prohibited, and specifying actions to be taken against employees for violations as required by Government Code Section 8355(a). December 2022 Page 2 of 5 APP-22-064 City of Santa Clarita 2) Establish a Drug -Free Awareness Program as required by Government Code Section 8355(b) to inform employees about all of the following: • The dangers of drug abuse in the workplace; • The person's or organization's policy of maintaining a drug -free workplace; • Any available counseling, rehabilitation, and employee assistance programs; and • Penalties that may be imposed upon employees for drug abuse violations. 3) Provide, as required by Government Code Section 8355(c), that every employee who works on the proposed project: • Will receive a copy of the company's drug -free policy statement; and • Will agree to abide by the terms of the company's statement as a condition of employment on the project. In addition to any other rights and remedies available to the CEC, failure to comply with these requirements may result in suspension of payments under the Agreement or termination of the Agreement or both, and the Recipient may be ineligible for any future state awards if the CEC determines that any of the following has occurred: (1) the Recipient has made false certification, or (2) violates the certification by failing to carry out the requirements as noted above. 7. Americans With Disabilities Act By signing this Agreement, the Recipient assures the CEC that it complies with the Americans with Disabilities Act (ADA) of 1990 (42 U.S.C. Section 12101, et seq.), which prohibits discrimination on the basis of disability, as well as applicable regulations and guidelines issued pursuant to the ADA. 8. Accounting and Audit The Recipient will keep separate, complete, and correct accounting of the costs involved in completing the Agreement. The Recipient agrees that the CEC, the Bureau of State Audits, or their designated representative shall have the right to review and to copy any records and supporting documentation pertaining to the performance of this Agreement. The Recipient agrees to maintain such records for possible audit for a minimum of three (3) years after the Agreement ends in any way. The Recipient agrees to allow the auditor(s) access to such records during normal business hours and to allow interviews of any employees who might reasonably have information related to such records. Further, the Recipient agrees to include a similar right of the CEC, the Bureau of State Audits, or their designated representative, to audit records and interview staff in any subcontract related to performance of this Agreement. These rights and responsibilities are in addition to and not restrictive of those in Section 16. Access to Sites and Records. 9. Public Works The Recipient is responsible for complying with all applicable laws, which can include public works requirements under the Labor Code. Recipient acknowledges acceptance of Agreement funds may trigger public works laws (Labor Code Section 1720 et seq.), a requirement of which is to pay prevailing December 2022 Page 3 of 5 APP-22-064 City of Santa Clarita wages, applying to its entire project. If the project is public works then it is subject to compliance monitoring and enforcement by the Department of Industrial Relations. By signing this Agreement, Recipient certifies that it shall comply with all applicable Public Works laws and requirements. 10. Intellectual Property As between the Recipient and the CEC, the Recipient owns all intellectual property it or its subcontractors create under this Agreement. The CEC has a no -cost, non-exclusive, transferable, irrevocable, royalty -free, worldwide, perpetual license to use, publish, translate, modify, and reproduce all intellectual property, such as the products identified in Section 2. above, for governmental purposes the Recipient or its subcontractors create under this agreement. The Recipient shall include a provision securing these rights for the CEC in all of its subcontractor agreements related to performance of this Agreement. 11. Amendment No amendment or variation of this Agreement shall be valid unless made in writing and signed by both the Recipient and CEC. 12. Governing Law This Agreement is governed by the laws of the State of California as to interpretation and performance. 13. Independent Capacity In the performance of this Agreement, Recipient and its agents, subcontractors, and employees will act in an independent capacity and not as officers, employees, or agents of the CEC or the State of California. 14. Severability If any provision of this Agreement is unenforceable or held to be unenforceable, all other provisions of this Agreement will remain in full force and effect. 15. Waiver No waiver of any breach of this Agreement constitutes waiver of any other breach. All remedies in this Agreement will be taken and construed as cumulative, meaning in addition to every other remedy provided in the Agreement or by law. 16. Access to Sites and Records The Recipient shall provide during the Agreement and for at least 3 years after the Agreement ends in any way to the CEC or its representatives reasonable access to all project sites and to all records related to this Agreement. These rights and responsibilities are in addition to and not restrictive of those in Section 8. Accounting and Audit. December 2022 Page 4 of 5 APP-22-064 City of Santa Clarita 17. Termination Without Cause The CEC may terminate this Agreement without cause upon giving written notice to the Recipient. In this event, the Recipient will use all reasonable efforts to mitigate its expenses and obligations. 18. Third -Party Beneficiary The Recipient shall in every subcontract under this Agreement include a provision indicating the CEC is a third -party beneficiary to the agreement. 19. Survival of Terms The following terms survive this Agreement no matter how the agreement ends, such as by its own terms or via termination: • 8. Accounting and Audit • 9. Public Works • 10. Intellectual Property • 12. Governing Law • 14. Severability • 15. Waiver • 16. Access to Sites and Records • 18. Third -Party Beneficiary December 2022 Page 5 of 5 APP-22-064 City of Santa Clarita Exhibit C CONTACT LIST California Energy Commission Commission Agreement Manager: Adam Van Winkle California Energy Commission 716 P Street, MS-45 Sacramento, CA 95814 Phone: (916) 477-1799 e-mail: adam.vanwinkle@energy.ca.gov Confidential Deliverables/Products California Energy Commission Contracts, Grants, and Loans Officer 715 P Street M S-18 Sacramento, CA 95814 Invoices, Progress Reports and Non - Confidential Deliverables to: California Energy Commission Accounting Officer 715 P Street MS-2 Sacramento, CA 95814 Email PDF of Payment Request invoice packet to: invoices(a)energy.ca.aov Legal Notices: Tatyana Yakshina Grants Manager 715 P Street M S-18 Sacramento, CA 95814 Phone: (916) 827-9294 e-mail: tatyana.yakshina(denergy.ca.aov Recipient Project Manager: John Caprarelli City of Santa Clarita 23920 Valencia Blvd Santa Clarita, CA 91355 Phone: (661) 255-4396 e-mail: jcaprarelli@santa-clarita.com Administrator: John Caprarelli City of Santa Clarita 23920 Valencia Blvd Santa Clarita, CA 91355 Phone: (661) 255-4396 e-mail: jcaprarelli@santa-clarita.com Accounting Officer: Purevsuren Wrinkle City of Santa Clarita 23920 Valencia Blvd Santa Clarita, CA 91355 Phone: (661) 255-4927 e-mail: pwrinkle@santa-clarita.com Recipient Legal Notices: John Caprarelli City of Santa Clarita 23920 Valencia Blvd Santa Clarita, CA 91355 Phone: (661) 255-4396 e-mail: jcaprarelli@santa-clarita.com December 2022 Page 1 of 1 APP-22-064 City of Santa Clarita