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January 14, 2025
ITEM TITLE
Contract Award: Award of Fleet Electrification Consulting Contract to ICF Consulting, LLC Report Number: 24-0306
Location: No specific geographic location
Department: Public Works
G.C. § 84308: Yes
Environmental Notice : The activity is not a “Project” as defined under Section 15378 of the California Environmental Quality Act State Guidelines. Therefore, pursuant to State Guidelines Section 15060(c)(3) no environmental review is required.
Recommended Action
Adopt a resolution awarding a contract for Fleet Electrification Consulting Services to ICF Consulting, LLC in an amount not to exceed $127,700 for up to three years.
SUMMARY
The City received sixteen proposals to provide Fleet Electrification Consulting Services on July 30, 2024. A staff committee reviewed the proposals and selected ICF Consulting, LLC. Staff’s recommendation is that Council award the Fleet Electrification Consulting Contract to ICF Consulting and approve the two -party agreement.
ENVIRONMENTAL REVIEW
The Director of Development Services has reviewed the proposed activity for compliance with the California Environmental Quality Act (CEQA) and has determined that the activity is not a “Project” as defined under Section 15378 of the State CEQA Guidelines because the proposed activity will not result in a physical change in the environment. Therefore, pursuant to Section 15060(c)(3) of the State CEQA Guidelines, the activity is not subject to CEQA.
BOARD/COMMISSION/COMMITTEE RECOMMENDATION
Not applicable.
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DISCUSSION
The City is required to comply with the California Air Resources Board (CARB) Advanced Clean Fleets (ACF) regulations, which mandates that city fleets transition from fossil fuels to zero-emissions beginning in 2024.
To assist in this conversion the City i dentified a need to enlist a qualified consultant to develop a thorough fleet electrification strategy. On June 28, 2024, the City of Chula Vista issued a Request for Proposals (RFP), seeking a consultant to provide Fleet Electrification Consulting Services. The RFP was posted and made available on PlanetBids. The RFP closed on July 30, 2024 and 16 proposals were received. A review was conducted of all proposals which were determined to be responsive, and an evaluation committee evaluated, scored, and ranked based on the following criteria: Experience/ Past Performance/ References, Personnel, Qualifications and Cost.
The top three proposers were invited to meet with the evaluation committee and ICF Consulting, LLC ranked as the top vendor.
Key provisions of the agreement include, but are not limited to, the following:
Services – The Consultant shall provide all labor, materials, services, and equipment necessary for the development of a comprehensive Fleet Electrif ication & Electric Vehicle (EV) Charging Master Plan and City Fleet Policies. The proposed Master Plan and Fleet Policies shall serve as a framework to guide decisions on growth, development, and management of the City’s fleet services that shall conform with the City’s General Plan, Climate Action Plan, and Strategic Plan. The Scope of Services includes the following tasks: Project Kick-Off, Review of Policies, Documents, and Existing City Fleet Infrastructure, Electric Vehicle and Charging Station Assessment, Development of City Fleet Policies & Standards, Workforce & Staffing Levels Assessment and Value Added & Additional Related Services.
Term – The contract term is initially from December 17, 202 4 to December 16, 2027. If ICF’s work performance is satisfactory, the parties may mutually agree in writing to extend the contract for two (2) additional one (1) year periods. The annual option year renewals would be effective December 17, 2027 to December 16, 2028 and December 17, 2028 to December 16, 2029. If the vendors work performance is not satisfactory, the City reserves the right to not renew the contract without penalty.
If the parties agree to extend the contract for the option years, acceptable price increases may be agreed to and such increases w ould be based on changes in the annual San Diego Area Consumer Price Index for Urban Wage Earners and Clerical Workers (CPI-W), in an amount not to exceed 5%.
A comprehensive Fleet Electrification & Electric Vehicle Charging Master Plan (Master Plan) will aid the City in evaluating the current fleet, identifying ideal electrification opportunities and creating implementation strategies. In addition, the Master Plan will help the City identify the ideal EV supply equipment solution to enhance fleet efficiency and curtail energy costs. Onsite assessments will be done to determine optimal site layout and devising the most effective charging strategy. Finally, the Master Plan will help the City in complying with the ACF Regulation which was designed to accelerate a transition to zero-emissions medium and heavy-duty vehicles.
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DECISION-MAKER CONFLICT
Staff has reviewed the decision contemplated by this action and has determined that it is not site-specific and consequently, the real property holdings of the City Council members do not create a disqualifying real property-related financial conflict of interest under the Political Reform Act (Cal. Gov't Code § 87100, et seq.).
Staff is not independently aware, and has not been informed by any City Council member, of any other fact that may constitute a basis for a decision-maker conflict of interest in this matter.
CURRENT-YEAR FISCAL IMPACT
The maximum cost of the agreement is not-to-exceed $127,700 over the initial term. The Fleet Electrification Plan and all tasks related to this agreement are budgeted in the Measure P Fund Fleet Infrastructure CIP.
There is no additional fiscal impact as a result of the approval of this resolution.
ONGOING FISCAL IMPACT
Should the City choose to exercise its options to extend the contract, funding will be included as part of the annual budget development process.
ATTACHMENTS
1. Two-Party Agreement with ICF Consulting, LLC
Staff Contact: Alicia Granados, Senior Management Analyst Angelica Aguilar, Assistant Director of Public Works