TO: Honorable City Council
FROM: City Manager
SUBJECT: A Resolution of the City Council of the City of Commerce, California, Approving Construction Contract with CEM Construction for Design and Installation of Charging Stations for the City’s Electric Buses MEETING DATE: August 9, 2022
RECOMMENDATION
The City Council will consider adopting a Resolution approving a construction contract with CEM Construction for design and installation of charging stations for City electric buses.
BACKGROUND
On October 21, 2021, City Council approved the purchase of two (2) electric transit buses and two (2) electric Dial-A-Ride buses. The purchase included two (2) DC 50 kilowatt fast Electric Vehicle (EV) charging stations and two (2) DC overnight 11 kilowatt charging stations. The electric charging stations and buses were paid 100% utilizing Sustainable Transportation Equity Project (STEP) grant funds, sponsored by the State of California, California Air Resources Board (CARB). The STEP grant award amount allocated for the purchase of the charging stations and four buses is $2,134,647.
However, the STEP grant does not cover the installation cost for the EV charging stations.
ANALYSIS
On May 19, 2022, the City posted an open Request for Proposal (RFP) process for professional services to 1) Evaluate electrical power requirements and perform load calculations; 2) Design the necessary infrastructure for the installation and electrical distribution to support the operation of two Terra 54V-50KW DCFC charging station (self-contained units); 3) Design the necessary infrastructure for the installation and electrical distribution to support the operation of two CS-60 Level 2 charging stations (wall mounted, non- networked); 4) Obtain permit from the City of Commerce building and safety department; 5) Develop the design including details for the electrical equipment mounting, and provide details for the protective barrier post fabrication and installation.
The RFP was posted and advertised for thirty-five (35) days on the City’s website via PlanetBids.com.
A total of thirty-nine (39) firms downloaded the RFP for review; however, the City did not receive any responses to the RFP. Therefore, City staff contacted three of the firms that had indicated intent to submit a proposal; and learned of the reason(s) in their decision to not submit. The main factor is a capacity issue; firms indicated there are numerous construction projects underway in California and companies that focus on EV charging related type work are already committed to existing or upcoming contracts; and do not have available personnel at this time.
On July 17, 2022, CEM Construction contacted the City and indicated they will be able to assist with the EV charging station installation project. Reference checks were performed on CEM Construction and previous clients rated their service as good in terms of on-time performance, on-budget completion, and quality of work. Staff negotiated a professional services agreement with CEM Construction for an amount not to exceed $81,000 for the completion of the EV charging station installation project. Prior to agreeing to the negotiated amount, staff conducted an independent cost estimate, and the cost of the proposal is consistent and within range of industry standards based on price comparisons for similar projects.
The scope of work includes:
Evaluate electrical power requirements and perform load calculations.
Design the necessary infrastructure for the installation and electrical distribution to support the operation of (2) Terra 54V-50KW DCFC charging station (self-contained units).
Design the necessary infrastructure for the installation and electrical distribution to support the operation of (2) CS-60 Level 2 charging stations (wall mounted, nonnetworked).
Obtain (No Fee Permit) permit from the City of Commerce building and safety department.
Develop the design including details for the electrical equipment mounting and provide details for the protective barrier post fabrication and installation.
Provide design/detail for equipment anchoring including seismic calculations.
Prepare necessary drawings to submit to the City of Commerce Building and Safety department and SCE Utility for approval. Respond to City and/or SCE comments for necessary or required revisions.
Develop and provide the City the project as-built plans upon completion of project.
Supply and install electrical conduit, wiring and distribution system as designed and per approved permit.
Install and anchor (2) Terra 54V-50KW DCFC charging station (self-contained units) and cord management system furnished by the City.
Install and anchor (2) CS-60 Level 2 charging stations (wall mounted, non-networked) and cord management system.
Supply and install (8) protective barrier post (as per design and approved permit).
Call for and coordinate for City of Commerce Building and Safety permit and any other required inspection).
Provide startup/testing/commission and reports for all installation in this project.
Run conduit and conductors from electrical room to chargers. Distance to not exceed 200 LF.
TRANSITION PLAN
Once the new transit maintenance facility is completed, the electric vehicle charging stations will be relocated and reinstalled at the new facility. The two electric Dial-A-Ride vehicles have already been delivered, and the two (2) transit electric vehicles are scheduled to be delivered within the next 4-6 weeks. The electric charging stations will be necessary to meet vehicle service demands.
FISCAL IMPACT
The cost of the project, including contingencies and project management shall be covered 100% with a Federal Grant using (5307 Funds) and have no impact to the City’s operational budget. This project has been approved by Southern California Association of Governments (SCAG), Los Angeles County Metropolitan Authority (Metro) and the Federal Transportation Administration (FTA); and included as part of the regional Federal Transportation Improvement Plan (FTIP - Project ID: LA9919030 – Bus Service Maintenance Equipment).
RELATIONSHIP TO STRATEGIC GOALS
This agenda item relates to the 2016 Strategic Plan - Goal #6: “Enhance Quality of Life Goal”; as this project shall improve operational efficiency and helps maximize City resources.
ALTERNATIVES:
Approve staff’s recommendation
Reject staff’s recommendation
Provide staff with further direction
Respectfully submitted: Edgar P. Cisneros, City Manager Prepared & Approved by: Claude McFerguson, Director of Transportation Approved by: Gina Nila, Acting Director of Public Works Reviewed by: Josh Brooks, Director of Finance
Approved as to form: Noel Tapia, City Attorney
ATTACHMENTS:
Resolution
Price Quote
Construction Contract
Federal Requirement Forms
CITY OF COMMERCE
AGENDA REPORT
Item No.