TITLE:
Receive Report and Consider Adoption of City Council Resolution Accepting the Lowest Responsive Bid, Awarding the EV Fleet Charging Station Project, City Project No. PWP-00126 to Akeff Construction Services, Inc., Approving Budget Amendment 2024/25-05, and Authorizing City Manager to Execute Contract (Amount Not To Exceed $159,897.00); Categorical Exemption 15301 ISSUE:
Public Works staff solicited formal quotes for the replacement of the Electric Vehicle (EV) Fleet Charging Station. The City received two (2) responsive quotes. The EV Fleet Charging Station is a project in the City’s 2024/2025 Capital Project list with a budget of $152,000. The lowest bid was received from Akeff Construction Services, Inc. in the amount of $159,897.00 (base) or $370,187.00 when the alternates (fencing and gates) were included. The contractor has the proper license and experience and meets the requirements to be considered a responsive bidder, and staff recommends making the award without the alternate unless additional funds are secured.
ANALYSIS:
This project has been in the works since September 2022, when the City Council authorized the purchase of Electric Fleet Vehicles for the Police Department. The Police Department has since purchased and outfitted five (5) Ford Lightning F-150 fully electric pickup trucks for patrol vehicles. This effort has made the Fort Bragg Police Department the first in the nation to outfit the F150 Lightning as a standard patrol vehicle and among the first departments to use fully electric vehicles as a primary patrol vehicle. In October 2022, staff secured a meeting with PG&E to include the installation of the charging stations at the Police Department in their Fleet Incentive Program. The benefits to the City of being included in this Program include; PG&E covering the cost of installing a new electrical junction box and transformer necessary to upgrade the electrical service to sufficiently support the new expected drawl as well as a $4,000 per vehicle incentive (for up to 8 vehicles) available once the EV Station Project is built.
This project scope includes the installation of four (4) Electric Vehicle Charging Stations, electrical equipment for EV Stations ((1) Switchboard box and panel, (1) Distribution panel, and (1) Step-down transformer), Bollards, and associated site improvements including parking lot, sidewalk, curb, and gutter improvements at the Fort Bragg Police Department. The project alternate includes installing a perimeter no-climb iron fence with pedestrian and vehicle gates to encompass the EV Charger parking lot area. The installation of the EV Fleet Charging Station is necessary to ensure that patrol vehicles have readily available access to the power needed to keep these vehicles “fueled” and on the road. The project plans are included in Attachment 3.
During the design phase, it became apparent that there were multiple security benefits to installing a gated area for the police department parking, and the alternate fence and gate were designed into the bid packet so that it could be constructed if funds allowed. Fencing in the police department parking area offers several important safety, security, and operational efficiencies. Police vehicles often contain sensitive equipment, weapons, and technology, and a fenced area reduces the risk of theft or tampering. Restricting access to the area also enhances officer safety when entering and exiting their vehicles, especially during late-night shifts, and aids in controlled vehicle operations by ensuring that only authorized vehicles are in the area. Despite the added benefits of the fencing, there is insufficient funding available to cover the additional amenity unless other funding is secured.
The City has undertaken this project to construct electric vehicle (EV) charging stations to support the transition to clean energy and provide critical infrastructure for PD Patrol vehicles. A key component required for the completion of this project is switchgear equipment, which is essential for controlling and distributing electrical power to the charging stations. National and international supply chain challenges have significantly impacted the procurement of switchgear equipment, resulting in this project taking over two years to get to construction. Equipment delays are a result of several factors, including ongoing global supply chain disruptions from the pandemic, high demand for electrical equipment as we race alongside everyone seeking to adopt renewable energy systems and build EV infrastructure projects, extended manufacturing timelines, and shipping logistics. These delays are indicative of broader industry-wide issues.
Despite the long wait for the switchgear, staff was notified that the shipping manifest had been created and put the project out to bid on November 7, 2024. The City received two (2) responsive bids were received for the EV Fleet Charging Station Project. One from Fort Bragg Electric with a base bid of $236,926 or $483,468 when the alternate was included and one from Akeff Construction Services, Inc., $159,897.00 (base) or $370,187.00 when the alternate (fencing and gates) was included. As required by the California Public Contract Code and the City’s Municipal Code, the apparent low bidder is being recommended for the contract award.
RECOMMENDED ACTION:
Adopt Council Resolution Accepting the Lowest Responsive Bid, Awarding the EV Fleet Charging Station Project, City Project No. PWP-00126 to Akeff Construction Services, Inc., Approving Budget Amendment 2024/25-05, and Authorizing City Manager to Execute Contract (Amount Not To Exceed $159,897.00); Categorical Exemption 15301.
ALTERNATIVE ACTION(S):
Allocate funding to include the installation of the fencing and approve the construction amount of $370,187.
Refuse quotes and put the project out to bid again.
FISCAL IMPACT:
This project was budgeted for $152,000 in the FY 24/25 budget, which was based only on the inclusion of the charging infrastructure upgrades, not the fencing and gates since those changes came along after the budget analysis. The lowest base bid from Akeff Construction is $159,987, leaving a shortfall of $7,897. The bid total comes to $370,187 when the fencing alternate is included. Despite the safety benefits associated with the fencing, the available budget does not allow for its inclusion at this time. This project requires a building permit with an estimated cost of $2,700, not previously accounted for. Staff is recommending a budget amendment BA 2024/25-05 (attachment 2) to increase the CIP budget by $11,000 to cover the base bid and building permit. As shown in table 1 below, sufficient funds are available between the various fund sources to cover this additional amount.
Table 1: EV Fleet Charging Station Costs
ENVIRONMENTAL ANALYSIS:
There will be a short-lived increase in greenhouse gas emissions during construction from processes and equipment necessary for the performance of the work. All Air Quality Management District best management practices for minimizing greenhouse gas emissions during construction, such as reducing idling vehicles, will be incorporated into the daily activities of this project.
This Project is categorically exempt from CEQA, 14 CCR Section 15301 existing facilities because the charging stations are features being incorporated into the existing parking area which will help reduce future greenhouse gas emissions.
CONSISTENCY:
This project is consistent with General Plan Element 3 Public Facilities, which is intended to identify essential public facilities, buildings, and services and to ensure that the existing and future population of Fort Bragg is provided with the best feasible level of public services and infrastructure. Installation of the EV Fleet Charging Station will ensure that the patrol fleet and employees have readily available access to necessary charging infrastructure to keep vehicles fueled and in use.
This project also supports several goals established by the Strategic Plan 2024-2028 including modernizing our Police Force (3D), embodying the City’s value of environmental stewardship by consistently choosing green practices (6G), and supporting innovation and inspiring solutions to climate-related challenges (1A).
IMPLEMENTATION/TIMEFRAMES:
Start Construction – December 19, 2024
Complete Construction – March 1, 2025
ATTACHMENTS:
Resolution
Exhibit A Budget Amendment BA 2024/25-05
Exhibit B Project Plans and Specifications
Contract
AGENDA ITEM NO. 8A
AGENCY: City CouncilMEETING DATE: December 09, 2024DEPARTMENT: Public WorksPRESENTED BY: C. O’NealEMAIL ADDRESS: [email protected] AGENCY: City CouncilMEETING DATE: December 09, 2024DEPARTMENT: Public WorksPRESENTED BY: C. O’NealEMAIL ADDRESS: [email protected] AGENCY: City Council
MEETING DATE: December 09, 2024
DEPARTMENT: Public Works
PRESENTED BY: C. O’Neal
EMAIL ADDRESS: [email protected]
AGENCY: City Council
MEETING DATE: December 09, 2024
DEPARTMENT: Public Works
PRESENTED BY: C. O’Neal
EMAIL ADDRESS: [email protected]
AGENDA ITEM SUMMARY