CITY OF MENIFEE
SUBJECT: Purchase Order with ChargePoint, Inc. for Two Electric Vehicle Charging Systems
MEETING DATE: January 15, 2025
TO: Mayor and City Council
PREPARED BY: Jenny McConville, Management Analyst
REVIEWED BY: Nick Fidler, Public Works Director
APPROVED BY: Armando G. Villa, City Manager
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RECOMMENDED ACTION
1. Accept the United States Department of Energy’s Equipment Rebate Voucher in the amount of $146,570 through the Energy Efficiency and Conservation Block Grant Program for the purchase of two Electric Vehicle (EV) Charging Systems; and
2. Approve the purchase of two ChargePoint, Inc. Beam Global EV ARC Charging Systems utilizing the Sourcewell Cooperative Purchase Contract No. 042221-CPI, pursuant to Menifee Municipal Code Section 3.12.070(6), in a total not-to-exceed amount of $198,795.30; and
3. Adopt a budget amendment resolution approving an increase in revenue and appropriation of expenditures in the amount of $146,570 to an account assigned by the Finance Department; and
4. Authorize the City Manager, or designee, to execute all required documents and the Finance Department to issue the corresponding purchase order.
DISCUSSION
In 2022, the California Air Resources Board (CARB), tasked by the California Legislature with developing and adopting the specific rules and regulations needed to achieve healthful air quality levels aimed to reduce the harmful effects of air pollution on the public and combat climate change, approved a rule requiring 100 percent of new car sales in California to be zero-emission vehicles (ZEV) by 2035. The Advanced Clean Fleets (ACF) Regulation is the CARB’s strategy to accelerate the transition of government agency-owned fleet ZEV. Government agencies must comply with the ACF using one of two options provided by the CARB: the default Model Year Schedule or the ZEV Milestone Option. The City has elected to opt-in to the ZEV Milestone Option,
City of Menifee Staff Report
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which would allow for a phased approach to incorporate 100% ZEV into the City-owned fleet between 2025 and 2042.
The City was notified in early 2023 that it was eligible to receive funding through the Energy Efficiency and Conservation Block Grant (EECBG) Program administered by the United States Department of Energy (DOE). The EECBG program is intended to fund projects or programs that promote clean energy. The funding available to each municipality was allocated by the DOE and each agency was required to apply in order to receive their predesignated allocation. The City’s allocation through the EECBG was $146,570. The EECBG program included an option to utilize allocated funds towards technical assistance or an equipment rebate voucher (“Voucher”). The Voucher option was recommended by the DOE for municipalities who intended to use their allocation for the purchase of equipment, as it would provide a more streamlined application and review process.
Following several strategy meetings with the City’s Public Works Fleet and Maintenance Division, staff determined the best use of the EECBG allocation would be for the purchase of EV charging infrastructure to comply with the CARB’s ACF regulation and support a phased transition of City fleet to ZEV. Various EV charging options were researched and staff met with several companies, including a representative from ChargePoint, Inc., to learn more about the Beam Global EV ARC Charging System (“System”). The System is solar-powered, autonomous, transportable, and can generate and store enough solar electricity to charge up to 265 electric miles every 24 hours. The System can be deployed within a matter of minutes, fits into a standard parking space, and is compliant with the Americans with Disabilities Act (ADA). Because the System is self-contained, there is no electrical or ground disturbance work required for placement. Each System includes a dual plug allowing two vehicles to charge simultaneously.
Following a comprehensive review of the options, staff determined that the ChargePoint, Inc.
System aligned most closely with the requirements under the EECBG Program, as well as the most immediate needs of the City as the existing fleet vehicles transition to ZEV over the next several years as required by CARB.
To be eligible for reimbursement through the Voucher, the EECBG Program would require that equipment purchases be stored and utilized on City-owned property only. Staff identified two City- owned properties where the Systems could be utilized. The first location would be at the Maintenance Operations Center (MOC) located at 27860 Bradley Road, and the second location would be at Fire Station No. 7, located at 28349 Bradley Road. These locations were selected because there are City fleet vehicles currently being stored at both facilities. The MOC stores fleet vehicles utilized by the Public Works Department and Fire Station No. 7 stores fleet vehicles utilized by the Community Services Department. At both locations, the Systems would be placed in an existing parking stall strategically positioned to capture as much solar energy as possible.
The System’s would be utilized for City fleet vehicles only and would be intended to “top off” ZEVs.
Staff is currently in the process of developing a comprehensive Fleet Vehicle Plan that would include guidelines to identify existing gas-powered vehicles that may be eligible for replacement by a ZEV. This plan would determine the next steps for transitioning a portion of the City’s fleet to ZEV in a phased approach to comply with the CARB’s ACF Regulations.
On October 28, 2024, staff submitted an application to the DOE for the purchase of two ChargePoint, Inc. Systems using the EECBG Program Voucher. On November 26, 2024, staff City of Menifee Staff Report
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received notification that the DOE approved the City’s EECBG Voucher application in the full allocation amount of $146,570. The cost of each System is $87,676, the sales tax is $15,343.30, and shipping and handling is a flat rate of $8,100, for a total purchase price of $198,795.30.
Included in the purchase price is a one-year subscription to the ChargePoint Network, as well as the Remote Monitoring and Management System (RMMS). The RMMS system would serve as an asset management tool to troubleshoot error codes, detect battery health, and provide data to determine usage and other metrics required for reporting back to the DOE. Ongoing subscription costs would be $200 per year for access to the ChargePoint Network, and $1,750 for a five-year RMMS subscription. These annual subscriptions would be required to ensure the System runs efficiently. The recurring subscription costs would be included in the Public Works facilities maintenance budget. The System also includes a one-year manufacturer’s warranty and ten year limited battery warranty. The System’s life cycle is expected to last 20 years, or longer, without requiring any major repairs or parts replacement.
ChargePoint, Inc. is currently a participating vendor under the Sourcewell cooperative purchase Contract No. 042221-CPI. Pursuant to Menifee Municipal Code §3.12.070, supplies and equipment procured through another public agency’s cooperative purchasing program are exempt from bidding.
The amount of the proposed purchase order exceeds the City Manager’s signing authority.
Pursuant to Menifee Municipal Code §3.12.040, any purchase that exceeds the City Manager’s signing authority shall be approved by the City Council.
STRATEGIC PLAN OBJECTIVE
Connectivity and Mobility
FISCAL IMPACT
The total fiscal impact of the purchase of the two ChargePoint, Inc. Systems is $198,795.30.
Funding for the City’s portion of the purchase is $52,225.30 and is available in the Fiscal Year 2024/2025 Budget within the General Fund under professional services (1100-PWD-CIPS- 652800) which would be transferred to be purchased out of account Capital Outlays for Equipment (1100-PWD-CIPS-660010). Ongoing annual subscriptions would be included in the Public Works facilities maintenance budget. The acceptance of the DOE EECBG Voucher would result in a fiscal impact of $146,570 in federal revenues within the Grant Fund (2301-441000) that would offset the appropriation in expenditures to the EECBG Voucher within the Grant Fund (2301- PWD-CIPS-660010) required for the purchase. The City would purchase the equipment up front and the DOE would reimburse the eligible costs incurred, up to $146,570, for the purchase, as summarized in Table 1 below.
TABLE 1 – PROJECT BUDGET
Fund Account No. Available Budget Anticipated Cost
General Fund 1100-PWD-CIPS-652800* $73,485 $52,225.30
Grant Fund 2301-PWD-CIPS-660010 $0 $146,570
*Transfer to move funds from 652800 to 660010 included with attached BAR No additional budget appropriation action is required.
City of Menifee Staff Report
ChargePoint EV Charging Purchase
January 15, 2025
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ATTACHMENTS
1. Location Maps
2. Award Notification
3. ChargePoint, Inc. Cost Proposal
4. Sourcewell Contract No. 042221-CPI
5. Grant Summary Report
6. Budget Amendment Resolution