Administrative
Report
H.6., File # 22-3546 Meeting Date: 1/18/2022
To: MAYOR AND CITY COUNCIL
From: TED SEMAAN, PUBLIC WORKS DIRECTOR
TITLE
ACCEPT AS COMPLETE THE ELECTRIC VEHICLE CHARGING INFRASTRUCTURE, PROJECT NO. 20770, AND AUTHORIZE THE CITY ENGINEER TO FILE A NOTICE OF COMPLETION FOR
THE PROJECT WITH THE LOS ANGELES COUNTY RECORDER
EXECUTIVE SUMMARY
On January 19, 2021 the City Council approved the Plans and Specifications for the Electric Vehicle Charging Infrastructure Project, Job No. 20770. The City received five bids for the project and they were publicly opened on February 25, 2021. Amtek Construction was the lowest responsible bidder in an amount of $133,333 and was awarded the contract through City Council approval on April 13, 2021.
During construction, three (3) change orders were issued for a total of $18,249.77 and a revised final contract amount of $151,582.77. The project is now complete and ready for City Council acceptance.
BACKGROUND
The City was awarded a grant from the MSRC that was executed in February 2019. The grant matches up to 50% of the total electric vehicle supply equipment/charging infrastructure (EVSE) cost for private access EVSE, which is for the dedicated use of the proposing entity; and up to 75% of the cost of publicly accessible EVSE up to a City total of $89,400.
The City Council approved the charging site locations that include one private use site (City Hall Parking Lot), and five public use sites (Riviera Village Triangle Lot, Main Library Parking Structure, Performing Arts Center, North Branch Library Parking Lot, and Police Department Front Parking Lot), for a total of nine (9) EV charging stations including seven (7) dual port level II stations, one (1) single port level II station, and one (1) DC fast charger.
Initially the intent was to move forward with the project via a purchase and installation agreement, however, after consultation with the City Attorney’s Office it was determined the approach was not feasible. Instead, the Public Works Department utilized an on-call contract with Lucci and Associates to create the plans and specifications for the various locations and utilized a design-bid-build process to construct the project.
In addition, in November 2020 City staff was notified of SCIP funds being reserved for the City as part of an application that was submitted in December 2019. The SCIP program is funded through the
H.6., File # 22-3546 Meeting Date: 1/18/2022
of an application that was submitted in December 2019. The SCIP program is funded through the California Energy Commission and promotes easy access to zero-emission vehicle infrastructure by offering rebates for the purchase and installation of eligible public electric vehicle chargers. The design scope was amended to incorporate a DC fast charger into the plans and specifications after SCIP funds were identified for the City in an amount up to $70,000 or 75% of the cost, whichever was less. The SCIP funds were formally appropriated for CIP No. 20770, in December 2020.
Subsequently, the plans and specifications for CIP No. 20770 were approved by the City Council on January 19, 2021. On February 25, 2021, five (5) bids were received and publicly opened in the City Clerk’s office. After reviewing the bids, Amtek Construction with a bid amount of $133,333 was found to be the lowest responsible bidder. Amtek Construction was awarded the contract through City Council approval on April 13, 2021. The agreement was finalized on May 18, 2021 and construction commenced on June 28, 2021.
During construction, staff issued three (3) change orders for a total of $18,249.77, and a revised final contract amount of $151,582.77. The change orders included: adding electrical disconnects to each station, relocating irrigation lines in order to properly place the electrical conduits, and constructing a stanchion to support a new electrical panel at the Performing Arts Center. The total change order amount was within the approved City Council contingency funding for the project. The final inspection was approved and completed by the Building and Safety Division on December 20, 2021.
As part of the mid-year budget review in February, staff will propose a fee structure to offset the operational costs of the EV charging stations. In the interim, the stations will be powered on and made available to the public to comply with the timing and use requirements in the grant agreements.
The cost of the electricity for the 9 stations is estimated to be $4,000 per month. The user fee, once considered and adopted by the City Council, is expected to fully cover the ongoing costs for electricity and charging station maintenance.
COORDINATION
This project was coordinated with the Public Works Department and Community Development Departments. The agreement was reviewed and approved by the City Attorney’s Office.
FISCAL IMPACT
Funding: Expenditures:
AB 2766 Subvention $ 183,691 Amtek Construction $ 151,283 MSRC Grant $ 89,400 ChargePoint, Inc. $ 153,482
SCIP Grant $ 62,169 Lucci and Associates $ 30,495
Total $335,260 Total $ 335,260
The estimated cost of electricity is $4,000 per month for all stations, and is expected to be fully covered by EV charging user fees that will be proposed as part of the mid-year budget review in February. Funding for electricity expenses incurred prior to the implementation of the new user fees is available in the Public Works Department maintenance and operations budget.
H.6., File # 22-3546 Meeting Date: 1/18/2022
APPROVED BY:
Mike Witzansky, City Manager