TO: Mayor and City Council
FROM: Philippe Eskandar, City Manager
BY: Amber Shah, Parks & Public Works Director/City Engineer DATE: October 9, 2024
SUBJECT: FIND THE ELECTRIC VEHICLE CHARGING STATIONS
PROJECT EXEMPT UNDER THE CALIFORNIA
ENVIRONMENTAL QUALITY ACT (CEQA); AWARD A
CONSTRUCTION AGREEMENT TO ABM ELECTRICAL &
LIGHTING SOLUTIONS FOR ELECTRIC VEHICLE
CHARGING STATIONS PROJECT NO. 24-1009 IN THE LOW
BID AMOUNT OF $57,129.00, AND REJECT ALL OTHER
BIDS; AND AUTHORIZE THE PARKS AND PUBLIC WORKS
DIRECTOR/CITY ENGINEER TO APPROVE
CONSTRUCTION CONTINGENCIES IN AN AMOUNT NOT
TO EXCEED $10,000.00
STRATEGIC PLAN CRITICAL SUCCESS FACTORS
Fiscally Responsible and Transparent City Government
Well-Maintained Infrastructure
BACKGROUND
As part of an overall effort to reduce greenhouse gas emissions, the State of California Air Resources Board (CARB) has passed legislation over the past few years targeted at increasing the overall number of zero-emissions vehicles (ZEV) statewide. This legislation, the Advanced Clean Fleets (ACF) Regulation, also mandates new electric vehicle requirements for government agencies. As such, cities are now required to begin phasing ZEV’s into their municipal fleets, beginning in 2024. The first phase requires a minimum of 50% of all medium and heavy-duty vehicle purchases be ZEV through 2026, and all purchases must be ZEV beginning on January 1, 2027. Alternatively, the milestones Steven W. Huang, DDS, Mayor
Gretchen Shepherd Romey, Vice Mayor
Tony Chou, Council Member
Calvin Lo, Council Member
Steve Talt, Council Member
option requires cities to replace medium and heavy-duty vehicles in their fleet with ZEV on a percentage basis of their fleet, increasing every 3 years from 10% up to 100% by 2035-2042, depending on the vehicle classification group.
With this in mind, staff has worked over the past year to develop a municipal fleet leasing program with Enterprise, which also provides the ability to lease ZEVs to ensure compliance with State requirements. In order to prepare for the delivery of new ZEVs, it is necessary to install the EV charging stations and associated electrical infrastructure for the stations.
On May 31, 2024, the City Council adopted the Fiscal Year 2024-25 Operating and Capital Improvement Program (CIP) budgets. As part of the CIP budget, the City Council approved the appropriation of $150,000 for Electric Vehicle Charging Stations. Staff recommends installing the first phase of electric vehicle charging stations in the gated employee parking lot/yard at City Hall for fleet vehicle charging only. This will help ensure that the City has the necessary charging infrastructure as it begins acquiring ZEVs to meet State requirements.
DISCUSSION
Staff identified the most suitable location for the installation of the first phase of electric vehicle (EV) charging stations on the east side of the gated employee parking lot/yard at City Hall, near an existing switchgear. This location will enable the charging stations to be wall-mounted, eliminating the need for trenching/excavation and provides space for up to ten (10) EV charging stations. Over the past few months, staff has been working with multiple prospective vendors to compare their respectively branded charging stations and the cost to directly procure and install them from the manufacturer, with the following quotes received:
Vendor Price
ChargePoint $118,355.80
Flo $93,625.00
Siemens $160,065.25
However, following the recent order of six (6) ZEVs from Ford through the Enterprise fleet leasing agreement, the City was notified it is eligible to receive six (6) complimentary Ford Pro AC Charging Stations 80A (Level II) through Ford’s Government Incentive Program. There is no cost for the chargers themselves, which provides the City with a savings of $12,174.00. The City is only responsible for the cost of installation plus electric vehicle charger related costs for charge management software, one-time charger onboarding and extended service plans in the amount of $13,565.70. As such, the savings provided by Ford makes this the most cost-effective option.
Consistent with the City’s Municipal Code, staff solicited bids for the installation of six (6), Ford-provided EV charging stations and the associated electrical infrastructure to support the installation of up to four (4) additional EV charging stations in the future. In total, the City received four (4) bid proposals, including an additive bid item for engineering plans and permitting, as shown in the table below:
Contractor Base Bid Plans and
Permitting Total Bid
ABM Electrical &
Lighting Solutions $46,271.00 $10,858.00 $57,129.00
SoCal Electric $68,719.38 -- $68,719.38
ALBD Electric & Cable $71,285.00 $5,000.00 $76,285.00
Amtek Construction $74,966.00 $19,895.00 $94,861.00
ABM Electrical & Lighting Solutions is the apparent lowest, responsive bidder for the project. Staff has confirmed ABM is an appropriately licensed contractor registered with the State of California’s Department of Industrial Relations. As such, they are qualified to perform the work as described. Staff recommends award of a Construction Agreement for the Electric Vehicle Charging Stations Project No. 24-1009 to ABM Electric & Lighting Solutions, in the low bid amount of $57,129.00, plus a $10,000.00 construction contingency. The requested contingency will cover costs due to unforeseen site conditions and change orders for additional work requested by the City.
The total amount for the construction plus the construction contingency is $67,129.00. Once work has commenced, the project is scheduled to be complete within 45 working days.
As CARB’s move toward increasing the overall number of ZEVs statewide continues and ZEV fleet requirements become more stringent, staff recommends installing the six (6) complimentary Ford Pro AC Charging Stations for the vehicles that have been ordered and the associated electrical infrastructure to support the installation of up to four (4) additional charging stations in the future. This approach will save costs long-term, while also ensuring the City has sufficient infrastructure to comply with State requirements.
Moving forward, staff will continue to evaluate the need for additional fleet EV charging stations along with locations for potential public EV charging stations. The City is also working with Southern California Edison (SCE) and the South Coast Air Quality Management District (AQMD) to identify potential funding/grant sources and programs for installation of future EV charging stations as current lead times to participate in their programs are up to 18-24 months as they have been fraught with delay due to supplychain issues and overwhelming demand by cities for the electrical infrastructure necessary to comply with State requirements.
CEQA REVIEW
In accordance with the California Environmental Quality Act (CEQA), the installation of EV chargers in an existing parking lot is categorically exempt pursuant to CEQA Guidelines Section 15301, Class 1 (Existing Facilities) because the project involves minor alteration with negligible or no expansion of the existing or former use. Staff will prepare a Notice of Exemption for the project should it be approved.
FISCAL IMPACT & PROCUREMENT REVIEW
Staff estimates the project’s overall cost, combining the construction cost, electric vehicle charger related costs and project contingency would be $80,694.70. See breakdown below.
Item Cost
Construction Contract (ABM) $57,129.00
Construction Contingency $10,000.00
Charge Management Software, OneTime Charger Onboarding & Extended Service Plan (Ford)
$13,565.70
Total Project Cost $80,694.70
The City’s adopted FY 2024-25 budget includes an appropriation of $150,000 in Account #394-40-4600-1009 for Electric Vehicle Charging Stations in the Capital Improvement Program budget. Therefore, there is sufficient funding available for this project.
The Finance Director has reviewed this staff report for compliance with San Marino City Code §02.06.05.
LEGAL REVIEW
The City Attorney's office has reviewed and approved as to form.
RECOMMENDATION
Staff recommends the City Council 1.) find the project categorically exempt under the California Environmental Quality Act (CEQA) pursuant to Section 15301 of Title 14, Chapter 3 of the California Code of Regulations (Class 1, Existing Facilities exemption), 2.) award a Construction Agreement to ABM Electrical & Lighting Solutions, 3.) authorize the Parks and Public Works Director/City Engineer to approve contract change orders and other contingencies in an amount not to exceed $11,425.80. If the Council concurs with staff’s recommendation, an appropriate motion would be:
“I move to 1.) find the Electric Vehicle Charger Installation Project exempt from review under the California Environmental Quality Act (CEQA) pursuant to Section 15301 of Title 14, Chapter 3 of the California Code of Regulations (Class 1, Existing Facilities exemption), 2.) award a Construction Agreement to ABM Electrical & Lighting Solutions, for the Electric Vehicle Charging Station Project No. 24-1009 in the amount of $57,129.00, and reject all other bids, and 3.) authorize the Parks and Public Works Director/City Engineer to approve contract change orders and other contingencies in an amount not to exceed $10,000.00.”
ATTACHMENTS
1. EV Charging Station Quote
2. EV Charging Stations CIP Form
3. Draft Minor Construction Agreement