____________________________________________________________________________________
FOR CITY CLERK ONLY
Council Meeting:
Disposition:
SAN RAFAEL CITY COUNCIL AGENDA REPORT
Department: Public Works
Prepared by: Jonathan Schellin
Deputy Director, Public Works
Cory Bytof
Sustainability Program Manager
City Manager Approval: ___
TOPIC: ELECTRIC VEHICLE CHARGING EQUIPMENT PURCHASE
SUBJECT: RESOLUTION AUTHORIZING THE CITY MANAGER TO PROCURE ELECTRIC
VEHICLE CHARGING EQUIPMENT THROUGH A SOURCEWELL COOPERATIVE PURCHASING AGREEMENT IN AN AMOUNT NOT TO EXCEED $351,245 AND AUTHORIZE SUPPLEMENTAL BUDGET APPROPRIATIONS OF $450,000 WITHIN THE CAPITAL IMPROVEMENT FUNDS (FUND 401) SUPPORTED BY ADDITIONAL
GRANT FUNDING SECURED FOR THE PROJECT FOR A TOTAL COST NOT TO EXCEED $988,000.
RECOMMENDATION:
Staff recommends that the City Council adopt a resolution authorizing the City Manager to procure electric vehicle charging equipment through a Sourcewell Cooperative Purchasing Agreement for the Public Works facility at 111 Morphew Street in an amount not to exceed $351,245 and authorize supplemental budget appropriations of $450,000 within the Capital Improvement Funds (Fund 401), supported by additional grant funding secured for the Project for a total cost not to exceed $988,000.
BACKGROUND:
Vehicle emissions are the largest source of greenhouse gas emissions in the City’s municipal greenhouse gas inventory. San Rafael’s Climate Change Action Plan (CCAP) includes Measure LCT-M1, directing the City to purchase or lease zero-emission vehicles for the City fleet whenever possible. It targets a 50% reduction in fuel use by 2030. In addition, the City Council approved an Electric Vehicle Acceleration Strategy Workplan in 2023 that contains priority action items by 2025 to 1) develop a fleet replacement plan that includes activities to convert the City’s fleet to 100% zero-emissions vehicles, inclusive of charging infrastructure, and 2) to identify local fire and police conversion of mission-critical and nonemergency fleet vehicles. Finally, the California Air Resources Board adopted the Advanced Clean Fleets Regulation for local government vehicle fleets, which the City must comply with (California Code of Regulations Title 13, Division 3, Chapter 1, Article 3.2).
Staff have been working on transitioning the City fleet for the past two years. This includes securing Federal Energy Efficiency Conservation Block Grant funds, no-cost technical assistance from Marin Clean Energy (MCE) and the Metropolitan Transportation Commission, and contracting with a third-party Agenda Item No: 4.b
Meeting Date: March 16, 2026
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technical consulting team to plan the transition. Last year, the City was accepted into the Pacific Gas and Electric Company’s (PG&E) EV Fleet Electrification program, which commits PG&E to installing additional infrastructure to serve electric-vehicle loads at City facilities. The City Council approved a contract with PG&E to participate in the program on June 2, 2025, and determined this work to be categorically exempt under CEQA Guideline 15301 (minor alteration of existing facilities), 15303(e) (appurtenant structure to garages and carports), and/or 15311 (placement of minor structures appurtenant to existing uses). The program includes PG&E fully funding the utility side of the meter upgrades, financial assistance for the City side of the meter work, and financial incentives for City vehicle purchases. PG&E also provides technical assistance to identify and secure additional incentives for the chargers and vehicles, and has accelerated the timeline for PG&E’s work to build out the electrical supply needed to facilitate high-speed charging at the Corps Yard for City fleet vehicles. This will help the City comply with the Advanced Clean Fleet Regulation and avoid significant costs for transformer and electrical capacity expansion. Finally, this upgraded service also includes a separate meter with a lower cost per kWh, which will provide the City with substantial annual savings by replacing fuel costs with lower electricity costs.
ANALYSIS:
Final designs are complete for the project, and staff are working with the NV5 consultant team to procure equipment and initiate construction, with a completion target of mid-June this year. Completing the installation by June 30, 2026, will allow the City to apply for the Federal Investment Tax Credit program, which would provide the City with $285,900 to $381,200 in project reimbursement. In addition, it will allow the City to submit a request to the Federal Energy Efficiency Conservation Block Grant program for payment of $123,900, which was awarded to the City in 2024.
At this time, staff is seeking City Council authorization to procure the electrical supply and vehicle charging equipment. This equipment will be purchased through Sourcewell Cooperative Purchasing Agreements, which allows for better pricing than the open market, sole-source procurement, and expedited delivery. Per San Rafael Municipal Code 2.55.100:
Purchases of supplies, material, equipment or services and sales of surplus property made under a cooperative purchasing program, such as by utilizing purchasing agreements maintained by the United States government or any agency or division thereof, the State of California, County of Marin, or other public agencies, are exempt from the competitive bidding requirements of this chapter.
In consultation with the City’s EV fleet consultant, NV5, and in accordance with PG&E Fleet Program requirements, and based on several regional references, staff recommends Kempower for the charging equipment manufacturer. Kempower charging equipment is listed among PG&E Fleet’s approved equipment manufacturers, which is a requirement of the PG&E Fleet program; it is highly recommended by regional customers with experience with the equipment; and it provides unique charging flexibility, with the capability to deliver both level two and level three charging speeds. This will enable a high degree of flexibility in load management and charging speeds, and will ensure the City can support fast charging for any fleet vehicle based on the scenario, from overnight charging that optimizes for the lowest electrical rates to rapid charging and the redeployment of an emergency vehicle at any time. The equipment has also been designed to support future phases with additional charging ports, allowing up to eight more chargers to be installed with minimal changes to the electrical supply.
City Council approval of the proposed resolution aligns with the City’s FY 2025-2028 Strategic Plan, specifically:
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• Goal C.1: Reduce greenhouse gas emissions from both community and municipal sources. • Objective C.1.1: Develop and begin implementing a plan to expand facility electric vehicle charging infrastructure and transition the City’s fleet to zero emission vehicles.
FISCAL IMPACT:
The electric vehicle charging equipment, initial software cost, and preventative maintenance service estimate is not to exceed $351,245. This amount includes the first year of software costs, a five-year preventive maintenance plan discounted for paying upfront, and a $52,000 discount for procuring the equipment through Sourcewell. Initial funding for this purchase is included in Capital Improvement Fund (401) appropriations for FY 2025-26, but additional appropriations will be required to fully fund the remainder of this project due to unexpected site conditions and changes in scope to increase charging capacity for public safety vehicles, which secured additional incentives.
Staff is requesting City Council authorization for a supplemental appropriation of $450,000 within the Capital Improvement Fund (Fund 401) to fully fund this project through completion. All $450,000 is expected to be reimbursed through the combined grant funding secured since the project began with City Council approval on June 2, 2025.
The total project cost is $988,000, an increase from the original project cost projection of $538,000, which is expected to be offset by additional grant funds secured to fully fund the requested appropriation.
Current grant estimates include PG&E EV Fleet Transition Grant for $240,000 ($40,000 of which is intended to offset future EV purchases as part of the EV Fleet Transition Program), the Energy Efficiency Conservation Block Grant (EECBG) for $123,900, and the Investment Tax Credit (ITC) estimated between $285,900 to $381,200. Final grant revenue will be partially based on the City's final total cost and is expected to range from $649,800 to $745,100. ITC grant funding cannot be received until the charging system is fully active, with a deadline of June 30, 2026. Including the additional requested $450,000 for this project, the total authorized project cost will be $988,000, and the final total cost to the City after grant funding is received is estimated to be between $242,900 to $338,200.
OPTIONS:
The City Council has the following options to consider relating to this item:
1. Adopt the resolution as presented.
2. Adopt the resolution with amendments.
3. Do not adopt the resolution.
RECOMMENDED ACTION:
Staff recommends that the City Council adopt a resolution authorizing the City Manager to procure electric vehicle charging equipment through a Sourcewell Cooperative Purchasing Agreement for the Public Works facility at 111 Morphew Street in an amount not to exceed $351,245 and authorize supplemental budget appropriations of $450,000 within the Capital Improvement Funds (Fund 401) supported by additional grant funding secured for the Project for a total cost not to exceed $988,000.
ATTACHMENTS:
1. Resolution
RESOLUTION NO.
A RESOLUTION AUTHORIZING THE CITY MANAGER TO PROCURE ELECTRIC VEHICLE
CHARGING EQUIPMENT THROUGH A SOURCEWELL COOPERATIVE PURCHASING AGREEMENT IN AN AMOUNT NOT TO EXCEED $351,245 AND AUTHORIZE SUPPLEMENTAL BUDGET APPROPRIATIONS OF $450,000 WITHIN THE CAPITAL IMPROVEMENT FUNDS (FUND 401) SUPPORTED BY ADDITIONAL GRANT FUNDING SECURED FOR THE PROJECT FOR A TOTAL COST NOT TO EXCEED $988,000
WHEREAS, the City of San Rafael is required to comply with the Advanced Clean Fleets regulations of the California Air Resources Board; and
WHEREAS, the Advanced Clean Fleet regulations (Title 13, Division 3, Chapter 1, Article 3.2) require transitioning the City fleet to electric or zero emissions vehicles in phases starting in 2024 with a requirement for 50% of fleet purchases to be Zero Emission Vehicles starting in 2024, and 100% of fleet purchases to be Zero Emission Vehicles starting in 2027 with some exceptions; and WHEREAS, the City of San Rafael has applied for and been accepted into the Pacific Gas and Electric Company’s EV Fleet Electrification program (“Project”); and WHEREAS, the City of San Rafael participates in a Cooperative Purchasing Agreement through Sourcewell in order to benefit from cost savings and other benefits; and WHEREAS, San Rafael Municipal Code 2.55.100 authorizes purchases of supplies, material, equipment or services and sales of surplus property made under a cooperative purchasing program, such as by utilizing purchasing agreements maintained by the United States government or any agency or division thereof, the State of California, County of Marin, or other public agencies, without competitive bidding by the City; and
WHEREAS, the City of San Rafael wishes to purchase electric vehicle charger equipment and initial software for an electric vehicle charger installation at the Public Works facility at 111 Morphew Street in San Rafael through the Cooperative Purchasing Agreement the City has with Sourcewell; NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of San Rafael finds the foregoing recitals are true and correct, and hereby authorizes the City Manager to procure electric vehicle charging equipment through a Sourcewell Cooperative Purchasing Agreement for the Public Works facility at 111 Morphew Street in an amount not to exceed $351,245; and, BE IT FURTHER RESOLVED, that the City Council authorizes supplemental budget appropriations of $450,000 within the Capital Improvement Funds (Fund 401), supported by additional grant funding secured for the Project, augmenting funding previously approved for a total cost not to exceed $988,000.
I, LINDSAY LARA, Clerk of the City of San Rafael, hereby certify that the foregoing Resolution was duly and regularly introduced and adopted at a regular meeting of the City Council of the City of San Rafael, held on Monday, the 16th of March 2026, by the following vote, to wit:
AYES: Councilmembers:
NOES: Councilmembers:
ABSENT: Councilmembers:
_____________________
Lindsay Lara, City Clerk