Agenda Item #12.7
For Council Meeting of: April 11, 2023
CITY OF SANTA ROSA
CITY COUNCIL
TO: MAYOR AND CITY COUNCIL
FROM: BASHAR DAYOUB, SUPERVISING ENGINEER
TRANSPORTATION AND PUBLIC WORKS DEPARTMENT
SUBJECT: CONTRACT CHANGE ORDERS - CITYBUS ELECTRICAL VEHICLE FLEET ELECTRIFICATION PROJECT AGENDA ACTION: RESOLUTION
RECOMMENDATION
It is recommended by the Transportation and Public Works Department that the Council, by resolution: 1) approve Change Order(s) to Design-Build Contract C02340 with Cupertino Electric, Inc. in an amount not-to-exceed $478,036.66 to purchase and install two additional electric bus chargers and pay past invoices; and 2) authorize and approve an additional contingency amount of $70,054.60, which is 15% of the cost of adding the installation of the two additional chargers, for a total contract not-to-exceed amount of $1,100,733.50.
EXECUTIVE SUMMARY
To support the purchase and operation of battery-electric buses (BEBs), the Transportation and Public Works Department (TPW) collaborated with Pacific Gas and Electric (PG&E) through their EV Fleet program to install transit bus charging infrastructure To-The-Meter (TTM) at the City Corporation Yard located at 55 Stony Point Road (MSC) using their contractor, Cupertino Electric Inc. (CEI).
To perform the Behind-The-Meter (BTM) work, the City awarded Contract C02340, to install the required infrastructure, including switchgear and a transformer to accommodate 5 chargers. 3 chargers were installed while the Transit Division (CityBus) worked to obtain the necessary funding to purchase the remaining 2 chargers. Additionally, during the construction, design changes which go beyond the original award amount were requested by CityBus, and CEI submitted a change order.
CEI has installed the infrastructure and 3 chargers that are supporting the 4 Proterra, Inc. (Proterra) buses currently used in CityBus’ fleet. CityBus now has funding to install the remaining 2 chargers which will be used to support the additional 5 Proterra buses currently on order.
The Project would support City Council Goal #5 by contributing to the replacement of diesel transit buses with zero-emission buses, and by investing in and sustaining infrastructure.
BACKGROUND
In December 2018, the California Air Resources Board (CARB) adopted the Innovative Clean Transit (ICT) rule, which requires all public transit agencies in the state to adopt and implement a plan to transition their fleets to zero-emissions buses by 2040.
CityBus has received multiple funding awards from federal, state, local and partner agencies to replace diesel fueled transit buses that have exceeded their useful life with zero-emission BEBs and to assist with installation of vehicle charging infrastructure.
In May 2020, the City contracted with PG&E to install the required electrical components TTM to successfully charge CityBus’ first 9 BEBs.
In June 2021, the City contracted with CEI to install the remaining BTM infrastructure to successfully charge CityBus’ first 9 BEBs. Due to limited funding at the time of the Request For Proposals (RFP), CityBus requested that the contract with CEI have all required infrastructure for the 5 chargers installed, but only purchase and install 3 chargers.
In October 2021, the first 4 BEBs were ordered from Proterra and on January 22, 2023 were put into revenue service using the three chargers installed by CEI.
During the design-build by CEI, some changes requested by CityBus required extra work to be performed by CEI. The original contract amount was exceeded by approximately $11,006, for which CEI is requesting a change order.
In February 2023, the next round of 5 BEBs were ordered from Proterra, with an anticipated arrival early in 2024. The current number of chargers will not be enough to accommodate these BEBs, and with the funding secured, CityBus requested TPW to engage CEI’s current contract to negotiate a change order to install the other 2 chargers. A change order proposal by CEI was obtained in the amount of $467,030.66.
To accommodate the change order request for work already performed, and the change order for the new work of installing 2 additional chargers, the City is seeking approval to increase the contract compensation by $478,036.66 (which includes the $11,006 already incurred with CEI). Staff also seeks authority for an additional contingency of 15% of the newly issued change order work in the amount of $70,054.60, bringing the total potential contract to an amount not-to-exceed $1,100,733.50.
PRIOR CITY COUNCIL REVIEW
In 2005, Council adopted a resolution establishing Citywide greenhouse gas (GHG) emission reduction targets in response to state goal setting. Since then, the City has adopted a Community Wide Climate Action Plan (CCAP) and a Municipal Climate Action Plan (MCAP).
On May 5, 2020, Council, by resolution RES-2020-066, approved participation in the PG&E EV Fleet Program to facilitate construction of infrastructure to support battery-electric bus charging for the CityBus fleet.
On November 17, 2020, Council, by resolution RES-2020-201, approved the purchase of four 40-foot battery-electric transit buses from Proterra.
On April 27, 2021, Council, by resolution RES-2021-062 awarded the design-build contract for bus charging infrastructure to CEI.
On August 23, 2022, Council, by resolution RES-2022-183, approved the purchase of five 40-foot battery electric transit buses from Proterra.
ANALYSIS
Per the PG&E EV Fleet Program, the city is required to purchase nine BEB’s, install five 150 kW chargers by 2024, and operate and maintain this electrical infrastructure for a minimum of ten years.
A selection committee reviewed and ranked the proposals for the original contract based on the evaluation criteria outlined in Section 3-60.120 of the City Code. The Selection Committee made a recommendation to the City Council to award the Design-Build contract to CEI which was judged as providing the best value meeting the interest of the City and meeting the objectives of the project.
Having CEI be the contractor hired by PG&E for their TTM portion, and by the City for the BTM portion of the project meant that one contractor was responsible for designing and installing the entire project, which resulted in reduced communication issues, quicker project component procurement and a more coordinated install.
With CEI being the designer of the project, the plans were made, and construction performed to be able to include the two chargers at a near future date. CEI’s familiarity with the entire project will ensure compatibility of the individual components, including the chargers outlined to be installed as detailed in the RFP process (ABB HVC-150C).
FISCAL IMPACT
This action has no impact on the General Fund.
Funding will be drawn from an allocation of Citybus’ state Transportation Development Act Article IV funding placed within JL Key 45159.
ENVIRONMENTAL IMPACT
This action, which consists of an amendment to the contract, is exempt from the California Environmental Quality Act (CEQA) because it is not a project which has a potential for resulting in either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment, pursuant to CEQA Guidelines Section 15378. However, the installation of the remaining 2 chargers has been reviewed in accordance with the California Environmental Quality Act (CEQA) and is categorically exempt pursuant to CEQA Guidelines Section 15301, Existing Facilities, as the approval of the contract will facilitate the repair and minor alteration of an existing public facility involving no expansion of existing use.
BOARD/COMMISSION/COMMITTEE REVIEW AND RECOMMENDATIONS
Not applicable.
NOTIFICATION
Not applicable.
ATTACHMENTS
Resolution
PRESENTER
Rob Sprinkle, Deputy Director, [email protected]
Bashar Dayoub, Supervising Engineer, [email protected]
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