TO:Andrew P. Powers, City Manager
FROM:Clifford G. Finley, Public Works Director
DATE:September 24, 2024
SUBJECT: Electric Vehicle Charging Stations at Grant Brimhall and Newbury Park Libraries Project (CI 5569)
RECOMMENDATION:
1. Approve Change Order No. 3 to Contract No. 13182-2023 with Preferred Power Solutions, Inc. (Bakersfield, CA) for Electric Vehicle Charging at Libraries Project (CI 5569) in the amount of $29,701 for a revised not-to-exceed amount of $285,044.
2. Authorize expenditure in the amount of $29,701 from A/C #110-7410-673-8300 (CI 5569 - Library Fund, Capital Improvements) for construction contract Change Order No. 3 to Preferred Power Solutions, Inc. for the Electric Vehicle Charging Stations at Newbury Park Library.
3. Find that the Project is Categorically Exempt from the California Environmental Quality Act (CEQA) pursuant to 14 CCR 15301, and 14 CCR Section 15311.
LEVINE ACT ITEM: Yes
FINANCIAL IMPACT:
No Additional Funding Requested. $72,182 in carryover is available in the Adopted FY 2024-25 Library Fund Budget (CI 5569). Southern California Edison (SCE) grants will offset City expenditures by $98,999.
BACKGROUND:
Over three million electric vehicles (EVs) have been sold in the U.S. to date, with approximately half of them in California. The State has set a goal of increasing the number of zero-emission vehicles (ZEVs) in California to five million by 2030. In 2023, EVs and plug-in hybrid vehicles accounted for 25 percent of new vehicle sales in California and Ventura County (California Energy Commission, 2023, www.energy.ca.gov/zevstats).
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In June 2018, City Council adopted a Sustainability Plan for Municipal Operations, which established the foundation for environmentally friendly, fiscally responsible, and sustainably minded City operations. One of the key strategies identified in that plan was developing and implementing an EV charger plan. In Fall 2020, the City participated in developing the Ventura County EV Ready Blueprint, which identified priority locations within the City to install EV chargers. Based on this Blueprint, the City’s two libraries were identified as priority sites for adding EV chargers due to their convenient locations and surrounding amenities. This was followed by City Council’s adoption of the City’s first Climate and Environmental Action Plan in May 2024, which emphasized reducing the City’s overall pollution and emissions by accelerating and facilitating the transition to EV’s.
On August 30, 2022, City Council authorized the acceptance of (SCE grants in the amount of $98,999 for the Grant Brimhall and Newbury Park Libraries’ EV charging stations (Attachment #1). This grant funding partially offsets the overall project costs.
On January 24, 2023, City Council approved the award of a construction contract to Preferred Power Solutions, Inc. (PPS) in the amount of $237,250, plus a construction contingency of $23,750. Since the start of construction in February 2023, two change orders have been executed at the two library locations, resulting in a net cost increase of $9,974.38 for the Grant Brimhall Library location and $8,118.62 for the Newbury Park Library location. The change orders covered costs associated with the additional work requested by the City not included in the original contract, changed field conditions, SCE review and permitting delays that caused multiple mobilizations of staff and equipment at the Grant Brimhall Library, and credits back to the City due to bid item quantity adjustments.
DISCUSSION/ANALYSIS:
The project is currently substantially complete. The EV charging stations at Grant Brimhall Library are fully operational. The EV charging stations at Newbury Park Library are in the final stages and will be operational, pending SCE installation of a meter and transformer to power the chargers.
Change Order No. 3 to Contract No. 13182-2023 with PPS (Attachment #2) in the amount of $29,701 will provide for the costs associated with the additional remobilization and out-of-sequence work at the Newbury Park Library location due to numerous delays (beyond Contractor’s and City’s control) caused by SCE’s review and permit approval process, as well as the required addition of a new concrete pad and bollard not included in the original contract.
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The overall summary of the construction costs is as follows:
Engineering for Design, Bidding, & Construction (previous action) $ 38,000
Construction Contract (previous action) $ 237,250
Change Order #1 (previous action) $ 4,010
Change Order #2 (previous action) $ 14,083
Change Order #3 (this action) $ 29,701
Total Estimated Project Cost $ 323,044
Less: SCE Grants $ 98,999
Net cost to the City for EV Chargers at both libraries $ 224,045 The installation of EV chargers is categorically exempt from CEQA pursuant to 14 CCR Section 15301 (existing facilities) as this project consists of minor alterations (installation of EV chargers) to existing public libraries that result in no or negligible expansion in the existing use as a public library. The project is also exempt from CEQA pursuant to 14 CCR Section 15311 (minor structures adjacent to existing facilities) as this project consists of the installation of minor structures (EV chargers) accessory to the existing public libraries.
Community Outreach: A public outreach plan for the project has been implemented, with a focus on residents located adjacent to the project, as well as the general public. Project website updates were utilized to inform the public and receive feedback. Additionally, construction notices were mailed to all business/property owners in the project area and intermediate special notices were delivered to individual properties impacted by specific issues.
This project meets City Council’s Top Ten Priorities #7, “Public Works Infrastructure + Investments.”
CIP PROJECT PRIORITY (as outlined in the Adopted FY 2023-24 & FY 2024- 25 CIP Program Budget):
Priority Three – Nice to do and would contribute to quality of life, but not essential.
LEVINE ACT (California Government Code § 84308):
This item is subject to the Levine Act. City Councilmembers who have received a campaign contribution of more than $250 (aggregated) within the preceding 12 months from a party or their agent/representative, or a financially-interested participant involved in this proceeding may do either of the following: (1) disclose the contribution on the record and recuse themselves from this proceeding; or if applicable (2) return the portion of the contribution that exceeds $250 within 30 EV Charging Stations at Libraries Project (CI 5569)
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days from the time the official knew or should have known about the contribution, and participate in the proceeding.
All parties and their agents/representatives must disclose on the record of this proceeding any aggregated contribution of more than $250 made to any Councilmember within the preceding 12 months. Councilmembers are prohibited from accepting, soliciting, or directing a campaign contribution of more than $250 aggregated) from a party, their agent/representative, or a financially-interested participant during a proceeding and for 12 months following the date a final decision is made. In addition, a party, their agent/representative, or a financially interested participant is prohibited from contributing more than $250 (aggregated) to a Councilmember during a proceeding and for 12 months following the date a final decision is made. The Levine Act disclosure form for PPS has been completed (Attachment #3).
COUNCIL GOAL COMPLIANCE:
Meets the following City Council goals:
C. Operate City government in a fiscally and managerially responsible and prudent manner to ensure that the City of Thousand Oaks remains one of California's most desirable places to live, work, visit, recreate, and raise a family.
F. Provide and enhance essential infrastructure to ensure that the goals and policies of the Thousand Oaks General Plan are carried out and the City retains its role and reputation as a leader in protecting the environment and preserving limited natural resources.
PREPARED BY: Roner DelCastillo, Associate Engineer
Attachments:
Attachment #1 – Vicinity and Location Maps
Attachment #2 – Change Order No. 3 to Contract No. 13182-2023 Attachment #3 – Levine Act disclosure form by PPS
DPW: 850-20\ev\Council\2024\092424\CI 5569\EV Charging Stations at GB and NP Libraries staff report.docx