For City Council Meeting [June 8, 2021]
TO: Honorable Mayor and City Council
APPROVAL: Sean Grayson, Acting City Manager
FROM: Michael Tahan, Interim Public Works Director
Title
Request City Council to 1) Award a Service Contract to Endelos Energy in the Amount of $20,372 for Electric Vehicle Charging Stations and 2) Authorize a Purchase Order to Rotolo Chevrolet in the Amount of $194,556 for 2022 Chevrolet Bolt Electric Vehicles, Project No. 190209.
(ACTION)
Body
BACKGROUND
On September 10, 2019, the City of Rialto received grant funding from the Mobile Source Air Pollution Reduction Review Committee (MSRC) in the amount of $135,980. The Grant required City matching funds in the amount of $177,327. The City utilized AB 2766 funding allocation to cover the required match. The MSRC grant, along with the City’s matching funds from AB2766 total $313,307. The staff report accepting this funding is included as Attachment 1.
The Grant will be used for the purchase of Light-duty Zero Emission (battery-electric or fuel cell) equivalent vehicles at approximately $28,000 each. MSRC funding will cover 50% of the vehicle's net purchase price or $10,000, whichever is less. The City will be using AB 2766 funding allocation to cover the required match. The City projects being able to purchase up to nine (9) vehicles, depending on pricing obtained from the RFB.
The Grant will be also be used to install Electric Vehicle Supply Equipment (EVSE) charging stations at publicly accessible locations. MSRC funding will cover 75% of the cost to install EVSE charging stations. Therefore, the City's match requirement is only 25% per the Program Opportunity Notice. The City will use the AB 2766 funding allocation to cover the 25% match. Staff estimates that the City could Purchase four (4) new charging stations and install eight (8) charging stations, four (4) new and four (4) old, with this project.
ANALYSIS/DISCUSSION
Electric Vehicles
On March 18, 2021, the City released RFB No. 21-035 for 2022 Chevrolet Bolt EV FWD LT Electric Vehicles, City Project No. 190209, and published the Notice Inviting Bids on the City of Rialto website, and on PlanetBids.com.
On April 19, 2021, the City received four (4) bids, tabulated in Table 1 below:
Table 1
A full bid summary is included as Attachment 2. The lowest responsible and responsive bid was submitted by Rotolo Chevrolet in the amount of $194,556. Staff recommends and requests City Council award to the lowest bidder. Staff reviewed the bid and found Rotolo Chevrolet to be properly licensed and qualified. Staff recommends that the City Council accept the bid received from Rotolo Chevrolet as the lowest responsible and responsive bid.
The confirmed bid from Rotolo Chevrolet came back lower than expected. Therefore, the City will add additional vehicles to the purchase order with Rotolo Chevrolet. The Company’s Disclosure Statement is included as Attachment 3.
Electric Vehicle Charging Stations
On April 21, 2021, the City released Request for Bids (RFB) No. 21-036 for Electric Vehicle Charging Stations Project, City Project No. 190209, and posted it on the City’s website and PlanetBids.com.
On May 6, 2021, the City received five (5) bids, tabulated in Table 2 below:
Table 2
A full bid summary is included as Attachment 4. The lowest responsible and responsive bid was submitted by Endelos Energy in the amount of $20,372. Staff recommends and requests City Council award to the lowest responsible and responsive bidder. Staff reviewed the bid and found Endelos Energy to be properly licensed and qualified.
The confirmed bid came back lower than expected. Therefore, City staff is considering the following additional locations for electric vehicle charging stations.
• Renaissance Market Place
• Parking Lot 5 - (Next to Texas Roadhouse)
• WalMart Shopping Center
Staff recommends that the City Council accept the bid received from Endelos Energy as the lowest responsible and responsive bid. The Company’s Disclosure Statement is included as Attachment 5.
ENVIRONMENTAL IMPACT
This request is not a “Project” as defined by the California Environmental Quality Act (CEQA). Pursuant to Section 15378(a), a “Project” means the whole of an action, 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. According to Section 15378(b), a Project does not include: (5) Organizational or administrative activities of governments that will not result in direct or indirect physical changes in the environment.
GENERAL PLAN CONSISTENCY
This action is consistent with Guiding Principle 3A in the General Plan:
Our City government will lead by example, and will operate in an open, transparent, and responsive manner that meets the needs of the citizens and is a good place to do business.
Approval of this action also complies with the City of Rialto General Plan Goal and Policies:
Goal 3-11: Provide community facilities that adequately support established programs, can accommodate future needs, and are accessible to all members of the community.
Goal 3-11.1: Allocate resources for the maintenance and operations of City facilities; explore alternative funding options for maintenance and operational costs of new facilities.
LEGAL REVIEW
The City Attorney has reviewed and supports the staff report and Services Contract.
FINANCIAL IMPACT
Operating Budget Impact:
This action will have no impact to the operating budget; however, when the project is completed, the charging stations average annual operation and maintenance cost will be approximately $2,163 according to an analysis conducted for similar charging stations used at the Easton Retail Center parking lot. The maintenance of zero or near zero emission vehicle may require additional maintenance costs; however, fuel cost savings should adequately offset the additional maintenance costs.
Capital Improvement Budget Impact:
To purchase clean-fueled vehicles and install EVSE charging stations the following budget is required:
• Grant funds in the amount of $135,980 from MSRC in the SCAQMD AB2766 Fund Account Number 226-500-7915-3050-190209-05.
• City matching funds from AB 2766 funding allocation in the amount of $177,327 from SCAQMD AB2766 Fund Account Number 226-500-7911-3050-190209-08.
Licensing
A Business License Tax at the Professional Services rate in the amount of $79 based on the construction amount of $20,372 will be assessed against the project and paid by Endelos Energy.
RECOMMENDATION
Staff recommends that the City Council:
• Award a Construction Contract to Endelos Energy in the amount of $20,372 for the Electric Vehicle Charging Stations Project No. 190209.
• Award a Purchase Order to Rotolo Chevrolet in the amount of $194,556.32 for 2022 Electric Chevrolet Bolt Electric Vehicles Project No. 190209.
• Delegate Authority to the Acting City Manager to Approve the not-to-exceed amount of $61, 307 for the Construction Contract for Endelos Energy and the not-to-exceed amount of $252,000 for Rotolo Chevrolet for the Project.