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CC - (1) Approval of an Amendment to the Existing Professional Services Agreement with Center for Transportation and the Environment in an Additional Amount Not-to-Exceed $651,264 for Architectural and Engineering Services for the Implementation of Phase III of the Transportation’s Facility Electrification Plan; and (2) Authorization to the City Manager to Negotiate and Approve the Final Terms of the Amendment.
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Meeting Date: December 10, 2021
Contact Person/Dept: Mike Tobin/Transportation Department
Phone Number: (310) 253-6593
Fiscal Impact: Yes [X] No [] General Fund: Yes [] No [X]
Public Hearing: [] Action Item: [] Attachments: []
Commission Action Required: Yes [] No [X] Date:
Public Notification: (E-Mail) Meetings and Agendas - City Council (12/07/2021) Center for Transportation and the Environment (12/07/2021)
Department Approval: Rolando Cruz, Chief Transportation Officer (11/24/2021)
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RECOMMENDATION
Staff Recommends the City Council (1) approve an amendment to the existing professional services agreement with Center for Transportation and the Environment (CTE) in an additional amount not-to-exceed $651,264 for architectural and engineering services for the implementation of Phase III of the Transportation’s Facility Electrification Plan; and (2) authorization to the City Manager to negotiate and approve the final terms of the amendment.
BACKGROUND/DISCUSSION
On September 14, 2020, City Council approved an agreement with CTE for architectural and engineering services for the development of the Transportation’s Facility Electrification Plan in an amount not-to-exceed $617,311.20 and authorized the City Manager to approve amendments to the agreement in an additional amount not-to-exceed $296,726.56, for design and construction support services based on the final agreed upon design as determined by the analyses and recommendations included in the BEB Transition Plan for an aggregate contract amount of $914,037.76.
CTE has been hired to develop the City’s Battery Electric Bus Transportation Facility Electrification Transition Plan. The BEB transition plan and preferred design alternative was approved by the City Council on September 20, 2021.
The Culver City BEB Transportation Electrification Transition Plan recommended an alternative that required two separate builds over five phases to achieve 100% electrification by 2028. The first build includes construction of a concrete fueling island and overhead gantry structure in the yard supporting 45 40’ Battery Electric Buses. The second build is a tearing down the existing garage and constructing a new one in its place, 1 ½ stories higher. In the new garage, 5 chargers will also be installed on the first floor supporting the remaining 9 40’ BEBs. The second floor would be devoted to electric charging of mini-buses, shuttles and City Vehicles that have to be relocated.
On September 9, 2021, the City Manager executed Amendment #1 in an amount of $29,500 to include support and KPI reporting for the deployment and performance analysis of an additional three electric minibuses, increasing the aggregate contract amount to $646,811.
Amendment #2, in the amount of $267,202, is within the City Manager’s authority previously approved by the City Council, and is for design and performance specifications for the first build of new gantries to support 45 dispenser boxes and a drop-down plug-in charging system in the yard. Additionally, CTE will design a photovoltaic (PV) power system at the CCB depot that was added in the final design alternative as a measure to ensure resiliency of operations. This amendment also includes oversight of construction and installation of the Phase 1 of construction, which includes space frame construction for half of the yard: five charging cabinets yielding dispensers for ten buses and completing Pilot Zero Emission Bus Project requirements. Phase 2 will be managed internally by staff. Amendment #2 is in the process of being executed.
Architectural & Engineering Services: Phase 3 - Parking Structure
Staff is now seeking authority for the second build approved in the BEB Electrification Transition Plan through Amendment #3 for an additional amount not-to-exceed $651,264, which will increase the aggregate contract amount to $1,565,301. Amendment #3 will provide authorization to design infrastructure for Phase 3. CTE’s subcontractor, AECOM, has been providing architectural and engineering (A&E) services. This amendment will add additional funding to provide for facilities and infrastructure design and construction management for Phase 3 of this project.
Charge Management Software Implementation
Furthermore, this Amendment #3 includes additional funding for the provision of technical consulting services and oversight of the design and implementation of a charge management software from MOEV Inc. CTE will develop charge management parameters and requirements, provide oversight of system implementation, assist in testing the system, as well as act as deployment support. This project is funded by the CEC grant approved by council at the September 20, 2021 special council meeting that called out MOEV and CTE’s as approved partners. Staff will return to council for approval of a MOEV contract as deliverables are being finalized.
Design and construction administration of PV Panels
Amendment #3 will also include funds for structural design development and construction administration for the installation of rooftop and gantry mounted PV solar panels as outlined in the BEB electrification transition plan.
FISCAL ANALYSIS
The City Council Adopted Budget for Fiscal Year 2021-22 includes sufficient funding in account 203780000.PB002 to cover the cost of these services. All services will be paid for with Transportation Department funds. The Transportation Department Plans to use a combination of Federal 5307 grant funds and State of California Grant California Energy Commission (CEC) grant funds to reimburse activities associated with activities under amendment three. No General funds will be used.
For CEC monies, Culver City’s grant agreement for GFO-20-602 Infrastructure is currently being finalized for scheduling for full approval by the CEC at their January 26, 2022 Business meeting. Upon CEC approval, the City will have an executed grant agreement for $5,000,000. CEC funds will be used to cover costs associated with project activities within this contract. In the unlikely event of the grant agreement is not authorized by CEC, Transportation Department will utilize American Rescue Plan Act (ARPA) funds in reserve to cover any costs associated with amendment three activities.
ATTACHMENTS
None.
MOTIONS
That the City Council:
1. Approve an amendment to the existing professional services agreement with Center for Transportation and the Environment in an amount not-to-exceed $651,264 for architectural and engineering services for the implementation of Phase III of the Transportation’s Facility Electrification Plan; and,
2. Authorize the City Attorney to review/prepare the necessary documents; and,
3. Authorize the City Manager to execute such documents on behalf of the City.