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AGENDA REPORT
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| | | | | | | | DATE:
| April 7, 2020
| TO:
| Mayor and City Council
| FROM:
| Stefan T. Chatwin, City Manager 
| | SUBJECT: | Resolution 2020-50 of the City Council of the City of Fairfield Authorizing the City Manager to Execute a Professional Services Agreement Between the City of Fairfield and Willdan Energy Solutions for the Modeling and Financial Planning Services for the Fairfield Transit Electrification Transition Model Project |
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| | | | | | | | | RECOMMENDED ACTION | | Adopt resolution. |
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| | | | | | | | | STATEMENT OF ISSUE | | The California Air Resources Board (CARB) has approved a regulation that sets a statewide goal for public transit agencies to gradually transition their fleet of vehicles to 100 percent zero-emission by 2040. The professional services agreement with Willdan Energy Solutions (Willdan) will provide the technical and financial planning services necessary to meet existing and future operational transit service needs with a 100 percent zero-emission fleet of vehicles. |
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| | | | | | | | | DISCUSSION | The City operates and maintains a fleet of transit vehicles that consists of 48 buses and 12 paratransit vehicles. To meet CARB’s regulation, staff has decided to convert the fleet from diesel fueled to electric powered. Currently, the fleet serves ten (10) fixed-routes that vary in distance, terrain, climate, hours of operation, and passenger load. These factors have a major impact on the overall performance of electric vehicles. On the transit vehicle market, there are multiple companies that manufacture electric vehicles with performance specifications that are able to handle route factors better/worse than others. Because the 10 routes are individually unique in nature and operation, buses will need to be carefully selected so that the routes can be serviced efficiently.
Staff released a Request for Qualifications (RFQ) for the Modeling and Financial Planning Services for the Fairfield Transit Electrification Transition Model Project on August 23, 2019. The City received three Statements of Qualification (SOQ) in response to the RFQ. Staff reviewed and ranked these SOQs based on the objective technical criteria outlined in the RFQ. Based on that review, the two top-scoring teams were interviewed by the selection panel on October 29, 2019. Upon completion of the interviews, the selection panel unanimously selected Willdan of Anaheim, California, as the most highly qualified firm.
Willdan and their sub-consultants have a strong working relationship in which they are currently providing services of similar scope to other agencies. Their team is experienced in electric vehicle charging (InCharge), zero emission bus operations & maintenance (CalStart), battery electric bus funding and procurement (Anser Advisory), and transportation planning (Kal Krishnan Consulting Services).
The initial effort of the Willdan team will be to model our future fleet of transit electric vehicles. Willdan will analyze the City’s routes and determine which makes and models of electric buses and paratransit vehicles can efficiently serve the City’s routes. The analysis will also evaluate which routes will require the installation of on-route chargers if there are no vehicles that can service the route(s) with a single overnight charge. Once the manufacture makes and models have been determined, Willdan will identify how the fleet will be charged and maintained at the City’s Corporation Yard. This analysis includes what infrastructure, structural, tools, equipment/technologies, and training requirements are needed to charge and perform maintenance on these vehicles. Willdan will also recommend a charge management system that will provide comprehensive charging management based on schedules, telematics, routes, and energy rates. The charge management system will also take into consideration on how the City can charge the fleet to reduce energy consumption costs. With this initial effort, Willdan will provide alternative models with a corresponding cost analysis for each model.
The second element will involve a funding analysis and grant assistance. The Willdan team will provide an overview of available funding sources and incentives such as grants and vouchers to fund the transition and operation of an all-electric fleet. Willdan staff will assist in applying for grants that will help fund the first round of electric buses, associated chargers, and distributed energy resources. These resources are intended to help bridge the funding gap that currently exists to convert to an all-electric transit fleet.
The Willdan team will complete the model and financial planning services for a not to exceed amount of $647,500. To remain responsive and flexible as the project proceeds, and allow for minor adjustments in the project scope, staff is recommending a 10% management reserve for a total authorization of $712,500.
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| | | | | | | | | FINANCIAL IMPACT | | The Professional Services Agreement with Willdan for the Modeling and Financial Planning Services for the Fairfield Transit Electrification Transition Model Project will authorize a not-to-exceed contract in the amount of $647,500. Total authorization for this contract would be $712,500 ($647,500. + 10% contingency). No additional appropriations are required. Funding for this work has been budgeted in the (Transit Capital Fund 451, Division and Responsibility Code 76116). |
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| | | | | | | | | CITY COUNCIL WORKPLAN | Community Safety
| Community Infrastructure | Quality of Life | | Financial and Operational Sustainability | Economic Development | Travis Air Force Base |
| City Council Goal this item supports:
Economic Development |
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| | | | | | | | | Project: | #4A.22, Corporation Yard Electrical Upgrade
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| | | | | | | | | PUBLIC CONTACT/ADVISORY BODY RECOMMENDATION | A notice to consultants for the RFQ was advertised on the City’s website. To submit qualifications for the Project, consultants were required to attend a mandatory pre-submittal conference. A total of eight (8) consultants attended the mandatory pre-submittal conference.
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| | | | | | | | | ALTERNATIVE ACTION | | If the City Council has any questions concerning the Agreement, approval of the professional services contract may be delayed until all questions are addressed. City Council may also choose to not approve the contract. However, the City may be required to forfeit $2.4 million in Federal Transit Administration (FTA) grant funds awarded in 2017, if this contract is delayed or not approved. This could potentially prevent the City from be awarded future FTA grants as well. Delays could also prevent the City from meeting the Innovative Clean Transit (ICT) regulation set forth by CARB requiring small transit operators to begin purchasing zero-emission buses in 2026. |
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| | | | | | | | | STAFF CONTACT | Phil Layoso, Assistant Engineer
(707) 428-7505
playoso@fairfield.ca.gov
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| REVIEWERS: | | Reviewer | Action | Date | | Panganiban, Ryan | Approved | 3/23/2020 - 8:05 PM | | Kaushal, Paul | Approved | 3/23/2020 - 8:08 PM | | Alexander, Amber | Approved | 3/24/2020 - 4:58 PM | | Alexander, Amber | Approved | 3/30/2020 - 1:37 PM |
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