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SR 03-06-2018 11A City Council Report City Council Meeting: March 6, 2018 Agenda Item: 11.A 1 of 9 To: Mayor and City Council From: Susan Cline, Director, Public Works, Office of Sustainability & the Environment Subject: First Modification with ChargePoint to Provide, Install and Operate Electric Vehicle Charging Stations; Resolution to authorize application for MSRC funds Recommended Action Staff recommends that the City Council: 1. Authorize the City Manager to negotiate and execute a first modification to agreement #10507 (CCS) in the amount of $493,247 including 10% contingency with ChargePoint, a California-based company, for the purchase and operation of 45 electric vehicle charging stations. This will result in a five-year amended agreement with a new total amount not to exceed $666,372 with future year funding contingent on Council budget approval. 2. Adopt the attached resolution authorizing the application for incentive funds in the amount of $121,500 from Mobile Source Air Pollution Reduction Review Committee (MSRC) for Clean Transportation Funding for the 2017 Local Government Partnership Program to accelerate the transition to zero and near- zero emission vehicles. 3. Authorize the City Manager to execute all necessary documents to apply for and accept the incentive funds, if awarded. 4. Authorize budget changes as outlined in the Financial Impacts & Budget Actions section of this report, for the agreement modification and the incentive funds, in the event that the incentive funds are awarded. Executive Summary To advance the goal of having 300 electric vehicle (EV) charging ports in Santa Monica by 2020 as called for by the recently adopted Electric Vehicle Action Plan (Attachment A), the City plans to add 81 EV charging ports (45 stations) across the City. This includes 44 public and one fleet charging station. The City currently has 89 public charging ports (53 single-ports and 18 dual-ports) available at 71 charging stations (the City has a mix of single-port and dual-port stations). Staff recommends modifying the agreement with ChargePoint to procure the new charging stations for a total amended 2 of 9 amount not to exceed $493,247, resulting in a new contract for an amount not to exceed $666,372 over five years. Staff have identified incentive funding of $121,500 through the Mobile Source Air Pollution Reduction Review Committee (MSRC) Clean Transportation Program (Attachment B) to partially offset the one-time procurement and eligible installation costs. In order to be eligible to receive MSRC funding, cities must deliver a brief MSRC- provided presentation (Attachment C) to Council about the Clean Transportation Program and obtain an approved resolution from Council (Attachment D). Background Santa Monica has been a leader in adopting low emission vehicle technology and providing public charging infrastructure. On November 8, 2011, Council held a study session on electric vehicle (EV) infrastructure (Attachment E). Staff presented the challenges to accommodating EV charging for residents, visitors, and employees as well as the pending installation of charging infrastructure. Since then, the City has expanded its public charging infrastructure from 20 charging ports to 89 throughout the city. This total includes seven dual-port charging stations at the Civic Center Structure that were provided by UCLA through a grant -funded research project and one solar-powered charging station at the Airport Administration Office. Nine charging stations at City Yards are used exclusively for the City’s vehicle fleet, which now includes over 130 electric vehicles. On July 25, 2017, Council awarded a bid to ChargePoint for the installation of charging stations through Southern California Edison’s Charge Ready pilot program (Attachment F). Council authorized the City Manager to negotiate and execute a contract with ChargePoint to install smart charging stations (16 stations, 31 charging ports) at the Civic Center Parking Structure roof for fleet vehicle charging Table 1). Smart charging stations are network connected, which allows for a range of functions including station 3 of 9 usage monitoring, cost recovery (charging a fee), maintenance alerts, dynamic pricing, and customer notifications when batteries are full. Table 1: New EV Charging Stations – Original Contract Location Notes Dual-port Stations Single- port Stations Total Available Ports Civic Center Parking Structure Fleet 15 1 31 Total Fleet Stations 16 Discussion The EV Action Plan is a guiding document for expanding the infrastructure needed to support the growing demand from EV vehicle owners. The plan establishes goals to expand the number of places where charging is available as well as set out policies for installing charging stations in apartment complexes, private residences, and other privately held locations. The proposed modification to this contract would allow the City to take the next important step to expand the number of charging stations, and provide them in more neighborhoods across the City. The modification includes a capital cost, not to exceed amount of $278,197, including 10% contingency, and an operating cost, not to exceed amount of $215,050 for a total additional not to exceed amount of $493,247 over five years (Table 2). The capital cost includes a one-time purchase of equipment. Operating costs include ChargePoint network services and the ChargePoint Assure maintenance and warranty program (Assure is included at no cost the first year). After the first year staff will analyze maintenance costs and may choose not to proceed with the Assure maintenance program if it fails to prove cost effective. Table 2: Original Contract + Modification 4 of 9 Capital Cost + 10% Contingency $278,197 Operating Costs $215,050 Total (Modification) $493,247 Original Contract Amount $173,125 New total not to exceed $666,372 The majority of existing charging stations are located in City-owned parking structures and surface lots; two charging stations are located on-street at Montana Avenue. All stations experience a high amount of usage, and staff regularly receive requests to add more charging stations. Staff from the Office of Sustainability & the Environment, Street & Fleet Services, and Architecture Services divisions of the Public Works Department have proposed 27 sites for new and replacement charging stations (Table 3). In response to community feedback to add new stations, rather than begin with replacements, most stations will offer brand new service. Staff are proposing to replace four stations that are obsolete and no longer useful to most EV drivers at Virginia Avenue Park, the Pier, the Solar Port & Water Resources Department. These existing stations are incompatible with EV models produced after the early-2000s. In addition, staff recommends replacing the two existing stations at Montana Avenue, and adding one at this site in order to expand charging access in this area. The existing charging stations on Montana Avenue are highly utilized, however this older technology has no pricing mechanism to deter drivers from overstaying their allotted charging time. Staff frequently receives requests for additional stations and enforcement to encourage vehicle turnover. Costs to add electrical infrastructure for new EV charging sites on Montana Ave would be prohibitively expensive due to the necessary trenching and new service requirements. Replacing the older stations is a cost-effective way to enable more drivers to utilize the stations. The existing older charging stations will be repurposed to charge City fleet vehicles. The new station added at this site will utilize 5 of 9 available electrical capacity in the existing service panel. These replacement stations also take advantage of a promotional rate offered by ChargePoint in order to improve charging facilities at a reduced cost. Combined with the new stations, there will be a net gain of 79 publicly available charging ports and a citywide total of 168 public charging ports once all of the 45 stations are installed. The original contract and modification will add 32 fleet charging ports, for a new total of 46 charging ports designated for city fleet vehicles. Table 3. New EV Charging Stations - Modification Location Notes Single-Port Stations Dual- Port Stations Total Available Ports Annenberg New 1 2 Main Branch Library New 6 12 Montana Branch Library New 1 1 Ocean Park Branch Library New 1 1 Fairview Branch Library New 1 1 Memorial Park - Curbside New 5 10 Marine Park New 1 2 Virginia Ave Park Replacement 1 1 Various – Ocean Park neighborhood (8 curbside sites) New 8 16 Various – Wilmont neighborhood (8 curbside sites) 15 New, 2 Replacement 4 13 30 Santa Monica Pier Replacement 1 1 Civic Solar Port Replacement 1 2 Water Resources Division Replacement (Fleet) 1 2 Total 9 36 81 6 of 9 Total Stations 45 *Station locations are subject to change. Curbside Charging Stations The recently adopted Electric Vehicle Action Plan recommended adding curbside charging infrastructure in multi-unit residential neighborhoods. Upgrades to the City’s streetlight network present opportunities to provide electrical infrastructure for EV charging. Staff is leveraging an existing project to modernize the streetlight electrical circuit in the Ocean Park neighborhood and install up to eight dual- port charging stations in the public right-of-way. Staff have also proposed adding charging stations at up to eight new curbside locations in the Wilmont neighborhood and are working with Southern California Edison to determine feasibility of this effort. This area was selected based on the high density of the area and large volume of requests for charging stations. 2017 Local Government Partnership Program (MSRC Funds) Funding for EV charging stations is partially available through the 2017 Local Government Partnership Program, which is funded by the Mobile Source Air Pollution Reduction Review Committee (MSRC) Clean Transportation Program. Funds are set aside for each city and county within the South Coast Air Quality Management District (SCAQMD) jurisdiction that participates in the AB 2766 Motor Vehicle Registration Fee (Subvention Fund) Program. The Local Government Partnership Program directly supports implementation of SCAQMD's 2016 Air Quality Management Plan (AQMP) by focusing MSRC investments on AQMP measures. The MSRC allocated $121,500 to the City of Santa Monica through this program. Electric Vehicle Charging Infrastructure Installation is an eligible project category, and MSRC contributes up to 75% of the cost to purchase and install publicly accessible E V 7 of 9 charging stations. Eligibility for MSRC incentive funding would require the City to enter into a reimbursement contract and meet specific deliverables. Under the MSRC funding requirements, public EV charging sites must meet a 24-hour access requirement (no facility closures) in order to qualify for the 75% funding contribution. Facilities that do not meet the 24-hour access requirements are eligible to receive up to a 50% funding match. MSRC funds would be distributed on a reimbursement basis upon completion of approved project milestones and submittal of all required reports and invoices. In order to participate, cities must obtain an approved resolution from City Council that acknowledges receipt of the MSRC-supplied presentation from city or county staff, authorizes the proposed project, and allocates the necessary matching funds. The program presentation must be presented to Council live as part of the application process. The application must also contain a project implementation plan, proposed budget, and implementation schedule. All projects must be completed within 60 months of contract execution. Program applications must be submitted by March 2, 2018. Vendor/Consultant Selection On May 19, 2017, the City issued a Request for Proposals for the furnishing, delivery and installation of smart electric vehicle service equipment to replace existing charging stations, install new charging stations, and provide ongoing management services, such as networking and maintenance, in accordance with City specifications. The RFP was posted on the City’s on-line bidding site, and notices were advertised in the Santa Monica Daily Press in accordance with City Charter and Municipal Code provisions. Thirty-nine vendors downloaded the RFP. Ten firms responded. Responses to the RFP were reviewed by a selection panel of staff from the Parking Division, Information Systems Department, Street & Fleet Division and Office of Sustainability & the Environment. Evaluation was based on price, previous experience, ability to deliver, quality of product, and compliance with City specifications. Staff then interviewed six shortlisted firms, 8 of 9 evaluated the proposals, and conducted interviews. Based on this criteria and criteria in SMMC 2.24.073, ChargePoint was selected as the best qualified firm. The original RFP allowed for sites to be added in addition to the initial specified sites. Financial Impacts and Budget Actions The agreement modification to be awarded to ChargePoint is $493,247 for an amended contract amount not to exceed $666,372. In addition to funds of $78,703 available in the FY 2017-18 Capital Improvement Program budget in account C019157.589000, the contract modification requires the following FY 2017-18 budget changes: 1. Release the fund balance of $414,544 from reserve account 4.380236; 2. Establish a transfer budget of $414,544 from 04695.570321 to 01695.570321; 3. Appropriate $70,077 to account C019157.589000; 4. Appropriate $121,500 to account C019157.589100; and 5. Appropriate $222,967 to account 014261.555010 . The total amount of incentive funds available from MSRC is $121,500. If awarded, a revenue budget will be established at account 44426.407830 and an interfund transfer from account 44695.570140 to account 01695.570140 will be included in the Proposed FY 2018-19 Budget. The incentive funding will cover up to 75% of total project costs and requires local match funding to cover the remainin g balance. Funds to cover remaining costs are included in the appropriation to account C019157.589100 above. Future funding is contingent on Council budget approval. Prepared By: Delana Gbenekama, Communications and Marketing Coordinator Approved Forwarded to Council 9 of 9 Attachments: A. November 14, 2017 Staff Report B. MSRC Local Government Partnership Program C. MSRC Local Government Partnership Program - Presentation for Council D. Resolution E. Written Comments F. November 8, 2011 Staff Report G. July 25, 2017 Staff Report H. ChargePoint Oaks Form I. Powerpoint Presentation Announcing the MSRC’s Clean Transportation Funding™ 2017 Local Government Partnership Program A Funding Partnership with Cities & Counties to “Jumpstart” Implementation of the SCAQMD’s 2016 Air Quality Management Plan Program Opportunity Notice & Invitation to Negotiate PON2018-01 September 1, 2017 MSRC Clean Transportation Funding™ Local Government Partnership/AQMP Jumpstart Program 1 I INTRODUCTION Since the inception of the MSRC’s Clean Transportation Program more than 25 years ago, significant progress has been made in reducing emissions from motor vehicles, especially as it pertains to vehicle exhaust emissions. Emissions from motor vehicles, including light, medium, and heavy-duty vehicles, are on the order of 90% cleaner today as compared to 25 years ago, and overall air quality has improved measurably within the South Coast AQMD. While measureable progress has been made in reducing vehicle emissions, the South Coast region still fails to meet federally mandated air quality standards. These standards for smog-forming pollutants will become even stricter by year 2023 – only eight years away. According to the South Coast AQMD, air pollutant emissions must be reduced by an additional 75% in order to meet the 2023 federal ozone standard. While our air quality challenges are daunting, a roadmap to achieve these mandated reductions in smog-forming pollutants exists. The 2016 Air Quality Management Plan (AQMP) is the regional blueprint for achieving the federal air quality standards for healthful air. The 2016 AQMP recognizes the critical importance of working with other agencies to develop funding and incentives that encourage the accelerated transition to cleaner vehicles and mobility strategies. As a means to “jumpstart” the awareness of, and, most importantly, the implementation of proven air quality improvement measures as outlined in the 2016 AQMP, the MSRC is offering to partner directly with cities and counties within the South Coast AQMD on a new, innovative Local Government Partnership Program. This new program emphasizes an accelerated transition to zero and near-zero vehicles along with essential supporting infrastructure. The Local Government Partnership Program represents an evolution of prior MSRC programs such as the Local Government Match Program. While the Local Government Match Program was successfully implemented for over 17 years, the new Local Government Partnership Program seeks to improve upon the prior program in the following ways:  Increases participation of cities and counties within the South Coast District – while both the prior Local Match and the new Partnership Program are voluntary, the Local Government Partnership Program SETS ASIDE A PRO-RATA SHARE OF MSRC FUNDING FOR EACH CITY AND COUNTY WITHIN THE SOUTH COAST AQMD WHO PARTICIPATE IN THE AB 2766 MOTOR VEHICLE REGISTRATION FEE PROGRAM.  Directly supports implementation of the South Coast District’s 2016 AQMP by FOCUSING MSRC INVESTMENTS ON AQMP MEASURES.  Educates local government leadership on our air quality challenges and the regional blueprint for achieving healthful air for all residents.  Leverages other sources of available funding This document explains - step by step – how to partner with the MSRC and secure funding to implement clean air projects in your jurisdiction. It is designed to place a minimum administrative burden on local government staff while having the necessary safeguards built in to ensure integrity of the AB 2766 motor vehicle registration fee programs. Each city and county that chooses to accept the MSRC’s partnership offer will be directly MSRC Clean Transportation Funding™ Local Government Partnership/AQMP Jumpstart Program 2 supporting the South Coast District’s AQMP measures and will contribute a direct and tangible air pollution reduction benefit to our region. II PARTNERSHP OPPORTUNITY The purpose of this Program Opportunity Notice and Invitation to Negotiate is to partner with cities and counties that already participate in the AB 2766 Subvention Fund Program and to offer MSRC Clean Transportation Funding, also known as AB 2766 Discretionary Funding, as a means to leverage both funds to implement 2016 AQMP measures. This Local Government Partnership Program is unique in that it is a not a competitive procurement – the MSRC has already set aside a pro-rata funding amount for each city and county to participate. This funding allocation is based upon the amount of AB 2766 Subvention Funds each jurisdiction receives, subject to an adjustment factor explained below. Note that AB 2766 Subvention Funds are distributed on a population basis as opposed to the number of vehicle registrations within a given jurisdiction. The 2016 South Coast AQMP places a strong emphasis on accelerating the transition to zero and near-zero motor vehicles. For that reason, this funding opportunity from the MSRC has a focus on zero and near-zero emission vehicles and their supporting infrastructure. However, the MSRC recognizes that smaller jurisdictions that receive a relatively smaller AB 2766 funding allocation may not be positioned to pursue a zero emission fleet transition at this time. For this reason, the MSRC affords smaller jurisdictions greater flexibility to pursue air quality improvement strategies in addition to zero and near-zero emission vehicles and infrastructure. This is explained is subsequent sections of the Program Opportunity Notice. In addition to the direct air quality benefits that will be achieved through participation in the MSRC Local Government Partnership Program, the MSRC also wants to use this opportunity as a means to educate local governments on the MSRC’s mission, the SCAQMD’s 2016 AQMP and its air quality improvement measures, and to increase awareness of other sources of incentive funding available to leverage AB 2766 funds and local jurisdictions’ general funds to further and more rapidly implement the SCAQMD’s clean air roadmap. Thus, a key element of the Local Government Partnership Program is the Education component. Working together, the MSRC and local governments can leverage local, state, and federal funding opportunities to more broadly and more rapidly realize the goals of the 2016 AQMP on a broad, regional basis. A. How the MSRC Funding is Allocated MSRC Funding available under the Local Government Partnership Program is allocated to cities and counties on a population basis, subject to the following modifications:  Cities and Counties that receive an annual allocation of AB 2766 Subvention Funds less than $50,000 are eligible to receive an MSRC Partnership match of $50,000. Thus, the MSRC increases the amount of funding for small jurisdictions to ensure sufficient funds are available to implement a meaningful air pollution reduction project(s);  Larger jurisdictions that receive a population-based AB 2766 Subvention Fund allocation greater than or equal to $50,000 are eligible to receive a “dollar for dollar” MSRC funding allocation; MSRC Clean Transportation Funding™ Local Government Partnership/AQMP Jumpstart Program 3  The maximum amount of funding any single city or county will receive from the MSRC is $3,000,000; thus, the MSRC Partnership match is capped at $3M. B. Eligible Project Categories The following are the eligible project types for which an MSRC Funding contribution can be sought by participating cities and counties. Note that there are two categories of eligible projects – those for cities and counties that are eligible to receive MSRC funding at the $50,000 level, and those cities and counties with larger populations that are eligible to receive a greater pro-rata funding share. 1. Cities and Counties Eligible for an MSRC Funding Contribution Greater than $50,000: Cities and counties with larger populations are required to propose projects related to the purchase and/or support of zero and near-zero emission vehicles. The following are eligible project categories:  Light-duty Zero Emission Vehicle Purchases or Leases – This supports cities’ and counties’ acquisition of zero emission light duty fleet vehicles, including battery-electric and fuel cell vehicles. MSRC funding can be used to fund up to a maximum of 50% of a qualifying vehicle’s net1 purchase price, or up to $10,000 per vehicle, whichever is less. For the purpose of this eligible project category, “light-duty” is defined as having a gross vehicle weight rating (GVWR) of 8,500 pounds or less.  Medium & Heavy-Duty Zero Emission Vehicle Purchases – This supports cities and counties in acquiring medium and heavy-duty fleet vehicles, including utility vehicles, transit-style electric buses, etc. MSRC funding can be used to fund up to a maximum of 50% of a qualifying vehicle’s net purchase price, or up to $100,000 per vehicle, whichever is less. For the purpose of this eligible project category, vehicles must have a GVWR of 8,501 pounds or greater.  Near-Zero Emission Heavy-Duty Alternative Fuel Vehicle Purchases & Repowers - This supports cities and counties in acquiring heavy-duty fleet vehicles equipped with an engine certified by the California Air Resources Board to the Optional NOx standard of 0.02 g/bhp-hr. MSRC funding can be used to fund up to a maximum of 50% of a qualifying vehicle’s net purchase price, or up to $25,000 per vehicle, whichever is less. For the purpose of this eligible project category, vehicles must have a GVWR of 14,001 pounds or greater.  Electric Vehicle Charging Infrastructure (EVSE) Installation – including the costs to purchase and install EVSE to support increasing numbers of electric and plug-in hybrid vehicles. For the purpose of this eligible category, the MSRC will contribute: - Up to 50% of the total EVSE cost for private access EVSE, which is for the dedicated use of the proposing entities(s), and; - Up to 75% of the cost of publicly accessible EVSE.  Alternative Fuel Refueling Infrastructure New Construction or Expansion - including the costs to purchase and construct natural gas or hydrogen refueling infrastructure, including expansion of 1 Purchase price after any manufacturer, federal, and State rebates and incentives MSRC Clean Transportation Funding™ Local Government Partnership/AQMP Jumpstart Program 4 existing natural gas or hydrogen refueling infrastructure, to support low-emission and near-zero natural gas vehicles and zero emission fuel cell vehicles. For the purpose of this eligible category, the MSRC will contribute: - Up to 25% of the total cost for private access refueling infrastructure, up to a maximum MSRC contribution of $350,000 per station, and; - Up to 50% of the cost of publicly accessible refueling infrastructure, up to a maximum MSRC contribution of $500,000 per station. 2. Cities & Counties Eligible for a Maximum MSRC Funding Contribution of $50,000 : Cities and counties with smaller populations as described in Section A may propose to implement any of the zero and near- zero vehicle and infrastructure eligible projects discussed under subsection 1., above. In addition, smaller jurisdictions are also entitled to request MSRC funds for the following additional eligible project categories:  Traffic Signal Coordination and Synchronization Projects – including arterial corridor traffic signal coordination, multi-jurisdictional traffic signal coordination, adaptive onramp metering, and expansion and limited upgrades to existing traffic management/operations centers.  Bicycle Active Transportation Projects – including the following bicycle projects: a) Class I, II, and IV bicycle facility installations; b) Bike share programs; c) Bicycle detection system installations at intersections; d) Bike stations, including bicycle lockers and racks; and e) Bicycle Campus projects.  First Mile/Last Mile Strategies – This category is limited to transportation strategies that provide transportation connectivity options to increase utilization of public transportation for the benefit of the general public. Note that this category is not intended to support employee rideshare programs. When implementing a project(s) from this subsection, jurisdictions are required to provide total project co-funding of at least 50%. C. Match Funding Requirements – Project Contributions from Participating Cities & Counties As noted above, the MSRC will contribute a portion of an eligible project’s total cost – the balance of a project’s cost must be borne by the participating city or county. It is the express desire of the MSRC that participating cities and counties use – to the maximum extent possible – their AB 2766 Subvention Funds as a match to MSRC funds. However, there is no restriction on the source of match funding brought to a project by a participating city or county. Also, the MSRC encourages participating cities and counties to seek additional sources of incentive funding to augment project implementation. Multiple incentive programs are available at the local, state, and federal level to support the acquisition of zero and near-zero emission vehicles. The goal is to leverage additional funding sources to accelerate implementation of AQMP measures. A listing of relevant additional funding sources can be found on the MSRC’s website at www.cleantransportationfunding.org. MSRC Clean Transportation Funding™ Local Government Partnership/AQMP Jumpstart Program 5 III LOCAL GOVERNMENT PARTNERSHIP/AQMP JUMPSTART PROGRAM - REQUIREMENTS & CONDITIONS The MSRC’s Local Government Partnership Program has been designed to reduce administrative burdens on city and county staff while ensuring conformance to all applicable SCAQMD regulations and MSRC policies. The following requirements and conditions apply to each city and county that chooses to participate in the AQMP Jumpstart Program: 1. Earliest Date for an MSRC Co-funded Project to Commence – The release date of this Invitation to Negotiate, September 1, 2017, is the earliest date work on a project can commence and be potentially eligible for MSRC funding. This only applies to project implementation costs for which MSRC funding is sought – previous coordination planning or other project components conducted using other funding sources are not subject to this requirement. Please note that any expenditure made in anticipation of an award of MSRC funding prior to contract execution is solely at the applicant’s risk. If no contract is executed, neither the MSRC nor SCAQMD is liable for payment of any funds expended in anticipation of a contract. Please note that in the event a contract is executed, reimbursement for any costs incurred by the proposer in anticipation of the contract is at the discretion of the MSRC and SCAQMD. 2. Eligibility Requirements – Cities and counties that have opted in to the AB 2766 Subvention Fund motor vehicle registration fee program are eligible to participate in the MSRC’s Local Government Partnership Program. The South Coast AQMD has predetermined the eligibility status of each city and county within the South Coast region. The SCAQMD is the responsible public agency for the disbursement of AB 2766 Subvention Fund revenues. 3. Partnering with Other Jurisdictions - Teaming by cities and/or counties, and the pooling of MSRC Local Government Partnership funds is allowable as a means to implement joint projects of mutual benefit to the participating jurisdictions. Please note that a lead team member must be designated for the purpose of application submittal and contracting. If desired, multiple cities and/or counties may form a Joint Powers Authority (JPA) for the purpose of application submittal and contracting. Please note that all members of the JPA must meet the eligibility requirements of the preceding paragraphs. A letter designating the lead agency and authorizing such agency to act on behalf of a jurisdiction’s interests must be submitted from each participating city and/or county as an element of the project application. 4. Project Completion Deadlines – All projects should be designed such that they can be fully implemented within 60 months of contract execution. 5. Reporting Requirements – The reporting requirements established for the Program are intended to ensure adequate monitoring of the use of public funds, while avoiding the imposition of excessive reporting burdens on the funding recipients. Individual reporting requirements will be a function of the type of project proposed; however, reporting typically includes quarterly progress reports as well as a concise Final Report. 6. Audit Requirements – In accordance with state law, all projects funded with MSRC Clean Transportation Funding™ are subject to audit. It is highly recommended that applicants employ standard government accounting practices when administering their MSRC co-funded project. MSRC Clean Transportation Funding™ Local Government Partnership/AQMP Jumpstart Program 6 7. Additional Requirements & Conditions on MSRC Local Government Partnership Program Funding  Projects funded under the MSRC Local Government Partnership Program are not eligible to receive additional MSRC funds under any other current or future MSRC Work Program solicitation;  Projects awarded MSRC funding under a previous Work Program are not eligible to receive additional MSRC funding under this Program;  MSRC funding over and above the original contract amount will not be available for any reason, including project cost overruns. Participating cities, counties, and JPAs must use funding sources other than MSRC funds to cover foreseen or unforeseen project cost increases;  Project management costs necessary to implement demonstration projects are allowable; however, the MSRC reserves the right to reduce or delete project management costs that appear excessive;  MSRC funds will be distributed on a reimbursement basis upon completion of the approved project milestone and submittal of all required reports and invoices;  Certificate of Insurance or Letter of Self Insurance - All cities, counties, and JPAs that accept an MSRC funding award must provide a Certificate of Insurance or Letter of Self Insurance within 45 days of notification of a funding award. IV HOW TO PARTICIPATE – STEP BY STEP INSTRUCTIONS In order to participate in the MSRC Local Government Partnership Program, jurisdictions must complete the following Program Application steps: 1. Participate in the MSRC Hosted Applicant Workshop/Webcast – this webcast will explain in more detail the requirements to participate in the MSRC’s Local Government Partnership/AQMD Jumpstart Program. Note that participation in the webcast is voluntary; however, participation is encouraged. The webinar will take place on Tuesday, October 3 at 10:00 am. Access information will be posted on the MSRC website prior to the meeting. Alternatively, prospective participants may attend in person in Conference Room GB at the SCAQMD headquarters at 21865 Copley Drive, Diamond Bar, California. 2. Download the MSRC-provided PowerPoint Presentation from the MSRC Website at www.Cleantransportationfunding.org. This brief presentation must be presented to each participating City Council or Board of County Supervisors to be eligible to receive MSRC funding. 3. Obtain a Resolution or Minute Action Documentation - All applications submitted under the Local Government Partnership Program must include a copy of an approved Resolution or Minute Action from the City Council or County Board of Supervisors of the lead agency that: a) Acknowledges receipt of the MSRC-supplied presentation from city or county staff; b) Authorizes the proposed project; and c) Allocates the necessary matching funds. 4. Prepare a Project Implementation Plan - This application element outlines the specific projects or programs for which MSRC funding is sought, subject to the eligible project categories outlined in Section MSRC Clean Transportation Funding™ Local Government Partnership/AQMP Jumpstart Program 7 II.B, above. The information provided will be the primary source material for the development of a sole- source contract Statement of Work. 5. Proposed Budget – This application element delineates how the participating city or county proposes to invest their allocation of MSRC Clean Transportation Funding™ in support of eligible AQMP measures. It is preferred that cities and counties provide cost information at the “per project” level. Note that the goal of the MSRC is to significantly leverage Clean Transportation Funding™; thus, participating cities and counties are encouraged to maximize the use of other funding sources to expand project scope and accelerate implementation of South Coast AQMP measures. 6. Implementation Schedule – This final application element requests the submittal of a schedule depicting key milestones, anticipated project completion dates, etc. The goal of the MSRC is to have all projects completed within 60 months of contract execution. V APPLICATION SUBMITTAL Applications to participate in the MSRC’s Local Government Partnership Program can be submitted by a city, county, or eligible JPA between the dates of September 1, 2017 and March 2, 2018. As this is a sole source solicitation, the MSRC reserves the right to modify the proposal acceptance period at their discretion, including granting additional proposal preparation time without penalty. Applications must be submitted electronically in PDF format using the MSRC Website. We believe this benefits the applicant, the MSRC staff, and the environment. A tutorial has been developed to walk applicants step by step through the electronic application submittal process. This tutorial is available on the MSRC Website at www.cleantransportationfunding.org. Look for the tutorial on the “Proposal Process – Upload Proposal” page. VI PARTICIPATION APPLICATION REVIEW, ACCEPTANCE, & CONTRACTING A Subcommittee of the MSRC Technical Advisory Committee (MSRC-TAC) will evaluate each application received for conformance to Program requirements. The Subcommittee will make recommendations to the full MSRC- TAC, who will in turn advise the MSRC. Upon approval by the MSRC, a sole-source contract will be negotiated between the SCAQMD on behalf of the MSRC and each participating city, county, and JPA. Applications will be evaluated as received. If you have any questions regarding this funding opportunity or this Program Opportunity Notice and Invitation to Negotiate, please contact one of the MSRC staff members listed below: Cynthia Ravenstein Cravenstein@aqmd.gov (909) 396-3269 Ray Gorski rgorski@aqmd.gov (909) 396-2479 LOCAL GOVERNMENT PARTNERSHIP PROGRAM A Funding Opportunity to Improve Air Quality in Your Community Mobile Source Air Pollution Reduction Review Committee, aka “The MSRC” §The MSRC was Established by the California Legislature in 1990 §Sole Mission is to Invest Funds to Reduce Air Pollution Generated by Mobile Sources (i.e., cars, trucks, buses, etc.) ð Funds Generated by Surcharge on Motor Vehicle Registrations §The MSRC Works Closely with the South Coast Air Quality Management District; However, the MSRC is NOT a Regulatory Agency ð The MSRC Invests in Clean Air Projects that Support SCAQMD Objectives & Priorities SIGNIFICANT AIR QUALITY CHALLENGES IN OUR REGION… §ACCORDING TO THE SOUTH COAST AQMD… –South Coast Region is EXTREME NON-ATTAINMENT for OZONE –Ozone Causes RESPIRTORY AILMENTS and is a Primary Component of SMOG MANDATORY AIR POLLUTION REDUCTIONS ARE NEEDED NOW… §NOx is a Precursor to Ozone (SMOG) Formation… §From Today’s Levels –NOx Emissions Need to be Reduced 45% by 2023 –That’s Only a Few Years Away… HOW DO WE REDUCE NOx EMISSIONS BY 45%? §The AQMP is the Roadmap for How to Meet Our Mandated Clean Air Obligations By Implementing the Clean Air Measures Outlined in the South Coast AQMD’s 2016 Air Quality Management Plan THE MSRC IS PARTNERING WITH THE SOUTH COAST AQMD AND WANTS TO PARTNER WITH YOU… …To Implement High Priority AQMP Strategies ü AQMP includes Traditional Regulatory Measures & Incentive-based Strategies ü Incentive-Based Programs will Accelerate the Introduction of Key AQMP Te chnologies including Zero & Near-Zero Emission Vehicles The MSRC Has Reserved Incentive Funding for Yo ur Jurisdiction under the Local Government Partnership Program This is a great opportunity to receive funding to implement projects your jurisdiction needs to be part of our clean air future Participation is 100% voluntary Funding is already reserved for your jurisdiction Please ask your staff to work with the MSRC to develop projects that jumpstart implementation of the AQMP & help improve air quality for all residents 1 Vernice Hankins From:kelly@drivecleansantamonica.com Sent:Monday, February 26, 2018 3:50 PM To:Ted Winterer; Kevin McKeown Fwd; Council Mailbox Cc:Rick Cole; Clerk Mailbox Subject:Tuesday Council item 11-A Reject or postpone Mayor and Councilmembers, Drive Clean Santa Monica is requesting that you either postpone or deny the EV charger item on the February 27 agenda which is Resolution 11-A. Drive Clean Santa Monica was not made aware of any plans by Staff to make any modifications to the previously approved vote of last July regarding going forward with a bid from Charge Point or any of the other plans vaguely mentioned in the report. Representatives of Drive Clean Santa Monica have been complaining for over almost 5 years that the outreach and communications with experts in our group was almost non-existant. We had hoped that with the adoption of the EV plan last November 14th that we had forged a new partnership with the City Manager and City Staff and a spirit of cooperation and working together to achieve our common goals. Sadly, this has not yet taken place. We only first heard about the addition of 45 chargers, which is still very unclear in the Staff Report, at the last meeting of the Task Force on the Environment. Does the 45 include the chargers proposed for use by the City fleet vehicles at the Civic Structure or are they a new set of chargers located in the City? We don't know. When asked where these new 45 chargers were going to be placed, Staff responded by saying "Various locations." Either staff did not know the locations or they did not want us to know. When asked for more information, we were told, "Some on Wilshire." The report in front of the Council mentions that the goal is not to replace current working chargers with new chargers, but later states that some current working chargers will be replaced with this vote. This is not consistent with Council policy. Some of the chargers being replaced are virtually brand new. On January 29th, I sent an e-mail to the City Manager requesting a 15 minute face to face meeting or a phone call to discuss this issue and raise our concerns and seek clarification. That request went unanswered. We continue to hope that Staff could embrace the spirit of collaboration which the City Council was endorsing between the experts of Drive Clean Santa Monica, the Council and Staff. In the absence of this taking place so far, and with so many unanswered questions about what is in front of the City Council, we ask that the Council postpone to item until we have a real understanding of what is being proposed so we can provide thoughtful and helpful input. If that is not an option, our second request would be that the Council reject the resolution. Thank you for your time, 2 Kelly Richard Olsen Chair, Drive Clean Santa Monica Santa Monica City Councilman, ret. 310-883-4705 EV Charging Station Procurement CITY COUNCIL PRESENTAT ION MARCH 6, 2018 Overview •Add 45 ChargePoint stations (44 public; 1 fleet), resulting in 81 ports (79 public; 2 fleet) •New total of 168 public ports and 47 fleet charging ports •Supports goal to achieve 300 charging ports by 2020 Existing Ports Public 89 Fleet 14 New Ports To tal Public 79 168 Fleet 33*47 *includes 31 ports purchased under the original contract Proposed Sites Single- Po rt Stations Dual- Po rt Stations To tal Po rts Annenberg 1 2 Main Branch Library 6 12 Montana Branch Library 1 1 Ocean Park Branch Library 1 1 Fairview Branch Library 1 1 Memorial Park -Curbside 5 10 Marine Park 1 2 Virginia Ave Park 1 1 Various –Ocean Park neighborhood 8 16 Various –Wilmont neighborhood 4 13 30 Santa Monica Pier 1 1 Civic Solar Port 1 2 Water Resources Division (Fleet)1 2 To tal New Charging Po rts 9 36 81 To tal New Charging Stations 45 Stations Purchased To tal Original Contract 16 (fleet)$173,125 First Modification + 10% Contingency 45 (44 public; 1 fleet)$493,247 To tal not to exceed 44 public; 17 fleet $666,372 Item Te rm Capital Costs Station Equipment One-time cost Operating Costs Networking Service (Software)5 yrs Operating Costs Maintenance & Warranty 5 yrs What’s included? Contract Totals Funding Source Appropriation Energy Efficiency Rebate Funds $414,544 CIP $78,703 To tal City Funds $493,247 External Funding MSRC Clean Tr ansportation Program $121,500 Net City Funds Expended $371,747 End of staff presentation. LOCAL GOVERNMENT PARTNERSHIP PROGRAM A Funding Opportunity to Improve Air Quality in Your Community Mobile Source Air Pollution Reduction Review Committee, aka “The MSRC” §The MSRC was Established by the California Legislature in 1990 §Sole Mission is to Invest Funds to Reduce Air Pollution Generated by Mobile Sources (i.e., cars, trucks, buses, etc.) ð Funds Generated by Surcharge on Motor Vehicle Registrations §The MSRC Works Closely with the South Coast Air Quality Management District; However, the MSRC is NOT a Regulatory Agency ð The MSRC Invests in Clean Air Projects that Support SCAQMD Objectives & Priorities SIGNIFICANT AIR QUALITY CHALLENGES IN OUR REGION… §ACCORDING TO THE SOUTH COAST AQMD… –South Coast Region is EXTREME NON-ATTAINMENT for OZONE –Ozone Causes RESPIRTORY AILMENTS and is a Primary Component of SMOG MANDATORY AIR POLLUTION REDUCTIONS ARE NEEDED NOW… §NOx is a Precursor to Ozone (SMOG) Formation… §From Today’s Levels –NOx Emissions Need to be Reduced 45% by 2023 –That’s Only a Few Years Away… HOW DO WE REDUCE NOx EMISSIONS BY 45%? §The AQMP is the Roadmap for How to Meet Our Mandated Clean Air Obligations By Implementing the Clean Air Measures Outlined in the South Coast AQMD’s 2016 Air Quality Management Plan THE MSRC IS PARTNERING WITH THE SOUTH COAST AQMD AND WANTS TO PARTNER WITH YOU… …To Implement High Priority AQMP Strategies ü AQMP includes Traditional Regulatory Measures & Incentive- based Strategies ü Incentive-Based Programs will Accelerate the Introduction of Key AQMP Te chnologies including Zero & Near-Zero Emission Ve hicles The MSRC Has Reserved Incentive Funding for Yo ur Jurisdiction under the Local Government Partnership Program ($121,500 for Santa Monica) This is a great opportunity to receive funding to implement projects your jurisdiction needs to be part of our clean air future Participation is 100% voluntary Funding is already reserved for your jurisdiction Please ask your staff to work with the MSRC to develop projects that jumpstart implementation of the AQMP & help improve air quality for all residents Recommended Action: •Approve the first modification with ChargePoint for the purchase and operation of 45 electric vehicle charging stations. •Adopt resolution authorizing the application for MSRC Clean Transportation incentive funding. End of presentation. Ocean Park Curbside Pilot Project Scope: Integrate curbside charging infrastructure into design & construction for streetlight modernization 8 locations with dual-port stations proposed along streetlight circuits Current Status: In design, construction bid not yet released Wilmont Curbside Pilot Project Scope: New electricity service for curbside charging stations in residential neighborhoods 6-8 sites with 2-4 ports per site Includes additional single- port at Montana/11th Current Status: Ve tting locations based on available electrical infrastructure REFERENCE: Modified Agreement No. 10507 (CCS)