SR 06-27-2023 5B
City Council
Report
City Council Meeting: June 27, 2023
Agenda Item: 5.B
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To: Mayor and City Council
From: Rick Valte, Public Works Director, Public Works, Office of Sustainability & the
Environment
Subject: Approval of Reinstatement and 2nd Modification of Agreement with
ChargePoint, Inc. for EV Charging Equipment Software and Maintenance
Services
Recommended Action
Staff recommends that the City Council:
1. Adopt a finding of categorical exemptions pursuant to Section 15301 (Existing
Facilities) of the California Environmental Quality Act (CEQA) Guidelines.
2. Authorize the City Manager to negotiate and execute a reinstatement and second
modification of agreement #10507 with ChargePoint, Inc. to extend the term of
the agreement for an additional five years and increase the total compensation
by $304,425 for EV charging equipment, software, and maintenance services.
This would result in a ten-year reinstated and amended agreement with a new
total amount not to exceed $970,797 with future year funding contingent on
Council budget approval.
Summary
As part of the City of Santa Monica’s efforts to expand and upgrade EV charging
infrastructure, the City entered into a five-year agreement with ChargePoint, Inc., in
2018 for EV charging equipment, software, and maintenance services following a
competitive procurement process. The City owns and operates the ChargePoint stations
and coordinates maintenance as needed, but is switching to a third-party turnkey model
for future EV charger installations. Staff recommends modifying agreement #10507 with
ChargePoint, Inc., in the amount of $304,425, to extend the proprietary software
services and cover maintenance costs for up to five years on existing stations. This
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would result in a ten-year reinstated and amended agreement with a new total amount
not to exceed $970,797.
Discussion
ChargePoint was selected in 2017 to supply EV chargers for the City’s participation in
Southern California Edison (SCE) Charge Ready program to install chargers on the
rooftop of the Civic Center Parking structure. Under the program, site hosts receive free
electrical infrastructure, including design, permitting and construction, and a partial
rebate for the charging equipment. The City has subsequently participated in this
program at Beach Lot 5 South and two pending sites at Virginia Avenue Park and
Clover Park. The site host is responsible for the purchase and installation of the EV
chargers and the program requires these chargers to be networked, or “smart”
chargers. Smart chargers are capable of tracking station use and energy consumption,
collecting payments, and providing charger status and availability to EV drivers, among
other features.
The original agreement, signed in February 2018, was for fleet chargers to support the
City’s growing EV fleet for $173,125. The first modification was approved in May 2018
to include public EV chargers with a new not to exceed amount of $666,372 over five
years. Santa Monica currently owns and operates 133 standard level 2 ChargePoint
stations, including public and fleet units. This does not include other station models or
Big Blue Bus ChargePoint chargers, which are handled under separate agreements.
ChargePoint was selected through a competitive procurement process as the best
bidder in 2017 due to their experience, strength of existing network and user base,
integrated product and services, and value of services. Due to the emergence of new
EV charging service providers that will install and maintain level 2 public chargers at no
cost to the City, the City will no longer be procuring ChargePoint stations for new public
locations. A new vendor will install future public chargers, owned by the vendor, and
replace old and faulty infrastructure on a site-by-site basis in coordination with the City.
They will pay for electricity costs and retain charging revenues. This option is not
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available for City fleet chargers because there is no revenue component associated with
fleet charging.
Software costs will be paid to ChargePoint on an annual basis to maximize flexibility in
switching station providers. Maintenance/repair costs will be paid as needed. Software
costs are $345 per port per year and station repair costs are estimated to be $15,000
per year based on previous repair costs across the City’s charging network.
Fiscal Year # EV Chargers Software Costs Maintenance Costs Total
FY23-24 133 $45,885 $15,000 $60,885
Estimated 5-Year Total
Software Costs $229,425
Maintenance $75,000
Total $304,425
To ensure continuity of the City’s existing charging network, the ChargePoint agreement
would be reinstated and modified to extend software services and to cover limited
maintenance costs as needed. As public ChargePoint units break, staff will assess
whether to replace them with the new vendors’ units or to repair the ChargePoint units.
ChargePoint software and station parts are proprietary and cannot be served by another
vendor.
Environmental Review
The modified agreement with ChargePoint is categorically exempt from CEQA pursuant
to Sections 15301 of the CEQA Guidelines. Section 15301 exempts Class 1 (Existing
Facilities) projects from CEQA, which include the operation, repair, maintenance,
permitting, leasing, licensing, or minor alteration of existing public or private structures,
facilities, mechanical equipment, or topographical features, involving negligible or no
expansion of existing or former use. The agreement with ChargePoint would provide for
maintenance of existing software and EV chargers and therefore, is categorically
exempt from CEQA pursuant to Section 15301.
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Past Council Actions
Meeting Date Description
07/25/17
(Attachment A)
Original bid and award of agreement with ChargePoint, Inc. for
EV charger procurement; authorization to participate in the
Southern California (SCE) Charge Ready program for the Civic
Center Parking Structure rooftop
11/14/17
(Attachment B)
Council adopted EV Action Plan
03/06/18
(Attachment C)
Modification to agreement with ChargePoint to expand
procurement and services from fleet-only to public chargers
05/28/2019
(Attachment D)
Council authorized participation in the SCE Charge Ready
program for Beach Lot 5 South
11/09/2021
(Attachment E)
Council authorized participation in the second phase of the SCE
Charge Ready program for multiple sites, including Virginia
Avenue Park and Clover Park
Financial Impacts and Budget Actions
Staff seeks authority to approve funding from the General Fund to reinstate and extend
agreement #10507 with ChargePoint Inc. for EV charger software and maintenance.
Funds are included in the FY 2023-25 Proposed Biennial Budget and the proposed FY
2023-24 Exception-Based Capital Improvement Program Budget. Future year funding is
contingent on Council budget approval.
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Contract Modification Request
Agreement
#
Current
Authorized
Amount
FY 2023-24
Modified Request
Amount
Future Year
Modified Request
Amount
Dept/CIP
Account #
Total
Revised
Contract
Amount
10507
$666,372 - - Various $666,372
- $20,593 $83,944 01500034.529050 $104,537
- $40,292 $159,596 C1007490.689000 $199,888
Total $666,372 $60,885 $243,540 $970,797
Prepared By: Ariana Vito, Sustainability Analyst
Approved
Forwarded to Council
Attachments:
A. ChargePoint Award (Web Link)
B. EV Action Plan (Web Link)
C. ChargePoint Modification (Web Link)
D. SCE Charge Ready - 2019 (Web Link)
E. SCE Charge Ready - 2021 (Web Link)
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