Item No. 5.
| MEETING DATE: July 20, 2020 |
|
| TO: | HONORABLE MAYOR AND COUNCILMEMBERS |
| FROM: | JIM SADRO, CITY MANAGER By: Elias Saykali, Public Works Director |
| SUBJECT: | APPROVE AND AUTHORIZE CITY MANAGER TO EXECUTE AMENDMENT NO. 1 TO A CONTRACT WITH VIDEO VOICE DATA COMMUNICATIONS (VOLTAIC DIVISION) FOR THE CITY HALL CHARGING STATIONS PROJECT NO. 2-B-19 AND APPROVE AND ADOPT A REVISED SEVEN-YEAR CAPITAL IMPROVEMENT PROGRAM (CIP) AS PART OF MEASURE M2 ELIGIBILITY SUBMITTAL TO ORANGE COUNTY TRANSPORTATION AUTHORITY FOR FISCAL YEAR 2020-2021 |
RECOMMENDATION:
That the City Council:
A. Approve Amendment No. 1 to Agreement with Video Voice Data Communications (Voltaic Division) to modify the scope of work for City Project 2-B-19 to upgrade one of the two "Level II" chargers to a "Level III" charger and authorize staff to increase the purchase order to Video Voice Data Communications (Voltaic Division) by an additional $37,227 to a new amount of $142,169, which includes a 10 percent contingency.
B. Approve a motion to adopt the revised Measure M2 Seven-Year Capital Improvement Program (CIP) for Fiscal Year 2020-2021 and authorize staff to submit the revised documents reflecting those changes to Orange County Transportation Authority (OCTA) to comply with the Measure M2 eligibility requirements for Fiscal Year 2020-2021, which includes an appropriation from Measure M2 Fair Share of $61,469 to fully fund the revised project.
C. Approve the disencumberance of $26,235.50 from the General Capital Projects Fund, as these funds will no longer be necessary as a local match of funds for this project.
A. Approve Amendment No. 1 to Agreement with Video Voice Data Communications (Voltaic Division) to modify the scope of work for City Project 2-B-19 to upgrade one of the two "Level II" chargers to a "Level III" charger and authorize staff to increase the purchase order to Video Voice Data Communications (Voltaic Division) by an additional $37,227 to a new amount of $142,169, which includes a 10 percent contingency.
B. Approve a motion to adopt the revised Measure M2 Seven-Year Capital Improvement Program (CIP) for Fiscal Year 2020-2021 and authorize staff to submit the revised documents reflecting those changes to Orange County Transportation Authority (OCTA) to comply with the Measure M2 eligibility requirements for Fiscal Year 2020-2021, which includes an appropriation from Measure M2 Fair Share of $61,469 to fully fund the revised project.
C. Approve the disencumberance of $26,235.50 from the General Capital Projects Fund, as these funds will no longer be necessary as a local match of funds for this project.
DISCUSSION:
On January 21, 2020, the City Council authorized the City Manager to execute a five-year agreement with Video Voice Data Communications (Voltaic Division) in the amount of $95,402 to purchase and install ChargePoint Electric Vehicle charging infrastructure for the City Hall Charging Stations Project No. 2-B-19 and authorized staff to issue a purchase order to Video Voice Data Communications (Voltaic Division) in the amount of $104,942, which included a 10 percent contingency.
The original agreement consisted of the purchase and installation of two (2) "Level II" electric vehicle charging stations in the City Hall parking lot. Staff recommends amending this project to now install one (1) Dual Port "Level II" electric vehicle charging station and one (1) "Level III" electric vehicle charging station to better serve the needs of the public. The charging stations would be accessible to both public and City vehicles 24 hours a day, 7 days a week.
If approved by Council, there will be an additional cost of $37,227 due to the proposed change in type of charging stations that will be used. To help fund this increased cost and to offset the need to use General Capital Project funds for this project, staff proposed to allocate available Measure M2 Funds for this project. If approved, the amended agreement with Video Voice Data Communications (Voltaic Division) would now be in the amount of $129,244, increasing the purchase order to a total of $142,169, which includes a 10 percent contingency.
If approved by Council, this change will require that the City’s Measure M2 Seven-Year CIP for Fiscal Year 2020-21 through 2026-27 be amended to include the revised City Hall Charging Stations project and make it consistent with the proposed citywide CIP Budget for Fiscal Year 2020-21. The submittal of the Measure M2 Seven-Year CIP does not commit the City to funding the identified improvements; however, projects must be identified and included in the M2 Seven-Year CIP to be eligible to receive Measure M2 funding. This document is updated annually to allow for changes based on City Council priorities. The CIP emphasizes projects that improve circulation, mitigate traffic congestion, and maintain the City’s investment in existing transportation infrastructure.
The original agreement consisted of the purchase and installation of two (2) "Level II" electric vehicle charging stations in the City Hall parking lot. Staff recommends amending this project to now install one (1) Dual Port "Level II" electric vehicle charging station and one (1) "Level III" electric vehicle charging station to better serve the needs of the public. The charging stations would be accessible to both public and City vehicles 24 hours a day, 7 days a week.
If approved by Council, there will be an additional cost of $37,227 due to the proposed change in type of charging stations that will be used. To help fund this increased cost and to offset the need to use General Capital Project funds for this project, staff proposed to allocate available Measure M2 Funds for this project. If approved, the amended agreement with Video Voice Data Communications (Voltaic Division) would now be in the amount of $129,244, increasing the purchase order to a total of $142,169, which includes a 10 percent contingency.
If approved by Council, this change will require that the City’s Measure M2 Seven-Year CIP for Fiscal Year 2020-21 through 2026-27 be amended to include the revised City Hall Charging Stations project and make it consistent with the proposed citywide CIP Budget for Fiscal Year 2020-21. The submittal of the Measure M2 Seven-Year CIP does not commit the City to funding the identified improvements; however, projects must be identified and included in the M2 Seven-Year CIP to be eligible to receive Measure M2 funding. This document is updated annually to allow for changes based on City Council priorities. The CIP emphasizes projects that improve circulation, mitigate traffic congestion, and maintain the City’s investment in existing transportation infrastructure.
FISCAL IMPACT/SOURCE OF FUNDING:
The Mobile Source Air Pollution Reduction Review Committee (MSRC) requires a local match of funds for the electric vehicle charging station project to cover the remaining balance of the total project cost. The table below presents the revised breakdown of the total project cost and funding sources:
When this project was originally approved by Council, $26,235.50 was appropriated from the General Capital Projects Fund for the local match requirement. Staff recommends disencumbering those funds and substituting an appropriation of $61,469 from Measure M2 Fair Share to fully fund the local match and additional funds recommended for this project.
| Original Contract | Amended Contract | |
| MSRC Fund | $ 78,706.50 | $ 80,700.00 |
| General Capital Projects Fund | $ 26,235.50 | $ 0.00 |
| Measure M2 Fair Share | $ 0.00 | $ 61,469.00 |
| Total Project Budget | $ 104,942.00 | $142,169.00 |
When this project was originally approved by Council, $26,235.50 was appropriated from the General Capital Projects Fund for the local match requirement. Staff recommends disencumbering those funds and substituting an appropriation of $61,469 from Measure M2 Fair Share to fully fund the local match and additional funds recommended for this project.
GENERAL PLAN RELEVANCE:
RN 1.1 Regional Transportation Plan
RN 1.2 Consistency with Orange County Master Plan of Arterial Highways
RN 1.3 Local MPAH
RN.1.4 Congestion Management Plan Compliance
RN 1.5 Long Range Transportation Plan
RN 1.6 Regional Transportation System Improvements
RN 1.7 Street System Improvements
RN 1.8 Safe Street Design
RN 1.9 Resolve Regional Impacts
RN 1.10 Maintain Acceptable Level of Service
RN 1.11 Complete Streets
RN 1.12 Signal Coordination
RN 1.13 SCAQMD Goals
RN 2.5 Promote Alternative Fuel Support Facilities
AT 2.2 Regional Bikeways
AT 2.3 Bikeway Network
AT 2.4 Bike Trail Linkage
AT 2.5 Class I Bicycle Routes
AT 2.6 Pathway Easements
AT 2.8 Bicycle Parking
AT 2.9 Facilities Supporting Bicycle Riders
OS 4.3 Regional Trail System
OS 4.4 Railroad Corridor Trails
NTMP 1.6 Traffic Calming