FROM: Robert Thompson, General Manager
Originator: Riaz Moinuddin, Director of Operations & Maintenance
SUBJECT:
title
ELECTRIC VEHICLE CHARGING STATIONS AND NETWORK INSTALLATION
end
GENERAL MANAGER'S RECOMMENDATION
recommendation
RECOMMENDATION:
A. Approve a Services Contract with Chargie LLC to provide Electric Vehicle Charging Stations and Network per Specification No. S-2023-1384BD, for a total amount not to exceed $143,225;
B. Approve a contingency of $28,645 (20%); and
C. Authorize staff to specify Chargie LLC as the sole source provider for Electric Vehicle Charging Stations and Network.
body
BACKGROUND
The Orange County Sanitation District (OC San) has Electric Vehicle (EV) charging stations in operation at Plant Nos. 1 and 2 that are in need of replacement, as well as the addition of new charging stations to the new Headquarters facility. Therefore, a Request for Proposal (RFP) was issued on February 29, 2023, via PlanetBids. OC San received nine proposals and proceeded to select a provider through its RFP process. After the hardware installation, OC San will utilize the networked function to manage the EV charging system, which includes access controls and the ability to charge fees associated with its use. Currently, OC San does not charge fees for EV charging.
RELEVANT STANDARDS
• Ensure the public's money is wisely spent
• Maintain a proactive asset management program
• Comply with environmental permit requirements
PROBLEM
OC San has EV charging stations located within treatment Plant Nos. 1 and 2 at various locations and various vintages. The hardware is antiquated and lacks the ability to be networked and controlled administratively.
PROPOSED SOLUTION
Replace the existing EV chargers within the treatment plants and install new chargers at the Headquarters facility to ensure uniformity and implement a networked control system.
TIMING CONCERNS
The new Headquarters facility installed the electrical infrastructure for EV chargers but intentionally omitted the charger installation from the construction scope to ensure a uniform system throughout all OC San facilities. The new charging stations need to be installed in conjunction with the construction of the new Headquarters facility.
RAMIFICATIONS OF NOT TAKING ACTION
The aging EV chargers will become obsolete and non-operational if not replaced and eliminate places for employees and the public to charge EVs.
PRIOR COMMITTEE/BOARD ACTIONS
N/A
ADDITIONAL INFORMATION
A Request for Proposal was issued on February 29, 2023, via PlanetBids. Proposals were due on April 5, 2023. OC San received nine (9) proposals valid for 180 calendar days from the proposal due date. One (1) proposal was considered non-responsive because the proposer did not pass its safety evaluation.
Prior to the receipt of proposals, an Evaluation Team consisting of the OC San Project Manager (Maintenance Manager) with support from the Safety & Health Supervisor, Engineering Supervisor, Senior Engineer, and Maintenance Supervisor was formed. The team was chaired by a Purchasing representative as a non-voting member.
Individual scoring was the chosen method of evaluation for this procurement. Members of the Team performed an independent review of the proposals and later met as a group with the Buyer to discuss their preliminary scores and discuss any questions/concerns they had. Proposals were evaluated based on the following criteria:
|
CRITERION |
WEIGHT |
|
1. Qualifications of the Firm |
25% |
|
2. Proposed Staffing & Project Organization |
20% |
|
3. Work Plan |
30% |
|
4. Cost |
25% |
The evaluation team first reviewed and scored the proposals based upon the criteria listed above, other than cost.
|
Rank |
Proposer |
Criterion 1 (Max 25%) |
Criterion 2 (Max 20%) |
Criterion 3 (Max 30%) |
Subtotal Score (Max 75%) |
|
1 |
Smart Energy Water |
19% |
15% |
26% |
60% |
|
2 |
Chargie LLC |
21% |
15% |
18% |
54% |
|
3 |
Pacific Lighting MGT Inc |
20% |
16% |
18% |
54% |
|
4 |
Vector Energy Group LLC |
17% |
15% |
20% |
52% |
|
5 |
Epic Charging |
14% |
11% |
19% |
44% |
|
6 |
PowerFlex |
16% |
7% |
12% |
35% |
|
7 |
PFE Partners |
11% |
10% |
11% |
32% |
|
8 |
Motive Energy |
6% |
4% |
5% |
15% |
All proposals were accompanied by a sealed cost proposal. Only the cost proposals for the four (4) highest-ranked firms were opened and evaluated. After the evaluation of all four (4) cost proposals, each company was asked to break down their costs further so all aspects of the implementation and equipment could be compared.
|
Rank |
Proposer |
Subtotal Score without cost (Max 75%) |
Cost (Max 25%) |
Total Weighted Score (Max 100%) |
|
1 |
Chargie LLC |
54% |
25% |
79% |
|
2 |
Smart Energy Water |
60% |
18% |
78% |
|
3 |
Vector Energy Group LLC |
52% |
21% |
73% |
|
4 |
Pacific Lighting MGT Inc |
54% |
4% |
58% |
The evaluation team then shortlisted the three (3) companies closest in costs and within the budget. Those three companies were invited to submit a Best and Final Offer (BAFO).
|
Rank |
Proposer |
ORIGINAL COST |
BAFO (if applicable) |
|
1 |
Chargie LLC |
$129,545.12 |
$143,225.00 |
|
2 |
Smart Energy Water |
$198,128.00 |
$203,338.00 |
|
3 |
Vector Energy Group LLC |
$171,483.28 |
$167,196.20 |
|
4 |
Pacific Lighting MGT Inc |
$565,051.55 |
N/A |
Based on these results, staff recommends approving a Service Contract to Chargie LLC. The term of this Contract is 275 calendar days upon the effective date of the Notice to Proceed. Staff is also recommending specifying Chargie LLC as the sole source provider for Electric Vehicle Charging Stations and Network to ensure a uniform network of EV charging stations throughout OC San for current and future needs.
CEQA
N/A
FINANCIAL CONSIDERATIONS
This request complies with the authority levels of OC San’s Purchasing Ordinance. This item has been budgeted (Adopted Budget, Fiscal Years 2022-2023 and 2023-2024, Section 8, Page 47, Small Construction Projects Program, Project No. M-FE) and the budget is sufficient for the recommended action.
ATTACHMENT
The following attachment(s) may be viewed on-line at the OC San website (www.ocsan.gov) with the complete agenda package:
• Services Contract