HomeMy WebLinkAbout1/18/2017 - STAFF REPORTS - 1.I. �OQ F ALM SA4
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Date: January 18, 2017 CONSENT CALENDAR
Subject: APPROVAL OF COACHELLA VALLEY AIR QUALITY ENHANCEMENT
GRANT AGREEMENT IN THE AMOUNT OF $25,000 WITH RIVERSIDE
COUNTY FOR PURCHASE OF AN ELECTRIC VEHICLE, AND
AUTHORIZATION TO PURCHASE AN ELECTRIC VEHICLE
From: David H. Ready, City Manager
Initiated by: Office of Sustainability
SUMMARY
On November 15, 2016, the Riverside County Board of Supervisors awarded the City of
Palm Springs $25,000 as part of the Coachella Valley Air Quality Enhancement projects
approved for funding. The grant will be used towards the purchase price of a new
electric vehicle.
RECOMMENDATION:
1. Approve a Grant Award and Authorization Agreement, (Agreement No. ), with
the County of Riverside in the amount of $25,000 through the Coachella Valley Air
Quality Enhancement Trust Fund for the Plugin Electric Vehicle Purchase Project;
and
2. Authorize Procurement to conduct the appropriate bid processes, or utilize
cooperative purchase contracts if available, in accordance with the Procurement
Ordinance and authorize the City Manager to execute all necessary documents,
including a purchase order as necessary to acquire a new Toyota Prius or
alternative electric vehicle in an amount not to exceed $40,000.
3. Authorize the City Manager to execute all necessary documents.
STAFF ANALYSIS:
In 1989, the Colmac Air Quality Enhancement Fund was established through one of the
provisions of a settlement agreement which resolved litigation between Colmac Energy,
Inc., and Riverside County over the construction of a biomass energy plant near the
unincorporated community of Mecca in southern Coachella Valley.
ITEM NO. 1
City Council Staff Report
January 18, 2017 -- Page 2
Air Quality Enhancement Grant Agreement
Among other provisions, the settlement agreement provides for an annual payment of
$250,000 to Riverside County to fund projects which enhance air quality within the
Coachella Valley. On February 3, 1998, the Riverside County Board of Supervisors
delegated administration of the Coachella Valley Air Quality Enhancement Fund to the
Executive Office, and established the Coachella Valley Air Quality Advisory Committee
(Advisory Committee) consisting of three members: The Fourth District Supervisor or
his/her representative and representatives from the South Coast Air Quality
Management District (SCAQMD) and Coachella Valley Association of Governments
(CVAG).
On July 11, 2016, the Riverside County Purchasing Department issued Request for
Application (#PUARC-192B) for submission to the Executive Office by September 1,
2016, projects that will enhance air quality in the Coachella Valley. The City's Office of
Sustainability submitted a grant application requesting $50,000 in funding towards the
purchase of two electric vehicles.
Riverside County received 10 applications from various entities, and 7 were
recommended for approval by the Advisory Committee as noted below in Table A.
TABLE A
Entity Proposed Project Funding
Request
1 Angel View Purchase of a CNG Truck $50,000
2 Boys and Girls Club of Purchase of a 10 Passenger CNG Van $50,000
CV
3 City of Coachella Purchase of Two CNG Trucks $50,000
4 City of Indio Purchase of a Solar Powered Mobile $50,000
Charging Station
5 City of Palm Springs Purchase of a plug-in electric vehicle $25,000
6 Coalition for Clean Air Air Quality Monitoring and Education Project $150,000
7 Salton Sea Authority Salton Sea Wetlands Restoration Project $50,000
Total. $425,000
The Advisory Committee recommended award to the City of Palm Springs a maximum
of $25,000 towards the purchase of one electric vehicle. At its November 15, 2016, the
Riverside County Board of Supervisors awarded the City of Palm Springs $25,000 as
part of the Coachella Valley Air Quality Enhancement projects recommended for
funding.
Staff recommends that City Council approve the Grant Award and Authorization
Agreement with Riverside County to allow for the City to receive reimbursement of up to
$25,000 towards the purchase of a new electric vehicle; a copy of the grant agreement
is included as Attachment 1.
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City Council Staff Report
January 18, 2017-- Page 3
Air Quality Enhancement Grant Agreement
Staff also recommends that the City Council authorize the purchase and acquisition of 1
new Toyota Prius or alternative plug-in electric vehicle in an amount not to exceed
$40,000.
ENVIRONMENTAL IMPACT:
The requested City Council action is not a "Project" as defined by the California
Environmental Quality Act (CEQA). Pursuant to Section 15378(a), a "Project" means the
whole of an action, which has a potential for resulting in either a direct physical change
in the environment, or a reasonably foreseeable indirect physical change in the
environment. According to Section 15378(b), a Project does not include: (5)
Organizational or administrative activities of governments that will not result in direct or
indirect physical changes in the environment.
FISCAL IMPACT:
The Grant Award and Authorization Agreement with Riverside County provides the City
with $25,000 in funding towards the purchase of one new electric vehicle. Staff estimates
the cost of a new electric vehicle at not more than $40,000. The City's annual motor
vehicle replacement fund Account No. 510-5475-50020 has sufficient funding to provide
the $15,000 matching funds required.
SUBMITTED
Marcus L. Fuller, MPK, P.E., P.L.S. David H. Ready, Esq.
Assistant City Manager/City Engineer City Manager
Attachments:
1. Agreement
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ATTACHMENT 1
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Dear Marcus,
Congratulations on preparing a successful grant application for the City of Palm Springsl
On Tuesday, November 15, 2016, the Riverside County Board of Supervisors unanimously
approved your project. Awarded funds are based on the approved recommendations of the
Coachella Valley Air Quality Advisory Committee, consisting of the Fourth District Supervisor
and representatives from the Coachella Valley Association of Governments and the South
Coast Air Quality Management District. Enclosed for your execution Is the Grant Award &
Authorization Agreement.
Your request for funding has been incorporated into the Agreement as Exhibit A. Please sign all
copies of the Agreement, and return them to our office for final execution at:
County of Riverside
Executive Office
Attn: Steve Horn
4080 Lemon Street, 4t' Floor
Riverside, California 92501
Once the agreement has been fully executed we will return a copy to you. Should you have any
questions or concerns, please contact me at(951) 955-1110.
Sincer ,
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Principal Management Analyst
County of Riverside
Enclosures
ROBERTT.ANDERSEN COUNTY ADMINISTRATIVE CENTER 0
4080 LEMON STREET•FOURTH FLOOR•RIVERSIDE.CALIFORNIA 92501 •(951)955.1 1 10•F"1951)995.1034
GRANT AWARD & AUTHORIZATION AGREEMENT
The County of Riverside (the "County"), and City of Palm Springs (the "Grantee") hereby
enters into the following Grant Award &Authorization Agreement (the "Agreement"):
RECITALS
WHEREAS, the County issued a Request for Proposals for regional air quality
enhancement projects, to be funded from the Coachella Valley Air Quality Enhancement
Trust Fund; and
WHEREAS, Grantee's accepted proposal is now known as the Plugin Electric Vehicle
Purchase Project ("PROJECT').
WHEREAS, in response to the County's request, the Grantee submitted a proposal for a
Coachella Valley Air Quality Enhancement Project, which was subsequently reviewed
by the Coachella Valley Air Quality Advisory Committee and recommended for funding;
and .
WHEREAS, on November 15, 2016, the Riverside County Board of Supervisors
approved the recommendations of the Coachella Valley Air Quality Advisory Committee
and authorized the County Executive Office to enter into an Agreement with the
Grantee;
NOW, THEREFORE, in the joint and mutual exercise of their powers, and in
consideration of the above premises and of the mutual covenants herein contained and
for other valuable consideration, the parties hereto agree as follows:
SECTION 1. PURPOSE
The purpose of this Agreement shall be implementation and operation of a regional air
quality enhancement program for the Coachella Valley. The Scope of Work to be
performed by the Grantee pursuant to this agreement is attached hereto as Exhibit "A"
and is incorporated herein by this reference.
SECTION 2. ADMINISTRATION
The County Chief Executive Officer(or his designee) shall administer this Agreement on
behalf of the County. All reports, notices or other documentation shall be submitted to
the County Executive Office at the address set forth in Section 12.
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SECTION 3. TERM
The term of this Agreement shall be 18 months from the final execution date. The
approved project must be completed within this term. Extensions of this time period may
be requested in writing and sent to the address set forth in Section 12. Extensions of
time are considered discretionary and are reviewed on a case-by-case basis.
SECTION 4. ALTERATION
No alteration or variation of the terms of this Agreement shall be valid unless made in
writing and signed by the parties hereto, and no oral understanding or agreement not
incorporated herein shall be binding on any of the parties hereto. The Board of
Supervisors and the County Executive Officer are the only authorized County
representatives who may at any time, by written order, make alterations within the
general scope of this agreement.
SECTIONS. TERMINATION
The County may terminate this Agreement upon thirty days written notice to the Grantee
for any of the following reasons:
(a) In the event the Grantee fails to perform the covenants herein contained at
such times and in such manner as is herein provided; or
(b) In the event there is a conflict with any federal, state, or local regulation, or
rule rendering any of the provisions of the Agreement invalid or untenable;
SECTION 6. DOCUMENTATION OF EXPENDITURES
All expenditures made pursuant to the Agreement shall be properly supported by
appropriate accounting documents, and such documents shall be maintained in
accordance with accepted accounting principles, practices, and procedures. The
Grantee shall maintain and keep available all such documents for a period of not less
than five (5) years after its Final Report has been submitted to the County as required
by Section 8 herein, and be available for audit by the County.
SECTION 7. PAYMENTS
(a) The total payment due to the Grantee under this Agreement is $25,000.00
which will be used to support the Project.
(b) Payments shall be made to the Grantee quarterly upon receipt of invoice
and approval of the quarterly performance and progress reports required in Section 8
below. Invoices for vehicle purchases must include proof of purchase and delivery.
(c) The County Executive Office shall review invoices in a timely fashion, and
submit them to the Auditor-Controller for payment.
SECTION 8. REPORTS
The Grantee shall submit quarterly performance and progress reports. The Final
Report shall include an invoice for payment and be submitted within forty-five (45) days
of the 18 month term, project completion, and/or vehicle purchase and receipt. In the
event the project is completed prior to the end of the 18 month period, the Grantee need
only submit reports for the quarters preceding the end of the project.
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SECTION 9. INSPECTIONS
The Grantee shall make available to the County for inspection and audit its records and
data with respect to all matters covered by the Agreement. Inspections and audits may
be made at any time after reasonable notice is given the Grantee.
SECTION 10. INDEPENDENT CONTRACTOR
The Grantee is, for purposes arising out of this Agreement, an independent contractor,
and shall not be deemed to be an employee of the County. Grantee is not, and shall
not be considered to be in any manner, an employee, agent or representative of the
County. Personnel providing services under this Agreement on behalf of Grantee shall
at all times be under Grantee's exclusive direction and control.
SECTION 11. FAIR EMPLOYMENT PRACTICES
The Grantee shall not discriminate in the hiring of persons to full its requirements
hereunder based on race, religion, national origin, sex, age, medical disability or marital
status, exclude any person from participation in, deny any person the benefit of, nor
subject any person to discrimination under any program or activity funded pursuant to
this Agreement.
SECTION 12. NOTICES
Any notices required or desired by either party shall be addressed to the respective
parties as set forth below and are deemed submitted one day after their deposit in the
United States mail, postage prepaid:
County Grantee
County of Riverside City of Palm Springs
Executive Office 3200 East Tahquitz Canyon Way
4080 Lemon Street, 0 Floor Palm Springs, CA 92264
Riverside, CA 92501 Attn: Marcus L. Fuller
Attn: Steve Horn
SECTION 13. COMPLIANCE WITH LAW
The Grantee shall comply with all Federal, State and local laws and regulations
pertinent to its operations and the activities to be performed hereunder. The Grantee,
its employees, and/or agents shall keep in effect any and all licenses, permits, notices,
and certificates as are required thereby.
SECTION 14. INCORPORATED MATTERS
The Grantee expressly represents that all documents incorporated by reference herein,
and matters within such documents, have been reviewed and understood.
SECTION 15. ASSIGNMENT
Neither this Agreement nor any part hereof shall be assigned by the Grantee without the
prior written consent of the County.
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SECTION 16. WAIVER OF PERFORMANCE
No waiver by the County at any time of any of the provisions of this Agreement shall be
construed as a waiver at any time thereafter of the same or any other provisions
contained herein or of the strict and timely performance of such provisions.
SECTION 17. INDEMNIFICATION
The Grantee shall indemnify, and hold harmless the County, its Districts, their
respective directors, officers, the Board of Supervisors, employees, elected officials and
agents from any liability whatsoever arising from the negligence of the Grantee and
relating to or in any way connected with the accomplishment of the work or performance
of services under this Agreement. As part of the foregoing indemnity, the Grantee
agrees to protect and defend at its own expense, including attorney's fees, the County,
its Districts, their respective directors, officers, Board of Supervisors, employees,
elected officials and agents in any legal action based upon any such alleged acts or
omissions.
SECTION 18. SEVERABILITY
The invalidity of any provision in this Agreement as determined by a court of competent
jurisdiction shall in no way affect, except as provided in Section 14, the validity of any
other provision herein.
SECTION 19. PARAGRAPH HEADINGS
The paragraph headings herein are for the convenience of the parties only, and shall
not be deemed to govern, limit, modify or in any manner affect the scope, meaning or
intent of the provisions or language of this Agreement.
SECTION 20. ENTIRE AGREEMENT
This Agreement is intended by the parties hereto as the final expression of their
agreement and understanding with respect to the subject matter hereof, and
supersedes any and all prior and contemporaneous agreements and understandings,
oral and/or written, in connection herewith. This Agreement may be changed or
modified only upon written consent of the parties hereto.
[Balance of Page Intentionally Left Blank]
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IN WITNESS WHEREOF, the parties below have caused their duly authorized
representatives to execute the Agreement on the day of
2016.
ATTEST:
COUNTY OF RIVERSIDE CITY OF PALM SRINGS
GRANTEE
Name: Alex Gann Name: David H. Ready, Esq. Ph.D,
Title: Deputy County Executive Officer Title: City Manager
Date Date
Name: Douglas Holland
Title: City Attorney
Date
Name: Kathy Hart
Title: Interim City Clerk
Date
10
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Local Government Application for Electric Vehicle Funding
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City of Palm Springs
Application for Air Quality Improvement Projects
Riverside County Purchasing and Fleet Department
Plug-In Electric Vehicle for Fleet
11
Summary
a) Organization
City of Palm Springs
Office of Sustainability/Assistant City Manager
3200 East Tahquitz Canyon Way
Palm Springs, CA 92264
760-323-8380
b) Project Manager-
Marcus L. Fuller, Assistant City Manager/City Engineer
760-322-8380
760-322-8325
Marcus.FullertWpalmsprinasca.aov
c) Fiscal Administrator-
Marcus L. Fuller, Assistant City Manager/City Engineer
3200 East Tahquitz Canyon Way
Palm Springs, CA 92264
Office: 760-322-8380
Office: 760-323-8202
Fax: 760-322-8325
Email: Marcus.FullerCu palmsprinosca.gov
d) Project Scope - an overview of the agency/organization's plan to improve air quality;
L Describe the proposed project, including project goals and objectives.
The City of Palm Springs applied for and received approval from the California Energy
Commission (CEC) Reconnect California program. The Reconnect California program
provided for the removal of obsolete "Legacy" EVSEs throughout the State and the
installation of ClipperCreek J1772 compliant EVSEs. The City has installed more than
30 charging stations with this funding and other funding made available through various
Application to Riverside County
Air Quality Improvements Funding Page 2
8/31/2016
12
agency grants. By leveraging GEC and MSRC funds the City of Palm Springs installed a
total of thirty-four EV charging stations instead of the six funded with MSRC funds
alone.
Some funding remains to add a charging station at Demuth Park Community Center,
the new location for the City's award winning Office of Sustainability. The location will be
transformed into a sustainable living center over the next five years. The installation of a
new charging station, dedication of a fleet vehicle to the office, enhancement of the
community garden, addition of a seed and tool library, green building and more are
planned for the center.
A map of the site is available on the City's websites at www.oalmsorinasca.gov.
Photographs and Public Outreach
In order to advance the use of electric vehicles (EV) and plug-in electric vehicles
(PHEV) throughout various segments of the City's fleet the Office of Sustainability has
sought grant funding to purchase electric and plug-in EV's to be used as pool and
dedicated vehicles. These have been well received and a total of 2 PHEV, 1 EV and a
fleet of four EV golf carts have been purchased. One of the PHEV's Is utilized by all
departments while the other one is dedicated to the fire inspector's use. The EV is
utilized by many departments but is no longer utilized by Sustainability due to the
overwhelming need for vehicles. For this reason the City is applying to add two new
plug-in Prius' to the fleet to ensure the Office of Sustainability may utilize a vehicle and
to add one to the building inspector's office. The Office of Sustainability will be starting a
center that is approximately 1 mile from city hall. The vehicle will be utilized for daily
staff trips for business conducted at city hall as well as renal trips to CVAG or Riverside
County. Those trips may be anywhere from 10 to 60 miles each way.
Finally, Palm Springs developed a Public Outreach Plan. The plan was submitted and
approved by the MSRC in November 2013. The following table listed the actions, start
and completion dates of the Public Outreach Plan activities.
ii. Identify project phases and tasks on a timeline (18 months)
Actions and Schedule
Application to Riverside County
Air Qualify Improvements Funding Page 3
613112016
13
ACTIONS START COMPLETE
1. Release RFPlPrepare purchasing per As per funding No later than
requirements of fund and City procedures and grant December
approval 2016 or per
grant approval
2. Add Charging Station for new EV at November 2016 November
Demuth Park community Center to ensure 2016
regular charging of Sustainability vehicle.
3. Complete vehicle purchases and place one As per grant As per grant
Prius with Office of Sustainability and other
with Building and Safety.
3. Post and regularly update story of electric October 2016 October 2016
vehicle use by fleets on City web site. to October
Include link to Electric Vehicle Charging 2017 and
Station Network and pictures of the beyond
vehicles. Post on web site:
www.oalmsorinosca.aov
4. Hold ribbon-cutting ceremony and November 2016 November
presentation to Council. Develop a or per grant 2016
comprehensive press release covering both approval
the Riverside County award and CEC
Reconnect California award.
5. Track annual vehicle use and report to City November 2017 Until vehicle
Council and Riverside County expires
iii. Benefits of the project and Achievements Upon Project Completion
The EV charging station project is highly successful. The City was able to leverage
funding from two grants and install thirty-four stations throughout the City. Addition of
the two PHEV electric vehicles to the City's fleet will have many benefits including
Application to Riverside County
Air Quality Improvements Funding Page 4
WM016
14
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reducing emissions, improving employee awareness of vehicles available and
enhancing the ability of department's to provide excellent customer service.
iv. Project budget
This includes a complete cost breakdown for the proposed project, separated by year.
Some maintenance costs are estimated. Detailed data collection on previous Prius
models can be viewed here: https://udlimarc.com/fleet-benchmarking-report-tovota-
p it usl
Prius Prime 2017—Toyota Estimated $30,000 X 2 To be purchased once
maximum funds are approved
Maintenance for vehicles Est. $2,000 X 2/year for 5 2017-2021
years
Funding
Total Costs $80,000
Matching in Maintenance $20,000
and Repair
v. Matching funds: in-kind, monetary contribution, donations, and fees.
The City may utilize AB 2766 funds for matching if necessary.
vi. Project participants - partners/collaborative relationships.
The project will be implemented through the cooperation of the Office of Sustainability
and the City's Public Works Department. The City has a strong working relationship with
Clean Cities and will work with CCCV to promote the use of electric vehicle charging
that is in place. We will also work closely with area schools to educate them about new
electric vehicle technology.
Signatures on the following page
Application to Riverside County
Air Quality Improvements Funding Page 5
W 112016
15
IN WITNESS WHEREOF, the parties have executed this agreement and submit
this application on behalf of the City of Palm Springs as of the dates stated below.
"CITY"
City of P Im Springs
/ �By: ` Qt Date: ! r
Michele C. Mician
Manager, Office of Sustainability
y Date: � ( fy
City Attome
By: Dater
David H. Ready, Esq., Ph.D
City Manager
ATTEST:
B 1: &OP_ Date:
James Thompson
City Clerk
Application to Riverside County
Air Quality Improvements Funding Page 6
W012016
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