REQUEST FOR CITY COUNCIL ACTION
SUBMITTED TO: Honorable Mayor and City Council Members
SUBMITTED BY: Oliver Chi, City Manager
PREPARED BY: Sean Crumby, Director of Public Works
Subject:
title
Approve and authorize execution of Professional Services Contract for Fleet Sustainability Transition Plan with Mercury Associates, Inc.; and approve appropriation funds
body
Statement of Issue:
On October 5, 2021 the City Council directed staff to develop a plan to upgrade the entire city fleet to alternative fuel vehicles. Mercury Associates (Mercury) prepared and implemented a successful fleet consolidation plan for the city a decade ago. With their knowledge of our vehicle inventory, operations and our fleet management software, they are poised to develop a detailed plan for the continued integration of alternative fuel vehicles and electric vehicles into the city’s fleet.
Financial Impact:
In compliance with the city’s purchasing policy and municipal code, Mercury Associates is the recommended firm to develop the Fleet Sustainability Transition Plan. The contract cost for this effort is $68,079 plus any additional studies or surveys that may arise, which will not exceed a total of $100,000. Staff is requesting an appropriation from the General Fund for this expenditure.
Recommended Action:
recommendation
A) Approve and authorize the Mayor and City Clerk to execute, “Professional Services Contract Between the City of Huntington Beach and Mercury Associate, Inc. for Development of Fleet Sustainability Transition Plan,” in an amount not to exceed $100,000; and,
B) Appropriate funding in the amount of $100,000 from the General Fund undesignated fund balance to account 10085701.69365.
end
Alternative Action(s):
Do not authorize the proposed contract and forgo the City’s Fleet Sustainability Transition Plan.
Analysis:
Mercury Associates specializes in fleet management both locally and nationally. They have over thirty years of experience providing fleet consulting services to several agencies such as the State of CA, City and County of San Francisco, Orange County and City of Sacramento. They were recently awarded a contract to conduct a fleet study for the City of Bakersfield through a competitive process. Per Section 3.02.080.8 of Huntington Beach Municipal Code (HBMC),”goods and/or services obtained from or through agreement with any governmental, public or quasi-public entity are exempt from the competitive bidding requirements.” Staff requested a proposal from Mercury and negotiated the scope of work. Additionally, their fees are based on an approved California Multiple Award Schedule (CMAS) agreement #4-08-03-0341A, which includes the State of California contract terms and conditions, procurement codes, policies, and guidelines.
Mercury will develop a plan that will serve as a roadmap for continuing the City’s transition away from internal combustion engine vehicles (ICEVs) and toward alternative fuels vehicles (AFVs) and electric vehicles (EVs). The key components of this roadmap will be 1) a multi-year fleet replacement plan detailing the timing and costs of future purchases of all three types of vehicles; 2) the identification of electric vehicle supply equipment (EVSE) requirements above and beyond the charging infrastructure the City already owns; and 3) the identification of fleet maintenance resource requirements associated with managing the City’s evolving fleet including changes to staffing levels, staff technical training and certification, facility and equipment needs.
Environmental Status:
Not applicable
Strategic Plan Goal:
Infrastructure & Parks
Attachment(s):
1. Professional Services Contract between the City of Huntington Beach and Mercury for the City’s Fleet Sustainability Transition Plan.
2. Certificate of Insurance and Waiver
3. City of Bakersfield Contract with Mercury for Fleet Study
4. CMAS Agreement