REQUESTS
1. Consideration and approval of consultant selection for installation of Electric Vehicle Charging stations on the first and second floors of the Vail Avenue Garage, and to provide ongoing services for EV Charging Stations.
2. Approval to purchase four EV Charging Units.
The Village Board’s 2022 Strategic Priorities include implementation of Electric Vehicle (EV) Charging Infrastructure in the Vail Avenue Parking Garage. The Planning and Community Development Department in collaboration with the Public Works Department released a Request for Proposals in July of 2022 for the installation of two Level 2 dual-charging stations (for four parking spaces) on the second floor of the Vail Garage to serve permit parking spaces as recommended by the Board. This RFP also included a request to provide pricing for the additional installation of two Level 2 dual-charging stations (for four parking spaces) on the first floor of the Vail Garage.
The Planning & Community Development Department and Public Works Department recommend that the Village proceed with the proposal submitted by SemaConnect. This contract covers installation costs of $20,075 ($14,950 in electric upgrades for second floor permit parking, and $5,125 in electric upgrades for first floor shopper parking), as well as ongoing costs of $1,920 a year for network and 24/7 support services. There is an option to extend the replacement warranty for the units, which would be an additional $1,600 per year.
As part of the RFP, pricing to provide charging units was submitted as well. Pricing for four dual-charging units under the bid from SemaConnect would be $21,400. The Village, being part of the Sourcewell Cooperative Purchasing Program, can purchase the four dual-charging units for a total of $17,770 through this program instead, for a savings of $3,630. Staff is seeking Board approval to purchase the four units through Sourcewell in order to realize these cost savings.
The associated costs of the project are as follows:
SemaConnect
Electrical Infrastructure Upgrades for 2nd Floor Chargers: $14,950
Electrical Infrastructure Upgrades for 1st Floor Chargers: $5,125
Yearly Network and Support Fee (After the first year): $1,920
Optional Yearly Warranty Extension Fee (After the first year): $1,600
Sourcewell
Purchase of 4 Dual-Charging Units: $17,770
Total Year 1 Cost: $37,845
The total estimated expense for the project is $37,845 and is within the $45,000 budget. Ongoing yearly costs after the first year would be $1,920 for network and support services, or $3,520 if the Village also elects to renew the replacement warranty for the units, which is recommended.
Staff is requesting approval to waive the formal bidding process for purchase of the four dual-charging units from Sourcewell although the RFP submittal included a price.
In summary, Staff is recommending installation of the electrical upgrades for both the second and first floor of the Vail Garage plus purchase and installation of four Level 2 dual-charging stations (8 charging ports). This would provide 4 EV charging ports on the first floor and 4 EV charging ports on the second floor of the Vail Garage.
Recommendation
It is recommended that the Village Board authorize the Village Manager to:
A. Enter into an agreement with SemaConnect for electric upgrades and installation of EV Charging Units on the first and second floor of the Vail Garage, as well to provide ongoing network and 24/7 support services. SemaConnect fees would be approximately $20,075, plus ongoing network and support service fees and optional warranty fees.
B. Approve the purchase of four Level 2 dual-charging units from Sourcewell for the total price of $17,770.
It is further recommended that the contract and unit purchase be funded from Green Energy Electric Aggregation Refunds, available in Account No. 401-7101-571.50-60 BL2201.