Title
Resolution Approving Amendment 4 to the Professional Services Agreement with Harper Electric, Inc. for On-Call City Electrical Services (Not to Exceed $175,000) and to Appropriate $50,000 from the Solid Waste Fund (8 Votes Required)
Memorandum
The City is in the final year of a four year on-call contract with Harper Electric to provide electrical support for City projects dated July 25, 2019 which runs through June 30, 2023 and has an annual, not to exceed amount of $75,000.00. As the City has scaled up its electric vehicle charging infrastructure and preparation of City facilities for electrification, the demands for electrical support have grown and the contract has needed amendments to address these demands.
Three previous amendments have been approved with the most recent on December 6, 2021. City Council approved resolution #21-443 which amended the contract with Harper Electric for FY22 to provide a not to exceed amount of $525,000.00 for FY22 and a not to exceed amount of $800,000.00 over the life of the contract. This amendment was an increase of $300,000.00 over the previously amended contract amount to cover the installation of 80 new electric chargers in the downtown area and fast charging at the Wheeler Service Center for the two new electric refuse trucks through the Office of Sustainability and Innovation.
The installation of fast charging at the Wheeler Service Center for the two new electric refuse trucks was not included in the FY23 budget; therefore, an allocation of the funds is necessary to complete the installation. The estimated cost for electric vehicle charger installation is $50,000. In addition, as our electric fleet continues to grow additional charging infrastructure is necessary and is estimated to cost $25,000. The $25,000 in funding is available in the F23 approved Fleet & Facilities operations and maintenance budget.
The Office of Sustainability and Innovation has also identified a need to have a qualified electrician perform electrical assessments at five City facilities in preparation for decarbonization of these buildings. The estimated cost for this work is $25,000 and includes Burns Senior Center, Bryant Community Center, Cobblestone Farm, Fire Station #6 and Fire Station #1. Funding for these assessments is available in the FY23 Parks & Recreation budget and the FY23 Fire Department budget.
Amendment #4 as proposed would request an increase in the purchase order authorization for FY23 in the amount of $100,000.00 from the original amount of $75,000.00 to a total of $175,000.00. No change in the not to exceed amount over the life of the contract of $800,000.00 is requested.
The charging hardware at the Wheeler Service Center is being purchased separately by the City with Harper Electric completing the installation and connections. Harper Electric Inc. complies with the requirements of the City’s Conflict of Interest, Living Wage, Prevailing Wage and Non-Discrimination ordinances.
Budget/Fiscal Impact: Funding for this work is available in the appropriate FY23 approved Fleet & Facilities operation and maintenance budgets and the Solid Waste Fund Unobligated Fund Balance. Funding is also available in the FY23 Parks & Recreation General Fund budget, FY23 Parks & Recreation Park Maintenance & Capital Improvement Millage and the FY23 Fire Department General Fund budget.
Staff
Prepared by: Matthew J. Kulhanek, Fleet and Facility Unit Manager
Reviewed by: Missy Stults, Sustainability and Innovations Manager
Reviewed by: John Fournier, Deputy City Administrator
Approved by: Milton Dohoney Jr., City Administrator
Body
Whereas, The City has committed to reaching carbon-neutrality by 2030 and an expanded electric vehicle charging infrastructure and carbon neutral buildings are necessary to attain that goal;
Whereas, The City has authorized purchase of direct current fast charging equipment for installation at the Wheeler Service Center which must be installed by a qualified electrician;
Whereas, Electrical assessments are needed at five City facilities as the City initiates improvements to decarbonize these buildings;
Whereas, Harper Electric Inc, Ann Arbor, MI, provided the most responsive proposal for on-call electrical services in response to City RFP #19-17 in June 2019;
Whereas, An increase in the purchase order authorization in the amount of $100,000.00 is necessary to complete this work;
Whereas, Funding of $25,000 for the electrical assessment is available in the FY23 Parks & Recreation budget and the FY23 Fire Department budget;
Whereas, Funding of $25,000 is available in the FY23 approved Fleet and Facilities operations and maintenance budget to support this work;
Whereas, Funding of $50,000 is available in the Solid Waste Fund Unobligated Fund Balance; and
Whereas, Harper Electric Inc. complies with the requirements of the City’s Conflict of Interest, Living Wage, Prevailing Wage and Non-Discrimination Ordinances;
RESOLVED, That City Council approve amendment 4 to the professional services agreement with Harper Electric Inc., in the amount not to exceed $175,00 in FY23;
RESOLVED, That $50,000 be appropriated from the Solid Waste Fund Unobligated Fund Balance for purposes of installing electric charging infrastructure for two electric refuse trucks; thereby, increasing the operating budget revenue and expenditure budgets;
RESOLVED, That the Mayor and City Clerk be authorized and directed to execute said contract amendment after approval as to substance by the City Administrator and approval as to form by the City Attorney; and
RESOLVED, That the City Administrator be authorized to take the necessary administrative actions to implement this resolution.