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PROPOSAL:

Execute Sole-Source Contract with The Planning Center for EV Signage Implementation as Part of the FY 1997-99 AB 2766 Discretionary Fund Work Program

SYNOPSIS:

The MSRC’s FY 1997-99 Work Program included $500,000 for signage implementation to procure/install directional signs for publicly accessible EV charging stations. After launching its EV "Quick Charge" Program in the FY 1995-97 Work Program, the MSRC recognized the need for signage implementation. In early 1997, to begin the process, the MSRC amended the existing contract with its Outreach Coordinator, The Planning Center, who was obtained through a competitive bid process. Through that contract, The Planning Center obtained state approval for a word message, developed preliminary signage guidelines, and detailed maps/plans for signage placement. To continue their work and complete implementation, the MSRC proposes execution of a $500,000 sole-source contract with The Planning Center. The MSRC recommends proceeding with this sole source, adding a task for subcontractor outreach, evaluation and selection.

COMMITTEE:

Mobile Source Air Pollution Reduction Review, January 29, 1998;
Reconsidered February 26, 1998, Approved

RECOMMENDED ACTION:

1. Approve Sole-Source Contract with The Planning Center, adding a new task for subcontractor outreach, evaluation and selection (as outlined in the attached), for EV Signage Implementation as Part of the FY 1997-99 AB 2766 Discretionary Fund Work Program.

2. Authorize the Chairman of the Board to Execute an Agreement with The Planning Center for a one-year term in an amount not to exceed $500,000.

Mayor John Longville
Chair, MSRC

Background

In September 1990 Assembly Bill 2766 (Sher) was signed into law (Health & Safety Code Sections 44220-44247) authorizing an annual $4 motor vehicle registration fee surcharge to fund the implementation of programs exclusively to reduce air pollution from motor vehicles. AB 2766 provides that 30 percent of the surcharge subvened to the AQMD be placed into an account to be allocated pursuant to a work program developed and adopted by the MSRC and approved by the AQMD’s Governing Board.

The ARB and the 1997 AQMP call for the accelerated introduction of ZEVs as an air quality attainment strategy. To assist in this goal, the MSRC’s FY 1995-97 AB 2766 Discretionary Fund Work Program included an EV "Quick Charge" Program, providing public funding towards the deployment of EVs within the AQMD’s jurisdiction. This Program has already resulted in more than 300 EVs on the streets and 400 alternative fuel charging stations currently under construction. Private and public entities have also constructed an additional 100 public charging stations, and it is anticipated that more charging stations throughout the Basin and the country will be constructed.

Development and placement of EV signs for motorists was omitted to expedite the construction of charging stations. After launching its EV "Quick Charge" Program, and recognizing that neither Caltrans nor local jurisdictions have the funding or resources for coordination of a signage program, the MSRC amended the existing contract with its Outreach Coordinator, The Planning Center, who was obtained through a formal bid process. Through that contract amendment, The Planning Center completed the following tasks:

• developed a signage word message;

• obtained approval from Caltrans of the signage word message and has worked with Caltrans and FHWA to eventually approve a symbol;

• developed preliminary signage guidelines for site owners, cities and Caltrans;

• developed the permitting and general process to seek approval from Caltrans and local jurisdictions, before installing signage in their right-of-way; and

• compiled an extensive inventory of publicly accessible EV charging stations in the South Coast Air Basin for signage location placement.

Proposal

To continue their work and to complete signage implementation, the MSRC’s FY 1997-99 Work Program included an $8.55 million ZEV/ULEV Program, setting aside $500,000 for signage implementation. The objectives of signage implementation include:

• developing, permitting, procuring and installing signs on freeways and streets/roads throughout the Basin, so that EV owners can be directed to 100 publicly accessible EV charging stations;

• finalizing the MSRC’s existing EV Charging Station Signage Guidelines, so that future EV charging station programs can easily incorporate directional signs along with the installation of the EV charging station. The Guidelines will also be available to other communities as they proceed with their EV infrastructure programs;

• coordinating the federal and state approval of an EV signage symbol; and

• improving awareness to millions of non-EV motorists that EVs and public infrastructure are operating in the region and are a feasible and cleaner alternative to the gasoline vehicle.

At its January 29, 1998, meeting the MSRC unanimously recommended the execution of a one-year sole-source contract with The Planning Center to perform this work for an amount not to exceed $500,000. Approval of the sole-source contract was requested at the February 13, 1998, Governing Board meeting. The Governing Board delayed action on this item one month and asked the MSRC to consider releasing all or a portion of the work through a competitive bid process. At its February 26, 1998, meeting the MSRC discussed the merits of this request, taking into consideration the cost of administering multiple contracts within the constraints of its 5% administrative cap, problems associated with coordination of project responsibilities between an outside general contractor and The Planning Center, and the associated expense and delay of completing a competitive bid process through the AQMD.

Following discussion, the MSRC took action to proceed with a sole-source contract to The Planning Center based upon the understanding that a competitive bid process would be conducted for the proposed subcontract work. To ensure maximum outreach, a new task requiring The Planning Center to coordinate its outreach efforts and subcontractor evaluation/selection process with the MSRC support staff and the ZEV/ULEV Subcommittee of the MSRC’s Technical Advisory Committee was added. A recommended list of qualified subcontractors, along with a modified budget specifying which monies are allocated to subcontractors, will be submitted to the MSRC for their approval. Attached is the proposed task for subcontractor outreach, evaluation, selection and preparation of a detailed subcontracting budget. Of the $500,000 contract, please note that at a minimum $208,000 will be allocated to the subcontract work, $142,000 will be allocated to The Planning Center, and the remaining $150,000 will be divided between The Planning Center and the subcontractors once the bid process has been completed.

At this time the MSRC requests Board approval of the sole-source contract with The Planning Center, including the additional deliverables and oversight by the MSRC, for EV signage implementation as part of the FY 1997-99 AB 2766 Discretionary Fund Work Program. The MSRC also requests authorization for the Chairman of the Board to execute a one-year agreement with The Planning Center in an amount not to exceed $500,000.

Sole Source Justification

Section VIII, B(2) of the new Procurement Policy and Procedure identifies four major provisions under which a sole-source award may be justified. This request for a sole-source award is made under provision B(2)(c): The desired services are available from only the sole source. Specifically, these circumstances are: B(2)(c)(1) the unique experience and capabilities of the proposed contractor or contractor team.

In the past the MSRC as well as the agencies represented on the MSRC and the District have contracted with other planning consultants to provide assistance in areas of EV introduction and infrastructure. However, none of these consultants have developed EV signage guidelines, worked with local and state jurisdictions on EV signage, nor have they comprehensive knowledge of the public charging inventory. This is a pioneering effort and work has not previously been done in this area by any other private or public entity. This effort relies on the unique experience and qualifications of The Planning Center in this particular area. Therefore, the MSRC recommends a sole-source contract be awarded to The Planning Center. The Planning Center has also committed to subcontracting the design and fabrication of the word message signs and their installation by qualifying vendors on a competitive and geographical basis throughout the region.

The Planning Center, the headquarters of which is located in Newport Beach, is a private consulting firm providing multi-disciplinary services to both public and private entities in California, Arizona, Colorado, South Carolina and New Mexico. The Planning Center assists in the development of viable planning solutions and has expertise in air quality and alternative fuels, comprehensive land-use planning, landscape design, multi-jurisdictional programs, and project management. The Planning Center has also worked with over 100 local governments in implementing air quality planning goals and requirements.

In November 1995 through a competitive bid process, The Planning Center was chosen as the MSRC’s ZEV "Quick Charge" Outreach Coordinator and was responsible for implementing, including education and outreach, the Corridor Communities Program to establish EV infrastructure throughout the Basin. This effort included development of strategic guidance on the criteria for siting public charging infrastructure, creating a database and mapping system for all public EV charging locations, promoting the program through a series of workshops, and developing resource materials which resulted in 90 public and private entities participating in the "Quick Charge" Program. The Planning Center has received numerous awards from the American Planning Association, including an outreach award in 1997 for its assistance and educational tools provided to local jurisdictions in developing EV public charging infrastructure through public-private partnerships.

Resource Impacts

Health & Safety Code Section 44243(2)(c) requires the AQMD to deposit the discretionary fund revenues "in an account to be used, pursuant to Section 44244, to provide grants to fund projects for the exclusive purpose of reducing air pollution from motor vehicles." Since the monies for these projects will be drawn from this special fund, there would be no fiscal impact on the AQMD’s operational budget.

Attachments

1 - Task 10-Subcontractor Outreach, Evaluation and Selection

2 - Revised Budget, Based on Action Taken by the MSRC on 2/26/98

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