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HomeMy WebLinkAboutFSD-023-22Staff Report If this information is required in an alternate accessible format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131. Report To: Planning and Development Committee Date of Meeting: June 13, 2022 Report Number: FSD-023-22 Submitted By: Trevor Pinn, Deputy CAO/Treasurer Reviewed By: Mary-Anne Dempster, CAO File Number: Resolution#: PD-078-22 By-law Number: Report Subject: 2022 Municipal EV Charge Stations Recommendations: 1.That Report FSD-023-22 be received; 2.That eight Electric Vehicle (EV) charge stations be installed on municipal properties in 2022, as guided by the Clarington EV Action Plan (EVAP). 3.That funds in the amount of $65,000 be allocated to this project from the Municipal Capital Works Reserve Fund. 4.That Staff be authorized to single-source these eight stations to Xavier Canada Corporation, to integrate with the existing EV charging infrastructure already completed in 2021 and 2022; and 5.That all interested parties listed in Report FSD-023-22 and any delegations be advised of Council’s decision. Municipality of Clarington Page 2 Report FSD-023-22 Report Overview This report seeks approval from Council to install eight Electric Vehicle (EV) charge stations on municipal properties as guided by the Clarington EV Action Plan (EVAP), to take advantage of the Zero Emissions Infrastructure Program Grant which will cover 50% of the purchase and installation costs of the stations. To complete this work in 2022, staff recommend funds in the amount of $65,000 be allocated to this project from the Municipal Capital Works Reserve Fund and that Xavier Canada Corporation be contracted to complete the work to integrate with the existing EV charging infrastructure already completed in 2022. 1. Background 1.1 In 2021, the cost of eight level two Electric Vehicle (EV) charging stations was budgeted by Planning and Development Services Department to fuel municipal fleet vehicles for building inspectors. 1.2 Specifications and drawings for the electrical work required to complete the supply and installation of the eight EV charging stations at Garnet B. Ricard for fleet were provided by the Public Works Department. 1.3 Quotation Q2021-33 was prepared and issued by the Purchasing Services Division. The tender was posted electronically on the Municipality’s website. Notification of the availability of the document was also posted on the Ontario Public Buyers Association’s website. 1.4 Thirty-three (33) companies downloaded the quotation document. Six (6) submissions were received, and all were deemed compliant. 1.5 As mutually agreed between Public Works and Purchasing, the award for Q2021-33 was made to the lowest compliant bidder meeting all specifications – Xavier Canada Corporation. 1.6 In early 2022, Clarington received notice that it was successful in its submission to the Zero Emissions Infrastructure Program, which will cover the 50% of all the costs associated with the purchase and installation of up to 18 EV stations, to a maximum of $5,000 per charge point. This includes the eight stations that were already approved in the 2021 annual budget. 1.7 In March, 2022 Council approved the Clarington 5-year EV Action Plan (EVAP), which guides the Municipality’s corporate transition to EVs over the next five years (2022 to 2026) and identifies ideal locations for EV charging infrastructure for both fleet and the public. Municipality of Clarington Page 3 Report FSD-023-22 2. Analysis 2.1 This report seeks funding to cover the Municipality’s portion of eight additional EV charge points, as guided by the Council-approved EVAP, which have been approved for subsidy under the ZEVIP Program. 2.2 The total funds required for this project is $105,000, which includes grant funding of up to $40,000 from the Government of Canada. 2.3 Staff recommend that the Municipality’s portion of the funds required to undertake this work, in the amount of $65,000, be allocated to this project from the Municipal Capital Works Reserve Fund. Description Amount Municipal Capital Works Reserve Fund $65,000 NRCAN Grant $40,000 Total Funds Required $105,000 2.4 This report also seeks approval to single source these eight charge points from the current provider, Xavier Canada Corporation, to take advantage of their expertise and the infrastructure already in place throughout the Municipality. Xavier Canada Corporation was the low bidder on the previous tender call. 2.5 Xavier Canada Corporation has agreed to honor established unit rates outlined in their most recent award (Q2021-33) for the civil components and charging units and has provided pricing for the electrical work which is in line with their low bid approved in 2021. 2.6 Issuing this work during the summer of 2022 will ensure this work is completed during the summer months to take advantage of the current grant funds available, which must be completed by December 2022. Municipality of Clarington Page 4 Report FSD-023-22 3. Concurrence This report has been reviewed by the Directors of Planning and Development Services and Public Works who concur with the recommendations. 4. Conclusion 4.1 The Municipality has a Council-approved EV Action Plan, which clearly outlines the pathway to electrify the municipal fleet and provide EV charging unfractured to the Public on Municipal properties. 4.2 The Municipality has been approved for a ZEVIP grant, which covers the 50% of the costs associated with the installation of 18 EV charge station (up to $5,000 per charge point), as outlined in the EVAP. 4.3 It is respectfully recommended that the Municipality allocate funds to cover the Municipality’s portion of the cost for eight additional EV charge stations on Municipal properties, which will be partially funded by the ZEVIP program. 4.4 It is also respectfully recommended that Xavier Canada Corporation, be awarded the contract for the works associated with the installation of the additional EV charge stations. Staff Contact: Doran Hoge, Energy and Climate Change Response Coordinator, 905-623- 3379 ext.2429 or dhoge@clarington.net. Attachments: Not Applicable Interested Parties: There are no interested parties to be notified of Council's decision.