REPORT TO COUNCIL
SUBJECT
Title
Action on an Agreement with Blair, Church & Flynn Consulting Engineers for Design Professional Services for the Citywide Electric Vehicle Charging Stations Installation Project and Related Budget Amendments
Report
BACKGROUND
Over the last several years, Silicon Valley Power (SVP) has led efforts to install Electric Vehicle Charging Stations (EVCS) at various City-owned public and fleet sites including the Central Park Library, City Hall, Mission Branch Library, Northside Branch Library, Senior Center, Park Services Center, Triton Museum, Community Recreation Center, Convention Center, Tasman Garage, Police Station, Street Corporation Yard, and at multiple parks.
To support the future installation of additional EVCS at City-owned public and fleet sites, the City applied for and was awarded funding under SVP’s Municipal Government and Nonprofit EV Charging Station Grant Program. This program supports the electrification of municipal and nonprofit fleets in Santa Clara, advances sustainability and climate action goals through expanded public and workplace Electric Vehicle charging infrastructure and helps reduce citywide emissions.
The Citywide Electric Vehicle Charging Stations Installation Project (Project) proposes to install EVCS at various City-owned public and fleet sites, including at Fire Stations 2, 6, and 8, Mission City Memorial Park, the Don Von Raesfeld Power Plant, the Street Corporation Yard, the Santa Clara Police Department, Central Park Library, the Senior Center, City Hall, and at the Community Recreation Center. The specific improvements, including the Project locations, numbers of chargers, and types of chargers, are subject to refinement and change during the course of the Project based upon further engineering design, available construction budget, and coordination with internal City departments based on needs. The design and construction phase of this Project is being led by the Public Works Department.
In order to prepare the Project for design and public works bidding, the City needs to retain a consultant to provide comprehensive engineering design services.
DISCUSSION
Pursuant to City Code Section 2.105.140(c) and State laws governing procurement of architectural and engineering services, the City followed a qualifications-based selection process. Under this process, proposers are evaluated based on their demonstrated competence and qualifications, and the most qualified proposer(s) is selected, subject to the negotiation of fair and reasonable compensation.
In December 2025, a competitive Request for Proposals (RFP) was published on the City’s e-procurement platform, which was viewed by over 100 members, including consultants, plan rooms, and builder exchanges, among others. Additional firms were able to view the RFP as members of various plan rooms and builder exchanges. Staff also provided direct notifications to consultants who had viewed similar projects in the past.
The City received nine proposals from: Blair, Church & Flynn Consulting Engineers; Glumac, Inc.; Kimley-Horn; NV5 Clean Energy; AECOM; One Asplundh; Watry Design, Inc.; IPS; and Electrical Advantage Engineering. A proposal review panel consisting of staff from the Department of Public Works Design, Field Services, and Fleet divisions evaluated each proposal based on the criteria outlined in the Request for Proposals (RFP), including responsiveness to the RFP, qualifications of the firm, project approach, ability to meet the proposed schedule, and relevant project experience.
Based on the panel’s evaluation, staff recommends awarding the agreement to Blair, Church & Flynn Consulting Engineers (BCF). BCF demonstrated a strong understanding of the Project requirements and presented a comprehensive and effective approach to addressing the services identified in the RFP. BCF also brings extensive engineering experience within California and a proven track record of successfully delivering similar projects.
The proposed Agreement (Attachment 1) includes a negotiated scope of services and fees based upon the understanding of the services required for the Project. The scope of services generally includes preliminary engineering, preparation of construction documents, bidding support, construction support, and project closeout. Staff recommends entering into an agreement with BCF to provide design professional services for the Project. The agreement includes prevailing wage requirements.
ENVIRONMENTAL REVIEW
This action is for design professional services and the action being considered does not constitute a “project” within the meaning of the California Environmental Quality Act ("CEQA") Guidelines section 15378 as the action being considered does not commit the City to undertake the project and future discretionary approvals are required by the City to approve the project for construction. Environmental review in accordance with CEQA will occur as part of the design and approval process.
FISCAL IMPACT
The proposed Agreement is for a total not-to-exceed amount of $1,374,595, consisting of $1,195,300 for basic services and $179,295 for additional services.
Funding for the Agreement is available through the award from SVP’s Municipal Government and Nonprofit EV Charging Station Grant Program. SVP notified the City of approval of approximately $11,000,000 for the Project under the grant program.
Staff recommends establishing a new project titled “Citywide Electric Vehicle Charging Stations Installation Project” in the Public Buildings Capital Fund and transferring $1,484,595 from the Greenhouse Gas Program in the Electric Operating Grant Trust Fund to the new project. This amount will fund the Project’s design phase and includes the total not-to-exceed amount of $1,374,595 for the Agreement plus $110,000 for project delivery costs, including engineering, permit fees, and other design phase costs.
Additional funding necessary for the construction phase of the Project, including the additional appropriation of remaining awarded grant funds, will be brought forward for Council’s consideration at a future date.
Budget Amendment
FY 2025/26
|
|
Current |
Increase/ (Decrease) |
Revised |
|
Electric Operating Grant Trust Fund (Fund 191) |
|
|
|
|
Transfers To |
|
|
|
|
Public Buildings Capital Fund |
$0 |
$1,484,595 |
$1,484,595 |
|
Ending Fund Balance |
|
|
|
|
Greenhouse Gas Program |
$12,068,064 |
($1,484,595) |
$10,583,469 |
|
|
|
|
|
|
Public Buildings Capital Fund (Fund 538) |
|
|
|
|
Transfers From |
|
|
|
|
Electric Operating Grant Trust Fund |
$0 |
$1,484,595 |
$1,484,595 |
|
|
|
|
|
|
Expenditures Citywide Electric Vehicle Charging Stations Installation (New Project) |
$0 |
$1,484,595 |
$1,484,595 |
COORDINATION
This report has been coordinated with the Finance Department, Silicon Valley Power, and the City Attorney’s Office.
PUBLIC CONTACT
Public contact was made by posting the Council agenda on the City’s official-notice bulletin board outside City Hall Council Chambers. A complete agenda packet is available on the City’s website and in the City Clerk’s Office at least 72 hours prior to a Regular Meeting and 24 hours prior to a Special Meeting. A hard copy of any agenda report may be requested by contacting the City Clerk’s Office at (408) 615-2220, email clerk@santaclaraca.gov or at the public information desk at any City of Santa Clara public library.
RECOMMENDATION
Recommendation
1. Approve and authorize the City Manager to execute an agreement with Blair, Church & Flynn Consulting Engineers for design professional services for the Citywide Electric Vehicle Charging Stations Installation Project with maximum compensation not-to-exceed $1,374,595 and a term through December 31, 2031, in a final form approved by the City Attorney;
2. Authorize the City Manager to negotiate and execute amendments to the agreement to make modifications as needed, including time extensions, subject to the compensation limit and appropriation of funds, in final forms approved by the City Attorney; and
3. Approve the following Fiscal Year 2025/26 budget amendments:
A. In the Electric Operating Grant Trust Fund, decrease the Greenhouse Gas Program Ending Fund Balance and establish a transfer to the Public Buildings Capital Fund in the amount of $1,484,595 (five affirmative Council votes required for the use of unused balances); and
B. In the Public Buildings Capital Fund, establish the new Citywide Electric Vehicle Charging Stations Installation Project and recognize a transfer from the Electric Operating Grant Trust Fund and in the amount of $1,484,595 (five affirmative Council votes required to appropriate additional revenue).
Staff
Reviewed by: Craig Mobeck, Director of Public Works
Approved by: Jovan Grogan, City Manager
ATTACHMENTS
1. Agreement