REPORT TO COUNCIL
SUBJECT
Title
Action on the Scope of Work with CLEAResult Consulting, Inc. for electrification consulting services and increase in maximum compensation for the shared service agreement with the Northern California Power Agency (NCPA)
Report
COUNCIL PILLAR
Deliver and Enhance High-Quality Efficient Services and Infrastructure
BACKGROUND
On March 1, 2022, the City of Santa Clara (City) entered into Confirmation No. 0236 with the Northern California Power Agency (NCPA) to have CLEAResult Consulting, Inc. (CLEAResult) implement Silicon Valley Power’s (SVP) Electric Vehicle (EV) Charging Technical Assistance Program (EV Technical Assistance Program) and provide electrification consulting services under the NCPA Support Services Program Agreement. The EV Technical Assistance Program provides 1-on-1 support to multifamily and commercial property owners to implement EV charging infrastructure. EV Technical Assistance Program participants receive a custom EV Charging Planning Report that recommends one or more installation options, cost estimates, and site layouts. CLEAResult also assists EV Technical Assistance Program participants to apply for rebates. The City approved Amendment No. 1 to Confirmation No. 0236 on January 24, 2024 increasing the budget to $417,723 and extending services through December 2025.
To date, CLEAResult has enrolled 37 commercial and multifamily property owners including the Santa Clara Unified School District into the site assessment portion of the EV Charging Technical Assistance Program. SVP has also hosted four educational workshops. CLEAResult has been pivotal in moving 22 projects through the project implementation pipeline, which begins with EV infrastructure planning.
Separately, in January 2021, the City developed a Fleet Electrification Plan including SVP. This plan outlines steps, both short and long-term, to switch the City's fleet to zero-emission vehicles. It assigns specific departments to carry out these steps and the timelines needed for implementation. In 2023, California legislators passed the Advanced Clean Fleets (ACF) Regulation requiring state and local government and private fleets to ensure 50 percent of vehicle purchases are zero-emission beginning in 2024 and 100 percent of vehicle purchases are zero-emission by 2027. The City’s Fleet Electrification Plan will be updated to reflect the new ACF compliance requirements. Currently, SVP’s EV Charging Technical Assistance does not provide customer fleet electrification planning support. The proposed modified scope with CLEAResult will support implantation of the Fleet Electrification Plan.
DISCUSSION
SVP recommends that fleet planning services be added to the task order with CLEAResult so that CLEAResult can provide a comprehensive EV program that coordinates both EV infrastructure and fleet electrification planning. Integrated planning provides customers with holistic support, including access to workshops, personalized guidance, and essential planning tools.
The added services are as follows:
• Medium-Heavy Duty Fleet Electrification Workshop Series: City fleet operators will attend six workshops and receive tools and templates to complete a fleet electrification roadmap. Participants will receive 1-on-1 support to develop their fleet electrification plans. These workshops will help fleet operators plan proactively for integrating medium and heavy-duty fleets into the grid, and they will also be beneficial for distribution and capacity planning.
• Customer-facing Fleet Planning Engagement Tool “ChooseEV”: This is an online education hub for fleet operators to compare vehicle models, estimate fleet conversion savings, identify incentives (such as rebates), and estimate EV charging needs. The ChooseEV tool allows SVP to identify potential fleet operators interested in transitioning their fleet to electric vehicles.
• City of Santa Clara Fleet Electrification Plan Refresh: CLEAResult will update the City’s plan to align with new state regulations and goals. This update will help revise cost estimates, identify where fleet chargers are needed and adjust the transition schedule to meet new regulations and technological advancements.
Staff recommends a three-year term, subject to the term of the NCPA shared services agreement with CLEAResult.
ENVIRONMENTAL REVIEW
The action being considered does not constitute a “project” within the meaning of the California Environmental Quality Act (“CEQA”) pursuant to section 15378(b)(5) of Title 14 of the California Code of Regulations in that it is an administrative activity that will not result in direct or indirect physical changes in the environment.
FISCAL IMPACT
The additional cost of expanding the Scope of Work with CLEAResult will not exceed $212,730, increasing the not-to-exceed maximum compensation from $417,723 to $630,453. Funding for this contract was included in the Electric Department’s FY 2024/25 Operating budget in the Electric Operating Grant Trust Fund.
COORDINATION
This report has been coordinated with the Finance Department and 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 <mailto:clerk@santaclaraca.gov> or at the public information desk at any City of Santa Clara public library.
RECOMMENDATION
Recommendation
Authorize the City Manager to execute an Amended Confirmation No. 0236, in substantially the form attached to this Report to Council, with CLEAResult for EV Charging Outreach and Technical Assistance under a shared service agreement with the Northern California Power Agency increasing the maximum budget by $212,730 (from $417,723 to $630,453) for an additional term of up to three years, subject to the review and approval as to form by the City Attorney.
Staff
Reviewed by: Manuel Pineda, Chief Electric Utility Officer
Approved by: Jovan D. Grogan, City Manager
ATTACHMENTS
1. SVP CLEAResult Amended Statement of Work
2. City of Santa Clara Fleet Electrification Plan