Microgrid/CARB Fleet Electrification Consultant

Project Title Microgrid/CARB Fleet Electrification Consultant Invitation # RFP 23-003-3200 Bid Posting Date 10/12/2023 11:15 AM (PST) Project Stage Bidding Bid Due Date 11/15/2023 2:00 PM (PST) Response Format Electronic Project Type RFP (Request for Proposal) Response Types Cost File Response File General Attachment Type of Award Lump Sum Categories 237990 - Other Heavy and Civil Engineering Construction 541330 - Engineering Services 541620 - Environmental Consulting Services 91897 - Utilities: Gas, Water, Electric Consulting 91016 - Energy Conservation Services (Including Audits) 91841 - Energy Conservation Consulting 91842 - Engineering Consulting 91831 - Consulting: Construction 92533 - Engineer Services, Professional 91341 - Construction, Power Line (Incl Installation, Maintenance, Repair) 92531 - Electrical Engineering (Incl Cogeneration Design Services) 92532 - Electronic Engineering 92534 - Energy Management Engineering 92500 - Engineering Services, Professional 90700 -

Architectural and Engineering Services, Non-Professional License Requirements Department Purchasing Address 38300 Sierra Highway, Suite D Palmdale, California 93550 County Los Angeles Bid Valid 120 Days Liquidated Damages Estimated Bid Value TBD Start/Delivery Date Spring 2023 Project Duration TBD Bid Bond Bid Bond 0.00% Payment Bond 0.00% Performance Bond 0.00% Pre-Bid Meeting Information Pre-Bid Meeting No Online Q&A Online Q&A Yes Q&A Deadline 11/07/2023 5:00 PM (PST) Contact Information Contact Info Matthew Harris 661-267-5444 purchasing@cityofpalmdale.org Bids to Purchasing Division Owner's Agent Public Works - Innovation & Environmental Description Scope of Services Introduction: (Microgrid/CARB Fleet Electrification Study Consultant) The City of Palmdale is seeking a consultant to provide studies and feedback on the potential to add a microgrid to support fleet electrification. The selected consultant shall commence with the City by creating an Infrastructure Plan for Fleet Electrification, which will provide a detailed roadmap for supporting the conversion of the City’s fleet to zero emissions. Shifting the City fleet to zero-emission vehicles (ZEV) will help meet sustainability goals and help the City comply with applicable State mandates. Fleet electrification is expected to reduce the City’s carbon footprint significantly. To support this transition, sufficient charging infrastructure needs to be assessed and installed (Separate Solicitation following study), which includes the need for a microgrid at our Maintenance Yard; 39110 3rd St E, Palmdale, CA 93550. While the expectation is all fleet vehicles would be able to move to electric, there will be a need for some vehicles to transition to other zero or low-carbon alternatives, such as hydrogen fuel cell. In this case, fueling infrastructure would need to be addressed since there is no current existing hydrogen fueling infrastructure in Palmdale. For the facility’s microgrid, the City seeks feedback on the benefits and/or drawbacks of a diversified approach to addressing its energy needs, such as solar, storage, renewable natural gas (RNG), etc. In addition to the charging infrastructure needed for City fleet vehicles at the maintenance yard, there is and will continue to be a need for an EV charger network to support the vehicles with their daily operations. The proposed Infrastructure plan shall include an analysis of the existing infrastructure at the Maintenance Yard, as well as recommendations and costs for the infrastructure required to support an all-electric City fleet. The Infrastructure Plan shall include the specific details for a microgrid at the Maintenance Yard. Fleet electrification is expected to occur per the California Air Resources Board (CARB) required deadlines and therefore the plan will need to include details on the number of Electric Vehicle Supply Equipment (EVSE) needed at each facility over that timeframe to ensure a reliable charging network. It is the City’s intent that once this Infrastructure plan is complete, it will allow for a more efficient implementation of the electric vehicle infrastructure needed to support full fleet electrification. Background: The City of Palmdale currently has over 200 vehicles in its fleet, most of which are housed and expected to be charged in our Maintenance Yard. The transition to lower emission vehicles is underway with 90 heavy duty vehicles being transitioned to electric starting in January 2024. Additional battery electric vehicles are planned, which would preferably be charged at the City’s Maintenance Yard, though infrastructure needs are a critical factor in determining the pace of the transition. The current EVSE infrastructure at City facilities is listed below. Not all City facilities will require charging infrastructure for fleet vehicles, as most fleet vehicles are housed at the Maintenance Yard. However, charging for fleet vehicles through the course of their daily routines should be considered in this plan. Other Details The Selected Consultant shall provide the following: 1. Palmdale Fleet ZEV Conversion a. High-Level Vehicle Conversion Review i. The consultant will review Palmdale’s current fleet vehicles and make overall recommendations on the fleet’s ZEV conversion, relating the information to the fleet’s infrastructure needs. b. Filing for Postponement i. Identify any needs and pathways for postponement of Palmdale’s compliance deadlines. California Air Resources Board (CARB) has several ZEV compliance dates set. The consultant shall identify those dates and recommend any filings, or actions, with CARB or other entities where Palmdale will benefit from a change in deadline. c. Capacity Review i. Calculate the Maintenance Yard’s capacity to support additional electrical load from charging operations, identify potential grid impacts, and note any backup generator needs or other energy storage methods needed for emergency response or to minimize the impact of additional load to the grid during peak system usage. These calculations should take the additional loads of the vehicles, plus approximately 100 small electric tools to be added, and any other recommendations during the study. Coordinate with Palmdale staff as needed. d. Technology Review i. Present different technology options for a microgrid to be installed in Palmdale’s Maintenance Yard. This includes energy storage and energy generation options, along with backup energy options, which fit in this location. The energy load of the fleet, square footage of space, CARB ZEV compliance, and funding opportunities should be considered while reviewing available technologies. 1. Hydrogen Use – Consultant to provide a review of hydrogen technologies and their potential for use for various types of vehicles and for providing energy in a microgrid and/or other similar capacity. 2. Consultant is to offer a cost and operating comparison between electric and hydrogen vehicles. e. Needs Assessment and Gap Analysis i. The consultant will identify the projected number and location profile of electric vehicle charging stations needed at the Maintenance Yard. The consultant will also identify the gap between the existing infrastructure and forecasted future needs. Cost estimates should include, but not be limited to; purchasing and installing charging stations, purchasing and installing any distributed generation such as solar/storage for supporting increased electrical load, upgrading electrical infrastructure to ensure sufficient capacity, and addressing backup generator needs. f. Financing Mechanisms and Strategies i. The consultant will identify and analyze financing mechanisms which could accelerate the transition of Palmdale’s fleet vehicles to ZEV. Potential funding sources shall be identified, prioritizing infrastructure for the fleet charging. Considering the increased competition for the identified funding sources, the Consultant shall work with the City to create strategies to better compete for the funding. g. Future Staffing Needs i. Consultant to prepare a staffing plan to determine the needs of Maintenance and for the City’s Community Choice Aggregation (CCA) program named Energy for Palmdale’s Independent Choice (EPIC). 1. Will EPIC require a position or a portion of a position to manage the proposed microgrid? 2. Will Maintenance need a position or a portion of a position to charge and/or fuel all proposed ZEVs and battery-powered equipment? Will maintenance and upkeep of all ZEV and charging equipment needed require a position or a portion of a position? h. Phased Master Plan i. Develop up to two alternative phasing and implementation strategies for City staff to review. Prepare a recommended implementation plan and charging strategy, utilizing input given by City staff. Compile existing conditions, needs assessment, gap analysis, cost estimates, and financing strategy into draft Master Plan Document for City staff and present final Plan to City Management, and potentially C Notes Special Notices Local Programs & Policies Place eBid