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Home My WebLink AboutORD-2018-032A Budget Amendment #3-A ORD-2018-032 ORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: November 13, 2018 Action Agenda Item No. 8-d SUBJECT: Acceptance of Electric Motorcycle Grant and Approval of Budget Amendment #3-A DEPARTMENT: Asset Management Services, Financial and Administrative Services ATTACHMENT(S): Project Award Letter and Scope of Work INFORMATION CONTACT: Brennan Bouma, (919) 245-2626 Paul Laughton, (919) 245-2152 Charles Blackwood, (919) 245-2922 PURPOSE: To: 1) Accept $12,668 in reimbursement funds from the North Carolina Clean Energy Technology Center (NCCETC) through its “Clean Fuel Advanced Technology (CFAT)” grant program to purchase an electric motorcycle; 2) Approve Budget Amendment #3-A; and 3) Authorize the County Manager to sign the associated funding agreement and any other necessary documentation for the successful completion of this project pending final review by the County Attorney’s Office. BACKGROUND: On July 11, 2018, Orange County staff responded to a request for proposals from the North Carolina Clean Energy Technology Center (NCCETC) for Clean Fuel Advanced Technology (CFAT) 2018 Round 2 grant funding. This grant program is sponsored by the NC Department of Transportation and funded with federal Congestion Mitigation Air Quality funds. The purpose of this grant is to buy down 80% of the difference in cost between a conventional gasoline-powered vehicle and a clean fuel vehicle. Therefore, Orange County would be able to purchase an electric motorcycle for only slightly more than the cost of a conventional motorcycle. With this grant funding, the Orange County Sheriff’s Office proposes to purchase a Zero brand DSRP all-electric Motorcycle with the basic Police Package (lights & paint). This electric motorcycle has a maximum range of 176 miles on a single charge with a top speed of 102 miles per hour, all without the noise of a gasoline engine. The motorcycle would be able to recharge fully in less than 2 hours. 1 The Orange County Sustainability Coordinator will work with the Sheriff’s Office to provide administrative support, tracking, and reporting on this project to estimate and publicize pollution reduction benefits. This motorcycle will expand Orange County’s efforts to protect local air quality and the global climate while expanding the capacity of the Sheriff’s Office to patrol County parks, trails, and greenways along with regular duties in traffic enforcement, funeral escorts, dignitary escorts, and outreach and education events. Electric motorcycles are currently used by dozens of law enforcement entities nationwide, including local examples in Davidson County and the Town of Matthews. The grant project period of performance extends through September 2020, but staff expects to complete the purchase of the motorcycle and ensure it is ready for duty this Spring. FINANCIAL IMPACT: The total cost of the Zero brand DSRP all-electric Motorcycle with the basic Police Package is $22,285. Orange County received approval to use a $6,450 quote on a basic gasoline motorcycle as the base model comparison for the purposes of this grant. The grant will cover 80% of the difference between these costs. The required County match will come from available Drug Forfeiture funds. The base costs are detailed in the chart below: Total Cost – Electric Motorcycle $22,285 Total Cost – Basic Gasoline Motorcycle $6,450 Difference in costs between electric and gasoline $15,835 Grant (80% of difference) Grant Award (80%) Required match from Orange County (20%) $12,668 $3,167 Total cost to Sheriff’s Office $22,285 - $12,668 = $9,617 (optional accessories could add up to $2,000 more) SOCIAL JUSTICE IMPACT: The following Orange County Social Justice Goals is applicable to this item: • GOAL: ENSURE ECONOMIC SELF-SUFFICIENCY The creation and preservation of infrastructure, policies, programs and funding necessary for residents to provide shelter, food, clothing and medical care for themselves and their dependents. The expansion of the County’s electric vehicle fleet supports the growing electric vehicle industry in Orange County and North Carolina which supports jobs and investments in research and development, charging station manufacturing, and electrical contracting. Electric vehicles in Orange County are also able to refuel for less than half of the cost of gasoline. 2 • GOAL: ESTABLISH SUSTAINABLE AND EQUITABLE LAND-USE AND ENVIRONMENTAL POLICIES The fair treatment and meaningful involvement of people of all races, cultures, incomes and educational levels with respect to the development and enforcement of environmental laws, regulations, policies, and decisions. Fair treatment means that no group of people should bear a disproportionate share of the negative environmental consequences resulting from industrial, governmental and commercial operations or policies. Studies have shown that operating an electric vehicle in North Carolina has some of the lowest air quality impacts per mile of any personal or fleet vehicle. Electric vehicles are also the only vehicle that gets cleaner over time since they depend on an electric grid that regulated to be cleaner each year. Improving local transportation-related air quality helps to protect the health of vulnerable populations in Orange County whose health is disproportionately affected by ground- level ozone and other emissions. RECOMMENDATION(S): The Manager recommends that the Board: 1) Accept $12,668 in reimbursement funds from the North Carolina Clean Energy Technology Center (NCCETC) through its “Clean Fuel Advanced Technology (CFAT)” grant program to purchase an electric motorcycle; 2) Approve Budget Amendment #3-A; 3) Authorize the Manager to sign the associated grant funding agreement and any other necessary documentation for the successful completion of this project pending final review by the County Attorney’s Office; and 4) Instruct staff to proceed with the project. 3 College of Egineering N.C. Clean Energy Technology Center Campus Box 7409 Raleigh, NC 27695-7401 919.515.2788 (P) resapienza@ncsu.edu www.nccleantech.ncsu.edu October 10, 2018 Brennan Bouma Orange County Asset Management P.O. Box 8181 137 W. Margaret Lane, Suite 301 Hillsborough NC 27278 Mr. Bouma: We are pleased to inform you that the Orange County application for the purchase of one (1) ZERO Electric Motorcycle received final approval from the program sponsor, the NC Department of Transportation and the Federal Highways Administration. The project award is for an amount up to $12,688.00 with minimum required cost share of 20%. You will receive a statement of work (SOW) within 1 week, based on your application and discussions and modifications that occurred during the application and review process, for review and approval before it is submitted to the NCSU Contracts and Grants office. This is the time to be sure of project parameters, costs and timing. This award is for reimbursement of a fixed amount. If the costs to complete the project exceed that outlined in the SOW, the additional costs will be borne by Orange County. However, if the project costs are less than the estimated budget, the amount reimbursed may not be the full amount of the SOW. The amount reimbursed will be subject to the 20% minimum cost share requirement. It is also important to note that there are several state and federal requirements that need to be met: • “Useful life/replacement standards” requirement for the project as defined per 41 CFR 102.34.270 (up to two years for all leases). Note that lease agreements cannot result in the owner’s acquisition/ownership of the equipment. • “Buy America compliance certification” , all projects need to certify that all purchased components using CFAT funding meet the FHWA Buy America requirements. For FHWA, the requirements are specific to all steel and iron used on a project and states that "all manufacturing processes, including application of a coating, for these materials must occur in the United States" with little exception. (See link below on FHWA Buy America requirement.) FHWA Buy America link: https://www.gpo.gov/fdsys/pkg/CFR-2013-title23- vol1/xml/CFR-2013-title23-vol1-sec635-410.xml 4 College of Egineering N.C. Clean Energy Technology Center Campus Box 7409 Raleigh, NC 27695-7401 919.515.2788 (P) resapienza@ncsu.edu www.nccleantech.ncsu.edu • “Procurement standards” per 2 CFR 200 and the exemptions obtained by the US Department of Transportation, codified at 2 CFR 1201 require the Subrecipient shall follow a competitive procurement process similar to the state regulations for procuring goods and services. When procuring property and services under a Federal award, a state must follow the same policies and procedures it uses for procurements from its non-Federal funds. The state will comply with §200.322 Procurement of recovered materials and ensure that every purchase order or other contract includes any clauses required by section §200.326 Contract provisions. All other non-Federal entities, including subrecipients of a state, will follow §§ 200.318 General procurement standards through §§200.326 Contract provisions. An applicant organization must submit their procurement policies or a description of their procurement process demonstrating a transparent, open and competitive procurement process. Link to 2 CFR 200 and sub-paragraphs (318 through 326 included): https://www.gpo.gov/fdsys/granule/CFR-2014-title2-vol1/CFR-2014-title2- vol1-sec200-320 After the SOW is finalized, we encourage you to issue a press release and take advantage of every opportunity to educate others about your use of alternative fuel(s) and advanced transportation technologies. Along with recognizing the NC Clean Energy Technology Center/NC State University, please acknowledge the NC Department of Transportation. Thanks for your commitment and interest in improving North Carolina’s air quality. We look forward to working with you on successful completion of the project. Sincerely, Richard Sapienza Clean Transportation Program Director NC Clean Energy Technology Center NC State University 5 North Carolina Clean Energy Technology Center 1 2018 ROUND 2 Clean Fuel Advanced Technology (CFAT) Statement of Work Overview & Basic Information Organization Name: Orange County Project Coordinator (first and last name): Brennan Bouma Mailing Address: Orange County Asset Management P.O. Box 8181 137 W. Margaret Lane, Suite 301 City: Hillsborough County: Orange Zip Code: 27278 Telephone: 919-245-2626 Cell Phone: 919-406-4909 Email: bbouma@orangecountync.gov Fax: 919-644-3001 Project Location (if different than mailing address): Orange County Sheriff’s Office 106 E. Margaret Lane Hillsborough, NC Alternate Contact Person (first and last name): Jamison Sykes, Chief Deputy Alternate Contact Person (telephone): 919-245-2913 Alternate Contact Person (email): jsykes@orangecountync.gov Applicant Type (public or private): Public Amount requested ($): $12,688 Matching funds ($) -- minimum 20% of total project cost: $3,167 (plus $6,450 in base costs) Total Project Cost ($) (includes both funds requested and matching funds): $15,835 (plus cost) Percent matching funds of total project cost: 20% Applicable Project Type and Specifics 6 North Carolina Clean Energy Technology Center 2 Alternative Fuel Vehicle (AFV) Purchase Vehicle type (make, model, year): Zero DSRP Electric Motorcycle Dedicated or Bi-Fuel: Dedicated Number of vehicles: 1 Estimated or projected per-vehicle annual mileage: 3,000 miles. This is based on the annual utilization of the Sheriff’s Office’s Harley Davidson motorcycles (2,800 miles) and adding on the duties of patrolling parks, trails, and greenways. Estimated or projected % miles using alternative fuel (bi-fuel or PHEV applications): 100% Conventional fuel type (Diesel or Gasoline): Gasoline Average conventional fuel economy (MPG): 55 mpg This comes from an average of the two types of motorcycles whose duty miles this electric motorcycle will replace. Conventional 1 Suzuki DR-Z400S 65 mpg Conventional 2 Harley Davidson FLHTP 45 mpg Electric ZERO DSRP ZF14.4 (city) 419 MPGe (highway) 172 MPGe Alternative fuel station(s) where vehicle(s) will refuel or recharge (street address): Orange County Sheriff’s Office (110V exterior outlet) 106 E. Margaret Lane Hillsborough, NC OR Orange County Parking Deck (4 Level 2 EV charging stations) Nash and Kollock St Hillsborough, NC 27278 Statement of Work Project Summary: The Orange County Sheriff’s Office will purchase a ZERO DSRP ZF14.4 electric motorcycle (police package). The Orange County Sustainability Coordinator will work with the Sheriff’s Office to provide administrative support, tracking, and reporting on this project throughout the reporting period. Plan for Deliverables Plan for Task #1 Acquisition / Installation of Equipment with Documentation of Work: 7 North Carolina Clean Energy Technology Center 3 Deliverable 1.1: The Orange County Sheriff’s Office will submit copies of paid invoices for all costs associated with project. If submitting more than one invoice for reimbursement, final invoice will be marked as such. If only submitting one invoice, this will be marked as final. Cost share letter will be submitted with final invoice [refer to deliverable 4.1]. Deliverable 1.2: The Orange County Sheriff’s Office will provide a brief description of what was accomplished during acquisition and installation. Plan for Task #2: Usage tracking of project technology/fuel: Deliverable 2.1: The Orange County Sheriff’s will provide at least twelve (12) months of recorded tracking will be provided in acceptable form. Deliverable 2.2 The Orange County Sheriff’s will provide an estimate of technology/fuel usage for additional months to give a total of thirty-six (36) months of actual and estimated combined usage. Zero Motorcycles provides the Zero Motorcycles App that enables a phone-based Bluetooth interface with each of its motorcycles. Among other functionality, this app will allow us to read detailed trip statistics, including “average watt-hours per mile, cost per mile, money saved vs gasoline, and reduced CO2 emissions vs gas” (link). These trip statistics will be recorded regularly and reported quarterly. Plan for Task #3: Public Awareness and Education.: Deliverable 3.1: The Orange County Sheriff’s Office will provide documentation of all Public Awareness and Education activities provided via the quarterly report template provided by the NC Clean Energy Technology Center. Deliverable 3.2: The Orange County Sheriff’s Office will provide NCCETC with contact information of their communication and social media staff. Deliverable 3.3: Copies of all press releases and promotional material used to showcase the project to the public will accompany quarterly reports. All press releases will acknowledge support through the "NC Clean Energy Technology Center at NC State University with federal Congestion Mitigation Air Quality funding provided from the NC Office of Transportation." Deliverable 3.4: Photo of project signage and/ or photo of required vehicle decals will be provided to NCCETC. Deliverable 3.5: The Orange County Sheriff’s Office will provide documentation of participation in NC Smart Fleet initiative. Orange County will promote the project through the local news media and County social media as well as at public forums and functions as appropriate. The NC Dept. Of Transportation and the NC Clean Energy Technology Center will be recognized as project sponsors on all public awareness materials. The Orange County Sheriff’s Office is active on social media and has a reputation for well-vetted innovation. The project will be communicated to their large following. NC Smart Fleet Decals will be affixed to the motorcycle if it meets the duty requirements of the Sheriff’s Office, and if not then the decals will be affixed to the charge points serving the vehicle. In either case, 8 North Carolina Clean Energy Technology Center 4 the Smart Fleet logo will accompany the project promotion on the Orange County Sustainability website. Plan for Task #4 Reporting.: Deliverable 4.1: Cost share documentation on letterhead will accompany final invoice. If more than one invoice, each invoice will include cost share. Deliverable 4.2: The Orange County Sheriff’s Office will submit of quarterly progress reports. Deliverable 4.3: Copies of paid invoices for grant funded project [see Deliverable 1.1] will accompany all requests for reimbursement. Deliverable 4.4 The Orange County Sheriff’s Office will submit a final report summarizing project deliverables. Cost share documentation will accompany the single invoice we expect to produce. The Orange County Sustainability Coordinator will work with Sheriff’s Office Staff to pull the information necessary to provide quarterly updates. Upon completion of the project, a final report will be completed and delivered summarizing the actions taken and their impact. Timeline Final invoicing to NC CETC is to be on or before: August 15, 2019 Final report due: September 30, 2020 Project Term: November 01, 2018 – September 30, 2020 1st Quarter: November 01, 2018--December 31, 2018 ● Receive award notification and obtain approval to receive grant funding. ● Finalize order with Zero Motorcycles. Quarterly reports due: January 15, 2019 2nd Quarter: January 01, 2019—March 31, 2019 ● Receive vehicle. ● Train deputies in the use of the vehicle, the app, and the charging equipment. Quarterly report due: April 15, 2019 3rd Quarter: April 01, 2019– June 30 2019 ● Use vehicle on patrol and continue to optimize its use in the field. Quarterly reports due: July 15, 2019 4th Quarter: July 01, 2019 – September 30, 2019 ● Use vehicle on patrol and continue to optimize its use in the field. ● Educate public about project at annual Earth Evening event. ● Report on first 6 months of usage in news article and through other media Quarterly report due: October 15, 2019 5th Quarter: October 01, 2019– December 31, 2019 ● Use vehicle on patrol. 9 North Carolina Clean Energy Technology Center 5 Quarterly reports due: January 15, 2019 6th Quarter: January 01, 2020 – March 31, 2020 ● Use vehicle on patrol. ● Consider expansion of electric vehicle fleet based on the success of this project within FY21 budget cycle preparations. Quarterly report due: April 15, 2020 7th Quarter: April 01, 2020– June 30, 2020 ● Use vehicle on patrol. ● Educate public about project at annual Earth Evening event Quarterly reports due: July 15, 2020 8th Quarter: July 01, 2020 – September 30, 2020 ● Use vehicle on patrol and continue to optimize its use in the field. ● Report on first 12 months of usage in news article and through other media ● Prepare final report Final report due: September 30, 2020 Budget Expense DescriptionQuantityPer Item CostCFAT FundsCost ShareTotal Itemized equipment ‐$ Zero 18MY DSRP NA ZF14.4 ABS WHIT 1$22,285 ‐$ ‐$ Suzuki DR‐Z400S (Base for comparison)1 6,450$ ‐$ Difference between models 1 15,835$ 12,668$ 3,167$ 15,835$ Project Total 12,668$ 3,167$ 15,835$ % of project total 80%20% 10