REPORT TO THE CITY COUNCIL FROM: GREGORY A. BARFIELD, M.A., Director Department of Transportation BY: ORIE RUBALCAVA, Projects Administrator Department of Transportation SUBJECT ..Title Actions pertaining to software management services for Department of Transportation/Fresno Area Express (FAX) electric vehicle (EV) charging depot (Bid File 12500180) 1. Award a two-year contract, with options for three one-year extensions to Flipturn Inc., for electric vehicle charge management software services at the FAX facilities, in the amount of $40,244.00 for the initial term and option years for the subscription service will remain fixed at a total value of $49,320. Costs for mobile data for the option years will adjust in accordance with the relevant Consumer Price Index (CPI). (Bid File 12500180) 2. Authorize the City Manager or Designee to sign and execute all related documents. ..Body RECOMMENDATION Staff recommends Council: 1. Award a two-year contract, with options for three one-year extensions to Flipturn Inc., for electric vehicle charge management software services at the FAX facilities, in the amount of $40,244.00 for the initial term and option years for the subscription service will remain fixed at a total value of $49,320. Costs for mobile data for the option years will adjust in accordance with the relevant Consumer Price Index (CPI). (Bid File 12500180) 2. Authorize the City Manager or Designee to sign and execute all related documents. EXECUTIVE SUMMARY The Department of Transportation/Fresno Area Express (FAX) owns and operates an electric vehicle (EV) charging depot installed at the Municipal Service Center (MSC), with 23 direct current (DC) fast chargers and 30 level-2 alternating current (AC) chargers. To provide the best means to optimize light- and heavy-duty vehicle charging around fleet schedules, utility time-of-use rates, provide service to external customers, and collect relevant data to report to the California Low Carbon Fuels Standard (LCFS) program, charge management software is essential. The service contract is for two years with three optional one-year extensions, which includes commissioning, access, upgrades, and network connection. A request for proposals (RFP) was issued July 15, 2024, via Bid File Number 12500180, which resulted in six proposal submissions. The Selection Committee evaluated the proposals based on technology, price, presentation on approach to program, financial capacity, and references. After careful examination, the Selection Committee recommended Flipturn Inc. for award. BACKGROUND FAX owns and operates an EV charging depot with 23 DC fast chargers and 30 level-2 AC chargers at the MSC. The charging depot supports FAX's efforts to convert our fleet to zero emission technology and meet the mandates of the California Air Resource Board (CARB) Innovative Clean Transit (ICT) regulation. To provide the best means to optimize light- and heavy-duty vehicle charging around fleet schedules, utility time-of-use rates, provide service to external customers, and collect relevant data to report to the California LCFS program, charge management software is essential. The software solution will provide FAX a means of tracking energy consumption and cost, identify maintenance issues, and operate the chargers remotely. The service contract is for two years with three optional one-year extensions, which includes commissioning, access, upgrades, and network connection. Pricing conditions will remain fixed for the initial term of the contract at a total value of $40,244 and option years for the subscription service will remain fixed at a total value of $49,320. Costs for mobile data for the option years will adjust in accordance with the relevant Consumer Price Index (CPI). An RFP was issued July 15, 2024, via Bid File Number 12500180, and closed on August 20,2024, which resulted in six proposal submissions. The Selection Committee evaluated all five proposals based on the following criteria: Technology - The efficiency and effectiveness of the Contractor's hardware and software to carry out the necessary work as detailed in the Scope of Services as posted in the solicitation. Price - The reasonableness and competitiveness of the total price for services rendered to FAX, the adequacy of source data and information provided to support cost quotes and figures, and the use of industry and government recognized measurements when compiling estimates. Presentation on Approach to Program - The proposed approach to providing the necessary work as detailed in the Scope of Services as posted in the solicitation, based upon the in-person or virtual presentations of each proposer. Financial Capacity - Each Proposer provides information demonstrating the necessary financial resources to satisfactorily complete the period of performance required under this RFP. Relevant financial documents reviewed included audited financial statements, income statements, balance sheets, cash flow projections, tax returns, and bank references. References - Each Proposer provided a minimum of three (3) references, each of whom were contacted to solicit additional references to determine best value. After careful examination, the Selection Committee recommended Flipturn Inc. for award. The Director of Transportation concurs with the recommendation of the Selection Committee. Per Administrative Order (AO) 8-21, Cloud Policy, any department wishing to purchase cloud services for any reason shall engage the Information Services Department (ISD) before any purchase or entering into any agreement. Any cloud service must be reviewed and approved by ISD to ensure security, integrity, availability, manage risk, usability, as well as abide by the City's cloud standards. Flipturn Inc. proposal and product data was submitted to ISD for review and FAX has received concurrence from ISD that Flipturn Inc. satisfies the requirements of AO 8-21. The City Attorney has reviewed the Agreement and approved it to form. ENVIRONMENTAL FINDINGS By the definition provided in the California Environmental Quality Act (CEQA) Guidelines Section 15378 the award of this contract does not qualify as a "project as defined by CEQA. LOCAL PREFERENCE Local preference was not applicable because of federal funding. FISCAL IMPACT There is no impact to the General Fund from this action. Expenses from this contract shall be funded primarily through FTA Program 5307 funds. FAX enterprise funds will make up the required local match. Sufficient appropriations were included and are available in the FAX FY2025 budget. Attachments: Proposal Evaluation Selection Committee Report Sample Contract