HomeMy WebLinkAbout _ 4.5(b)--Authorize Grant Application Seeking EECBG Program Funds
CITY OF REDDING
REPORT TO THE CITY COUNCIL
Recommendation
Authorize the following relative to a grant submittal to the U.S. Department of Energy’s Energy
Efficiency and Conservation Block Grant Program:
(1) Authorize the Redding Electric Utility Director, or designee, to submit a grant application
for $149,160 to fund a comprehensive City-wide Zero Emission Vehicle Replacement
and Infrastructure Plan and prepare all documentation and informational sheets necessary
for the Energy Efficiency and Conservation Block Grant Program with the U.S.
Department of Energy; and
(2) Authorize the Redding Electric Utility Director to sign and execute all documentation,
including a funding agreement and any future amendments, to facilitate the grant should
it be awarded.
Fiscal Impact
The U.S. Department of Energy’s Energy Efficiency & Conservation Block Grant (EECBG)
Program has allocated $149,160 to the City of Redding (City). Authorization to apply for
EECBG Funds will have a minimal fiscal impact, as the City expects total project/program costs
not to exceed the $149,160 award. The recommendation has no financial impact on the General
Fund.
Alternative Action
The City Council may choose not to apply for the funds, or provide alternative direction to staff.
MEETING DATE: April 18, 2023
ITEM NO. 4.5(b)
FROM:
***APPROVED BY***
nzettel@cityofredding.org
btippin@cityofredding.org
SUBJECT: 4.5(b)--Authorize the Submittal of a Grant Application to the U.S Department of
Energy's Energy Efficiency and Conservation Block Grant Program
Nick Zettel, Director of
Redding Electric Utility
Report to Redding City Council April 12, 2023
Re: 4.5(b)--Authorize Grant Application Seeking EECBG Program Funds Page 2
Background/Analysis
The pending Advanced Clean Fleet (ACF) Rule, issued by the California Air Resources Board,
requires 50 percent of new medium and heavy-duty vehicles (MDV & HDV) to be zero-emission
vehicles (ZEV), and 100 percent of new purchases must be ZEV starting in 2027. Some counties,
such as Shasta, have a low-population exemption and are given an extension to 2027. However,
at that time, 100 percent of new MDV/HDV public fleet purchases must be zero-emission.
The City currently has 229 fleet vehicles that will be potentially subject to the ACF Rule; 163 are
scheduled to reach or surpass their life expectancy before the rule becomes effective in 2027.
Any MDV/HDV fleet replacement beyond January 1, 2027, must be 100 percent ZEV.
The U.S. Department of Energy, through the EECBG Program, made funds available to eligible
local governments to cut carbon emissions, improve energy efficiency, and reduce energy use.
Staff intends to use the EECBG funds to hire Frontier Energy, Inc., to provide an implementable
Fleet Replacement and Infrastructure Plan that will guide the City in complying with federal and
state regulatory obligations and support the conversion of the City’s fleet to ZEV. The draft
consulting and professional services contract is attached for reference. The City Attorney has
reviewed and approved the Grant Pre-Award Sheet.
Environmental Review
This action is not a project as defined under the California Environmental Quality Act (CEQA),
and no further action is required.
Council Priority/City Manager Goals
• Government of the 21st Century – “Be relevant and proactive to the opportunities and
challenges of today’s residents and workforce. Anticipate the future to make better
decisions today.”
Attachments
EECBG Pre-Award_Information_Sheet
Frontier ZEV Contract
EECBG PROGRAM PRE-AWARD INFORMATION SHEET
Each Energy Efficiency and Conservation Block Grant (EECBG) Program recipient shall provide the following
information on behalf of itself and all subrecipients and certify that the information is accurate and complete.
Recipients may choose to provide this information in whatever format they like, as this form is optional.
EECBG Program recipients representing local and tribal entities may select from two options: 1) a grant or 2) a
voucher for technical assistance and/or equipment rebates. EECBG Program recipients choosing a grant must
provide data requested in sections 1 through 8 below. EECBG Program recipients choosing a voucher may skip
sections 4 through 7. Please submit this form to the EECBG Program Inbox: eecbg@hq.doe.gov.
SECTION 1: CONTACT & LOCATION INFORMATION (All recipients)
Recipient Name: Award Number:
UEI: DUNS
(if applicable):
Business Officer: BO Phone
Number/Email:
Principal
Investigator (PI):
PI Phone
Number/Email:
A. TYPE OF ORGANIZATION – Please indicate the type of organization of the Recipient by selecting one of the
following:
☐Local Government
☐Tribal Government
☐State
B.LOCATION AND CONGRESSIONAL DISTRICT
List the address and Congressional district(s) for the primary location where the grant will be performed.
Street Address:
City:
State:
Zip:
Congressional District(s):
SECTION 2: GRANT OR VOUCHER (All recipients)
EECBG Program recipients representing local and tribal entities must select whether to receive their EECBG Program
award in the form of a grant or a voucher for technical assistance and/or equipment rebates. Please indicate your choice
here. All States & Territories must select “Grant.” (Select one option) [response to this question is non-binding]
☐Voucher for Technical Assistance
☐Voucher for Equipment Rebate
☐Voucher for both Technical Assistance and Equipment Rebate
☐Grant
Page 2 of 10
SECTION 3: BUSINESS ASSURANCES (All recipients)
A.DISCLOSURE OF POTENTIAL IMPROPRIETIES
Below, please disclose if any of the following conditions exist. If the answer to any question (a) through (g) below is
yes, provide a detailed explanation in an attachment to this form.
a.Is the proposed Recipient, Subrecipient(s), or any of the Recipient’s or Subrecipient’s principals1 under
investigation for or charged with a covered offense2?
☐Yes
☐No
b. Has the proposed Recipient, Subrecipient(s), or any of the Recipient’s or Subrecipient’s principals been
convicted of a covered offense in the last five years or had a civil judgment rendered against them for one
of those offenses in that time period?
☐Yes
☐No
c.Is the proposed Recipient, Subrecipient(s), or any of the Recipient’s or Subrecipient’s principals under
investigation for potential violation of U.S. export control laws and regulations, or has the proposed
Recipient, Subrecipient(s), or any of the Recipient’s or Subrecipient’s principals been convicted of any
violations of U.S. export control laws and regulations?
☐Yes
☐No
d. Is the proposed Recipient or Subrecipient(s) under investigation for potential violations of the Drug-Free
Workplace Act of 1988, or has the proposed Recipient or Subrecipient(s) been convicted of any violations
of the Drug-Free Workplace Act of 1988?
☐Yes
☐No
e.Is the proposed Recipient, Subrecipient(s), or any of the Recipient’s or Subrecipient’s principals under
investigation for research misconduct, or has the proposed Recipient, Subrecipient(s), or the Recipient’s
or Subrecipient’s principals been convicted of research misconduct?
☐Yes
☐No
f.Has any Federal Agency recommended or initiated proceedings against the proposed Recipient,
Subrecipient(s), or the Recipient’s or Subrecipient’s principals for suspension or debarment, or is the
proposed Recipient, Subrecipient(s), or the Recipient’s or Subrecipient’s principals debarred, suspended,
publicly banned from doing business with the Federal government, or otherwise declared ineligible from
1 For this form, “principal” means: (1) An officer, director, owner, partner, PI, or other person (as defined in 2 C.F.R. 180.95) within
the Project Team with management or supervisory responsibilities related to this project and any resulting transaction; or (2) A
consultant or other person, whether or not employed by the Recipient, Subrecipient, or their principals, or paid with Federal funds, who
(a)is in a position to handle Federal funds, (b) is in a position to influence or control the use of those funds, or (c) occupies a technical
or professional position capable of substantially influencing the development or outcome of an activity required to perform the
transaction, including but not limited to, any Co-PIs.
2 For this form, “covered offenses” include: (1) Commission of fraud or a criminal offense in connection with obtaining, attempting to
obtain, or performing a public or private agreement or transaction; (2) Violation of Federal or State antitrust statutes, including those
proscribing price fixing between competitors, allocation of customers between competitors, and bid rigging; (3) Commission of
embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, tax evasion, receiving stolen
property, making false claims, or obstruction of justice; or (4) Commission of any other offense indicating a lack of business integrity
or business honesty that seriously and directly affects the Recipient’s present responsibility.
Page 3 of 10
receiving Federal Contracts, subcontracts or financial assistance?
☐Yes
☐No
g.Is the proposed Recipient or Subrecipient(s) delinquent on federal debt or insolvent or at risk of
insolvency or have the proposed Recipient or Subrecipient(s) filed for bankruptcy in any domestic or
foreign jurisdiction?
☐Yes
☐No
B.POTENTIAL CONFLICTS OF INTEREST
1.Financial Conflicts of Interest. The Recipient must disclose in writing any managed or unmanageable
financial conflicts of interest involving a member of the project team (i.e., Investigators) and include
sufficient information to enable DOE to understand the nature and extent of the financial conflict, and to
assess the appropriateness of the non-Federal entity's management plan. See Section V(b)(3) of the DOE
Interim Conflict of Interest Policy. As part of this DOE funded project, does the recipient or any
subrecipients have any managed or unmanageable financial conflicts of interest involving a member of
the project team (i.e., Investigators)?☐No☐Yes. If yes, in a separate attachment, the Recipient must provide relevant disclosures/supporting
documentation as required by the DOE Interim Conflict of Interest Policy Section V(b)(3).
C.Organizational Conflicts of Interest 3. The Recipient must disclose in writing any potential or actual
organizational conflict of interest to DOE. See DOE Interim Conflict of Interest Policy Section VI and 2
CFR 200.318 for more information. As part of this DOE funded project, does the recipient or any
subrecipients intend to engage in a procurement with a parent, affiliate, or subsidiary organization that is
not a state, local government, or Indian tribe?
☐No
☐Yes. If yes, in a separate attachment, the Recipient must provide relevant disclosures/supporting
documentation as required by the DOE Interim Conflict of Interest Policy Section VI.
**Recipients choosing a voucher may skip to Section 8**
SECTION 4: PAYMENT INFORMATION (Grant recipients only)
Provide (1) the awardee seven-digit ASAP (Automated Standard Application for Payment System) ID number that is
under the DOE / Golden Field Office (GO) Agency Locator Code (ALC) and Region Code (#8900-0001-04) if available;
(2) the name, phone number and email for the ASAP / Payments Contact Person; and (3) indicate whether the preferred
payment method is by advance or reimbursement.
1)ASAP Number:
2)ASAP/Payments Contact Person:
3) The preferred payment method is:
3 Organizational Conflict of Interest means a situation where because of relationships with a parent company, affiliate, or subsidiary organization, the non-Federal entity
is unable or appears to be unable to be impartial in conducting a procurement action involving a related organization. 2 CFR 200.318(c)(2).
Page 4 of 10
SECTION 5: PERFORMANCE AND FINANCIAL INFORMATION REQUEST (Grant recipients only)
Before providing this information, please read the ADDITIONAL INFORMATION at the end of this form. Each field
identified below must be completed.
1.Has the Recipient had prior Federal awards?☐Yes ☐ No
If Yes:
Is the Recipient up to date on all reporting requirements on all other current and ☐Yes ☐ No
prior awards, including submitting acceptable final technical reports, with other
Federal or non-Federal organizations? If you check No to this question, please
attach an explanation.
2a. Has the Recipient had an independent Single Audit or independent Compliance ☐Yes ☐ No
Audit per Federal regulations, or had a prior Defense Contract Audit Agency (DCAA) Audit performed?
(Please see attached instructions regarding Independent Audit requirements.)
2b. Has the Recipient undergone a Financial Audit within the last 3 years? ☐Yes ☐ No
If Yes to either 2a. or 2b.:
a.A copy of the audit is attached to this form.☐Yes ☐ No
b. An electronic copy of the audit was provided with application package.☐Yes ☐ No
An electronic copy of the audit can be found at
If audit was not provided, please explain why it has not been completed and/or provided:
3.Recipient’s fiscal year end date is
4a. Identify the Federal Agency providing the preponderance of funding from ALL Government Awards which the
Recipient’s organization is/was the prime recipient, including any DOE Awards.
Provide Agency name, Cognizant Agency point of contact (individual in charge of negotiating billing rates),
phone number, and e-mail.
(If the Recipient’s organization has a DCAA contact, please provide this information in 4(c) below):
Agency:
Point of Contact:
Phone/Email:
4b. DCAA Contact Information:
DCAA Office:
Point of Contact:
Phone/Email:
Page 5 of 10
SECTION 6: FINANCIAL MANAGEMENT SYSTEM – ACCOUNTING SYSTEM SURVEY (Grant
recipients only)
To qualify for Financial Assistance, compliance with 2 CFR 200 as amended by 2 CFR 910 is required. This includes
assurance of an adequate accounting system for estimating, accounting and billing for governmental funding received.
Please complete the checklist below as assurance of this requirement.
For additional information, please visit https://www.dcaa.mil. Please refer specifically to the “Pre-award Accounting
System Adequacy Checklist” under CUSTOMERS-->Checklists and Tools.
Yes No NA
1.Is the Accounting System in accordance with Generally Accepted Accounting Principles
applicable to the circumstances and associated applicable Federal regulations?☐☐ ☐
2.Accounting System provides for:
a. Segregation of direct costs from indirect costs.☐☐ ☐
b. Identification and accumulation of direct costs by project.☐☐ ☐
c.A logical and consistent method for the allocation of indirect costs to intermediate
and final cost objectives. (Project line items are final cost objective)☐☐ ☐
d.Accumulation of costs under general ledger control.☐☐ ☐
e.A timekeeping system that identifies employees’ labor by intermediate and final
cost objective (i.e., project level, division level).☐☐ ☐
f.A labor distribution system that charges direct and indirect labor to appropriate
cost objectives.☐☐ ☐
g.Interim (at least monthly) determination of costs charged to a project through
routine posting of books of account.☐☐ ☐
h.Excluding costs charged to Government projects which are not allowable in terms
of FAR 31, Contract Cost Principles and Procedures, or other provisions.☐☐ ☐
i.Identification of costs by project line item and by units (as if each unit or line item
were a separate project) if required by the proposed award.☐☐ ☐
3.Is the Accounting System designed, and are the records maintained in such a manner that
adequate, reliable data are developed for use in developing cost proposals?☐☐ ☐
4.Is the Accounting System currently in full operation?☐☐ ☐
SECTION 7: REPRESENTATION/CERTIFICATION (Grant recipients only)
Certification of the information is required by the organization’s authorized representative
☐I certify that I have registered in the System for Award Management (SAM).
☐I certify that I have registered in FedConnect.net in order to receive award documentation.
☐I certify that all subrecipient cost information has been reviewed, and that all subrecipient costs are reasonable,
allowable, and allocable in accordance with the applicable cost principles. All subrecipient budget documents
should be available upon DOE request.
Page 6 of 10
☐I certify that all direct costs proposed in the application (under the personnel, travel, equipment, supplies,
contractual, construction, and/or other direct costs categories) are direct to the project and are not duplicated in the
proposed indirect costs.
☐I certify that the processes undertaken to solicit any subrecipients, subawards, subcontracts and vendors comply
with our organization’s written procurement procedures as outlined in “Procurement Standards” 2 CFR 200.317
through 2 CFR 200.326 inclusive.
☐I certify the Recipient:
(1)Has in effect an up-to-date, written, and enforced administrative process to identify and manage conflicts of
interest with respect to all projects for which financial assistance funding is sought or received from DOE;
(2) Shall promote and enforce Investigator compliance with DOE’s Interim Conflict of Interest (COI) Policy's
requirements including those pertaining to disclosure of significant financial interests;
(3)Shall manage financial conflicts of interest and provide initial and ongoing financial conflicts of interest reports
to DOE;
(4)Agrees to make information available, promptly upon request, to DOE relating to any Investigator disclosure of
financial interests and the Recipient’s review of, and response to, such disclosure, whether or not the disclosure
resulted in the Recipient’s determination of a financial conflict of interest; and
(5)Shall fully comply with the requirements of the DOE Interim COI Policy.
SECTION 8: SIGNATURES (All recipients)
I, the Authorization Official named below, represent by my signature that I am authorized to certify this information
on behalf of the Recipient. I certify to the best of my knowledge and belief that the information contained in this Pre-
Award Information Sheet is true, complete and accurate. I understand that any false, fictitious, or fraudulent
information, misrepresentations, half-truths, or omissions of any material fact, may subject me to criminal, civil or
administrative penalties for fraud, false statements, false claims or otherwise. (18 U.S.C. §§ 1001 and 287, and 31
U.S.C. 3729-3730 and 3801-3812). I further understand and agree that (1) the statements and representations made
herein are material to DOE’s funding decision, and (2) I have a responsibility to update the disclosures during the
period of performance of the award should circumstances change which impact the responses provided above.
Name:
Title:
Signature of Authorized
Official:
Date:
I, the Principal Investigator named below, certify to the best of my knowledge and belief that the information
contained in this Pre-Award Information Sheet is true, complete and accurate. I understand that any false, fictitious, or
fraudulent information, misrepresentations, half-truths, or omissions of any material fact may subject me to criminal,
civil, or administrative penalties for fraud, false statements, false claims or otherwise. (18 U.S.C. §§ 1001 and 287,
and 31 U.S.C. 3729-3730 and 3801-3812). I further understand and agree that (1) the statements and representations
made herein are material to DOE’s funding decision, and (2) I have a responsibility to update the disclosures during
the period of performance of the award should circumstances change which impact the responses provided above.
Name:
Page 7 of 10
Title:
Signature of Principal
Investigator:
Date:
Page 8 of 10
ADDITIONAL INFORMATION
This information will assist DOE in determining: 1) cognizance; 2) whether the Recipient has adequate internal financial
and management controls; and 3) whether the Recipient has an adequate accounting system. Generally, cognizance means
that an organization has a Federal oversight agency (cognizant agency). Cognizance of an organization is used for many
purposes including: determining which agency is responsible for verifying correct allocation of indirect rates to incurred
costs; issuing the Provisional and Final Indirect Rate Agreements; and ordering audits. Adequate internal controls and
accounting systems are essential to ensure that the Recipient’s costs are correctly estimated, recorded, and billed. The
Recipient has the responsibility to ensure that these systems are in place. The cognizant Agency has the responsibility for
verifying these systems through audits or other methods.
For additional information, please visit https://www.dcaa.mil. Please refer specifically to the “Pre-award Accounting
System Adequacy Checklist” under CUSTOMERS-->Checklists and Tools.
Cognizance is determined by TOTAL Federal award/contract dollars received by the Recipient/Contractor from all Federal
agencies. This information is used to determine which Federal agency has the largest preponderance of funding and is
cognizant. Once a Federal agency assumes cognizance for a contractor, it should remain cognizant for at least 5 years to
ensure continuity and ease of administration.
Cognizance related duties are the responsibility of the Cognizant Federal Agency (CFA). The CFA is the Federal agency
(e.g., Department of Defense, Department of Energy, Navy, etc.) that provided the preponderance (largest amount) of
funding for your awards, across all federal agencies. It is very important to confirm that you work with the correct office.
General Rule of Thumb: Department of Health & Human Services (DHHS) is usually the CFA for Universities, Cities,
States, and Counties. DHHS cognizance is not usually transferred.
If it is determined that the Department of Energy/Golden Field Office (GO) is the Cognizant Federal Office, the Recipient
will have the following ANNUAL responsibilities:
1. Submit a Certified Annual Incurred Cost Claim (ICE Model – see #3 below) to the GO Cost/Price mailbox
(CostPrice@ee.doe.gov). This should represent the total organization's costs (representing the Company
General Ledger), not just the Recipient’s DOE award(s).
2. Due Date: 180 days after the Recipient’s fiscal year end.
3. For an example of the ICE Model, please visit https://www.dcaa.mil. Under “CUSTOMERS->Checklists and Tools”,
click on ICE (Incurred Cost Electronically) Model and download the ICE model.
Once the information is received, GO will have the responsibility of providing your organization with an annual indirect
rate agreement. This indirect rate must be used on all Federal grants and contracts.
If it is determined that GO is not the Cognizant Federal Office, the Recipient should contact the Cognizant Office for
additional instructions.
Page 9 of 10
ANNUAL AUDIT REQUIREMENTS
Independent (Single & Compliance) Audit Requirements
2 CFR 200, Section F located at:
http://www.ecfr.gov/cgi-bin/text-
idx?SID=6e187b05cfeca4f534c659f20983b14e&mc=true&node=pt2.1.200&rgn=div5
For-Profits: 2 CFR 910, Section F located at:
http://www.ecfr.gov/cgi-bin/text-idx?node=pt2.1.910&rgn=div5
Below are excerpts from Section F.
Audit requirements.
(a) Audit required. A non-Federal entity that expends $750,000 or more during the non-Federal entity's fiscal year in
Federal awards must have a single (program-specific, not applicable for For-Profits) or compliance audit conducted
for that year in accordance with the provisions of this part.
(b) Single audit. A non-Federal entity that expends $750,000 or more during the non-Federal entity's fiscal year in
Federal awards must have a single audit conducted in accordance with §200.514 - Scope of audit except when it elects
to have a program-specific audit conducted in accordance with paragraph (c) of this section.
(b) Compliance audit. (1) If a for-profit entity has one or more DOE awards with expenditures of $750,000 or more
during the for-profit entity's fiscal year, they must have a compliance audit for each of the awards with $750,000 or
more in expenditures. A compliance audit should comply with the applicable provisions in §910.514—Scope of Audit.
The remaining awards do not require, individually or in the aggregate, a compliance audit.
(c) Program-specific audit election. (Not applicable to For-Profits). When an auditee expends Federal awards under
only one Federal program (excluding R&D) and the Federal program's statutes, regulations, or the terms and
conditions of the Federal award do not require a financial statement audit of the auditee, the auditee may elect to have
a program-specific audit conducted in accordance with §200.507 Program-specific audits. A program-specific audit
may not be elected for R&D unless all of the Federal awards expended were received from the same Federal agency,
or the same Federal agency and the same pass-through entity, and that Federal agency, or pass-through entity in the
case of a subrecipient, approves in advance a program-specific audit.
(d) Exemption when Federal awards expended are less than $750,000. A non-Federal entity that expends less than
$750,000 during the non-Federal entity's fiscal year in Federal awards is exempt from Federal audit requirements for
that year, except as noted in §200.503 Relation to other audit requirements, but records must be available for review or
audit by appropriate officials of the Federal agency, pass-through entity, and Government Accountability Office
(GAO).
(e) Federally Funded Research and Development Centers (FFRDC). Management of an auditee that owns or operates a
FFRDC may elect to treat the FFRDC as a separate entity for purposes of this part.
(f) Subrecipients and Contractors. An auditee may simultaneously be a recipient, a subrecipient, and a contractor.
Federal awards expended as a recipient or a subrecipient are subject to audit under this part. The payments received for
goods or services provided as a contractor are not Federal awards. Section §200.331 Subrecipient and contractor
determinations sets forth the considerations in determining whether payments constitute a Federal award or a payment
for goods or services provided as a contractor.
Page 10 of 10
(g) Compliance responsibility for contractors. In most cases, the auditee's compliance responsibility for contractors is
only to ensure that the procurement, receipt, and payment for goods and services comply with Federal statutes,
regulations, and the terms and conditions of Federal awards. Federal award compliance requirements normally do not
pass through to contractors. However, the auditee is responsible for ensuring compliance for procurement transactions
which are structured such that the contractor is responsible for program compliance or the contractor's records must be
reviewed to determine program compliance. Also, when these procurement transactions relate to a major program, the
scope of the audit must include determining whether these transactions are in compliance with Federal statutes,
regulations, and the terms and conditions of Federal awards.
(h) For-profit subrecipient. Since this part does not apply to for-profit subrecipients, the pass-through entity is
responsible for establishing requirements, as necessary, to ensure compliance by for-profit subrecipients. The
agreement with the for-profit subrecipient must describe applicable compliance requirements and the for-profit
subrecipient's compliance responsibility. Methods to ensure compliance for Federal awards made to for-profit
subrecipients may include pre-award audits, monitoring during the agreement, and post-award audits. See also
§200.332 Requirements for pass-through entities.
____________________________________________________________________________________________
Consulting and Professional Services Agreement Page 1
Rev. 6/15
CITY OF REDDING
CONSULTING AND PROFESSIONAL SERVICES CONTRACT
THIS CONTRACT is made at Redding, California, by and between the City of Redding (“City”),
a municipal corporation, and Frontier Energy, Inc. (“Consultant”) for the purpose of ZEV Fleet
Replacement and Infrastructure Plan.
WHEREAS, City does not have sufficient personnel to perform the services required herein
thereby necessitating this Contract for personal services.
NOW, THEREFORE, the Parties covenant and agree, for good consideration hereby
acknowledged, as follows:
SECTION 1. CONSULTANT SERVICES
Subject to the terms and conditions set forth in this Contract, Consultant shall provide to
City the services described in Exhibit A, attached and incorporated herein. Consultant shall
provide the services at the time, place and in the manner specified in Exhibit A.
SECTION 2. COMPENSATION AND REIMBURSEMENT OF COSTS
A. City shall pay Consultant for services rendered pursuant to this Contract, at the times
and in the manner set forth in Exhibit B, attached and incorporated herein, in a total
amount not to exceed One-Hundred Twenty-Five Thousand and Nineteen dollars
($125,019). This sum includes all out-of-pocket travel, lodging and incidental
expenses incurred by Consultant that are reasonably associated with the provision of
services under this Contract. The payments specified herein shall be the only
payments to be made to Consultant for services rendered pursuant to this Contract.
B. Consultant shall submit monthly invoices to City for work completed to the date of
the invoice. All invoices shall be itemized to reflect the employees performing the
requested tasks, the billing rate for each employee and the hours worked.
C. All correct, complete and undisputed invoices sent by Consultant to City shall be paid
within thirty (30) calendar days of receipt.
SECTION 3. TERM AND TERMINATION
A. Consultant shall commence work on the date the contract is fully executed and
complete said work no later than twelve months from the date of execution. Time is of
the essence.
____________________________________________________________________________________________
Consulting and Professional Services Agreement Page 2
Rev. 6/15
B. If Consultant fails to perform its duties to the satisfaction of City, or if consultant
fails to fulfill in a timely and professional manner its obligations under this Contract,
then City shall have the right to terminate this Contract effective immediately upon
City giving written notice thereof to Consultant.
C. Either Party may terminate this Contract without cnause on thirty (30) calendar days’
written notice. Notwithstanding the preceding, if the term set forth in Section 3.A.
of this Contract exceeds ninety (90) calendar days in duration, Consultant’s sole right
to terminate shall be limited to termination for cause.
D. Consultant hereby acknowledges and agrees that the obligation of City to pay under
this Contract is contingent upon the availability of City’s funds which are
appropriated or allocated by the City Council. Should the funding for the project
and/or work set forth herein not be appropriated or allocated by the City Council,
City may terminate this Agreement by furnishing at least thirty (30) calendar days’
written notice of its intention to terminate. In the event of a termination pursuant to
this subdivision, Consultant shall not be entitled to a remedy of acceleration of
payments due over the term of this Agreement. The Parties acknowledge and agree
that the power to terminate described herein is required by Article 16, Section 18, of
the California Constitution, and that constitutional provision supersedes any law,
rule, regulation or statute which conflicts with the provisions of this Section.
E. In the event that City gives notice of termination, Consultant shall promptly provide
to City any and all finished and unfinished reports, data, studies, photographs, charts
or other work product prepared by Consultant pursuant to this Contract. City shall
have full ownership, including, but not limited to, intellectual property rights, and
control of all such finished and unfinished reports, data, studies, photographs, charts
or other work product.
F. In the event that City terminates the Contract, City shall pay Consultant the
reasonable value of services rendered by Consultant pursuant to this Contract;
provided, however, that City shall not in any manner be liable for lost profits which
might have been made by Consultant had Consultant completed the services required
by this Contract. Consultant shall, not later than ten (10) calendar days after
termination of this Contract by City, furnish to City such financial information as in
the judgment of the City’s representative is necessary to determine the reasonable
value of the services rendered by Consultant.
G. In no event shall the termination or expiration of this Contract be construed as a
waiver of any right to seek remedies in law, equity or otherwise for a Party’s failure
to perform each obligation required by this Contract.
SECTION 4. MISCELLANEOUS TERMS AND CONDITIONS OF CONTRACT
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Consulting and Professional Services Agreement Page 3
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A. City shall make its facilities accessible to Consultant as required for Consultant’s
performance of its services under this Contract, and, upon request of Consultant,
provide labor and safety equipment as required by Consultant for such access.
B. Pursuant to the City’s business license ordinance, Consultant shall obtain a City
business license prior to commencing work.
C. Consultant represents and warrants to City that it has all licenses, permits,
qualifications and approvals of any nature whatsoever that are legally required for
Consultant to practice its profession. Consultant represents and warrants to City that
Consultant shall, at its sole cost and expense, keep in effect or obtain at all times
during the term of this Contract any licenses, permits and approvals that are legally
required for Consultant to practice its profession.
D. Consultant shall, during the entire term of this Contract, be construed to be an
independent contractor and nothing in this Contract is intended, nor shall it be
construed, to create an employer/employee relationship, association, joint venture
relationship, trust or partnership or to allow City to exercise discretion or control over
the professional manner in which Consultant performs under this Contract. Any and
all taxes imposed on Consultant’s income, imposed or assessed by reason of this
Contract or its performance, including but not limited to sales or use taxes, shall be
paid by Consultant. Consultant shall be responsible for any taxes or penalties
assessed by reason of any claims that Consultant is an employee of City. Consultant
shall not be eligible for coverage under City’s workers’ compensation insurance plan,
benefits under the Public Employee Retirement System or be eligible for any other
City benefit.
E. No provision of this Contract is intended to, or shall be for the benefit of, or construed
to create rights in, or grant remedies to, any person or entity not a party hereto.
F. No portion of the work or services to be performed under this Contract shall be
assigned, transferred, conveyed or subcontracted without the prior written approval
of City. Consultant may use the services of independent contractors and
subcontractors to perform a portion of its obligations under this Contract with the
prior written approval of City. Independent contractors and subcontractors shall be
provided with a copy of this Contract and Consultant shall have an affirmative duty
to assure that said independent contractors and subcontractors comply with the same
and agree to be bound by its terms. Consultant shall be the responsible party with
respect to all actions of its independent contractors and subcontractors, and shall
obtain such insurance and indemnity provisions from its contractors and
subcontractors as City’s Risk Manager shall determine to be necessary.
G. Consultant, at such times and in such form as City may require, shall furnish City
with such periodic reports as it may request pertaining to the work or services
undertaken pursuant to this Contract, the costs or obligations incurred or to be
incurred in connection therewith, and any other matters covered by this Contract.
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Consulting and Professional Services Agreement Page 4
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H. Consultant shall maintain accounts and records, including personnel, property and
financial records, adequate to identify and account for all costs pertaining to this
Contract and such other records as may be deemed necessary by City to assure proper
accounting for all project funds. These records shall be made available for audit
purposes to state and federal authorities, or any authorized representative of City.
Consultant shall retain such records for three (3) years after the expiration of this
Contract, unless prior permission to destroy them is granted by City.
I. Consultant shall perform all services required pursuant to this Contract in the manner
and according to the standards observed by a competent practitioner of Consultant’s
profession. All products of whatsoever nature which Consultant delivers to City
pursuant to this Contract shall be prepared in a professional manner and conform to
the standards of quality normally observed by a person practicing the profession of
Consultant and its agents, employees and subcontractors assigned to perform the
services contemplated by this Contract.
J. All completed reports and other data or documents, or computer media including
diskettes, and other materials provided or prepared by Consultant in accordance with
this Contract are the property of City, and may be used by City. City shall have all
intellectual property rights including, but not limited to, copyright and patent rights,
in said documents, computer media, and other materials provided by Consultant. City
shall release, defend, indemnify and hold harmless Consultant from all claims, costs,
expenses, damage or liability arising out of or resulting from City’s use or
modification of any reports, data, documents, drawings, specifications or other work
product prepared by Consultant, except for use by City on those portions of the City’s
project for which such items were prepared.
K. Consultant, including its employees, agents, and subconsultants, shall not maintain
or acquire any direct or indirect interest that conflicts with the performance of this
Contract. Consultant shall comply with all requirements of the Political Reform Act
(Government Code § 8100 et seq.) and other laws relating to conflicts of interest,
including the following: 1) Consultant shall not make or participate in a decision
made by City if it is reasonably foreseeable that the decision may have a material
effect on Consultant’s economic interest, and 2) if required by the City Attorney,
Consultant shall file financial disclosure forms with the City Clerk.
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Consulting and Professional Services Agreement Page 5
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SECTION 5. INSURANCE
A. Unless modified in writing by City’s Risk Manager, Consultant shall maintain the
following noted insurance during the duration of the Contract:
Coverage Required Not Required
Commercial General Liability x
Comprehensive Vehicle Liability x
Workers’ Compensation and Employers’ Liability x
Professional Liability (Errors and Omissions) x
(Place an “x” in the appropriate box)
B. Coverage shall be at least as broad as:
1. Insurance Services Office form number CG-0001, Commercial General
Liability Insurance, in an amount not less than $1,000,000 per occurrence and
$2,000,000 general aggregate for bodily injury, personal injury and property
damage;
2. Insurance Services Office form number CA-0001 (Ed. 1/87), Comprehensive
Automobile Liability Insurance, which provides for total limits of not less
than $1,000,000 combined single limits per accident applicable to all owned,
non-owned and hired vehicles;
3. Statutory Workers’ Compensation required by the Labor Code of the State of
California and Employers' Liability Insurance in an amount not less than
$1,000,000 per occurrence. Both the Workers’ Compensation and
Employers' Liability policies shall contain the insurer's waiver of subrogation
in favor of City, its elected officials, officers, employees, agents and
volunteers;
4. Professional Liability (Errors and Omissions) Insurance, appropriate to
Consultant’s profession, against loss due to error or omission or malpractice
in an amount not less than $1,000,000.
5. The City does not accept insurance certificates or endorsements with the
wording “but only in the event of a named insured’s sole negligence” or any
other verbiage limiting the insured’s insurance responsibility.
C. Any deductibles or self-insured retentions must be declared to and approved by City.
At the option of the City, either: the insurer shall reduce or eliminate such deductibles
or self-insured retentions as respects the City, its elected officials, officers,
employees, agents and volunteers; or the Consultant shall procure a bond
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Consulting and Professional Services Agreement Page 6
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guaranteeing payment of losses and related investigations, claims administration and
defense expenses.
D. The General Liability shall contain or be endorsed to contain the following
provisions:
1. City, its elected officials, officers, employees, and agents are to be covered as
additional insured as respects liability arising out of work or operations
performed by or on behalf of Consultant; premises owned, leased or used by
Consultant; or automobiles owned, leased, hired or borrowed by Consultant.
The coverage shall contain no special limitations on the scope of protection
afforded to City, its elected officials, officers, employees, agents and
volunteers.
2. The insurance coverage of Consultant shall be primary insurance as respects
City, its elected officials, officers, employees, agents and volunteers. Any
insurance or self-insurance maintained by City, its elected officials, officers,
employees, agents and volunteers, shall be in excess of Consultant’s
insurance and shall not contribute with it.
3. Coverage shall state that the insurance of Consultant shall apply separately to
each insured against whom claim is made or suit is brought, except with
respect to the limits of the insurer's liability.
4. Each insurance policy required by this Contract shall be endorsed to state that
coverage shall not be canceled except after thirty (30) calendar days' prior
written notice has been given to City. In addition, Consultant agrees that it
shall not reduce its coverage or limits on any such policy except after thirty
(30) calendar days’ prior written notice has been given to City.
E. Insurance is to be placed with insurers with a current A.M.Best’s rating of no less
than A-VII.
F. Consultant shall designate the City of Redding as a Certificate Holder of the
insurance. Consultant shall furnish City with certificates of insurance and original
endorsements effecting the coverages required by this clause. Certificates and
endorsements shall be furnished to: Risk Management Department, City of Redding,
777 Cypress Avenue, Redding, CA 96001. The certificates and endorsements for
each insurance policy are to be signed by a person authorized by the insurer to bind
coverage on its behalf. All endorsements are to be received and approved by the
City’s Risk Manager prior to the commencement of contracted services. City may
withhold payments to Consultant if adequate certificates of insurance and
endorsements required have not been provided, or not been provided in a timely
manner.
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Consulting and Professional Services Agreement Page 7
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G. The requirements as to the types and limits of insurance coverage to be maintained
by Consultant as required by Section 5 of this Contract, and any approval of said
insurance by City, are not intended to and will not in any manner limit or qualify the
liabilities and obligations otherwise assumed by Consultant pursuant to this Contract,
including, without limitation, provisions concerning indemnification.
H. If any policy of insurance required by this Section is a “claims made” policy, pursuant
to Code of Civil Procedure § 342 and Government Code § 945.6, Consultant shall
keep said insurance in effect for a period of eighteen (18) months after the termination
of this Contract.
I. If any damage, including death, personal injury or property damage, occurs in
connection with the performance of this Contract, Consultant shall immediately
notify City’s Risk Manager by telephone at (530) 225-4068. No later than three (3)
calendar days after the event, Consultant shall submit a written report to City’s Risk
Manager containing the following information, as applicable: 1) name and address of
injured or deceased person(s); 2) name and address of witnesses; 3) name and address
of Consultant’s insurance company; and 4) a detailed description of the damage and
whether any City property was involved.
SECTION 6. INDEMNIFICATION AND HOLD HARMLESS
A. Consistent with California Civil Code § 2782.8, when the services to be provided
under this Contract are design professional services to be performed by a design
professional, as that term is defined under Section 2782.8, Consultant shall, to the
fullest extent permitted by law, indemnify protect, defend and hold harmless, City,
its elected officials, officers, employees, and agents, and each and every one of them,
from and against all actions, damages, costs, liability, claims, losses, penalties and
expenses (including, but not limited to, reasonable attorney’s fees of the City
Attorney or legal counsel retained by City, expert fees, litigation costs, and
investigation costs) of every type and description to which any or all of them may be
subjected by reason of, or resulting from, directly or indirectly, the negligence,
recklessness, or willful misconduct of Consultant, its officers, employees or agents
in the performance of professional services under this Contract, except when liability
arises due to the sole negligence, active negligence or misconduct of the City.
B. Other than in the performance of professional services by a design professional,
which is addressed solely by subdivision (A) of this Section, and to the fullest extent
permitted by law, Consultant shall indemnify protect, defend and hold harmless,
City, its elected officials, officers, employees, and agents, and each and every one of
them, from and against all actions, damages, costs, liability, claims, losses, penalties
and expenses (including, but not limited to, reasonable attorney’s fees of the City
Attorney or legal counsel retained by City, expert fees, litigation costs, and
investigation costs) of every type and description to which any or all of them may be
subjected by reason of the performance of the services required under this Contract
by Consultant its officers, employees or agents in the performance of professional
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Consulting and Professional Services Agreement Page 8
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services under this Contract, except when liability arises due to the sole negligence,
active negligence or misconduct of the City.
C. The Consultant’s obligation to defend, indemnify and hold harmless shall not be
excused because of the Consultant’s inability to evaluate liability. The Consultant
shall respond within thirty (30) calendar days to the tender of any claim for defense
and indemnity by the City, unless this time has been extended in writing by the City.
If the Consultant fails to accept or reject a tender of defense and indemnity in writing
delivered to City within thirty (30) calendar days, in addition to any other remedy
authorized by law, the City may withhold such funds the City reasonably considers
necessary for its defense and indemnity until disposition has been made of the claim
or until the Consultant accepts or rejects the tender of defense in writing delivered to
the City, whichever occurs first. This subdivision shall not be construed to excuse
the prompt and continued performance of the duties required of Consultant herein.
D. The obligation to indemnify, protect, defend, and hold harmless set forth in this
Section applies to all claims and liability regardless of whether any insurance policies
are applicable. The policy limits of said insurance policies do not act as a limitation
upon the amount of indemnification to be provided by Contractor.
E. City shall have the right to approve or disapprove the legal counsel retained by
Consultant pursuant to this Section to represent City’s interests. City shall be
reimbursed for all costs and attorney's fees incurred by City in enforcing the
obligations set forth in this Section.
SECTION 7. CONTRACT INTERPRETATION, VENUE AND ATTORNEY FEES
A. This Contract shall be deemed to have been entered into in Redding, California. All
questions regarding the validity, interpretation or performance of any of its terms or
of any rights or obligations of the parties to this Contract shall be governed by
California law. If any claim, at law or otherwise, is made by either party to this
Contract, the prevailing party shall be entitled to its costs and reasonable attorneys'
fees.
B. This document, including all exhibits, contains the entire agreement between the
parties and supersedes whatever oral or written understanding each may have had
prior to the execution of this Contract. This Contract shall not be altered, amended
or modified except by a writing signed by City and Consultant. No verbal agreement
or conversation with any official, officer, agent or employee of City, either before,
during or after the execution of this Contract, shall affect or modify any of the terms
or conditions contained in this Contract, nor shall any such verbal agreement or
conversation entitle Consultant to any additional payment whatsoever under the
terms of this Contract.
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Consulting and Professional Services Agreement Page 9
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C. No covenant or condition to be performed by Consultant under this Contract can be
waived except by the written consent of City. Forbearance or indulgence by City in
any regard whatsoever shall not constitute a waiver of the covenant or condition in
question. Until performance by Consultant of said covenant or condition is complete,
City shall be entitled to invoke any remedy available to City under this Contract or
by law or in equity despite said forbearance or indulgence.
D. If any portion of this Contract or the application thereof to any person or circumstance
shall be invalid or unenforceable to any extent, the remainder of this Contract shall
not be affected thereby and shall be enforced to the greatest extent permitted by law.
E. The headings in this Contract are inserted for convenience only and shall not
constitute a part hereof. A waiver of any party of any provision or a breach of this
Contract must be provided in writing, and shall not be construed as a waiver of any
other provision or any succeeding breach of the same or any other provisions herein.
F. Each Party hereto declares and represents that in entering into this Contract, it has
relied and is relying solely upon its own judgment, belief and knowledge of the
nature, extent, effect and consequence relating thereto. Each Party further declares
and represents that this Contract is made without reliance upon any statement or
representation not contained herein of any other Party or any representative, agent or
attorney of the other Party. The Parties agree that they are aware that they have the
right to be advised by counsel with respect to the negotiations, terms, and conditions
of this Contract and that the decision of whether or not to seek the advice of counsel
with respect to this Contract is a decision which is the sole responsibility of each of
the Parties. Accordingly, no party shall be deemed to have been the drafter hereof,
and the principle of law set forth in Civil Code § 1654 that contracts are construed
against the drafter shall not apply.
G. Each of the Parties hereto hereby irrevocably waives any and all right to trial by jury
in any action, proceeding, claim or counterclaim, whether in contract or tort, at law
or in equity, arising out of or in any way related to this Agreement or the transactions
contemplated hereby. Each Party further waives any right to consolidate any action
which a jury trial has been waived with any other action in which a jury trial cannot
be or has not been waived.
H. In the event of a conflict between the term and conditions of the body of this Contract
and those of any exhibit or attachment hereto, the terms and conditions set forth in
the body of this Contract proper shall prevail. In the event of a conflict between the
terms and conditions of any two or more exhibits or attachments hereto, those
prepared by City shall prevail over those prepared by Consultant.
SECTION 8. SURVIVAL
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Consulting and Professional Services Agreement Page 10
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The provisions set forth in Sections 3 through 7, inclusive, of this Contract shall survive
termination of the Contract.
SECTION 9. COMPLIANCE WITH LAWS - NONDISCRIMINATION
A. Consultant shall comply with all applicable laws, ordinances and codes of federal,
state and local governments.
B. In the performance of this Contract, Consultant shall not discriminate against any
employee or applicant for employment because of race, color, ancestry, national
origin, religious creed, sex, sexual orientation, disability, age, marital status, political
affiliation, or membership or nonmembership in any organization. Consultant shall
take affirmative action to ensure applicants are employed and that employees are
treated during their employment without regard to their race, color, ancestry, national
origin, religious creed, sex, sexual orientation, disability, age, marital status, political
affiliation, or membership or nonmembership in any organization. Such actions shall
include, but not be limited to, the following: employment, upgrading, demotion or
transfer, recruitment or recruitment advertising, layoff or termination, rates of pay or
other forms of compensation and selection for training.
SECTION 10. REPRESENTATIVES
A. City’s representative for this Contract is Candice De Lello, email is
cdelello@cityofredding.org, telephone number (530) 339-7350, fax number (530)
245-7010. All of Consultant’s questions pertaining to this Contract shall be referred
to the above-named person, or to the representative's designee.
B. Consultant’s representative for this Contract is Chris White, email is
cwhite@frontierenergy.com, telephone number (916) 371-2899, fax number (510)
291-9595. All of City’s questions pertaining to this Contract shall be referred to the
above-named person.
C. The representatives set forth herein shall have authority to give all notices required
herein.
SECTION 11. NOTICES
A. All notices, requests, demands and other communications hereunder shall be deemed
given only if in writing signed by an authorized representative of the sender (may be
other than the representatives referred to in Section 10) and delivered by facsimile,
with a hard copy mailed first class, postage prepaid; or when sent by a courier or an
express service guaranteeing overnight delivery to the receiving party, addressed to
the respective parties as follows:
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Consulting and Professional Services Agreement Page 11
Rev. 6/15
To City:
Candice De Lello
Associate Resource Planner – REU
P.O. Box 496071
Redding, CA 96049-6071
To Consultant:
Chris White
Transportation Director – Frontier Energy
3300 Industrial Blvd., Suite 1000
West Sacramento, CA 95691
B. Either party may change its address for the purposes of this paragraph by giving
written notice of such change to the other party in the manner provided in this Section.
C. Notice shall be deemed effective upon: 1) personal service; 2) two calendar days after
mailing or transmission by facsimile, whichever is earlier.
SECTION 12. AUTHORITY TO CONTRACT
A. Each of the undersigned signatories hereby represents and warrants that they are
authorized to execute this Contract on behalf of the respective parties to this Contract;
that they have full right, power and lawful authority to undertake all obligations as
provided in this Contract; and that the execution, performance and delivery of this
Contract by said signatories has been fully authorized by all requisite actions on the
part of the respective parties to this Contract.
B. When the Mayor is signatory to this Contract, the City Manager and/or the
Department Director having direct responsibility for managing the services provided
herein shall have authority to execute any amendment to this Contract which does
not increase the amount of compensation allowable to Consultant or otherwise
substantially change the scope of the services provided herein.
SECTION 13. DATE OF CONTRACT
The date of this Contract shall be the date it is signed by City.
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Consulting and Professional Services Agreement Page 12
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IN WITNESS WHEREOF, City and Consultant have executed this Contract on the days and year
set forth below:
CITY OF REDDING,
A Municipal Corporation
Dated: ___________, 20____ __________________________________
By: NICHOLAS ZETTEL
Director of Redding Electric Utility
ATTEST: APPROVED AS TO FORM:
BARRY E. DeWALT
City Attorney
__________________________________ ___________________________________
PAMELA MIZE, City Clerk By:
CONSULTANT
Frontier Energy, Inc.
Dated: ___________, 20____ ___________________________________
By: JEREMY SPRINGER
CFO, Frontier Energy, Inc.
Tax ID No.:_94-2802034______________
Frontier Energy – City of Redding ZEV Fleet Replacement and Infrastructure Plan Page 1 of 6
EXHIBIT A Scope of Work
In coordination with City of Redding staff, Frontier Energy and DKS Associates will draft a 12-year
transition plan (through 2035) for the City’s fleet.
To create the vehicle replacement plan, we work collaboratively with City staff and department heads (as
desired) to evaluate current vehicles’ use and suitability to task. The Frontier team can identify vehicles
that appear to have low use and those that seem mismatched to the task so that staff can make decisions
about consolidating vehicles, rightsizing makes and models, or retiring vehicles without replacement. For
example, one fleet client is replacing some Chevy Tahoe SUVs with Chevy Bolts when we learned that the
department preferred smaller cars that were easier to park.
We will develop a 12-year one-to-one vehicle replacement plan based on the City’s desired strategy:
oldest vehicles first, greatest GHG reduction, best operational savings, regulatory compliance, etc. The
plan will be specific through 2026 (recommend makes and models), and broader after 2026 (recommend
replacements by class and body style) to accommodate additional EV availability. For vehicles that are not
feasible for EV transition, the team can recommend low- and zero-emission options like hydrogen fuel
cells, low-NOx engines with renewable natural gas, and battery assist devices like power takeoffs (PTOs)
and auxiliary power units (APUs) and, if needed, provide justifications that ACF may require.
The replacement plan will clearly address a strategy for compliance with Advanced Clean Fleet and other
current and proposed clean vehicle regulations that the City may need to comply with.
The Frontier Team uses the replacement schedule to calculate energy demand for charging and alternative
fuels, and then identifies the fueling/charging infrastructure required to transition the fleet in a cost-
effective manner, maintains fleet readiness and responsiveness, and support additional vehicles as the
City add services for its constituents.
The plan includes recommendations for system design, installation, and operation that include:
• A procurement and build-out schedule that includes the long lead times for funding,
ZEVs, infrastructure, and utility upgrades
• Futureproofing to reduce costs and take advantage of emerging vehicles and
fueling/charging technologies, as well as a growing city and increase in city services
• Compliance with all California Building Codes, City reach codes, and City zoning codes,
including ADA compliance.
• Compliance with California’s Clean Vehicle Regulations
• Charging strategies that can decrease capital and operating costs while maintaining
service levels, which may include charging take-home fleet vehicles, shared charging
stations, and opportunity charging that is shared with the public.
• Leveraging regional hydrogen plans when feasible.
Frontier Energy – City of Redding ZEV Fleet Replacement and Infrastructure Plan Page 2 of 6
Task 1: Vehicle Analysis and Replacement
• Gather and validate vehicle data
• Identify market-ready ZEVs that consider the City’s daily drivers, use cases, duty cycles,
age of existing fleets, emergency operations, mutual aid provisions, and unique
challenges
• Identify pathways for Advanced Clean Fleet compliance from available draft language
o Update pathways if the draft regulation changes
• Estimate electrical demand for replacement EVs at each facility
o Estimate hydrogen demand as applicable
• Create a vehicle replacement plan based on the City’s selected strategy and make
available on an interactive digital dashboard
Task 2: Infrastructure Requirements
• Review fleet domicile facility electrical drawings to determine potential constraints
and data gaps
• Review inventory of existing charging stations used for fleet, employees, and visitors
• Interview facility staff for information about needs and plans for facility changes
• Review utility bills (12 months) to determine actual electrical consumption at each facility
• Calculate available electrical capacity for each facility and estimate costs to upgrade
Task 3: Charging Strategies
• Evaluate charging strategies that include dedicated, shared, and mobile charging stations;
load management and balancing to reduce demand and peak charges; and opportunity
charging that may be shared with employees and/or the public
• Identify the numbers and types of EV chargers needed at each facility
• Determine optimal locations for installing charging stations at each facility
• Conduct field visits to inspect existing conditions and infrastructure needs at each
location for fleet charging to identify electrical system upgrades needed for each
location and/or system upgrades needed to support other identified fuel supply
equipment.
• Coordinate with Redding’s Electric Department about new, upgraded, or planned
electrical infrastructure for EV chargers.
• Identify opportunities for hydrogen stations and hydrogen production that
coordinates with other hydrogen station plans in Shasta County and with the
Megaregion project
• Identify options for back-up power
• Add information to an interactive digital dashboard
Frontier Energy – City of Redding ZEV Fleet Replacement and Infrastructure Plan Page 3 of 6
Task 4: Projected Costs and Sources of Revenue
• Estimate capital costs for vehicles, multiple EV charging project components, and
hydrogen production and dispensing (overall costs and cost breakdown by
department)
• Estimate operating costs of vehicles, EV charging stations, and hydrogen fuel (overall costs and
cost breakdown by department)
• Identify barriers to electrification, including hydrogen
• Summarize available and anticipated grants and incentives, and project funding
strategies that include chargeback methods
• Summarize owner/operator models for EV charging stations and hydrogen stations
• Develop a financial strategy for implementation
• Add costs to an interactive digital dashboard
Task 5: Policies, Training, and Technology
• Review existing procurement and vehicle use policies and recommend updates that can
include:
o Trip length for EVs
o Cost allocations (chargeback to departments)
o Reimbursement for home or public charging of fleet EVs
o When to plug in
o Processes for reporting technical problems and lodging and resolving driver
complaints
o Policies for chargers that are shared with employees and/or the fleet
o Process for onboarding new ZEV drivers
• Identify training needs and options for training
o Maintenance training provided by vendors
o Data collection training provided by vendors
o Driver onboarding training provided by vendors
o Gaps in vendor-training that the City may need to source
• Identify data needs and technology options
o Identify software that the City already uses that can be used with ZEVs
o Identify data and technology gaps and best practices from similar fleets
Task 6: Phased Master Plan
The Master Plan will address:
• A fleet replacement plan and procurement schedule for light- medium- and heavy-duty
on road vehicles that considers Redding’s unique use cases and compliance with pending
regulations for ZEV adoption.
• Siting and preliminary assessment that include the number, type, and location of EV
charging stations needed to support full fleet electrification and, if applicable,
recommend alternatives that may include other fuels, like hydrogen or carbon-negative
renewable natural gas.
Frontier Energy – City of Redding ZEV Fleet Replacement and Infrastructure Plan Page 4 of 6
• A recommended roll-out schedule, by department, for charging station deployment
that pairs charging with vehicle arrival and minimizes construction costs.
• Strategies to reduce operating costs that may include third-party software, different
vehicle domiciles, shared charging stations, building retrofits to improve site
efficiency, and others.
• Capital costs for vehicles, charging stations, and infrastructure by location and by
department and by phase, and potential incentives and grants. This can include staffing
costs.
• Operating costs for vehicles, charging stations, and staff by location and by department;
potential charge-back and revenue opportunities; and a charging plan with cost
assessments of electric bills.
• Backup systems that can provide resiliency for EV charging and mission-critical operations.
• Data and information that the City wants to collect and analyze to improve operations
and data collection and reporting that grants and incentives require, including utility data
sharing agreements. Software systems and training needed to support data collection,
reporting, and management.
• Best practices for charging station use, which may include sharing EVSEs with employees
and public, training for drivers and maintenance staff, and communications with staff and
residents about the EV transition.
Task 0: Project Management
• Pre-kick-off and kick-off meetings
• Stakeholder engagement
• Project meetings
• Reporting and invoicing Deliverables
• Policies and Procedures and Operation Models
• Draft and Final Phased Master Plan in PDF format
• Summary PowerPoint Presentation and presentation to City leadership or other interested
party
• Interactive Digital Dashboard: Using the outputs from all tasks, the Frontier team will
provide a roadmap for project implementation by phase—blocks of years that we will
define with City staff. The roadmap will be specific in the early years and more general in
later years to allow for flexibility for technology innovation, and will be based on
projected EV industry trends, Redding’s fleet vehicle replacement schedules, available
incentives, the lead time for infrastructure, and City budget constraints.
The digital dashboard is on a password-protected website that the City has access to after
the project. Users can filter recommendations by department, location, and year and can
change the implementation timeline to see the cost and GHG effects of speeding up and
Frontier Energy – City of Redding ZEV Fleet Replacement and Infrastructure Plan Page 5 of 6
slowing down implementation. Optional tasks for additional on-call fees
• System design documents that the City can use for RFPs or quotes from certified installers
• Support for applying for funding from local, state, and federal grant and rebate programs
• Survey design and administration for employees and/or the public
• Master planning for public charging stations
• Technical support for procuring ZEVs and charging stations Lead Staff
Name Title Expertis
e
Hourly
Rate
Thomas
Paddon
Project Manager
Fleet transition planning, project management
$153
Gurbir Antaal Senior Engineer Engineering support and technical expertise $170
Mary Cvetan Sr. Program
Coordinator
Project coordination
$112
Chris White
Director
ACF Compliance
$281
Keith Malone
Program Manager
Hydrogen stations, Shasta County regional ZEV
plans
$165
Frontier Energy and DKS Associates each have more than 150 expert staff that will support this
project with specific knowledge and skills.
Frontier Energy – City of Redding ZEV Fleet Replacement and Infrastructure Plan Page 6 of 6
Cost Proposal
The team of Frontier Energy and DKS Associates propose a not-to-exceed amount based on five months
of work. The budget is the same terms and rates as our existing municipal contracts and includes expenses
to be charged to perform the services proposed to accomplish the objectives of the RFP.
Subtotals are presented by task. Frontier requests the flexibility to invoice on a project basis and not a
task basis.
Task Task Total
Labor
Project Management $ 10,961
Task 1 Vehicle Analysis and Replacement $ 28,084
Task 2 Infrastructure Requirements $ 11,636
Task 3 Charging Strategies $ 13,139
Task 4 Projected Costs and Revenue $ 25,666
Task 5 Policies, Training, and Technology $ 6,647
Task 6 Phased Master Plan $ 28,457
Subtotal $ 124,590
Expenses
Mileage (two 370-mile round trips at $0.56/mile) $ 429
Total $ 125,019
Estimated Project Schedule
During the kick-off meeting, Frontier’s Project Manager will coordinate a task and deliverable schedule that
is based upon availability of City staff and City deadlines.
Task April May June July Aug Sept
Project Management
Task 1 Vehicle Analysis and
Replacement
Task 2 Infrastructure Requirements
Task 3 Charging Strategies
Task 4 Projected Costs and Revenue
Task 5 Policies, Training, and Technology
Task 6 Phased Master Plan