Loading...
HomeMy WebLinkAboutPR 21112: CENTER FOR TRANSPORTATION AND THE ENVIRONMENT CONTRACT AMENDMENT City of Port Arthur Transit Department Memorandum To: Ron Burton,Interim City Manager Cc: Assistant City Manager From: Ivan Mitchell,Transit Director Date: October 10,2019 Re: P.R.21112—Center for Transportation and the Environment Contract Amendment Nature of Request:Authorizing the City Manager to amend the contract between Port Arthur Transit (PAT)and the Center for Transportation and the Environment(CTE)to function as the Project Manager for the deployment of six(6)zero-emission buses. Background: In February 2018,PAT signed a contract with CTE to assist with the deployment of six (6)zero-emission electric buses as part of Low or No Emission Vehicle Program Grant awarded in 2016. The funding for this grant was adopted by the City Council on June 6,2017 per resolution 17- 145. PAT recently conducted an extensive review of CTE's contract to determine if additional cost savings were available. PAT and CTE agreed to eliminate and reduce some reporting,contract oversight and on-sight management elements from the contract. CTE submitted a new project scope and contract containing these adjustments. Recommendation: It is recommended that the City Council approve proposed P.R. 21112. This resolution would authorize the City Manager to amend the contract with CTE. The contract would be reduced by$206,500.00 to the new contract total of$220,000.00. Budgetary/Fiscal Effect: Funding to pay for the CTE contract is available in account number 401- 1509-561.93-00 project number 11116A. Ivan Mitchell, Transit Director P.R.No. 21112 10/10/2019 IM RESOLUTION NO. A RESOLUTION AUTHORIZING THE CITY MANAGER TO AMEND THE CONTRACT BETWEEN THE CITY OF PORT ARTHUR AND THE CENTER FOR TRANSPORTATION AND THE ENVIRONMENT(CTE)OF ATLANTA,GEORGIA, BY REVISING THE STATEMENT OF WORK AND DECREASING THE CONTRACT AMOUNT BY $206,500.00 TO A NEW CONTRACT TOTAL OF $220,000.00. FUNDS AVAILABLE IN ACCOUNT NO. 401-1509-561.93-00. WHEREAS, per Resolution 18-045, City Council approved an agreement between the Center for Transportation and the Environment (CTE) of Atlanta, Georgia to be the Project Manager for the deployment of six (6) zero-emission electric buses for Port Arthur Transit(PAT) in an amount not to exceed of$426,500.00; and, WHEREAS, CTE has submitted a Revised Statement of Work, which decreases the original contract by $206,500.00 to the new contract total of$220,000.00, as delineated in Exhibit"A"; and, WHEREAS,PAT is requesting that the City Council authorize the City Manager to execute the Revised Statement of Work with CTE, which decreases the contract amount by $206,500.00, as delineated in Exhibit "A". NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT ARTHUR, TEXAS: THAT,the facts and opinions in the preamble are true and correct. THAT, the City Manager is hereby authorized and directed to execute the Revised Statement of Work with CTE, which decreases the contract amount by $206,500.00 to a new contract total of$220,000.00, as delineated in Exhibit "A". P.R.No. 21 112 10/10/2019 IM THAT, a copy of the caption of this Resolution be spread upon the Minutes of the City Council. READ,ADOPTED AND APPROVED this day of October, A.D. 2019 at a Regular Meeting of the City of Port Arthur, Texas by the following vote: AYES: AYES: Mayor: Councilmembers: NOES: Thurman"Bill" Bartie, Mayor ATTEST: Sherri Bellard, City Secretary APPROVED AS T I FORM: � ! I_ Val Tizeno, Cit"Attorne APPROVED FOR ADMINISTRATION: Ron Burton Interim City Manager Ivan Mitchell Transit Director P.R.No. 21112 10/10/2019 1M APPROVED AS TO AVAILABILTY OF FUNDS: K cA...", d (� c•A.,.,� (1) Kandy Daniel �' Interim Director of Finance ' h 1,JL./4 Clifto Williams, CPPB Purchasing Manager P.R.No. 21112 10/10/2019 IM Exhibit"A" CENTER FOR TRANSPORTATION &THE ENVIRONMENT ( t 730 PEACHTREE STREET SUITE 450 ATLANTA, GA 30308 P: 678-244-4150 F: 678-244-4151 October 13, 2019 Mr. Ivan Mitchell Transit Director Port Arthur Transit 344 Procter Street Port Arthur,TX 77640 Re: Change Order Request and Revised Scope of Work for Port Arthur Battery Electric Bus Deployment Project Mr. Mitchell, This letter serves as a change order request to reduce the value of the contract between the Center for Transportation and the Environment (CTE) and Port Arthur Transit (PAT) for the Battery Electric Bus Deployment Project from $426,500 to $220,000. The value of the contract and associated scope are being reduced from the original agreement,dated January 31, 2018, at the request of PAT. PAT requested the reduced scope in an effort to free up additional funding to support cost overruns associated with bus purchase (Proterra) and expected construction costs for facility expansion and does not reflect negatively on the work products provided by CTE to date. CTE has invoiced a total of$127,411 through August 2019, leaving$92,589 remaining to complete the reduced scope of work. The funding remaining for each task is detailed in the following table: Task Labor Hours Labor Cost Expense Total Cost Remaining Remaining Remaining Remaining 1 -FTA Award 0 $0 $0 $0 2 -Project Planning 0 $0 $0 $0 3 -Requirements Analysis 0 $0 $0 $0 4-Bus Procurement and 60 $6,762 $0 $6,762 Build 5 - Infrastructure 48 $7,548 $0 $7,548 Procurement, Design and Build 6- Bus and Infrastructure 72 $5,976 $0 $5,976 Deployment 7- Deployment Validation 288 $26,590 $0 $41,559 8-Project Closeout 30 $2,667 $0 $2,667 9- Project Administration, 266 $26,269 $0 $26,269 Controls,and Reporting Travel 0 $0 $1,808 $0 Total 504 $75,812 $16,777 $92,589 Please note that one trip to Port Arthur for two CTE employees was included as part of the reduced scope. The purpose of the trip is currently not defined but likely will coincide with delivery of the buses. Please find the reduced scope of work attached, with tasks that have been completed to date clearly defined. Please indicate your acceptance of this change order by returning one signed_copy of this letter agreement to CTE. Center for Transportation & the Read, agreed to, and accepted by Environment (CTE): City of Port Arthur Area Transit System (PAT): By: By: Title: Title: Date: Date: Enclosures: Attachment I: CTE Statement of Work Attachment I CTE Revised Statement of Work October 13, 2019 CTE Revised Scope of Work October 13, 2019 Project Management Plan This Project Management Plan details the 9 primary phases that CIE will use to guide the Port Arthur Transit Zero-Emission Electric Bus Project to accomplish the proposed project scope. Also included are CTE's project control and risk management procedures that will guide the effective and efficient management of the project. The proposed project will be executed in 9 primary phases, as follows: 1. FTA Award and Sub-Recipient Contract Execution (2 months) The project will not begin until the FTA has awarded the grant to the Port Arthur and the sub-recipient agreement the Center for Transportation & the Environment (CTE) has been executed. CTE will help provide key considerations for contracting and will work closely with Port Arthur to execute the necessary contracts. This task has been completed. 2. Project Planning and Initiation (1 months) This phase will include detailed project planning to finalize the scope, approach, tasks, and timeline. This phase will result in a formal kick-off of the project with all stakeholders and project team members to align the project team on tasks, assignments, timelines, and expectations to successfully meet project goals and objectives. CTE will plan and facilitate the meeting and prepare meeting materials. CTE will also provide a comprehensive project workplan that incorporates feedback from all stakeholders on tasks, responsibilities, and timelines. This task has been completed. 3. Requirements Analysis(3 months) This phase includes route modeling and confirmation of the technical specifications for the bus and charging equipment. CTE will model the Port Arthur routes and the bus model to predict the performance of the bus on the expanded route. The model uses powertrain simulation software developed by Argonne National Laboratory called Autonomie. CTE will collect data on routes, by riding routes on an existing Port Arthur bus with a GPS data logger to capture time, distance, speed, acceleration, GPS coordinates, and grade. CTE will use this data, along with specifications for the bus model and Proterra's charging systems (on-route and shop charging units), to develop a baseline route performance model. Additionally, CTE will also develop a rate model to assess the operational cost of the proposed service. If needed, CTE may engage the services of an external vendor to complete the route performance model and the rate model. The results of the route modeling and bus simulation will be presented to Port Arthur and Proterra to determine if any changes are required to the bus specifications, routes, or operating service. This task has been completed. 4. Bus Procurement& Build(12 months) CTE will support Port Arthur as they finalize the specifications and any other documents required to complete the procurement with Proterra. Proterra will submit their final design for Port Arthur approval before proceeding with production. CTE will conduct the Pre-Award Buy America Audit, but will not be responsible for the Pre-Delivery Buy America Audit as CTE will not complete inspections during the build process. Port Arthur will be responsible for ensuring that the buses meet the specification requirements and that Proterra is adhering to their quality control and quality assurance standards. Port Arthur will conduct a pre-delivery inspection and approve buses for delivery and post-delivery acceptance inspections. These efforts are consistent with both the Inspection and Test and Inspection and Test Status elements of FTA's Quality Management System. Port Arthur may request additional services from CTE to complete inspection services, quality assessments, and Buy America audits, at additional cost. 5. Infrastructure Procurement, Design and Build(11 months) Port Arthur will work with Proterra and CTE during this phase to finalize site plans for the en-route/depot charging station. Port Arthur will also work with Proterra to develop site and installation plans for the charging stations (en-route and shop chargers) and issue an RFP or IFB for site engineering (including civil, electrical, and mechanical), construction, and equipment installation. CTE will help facilitate this process and provide management of expectations and timelines. CTE will participate in bi-weekly conference calls during the design phase of the project with Port Arthur and the firm selected to complete the design; however, once the design is complete, CTE will not participate in construction status calls. Once the site preparation is completed and the charging equipment has been installed, Proterra will commission the equipment for charging operations. 6. Bus and Infrastructure Deployment(1 month) Delivered buses will be registered and insured by Port Arthur. Proterra will conduct a series of tests to ensure the buses can be charged properly with the depot charging equipment. During this phase, Port Arthur staff will receive the necessary training to operate and maintain the vehicles. Port Arthur will conduct a Full Service Validation where buses are placed in shadow (or revenue) service for a period acceptable to Port Arthur to demonstrate full operational capability. Once buses and the charging stations have completed testing and acceptance by Port Arthur, they will be phased into revenue service. CTE will review analytical data from the validation but will not be present during data collection. 7. Deployment Validation (12 months) CTE will collect various operational data points to measure and report actual energy savings, cost savings, and greenhouse gas emissions reductions resulting from deployment of battery electric buses into revenue service. The data will be used to generate a series of Key Performance Indicators (KPIs) to validate performance of battery electric buses against other buses in Port Arthur's fleet. Key performance indicators may include availability, energy consumption and costs, maintenance costs, and driver acceptance. By tracking and analyzing these KPIs, Port Arthur and FTA will be fully informed regarding the overall impact of the electric buses. CTE may utilize third-party monitoring equipment (e.g. ViriCiti or others) to complete data collection and monitoring. 8. Project Close-out(3 months) After the data collection period is over, CTE will issue a final report summarizing project results, findings, and lessons learned. Port Arthur will close out the project with FTA. 9. Project Management, Administration, Reporting and Control(36 months) CTE will guide the entire project by the control and risk management procedures detailed below. CTE's centralized management of the work program will enable team members to concentrate on exceeding project goals and ensure production of deliverables in a clear and well-coordinated manner. Details of CTE's processes for ensuring the efficient accomplishment of these tasks are as follows. Collaboration Tools CTE will provide an on-line, cloud based, collaborative project management website to share project files and communications, coordinate tasks, track issues, and maintain project calendars. Communications Plan Team members will participate in periodic conference calls to discuss project status and current issues. CTE will schedule and manage the calls using calendar invites. Meeting minutes will be taken and stored on the project website. WebEx will be employed when team members desire a presentation format to share status updates. CTE will schedule additional conference calls with team members, as needed. Reporting Plan CTE will provide Port Arthur with Quarterly Management Reports (QMRs). The QMRs provides a summary of progress and accomplishments of the previous quarter and projections for the remainder of the project. The QMR will be structured to allow Port Arthur to easily incorporate the information into the required FTA Quarterly Report submitted by Port Arthur. The QMR will document project progress and activities as well as describe any known risks and plans for mitigation. CTE will compile the QMRs with input from team members. CTE will provide team members with a QMR template that will include: Summary narrative of accomplishments by task/milestone during the period Estimated % completion and expected completion dates of task/milestone Significant events affecting progress and discussion of project variances Projected activities for the next quarter CTE will also compile a Final Management Report at the end of the project to summarize the project accomplishments, realized benefits, and lessons learned. Operational Analysis & Reporting Plan CTE will collect, analyze and report on Key Performance Indicators (KPIs) to help track and understand the performance of the electric buses. These indicators, when combined, will allow Port Arthur and FTA to fully understand operational metrics to determine if the projected benefits have been realized from the deployment of the electric buses, including impact on emissions, reductions in fuel consumption and cost, reductions in maintenance and costs, and any potential increase in ridership. The analysis will also help to understand any impact that charging of electric buses or range limitations may have on service levels, operations, and on-time performance. By tracking and analyzing these KPIs, Port Arthur and FTA will be fully informed regarding the overall impact of the electric buses. CTE will conduct a reporting workshop via remote meeting with Port Arthur to determine the KPIs they wish to capture and the procedures for collecting data. The following KPI's are a sample of the type of information may be analyzed and tracked: 1. Fuel Cost:The fuel cost analysis will provide information regarding the cost of powering the electric buses on the chosen routes compared to the cost of operating a non-electric fleet on the same routes. 2. Agency Energy Performance & Fuel Efficiency:Agency energy performance will provide an overall energy consumption and fuel efficiency comparison (to include diesel, CNG, LNG, LPG and electricity consumption, as applicable) pre-and post- electric bus deployment. Overall CO2 emissions will also be compared. 3. Availability:The bus availability data will be analyzed to determine the overall availability of the electric buses versus non-electric fleet, regardless of whether the buses are actually placed into service. 4. Utilization: Utilization will calculate the electric bus mileage compared against the mileage on the routes intended for electric bus service. 5. Maintenance Costs:The maintenance cost analysis will compare maintenance activities,time, and cost for the electric buses against Port Arthur's non-electric fleet, regardless of whether the maintenance activity is covered by warranty. Driver reaction and attitudes in response to new designs and advanced technologies are often critical to gaging the success or failure of a new vehicle. Their driving experience can help identify early-on issues or problems that may not manifest themselves in KPI data until much later, or sometimes not at all. Schedule Control Plan A high level schedule was developed by CTE and team members as part of this proposal that includes estimated durations for all project phases. During the project's Planning and Initiation phase, CTE will work with each team member to develop a detailed schedule. Based on each team member's inputs, CTE will identify the critical path for the plan and identify any project plan risks. CTE will be responsible for maintaining the overall schedule with input from team members. Team members will manage the detailed schedule for their assigned tasks and report schedule status for each regular team call. If the actual progress for a task is determined to be behind the planned schedule, CTE will determine if corrective action must be made based on the schedule variance, the amount of work remaining, the impact on other tasks, and impact on the overall schedule. Corrective action, if necessary will be identified during the team conference calls. Risk Management and Mitigation Plan CTE provides strong and engaged oversight of project progress through the suite of management controls and procedure outlined above. CTE's management method ensures quick recognition of any project risks that arise. Our project approach includes identifying, documenting, and tracking issues. Issues are assigned to project team members for research, analysis, and resolution. Issues and related tasks are prioritized to ensure that project team members remain focused on the right activities at the right time. Critical issues that remain unresolved or proposed solutions that impact project timeline, scope, budget or resources are escalated to Port Arthur management for immediate attention.