Subject
title
Award and Authorize the City Manager to Execute a Rider Agreement with Electric Advantage, Inc., a Maryland corporation, in the amount not-to-exceed $250,000 for the initial term, with
terms, including optional extensions for the same annual not-to-exceed amount, through April 18, 2029, and pricing consistent with Montgomery County Contract #1166626, for time and electrical maintenance, testing, and repair services.
end
Department
Rec & Parks - Parks & Facilities
Recommendation
Staff recommends that the Mayor and Council award and authorize the City Manager to execute a rider agreement for an amount not to exceed $250,000 for the initial term, with terms and pricing consistent with Montgomery County Contract #1166626 for time and electrical maintenance, testing, and repair services to Electric Advantage, Inc. of Rockville, Maryland through April 18, 2026, with the option to extend for (3) three additional years through April 18, 2029, for the same annual not-to-exceed amount, consistent with Montgomery County’s extensions and renewals.
Discussion
The Department of Recreation and Parks will utilize this rider agreement at parks and facilities citywide. The Department of Public Works also plans to utilize this rider agreement to increase efficiency in implementing electrical upgrades associated with portions of the Electrical Vehicle (EV) Infrastructure CIP (GA23). Staff coordinated with several contractors to assess site and electrical conditions for EV infrastructure planning at several facilities. For a small subset of upcoming EV projects, staff determined that riding the Montgomery County Contract #116626 provides competitive pricing to effectively and efficiently implement electrical improvements needed to support fleet electrification and meet Maryland Energy Administration grant deadlines. For example, electrical panel upgrades are needed at the Recreation Services Building for safety and code compliance to support the installation of EV charging stations to serve Construction Management inspectors. Utilizing the Montgomery County Contract #116626 via this rider agreement also allows for these improvements to be made in a timely manner so that Construction Management inspectors driving EVs will no longer need to charge offsite at Fleet Services. The rider agreement is also needed to implement electrical upgrades for EV charging at 6 Taft Court to align with upcoming occupancy schedules.
Mayor and Council History
This is the first time this has been brought before Mayor and Council.
Procurement
Staff believes that this rider agreement is the best for the City because the scope fits the City’s needs and the Montgomery County Contract #116626 has multiple line items with estimated quantities larger than the City's and, as such, provide more competitive pricing based on higher volume.
Electric Advantage is certified as a Small Business but is not MWBE certified.
In accordance with Section 17-71 of the Rockville City Code, Cooperative Procurement; (b)
The City may contract with any contractor who offers goods, services, insurance or
construction on the same terms as provided other state or local governments or agencies
thereof who have arrived at those terms through a competitive procurement procedure
similar to the procedure used by the City.
In accordance with Section 17-39 of the Rockville City Code, Awarding Authority, (a) All
contracts involving more than two hundred and fifty thousand dollars ($250,000.00) shall be
awarded by the Council. Since the contract amount for the initial term plus all renewal options exceeds $250,000, approval is required by Mayor and Council.
The Rider Agreement is attached to this agenda item as Attachment 1.
The Montgomery County Contract #116626, Exhibit A to the Rider Agreement, can be found at the following link: <https://rockvillemd.legistar.com/View.ashx?M=AO&ID=170447&GUID=0bb8a47a-7894-44b0-ae33-0a07fd8d6662&N=RXhoaWJpdCBBIC1FbGVjdHJpYyBBZHZhbnRhZ2UgSW5jLiAtIGV4ZWN1dGVkIE1vbnRnb21lcnkgQ291bnR5IENvbnRyYWN0IE5vIDExNjY2MjYgd2l0aCBhbWVuZG1lbnQucA%3d%3d>
The Montgomery County RFP #116626 can be found at the following link: <https://rockvillemd.legistar.com/View.ashx?M=AO&ID=170446&GUID=e7e21dcf-2d59-4aaa-891e-b918add11eb9&N=TW9udGdvbWVyeSBDb3VudHkgUkZQMTE2NjYyNiBFbGVjdHJpY2FsIE1haW50ZW5hbmNlIFRlc3RpbmcgYW5kIFJlcGFpciBTZXJ2aWNlcy5wZGY%3d>
The Electric Advantage Response to the Montgomery County RFP #116626 with pricing can be found at the following link: <https://rockvillemd.legistar.com/View.ashx?M=AO&ID=170445&GUID=fa594c8f-c8d6-4f0a-8c11-7f72521348d0&N=RWxlY3RyaWMgQWR2YW50YWdlIEluYy4gUmVzcG9uc2UgdG8gQ291bnR5IFJGUCAxMTY2NjI2IHdpdGggRmVlcy5wZGY%3d>
Fiscal Impact
Funds are available in the operating budget of Recreation and Parks within the Parks and Facilities Maintenance Division and in the capital budget of Public Works within the Electric Vehicle Infrastructure (GA23) project (Attachment 2).
Funding in future years is subject to Mayor and Council appropriation.
Next Steps
Upon the Mayor and Council approval, the Procurement Department will obtain the Contractor’s insurance, complete execution of the Rider Agreement, and issue a Master Agreement to Electric Advantage, Inc., for services.