CITY OF DEERFIELD BEACH Request for City Commission Agenda

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1 Item: CITY OF DEERFIELD BEACH Request for City Commission Agenda Agenda Date Requested: June 5, 2012 Contact Person: Chad Grecsek, Assistant Director of Environmental Services Description: Authorization to submit a grant application to the EPA National Clean Diesel Funding Assistance Program for the purchase of three (3) hybrid garbage collection vehicles Fiscal Impact: Required 75% match: $820, FY12/13. Grant Award: $273, Total proposed project cost: $1,093, Budget Line Item Number and Title: Automotive Equipment Required Attachment: A Cover Memo from the Department Head to the City Manager further describing the request and providing back-up information and documents. THIS SECTION RESERVED FOR PROCESSING OF THE REQUEST Ordinance X Resolution X Consent Agenda Agenda Item Type Presentation Written Request Public Hearing Public Hearing Second Reading Quasi-Judicial Public Hearing General Item Comments: ITEM APPROVED FOR THE AGENDA: Keven Klopp 5/30/12 Signature Date

2 RESOLUTION NO. 2012/ A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF DEERFIELD BEACH APPROVING AN APPLICATION FOR AN EPA NATIONAL CLEAN DIESEL FUNDING ASSISTANCE PROGRAM GRANT WHEREAS, the City is eligible to apply for a National Clean Diesel Funding Assistance Grant from the Environmental Protection Agency (the Grant) for the purchase of three hybrid garbage collection vehicles; and WHEREAS, the Grant is specifically focused on projects that promote the development of idle reductions, alternative fueling options and replacement/repower programs; and WHEREAS, the total proposed project cost is $1,093,735.65; the Grant if awarded will provide 25% project funding of $273,433.91; and the City s required 75% match will be $820, in FY12/13; and WHEREAS, the City Commission finds that it is in the best interests of the citizens of the City of Deerfield Beach to apply for said Grant; NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF DEERFIELD BEACH, FLORIDA, AS FOLLOWS: Section 1. The above referenced Whereas clauses are true and correct and made a part hereof. Section 2. The City Commission of the City of Deerfield Beach does hereby authorize the administration to apply for an EPA National Clean Diesel Funding Assistance Grant and to undertake all necessary measures to obtain said grant. This Commission does hereby go on record as finding that the Grant is in the best interests of the City of Deerfield Beach, that the City of Deerfield Beach can take actions consistent with the Grant to further the goals and objectives of the Grant and the citizens of the City of Deerfield Beach and does hereby support the application for the Grant. Section 3. This Resolution shall become effective immediately upon adoption. PASSED AND ADOPTED THIS DAY OF, PEGGY NOLAND, MAYOR 1

3 ATTEST: ADA GRAHAM-JOHNSON, MMC, CITY CLERK Deerfield/Resolutions/EPA Clean Diesel Grant 2

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6 SUMMARY INFORMATION PAGE Project Title: City of Deerfield Beach Clean Diesel - Hybrid Program Applicant Information: City of Deerfield Beach Public Works 401 S.W. 4 Street Deerfield Beach, FL Chad Grecsek, Assistant Director of Environmental Services (954) office (954) fax cgrecsek@deerfield-beach.com DUNS Number: Eligible Entity: The City of Deerfield Beach is an eligible entity as a municipality, as listed in Section III.A. Regional Office: U.S. EPA Region Four (4) Total Project Cost: $1,093,736 Total Funding Requested (25% of total): $273,434 Project Local Match (75% of total): $820,302 Target Fleet: Replacement of 3 City-owned refuse haulers Technology: Hybrid Replacement Project Description: The City of Deerfield Beach proposes the purchase of two (2) hybrid automated side loader refuse haulers and one (1) hybrid front loader packer. The hybrid vehicles will service both our residential and commercial businesses; the vehicles will be purchased as part of the replacement program, in which the City of Deerfield Beach will remove the non-hybrid from our fleet per the grant guidelines.

7 Introduction The City of Deerfield Beach is a dynamic coastal community with over 73,000 residents. Deerfield Beach encompasses approximately 14 square miles and is the northernmost City in Broward County, Florida. Sitting 25 miles north of Fort Lauderdale, 50 miles north of Miami and 50 miles south of West Palm Beach, Deerfield Beach is centrally located to all that South Florida has to offer making it an ideal place to live and desirable tourist destination. In recent years the City has taken several steps to move towards a more sustainable community through the implementation and promotion of water savings and conservation, energy efficiency and recycling, as well as reuse and waste reduction programs. The City of Deerfield Beach is also a signatory of the U.S. Conference of Mayors Climate Protection Agreement and has employees that are Leadership in Energy and Environmental Design (LEED) accredited professionals which help to steer the City in a more sustainable direction. In an effort to continue our sustainable efforts the City of Deerfield Beach proposes the purchase of hybrid refuse haulers to replace City-owned haulers. The greenhouse gas (GHG) reduction from the use of hybrid vehicles provides residents and visitors with clean air, benefiting the community s health and the health of the environment. According to studies conducted by the EPA, by reducing the threat of GHG within our community, we also reduce health risks to include asthma and other respiratory illnesses, in addition to the threat of climate change. I. Project Summary and Approach The means, by which the project will achieve significant reduction in diesel emissions, is through the use of hybrid technologies. The use of the proposed hybrid system on one (1) of our refuse vehicles has an estimated emission reduction of thirty eight (38) tons per year, equivalent to removing 6.7 mid-sized vehicles from the road or planting 1,500 trees. 1 By replacing three (3) refuse vehicles within our fleet the City will reduce an estimated 114 tons per year, equivalent to the removal of twenty (20) mid-sized vehicles from our roadways. The City has identified three (3) vehicles to be replaced as part of our emission reductions. The vehicles are City-owned, with Caterpillar diesel-powered engines and estimated consumption of 19,000 gallons of fuel annually. The proposed vehicles are operated as part of our refuse services. Residents within the City receive a twice week service increasing the amount of emissions produced weekly. The technology in which the City is looking to implement, reduces fuel consumption, emissions, operating cost, general brake wear, and provides better drivability. The proposed hybrid system captures brake energy while engine decoupling allows for engine management resulting in less demand for energy from the engine and correspondingly less fuel. By placing two (2) of the vehicles on a residential route, the number of stops the vehicles makes is increased and the 1 Figures produced from the EPA emission calculator. 2 P age

8 hybrid system becomes more efficient. The system combines hydraulic components, advanced control software, and brake energy recovery technology; more than 70% of the vehicles otherwise lost braking energy is recovered. Through the use of brake energy recovery, the replacement of brakes is extended up to eight (8) times, from every few months to twenty four (24) to thirty six (36) months. The proposed hybrid system may be identified as a verified technology, according to the EPA. The City of Deerfield Beach identified the hybrid replacement program an appropriate program for the target fleet, as many available technologies are primarily beneficial to highway vehicles. For example, the use of aerodynamic technologies, though beneficial, would not produce the equivalent reduction in emissions as the City s proposed plan for a refuse fleet. With the assistance from the Fleet Maintenance Division, staff identified the replacement program as a relevant approach to our overall goals. The purchase of the hybrid vehicle by City policy, a competitive bid solicitation is required. Upon notice of the available funding with the assistance of the Purchasing Division the City will move forward with the procurement of the vehicles, through request for proposal (RFP). As such the project timeline is as follows: Notice of Award July 2012 Procurement of Vehicles July 2012 November 2012 Authorization to implement anti-idling policy September 2012 Training of personnel October 2012 November 2012 Utilization of hybrid fleet into service schedule July 2013 The listed timeline will vary based on procurement and authorization. Staff will have the material and requests prepared to initiate the procurement, upon approval. As the sole hauler of refuse within the City of Deerfield Beach, it is the City s role and responsibility to provide a high standard of quality for the residents, visitors, and the environment. Through the replacement of the three (3) vehicles and implementation of an antiidling policy, the City is moving towards an environmental standard, that may be replicated within Broward County and neighboring cities. Upon the completion of the assistance agreement it will be the City s sole responsibility to maintain and utilize the hybrid vehicles. The use of hybrid vehicles is a stable technology in which staff is adequately trained to maintain and corresponds with the current refuse services provided by the City of Deerfield Beach. The proposed replacements are not a mandated measure, but voluntary practices to reduce GHG within our community and coincide with Broward County s efforts to improve air quality. In an effort to further promote the reduction of air pollution, the City proposes to implement, upon Commission approval, an anti-idling policy. The policy will focus on all City-owned fleet, to 3 P age

9 reduce idling time. The policy will be maintained and monitored through department supervisors. As a result of the hybrid vehicle replacement and proposed anti-idling policy, the City of Deerfield Beach will demonstrate the benefits of providing improved air quality for a cleaner environment and healthy living. II. Results Outputs and Outcomes Anticipated Outputs and Outcomes Activities Outputs Outcomes Replace two (2) automated Reduce emissions, fuel and Lifetime Emission Reduction: side loaders brake wear PM2.5 Replace one (1) front load packer Reduce emissions, fuel and brake wear. Lifetime Emission Reduction: PM2.5 Establish an anti-idling policy % of fuel consumption To be calculated by fuel reduced among high users. reduction. o Vehicle replacement with hybrid refuse haulers. The City plans to replace three (3) refuse haulers with hybrid vehicles, in an effort to reduce emissions. The use of the hybrid vehicles will reduce fuel consumption and decrease waste from the landfill, by reducing the replacement of brakes. The goal is to provide superior service for residents while improving air quality and demonstrating the options available to reduce emissions. o Vehicle tracking/idling reduction programs. The City plans to inform all employees of the need to eliminate unnecessary idling of vehicles, in order to reduce the cost of City operations and to reduce emissions created by City vehicles. Our goal is to protect and preserve the natural environment and improve air quality in the City of Deerfield Beach. Using a comprehensive method including a communication strategy, compliance workshop, and measurement and verification staff with the assistance of the Fleet Department will monitor and enforce the anti-idling policy. Vehicle tracking and route development may also be an activity the City will pursue in the near future. III. Programmatic Priority The City of Deerfield Beach, located within Broward County, has been acknowledged as a program priority location. The vehicles identified as part of the replacement program, operate within Deerfield Beach and our neighboring Broward County city, Pompano Beach. The identified areas are located within close proximity to a landfill, a high traffic area for diesel vehicles. The proposed reduction in GHG and diesel emissions from the vehicle replacement and anti-idling policy will assist in reducing the concentrated diesel pollution in our priority location. IV. Programmatic Priority Diesel Reduction Effectiveness APPENDIX E 4 P age

10 The proposed projects are multi-disciplinary programs and anticipate enhancement to the livability of the community of Deerfield Beach. Using outreach, City website, and educational training, the City will inform employees, residents, and local businesses of the benefits and capabilities to incorporate greenhouse gas reducing projects in the home or business as well as communicate what efforts the City is undertaking in a leadership role. Deerfield currently provides numerous educational programs focused on composting and rainwater harvesting, as well as recycling hosts several environmental events throughout the year such as the City s annual earth day program and tree give-away event. In correlation with current efforts and the proposed project, Appendix E, Diesel Reduction Effectiveness, has identified the proposed vehicles to be replaced by the City of Deerfield Beach are within the model years 1996 to Under the listed model years the City is available to receive the maximum points available. The models identified for replacement by fleet staff, will provide the maximum amount of diesel emissions among our current fleet and provide a strong example of our community. V. Other Programmatic Priorities APPENDIX F The City of Deerfield Beach has a population of an estimated 73,000 residents, and continues to grow as a coastal community. Residents and visitors within the community will experience improvements in air quality due to the proposed project. As identified by the hybrid technology, a single truck s CO 2 are reduced by thirty eight (38) tons per year. Based on the City s three (3) vehicles, Deerfield Beach is expected to reduce emissions by one hundred and fourteen (114) tons per year. The emission reduction may be linked to the hydrostatic drive and brake energy recovery capabilities provided by the proposed hybrid system. The City of Deerfield Beach also identified the results of the proposed project through the EPA Diesel Emission Quantifier (DEQ). Unfortunately the available category for hybrid replacement in the DEQ is listed as hybrid electric replacement with diesel particulate filter. The proposed project is a hybrid replacement but does not provide a diesel particulate filter. In an effort to provide results from the DEQ, the City of Deerfield Beach received the following results: Lifetime Baseline of Entire Fleet Baseline of Vehicle Retrofitted Percent Reduced Amount Reduced NOx (short tons) PM2.5 (short tons) HC (short tons) CO (short tons) CO2 (short tons) Diesel Equivalent (gallons) , , , , % 105.0% 101.4% 0.0% 0.0% 0.0% P age

11 According to the proposed hybrid system, a reduction in CO 2 emissions will occur; staff will document and track variables related to CO 2 emissions such as fuel consumption, the reduction of brake replacement, and maintenance costs. Through the in-house tracking staff will be able to provide actual results from the replacement program and track the reduction in fuel consumption from the non-hybrid fleet, as part of the anti-idling policy. The proposed project maximizes public health by avoiding health effects that result from exposure to particulate matter (PM2.5), such as asthma, bronchitis, non-fatal heart attacks, and others. According to the DEQ, the proposed project under the category hybrid electric replacement with diesel particulate filter will reduce PM2.5 by tons annually and provide an annual health benefit of $33,000. The proposed program will use a community based multi-stakeholder process, through current programs offered in Broward County, such as a community bike share (B-Cycle), hybrid bus transit, and online solar panel permitting. The addition of refuse vehicles within Deerfield Beach will directly coordinate with the County s efforts to reduce emissions and provide a cleaner, greener environment. The use of the hybrid refuse vehicles will be provided as a demonstration for other City refuse haulers within Broward County, the information and benefits shall be shared with Broward County s Resource Recovery Board and Technical Advisory Committee (TAC), in the hopes that the project may be expanded. The proposed project will conserve diesel fuel by an estimated 30% - 50%, per vehicle. The reduction value is dependent on variables such as the route density and operating conditions, as identified by the proposed hybrid technology. In an effort to conserve diesel fuel, staff will identify the routes in which the hybrid vehicles will provide a substantial savings and strictly enforce the anti-idling policy. Through the tracking of fuel consumption, staff will provide accurate reductions on the entire fleet. VI. Regional Significance The proposed project addresses the sector-specific priorities through green corridors focusing on idle reduction within Region 4. The extent, to which the projects focus on the region priority, is through the use of hybrid vehicles with brake energy recovery and an anti-idling policy. Both projects focus on the reduction of fuel, through alternative methods. The anti-idling policy will reduce fuel consumption among the entire fleet, not specific only to refuse vehicles, but for all City owned vehicles. The proposed hybrid technology with brake energy recovery correlates with the City s idling reduction. The proposed technology assists in the savings of fuel during the collection routes and converts the vehicle energy. The energy conversion during the collection route provides the idling time as a benefit for the vehicle, as the more stops the vehicle makes the more efficient the system becomes. Idling during service collection is no longer a threat but a benefit to the system. VII. Past Performance Programmatic Capability and Reporting on Results 6 P age

12 The City of Deerfield Beach was allocated funds from the Energy Efficiency and Conservation Block Grant (EECBG) in 2009, in the amount of $715,500. The projects have been fully executed or near completion; however at this time, the City has completed or anticipates completion on the following programs as part of its EECBG allocation: replacement of inefficient AC units with high efficient units and modifications to HVAC systems, installation of programmable thermostats and light sensor in public buildings, installation of energy efficient lighting throughout the City, installation of solar renewable energy system and replacement of pumps at the City s East and West water plant facilities with higher efficiency units. The City of Deerfield Beach is in compliance with the stringent reporting requirements of the Energy Efficiency and Conservation Block Grant and is on track to meet the grant utilization deadlines. In addition the EECBG, the City of Deerfield Beach has been awarded funding in the amount of $1,153, for the purchase and distribution of single stream roll-cart recycling bins. The City was allocated money from Broward County s Resource Recovery Board. With the provided funding the City of will be providing residents with recycling roll-carts with radio frequency identifier s (RFI s), to track recyclables collected and move towards an incentive based reward program. At this time the Energy Efficiency and Conservation Block Grant and Resource Recovery Board, is the only funded assistance agreement the City has in similar size, scope and relevance to the proposed projects. Through the City s procurement process, its grant accountant, technical expertise, and public information program, the City believes it can provide the level of transparency and accountability for the utilization of the funds awarded through the Clean Diesel Program and in accordance with the program guidelines. VIII. Staff Expertise/Qualifications The City has identified Chad Grecsek the Assistant Director of Environmental Services as the technical project manager for implementing this grant program. Mr. Grecsek is a Leadership in Energy and Environmental Design (LEED) accredited professional, holds an environmental Masters of Business Degree and has been awarded, administered and successfully implemented over four million dollars in mixed federal, local and state grant funds over his ten (10) year career. In addition to Mr. Grecsek, Alan Savarese - Fleet Manager will be responsible for the fleet qualifications. Mr. Savarese has been working in the fleet industry for over 34 years and has past experience with hybrid vehicles as well as a thorough knowledge of the various hybrid systems available today. VX. Budget Narrative The City of Deerfield Beach is a municipality that strives to promote the interest of private enterprises by providing opportunities for fair and open competition. The Purchasing Division 7 P age

13 oversees all bids to be opened to private enterprise. Within the bidding process the Purchasing Division will solicit sealed written bids or proposals from all vendors qualified to offer the services being requested. Purchase orders or contracts are awarded to the lowest responsible and responsive bidder that meets the requests identified in the specifications package. Bids are evaluated by staff and recommendations are forwarded to the city commission for formal approval. Once approved, staff works with the vendors to develop a contract. The current costs associated with the proposed projects below are estimates which have been obtained through an informal process. Once the City s application for the Clean Diesel Funding is approved, technical specification packages will be developed for a request for bids. Using the formal bidding process the City of Deerfield Beach plans to generate requests for full service competitive bids. The below criteria is based the defining budget descriptions established in the grant application. The City has identified the costs for full range of services necessary to implement the proposed projects and to verify project performance, within the budget descriptions. The City of Deerfield Beach Clean Diesel funding request is $273, A. Personnel: Within the budget table the City has identified key personnel that will assist in the development and implementation of the proposed projects/policies defined in the grant application. Personnel salaries were taken from the City s general employee pay plan for accurate costs. B. Fringe Benefits: The City projects no fringe benefits C. Travel: The City anticipates no travel costs for the proposed project. D. Equipment: The projected equipment cost will include the price of two (2) automated side loaders and one (1) front load refuse vehicle, all with the hybrid system. Costs associated with the equipment include: an automated arm paddle switch controller, exterior control for automated side loader, side-mount rear facing camera, cab tilt air assist, LCF dual steering, and double frame full steel insert. E. Supplies: The City anticipates no supply costs. F. Contractual: Contractual services to be made include the procurement of the vehicles, on a competitive method. G. Cost Match: The City will provide a 75% in-kind match in the form of cash funds. A complete breakdown of the proposed project summary providing details of the anticipated project expenditures is included in the SF424 form. X. Applicant Fleet Description (NOT PART OF 10 PAGE Limit excel spreadsheet to be attached) 8 P age