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Leon County
Board of County Commissioners Agenda Item#3 April 23, 2024 |
| To: | Honorable Chairman and Members of the Board |
| From: | Vincent S. Long, County Administrator |
| Title: | Update on the Green Fleet Conversion Plan |
| Review and Approval: | Vincent S. Long, County Administrator |
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Department/Division Review and Approval: |
Ken Morris, Assistant County Administrator Ben Pingree, Assistant County Administrator |
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Lead Staff/ Project Team: |
Maggie Theriot, Resource Stewardship, Director Brent Pell, Public Works, Director Josh McSwain, Fleet Management, Director |
Statement of Issue:
As requested by the Board, this item provides an analysis of the County’s goal to convert 30% of light-duty fleet to fully electric vehicles by 2030, the ongoing investments in fleet replacement and charging infrastructure at County facilities, and the long-term potential to further expand the EV goal.
Fiscal Impact:
This item has a fiscal impact. Current and proposed out-year funding is adequate to continue advancing the County’s goal of transitioning 30% of the light-duty fleet to fully electric by the year 2030. In addition to the fleet replacement cost, funding for the necessary charging infrastructure is programmed over the next five years.
Staff Recommendation:
Option #1: Accept the status update on the green fleet conversion plan.
Report and Discussion
Background:
As requested by the Board, this item provides an analysis of the County’s goal to convert 30% of light-duty fleet to fully electric vehicles (EV) by 2030, the ongoing investments in fleet replacement and charging infrastructure at County facilities, and the long-term potential to further expand the EV goal.
The Integrated Sustainability Action Plan (ISAP) is the County’s strategic plan to institutionalize sustainability action into operations, protocol, and policy. The ISAP has three specific goals relating to the County’s vehicle fleet:
On January 23, 2024, the Board requested an analysis of the County’s goal to convert 30% of light-duty fleet to fully electric vehicles by 2030, and potential to further accelerate or enhance the goal. The Board did not provide specific guidance as to a target year or conversion goal; however, this item provides an analysis for accelerating the 30% goal and the potential to achieve 75% conversion of the fleet to fully electric by 2040. The current budget plan will convert 30% of light-duty vehicles to fully electric by 2030. Going beyond this target would require the County to replace existing vehicles that still have useful life and do not meet the replacement eligibility standards.
The County achieved its 2008 sustainability strategic plan goals in 2017. This achievement was met in part by reducing vehicle emissions 16%. Following these successes, the Board approved the ISAP in 2019, laying out steps for the next decade of progress. Across the ISAP’s 18 goals and 91 supporting action items, the overarching goal of the ISAP is to reduce County greenhouse gas (GHG) emissions by 30% by the year 2030. The three fleet-specific goals in the ISAP are intended to complement one another. This item details current efforts to convert the County’s fleet to electric and reduce dependence of fuel, meeting the County’s adopted ISAP goals including 30% EV by 2030. As requested by the Board, an analysis is also provided regarding the acceleration or enhancement of the County’s 30% EV goal by 2030.
Analysis:
The following outlines the composition of existing vehicle fleet and criteria to advance the electrification of the fleet and further increase fuel efficiency while reducing GHG to meet the County’s ISAP goals. The County operates and maintains 354 vehicles in its fleet, of which 114 are classified as light-duty. Collectively, this fleet contributes 17% of the overall environmental impact of County operations, with buildings being attributed to three-quarters of GHG emissions. As outlined herein, the County takes a multi-prong approach to managing the existing fleet, while actively transitioning the makeup of these vehicles.
Fleet Composition
The County operates and maintains 354 vehicles in its vehicle fleet in addition to large equipment such as tractors, and small equipment such as mowers. Additional vehicles are purchased and maintained for Constitutional Offices of Property Appraiser, Supervisor of Elections, Clerk of Courts, and the Tax Collector, with the Sheriff’s Office responsible for its own purchase and maintenance. The County’s ISAP focuses only on Board of County Commission vehicle fleet due to the limited authority to dictate fleet make up of Constitutional offices.
Vehicle fleet falls into three categories: light, medium and heavy duty. These categories are in alignment with Federal Highway Administration (FHWA) standards based upon vehicle weight and towing capacity. For example, light-duty is any vehicle within FHWA Class 1 or 2 with a gross vehicle weight up to 10,000 pounds. Light-duty vehicles include automobiles (e.g., Chevrolet Malibu), sport utility vehicles (e.g., Toyota Highlander), vans (e.g., Dodge Caravan), and small pick-up trucks (e.g., Ford F-150).
Of the County’s 354 total vehicles, there are 114 light-duty vehicles in operation. The 30% goal applies only to light-duty vehicles as the market for medium and heavy duty is not established. To achieve the 30% conversion goal, 34 vehicles will need to be fully electric by 2030. To date, the County operates 10 fully electric vehicles (4 Chevrolet Bolts, and 6 Ford F-150 Lightnings). Three additional Ford trucks are on order, for a total of 13 EVs anticipated by the end of Fiscal Year 2024. The County also operates 24 light-duty hybrid vehicles which contribute to the ISAP fuel reduction goal, complimenting the 30% EV goal. Most of these hybrid vehicles were purchased prior to the adoption of the 30% EV goal and reflect the market at that time for reduced emissions vehicles.
Increasing electric vehicles involves a continuous evaluation of the existing fleet. Considerations are made to identify candidate vehicles for replacement, then identify available vehicles in the market that can meet the operational needs of the work area, while also evaluating the required charging infrastructure. As outlined in the Green Fleet Policy, to purchase County vehicles in a more fuel-efficient, cost-effective, and environmental-friendly manner, specific criteria are employed when considering replacements for County vehicles. These criteria are intended to serve as methodology for need analysis when a vehicle is eligible for replacement, and to downsize vehicles when appropriate. Prior to the purchase of any replacement vehicle, the following will be considered:
The opportunity to adopt a fully electric vehicle is also evaluated at this step. It is through this attrition of existing vehicles, that electric alternatives can be introduced into the County fleet. In addition to staff evaluation, the County utilizes a software tool to evaluate the financial viability and environmental impact of fleet electrification. The software examines the total cost of ownership, and best fit for EV deployment. County staff then ensure an EV can meet the operational needs of the work area, while also evaluating the required charging infrastructure. Should these factors not align, opportunities to trade vehicles with another work area are explored, providing the EV in an alternate area while replacing the initial eligible vehicle.
By the end of the 2024, there will be 22 charging ports across 11 County sites to support the existing County EV fleet. Beyond the purchase of the charging unit, significant resources go towards ensuring connectivity to an adequate power source. Although the charging equipment cost is relatively steady, the installation cost varies based on site location factors such as trenching, existing wiring, and required electrical upgrades. Based on these factors, installation costs for Leon County have varied from $5,000 to upwards of $100,000 per site. Fortunately, this is mostly a one-time expense, with scalable capacity for additional charging units available at a fraction of the original installation cost.
To attain the ISAP goal of transitioning 30% of light-duty fleet to EV, a total of 34 vehicles will be fully electric by 2030. For context, over the past five years the County has acquired a total of 29 new light-duty vehicles (16 fuel and 13 EV). Utilizing the replacement eligibility standards contained in the Green Fleet Policy, such as repair cost and mileage, approximately 30 vehicles are projected to be replaced in the coming five years, requiring 21 of these to be exchanged with an EV. As detailed above, in-depth review occurs before each replacement in order to identify opportunities to select EVs. Depending on those numerous factors, the number of EV eligible vehicles vary from year to year. For example, in Fiscal Year 2025, a total of 6 light-duty vehicles are proposed for replacement, with all 6 being well suited for electric vehicles. Whereas in other years, there may be only one light-duty vehicle eligible for replacement.
In summary, to achieve the 30% conversion goal, 34 vehicles will need to be fully electric by 2030. By the end of Fiscal Year 2024 the County will operate 13 EVs. The preliminary FY 2025 budget contemplates an additional 6 EVs as numerous light-duty fleet will be eligible for replacement. Purchasing an additional 6 EVs in FY 2025 would bring the County to a total of 19 EVs, or 56% of the EV goal for 2030.
Conversion Plan
In support of the three ISAP goals for Transportation (Attachment #1), the County has enacted steps to achieve the following:
These elements are further institutionalized within the County’s Green Fleet Policy which is collaboratively implemented by the Office of Sustainability and the Fleet Management Division. In April 2012, the Green Fleet Policy was adopted with the purpose of creating a framework and procedure for ensuring the County operates the most sustainable, efficient fleet possible. The Policy was updated in 2020 providing for the integration of the recent ISAP goals and action items, also adding language regarding fleet monitoring software, and updated green driver education content (Attachment #2).
As stipulated in the County’s ISAP and Green Fleet Policy, steps are underway to convert light-duty vehicles to electric and reduce total fuel consumption, 30% each by the year 2030. As with all goals of the ISAP, the evaluation of an appropriate conversion rate to electric vehicles was set purposefully and thoughtfully. The target was selected in light of present market conditions and the anticipated market advancement of vehicle selection, price, and availability, along with the creation of required charging infrastructure.
EV Projected Fleet Conversion
As previously detailed, the evaluation of an appropriate conversion rate to electric vehicles was set purposefully in light of numerous factors such as market conditions, availability, and the installation of required charging infrastructure. The goal to convert 30% of light-duty vehicles in the County’s fleet to fully electric by 2030 is both actionable and achievable. Going beyond this target will require the County to replace existing vehicles that still have useful life and do not meet the replacement eligibility standards set forth in the Green Fleet Policy such as repair costs, mileage, and age. A multifaceted approach is in place to ensure the 30% goal is achieved, focusing not only on investment in new equipment but enriching the operations and behavior around driving.
By the end of the current Fiscal Year, there will be 13 EVs in operation with a projected need to acquire 21 replacement EV vehicles through FY 2030. Through the annual budget process, funding will be made available for the acquisition of EV vehicles and related charging infrastructure; posturing the County to meet the existing goal of 30% (34 total EV vehicles). Achieving a higher percentage such as 50% by 2030 would require the County to replace existing vehicles that still have useful life and is not recommended. However, as the fleet continues to age and the County furthers its investment in fully electric vehicles, the total percentage of the fleet will steadily advance. In alignment with the County’s fleet replacement standards and the continued growth of the EV market, approximately 75% of the fleet may eventually be fully electric by 2040. This would represent the full conversion of vehicles that are appropriate for electric use.
Leon County is adequately funded and on target to achieve the 30% EV conversion goal by 2030, with further investment in electric vehicles continuing to advance the percentage of fleet into the future as vehicles become eligible for replacement. Staff will continue to monitor the electric vehicle market for the emergence of a reliable market for medium and heavy-duty vehicles to position the County for additional EV fleet conversions in FY 2030 – FY 2040. Medium and heavy-duty fleet will require additional investment in Level III charging infrastructure, which will also benefit fast-charging of light-duty fleet.
Summary
In the Integrated Sustainability Action Plan, the County committed to a GHG emissions reduction goal of 30% by 2030. These initiatives support goals to reduce fuel consumption, procure electric vehicles, and employ strategies to support efficient driving behavior. A multifaceted approach is in place to ensure that both the 30% electrification goal and 30% fuel reduction goals are achieved by 2030. Building on prior actions, the County is positioned to achieve the goal and will continue to invest in electric vehicles beyond 2030, advancing the proportion of fleet that will be EV as vehicles become eligible for replacement.
The County has policy standards to guide the process of identifying existing vehicles eligible for replacement. It is through this attrition of existing vehicles, that electric alternatives are introduced into the County fleet. The preliminary FY 2025 budget contemplates an additional 6 EVs as numerous light-duty fleet vehicles will be eligible for replacement. Purchasing an additional 6 EVs in FY 2025 would bring the County to a total of 19 EVs, or 56% of the EV goal for 2030. Current and proposed out-year funding is adequate to continue advancing the County’s goal of transitioning 30% of light-duty fleet to fully electric by the year 2030. The ongoing and planned investments contemplate the additive EV vehicle purchase cost (over 30 percent more than conventional fuel vehicles) and the installation of charging infrastructure at County facilities.
The aspiration of achieving an even higher percentage such as 50% or 75% in the next five years would require the County to deviate from Policy, replace existing vehicles that still have useful life, and require additional funding for the extra vehicles and charging infrastructure. In alignment with the County’s existing fleet replacement standards, the attrition of existing vehicles along with the continued growth of the EV market may eventually support the conversion of approximately 75% of the fleet to fully electric by 2040. However, this is a preliminary projection, and this item does not recommend establishing a new goal for 2040 or accelerating the existing 2030 goal. The County’s goal to convert 30% of light-duty vehicles to fully electric by 2030 remains both ambitious and achievable in light of the limited attrition of the existing light-duty fleet and funding necessary to support required charging infrastructure.
Options:
Recommendation:
Option #1
Attachments: