Fillable Printable Free Request For Proposal Template

Free Request For Proposal Template

Request for Proposal (RFP) Template

Installation and Operation of Electric Vehicle Charging Stations

This request for proposal (RFP) template provides recommended headings and language to assist in the issuance of an RFP

for electric vehicle charging stations. The outline provides a brief summary for each heading with information that should be

customized for each individual RFP. This outline was created based on information gathered from RFPs created by the City of Chula

Vista and the City of Long Beach.

Disclosure: Proposals shall be kept confidential until a contract is awarded. The <insert jurisdiction> reserves the right to request

clarification of any proposal term from prospective vendors. Selected vendor(s) will be notified in writing. Any award is contingent upon

the successful negotiation of final contract terms. Negotiations shall be confidential and not subject to disclosure to competing vendors

unless and until an agreement is reached. If contract negotiations cannot be concluded successfully, the <insert jurisdiction> reserves

the right to negotiate a contract with another vendor or withdraw the RFP. Any contract resulting from this RFP shall not be effective

unless and until approved by the <insert jurisdiction council>.

1. Overview of the Project

Requesting proposals from vendors to fully fund, design, install, operate, maintain, market and potentially remove electrical

vehicle (EV) charging stations, also known as electric vehicle supply equipment (EVSE), on publically owned property for public

use. This work will also include assisting the jurisdiction in identifying ideal site locations for the EVSE installations.

2. Acronyms/Definitions

A glossary of the necessary acronyms and definitions used throughout the RFP (e.g., Vendor – organization/individual submitting

a proposal in response to this RFP).

3. Scope of Project

The scope of the project is as follows:

Provide attractive and well-maintained EVSE.

Cover all costs associated with installation, maintenance and electricity for the EVSE. The vendor may establish a service charge

and method of payment collection to recoup these costs as well as any operating profit from EVSE users.

Identify siting locations, including physical address, project site (landmark location), reasoning behind the location selection and

accompanying notes.

Provide proper EV parking signage and reconfiguration of any parking stalls for EV parking.

Market the project as well as provide product advertisement.

Offer options for EVSE when the agreement expires (e.g., charging unit removal, transfer of ownership, contract renewal options).

The <insert jurisdiction> to provide the required parking spaces to accommodate the EVSE within the parking facilities at no cost

to the vendor.

Comply with all permitting, ADA and parking requirements.

4. Additional Considerations

The vendor must agree to insurance and liability requirements (scope and coverages) set by the jurisdiction and state such in its

proposal.

<Jurisdiction to insert summary of applicable insurance and liability requirements here and/or can attach full description to end of

this template.>

<Jurisdiction can add any additional considerations here. For example, if city offers/restricts use of advertisements on or around

EVSE.>

5. Submittal Instructions

For questions regarding this RFP, submit all inquiries via email to <insert email address> by <insert due date>. Responses to

the questions will be posted <insert where responses will be made available> no later than <insert date>. All proposers are

recommended to visit the above mentioned <insert jurisdiction> website on a regular basis as responses will be posted when

available.

Proposal Evaluation Process Timeline

TASK: DATE/TIME:

Deadline for submitting questions <Insert date>

Answers to all questions submitted <Insert date>

Deadline for submission of proposals <Insert date>

Evaluation period <Insert date>

Selection of vendor <Insert date>

NOTE: These dates represent a tentative schedule of events. The <insert jurisdiction> reserves the right to modify these dates

at any time, with appropriate notice to prospective vendors.

Vendors shall submit one (1) original proposal marked “ORIGINAL” and four (4) identical copies to the following:

Proposals shall be clearly labeled in a sealed envelope or box as follows:

REQUEST FOR PROPOSAL NO.: <insert proposal number>

FOR: Electric Vehicle Charging Stations

Disclosure: Proposals must be received by <insert date and time>. Proposals that do not arrive by the specified date and time WILL NOT

BE ACCEPTED and will be returned unopened. Vendors may submit their proposal any time prior to the above stated deadline. Email or

fax submissions will not be accepted.

At its sole discretion, the <insert jurisdiction> may reject incomplete proposal submittals if, in its judgment, the submittal lacks

information needed to effectively evaluate the proposal. Nothing in this request for qualifications implies a contractual obligation with

any firm, nor will the <insert jurisdiction> reimburse costs for submittal preparation.

Proposal Format:

Vendor Information:

The legal name of the vendor, address and telephone number.

The structure of the organization (e.g., sole proprietorship, partnership, corporation, etc.) including state of formation.

The name, address and telephone number of the person to whom correspondence should be directed.

The year the company was established as currently being operated.

A certified financial statement, including, but not limited to a Dun and Bradstreet rating.

Employer ID number as well as a DUNS number.

Vendor Background & Work Experience:

A list of all communities within the local utility (e.g., Pacific Gas and Electric, Southern California Edison) territory in which the

vendor has provided and maintained publicly available EVSE during the last five years, if applicable. Please list communities with

active EVSE and communities where EVSE have been removed. Also include the following information for each community:

• Name of the organization that contracted with you for EVSE sites. Please include the name of a contact person and phone

number.

• Was the contract/franchise exclusive or nonexclusive?

• Number of EVSE provided.

• Time period that the EVSE were installed.

• Reporting sales & usage (sample reports).

A list with additional California communities and/or communities in United States in which the vendor has provided and

maintained publicly available EVSE during the last five years, if applicable. Include all of the information identified in the previous

bullet.

A list of vendor’s ten most recent projects with a short description of the scope of work.

Please list any public agencies that have chosen to cancel or not renew EVSE contracts with your firm during the last five years.

Show names of organizations and names and phone numbers of persons who can be contacted.

Provide qualifications of the local contractors that will perform the EVSE installations. Demonstrate that the vendor is working with

C-10 licensed electrical contractors employing California state-certified electricians to handle EVSE installations and maintenance.

• List any EVSE-specific trainings or certifications that the vendor’s electrical contractor and/or the contractor’s electricians have

completed, if applicable (e.g., Electric Vehicle Infrastructure Training Program (EVITP) or UL training).

• Include the number of EVSE installations completed to date by the vendor’s electrical contractor and/or the contractor’s

electricians.

Demonstrate an understanding of <insert jurisdiction> processes, required permits, permit costs, licenses and applicable state

and local codes specific to EVSE and procedures for this type of project.

Scope of Work:

A written and pictorial description of the proposed EVSE design including:

• Comprehensive specifications (make, manufacturer and model numbers of equipment).

• Delivery and proposed installation schedule.

• The submission of more than one type of charging station is permitted, however, if the selection of any particular design

would result in a change to the proposed rate structure and method of collection, those changes must be noted.

Metering configurations identifying how the vendor will provide the electricity to the EVSE end consumer at no cost to the

jurisdiction.

• Process and schedule

for reimbursement to the jurisdiction for cost recovery of electricity provided to EVSE (if applicable).

Proposed EVSE end-consumer rate structure (e.g., charging customers per kWh usage or plug time) and customer method of

payment (e.g., credit card reader for universal usage or restricted access for only network users).

Description of the proposed EVSE maintenance program including the location of maintenance facilities, number of staff that will

be available for maintenance and anticipated response times.

Description of ability and staff expertise to provide services including marketing, installation, monitoring and maintenance of EVSE.

• Quality control/safety features.

• Marketing plan details and available resources.

Financial incentives to the <insert jurisdiction> (if applicable).

Options for EVSE when the agreement expires (e.g., charging unit removal, transfer of ownership, contract renewal options) and

responsi

ble party for any costs incurred (if applicable). Highly preferred that the vendor cover any removal costs.

Additional Items:

e proposal must be signed by the individual(s) legally authorized to bind the vendor.

If complete responses cannot be provided without referencing supporting documentation, such documentation must be

provided with the proposal and specific references made to the tab, page, section and/or paragraph where the supplemental

information c

an be found.

6. Proposal Evaluation & Award Process

Proposals will be evaluated based on the following criteria:

Current and past vendor performance in similar contracts with other agencies.

Financial stability of the proposer as reflected in a certified financial statement or other certified statement, including but not

limited to a Dun and Bradstreet financial rating.

EV customer rate structure and method of customer payment that will be used to charge customers.

Description of metering configuration.

Process and schedule to reimburse the jurisdiction in order to recoup cost of electricity used to provide EVSE (if applicable).

Maximum public benefit (i.e., in terms of affordability and customer support).

Strength, quality, durability, advanced technology, future flexibility and aesthetic appeal of proposed EVSE.

Proposed maintenance, repair and replacement schedule including response times for malfunctioning EVSE (e.g., vendor’s

proximity to the <insert jurisdiction> and number of proposer’s employees performing maintenance functions).

Possible commitment to providing additional EVSE at other parking facilities owned by <insert jurisdiction> (desirable but not

required).

Vendor’s specific marketing strategy that includes product advertising.

• EVSE installation marketing plan.

• Desc

ription of the vendor’s available marketing resources.

Proposed options for EVSE (e.g., system removal, transfer of ownership, contract renewal options) when the agreement expires

and potential costs to the jurisdiction.

Overall monetary return to the <insert jurisdiction> (if applicable).

Suggestion for Jurisdiction: Create a scoring criterion that may include assignment of percentages and/or weighting each criterion

listed above.

7. Project Specifications

Provide installation site plans (if applicable [for reference, please see Exhibit A of the City of Long Beach RFP No. PW12-016]).

8. Subcontractor Information and Business License

Does this proposal include the use of subcontractors?

Yes ______ No ______ Initials _______

If “Yes”, vendor must:

Iden

tify specific subcontractors and the specific requirements of this RFP for which each proposed subcontractor will perform

services.

The <insert jurisdiction> requires that the awarded vendor provide proof of payment of any subcontractors used for this project.

Proposals shall include a plan by which the <insert jurisdiction> will be notified of such payments.

Primary contractor shall not allow any subcontractor to commence work until all insurance required of subcontractor is obtained.

BUSINESS LICENSE

<Insert Jurisdiction> requires all businesses operating in the <insert jurisdiction> to pay a business license tax. In some cases

the <insert jurisdiction> may require a regulatory permit and/or evidence of a state or federal license. Prior to issuing a business

license, certain business types will require the business license application and/or business location to be reviewed by the

development services, fire, health and/or police departments.

9. Cost

N/A

10. Terms, Conditions and Exceptions

To view an example, please reference section 9 of the City of Long Beach RFP No. PW12-016.