Request for Proposals (RFP) for Electric Vehicle Charging Stations (EVCS)

Addendum No. 1 has been uploaded, see below. 

The City of Kyle is requesting proposals from Firms to fully fund, design, install, operate, maintain, market, and potentially remove EVCS, on publicly owned property for public use. This work will also include determining and assisting the City of Kyle in identifying ideal city-owned site locations for the EVCS installations.

Submittals are due Wednesday, August 24, 2022, no later than noon (12:00 p.m. CST) to Kathy Roecker, Stormwater Management Plan Administrator at: rfp@cityofkyle.com

Overview of Project

The City of Kyle is seeking to hire an experienced and qualified Firm that can provide a turnkey solution of all equipment, corresponding software and networking, accessories, warranties, and deliveries required to install EVCS at City of Kyle facilities, as well as identifying additional city-owned prime locations. Preferably, units must be able to service more than (1) car simultaneously. Firm must also provide proper EVCS parking signage and assist with reconfiguration of any parking stalls for EVCS parking. In addition, Firm will comply with all permitting, ADA and parking requirements.

Schedule

Timeline                                                                 Date/Time

City Website Posting                                          08/03/2022

Advertise RFP                                                       08/03/2022         

                                                                                  08/10/2022

Deadline for questions/clarifications              08/17/2022 (4:00 p.m.)

Deadline for submission of proposals            08/24/2022 (12:00 p.m.)

City Council Approval                                          09/06/2022

Scope of Project

The Scope of the Project is as follows:

• Provide attractive and well‐maintained EVCS.
• Cover all costs associated with installation, maintenance, and electricity for the EVCS. The Firm may establish a service charge and method of payment collection to recoup these costs as well as any operating profit from EVCS users.
• Provide proper parking signage and reconfiguration of any parking stalls for EVCS parking.
• Market the project as well as provide product advertisement.
• Offer options for EVCS when the agreement expires (e.g. charging unit removal, transfer of ownership, contract renewal options).
• The City of Kyle will provide the required parking spaces to accommodate the EVCS within city-owned parking facilities at no cost to the Firm.
• The final location for the units would be determined jointly by City of Kyle staff and the Firm based on location, electricity, economics, access and security.

Submission Requirements

Firms shall submit one (1) electronic copy via email to the following: rfp@cityofkyle.com

Subject: RFP_ ELECTRIC VEHICLE CHARGING STATIONS (EVCS)_(Firm name)

The submittal shall be limited to ten (10) sheets front and back (20 sides). Resumes, cover letter and/or transmittal letter will not be counted toward the ten (10) sheets front and back (20 sides) with a font size no smaller than 11 point.

The proposal must be signed by the individual(s) legally authorized to bind the Firm.

Item 1: Assigned Personnel, Staff Qualifications & Availability (15%):

• Provide a statement on the availability and commitment of the firm.
• Provide a statement of interest including a narrative and unique qualifications.
• A summary of qualifications should include key personnel and identification of key contact and/or project manager.

Item 2: Project Experience (30%):

• Submit three examples of previous projects with similar scopes or relevance. Include the name, complete address, phone and e-mail address of the client’s contact person.
• Description of ability and staff expertise to provide services including marketing, installation, monitoring, and maintenance of EVCS.

Item 3: Proposed Product Solutions (40%):

• A written and pictorial description of the proposed EVCS design, including:
  • Comprehensive specifications (including make, manufacturer & model numbers of equipment), including all software components
• Metering configurations identifying how the Firm will provide the electricity to the EVCS end consumer at no cost to the City of Kyle.
• Delivery and proposed installation schedule
• Technical requirements
• Networking and Integration
• Energy Management
• Data Collection and Reporting
• Warranty
• Quality Assurance, Inspection & Testing
• Security and Authorization
• Response Time & Support
• Options for EVCS when the agreement expires (e.g. charging unit removal, transfer of ownership, contract renewal options). Highly preferred that the Firm covers any removal costs if applicable.

Item 4: Additional Items (15%):

• Ability to install and meter golf cart charging stations.
• Ability to provide the same services to private and commercial customers within the City of Kyle.

Those agreements would be negotiated between the entity and the Firm, separate from the City. 

Submittal

Submittals must be submitted electronically. Email attachments are preferred but for proposals larger than 10 MB, a link to a file transfer service (i.e., dedicated FTP, Dropbox, etc.) is acceptable. Submittals are due Wednesday, August 24, 2022, no later than noon (12:00 p.m. CST) to Kathy Roecker, Stormwater Management Plan Administrator at: rfp@cityofkyle.com

Qualifications are to be submitted in accordance with the city specifications and the Submission Requirements as outlined. Each submitter must be responsive; failure to do so may result in the rejection of a submittal. The city reserves the right to reject any or all submittals, to waive formalities, or to proceed otherwise when in the best interest of the city.

Proposals must be received by 08/24/2022 noon (12:00 p.m. CST). Proposals that are not received by the specified date and time WILL NOT BE ACCEPTED and will be disqualified. Firm may submit their proposal any time prior to the above-stated deadline.

Addenda, Interpretation, or Correction of RFP

Any changes, additions, or deletions to the RFP will be in the form of a written addendum issued by the City of Kyle. Any addenda to this RFP will be posted publicly on the City’s website at:

https://www.cityofkyle.com/rfps

The City of Kyle shall not be responsible for the failure of any Firm to receive such addenda. All addenda issued shall become part of this RFP. Any addenda must be acknowledged in the cover letter.

All Firms are recommended to visit the above-mentioned website on a regular basis as responses will be posted when applicable.

Insurance Requirements

Coverage shall be at least as broad as:

• General Liability:

         Bodily Injury                  $500,000 per person

         Bodily Injury                  $1,000,000 per occurrence

         Property Damage        $1,000,000

• Worker’s Compensation:

         Coverage A -                 Statutory

         Coverage B -                 $250,000 employer’s liability

• Automobile Liability (including owned or leased vehicles and heavy equipment):

         Bodily Injury                  $1,000,000 per occurrence

         Property Damage        $500,000 per occurrence

• Professional Liability:  $1,000,000 per occurrence

Compliance with the Americans with Disabilities Act (ADA)

It is the policy of the City of Kyle not to discriminate against any individual having any judicially recognized disability of any kind.

It is the policy of the City of Kyle not to discriminate against any company or organization that has an officer or employee with a disability of any kind.

All products, materials and services of this project shall be in compliance with the Americans with Disabilities Act (ADA).

Firms shall not discriminate against any individual having any disability of any kind when considering award of a joint-venture contract, subcontract or purchase order.

Firms shall not discriminate against any company or organization that has an officer or employee with a disability of any kind when considering the award of a joint-venture contract, subcontract or purchase order.

Disclosure: Proposals shall be kept confidential until a contract is awarded. The City of Kyle (“City”) reserves the right to request clarification of any proposal term from the prospective Firm. Selected Firm(s) will be notified in writing via email. Any award is contingent upon the successful negotiation of final contract terms. Negotiations shall be confidential and not subject to disclosure to competing Firms unless and until an agreement is reached. If contract negotiations cannot be concluded successfully, the City of Kyle reserves the right to negotiate a contract with another Firm or withdraw the RFP. Any contract resulting from this RFP shall not be effective unless and until approved by the City of Kyle City Council.

The City reserves the right to negotiate with any and all persons or firms.  The City also reserves the right to reject any or all submittals, or accept any submittal deemed most advantageous, waive any irregularities or informalities in the submittal received, and revise the process schedule as circumstances arise.