Request for Proposal #13PSX0316 Electric Vehicle Charging Station Equipment and Services Department of Administrative Services
Contract Specialist: Paul Greco Date Issued: January 28, 2014 Due Date: February 28, 214
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Request for Proposals Electric Vehicle Charging Station Equipment & Services Overview The State of Connecticut Electric Vehicle Charging Infrastructure Program (EVCIP) intends to expand distribution of Electric Vehicle Charging Stations (EV Stations) throughout the State of Connecticut to increase motorists’ confidence in their ability to increase their driving range by having the ability to charge their electric vehicle’s battery at locations other than their home base. These installations will support the general public’s use of battery electric and plug-in electric vehicles by providing battery charging equipment at parking areas.
Proposal This Request for Proposals (RFP) is issued by the Connecticut Department of Administrative Services (DAS) on behalf of the Connecticut Department of Energy and Environmental Protection (DEEP or Client Agency). The purpose of this RFP is to solicit, evaluate, consider and subsequently award a Contract(s) (each a Contract) to the Proposer(s)/Companies/Contractors (each a Proposer/Company/Contractor) who can demonstrate the most beneficial means for purchasing electric vehicle charging equipment, associated parts, equipment warranty services and equipment payment and use technologies. Proposers are encouraged to submit a Proposal that fully describes how their firm will provide their products and associated services. The Proposer shall provide all relevant and pertinent information to include but not be limited to their firm’s qualifications, capabilities, experience in manufacturing and providing electric vehicle charging equipment, associated parts and supplies, warranty services, equipment payment for use technology and customer support services.
Product and/or Service Specifications
I.
Electric vehicle equipment requirements: Proposers are required to present a cost effective means for the Client Agency to purchase electric vehicle equipment, associated parts and warranty services. Proposers are encouraged to propose multiple types of equipment and installation types for consideration to include but not be limited to: • • • • •
Level 1, level 2 and /or DC fast chargers; Single and/or dual charging capability with single or multiple plug types (SAE and/or CHAdeMO); Equipment that is compatible with prevailing standards applicable for electric vehicle infrastructure during the term of the Contract; Equipment that can be installed indoor and/or outdoor on walls, free-standing pedestals or overhead structures; Outdoor equipment rated for outdoor operation by a nationally recognized testing laboratory;
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•
Associated parts, operational support as well as warranty services. Proposals and subsequently-awarded Contractor(s) shall comply with Connecticut’s 2005 State Building Code to ensure that the equipment and supplies are safe and meet all applicable State and Federal Regulations and codes. DEEP will only consider equipment that is in compliance with durability and safety tests performed and approved by the Underwriters Laboratories, Inc. (UL), or equivalent nationally recognized testing laboratories. The “EVConnecticut” logo and EV Station signage specifications are identified on Attachments A and B. Proposers shall also include in their Proposal the cost associated with providing the“EVConnecticut” logo and public EV Station signage to the Client Agency.
II.
EVCIP Payment System Requirements: Proposers shall identify and offer equipment with payment technology systems that comply with the Open Charge Point Protocol (OCPP). OCPP standards ensure that the electric vehicle charging equipment includes computer hardware for payment systems that can accommodate software for providers of a variety of payment processing services. For payment flexibility, proposed payment systems will be “open access,” that accept all major credit and debit cards with no additional contract. Payments to use the charging equipment will not be limited to subscription services such as pay by telephone, credit cards etc. It is anticipated that the hardware and software required for user payments will be adapted to meet the needs of facility owners and operators and be able to meet evolving technological advances and changes. Proposers should include electric vehicle equipment with and without payment systems. When describing payment systems, include, at a minimum: a. b. c. d.
III.
Magnetic strip card readers, key pads and/or other payment and user financial security technologies; A description of the suitability of particular payment systems for indoor or outdoor use; Communication systems for documenting the transaction processes in various locations; and Equipment usage tracking software Proposed EVCIP Cost: Proposers shall provide relative costs as requested on page 11, “Criteria Submittal Requirements”, paragraph 2. Electric vehicle charging equipment proposed prices shall be quoted both on a per unit and/or bulk purchase basis and will include all associated delivery costs.
Guide to Creating Online DAS Business Network Account(s) & Electronic Proposal Submittals
I.
Introduction To BizNet
It is now a requirement of the CT Department of Administrative Services (DAS) Procurement Services that all Companies create a Business Network (BizNet) Account and add your company profile in the BizNet
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system. Companies are responsible for maintaining company information as updates occur. Please Note: If you are certified through the Supplier Diversity or the Pre-Qualification Program, you have already created a BizNet account. The BizNet login is: https://www.biznet.ct.gov/AccountMaint/Login.aspx New Companies: Create an account by clicking the BizNet login link above and then the button on the right labeled “Create New Account”. Login and select CT Procurement and Company Information. Please be sure to complete information in all tabs (Company Information, Accounts, Address, etc…). Existing Companies Needing to Update Their Information: Login to BizNet and select CT Procurement and Company Information. If you are having difficulty connecting to your account or downloading/uploading forms, please call DAS/Procurement Services at 860-713-5095. II. Business Friendly Legislation As a result of Public Act 11-229, DAS/Procurement Services’ goal is to make doing business with the State of Connecticut more business friendly. To eliminate redundancy, forms that were repetitively filled out with each request for proposal are being automated in BizNet. DAS/Procurement Services began the transition to on-line bidding by automating the submission of Affidavits and Non-Discrimination forms on October 1, 2011. Companies can submit forms electronically to their BizNet account if they haven’t already done so. These forms must be updated on an annual basis, no later than 30 days after the effective date of any material change rather than completing them with each proposal submittal. Companies that have already filed these forms have the ability to view, verify and update their information prior to submitting a proposal response. Instructions for Uploading Affidavits and Non-Discrimination Forms: Click on the following link for instructions on how to upload Affidavits and Non-Discrimination forms: http://das.ct.gov/images/1090/Upload%20Instructions.pdf (a)
AFFIDAVITS
THE FOLLOWING FORMS MUST BE SIGNED, DATED, NOTARIZED, UPLOADED OR UPDATED ON BIZNET. TO OBTAIN A COPY OF THESE FORMS, YOU MUST LOGIN INTO BIZNET AND FOLLOW THE INSTRUCTIONS LISTED ABOVE. (1) OPM Ethics Form 1 – Gift & Campaign Contribution Certification (2) OPM Ethics Form 5 – Consulting Agreement Affidavit (3) OPM Ethics Form 6 – Affirmation of Receipt of State Ethics Laws Summary (4) OPM Ethics Form 7 – Iran Certification For information regarding these forms, please access the Office of Policy & Management’s website by clicking on the following link: http://www.ct.gov/opm/cwp/view.asp?a=2982&q=386038 (b)
NON-DISCRIMINATION – CHOOSE ONE (1) FORM THAT APPLIES TO YOUR BUSINESS. COMPLETE AND UPLOAD OR UPDATE ON BIZNET ANNUALLY. TO OBTAIN A COPY OF THESE FORMS, YOU MUST LOGIN INTO BIZNET AND FOLLOW THE INSTRUCTIONS LISTED ABOVE.
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(1) (2) (3) (4) (5)
Form A – Representation by Individual (Regardless of Value) Form B – Representation by Entity (Valued at $50,000 or less) Form C – Affidavit by Entity (RECOMMENDED) (Valued at $50,000 or more) Form D – New Resolution by Entity Form E – Prior Resolution by Entity
For information regarding these forms and on which form your company should complete, please access the Office of Policy & Management’s website by clicking following link: http://www.ct.gov/opm/cwp/view.asp?a=2982&q=390928&opmNav_GID=1806 III.
New Revised Process – Online Proposal Responses
Any proposal posted by DAS/Procurement Services must be submitted electronically. The common forms listed below have also been automated in the BizNet system. In addition, specific forms are now fillable, as noted below. To complete forms; download them from your BizNet account, complete your submittal response, and upload these documents (as well as any other required submittal documents) through BizNet prior to the opening date and time. Late submissions will not be accepted. Proposals are not publicly opened and are not available for viewing until after the Contract has been awarded. • • • • •
Signature Page (RFP-26) Employment Information Form (DAS-45) – Fillable Form Statement of Qualifications (DAS-14) – Fillable Form Contract Exhibit B – Price Schedule (RFP-16) RFP Addendum (RFP-18) – if applicable
Additional forms such as those listed below must be reviewed carefully and accepted by the proposer prior to proposal submittal: • •
• • • •
IV.
Standard Terms and Conditions (RFP-19) Vendor Authorization Guidelines (DAS-28) Proper Vendor Authorization must be provided for the person signing the proposal. Additionally, when electronically signing the SP-26, insure that the person electronically signing is the same person named in the vendor authorization as the person legally authorized to bind the company. Failure to do so may result in rejection of your proposal. See the instructions and sample forms at the following link: http://das.ct.gov/Purchase/Info/Vendor_Authorization_and_Guidance_081106.pdf. Request for Proposal Document (RFP-22) Request for Proposal Contract (RFP-50) Contract Exhibit A – Description of Goods & Services and Additional Terms & Conditions Contract Exhibit C – SEEC Form 11
Insurance Accord Certificates
Contractor is responsible for maintaining their BizNet account with new and/or updated insurance information. Documentation will need to be uploaded to your BizNet account evidencing that the state is an additional insured:
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(a) (b) (c)
Certificate of Insurance (Accord Form) The insurance policy declaration page The additional insured endorsement to the policy
Training documentation is available through the DAS Website under “DAS Business Friendly Initiatives” at the following website: http://das.ct.gov/cr1.aspx?page=371 Proposers are cautioned that there may be additional documents, attachments or requirements depending on the complexity of the RFP. Please read ALL RFP documents carefully and provide all required information. Failure to do so may result in rejection of your proposal.
Proposal and Contract Requirements I.
Proposal Schedule RELEASE OF RFP:
Date: *******01/28/14
RECEIPT OF QUESTIONS:
Date: *******02/11/14
ANSWERS TO QUESTIONS POSTED AS ADDENDUM:
Date: ******02/14/14
RFP DUE DATE:
Date: ** ****02/28/14
During the period from your organization’s receipt of this Request for Proposals, and until a contract is awarded, your organization shall not contact any employee of the State of Connecticut for additional information, except in writing, directed to the Department of Administrative Services, Attn.: Paul Greco, Procurement Services, 165 Capitol Avenue, 5th Floor South, Hartford, CT 06106. Please note that Requests for Proposals are not a publicly opened and are not available for viewing until after the Contract has been awarded.
II.
Questions Questions for the purpose of clarifying this RFP must be emailed to:
[email protected] and must be received by the Contract Specialist no later than the date and time specified.
III.
Contract Period The State intends that a subsequent Contract shall be in effect for a period of 5 years commencing on the date of award. The parties may extend this Contract, prior to Termination or expiration, one or more times for a combined total period not to exceed the complete length of the original term, but only in accordance with the section in this Contract concerning Contract Amendments.
IV.
Mandatory Extension to State Entities
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Proposers are required to offer and extend this Contract (including pricing, terms and conditions) to Political Sub-Divisions of the State (Towns and Municipalities), Schools, and Not-For-Profit Organizations. When a Political Sub-Division, School, and/or Not-For-Profit Organization utilizes this contract all references to the “State” are hereby replaced with the Name of the Using Sub-Division, School, or the name of the Not-For-Profit Organization. V.
Motor Carrier Safety Review If the performance of the Contract requires the use and operation of any commercial motor vehicle, as defined in section 14-1 of the Connecticut General Statutes, or other motor vehicle with a gross vehicle weight rating (GVWR) of 18,000 pounds or more, each Proposer will be the subject of an evaluation, conducted by the Connecticut Department of Motor Vehicles (CTDMV) of its motor carrier safety fitness. The primary factor in the evaluation is the current snapshot from the SAFER System, calculated by the U.S. Federal Motor Carrier Safety Administration (FMCSA) in accordance with the provisions of Title 49, Section 385.1, et seq., of the Code of Federal Regulations. Proposer must provide the company’s Federal DOT ID number where specified in Exhibit B. Failure to provide this information may result in the rejection of your proposal.
VI.
Quantities and/or Usages Any quantities and/or usages solicited only and in no way represent a commitment and/or intent to purchase. Actual quantities may vary and will be identified on individual purchase orders issued by the requesting Client Agency.
VII.
Brand Name Specifications and/or References The use of the name of a manufacturer or of any particular make, model or brand in describing an item does not restrict proposers to that manufacturer or specific article unless limited by the term "no substitute". However, the article being offered must be of such character and quality so that it will serve the purpose for which it is to be used equally as well as that specified, and the Proposer shall warrant to the State that it is fit for that purpose. Proposals on comparable items must clearly state the exact article being offered including any and all applicable options and the Proposer shall furnish such other information concerning the article being offered as will be helpful in evaluating its acceptability for the purpose intended. If the Proposer does not indicate that the article offered is other than as specified, it will be understood that the Proposer is offering the article exactly as specified. Proposers must submit complete documentation on the specifications and quality levels of the proposed products. Proposals submitted that do not contain this documentation are subject to rejection.
VIII.
P-Card (Purchasing Credit Card) Purchases for all state agencies that are less than $1,000 shall be made using the State of Connecticut Purchasing Card (MasterCard) in accordance with Memorandum No. 2011-11 issued by the Office of the State Comptroller. Contractor shall be equipped to receive orders issued from this Contract using the purchasing card. The Contractor shall be responsible for the credit card user-handling fee associated with credit card purchases. The Contractor shall only charge to the State’s MasterCard upon delivery of goods or rendering of services. The Contractor shall capture and provide to their Merchant Bank, Level 3 reporting at the line item level for all orders placed by State purchasing cards.
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Questions regarding the state of Connecticut MasterCard Program should be directed to Ms. Kerry DiMatteo, Procurement Card Program Administrator at (860)713-5072. IX.
Contract Award The State reserves the right to award this Contract in a manner consistent with the Proposers submittal criteria and deemed to be in the best interest of the State
X.
Stability of Proposed Prices Any price offerings from Proposer must be valid for a period of 120 days from the due date of the proposals.
XI.
Amendment or Cancellation of the RFP DAS reserves the right to cancel, amend, modify or otherwise change this RFP at any time if it deems it to be in the best interest of the State to do so.
XII.
Proposal Modifications No additions or changes to any proposal will be allowed after the proposal due date, unless such modification is specifically requested by DAS. DAS, at its option, may seek proposer retraction and/or clarification of any discrepancy or contradiction found during its review of proposals.
XIII.
Proposer Presentation of Supporting Evidence Proposers must be prepared to provide any evidence of experience, performance, ability, and/or financial surety that DAS deems to be necessary or appropriate to fully establish the performance capabilities represented in their proposals.
XIV.
Proposer Demonstration of Proposed Services and or Products At the discretion of DAS, Proposer must be able to confirm their ability to provide all proposed services. Any required confirmation must be provided at a site approved by DAS and without cost to the State.
XV.
Erroneous Awards DAS reserves the right to correct inaccurate awards. This may include, in extreme circumstances, revoking the awarding of a contract already made to a proposer and subsequently awarding the contract to another Proposer. Such action on the part of DAS shall not constitute a breach of contract on the part of DAS since the contract with the initial Proposer is deemed to be void and of no effect as if no contract ever existed between DAS and such Proposer.
XVI.
Proposal Expenses Proposers are responsible for all costs and expenses incurred in the preparation of proposals and for any subsequent work on the proposal that is required by DAS.
XVII. Ownership of Proposals All proposals shall become the sole property of the State and will not be returned. XVIII. Ownership of Subsequent Products Any product, whether acceptable or unacceptable, developed under a contract awarded as a result of this RFP shall be the sole property of the State unless otherwise stated in the contract.
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XIX.
Oral Agreement or Arrangements Any alleged oral agreements or arrangements made by proposers with any State agency or employee will be disregarded in any State proposal evaluation or associated award.
XX.
Subcontractors DAS must approve any and all subcontractors utilized by the successful proposer prior to any such subcontractor commencing any work. Proposers acknowledge by the act of submitting a proposal that any work provided under the contract is work conducted on behalf of the State and that the Commissioner of DAS or his/her designee may communicate directly with any subcontractor as the State deems to be necessary or appropriate. It is also understood that the successful Proposers shall be responsible for all payment of fees charged by the subcontractor(s). A performance evaluation of any subcontractor shall be provided promptly by the successful proposer to DAS upon request. The successful Proposer must provide the majority of services described in the specifications.
XXI.
Purchase Orders. Purchase orders will be issued by the Client Agency for the services related to this Contract. Contractors are cautioned not to perform services without receiving a purchase order number. The Contractor is not guaranteed any work by the issuance of the Contract or purchase order. The State shall pay only for services requested and performed to the satisfaction of the Client agency invoiced correctly under a valid purchase order.
XXII. E-Commerce (Electronic Commerce) The State utilizes an internet-based E-Procurement ordering system, known as Core-CT. Awarded contractors will receive purchase orders from the State through the Core-CT System and shall provide electronic invoicing to be loaded into the Core-CT System. Contractors shall provide the State with functional data files that include specific formats for product and pricing information to be loaded into the Core-CT system, or enable electronic access/interface to the Contractor’s catalog (either through a punch-out catalog or a third-party hosted catalog). In the event third-party hosted catalog is used, the Contractor shall invoice the State for the awarded products at the contracted prices. By providing a punch-out catalog solution, the Contractor shall provide its own online catalog of the State’s offerings. By providing a third-party hosted catalog, the Contractor shall provide a list of its products/pricing in an electronic data file to a third-party provider which hosts multiple catalogs for the State. Upon contract award, the Contractor shall provide the State with a functional data file that will then be loaded into a catalog in Core-CT for Client Agency ordering purposes. The Core-CT Catalog will be maintained in Core-CT by State personnel or through a third-party acting on the State’s behalf. Contractors shall provide functional data files within ten (10) business days from the date of contract award notification. Failure to provide functional data files within the time allotted will constitute breach of the contract. Detailed information on the functional data file requirements and Core-CT is available at www.das.ct.gov/SupplierKitCoreCT . When the Contractor is required to provide the State with a punch-out or third-party hosted catalog, the Contractor shall cooperate with the State to create a project plan, project schedule and methodology of operation to enable and maintain the integration of the Contractors statewide contract offerings within a timeframe that is mutually agreeable to the State and the Contractor. The State will determine which of the catalog structures (either punch-out or hosted) must be provided by the
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Contractor. The State may utilize a third-party provider to coordinate this integration on behalf of the State. Contractor’s functional data files or catalogs must contain the most current pricing, as well as the most up-to-date product offerings that the Contractor is authorized to provide in accordance with the Contract. During the term of the contract, functional data file updates and/or catalog updates must be provided in a timely manner. Frequency of these updates are outlined in the pricing specification section of the Contract. Additional information on functional data file updates is available in the “Supplier Kit” found at www.das.ct.gov/SupplierKitCoreCT. State approved price adjustments are not effective until implemented within the Core-CT catalog, punch-out catalog or third-party hosted catalog and a Contract Supplement is issued by the State. Existing pricing/product information will remain in effect until a functional data file or catalog is received, approved, loaded and a contract supplement is issued by the State. A. Contract Award: 1. Upon contract award, contractors will be notified that a functional data file is needed. 2. Contractors shall provide functional data files within ten (10) business days from the date of notification. 3. Failure to provide functional data files within the time allotted will constitute a breach of contract. B. Data Updates: 1. During the term of the contract, data file updates (price changes, product changes) must be provided in the format specified. 2. Frequency of data file updates is outlined in the pricing specifications section of this RFP document). Additional information on data updates is available in the supplier kit found at: http://das.ct.gov/SupplierKitCoreCT. 3. Existing pricing/product information will remain in effect until a functional data update is received and a contract supplement is issued.
Selection Criteria A Proposal evaluation and selection committee has been established to review and score all proposals submitted in accordance with this RFP. The following information below in addition to the requirements, terms and conditions identified throughout this RFP Document, will be considered as part of the selection process and are listed in order of relative importance.
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Criteria Submittal Requirements 1) Electric vehicle charging equipment Please provide the following information: a) Equipment types and specifications to include Level 1, 2 and DC fast chargers b) Equipment safety testing results and certifications in compliance with durability and safety tests performed and approved by the Underwriters Laboratories, Inc. (UL), or equivalent nationally recognized testing laboratories c) Equipment types to include manufacturing and origination d) Equipment availability e) Parts availability f) Equipment compatibility and technologies offered to current and future electric vehicles g) End user payment for use technology hardware and software h) Equipment ability to operate outside of proprietary systems i)
Compatibility of equipment to various manufacturer and vehicle types. Include all compatible vehicle types
j)
Required equipment or parts to retrofit or adapt to various manufacturer and vehicle types
k) Your firm’s ability in providing the “EVConnecticut” logo and EV Station signage identified on Attachments A and B
2) Value Please provide the following information: a) All inclusive costs associated and proposed pricing for the equipment types offered as well as shipping and delivery costs. Note: Proposer shall Complete RFP- 16, Exhibit B Pricing Schedule and upload as such b) Costs associated to providing the signage identified in Attachment A and B c) Equipment and parts warranty information including duration of warranty period d) Equipment reporting of use capabilities e) Equipment maintenance support f) Ability to train for use of equipment g) Customer service and quality assurance offerings
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h) Provide any additional incentives you may offer beyond your best pricing in the narrative section of your application i)
Offer any cost-saving options that can be provided to reduce or eliminate costs
j)
Financial security for operational purposes to both the Client Agency and end user
3) Business Information: Please provide the following information: a) Business history b) Firms expertise, industry knowledge and ability c) Three (3) Client References: please provide the following information for each reference; •
Name of company
•
Contact name,
•
Telephone number
•
Description of equipment provided and locations of installed equipment.
•
Release approval for contacting references
d) Ability to accept all terms and conditions of this RFP and subsequent Contract (See Attachment 1, “Sample Contract’ ) e) Dedicated customer service representation to include customer service contact information and industry related credentials 4) Delivery Please provide the following information: a) Commitment to Delivery and turn- around times b) Distribution Channels
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Attachment 1 - Sample Contract This RFP is not a contract and, alone, shall not be interpreted as such. Rather, this RFP only serves as the instrument through which proposals are solicited. The State will pursue negotiations with the Proposer whose proposal scores highest. If, for whatever reason, DAS and the initial Proposer fail to reach consensus on the issues relative to a contract, then DAS may commence contract negotiations with other Proposers. DAS may decide at any time to suspend the current RFP process and start the RFP process again. Attachment 1 to this RFP is a draft contract and it is included in this RFP for informational purposes only in order to show some contract provisions that the State of Connecticut requires. It is not intended to, and will not, be the specific contract that the State and the successful Proposer(s) will sign. After DAS selects a vendor, DAS will deliver a draft Contract which may include a liquidated damages clause at the discretion of the State.
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