1-0168-081226 RFP Credit Card Enabled EV Charger for Spring Street.pdf

City of Nashua Purchasing Department

Administrative Services Division 229 Main Street - Nashua, NH 03060

RFP 0168-081226

229 Main Street • Nashua, New Hampshire 03061 • Phone (603) 589-3330 • Fax (603) 589-3233

(603) 589-3330

Email: purchasing@nashuanh.gov

July 15, 2026

Electric Vehicle (EV) Chargers at Spring Street Parking Lot

Subject: Request for Proposal RFP 0168-081226 Supply and Installation of Four Level 2 Credit Card Enabled

The City of Nashua, NH, herein referred to as “the City”, is seeking proposals from qualified vendors for Supply and Installation of Four Level 2 Credit Card Enabled Electric Vehicle (EV) Chargers at Spring Street Parking Lot (7 Spring St, Nashua, NH) . The Scope of Work for this project may be found in Appendix A of this request.

This RFP replaces the RFP 1068-052825 issued in May of 2025. No vendor was selected at that time. This RFP includes additional requirements for use of Federal funds, including reporting requirements pursuant to the Davis Bacon Act.

The City, through the Mayor, who is the awarding authority and reserves the right to reject any and all proposals or parts of proposals; to waive any defects, information, and minor irregularities; to accept exceptions to these specifications; to award contracts or to cancel this request if in the City’s best interest.

INFORMATION FOR PROPOSERS:

The City is now accepting submittals electronically via Bonfire. Please review the electronic documents linked here, Bonfire Vendor Guide and Vendor Set-up Guide for more information. We strongly recommend that you give yourself sufficient time and at least one (1) business day before due date to begin the uploading process and finalize your submission. Copies are also available on the City’s website in the Purchasing section within the Bids section.

If a Vendor chooses to submit their proposal outside of Bonfire, the following are alternate options:

Paper: Submission one (1) copy and one digital copy on a USB drive in sealed envelope(s) or package(s) clearly marked "RFP0168-081226 Supply and Installation of Four Level 2 Credit Card Enabled Electric Vehicle (EV) Chargers at Spring Street Parking Lot ". Proposals must be submitted in the format provided and address the item(s) specified in the RFP package.

Regardless of the method of submission, proposals must be received no later than 2:00pm on Wednesday, August 12, 2026 in the Purchasing Department; City Hall, 229 Main Street, Nashua NH 03061. Postmarks or other timestamps will not be accepted in lieu of actual delivery. Vendors can use whatever delivery mechanism it chooses as long as it remains clear that the vendor is responsible for submissions prior to the date and time.

The time of receipt shall be considered when a proposal has been officially documented by the Purchasing Department, in accordance with its established policies, as having been received at the location designated above.

The City accepts no responsibility for mislabeled mail. Any and all damage that may occur due to shipping shall be the Vendors responsibility.

Further details are available on the City's web site, www.nashuanh.gov, under Services; Bid Opportunities; Current Bids and on the Bonfire website; (Refer to Document RFP0168-081226 Supply and Installation of Four Level 2 Credit Card Enabled Electric Vehicle (EV) Chargers at Spring Street Parking Lot). Proposals will be opened in public https://nashuanh.bonfirehub.com/portal/?tab=openOpportunities https://www.nashuanh.gov/DocumentCenter/View/15423/Bid-Express-Vendor-Guide_Revised-2019 https://www.nashuanh.gov/DocumentCenter/View/10632/Vendor-Set-up-Guide

Projected Timeline Date

Deadline for Vendor Questions Wednesday, July 22, 2026, 10:00am

Vendor Question Answers Posted Wednesday, July 29, 2026, 4:00pm

Site Walkthrough Wednesday, August 05, 2026, 10am

Proposals Due Wednesday, August 12, 2026, 2:00pm

Vendor Interviews tbd

City of Nashua

229 Main Street, Nashua, NH 03060 purchasing@nashuanh.gov on the due date and time. Results of the proposal opening will be posted on the City's website, www.nashuanh.gov, under Services; Bid Opportunities; Bid Results; (Refer to Document RFP 0168-081226 Level 2 Credit Card Enabled EV Chargers for Parking Lot) within twenty-four (24) hours of the opening.

Complete specifications and related documentation are available on our website, www.nashuanh.gov, under Services, Bid Opportunities, Current Bids; and on the Bonfire website. Refer to Document RFP 0168-081226 Supply and Installation of Four Level 2 Credit Card Enabled Electric Vehicle (EV) Chargers at Spring Street Parking Lot and related documents. Please note paper copies of bid documents are not available in the City’s Purchasing Office.

The City assumes no liability for the payment of costs and expenses incurred by any party in responding to this request for proposal. All proposals become the sole property of the City of Nashua. This request for proposal is not a contract and alone shall not be interpreted as such but rather serves as an instrument through which proposals are solicited.

The timeline for this project is as follows:

Vendors are encouraged to submit questions via email; however, the City assumes no liability for assuring accurate and complete email transmission/receipt and is not responsible to acknowledge receipt. Inquiries must be submitted in writing, citing the RFP title/number, Page, Section, and must be received no later than Wednesday, July 22, 2026, by 10:00am to:

The City will consider all timely-received questions and requests for change and, if reasonable and appropriate, will issue an addendum to clarify or modify this RFP. Answers to vendor submitted questions and other addenda will be posted on the City of Nashua website www.nashuanh.gov, under Services; Bid Opportunities; Current Bids;

(Refer to RFP0168-081226 Level 2 Credit Card Enabled EV Chargers for Parking Lot) and on Bonfire no later than Wednesday, July 29, 2026 at 4:00 pm.

The City hereby notifies all Vendors that it will affirmatively ensure that in any contract entered into pursuant to this advertisement, disadvantaged business enterprises will be afforded full opportunity to submit proposals in response to this invitation and will not be discriminated against on the grounds of race, color, national origin, sex, age, or disability in consideration for an award.

http://www.nashuanh.gov/ http://www.nashuanh.gov/

Pursuant to NRO 5-71 (A), the City of Nashua supports the concept of purchasing products which are biodegradable, can be or have been recycled, or are environmentally sounds. Due consideration will be given to the purchase of such products. If you are proposing any such products which qualify, please so indicate in a cover sheet by item number and description. We are also conscious of energy use and encourage Vendors to propose products that are energy efficient.

All proposals are binding for ninety (90) days following the deadline for proposals, or until the effective date of any binding resulting contract, whichever is later.

Proposals must be submitted in the format provided and address the items specified in this request. The City may reject any or all of the proposals on any basis and without disclosure of a reason. The failure to make such a disclosure shall not result in accrual of any right, claim or cause of action by any unsuccessful proposer against The City. The City reserves the right to waive any irregularities when the public interest will be served thereby. The City also reserves the right to negotiate any change or amendment in any proposal without soliciting further requests for proposals if the action is necessary for the best interest of The City.

The City of Nashua will reject the proposal of any proposer who is presently debarred, declared ineligible or excluded by any Federal department or agency, and reserves the right to reject the proposal of any proposer who has previously failed to perform any contract properly for any purchaser, or to complete on time, contracts of a similar nature, who is not in the position to perform the contract, or who has neglected the payment of bills or otherwise disregarded its obligations to clients, purchasers, subcontractors, material men, or employees.

The City is exempt of all taxes. All proposals must be FOB Nashua, NH. All Vendors must comply with all applicable Equal Employment Opportunity laws.

Pursuant to NRO 5-78 (F), the Purchasing Manager shall not solicit a bid from a contractor who is in default on the payment of taxes, licenses or other monies due the City. Therefore, this bid request is void as to anyone who is in default on said payments.

Sincerely, Amy Girard City of Nashua Purchasing Manager girarda@nashuanh.gov mailto:girarda@nashuanh.gov

GENERAL REQUIREMENTS

A. To be eligible for an award, a Vendor must be deemed "responsible". A responsible Vendor:

• has the ability, capacity and skill to provide the goods or services required

• can provide the goods or services within the time frame specified

• has a satisfactory record of integrity, reputation, judgment and experience

• has sufficient financial resources to provide the goods or services

• has an ability to provide future maintenance and support as required

• providing the vendor has provided goods or services to the City, has developed a positive track record with the City

B. The successful Vendor will be required to provide the City with certificates of insurance for coverage as listed below and endorsements affecting coverage required by the contract within ten (10) calendar days after the City issues the notice of award. The City requires thirty (30) calendar days written notice of cancellation or material change in coverage. The certificate and endorsements for each insurance policy must be signed by a person authorized by the insurer and who is licensed by the State of New Hampshire. General Liability, Employer’s Liability and Auto Liability policies must name the City of Nashua as an additional insured and reflect on the certificate of insurance:

• Comprehensive General Liability insurance in the amount of $1,000,000 per occurrence and $2,000,000 aggregate;

• $1,000,000 Combined Single Limit Automobile Liability (coverage must include all owned, non-owned and hired vehicles);

• Professional Liability insurance covering any damages caused by an error, omission, or any negligent act with minimum limits of $1,000,000 each occurrence and $1,000,000 general aggregate; and

• Workers' Compensation Coverage in compliance with the State of New Hampshire statutes, $100,000/$500,000/$100,000. All Vendors and subcontractors at every tier under this project will fully comply with NH RSA Chapter 281-A, "Workers' Compensation".

The above liability requirements can be met with a combination of underlying and umbrella/excess insurance.

C. The successful Vendor will be required to post the following bonds. Cost of bond premiums to be included in the Lump Sum Bid Proposal.

• Payment & Performance Bond: A Vendor shall furnish performance and payment Bonds, each in an amount at least equal to the Contract Price as security for the faithful performance and payment of all Vendors obligations under the Contract Documents. These Bonds shall remain in effect at least until one year after the date when final payment becomes due, except as provided otherwise by Laws or Regulations or by the Contract Documents. Vendor shall also furnish such other Bonds as are required by the Contract Documents. When Vendor delivers the executed agreements to The City, Vendor shall also deliver to The City such Bonds as Vendor may be required to furnish.

Vendor shall ensure that its activities and activities of its employees are in strict compliance with all applicable federal, state and local statutes, ordinances, regulations and rules, and permit requirements including without limitation, the Federal OSHA of 1970, as amended and the standards and regulations issued hereunder, and all other statues, ordinances, regulations, rules, standards and requirements of common law in relation to industrial hygiene and safety, and the protection of health and the environment.

D. The City also reserves the right to negotiate any change or amendment in any proposal without soliciting further proposals if the action is necessary for the best interest of the City.

E. The City may conduct discussions with responsible Vendors prior to selection. Successful Vendors shall begin performance upon receipt of an executed contract and a valid purchase order issued from the City.

F. The City may reject any and all responses on any basis and without disclosure of a reason. The failure to make such a disclosure shall not result in accrual of any right, claim, or cause of action by any unsuccessful vendor against the City.

G. After the initial designation of a Vendor, City Staff will work with the selected Vendor to negotiate final terms and conditions between the City and the successful Vendors prior to the Contract Award. A draft contract is attached (Appendix B).

H. The Vendor shall meet all requirements of the Americans with Disabilities Act.

I. The City encourages disadvantaged business enterprise (DBE) participation from contractors and/or subcontractors.

J. The Vendor should understand that under the New Hampshire Right-to-Know Law, all documents submitted in response to this request, including financial information, are considered public information and will be made available to the public upon request, unless specifically exempted under the law.

K. Any vendor submitting a proposal may appeal a pending award prior to award by the City. The appellant must:

a. Submit a written protest to the City’s Purchasing Manager within five (5) business days after the proposal opening.

b. Describe, in the written protest, the issues to be addressed on appeal

c. Post, with the written protest, a bond with a surety meeting the requirements of General Condition

5.02 authorized to do business in this state or submit other security in a form approved by the City who will hold the bond or security until a determination is made on the appeal.

d. Post the bond or other security in the amount of 25% of the total dollar value of the appellant’s bid, up to a maximum bond or other security amount of $250,000.00.

e. Not seek any type of judicial intervention until the City has rendered its final decision on the protest.

The City will stop award actions until after the City’s Purchasing Manager has responded in writing to the protest. If the appellant is not satisfied with the response, the appellant may then protest to the Board of Aldermen, who will render a final decision for the City. No award protests will be heard by the Board of Aldermen unless vendor has followed the appeal process.

If an appeal is granted, the full amount of the posted bond or security will be returned to the appellant. If the appeal is denied or not upheld, a claim may be made against the bond for expenses suffered by the City because of the unsuccessful appeal.

The City is not liable for any costs, expenses, attorney’s fees, loss of income, or other damages sustained by the appellant in a bid appeal process.

L. The City assumes no liability for the payment of costs and expenses incurred by any vendor in responding to this request. All proposals become sole property of The City. This is not a contract and shall not be interpreted as such but rather serves as an instrument through which proposals are solicited.

PROJECT SCOPE

Project area and scope of work is defined in the project scope of work attached as Appendix A

Working on behalf of the City, the Vendor shall be consistent with State and Federal statutes and be an advocate for the City throughout the project.

PROPOSAL PROCESS & RESPONSE

The RFP response should be fully self-contained, concise, and display clearly and accurately the capabilities, knowledge, experience, and capacity of the Vendor to meet the requirements of the project and the proposal.

Vendors are encouraged to utilize methods they consider appropriate in communicating the required information.

At a minimum, this will include submission of the information requested below:

A. Vendor description and project team

a. Vendor firm name, business, address, website address and contact information

b. Year established, number of employees, office locations, etc.

c. Vendor firm specialties: list your firm’s area(s) of expertise

d. Identify the project manager and all key project personnel and provide their direct contact information. No key staff member will be reassigned without written approval by the City.

e. Identify minority or women owned business status

B. Proposal

Completed proposal must be submitted on vendors company letterhead utilizing the format provided in Appendix B and must include:

a. Proposal Form

b. Qualifications Statement

c. References: include at least 3 professional references (business name, contact, email address & phone number). References may be contacted as part of our preliminary bid review to assist project committee in assessing Vendor qualifications. Current City of Nashua personnel and elected officials shall not be used as references.

d. City Projects: Provide a list of project awards Vendor has received from the City of Nashua in the past 5 years. Please include project detail, City department and City project lead.

e. The Scope of Work section of the proposal should explain the Scope of Work as understood by the Vendor and detail the approach, activities and work products. Your proposal shall also include and identify suggested revisions and improvements to the Scope of Work that might benefit the project either in efficiency or financially.

f. Proposals should be inclusive of all costs necessary to execute this project.

g. Any additional information that the Vendor considers pertinent for consideration should be included in a separate section of the proposal. The City solicits a statement about why the Vendor feels its approach would be the most cost effective to the City.

C. General Submission Requirements

a. Responses to this RFP shall be submitted on 8.5 inch by 11-inch sheets. b.

If submitting a paper proposal, responses shall be bound.

c. Pages will use one-inch minimum margins and font size shall be eleven points (minimum) and should be double-side printed.

d. There is no page limit, however it is noted that relevance and brevity shall be considered during evaluation of the submittals.

e. Proposals submitted electronically via Bonfire are preferred. If you choose to submit a paper response, then one hardcopy and an electronic copy on a USB device shall be submitted.

PROPOSAL REVIEW/EVALUATION

Proposals shall be evaluated by specific criteria set forth in this RFP. All proposals considered responsive shall be evaluated for completeness of data provided, support for all claims made, and the overall approach taken. The objective is to select a Vendor, through the outlined evaluation process, whose proposal is judged to be in the best interest of the City.

A. INITIAL REVIEW-SUBMITTED PROPOSALS

All proposals will be initially evaluated to determine if they meet the mandatory requirements.

1) The proposal must have been received on or before the specified deadline.

2) The proposal must be complete, in the required format, and comply with all the material

Failure to meet these requirements may result in a rejected proposal. No proposal shall be rejected, however, if it contains a minor irregularity, defect, or variation, if the irregularity, defect, or variation is considered by the City to be immaterial or inconsequential. In such cases, the Vendor will be notified of the deficiency and given an opportunity to correct the irregularity, defect, or variation, or the City may elect to waive the deficiency and accept the proposal.

B. CRITERIA FOR SELECTION

All proposals received from Vendors will be reviewed and evaluated by a committee of qualified personnel. This committee will recommend for selection the proposal which most closely meets the requirements of the RFP and is the most advantageous to the City. The City of Nashua is not bound to accept the lowest priced proposal if that proposal is not in the best interest of the City as determined by the City. The City reserves the right to accept or reject any and/or all offers, to waive any and/or all formalities, to clarify any discrepancies in the proposal and to award a contract in the best interest of the City.

Contract(s) will be awarded based on a competitive selection of proposals received. A review committee comprised of city stakeholders will be conveyed to evaluate the proposals and provide a recommendation. Below please are specifics as to how the proposals are weighed for decision making purposes.

1) Qualifications and experience of project team

2) Past performance and service on similar projects and responses from client references

3) Proposed Project Completion Dates

4) Overall quality of Proposal

5) Total cost proposed

6) Classification as a disadvantaged business enterprise requirements of this RFP.

3) Vendors must provide references as outlined.

These criteria will be used to evaluate, rate, and rank the proposals received. The City may choose to interview the top three respondents following ranking or immediately select a Vendor from the proposals submitted.

Criteria Weight

Technical Compliance Evaluation of the chargers' technical specifications and compatibility with a range of EV models. 30%

Cost-Effectiveness Assessment of the total cost: including installation, operational costs, and long-term value.

25%

Vendor Experience and References: Review of the vendor's experience in similar projects and the quality of provided references.

20%

Project Timeline and Management: Analysis of the proposed project timeline and the effectiveness of the vendor's project management plan. Ability to initiate project quickly.

15%

Payment System and User Experience: Evaluation of the proposed credit card payment system, including security, user interface, and overall user experience. 10%

ADDITIONAL CONSIDERATIONS:

The Vendor selected shall be expected to comply with all applicable federal and state laws in performance of services. The consideration of all proposals and subsequent selection of the successful vendors shall be made without regard to race, color, sex, age, handicap, religion, political affiliation or national origin. Services provided by the successful Vendor shall be rendered through an Independent Contractor ContractIndependent Contractor Contract, which has been included (Appendix B).

Funding for this opportunity comes from the US Department of Energy and as a result, must work in compliance with the Davis Bacon Wage Act including but not limited to paying at least prevailing wages on a weekly basis and submitting weekly certified payroll to the Department of Energy.

Respondent Vendors must identify any exceptions or objections it has to the City’s sample Standard Form of

Agreement, General Conditions, Supplementary Conditions documents. Copies are part of this Bid in Appendix B

The City may from time to time revise the above listed documents. The City will not accept or entertain any exceptions or objections to the above listed documents at any time after Proposal submittal except and only to the extent the City subsequently makes a material change to a substantive provision of the above listed terms and conditions.

The proposal must declare that it is made without collusion with any other person or entity submitting a proposal pursuant to this RFP

Disclosure of any potential conflict or statement that there are none to the best knowledge of the Vendor(s). Also, Vendor(s) should state its intention to conform to the no conflict provisions of the RFP .

Prospective applicants who have any questions regarding this opportunity may contact:

Amy Girard | Purchasing Manager City of Nashua | Administrative Services Division 229 Main Street | Nashua, NH 03060 Email: purchasing@nashuanh.gov Ph: 603-589-3332

Project Narrative Cost Proposal Contractor Qualification Statements References List of Subcontractors

☐ Bid Bond

☐ Contract and/or Terms & Conditions Acceptance Statement

☐ Any & All Addenda issued after the release of this RFP. Addenda can be found on the City website or on Bonfire with the original bid documents

Bid Document List

The following is a list of documents included in this RFP. Please ensure you have reviewed all documents before submitting all proposals to the City.

☐ Introduction Letter ☐ General Requirements ☐ Appendix A – Scope of Work ☐ Appendix B– Contract

To be considered a complete response at a minimum the following documents must be returned along with your proposal:

☐ Proposal to include:

Appendix A: Scope of Work

Introduction

The City of Nashua, New Hampshire, invites qualified vendors to submit proposals for the supply and installation of four (4) Level 2, credit card enabled Electric Vehicle (EV) charging ports at the Spring Street Parking Lot. Photos of the proposed installation location are attached. This project aims to expand the City’s public EV charging infrastructure and provide reliable, accessible, and user-friendly charging solutions for residents and visitors.

Scope of Work Supply and Installation

• Provide and install a complete EV charging solution capable of charging four (4) vehicles simultaneously.

• Chargers shall be commercial-grade, networked Level 2 EV chargers designed for long-term public use, durability, and reliability.

• The City prefers ChargePoint enabled chargers.

• Conduct a comprehensive site assessment to determine the optimal charger placement while maintaining accessibility, safety, and minimizing disruption to parking lot operations.

• Installation shall include all labor, materials, equipment, permitting, and associated work necessary for a complete and operational installation, including but not limited to:

o Trenching and excavation o Underground conduit installation o Electrical wiring and connections o Concrete pads or bollards as required o Charger mounting and commissioning o Pavement restoration and site cleanup

• The selected vendor shall coordinate and complete all work necessary to connect the charging equipment to electrical service, including:

o Installation of a new dedicated 200-amp breaker panel/breaker box for the EV charging equipment o Coordination with the utility company regarding electrical service requirements o Tying into the existing three-phase utility power pole serving the site o Installation of underground electrical service from the utility connection point to the charger location

• All equipment and installation practices must comply with applicable local, state, and federal electrical and building codes, including proper grounding, surge protection, and safety standards.

Credit Card Payment Capability

• Chargers shall be fully integrated with the ChargePoint network and payment platform.

• Chargers must include integrated credit card payment capability directly at each charging station through the ChargePoint system.

• Payment systems shall be secure and PCI-compliant.

• User interfaces must be simple and intuitive for the general public.

• Chargers shall provide digital receipt options via email and/or text message.

• The existing parking kiosk system is not available for EV charging payment integration.

• Vendors shall provide customer support contact information for payment-related issues.

• The City prefers that the selected vendor and/or ChargePoint act as the merchant of record for charging transactions.

Compatibility and Accessibility

• Chargers must be compatible with all current major EV models utilizing standard Level 2 charging connectors.

• Chargers should be capable of supporting future EV models and software updates.

• At least one charging space shall be ADA accessible and compliant with all applicable accessibility requirements.

• Charger placement must provide adequate maneuvering space and safe vehicle access.

• Existing parking meters within the project area will be removed by the City as necessary.

Networking and Software Integration

• Chargers shall utilize the ChargePoint network management platform or an approved equivalent acceptable to the City.

• Chargers shall include robust cellular and/or network connectivity for remote monitoring and management.

• Vendors shall provide the City with full administrative access to the ChargePoint dashboard and management portal.

• The software platform shall include:

o Real-time charger status monitoring o Usage statistics o Energy consumption tracking o Revenue and transaction reporting o Remote diagnostics and troubleshooting o User authentication and session management

• The system shall support future expansion and integration of additional EV charging stations under the same ChargePoint network account.

• Vendors shall include all applicable networking, software licensing, and activation costs within their proposal.

Energy Efficiency and Sustainability

• Vendors shall provide information regarding charger energy efficiency and any sustainability-related features.

• Proposals may include optional integration opportunities for future renewable energy systems, such as solar photovoltaic systems or battery storage.

• Vendors should identify any applicable sustainability certifications or compliance with recognized green standards.

User Interface and Signage

• Charger interfaces shall include clear operating instructions and multilingual support where available.

• Vendor shall provide and install all necessary EV charging signage, including:

o Designated EV parking signage o ADA signage where applicable o Directional signage within the parking facility o Pavement markings as required

Training and Documentation

• Vendor shall provide in-person or virtual training for City staff covering:

o System operation o User management o Emergency procedures o Basic troubleshooting o Reporting functionality

• Vendor shall provide comprehensive documentation including:

o User manuals o Maintenance schedules o Warranty information o Electrical drawings and as-built documentation

Warranty and Support

• Vendors shall specify warranty coverage for chargers, networking equipment, and installation labor.

• Proposals should include a detailed maintenance and support plan, including:

o Technical support availability o Expected repair response times o Replacement part availability o Software support and updates

Compliance with Regulations

• Vendor shall obtain all permits, inspections, and approvals required for the project.

• All work must comply with applicable local, state, and federal regulations and codes.

• Vendors must comply with Davis-Bacon Act wage requirements associated with the City’s Energy

Efficiency and Conservation Block Grant (EECBG) funding from the US Department of Energy used for this project.

Project Management

• Vendors shall provide a detailed project schedule identifying key milestones and anticipated completion dates.

• Vendors shall designate a primary project manager responsible for coordination with City staff.

• Regular project updates and communication with City officials shall be required throughout the duration of the project.

Parking Lot Photos/Map