16-Specifications and Requirements - TRN2131706B1.pdf
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- Solicitation number
- TRN2131706B1
- Issued by
- Broward County, Florida
About this file
This specifications and requirements document outlines the ChargePoint DC Chargers repair, rebuild, exchange parts, and maintenance services contract for Broward County Transportation Department and related Broward County agencies in Florida. The vendor must provide authorized ChargePoint service for two charger models: the ChargePoint CPE 250 DC Fast Charging Station and the ChargePoint Express Plus DC Fast Charging Platform (including Power Link, Power Block, and Power Module variants). The County's current inventory includes two CPE 250 units, twelve Express Plus Power Links, and six Express Plus Power Blocks with five Power Modules each, though additional chargers may be added during the contract term. The contract duration is three years with two optional one-year renewals. The primary work site is located at Broward County Transportation Department's Ravenswood Road Bus Operation and Maintenance Facility in Dania Beach, Florida, though services may be required at other County locations. Service hours are Monday through Friday from 7:30 a.m. to 4:00 p.m., with provisions for extended hours upon notification. The vendor must respond to site assessments within 24 hours of notification and provide repair resolution reports within 24 hours of assessment, with charger testing completed within two business days of service completion. Emergency services require a two-hour phone response and four-hour on-site response, with work limited to eight hours at the emergency rate unless pre-authorized in writing.
The vendor must maintain active ChargePoint Training and Certification for Technicians and Installers throughout the contract duration, submit updated certifications no later than fifteen days before expiration, maintain valid authorization and certification letters from ChargePoint, and carry valid certificates of insurance listing the County as an additional insured. All services must be performed per ChargePoint Operational Standards using designated parts and materials to maintain factory warranty coverage, and the vendor must warranty all workmanship, parts, and materials for the contract duration. The vendor is responsible for all labor, tools, equipment, materials, shipping costs, supplies, supervision, and travel. Preventive maintenance includes one-year and five-year schedules, with five-year maintenance for CPE 250 units due by July 12, 2027, and for Power Blocks and Power Links due by August 30, 2027. The vendor must provide Underwriters Laboratories certification for all new parts and chargers. The County will pay invoices within 30 days of receipt, and vendors must pay all subconsultants and suppliers within 15 days of receiving County payment. The vendor is solely responsible for reimbursing the County for any damage to County property or vehicles resulting from contract services.
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SPECIFICATIONS AND REQUIREMENTS
CHARGEPOINT DC CHARGERS
REPAIR, REBUILD, EXCHANGE PARTS, AND MAINTENANCE SERVICES
1. SCOPE:
1.1. Broward County (“County”) is seeking an authorized ChargePoint™ (“ChargePoint”) service provider (“Vendor”) to provide repair, rebuild, exchange parts, and maintenance services on existing ChargePoint chargers for a duration of three years, with two optional one-year renewals.
These services must be made available to County and any County Agencies that may require these services and products.
1.2. Vendor must submit “ChargePoint Training & Certification for Technicians and Installers Certification” for the below charger models to County and maintain active certification throughout the duration of this Contract.
1.2.1. ChargePoint CPE 250 DC Fast Charging Station
1.2.2. ChargePoint Express Plus DC Fast Charging Platform (including Express Plus Power Link, Express Plus Power Block, and Express Plus Power Module).
Vendor must submit a new certification no later than fifteen days before the expiration of the certification on file with County. County may add additional models to this Contract, and Vendor must remain current with new ChargePoint equipment offerings.
1.3. Vendor must provide and maintain the Authorization/Certification letter from ChargePoint to resell, repair and service the chargers for the manufacturer, and valid Certificates of Insurance and endorsements throughout the duration of this Contract to avoid termination.
1.4. Only clearly marked company vehicles with valid automobile liability insurance listing County as an additional insured may access Broward County Transportation Facilities. All other vehicles must park in the visitor parking lot.
1.5. All services shall be performed per ChargePoint Operational Standards and use ChargePoint designated parts and materials to maintain factory warranty coverage.
1.6. All workmanship, parts and materials provided by Vendor must include warranty for the duration of this Contract.
1.7. Vendor must furnish all labor, tools, equipment, materials, shipping cost, supplies, supervision, and travel required for all work in accordance with these specifications for repair, rebuilding, exchange parts, and maintenance services.
2. REQUIREMENTS:
2.1. County may add additional ChargePoint chargers to this list within this Contract duration.
County’s current inventory includes:
2.1.1. Two ChargePoint CPE 250 DC Fast Charging Stations
2.1.2. Twelve (12) ChargePoint Express Plus Power Links
2.1.3. Six ChargePoint Express Plus Power Blocks (Five Express Plus Power Modules in each Power Blocks)
2.2. Vendor must provide notification to County’s Project Manager and Transit Facility Director or their designees prior to entering any County facility. The notification must consist of Vendor’s staff, technician, trades, suppliers contact information, along with intended date and time of access. All Vendor representatives must wear closed toes shoes, reflective safety vest and escorted by County’s staff when entering the facility. No one may enter the facility without notification of both County’s Project Manager and Transit Facility Director or their designee.
2.3. Preventive Maintenance (1-year and 5-year):
2.3.1. Vendor is required to submit a preventive maintenance schedule to County’s Project
Manager and Transit Facility Director.
2.3.2. Vendor should notify County’s Project Manager and Transit Facility Director if Vendor notices any abnormality with the charging equipment or service area.
2.3.3. The CPE 250 DC Fast Charging Station five-year maintenance will be due by 07/12/2027 that will require vendor to perform the 5-year maintenance following ChargePoint maintenance requirement.
2.3.4. The Power Block and Power Link five-year maintenance will be due by 08/30/2027 that will require vendor to perform the 5-year maintenance following ChargePoint maintenance requirement.
2.4. Repair/Parts Replacement/Charger Replacement (On-Call):
2.4.1. Transit Facility Director or Bus Maintenance Director or designee will notify Vendor when chargers need repair or replacement.
2.4.2. Vendor must provide charger assessment services at the site within 24 hours of notification.
2.4.3. Vendor must provide a resolution report to Transit Facility Director or Bus Maintenance Director or designee within 24 hours after charger assessment. The assessment and resolution report must include:
2.4.3.1. Cause of the issue (if any)
2.4.3.2. Before and after images of the charger or issue
2.4.3.3. At least two resolution options, including a temporary resolution to restore charger operability within 24 hours
2.4.3.4. Estimated labor hours and cost for resolution
2.4.3.5. Itemized material/parts list (each) and associated costs
2.4.3.6. Estimated lead time of material (if any) for resolution
2.4.3.7. Contact information and availability of assigned technicians for each resolution option with accounted lead time for material/parts
2.4.3.8. Total cost breakdown for each proposed resolution to perform for the repair, parts replacement or charger replacement
2.4.4. After County review, County’s Project Manager or Transit Facility Director will issue directive to Vendor. Vendor must deploy the technician to perform the service within 24 hours of the technician availabilities provided in 2.4.3.7.
2.4.5. Following completion of the service, Vendor shall coordinate the charger testing with County’s Project Manager and Transit Facility Director. Testing must be scheduled and completed within two business days of service completion, unless otherwise approved in writing by the County. After successful testing, County’s Project Manager will sign off the service ticket.
2.5. Repeated Service or Maintenance Issues:
2.5.1. In the event of repeated service issues or outages, Vendor must repeat steps from
Section 2.4 and submit a detailed assessment report to County’s Project Manager or Transit Facility Director. Any parts previously replaced under Section 2.4, must be replaced under warranty at no cost to County.
2.5.2. If same component fails more than twice within a 12-month period, the Vendor should provide assessment of fail components, identify the root cause, and perform a permanent corrective action at no additional cost to County.
2.6. Vendor must provide Underwriters Laboratories (UL) Certification for all new parts and new chargers installed by Vendor.
3. DELIVERY:
3.1. Vendor is responsible for all shipping and delivery costs of the materials, parts, and chargers.
3.2. All delivery items must be shipped to Vendor’s location. County and its agencies shall not be responsible for accepting any freight (overnight, airfreight, UPS direct, etc.) and secure materials, parts and chargers on behalf of Vendor at any of County’s properties.
4. PRIMARY WORK SITE LOCATION:
Broward County Transportation Department Ravenswood Road Bus Operation and Maintenance Facility 5440 Ravenswood Road Dania Beach, Florida 33312
Work site location may include any other location in Broward County, or as dictated by County during emergency situations or in case of expansion plans. In such events, prices will not be adjusted.
5. SERVICE HOURS:
5.1. The Vendor shall perform the assessment services Monday through Friday from 7:30 a.m. to 4:00 p.m. However, if the vendor wishes to perform the assessment services outside of the above-mentioned hours, vendor should notify Broward County Transportation Department (BCT) representative and provide staff contact information for security purposes.
6. EMERGENCY SERVICES:
6.1. Emergency work shall be performed at the request of the Contract Administrator as needed.
Vendor shall respond to the emergency work request within two (2) hours by phone, and within four (4) hours on-site. The Contract Administrator must pre-authorize the Vendor to charge the emergency rate in Contractor’s bid. Contractor shall not perform more than eight (8) hours of work at the emergency rate unless approved in writing in advance by the Contract Administrator.
7. DAMAGE REIMBURSEMENT:
7.1. Vendor shall be solely responsible for, and shall reimburse County, any and all costs and/or expenses of any kind or nature relating to the correction of any damage not limited to any County vehicle, facility or other County property resulting from the services outlined in this Contract or in subsequent work orders.
8. INVOICING AND PAYMENTS:
8.1. Vendor must submit a legible copy of invoice before payment can be issued. At a minimum, the invoice must provide the following information:
8.1.1. County purchase order number
8.1.2. Vendor’s company name, address and contact person as listed on the purchase order
8.1.3. Invoice number and date
8.1.4. Vendor Tax ID number
8.1.5. Description and quantity and unit price of the goods or services provided
8.1.6. Applicable discounts, if any
8.1.7. Item and quantity parts or number and date of installation with unit price, if applicable
8.1.8. Labor hours and date of services with unit price, if applicable
8.1.9. Total amount due
8.1.10. Name and telephone number of County’s Project Manager
8.1.11. County’s Project Manager or Transit Facility Director notification email, resolution report, directive email, testing signoff sheet and before and after images (if applicable).
8.1.12. Warranty certificate
8.1.13. UL certification, if applicable
8.2. County shall pay vendor within 30 days after receipt of invoice, as defined by County’s Prompt
Payment Ordinance, minus any applicable retainage or other deductions permitted by the Contract. Vendor must pay all subconsultants, and suppliers providing services under this Contract no late than 15 days after receipt of payment from County for such subcontracted work or supplies.
8.3. County may withhold payment, in whole or in part, in accordance with Applicable Law, or to such extent as may be necessary to protect itself from loss on account of:
8.3.1. Inadequate or defective Work not remedied.
8.3.2. Claims filed or reasonable evidence indicating probably the filing of claims by other parties against Vendor or County relating to Vendor’s performance.
8.3.3. Failure of Vendor to make payments properly to suppliers or for material or labor.
8.3.4. Damage to another vendor not remedied.
8.3.5. Failure of Vendor to provide documents required by the Contract Documents.
When the above grounds are removed or resolved to the satisfaction of the Contract Administrator, any withheld payment shall be made to an extent otherwise due.
8.4. Problems regarding billing or invoicing shall be directed to the Using Agency as listed on the Purchase Order.
8.5. Invoices for Final Payment shall be clearly marked as “FINAL” and submitted when all item requirements have been delivered, and no further charges are to be incurred under the Contract.
In no event shall any invoice be submitted later than 60 calendar days from the Contract termination date or expiration date unless there is a pending dispute.
8.6. The below attached guide provided for reference only. Vendor must follow the latest and greatest
ChargePoint guide for repair, rebuild, exchange parts and maintenance services.
8.6.1. Express 250 Operation and Maintenance Guide
8.6.2. Express 250 Preventive Maintenance Guide
8.6.3. CPE250 Spares Catalog
8.6.4. Express Plus Operation and Maintenance Guide
8.6.5. Express Plus Preventive Maintenance Guide
8.6.6. Express Plus Power Block Spares Catalog
8.6.7. Express Plus Power Link Spares Catalog
END OF SPECIFICATIONS AND REQUIREMENTS
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