232528CG_Project_Documents.pdf

INVITATION TO NEGOTIATE (ITN) – PART I

ITN Part I Revised 11/13/23 Page 1 of 7

ITN #: 232528CG

ITN TITLE: NETWORKED ELECTRIC VEHICLE CHARGING STATIONS

1.0 PURPOSE

Sarasota County (“County”), a political subdivision of the State of Florida, will receive replies on the date indicated in OpenGov Procurement (OpenGov), the County’s electronic procurement portal, for the purpose of selecting a qualified respondent to provide the County with electric vehicle supply equipment (ESVE) meeting the requirements of this Invitation to Negotiate (ITN). Respondents are required to comply with Part II, Scope of Services.

OpenGov is located at https://procurement.opengov.com/portal/scgov

2.0 RESPONDENT

2.1 For the purpose of this ITN, the term “Respondent” is defined as the legal entity submitting a response.

2.2 Respondents intending to submit a response as a joint venture with another company must provide documentation attesting to the formation of that joint venture with their response. For purposes of this solicitation, all vendors who make up the joint venture will be considered together as the Respondent.

3.0 QUALIFICATIONS

3.1 The Respondent must demonstrate experience providing EVSE installation and management with associated equipment and support services.

4.0 MEETINGS & SCHEDULE

An anticipated schedule is provided in the Timeline posted in OpenGov. All meetings will take place at the time, date, and location specified in the solicitation Timeline. Short-listed Respondents should be prepared to attend presentations and/or interviews either in Sarasota, Florida or virtually, at the County’s discretion.

5.0 SUBMITTAL INSTRUCTIONS

Refer to Submittal Instructions section in OpenGov for instructions on how to submit a response. Respondents are advised to review the General Terms and Conditions of Solicitations which are available in OpenGov.

6.0 VENDOR QUESTIONNAIRE

6.1 All Respondents must complete the required forms and information included in the Vendor Questionnaire section of OpenGov. Completed forms and other requested documents must be uploaded with Respondent’s submittal in OpenGov. Respondents who fail to complete and upload required forms and documents or fail to provide responses

ITN Part I Revised 11/13/23 Page 2 of 7 to questions in the Vendor Questionnaire section of OpenGov may be found non-responsive.

7.0 WRITTEN RESPONSES

The information requested in each section below will be used by the evaluation committee to evaluate and score written responses. All submittal documents must be submitted in the Vendor Questionnaire section in OpenGov in the format requested.

7.1 Qualifications

7.1.1. Single page Letter of Interest summarizing Respondent’s qualifications.

7.1.2. Required and preferred Licenses and Certifications.

7.1.3. Resumes of key personnel, including subcontractors, demonstrating individual qualifications and experience.

7.2 Experience

7.2.1. Narrative – Provide a narrative that describes the

Respondent’s experience, including, but not limited to the number of years in business, pertinent capabilities, and evidence of experience and resources necessary to successfully provide the requested services.

7.2.2. Customer List - Provide a list of customers who have been provided services similar to the services described in this ITN in the last 5 years. Customer list should include contact information for a minimum of 1 and a maximum of 10 customers. At a minimum, include customer name, a brief description of services provided, contract start and end dates, and the name, email, and telephone number of a contact person who can verify information. When possible, include the dollar value of the contract. If unable to provide detailed information regarding private sector customers due to confidentiality concerns, provide as much information as possible for those customers.

7.3 Approach

7.3.1. Project Approach - Provide a detailed project approach, including the proposed locations and proposed strategy for providing the requested services. Anticipated resources, including, but not limited to, staffing levels, technology and equipment should be provided. The Contractor should identify in their proposal the standard maximum time limits for equipment down time.

7.3.2. Schedule/Timeline – Provide a graphical representation of the proposed schedule/timeline indicating major milestones and

ITN Part I Revised 11/13/23 Page 3 of 7 deliverables.

7.3.3. Organization – Provide an organizational chart identifying all key personnel and their role in the providing the requested services.

8.0 SELECTION PROCESS

8.1 Written Responses

8.1.1. All timely responses meeting the criteria set forth in this ITN shall be considered by the County.

8.1.2. Written responses will be evaluated and scored using the evaluation criteria in the Evaluation Criteria section of OpenGov.

8.1.3. Only respondents who submit required documentation will be eligible to receive Local and American Preference points.

8.1.4. When evaluating written responses, the evaluation committee will use the scale below to score each criterion. Only whole numbers are to be used when scoring. Scores will be given weight as indicated in the evaluation criteria in OpenGov.

Score Description

5 Excellent

4 Very Good

3 Good

2 Satisfactory

1 Unsatisfactory

8.2 Presentations

8.2.1. If any member of the evaluation committee requests

presentations, presentations shall be scheduled.

8.2.2. If presentations are requested or required, the evaluation committee shall determine the number of Respondents to be short-listed for presentations prior to scoring. The format of presentation will be determined by the County and may consist of presentations, interviews, or a combination of presentations and interviews.

8.3 Ranking

ITN Part I Revised 11/13/23 Page 4 of 7

Following presentations, the evaluation committee will rank the short-listed respondents. The ranking shall be based on the written responses, clarifications (if any), and information presented during presentations.

8.4 Evaluation Committee Recommendation for Negotiations

8.4.1. If presentations are not requested or required, the evaluation committee will recommend the highest scoring Respondent for negotiations, or may determine, in its sole discretion, to enter into concurrent or sequential negotiations with any or all of the short-listed respondents. Such a determination shall be made prior to scoring.

8.4.2. If presentations are requested or required, following

presentations the evaluation committee will rank the short-listed Respondents, and recommend the first ranked Respondent for negotiations, or may determine, in its sole discretion, to enter into concurrent or sequential negotiations with any or all of the short-listed Respondents. Such a determination shall be made prior to the ranking.

9.0 NEGOTIATIONS

9.1 Sole Negotiator or Negotiation Team

9.1.1. Negotiations shall be conducted with Respondents

recommended by the Evaluation Committee by either a sole negotiator or a negotiation team, as determined by the County. As used herein, the term “Negotiator” shall mean either the sole negotiator or a negotiation team.

9.1.2. After the initial negotiation session(s) with the shortlisted Respondent(s), the Negotiator in its sole discretion shall determine whether to hold additional negotiation sessions and with which Respondent(s) it will negotiate and whether to negotiate concurrently or sequentially.

9.2 Goal of Negotiations

9.2.1. Negotiations are intended to enable the County to determine which Respondent presents the best value, whether and with whom it will contract with, and to establish the principal terms and conditions of such contract.

9.3 Reserved Rights

9.3.1. The County reserves the right to negotiate concurrently or separately with one of more of the competing Respondent, to combine competing responses, and to finalize or terminate the negotiations process at any time if the County determines such action is in its best interest for any reason.

ITN Part I Revised 11/13/23 Page 5 of 7

9.3.2. All negotiations shall be conducted in the manner, time, place and scope as determined in the County’s sole discretion.

9.3.3. The County shall have the right, in its sole discretion to select from among the short-listed Respondents for negotiations or may in its sole discretion revisit Respondents not short-listed in the event negotiations with short-listed Respondents are unsuccessful. No short-listed Respondent shall have the right to participate in negotiations if not selected to do so by the County.

9.3.4. No Respondent selected for negotiations shall have the right to present supplemental or alternative replies or terms, except as expressly provided herein or as expressly requested and approved by the Negotiator and/or Procurement in writing during the negotiation process. No Respondent shall have the right to present a best and final offer, unless directed by County in its sole discretion.

9.3.5. The County, through the Negotiator, reserves the right at any time during the negotiation process to:

1. Schedule additional negotiating sessions with any or all responsive Respondents.

2. Require any or all responsive Respondents to provide additional revised or final written Responses addressing specified topics.

3. Require any or all responsive Respondents to provide a written best and final offer.

4. Require any or all responsive Respondents to address services, prices, or conditions offered by any other Respondent.

5. Pursue a contract with one or more responsive Respondents for the services encompassed by this solicitation, any addenda thereto, and any request for additional revised or final written replies or request for best and final offers.

6. Arrive at an agreement with any responsive Respondent, finalize principal contract terms with such Respondent and terminate negotiations with any and all other Respondents, regardless of the status of or scheduled negotiations with such other Respondents.

7. Decline to conduct further negotiations with any Respondent.

8. Reopen negotiations with any Respondent.

ITN Part I Revised 11/13/23 Page 6 of 7

9. Take any additional administrative steps deemed necessary in determining the final award, including additional fact-finding, evaluation or negotiation where necessary and consistent with the terms of this solicitation.

10. Review and rely on relevant information contained in the Response received pursuant to this ITN.

11. Review and rely on relevant portions of the evaluations conducted pursuant to this ITN.

12. The County has sole discretion in deciding whether and when to take any of the foregoing actions, the scope and manner of such actions, the responsive Respondent or Respondents affected and whether to provide concurrent public notice of such decision.

10.0 AWARD

10.1 It is the intent of the County to award a contract to the Respondent(s) who, in the sole opinion of the County is most qualified to provide the scope of services required and will provide the best value to the County.

10.2 The Negotiator will develop a recommendation as to the award that will provide the best value to the County based on the selection criteria. In so doing, the Negotiator is not required to score the Respondents, but will base its recommendation on the foregoing selection criteria. Any score or rank from the selection phase shall not carry over into negotiations and the Negotiator shall not be bound by those scores or rankings.

10.3 The County reserves the right to contract for a term less than or greater than the duration indicated in OpenGov.

10.4 The successful Respondent(s) shall be required to submit proof of licenses or certifications as required by the County.

10.5 In the event of a tie, the RFP tie-breaking procedures identified in the Sarasota County Procurement Manual will apply. To be considered, tied Respondents will be required to provide documentation certifying they have implemented a drug-free workplace program meeting the requirements stipulated in Section 287.087, Florida Statutes.

Documentation must be provided within the time specified by the County at the time of request.

10.6 Contract

A draft of the contract that the successful Respondent(s) will be expected to sign (a Consultant Agreement) is posted on the Procurement website, shown below. The County may, in its sole discretion, select a different contract type or make revisions to the one referenced above following the recommended award of this solicitation.

ITN Part I Revised 11/13/23 Page 7 of 7 https://www.scgov.net/government/procurement/contract-templates

11.0 CHANGES IN KEY PERSONNEL

11.1 A change in the key personnel of a short-listed firm after the submission of the response to this ITN could result in reconsideration of the scoring of applicable evaluation criteria, at the sole discretion of the County.

11.2 Any changes in the key personnel of a short-listed firm should be brought to the attention of the County as soon as possible after the change is made. The changes, the reasons for the changes, and resumes for the individuals being substituted for an individual identified in the response, must be submitted, prior to oral presentations, to the Procurement Analyst identified on the Solicitation Summary.

11.3 Decreases in scoring may result from the reconsideration of changes in the key personnel of a short-listed firm. No increases in scoring will result from the reconsideration of changes in the key personnel of a short-listed firm.

11.4 After award of a contract, the successful Respondent shall not be allowed to substitute key personnel named in this response, including subcontractors, without the prior written permission of the County.

Substitution may, in the sole opinion of the County, be grounds for cancellation of selection, or termination of contract.

Part II Scope of Services

Document prepared by UF IFAS Extension & Sustainability

I. PURPOSE

The County is seeking solutions to provide EV charging stations by the private sector at select county locations.

The county is seeking solutions from the private sector to enhance our current offerings without the county funding, owning, or maintaining any of the EV infrastructure.

Attachment 1 provides a list of new and existing County locations to review, negotiate, and choose from. The proposer may offer what ideas/means they have to complete this.

II. COUNTY RESPONSIBILITIES

A. Cooperate with the selected Contractor to provide access to the EVSE locations in a time and manner that is of no material consequence to infrastructure installation, routine facility operations and/or a safe working environment.

B. Provide all necessary parking space signage and demarcation (unless included in Contractor agreement), ensuring that it is compatible with all applicable local, state, and federal laws, including the ADA.

ATTACHMENT 1

EXISTING AND NEW BUILDING LOCATIONS

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Building Name – Existing Locations

ADMINISTRATION CENTER

BETTY J JOHNSON NORTH SARASOTA PUBLIC LIBRARY

BOB (SARASOTA COUNTY OPERATIONS CENTER)

CEDAR ST PARKING MOBILE

DOWNTOWN PARKING GARAGE

ENGLEWOOD SPORTS COMPLEX CENTER

GULF GATE LIBRARY

LONGWOOD RUN REC CENTER

MID COUNTY TAX COLLECTOR

NORTH PORT LIBRARY

PIONEER PARK PARKING LOT

R. L. ANDERSON ADMIN CENTER

SELBY LIBRARY

SHANNON STAUB LIBRARY

SIESTA KEY OFFSTREET PARKING

SOUTH COUNTY COURTHOUSE

TAX COLLECTOR NORTH PORT

TERRACE BUILDING

TWIN LAKES PARK

VENICE PUBLIC LIBRARY

WOODMERE PARK

ATTACHMENT 1

EXISTING AND NEW BUILDING LOCATIONS

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Building Name – New Locations*

17TH REGIONAL PARK (4730 17TH Street)

FIRE ADMINISTRATION ANNEX (6062 Porter Way)

FRUITVILLE LIBRARY (100 Apex Road)

LONGBOAT KEY LIBRARY (TBD)

NEW ADMINISTRATION CENTER (1 Apex Road)

PARKS AND RECREATION HEADQUARTERS (5895 Hummingbird Ave)

SOUTH LIDO- TED SPERLING PARK (190 Taft Drive)

SIESTA KEY (948 Beach Road)

SOUTH COUNTY REGIONAL PARK (TBD)

SUPERVISOR OF ELECTIONS (4440 and 4466 Fruitville)

TURTLE BEACH (8862 Midnight Pass Road)

*Other new station locations on county property can be proposed

PART III – INSURANCE REQUIREMENTS

Insurance Template 1 Revised 05/13/16 Page 1 of 2

CONTRACTOR’S INSURANCE

Contractor shall, on a primary basis and at its sole expense, maintain in full force and effect, at all times during the life of this Contract, insurance coverage (including endorsements) and limits as described herein. These requirements, as well as the County’s review or acceptance of insurance maintained by Contractor, are not intended to and shall not in any manner limit or qualify the liabilities or obligations assumed by Contractor under this Contract.

Insurance requirements itemized in this Contract and required of the Contractor shall extend to all subcontractors to cover their operations performed under this Contract.

The Contractor shall be responsible for any modifications, deviations, or omissions in these insurance requirements as they apply to subcontractors.

Insurance carriers providing coverage required herein must be licensed to conduct business in the State of Florida and must possess a current A.M. Best’s Financial Strength Rating of A- Class VII or better.

Each insurance policy required by this Contract shall apply separately to each insured against whom claim is made and suit is brought, except with respect to limits of the insurer’s liability.

The Contractor shall be solely responsible for payment of all premiums for insurance contributing to the satisfaction of this Contract and shall be solely responsible for the payment of all deductibles and retentions to which such policies are subject.

Contractor shall furnish Certificates of Insurance to the County Administrative Agent evidencing the types and amounts of coverage, including endorsements, required by this Contract prior to commencement of work and prior to expiration of the insurance contract, when applicable. Such Certificate(s) of Insurance shall, to the extent allowable by the insurer, include a minimum thirty (30) day notice of cancellation (10 days for non-payment of premium) or non-renewal of coverage. Notwithstanding these notification requirements, the Contractor will be required to provide County with 5-day prior written notice of any policy cancellation or non-renewal.

The County reserves the right to review, modify, reject, or accept any required policies of insurance, including limits, coverage, or endorsements, herein from time to time throughout the term of this Contract. County reserves the right, but not the obligation, to review and reject any insurer providing coverage due to its poor financial condition or failure to operate legally.

A. WORKERS’ COMPENSATION: Contractor agrees to maintain Workers’ Compensation insurance in accordance with Florida Statutes, Chapter 440.

Employers Liability to be included with a minimum limit of $100,000.00 per accident/per disease/per employee. If work is to be performed over or adjacent to navigable water and involves maritime exposure, applicable LHWCA, Jones Act, or other maritime law coverage shall be included.

PART III – INSURANCE REQUIREMENTS

Insurance Template 1 Revised 05/13/16 Page 2 of 2

In the event the Contractor has “leased” employees, the Contractor or the employee leasing company must provide evidence of a Workers’ Compensation policy for all personnel on the worksite.

Contractors who are exempt from Florida’s Workers’ Compensation law must provide proof of such exemption issued by the Florida Department of Financial Services, Bureau of Workers’ Compensation.

B. COMMERCIAL GENERAL LIABILITY: Contractor agrees to maintain Commercial General Liability per ISO form CG0001 or its equivalent, including but not limited to coverage for premises and operations, personal injury, products & completed operations, liability assumed under an insured contract, and independent contractors with limits of not less than $1,000,000.00 each occurrence, $2,000,000.00 aggregate covering all work performed under this Contract. Contractor agrees to endorse Sarasota County Government as an additional insured on the Commercial General Liability coverage.

C. BUSINESS AUTOMOBILE LIABILITY: Contractor agrees to maintain Business Automobile Liability with limits not less than $500,000.00 combined single limit for each accident covering all Owned, Non-Owned & Hired automobiles used in the performance of this Contract. In the event Contractor does not own automobiles, Contractor agrees to maintain coverage for Hired & Non-Owned Auto Liability, which may be satisfied by way of endorsement to the Commercial General Liability policy or separate Business Auto Liability policy.

If the Contractor is shipping a product via common carrier, the contractor shall be responsible for any loss or damage sustained in delivery/transit.