501-21.pdf

Invitation No.: 501-21 Location: Statewide Commodity: Public Electric Vehicle Charging Infrastructure Pricing: http://www.dot.state.oh.us/Divisions/ContractAdmin/Contracts/PurchDocs/501pricing.xls

REQUEST FOR PROPOSAL (RFP)

State of Ohio, Department of Transportation

Office of Contract Sales, Purchasing Services Jack Marchbanks, Ph. D., Director

Bid Submission Deadline (Bid Opening Date):

September 10, 2020 at 1:00 p.m. eastern time

1:00 P.M.

Submitted by:

Company Name:

Federal Tax ID No.:

Physical/Mailing Address: Remit to Payment Address:

Street Address:

P.O. Box:

City:

St:

Zip:

Contact Person and Phone Number:

(authorized to answer questions about your company’s bid)

E-Mail Address (required):

(person who filled out bid)

E-Mail Address (required):

(for notification of future bid opportunities)

Telephone Number 800 Number Fax Number

Return Properly Marked, Complete Bid Packages To:

contracts.purchasing@dot.ohio.gov

BIDDERS MUST SUBMIT ANY QUESTIONS, CLARIFICATIONS, OR INQUIRIES REGARDING THIS RFP

VIA THE FOLLOWING WEBSITE:

http://www.dot.state.oh.us/Divisions/ContractAdmin/Contracts/Pages/PurchasePBQ.aspx mailto:contracts.purchasing@dot.ohio.gov

RFP #501-21

Level 2 Public Electric Vehicle Charging Infrastructure

SECTION 1: OVERVIEW OF REQUEST FOR PROPOSALS

1.1 Scope of Work

Pursuant to Ohio Revised Code 5501.71 et seq., ODOT is soliciting proposals for a public-private initiative between the State of Ohio and one or more Proposers. The selected Proposer(s) shall install, operate, maintain, and support a total of 26 publicly accessible, networked Level 2 Electric Vehicle Charging Stations (“EV Chargers” or “EV Charging Stations”) and ancillary structures at state-owned or controlled locations throughout the State of Ohio. A copy of the Memorandum of Understanding among the State of Ohio Agencies is attached as Exhibit A.

1.2 Contract Duration

An initial term of five years plus optional one-year extensions at the discretion of ODOT and the individual site owners.

1.3 Preliminary Timeline

The following is a preliminary timeline for the procurement of services. These dates are subject to change at ODOT’s discretion.

July 29, 2020 – Release of this RFP

August 12, 2020 – Mandatory conference with interested parties

September 10, 2020 – Proposals Due

No later than September 16, 2020 – Public-Private Agreement Award and Public-Private Agreement negotiation

No later than September 30, 2020 – Public-Private Agreement Execution

1.4 Proposal Delivery

No proposals will be accepted after the time specified. No facsimile transmissions will be accepted. ODOT reserves the right to reject any or all proposals.

Timely receipt of proposals will be determined by the date and time the proposal is received at the address specified. Completed proposals should sent to: contracts.purchasing@dot.ohio.gov

All materials submitted in accordance with this solicitation become the property of the State of Ohio and shall not be returned. All materials submitted in accordance with this solicitation shall remain confidential until a contract is executed with the selected Proposer at which time all submitted information becomes a part of the public record.

1.5 Pre-proposal Conference & Question Period

A mandatory pre-proposal virtual conference will be held August 12, 2020, at 9:00AM, to answer questions related to this Request for Proposal. Those who plan to attend the conference are required to advise Julia Brogan, ODOT Project Manager, via email at Julia.brogan@dot.ohio.gov or by phone at 614-466-2825, at least 24 hours prior to the scheduled start of the meeting to receive the conference details.

Based upon the Pre-Proposal conference and received questions/clarifications, proposal requirements may, solely at the discretion of ODOT, be modified, changed or deleted. Any such changes will be provided to every prospective project manager who attended the Pre-Proposal Conference via email prior to the deadline for proposals to be submitted to ODOT.

1.6 Rejection of Proposals

The Director of ODOT reserves the right to reject any and all proposals received as a result of this request. The Director of ODOT also reserves the right to cancel this Request for Proposals at any time.

1.7 Additional Information

ODOT reserves the right to request additional information which, in ODOT’s opinion, is necessary to assure that the Proposer’s competence, number of qualified employees, business organization, relevant experience, and financial resources are adequate to perform according to the contract. ODOT may make such investigations as it deems necessary to determine the ability of the Proposer to perform the work, and the Proposer shall furnish to ODOT all such information and data for this purpose as requested by ODOT. ODOT reserves the right to reject any proposal if the evidence submitted by, or investigation of, such Proposer fails to satisfy ODOT that such Proposer is properly qualified to carry out the obligations of the contract and to complete the work specified.

1.8 Agreement Information

ODOT is currently preparing the Level 2 Public Electric Vehicle Charging Station Agreement Draft that will be distributed to those who attend the mandatory pre-proposal conference. This Agreement will be negotiated between the selected Proposer(s) and ODOT during the period specified in the Preliminary Timeline Section.

The Agreement will incorporate the winning proposal into the terms of the Agreement.

Additionally, individual Site Host Agreements between the selected Proposer(s) and the individual Site Hosts will be negotiated and executed post-award. The Site Host Agreements will provide the terms applicable to specific sites, including, but not limited to, bonding, insurance, site preparation and access details, wi-fi and cellular availability, maintenance, operations and closure responsibilities and metering and payment requirements. Proposers must submit a proposed Site Host Agreement with their Proposal. Execution of the individual Site Host Agreements will be contingent on ODOT being awarded the Ohio Environmental Protection Agency Diesel Mitigation Trust Fund grant.

1.9 Incurring Costs

ODOT is not liable for any costs incurred by Proposers prior to or after issuance of a contract unless directly authorized by this RFP.

1.10 Legal Representation

The Proposer shall be financially responsible for their own legal representation. The State of Ohio will provide its own legal representation if necessary, for any suits or actions against ODOT.

mailto:Julia.brogan@dot.ohio.gov

SECTION 2 – LOCATIONS AND FUNDING

2.1 Charging Station Sites

ODOT will apply for Ohio Environmental Protection Agency (EPA) Diesel Mitigation Trust Fund reimbursement on behalf of the selected proposer(s) at the following sites located in eligible counties:

1. The Lodge at Maumee Bay State Park, 1750 State Park Rd. 2, Oregon, OH 43616

2. The Lodge at Punderson State Park, 11755 Kinsman Rd., Newbury Township, OH 44065

3. The Lodge at Hueston Woods State Park, 5201 Lodge Rd., College Corner, OH 45003

4. Marblehead Lighthouse State Park, 110 Lighthouse Dr., Marblehead, OH 43440

5. Caesar Creek State Park, 8570 E. State Route 73, Waynesville, OH 45068

6. Shipley Building Parking Lot, 1970 West Broad Street, Columbus, OH 43223

7. Alum Creek Facility Customer Parking Lot, 1583 Alum Creek Drive, Columbus OH 43209.

8. OTIC Headquarters, 682 Prospect Street, Berea, OH 44017

9. ODOT District 6 Headquarters, 400 East Williams St., Delaware, Ohio 43015

10. ODOT District 8 Headquarters, 505 South State Rt. 741, Lebanon, Ohio 45036

11. ODOT District 12 Headquarters, 5500 Transportation Boulevard, Garfield Heights, Ohio 44125

12. ODOT Central Office, 1980 W. Broad St., Columbus, Ohio 43223

A more detailed breakdown of the proposed sites, as well as the specific number of EV Charging Stations and Ports is attached as Exhibit B.

ODOT is also seeking Level 2 Charging Infrastructure at the following sites in non-eligible counties:

1. ODOT District 1 Headquarters, 1885 N. McCullough, Lima, Ohio 45801

2. ODOT District 2 Headquarters, 317 East Poe Road, Bowling Green, Ohio 43402

3. ODOT District 3 Headquarters, 906 Clark Ave, Ashland, Ohio 44805

4. ODOT District 7 Headquarters, 1001 St. Mary’s Ave, Sidney, Ohio 45365

5. ODOT District 7 Montgomery County Garage, 3090 Smith Drive, Clayton, OH 45315

6. ODOT District 9 Headquarters, 650 Eastern Ave., Chillicothe, Ohio 45601

7. ODOT District 10 Headquarters, 338 Muskingum Drive, Marietta, Ohio 45750

8. ODOT District 11 Headquarters, 2201 Reiser Ave, New Philadelphia, Ohio 44663

9. The Lodge at Mohican State Park, 1098 Ashland County Rd. 3006, Perrysville, OH 44864

10. The Lodge at Salt Fork State Park, Rd. 3, Cambridge OH 43725

11. The Lodge at Burr Oak State Park, 10660 Burr Oak Lodge Rd., Glouster, OH 45732

12. The Lodge at Deer Creek State Park, 22300 State Park Rd. 20, Mt. Sterling, OH 43143

13. The Lodge at Shawnee State Park, 4404 OH-125, West Portsmouth, OH 45663

14. Hocking Hills State Park, 19988 OH-664 Scenic, Logan, OH 43138

A more detailed breakdown of the proposed sites, as well as the specific number of EV Charging Stations and Ports is attached as Exhibit B.

No reimbursement is available for the non-eligible county sites.

2.2 Funding Availability

A full copy of the Ohio EPA Diesel Mitigation Trust Fund Request for Applications is attached as Exhibit D.

The Ohio EPA has set aside $250,000.00 for Level 2 Public Charging Stations in certain Ohio State Parks and other government facilities. Level 2 Public Charging Stations located at the sites above will be reimbursed the lessor of:

• $7,500 per single port networked Level 2 charger or up to 100% of eligible project costs

• $15,000 per dual port networked Level 2 charger or up to 100% of eligible project costs

Proposals shall include an itemized list of costs associated with delivering the charging stations. Only eligible costs will be reimbursed up to the amounts listed above. Eligible costs are those directly incurred through the procurement, installation and activation of charging stations, including:

1. New Level 2 charging station units and associated equipment.

2. Conduit, signage at the parking spot, bollards, cable/wiring and electrical service box disconnects.

3. Concrete or asphalt addition or replacement.

4. Paint striping and stenciling of the charging station parking spaces.

5. Charging station installation labor (electrical, trenching, etc.).

6. Annual network fees for up to 5 years.

7. Warranty and annual maintenance contract costs for the charging equipment (at least 5 years warranty required)

Ineligible costs include costs that are not directly related to the project. In addition, the following costs, even if they are directly related to the project, are ineligible:

1. Leased equipment.

2. Used, refurbished, or remanufactured equipment.

3. Charging infrastructure installations not accessible to the general public.

4. Purchase, rent, or lease of real estate.

5. Capital costs such as construction of buildings, parking facilities, etc.

6. General maintenance.

7. Debts, late payment fees, finance charges or contingency funds, interest, and investment management fees.

8. Attorney fees and any administrative costs.

9. Lobbying, lobbyists, and political contributions.

10. Mark-up on purchases and/or subcontracts.

11. Taxes, except sales tax on eligible equipment and expenses.

12. Permit fees and activities addressing permit issues.

13. Activities addressing enforcement actions that involve a financial penalty.

14. Memberships (including subscriptions and dues).

15. Food, refreshments, entertainment, gifts, prizes and decorations.

16. Salaries, merit awards, bonuses, donations and fundraising.

17. Computer(s), tablets, software or mobile communication devices unless unique to the project and specifically approved by the Ohio EPA as a direct expense. If the Proposer desires these items to be an eligible expense, ODOT will coordinate approval by OEPA.

18. Paper studies, research projects or surveys including feasibility studies or surveys to determine interest in the installation of electric vehicle charging stations.

19. Proposals for any type of vehicle demonstration or demonstrations of existing technologies for public outreach/education.

2.3 Additional Funding Information

Except for the OTIC Headquarters, 682 Prospect Street, Berea, OH 44017, no license fees or rent will be charged to the Proposer for operating on the above listed sites. The OTIC Headquarters site will require a nominal permit fee to be determined during the negotiation period for the individual Site Host Agreement.

Proposers shall be entitled to any revenue generated from the public use of the EV Charging Stations.

Proposers shall be responsible for compensating Site Hosts for the cost of electricity.

Proposers are permitted to submit proposals for any number of the sites listed above. Please note that proposals encompassing all sites (both eligible and non-eligible) will be scored higher than proposals for less than all the sites.

SECTION 3: PROPOSAL REQUIREMENTS

3.1 Recommended Proposal Format

Any content received in a proposal may, at the discretion of ODOT, be included in the contract with the selected Proposer(s). Proposals may include information in addition to the requirements that are laid out below.

The proposal shall include as a minimum:

A. Implementation Plan

Provide a detailed implementation plan that demonstrates your understanding of the installation of the Level 2 Electric Vehicle Charging Stations and your approach to fulfilling the requirements identified in the Project Requirements and Tasks – Implementation Plan.

B. Management Plan

Provide a detailed management plan that demonstrates your understanding of the ongoing operation and maintenance of the project and your approach to fulfilling the requirements identified in the Project Requirements and Tasks – Management Plan.

C. Site Host Agreement Pro Forma

Provide a Site Host Agreement pro forma that demonstrates your understanding of the details that must be considered in planning and constructing the individual charging station sites and how you will fulfill the requirements of the Site Host Agreements.

D. Organization Structure

1. Description of Organization: ODOT desires to understand the ownership and organizational structure of the principal organization pertinent to this opportunity, and also gain an insight into the proposed business operation. The organizational structure must be described, identifying the entity that would enter, as the Proposer into any agreement with ODOT. An organizational chart should be developed in sufficient detail to indicate a chain of executive authority from the president or comparable chief executive down through the person who will be directly responsible for project delivery and contract adherence. Identify the individuals occupying the positions shown and state the length of experience of officers and key executives in their respective fields as presented in the organizational chart. Resumes are to be included for those principals and key personnel who will be assigned and involved in managing, directing or supervising the work as presently contemplated.

2. Proposer must possess the necessary credentials to conduct business in Ohio. Proposers with out-of-state headquarters or corporations or limited liability companies not formed in Ohio must include with each proposal a copy of their registration to do business in Ohio. If the project will be conducted under a joint venture arrangement, each party to the venture must be identified and the roles that each will have in the development and/or operation must be described. Letters of agreement to participate in the joint venture as well as the percentage of participation must be submitted from each of the joint venture partners.

3. Past Performance and Experience (Electric Vehicle Charging Stations): Proposer must have implemented and managed a program identical or substantially similar to the proposed Level 2 Public Electric Vehicle Charging Station. Describe Proposer’s experience in providing similar services to publicly or privately-owned companies. For projects of a comparable nature, provide examples of projects in progress or completed since 2010 that include any of the following:

• Examples of implementing similar types of installations and maintenance agreements.

• Examples of successful project completion emphasizing the ability to meet project schedules and costs.

• Do not include installations only. ODOT is seeking Proposers with operations and maintenance experience as well.

4. Proposer must demonstrate its experience in managing, developing and operating the type and style of services that will be offered under this Request for Proposal. The qualifications and experience of Proposer’s key personnel must be described. The following information must be presented for all key personnel according to their respective roles in the project:

• Experience in installing, operating, and maintaining Level 2 electric vehicle charging stations.

• References (Contract Related) Proposer must provide at least two commercial references for all key personnel that may be called upon to obtain firsthand information to assist ODOT in its evaluation. Include name of organization as well as the name, address and telephone number of contact person.

E. Financial Information

1. References (Financial Related): Proposer must provide at least two business references for all organizations that will be principally involved in providing the services requested by this Request for Proposal. References may be called upon to discuss such matters related to financial strength, stability, credit history and general business reputation. Include the name of organization as well as the name, address and telephone number of contact person.

2. Financial Plan: Proposer must demonstrate its ability to finance or obtain financing from credible sources to undertake and successfully complete the planning, implementation, operation and management of Level 2 Public Electric Vehicle Charging Station. If Proposer intends to finance any portion of the project through a lender, the response should indicate the potential lender and expected terms and conditions.

3. Financial Statements (all participating companies): Proposer shall furnish complete audited financial statements for the two most recent operating years, including 10K statements, if prepared. Financial statements should include income statements, balance sheets and cash flow statements, along with accompanying notes. This information is required for each participant company comprising the principal organization. Companies should also furnish a review of the operations of the business for the two most recent operating years or annual reports to owners or stockholders. ODOT recognizes the sensitive nature of the financial information requested. If desired by the submitting organization, sensitive material may be marked "CONFIDENTIAL" and submitted in a separate envelope. Such information will be used solely by ODOT for the purpose of evaluation and will be kept confidential to the extent allowed by Ohio law.

4. Cost Proposal: Proposal prices shall contain two elements. First, the cost of installing the charging stations. Second, the cost per month of maintaining the stations, not including the cost of electricity.

These costs include but not limited to all direct costs, indirect costs, equipment, supplies, wages, materials, overhead, and profit. The two price proposals shall be all encompassing and no additional compensation will be provided by ODOT. Proposer must be sure that the pricing structure is clear and easily communicated.

F. Legal Actions (all participating companies)

1. Proposer must list a brief description of all legal actions for the past three (3) years in which any participating company has been involved, including but not limited to:

• A debtor in bankruptcy; or

• Circumstances surrounding any contract defaults; or

• A defendant in a lawsuit for deficient performance under a contract; or

• A respondent in an administrative action for deficient performance on a project; or

• A defendant in a criminal action; or

• A principal in any action taken against an insurance or bonding company.

G. Exceptions/Deviations

1. Proposers shall specify their requests for any exceptions/deviations from the terms and conditions of this Request for Proposal. Any exceptions or deviations taken must contain sufficient amplification and justification to permit evaluation. Descriptions of no more than one-half page of each exception and deviation, if any, shall be consolidated in the appropriate section of the proposal. An exception to specific items or provisions of this Request for Proposal implies that the Proposer cannot or does not intend to meet the requirements of that item or provision. An alternative to that item or provision shall be included in the proposal and the impact, if any, of the exception shall be reflected in proposal pricing considerations. Proposers are advised that their proposals may be rejected as nonresponsive upon consideration of the exceptions taken.

A deviation from a specific item or provision in this Request for Proposal is a suggested change that, in the Proposer’s opinion, would enhance its ability to perform the work and/or would provide a benefit to ODOT. Each proposed deviation shall be noted in the appropriate section of the proposal and shall adequately and concisely describe its advantages and/or reasons for proposal.

3.2 Basis of Award

Once the proposals are received, ODOT will rank Proposers. ODOT will use the criteria identified in Section

3.3 Evaluation Criteria below in ranking the Proposers. ODOT will provide a Public-Private Agreement to the highest ranked Proposers encompassing all sites. If ODOT is unable to reach an agreement with the highest ranked Proposer, ODOT will provide a Public-Private Agreement to the second highest ranked Proposer. This process will continue until ODOT is capable of successfully executing a Public-Private Agreement with a Proposer

In the event a Proposer is not the highest ranked Proposer, but submitted a proposal for a site(s) that the highest ranked Proposer did not submit, a Public-Private Agreement will be awarded to the non-highest ranked Proposer for the site(s) the non-highest ranked Proposer submitted. This process will continue so that ODOT may award a Public-Private Agreement to the highest ranked Proposer for each site, even if that Proposer submitted the sole proposal for a location.

3.3 Evaluation Criteria

The award will be made to the Proposer proposing the best quality and value to ODOT. The selection committee will use the following factors weighted as shown:

1. Responsiveness to Proposal Requirements – 10%

a. Completeness of the submission in detailing requirements identified as required proposal content.

2. Implementation / Management Plans – 50%

a. Quality, completeness and comprehensiveness of the proposed implementation plan.

b. Quality, completeness and comprehensiveness of the proposed management plan.

c. The overall ability of the proposal to promote economic growth in Ohio.

d. Additional points will be awarded to Proposals agreeing to install equipment at all the sites identified.

e. Additional points will be awarded to Proposals with a quicker implementation plan.

f. ODOT encourages the inclusion of Ohio based firms, Responding Proposers should be creative in identifying Ohio based firms, whom they expect to utilize in the performance of this contract.

3. Organizational Structure - 10%

a. Experience of key personnel on the management team, including the extent and relevance of qualifications and experience related to the specific assignment under consideration.

b. Staffing configurations and other documentation to support team credentials and performance.

4. Company Financials and Previous Experience weight - 15%

a. Does the Proposer have the financial capacity to successfully complete this project?

b. Projects of a comparable nature completed successfully by the Proposer, and any team members; Evidence showing that the Proposer has the expertise to complete the project successfully.

c. The safety record of the Proposer.

d. Additional Points will be given to Public Agency Experience.

5. Overall value to ODOT – 15%

a. How does the overall value of the plan meet ODOT’s needs?

b. Reasonableness, feasibility and benefits of any exceptions or deviations submitted by the Proposer to the stated business terms of the Request for Proposal and/or the future Project Agreement.

c. Does the proposal require any additional costs be paid by ODOT?

3.4 Project Requirements and Tasks – Implementation Plan

The Proposer is required to submit a plan that will achieve a completed installation at the selected sites listed in Exhibit B. The following is a list of requirements related to the installation:

1. Proposer shall submit a draft Site Host Agreement to be reviewed by each individual site host.

2. Proposer shall submit a completed version of Exhibit C as a summary of the proposal.

3. Proposer has obtained all local, state, and federal permits required for installation and operation of EV charging stations.

4. All installation work pertaining to site preparation, curbing, striping, signage, charging equipment, billing and networking systems and electrical interconnections is installed:

a. Consistent with the manufacturer’s specifications;

b. Consistent with any design in the proposal;

c. In accordance with all applicable local, state, and federal zoning and code requirements; and

d. Is working properly

5. Coordinating the installation activities, as needed and applicable, with the equipment manufacturer, networking service, electric utility, and any subcontractors needed to complete the work.

6. Charging Station Requirements

a. Level 2 (240-volt alternating current) charging stations must either have a single Society of

Automotive Engineer (SAE) J-1772 standard connection to charge one EV at a time or two SAE J-1772 connectors to charge two EVs at once. Powered by 240-volt alternating current, the station must provide a charge of 6.6 kilowatts (kW) of power to provide up to 100 miles of travel in 3 to 4 hours.

b. All chargers must be networked via an open source, non-proprietary communications protocol.

Networking should allow for collection of usage data and electronic payment from station users.

c. All equipment proposed under this grant program must meet UL standards as listed below:

i. UL 2202 Electric Vehicle Charging System Equipment

ii. UL 2594 Electric Vehicle Supply Equipment (AC to DC)

iii. UL 2231-1 Personal Protection for Electric Vehicle Supply Circuits-Protective Devices for use in Charging Systems.

iv. UL 2231-2 Personal Protection Systems for Electric Vehicle Supply Circuits-Protective

Devices for use in Charging Systems.

v. UL 2251 Electric Vehicle Plugs, Receptacles and Couplers.

vi. UL 2750 Wireless Charging Equipment for Electric Vehicles (if wireless equipment is offered)

d. All equipment must be ADA compliant.

e. All charging station equipment must meet the following minimum requirements for safety testing by a Nationally Recognized Testing Laboratory (NRTL) recognized by the Occupational Safety and Health Administration (OSHA). The equipment must be listed and labeled as required by the National Electrical Code (NEC) section 625.5 and be Federal Communication Commission (FCC) compliant.

f. Electric Vehicle Supply Equipment (EVSE) Enclosure: The EVSE enclosure must be constructed for use outdoors in accordance with UL 50E Standard for Safety for Enclosures for Electrical Equipment, Environmental Considerations, Type 3R exterior enclosure or equivalent.

g. The EVSE must be capable of operating without any decrease in performance over an ambient temperature range of minus 22 to 122 degrees Fahrenheit with a relative humidity of up to 95%.

h. The EVSE must incorporate a cord management system or method to eliminate potential for cable entanglement, user injury, or connector damage from lying on the ground.

i. The charging station units must be covered by a 5-year warranty

j. The charging station units must have protection from damage to ground and wall-mounted equipment, including protection from vehicle collision (guard posts, wheel stops, curb protection, or wall-mounted barriers).

7. Networking Requirements

a. The charger must connect to a network via Wi-Fi, cellular, or other connection. Proposers should identify measures planned to minimize network downtime.

8. Signage Requirements

a. Pricing and fee information must be included on a physical sign that meets the requirements of OAC 901:6-5-02(H) (see http://codes.ohio.gov/oac/901:6-5-02v1).

b. Customer Service – An easily visible phone number for customer support which provides immediate assistance from 6:00AM to 11:00PM, Monday through Sunday to assist customers with difficulties accessing or operating the equipment.

9. Accessibility Requirements

a. The EV chargers must be publicly accessible and able to be used 24 hours per day, seven (7) days per week.

10. Customer Payment

a. Proposer must demonstrate charging stations are capable of accepting multiple point-of sale methods, including pay-per-use and subscription methods, including the ability the to accept credit or debit cards.

b. Point of sale and supporting network use of an open protocol to allow subscribers of other EV charging networks to access the charging station.

c. Clear, simple, and real-time pricing and fee information displayed on device, payment screen and physical signage that meets the requirements of is OAC 901:6-5-02(H) (see http://codes.ohio.gov/oac/901:6-5-02v1).

d. All pay equipment must possess the capabilities to ensure credit card transactions are compliant with the latest PCI and PA-DSS standards. The grantee must use commercially reasonable security standards to protect sensitive and/or confidential data both in transit and at rest.

11. Installation timeline requirements

a. Proposers must submit to ODOT evidence that the equipment has been ordered within 180 days of execution of the grant agreement between ODOT and Ohio EPA.

b. Proposers must achieve completed installations at all sites within 24 months of the execution of the grant agreement between Ohio EPA and ODOT.

http://codes.ohio.gov/oac/901:6-5-02v1 http://codes.ohio.gov/oac/901:6-5-02v1

12. Interoperable, open-source and non-proprietary connectors for charging, payment options and communication between equipment, network and the vehicle.

13. Where feasible, a meter, separate from the Site Host’s meter for the site, should be obtained from the electric supplier. The Proposer shall be responsible for payment of all electric costs for the EV Charging Station. Where a separate meter is placed, the Proposer shall make payments to the electric supplier.

Where there is no separate meter, Proposer shall pay the Site Host for electric costs, as determined from sales records provided to ODOT pursuant to Paragraph 3.5 2 c below.

3.5 Project Requirements and Tasks – Management Plan

The Proposer is required to submit a plan that will address all the following operational and maintenance concerns:

1. Charging Station O&M

a. Proposer shall be responsible for all operation and maintenance costs, including but not limited to royalties, licenses, fees, taxes, revenue sharing, utilities, and electric power supply for the charging equipment and supporting elements, such as area lighting.

b. Ensuring all charging station cables, ancillary equipment, charging ports, signs, and other equipment is working properly.

c. A plan to address issues, both minor and major.

i. Minor issues would be any issue that would require the charging station to be out of service for under 24 hours.

ii. Major issues would require the extended closure of a charging station and may require coordination to notify the public. Proposer shall identify how it will communicate to EV drivers when a station is not working (e.g. through an e-mail distribution list, text/app alert, or similar means)

d. Proposer shall identify means and measures to ensure an uptime of at least 95%.

e. Proposer is required to list the EV Charging Station on the following websites:

i. The AFDC (afdc.energy.gov/stations/#/station/new)

ii. PlugShare (www.plugshare.com)

2. Data Capture and Reporting

a. Semiannual Project Progress Reports

i. Semiannual progress reports will be due to the Ohio EPA for the period between the Ohio EPA grant award and the submittal of the Final Project Completion Report. Since these grants are funded through Ohio’s allocation under the Volkswagen Mitigation Trust Fund, Ohio EPA will also summarize these reports to the VW Mitigation Trust Fund trustee. A template for the Semiannual Progress reports will be provided at the time of the Ohio EPA grant award.

b. Final Project Completion Report

i. Upon completion of the project, the Selected Proposer(s) must submit the following documents to ODOT prior to reimbursement of all eligible costs:

1. Final Report.

2. Summary Invoice/Reimbursement Request.

3. Legible copies of all sales/invoices showing the purchase price and amount paid by the applicant for the charging equipment, number of units purchased and serial numbers for the units.

4. Copies of canceled checks or credit card statements as proof of payment for all costs.

5. Digital photograph(s) of the completed charging unit(s).

6. A copy of the installer’s written certification that the unit(s) have been installed and are in working order and operating in accordance with local, state and federal codes.

7. Copies of all required permits.

8. Date(s) when installation began, was completed and when the unit(s) became operational.

c. Semiannual Charging Station Usage Reports

i. Monthly Charging Station Usage reports will be due to ODOT for a period of 5 years beginning when the charging stations are in operation. The reporting information submitted will identify the previous month of aggregate utilization data.

ii. For each charger funded by this grant, the following information is required:

1. Location: Site name, EVSE ID number, address, city, zip, county

2. Operational uptime (percentage)

3. Number of charge events

4. Number of unique vehicles

5. Average charge time per event (minutes)

6. Average kW per charge event

7. Total kW consumed

iii. For each charging location, the following additional summary information is required for chargers funded by this grant:

1. Total number of Level 2 Chargers

2. Weekly utilization (sessions per week)

3. Average session power (kW)

4. Average charge time per session (hours/session)

d. A template for the Semiannual Charging Station Usage Reports will be provided at the time of the Ohio EPA grant award.

3.6 Wind-Up

At the completion of the Public-Private Agreement, Proposer shall be responsible for removing the Electric Vehicle Charging Stations and Ancillary Structures, as well as restoring the site to its previous use. This includes, but is not limited to, restriping, removing signs, and removing curbs.

STATE OF OHIO

DEPARTMENT OF TRANSPORTATION

STANDARD AFFIRMATION AND DISCLOSURE FORM

EXECUTIVE ORDER 2019-12D

Governing the Expenditure of Public Funds on Offshore Services

CONTRACTOR/SUBCONTRACTOR AFFIRMATION AND DISCLOSURE:

By the signature affixed to this response, the CONTRACTOR/SUBCONTRACTOR affirms, understands and will abide by the requirements of Executive Order 2019-12D. If awarded a contract, the CONTRACTOR/SUBCONTRACTOR becomes the Contractor and affirms that both the Contractor and any of its subcontractors shall perform no services requested under this Contract outside of the United States. The Executive Order is attached and is available at the following website:

(https://governor.ohio.gov/wps/portal/gov/governor/media/executive-orders).

The CONTRACTOR/SUBCONTRACTOR shall provide all the name(s) and location(s) where services under this Contract will be performed in the spaces provided below or by attachment. Failure to provide this information as part of the response will deem the CONTRACTOR/SUBCONTRACTOR not responsive the contract will not be executed. If the CONTRACTOR/SUBCONTRACTOR will not be using subcontractors, indicate “Not Applicable” in the appropriate spaces.

1. Principal location of business of Contractor:

(Address) (City, State, Zip)

Name/Principal location of business of subcontractor(s):

(Name) (Address, City, State, Zip)

2. Location where services will be performed by Contractor:

(Address) (City, State, Zip)

Name/Location where services will be performed by subcontractor(s):

3. Location where state data will be stored, accessed, tested, maintained or backed-up, by Contractor:

(Address) (Address, City, State, Zip)

Name/Location(s) where state data will be stored, accessed, tested, maintained or backed- up by subcontractor(s):

4. Location where services to be performed will be changed or shifted by Contractor:

(Address) (Address, City, State, Zip)

Name/Location(s) where services will be changed or shifted to be performed by subcontractor(s):

Proposal Checklist

When submitting a proposal, please use this checklist as a guide for the contents of submission. The checklist is to be used as reference only and does not change the requirements contained in the RFP. If there are any conflicting terms between this Checklist and the RFP, the RFP will control. Failure to submit the appropriate documents may cause the proposal to be deemed unresponsive.

1. Be sure the Proposal is labeled properly before submitting.

2. Be sure to e-mail or call Julie Brogan, ODOT Project Manager, and schedule attendance at the MANDATORY pre-proposal virtual conference on August 12, 9:00AM.

3. Be sure the Proposal is responsive to all the sections listed in the Proposal Requirement section.

5. Be sure to include a Site Host Agreement pro forma with your Proposal.

6. Be sure to sign the signature page (Section 6) with the appropriate information.

7. Be sure to return ALL pages of the RFP with the Proposal.

State of Ohio, Department of Transportation (ODOT)

Terms and Conditions for Submitting Excel Pricing File in Bid Package (Last Revised 02/2019)

1. DOWNLOADING THE EXCEL PRICING FILE: Bidders can access and download the most current Excel Pricing File for this RFP to bid by following the hyperlink provided below:

http://www.dot.state.oh.us/Divisions/ContractAdmin/Contracts/PurchDocs/501pricing.xls

2. SUBMISSION OF EXCEL PRICING FILE: Bidders should submit both a media device with the completed electronic Excel pricing file (.xls) and a hard copy print out of the completed Excel file in their submitted bid package. The media device should be marked with the bidder’s name and RFPnumber.

“Media Device”- Compact Disc (CD), DVD (Digital Versatile Disc), or Flash Drive

Failure to submit this media device with a completed Excel price sheet from the Department’s Microsoft Excel file and the hard copy print out of the completed Excel price sheet may result in a bid being deemed non-responsive by the Department.

3. DISCPREPANCIES IN SUBMITTED INFORMATION: In the event there is a discrepancy between the information submitted on the media device and the hard copy Excel price sheet, the information submitted on the media device will take precedence.

4. NON-FUNCTIONAL MEDIA DEVICE: The Department shall not be held liable in the event a bidder’s media device is not functional, is broken, or is unable to be accessed/downloaded by the Department for any reason.

Bidders should take care to ensure all submitted media devices are properly protected during transport.

5. UNAPPROVED ALTERATIONS TO EXCEL PRICING FILE: Bidders who materially alter the original content of the Excel pricing file (e.g. specifications, formulas, etc.) issued by the Department may be found non-responsive and ineligible for award of this RFP.

6. CHANGES TO EXCEL PRICING FILE: The Department will only make modifications to the Excel pricing file by written addendum only. Where changes are necessary to the Excel pricing page, the Department will issue a new Excel pricing page indicating the revisions made and a revision date for the changes.

It is the sole responsibility of the bidder to check for issued addenda prior to submitting a bid package to ensure the most updated Excel pricing file is being utilized.

7. DESCRIPTIVE LITERATURE: Bidders may electronically, on their submitted media device, provide any descriptive literature (e.g. brochures, spec/cut sheets, drawings, MSDS, etc.) regarding the products and/or services offered by the bidder. As this literature may be publicly posted for viewing by purchasers, bidders must not submit any literature electronically in which they consider to be a trade secret, proprietary, or confidential in any way.

(the remainder of this page has been left intentionally blank) http://www.dot.state.oh.us/Divisions/ContractAdmin/Contracts/PurchDocs/501pricing.xls

INSTRUCTIONS, TERMS AND CONDITIONS FOR BIDDING

(Last revised 02/2019)

1. BIDDER REGISTRATION: The Department requires awarded bidder(s) to successfully register as a State of Ohio Supplier with the Department of Ohio Shared Services and successfully obtain an OAKS vendor identification number (OAKS ID) within fourteen (14) calendar days from the date of contract award and execution. The Department cannot utilize awarded Contracts to purchase from a bidder who cannot obtain an OAKS ID from Ohio Shared Services. In the event an awarded bidder is unable to obtain an OAKS ID, the Department shall reserve the right to revoke its award to the bidder and immediately cancel any resulting Contract.

A Supplier Information Form and W-9 must be completed and sent back directly to Ohio Shared Services in order to register and apply for an OAKS ID. The following website can be accessed by bidders to obtain both the forms and specific instructions for obtaining an OAKS ID:

http://ohiosharedservices.ohio.gov/SupplierOperations/Forms.aspx

It is strongly recommended that all interested bidders not already registered with Ohio Shared Services submit the above paperwork prior to the bid submission deadline.

2. WHAT NEEDS INCLUDED IN BID PACKAGE: Submitted bid packages should include, at a minimum, a completed Signature Page, a hard copy print out of this entire RFP document, media device with a completed Excel pricing page, hard copy of the completed Excel pricing page, and all necessary supportive documentation, forms, and any other information required herein. The Department may deem a bid non-responsive for failure to submit any of the documents requested above.

3. PREBID QUESTIONS, DISCREPANCIES, AND CLARIFICATIONS: Any discrepancies, omissions, ambiguities, or conflicts in or among the bidding documents or doubts as to the meaning shall be brought to the Department’s attention by the bidder no less than three (3) business days prior to the bid submission deadline. All questions, discrepancies, clarifications, etc. must be submitted electronically (hyperlink below). During the competitive bidding process, bidders (and their agents) are prohibited from contacting any ODOT office, including District offices, other than the Office of Contract Sales, Purchasing Services section to obtain responses to any questions. The Department may find a bidder non-responsive for failing to adhere to any of the above requirements.

Pre-bid questions/inquiries must be submitted electronically through the following website:

Answers to Pre-Bid Questions/Inquiries will be posted on the following document available for download at the following website:

http://www.dot.state.oh.us/Divisions/ContractAdmin/Contracts/Purchase/PBQ-Answers.doc

It is each bidder’s sole responsibility to check the website for updates to pre-bid questions and answers before submitting its bid package to the Department.

4. MODIFICATIONS TO THE BIDDING DOCUMENTS: When it is deemed necessary to modify these bidding documents, the Department will only do so by written addendum. The issuance of an addendum is dependent upon the information received and the impact on the competitive bid process. All issued addenda will be posted to the Department’s Upcoming ITB’s website and shall be automatically incorporated into the bidding/contract documents:

http://www.dot.state.oh.us/Divisions/ContractAdmin/Contracts/Lists/PurchaseUpcomingITBs/UpI

TBs.aspx http://ohiosharedservices.ohio.gov/SupplierOperations/Forms.aspx http://www.dot.state.oh.us/Divisions/ContractAdmin/Contracts/Pages/PurchasePBQ.aspx http://www.dot.state.oh.us/Divisions/ContractAdmin/Contracts/Purchase/PBQ-Answers.doc http://www.dot.state.oh.us/Divisions/ContractAdmin/Contracts/Lists/PurchaseUpcomingITBs/UpITBs.aspx http://www.dot.state.oh.us/Divisions/ContractAdmin/Contracts/Lists/PurchaseUpcomingITBs/UpITBs.aspx

In addition to posting on the above website, the Department also may email addenda information out to all known bidders for convenience purposes only. The Department shall not be held responsible for a bidder’s failure to receive the email with the addenda information. It is the sole responsibility of all interested bidders to diligently visit the above-listed website to see if any addenda have been issued prior to submitting their bid to the Department. Those interested in obtaining addenda information via email for a particular RFP must send the Department its request in writing to the following email address:

Contracts.Purchasing@dot.ohio.gov

5. PRE-BID CONFERENCES: The Department reserves the right to hold mandatory or optional pre-bid conferences at its discretion. Conferences may be held either in-person or via webinar/phone conference formats. Bidders will be required to sign-in at all pre-bid conferences. The sign-in sheet for all pre-bid conferences is considered a public record, will be kept in the bid file, and will be shared with any requesting party. Additionally, any business cards collected during any pre-bid conference shall be considered public records and may be distributed out to all conference attendees. Any changes to the requirements or specifications of any opportunity, as a result of the pre-bid conference content, will be made by written addendum and publicly posted.

For mandatory pre-bid conferences, the Department requires that those companies intending on submitting a bid be in attendance for the entire duration of the pre-bid conference. Mandatory pre-bid conferences will officially begin five (5) minutes after the scheduled date and start time at the location specified in the Special Terms and Conditions. Those bidders not in attendance at that time will be considered ineligible to submit a bid. The conference will be considered adjourned and complete when a representative of the Office of Contract Sales, Purchasing Services section indicates so. To be considered in attendance and eligible to bid, a bidder must have at least one representative of the company in attendance. A single representative cannot be present on behalf of two or more companies (bidders). Each company (bidder) must send its own representative on behalf of their organization. It is the sole responsibility of the bidder to ensure that the representative follows the sign-in procedures to properly document the bidder’s attendance.

The Department shall not be held responsible for a bidder’s failure to arrive at the meeting on time, properly sign-in, or failure to stay for the entire duration of the meeting.

6. WHERE BIDS MUST BE DELIVERED TO: contracts.purchasing@dot.ohio.gov

7. LATE BIDS: A bid received after 1:00 p.m. eastern time, on the bid submission deadline (bid opening date) established, shall be deemed “Late” and will not be considered for award of this RFP. The late bid package will be marked as late, remain sealed, and will be kept in the Department’s bid file to serve as official record of a late bid having been received.

Note: The Office of Contract Sales, Purchasing Services timeclock takes precedence over any other timekeeping device (e.g. cell phones, other ODOT clocks, wrist watches, etc.) and will be utilized by the Department to determine whether or not a bid was received by the 1:00 p.m. deadline.

8. PUBLIC BID OPENING PROCEDURE: Due to the Covid-19 global pandemic, there will be no public bid openings until further notice.

9. BIDS FIRM: Once publicly opened, all bids are firm and cannot be altered by the bidder. Once a Contract is awarded and executed, the Vendor shall deliver all products and/or services at the bid prices and terms contained in the Contract. All submitted bids shall remain valid for a period of sixty (60) calendar days after the date of the public bid opening. Beyond sixty (60) calendar days, bidders will have the option to either honor their submitted bid or make a written request to withdraw their bid from consideration. The Ohio Department of Transportation shall receive the benefit of any decrease in price during the sixty (60) day period.

10. WITHDRAWAL OF BIDS: A bidder may, by way of written notice to the Purchasing Services section, request to withdraw their bid response prior to the bid submission deadline. The request must be received by the Purchasing Services Section PRIOR to the start of the public bid opening (beginning at 1:01 p.m.)

on the date of the bid submission deadline. Such written notice must set forth the specific reasons for the bid withdrawal.

mailto:Contracts.Purchasing@dot.ohio.gov

For requests to withdrawal a bid after the public bid opening has begun, the bidder may request to withdraw their bid response from consideration if the unit bid price(s) submitted are unreasonably lower than the other bids received, provided the bid was submitted in good faith, and the reason for the unit bid price(s) being substantially lower was due to an unintentional and substantial arithmetical error or unintentional omission of a substantial quantity of material or labor in the compilation of the bid. Written notice of any such request to withdraw after the bid opening must be received by the Purchasing Services section within no later than forty-eight (48) hours of the scheduled public bid opening.

The decision to allow a bid to be withdrawn is at the sole discretion of the…