Bidders_Conference_PP_EVSE.pdf

Electric Vehicle Supply Equipment (EVSE) Bidders Conference

March 20, 2024 *Any addenda released after the Bidders

Conference will supersede information provided in the Bidders Conference.

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Rules of Engagement

Conference will not be recorded or transcribed

All participants will be muted

Participants may submit questions in the MS Teams Chat

All questions will be officially answered and posted in a Q&A Set

Oral answers shall not be binding on the State

Agenda

Introduction to EVSE IFB Scope Bidding and Contract Requirements Specification Requirements Pricing Workbook Evaluation and Award IFB Key Dates Questions and Answers

Presenters

Introduction

• Jennifer Brennan, Office of Sustainability

Presenters

• Melissa Del Rio, Procurement Division

• Tony Wang, Procurement Division

Introduction to EVSE

Jennifer Brennan Chief/Transportation Manager Office of Sustainability Department of General Services

IFB Scope

Establish mandatory Statewide Contract(s)

Award by individual group. All line items within the group must be bid.

Groups:

• Group 1 – Level 1 Basic, ≥ 1.2 to < 2.4 (kW or KVA)

• Group 2 – Level 2 Basic, Low Power, ≥ 7.2 to < 9.6 (kW or KVA)

• Group 3 – Level 2 Basic, Medium Power, > 9.6 to < 14.4 (kW or KVA)

• Group 4 – Level 2 Basic, High Power, ≥ 14.4 (kW or KVA)

• Group 11 – DCFC Smart, Low Power, ≥ 24 to < 150 (kW or KVA)

Contract term: 3 years and 2 one-year extension options

Bidding Requirements

Carefully read the entire IFB

Ask questions in a timely manner

Submit all required responses by the required dates and times.

Make sure that all procedures and requirements are accurately followed.

Bidding Requirements (continued)

Mandatory Requirements

• Mandatory administrative and technical requirements are included in the IFB.

• Must meet Specification Requirements.

• Must provide Technical Literature for the proposed product.

Questions or requests for changes

• Do not assume if unsure.

• Ask for clarification as needed.

• Must submit by Key Action Date.

Document Submission Due Dates

• Due with bid

• Due upon request

• Bid Response List

Customer References Must:

• Be for work performed within the last 5 years prior to bid submission due date.

• Be for similar product (i.e., sale and distribution of EVSE).

• In total, must be valued at $500,000 for Groups 1-4 and $2,000,000 for

Group 11.

• Confirm Bidder’s overall performance was, at minimum, satisfactory.

Socio-Economic Programs (IFB Section 33)

• Disabled Veterans Business Enterprise (DVBE) Incentive

• Small Business (SB) Preference

• Commercially Useful Function

• Target Area Contract Preference Act (TACPA) Preference

• TACPA Questions - email TACPA@dgs.ca.gov.

mailto:TACPA@dgs.ca.gov

Bid Format and Submittal

• Bids must be submitted as specified in Section 83 of the IFB

• Bids shall be sent to CMU@dgs.ca.gov only

• Bid Response List – Refer to IFB Section 84

Bid Format and Submittal

• Bids must be submitted as specified in Section 83 of the IFB mailto:CMU@dgs.ca.gov

Contract Requirements

EVSE Hardware

• Shall be a fully functioning charging unit in accordance with Attachment 2A.

• Smart units include all hardware (e.g., modems, SIM cards) to enable transmission of data gathered in accordance with Attachment 2B.

EVSE Hardware Warranty

• All EVSE hardware items shall include at least 1 year manufacturer’s warranty on all system components after installation on date of acceptance.

• A copy of the manufacturer's warranty to be provided with the bid or within 5 days after request by the State.

Contract Requirements (continued)

Installation/Removal Services

• Includes landing, securing, connection, and commissioning.

• Contractor must affix a label/decal to the device at installation.

• Does not include any site preparation services.

Take-Back Services

• Contractor must offer take-back services for EVSE including other OEM equipment.

• Equipment returned as part of the Take-Back service shall be environmentally responsibly managed.

• Contractor must provide description of Take-Back program during contract implementation within 5 days of request.

Equipment Maintenance Service

• Preventative maintenance including but not limited to overhauls at specified periods, cleaning, worn part replacement, lubrication.

• Must be performed by qualified trained technicians.

• May be conducted by licensed third-party Contractors without voiding the warranty.

Repair

• Must offer repair services in accordance with IFB Section 25.

• Contractor shall not refer ordering agencies to the OEM for repairs.

• Provided during the contract period and after warranty expiration on units purchased through the resulting contract.

• When applicable, use C-10 licensed, certified electricians for repairs.

Group 11 has additional requirements

Network Management System (NMS) and Services

• Must be in accordance with NMS specifications (Attachment 2B).

• An example of reporting will be required.

• Fee Payment Processing requirements.

Software

• Systems Operating Software, Additional Software Products, Related Software, Title, and Security standards are outlined in the IFB.

Confidentiality; Data Security And Use

• Security Programs Compliance, PCI-DSS Attestation, Contractor Data Breach, Cardholder Data and Transaction Information are outlined in the IFB.

Environmentally Preferable Purchasing (EPP)

• Products must comply with the Federal Trade Commission’s Guidelines for the Use of Environmental Marketing Terms, per PCC Section 12404.

• ENERGY STAR® certification is mandatory for Level 2 chargers;

optional for all other charger types.

• RoHS compliant products will require certificate.

Post-consumer Recycled Content (PCRC) Certification

• Bidders must certify the exact percentage of PCRC material of sixteen (16) product categories in each of the products offered.

Fixed Pricing

• Core line-item pricing is firm fixed unless a price increase is granted

• All prices offered shall be F.O.B. destination; freight prepaid by the Contractor, to the ordering agency’s receiving point.

• Price adjustments may be requested once in a 12-month period.

Contractor Reporting Requirements

• Reports due monthly:

o Contract Usage including Local Business Activity o SB/DVBE Participation (if applicable)

• Reports due annually:

o High Road Labor Standards

Local Government Agency Incentive Fee

• Incentive fee of 1.25 percent monthly to DGS for purchases from Local

Government Agencies (cities, counties, etc.)

Charger Specifications (Attachment 2A)

• Scope

• Applicable Laws and Industry Standards

• Basic EVSE Technical Requirements

• Smart EVSE Technical Requirements NMS and Services Specifications (Attachment 2B)

• Scope

• Applicable Laws, Industry Standards, and Definition

• NMS Technical Requirements Standard Reports Specifications (Attachment 2C)

• Scope

• Report Definitions

• State Administrator Standard Reports

• Customer Standard Reports

Specification Requirements

Pricing Workbook

A tab is included for each group in the pricing workbook.

Estimated Quantities are for evaluation purposes only.

Bidders are not required to bid on all groups however all line items within your desired group(s) must be bid in order to be considered for award.

Core Items

• Mandatory items that must be provided under the contract.

• Hardware, Accessories, Installation/Removal, Take Back, NMS Services, EM Services, Repair Services, Extended Warranty.

Non-Core Catalog

• Non-mandatory items that can be offered under the contract provided they are within the scope of the IFB.

• Contract discount for core items are applicable to non-core items.

Evaluation and Award

Evaluation Overview

• Costs opened and reviewed.

• Bids evaluated for compliance.

• Applicable preference and incentive calculations will be applied to compliant Bids.

Selection and Award

• Award will be made by individual group to the responsive and responsible Bidder with the lowest cost, including all applicable preference and incentive calculations.

IFB Key Dates

Action Date & Time IFB Release 3/11/2024

Bidders Conference 3/20/2024 10 AM – 12

PM

Last day to submit final questions for clarification of IFB AND Last day to request a change of IFB requirements

3/26/2024

Last day to protest IFB requirements 4/2/2024

Submission of Final Bids Due 4/10/2024 by 2:00 PM

Public Cost Opening 4/10/2024 2:00 PM Notice of Intent to Award TBD

Last day to submit Notice of Intent to Protest Award TBD

Contract Award TBD

Questions & Answers

Questions must be submitted by March 26, 2024 to Melissa.DelRio@dgs.ca.gov

Question and Answer Sets will be posted on the Cal eProcure website at:

Caleprocure.ca.gov - Event ID 0000029728

*Any addenda released after the Bidders Conference will supersede information provided in the Bidders

Conference.

mailto:Melissa.DelRio@dgs.ca.gov