biddoc.pdf

Request for Proposals (RFP)

Electric Vehicle Charger Maintenance, Networking, and Payment Processing Services

Submittal Due Date and Time:

9/30/2026

Question Submittal Deadline:

9/11/2026

Required Pre-Submittal Site Visit:

8/25/2026

All documents must be submitted through BidNet below at the following link or Solicitation Number: CDD-26-02 https://www.bidnetdirect.com/

Hard copy submittals will NOT be accepted.

1. Introduction

The City of Sheridan, Colorado (“City”) is soliciting proposals from qualified vendors to provide operation and maintenance services for two existing Tellus Power Green 120kW DC Fast Chargers (4 ports, 3 CCS2 & 1 CHAdeMO), as well as networking services and payment processing solutions associated with the charger.

These chargers were installed through a combination of an Xcel Energy EVSI grant with supporting infrastructure paid for by Xcel and a Colorado Energy Office Charge Ahead Colorado grant. All reporting for the Charge Ahead Colorado grant has been completed.

The Chargers are located at 4101 S. Federal Blvd. in the Municipal Center parking lot, a link to Google Maps is provided for ease of reference for respondents:

https://maps.app.goo.gl/fmNv5yngGuLk2v9S9

NOTE: These chargers are no longer under warranty.

The City intends to award a time and materials contract for maintenance services and may include networking and payment processing services as part of a bundled or standalone agreement.

https://www.bidnetdirect.com/ https://maps.app.goo.gl/fmNv5yngGuLk2v9S9

2. Project Overview

The City currently operates two Tellus Power Green 120kW DC Fast Chargers and seeks to ensure reliable operation, high uptime, and efficient user payment processing. The selected vendor(s) will provide:

• Preventative and corrective maintenance services

• Electrical and technical expertise

• Charger networking, monitoring, and reporting solutions

• Payment processing and revenue collection services

3. Scope of Work

Respondents may submit proposals for:

• (A) Operation & Maintenance Services,

• (B) Networking & Payment Processing Services, or

• (C) Both combined services (preferred)

If applying for only one category, the vendor must clearly indicate this and submit a letter explaining they are not applying for the other category.

3.1 A) Operation and Maintenance Services (Time & Materials Contract)

The selected vendor shall:

• Provide routine inspection, preventive maintenance, and repair services

• Diagnose and repair charger faults and failures

• Ensure compliance with manufacturer specifications (Tellus Power)

• Maintain high charger uptime and reliability( > 90%)

• Provide emergency repair services with defined response times

• Supply qualified electricians and technicians

• Maintain documentation of all maintenance activities

• Coordinate with City staff on service scheduling and reporting

3.2 B) Networking and Payment Processing Services

The selected vendor shall:

• Provide charger networking services, including remote monitoring

• Enable user access, authentication, and charging session tracking

• Provide secure payment processing (credit card, mobile payment, etc.)

• Deliver reporting on usage, revenue, downtime, and system health

• Maintain software platforms and system updates

• Provide customer support related to charging sessions and payments

• Offer scalable and future-ready solutions to increase customer satisfaction and usage of the chargers

3.3 Detailed Scope of Work Requirement

Each proposal must include a detailed Scope of Work (SOW) that clearly outlines:

• Service approach and methodology

• Maintenance schedules and response times

• Uptime commitments

• Staffing structure (administrative, technical, electrician, etc.)

• Hourly rates for all personnel classifications

• Any additional fees or costs

• Equipment, software, or tools used

• Customer service and escalation procedures

4. Vendor Qualifications and Requirements

Vendors must meet the following minimum requirements:

1. Electrical Licensing o Must maintain a valid electrical license with the State of Colorado Department of Regulatory Affairs (DORA)

2. References o Provide a minimum of three (3) references from similar projects

3. Experience o Demonstrated experience with DC fast chargers (preferably Tellus Power or equivalent)

4. Attendance at Mandatory Site Visit o A representative of any vendor bidding on this project must attend the mandatory site visit at 4101 S. Federal Boulevard, Sheridan, CO, 80110 on 8/25/2026 at 10:00 AM.

4. Preferences

The City will give preference to vendors who:

• Have licensed electricians located within the State of Colorado

• Can provide both operation/maintenance and networking/payment processing services under a single contract

• Demonstrate strong charger uptime commitments

• Offer innovative business models, including:

o Revenue sharing o Leasing options o Performance-based incentives

• Provide strong work order responsiveness and service timelines

• Are physically located in the City of Sheridan

6. Proposal Submission Requirements

Each proposal must include:

1. Cover Letter

2. Company Overview and Qualifications

3. Proof of Colorado Electrical Licensing (DORA)

4. Detailed Scope of Work (as outlined above)

5. Staffing Plan and Rate Schedule (time and materials rates)

6. References (minimum of three)

7. Proposed Service Model (including uptime guarantees and response times)

8. Fee Structure and Pricing

9. Revenue Share or Financial Model (if applicable)

10. Statement of Submission Scope

• Clearly indicate whether applying for:

o Maintenance only o Networking/payment only o Both

Respondent’s approach to the scope of work and relevant experience is not to exceed 15 pages. Note that the cover letter, resumes, cost proposal, threshold eligibility responses, and Professional Services Agreement requested changes (if any) are not included in the 15-page limitations.

7. Evaluation Criteria

Respondents will be ranked based on qualifications and project understanding as determined to be in the best interests of the City. Those that satisfy the threshold eligibility requirements above will be evaluated against the additional selection criteria listed below.

Note: Lowest cost will not be the only consideration. The City is seeking a ‘turn-key’ proposal.

Written Proposal Criteria Rating Score (1-5) Weight Comments Cover letter 1 (5 points) Company overview & qualifications 3 (15 points) Scope of work 6 (30 points) Staffing plan and rate schedule 2 (10 points) References 2 (10 points) Proposed service model 3 (15 points) Fee structure and pricing 2 (10 points) Revenue share or financial model 1 (5 points) Statement of submission scope 0 (0 points)

Ratings: (max 100 points)

Clearly Outstanding in this item Well qualified in this item

Average in this item Weak in this item

Unsatisfactory in this item Insufficient Response

8. Interview Process

The City of Sheridan reserves the right to:

• Conduct interviews with one or more top-performing applicants

• Request additional information or clarification

9. Contract Information

• A standard City contract template is included with this RFP

• Final contract terms may be subject to negotiation

• The selected vendor will be given a defined period to review final contract language

10. Timeline

• RFP Opens: 8/11/2026

• Pre-submittal site visit: 8/25/2026

• All questions must be submitted no later than: 9/11/2026

• Responses to questions will be posted by: 9/18/2026

• RFP responses due: 9/30/2026

• Interviews (if conducted) are anticipated by: Week of October 12th

11. Reservation of Rights

The City reserves the right to:

• Reject any or all proposals

• Waive informalities or irregularities

• Award contracts in whole or in part

• Negotiate with selected vendors

• Alter, amend, or modify any provisions of this RFP

12. Submission Instructions

Complete RFP packages must be submitted through Rocky Mountain BidNet:

Solicitation Number: CDD-26-02

Faxed or emailed responses will not be accepted. Any questions regarding this RFP must be submitted through Rock Mountain BidNet no later than 4:00pm MT, Wednesday, September 30th, 2026. A timely written response, through electronic transmittal, to all questions will be provided to the Respondent and all firms who received the RFP. Inquiries pertaining to the RFP are NOT to be directed to any other member of the City. Any such action may disqualify the Respondent for further consideration. Respondents may not rely upon verbal responses to any inquiry.

13. Contact Information

All questions and submissions should be addressed to Ari Zack Snow, Planner II and should be made through the Bidnet portal at the Solicitation number listed above or at the following link: https://www.bidnetdirect.com/