EECBG RFP.pdf

CITY OF NEWNAN, GEORGIA

Request for Proposals (RFP) for

Acquisition and Installation of Electric Vehicle

Charging Stations

Energy Efficiency and Conservation Block Grant

(EECBG) Rebate Program

Issue Date: Wednesday, October 8, 2025

Issued By: The City of Newnan, Georgia

25 LaGrange Street

Newnan, GA 30263

Inquiries: Hasco Craver, Assistant City Manager

City of Newnan hcraver@newnanga.gov

Last Day to Register: Wednesday, October 15, 2025

Proposals Due: Tuesday, November 11, 2025, by 2:00pm, EST

Bid Opening: Tuesday, November 11, 2025, at 2:00pm, EST mailto:hcraver@newnanga.gov

A. PURPOSE

The City of Newnan, Georgia is soliciting sealed proposals from qualified vendors for the purchase, delivery, and installation of three (3) electric vehicle (EV) charging stations under the

U.S. Department of Energy’s Energy Efficiency and Conservation Block Grant (EECBG) Rebate

Program.

This procurement is subject to all applicable federal requirements, including but not limited to

2 CFR Part 200 (Uniform Administrative Requirements, Cost Principles, and Audit

Requirements for Federal Awards), and federal procurement procedures.

Bid packages, specifications and bid instruction, are available on the city’s website:

www.newnanga.gov

B. GENERAL INFORMATION AND SCHEDULE

It is the responsibility of the bidder to carefully read and follow the instructions as specified in this

RFP. This RFP has been issued on Wednesday October 8th, 2025. All Firms interested in submitting a proposal MUST REGISTER the Firm’s name and appropriate contact information on or before Wednesday, October 22nd, 2025. Registration must be submitted to Hasco Craver, Assistant City Manager for the City of Newnan, at hcraver@newnanga.gov.

Basis of award will be LUMP SUM after close evaluations by the City of Newnan from criteria listed on pages 4-6. Interviews are not planned at this time

BID SCHEDULE OF EVENTS

Title of RFP: Acquisition and

Installation of Electric Vehicle

Charging Stations

Dates

Date of Issue: Wednesday, October 8, 2025

Pre-bid meeting: Wednesday, October 15, 2025, 10am, Newnan City Hall, Council Chamber

Last day to register: Wednesday, October 22, 2025

Last day to submit questions: Wednesday, October 29, 2025, 5:00pm EST

Date of final answers: Wednesday, November 5, 2025, 5:00pm EST

Proposal due date: Tuesday, November 11, 2025, 2:00pm EST

Copies of proposal required: 1 original, 1 copy, 1 digital copy

Proposal submission location: Newnan City Hall, City Manager’s Office

Proposal opening location: Newnan City Hall, 2nd Floor Conference Room

Bid opening date Tuesday, November 11, 2025, 2:00pm EST

Funding source: City of Newnan

Estimated Budget: $76,470 (Total of Grant Award)

Firm selection schedule: Target date, November 25, 2025

Desired completion schedule: November 2026 http://www.newnanga.gov/

Written responses to all written inquiries received by 5:00 PM ET, October 29th, 2025, will be e-mailed to all firms on record with City of Newnan as having been issued the RFP on or before

November 5th, 2025. No City staff or other officials associated with the Project should be contacted regarding this RFP other than the City staff named below. Doing so may result in disqualification.

All inquiries regarding this RFP Must be in writing via email and addressed to:

Hasco Craver, Assistant City Manager

Email: hcraver@newnanga.gov

An original, one (1) copy and one (1) digital copy of this RFP are to be submitted to:

Hasco Craver

Assistant City Manager

25 Lagrange Street

Newnan, Georgia 30263

Proposals must be submitted no later than 2:00 PM EST, November 11, 2025. Proposals must be received in a sealed envelope or container marked “Competitive Sealed Proposals for

Acquisition of Electric Vehicle Charging Stations”. Place the Project name and opening date on the submitting envelope or container.

No proposal will be received or accepted after the above specified date and time of the proposal opening. Proposals submitted after the designated date and time will be deemed invalid and returned unopened to the proponent.

C. BACKGROUND

The Energy Efficiency and Conservation Block Grant (EECBG) Program was originally authorized under the Energy Independence and Security Act of 2007 (EISA), Public Law 110-

140, Title V, Subtitle E. The program was established by Congress to assist states, local governments, territories, and tribes in implementing strategies to reduce energy use, lower fossil fuel emissions, and improve energy efficiency in ways that create jobs and support economic growth.

The U.S. Department of Energy (DOE) administers the program, which provides formula grants and rebates to eligible entities. The program was first funded under the American Recovery and

Reinvestment Act of 2009 (ARRA) and has been reauthorized under the Bipartisan Infrastructure

Law (Infrastructure Investment and Jobs Act, 2021) to expand its reach and impact.

The EECBG Program enables communities to invest in projects that:

• Increase energy efficiency and reduce greenhouse gas emissions.

• Support deployment of renewable and clean energy technologies.

• Advance local energy planning and conservation strategies.

• Strengthening community resilience while fostering workforce and economic development.

As part of this effort, DOE provides rebates for the purchase and installation of electric vehicle charging infrastructure to encourage the adoption of cleaner transportation solutions and reduce emissions from the transportation sector.

D. SCOPE OF SERVICES

The selected contractor shall furnish all equipment, labor, materials, permits, and services necessary to purchase, deliver, and install Level 2 and/or DC fast charging stations at designated sites.

1. Equipment Specifications

• Charging stations must be new, UL-certified, and compliant with SAE J1772 (Level

2), CCS, and/or CHAdeMO standards (for DC fast charging).

• Must support Open Charge Point Protocol (OCPP 1.6 or higher) to ensure network interoperability.

• Networking must allow for usage monitoring, reporting, and remote troubleshooting.

• Equipment must meet ADA accessibility requirements.

• Minimum 3-year manufacturer warranty required.

2. Installation Requirements

• The contractor is responsible for all site preparation, trenching, conduit installation, electrical upgrades, concrete pads, signage, and striping as required.

• All work must comply with the National Electrical Code (NEC), local building codes, and permitting requirements.

• The contractor must coordinate with the local utility provider for power connection and upgrades if required.

• Contractor must ensure ADA-compliant site layout.

• Contractor shall provide as-built drawings and user training to Owner staff.

3. Quantity & Location

• The contractor will furnish and install three (3) charging stations.

• Locations o 92 Farmer Street, Newnan, Georgia 30263 (CJ Smith Park).

o 1 Joseph Hannah Boulevard, Newnan, Georgia 30263 (House of Pickleball).

o 473 Greison Trail, Newnan, Georgia 30263 (Newnan Fire Training Facility).

4. Delivery & Completion

• Delivery and installation must be completed within one year of contract execution.

• The contractor must provide a detailed project schedule.

E. FEDERAL REQUIREMENTS

1. Davis-Bacon Act:

• Contractors and subcontractors must pay laborers and mechanics prevailing wages for federally funded construction and installation.

2. Federal Procurement Standards (2 CFR Part 200):

• Applicable to all solicitations and contracts.

3. Other Requirements:

• Unique Entity Identifier (SAM.gov)

• Suspension/Debarment certification.

• Byrd Anti-Lobbying Amendment compliance.

• Equal Employment Opportunity (EEO)

F. PROPOSAL SUBMISSION REQUIREMENTS

1. Company Profile – Legal name, address, point of contact, federal UEI, and proof of licensing/bonding.

2. Technical Proposal – Detailed description of proposed equipment, compliance with specifications, and installation approach.

3. Project Management Plan – Schedule, staffing, subcontractors (if any), and quality control plan.

4. Pricing – Itemized cost breakdown (equipment, installation, permits, utility coordination, warranty, maintenance).

5. Safety Plan – OSHA compliance and site safety approach.

6. References – At least three (3) projects of similar scope.

G. EVALUATION OF PROPOSALS

If minimum requirements are met, there will be an evaluation process including, but not limited to, the factors listed below, not necessarily in the order of their importance:

• Technical compliance with specifications – 30%

• Installation approach and project schedule – 20%

• Price competitiveness – 30%

• Warranty and long-term support services – 10%

• Past performance and references – 10%

H. RESERVED RIGHTS

Issuance of this RFP does not constitute a commitment on the part of the City of Newnan to award a contract pursuant to this RFP. The City of Newnan reserves the right to reject any and all proposals submitted in response to this RFP, in whole or in part, and to award a contract pursuant to this RFP or cancel this RFP if it is considered to be in the best interests of the City of Newnan.

The City of Newnan further reserves the right to make changes to this RFP at any time by issuance of written addendum/addenda, amendments(s) or clarification(s).

I. OWNER QUESTIONS

Any vendor that submits a proposal may be requested to provide additional information to the City of Newnan. Such information is only for the purpose of clarification and in no way changes the vendor’s proposal as originally submitted. The City of Newnan reserves the right to ask any or all vendors to clarify any portion of their proposals after submission.

J. COSTS OF PROPOSALS

The City of Newnan is not responsible or liable for any of the costs incurred by any vendor in preparing and/or submitting a proposal pursuant to this RFP.

K. EQUAL OPPORTUNITY

The City of Newnan prohibits discrimination on the basis of race, color, gender, religion, national origin, or disability in connection with employment of any person, or the award of any contract with the corporation. The City of Newnan will provide equal opportunities without regard to race, color, gender, religion, national origin, or disability, by requiring that any bank doing business with the corporation provide equal opportunity to persons and businesses employed by, or contracting with the supplier of products and services to the Corporation.

L. ACCESS TO PUBLIC RECORDS ACT NOTICE

Each vendor should give specific attention to the identification of those portions of its proposal that it considers confidential, proprietary commercial information or trade secrets, and provide justification as to why such materials, upon request, should not be disclosed.

M. GENERAL CONDITIONS

Upon submission of a bid, the bidder hereby certifies on behalf of his company or organization that:

1. This proposal is genuine and not made in the interest of, or on behalf of, an undisclosed person, firm or corporation.

2. This proposal is not submitted in conformity with any agreement or rules of any group, association, organization or corporation.

3. The Firm has not directly or indirectly induced or solicited any other bidder to submit a false or sham bid.

4. The Firm has not solicited or induced any person, firm or corporation to refrain from bidding.

5. The Firm has not sought by collusion to obtain for itself any advantages over any other bidder or over NURA.

M. GEORGIA SECURITY AND IMMIGRATION COMPLIANCE ACT: E-VERIFY AND

SAVE PROGRAM

The City of Newnan participates in the Georgia Security and Immigration Compliance Act with regard to Contractors and Subcontractors. The Act is explained in detail in this document.

Additionally, there are three documents included that must be completed and returned to the

City of Newnan with your bid package, as applicable. These are:

1. Contractor Affidavit and Agreement

2. Subcontractor Affidavit

3. Sub-subcontractor Affidavit

Failure to return the completed documents, if required, shall result in disqualification of the bid in its entirety.

N. ADDITIONAL APPLICABLE FEDERAL CONTRACT CLAUSES

The following clauses are required under federal procurement regulations (2 CFR Part 200

Appendix II) and apply to all contracts funded by the EECBG program.

Equal Employment Opportunity (EEO) – Contractor shall not discriminate against any employee or applicant because of race, color, religion, sex, sexual orientation, gender identity, or national origin.

Davis-Bacon Act – Contractors and subcontractors must pay prevailing wages as determined by the U.S. Department of Labor for all construction and installation work.

Copeland “Anti-Kickback” Act – Contractors are prohibited from inducing employees to give up any part of compensation to which they are entitled.

Contract Work Hours and Safety Standards Act (CWHSSA) – No laborer or mechanic may work more than 40 hours per week without proper overtime compensation.

Byrd Anti-Lobbying Amendment – Contractors must certify that no federally appropriated funds have been paid or will be paid to influence federal officials in connection with this award.

Debarment and Suspension – Contractor certifies that neither it nor its principals are debarred, suspended, or otherwise excluded from participation in federal assistance programs.

Clean Air Act & Federal Water Pollution Control Act – Contractors must comply with all applicable standards under the Clean Air Act and Federal Water Pollution Control Act

Record Retention and Access – Contractor must retain records for a minimum of three (3) years and make them available for federal inspection upon request.

BID COVER SHEET

Acquisition and Installation of Electric Vehicle Charging Stations

We/I have thoroughly examined the specifications and agree to furnish the City of Newnan with electric vehicle charging stations according to the specifications outlaid the solicitation.

Total Bid Price for construction complete as shown and specified:

______________________________________________________ (Lump sum bid)

Price good through: ______________________________________

ADDENDA: The bidder acknowledges the receipt of Addendas No. ________through _______ inclusively.

Date: ____________________________

Company: _______________________________________________________________

Address: _______________________________________________________________

Phone: ______________________________ Fax: _____________________________

Printed name of person completing proposal: ___________________________________

Signature: ______________________________________________

Title: __________________________________________________

Note: *Please attach BASE BID BREAKDOWNS and place at the beginning of your submittal. Please attach detailed quote here.

IMPORTANT!

This bid cover sheet is to be your proposal cover sheet for the convenience of the bid openers only. *Attach the required documents listed above.

Newnan, Georgia 30263

Phone: 770-254-2351

Fax: 770-254-2353 www.newnanga.gov

Contractor Affidavit under O.C.G.A. § 13-10-91(b)(1)

By executing this affidavit, the undersigned contractor verifies its compliance with

O.C.G.A. § 13-10-91, stating affirmatively that the individual, firm or corporation which is engaged in the physical performance of services on behalf of

________________________________________________________________ has registered with, is authorized to use and uses the federal work authorization program commonly known as

E-Verify, or any subsequent replacement program, in accordance with the applicable provisions and deadlines established in O.C.G.A. § 13-10-91. Furthermore, the undersigned contractor will continue to use the federal work authorization program throughout the contract period and the undersigned contractor will contract for the physical performance of services in satisfaction of such contract only with subcontractors who present an affidavit to the contractor with the information required by O.C.G.A. § 13-10-91(b). Contractor hereby attests that its federal work authorization user identification number and date of authorization are as follows:

Federal Work Authorization User Identification Number Date of Authorization

Name of Contractor Name of Project

Name of Public Employer

I hereby declare under penalty of perjury that the foregoing is true and correct.

Executed on _____________________________, 20____ in _________________.

Signature of Authorized Officer or Agent

Printed Name and Title of Authorized Officer or Agent

SUBSCRIBED AND SWORN BEFORE ME ON THIS THE ______ DAY OF

____________________________, 20_____.

NOTARY PUBLIC

My Commission Expires: ___________________________________________.

Phone: 770-254-2351

Fax: 770-254-2353

Subcontractor Affidavit under O.C.G.A. § 13-10-91(b)(3)

By executing this affidavit, the undersigned subcontractor verifies its compliance with O.C.G.A. §

13-10-91, stating affirmatively that the individual, firm or corporation which is engaged in the physical performance of services under a contract with ________________________________________________

(Contractor) on behalf of _____________________________________________ (Public Employer) has registered with, is authorized to use and uses the federal work authorization program commonly known as

E-Verify, or any subsequent replacement program, in accordance with the applicable provisions and deadlines established in O.C.G.A. § 13-10-91. Furthermore, the undersigned subcontractor will continue to use the federal work authorization program throughout the contract period and the undersigned subcontractor will contract for the physical performance of services in satisfaction of such contract only with sub-subcontractors who present an affidavit to the subcontractor with the information required by

O.C.G.A. § 13-10-91(b). Additionally, the undersigned subcontractor will forward notice of the receipt of an affidavit from a sub-subcontractor to the contractor within five business days of receipt. If the undersigned subcontractor receives notice of receipt of an affidavit from any sub-subcontractor that has contracted with a sub-contractor to forward, within five business days of receipt, a copy of such notice to the contractor. Subcontractor hereby attests that its federal work authorization user identification number and date of authorization are as follows:

Federal Work Authorization User Identification Number Date of Authorization

Name of Subcontractor Name of Project

Executed on _____________________________, 20____ in __________________.

Signature of Authorized Officer or Agent Printed Name & Title of Authorized Officer or Agent

SUBSCRIBED AND SWORN BEFORE ME ON THIS THE ______ DAY OF

20_____.

My Commission Expires: ___________________________________________.

Phone: 770-254-2351

Sub-subcontractor Affidavit under O.C.G.A. § 13-10-91(b)(4)

By executing this affidavit, the undersigned sub-subcontractor verifies its compliance with O.C.G.A. § 13-

10-91, stating affirmatively that the individual, firm or corporation which is engaged in the physical performance of services under a contract with _____________________________________________________________________

(Subcontractor or Sub-subcontractor with whom subcontractor has privity of contract) and

__________________________________________________________________(Contractor) on behalf of

__________________________________________________________ (Public Employer) has registered with, is authorized to use and uses the federal work authorization program commonly known as E-Verify, or any subsequent replacement program, in accordance with the applicable provisions and deadlines established in O.C.G.A. § 13-10-

91. Furthermore, the undersigned sub-subcontractor will continue to use the federal work authorization program throughout the contract period and the undersigned sub-subcontractor will contract for the physical performance of services in satisfaction of such contract only with sub-subcontractors who present an affidavit to the sub-subcontractor with the information required by O.C.G.A. § 13-10-91(b). The undersigned sub-subcontractor shall submit, at the time of such contract, this affidavit to _____________________________________ (Subcontractor or Sub-subcontractor with whom subcontractor has privity of contract). Additionally, the undersigned sub-subcontractor will forward notice of the receipt of any affidavit from a sub-subcontractor to ___________________________________________

(Subcontractor or Sub-subcontractor with whom the subcontractor has privity of contract). Sub-subcontractor hereby attests that its federal work authorization user identification number and date of authorization are as follows:

Federal Work Authorization User Identification Number Date of Authorization

Name of Sub-subcontractor Name of Project

Executed on _____________________________, 20____ in __________________________.

Signature of Authorized Officer or Agent Printed Name & Title of Authorized Officer or Agent

SUBSCRIBED AND SWORN BEFORE ME ON THIS THE ______ DAY OF ____________________________, My Commission Expires: ______________________________________________.

Phone: 770-254-2351

Conflict of Interest Statement

As a duly authorized representative of the firm ________________________________________

I, ___________________________________ with the title ________________________ certify that to the best of my knowledge no circumstances exist that will cause a conflict of interest in performing services for The City of Newnan, GA Government, that no employee of The City of

Newnan, GA, nor any public agency official or employee affected by this Request for Proposals has any pecuniary interest in the business of this firm, associates or consultants of this firm, or the firm's parent firm, subsidiary, or other legal entity of which this firm is a part, and that no person associated with or employed by this firm has any interest that would conflict in any way, manner or degree with the performance of services for The City of Newnan, GA Government.

Date: _____________________________________________________________

Company Name: ____________________________________________________

Authorized Representative Name: _______________________________________

Title: ______________________________________________________________

Signature: __________________________________________________________

Phone: 770-254-2351

Officer’s Oath

As a duly authorized representative of the firm involved in bidding for or procuring the contract

_________________________________________________ I, ___________________________ with the title _______________________ certify that I did not prevent or attempt to prevent competition in such proposals by any means whatsoever. Nor did I prevent or endeavor to prevent anyone from making a proposal by any means whatsoever, or induce another to withdraw a proposal for the work.

Date: _____________________________________________________________

Company Name: ____________________________________________________

Authorized Representative Name: _______________________________________

Title: ______________________________________________________________

Signature: __________________________________________________________

Newnan, Georgia 30263

Phone: 770-254-2351

Appendix B – Byrd Anti-Lobbying Certification Form (1 of 2)

Request for Proposals: Purchase and Installation of Electric Vehicle Charging Stations

Energy Efficiency and Conservation Block Grant (EECBG) Program

Contractor Information:

Company Name: ________________________________________

Address: ______________________________________________

City/State/Zip: _________________________________________

Point of Contact: _______________________________________

Phone/Email: __________________________________________

UEI (Unique Entity Identifier): ___________________________

Certification:

The Contractor certifies, to the best of his or her knowledge and belief, that:

1. No Federal Funds for Lobbying

• No federally appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for influencing or attempting to influence:

o an officer or employee of any federal agency, o a Member of Congress, o an officer or employee of Congress, or o an employee of a Member of Congress in connection with the awarding of this federal contract, the making of any federal grant, the making of any federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any federal contract, grant, loan, or cooperative agreement.

2. Disclosure of Non-Federal Funds

• If any funds other than federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence the persons listed above in connection with this federal contract, grant, loan, or cooperative agreement, the undersigned shall complete and submit Standard Form-LLL, “Disclosure of Lobbying

Activities.”

Appendix B –Byrd Anti-Lobbying Certification Form (2 of 2)

3. Flow-Down Requirement

• The undersigned shall require that the language of this certification be included in the award documents for all subcontracts, subgrants, and contracts under grants or loans, and that all subrecipients shall certify and disclose accordingly.

Contractor Acknowledgment

I certify that the information provided above is true and correct to the best of my knowledge. I acknowledge that providing false, fictitious, or fraudulent information to the federal government may result in civil or criminal penalties, including but not limited to fines, imprisonment, or debarment from federal contracting.

Authorized Representative (Print Name): ____________________________

Title: _________________________________________________________

Signature: ____________________________________________________

Date: _________________________________________________________

Newnan, Georgia 30263

Phone: 770-254-2351

Appendix C – Certification Regarding Debarment, Suspension, Ineligibility and Voluntary

Exclusion (1 of 2)

Contractor Information:

Company Name: ________________________________________

Address: ______________________________________________

City/State/Zip: _________________________________________

Point of Contact: _______________________________________

Phone/Email: __________________________________________

UEI (Unique Entity Identifier): ___________________________

Certification:

The Contractor certifies, to the best of his or her knowledge and belief, that:

1. Debarment and Suspension Status

• Neither the Contractor nor any of its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any federal department or agency.

2. Criminal or Civil Judgment

• Within the three-year period preceding this certification, the Contractor and its principals:

o Have not been convicted of, or had a civil judgment rendered against them for, commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public (federal, state, or local) transaction or contract;

o Have not been convicted of violation of federal or state antitrust statutes;

o Have not been convicted of commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property.

Appendix C – Certification Regarding Debarment, Suspension, Ineligibility and Voluntary

Exclusion (2 of 2)

3. Other Transactions

• The Contractor is not presently indicted for or otherwise criminally or civilly charged by a governmental entity with commission of any of the offenses listed above.

4. Subrecipient Responsibility

• The Contractor shall require all subcontractors, subgrantees, and subrecipients to provide the same certification before entering into any contracts under this project.

Contractor Acknowledgment

I certify that the information provided above is true and correct to the best of my knowledge. I acknowledge that providing false, fictitious, or fraudulent information to the federal government may result in civil or criminal penalties, including but not limited to fines, imprisonment, or debarment from federal contracting.

Authorized Representative (Print Name): ____________________________

Title: _________________________________________________________

Signature: ____________________________________________________

Date: _________________________________________________________

[INSERT TECHNICAL PROPOSAL]

[INSERT PROJECT MANAGEMENT PLAN]

[INSERT PRICING AND BREAKDOWN]

[INSERT OSHA SAFETY PLAN]

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