EV RFP.pdf

Request for Proposals – Installation of EV Charging Stations at Various City Facilities in Suwanee, GA

BACKGROUND

The City of Suwanee is in the process of expanding its publicly-available EV charging infrastructure. The City currently maintains two paid Level 2 charging stations at Town Center Park, and it wishes to expand its EV charging availability to several of its other parks.

To facilitate this, the City seeks to partner with a contractor to install and maintain chargers at these parks. The City intends to provide parking spaces dedicated to EV charging at its facilities, at which the contractor will install and maintain chargers.

PROJECT OVERVIEW

The City wishes to install paid charging stations at several of its facilities (listed below).

These chargers are intended for use by the public while visiting the facilities, with payment by the end user.

The City intends to install chargers at the sites listed below, but quantities and types are undetermined at this time. The quantities listed are a “best guess” estimate for each location, but the City understands that this may require adjustments in order to be financially viable for proposers.

Regarding charger type, the City wishes to install a minimum of Level 2 chargers at all locations, but it is willing to consider Level 3 chargers where appropriate.

It is expected that operating costs will be borne by the contractor, including maintenance and technical support, with a revenue-sharing structure between the City and the contractor. The City intends to provide dedicated parking spaces at each facility for use by EVs during charging.

Locations (Estimated Quantities):

Suwanee Creek Park (Two) Sims Lake Park (Two) Town Center Park (Two – Replace Existing)

Town Center on Main (Two to Four) City Parking Deck at Siena (Two to Four)

There are two locations with existing EV charging infrastructure:

Town Center Park (near City Hall on Savannah Square St.) This location has two existing Level 2 chargers that are anticipated to be taken over by the vendor selected via this RFP. This location has also supported Level 3 chargers in the past.

Town Center on Main (on Main Street near the gored area and electrical boxes) There is conduit in a row of parking spaces with wiring designed for a Level 2 charger with a 40A main breaker.

All other locations will require the installation of electrical infrastructure to tie chargers to existing electrical service. Proposers are encouraged to consider the cost of infrastructure installation in their proposals.

RFP COORDINATOR

Kevin Rountree, Public Works Operations Division Director Email: krountree@suwanee.com

RFP TIMELINE

RFP Issued: May 6, 2025 Questions Due from Prospective Proposers: May 23, 2025 at 10:00 AM.

Submission Deadline: June 13, 2025 at 10:00 AM.

SUBMISSION INFORMATION

All submissions should be delivered to the City Hall at:

330 Town Center Avenue Suwanee, GA 30024

Each proposer should provide four (4) hard copies of their proposal and one (1) electronic copy on a USB drive.

DELIVERABLES

In the proposal indicate:

1. Information about your company, including its history, experience, and relevant qualifications.

2. Your approach to the project, including methodology and any unique strategies you may plan to employ.

3. Information about the team that will be working on the project, including their roles and relevant experience.

4. A minimum of three examples of similar projects completed, along with references from previous clients.

5. Detailed description of chargers proposed for installation, including model(s), amperage, Kw, and interface (e.g. touchscreen, tap-to-pay, etc.).

6. Financial Plan, including:

a. Cost to charge, including per-KWh cost and any proposed additional fees

(e.g. session cost, additional cost for charging in excess of X hours, etc.).

b. A clear breakout of the pay structure for the City Please note: The ideal financial plan would demonstrate how this project can be completed at no cost or low cost to the city.

7. Project implementation plan that includes a timeline including key milestones and deadlines.

a. Note that all of the installation locations are publicly-available spaces with significant daily tra ic. Your implementation approach should account for this and describe how you will install the project with minimal impact to operations.

8. Technical support services, both for the City and end users.

9. Site analysis and design plans.

QUALIFICATIONS AND EXPERIENCE

To be considered qualified, a proposer must have the following minimum qualifications and experience:

Relevant qualifications and experience in EV charging, which includes conducting site and financial assessments, creating site designs and plans, evaluating the needs for charging infrastructure and suitable equipment, and installation of EV chargers and associated infrastructure. Proposers must also be able to provide the required engineering documentation.

Engineering qualifications and experience necessary for site analysis and design of EV charging infrastructure, either through their own sta or via subcontractors.

Relevant experience in supporting the establishment of public charging projects at municipally owned locations.

The necessary qualifications and experience to o er technical services that assist in the evaluation and installation of EV charging equipment for public agencies, Community Choice Aggregators (CCAs), or electric and municipal utilities.

SITE INSPECTION

All of the facilities in this RFP are public spaces. As such, prospective proposers are able to carry out site inspection without City sta present, and City sta will not be available to meet for inspections.

VENDOR COMMUNICATION AND QUESTIONS

Prospective vendors with questions or requiring clarification or interpretation of any section within this RFP must address these questions via e-mail to the RFP Coordinator referenced above on or before May 23, 2025 at 10:00 am. Each question must provide clear reference to the section, page, and item in question.

All communication regarding this RFP should be directed to the RFP coordinator via email.

Prospective vendors should not attempt to contact City sta by any other means.

Questions received via means other than the email listed above, or after the deadline, may not be considered.

SELECTION PROCESS

The City will review all proposals following the submittal deadline and select the proposal and structure that best meets its needs. Factors that may be considered include (but are not limited to) cost to the City, financial benefit to the City, appropriateness of proposed installation (including locations within facilities and quantities), and proposer’s prior experience and/or references. The City also reserves the right to negotiate project scope with the selected proposer.

RIGHTS RESERVED

The City of Suwanee reserves the right to reject any or all proposals, and to re-advertise. It is understood that all proposals are made subject to this agreement, and that the City of Suwanee reserves the right to decide which proposal it deems to be in its best interest.

Proposers are advised to examine the specifications carefully and to make examinations of the site(s) of the proposed work as are necessary to familiarize themselves with local conditions, which may a ect the proposed work. Proposers are also advised to inform themselves fully in regard to conditions under which the work will be performed. The City of Suwanee will not be responsible for proposers errors or misjudgment, nor for any information on local conditions or general laws and regulations.