Instructions For Proposers Part 1-4 RFP 22-017~1.pdf

SALEM AREA MASS TRANSIT DISTRICT

REQUEST FOR PROPOSAL

RFP 22-017

EV CHARGING STATION EQUIPMENT REPLACEMENT

Date Issued:

May 27, 2022

Pre-Proposal Conference:

June 15, 2022 10:00 AM PDT * Non-Mandatory*

Requests for Question Deadline:

June 17, 2022 4:00 PM PDT

Response to Questions:

June 22, 2022 4:00 PM PDT

Proposal Closes & Responses

Due:

July 12, 2022 4:00 PM PDT

Project Manager: Chip Colby, IT Manager

Procurement Contact: Charleen McCurdy, Procurement/Contracts Analyst

Submit Bid: Salem Area Mass Transit District

Procurement & Contracts Department

555 Court Street NE, Suite 5230

Salem, OR 97301

SALEM AREA MASS TRANSIT DISTRICT (SAMTD)

EV Charging Station Equipment Replacement RFP No. 22-017

TABLE OF CONTENTS

RFP 22-017

EV CHARGING STATION EQUIPMENT REPLACEMENT

SECTION NO OF PAGES

1. RFP COVER PAGE

2. TABLE OF CONTENTS

3. PART 1 – INSTRUCTIONS TO BIDDERS……………………

4. PART 2 – SCOPE AND SPECIFICATIONS………………….

5. PART 3 – EXHIBITS 1-14 PROPOSAL FORMS……………

8. PART 4 - EVALUATION OF PROPOSALS….……………….

9. EXHIBIT A – FTA CLAUSES…………………………………..

10. EXHIBIT B - SAMPLE CONTRACT…………………………

(ATTACHED SEPARATELY)

PART 1

INSTRUCTIONS FOR PROPOSER

SALEM AREA MASS TRANSIT DISTRICT

REQUEST FOR PROPOSALS (RFP)

RFP No. 22-017

EV CHARGING STATION EQUIPMENT REPLACEMENT

Issue Date: May 27, 2022 Proposal Due: July 12, 2022 Time: 4:00 PM PDT

SAMTD OVERVIEW

Salem Area Mass Transit District (SAMTD) is the public transportation agency operating fixed-route, regional express, and paratransit service in the urban growth boundary of the Salem-Keizer area, as well as Marion and Polk counties. SAMTD services include Cherriots Local, Cherriots Regional, Cherriots LIFT (paratransit service), Cherriots Shop and Ride, Travel Training, and Transportation Options, which promotes additional services such as carpool and vanpool matching.

SAMTD operates 64 local buses, 43 paratransit buses (Cherriots LIFT), 15 regional buses (Cherriots Regional), and five shopper shuttles. Most SAMTD services operate seven days a week.

SAMTD Locations:

Administrative Offices General Manager, Finance, Customer Service, Marketing, Human Resources and part of the Operations Division are located at:

555 Court St N.E., Suite 5230 Salem, OR 97301

Operations, Contracted Services, and Maintenance Del Webb Facility 3140 Del Webb Ave.

Salem, OR 97301 The Del Webb facility also includes the parking area for buses not in service.

Keizer Transit Center 5860 Keizer Station Blvd., N.E.

Keizer, OR 97303

SECTION 1: INTRODUCTION

Salem Area Mass Transit District (SAMTD) dba Cherriots’ is requesting proposals for the acquisition, installation, support and maintenance of electric vehicle (EV) charging equipment to replace existing five (5) Blink L2 EV charging stations at our Keizer Transit Center (KTC) in Keizer

Oregon.

Successful Proposer shall be licensed by the State of Oregon to do the work required under this contract.

Successful Proposer shall obtain and maintain in current status all applicable permits and licenses.

For Scope and Specifications for this project, please see PART 2 of this RFP.

SECTION 2: PROJECT MILESTONES

Notice of Intent to Award to successful proposer – August, 2022 (estimate)

Contract Award and Notice to Proceed August, 2022 (estimate)

Equipment delivered to SAMTD contract completion by – October, 2022 (estimate)

SECTION 3: INSTRUCTIONS TO PROPOSER

1. A. Proposal Submission Requirements

Proposals must be submitted as follows:

1. One (1) original and three (3) copies of the technical response and proposal documents in a sealed envelope. One (1) copy must be unbound for ease of photocopy reproduction.

* See Item #6 below for acceptable alternative methods of submission.

2. One (1) electronic PDF format version of the response and proposal documents on a USB flash drive. The price proposal shall be submitted in a separate electronic file contained on the USB flash drive and named “RFP 22-017 Exhibit 13 Price Proposal

– (Proposer Name here)”.

3. Digital signatures on forms are permitted.

4. Submit with a cover letter to:

Charleen McCurdy Procurement/Contracts Analyst Salem Area Mass Transit District 555 Court St., NE Suite 5230 Salem, Oregon 97301 charleen.mccurdy@cherriots.org

5. In the event of any conflicts between the hard copy and the electronic copy, the hard copy will prevail.

6. COVID-19 Considerations:

An email submission with electronic signatures submitted on or before the proposal close date and time will be accepted and considered a timely response to our solicitation.

a. Required forms, Exhibits (excluding Exhibit 13) and documents shall be in an electronic file named “RFP 22-017 Required Exhibits and Documents – (Proposer Name here)”.

mailto:charleen.mccurdy@cherriots.org

b. The Price Proposal Exhibit 13 shall be in an electronic file named “RFP 22-017 Exhibit 13 Price Proposal – (Proposer Name here)”.

SAMTD will also accept an electronic formatted version (USB flash drive preferred) of the proposal documents, which are received at SAMTD office on or before the proposal close date and time, and this submission will also be accepted and considered a timely response to our solicitation.

Additionally, SAMTD will also accept hard copy proposals that are received on or before the proposal close date, however an electronic formatted version is also required.

Proposals delivered via US Mail can continue to be sent to the address identified in the solicitation.

Proposals must be received by SAMTD by 4:00 p.m., Pacific Daylight Time, July 12, 2022.

B. Accommodation For People With Disabilities - People with disabilities who wish to request special accommodation, (e.g., sign language interpreters, Braille, etc.) need to contact SAMTD seven (7) working days prior to the scheduled proposal opening.

C. Exceptions / Modifications To Drawings And Specifications - Proposer may not take exception to, or modify any part of, the Drawings or Specifications.

D. Right of Rejection / Cancellation and Irregularities / Cost of Proposal - SAMTD reserves the right to reject any or all Proposals, or part thereof, to accept one or more items of a proposal without obligation as to other items. SAMTD reserves the right to cancel this RFP / solicitation at any time without liability prior to execution of a contract by SAMTD if it is in SAMTD’s or the public's best interest. Under no circumstances will SAMTD be liable for any costs the firm incurs while preparing or presenting the proposal. All Proposals will become part of the public file without obligation to SAMTD. SAMTD enforces the right to wave irregularities anytime through the solicitation process.

E. Late Proposals - Proposals submitted or received after the date and time indicated herein may not be accepted. Requests for extensions of the proposal closing date or time may be requested prior to the deadline for receipt of Proposer questions noted above. Timely requests will be considered, but SAMTD reserves the right to extend the due date or decline to extend the due date at its sole discretion.

F. One Proposal; Partial Proposals – A Proposer may not submit more than one (1) Proposal in response to this solicitation. No partially completed Proposals will be accepted and will be rejected if not properly completed based on the solicitation guidelines.

G. Single-Proposer Responsibility - Single-Proposer responsibility is required under this RFP.

Each Proposer responding to this RFP must propose all professional services/goods and provide all materials, equipment, supplies, transportation, freight, special services, and other work described or otherwise required herein for each project task.

H. Withdrawal or Modification of Proposals – Proposals shall not be modified after the due date and time for Proposal submittal. Proposals may be withdrawn by Proposer before Proposal due date and time as specified within this solicitation.

I. Requests for Clarification or Modification - All requests for clarification or modification of the RFP shall be made in accordance with PART 1, Section 3, subsection 13 of this RFP. All requests submitted prior to the deadline for receipt of questions shall be responded to and made available to all interested Proposer. Where applicable, Proposer is required to provide the value of each proposed modification and a brief explanation as to why the change is requested. Value shall be defined as any cost or savings to SAMTD and the advantage to SAMTD of the proposed change.

J. Required Forms: If a form does not apply to your business or Proposal, please mark the form “Not Applicable.” Sign and date each form. Some forms may require notarization. Failure to complete all forms will result in your Proposal being ruled nonresponsive. Nonresponsive Proposals will not be evaluated or awarded a contract.

K. Addenda - Modifications to this RFP shall be made only by addenda to the solicitation. Verbal or faxed instructions, interpretations, and changes shall not serve as official expressions of SAMTD and shall not be binding. All cost adjustments or other changes resulting from said addenda shall be taken into consideration by Proposer and included in their Proposals. All addenda issued by SAMTD shall be acknowledged by Proposer on the Acknowledgement of Addenda form.

L. Experience and Qualifications (REQUIRED) – Proposer must demonstrate to the satisfaction of SAMTD that they possess the qualifications, experience, skill, licenses, necessary facilities, and financial resources required to perform the contract services in a satisfactory manner and within the required time.

1. Introduction or Cover Letter: Provide a brief introduction of the Proposer, and/or an introduction of all members who may be involved in the contract resulting from this RFP.

Describe primary business experience of the Proposer, length of time in business, organizational structure, size, capabilities, financial ability of Proposer to fulfill obligations of resultant contract award, ownership, the location of office(s), telephone number, email address, web-address, and any other information that the Proposer deems pertinent and introductory in nature.

a. Please provide an overview of your staff and qualifications, with a list of any significant awards for work completed.

2. Qualifications of Proposer: The Proposer shall describe its knowledge and past project experience relevant to SAMTD’s needs as listed in the Scope and Specifications in PART 2 of this RFP, including the Proposer’s direct experience on projects of similar size, scope and complexity.

a. Please include a list of past and present clients. SAMTD reserves the right to contact or visit any of the references provided. Additionally, SAMTD reserves the right to contact additional references that SAMTD is aware of or may become aware of.

M. Ambiguity in Specifications - Proposer shall promptly notify SAMTD Procurement Manager at the address listed in PART 1, Section 3, subsection 1.A of this RFP, of any ambiguity, inconsistency, or error that they may discover upon examination of the Proposal documents.

N. DBE (Disadvantaged Business Enterprise): SAMTD has an overall agency goal of

2.49 percent for the utilization of DBEs using race neutral means. SAMTD strongly encourages and expects Proposer to pursue subcontracting, mentoring, joint venturing, teaming, and partnering opportunities with DBE firms in the ordinary course of its business/teaming strategies. Proposer are encouraged and expected to create a level playing field to the maximum practical extent, consistent with the objectives and requirements of SAMTD DBE Program, which is based on federal regulations codified at 49 CFR Part 26. The DBE participation goal applies to the total value of the contract including the results of all pre-award negotiations and post-award change orders/modifications. SAMTD’s DBE Program and Policy may be accessed at www.cherriots.org/en/about-us/procurement.

O. Substitution of Materials: BASE PROPOSAL MUST BE BASED UPON SPECIFIED MATERIALS. Substitution of materials from those specified must be requested in accordance with the detailed requirements found in the Project Specifications. For the substitutions to be considered the Proposal Form must be accompanied by an alternate price and a detailed description, with drawings and manufacturer’s written specifications as may be necessary, on a separate form which fully describes the proposed alternate methods and materials.

P. Contractor’s License Law & Bond Requirements: Proposer shall comply with, and require all of their subcontractors to comply with Federal, State, County, and City contractor’s licensing laws, and be duly registered and licensed thereunder. Proposer shall provide a performance bond and a labor and material payment bond, each in the amount of (100%) of the subcontract price unless otherwise noted in the individual Proposal package.

Note: A Performance Bond and a Payment Bond is not required for this solicitation.

Q. Solicitation and Attachments – The Solicitation and any attachment or exhibit to this RFP will be incorporated into and made a part of the resulting Contract. In the event of a conflict between the provisions contained in the body of this RFP, the solicitation, and any attachment or exhibit, the terms in the body of the resulting Contract will control.

R. Waiver of Liens: The Proposer is responsible for the payment of all bills for labor and materials furnished by, or to, their subcontractors and itself. Upon presentation of the billing, subcontractor shall certify that they are submitting such lien waivers for all of their lower tier subcontractors and material suppliers that have furnished services or materials for the previous billing period.

A Bond in lieu of Waivers will not be satisfactory.

S. Subcontractor’s Agreement: In submitting this Proposal, the Proposer hereby agrees, if awarded a Contract, to enter into and execute SAMTD’s standard form of contract agreement.

T. Value Engineering: Base Proposal MUST be based upon specified materials. However, Proposer are encouraged to submit value engineering cost Proposals for Owner/Engineer review. These items can be submitted on the Proposal Form and clearly marked “Value Engineering Ideas”.

U. Protest: Duty to Exhaust Local Procedures. Once the Contractor exhausts SAMTD’s protest procedures, as described in applicable SAMTD Procurement Policy, the Contractor may request review from the FTA. Protests shall only be accepted from participating Proposer and must be submitted in writing and in a timely fashion, in accordance with SAMTD’s formal protest procedures. SAMTD’s formal protest procedures may be requested by contacting SAMTD Procurement by telephone at 503-588-2424.

V. Certification: By submitting its Proposal, Proposer certifies that it is in compliance with the

State of Oregon statutory requirements governing registration of corporations and/or assumed business names. Further, by submitting its Proposal, Proposer certifies that it is, and that its http://www.cherriots.org/en/about-us/procurement subcontractors are, in compliance with the State of Oregon statutory requirements governing registration of with the Oregon Construction Contractors Board.

2. PREPARATION OF PROPOSAL

A. Proposals must be:

i. Submitted on the Proposal forms, or copies of forms, furnished by SAMTD, and

ii. Signed. If the Proposal is made by a corporation, it shall be signed by the corporation’s authorized designee.

iii. The address of the Proposer shall be typed or printed on the Proposal in the space provided.

B. Organization & Format. Proposals shall be typed and submitted on 8.5 by 11 inch paper bound securely. See PART 1, Section 3, subsection 1.A.6 for alternate methods for submitting electronic files.

C. The Proposal may require Proposer to submit prices for one or more items, including:

(1) lump sum proposal; (2) lump sum Proposal alternate prices; (3) unit prices; or (4) any combination of items (1) through (3) above.

D. SAMTD requires proposing on all items (including alternates and unit prices). Failure to do so may disqualify the proposal. If proposing on all items is not required by the specific proposal package documents, Proposer should insert the words “NO PROPOSAL” in the space provided for any item on which no price is to be submitted.

E. Proposer MUST comply with the requirements in the Proposal Documents.

Modifying the proposal forms, conditioning or limiting the proposal, or offering to perform work not requested by the Proposal Documents may disqualify the proposal.

3. BASE PROPOSAL

The Proposer agrees to hold all pricing for period of one-hundred twenty (120) days from the date of the proposal opening.

4. ADDITIVE OR DEDUCTIVE PROPOSAL ITEMS

The Proposer agrees to hold all alternate and unit prices for one-hundred twenty (120) days from the date of the proposal opening.

5. SITE INVESTIGATION AND CONDITIONS AFFECTING THE WORK

By submitting this proposal, the Proposer acknowledges that it has taken steps necessary to ascertain the nature and location of the work, and that it has investigated and satisfied itself as to the general and local conditions which can affect the work or its cost, including but not limited to: (1) conditions bearing upon transportation, handling, and storage of materials; (2) the availability of labor, material, equipment, and roadways; (3) uncertainties of weather, river stages, tides, ground water, or similar climatic and/or physical conditions that may have impact;

(4) the conformation and conditions of the ground; (5) the character of equipment and facilities needed preliminary to and during the work; (6) compliance with the project quality control program; and (7) compliance with the Proposer’s safety plan as approved by SAMTD, and all applicable Occupational Safety and Health Administration (OSHA) regulations for work performed on site.

The Proposer also acknowledges that it has satisfied itself as to character, quality, and quantity of materials or obstacles to be encountered. Any failure of the Proposer to take the actions described and acknowledged in this paragraph will not relieve the Proposer from responsibility for estimating properly the difficulty and cost of successfully performing the work.

6. PROPOSAL AMOUNT

The Proposer acknowledges that the details of the specifications accurately reflect the Scope of the Work on which the Proposer is submitting its proposal. Proposer should base their proposal pricing amounts on the following elements:

A. All labor, material, equipment, overhead, and compensation to complete all of the work under each particular heading as shown in the Proposal Documents at the time of proposal.

B. Travel Costs. Any travel costs associated with the Proposal shall be incorporated into the Price Proposal. This includes lodging, meals, transportation, and tips. SAMTD shall not pay travel costs.

SAMTD is not subject to taxation; no federal or other taxes (excise, luxury, transportation, sales, etc.) shall be added to proposal amount.

7. PROPOSAL RESULTS

Following any resulting Contract award, SAMTD may provide the following information to interested parties:

A. The number of Proposals SAMTD received;

B. The name of the successful Proposer; and C. The total resulting contract price, including descriptions of items, quantities, and unit prices, if practical.

SAMTD will attempt to give notice under this paragraph promptly after contract award. SAMTD’s failure to give such notice shall not be deemed to affect the validity of the resulting contract.

8. CONTRACT AWARD

A. RESPONSIVENESS OF PROPOSAL

A proposal will be considered responsive if it meets the following requirements:

1. Is received at the proper date and time.

2. Meets the stated requirements of the proposal form.

3. Exhibits #1 - #14 under this solicitation are all completed and returned with the proposal.

4. Proposal is prepared and submitted in accordance with PART 1, Section 3, subsection 2 “Preparation of Proposal”.

5. The Contractor is licensed/registered within the State of Oregon at the time of proposal due date and is not banned from proposing by the Bureau of Labor and Industries.

6. The proposal is accompanied by a proposal guarantee, if required. Note: not required.

7. Complies with the State of Oregon and Federal requirements as applicable.

8. Demonstrated ability to comply with schedule.

9. Demonstrates performance of similar projects relative to size, schedule, etc.

10. Demonstrates the management resources and financial capacity to effect performance of the work.

B. APPARENT SUCCESSFUL PROPOSER

The apparent successful Proposer, for purpose of award, shall be the highest scoring responsive and responsible Proposer inclusive of additive or deductive proposal alternates and within the funds available for the project.

C. PROPOSAL SELECTION PROCESS

The successful Proposer shall be selected on the basis of having submitted a responsive and responsible proposal for this proposal package, and meeting the other requirements established in PART 4 and the other requirements of the proposal documents.

D. EFFECTIVE DATE OF THE CONTRACT

SAMTD will notify the successful Proposer and provide the successful Proposer with a written Notice of Contract Award. The successful Proposer shall return a signed copy of the Contract as well as all other documents required to be signed or provided such as bonds, insurance certificates, etc. The Contract will only become effective when all parties sign the contract and the Proposer provides all other documents required to be signed or provided such as bonds, insurance certificates, etc. Work performed and all costs incurred prior to SAMTD signature shall be the sole responsibility of the Proposer.

E. PAYMENT AND PERFORMANCE BONDS

Proposer must provide proposal, payment and performance bonds in their base price.

Where indicated on the Proposal Form and according to the Bonding Requirements attached hereto provide a Deduct for removing requirements from Contract.

1. Proposal Bond Requirements (Construction)

Not required for this solicitation

2. Performance and Payment Bonding Requirements The successful Proposer shall be required to obtain performance and payment bonds as follows:

a. Performance bonds (Not required for this solicitation)

b. Payment bonds (Not required for this solicitation)

F. PROMPT PAY ACT

All Proposer must comply with the Prompt Payment Act, if selected. Failure to do so will be considered a material breach of contract.

9. MINIMUM WAGE AND PREVAILING WAGE REQUIREMENTS

Reserved

10. APPLICABILITY OF RESULTING CONTRACT

The Oregon Standard Specifications for Construction General Conditions, will be incorporated by reference into the successful bidder’s contract. All bidders represent that they are familiar with the terms of this document and that they will cooperate with SAMTD in all respects to achieve compliance with the resulting Contract.

11. PROPOSAL DOCUMENTS

The following documents form a part of and are included in the Proposal Documents:

A. Proposal Solicitation Documents Complete.

B. Scope, Drawings, and Specifications for the Project.

C. Project Schedule Milestone Dates.

12. SCHEDULE OF PROPOSAL PROCEDURES

The anticipated project procurement timetable is as follows for Proposal Solicitation RFP 22-017

EV CHARGING STATION EQUIPMENT REPLACEMENT:

Date Issued: May 27, 2022 Pre-Proposal Conference: June 15, 2022 10:00 PM PDT KTC Conference

Room (Pre-Proposal Conference is *Non-Mandatory) Requests for Question Deadline: June 17, 2022 4:00 PM PDT Response to Questions: June 21, 2022 4:00 PM PDT Proposal Closes: July 12, 2022 4:00 PM PDT

13. QUESTIONS, CLARIFICATIONS AND CHANGES TO RFP

SAMTD reserves the right to make changes to the RFP. All changes to the RFP, prior to the receipt of Proposals, shall be electronically distributed through addendum. Failure to acknowledge receipt of an addendum may cause a proposal to be rejected as non-responsive.

Following receipt of proposal, any changes to SAMTD’s RFP will be conveyed in writing by SAMTD to the Proposers determined to be Responsive to solicitation requirements.

Proposer may submit questions, request clarification, or request a change to the RFP and contract documents by submitting a written request to Charleen McCurdy, Procurement/Contracts Analyst at the address set forth above in PART 1, Section 3, subsection 1.A.(4) or via email charleen.mccurdy@cherriots.org. The request shall specify the provision of the RFP in question, and, if a change is requested, contain an explanation for the requested change. Where applicable, Proposer are required to provide the value of each proposed modification and a brief explanation as to why the change is requested. Value shall be defined as any cost or savings to SAMTD and the advantage to SAMTD of the proposed change.

Questions, clarification requests, RFP and /or Contract change requests must be received by June 17 2022 at 4:00 PM Pacific Daylight Time. SAMTD will evaluate any question or request mailto:charleen.mccurdy@cherriots.org submitted, but reserves the right to determine whether to respond or accept the requested change.

Proposer shall not rely on oral or written representations regarding this RFP unless issued in writing as an addendum by SAMTD Procurement & Contracts Department.

14. PRE-PROPOSAL CONFERENCE – NON-MANDATORY

A Pre-Proposal Conference will be held on June 15, 2022 at 10:00 AM in person and via Teleconference. Suppliers who are considering proposing for this solicitation are strongly encouraged to attend. Statements made by SAMTD at the Pre-Proposal conference are not binding upon SAMTD unless confirmed by written Addendum.

To attend in person and attend a site walk through:

Salem Area Mass Transit District Location: Keizer Transit Center 5860 Keizer Station Blvd., N.E.

Keizer, OR 97303

To participate via teleconference:

To access via video:

meet.google.com/jvi-uzom-pwi

To access via telephone:

(US)+1 617-675-4444

PIN: 974 035 933 8013#

15. SITE VISITATION & VIEWING

Proposers may view the site areas where work is to be performed.

Proposers may submit requests to view the site where work is to be performed. Viewing may take place between the hours of 9:00AM – 3:00PM, Monday – Friday. Proposer must have an appointment scheduled in advance. If a Proposer arrives to view the site without a prior appointment, SAMTD may not accommodate the request. To schedule an appointment to view the site please contact:

Chip Colby, Information Technology Manager ……………….………… 503-361-7501

END OF PART 1

https://meet.google.com/zco-pxcm-vvm?hs=122&authuser=0

PART 2

SCOPE AND SPECIFICATIONS

BACKGROUND:

SAMTD originally installed BLINK L2 EV Charging stations at the KTC location when it was built in

2013 and were purchased from BLINK as part of the facility construction.

OBJECTIVES:

The objectives of this project are as follows;

Replace all five existing single-port BLINK L2 EV charging stations with similar capacity single-port pedestal stations.

Remove the existing BLINK stations and see that they are recycled in an environmentally friendly fashion.

The proposer shall include costs for all equipment and installation for any and all work to be performed.

While EV solution manufacturers are not excluded from submitting proposals, they must include all in-stallation services as part of the proposal, with clear indication of who will be performing the work. Re-sellers and contractors specializing in this work are encouraged to provide proposals, but must be au-thorized by the equipment manufacturer to do so. Proposals that do not include this information will not be considered. SAMTD will not entertain bids that require SAMTD installation effort beyond project oversight. The successful proposer should expect to be able to perform installation within 60 days of a

Notice to Proceed. See the proposed schedule for further details.

Installation Start: September 1, 2022

Substantial Completion: September 20, 2022

Project Complete: Early October 2022

SCOPE OF WORK:

SAMTD is seeking a turnkey solution including equipment, software, network, accessories, warranties, deliveries required to install the specified Electric Vehicle Charging Stations at our Keizer Transit Cen-ter location. Detailed information about the business model, including but not limited to the ability to set pricing for end users, billing practices, service fees, revenue distribution, and cost recovery for electric-ity should be outlined in the proposal.

CHARGING STATION TECHNICAL SPECIFICATIONS:

EV charging stations should meet the following specifications and requirements:

Single pedestal, single port stations, Level 2 (or higher) charging capacity operating at a maxi-mum of 32A operating from a single transformer

SAEJ1772 charge connectors

Open Safety Ground Detection – continuously monitors presence of safety (green wire) ground connection

Operating Temperature – -22F to 122F (-30C to +50C) and Operating Humidity of up to 85% @

+50C (122F) non-condensing

Meter Accuracy – +/- 2% from 2% to full scale (32A) with 15-minute interval recording

Compliance with National Electrical Code, FCC and other relevant regulations for safety and op-eration

Connectivity to the vendor’s charging network will be via cellular and will not require SAMTD supplied networking

Compliance with the Americans with Disabilities Act (ADA)

NETWORKING:

Proposal responses should demonstrate available integrations with partner electrical service provider organizations as well as have the ability and desire to develop integrations with new monitoring soft-ware and services. The software should provide integrations features that are as follows:

Accessible to all members of the public without required subscription-based membership

Operate in a cloud-based environment, preferably on AWS

Capable of accepting and processing point of sale transaction payments of all major credit cards and ATM cards through a secure system

Demonstrate PCI Compliance. The Proposer needs to provide documentation on the following

Level 1 Compliant: -A PCI DSS Service Level 1 compliant provider has proven their abil-ity to not only process credit cards in large volume, but also maintain the highest level of security

SSAE 16 Compliant: SSAE 16 compliant proposers have the necessary processes in place to remain compliant in day-to-day activities

Cybersecurity Insurance Policy: A policy to protect SAMTD if there is a security breach of any of the proposer’s solutions

Publicly available information on station location and real-time availability of charging stations, and ability to notify driver when charging is complete or if a charging session has been disrupted

Must have the ability to collect revenue from the driver and have flexible pricing options, includ-ing hourly, by kWh, by session, and vary the price by time of day or length of session. Addition-ally, the system must be able to provide free charging to select vehicles/drivers to support charging of SAMTD vehicles and/or other government or emergency services vehicles

Screen display(s) shall be user-friendly and easy to operate. Displays shall be LCD, LED or equivalent, and shall be readable in direct sunlight and at night

Security design that is both tamper and vandalism resistant, such as tamper-resistant screws, anti-vandalism hardware, locked enclosures, and graffiti-resistant coating

Captures data on all charging operations and provides data to SAMTD in regular, automated intervals

Proposals shall contain detailed technical descriptions of charging stations proposed, including compli-ance with specifications listed above, energy delivery speed and time to charge an average electric car, the useful life of all components, the system’s payment and usage model, and a full description of hard-ware and software used in networking and data capture. If the Proposal does not meet one or more of the minimum technical specifications described above, Please identify and explain.

ENERGY MANAGEMENT:

The ideal EV Charging Stations would include the following:

A standards-based interface for energy management – describe the interface in comments

Ability to set allowed load based on a percentage of current load or set a maximum load (kW)

Ability to set an aggregate maximum load for a group of stations. The stations will self-manage to remain below the configured allowance with no additional physical hardware required

Report on Rolling Average Power (kW) and Peak Power (kW) in 15-minute intervals with ability to export to Excel/CSV

UTILIZATION & REVENUE:

SAMTD expects the EV Charging solution to provide for some degree of revenue for SAMTD in the form of revenue sharing, should the EV station utilization reach a pre-determined level. Proposers are required to provide a detailed description of any and all revenue sharing programs with an explanation of how the revenue calculated and distributed.

SAMTD doesn’t see these EV stations as revenue generation opportunities, but rather a service that encourages people to utilize transit in place of their vehicle. While it is the desire of SAMTD to allow for the setting of charging rates at SAMTDs’ discretion, proposers are encouraged to provide market infor-mation relevant to where their solutions have been successfully implemented elsewhere, and how those installations set their charging rate;

What resources or tools are made available to help SAMTD determine acceptable charging rates?

Is there a way to set them based on a percentage over cost plus overhead so the rates can flex automatically to remain competitive?

As more EV’s come online, the need for EV locations will increase, necessitating an active effort to make their location known. Proposers are expected to provide a list of how station location and availa-bility is communicated to commonly used applications for EV charging, as well as commonly used map-ping tools such as Google Maps.

REPORTING:

The following reports for each charging event (session) must be available via secure web interface, and available for download/export to Excel/CSV:

Standardized Utilization Reports

Vendor Created Customized Reports

User Created Customized Reports

Direct Query Access

FUTURE CHARGING LOCATIONS:

SAMTD intends to install the aforementioned charging stations while also maintaining contractual flexi-bility for future purchase and installations at additional SAMTD locations.

MAINTENANCE AND COMMUNICATIONS:

As part of a support contract, proposer shall provide maintenance services to ensure all equipment is properly checked, tested, and activated for proper operation. Proposer shall provide a network commu-nication system with a service provider capable of monitoring the EV chargers for any error or malfunc-tion 24 hours a day, seven (7) days a week.

Whether under contract or not, maintenance of the EV charger stations should be capable of being maintained by local service providers who have the technical ability and capacity to notify and respond in the following manner and time frame:

Service provider shall be notified of the malfunction and notify SAMTD via email of such mal-function or operating error within four (4) hours.

In the event of an equipment or hardware malfunction or failure, a maintenance crew shall schedule to troubleshoot within two business days from the time the issue is reported.

WARRANTY:

The maintenance plan provided must be for up to five (5) years with a minimum three (3) year warranty for all EV charger equipment, hardware, and software. The warranty shall include all materials, equip-ment, parts, tools, labor, and incidentals, as well as all contractor-or manufacturer, recommended up-grades. Warranty shall cover complete repairs or replacements, and site visits as necessary.

For activities covered under the warranty, an approved local service provider shall be used. If there is a failure of the EV charger during the warranty period, the hardware provider shall replace such compo-nents or parts within five (5) business days of notification.

Contractor shall identify local service providers who will be providing all warranty and services to the charger stations. If the proposer offers a discount for the customer to do select maintenance tasks un-der the guidance of the manufacturer or an authorized agent, the details of this option must be provided in the response.

RESPONSE TIME / SUPPORT:

As part of the warranty process, the proposer shall provide timely, same day, response for service calls placed between 8 a.m. to 5 p.m. Pacific Time, Monday through Friday (excluding major holidays) for the scheduling of repair or replacement of any malfunctioning components identified as part of the pro-posed solution.

QUALITY ASSURANCE, INSPECTION & TESTING:

The proposer shall develop and submit for approval a comprehensive inspection and testing plan, in-cluding test procedures and test reports, to demonstrate successful integration of current or future sys-tem components; equipment, software, interfaces, and data reporting provided under this Contract. The inspection and testing plan shall include a detailed schedule indicating the sequence of each test and where and when each test will take place. The Proposer shall be responsible for managing all testing and producing test reports, the cost of which shall be included in all costs proposed.

SECURITY & AUTHORIZATION:

Only those parties identified in writing after the award of the RFP will have access to electric vehicle charging station software system. The proposer shall protect and authenticate a limited number of rep-resentatives that shall have access to the system and confidential information. The proposer shall re-spect and utilize security access codes.

PROJECT MANAGEMENT:

As stated under Objectives, SAMTD expects the proposer to provide complete Project Management for the effort as SAMTD is not prepared to undertake any responsibilities for the overall effort. SAMTD will have an assigned project lead who will work with the proposers identified Project Manager to coordi-nate access to necessary site resources and oversee compliance with the project objectives.

TRAINING:

The proposer shall provide a program to educate, train and teach SAMTD personnel in all details of the electric vehicle charging stations hardware and software. The proposer shall submit a Training Program

Plan outlining how it intends to instruct SAMTD staff on all components of the proposed EV charging system, including those that can be self-serviced by a properly trained staff facilities maintenance engi-neer.

The proposer shall include how and what type of training will be carried out. A combination of train-the-trainer and training sessions directly to SAMTD designated staff will be preferred. The proposer is to provide training on an individual basis or in a group setting as approved by SAMTD. The proposer shall provide a training program for maintenance engineers and other staff responsible for software, installa-tion, implementation, and maintenance of the disciplines identified in the RFP.

EXPERIENCE, EXPERTISE, AND REFERENCES:

Proposers should demonstrate their prior experience providing Electric Vehicle Charging to other large public entities.

Provide an overview of your staff and qualifications, with a list of any significant awards for work completed. Please provide a resume and an executive summary of the agency representa-tive(s) the Vendor will assign to SAMTD.

Please include a list of past and present clients. SAMTD reserves the right to contact or visit any of the references provided. Additionally, SAMTD reserves the right to contact additional ref-erences that SAMTD is aware of or may become aware of.

APPENDIX A

Existing Infrastructure

Current BLINK Stations model PE-30KICE60

Site Electrical

PART 3

PROPOSAL FORMS

EXHIBITS 1-14

SALEM AREA MASS TRANSIT DISTRICT EXHIBITS

The following items must be included in your proposal in order to receive consideration.

Failure to complete all forms included in this package may result in your proposal being ruled nonresponsive. Nonresponsive Proposals will not be considered for a contract award. Please sign and date each form and/or certification.

Proposer Sample Invoice (Please provide)

Proposer Financial Statements (Reserved)

Exhibit #1 – Proposal Form

Exhibit #2 – Acknowledgement of Addenda to RFP

Exhibit #3 – Non-Collusion Affidavit

Exhibit #4 – Organizational Conflict of Interest

Exhibit #5 - DBE Participation Commitment Statement

Exhibit #6 - DBE Letter of Intent

Exhibit #7 - DBE Affidavit

Exhibit #8 - DBE Unavailable Certification

Exhibit #9 - Contractor’s Representations & Warranties Certification

Exhibit #10 - Federal Debarment & Suspension Certificate

Exhibit #11 - Certification Regarding Lobbying (Reserved)

Exhibit #12 – Buy America Certification (Reserved)

Exhibit #13 – Price Proposal Form

Exhibit #14 – References

EXHIBIT #1

PROPOSAL FORM

The undersigned (“Proposer”), upon acceptance by SAMTD, agrees to furnish all labor, freight, transportation, materials, equipment, services, supplies, and other work in accordance with the Request for Proposal No. 22-017, entitled ”EV Charging Station Equipment Replacement,” as issued on May 27, 2022.

PROPOSER: The undersigned certifies as follows:

1. That he/she has read and understands all requirements and specifications of the Request For Proposal (RFP) (including any exhibits also posted); and

2. That he/she agrees to all requirements, specifications, terms, and conditions of the Solicitation referenced above; and

3. That he/she will furnish the designated item(s) and/or service(s) as Proposed in the Proposal; and

4. That he/she certifies under penalty of perjury that Proposer is, to the best of his/her knowledge, not in violation of any Oregon tax law; and

5. That his/her company has been certified as one of the following registered business classifications:

DBE ______ MBE _______ WBE _______ ESB _______ Veteran-Owned _______

Corporation ______ Other, identify: ___________________________________________

Resident Proposer (Oregon): _____ Yes _____ No

6. Federal Tax I.D. Number: D&B (Dun’s) Number:

Firm's Name:

Firm's Address:

Contact Person E-mail

Authorized Signature Date

Telephone Number Fax Number

Name of Project Manager and Title

7. Accounts Receivable Address, if different from above:

Proposer understands and agrees that, by his/her signature, if awarded the contract for the project, he/she is entering into a contract with SAMTD that incorporates the terms and conditions of the entire Request for Proposal package.

Proposer understands that this Proposal constitutes a firm offer to SAMTD that cannot be withdrawn for one-hundred twenty (120) calendar days from the date of the deadline for receipt of Proposals. If awarded the contract, Proposer agrees to deliver to SAMTD the required insurance certificates within ten (10) calendar days of the Notice of Award.

IMPORTANT: This form must be signed below by an authorized representative of the proposing firm, to authenticate the Proposal.

Authorized Signature: Date:

Printed Name:

Title:

EXHIBIT #2

ACKNOWLEDGMENT OF ADDENDA

The following form shall be completed and included in the Proposal.

Failure to acknowledge receipt of all addenda may cause the Proposer to be considered nonresponsive to the solicitation. Acknowledged receipt of each addendum must be clearly established and included with the Proposal.

The undersigned acknowledges receipt of the following addenda to the documents:

Addendum No. Dated

Addendum No. Dated

Addendum No. Dated

Addendum No. Dated

Addendum No. Dated

Addendum No. Dated

Addendum No. Dated

Contractor Name: _______________________________________________

Signature of Authorized Representative: _____________________________

Printed Name: _____________________________Date:________________

Title/Position: __________________________________________________

EXHIBIT #3

NON-COLLUSION AFFIDAVIT

I state that I am (the sole owner) (a partner) (an officer) (an agent) of and that I am authorized to make this affidavit on behalf of my firm, and its owners, directors, and officers. I am the person responsible in my firm for the price(s) and the amount of this offer.

I state that:

1. The price(s) and amount of this offer have been arrived at independently and without consultation, communication, or agreement with any other contractor, Proposer, or potential Proposer.

2. That neither the price(s) nor the amount of this Proposal, and neither the approximate prices(s) nor approximate amount of this Proposal, have been disclosed to any other firm or person who is a Proposer or potential Proposer, and they will not be disclosed before the Proposal opening/closing.

3. No attempt has been made or will be made to induce any firm or person to refrain from Proposing on this contract, or to submit a Proposal higher than this Proposal, or to submit any intentionally high or competitive Proposal or other form of complementary Proposal.

4. The Proposal of my firm is made in good faith and not pursuant to any agreement or discussion with, or inducement from, any firm or person to submit a complementary or other form of competitive Proposal.

5. , its affiliates, subsidiaries, officers, directors, and employees are not currently under investigation by any governmental agency and have not in the last four years been convicted of or found liable for any act prohibited by state or federal law in any jurisdiction, involving conspiracy or collusion with respect to Proposing on any public contract.

I state that understands and acknowledges that the above representations are material and important, and will be relied on by Salem Area Mass Transit District in awarding the contract(s) for which this Proposal is submitted. I understand and my firm understands that any misstatement in this affidavit is and shall be treated as fraudulent concealment from Salem Area Mass Transit District of the true facts relating to the submission of Proposals for this contract.

Signed Date _____________________________

Printed Name and Title _____________________________________________________

EXHIBIT #4

ORGANIZATIONAL CONFLICT OF INTEREST

AND AVOIDANCE / MITIGATION PLAN

This disclosure statement outlines potential organizational conflicts of interest, either real or apparent, which as a result of activities or relationships with other persons or entities, such person or entity:

1. Is unable or potentially unable to render impartial assistance or advice to Salem Area Mass Transit District; or

2. Is or might be otherwise impaired in its objectivity in performing the contract work; or

3. Has an unfair competitive advantage.

SECTION I. List potential organizational conflicts of interest. An organizational conflict of interest exists where other activities, relationships, or contracts of a contractor inhibit, affect, or prevent the contractor from rendering impartial assistance or advice to SAMTD; a contractor's objectivity in performing the contract work is or might be otherwise impaired (e.g., a contractor assisting with a design might have a financial interest in a product or system that could be utilized in implementing that design); or a contractor has an unfair competitive advantage which might be gained through its involvement in writing, or reviewing the solicitation and contract documents, including the scope or specification except as part of a general industry review.

SECTION II of this disclosure statement describes the management plan for avoiding or neutralizing the potential Organizational Conflicts of Interest as described in SECTION I of this disclosure statement. I acknowledge that Salem Area Mass Transit District may require revisions to the management plan described in SECTION II of this disclosure statement prior to approving it, and that Salem Area Mass Transit District has the right, in its sole discretion, to limit or prohibit my involvement in the Project as a result of the potential conflicts of interest described in SECTION I of this disclosure statement.

SECTION Ia – Name of Person or Firm Potentially Conflicted

SECTION Ib – Current Project Name and Scope of Work

SECTION Ic – Future Project Name and Description of Potential Conflict of Interest

SECTION II - Plan for Managing Potential Conflicts of Interest

Signed Date _____________________________

Printed Name and Title _____________________________________________________

EXHIBIT #5

DISADVANTAGED BUSINESS ENTERPRISE (DBE) PARTICIPATION

COMMITMENT STATEMENT

AGENCY GOAL: 2.49%

SAMTD hereby notifies all Proposers that it is the policy of SAMTD to ensure nondiscrimination on the basis of race, color, sex, or national origin in the award and administration of contracts. Proposers are urged to obtain Disadvantaged Business Enterprise (DBE) participation on this project, although there is no specific DBE contract goal for this project. Proposers are encouraged to attend any pre-Proposal conferences held to better understand the project and better obtain participation of DBE contractors, as applicable.

DBE GOAL: Proposal documents for all Federal Transit Administration-funded projects must contain a DBE policy statement advising Proposers that, as required by the Federal Transit Administration, SAMTD has established an overall DBE goal, and that SAMTD is required to report its DBE participation to FTA each year. As such, SAMTD is required to request information from contractors in order to fulfill its reporting responsibilities.

The Proposer's total DBE goal is the sum of the Proposer's proposed commitment to the goals for disadvantaged and women-owned firms. Proposers will calculate single goal percentages using the Proposer's proposed total dollar amount commitment to each single goal, divided by the Proposer's total amount of Proposal dollars. Goals will be calculated to the nearest one-one hundredth (0.01) of a percent.

Proposers must indicate the total DBE goal they propose to achieve. Even if the assigned contract goals are 0 percent, Proposers must fill in all blanks related to the Proposer's contract goals. FAILURE TO DO SO MAY RENDER THE PROPOSAL

NONRESPONSIVE.

PROPOSER`S CONTRACT GOALS:

TOTAL DBE GOAL %

The Proposers shall list all DBE subcontractors and their intended function for each phase of this contract. Monetary amounts shall be included beside each subcontractor that is identified to perform work on this contract.