ITB0000014_Charging_Mgmt._Ser._for_EVSE_Solicitation.pdf

MIAMI-DADE COUNTY, FLORIDA

INVITATION TO BID

(ITB)

Event Number: ITB0000014 Event Title: Charging Management Services for EVSE

Solicitation Contact: Arlene Campbell Procurement Contract Officer III Strategic Procurement Department arlene.campbell@miamidade.gov

Solicitation Contact: Tellise Marrast Procurement Contract Officer II Strategic Procurement Department tellise.marrast@miamidade.gov

Solicitation Contact: Saba Musleh Negotiator Strategic Procurement Department Saba.musleh@miamidade.gov mailto:arlene.campbell@miamidade.gov mailto:tellise.marrast@miamidade.gov mailto:Saba.musleh@miamidade.gov

GENERAL TERMS AND CONDITIONS:

All Miami-Dade County’s general terms and conditions applicable to procurement contracts are posted online. Bidders that receive an award from Miami-Dade County through the competitive procurement process must anticipate the inclusion of these requirements in the resultant Contract. These general terms and conditions are considered non-negotiable and include important instructions and requirements that affect all Bids. By submitting a Bid for a Miami-Dade County solicitation, a Bidder attests to its understanding of these general terms and conditions.

All applicable terms and conditions pertaining to this Solicitation and resultant Contract may be viewed online at the Strategic Procurement Department’s webpage by clicking on the link below:

general-terms-and-conditions-r26-2.pdf

NOTICE TO ALL BIDDERS:

Bids are to be submitted electronically through a secure mailbox via the Integrated Financial Resources Management System (INFORMS) (https://supplier.miamidade.gov) until the date and time indicated in the INFORMS Solicitation End Date published in INFORMS and in this Solicitation document. It is the sole responsibility of the Bidder to ensure that its Bid is in INFORMS before the Solicitation deadline. There is no cost to the Bidder to submit a Bid for a Miami-Dade County Solicitation via INFORMS. Electronic submissions may require the uploading of electronic attachments. The submission of attachments containing embedded documents or proprietary file extensions is prohibited. All documents should be attached as separate files.

For information concerning this Solicitation, use the question/answer feature provided within the Solicitation by INFORMS at https://supplier.miamidade.gov. Questions of a material nature must be received prior to the date and time of the INFORMS Solicitation Question & Answer End Date specified in the Solicitation. Material changes, if any, to the Solicitation will be made only by written addendum. (See Mandatory Online Forms and Addendum Acknowledgement section of INFORMS site).

Bidders must allow sufficient time to complete online forms and upload all Bid documents. All information and documents must be fully entered, uploaded, acknowledged (“Confirm”) and recorded into INFORMS before the date and time of the INFORMS Solicitation End Date, or the system will stop the process and the submission will be considered late and will not be accepted.

No part of a Bid can be submitted via hardcopy, email, or fax.

If you submit your bid and subsequently an Addendum is issued, failure to submit the bid again by clicking on the “Submit Bid” button, after acknowledging Addenda or editing your bid in INFORMS will result in your bid not being received by the County.

Suppliers/Vendors are encouraged to access the links below to assist with submission of responses to the Solicitation.

Recorded eSupplier Workshop https://www.miamidade.gov/global/news-item.page?Mduid_news=news1652724628268780 Password: q37%t+pG

Submit a Bid Job Aid https://www.miamidade.gov/technology/library/informs/job-aid/submit-a-bid.pdf https://www.miamidade.gov/resources/strategic-procurement/documents/general-terms-and-conditions-r26-2.pdf https://supplier.miamidade.gov/ https://supplier.miamidade.gov/ https://www.miamidade.gov/global/news-item.page?Mduid_news=news1652724628268780 https://www.miamidade.gov/technology/library/informs/job-aid/submit-a-bid.pdf

SECTION 2

ADDITIONAL/SPECIAL TERMS AND CONDITIONS

2.1 PURPOSE

The Miami-Dade County Department of Transportation and Public Works (DTPW) is seeking to establish a new contract to provide comprehensive maintenance, repair, and charging management services for 75 Electric Vehicle Supply Equipment (EVSE) charging stations manufactured by Power Electronics (PE). The EVSE infrastructure is located across three County bus maintenance facilities and supports the operation of DTPW's electric bus fleet. The resulting contract will ensure the continued reliability, availability, and efficient operation of the charging infrastructure through preventive maintenance, corrective repairs, remote monitoring, and charging management services.

2.2 DEFINITIONS

A. Ancillary Equipment means all supporting electrical, mechanical, communications, networking, safety, monitoring, mounting, and site infrastructure components associated with the operation of the Electric Vehicle Supply Equipment (EVSE), including but not limited to electrical panels, circuit breakers, disconnect switches, transformers, conduit, wiring, grounding systems, communications hardware, cable management systems, protective bollards, user interface devices, cooling systems, metering equipment, and other related equipment required for the safe, reliable, and continuous operation of the EVSE.

B. Additional Repairs means any repair that is not part of the initial system assessment or any periodic maintenance tasks.

C. Electric Vehicle Supply Equipment (EVSE) is defined as the system and associated equipment used to deliver electrical energy for charging electric vehicles, including chargers, connectors, cables, control systems, and related infrastructure.

D. Emergency is defined as any incident involving smoke, fire, visible arcing, or exposed high-voltage conductors from any equipment, including chargers, switchgear, or cabling.

E. Critical Issue is defined as any failure that renders a charger inoperable or unsafe, including but not limited to an inability to deliver power or damage to charging cables.

F. Non-Critical Issue is defined as cosmetic damage or minor software defects that do not affect a charger’s ability to operate or deliver power at its rated capacity in kilowatts (kW).

G. Preventative Maintenance (PM) is defined as scheduled, proactive inspection, testing, and servicing activities performed at defined intervals to maintain equipment in safe and reliable operating condition, minimize the risk of failure, and ensure performance in accordance with manufacturer specifications.

H. Uptime is defined as the percentage of time that Electric Vehicle Supply Equipment (EVSE) is fully operational and available to deliver a charge at its rated capacity, excluding approved scheduled maintenance and authorized downtime.

2.3 TERM OF CONTRACT

This Contract shall commence on the first calendar day of the month succeeding approval of the Contract by the Board of County Commissioners, or designee, unless otherwise stipulated in the Purchase Order issued by the County. The Contract shall expire on the last day of the Sixtieth (60th) month.

2.4 METHOD OF AWARD

Award of this Contract will be made to the lowest responsive and responsible Bidder in the aggregate provided that the Bidder meets all requirements in Section 2.5, Bidder requirements.

To be considered for award, Bidders must provide pricing for every item listed in Section 4.2, Price Submittal of the Solicitation.

Items that will be provided to the County at no cost must show a zero (0) in the price line. The County will determine the Bidder for award by totaling the extended pricing for all items. If a Bidder fails to submit a price for all items in the Solicitation, its offer may be deemed non-responsive.

The County intends to award the entire contract to a single responsive and responsible Bidder.

2.5 BIDDER REQUIREMENTS

In addition to the requirements detailed in Section 1-General Terms and Conditions, Paragraph 1.2-Instructions to Bidders, the Bidder shall meet the following requirements to be considered for award. See Section 4, Submittal Requirements, for instructions on submittal.

2.5.1 Bidder or Bidder’s Subcontractor shall be regularly engaged in the business of providing maintenance, repair, and charging management services for heavy-duty Electric Vehicle Supply Equipment and charging infrastructure serving battery-electric transit buses or other heavy-duty commercial electric vehicle fleet to be considered for award.

Bidder or Bidder’s Subcontractor shall provide three (3) different references from customers to whom the Bidder or Bidder’s Subcontractor has provided or is currently providing maintenance, repair, and charging management services for heavy-duty Electric Vehicle Supply Equipment as described throughout this Solicitation.

The references should include the customer’s company name, and the contact person’s name, title, address, telephone number, and e-mail address, who can verify that the Bidder/Subcontractor has successfully provided the goods and services. These references shall ascertain to the County’s satisfaction that the Bidder has sufficient expertise in the industry, and its firm is properly equipped to perform the required goods/services.

2.5.2 The Bidder, or its Subcontractor(s), shall submit and maintain the following licenses, certifications, and authorizations:

1. State of Florida Electrical Contractor License (EC) or Certified Electrical Contractor license issued by the Florida Department of Business and Professional Regulation (DBPR)

2. Electric Vehicle Infrastructure Training Program (EVITP) certification for technicians performing installation and maintenance work.

2.5.3 Bidder shall assign a competent representative who is cognizant of industry standards and is authorized to discuss matters pertaining to the resultant Contract and provide the County with support and information.

The Bidder’s representative shall be able to communicate with the County and shall have full authority to act on behalf of the Bidder on all matters related to the resultant Contract. Bidders are required to provide their authorized representative’s name, phone number, and e-mail address. The Awarded Bidder’s representative(s) shall be reachable twenty-four (24) hours a day to provide immediate support and expedite services.

2.5.4 Bidders are to provide the Markup for Additional Parts.

The Bidder shall provide all the information, documents and/or attachments listed above to be considered for award. All information, documents, and/or attachments listed above are due with the Bid by the solicitation’s end time and date. The County may, at its sole discretion and in its best interest, allow the Bidder to complete, supplement or supply the required information, documents and/or attachments during the bid evaluation period. Failure to provide all the required information, documents and/or attachments with the Bid or, if allowed, as requested by the County during the Bid evaluation period, may result in the Bidder being declared non-responsive or non-responsible.

https://db.evitp.org/

During the bid evaluation period, the County’s Strategic Procurement Department will review the information, documents and/or attachments submitted by the Bidder, may request additional information from the Bidder, and/or obtain additional information from available sources, to completely evaluate the Bidder’s submittal and ascertain that the Bidder meets the stipulated requirements and determine the Bidder’s ability to perform under a resulting Contract. The County shall be sole judge of a Bidder’s compliance with requirements and the Bidder’s ability to perform under a resulting Contract. Failure to meet the stipulated requirements or to demonstrate ability to perform under a resulting Contract, as determined by the County, may result in the Bidder being declared non-responsible.

During the term of the resulting Contract, the Bidder shall promptly notify the County of any changes, whether intentional or otherwise, to the information or documentation submitted in compliance with the requirements of this Solicitation.

2.6 PRICES

If awarded a contract under this solicitation, the Awarded Bidder's prices shall remain fixed and firm for the term of the contract.

Bidders shall enter all proposed pricing in the Line Items section of INFORMS, as specified in Section 4.2.

2.7 METHOD OF PAYMENT

The awarded Bidder shall submit monthly invoices to the County. DTPW requires invoices to be clear and reflect the service provided. Refer to Section 1, General Terms and Conditions, paragraph 1.35 Invoices for further requirements. The remittance address is:

Miami-Dade County, Finance Department Attn: Shared Services Payable Unit C/O Miami Dade Transportation and Public Works Department 111 NW 1st Street, 26th Floor Miami, FL 33128

OR

The virtual portal for invoice submission at invsubp@miamidade.gov. Failure to submit invoices in the prescribed manner will delay payment.

2.8 INSURANCE

The following supersedes Section 1, paragraph 1.22, Insurance Requirements, subparagraph A.

Contractor shall furnish to Strategic Procurement Department, 111 NW 1st Street, Miami FL 33128, Certificate(s) of Insurance which indicates that insurance coverage has been obtained which meets the requirements as outlined below:

A. Worker’s Compensation Insurance as required by Florida Statute 440 or any applicable law

B. Commercial General Liability Insurance for $1,000,000 for each occurrence, $2,000,000 aggregate including Products/completed operations and Personal and adv injury. Miami-Dade County must be included as additional insured for on-going and completed operations

C. Automobile Liability Insurance covering all owned, non-owned and hired vehicles for $1,000,000 combined single limit.

D. Professional liability for $1,000,000 each occurrence $2,000,000 aggregate covering claims arising out of the rendering or failure to render professional services or provision of products mailto:invsubp@miamidade.gov

E. Cyber Liability for $1,000,000 each occurrence $2,000,000 aggregate

2.9 INITIAL SYSTEM ASSESSMENT (BASELINE INSPECTION)

Within the first thirty (30) days of the Notice to Proceed, the Awarded Bidder shall conduct a comprehensive baseline inspection of all 75 chargers and associated switchgear.

• Pre-Existing Conditions: Following completion of the initial assessment, the Awarded Bidder shall submit a Baseline Status Report to the designated DTPW representative identifying all existing defects. Any repairs associated with pre-existing conditions shall be performed and invoiced in accordance with the applicable pricing set forth in Section 4.2, Pricing, and only upon approval by the County.

2.10 FIRMWARE MANAGEMENT & CHARGING NETWORK SERVICES

The Awarded Bidder shall manage the charging network, including remote monitoring, data reporting, and ensuring continuous network connectivity. Remotely deploy firmware updates, verify successful installation, and test and validate all updates for compatibility with Proterra and New Flyer buses prior to deployment.

2.11 NETWORK CONNECTIVITY

The Awarded Bidder shall provide remote access to all EVSE equipment at no additional cost to the County. The Contractor shall maintain active cellular data service (4G/LTE or 5G SIM cards) for all chargers and network gateways, with all associated fees included in the base maintenance cost. Network connectivity must be sufficient to support continuous 24/7 remote monitoring and data reporting. The contractor shall provide DTPW access to all seventy-five chargers for operational status verification using Power Electronics’ Power On Support or approved equivalent.

2.12 CYBERSECRUITY & DATA OWNERSHIP

1. The Awarded Bidder shall implement all Critical and High-severity security patches released by the OEM within thirty

(30) days of release to prevent unauthorized access.

2. All patches and software updates must be verified by The Awarded Bidder as being approved by the OEM provider for deployment.

3. The reversion or roll-back to a prior patch level or software or firmware release shall be implemented to restore system stability if the application of a patch or software or firmware release causes system instability or loss of charger availability or causes a charger or charges to become non-functional and unable to charge a bus or reduces the charging power to less than 120 kW.

4. All data generated by the EVSE infrastructure, including charging session logs, energy usage (kWh), power profiles (kW), and error codes, is the exclusive property of the Department of Transportation and Public Works. The Awarded Bidder shall provide a full export of raw data in a non-proprietary format (CSV/Excel) upon request or at contract termination, or at a cadence and periodicity as defined by the county.

2.13 END OF CONTRACT TRANSITION PLAN

Upon expiration or termination of this Contract, the Awarded Bidder shall fully cooperate in executing a smooth and orderly transition of services to the County or its designee. The transition plan shall, at a minimum, include the following:

a) Transfer all administrative passwords, API keys, and system access credentials to DTPW.

b) Provide a complete digital record of all historical maintenance logs and asset history.

c) Deliver all DTPW-owned spare parts currently held by the Awarded Bidder to DTPW.

2.14 SBE MEASURES

This Solicitation contains a Bid Preference. Refer to Section 1, General Terms and Conditions, Paragraph 1.45 Small Business Enterprise Measure for further details.

SECTION 3

SCOPE OF WORK/TECHNICAL SPECIFICATIONS

3.1 SCOPE OF WORK

The Department of Transportation and Public Works (DTPW) is establishing a contract for the comprehensive maintenance, repair, and charging management of Power Electronics (PE) Electric Vehicle Supply Equipment (EVSE) charging stations located at three County bus maintenance facilities. The Contractor shall support commercial Electric Vehicle Supply Equipment (EVSE) and associated electrical power systems. To properly perform the required services, the Contractor shall provide all necessary equipment, including but not limited to:

1. Core EV Charging Equipment

2. Electrical Infrastructure Equipment

3. Network and Communications Equipment

4. Monitoring, Diagnostic, and Safety Equipment

5. Support and Maintenance Tools

3.2 GOODS/SERVICES TO BE PROVIDED

The Awarded Bidder is responsible for the maintenance and repair of the complete electrical path, defined as starting from the Florida Power & Light (FPL) Meter and extending through to the vehicle connection. This includes, but is not limited to:

1. Charging Hardware: Seventy-five (75) Power Electronics 120 kW NBi DC Fast Chargers/Power Units, Dispensers and CCS-2 Connector cables, CCS-2 Connectors, and associated Charging Cabinets.

2. Switchgear & Distribution: All associated switchgear, transformers, circuit breakers, and distribution panels feeding the chargers.

3. Transformers: All transformers that provide utility power to the charging infrastructure.

4. Cable & Conductors: All electrical cabling, conduits, and wiring, including the service entrance conductors from the

FPL meter to the main switchgear, as well as all downstream wiring supplying the chargers.

5. Fiber Optic Cables: All fiber optic cables.

6. Ancillary Equipment: Any additional equipment, sensors, or communications hardware shown in the Project

Schematics and As-Built Drawings, including FL-P001, FL-P002, and FL-P003 (see Attachment A, Schematics).

The Awarded Bidder shall furnish, at its sole cost and expense, all labor, supervision, materials, parts, tools, equipment, software, network management services, and incidentals necessary to perform all services described in this Section.

The Awarded Bidder shall meet the performance requirements set forth in Section 3.6, Service Level Agreements, including uptime and response metrics necessary to support continuous charging operations for the Transit electric bus fleet. consisting of Proterra forty-foot ZX5+ DuoPower and New Flyer 60-foot XE60 electric buses (hereafter New Flyer and Proterra buses). The Awarded Bidder shall ensure interoperability with the Battery Management Systems (BMS) of Proterra and New Flyer electric buses and shall comply with Open Charge Point Protocol (OCPP) requirements.

3.3 SERVICE LOCATIONS

There are twenty-five chargers/dispensers installed at each of the three bus maintenance facilities listed below:

Central Facility:

3300 NW 32nd Ave Miami, FL 33142 (Ref: Drawing

FL-P001)

Coral Way Facility:

2775 SW 74th Avenue Miami, FL 33155 (Ref: Drawing

FL-P002)

Northeast Facility:

360 NE 185th Street Miami, FL 33179 (Ref: Drawing

FL-P003)

3.4 MAINTENANCE AND REPAIR SERVICES

The Awarded Bidder shall provide comprehensive infrastructure maintenance which shall include all labor, parts, tools, and software necessary to maintain the equipment in fully operational condition. The Contractor shall be responsible for possessing or obtaining, through the OEM or other authorized sources, all technical documentation, software, licenses, tools, and manufacturer support necessary to perform the required services. The maintenance to be provided shall include:

1. Preventative Maintenance (PM): The Awarded Bidder shall perform scheduled semi-annual and annual on-site preventive maintenance in accordance with the Power Electronics NBSK Maintenance Manual (NBSKMTM01BI), of Attachment B, OEM Manuals. Each visit shall include all required manufacturer inspections and procedures, including visual inspections, safety checks, cleaning of air filters and cooling vents, thermal scanning of switchgear, torque verification of all high-voltage connections from the FPL meter downstream, and functional testing of chargers, switchgear, and dispensers, including Emergency Stop buttons and LED status indicators.

Annual preventive maintenance shall also include thermal scanning of all high-voltage connections (including switchgear and DC busbars) and torque verification of critical connections in accordance with OEM specifications (Manual NBDPC002AEI of Attachment B, OEM Manuals), including contactors (e.g., 8 Nm).

2. Corrective Maintenance (Repair): Provide on-call diagnosis and repair for any failed components within scope, including chargers, switchgear, and cabling. All repairs shall include diagnosis and replacement of failed components using Original Equipment Manufacturer (OEM) parts, including cooling system components such as Centrifuge Fans (L317-1) and Inductance Fans (L120) in accordance with NBDPC001AI of Attachment B, OEM Manuals.

3. Electrical Components: The Contractor shall inspect, maintain, and replace as necessary all electrical components using OEM specifications and applicable manuals. This includes contactors (L7157, L5396A), which must be installed using conductive paste on all connections in accordance with NBDPC002AEI of Attachment B, OEM Manuals; fuses, including solar (E1977) and DC (L1913, L7257), which must be inspected for corrosion; power supply units (L6821, L7328) in accordance with NBDPC005AI of Attachment B, OEM Manuals; and control logic components, including control, interface, and driver boards, in accordance with NBDPC003AI of Attachment B, OEM Manuals.

4. Spare Parts Inventory: The Awarded Bidder shall maintain a local stock of critical high-failure components (e.g., charging cables, power modules, control boards, touchscreens) within the Miami-Dade area to ensure compliance with the resolution time SLAs.

5. Safety Compliance: The Awarded Bidder shall ensure all work complies with applicable local, state, and federal codes, including NFPA 70E and OSHA standards for high-voltage electrical work. All technicians must be qualified for high-voltage work and utilize appropriate Personal Protective Equipment (PPE), including arc flash protection where required.

For any internal work, the Contractor shall implement Lockout/Tagout procedures and ensure the station is placed in Status 2 (Disconnected, Isolated, Locked) in accordance with the NBSK Maintenance Manual before performing work.

3.5 TECHNICAL MAINTENANCE STANDARDS

All repairs and maintenance must be performed in strict accordance with the Power Electronics Client Procedures and Troubleshooting Guide (NBG06DEI of Attachment B, OEM Manuals).

1. Cooling Systems:

a) Replace failed fans only with OEM-specified models: Auxiliary Centrifuge Fan (L317-1) and Inductance Fan

(L120).

b) Fans must be installed with M4x60 screws torqued to 3 Nm. per Manual NBDPC001AI.

2. Corrective Maintenance & Repair:

Provide 24/7 on-call repair services for non-functional equipment. Responsibilities include, at a minimum, troubleshooting faults and replacing Field Replaceable Units (FRUs) and other major components as required.

a) Provide 24/7 Remote Monitoring and Corrective Actions:

b) The Awarded Bidder shall establish and operate a continuous, 24 hours a day, 7 days a week Operations

Monitoring Facility or equivalent remote monitoring facility.

c) The Operations monitoring facility must actively monitor the status of all 75 NBi 120 kW dispensers and cabinets for fault codes, connectivity issues, and session failures.

d) Upon detecting an anomaly, The Awarded Bidder shall immediately attempt remote diagnostics and execute remote corrective actions including a hard reset, soft reboot, firmware push, or configuration adjustment where permitted by the equipment’s capabilities and network protocol, without dispatching field personnel.

e) If a remote fix is unsuccessful or not possible, The Awarded Bidder shall automatically generate a trouble ticket and escalate the issue for on-site response according to the SLA timelines defined in Section 3.6.

3. Electrical Connections:

a) Contactors (L7157/L5396A): Must be treated with conductive paste on main terminals. Torque terminal screws to 8 Nm (+2/0 Nm). per Manual NBDPC002AEI of Attachment B, OEM Manuals.

b) Fuses: Inspect and replace Solar Fuses (E1977) and DC Fuses (L1913/L7257) as needed. Connections must be torqued to 8 Nm. per Manual NBDPC004AI of Attachment B, OEM Manuals.

4. Quadrennial Major Maintenance:

a) Perform a full “Dead Test” (Status 2), which requires complete isolation and lockout of the station to allow inspection of internal AC and DC busbars. This work shall include inspection of LC filters and DC output disconnectors, as well as re-torquing of internal AC/DC busbars to OEM specifications (e.g., 30 Nm for main busbars) in accordance with the Power Electronics NBSK Maintenance Manual. (NBSKMTM01BI, Page 54 for reference) of Attachment B, OEM Manuals.

3.6 SERVICE LEVEL AGREEMENTS (SLAs)

The Awarded Bidder must meet or exceed the following performance metrics or Service Credits will be applied. Response times begin upon notification from DTPW, a DTPW initiated trouble ticket or of an automated alert.

Service Metric SLA Target

On-Site Emergency Response Time (Smoke/Fire/25% of Charger or More Loss)

Immediate but no more than 1 Hour

On-Site Response Time (Critical Failures)

Within 24 hours

Resolution Time (Remote Troubleshooting)

No more than 4 Hours

Resolution Time (Critical Issues)

48 Hours or other County agreed upon timeframe

Resolution Time (Non-Critical)

7 Calendar Days

Per Charger Minimum Annual Uptime 97%

1. Emergency Response: Any report of smoke, arcing, or visible fire coming from chargers, switchgear, or cabling, or any loss of 25% or more of charger functionality, triggers an Emergency Response. The Awarded Bidder must immediately dispatch a qualified high-voltage technician and/or an engineer to isolate power and secure the site, regardless of the time of day (24/7 coverage).

2. Service Credits: Failure to meet an SLA requirement identified above as subject to a Service Credit shall result in a Service Credit equal to twenty percent (20%) of the amount invoiced for the service or repair complete that did not meet the applicable SLA target. For an SLA failure associated with Remote Troubleshooting, the Service Credit shall equal ten percent (10%) of the amount invoiced for the applicable monthly Remote Monitoring Service charge.

3.7 COUNTY RESPONSIBILITIES FOR EQUIPMENT AND REPAIR

The County shall exercise reasonable care in the use and operation of the electric vehicle charging equipment provided under this Contract. In the event the charging equipment is damaged due to negligent acts or misuse by County personnel, the Awarded Bidder shall notify the County in writing and provide documentation describing the nature of the damage and the required repair.

Upon verification by the County that the damage was not the result of normal wear and tears, manufacturer defects, installation deficiency, or the actions of the Awarded Bidder or its subcontractors, the County may authorize the Awarded Bidder to perform the necessary repair or replacement. Any approved repair or replacement costs shall be limited to the actual and reasonable cost of parts and labor required to restore the equipment to operational condition.

The Awarded Bidder shall provide supporting documentation, including invoices, parts lists, and labor hours, prior to reimbursement. No repair work shall be performed without prior written authorization from the County unless such repair is necessary to prevent further damage or to restore critical operational service.

The County reserves the right to verify the necessity and cost of any proposed repair and may elect to have the repair perform by another qualified provider.

3.8 COUNTY COST REIMBURSEMENT

In addition to any applicable Service Credits provided under Section 3.6, when an outage attributable to the Awarded Bidder results in twenty-five (25%) or more of the chargers at a DTPW location being out of service and requires DTPW to deploy additional personnel to manually reposition buses, implement alternative charging procedures, or relocate buses to another facility for charging, the Awarded Bidder shall reimburse DTPW for the reasonable and documented costs incurred as provided in this Section.

3.8.1 Overtime reimbursement will be calculated as follows:

a) Up to two (2) bus hostlers

b) Paid at the applicable prevailing overtime hourly rate at the time the work is performed

c) Capped at a maximum of four (4) hours per day

3.8.2 Maximum reimbursement per incident:

a) Calculated as: 2 hostlers × prevailing overtime hourly rate × up to 4 hours per day of outage

The reimbursement amount will automatically adjust based on the overtime rate in effect at the time the work is performed.

3.8.3 Bus Relocation to another facility:

a) If a qualifying charger outage requires DTPW to relocate buses to another facility for charging, the Awarded Bidder shall reimburse the County for reasonable and documented costs directly resulting from such relocation and operational disruption including but not limited to:.

• Transportation of buses to an alternate garage

• Additional labor required to relocate and reposition buses

• Labor calculated at the prevailing overtime hourly rate in effect at the time the work is performed

These damages will be assessed per occurrence and invoiced to the Awarded Bidder.

3.9 REPORTING

The Awarded Bidder shall provide transparent monthly reporting to the DTPW Project Manager covering charger status, uptime statistics, energy dispensed, maintenance activities performed, and inventory of parts used. Reports shall be submitted monthly and include, at a minimum:

a) Charge up-time statistics.

b) Energy delivery logs, including a detailed breakdown of kW/kWh per charging session.

c) Maintenance ticket log summary, including open, closed, and pending items.

3.10 UPTIME CALCULATION METHODOLOGY

Uptime shall be calculated as the total operating hours minus downtime, divided by total operating hours. The following events shall not be considered downtime for the purpose of assessing County cost reimbursement:

a) Utility power outages (FPL faults).

b) Vandalism or physical damage caused by third parties (e.g., bus collision).

c) Force Majeure events (hurricanes, floods).

d) Scheduled Preventative Maintenance (up to 4 hours per quarter).

3.11 WASTE DISPOSAL & ENVIRONMENTAL COMPLIANCE

The Awarded Bidder shall remove and properly dispose of all hazardous and electronic waste, including failed circuit boards, capacitors, and cooling fluids, in full compliance with FDEP and EPA regulations. Certificates of destruction or recycling shall be provided upon request.

3.12 TRAIN the TRAINER (FIRST-LINE RESPONSE)

The Awarded Bidder shall provide an annual “First-Line Troubleshooting” training session for DTPW staff, covering safe operation, proper reset of Emergency Stop buttons, and identification of visual fault codes.

The Awarded Bidder shall conduct one (1) on-site training session annually for DTPW maintenance and engineering staff.

The training shall, at a minimum, cover:

a) Safe operation of the chargers.

b) Emergency Stop procedures and resetting.

c) Visual identification of common fault codes and LED status indicators.

d) Basic cable handling and connector care.

3.13 CONTRACTOR SAFETY TRAINING

The Awarded Bidder, including all personnel assigned to perform services under this Contract, shall be required to attend and successfully complete all County-mandated safety orientation and training sessions prior to performing any work on County property. In addition, the Awarded Bidder shall obtain and maintain valid contractor identification badges for all authorized personnel. Contractor ID badges must be visibly displayed at all times while accessing or performing work on County-owned or County-operated facilities and properties. The Awarded Bidder shall be responsible for ensuring compliance with all County security, safety, and access control requirements throughout the duration of the Contract.

SECTION 4

SUBMITTAL REQUIREMENTS

4.1 BIDDER REQUIREMENTS

TO BE COMPLETED BY ALL BIDDERS

Refer to Paragraph 2.5 to ensure that Bidder’s responses and attachments comply with the Solicitation's requirements.

Paragraph Reference Bidder Requirements

2.5.1

Bidder or Bidder’s Subcontractor shall be regularly engaged in the business of providing maintenance, repair, and charging management services for heavy-duty Electric Vehicle Supply Equipment and charging infrastructure serving battery-electric transit buses or other heavy-duty commercial electric vehicle fleet to be considered for award. Bidder or Bidder’s Subcontractor shall provide three (3) different references from customers to whom the Bidder or Bidder’s Subcontractor has provided or is currently providing maintenance, repair, and charging management services for heavy-duty Electric Vehicle Supply Equipment services as described throughout this Solicitation.

The references should include the customer’s company name, and the contact person’s name, title, address, telephone number, and e-mail address, who can verify that the Bidder/Subcontractor has successfully provided the goods/services. These references shall ascertain to the County’s satisfaction that the Bidder has sufficient expertise in the industry, and its firm is properly equipped to perform the required goods and services.

Reference No. 1 Company Name:

Is reference for the Bidder or Subcontractor:

If Subcontractor, then identify the name of the Subcontractor:

Contact’s Name: __________________________ Title: _______________________________ Address: _____________________________________________________________________ Phone Number: _____________________ Email: _____________________________________

Reference No. 2 Company Name:

Is reference for the Bidder or Subcontractor:

If Subcontractor, then identify the name of the Subcontractor:

Contact’s Name: _____________________________ Title: ______________________________ Address: ______________________________________________________________________ Phone Number: ______________________ Email: _____________________________________

Reference Company Name No. 3:

Is reference for the Bidder or Subcontractor:

If Subcontractor, then identify the name of the Subcontractor:

Contact’s name: _____________________________ Title: ______________________________ Address: ______________________________________________________________________ Phone Number: ______________________ Email: _____________________________________

2.5.2

The Bidder, or its approved subcontractor(s), shall submit and maintain the following licenses, certifications, and authorizations:

1. State of Florida Electrical Contractor License (EC) or Certified Electrical Contractor license issued by the Florida Department of Business and Professional Regulation (DBPR).

2. Electric Vehicle Infrastructure Training Program (EVITP) certification for technicians performing installation and maintenance work.

Bidder shall submit Proof of current License and EVITP certification.

License Number: ____________________________ Expiration Date: ____________________________

2.5.3

Bidder shall assign a competent representative who is cognizant of industry standards and is authorized to discuss matters pertaining to the resultant Contract and provide the County with support and information.

The Bidder’s representative shall be able to communicate with the County and shall have full authority to act on behalf of the Bidder on all matters related to the resultant Contract. Bidders are required to provide their authorized representative’s name, phone number, and e-mail address. All resources shall be available twenty-four (24) hours a day to provide immediate support and expedite services.

Name of Bidder’s Authorized Representative: ____________________________________________ Title of Bidder’s Authorized Representative: _____________________________________________ Phone Number: _________________________________________ E-mail address: __________________________________________

2.5.4 Bidders are to provide the Markup for Additional Parts ___________% https://db.evitp.org/

4.2. PRICE SUBMITTAL

Bidder shall provide pricing in INFORMS for the work as indicated under Section 3, Scope of Work/Technical Specifications, in accordance with all applicable terms and conditions of this Solicitation. Estimated quantities provided in INFORMS are for the 5-year term of the contract and are provided for guidance only. Refer to Section 1, Paragraph 1.9, Quantities.

Line- Item

Estimated Quantity

Unit of Measure Description Unit Price

Service (5-year term)

Unit Price to be provided in INFORMS

1 375 Ea. Preventive Maintenance (Semi-Annual - once per year for each charger)

2 375 Ea. Preventive Maintenance (Annual Major - once per year for each charger)

3 75 Ea. Quadrennial Major Maintenance (Dead Test) (once during contract term for each charger)

4 60 Month Monthly Rate for 24/7 Remote Monitoring Service (all 75 chargers)

5 100 Hour Hourly Rate for Additional Repairs

Parts (5-year term)

6 17 Ea. Control Board

7 17 Ea. Charging Cable

8 17 Ea. Power Module

9 17 Ea. Fan (Centrifuge L317-1)

10 17 Ea. Fan (Inductance L120)

11 NA Percent Markup for Additional Parts

Notes:

1. For repairs to pre-existing conditions identified pursuant to Section 2.9, and for any other repairs not included as part of the required preventive maintenance services, the County will determine the applicable price using the hourly rate provided for “Hourly Rate for Additional Repairs”, together with the actual cost of any required parts plus the percentage markup provided under “Markup for Additional Parts”. All such repairs require prior County approval before work is performed. The Awarded Bidder shall provide supporting documentation evidencing its actual cost for all parts subject to the percentage markup.

2. The percentage markup provided for “Markup for Additional Parts” will not be included in the calculation used to determine the lowest priced Bidder for award. However, the County reserves the right to review the percentage markup submitted and request that the Bidder reduce the proposed markup to be in line with market rate, if applicable, prior to award. See section 2.5.4.