KYTC_RFP 4_Attachment 02_Scope of Work_v10_20260428.pdf

Attachment 2 – Scope of Work

The Scope of Work identifies the tasks, schedule, and deliverables required of each Developer upon site selection.

1 Task 1 – Preliminary Engineering During Task 1, the Developer shall complete these tasks and furnish these deliverables.

Due Date Task 1 activities and deliverables shall be completed within 180 days after the Project Agreement has been signed and executed. All Task 1 deliverables shall be provided to the Kentucky Transportation Cabinet (KYTC) and approved before beginning work on Task 2.

Task Review and Approval

KYTC will review the documentation to confirm that activities and deliverables are complete and align with the requirements of the agreement. If required, and at KYTC’s request, the Developer shall remedy or amend the deliverables or provide additional documentation or deliverables to demonstrate compliance with the program requirements. After confirmation of successful completion of Task 1, KYTC will issue a Notice to Proceed to Task 2.

Task Number Task Name Task Description Deliverable

1.1 Kickoff Meeting

Developer shall attend an initial project kickoff meeting hosted by KYTC after execution of the agreement and before starting preliminary engineering.

A. N/A

1.2 Project

Schedule

Developer shall provide a comprehensive project schedule that addresses each task number in this document and includes all phases of the project, including but not limited to, key milestones and required reviews. The schedule shall include time frames and dates to meet all task numbers and requirements of the agreement, including reporting deadlines. After review and approval by KYTC, the project schedule will establish due dates for all other tasks. The project schedule can only be modified with approval from KYTC. Developer shall complete Tasks 1–3 within 24 months of executing the agreement.

A. Project schedule

1.3 Equipment

Manuals

Developer shall provide charging equipment operating and installation manuals.

A. Equipment operating manuals

B. Installation manuals

1.4 Draft Site

Plan

Developer shall develop and provide a draft site plan (60% plans) that reflects the Developer’s response to the request for proposal (RFP) and is consistent with the final site host agreement.

The site plan and construction drawings must identify the following:

• Accommodations for different vehicle sizes and models

• EVSE location at the charging site

• Accessibility features of the charging site.

• Existing and proposed future elevations and grades within the ADA charging space, access aisle, and pathways

• Physical security features, including lighting and physical protection of the EVSE infrastructure

• FEMA Floodzone information (if applicable)

• Preliminary drainage concepts

• Location of underground storage tanks (as applicable)

• Location of property lines and easements

Land surveys must be conducted by a Kentucky Professional Land Surveyor.

A. Draft site plan

1.5 Test Plan

Developer shall develop and provide a test plan that details the test procedures and equipment to be used to perform the testing required in Task

3. The test plan shall include the actions that will be taken to test the electric vehicle supply equipment (EVSE) prior to full operations to confirm adherence to the agreement. The test plan shall include the template the Developer will use to report test results to KYTC. At a minimum, this shall include the test date, name of the person performing the test, and test results. The test plan shall include, but is not limited to, the following items:

• Verify that third-party application programming interface (API) works and has the required information

• Verify charge sessions can be canceled by the EV user via the charger screen interface

• Verify that all payment functions are operational (Phone/SMS, app, RFID, credit, debit, etc.)

• Verify remote charger monitor functions work (via Open Charge Point Protocol (OCPP) and Open Charge Point Interface (OCPI))

• Verify that all DCFC ports can output 150 kW simultaneously for a minimum of 15 minutes without tripping any breakers or switchgear

• Verify that all Level 2 ports can output 6kW (if installed)

• Verify each charger can successfully begin and complete a new charging session while the communications network is disabled

• Verify or certify operation of emergency stop (E-Stop).

• Verify functionality of all CCS, NACS, and J1772 (if installed) connectors

• Provide documentation proving the charging stations work per the requirements of the agreement

A. Test plan

1.6 Progress Report

and Invoice

Developers shall submit a 1-page progress report and invoice (formats to be provided by KYTC) every 6 months until construction is complete. The invoice amount shall be $500.

A. Progress report B. Progress report invoice

2 Task 2 – Final Design and Permitting During Task 2, the Developer shall complete these tasks and furnish these deliverables.

Due Date Task 2 activities and deliverables shall be completed within 12 months of executing the Project Agreement. All Task 2 deliverables shall be provided to KYTC and approved before beginning work on Task 3.

Task Review and Approval

KYTC will review the documentation to confirm that activities and deliverables are complete and align with the requirements of the agreement. If required, and at KYTC’s request, the Developer shall remedy or amend the deliverables or provide additional documentation or deliverables to demonstrate compliance with the program requirements.

After confirmation of successful completion of Task 2, KYTC will issue a Notice to Proceed to Task 3.

Task Number Task Name Task Description Deliverable

2.1 Utility

Coordination

Developer shall work with the local utility to finalize any required utility work to provide electrical service to the project. Developer shall provide the final utility work plans and a signed agreement with the utility to provide the required utility work, which must comply with federal requirements, including, but not limited to, the National Environmental Policy Act (NEPA) and the Build America, Buy America (BABA) Act. The final plans for utility work shall include the make-ready work required to provide electrical service to the project. The following items must be contained in the deliverables to complete this task:

• Confirmation that equipment installed by the utility will comply with BABA requirements

• Sufficient detail to confirm the capacity of the utility connection in kVA or kW

A. Final utility work plans

B. Signed agreement with utility

2.2 Final Site Plan and Construction Drawings

Developer shall complete final design of the project site after NEPA approval has been provided and shall provide the final site plan and construction drawings. The site plan and construction drawings must identify the following:

• Accommodations for different vehicle sizes and models

• EVSE location at the charging site

• Required utility infrastructure

• Site upgrades to meet all project requirements, including grading, curbing, paving, and all other civil site work

• Accessibility features of the charging site.

• Existing and proposed future elevations and grades within the ADA charging space, access aisle, and pathways

• Physical security features, including lighting and physical protection of the EVSE infrastructure

• Signage and striping descriptions and locations

• Removal of buffer vegetation and/or trees

• Any additional amenities proposed, such as restrooms or access to food

• FEMA Floodzone information (if applicable)

• Final drainage plans

• Location of underground storage tanks (as applicable) Developer shall assess whether the final site plan and construction drawings indicate a need for NEPA re-evaluation. If so, the Developer shall provide the revised final site plan and construction drawings and all necessary documents to KYTC for review. Final site plans must be stamped by a licensed Kentucky Professional Engineer.

A. Final site plan and construction drawings

B. Additional documents as requested by KYTC, if applicable

2.3 Permitting

Developer shall attain the required federal, state, and local permits in alignment with the dates specified in the project schedule. If the project site is located in a floodplain, Developer shall obtain all required and related permits. Developer shall provide copies of all approved permits.

A. Copies of all approved permits

2.4 Progress Report and Invoice

Developers shall submit a 1-page progress report and invoice (formats to be provided by KYTC) every 6 months until construction is complete.

The invoice amount shall be $500.

A. Progress report B. Progress report invoice

3 Task 3 – Construction and Commissioning During Task 3, the Developer shall complete these tasks and furnish these deliverables.

Due Date Task 3 activities and deliverables shall be completed within 24 months of executing the Project Agreement. All Task 3 deliverables shall be provided to KYTC and approved before Task 4 can begin.

Task Review and Approval

KYTC will review the documentation to confirm that activities and deliverables are complete and align with the requirements of the agreement. If required, and at KYTC’s request, the Developer shall remedy or amend the deliverables or provide additional documentation or deliverables to demonstrate compliance with the program requirements. After confirmation of successful completion of Task 3, KYTC will issue a Notice to Proceed to Task 4.

Task Number Task Name Task Description Deliverable

3.1 Project Site

Upgrades

Developer shall finish all necessary project site upgrades to comply with all requirements of the agreement. Upon completion of the project site, the Developer shall notify KYTC and schedule a site inspection, as detailed in Task 3.4.

Developer shall provide KYTC with as-built plans prior to site inspection and a signed letter certifying the project site, including equipment and utility work, is in full compliance with the agreement.

A. Documentation proving all work on the project site has been completed, including but not limited to, proof of inspections required by permits

B. Copies of approved permits for operations/ occupancy

C. Signed certification of project site compliance

D. Any additional documentation required by the agreement

3.2 Installation of

EVSE

Infrastructure

Developer shall obtain and install the EVSE infrastructure, as specified in the Developer’s final site plan and construction drawings. The EVSE infrastructure shall meet the requirements of this agreement. Developer shall notify KYTC upon final installation of the EVSE infrastructure.

A. N/A

3.3

EVSE

Infrastructure Testing

Developer shall conduct all testing included in the test plan, per Task 1.6.

Developer shall notify KYTC of the testing date 30 days ahead of planned testing so that KYTC can attend, if desired.

A. Notification of testing date

B. Completed test plan submitted in Task 1.6 confirming all tests have been passed

3.4 Site Inspection

Developer and KYTC shall schedule and conduct a site inspection. During the inspection, the Developer shall confirm that each individual item from Attachment 1, Technical Requirements, has been met, along with any additional items detailed in the Developer’s proposal or final site plan and any items specifically detailed by the EVSE manufacturer in the installation instructions. Developer shall document the site inspection in a form detailing the inspection results and shall submit a completed site inspection form with a signature confirming accuracy to KYTC.

A. Signed and completed site inspection form

3.5 Customer Service

Systems

Developer shall furnish customer service systems per Attachment 1, Technical Requirements, Section 5.2.

A. Proof of publicly accessible customer service systems

3.6

Annual Cybersecurity Report and Annual Third- Party Security Assessment

Developer shall develop a cybersecurity plan and provide proof of third-party cybersecurity audits, per Attachment 1, Technical Requirements, Sections 3.1 and 3.2, and the project agreement.

Developer shall also complete an initial annual cybersecurity report, per Attachment 1, Technical Requirements, Section 3.2, and the project agreement.

A. Completed annual cybersecurity report

3.7 Construction Reimbursement Claims

Developer shall send reimbursement claims to KYTC for all eligible reimbursements per the agreement and in the format determined by KYTC.

Developer shall provide all requested supporting documentation, including invoices and proof of payment for costs already paid, actual costs incurred, BABA certifications, proof of compliance with the Davis-Bacon Act, completed wage rate reports, and copies of certified transcripts of labor payroll. Developer shall submit the reimbursement claim within 60 days of KYTC review and approval of all tasks and deliverables for the respective task.

A. Reimbursement claim form

B. Proof of payments for actual costs incurred

C. BABA certifications D. Qualified workforce training and technician documentation (EVITP or IEC Certification and proof of registration in apprenticeship program, if required)

E. Copies of certified transcript of labor payroll

F. Any additional documentation requested and deemed necessary by KYTC

3.8 Progress Report

and Invoice

Developers shall submit a 1-page progress report and invoice (formats to be provided by KYTC) every 6 months until construction is complete. The invoice amount shall be $500.

A. Progress report B. Progress report invoice

4 Task 4 – Operations and Maintenance During Task 4, the Developer shall complete these tasks and furnish these deliverables.

Due Date All operations and maintenance (O&M) work, corresponding activities, and deliverables must be completed and provided to KYTC by the end of each year of O&M, per the project schedule.

Task Review and Approval

KYTC will review the documentation to confirm that activities and deliverables are complete and align with the requirements of the agreement. If required, and at KYTC’s request, the Developer shall remedy or amend the deliverables or provide additional documentation or deliverables to demonstrate compliance with the program requirements.

Task Number Task Name Task Description Deliverable

4.1 Annual Data

Reporting

Developer shall submit the annual reports per 23 CFR 680.112 in a format and method to be determined by KYTC and compatible with EV- ChART by February 1st of each year following the Notice to Proceed to Task 4.

A. Annual reporting data

4.2 Quarterly Data

Reporting

Developer shall submit the quarterly data reports per 23 CFR 680.112, including reporting uptime per the equation given in 23 CFR 680.116(b)(3) during all 5 years of O&M.

Additionally, the Developer shall provide the date and time stamp of any service outage, reason for the outage, duration, and whether the outage is excluded as required by 23 CFR 680 112(a)(5). Developer shall submit these reports in a format and method to be determined by KYTC and compatible with EV- ChART by April 15th, July 15th, October 15th, and January 15th of each year following the Notice to Proceed to Task 4, O&M.

A. Quarterly data reports

4.3 One-Time Data

Report

Developer shall provide a one-time data submittal per 23 CFR 680.112 in a format and method to be determined by KYTC and compatible with Ev-ChART by February 1st of the first year following the Notice to Proceed to Task 4, O&M.

A. One-time data report

4.4 Customer Service

Mechanism

Developer shall provide a publicly accessible customer service mechanism, per Attachment 1 Technical Requirements.

A. Publicly accessible customer service mechanisms

4.5 Application Programming Interface (API)

Developer shall provide the API per 23 CFR 680.116(c) immediately following the Notice to Proceed to Task 4, O&M. FHWA provides additional guidance and details.

A. Publicly accessible

API

https://www.ecfr.gov/current/title-23/chapter-I/subchapter-G/part-680/section-680.112 https://www.ecfr.gov/current/title-23/chapter-I/subchapter-G/part-680/section-680.112 https://www.ecfr.gov/current/title-23/chapter-I/subchapter-G/part-680/section-680.112 https://www.ecfr.gov/current/title-23/chapter-I/subchapter-G/part-680/section-680.112 https://www.ecfr.gov/current/title-23/chapter-I/subchapter-G/part-680/section-680.112 https://www.ecfr.gov/current/title-23/chapter-I/subchapter-G/part-680/section-680.116 https://www.ecfr.gov/current/title-23/chapter-I/subchapter-G/part-680/section-680.116 https://driveelectric.gov/files/api-standardized-protocol.pdf

4.6 Uptime

Requirements

Developer shall meet the uptime requirements per 23 CFR 680 and the agreement.

Reimbursements during O&M may be reduced for failure to meet the 97 percent uptime requirement.

A. N/A

4.7 Operations and

Maintenance

Starting with the Notice to Proceed to Task 4, the Developer shall operate and maintain the project for 5 years in accordance with the terms of the agreement.

A. N/A

4.8

Annual Cybersecurity Report and Annual Third- Party Security Assessment

Developer shall develop the cybersecurity plan and provide proof of third-party cybersecurity audits, per Attachment 1, Technical Requirements, Section 3.1, Section 3.2, and the project agreement. Developer shall also complete the initial annual cybersecurity report, per Attachment 1, Technical Requirements, Section 3.2, and the project agreement. The annual reports and audits shall be submitted in a format and method determined by KYTC by February 1st of each year following the Notice to Proceed to Task 4, O&M.

A. Completed annual cybersecurity report

4.9 Cybersecurity

Event Notification

Developer shall inform KYTC of any cybersecurity event per Attachment 1, Technical Requirements, Section 3.4.

B. Cybersecurity event notification(s)

4.10 Annual Updated

Letter of Credit

Developer shall provide an updated letter of credit in the amount required by the Project Agreement (60 percent of the maximum total project reimbursement). Following each successful year of O&M, the Developer may reduce the letter of credit amount by 20 percent of the original amount, upon written notification from KYTC confirming successful O&M performance for the prior year. KYTC retains sole discretion to determine whether the Developer has met all O&M obligations necessary for reduction.

A. Updated letter of credit

4.11 EVSE Equipment

Management Plan

Pursuant to 2 CFR 200.313, Developer shall provide an equipment management plan and annual reports on the condition of the EVSE until the earlier of (1) the date that is five years from commencement of use of the EVSE, or (2) the date on which the value of the EVSE falls below $10,000.

A. EVSE Equipment Conditions Report

4.12 Annual O&M Reimbursement Claims

Developer shall send reimbursement claims to KYTC for all eligible reimbursements per the agreement and in the format determined by KYTC. Developer shall provide all requested supporting documentation, including but not limited to, invoices and proof of payment for reimbursement of costs already paid, actual costs incurred, BABA certifications, annual income, and copies of certified transcripts of labor payroll. Developer shall submit the reimbursement claim within 60 days of KYTC review and approval of all tasks and deliverables for the respective task.

A. Reimbursement claim form

B. Proof of payments for actual costs incurred

C. BABA certifications D. Copies of certified transcript of labor payroll

E. Qualified workforce training and technician documentation (EVITP or IEC Certification and proof of registration in apprenticeship program, if required)

F. Any additional documentation requested and deemed necessary by KYTC

5 Task 5 – Project Closeout

Due Date Developer shall submit all final deliverables and invoices no later than 90 days from the date of Final Completion.

Task Review and Approval

Final Completion of the Project will be achieved when the Developer has completed all obligations of the Project Agreement, including five complete years of operations and maintenance of the Charging Station.

Project Closeout can commence upon notification of Final Completion.

KYTC will review the documentation to confirm the activities and deliverables are complete and align with the requirements of the Project Agreement. If required, and at KYTC’s request, the Developer shall remedy or amend the deliverables.

Deliverables Developer shall submit a signed letter stating the amount of profit earned and all remaining performance, financial, and other reports to KYTC that are required by the agreement.

Attachment 2 – Scope of Work