Northern Illinois Pre-Bid Q-A_021126~1.pdf
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- Attached to
- Northern Illinois Community Charging Program IFB
- Solicitation number
- 26-560IFA-IFA56-B-50776
- Issued by
- Cook County, Illinois
About this file
This is a Pre-Bid Q&A document for the Northern Illinois electric vehicle charging station procurement conducted by the Illinois Finance Authority (IFA) on behalf of multiple site hosts including municipalities, park districts, nonprofits, and universities. The project involves the installation of Level 2 and Level 3 (DC fast charging) equipment across 36 locations throughout Northern Illinois. One primary vendor will be selected to procure, install, and manage the charging infrastructure and associated software for all sites, with the flexibility to utilize subcontractors. Level 2 chargers must be installed within one year and Level 3 chargers within 18 months from contract award. The project is fully funded through a Federal Highway Administration (FHWA) grant, with site hosts required to provide a 20% cost-share match. The vendor must demonstrate the capability to procure equipment from multiple manufacturers and cannot be restricted to a single EVSE brand or platform, though all equipment must be Buy American compliant. Site hosts will own and operate the chargers post-installation and retain all charging revenue, while the vendor may charge fees for credit card transactions. The contract includes a five-year operating period during which operations and maintenance are covered.
Pricing for this IFB is cost-based, with the IFA reimbursing vendors 100% of allowable costs on a monthly basis for all installation, permitting, site design, and related expenses. The IFA will pay 80% of upfront costs with site hosts paying the remaining 20% after chargers are installed. Vendors cannot retain any charging revenue. A 4% Business Enterprise Program (BEP) goal applies with no veteran business participation goal required. Fifteen of the thirty-six sites are located in Equity Investment Eligible Communities, qualifying for enhanced ComEd rebate incentives. Site hosts are encouraged to apply for additional rebates from ComEd and other incentive programs to offset their cost-share obligations, provided that the 20% match itself does not come from federal funding sources. Preliminary engineering has not been conducted at sites, though the amended bid documents include site-specific details and photographs for Level 3 locations. Vendors must comply with all Illinois State tax laws regarding sales tax collection. The updated Bid Amendment and exhibits, including site location information and prevailing wage data, have been provided to support labor estimate development without requiring pre-bid site visits.
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Northern Illinois Pre-Bid Q&A
1. Question: Is the site host going to manage the software going forward?
Answer: Yes, they will work with the Vendor moving forward and should plan on having access to it.
2. Question: I know you mentioned that the owner will own the equipment, what about the subscription? Does it matter who owns that? If a subscriber wants to put their subscription on that equipment, would they still be able to own that or would the owner own that as well?
Answer: The site hosts own the charger upon installation, and that includes the software for five years.
3. Question: Will the site hosts manage the site, credit cards, and software?
Answer: Yes, with the Vendor’s help. Vendors cannot take any charging revenue but are allowed to charge a fee for credit card transactions. Through the site host agreement, payment terms are worked out between the site host and Vendor. Essentially, once the chargers are installed, the site hosts own the chargers and should be treated like anyone else the charging company works with when it comes to owning and operating the chargers. Please note that this Agreement includes a five-year operating period during which operations and maintenance are covered.
4. Question: Have the Vendors been selected or is it up to the customer who the Vendor is, so long as they meet the standard required for manufacturers?
Answer: The Illinois Finance Authority is the main customer in that we were awarded the grant from the FHWA and are procuring the Vendor and paying the upfront costs of the equipment, construction, etc. However, we are doing this all on behalf of the site hosts listed in Exhibit D.1. The chosen Vendor will be responsible for acquiring the hardware and software. The Vendor must demonstrate the ability to procure and install EVSE hardware and software from multiple manufacturers and shall not be reliant on or restricted to a single EVSE brand or platform.
5. Question: With the funding being through IFA, are any other incentives stackable since the 20% is out of pocket?
Answer: Yes, there are rebates and our partners, with support from the Vendor, are expected to apply for those rebates to offset the 20% cost share. The only caveat is that the 20% cost share match can’t come from other federally funded incentives. ComEd rebates or other incentives they can and should be applying for.
6. Question: Is this something that the IFA already has worked out with ComEd, or is this like you apply and if they have funding, they have funding?
Answer: We’ve been in touch with ComEd, but as you know, bringing new projects online is challenging. They have money available, but it’s first come first serve, so we’re anxious to get this IFB executed so that we can start to do everything that’s needed to start applying for these rebates. But we have a good working relationship with ComEd, they’re aware of our program and all our Partners.
7. Question: Regarding site locations or property, will those acquisitions be handled by
IFA?
Answer: All the property is owned by the Site Host; they maintain control of the chargers once they’re installed. IFA does not own or operate the chargers, or receive charging revenue, that goes to the Site Host. Site Hosts are municipalities, park districts, nonprofits, universities.
8. Question: For the different variety of chargers that the Vendor must use, is there a list of the OEM that they must source from?
Answer: No, but they must be BABA compliant, which limits the list. We just don’t want to only have chargers from one company. The intent is not to require the use of multiple EVSE brands, but to ensure the Vendor has the flexibility and capability to procure equipment from multiple manufacturers if needed, rather than being limited to a single brand.
9. Question: When you said the site host retains revenue and all that, so the site host agreement is going to strictly be for software licensing, operations, and maintenance for five years.
Answer: Yes, and if you need it for reference, the site host agreement was also included in the IFB as Exhibit D.
10. Question: Will we get a copy of these presentation slides after the meeting?
Answer: Yes, please see slides in the bid amendment.
11. Question: How can we get in contact with the owners and decision makers of the given locations that are listed in Excel?
Answer: You will not get access to the site information unless you are the chosen Vendor. IFA is doing this work on behalf of the site hosts. If you are the Vendor selected, we will give you that information and establish that connection.
12. Question: You mentioned 35 locations in the slides, but Excel has 36 locations, so what’s the mismatch?
Answer: There must have been a typo, the information on Excel is correct.
13. Question: Will several Vendors be selected or is it one Vendor for all sites?
Answer: One Vendor will be awarded for all the sites that are listed. That primary Vendor may utilize subcontractors.
14. Question: Are all of these locations in Equity Investment Eligible Communities?
Answer: 15 sites are in Equity Investment Eligible Communities. You might be asking because ComEd has a higher rebate if they’re located in EIEC. The project partners have committed to 20% regardless of whether they’re getting any rebates and the IFA is handling upfront costs, so the payments will be happening irrespective of the rebates.
15. Question: You mentioned that we must procure different brands of chargers for different locations, so we have to procure different companies’ chargers?
Answer: The intent is to preserve flexibility in EVSE procurement and avoid reliance on a single manufacturer or charger type. While a project may ultimately deploy one EVSE brand, the Vendor must have the ability to procure and support equipment from multiple manufacturers. This flexibility helps mitigate market and Vendor risk over the life of the infrastructure and ensures the ability to meet varying partner and site-specific needs.
16. Question: Is this program funded fully by FHWA? Is there a deadline?
Answer: Yes, this is fully funded by FHWA. Through this IFB, level 2 chargers need to be installed within one year and level 3 chargers have 18 months. In terms of our grant agreement with FHWA, there are certain milestones that we must hit over the coming months and years.
17. Question: For the different brands of chargers is it that L2 and L3 should be different, or is it that over the 36 locations there need to be groupings of brands?
Answer: This requirement is intended to confirm procurement flexibility, not to mandate the use of multiple EVSE brands. Vendors must be able to procure chargers from multiple manufacturers, even if a single brand is ultimately selected by all site hosts.
18. Question: Is the Vendor selection criteria qualifications based?
Answer: IFBs are cost-based but you must be able to meet all the criteria outlined in Section 1.4 of the IFB.
19. Question: What are the expectations for labor estimates without having made site visits before the IFB is closed?
Answer: Please refer to the updated Bid Amendment for additional information regarding the project sites. Exhibit D.1 has been amended to incorporate additional site-specific details, and photographs for each L3 (DCFC) site are included as an additional amendment.
We recognize this is a unique way to have to do this, that’s why we gave you addresses, longitude, latitude, and the ability to look up prevailing wage for the construction period and take all of that into account. We’re managing it among site hosts, and it wouldn’t make sense to conduct site visits for all these locations first.
20. Question: What BEP number is required for this program?
Answer: The BEP goal is 4% and there is no veteran (VBP) goal.
21. Question: Do you have the NIGP code that has to be used and verified by different Vendors?
Answer: The agency has posted the code. The NIGP codes are as follows:
NIGP CLASS CODE NIGP CLASS ITEM CODE NIGP CLASS & ITEM CODE
DESCRIPTION
60 09 Batteries and charging stations for electric automobiles. Charging stations for electric vehicles (50%)
906 66 Planning site, installation and project.
Installations services
910 17 Energy computerized control systems.
Repair and maintenance (15%)
82 Wiring and other electrical repair and maintenance.
913 89 Maintenance and repair, utility and underground projects.
914 38 Electrical
939 38 Energy systems.
940 54 Power supply installation, electric
968 48 Inspection services, electrical instrumentation and control
280 95 Wire and cable (noc) Installation materials (10%)
285 86 Transformer equipment, power distribution
838 83 Telecommunication, internet protocol, monitoring, IDS. Network software for monitoring data.
920 37 Networking services, installation, security and maintenance. Network software for
22. Question: Are we submitting our own or following their schedule for delivery?
Answer: Part of the project management that needs to be done between the Vendor and IFA is project timelines. We recognize that timelines vary depending on the partner; if it’s Level 2 vs Level 3, if there are different power requirements. Robust tracking, reporting, and consistent check-ins are required to stay on top of this. Section 1.3 of the IFB provides the milestones and deliverables that comprise this project.
23. Question: For future bids, how does a potential site host get chosen for this program.
Answer: IFA applied for the federal grant in 2023 with the project partners and sites already chosen. At this point we cannot alter that list and add sites/partners that were not in that initial application.
24. Question: Has there been any preliminary engineering done at the host sites yet? There’s a big cost difference between using power from an existing panel versus getting a new service from a utility.
Answer: There has not been preliminary engineering work done at any sites. All L2 sites should have enough power. This was a requirement when Site Hosts submitted sites for our original application. L3 sites could require additional power. Once a Vendor is chosen and site visits have begun, the budget can be updated with a contract amendment if needed. Please refer to the updated Bid Amendment for additional information regarding the project sites. Exhibit D.1 has been amended to incorporate additional site-specific details, and photographs for each L3 (DCFC) site are included as an additional amendment.
25. Question: Will the upfront money cover application fees? On larger DC fast charging there’s a significant fee to apply.
Answer: Yes, that’s an allowable cost. There is a list of allowable costs in Exhibit E:
Invoicing and Payment Terms. Anything that’s related to installation, permitting, site design are allowable costs.
26. Question: For the upfront costs, does the Vendor have to procure everything and get reimbursed or do they submit a request and then receive funds to purchase?
Answer: Vendors will be reimbursed 100% for their allowable costs on a monthly basis;
we expect to receive an invoice from the Vendor. When discussing upfront costs, IFA pays 80% upfront and the partner pays the remaining 20% to IFA after chargers are installed. Your costs will be reimbursed by the IFA every month.
27. Question: Does the software have to be capable of collecting sales tax? Is a sales or use tax required by the state on top of the $.25/kWh that may be charged that there’s a remittance to the state of Illinois?
Answer: Vendors must comply with all Illinois State tax laws and it is up to the Vendor for how compliance occurs.
28. Question: What are the NIGP codes?
Answer: The NIGP codes are as follows:
NIGP CLASS CODE NIGP CLASS ITEM CODE NIGP CLASS & ITEM CODE
DESCRIPTION
60 09 Batteries and charging stations for electric automobiles. Charging stations for electric vehicles (50%)
906 66 Planning site, installation and project.
Installations services
910 17 Energy computerized control systems.
Repair and maintenance (15%)
82 Wiring and other electrical repair and maintenance.
913 89 Maintenance and repair, utility and underground projects.
914 38 Electrical
939 38 Energy systems.
940 54 Power supply installation, electric
968 48 Inspection services, electrical instrumentation and control
280 95 Wire and cable (noc) Installation materials (10%)
285 86 Transformer equipment, power distribution
838 83 Telecommunication, internet protocol, monitoring, IDS. Network software for
920 37 Networking services, installation, security and maintenance. Network software for
29. Question: Will the State consider extending the due date?
Answer: The State will not extend the due date.
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