RFP MAPC Non-Grid Tied EV Carshare FINAL 10.27.2025 CORRECTED.pdf

Metropolitan Area Planning Council

Non-Grid Tied Electric Vehicle

(EV) Carshare Services

Non-Grid Tied Electric Vehicle Charging and

Electric Vehicle Carshare Services

Open to Statewide Contract VEH-122 Vendors Categories 1, 4

Request for Proposals

RFP# BD-26-1217-MAP02-MAP02-121989

Solicited by Metropolitan Area Planning Council, in partnership with the Housing Authorities of Boston, Chelsea, and Somerville and the following municipalities: Framingham, Natick, and Quincy

Proposal Due Date: Monday, November 24, at 5:00pm EST

Metropolitan Area Planning Council ● 60 Temple Place, 6th Floor, Boston, MA 02111 ● www.mapc.org ● Main Phone ● 617.933.0700 ● Main Fax 617.482.7185 http://www.mapc.org/

Request for Proposals Proposal Due Date: November 24, 2025, 5:00pm EST

2025 Non-Grid Tied EV Carshare Services

Table of Contents

1. Legal Notice

2 General Information

2.1 General Information and RFP Timeline

2.2 Bidders Conference

2.3 General Submission Requirements

3 Introduction

3.1 Metropolitan Area Planning Council

3.2 Program Partners

3.3 Program Funding

3.4 Request for Proposals

3.4.1 Overview

3.4.3. Joint Venture Team Formation and Procurement

3.5 Contract Term

3.6 Bonds

4 Definitions

5 Program Overview

5.1 Description and Goals

5.2 Pilot Program Lead and Partners

5.3 Pilot Program Funding

5.4 Pilot Program Requirements

6 Required Bid Response and Project Approach

6.1 Timeline for Project Implementation

6.2 Project Administration

6.3 Site Selection

6.4 Reporting and Performance Review; Potential Redeployment

6.5 Technology Overview and Deployment

6.6 Participant Access and Payment

6.7 Outreach, Recruitment, Enrollment

6.8 User Training Program

6.9 Reservation System

6.10 Customer Service

6.11 Operations and Maintenance

6.12 Vehicle Management

6.13 ADA Compliance/Access

6.14 Safety, Security, and Vandalism Prevention Measures

6.15 Bidder Insurance Requirements

6.16 Carshare Membership Contract

6.17 Data Access & Sharing

6.18 Vehicle Tracking

6.19 Data Privacy & Data Security

6.20 Pilot Conclusion

7 Proposal Preparation

7.1 General Proposal Requirements

7.2 Proposal Preparation

Tab 1 - Introduction

Tab 2 – Minimum Quality Requirements

Tab 3 – Experience and Qualifications

Tab 4 – Scope of Services, Approach, and Equipment

Tab 5 – Technical Specifications and Warranties

Tab 6 - References

Tab 7 – Price Proposal

8 Evaluation Criteria

9 RFP Process

9.1 Applicable Laws

9.2 Decision to Use Request for Proposals

9.3 RFP Availability

9.4 Bidders Conference

9.5 Contract Term

9.6 False Representations

10 Proposal Submittal

10.1 Submittal

10.2 Questions & Addenda

10.3 Corrections, Modifications & Withdrawal of Proposals

10.4 Disclosing Who Submitted Proposals

10.5 Disclosure of Information

10.6 No Obligation to Proceed

11 Required Signature Forms

Appendix A – MAPC MassCEC Grant Application

Appendix B – MAPC Standard Contract

Appendix C – Draft Data Collection Plan Reporting Memorandum

Appendix D – Price Proposal Template

1. Legal Notice

The Metropolitan Area Planning Council (“MAPC”), pursuant to M.G.L. c. 801 CMR 21.00 et seq., is seeking proposals from qualified respondents under Massachusetts Statewide Contract VEH-122 -

Advanced Vehicle Technology Equipment, Supplies, and Services Cats. 1, 4 to deliver non-grid tied

Electric Vehicle (EV) charging and EV carsharing services at municipal parking lots in Framingham, Natick, and Quincy, and at Housing Authority sites in Boston, Chelsea, and Somerville (Program

Partners). MAPC will be the awarding authority on behalf of the six (6) Program Partners. Proposals will be evaluated against quality requirements and evaluation criteria set out in the RFP and by considering the prices offered. Those respondents identified as submitting the highest scoring bid/s will be awarded contracts.

The Request for Proposals (“RFP”) may be obtained from MAPC, by contacting Alison Felix, by email at afelix@mapc.org. Proposals are due by Monday, November 24 at 5:00pm EST. Do not email any proposal document to any alternate MAPC email address. Any emailed proposal documents not submitted to the appropriate email address will be discarded prior to opening. Late proposals will not be accepted.

The term of any contract resulting from this RFP will be from the date of execution through December

31, 2027. MAPC reserves the right to cancel all or part of this solicitation and to reject in whole or part any and all proposals.

Submission of a Proposal shall be deemed acknowledgement that the Respondent is familiar with the Massachusetts Public Records Law, M.G.L. c. 66 § 10 and is bound thereby. Disclosure of any information provided by a Respondent in connection with this RFP shall be in strict accordance with the laws and regulations regarding such disclosure pursuant to M.G.L. c. 66 § 10. To review copies of proposals after contracts have been awarded, submit a written request in compliance with the

Massachusetts Public Record Law to the RFP contact person identified in Section 2.1 of the RFP, General Information.

MAPC Posted: Monday, October 27, 2025

Goods & Services Bulletin Published: Monday, October 27, 2025

2 General Information

2.1 General Information and RFP Timeline

This is a Request for Proposals (RFP) issued by the Metropolitan Area Planning Council (MAPC) to select qualified vendor teams led by a VEH-122 vendor listed under Cats. 1, 4 to provide non-grid tied electric vehicle (EV) charging and EV carshare services to the Program Partners for this pilot program.

Proposal Due Date: Monday, November 24, 2025 at 5:00pm EST.

Proposal Subject: Non-grid tied electric vehicle charging and electric vehicle carshare services

RFP Number: BD-26-1217-MAP02-MAP02-121989

RFP Availability: The RFP may be obtained by contacting Alison Felix by email at afelix@mapc.org on or after October 27, 2025 at 2:00 PM EDT.

Bidders Conference: An optional Bidders Conference will be held Thursday, November 6, 2025 at 1:00 PM EST via Zoom Call. Please see below for details.

Return RFPs to: Alison Felix at afelix@mapc.org

Contract Info: MAPC is issuing this procurement on behalf of the City of

Framingham, Town of Natick, and City of Quincy, and at Housing

Authority sites in Boston, Chelsea, and Somerville (Program

Partners). Except as provided elsewhere in this RFP, there will be no change in the terms and conditions, proposal prices, or products/services during the contract periods.

Timeline:

1. Advertise in Goods & Services Bulletin October 27, 2025

2. Post Notice to MAPC October 27, 2025

3. Post Notice to CommBuys October 27, 2025

4. RFP Release 2:00 PM EDT, October 27, 2025

5. Bidders Conference 1:00 PM EST, November 6, 2025

6. Last day to submit Written Questions November 12, 2025, 11:59 PM EST

7. Responses to Written Questions Anticipated November 17, 2025

8. Proposal Due Date November 24, 2025, 5 PM EST mailto:afelix@mapc.org mailto:afelix@mapc.org

9. Potential Interviews* Early to Mid December 2025

10. Anticipated Notice of Awards Late December 2025

*MAPC and the Program Partners reserve the right to interview none, some or all of the qualified bidders.

2.2 Bidders Conference

There will be a Bidders Conference for interested, prospective Joint Venture Teams1 on Thursday, November 6 at 1:00 PM EST via Zoom Conference. The Zoom link information is shown below.

Topic: MAPC Non-Grid Tied Charging EV Carshare Bidders Conference

Time: Nov 6, 2025 01:00 PM Eastern Time (US and Canada)

Join Zoom Meeting https://us06web.zoom.us/j/85787489439

Meeting ID: 857 8748 9439

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2.3 General Submission Requirements

Competitive proposals for the goods and services specified will be received by MAPC electronically, via email until the time and date cited. Faxed submissions will not be accepted. Proposals must be submitted prior to the exact time and date indicated above. Late responses will not be considered.

At a minimum, Respondents1 must submit all materials requested in accordance with the exact specifications of this request for responses and in the order and format requested in order to be considered complete and responsive. Respondents whose responses are complete and meet general response requirements and Minimum Quality Requirements will have their proposals reviewed. Meeting general response requirements and Minimum Quality Requirements does not mean that a Respondent will be selected for the project.

Responses must include the scanned unaltered signed forms provided in this RFP.

Please read this entire document before responding or submitting questions.

For the purposes of this RFP, Joint Venture Team and Respondent are used interchangeably.

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3 Introduction

3.1 Metropolitan Area Planning Council

The Metropolitan Area Planning Council (“MAPC”) is the regional planning agency (RPA) for the greater Boston region. It is a governmental entity established by M.G.L. c. 40B § 24, et al, to provide a regional perspective on growth, development, and governance for the welfare of the region. It is qualified to act as a lead jurisdiction under M.G.L. c. 7 §22B.

3.2 Program Partners

The Program Partners include the Cities of Framingham and Quincy, the Town of Natick, and Housing

Authorities in Boston, Chelsea, and Somerville.

3.3 Program Funding

MassCEC (Massachusetts Clean Energy Center) awarded MAPC a $1,000,000 grant through the

ACT4All 2 (Accelerating Clean Transportation for All) program for this pilot program. From this funding, MAPC has budgeted $660,000 for non-grid tied charging and EV carshare equipment and services. This is a maximum obligation contract not to exceed $660,000 for all equipment and services.

While MassCEC is funding the majority of cost share for this program, The joint venture team is required to provide a level of cost-sharing participation which could be in the form of discounted rates for users of carsharing, in-kind contributions of staff time, marketing/outreach support, and/or technology and services. All selected bidders cumulatively will contribute not less than $150,000 of in-kind support during the term of contract.

Please refer to Appendix A, which contains the project narrative and other materials from MAPC’s successful grant application to MassCEC, the source of the project’s funding.

3.4 Request for Proposals

3.4.1 Overview

The Metropolitan Area Planning Council, on behalf of the Program Partners pursuant to 801 CMR

21.00 et seq., is seeking responses to procure joint venture team(s) led by a VEH-122 vendor listed under Cats. 1,4 to deliver non-grid tied charging and EV carsharing services at municipal parking lots in Framingham, Natick, and Quincy, and at Housing Authority sites in Boston, Chelsea, and

Somerville. Non-grid tied charging refers to charging stations that can be disconnected and transported between locations and may be used without the need to break ground or pursue permitting processes. Examples include, but are not limited to solar, portable battery, and charging-as-a-service. Along with supplying EV carshare vehicles and non-grid tied EVSE, the selected joint venture team(s) will also determine site selection and contribute to community outreach, education, and data collection efforts. This pilot program will enable municipalities, Housing Authorities, and state agencies to test temporary non-grid tied EV charging technologies to help shape long-term strategies for expanding Electric Vehicle Supply Equipment (EVSE), supporting EV carsharing, and encouraging broader EV adoption.

3.4.2. Preparation for the RFP

In the summer of 2025, MAPC conducted a Request for Information (RFI) to learn more about non-grid tied technologies and EV carsharing from experienced vendors. MAPC received six (6) responses from vendors which were all helpful in developing this RFP. The six (6) vendor responses to the RFI can be found here.

See Sections 5 and 6 for more details on the pilot program.

3.4.3. Joint Venture Team Formation and Procurement

MAPC is seeking to procure joint venture team(s) who will provide non-grid tied EV charging and EV carsharing services. Responses to this RFP must be submitted by a VEH-122 certified vendor listed under Cats.1, 4. If selected, the contract will be entered into with the VEH-122 vendor, who will serve as the Lead Respondent.

MAPC prefers that the joint venture team offer more than one type of non-grid-tied charging equipment/services in their proposal.

See Sections 7, 8, and 9 for more information on the Proposal Preparation, Evaluation Process, and

RFP Process.

3.5 Contract Term

The term of any contract(s) awarded under this solicitation will be from the date of execution through

December 31, 2027.

3.6 Bonds

No Bid Bond is required by this RFP.

https://mapc365.sharepoint.com/:f:/s/CleanEnergy/ErHqnn7EQetBjI57jXIWOsQB4mKbSk--Xo2RlE2uft3I-g?e=i4d3lW

4 Definitions

The following terms and definitions are used in this Request for Proposals (RFP).

Term Definition

EV Carshare/EV Carsharing Allows users hourly access to shared vehicles from a dedicated “home” location that must be returned to that same location at the end of the trip.

Charging as a Service (CaaS) A service model in which mobile charging units (e.g., vans or mobile chargers) are dispatched to where shared vehicles are staged. Charging may be requested on-demand or scheduled in advance. In addition, CaaS may also provide additional services such as platform services to manage payments, track usage, and oversee maintenance of the mobile charging units.

Low-income Median household income at or below 65% of the statewide median income for Massachusetts, according to federal census data.

Contract Any agreement or agreements resulting from this procurement.

Days Calendar days, unless otherwise specified.

Electric Vehicle (EV) A vehicle that runs on an electric motor powered by energy stored in rechargeable batteries, instead of relying on a conventional internal combustion engine.

Joint Venture Team A team of vendors/contractors that submit a proposal in response to this solicitation, where the Joint Venture provides both non-grid tied EV charging equipment/services and EV carshare services.

Lead Respondent The Vendor or contactor designated as the lead respondent in the RFP submission must be under contract with the

Massachusetts Statewide Contract VEH-122 for providing non-grid tied charging equipment/services within Cats, 1, 4.

Minimum Quality Requirements The baseline items needed to respond to this RFP, as described in Section 11 of this RFP.

Mobile Charging Any type of charging station technology that does not require grid-interconnection, or requires only minimal electrical upgrades for interconnection, and can be disconnected and transported between locations.

Non-Grid Tied Electric Vehicle Service and Equipment (EVSE)

Charging stations that can be disconnected and easily transported between locations and may be used without the need to break ground or pursue permitting processes.

Examples include, but are not limited to solar, portable battery, mobile charging, and charging-as-a-service.

Program Partners The Cities of Framingham and Quincy, the Town of Natick, and Housing Authorities in Boston, Chelsea, and Somerville.

Respondent/Bidder Any Vendor, Contractor, Vendor Team, or Joint Venture Team who submits a Proposal in response to this solicitation.

Successful Vendor(s) or Successful

Respondent(s)

The Respondent(s) selected having been determined as the highest scoring bidder(s).

5 Program Overview

5.1 Description and Goals

The Metropolitan Area Planning Council, on behalf of the Program Partners pursuant to 801 CMR

21.00 et seq., is seeking responses to procure joint venture team(s) to deliver non-grid tied charging and EV carsharing services at municipal parking lots in Framingham, Natick, and Quincy, and at

Housing Authority sites in Boston, Chelsea, and Somerville.

This pilot program aims to procure a joint venture team(s) that can deploy non-grid tied EV charging technologies paired with EV carsharing services. The EV carshare vehicles will be made available at a discounted rate to low income residents of Housing Authority sites and near municipal parking sites to rent. Carshare services are envisioned to be station based, with the vehicle returned to a specified site for recharging. Carshare usage is not meant to be used for commercial purposes (e.g., DoorDash, Amazon deliveries, ride-hail like Uber/Lyft).

Non-grid tied charging refers to charging stations that can be disconnected and transported between locations and may be used without the need to break ground or pursue permitting processes.

Examples include, but are not limited to solar, portable battery, or charging-as-a-service. Along with supplying EV carshare vehicles and non-grid tied EVSE, the selected joint venture team(s) will also determine site selection and contribute to community outreach, education, and data collection efforts.

Municipalities and Housing Authorities often encounter challenges when trying to install permanent

EV charging infrastructure. These challenges include utility delays, high installation costs, barriers to procurement, and uncertain utilization. This program, developed in collaboration with the three municipalities and three Housing Authorities, seeks to overcome these challenges through affordable, adaptable, and scalable charging solutions. Focusing on areas with high concentrations of underserved residents offers the best opportunity to demonstrate the program’s impact on improving mobility, affordability, access, and EV adoption. Ultimately, this pilot program seeks to create a replicable model for other municipalities and Housing Authorities to promote awareness of

EVs, evaluate site performance, and guide future investments for EV carsharing and EVSE.

This pilot program will enable municipalities, Housing Authorities, and state agencies to test temporary non-grid tied EV charging technologies to help shape long-term strategies for expanding

EVSE, supporting EV carsharing, and encouraging broader EV adoption. MAPC aims to:

• Evaluate whether combining non-grid-tied charging technologies with EV carsharing can increase access to EVs, reduce personal vehicle dependency, and lower greenhouse gas emissions while improving access to essential services (e.g., jobs, healthcare, food).

• Establish a scalable and replicable model for deploying EV charging infrastructure at municipal parking lots and Housing Authority sites.

• Help identify high-demand locations for permanent EVSE and address near-term infrastructure gaps in underserved areas.

The successful joint venture team(s) will be responsible for working with MAPC and MAPC’s Program

Partners to carry out the following activities:

• Prioritize the identified high-priority municipal and Housing Authority sites for deployment;

• Deploy EV carsharing and non-grid tied charging at selected sites and evaluate utilization;

• Conduct multilingual outreach and education in collaboration with MAPC, the municipalities and Housing Authorities, residents and community groups to promote the program;

• Utilize data to evaluate the program’s effectiveness and guide decisions regarding permanent EV infrastructure installations;

• Redeploy non-grid tied chargers and carshare vehicles to new locations for further testing (if needed); and

• Share learnings and the procurement vehicle with other municipalities and Housing

Authorities.

See Sections 6 for the Required Bid Response and Project Approach for this pilot program.

Both MAPC and MassCEC aim to address inequities in the clean transportation sector. The ACT4All program aims to explicitly increase access to clean transportation technologies and modalities and decrease health impacts and related burdens from the existing transportation system for overburdened and underserved communities in Massachusetts. This pilot program includes efforts to expand the use of EVs among low-income populations by providing affordable access to EV carshare.

5.2 Pilot Program Lead and Partners

The Metropolitan Area Planning Council (“MAPC”) is the regional planning agency (RPA) for the greater Boston region and will be the lead for this pilot program. The Program Partners include the

Cities of Framingham and Quincy, the Town of Natick, and Housing Authorities in Boston, Chelsea, and Somerville.

5.3 Pilot Program Funding

MassCEC (Massachusetts Clean Energy Center) awarded MAPC a $1,000,000 grant through the

ACT4All 2 (Accelerating Clean Transportation for All) program for this pilot program. From this funding, MAPC has budgeted $660,000 for non-grid tied charging and EV carshare equipment and services.

While MassCEC is funding the majority of cost share for this program, The joint venture team is required to provide a level of cost-sharing participation which could be in the form of discounted rates for users of carsharing, in-kind contributions of staff time, marketing/outreach support, and/or technology and services. All selected bidders cumulatively will contribute not less than $150,000 of in-kind support during the term of contract.

Please refer to Appendix A, which contains the project narrative and other materials from MAPC’s successful grant application to MassCEC, the source of the project’s funding.

5.4 Pilot Program Requirements

Per MassCEC’s Act4All program, all technologies included in proposed pilot programs must have achieved a Technology Readiness Level of 9 and a Commercial Readiness Level of at least 7.2 The projects and technologies must be designed, installed, and/or operated in a manner consistent with applicable federal, state, and local regulations and permitted, inspected, and approved by the applicable authorities having jurisdiction.

Per MassCEC’s Act4All program, the pilot program must include planned data reporting. See

Appendix C, for MAPC’s anticipated data reporting requirements for this pilot program.

As identified by the NYSERDA TRL/CRL Calculator -http://files.masscec.com/innovate-clean-energy/NYSERDA-TRLCalculator.xlsm http://files.masscec.com/innovate-clean-energy/NYSERDA-TRLCalculator.xlsm

6 Required Bid Response and Project Approach

Respondents must provide a detailed description of their proposed approach for the successful implementation and deployment of a non-grid tied EV carsharing program, with the components below. The response must include a clear explanation of technical methodology, outlining the strategies, processes, and tools the Respondent will use to ensure the program’s effectiveness, reliability, and scalability.

6.1 Timeline for Project Implementation

Outline the measures the team will employ to ensure the project is completed within the proposed schedule. At a minimum, the response must address major milestones such as program deployment, development of a web- or app-based platform, ongoing operation of the program, and project closeout.

Provide a monthly timeline in a Gantt chart form for the period of January 2026 through December

2027 that is in alignment with the anticipated timeline provided as Appendix A. It is anticipated that the timeline may evolve organically over the term of the contract.

6.2 Project Administration

Describe how the Team will administer the program and communicate with MAPC and its Program

Partners, including project kickoff, the anticipated frequency/number of meetings with Program

Partners, check-ins with MAPC (at a minimum quarterly for data collection and reporting to

MassCEC), and project closeout to report lessons learned on the pilot program. Include other steps anticipated to administer the program.

6.3 Site Selection

• Each Program Partner will select a minimum of one vehicle with non-grid tied equipment deployed.

• Program Partners have identified candidate sites, including priority locations, shown on this map prepared by MAPC:

https://experience.arcgis.com/experience/37d1ebf6bb5646e7a2a4fc5b08aee8e2

• To assist with the site ranking, the map includes geospatial analysis with data on demographics, transportation, housing indicators, and proximity to key destinations such as hospitals, schools, and grocery stores.

• Respondents must rank all sites in order of preference on the Site Selection Form in Section

11 and may provide supporting reasoning.

https://experience.arcgis.com/experience/37d1ebf6bb5646e7a2a4fc5b08aee8e2

• The Respondent must submit bids and a price proposal for each identified candidate site per

Program Partner and rank their siting preferences using the methods described in Tab 7 in

Section 7.2. Each of the bids cannot exceed $110,000. The Respondent is encouraged to share information about the basis for their rankings on the Site Selection Form.

• For example, the City of Framingham has identified six (6) sites. The Vendor Team must rank all six (6) sites in order of preference on the Site Selection Form in Section 11 and may provide supporting reasoning. Price variation must be explained in Tab 7 (Section 7.2).

• The final site selections will be made in collaboration between the Program Partners and the selected Vendor Team.

6.4 Reporting and Performance Review; Potential Redeployment

Outline your approach to monitoring site performance and making adjustments, including potential site redeployment if needed. Include details on how equipment and services would be redeployed.

6.5 Technology Overview and Deployment

Provide a comprehensive overview of the proposed EV carshare system technology and the approach to deploying both the electric vehicles and the non-grid tied charging equipment/services.

Details about the vehicles and equipment should be included in a separate Tab (see Section 7.2).

The description must include, at minimum:

• Specifications on the proposed electric vehicles (make, model, year, whether new or used, and seating capacity) to be deployed under this program.

• Specifications of the vehicles’ battery electric capabilities and charging requirements, and lifecycle.

• Specifications of the non-grid tied charging equipment to be deployed, including its size, weight lifecycle, and deployment approach.

• Estimated lead time for deployment (non-grid tied charging equipment and vehicles) from date of ordering to onsite deployment.

• Additional potential uses for the non-grid tied charging equipment (e.g., provide electrical supply in an emergency situation).

• Equipment and vehicle warranties from the manufacturer and any extended warranties.

• Whether the non-grid tied charging infrastructure has received UL Certification. If it has not yet been certified, include your projected schedule for achieving certification.

• Ability and ease to redeploy the non-grid tied charging equipment.

• The Vendor Team’s approach to managing tariffs, including how current and future

Federal tariffs impact and related cost implications would be addressed throughout the project.

6.6 Participant Access and Payment

Provide a comprehensive description of how users (Housing Authority residents, visitors to municipal lots) shall access and pay for the carshare services, including user friendly tools and platforms (e.g., web portal, mobile applications, or other technologies) that shall be provided to support service use.

The description must include, at minimum:

• The users experience from start to finish, including how participants would sign up, length of time required before accessing a vehicle, begin and end trips, and payment options.

• Pricing plans, subscription structures, and/or membership fees, with options tailored to both low-income and non-low-income users (e.g., hourly, per-mile, or monthly plans).

• Details on vehicle daily availability and minimum charge times, including daily hours when the vehicles are not available for use.

• Additional fees users might accrue (e.g., application fee, account set up fee, young driver fee (individuals between 18 and 24 years), toll charges, local taxes associated with the trip (e.g., sales tax).

• Penalty fees users might accrue (e.g., cancellation fee, late return fee, low charge fee, vehicle retrieval fee if vehicle is not returned to its home location, roadside assistance fee (due to a user error such as running out of charge), vehicle towing and storage fees due to illegal parking, processing fee for parking tickets and moving violations, damage to vehicle, cleaning (e.g., trash left in car, smoking).

• User incentives (e.g., free charging included during the reservation, credits or reduced fees for returning a vehicle with at least 60% of charge, plugging in the vehicle after use).

• Criteria under which membership to the carshare program may be revoked or terminated.

• How low-income users will be incentivized for membership (e.g., reduced membership and/or reservation rates).

• Methods by which users shall make reservations (e.g., website, mobile application, telephone).

• Available payment options (e.g., RFID/reloadable payment cards, debit cards, credit cards, check, cash).

• Explain the process for managing charging fees at stations other than the vehicle’s designated staging location. For instance, clarify whether the Vendor Team will cover these costs (e.g., by providing users with a charging card or reimbursing expenses) or if users will be responsible for paying for their own charging.

Describe how users will interact with the platform, including:

• Options for users who are unbanked or do not have access to a smartphone.

• Providing clear and concise instructions on how to use car-sharing vehicles in multiple languages and formats (e.g., signage, mobile website, application, and

Carshare Membership Contract).

• Alternative payment methods (e.g., prepaid debit cards) to ensure access for users who may lack traditional banking resources or who are unable to use standard debit or credit cards.

6.7 Outreach, Recruitment, Enrollment

Recruitment and Outreach

Provide information on the Vendor Team’s approach to outreach and recruitment, including:

• Community Engagement: Describe how the Respondent has engaged with and recruited low-income users, including those living in Housing Authorities.

• Education and Awareness: Outline the methods used to educate participants and increase awareness for comparable programs.

• Program Deployment: Explain how EV car share has been provided to low-income users in other projects, including details on deployment approach, types of programs offered, sliding scale fees, and available payment options.

Participant Enrollment

Describe the process and criteria by which users will be validated for enrollment in the program. At a minimum, the description must include methodology to validate each of the following:

• Eligibility requirements (e.g., possession of a validly issued and active driver’s license).

• User terms, conditions, and application process.

• Events/activities that would lead to driver ineligibility.

Ambassador Program

Describe the design and implementation of an Ambassador Program or similar type program in which volunteer participants (Ambassadors) shall provide rides to individuals who are unable to drive themselves. This may include individuals without a driver’s license, seniors, individuals with disabilities, or others with mobility challenges. The description must include, at a minimum:

• The process and criteria by which volunteer drivers shall be recruited.

• The training and support that shall be provided for the Ambassadors.

• The incentives that shall be offered to Ambassadors, such as driving credits that can be applied to their own use of the shared vehicle, to encourage participation and sustained engagement.

6.8 User Training Program

Describe the training program for users, covering use of the booking system, vehicle operation, vehicle charging, and reporting of issues. The response should include the training format (e.g., in-person, virtual, or written materials), frequency, and methods for ensuring users are fully prepared to use the program safely and effectively. Describe access to multiple language training and information.

6.9 Reservation System

Describe a flexible and user-friendly reservation system proposed for EV carshare bookings, modifying reservations, and accessing vehicles. The description must include, at a minimum:

• A web-based and/or mobile application reservation system that allows participants to make reservations, process payments, and includes backend management functions.

• A person-to-person telephone-based reservation system that allows participants to make reservations, process payments, and includes backend management functions.

• A strategy to ensure vehicles are regularly available, including situations where a previously booked vehicle is returned late or for after-hours use.

• A detail of the carshare booking and vehicle access mechanisms, including hardware or software used for booking, vehicle access, and data collection, along with the

Vendor Team’s experience working with these systems.

• How the reservation system will support multiple language access.

6.10 Customer Service

Describe the Vendor Team’s proposed multilingual 24/7 customer service plan for providing emergency roadside assistance as well as support services for vehicle charging and operations.

Customer services must include both application access as well as a dedicated telephone number.

6.11 Operations and Maintenance

Provide operation and maintenance plan for both the electric vehicles and non-grid tied charging equipment, which must include the minimum specifications identified below. All equipment must be maintained to ensure safe and reliable performance, as well as compliance with manufacturer’s maintenance specifications.

Operations

• Detail program operations, including how vehicles will be charged between uses.

• Specify typical charging times and strategies for managing charging (e.g., reservation intervals).

• Describe the Vendor Team’s turnaround time to provide on-site support for repairs when the vehicle and charging equipment is out of service.

Maintenance

• Explain how the electric vehicles and non-grid tied charging equipment will be maintained.

• Identify procedures for monitoring functionality, preventative maintenance, and addressing repairs.

• Describe plans for seasonal adjustments, such as the installation of winterized windshield wipers, winter tires, and inclusion of snow brush/ice scraper in the vehicle.

6.12 Vehicle Management

Vehicle Cleanliness

Describe responsibilities, schedules, and procedures for maintaining interior and exterior vehicle cleanliness, including cleaning outside of regular procedures.

Vehicle Relocation

Outline plans for moving vehicles efficiently during snow emergencies and managing ticketed or towed vehicles.

Weather Emergencies

Describe plans for disabling bookings and vehicle access during state and/or national weather emergencies where vehicles are not allowed to be operated on a public way.

6.13 ADA Compliance/Access

Explain how the Vendor Team will ensure ADA compliance/access for the non-grid tied charging equipment.

6.14 Safety, Security, and Vandalism Prevention Measures

Describe the measures the Vendor Team will recommend to minimize vandalism and to ensure the safety and security of users, electric vehicles, and non-grid tied charging equipment.

6.15 Bidder Insurance Requirements

Review the insurance requirements in the MAPC Standard Contract in Appendix B.

6.16 Carshare Membership Contract

Provide your Carshare Membership Contract as part of your response. Carshare Membership

Contract insurance coverage must comply with Commonwealth of Massachusetts vehicle insurance requirements. The Carshare Membership Contract needs to include insurance coverage fees and user obligations. At a minimum, the Carshare Membership Contract must include the following information:

• Damages; Damage Fee; Damage Fee Waivers

• Third Party Liability

• Additional Liability Protection

• Insurance coverage, fees, user obligations

6.17 Data Access & Sharing

Provide a description of your standard reporting practices when working with government agencies, including the measures used to safeguard Personally Identifiable Information (PII) from disclosure.

The project data and reporting requirements will be finalized in collaboration with MAPC and the selected Vendor Team. At a minimum, the data will come from one platform, preferably open source.

The selected vendor team will be required to share data via a relational database that includes data tables as described in the Draft Data Collection Plan Memo in Appendix C. Data collection will take place from the project’s launch, through the conclusion of the pilot program. If the Respondent cannot meet specific individual requirements, Respondent must propose alternative data metrics that yield similar relevant performance insights.

6.18 Vehicle Tracking

Indicate whether vehicle tracking capabilities will be available or implemented as part of the project.

This information will not be shared with MAPC or any other third parties unless subject to judicial decree.

6.19 Data Privacy & Data Security

The carshare operator will need to provide info on how they access user driving record data, determining whether users are on state assistance programs to be eligible for a lower membership rate, how financial information is handled, and how often the data is re-checked.

If conducting annual driver record checks is a condition that must be compiled under the Vendor

Teams insurance policy or policies, the Vendor Team is to provide details on how this will be carried out and how the privacy of such information is handled. The Vendor Team shall provide clear criteria against which the Participants' driver records will be assessed.

The selected Vendor Team must agree to comply with M.G.L. c. 93H, the Massachusetts Data Privacy

Statute and 18 USC Section 2721 et seq, the Federal Driver Privacy Protection Act.

Data Protection

• Define what you consider Personally Identifiable Information (PII) in the context of this project (e.g., tenant names, addresses, driving record, financial information).

• Identify what PII you anticipate collecting and explain how responsibility for sensitive data

(such as credit card information) will be managed.

• Describe your policies and procedures for classifying, handling, and safeguarding confidential information.

• Confirm that no PII will be reported to MAPC, Program Partners, or any third parties, unless subject to a judicial decree.

• Confirm that no financial data will be shared with MAPC.

Data Security

• Explain how project data will be collected, stored, secured, and transmitted.

• Outline the measures you will implement to prevent unauthorized access and protect PII and financial information from disclosure.

6.20 Pilot Conclusion

Describe how your team will summarize lessons learned and final data reporting at the end of the pilot.

Describe your approach to project closeout and equipment and vehicle removal. The Joint Venture

Team is responsible at no fee for the removal of all equipment and vehicles at the end of the contract terms. However, the Program Partners may choose to extend the use of vehicles and non-grid tied charging equipment after the program through lease or purchase arrangements. The Joint

Venture Team shall provide multiple options for such extensions, including but not limited to straight purchase, lease, lease-to-own, or fee-for-service.

7 Proposal Preparation

Respondents are reminded that all information and statements provided will be considered true, accurate, and binding representations of the Respondent’s intentions and commitment in responding to this RFP. Any such representations constitute legal obligations on the part of the

Successful Respondent to perform as stated and that failure to so perform may be used as grounds to terminate the contracts.

7.1 General Proposal Requirements

The following general requirements and cautions apply to proposal preparation.

• For purposes of this RFP, the Respondent is the vendor who submits a proposal in response to this solicitation and will be the party executing a contract.

• Proposals must be received per the instructions listed in Section 2.

• Respondents must submit all required documents, forms, and materials as instructed in this

RFP in the order and format specified and meet the Minimum Quality Requirements in order to be considered responsive. Respondents who have done so will be evaluated but are not guaranteed a contract.

• The proposal document must be submitted with scanned copies of original ink signatures by the person authorized to sign the proposal (blue ink is preferred). All original copies shall be kept securely, and the respondent must be able to produce original copies upon request.

• Proposals must be signed by a duly authorized officer(s) eligible to sign contract documents for the firm. Proof of such authorization must be included.

• The proposal must indicate the responsible entity, which must also be the signatory on all documents.

• Consortiums, joint ventures, or teams submitting proposals will not be considered responsive unless it is established that all contractual responsibility rests solely with one contractor or one legal entity who is a statewide vendor under statewide contract VEH-122, Categories 1,4.

• Respondents should be aware that joint responsibility and liability will attach to any resulting contract and failure of one party in a consortium, joint venture, or team to perform will not relieve the other party or parties of total responsibility for performance.

• All forms must be signed by the same authorized person for the Respondent who will be signing the contract.

• Erasures, between the lines insertions or other modifications to a proposal must be initialed in original ink by the authorized person signing the offer.

• Periods of time, stated as a number of days, shall be calendar days unless otherwise indicated.

• It is the responsibility of all Respondents to examine the entire RFP packet and seek clarification of any item or requirement that may not be clear and to check all responses for accuracy before submitting a proposal. Negligence in preparing an offer confers no right of withdrawal after the proposal due date.

• Proposal documents, with the exception of scanned original copies of required forms, shall be searchable PDF files.

• Accuracy and completeness are essential. Omissions and ambiguous or equivocal statements will be viewed unfavorably and will be weighed as such in the evaluation phase.

• Since all or a portion of the successful RFP response may be incorporated into any ensuing contract, all prospective Respondents are further cautioned not to make claims or statements that cannot be subsequently included in a legally binding agreement.

• In all cases where a Respondent offers a product or service, including, but not limited to warranty, that exceeds any standards, specifications, or requirements set out in this RFP, such offers will be considered binding obligations requiring performance by the Respondent.

• Neither MAPC, nor the Program Partners assume liability for and will not reimburse any costs or expenses incurred by any Respondent (whether or not selected) in developing proposals in response to this RFP.

• Proposals will remain in effect for a period of ninety days from the deadline for submission of proposals, until a Notice of Award is made, or this RFP is canceled whichever comes first.

• Respondents must follow the instructions for preparing the proposals and the price proposals.

7.2 Proposal Preparation

Proposals must be submitted in the following required format.

• Sections must be separated using labeled divider pages within the pdf or must be submitted as separate documents that are clearly labeled for each tab.

• Include all detailed information and supporting documentation necessary to satisfy all requirements of this RFP and enable the evaluation of the proposals against the Evaluation

Criteria.

• Emphasis should be on completeness and clarity of the content.

• Proposals should not exceed the specified page limits. Failure to do so may result in disqualification.

Proposals must be divided into the following tabbed sections, described below:

Tab 1 - Introduction

In Tab 1 of their Proposals, Respondents must submit a Cover Letter and complete and submit the forms provided in Section 11 of the RFP in the following order:

• Cover Letter (see template provided in Section 11)

• Proposal Signature Page

• Certificate of Non-Collusion

• Certificate of Tax Compliance

• Conflict of Interest Certification

• Certificate of Compliance with M.G.L. c. 151B

• Certificate of Non-Debarment

• Federal and State Requirements Page

• Right to Know Law Page

• Lobbying Certification

Respondents must also provide the following additional information:

• List of subcontractors with full contact information

• Certificate of Authority – Corporate (if applicable)

• IRS Form W9

Tab 2 – Minimum Quality Requirements

Respondents must meet certain Minimum Quality Requirements in order to be considered for further evaluation and contract award under this RFP.

In Tab 2 of their Proposals, Respondents must complete and submit the “Minimum Quality

Requirements Form” provided in Section 11 of the RFP. Respondents must provide evidence and attestation supporting their ability to meet each of the Minimum Quality Requirements.

Failure to respond affirmatively to any of the quality requirements, or providing a qualifying statement will result in rejection of the proposal.

Tab 3 – Experience and Qualifications

(Page Limit: 5 Pages)

Respondents must present clear and concise evidence indicating their ability to comply with the RFP requirements and to provide and deliver the specified products and services. The Team shall explain why it is the best qualified to perform the work outlined in the Scope of Work, by identifying organizational strengths and qualifications relevant to this project. In Tab 3, the Respondents must provide the following.

• Description of the Joint Venture Team formed for the purpose of this RFP. Include a description of the EV Carshare Operator and each Equipment Vendor, including history, date founded, number of employees, and office locations. The Team should provide a description of the EV Carshare Operator and each Equipment Vendor’s qualifications, capabilities, and experience in delivering the services identified in this RFP.

• Introduction of the key team members assigned to this project. For each individual, provide a one to two-paragraph summary of relevant technical, business, and community engagement expertise.

• Description of how the Joint Venture Team will be organized, including roles and responsibilities of all key personnel and operational staff.

• Resumes (as appendices) of all key team members. Resumes should include education, experience, and certifications that are directly relevant to the RFP’s proposed Scope of Work.

Resumes do not count toward the page limit.

• Indication of whether any staff are based in the Boston metropolitan area and describe their availability for this project.

• Designation of a primary contact for the Lead Respondent for this RFP and provide the individual’s name, phone number, and email address.

• A description of the experience of the Respondent in providing the specified products and services. Include:

o A description of relevant past work including operational EV Carsharing programs and deployment of non-grid tied charging equipment/services.

o Any of the Respondent’s history of working with municipal governments or other similar governmental or institutional clients, including the scope and duration of such engagements.

o Demonstration of the Team’s experience in stakeholder and community engagement, working with diverse populations, program implementation, project analysis, and transportation electrification.

o Identification of the Team members involved and their roles in the past work.

• Description of how the Team is qualified to meet the RFP’s goals outlined in Section 5, including a demonstrated understanding of the challenges with transportation electrification.

• If applicable, a list of projects where the Respondent has been terminated, or replaced, on similar projects.

• A description of whether any team members are certified by Massachusetts Supplier

Diversity Office (SDO)3, and the anticipated percent of the proposed budget that will be disbursed to SDO firms.

Tab 4 – Scope of Services, Approach, and Equipment

(Page Limit: 15 pages)

In Tab 4 of their Proposals, Respondents must provide a comprehensive description of their capacity and approach to provide the services, equipment, and vehicles described in Section 6. Include a description of the equipment and fleet to be used, skills and number of staff, access to parts, hours of operation and emergency response, including mobile services, maximum turnaround times, and use of sub-contractors, if applicable. If using sub-contractors, please provide full contact information and a description of the work they will perform and their qualifications. Please also discuss product repair and replacement and other services, community outreach and recruitment, and data reporting.

Respondents should identify any potential impediments to success that could affect this project’s scope, schedule, or budget, and possible methods to address them. Describe the Vendor Team’s approach to managing tariffs, including how current and future Federal tariffs’ impact and related cost implications would be addressed throughout the project.

Respondents are welcome to include any additional options to complete work. Any additional options must be included in the price sheet, and be included in the approach to the scope of services.

https://www.mass.gov/orgs/supplier-diversity-office-sdo https://www.mass.gov/orgs/supplier-diversity-office-sdo

Tab 5 – Technical Specifications and Warranties

In Tab 5 of their Proposals, Respondents must provide information on the technical specifications of the equipment and vehicles proposed…