CITY OF TUMWATER

REQUEST FOR QUOTE

LEVEL 2 ELECTRIC VEHICLE CHARGING STATION INSTALLATION

1. PURPOSE OF REQUEST

The City of Tumwater (“City”) is requesting quotes for the purpose of installing Level 2 Electric Vehicle (EV) charging stations for the City Fleet.  The City’s needs are outlined in the following Request for Quotes (“RFQ”).

2. TIME SCHEDULE

The City will follow the following timetable, which should result in a selection of a contractor by May 6, 2024.

Issue RFQ                                                                   8:00 a.m., April 15, 2024

Deadline for Questions                                               12:00 Noon, May 3, 2024           

Deadline for Submittal of Quotes                               5:00 p.m., May 3, 2024

Notify Contractor Chosen                                          May 6, 2024

3. INSTRUCTIONS TO PROPOSERS

• All questions and final quotes shall be sent by email to:

          Alyssa Jones Wood, Sustainability Coordinator

          ajoneswood@ci.Tumwater.wa.us

          (360) 754- 4140

• Please email one copy of your quote to Alyssa Jones Wood, ajoneswood@ci.Tumwater.wa.us, with the subject line: "Quote for Fleet EV Charger Installation.”  No faxed or telephone statements will be accepted.  If you do not have access to email, one hardcopy original may be mailed to:

          Alyssa Jones Wood, Sustainability Coordinator

          City of Tumwater

          555 Israel Rd SW

          Tumwater, WA 98501

3. Quotes should be prepared simply and economically, providing a straightforward, concise description of provider capabilities to satisfy the requirements of the request.  Special bindings, colored displays, promotional materials, etc., are not desired.  Emphasis should be on completeness and clarity of content.  Use of recycled paper for requests and any printed or photocopied material created pursuant to a contract with the City is desirable whenever practicable.  Use of both sides of paper sheets for any submittals to the City is desirable whenever practicable.
4. The Sustainability Coordinator will notify the contractor selected by May 6, 2024.
5. All quotes must include the following information:

• Examples of your firm’s experience installing EV chargers.
• A proposed outline of tasks, products and project schedule, including the number of hours required to complete each task or product.
• A proposed budget based on the above outline of tasks, products and schedules.
• References.

4. SELECTION CRITERIA.

Each quote will be independently evaluated on factors a through c.

5. TERMS AND CONDITIONS.

     The City reserves the right to reject any and all quotes, and to waive minor irregularities in any quote.

1. The City reserves the right to request clarification of information submitted, and to request additional information from the contractor.
2. The City reserves the right to award the contract to the next most qualified contractor, if the successful contractor does not execute a contract within thirty (30) days after the award of the quote.
3. Any quote may be withdrawn up until the date and time set above for opening of the quotes.  Any quote not so timely withdrawn shall constitute an irrevocable offer, for a period of ninety (90) days to sell to the City the services described in the attached specifications, or until one or more of the quotes have been approved by the City administration, whichever occurs first.
4. The contract resulting from acceptance of a quote by the City shall be in a form supplied or approved by the City and shall reflect the specifications in this RFQ.  A copy of the contract is available for review.  The City reserves the right to reject any proposed agreement or contract that does not conform to the specifications contained in this RFQ, and which is not approved by the City Attorney’s office.
5. The City shall not be responsible for any costs incurred by the contractor in preparing, submitting or presenting its response to the RFQ.
6. SCOPE OF SERVICES/SPECIFICATIONS

This project includes the design, engineering, permitting, installation, commissioning, and additional stub-outs for Level 2 EV charging stations for City of Tumwater Fleet use. This project intends to install 10 Level 2 charge ports (to be supplied by the City of Tumwater, Blink Series 7 Plug Dual-Port) and stub out for 3 additional Level 2 ports to be installed at a later date. Specifically, those chargers, stub outs, and work locations include:

Installation must be carried out by someone with a contractor's license, electrician certification, and City of Tumwater Business License. All labor performed must adhere to prevailing wage requirements and provide satisfactory documentation. Additionally, at least 15% of the electrical crew per site must be apprentices.

Installation quotes must also include:  

• The contractor applying for and managing all necessary permits and inspections;
• Painting, striping, and installing signage for parking spaces;
• Restoration of site, which may include trenching, repaving, or replacing landscaping; and
• Applicable sales tax (9.7%).

Contractors may also choose to include installing overhead LED lighting at the charging station locations as an optional service in their submitted quote. This should be clearly noted on the bid sheet (see example bid sheet at the end of this document).

Work on this project is expected to commence in late Summer 2024 and be completed within 6 months after work begins. Exact start and end dates depend on the City’s execution of an agreement with the WA Department of Commerce for the grant funding this work.

7. COMPENSATION

Please present detailed information on the contractor’s proposed quote for the specifications proposed and for any variation for non-routine services, inclusive of Washington state sales tax and any other applicable governmental charges.  Please provide specifics as to definitions of routine versus non-routine tasks, what is fixed as opposed to variable, and how costs are adjusted according to that classification.

Payment by the City for the services will only be made after the services have been performed, an itemized billing statement is submitted in the form specified by the City, and approved by the appropriate City representative, which shall specifically set forth the services performed, the name of the person performing such services, and the hourly labor charge rate for such person.  Payment shall be made on a monthly basis, thirty (30) days after receipt of such billing statement.        

8. PUBLICATION.         

Name of Publication:                                                       Dates:

OMWB                                                                 4/15/2024

The Olympian                                                       4/15/2024
Example Bid Sheet

Date:

Project Name: Level 2 Electric Vehicle Charging Station Installation

Affirm:

• If selected, at least 15% of crew assigned to this job will be apprentices.
• This quote was created utilizing prevailing wage rates.
• If selected, this job will adhere to prevailing wage requirements and reporting.
• This project can be completed within 6 months of an executed contract with the selected contractor.

References for previous EV charger installation jobs (include short description of job, name of customer, and email address):

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