Res No 212-18-15245RESOLUTION NO: 212-18-15245
A Resolution authorizing the City Manager to purchase and install a
vehicle charging station for City Hall from LiiyPad EV onto a piggyback
agreement from Sourcewell, a governmental service purchasing
cooperative.
WHEREAS, the City has three fully electric Nissan Leaf vehicles in its fleet for
parking enforcement activities; and
WHEREAS, electric vehicles require a charge periodically to ensure the vehicles
are fully operational and currently, the vehicles are charged at City Hall using a standard
outdoor electrical outlet which is time consuming and inefficient since it usually requires
an overnight charge to fully charge a single vehicle; and
WHEREAS, the charging station recommended for purchase and installation is a
dual unit that can charge two vehicles simultaneously and is manufactured by
ChargePoint; similar to the charging station the City purchased and installed at the
Community Center under the authority of Resolution No. 098-17-14899 for Parks and
Recreation; and
WHEREAS, the ChargePoint unit can fully charge a vehicle in approximately 3 34
hours thereby increasing the uptime of each parking enforcement vehicle for various
enforcement activities; and
WHEREAS, Sourcewell, formerly the National Joint Purchasing Alliance, is a service
cooperative created by the Minnesota legislature as a local unit of government and as a
public corporation and agency, Sourcewell is governed by local elected municipal officials
and school board members and holds hundreds of competitively solicited cooperative
contracts for use by governments.
WHEREAS, total expenditure for the purchase and installation for the charging
station is $19,281.00 which includes a 10% contingency amount of $1,753.00 and shall
be charged to account number 301-1790-519-6450, Capital Improvement Account which
has a balance of $1,160,000.00 before this request was made.
NOW THEREFORE BE IT RESOLVED BY THE MAYOR AND CITY COMMISSION OF
THE CITY OF SOUTH MIAMI, FLORIDA;
Section 1. The City Manager is authorized to purchase and install a vehicle
charging station for City Hall from LilyPad EV onto a piggyback agreement from the
Sourcewell, a service purchasing co-operative for an amount not to exceed $19,281.00
which includes a 10% contingency amount of $1,753.00 in the event that there are
unforeseen additional expenses. A copy of the piggyback agreement is attached.
Page 1 of2
Res. No. 212-18-15245
Section 2. Severability. If any section, clause, sentence, or phrase of this
resolution is for any reason held invalid or unconstitutional by a court of competent
jurisdiction, this holding shall not affect the validity of the remaining portions of this
resolution.
Section 3. Effective Date: This resolution shall take effect immediately upon
adoption.
PASSED AND ADOPTED this 20^ day of November. 2018.
ATTEST:
TM
CITYCL^K ^
APPROVED
READ ^^^OVED AS TO FOfm,
ETtEGALITY An/) EXECUTION
N THEREOF
CITyvdrORNEYEY w r
COMMISSION VOTE. 5-0
Mayor Stoddard: Yea
Vice Mayor Harris: Yea
Commissioner Welsh: Yea
Commissioner Liebman: Yea
Commissioner Gil:
Page 2 of 2
Agenda ftem No;3.
City Commission Agenda Item Report
Meeting Date: November 20, 2018
Submitted by: Steven Kulick
Submitting Department: Finance Department
Item Type: Resolution
Agenda Section: CONSENT AGENDA
Subject;
A Resolution authorizing the City Manager to purchase and install a vehicle charging station for City Hall from
LilyPad EV onto a piggyback agreement from Sourcewell, a governmental service purchasing cooperative. 3/5
(City Manager-Finance)
Suggested Action:
Attachments:
Item information.pdf
SoutW^Miami
THE CITY OF PLEASANT LIVING
CITY OF SOUTH MIAMI
OFFICE OF THE CITY MANAGER
INTER-OFFlCE MEMORANDUM
To:
From:
Date:
The Honorable Mayor & Members of the City Commission
Steven Alexander, City Manager
November 20, 2018
Subject: a Resolution authorizing the City Manager to purchase and install a
vehicle charging station for City Hall from LilyPad EV onto a piggyback
agreement from Sourcewell, a service purchasing cooperative.
Background: The City's has four fully electric Nissan Leaf vehicles in its fleet. Electric
vehicles require a charge periodically to ensure the vehicles are fully
operational and can perform the desired tasks. Currently, the fully
electric vehicles are charged at City Hall using a standard outdoor
electrical outlet. This process is time consuming and inefficient since it
usually requires an overnight charge to fully charge a single vehicle. Each
vehicle has a maximum range of 100 miles, so the vehicles require a
charge at least every-other day.
The charging station recommended for purchase and installation is a dual
unit that can charge two vehicles simultaneously and is manufactured by
ChargePoint; similar to the charging station the City purchased and
installed at the Community Center under the authority of Resolution No.
098-17-14899 for Parks and Recreation. The ChargePoint unit can fully
charge the City's electric vehicles in approximately 3 34 hours thereby
increasing the uptime of each vehicle. The location for the City Hall
charging station is planned at the rear of the Police Station parking lot,
southwest corner; a charger location map is included in the back-up.
Sourcewell, formerly the National Joint Purchasing Alliance, is a service
cooperative created by the Minnesota legislature as a local unit of
government and as a public corporation and agency, Sourcewell is
governed by local elected municipal officials and school board members
and holds hundreds of competitively solicited cooperative contracts for
use by governments.
The purchase price and installation amount for the charging station is
$19,281, which includes a 10% contingency amount of $1,753 for any
unplanned expenses.
CITY OF SOUTH MIAMI
OFFICE OF THE CITY MANAGER
INTER-OFFICE MEMORANDUM
THE CITY OF PLEASANT LIVING
Soutu'^MIami
Fund & Account: The total expenditure of $19,281.00 which includes a 10% contingency
amount of $1,753.00 shall be charged to account number 301-1790-519-
6450 Capital Improvement Account which has a balance of $1,160,000.00
before this request was made.
Attachments: Resolution
LilyPad EV Quotation
Map, Charger Location
Piggyback Agreement
Sourcewell Official Name Change Resolution
Resolution No. 098-17-14899
QUOTE
UlyPadEV
9801 W.I 00th Terr
Overland Park, KS 66212
(913) 269-2453
keith.anderson@lilypadev.com
www.lilypadev.com
ADDRESS
South Miami, FL
6130 Sunset Drive
South Miami, FL 33143
SHIP TO
South Miami, FL
6130 Sunset Drive
South Miami, FL 33143
QUOTE# 1404
DATE 11/01/2018
SALES REP
Keith Anderson
DESCRIPTION
ChargePolntCT4021-GW1
Dual Output Gateway Option, Bollard Unit - 208/240V @30A with Cord
Management
ChargePointrCPGLD-COMMERCIAL-l
lyr Prepaid Commercial Cloud Plan.
Ch^ePolntLILYPAD-AGTIVE
Initial Station Activation & Configuration Service includes activation of cloud
services and configuration of radio groups, access control, visibility control,
pricing.. One time initial service per station.
InstailalionilNSTALL
Custom Installation
Scope Specification:
INCLUDED: Option 2 - Far right of parking area.
1. Install 2 40amp breakers in existing panel.
2. Run ENT conduit in drop ceiling to exterior.
3. Drill hole through exterior wall.
4. LB down to the ground.
5. Trench approx. 30' to drive path.
6. Use Ground Penetrating Radar Contractor to find safe path for boring
contractor.
7. Use Boring Contractor to bore approx. 50' across driving path.
8. Dig out 24x24x24 slab and pour with concrete.
9. Set dual head charging station.
10. Commission unit and submit paperwork to Charge Point.
Excluded:
1) Trenching, backfill, concrete, cutting, patching, coring and roof
penetrations
2) Any changes or additions by owner or local inspector not included.
3) Any errors or omissions by Architect or engineer not included.
4) Fire stopping done by others.
5) A notice to owner will be filed on jobs over $2,500.00.
6) Permits, if required. Permit fees and costs related to the permit will be
billed separately, as exact costs are not known.
Qjy EACH AMOUNT
1 5,696.00 5,696.00
280.00
0.00
560.00
0.00
1 11,096.00 11,096.00
Thank you for your business.
DESCRIPTION QTY EACH AMOUNT
7) Any repairs to sprinklers or landscaping from trenching will be repaired by
others.
8) Any utility company charges
9) Creation of Engineered drawings.
10) Changes due to engineered drawings.
Sales Tax 1 0.00
Sales Tax calculated by AvaTax on Thu Nov 1 10:04:38 UTC 2018
*** Sourcewell (formerly NJPA) Contract #051017-LPE ***
*** South Miami Member ID#: 18215
NOTES: SUBTOTAL 17,352.00
•Thank you for allowing us to submit this proposal. SHIPPING 176.00
STANDARD TERMS AND CGNDITIGNS: TOTAL 4^1 7 ROfi HO
• Standard Invoice Terms are net 30 5p 1 / |0^OaUU
• Standard manufacturer warranties apply to all hardware purchases
• Standard lead-time is 30-60 days from order acceptance
• Installation cost, if included in this project, does not include
unforeseen rock or other obstacles found while trenching or boring
• Customer is responsible for ensuring 3G cellular data coverage at
installation location is better than -85dbm (ATT or Sprint) Note for -
example -70dbm is better than -SOdbm.
• Returns of unopened packages are subject to restocking charges.
Gpened packages may not be retumed.
Accepted By Accepted Date
Thank you for your business.
•11/13/20-18South Miami - Googie MapsGoogle Maps south Miamilmagenr'<i2biV6o6ile;M^^^ lolft;CHARGERLOCATION
CONTRACT FOR ELECTRIC VEfflCLE SUPPLY EQUIPMENT AND RELATED
SERVICES
THIS AGREEMENT made and entered into this 21 day of November . 2018 by and
between the City of South Miami, a Florida municipal Corporation by and through its City
Manager (hereinafter referred to as "City") and LilvPad EV Thereinafter referred to as
"Contractor").
WITNESSETH:
WHEREAS, the Sourcewell. formerly the National Joint Powers Alliance solicited
bids pursuant to RFP #051017. for ELECTRIC VEHICLE SUPPLY EQUIPMENT AND
RELATED SERVICES: and
WHEREAS, Sourcewell. formerly the National Joint Powers AliSance. after
completing a competitive bidding process, awarded a contract to Contractor, and
WHEREAS, the City of South Miami desires to utilize the Sourcewell. formerly
the National Joint Powers AlHange Cnnfract with Contractor; and
WHEREAS, the City is authorized, pursuant to the City of South Miami's Charter,
to piggyback off of contracts, such as the contract in question between Sourcewell.
formerly the National Joint Pnweirs Ailiflnce and Contractor, that were entered into in
accordance with a solicitation process that is at least as vigorous as that of the City of South
Miami; and
NOW, THEREFORE, the City and the Contractor, each through their authorized
representative/official, agree as follows:
1. The City desires to enter into a Contract, under the same provisions as set
forth in the Contract #051017-LPE between Sourcewell. formerly the National Joint
Powers Alliance and Contractor pursuant to RFP #051017 as modified by this Agreement.
2. The City has reviewed the contract between Sourcewell. formerly the
National Joint Powers Alliance and Contractor and agrees to the provisions of that contract
which shall be applicable to a purchase order to be issued by the City and further agrees to the
fair and reasonableness of the pricing. Contractor hereby agrees to provide such goods and/or
services, pursuant to the City's purchase order made during the term of this Agreement, imder
the same price(s), terms and conditions as found in the solicitation documents, the response to
the solicitation, and the Agreement/Contract and/or the Award, pertinent copies of which are
attached hereto as Attachment A and made a part hereof by reference.
3. All references in the contract between Sourcewell. formerly the National
Joint Powers Alliance and Contractor, shall be assumed to pertain to, and are binding upon
Contractor and the City of South Miami. All decisions that are to be made on behalf of
Sourcewell. formerly the National Joint Powers Alliance, as set forth in the contract
between Sourcewell. formerly the National Joint Powers Allianee and the Contractor,
shall all be made by the City Manager for the City of South Miami. Notwithstanding
anything contained in the Sourcewell. formerly the National Joint Powers Alliance and
Thomas F. Pepe-01-11-16
Page 1 of 6
RFP #051017 and/or the Contract #Q51017-LPE between Sourcewelll. formerflv the
National Joint Powers Alliance and the Contractor to the contrary, this Agreement shall be
governed by the laws of the State of Florida and venue for all dispute resolutions or litigation
shall be in Miami-Dade County, Florida.
4. Term. The term of the contract, including all extensions authorized by the
contract shall not exceed five years.
5. Scope of Goods and Seiwices. The scope of goods and/or services (which
may hereinafter be referred to as the "Work") are set forth in the attached Attachment A and
any attachments thereto and the City's purchase order, the latter of which shall take
precedence. The Contractor has agreed to deliver the goods, if any, and perform the
services, if any, in a workman like manner and in accordance with all state, county and City
laws, at the locations, if any, designated by the City. All of the goods and/or services
reflected in Attachment A shall, unless otherwise stated in the Attachment A or B, be
delivered and/or commenced within N/A days from the date of the execution of this
Agreement. The Contractor shall obtain and pay for all permits required for the services
rendered, if any, with the exception of permits fees charged by the City, said fees shall be
waived.
6. Contract Price. The contract price for the good and/or services is set forth in
the attached Attachment B. If not otherwise set forth in the Contract #051017-LPE
between SonrcewelL. fformeriv the National Joint Powers Alliance and the Contractor, the
Contractor shall be paid upon delivery of all the goods, if any, the completion of all the
services, if any, and after final inspection and approval, by the City, that approves of the
goods delivered, if any, and the services performed, if any.
7. Precedence. The term, provisions and conditions of this Agreement shall
take precedence over the terms of the contract between Contractor and SonrcewelL.
formerly the National Joint Powers AHiflnce.
8. Grant Funding: This project is being funded by "N/A*' and Contractor
agrees to comply with all the requirements of that Grant, applicable to the delivery of the
goods and/or services that are the subject of this Agreement, and that are within its power to
provide and to provide all the documentation within its control that is required for the City to
be able to recover as much of the contract price that is available pursuant to the terms of the
grant. A copy of the grant, if any, is attached hereto and made a part hereof by reference.
9. Public Records: CONTRACTOR and all of its subcontractors are required to
comply with the public records law (s.l 19.0701) while providing goods and/or services on behalf
of the CITY and the CONTRACTOR, under such conditions, shall incorporate this paragraph in
all of its subcontracts for this Project and shall: (a) Keep and maintain public records required by
the public agency to perform the service; (b) Upon request from the public agency's custodian of
public records, provide the public agency with a copy of the requested records or allow the records
to be inspected or copied within a reasonable time at a cost that does not exceed the cost provided
in this chapter or as otherwise provided by law; (c) Ensure that public records that are exempt or
confidential and exempt from public records disclosure requirements are not disclosed except as
authorized by law for the duration of the contract term and following completion of the contract if
the contractor does not transfer the records to the public agency; and (d) Upon completion of the
Thomas F. Pepe-01-11-16
Page 2 of 6
contract, transfer, at no cost, to the public agency all public records in possession of the contractor
or keep and maintain public records required by the public agency to perform the service. If the
contractor transfers all public records to the public agency upon completion of the contract, the
contractor shall destroy any duplicate public records that are exempt or confidential and exempt
from public records disclosure requirements. If the contractor keeps and maintains public records
upon completion of the contract, the contractor shall meet all applicable requirements for retaining
public records. All records stored electronically must be provided to the public agency, upon
request from the public agency's custodian of public records, in a format that is compatible with
the information technology systems of the public agency. IF THE CONTRACTOR HAS
QUESTIONS REGARBING THE APPLICATION OF CHAPTER 119,
FLORIBA STATUTES, TO THE CONTRACTOR'S DUTY TO PROVIDE
PUBLIC RECORDS RELATING TO THIS CONTRACT, CONTACT THE
CUSTODIAN OF PUBLIC RECORDS AT 305-663-6340; E-innail:
iiiBmeEeiiBdlez@soiiiitIhimsamnffl.gov; 6130 SeMset Drive, SoEtto Miami, FL .33143.
10. Waiver Jury Trial: City and Contractor knowingly, irrevocably voluntarily
and intentionally waive any right either may have to a trial by jury in State or Federal Court
proceedings in respect to any action, proceeding, lawsuit or counterclaim arising out of the
Contract Documents or the performance of the Work thereunder.
11. Validity of Executed Copies: This Agreement may be executed in several
counterparts, each of which may be constmed as an original.
12. Notice: All notices to the City shall be sent to: City Manager, 6130 Sunset
Drive, South Miami, Florida 33143.
13. Attorneys' Fees and Costs: In the event of any litigation between the parties
arising out of or relating in any way to this Agreement or a breach thereof, each party shall
bear its own costs and legal fees. Nothing contained herein shall prevent or prohibit the right
to be indemnified for any attorney fees incurred in the defense of an action by a person or
entity who is not a party to this Agreement.
14. Indemni^cation: Notwithstanding anything contained in the contract
between Contractor and Sonrcewell. formerly the National Joint Powers Alliance to the
contrary, the City does not waive its sovereign immunity granted by Florida Statutes, Section
768.28, and the City's tort liability shall be limited to the waiver of sovereign immunity
provided for in Section 768.28.
15. Severability: If any term or provision of this Agreement or the application
thereof to any person or circumstance shall, to any extent, be invalid or unenforceable, the
remainder of this Agreement, or the application of such term or provision to persons or
circumstances other than those to which it is held invalid or unenforceable, shall not be
affected thereby and each term and provision of this Agreement shall be valid and
enforceable to the fullest extent permitted by law.
IN WITNESS WHEREOF, and as the duly authorized act of the parties, the undersigned
representatives of the parties hereto have caused this instrument to be signed in their respective
names by their proper officials on or before the day and year first above written.
Thomas F. Pepe-01-11-16
Page 3 of 6
LilyPad EV:
By: Keith Anderson, VP Business Development
(type name and title of signatory above)
ATTEST:
By:
Nkenga ^^ayne, CMC
City Clerk
. CfTY OF SOUTH MIAMI
By:
Steven Alexander
City Manager
Read and Approved as to Form,
Language, Legality and Execution
Thereof.
By:
Thomas F. Pepe
City Attorney
Thomas F. Pepe - 01-11-16
Page 4 of 6
ATTACHMENT A
CONTRACT FOR ELECTRIC VEHICLE SUPPLY EQUIPMENT AND RELATED
SERVICES
SOURCEWELL. FORMERLY THE NATIONAL JOINT POWERS ALLIANCE
1. SourceweM Name Change Resolution
2. Scope of Services/Request for Proposal #051017
3. Bid Opening
4. Evaluation Selection Committee Results
5. Board Minutes Approval of Award
6. Notice of Award
Thomas F. Pepe-01-11-16
Page 5 of 6
Sourcewell ^
Formerly NJPA
June 6, 2018
The National Joint Powers Alliance (NJPA) will formally be known as Sourcewell beginning June 6, 2018.
The NJPA Board of Directors on May 15, 2018 voted to approve changing the organization's name to Sourcewell.
Documentation has been formally submitted for Sourcewell to be registered and trademarked, both federally and in
Minnesota, with the appropriate agencies.
Sourcewell has worked intentionally to mitigate the implications of this change to current and potential members, currently
awarded vendors, and other existing partners. After June 6th, 2018, Sourcewell will maintain and continue to recognize the
National Joint Powers Alliance name. Membership agreements, contracts, and agreements entered into with the National
Joint Powers Alliance will remain valid and continue in effect without impact. This will ensure contractual continuity and
safeguard any disruptions to engagement with Sourcewell. This includes membership, use of cooperative purchasing
contracts, or other contractual engagements.
Marcus Mf
General Counsel and Director of Government Relations
202 12th Street NF. n P.O Box 219 | Staples. MM 56-479 .888-894-1930
STATE OF MINNESOTA
COUNTY OFTODD
RESOLUTION ESTABLISHING CORPORATE AND AGENCY NAME FOR REGION 5 SERVICE
COOPERATIVE AS SOURCEWELL (F/K/A National Joint Powers Alliance)
Resolution No. 2018-07
WHEREAS, the Board of Directors previously authorized and directed staff undertake ail actions
necessary and sufficient to "rebrand" Region 5 Service Cooperative; and
WHEREAS, after careful study and consideration, the name Sourcewell was chosen as the legal,
organizational, and agency name for Region 5 Service Cooperative; and
WHEREAS, the organizational bylaws were duly adopted, ratified and approved and became
effective as of the May 2018 Board of Directors meeting; and
WHEREAS, Article 1, Section 1 of said bylaws establishes Sourcewell as the legal organizational
name for Region 5 Service Cooperative; and
WHEREAS, Minnesota Statutes, § 123A.21 provides that the "care, management, and control" of
Region 5 Service Cooperative is vested in its Board of Directors, including the power and authority
to establish the legal name of the organization.
NOW THEREFORE BE IT RESOLVED by the Board of Directors as follows:
1. The name National Joint Powers Alliance is replaced and the legal, organizational,
and agency name of Region 5 Service Cooperative is Sourcewell.
2. The official and effective date of this change is June 6, 2018.
3. All prior contracts and other legal obligations established or incurred under the
name National Joint Powers Alliance remain in full force and effect.
4. All contracts or other legal obligations undertaken on and after June 6, 2018 shall
be executed and performed in the name Sourcewell.
5. This Resolution is effective upon signature and shall henceforth serve as sufficient
and official proof and evidence of the legal, organizational and agency name for
Region 5 Service Cooperative.
6. The Executive Director, or his designee, is authorized and directed to provide
copies of this resolution to third parties as requested or required and to affix the
same to legal documents when necessary.
Chairperson, Sourcewell Board of Directors
ATTEST:
Clerk to the Board of Directors
MFPA
010 i-iaA
National Joint Powers Alliance®
REQUEST FOR PROPOSAL
for the procurement of
ELECTRIC VEHICLE SUPPLY EQUIPMENT AND RELATED SERVICES
RFP Opening
pV[AYll,2017
8:30 a.m. Central Time
At the offices of the
National Joint Powers Alliance®
202 12^*^ Street Northeast, Staples, MN 56479
RFP #051017
The National Joint Powers Alliance® (NJPA), on behalf of NJPA and its current and potential member agencies, which
includes all governmental, higher education, K-12 education, not-for-profit, tribal govemment, and all other public
agencies located in all fifty states, Canada, and internationally, issues this Request For Proposal (RFP) to result in a
national contract solution for the procurement of^051017 ELECTRIC VEHICLE SUPPLY EQUIPMENT AND
RELATED SERVICES.) Details of this RFP are available beginning March 30, 2017. Details may be obtained by letter of
request to Chris Robinson, NJPA, 202 12th Street Northeast, P.O. Box 219, Staples, MN 56479, or by e-mail at
RFP@njpacoop.org. Proposals will be received until May 10, 2017at 4:30 p.m. Central Time at the above address and
opened May 11, 2017 at 8:30 a.m. Central Time.
March 30,2017
April 19,201"^
10:00 a.in. CT
May 3,2017
May 10, 201'^
4:30 p.m. CT
May 11,2017
8:30 a.m. CT
RFP Timeline
Publication of RFP in the print and online version of USA Today, in the print and
online version of the Satt Lake News within the State of Utah, in the print
and online version of the Daily Journal of Commerce within the State of
Oregon (note: OR entities this pertains to:
http://www.niDacooD.org/oregon-advertising). in the print and online
version of The State within the State of South Carolina, the NJPA website,
MERX, Noticetobidders.com, PublicPurchase.com, Biddingo, and Onvia.)
Pre-Proposal Conference (the webcast/conference call). The
connection information will be sent to all inquirers two business days
before the conference.
Deadline for RFP questions.
Deadline for Submission of Proposals. Late responses will be
returned unopened^
Public Opening of Proposals.
Direct questions regarding this RFP to: Chris Robinson at chris. robinson'dinipacoop. ore or (218) 895-4168.
TAHI F. OF COM FM S
1 . Dl-1-IN IT IONS
A. Contract
B. Proposer
C. Sourced Good of Open Market Item
D. Vendor
2. ADVIiRTISFMEN r OF RFP
3. INTRODUCTION
A. About NJPA
B. Joint Exercise of Powers Laws
C. Why Respond to a National Cooperative
Procurement Contract
D. The Intent of This RFP
E. Scope of This RFP
F. Expectations for Equipment/Products
and Services Being Proposed
G. Solutions Based Solicitation
4. INSIRUCTIONS FOR PRFZPARING YOUR
PROPOSAL
A. Inquiry Period
B. Pre-Proposal Conference
C. Identification of Key Personnel
D. Proposer's Exceptions to Terms and
Conditions
E. Proposal Format
F. Questions & Answers About This RFP
G. Modification or Withdrawal of a
Submitted Proposal
H. Proposal Opening Procedure
I. NJPA's Rights Reserved
5. PRICING
A. Line-Item Pricing
B. Percentage Discount From Catalog or
Category
C. Cost Plus a Percentage of Cost
D. Hot List Pricing
E. Ceiling Price
F. Volume Price Discounts/
Additional Quantities
G. Total Cost of Acquisition
H. Sourced Equipment/Products/
Open Market Items
I. Price and Product Changes
J. Payment Terms
K. Sales Tax
L. Shipping
(>. LVAIT ATION OF PROPOSALS
A. Proposal Evaluation Process
B. Proposer Responsiveness
C. Proposal Evaluation Criteria
D. Other Consideration
E. Cost Comparison
F. Marketing Plan
G. Certificate Of Insurance
H. Order Process and/or Funds Flow
I. Administrative Fees
J. Value Added
K. Waiver of Formalities
7. POS I AWARD OPERATING ISSUES
A. Subsequent Agreements
B. NJPA Member Sign-up Procedure
C. Reporting of Sales Activity
D. Audits
E. Hub Partner
F. Trade-Ins
G. Out of Stock Notification
H. Termination of a Contract resulting from
this RFP
S. GENERAL 1 1 RMS AND CONDll IONS
A. Advertising a Contract Resulting From
This RFP
B. Applicable Law
C. Assignment of Contract
D. List of Proposers
E. Captions, Headings, and Illustrations
F. Data Practices
G. Entire Agreement
H. Force Majeure
I. Gratuities
J. Hazardous Substances
K. Licenses
L. Material Suppliers and Sub-Contractors
M. Non-Wavier of Rights
N. Protests of Awards Made
O. Suspension or Disbarment Status
P. Affirmative Action and Immigration
Status Certification
Q. Severability
R. Relationship of Parties
FORMS
10. PRl -SUBMISSION CI IFT KI.IS r
1 1 . PRICE N PR(N)I CT CI IANGI. RI-OU'lSF
FORM
12. APPI \l)i\ A
1 DEFINITIONS
A. CONTRACT
Contract means this RFP, current pricing information, fully executed Forms C, D, F, & P from the
Proposer's response pursuant to this RFP, and a fully executed Form E ("Acceptance and Award") with
final terms and conditions. Form E will be executed after a formal award and will provide final clarification
of terms and conditions of the award.
B. PROPOSER
A Proposer is a company, person, or entity delivering a timely response to this RFP. This RFP may also
use the terms "respondent" or "proposed Vendor," which is interchangeable with Proposer as the context
allows.
C. SOURCED GOOD or OPEN MARKET ITEM
A Sourced Good or Open Market Item is a product within the RFP's scope 1) that is not currently available
under the Vendor's NJPA contract, 2) that a member wants to buy under contract from an awarded Vendor,
and 3) that is generally deemed incidental to the total transaction or purchase of contract items.
D. VENDOR
A Proposer whose response has been awarded a contract pursuant to this RFP.
2 AD\ CRTISE.MENT OF RFP
2.1 NJPA advertises this solicitation: 1) in the hard copy print and online editions of the USA Today: 2)
once each in Oregon's Daily Journal of Commerce. South Carolina's The State and Utah's Salt Lake
Tribune: 3) on NJPA's website; and 4) on other third-party websites deemed appropriate by NJPA. Other
third-party advertisers may include Onvia, PublicPurchase.com, MERX, and Biddingo.
l^NJPA also notifies and provides solicitation documentation to each state-level procurement departments
for possible re-posting of the solicitation within their systems and at their option for future use and to meet
specific state requirements.
3 INTRODICTION
A. ABOUT NJPA
3.1 The National Joint Powers Alliance® (NJPA) is a public agency serving as a national municipal
contracting agency established under the Service Cooperative statute by Minnesota Legislative Statute
§123A.21 with the authority to develop and offer, among other services, cooperative procurement services
to its membership. Eligible membership and participation includes states, cities, counties, all government
agencies, both public and non-public educational agencies, colleges, universities and non-profit
organizations.
3.2 Under the authority of Minnesota state laws and enabling legislation, NJPA facilitates a competitive
solicitation and contracting process on behalf of the needs of itself and the needs of current and potential
member agencies nationally. This process results in national procurement contracts with various Vendors
of products/equipment and services which NJPA Member agencies desire to procure. These procurement
contracts are created in compliance with applicable Minnesota Municipal Contracting Laws. A complete
listing of NJPA cooperative procurement contracts can be found at www.nipacooD.org.
3.3 NJPA is a public agency governed by publicly elected officials that serve as the NJPA Board of
Directors. NJPA's Board of Directors oversees and authorizes the calls for all new proposals and holds
those resulting Contracts for the benefit of its own and its Members use.
3.4 NJPA currently serves over 50,000 member agencies nationally. Both membership and utilization of
NJPA contracts continue to expand, due in part to the increasing acceptance of Cooperative Purchasing
throughout the government and education communities nationally.
B. JOINT EXERCISE OF POWERS LAWS
3.5 NJPA cooperatively shares those contracts with its Members nationwide through various Joint Exercise
of Powers Laws or Cooperative Purchasing Statutes established in Minnesota, other states and Canadian
provinces. The Minnesota Joint Exercise of Powers Law is Minnesota Statute §471.59 which states "Two
or more governmental units... may jointly or cooperatively exercise any power common to the contracting
parties..." This Minnesota Statute allows NJPA to serve Member agencies located in all other states.
Municipal agencies nationally can participate in cooperative purchasing activities under their own state law.
These laws can be found on our website at http://www.nipacoop.org/national-cooperative-contract-
solutions/legal-authoritv/.
C. WHY RESPOND TO A NATIONAL COOPERATIVE PROCUREMENT CONTRACT
3.6 National Cooperative Procurement Contracts create value for Municipal and Public Agencies, as well
as for Vendors of products/equipment and services in a variety of ways:
3.6.1 National cooperative contracts potentially save time and effort for municipal and public
agencies, who otherwise would have to solicit vendor responses to individual RFPs, resulting in
individual contracts, to meet the procurement needs of their respective agencies. Considerable time
and effort is also potentially saved by the Vendors who would have had to otherwise respond to
each of those individual RFPs. A single, nationally advertised RFP, resulting in a single, national
cooperative contract can potentially replace thousands of individual RFPs for the same
equipment/products/services that might have been otherwise advertised by individual NJPA
member agencies.
3.6.2 NJPA contracts offer our Members nationally leveraged volume purchasing discounts. Our
contract terms and conditions offer the opportunity for Vendors to recognize individual member
procurement volume commitment through additional volume based contract discounts.
3.7 State laws that permit or encourage cooperative purchasing contracts do so with the belief that
cooperative efficiencies will result in lower prices, better overall value, and considerable time savings.
3.8 The collective purchasing power of thousands of NJPA Member agencies nationwide offers the
opportunity for volume pricing discounts. Although no sales or sales volume is guaranteed by an NJPA
Contract resulting from this RFP, substantial volume is anticipated and volume pricing is requested and
justified.
^NJPA and its Members desire the best value for their procurement dollar as well as a competitive price.
Vendors have the opportunity to display and highlight value-added attributes of their company,
equipment/products and services without constraints of a typical individual proposal process.
D. THE INTENT OF THIS RFP
3.10. National contract awarded by NJPA: NJPA seeks the most responsive and responsible Vendor
relationship(s) to reflect the best interests of NJPA and its Member agencies. Through a competitive
proposal and evaluation process, the NJPA Proposal Evaluation Committee recommends vendors for a
national contract awarded by the action of the NJPA Chief Procurement Officer. NJPA's primary intent
is to establish and provide a national cooperative procurement contract that offer opportunities for NJPA
and our current and potential Member agencies throughout the United States and Canada to procure
quality product/equipment and services as desired and needed. The contracts will be marketed nationally
through a cooperative effort between the awarded vendor(s) and NJPA. Contracts are expected to offer
price levels reflective of the potential and collective volume of NJPA and the nationally established NJPA
membership base.
3.11 Beyond our primary intent, NJPA further desires to:
3.11.1 Award a four-year contract with a fifth-year contract option resulting from this RFP. Any
fifth-year extension is exercised at NJPA's discretion and results from NJPA's contracting
needs or from Member requests; this extension is not intended merely to accommodate an
awarded Vendor's request. If NJPA grants a fifth-year extension, it may also terminate the
contract (or cause it to expire) within the fifth year if the extended contract is replaced by
a resolicited or newly solicited contract. In exigent circumstances, NJPA may petition
NJPA's Board of Directors to extend the contract term beyond five years. This rarely used
procedure should be employed only to avoid a gap in contract coverage while a replacement
contract is being solicited;
3.11.2 Offer and apply any applicable technological advances throughout the term of a contract
resulting from this RFP;
3.11.3 Deliver "Value Added" aspects of the company, equipment/products and services as
defined in the "Proposer's Response";
3.11.4 Deliver a wide spectrum of solutions to meet the needs and requirements of NJPA and
NJPA Member agencies; and
3.11.5 Award an exclusive contract to the most responsive and responsible vendor when it is
deemed to be in the best interest of NJPA and the NJPA Member agencies.
3.12 Exclusive or Multiple Awards: Based on the scope of this RFP and on the responses received, NJPA
may award either an exclusive contract or multiple contracts. In some circumstances, a single national
supplier may best meet the needs of NJPA Members; in other situations, multiple vendors may be in the
best interests of NJPA and the NJPA Members and preferred by NJPA to provide the widest array of
solutions to meet the member agency's needs. NJPA retains sole discretion to determine which approach is
in the best interests of NJPA Member agencies.
3.13 Non-Manufacturer Awards: NJPA reserves the right to make an award under this RFP to a non-
manufacturer or dealer/distributor if such action is in the best interests of NJPA and its Members.
3.14 Manufacturer as a Proposer: If the Proposer is a manufacturer or wholesale distributor, the response
received will be evaluated on the basis of a response made in conjunction with that manufacturer's
authorized dealer network. Unless stated otherwise, a manufacturer or wholesale distributor Proposer is
assumed to have a documented relationship with their dealer network where that dealer network is informed
of, and authorized to accept, purchase orders pursuant to any Contract resulting from this RFP on behalf of
the manufacturer or wholesale distributor Proposer. Any such dealer will be considered a sub-contractor of
the Proposer/Vendor. The relationship between the manufacturer and wholesale distributor Proposer and
its dealer network may be proposed at the time of the submission if that fact is properly identified.
3.15 Dealer/Reseller as a Proposer: If the Proposer is a dealer or reseller of the products and/or services
being proposed, the response will be evaluated based on the Proposer's authorization to provide those
products and services from their manufacturer. When requested by NJPA, Proposers must document their
authority to offer those products and/or services.
E. SCOPE OF THIS RFP
3.16 Scope: The scope of this RFP is to award a contract to a qualifying vendor defined as a manufacturer,
provider, or dealer/distributor, established as a Proposer, and deemed responsive and responsible through
our open and competitive proposal process. Vendors will be awarded contracts based on the proposal and
responders demonstrated ability to meet the expectations of the RFP and demonstrate the overall highest
valued solutions which meet and/or exceed the current and future needs and requirements of NJPA and its
Member agencies nationally within the scope of ELECTRIC VEHICLE SUPPLY EQUIPMENT AND
RELATED SERVICES:
3.17 Additional Scope Definitions:
3.17.1 This solicitation should be read to include, but not to be limited to
3.17.1.1 Network and non-network electric vehicle charging station hardware, including
Level 1, Level 2, and DC fast charge, and related maintenance, repair, parts and supplies,
leasing, and warranties;
3.17.1.2 Site assessment, site preparation, and installation of electric vehicle charging
station hardware; and
3.17.1.3 Electric vehicle supply network service providers and/or operators, charge
monitoring and/or reporting services, billing services, and related software and/or
technology. |
3.17.2 NJPA reserves the right to limit the scope of this solicitation for NJPA and current and
potential NJPA member agencies.
3.17.2.1 This solicitation is not intended to include electrical components and/or services for
applications other than electric vehicle supply and charging equipment or systems sold under the
contract. |
3.18 Overlap of Scope: When considering equipment/products/services, or groups of equipment/
products/services submitted as a part of your response, and whether inclusion of such will fall within a
"Scope of Proposal," please consider the validity of an inverse statement.
3.18.1 For example, pencils and post-it-notes can generally be classified as office supplies and
office supplies generally include pencils and post-it-notes.
3.18.2 In contrast, computers (PCs and peripherals) can generally be considered office supplies;
however, the scope of office supplies does not generally include computer servers and
infrastructure.
3.18.3 In conclusion: With this in mind, individual products and services must be examined
individually by NJPA, from time to time and in its sole discretion, to determine their
compliance and fall within the original "Scope" as intended by NJPA.
3.19 Best and Most Responsive - Responsible Proposer: It is the intent of NJPA to award a Contract to
the best and most responsible and responsive Proposer(s) offering the best overall quality and selection of
equipment/products and services meeting the commonly requested specifications of the NJPA and NJPA
Members, provided the Proposer's Response has been submitted in accordance with the requirements of
this RFP. Qualifying Proposers who are able to anticipate the current and future needs and requirements
of NJPA and NJPA member agencies; demonstrate the knowledge of any and all applicable industry
standards, laws and regulations; and possess the willingness and ability to distribute, market to and service
NJPA Members in all 50 states are preferred. NJPA requests proposers submit their entire product line as
it applies and relates to the scope of this RFP.
3.20 Sealed Proposals: NJPA will receive sealed proposal responses to this RFP in accordance with
accepted standards set forth in the Minnesota Procurement Code and Uniform Municipal Contracting Law.
Awards may be made to responsible and responsive Proposers whose proposals are determined in writing
to be the most advantageous to NJPA and its current or qualifying future NJPA Member agencies.
3.21 Use of Contract: Any Contract resulting from this solicitation shall be awarded with the understanding
that it is for the sole convenience of NJPA and its Members. NJPA and/or its members reserve the right to
obtain like equipment/products and services solely from this contract or from another contract source of
their choice or from a contract resulting from their own procurement process.
3.22 Awarded Vendor's interest in a contract resulting from this RFP: Awarded Vendors will be able
to offer to NJPA, and current and potential NJPA Members, only those products/equipment and services
specifically awarded on their NJPA Awarded Contract(s). Awarded Vendors may not offer as "contract
compliant," products/equipment and services which are not specifically identified and priced in their NJPA
Awarded Contract.
3.23 Sole Source of Responsibility- NJPA desires a "Sole Source of Responsibility" Vendor. This means
that the Vendor will take sole responsibility for the performance of delivered equipment/products/ services.
NJPA also desires sole responsibility with regard to:
3.23.1 Scope of Equipment/Products/Services: NJPA desires a provider for the broadest possible
scope of products/equipment and services being proposed over the largest possible geographic area
and to the largest possible cross-section of NJPA current and potential Members.
3.23.2 Vendor use of sub-contractors in sourcing or delivering equipment/product/services: NJPA
desires a single source of responsibility for equipment/products and services proposed. Proposers are
assumed to have sub-contractor relationships with all organizations and individuals whom are external to
the Proposer and are involved in providing or delivering the equipment/products/services being proposed.
Vendor assumes all responsibility for the equipment/products/services and actions of any such Sub-
Contractor. Suggested Solutions Options include:
3.24.1 Multiple solutions to the needs of NJPA and NJPA Members are possible. Examples could
include:
3.24.1.1 Equipment/Products Only Solution: Equipment/Products Only Solution may be
appropriate for situations where NJPA or NJPA Members possess the ability, either in-
house or through local third party contractors, to properly install and bring to operation
those equipment/products being proposed.
3.24.1.2 Turn-Key Solutions: A Turn-Key Solution is a combination of
equipment/products and services that provides a single price for equipment/products,
delivery, and installation to a properly operating status. Generally this is the most desirable
solution because NJPA and NJPA Members may not possess, or desire to engage,
personnel with the necessary expertise to complete these tasks internally or through other
independent contractors
3.24.1.3 Good, Better, Best: Where appropriate and properly identified. Proposers may
offer the choice "of good, better, best" multiple-grade solutions to meet NJPA Members'
needs.
3.24.1.4 Proven - Accepted - Leading-Edge Technology: Where appropriate and
properly identified. Proposers may provide a spectrum of technology solutions to
complement or enhance the proposed solutions to meet NJPA Members' needs.
3.24.2 If applicable. Contracts will be awarded to Proposer(s) able to deliver a proposal meeting
the entire needs of NJPA and its Members within the scope of this RFP. NJPA prefers Proposers
submit their complete product line of products and services described in the scope of this RFP.
NJPA reserves the right to reject individual, or groupings of specific equipment/products and
services proposals as a part of the award.
3.25 Geographic Area to be Proposed: This RFP invites proposals to provide ELECTRIC VEHICLE
SUPPLY EQUIPMENT AND RELATED SERVICES, to NJPA and NJPA Members throughout the entire
United States and possibly internationally. Proposers will be expected to express willingness to explore
service to NJPA Members located abroad; however the lack of ability to serve Members outside of the
United States will not be cause for non-award. The ability and willingness to serve Canada, for instance,
will be viewed as a value-added attribute.
3.26 Contract Term: At NJPA's option, a Contract resulting from this RFP will become effective either
on the date awarded by the NJPA Board of Directors or on the day following the expiration date of an
existing NJPA procurement contract for the same or similar product/equipment and services.
3.26.1 NJPA is seeking a Contract base term of four years as allowed by Minnesota Contracting
Law. Full term is expected. However, one additional one-year renewal/extension may be offered
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by NJPA to Vendor beyond the original four year term if NJPA deems such action to be in the best
interests of NJPA and its Members. NJPA reserves the right to conduct periodic business reviews
throughout the term of the contract.
3.27 Minimum Contract Value: NJPA anticipates considerable activity resulting from this RFP and
subsequent award; however, no commitment of any kind is made concerning actual quantities to be
acquired. NJPA does not guarantee usage. Usage will depend on the actual needs of the NJPA Members
and the value of the awarded contract.
3.28 [This section is intentionally blank.]
3.29 Contract Availability: This Contract must be available to all current and potential NJPA Members
who choose to utilize this NJPA Contract to include all governmental and public agencies, public and
private primary and secondary education agencies, and all non-profit organizations nationally.
3.30 Proposer's Commitment Period: In order to allow NJPA the opportunity to evaluate each proposal
thoroughly, NJPA requires any response to this solicitation be valid and irrevocable for ninety (90) days
after the date proposals are opened.
F. EXPECTATIONS FOR EQUIPMENT/PRODUCTS AND SERVICES BEING PROPOSED
3.31 Industry Standards: Except as contained herein, the specifications or solutions for this RFP
shall be those accepted guidelines set forth by the ELECTRIC VEHICLE SUPPLY EQUIPMENT AND
RELATED SERVICES.industry, as they are generally understood and accepted within that industry across
the nation. Submitted products/equipment, related services and accessories, and their warranties and
assurances are required to meet and/or exceed all current, traditional and anticipated standards, needs,
expectations, and requirements of NJPA and its Members.
3.31.1 Deviations from industry standards must be identified by the Proposer and
explained how, in their opinion, the equipment/products and services they propose will render
equivalent functionality, coverage, performance, and/or related services. Failure to detail all such
deviations may comprise sufficient grounds for rejection of the entire proposal.
3.31.2 Technical Descriptions/Specifications. Excessive technical descriptions and specifications
that unduly enlarge the proposal response may cause NJPA to reduce the evaluation points awarded
on Form G. Proposers must supply sufficient information to:
3.31.2.1 demonstrate the Proposer's knowledge of industry standards and Member agency
needs and expectations;
3.31.2.2 identify the equipment/products and services being proposed as applicable to the
needs and expectations of NJPA Member agencies; and
3.31.2.3 differentiate equipment/products and services from other industry manufacturers and
providers.
3.32 New Current Model Equipment/Products: Proposals submitted shall be for new, current model
equipment/products and services with the exception of certain close-out products allowed to be offered on
the Proposer's "Hot List" described herein.
3.33 Compliance with laws and standards: All items supplied on this Contract shall comply with any
current applicable safety or regulatoiy standards or codes.
3.34 Delivered and operational: Products/equipment offered herein are to be proposed based upon being
delivered and operational at the NJPA Member's site. Exceptions to "delivered and operational" must be
clearly disclosed in the "Total Cost of Acquisition" section of the proposal.
3.35 Warranty: The Proposer warrants that all products, equipment, supplies, and services delivered under
this Contract shall be covered by the industry standard or better warranty. All products and equipment
should carry a minimum industry standard manufacturer's warranty that includes materials and labor. The
Proposer has the primary responsibility to submit product specific warranty as required and accepted by
industry standards. Dealer/Distributors agree to assist the purchaser in reaching a solution in a dispute over
warranty's terms with the manufacturer. Any manufacturer's warranty that is effective past the expiration
of the warranty will be passed on to the NJPA member. Failure to submit a minimum warranty may result
in non-award.
3.36 Additional Warrants: The Proposer warrants that all products/equipment and related services
furnished hereunder will be free from liens and encumbrances; defects in design, materials, and
workmanship; and will conform in all respects to the terms of this RFP including any specifications or
standards. In addition, ProposerA^endor warrants the products/equipment and related services are suitable
for and will perform in accordance with the ordinary use for which they are intended.
G. SOLUTIONS-BASED SOLICITATION
3.37 The NJPA solicitation and contract award process is not based on detailed specifications. Instead, this
RFP is a "Solutions-Based Solicitation." NJPA expects respondents to understand and anticipate the current
and future needs of NJPA and its members—within the scope of this RFP—and to propose solutions that
are commonly desired or required by law or industry standards. Proposal will be evaluated in part on your
demonstrated ability to meet or exceed the needs and requirements of NJPA and our member agencies
within the defined scope of this RFP.
3.38 While NJPA does not typically provide product and service specifications, the RFP may contain scope
refinements and industry-specific questions. Where specific items are specified, those items should be
considered the minimum required, which the proposal can exceed in order to meet Members' needs. NJPA
mav award all of the respondent's proposal or may limit the award to a subset of the proposal.
INSTRUCTIONS FOR PREPARINC; VOL R PROPOSAL
A. INQUIRY PERIOD
4.1 The inquiry period begins on the date of first advertisement and continues until to the Deadline for
Submission." RFP packages will be distributed to potential Vendors during the inquiry period.
B. PRE-PROPOSAL CONFERENCE
4.2 A pre-proposal conference will be held at the date and time specified in the timeline on page one of this
RFP. Conference information will be sent to all potential Proposers, and attendance is optional. The purpose
of this conference is to allow potential Proposers to ask questions regarding this RFP and NJPA's
competitive contracting process. Only answers issued in writing by NJPA to questions asked before or
during the pre-proposal conference are binding on the parties to an awarded contract.
C. IDENTIFICATION OF KEY PERSONNEL
4.3 Awarded Vendors will designate one senior staff member to represent the Vendor to NJPA. This contact
person will correspond with members for technical assistance, questions, or concerns that may arise,
including instructions regarding different contacts for different geographical areas or product lines.
10
4.4 These designated individuals should also act as the primary contact for marketing, sales, and any other
area deemed essential by the Proposer and NJPA.
D. PROPOSER'S EXCEPTIONS TO TERMS AND CONDITIONS
4.5 Any exceptions, deviations, or contingencies regarding this RFP that a Proposer requests must be
documented on Form C, Exceptions To Proposal. Terms. Conditions And Solutions Request.
4.6 Exceptions, deviations or contingencies requested in the Proposer's response, while possibly necessary
in the view of the Proposer, may result in lower scoring or disqualification of a proposal.
E. PROPOSAL FORMAT
4.7 All Proposers must examine the entire RFP package to seek clarification of any item or requirement
that may not be clear and to check all responses for accuracy before submitting a proposal.
4.8 All proposals must be properly labeled and sent to "The National Joint Powers Alliance, 202 12th Street
NE Staples, MN 56479."
4.9 All proposals must be physically delivered to NJPA at the above address with all required hard copy
documents and signature forms/pages inserted as loose pages at the front of the Vendor's response. The
proposal must include these items.
4.9.1 Hard copy original of completed, signed, and dated Forms C, D, F; hard copy of the signed
signature-page only from Forms A and P from this RFP;
4.9.2 Signed hard copies of all addenda issued for the RFP;
4.9.3 Hard copy of Certificate of Insurance verifying the coverage identified in this RFP; and
4.9.4 A complete copy of your response on a flash drive (or other approved electronic
means). The electronic copy must contain completed Forms A, B, C, D, F, and P, your statement
of products and pricing (including apparent discount), and all appropriate attachments. In order to
ensure that your full response is evaluated, you must provide an electronic version of any material
that you provide in a hard copy format.
As a public agency, NJPA's proposals, responses, and awarded contracts are a matter of public
record, except for such data that is classified as nonpublic. Accordingly, public data is available for
review through a properly submitted public records request. To redact nonpublic information from
your proposal (under Minnesota Statute §13.37), you must make your request within thirty (30)
days of the contract award or non-award date.
4.10 All Proposal forms must be submitted in English and must be legible. All appropriate forms must be
executed by an authorized signatory of the Proposer. Blue ink is preferred for signatures.
4.11 Proposal submissions should be submitted using the electronic forms provided. Proposers that use
alternative documents are responsible for ensuring that the content is substantially similar to the NJPA form
and that the document is readable by NJPA.
4.12 The Proposer must ensure that the proposal is in the physical possession of NJPA before the submission
deadline.
4.12.1 Proposals must be submitted in a sealed envelope or box properly addressed to NJPA and
prominently identifying the proposal number, proposal category name, the message "Hold for
Proposal Opening," and the deadline for proposal submission. NJPA is not responsible for
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untimely proposals. Proposals received by the deadline for proposal submission will be opened
and the name of each Proposer and other appropriate information will be publicly read.
4.13 Proposers are responsible for checking directly with the NJPA website for any addendums to this RFP.
Addendums to this RPP can change the terms and conditions of the RPP, including the proposal submission
deadline.
F. QUESTIONS AND ANSWERS ABOUT THIS RFP
4.14 Upon examination of this RFP document, Proposer should promptly notify NJPA of any ambiguity,
inconsistency, or error they may discover. Interpretations, corrections, and changes to this RFP will be
considered by NJPA through a written addendum. Interpretations, corrections, or changes that are made in
any other manner are not binding, and Proposers must not rely on them.
4.15 Submit all questions about this RFP, in writing, referencing ELECTRIC VEHICLE SUPPLY
EQUIPMENT AND RELATED SERVICES, to Chris Robinson at NJPA 202 12th Street NTE, Staples, MN
56479 or to RFP@njpacoop.org. You may also call Chris Robinson at (218) 895-4168. NJPA urges
potential Proposers to communicate all concerns well in advance of the submission deadline to avoid
misunderstandings. Questions received within seven (7) days before the submission deadline generally
cannot be answered. NJPA may, however, field purely procedural questions, questions about NJPA-issued
addenda, or questions involving a Proposer withdrawing its response before the RFP submission deadline.
4.16 If NTJA deems that its answer to a question has a material impact on other potential Proposers or on
the RFP itself, NJPA will create an addendum to this RFP.
4.17 If NJPA deems that its answer to a question merely clarifies the existing terms and conditions and does
not have a material impact on other potential Proposers or the RFP itself, no further documentation of that
question is required.
4.18 Addenda are written instruments issued by NJPA that modify or interpret the RFP. All addenda issued
by NJPA become a part of the RFP. Addenda will be delivered to all Potential Proposers using the same
method of delivery of the original RFP material. NJPA accepts no liability in connection with the delivery
of any addenda. Copies of addenda will also be made available on the NJPA website at www.nipacoop.org
(under "Current and Pending Solicitations") and from the NJPA offices. All Proposers must acknowledge
their receipt of all addenda in their proposal response.
4.19 Any amendment to a submitted proposal must be in writing and must be delivered to NJPA by the
RFP submission deadline.
4.20 through 4.21 [These sections are intentionally blank.]
G. MODIFICATION OR WITHDRAWAL OF A SUBMITTED PROPOSAL
4.22 A submitted proposal must not be modified, withdrawn, or cancelled by the Proposer for a period of
ninety (90) days following the date proposals were opened. Before the deadline for submission of
proposals, any proposal submitted may be modified or withdrawn by notice to the NJPA Contracts and
Compliance Manager. Such notice must be submitted in writing and must include the signature of the
Proposer. The notice must be delivered to NJPA before the deadline for submission of proposals and must
be so worded as not to reveal the content of the original proposal. The original proposal will not be
physically returned to the potential Proposer until after the official proposal opening. Withdrawn
proposals may be resubmitted up to the time designated for the receipt of the proposals if they fully
conform with the proposal instructions.
H. PROPOSAL OPENING PROCEDURE
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4.23 Sealed and properly identified responses for this RFP entitled ELECTRIC VEHICLE SUPPLY
EQUIPMENT AND RELATED SERVICES will be received by Chris Robinson, Interim Contracts and
Compliance Manager, atNJPA Offices, 202 12th Street NE, Staples, MN 56479 until the deadline identified
on page one of this RFP. All Proposal responses must be submitted in a sealed package. The outside of the
package must plainly identify ELECTRIC VEHICLE SUPPLY EQUIPMENT ANT) RELATED
SERVICES and the RFP number. To avoid premature opening, the Proposer must label the Proposal
response properly. NJPA documents the receipt of proposals by immediately time- and date-stamping
them. At the time of the public opening, the NJPA Director of Procurement or a representative from the
NJPA Proposal Evaluation Committee will read the Proposer's names aloud and will determine whether
each submission has met Level-1 responsiveness.
NJPA'S RIGHTS RESERVED
4.24 NJPA may exercise the following rights with regard to the RFP.
4.24.1 Reject any and all proposals received in response to this RFP;
4.24.2 Disqualify any Proposer whose conduct or proposal fails to conform to the requirements of this
RFP;
4.24.3 Duplicate without limitation all materials submitted for purposes of RFP evaluation, and
duplicate all public information in response to data requests regarding the proposal;
4.24.4 Consider and accept for evaluation a late modification of a proposal if 1) the proposal itself was
submitted on time, 2) the modifications were requested by NJPA, and 3) the modifications make the
terms of the proposal more favorable to NJPA or its members;
4.24.5 Waive any non-material deviations from the requirements and procedures of this RFP;
4.24.6 Extend the Contract, in increments determined by NJPA, not to exceed a total Contract term of
five years;
4.24.7 Cancel the Request for Proposal at any time and for any reason with no cost or penalty to NJPA;
4.24.8 Correct or amend the RFP at any time with no cost or penalty to NJPA. If NJPA corrects or
amends any segment of the RFP after submission of proposals and before the announcement of the
awarded Vendor, all proposers will be afforded a reasonable opportunity to revise their proposals in
order to accommodate the RFP amendment and the new submission dates. NJPA will not be liable for
any errors in the RFP or other responses related to the RFP; and
4.24.9 Extend proposal due dates.
5 PRICING
5.1 NJPA requests that potential Proposers respond to this RFP only if they are able to offer a wide array
of products and services at lower prices and with better value than what they would ordinarily offer to a
single government agency, a school district, or a regional cooperative.
5.2 This RFP requests pricing for an indefinite quantity of products or related services with potential
national sales distribution and service. While most RFP categories represent significant sales opportunities,
NJPA makes no guarantees about the quantity of products or services that members will purchase. The
estimated annual value of this contract is $5 Million;
Vendors are expected to anticipate additional volume through potential government, educational, and not-
for-profit agencies that would find value in a national contract awarded by NJPA.
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5.3 Regardless of the payment method selected by NJPA or an NJPA member, the total cost associated with
any purchase option of the products and services must always be disclosed in the proposal and at the time
of purchase.
5.4 All proposers must submit "Primary Pricing" in the form of either "Line-Item Pricing," or "Percentage
Discount from Catalog Pricing," or a combination of these pricing strategies. Proposers are also encouraged
to offer optional pricing strategies such as "Hot List," "Sourced Products," and "Volume Discounts," as
well as financing options such as leasing. All pricing documents should include a clear effective date.
A. LINE-ITEM PRICING
5.5 Line-item pricing is a pricing format in which individual products or services are offered at specific
Contract prices. Products or services are individually priced and described by characteristics such as
manufacture name, stock or part number, size, or functionality. This method of pricing may offer the least
amount of confusion, but Proposers with a large number of items may find this method cumbersome. In
these situations, a percentage discount from catalog or category pricing model may make more sense and
may increase the clarity of the contract pricing format.
^ All line-item pricing items must be numbered, organized, sectioned (including SKUs, when applicable),
and prepared to be easily understood by the Evaluation Committee and members.
5.7 Submit Line-Item Pricing items in an Excel spreadsheet format and include all appropriate identification
information necessary to discern the line item from other line items in each Responder's proposal.
5.8 Line-item pricing must be submitted to NJPA in a searchable spreadsheet format (e.g., Microsoft®
Excel®^ in order to facilitate quickly finding any particular item of interest. For that reason, Proposers are
responsible for providing the appropriate product and service identification information along with the
pricing information that is typically found on an invoice or price quote for such product or services.
5.9 All products or services typically appearing on an invoice or price quote must be individually priced
and identified on the line-item price sheet, including any and all ancillary costs.
5.10 Proposers should provide both a published "List Price" as well as a "Proposed Contract Price" in their
pricing matrix. Published List Price will be the standard "quantity of one" price currently available to
government and educational customers, excluding cooperative and volume discounts.
B. PERCENTAGE DISCOUNT FROM CATALOG OR CATEGORY
5.11 This pricing model involves a specific percentage discount Irom a catalog or list price, defined as a
published Manufacturer's Suggested Retail Price (MSRP) for the products or services being proposed.
5.12 Individualized percentage discounts can be applied to any number of defined product groupings.
5.13 A percentage discount from MSRP may be applied to all elements identified in MSRP, including all
manufacturer options applicable to the products or services.
5.14 When a Proposer elects to use "Percentage Discount from Catalog or Category," Proposer will be
responsible for providing and maintaining current published MSRP with NJPA, and this pricing must be
included in its proposal and provided throughout the term of any Contract resulting from this RFP.
C. COST PLUS A PERCENTAGE OF COST
5.15 "Cost plus a percentage of cost" as a primary pricing mechanism is not desirable. It is, however,
acceptable for pricing sourced goods or services.
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D. HOT LIST PRICING
5.16 Where applicable, a Vendor may opt to offer a specific selection of products or services, defined as
"Hot List" pricing, at greater discounts than those listed in the standard Contract pricing. All product and
service pricing, including the Hot List Pricing, must be submitted electronically in a format that is
acceptable to NJPA. Hot List pricing must be submitted in a line-item format. Products and services may
be added or removed from the Hot List at any time through an NJPA Price and Product Change Form.
5.17 Hot List program and pricing may also be used to discount and liquidate close-out and discontinued
products and services as long as those close-out and discontinued items are clearly labeled as such. Current
ordering process and administrative fees apply. This option must be published and made available to all
NJPA Members.
E. CEILING PRICE
5.18 Proposal pricing is to be established as a ceiling price. At no time may the proposed products or
services be offered under this Contract at prices above this ceiling price without a specific request and
approval by NJPA. Contract prices may be reduced at any time, for example, to reflect volume discounts
or to meet the needs of an NJPA Member.
5.19 [This section is intentionally blank.]
F. VOLUME PRICE DISCOUNTS / ADDITIONAL QUANTITIES
5.20 through 5.23 [These sections are intentionally blank.)
G. TOTAL COST OF ACQUISITION
5.24 The Total Cost of Acquisition for the equipment/products and related services being proposed,
including those payable by NJPA Members to either the Proposer or a third party, is the cost of the proposed
equipment/products product/equipment and related services delivered and operational for its intended
purpose in the end-user's location. For example, if you are proposing equipment/products FOB Proposer's
dock, your proposal should reflect that the contract pricing does not provide for delivery beyond Proposer's
dock, nor any set-up activities or costs associated with those delivery or set-up activities. Any additional
costs for delivery and set-up should be clearly disclosed. In contrast, a proposal could state that there are
no additional costs of acquisition if the product is delivered to and operational at the end-user's location.
H. SOURCED GOOD or OPEN MARKET ITEM
5.25 A Sourced Good or an Open Market Item is a product that a member wants to buy under contract that
is not currently available under the Vendor's NJPA contract. This method of procurement can be satisfied
through a contract sourcing process. Sourcing options serve to provide a more complete contract solution
to meet our members' needs. Sourced items are generally deemed incidental to the total transaction or
purchase of contract items.
5.26 NJPA or NJPA Members may request products, equipment, and related services that are within the
related scope of this RFP, even if they are not included in an awarded Vendor's line-item price list or
catalog. These items are known as Sourced Goods or Open Market Items.
5.27 An awarded Vendor may source such items to the extent that the items are identified as "Sourced
Products/Equipment" or "Open Market Items" on any quotation issued in reference to an NJPA awarded
contract, and that this information is provided to either NJPA or an NJPA Member. NJPA is not responsible
for determining whether a Sourced Good is an incidental portion of the overall purchase or whether a
Member is able to consider a Sourced Good a purchase under an NJPA contract.
15
5.28 "Cost plus a percentage" pricing is an acceptable option in pricing of Sourced Goods.
PRODUCT & PRICE CHANGES
5.29 Awarded Vendors may request product or service changes, additions, or deletions at any time
throughout the contract term. All requests must be made in written format by completing the NJPA Price
and Product Change Request Form (located at the end of this RFP and on the NJPA website), signed by an
authorized Vendor representative. All changes are subject to review and approval by NJPA. Submit your
requests through email to your assigned Contract Manager and to PandP@njpacoop.org.
5.30 NJPA will determine whether the request is both within the scope of the original RFP and in the best
interests of NJPA and NJPA Members. Approved Price and Product Change Request Forms will be returned
to the Vendor contact through email.
5.31 The Vendor must 1) complete this change request form and individually list or attach all items subject
to change, 2) provide a sufficiently detailed explanation and documentation for the change, and 3) include
a compete restatement of pricing document in appropriate format (preferably Excel). The pricing document
must identify all products and services being offered and must conform to the following NJPA product and
price change naming convention: (Vendor Name) (NJPA Contract U) (effective pricing date); for example,
"COMPANY 012411-CPY effective 02-12-2016."
5.32 The new pricing restatement must include all products and services offered, even for those items
whose pricing remains unchanged, and must include a new effective date on the pricing documents. This
requirement reduces confusion by providing a single, current pricing sheet for each vendor and creates a
historical record of pricing.
5.33 ADDITIONS. New products and related services may be added to a Contract resulting from this RFP
at any time during that Contract term to the extent that those products and related services are within the
scope of this RFP. Allowable new products and related services generally include updated models of
products and enhanced services that reflect new technology and improved functionality.
5.34 DELETIONS. New products and related services may be deleted from a contract if an item is no
longer available.
5.35 PRICE CHANGES. A Vendor may request pricing changes by providing reasonable justification for
the change. For example, a request for a 3% increase in a product line that relies heavily on petroleum
products may be reasonable if the raw cost of required petroleum products has increased substantially.
Conversely, a request for a 3% increase in prices based only on a 3% increase in a cost-of-living index may
be considered unreasonable. Although NJPA is sensitive to the possibility of fluctuations in raw material
costs, prospective Vendors should make every reasonable attempt to account for normal cost changes by
proposing pricing that will be effective throughout the duration of the four-year Contract.
5.35.1 Price decreases: NJPA expects Vendors to propose their very best prices and anticipates
price reductions that are due to advancement in technology and marketplace efficiencies.
5.35.2 Price increases: A Vendor must include reasonable documentation for price-increase
requests, along with both current and proposed pricing. Appropriate documentation should be
attached to the Price and Product Change Request Form, including letters from suppliers
announcing price increases. Price increases must not exceed the industry standard.
5.36 through 5.37 [These sections are intentionally blank.]
5.38 Proposers representing multiple manufacturers, or carrying multiple related product lines may also
request the addition of new manufacturers or product lines to their Contract to the extent they remain within
the scope of this RFP.
5.39 through 5.43 (These sections are intentionally blank.]
K. SALES TAX
5.44 Sales and other taxes should not be included in the prices quoted. The Vendor will charge state and
local sales and other applicable taxes on items for which a valid tax-exemption certification has not been
provided. Bach NJPA Member is responsible for providing verification of tax-exempt status to the Vendor.
When ordering, NJPA Members must indicate that they are tax-exempt entities. Except as set forth herein,
no party is responsible for taxes imposed on another party as a result of or arising from the transactions
under a Contract resulting from this RPP.
L. SHIPPING
5.45 Shipping costs can constitute a significant portion of the overall cost of procurement. Consequently,
significant weight will be given to the quality of a prospective Vendor's shipping program. Shipping
charges should reasonably reflect the actual cost of shipping. NJPA understands that Vendors may use other
shipping cost methods for simplicity or for transparency. But to the extent that shipping costs are determined
to disproportionately increase a Vendor's profit, NJPA may reduce the points awarded in the "Pricing"
criteria.
5.46 through 5.47 [These sections are intentionally blank.]
5.48 All shipping and restocking fees must be identified in the price program. Certain industries providing
made-to-order products may not allow returns. Proposals will be evaluated not only on the actual costs of
shipping, but on the relative flexibility extended to NJPA Members relating to restocking fees, shipping
errors, customized shipping requirements, the process for rejecting damaged or delayed shipments, and
similar subjects.
5.49 through 5.50 [These sections are intentionally blank.]
5.51 Delivered products must be properly packaged. Damaged products may be rejected. If the damage is
not readily apparent at the time of delivery, the Vendor must permit the products to be returned within a
reasonable time at no cost to NJPA or NJPA Member. NJPA and NJPA Members reserve the right to inspect
the products at a reasonable time subsequent to delivery where circumstances or conditions prevent
effective inspection of the products at the time of delivery.
5.52 The Vendor must deliver Contract-conforming products in each shipment and may not substitute
products without the express approval from NJPA or the NJPA Member.
5.53 NJPA reserves the right to declare a breach of Contract if the Vendor intentionally delivers substandard
or inferior products that are not under Contract and described in its paper or electronic price lists or sourced
upon request of any Member under this Contract. In the event of the delivery of nonconforming products,
the NJPA Member will notify the Vendor as soon as possible and the Vendor will replace nonconforming
products with conforming products that are acceptable to the NJPA member.
5.54 Throughout the term of the Contract, Proposer agrees to pay for return shipment on products that arrive
in a defective or inoperable condition. Proposer must arrange for the return shipment of the damaged
products.
EVALUATION OF PROPOSALS
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A. PROPOSAL EVALUATION PROCESS
6.1 The NJPA proposal evaluation committee will evaluate proposals received based on a 1,000 point
evaluation system. The committee establishes both the evaluation criteria and designates the relative weight
of each criterion by assigning possible scores for each category on Form G of this RFP. The committee
may adjust the relative weight of the criteria for each RFP. (For example, if the "Warranty" criterion does
not apply to a particular RFP, the points normally awarded under "Warranty" may be used to increase the
number of potential points in another evaluation category or categories.) The "Pricing" criterion will contain
at least a plurality of points for every RFP.
^NJPA uses a scoring system that gives primary importance to "Pricing." But pricing includes more than
just the absolute lowest initial cost of purchasing, for example, a particular product. Other considerations
include the total cost of the acquisition and whether the Proposer's offering represents the best value. The
evaluation committee may consider such factors as life-cycle costs, total cost of ownership, quality, and the
suitability of an offering in meeting NJPA Members' needs. Pricing points may be awarded based on pricing
clarity and ease of use. NJPA may also award points based on whether a response contains exceptions,
exclusions, or limitations of liabilities.
6.3 The NJPA Board of Directors will consider making awards to the selected Proposer(s) based on the
recommendations of the proposal evaluation committee. To qualify for the final evaluation, a Proposer
must have been deemed responsive as a result of the criteria set forth under "Proposer Responsiveness,"
found just below.
B. PROPOSER RESPONSIVENESS
6.4 All responses are evaluated for Level-One and Level-Two Responsiveness. If a response does not
substantially conform to substantially all of the terms and conditions in the solicitation, or if it requires
unreasonable exceptions, it may be considered nonresponsive.
6.5 All proposals must contain suitable responses to the questions in the proposal forms. The following
requirements must be satisfied in order to meet Level-One Responsiveness, which is typically ascertained
on the proposal opening date. If these standards are not met, your response may be disqualified as
nonresponsive.
6.6 Level-One Responsiveness means that the response
6.6.1 is received before the deadline for submission or it will be returned unopened;
6.6.2 is properly addressed and identified as a sealed proposal with a specific RFP number and
an opening date and time;
6.6.3 contains a pricing document (with apparent discounts) and all other forms fully completed,
even if "not applicable" is the answer;
6.6.4 includes the original (hard copy) completed, dated, and signed RFP forms C, D, and F. In
addition, the response must include the hard-copy signed signature page only from RFP
Forms A and P and, if applicable, all signed addenda that have been issued in relation to
this RFP;
6.6.5 contains an electronic (CD, flash drive, or other suitable) copy of the entire response; and
6.7 Level-Two Responsiveness (including whether the response is within the RFP's scope) is determined
while evaluating the remaining items listed under Proposal Evaluation Criteria below. These items are not
arranged in order of importance. Each item draws from multiple questions, and a Proposer's responses may
affect scoring in multiple evaluation criteria. For example, the answers to Industry-Specific Questions may
18
help determine scoring relative to a Proposer's marketplace success, ability to sell and service nationwide,
and financial strength. Any questions not answered without an explanation will likely result in a loss of
points and may lead to a nonaward if the proposal evaluation committee cannot effectively review your
response.
C. PROPOSAL EVALUATION CRITERIA
6.8 Forms A and P include a series of questions that address the following categories:
6.8.1 Company Information and Financial Strength
6.8.2 Industry Requirements and Marketplace Success
6.8.3 Ability to Sell and Deliver Service Nationwide
6.8.4 Marketing Plan
6.8.5 Other Cooperative Procurement Contracts
6.8.6 Value-Added Attributes
6.8.7 Payment Terms and Financing Options
6.8.8 Warranty
6.8.9 Equipment/Products/Services
6.8.10 Pricing and Delivery
6.8.11 Industry-Specific Questions
6.9 [This section is intentionally blank.]
D. OTHER CONSIDERATIONS
6.10 In evaluating RFP responses, NJPA has no obligation to consider information that is not provided in
the Proposer's response. NJPA may, however, consider additional information outside the Proposer's
response. This research may include such sources as the Proposer's website, industry publications, listed
references, and user interviews.
6.11 NJPA may organize RFP responses into separate classes or subcategories, depending on the range of
responses. For example, NJPA might receive numerous submissions for "Widgets and Related Products
and Services." NJPA may organize these responses into subcategories, such as manufacturers of fully
operational Widgets, manufacturers of component parts for Widgets, and providers of parts and service for
Widgets. NJPA reserves the right to award Proposers in some or all of such subcategories without regard
to the evaluation score given to Proposers in another subcategory. This specifically allows NJPA to award
Vendors that might not have, for instance, the breadth of products of Proposers in another subcategory, but
that nonetheless meet a substantial and articulated need of NJPA Members.
6.12 [This section is intentionally blank.]
6.13 NJPA reserves the right to request and test equipment/products and related services and to seek
clarification from Proposers. Before the Contract award, the Proposer must furnish the requested
information within three (3) days (or within another agreed-to time frame) or provide an explanation for
the delay along with a requested time frame for providing the requested information. Proposers must make
reasonable efforts to supply test products promptly. All Proposer products remain the property of the
Proposer, and NJPA will return such products after the evaluation process. NJPA may make provisional
contract awards, subject to a Proposer's proper response to a request for information or products.
19
6.14 A Proposer's past performance under previously awarded contracts to schools, governmental agencies,
and not-for-profit entities is relevant in evaluating a Proposer's current response. Past performance includes
the Proposer's record of conforming to published specifications and to standards of good workmanship, as
well as the Proposer's history for reasonable and cooperative behavior and for commitment to Member
satisfaction. Incumbency as an awarded Vendor does not, by itself, merit positive consideration for a future
Contract award.
6.15 NJPA reserves the right to reject any or all proposals.
E. COST COMPARISON
6.16 NJPA may use a variety of evaluation methods, including cost comparisons of specific products. NJPA
reserves the right to use this process when the proposal evaluation committee determines that this will help
to make a final determination.
6.17 This direct cost comparison process will award points for being low to high Proposer for each cost
evaluation item selected. A "Market Basket" of identical (or substantially similar) equipment/products and
related services may be selected by the proposal evaluation committee, and the unit cost will be used as a
basis for determining the point value. NJPA will select the "Market Basket" from all appropriate product
categories as determined by NJPA.
F. MARKETING PLAN
6.18 A Proposer's marketing plan is a critical component of the RF'P response. An awarded Vendor's sales
force will likely be the primary source of communication with NJPA Members and will directly affect the
contract's success. Marketing success depends on communicating the contract's value, knowing the
contract thoroughly, and communicating the proper use of contracted products and services to the end
user. Much of the success and sales reward is a direct result of the commitment to the contract by the
awarded Vendor's sales teams. NJPA reserves the right to deem a Proposer Level-Two nonresponsive or
not to award a contract based on an unacceptable or incomplete marketing plan.
6.19 NJPA marketing expectations include the following components.
6.19.1 An awarded Vendor must demonstrate the ability to deploy a national sales force or dealer
network. The best RFP responses demonstrate the ability to sell, deliver, and service products
through acceptable distribution channels to NJPA members in all 50 states. Proposers' responses
should fully demonstrate their sales and service capabilities, should outline their national sales force
network (both numerically geographically), and should describe their method of distribution of the
offered products and related services. Service may be independent of the product sales pricing, but
NJPA encourages related services to be a part of Proposers' response. Despite its preference for
awarding contracts to Vendors that demonstrate nationwide sales and service, NJPA reserves the
right to award contracts that meet specific Member needs locally or regionally.
6.19.2 Proposers are invited to demonstrate their ability to successfully market, promote, and
communicate the benefits of an NJPA contract to current and potential Members nationwide. NJPA
desires a marketing plan that communicates the value of the contract to as many Members as
possible.
6.19.3 Proposers are expected to be receptive to NJPA trainings. Awarded Vendors must provide
an appropriate training venue for both management and the sales force. NJPA commits to providing
training on all aspects of communicating the value of the awarded contract, including the authority
of NJPA to offer the contract to its Members, the value and utility the contract delivers to NJPA
Members, the scope of NJPA Membership, the authority of Members to use NJPA procurement
contracts, the preferred marketing and sales methods, and the successful use of specific business
sector strategics.
20
6.19.4 Awarded Vendors are expected to demonstrate a commitment to fully embrace the IsJPA
contract. Proposers should identify both the appropriate levels of sales management and sales force
that will need to understand the value of the NJPA contract, as well as the internal procedures
needed to deliver the appropriate messaging to NJPA Members. NJPA will provide a general
schedule and a variety of methods describing when and how those individuals should be trained.
6.19.5 Proposers should outline their proposed involvement in promoting an NJPA contract through
applicable industry trade show exhibits and related customer meetings. Proposers are encouraged
to consider participation with NJPA at NJPA-endorsed national trade shows.
6.19.6 Proposers must exhibit the willingness and ability to actively market and develop contract-
specific marketing materials including the following items.
6.19.6.1 Complete Marketing Plan. Proposers must submit a marketing plan outlining
how they will launch the NJPA contract to current and potential NJPA Members. NJPA
requires awarded Vendors to embrace and actively promote the contract in cooperation
with the NJPA.
6.19.6.2 Printed Marketing Materials. Awarded Vendors will produce and maintain full
color print advertisements in camera-ready electronic format, including company logos and
contact information to be used in the NJPA directory and other approved marketing
publications.
6.19.6.3 Contract announcements and advertisements. Proposers should outline in the
marketing plan their anticipated contract announcements, advertisements in industry
periodicals, and other direct or indirect marketing activities promoting the awarded NJPA
contract.
6.19.6.4 Proposer's Website. Proposers should identify how an awarded Contract will be
displayed and linked on the Proposer's website. An online shopping experience for NJPA
Members is desired whenever possible.
6.19.7 An NJPA Vendor contract launch will be scheduled during a reasonable time frame after the
award and held at the NJPA office in Staples, MN unless the Vendor and NJPA agree to a different
location.
6.20 Proposer shall identify their commitment to develop a sales/communication process to facilitate NJPA
membership and establish status of current and potential agencies/members. Proposer should further
express their commitment to capturing sufficient member information as is deemed necessary by NJPA.
G. CERTIFICATE OF INSURANCE
6.21 Proposers must provide evidence of liability insurance coverage identified below in the form of a
Certificate of Insurance (CGI) or an ACORD binder form with their proposal. Upon an award issued under
this RFP and before the execution of any commerce relating to such award, the awarded Vendor must
provide verification, in the form of a Certificate of Insurance, identifying the coverage required below and
identifying NJPA as a "Certificate Holder." The Vendor must maintain such insurance coverage at its own
expense throughout the term of any contract resulting from this solicitation.
6.22 Any exceptions or assumptions to the insurance requirements must be identified on Form C of this
RFP. Exceptions and assumptions will be considered as part of the evaluation process. Any exceptions or
assumptions that Proposers submit must be specific. If a Proposer does not include specific exceptions or
assumptions when submitting the proposal, NJPA will typically not consider any additional exceptions or
21
assumptions during the evaluation process. Upon contract award, the awarded Vendor must provide the
Certificate of Insurance identifying the coverage as specified.
6.23 Insurance Liability Limits. The awarded Vendor must maintain, for the duration of its contract, SI .5
million in general liability insurance coverage or general liability insurance in conjunction with an umbrella
for a total combined coverage of SI .5 million. Work on the Contract will not begin until after the awarded
Vendor has submitted acceptable evidence of the required insurance coverage. Failure to maintain any
required insurance coverage or an acceptable alternative method of insurance will be deemed a breach of
contract.
6.23.1 Minimum Scope and Limits of Insurance. An awarded Vendor must provide
coverage with limits of liability not less than those stated below. An excess liability policy or
umbrella liability policy may be used to meet the minimum liability requirements provided that the
coverage is written on a "following form" basis.
6.23.1.1 Commercial General Liability—Occurrence Form
Policy shall include bodily injury, property damage and broad form contractual liability and
XCU coverage.
6.23.1.2 Each Occurrence S1,500,000
6.24 Insurance Requirements: The limits listed in this RFP are minimum requirements for this Contract
and in no way limit any indemnity covenants contained in this Contract. NJPA does not warrant that
the minimum limits contained herein are sufficient to protect the Vendor from liabilities that might arise
out of the performance of the work under this Contract by the Vendor, its agents, representatives,
employees, or subcontractors, and the Vendor is free to purchase additional insurance as may be
determined necessary.
6.25 Acceptability of Insurers: Insurance is to be placed with insurers duly licensed or authorized to
do business in the State of Minnesota and with an "A.M. Best" rating of not less than A- VII. NJPA does
not warrant that the above required minimum insurer rating is sufficient to protect the Vendor from
potential insurer solvency.
6.26 Subcontractors: Vendors' certificate(s) must include all subcontractors as additional insureds
under its policies, or the Vendor must furnish to NJPA separate certificates for each subcontractor. All
coverage for subcontractors are be subject to the minimum requirements identified above.
H. ORDER PROCESS AND/OR FUNDS FLOW
6.27 NJPA Members typically issue a purchase order directly to a Vendor under a Contract resulting from
this RFP. Alternatively, a separate contract may be created to facilitate acquiring products or services
offered in response to this RFP. Nothing in this Contract restricts the Member and Vendor from agreeing
to add terms or conditions to a purchase order or a separate contract provided that such terms or conditions
must not be less favorable to NJPA's Members.
6.28 (This section is intentionally blank.]
I. ADMINISTRATIVE FEES
6.29 Vendors will pay to NJPA an administrative fee in exchange for NJPA facilitating this Contract with
its current and potential Members. NJPA may grant a conditional contract award to a Proposer if the
proposed administrative fee is unclear, inadequate, or unduly burdensome for NJPA to administer. Sales
under this Contract should not be processed until the parties resolve the administrative fee issue.
22
6.29.1 The administrative fee is typically calculated as a percentage of the dollar volume of all
products and services by NJPA Members under this Contract, including anything represented to
NJPA Members as falling under this Contract.
6.29.2 The administrative fee is included in, and not added to, the pricing included in Proposer's
response to the RFP. Awarded Vendors must not charge NJPA Members more that permitted in the
then current price list in order to offset the administrative fee.
6.29.3 The administrative fee is designed to cover the costs of NJPA's involvement in contract
management, facilitating marketing efforts, Vendor training, and any order processing tasks
relating to the Contract. Administrative fees may also be used for other purposes as allowed by
Minnesota law.
6.29.4 The typical administrative fee under this Contract is two percent (2%). While NJPA does
not dictate the particular fee percentage, we require that the Proposer articulate a specific fee in its
response. For example, merely stating that "we agree to pay an administrative fee" is considered
nonresponsive. NPJA acknowledges that the administrative fee percentage may differ between
vendors, industries, and responses.
6.29.5 NJPA awarded Vendors are responsible for paying the administrative fee at least quarterly
and for generating all related reporting. Vendors agree to cooperate with NJPA in auditing these
reports to ensure that the administrative fee is paid on all items purchased under the Contract.
6.30 through 6.32 [This section is intentionally blank.]
J. VALUE-ADDED ATTRIBUTES
6.33 Desirability of Value-Added Attributes: Value-added attributes in an RFP response will be given
positive consideration in NJPA's evaluation process. Such attributes may increase the benefit of a product
or service by improving functionality, performance, maintenance, manufacturing, delivery, energy
efficiency, ordering, or other items while remaining within the scope of this RFP.
6.34 Women and Minority Business Enterprise (WMBE), Small Business, and Other Favored
Businesses: Some NJPA Members give formal preference to certain types of vendors or contractors.
Proposers should document WMBE (or other) status for both their organization and for any affiliates (e.g.,
supplier networks) involved in fulfilling the terms of this RFP. The ability of a Proposer to provide preferred
business entity "credits" to NJPA and NJPA Members under a Contract will be evaluated positively by
NJPA and reflected in the "value added" area of the evaluation.
6.35 Environmentally Preferred Purchasing Opportunities: Many NJPA Members consider the
environmental impact of the products and services they purchase. "Green" characteristics demonstrated by
Proposers will be evaluated positively by NJPA and reflected in the "value added" area of the evaluation.
Please identify any green characteristics of any offering in your proposal and identify the sanctioning body
determining that characteristic. Where appropriate, please indicate which products have been certified as
green and by which certifying agency.
6.36 Online Requisitioning Systems: When applicable, online requisitioning systems will be viewed as a
value-added characteristic. Proposers should demonstrate how their system makes online ordering easier
for NJPA Members, including how Members could integrate their current e-Procurement or enterprise
resource planning (ERP) systems into the Proposer's ordering process.
6.37 Financing: The ability of the Proposer to provide fi nancing solutions to Members for the products and
services being proposed will be viewed as a value-added attribute.
23
6.38 Technology: Technological advances that appreciably improve the proposed products or services will
be considered value-added attributes.
K. WAIVER OF FORMALITIES
6.39 NJPA reserves the right to waive minor formalities (or to accept minor irregularities) in any proposal,
when it determines that considering the proposal may be in the best interest of its Members.
POST-AWARD QPERATINC; ISSl ES
A. SUBSEQUENT AGREEMENTS
7.1 Purchase Order. Purchase orders for products and services may be executed between NJPA Members
and the awarded Vendor (or Vendor's sub-contractors) under this Contract. NJPA Members and Vendors
must indicate on the face of such purchase orders that "This purchase order is issued under NJPA contract
#XXXXXX" (insert the relevant contract number). Purchase order flow and procedure will be developed
jointly between NJPA and an awarded Vendor after an award is made.
7.2 Governing Law. Purchase orders must be construed in accordance with, and governed by, the laws of
a competent jurisdiction with respect to the Member. (See also Section 8.5 of this RFP.) All provisions
required by law to be included in the purchase order should be read and enforced as if they were included.
If through mistake or otherwise any such provision is not included, then upon application of either party
the Contract shall be physically amended to make such inclusion or correction. The venue for any litigation
arising out of disputes related to purchase order will be a court of competent jurisdiction with respect to the
Member.
7.3 Additional Terms and Conditions. Additional terms and conditions to a purchase order may be
proposed by NJPA, NJPA Members, or Vendors. Acceptance of these additional terms and conditions is
optional to all parties to the purchase order. One purpose of these additional terms and conditions is to
address job- or industry-specific requirements of law such as prevailing wage legislation. Additional terms
and conditions may also include specific local policy requirements and standard business practices of the
issuing Member or the Vendor. Such additional terms and conditions are not considered valid to the extent
that they interfere with the general purpose, intent, or currently established terms and conditions contain in
this RFP document. For example, a Vendor and Member may agree to add a "net 30" payment requirement
to the purchase order instead of applying a "net 10" requirement. But the added terms and conditions must
not be less favorable to the Member unless NJPA, the Member, and the Vendor agree to a Contract
amendment or similar modification.
7.4 Specialized Service Requirements. In the event that the NJPA Member desires service requirements
or specialized performance requirements (such as e-commerce specifications, specialized delivery
requirements, or other specifications and requirements) not addressed in the Contract resulting from this
RFP, the NJPA Member and the Vendor may enter into a separate, standalone agreement, apart from a
Contract resulting from this RFP. Any proposed service requirements or specialized performance
requirements require pre-approval by the Vendor. Any separate agreement developed to address these
specialized service or performance requirements is exclusively between the NJPA Member and Vendor.
NJPA, its agents, and employees shall not be made a party to any claim for breach of such agreement.
Product sourcing is not considered a service. NJPA Members will need to conduct procurements for any
specialized services not identified as a part of or within the scope of the awarded Contract.
7.5 Performance Bond. At the request of the Member, a Vendor will provide all performance bonds
typically and customarily required in their industry. These bonds will be issued pursuant to the
requirements of purchase orders for products and services. If a purchase order is cancelled for lack of a
required performance bond by the member agency, NJPA recommends that the current pending purchase
order be canceled. Each Member has the final decision on purchase order continuation. Any performance
24
bonding required by the Member, the Member's state laws, or by local policy is to be mutually agreed upon
and secured between the Vendor and the Member.
7.6 Asset Management Contracts: Asset Management-type Contracts can be initiated under a Contract
resulting from this RFP at any time during the term of this Contract. Such a contract could involve, for
example, picking up, storing, repairing, inventorying, salvaging, and delivery products falling within the
scope of this Contract. The intention in using Asset Management Contracts is to promote the long-term
efficiency of NJPA's contracts by (among other things) extending the use and re-use of products. Asset
Management Contracts cannot be created under this Contract unless they are executed within the authorized
term of a Contract resulting from this RFP. The actual term of the Asset Management Contract may,
however, extend beyond the expiration date of this Contract.
B. NJPA MEMBER SIGN-UP PROCEDURE
7.6 Awarded Vendors are responsible for familiarizing their sales and service forces with the various forms
of NJPA membership documentation and will encourage and assist potential Members in establishing
membership with NJPA. NJPA membership is available at no cost, obligation, or liability to the Member
or the Vendor.
C. REPORTING OF SALES ACTIVITY
7.7 Awarded Vendors must report at least quarterly the total gross dollar volume of all products and services
purchased by NJPA Members as it applies to this RFP and Contract. This report must include the name
and address of the purchasing agency, Member number, amount of purchase, and a description of the items
purchased.
7.7.1 Zero sales reports: Awarded Vendors must provide a quarterly Contract sales report
regardless of the amount of sales.
D. AUDITS
7j8 NJPA relies substantially on the reasonable auditing efforts of both Members and awarded Vendors to
ensure that Members are obtaining the products, services, pricing, and other benefits under all NJPA
contracts. Nonetheless, the Vendor must retain and make available to NJPA all order and invoicing
documentation related to purchases that Members make from the Vendor under the awarded Contract.
NJPA must not request such information more than once per calendar year, and NJPA must make such
requests in writing with at least fourteen (14) days' notice. NJPA may employ an independent auditor at its
own expense or conduct an audit on its own. In either event, the Vendor agrees to cooperate fully with
NJPA or its agents in order to ensure compliance with this Contract.
E. HUB PARTNER
7^ Hub Partner: NJPA Members may request special services through a "Hub Partner" for the purpose
of complying with a law, regulation, or rule that an NJPA Member deems to apply in its jurisdiction. Hub
Partners may bring value to the proposed transactions through consultancy, through qualifying for
disadvantaged business entity credits, or through other means.
7.10 Hub Partner Fees: NJPA Members are responsible for any transaction fees, costs, or expenses that
arise under this Contract for special service provided by the Hub Partner. The fees, costs, or expenses levied
by the Hub Vendor must be clearly itemized in the transaction documentation. To the extent that the Vendor
stands in the chain of title during a transaction resulting from this RFP, the documentation must clearly
indicate that the transaction is "Executed for the Benefit of [NJPA Member name]."
F. TRADE-INS
25
7.11 The value in US Dollars for Trade-ins will be negotiated between NJPA or an NJPA Member, and an
Awarded Vendor. That identified "Trade-In" value shall be viewed as a down payment and credited in full
against the NJPA purchase price identified in a purchase order issued pursuant to any Awarded NJPA
procurement contract. The full value of the trade-in will be consideration.
G. OUT OF STOCK NOTIFICATION
7.12 The Vendor must immediately notify NJPA Members when they order an out-of-stock item. The
Vendor must also tell the Member when the item will be available and whether there are equivalent
substitutes. The Member must have the option of accepting the suggested substitute or canceling the item
from the order. Under no circumstance may the Vendor make unauthorized substitutions. Unfilled or
substituted items must be indicated on the packing list.
H. CONTRACT TERMINATION FOR CAUSE AND WITHOUT CAUSE
7.13 NJPA reserves the right to cancel all or any part of this Contract if the Vendor fails to fulfill any
material obligation, term, or condition as described in the following procedure. Before any such termination
for cause, the NJPA will provide written notice to the Vendor, an opportunity to respond, and a reasonable
opportunity to cure the breach. The following are some examples of material breaches.
7.13.1 The Vendor provides products or services that do not meet reasonable quality
standards and that are not remedied under the warranty;
7.13.2 The Vendor fails to ship the products or to provide the services within a reasonable
amount of time;
7.13.3 NJPA reasonably believes that the Vendor will not or cannot perform to the
requirements or expectations of the Contract, NJPA issues a request for assurance,
and the Vendor fails to respond;
7.13.4 The Vendor fails to fulfill any of the material terms and conditions of the Contract;
7.13.5 The Vendor fails to follow the established procedure for purchase orders, invoices,
or receipt of funds as established by NJPA and the Vendor;
7.13.6 The Vendor fails to properly report quarterly sales;
7.13.7 The Vendor fails to actively market this Contract within the guidelines provided
in this RFP and defined in the NJPA contract launch.
7.14 Upon receipt of the written notice of breach, the Vendor will have ten (10) business days to provide a
satisfactory response to NJPA. If the Vendor fails to reasonably address all issues in the written notice,
NJPA may terminate the Contract immediately. If NJPA allows the Vendor more time to remedy the breach,
such forbearance does not limit NJPA's authority to immediately terminate the Contract for continued
breaches for which notice was given to the Vendor. Termination of the Contract for cause does not relieve
either party of the financial, product, or service obligations incurred before the termination.
8.2 [This section is intentionally blank.]
7.16 NJPA may terminate the Contract if the Vendor files for bankruptcy protection or is acquired by.an
independent third party. The Vendor must disclose to NJPA any litigation, bankruptcy, or
suspensions/disbarments that occur during the Contract period. Failure to disclose such information
authorizes NJPA to immediately terminate the Contract.
26
7.17 NJPA may terminate the Contract without cause by giving the Vendor sixty (60) days' written notice
of termination. Termination of the Contract without cause does not relieve either party of the financial,
product, or service obligations incurred before the termination.
7.18 NJPA may immediately terminate any Contract without further obligation if any NJPA employee
significantly involved in initiating, negotiating, securing, drafting, or creating the Contract on behalf of
NJPA has colluded with any Proposer for personal gain. NJPA may also immediately cancel a Contract if
it finds that gratuities, in the form of entertainment, gifts or otherwise, were offered or given by the Vendor
or any agent or representative of the Vendor, to any employee of NJPA. Such terminations are effective
upon written notice from NJPA or at a later date designated in the notice. Termination of the Contract does
not relieve either party of the financial, product, or service obligations incurred before the termination.
8 GFNERAL TERMS AND CONDITIONS
8. ADVERTISING A CONTRACT RESULTING FROM THIS RFP
8.1 ProposerA/endor must not advertise or publish information conceming this Contract before the award
is announced by NJPA. Once the award is made, a Vendor is expected to advertise the awarded Contract
to both current and potential NJPA Members.
B. APPLICABLE LAW
8.2 [This section is intentionally blank.]
8.3 NJPA Compliance with Minnesota Procurement Law: NJPA has designed its procurement process
to comply with best practices in the State of Minnesota. NJPA's solicitation methods are also created to
comply with many of the various requirements that our Members must satisfy in their own procurement
processes. But these requirements may differ considerably and may change from time to time. So each
NJPA Member must make its own determination whether NJPA's solicitation process satisfies the
procurement rules in the Member's jurisdiction.
^ Governing law with respect to delivery and acceptance: All applicable portions of the Minnesota
Uniform Commercial Code, all other applicable Minnesota laws, and the applicable laws and rules of
delivery and inspection of the Federal Acquisition Regulations (FAR) laws will govern NJPA contracts
resulting from this solicitation.
8;5 Jurisdiction: Any claims that arise against NJPA pertaining to this RFP, and any resulting contract that
develops between NJPA and any other party, must be brought only in courts in Todd County in the State
of Minnesota unless otherwise agreed to.
8.5.1 Purchase orders or other agreements created pursuant to a contract resulting from this
solicitation must be construed in accordance with, and governed by, the laws of the issuing
Member. Any claim arising from such a purchase order or agreement must be filed and venued in
a court of competent jurisdiction of the Member unless otherwise agreed to.
8.6 through 8.7 [This section is intentionally blank.]
O Indemnification: Each party is responsible for its own acts and is not responsible for the acts of the
other party and the results thereof. NJPA's liability is governed by the Minnesota Tort Claims Act (Minn.
Stat. §3.736) and other applicable law.
^ Prevailing wage: The Vendor must comply with applicable prevailing wage legislation in effect in the
jurisdiction of the NJPA Member. The Vendor must monitor the prevailing wage rates as established by
the appropriate federal governmental entity during the term of this Contract and adjust wage rates
accordingly.
27
8.10 Patent and copyright infringement: The Vendor agrees to indemnify and hold harmless NJPA and
NJPA Members against any and all suits, claims, judgments, and costs instituted or recovered against the
Vendor, NJPA, or NJPA Members by any person on account of the use or sale of any articles by NJPA or
NJPA Members if the Vendor supplied such articles in violation of applicable patent or copyright laws.
C. ASSIGNMENT OF CONTRACT
8.11 No right or interest in this Contract may be assigned or transferred by the Vendor without prior written
permission by the NJPA. No delegation of any duty of the Vendor under this Contract may be made without
prior written permission of the NJPA. NJPA will notify Members by posting approved assignments on the
NJPA website (www.nipacooo.org).
8.12 If the original Vendor sells or transfers all assets or the entire portion of the assets used to perform this
Contract, a successor-in-interest must perform all obligations under this Contract. NJPA reserves the right
to reject the acquiring entity as a Vendor. A change of name agreement will not change the contractual
obligations of the Vendor.
D. LIST OF PROPOSERS
8.13 NJPA will not maintain a list of interested proposers, nor will it automatically send RFPs to them. All
interested proposers must request the RFP as a result of NJPA's national solicitation advertisements.
Because of the wide scope of the potential Members and qualified national suppliers, NJPA has determined
this to be the best method of fairly soliciting proposals.
E. CAPTIONS. HEADINGS, AND ILLUSTRATIONS
8.14 The captions, illustrations, headings, and subheadings in this RFP are for convenience and ease of
understanding and in no way define or limit the scope or intent of this request.
F. DATA PRACTICES
8.15 All materials submitted in response to this RFP become NJPA's property and become public records
(under Minn. Stat. §13.591) after the evaluation process is completed. If the Proposer submits information
in response to this RFP that it requests to be classified as nonpublic information (as defined by the
Minnesota Government Data Practices Act, Minn. Stat. §13.37), the Proposer must meet the following
requirements.
8.15.1 The Proposer must make the request within thirty (30) days of the award/nonaward
notification, and include the appropriate statutory justification. Pricing, marketing plans, and
financial information is generally not redactable. The NJPA Legal Department will review the
request to determine whether the information can be withheld or redacted. If NJPA determines that
it must disclose the information upon a proper request for such information, NJPA will inform the
Proposer of such determination.
8.15.2 The Proposer must defend any action seeking release of the materials that it believes to be
nonpublic information, and it must indemnify and hold harmless NJPA, its agents, and employees,
from any judgments or damages awarded against NJPA in favor of the party requesting the
materials, and any and all costs connected with that defense. This indemnification survives the term
of any contract awarded under this RFP. In submitting a response to this RFP, the Proposer agrees
that this indemnification survives as long as NJPA possesses the confidential information.
8.16 [This section is intentionally blank.]
G. ENTIRE AGREEMENT
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8.17 This Contract, as defined herein, constitutes the entire agreement between the parties to this Contract.
A Contract resulting from this RFP is formed when the NJPA Board of Directors approves and signs the
applicable Contract Award & Acceptance document (Form E).
H. FORCE MAJEURE
8.18 Except for payments of sums due, neither party is liable to the other nor deemed in default under this
Contract if and to the extent that such party's performance of this Contract is prevented due to force
majeure. The term "force majeure" means an occurrence that is beyond the control of the party affected
and occurs without its fault or negligence including, but not limited to, the following: acts of God, acts of
the public enemy, war, riots, strikes, mobilization, labor disputes, civil disorders, fire, flood, snow,
earthquakes, tornadoes or violent wind, tsunamis, wind shears, squalls, Chinooks, blizzards, hail storms,
volcanic eruptions, meteor strikes, famine, sink holes, avalanches, lockouts, injunctions-intervention-acts,
terrorist events or failures or refusals to act by government authority and/or other similar occurrences where
such party is unable to prevent by exercising reasonable diligence. The force majeure is deemed to
commence when the party declaring force majeure notifies the other party of the existence of the force
majeure and is deemed to continue as long as the results or effects of the force majeure prevent the party
from resuming performance in accordance with a Contract resulting from this RFP. Force majeure does
not include late deliveries of products and services caused by congestion at a manufacturer's plant or
elsewhere, an oversold condition of the market, inefficiencies, or other similar occurrences. If either party
is delayed at any time by force majeure, then the delayed party must (if possible) notify the other party of
such delay within forty-eight (48) hours.
8.19 through 8.20 (These sections are intentionally blank.]
K. LICENSES
8.21 The Vendor must maintain a valid status on all required federal, state, and local licenses, bonds, and
permits required for the operation of the business that the Vendor conducts with NJPA and NJPA Members.
8.22 All responding Proposers must be licensed (where required) and must have the authority to sell and
distribute the offered products and services to NJPA and NJPA Members. Documentation of the required
licenses and authorities, if applicable, should be included in the Proposer's response to this RFP.
L. MATERIAL SUPPLIERS AND SUB-CONTRACTORS
8.23 The awarded Vendor must supply the names and addresses of sourcing suppliers and sub-contractors
as a part of the purchase order when requested by NJPA or an NJPA Member.
M. NON-WAIVER OF RIGHTS
8.24 No failure of either party to exercise any power given to it hereunder, nor a failure to insist upon strict
compliance by the other party with its obligations hereunder, nor a custom or practice of the parties at
variance with the terms hereof, nor any payment under a Contract resulting from this RFP constitutes a
waiver of either party's right to demand exact compliance with the terms hereof. Failure by NJPA to take
action or to assert any right hereunder does not constitute a waiver of such right.
N. PROTESTS OF AWARDS MADE
8.25 And protests must be filed with NJPA's Executive Director and must be resolved in accordance with
appropriate Minnesota rules. Protests will only be accepted from Proposers. A protest of an award or
nonaward must be filed in writing with NJPA within ten (10) calendar days after the public notice or
announcement of the award or nonaward. A protest must include the following items.
29
8.25.1 The name, address, and telephone number of the protester;
8.25.2 The original signature of the protester or its representative (you must document the
authority of the representative);
8.25.3 Identification of the solicitation by RFP number;
8.25.4 Identification of the statute or procedure that is alleged to have been violated;
8.25.5 A precise statement of the relevant facts;
8.25.6 Identification of the issues to be resolved;
8.25.7 The aggrieved party's argument and supporting documentation;
8.25.8 The aggrieved party's statement of potential financial damages; and
8.25.9 A protest bond in the name of NJPA and in the amount of 10% of the aggrieved party's
statement of potential financial damages.
O. SUSPENSION OR DISBARMENT STATUS
8.26 If within the past five (5) years, any firm, business, person or Proposer responding to an NJPA
solicitation has been lawfully terminated, suspended, or precluded from participating in any public
procurement activity with a federal, state, or local government or education agency, the Proposer must
include a letter with its response setting forth the name and address of the public procurement unit, the
effective date of the suspension or debarment, the duration of the suspension or debarment, and the relevant
circumstances relating to the suspension or debarment. Any failure to supply such a letter or to disclose
pertinent information may result in the termination of a Contract. By signing the proposal affidavit, the
Proposer certifies that no current suspension or debarment exists.
P. AFFIRMATIVE ACTION AND IMMIGRATION STATUS CERTIFICATION
8.27 An Affirmative Action Plan, Certificate of Affirmative Action, or other documentation regarding
Affirmative Action may be required by NJPA or NJPA Members relating to a transaction from this
RFP. Vendors must comply with any such requirements or requests.
8.28 Immigration Status Certification may be required by NJPA or NJPA Members relating to a transaction
from this RFP. Vendors must comply with any such requirements or requests.
Q. SEVERABILITY
8.29 In the event that any of the terms of a Contract resulting from this RFP are in conflict with any rule,
law, or statutory provision, or are otherwise unenforceable under the laws or regulations of any government
or subdivision thereof, such terms will be deemed stricken from the Contract, but such invalidity or
unenforceability shall not invalidate any of the other terms of an awarded Contract resulting from this RFP.
R. RELATIONSHIP OF PARTIES
8.30 No Contract resulting from this RFP may be considered a contract of employment. The relationship
between NJPA and an awarded Vendor is one of independent contractors, each free to exercise judgment
and discretion with regard to the conduct of their respective businesses. The parties neither intend the
proposed Contract to create, nor is to be construed as creating, a partnership, joint venture, master-servant,
principal-agent, or any other, relationship. INcepl as provided elsewhere in this RFP, neither party may be
held liable for acts of omission or commission of the other parly and neither party is authorized or has the
30
power to obligate the other party by contract, agreement, warranty, representation, or otherwise in any
manner whatsoever except as may be expressly provided herein.
9 FORMS
[THE REST OF THIS PAGE HAS BEEN LEFT INTENTIONALLY BLANK.]
31
Form A
PROPOSER QUESTIONNAIRE- General Business Information
(Products, Pricing, Sector Specific, Services, Terms and Warranty are addressed on Form P)
Proposer Name: Questionnaire completed by:
Please identify the person NJPA should correspond with from now through the Award process:
Name: E-Mail address:
Please answer the questions below using the Microsoft Word^ version of this document. This allows NJPA evaluators to
cut and paste your answers into a separate worksheet. Place your answer directly below each question. NJPA prefers a brief
but thorough response to each question. Please do not merely attach additional documents to your response without also
providing a substantive response. Do not leave answers blank; mark "NA" if the question does not apply to you (preferably
with an explanation). Please create a response that is easy to read and understand. For example, you may consider using a
different font and color to distinguish your answer from the questions.
Company Information & Financial Strength
1) Provide the full legal name, mailing and email addresses, tax identification number, and telephone number for your
business.
2) Provide a brief histoiy of your company, including your company's core values, business philosophy, and longevity in
the ELECTRIC VEHICLE SUPPLY EQUIPMENT AND RELA TED SERVICES industry.
3) Provide a detailed description of the products and services that you are offering in your proposal.
4) What are your company's expectations in the event of an award?
5) Demonstrate your financial strength and stability with meaningful data. This could include such items as financial
statements, SEC filings, credit and bond ratings, letters of credit, and detailed reference letters.
6) What is your US market share for the solutions that you are proposing? What is your Canadian market share, if any?
7) Has your business ever petitioned for bankruptcy protection? Please explain in detail.
8) How is your organization best described: is it a manufacturer, a distributor/dealer/reseller, or a service provider? Answer
whichever question (either a) or b) just below) best applies to your organization.
a) If your company is best described as a distributor/dealer/reseller (or similar entity), please provide your written
authorization to act as a distributor/dealer/reseller for the manufacturer of the products proposed in this RFP. If
applicable, is your dealer network independent or company owned?
b) If your company is best described as a manufacturer or service provider, please describe your relationship with your
sales and service force and with your dealer network in delivering the products and services proposed in this RFP.
Are these individuals your employees, or the employees of a third party?
9) If applicable, provide a detailed explanation outlining the licenses and certifications that are both required to be held,
and actually held, by your organization (including third parties and subcontractors that you use) in pursuit of the business
contemplated by this RFP.
10) Provide all "Suspension or Disbarment" information that has applied to your organization during the past ten years.
11) Within this RFP category there may be subcategories of solutions. List subcatcgory titles that best describe your
products and services.
32
Industry Recognition & Marketplace Success
12) Describe any relevant industry awards or recognition that your company has received in the past five years.
13) Supply three references/testimonials from your customers who are eligible for NJPA membership. At a minimum,
please include the entity's name, contact person, and phone number.
14) Provide a list of your top five governmental or educational customers (entity name is optional), including entity type,
the state the entity is located in, scope of the projects, size of transactions, and dollar volumes from the past three years.
15) Indicate separately what percentages of your sales are to the government and education sectors in the past three years?
16) List any state or cooperative purchasing contracts that you hold. What is the annual sales volume for each of these
contracts over the past three years?
17) List any GSA contracts that you hold. What is the annual sales volume for each of these contracts over the past three
years?
Proposer's Ability to Sell and Deliver Service Nationwide
18) Describe your company's capability to meet NJPA Member's needs across the countiy. Your response should address
at least the following areas.
a) Sales force.
b) Dealer network or other distribution methods.
c) Service force.
Please include details, such as the locations of your network of sales and service providers, the number of workers (full-
time equivalents) involved in each sector, whether these workers are your direct employers (or employees of a third
party), and any overlap between the sales and service functions.
19) Describe in detail the process and procedure of your customer service program, if applicable. Please include your
response-time capabilities and commitments, as well as any incentives that help your providers meet your stated service
goals or promises.
20) a) Identify any geographic areas of the United States that you will NOT be fully serving through the proposed contract,
b) Identify any NJPA Member sectors (i.e., government, education, not-for-profit) that you will NOT be fully serving
through the proposed contract. Please explain your answer. For example, does your company have only a regional
presence, or do other cooperative purchasing contracts limit your ability to promote another contract?
21) Define any specific contract requirements or restrictions that would apply to our Members in Hawaii and Alaska and in
US Territories.
Marketing Plan
22) If you are awarded a contract, how will you train your sales management, dealer network, and direct sales teams
(whichever apply) to ensure maximum impact? Please include how you will communicate your NJPA pricing and other
contract detail to your sales force nationally.
23) Describe your marketing strategy for promoting this contract opportunity. Please include representative samples of
your marketing materials in electronic format.
24) Describe your use of technology and digital data (e.g., social media, metadata usage) to enhance marketing
effectiveness.
33
25) In your view, what is NJPA's role in promoting contracts arising out of this RFP? How will you integrate an NJPA-
awarded contract into your sales process?
26) Are your products or services available through an e-procurement ordering process? If so, describe your e-procurement
system and how governmental and educational customers have used it.
Value-Added Attributes
27) Describe any product, equipment, maintenance, or operator training programs that you offer to NJPA Members. Please
include details, such as whether training is standard or optional, who provides training, and any costs that apply.
28) Describe any technological advances that your proposed products or services offer.
29) Describe any "green" initiatives that relate to your company or to your products or services, and include a list of the
certifying agency for each.
30) Describe any Women or Minority Business Entity (WMBE) or Small Business Entity (SBE) accreditations that your
company or hub partners have obtained.
31) What unique attributes does your company, your products, or your services offer to NJPA Members? What makes your
proposed solutions unique in your industry as it applies to NJPA members?
32) Identify your ability and willingness to provide your products and services to NJPA member agencies in Canada.
NOTE: Questions regarding Payment Terms, Warranty, Products/Equipment/Services, Pricing and
Delivery, and Industry Specific Items are addressed on Form P.
Signature: Date:
34
Form B
PROPOSER INFORMATION
«JPA
Company Name:
Address:
City/State/Zip:
Phone:
Toil-Free Number:
Website Address:
Fax:
E-mail:
COMPANY PERSONNEL CONTACTS
Authorized signer for your organization
Name:
Email:Phone:
The person identified here must have proper signing authority to sign the "Proposer's Assurance of Compliance" on behalf
of the Proposer.
Who prepared vour RFP response?
Name:
Email:
Title:_
Phone:
Who is vour company's primary contact person for this proposal?
Name:
Email:
Title:_
Phone:
Other important contact information
Name:
Email:
_Title:_
Phone:
Name:
Email:
_Title:_
Phone:
35
Form C
Company Name:
EXCEPTIONS TO PROPOSAL, TERMS, CONDITIONS.
AND SOLUTIONS REOUEST
Any exceptions to the terms, conditions, specifications, or proposal forms contained in this RFP must be noted in writing
and included with the Proposer's response. The Proposer acknowledges that the exceptions listed may or may not be
accepted by NJPA or included in the final contract. NJPA will make reasonable efforts to accommodate the listed
exceptions and may clarify the exceptions in the appropriate section below.
Section/page
Term, Condition, or
Specification Exception
NJPA
ACCEPTS
Proposer's Signature:Date:
NJPA's clarification on exceptions listed above;
36
Contract Award
RFP #051017
FORMD
Formal Offering of Proposal
(To be completed only by the Proposer)
teLECTRlC VEHICLE SUPPLY EQUIPMENT AND RELATED SERVICES ,
In compliance with the Request for Proposal (RFP) for [ELECTRIC VEHICLE SUPPLY EQUIPMENT AND RELATED
SERVICES, jthe undersigned warrants that the Proposer has examined this RFP and, being familiar with all of the
instructions, terms and conditions, general and technical specifications, sales and service expectations, and any special terms,
agrees to furnish the defined products and related services in full compliance with all terms and conditions of this RFP, any
applicable amendments of this RFP, and all Proposer's response documentation. The Proposer further understands that it
accepts the full responsibility as the sole source of solutions proposed in this RFP response and that the Proposer accepts
responsibility for any subcontractors used to fulfill this proposal.
Company Name: Date:
Company Address:
City: State: Zip:
Contact Person: Title:
Authorized Signature:
(Name printed or typed)
37
Form E
NJPA#051()17
i
Contract Acceptance and Award
(To be completed only by NJPA)
Proposer's full legal name
Your proposal is hereby aeeepted, and a Contract is awarded. As an awarded Proposer, you are now bound to provide the
defined products and services contained in your proposal offering according to all terms, conditions, and pricing set forth in
this RFP, any amendments to this RPP, your response, and any exceptions accepted by NJPA.
The effective start date of the Contract will be 20.and continue until -
(no later than the later of four years from the expiration date of the currently awarded
contract or four years from the NJPA Board's contract award date). This contract may be extended for a fifth year at NJPA's
discretion.
National Joint Powers Alliance® (NJPA)
NJPA Authorized signature:
Awarded this day of_
NJPA Executive Director
, 20
(Name printed or typed)
NJPA Contract Number #051017
NJPA Authorized signature:
Executed this day of
NJPA Board Member
, 20.
(Name printed or typed)
NJPA Contract Number #051017
The Proposer hereby accepts this Contract award, including all accepted exceptions and NJPA clarifications.
Vendor Name
Vendor Authorized signature:
Title:
(Name printed or ty
Executed this day of 20
ped)
NJPA Contract Number #051017
38
Form F
PROPOSER ASSURANCE OF COMPLIANCE
Proposal Affidavit Signature Page
PROPOSER'S AFFIDAVIT
The undersigned, authorized representative of the entity submitting the foregoing proposal (the "Proposer"), swears that
the following statements are true to the best of his or her knowledge.
1. The Proposer is submitting its proposal under its true and correct name, the Proposer has been properly originated
and legally exists in good standing in its state of residence, the Proposer possesses, or will possess before
delivering any products and related services, all applicable licenses necessary for such delivery to NJPA members
agencies. The undersigned affirms that he or she is authorized to act on behalf of, and to legally bind the Proposer
to the terms in this Contract.
2. The Proposer, or any person representing the Proposer, has not directly or indirectly entered into any agreement
or arrangement with any other vendor or supplier, any official or employee of NJPA, or any person, firm, or
corporation under contract with NJPA, in an effort to influence the pricing, terms, or conditions relating to this
RFP in any way that adversely affects the free and open competition for a Contract award under this RPP.
3. The Proposer has examined and understands the terms, conditions, scope, contract opportunity, specifications
request, and other documents in this solicitation and affirms that any and all exceptions have been noted in
writing and have been included with the Proposer's RFP response.
4. The Proposer will, if awarded a Contract, provide to NJPA Members the /products and services in accordance
with the terms, conditions, and scope of this RFP, with the Proposer-offered specifications, and with the other
documents in this solicitation.
5. The Proposer agrees to deliver products and services through valid contracts, purchase orders, or means that are
acceptable to NJPA Members. Unless otherwise agreed to, the Proposer must provide only new and first-quality
products and related services to NJPA Members under an awarded Contract.
6. The Proposer will comply with all applicable provisions of federal, state, and local laws, regulations, rules, and
orders.
7. The Proposer understands that NJPA will reject RFP proposals that are marked "confidential" (or "nonpublic,"
etc.), either substantially or in their entirety. Under Minnesota Statute §13.591, Subd. 4, all proposals are
considered nonpublic data until the evaluation is complete and a Contract is awarded. At that point, proposals
generally become public data. Minnesota Statute §13.37 permits only certain narrowly defined data to be
considered a "trade secret," and thus nonpublic data under Minnesota's Data Practices Act.
8. The Proposer understands that it is the Proposer's duty to protect information that it considers nonpublic,
and it agrees to defend and indemnify NJPA for reasonable measures that NJPA takes to uphold such a
data designation.
(The rest of this page has been left intentionally blank. Signature page below]
39
By signing below, Proposer is acknowledging that he or she has read, understands, and agrees to comply with the terms
and conditions specified above.
Company Name:
Address:
City/State/Zip:
Telephone Number:
E-mail Address:
Authorized Signature:
Authorized Name (printed):
Title:
Date:
Notarized
Subscribed and sworn to before me this day of , 20
Notary Public in and for the County of State of
My commission expires:
Signature:
40
Form G
OVERALL EVALUATION AND CRITERIA
For the Proposed Subject ELECTRIC VEHICLE SUPPLY EQUIPMENT AND RELATED SERVICES
Conformance to RFP Terms and Conditions 50
Financial Viability and Marketplace Success 75
Ability to Sell and Deliver Service Nationwide 100
Marketing Plan 50
Value-Added Attributes 75
Warranty 50
Depth and Breadth of Offered Products and Related
Services
200
Pricing 400
TOTAL POINTS 1000
Reviewed by:Its
Its
41
Form P
PROPOSER QUESTIONNAIRE
Payment Terms, Warranty, Products and Services, Pricing and Delivery, and Industry-Specific Questions
Proposer Name:
Questionnaire completed by:
Pavment Terms and Financing Options
1) What are your payment terms (e.g., net 10, net 30)?
2) Do you provide leasing or financing options, especially those options that schools and governmental entities may
need to use in order to make certain acquisitions?.
3) Briefly describe your proposed order process. Please include enough detail to support your ability to report quarterly
sales to NJPA. For example, indicate whether your dealer network is included in your response and whether each
dealer (or some other entity) will process the NJPA Members' purchase orders.
4) Do you accept the P-card procurement and payment process? If so, is there any additional cost to NJPA Members for
using this process?
Warranty
5) Describe in detail your manufacturer warranty program, including conditions and requirements to qualify, claims
procedure, and overall structure. You may include in your response a copy of your warranties, but at a minimum
please also answer the following questions.
• Do your warranties cover all products, parts, and labor?
• Do your warranties impose usage restrictions or other limitations that adversely affect coverage?
• Do your warranties cover the expense of technicians' travel time and mileage to perform warranty repairs?
• Are there any geographic regions of the United States for which you cannot provide a certified technician to
perform warranty repairs? How will NJPA Members in these regions be provided service for warranty repair?
• Will you cover warranty service for items made by other manufacturers that are part of your proposal, or are these
warranties issues typically passed on to the original equipment manufacturer?
• What are your proposed exchange and return programs and policies?
6) Describe any service contract options for the items included in your proposal.
Pricing, Delivery, Audits, and Administrative Fee
7) Provide a general narrative description of the equipment/products and related services you are offering in your
proposal.
8) Describe your pricing model (e.g., line-item discounts or product-category discounts). Provide detailed pricing data
(including standard or list pricing and the NJPA discounted price) on all of the items that you want NJPA to consider
as part of your RFP response. Provide a SKU for each item in your proposal. (Keep in mind that reasonable price and
product adjustments can be made during the term of an awarded Contract. See the body of the RFP and the Price and
Product Change Request Form for more detail.)
42
9) Please quantify the discount range presented in this response. For example, indicate that the pricing in your response
represents is a 50% percent discount from the MSRP or your published list.
10) The pricing offered in this proposal is
a. the same as the Proposer typically offers to an individual municipality, university, or school
district.
b. the same as the Proposer typically offers to GPOs, cooperative procurement organizations,
or state purchasing departments.
c. better than the Proposer typically offers to GPOs, cooperative procurement organizations, or
state purchasing departments.
d. other than what the Proposer typically offers (please describe).
11) Describe any quantity or volume discounts or rebate programs that you offer.
12) Propose a method of facilitating "sourced" products or related services, which may be referred to as "open market"
items or "nonstandard options". For example, you may supply such items "at cost" or "at cost plus a percentage," or
you may supply a quote for each such request.
13) Identify any total cost of acquisition costs that are NOT included in the pricing submitted with your response. This
cost includes all additional charges that are not directly identified as freight or shipping charges. For example, list
costs for items like installation, set up, mandatory training, or initial inspection. Identify any parties that impose such
costs and their relationship to the Proposer.
14) If delivery or shipping is an additional cost to the NJPA Member, describe in detail the complete shipping and delivery
program.
15) Specifically describe those shipping and delivery programs for Alaska, Hawaii, Canada, or any offshore delivery.
16) Describe any unique distribution and/or delivery methods or options offered in your proposal.
17) Please specifically describe any self-audit process or program that you plan to employ to verify compliance with your
proposed Contract with NJPA. This process includes ensuring that NJPA Members obtain the proper pricing, that the
Vendor reports all sales under the Contract each quarter, and that the Vendor remits the proper administrative fee to
NJPA.
18) Identify a proposed administrative fee that you will pay to NJPA for facilitating, managing, and promoting the NJPA
Contract in the event that you are awarded a Contract. This fee is typically calculated as a percentage of Vendor's
sales under the Contract or as a per-unit fee; it is not a line-item addition to the Member's cost of goods. (See RPP
Section 6.29 and following for details.)
Industry-Specific Questions
19) Identify the subcategory or subcategories that best describe your solutions: hardware manufacturer or distributor,
network service provider, or both. If the subcategory that best describes your solutions is not identified, provide the
subcategory title(s) that best describes what you are offering in your response.
20) Describe the features of your proposed solution(s) that address serviceability (maintenance, repairs, support,
etc.) and which you believe are "vendor differentiators."
21) Hardware providers, respond to a., b., c., and d. below:
a. identify the product(s)/services being proposed by placing an "X" in the applicable box or boxes.
Mount Type Hardware Port
Installation Wall Pedestal
Non-
Network Network Single 1 Dual +
43
Level 1
Level 2
DC Fast Charge
b. If applicable, describe your process for site assessment, site prep, and installation and describe your
installation network.
c. Is your equipment Open Charge Point Protocol (OCPP) compliant at the charger level?
d. Describe the ability of your hardware solutions to be integrated with network service providers and
identify those network service providers with which your hardware solutions integrate.
22) Network service providers, respond to a., b., c., d., and e. below:
a. identify the products and/or services being proposed by placing an "X" in the applicable box or
boxes.
Communication Type Station Access
Network Service
Providers
Cellular Wi-Fi Ethernet RFID
. ! Credit
App Based ^ ^ ,
1 Card
On-Site
Keypad
Level 2 i
DC Fast Charge
1
i
1
b. Describe your data security practices for payment processing and user information.
c. Describe the ability of your proposed solution to accommodate multiple user groups (e.g., fleet,
public, employees, etc.) as related to access control and pricing structures.
d. Describe the reporting capabilities of your proposed solution, including the types of data collected,
methods of user access to reports, and report customization options. Provide a sample report from
your proposed solution demonstrating its data collection capabilities.
e. If applicable, identify the other fleet and/or building management software programs with which
your proposed solutions integrate, and describe your experiences with such integration.
Signature:Date:
44
10 PRE-SUBiVllSSlON CHECKLIST
MPA
Check when
Completed Contents of Your Bid Proposal
Hard Copy Required
Signed and Dated
Electronic Copy
Required - CD or
Flash Drive
Form A: Proposer Questionnaire with all
questions answered completely X - signature page only X
Form B: Proposer Information
Form C: Exceptions to Proposal, Terms,
Conditions, and Solutions Request
Form D: Formal Offering of Proposal
Form E. Contract Acceptance and Award
Form F: Proposers Assurance of Compliance
Form P: Proposer Questionnaire with all
questions answered completely X-signature page only
Certificate of Insurance with $1.5 million coverage
Copy of all RFP Addendums issued by NJPA
Pricing for all Products/Equipment/Services
within the RFP being proposed
Entire Proposal submittal including signed
documents and forms.
All forms in the Hard Copy Required Signed and
Dated should be inserted in the front of the
submitted response, unbound.
Package containing your proposal labeled and
sealed with the following language:
"Competitive Proposal Enclosed, Hold for Public
Opening XX-XX-XXXX"
Response Package mailed and delivered priorto
deadline to:
NJPA, 202 12th St NE, Staples, MN 56479
45
11 NJPA VENDOR PRICE AM) PRODl'C T CHAN(;i: REQUEST FORM
Section 1. Instructions for Vendor
Requests for product or service changes, additions, or deletions will be considered at any time throughout the awarded
contract term. All requests must be made in writing by completing sections 2,3, and 4 of this NJPA Price and Product
Ch^ge Reauest Form and signed by an authorized Vendor representative in section 5. All changes are subject to
review by tne NJPA Contracts & Compliance Manager and to approval by NJPA's Chief Procurement Officer.
Submit request through email to your assigned NJPA Contract Administrator.
NJPA will determine whether the request is 1) within the scope of the original RFP, and 2) in the best interests of
NJPA and NJPA Members. Approved Price and Product Change Request Forms will be signed and emailed to the
Vendor contact.
The Vendor must complete this change request form and individually list or attach all items or services subject to
change, must provide sufficiently detailed explanation and documentation for the change, and must include a complete
restatement of pricing documentation in an appropriate format (preferably Microsoft® Excel®). The pricing
document must identi^ all products and services being offered and must conform to the following NJPA product/price
change naming convention: (Vendor Name) (NJPA Contract #) (effective pricing date); for example, "Acme Widget
Company #012416-AWC eff. 01-01-2017."
NOTE: New pricing restatements must include all products and services offered regardless of whether their prices
have changed and must include a new "effective date on the pricing documents. This requirement reduces coniusion
by providing a single, current pricing sheet for each Vendor and creates a historical record of pricing.
ADDITIONS. New products and related services may be added to a contract if such additions are within the scope
of the original RFP.
DELETIONS. New products and related services may be deleted from a contract if, for example, they are no longer
available or have been modified to a point where they are outside the scope of the RFP.
PRICE CHANGES: Vendors may request price changes if they provide sufficient rationale for the change. For
example, a Vendor that manufactures products that require substantial petroleum-related material might request a 3%
price increase because of a 20% increase in petroleum costs.
Price decreases: NJPA expects Vendors to propose their very best prices and anticipates that price reductions might
occur because of improved technologies or marketplace efficiencies.
Price increases: Acceptable price increases typically result from specific Vendor cost increases. The Vendor must
include reasonable justification for the price increase and must not, for example, offer merely generali^d statements
about an increase in a cost-of-living index. Appropriate documentation should be attached to this form, including such
items as letters from suppliers announcing price increases.
Refer to the RFP for complete "Pricing" details.
Section 2. Vendor Name and Type of Change Request
AWARDED VENDOR NAME:
CHECK ALL CHANGES THAT APPLY;
~ Adding
Products/Services
vices
□ Deleting
Products/Services
L] Price Increase
NJPA CONTRACT NUMBER:Price Decrease
46
Section 3. Detailed Explanation of Need for Changes
List the products and/or services that are changing or being added or deleted from the previous contract price list,
along with the percentage change for each item or category. (Attach a separate, detailed document if changing more
than 10 items.)
Provide a general statement and documentation explaining the reasons for these price and/or product changes.
EXAMPLES: 1) "All pricing for paper products and services are increased 5% because of increased raw material and
transportation costs (see attached documentation offuel and raw materials increase). " 2) "The 6400 series floor polisher is
being added to the product list as a new model, replacing the 5400 series. The 6400 series 3% increase reflects technological
changes that improve the polisher's efficiency and useful life. The 5400 series is now included in the "Hot List" at a 20%
discountfrom the previous pricing until the remaining inventory is liquidated. "
[f adding products, state how these are within the scope of the original RFP
If changing prices or adding products or services, state how the pricing is consistent with existing NJPA contract
pricing.
47
Section 4. Complete Restatement of Pricing Submitted
A COMPLETE restatement of the pricing, including all new and existing products and services is attached
and has been emailed to the Vendor's Contract Administrator.
□ Yes □ No
Section 5. Signatures
Vendor Authorized Signature Date
Print Name and Title of Authorized Signer
Jeremy Schwartz, NJPA Director of Cooperative Contracts and Procurement/CPO Date
48
^JPA
Appendix A
NJPA The National Joint Powers Alliance® (NJPA), on behalf of NJPA and its current and potential
Member agencies, which includes all governmental, higher education, K-12 education, not-for-profit,
tribal governmental, and all other public agencies located in all fifty states, Canada, and internationally,
issues this Request For Proposal (RFP) to result in a national contract solution.
For your reference, the links below include some, but not all, of the entities included in this proposal.
http://www.usa.gov/Agencies/Local Government/Cities.shtml
http://nces.ed.gov/globallocator/
httDs://harvester.census.gov/imls/search/index.asp
http://nccsweb.urban.org/PubApps/search.php
http://www.usa.gov/Government/Tribal-Sites/index.shtml
http://www.usa.gov/Agencies/State-and-Territories.shtml
http://www.nreca.coop/about-electric-cooperatives/member-directorv/
Oregon
Hawaii
Washington
49
www.njpacoop.org National Joint Powers Alliance*
202 1 2ti, Stieet ME
PO. Box 219
Proposal Opening Witness Staples, MN 56479
Date of opening: May 11,2017
The witnesses signed below hereby witness they were present on the above date and in witness of the public opening of all
responses received to the Request For Proposal #051017 for the procurement of ELECTRIC VEHICLE SUPPLY
EQUIPMENT AND RELATED SERVICES
Proposals are evaluated first on level-one responsiveness, then on the other criteria included in the RFP. Level-one
responsiveness requires, among other things, that the response be received before the deadline for the submission and
that the response include completed copies (with signatures) of the requested forms.
Responses were received from the following:
AeroVironment, Inc. - received 5/10/17 at 12:44:19pm
Proposer deemed responsive
CD LLC dba Carbon Day Automotive- received 5/9/17 at 11:50:38am
Proposer deemed responsive
Certificate of Insurance - not enough coverage
ChargePoint, Inc. - received 5/9/17 at 11:50:44am
Proposer deemed responsive
Electric MotorWerks, Inc. - received 5/9/17 at 11:50:50am
Proposer deemed responsive
Form C - not provided
Form F - not provided
Certificate of Insurance - not enough coverage
Envision Solar International 5/10/17 at 12:43:54pm
Proposer deemed responsive
Certificate of Insurance - not provided
EV Connect Inc. - received 5/9/17 at 1:14:37pm
Proposer deemed responsive
EV Charge Solutions- received 5/10/2017 at 12:44:31pm
Proposer deemed responsive
Garage Juice Bar LLC- received 5/10/17 at 12:43:15pm
Proposer deemed responsive
Certificate of Insurance - not enough coverage
G0e3, LLC - received 5/10/2017 at 3:30:37pm
Proposer deemed non-responsive
Proposal not provided in a sealed package
Form A - not provided
Form B - not provided
Fomi C - not provided
Form D - not provided
Form F - not provided
Form P - not provided
Certificate of Insurance - not provided
www.nipacoop.org
Electronic Copy - not provided
LiftFonvard, Inc. - received 5/10/17 at 12:43:26pm
Proposer deemed responsive
LiiyPad EV- received 5/9/17 at 1:13:12pm
Proposer deemed responsive
OpConnect, Inc. - received 5/10/2017 at 1:06:32pm
Proposer deemed responsive
Certificate of Insurance - not enough coverage
Siemens Industry, Inc. - received 5/10/17 at 12:44:47pm
Proposer deemed responsive
Form D - not provided
Form F - not provided
Verdek LLC- received 5/10/17 at 12:44:07pm
Proposer deemed responsive
Zeco Systems Inc. dba Greenlots- received 5/10/17 at 10:54:13am
Proposer deemed responsive
National Joint Powers Alliance*
202 1 2tfi Sfteei NE
P.O. Bo.x 21 9
Staples. MN 56479
ProposCTS that are deemed level-one responsive must provide any missing documentation within a reasonable time in
order to remain responsive. Respondents must not provide additional substantive information when sending this missing
documentation.
WITNESSES:
Chris Robi^^^^roc^^ NJPA
SodCGarfT Contract Administrator, NJPA
Gregg Meierhofer, CPPO, Cdntract Procurement Analyst, NJPA
GingenLme, CPPB, Senior Contract Procurement Analyst, NJPA
Kim Austin, Contract Procurement Analyst, NJPA
Sheila Chnstoffersen, Procurement Support Specialist, NJPA
Form GElectric Vehicle Supply Equipment and Related ServicesAeroVironmont, Inc.CD LLC dba Carbon DayAutomotiveIhargaPoint Inc.■lectric MotorWerks, Inc.Envision Solar InternationaliV Charge SolutionsiV Connect Inc.Possible PointsConformance to Terms/Conditions to IncludeDocumentation5040404435404241Pricing400325295329272286265290Fhnanclat, industry andMarketplace Successes7564576850546362Bidder's Ability to Sell/Service Contract Nationally1008574go60717672Bidder's Marketing PlanSO4137463037! 3838Value Added Attributes7562556640621 ^59Warranty Coverages andInformationSO46414538413742Selection and Variety ofProducts and ServicesOffered200152142162120139165136Total Points1,000815741850645730738740Rank Order371131 1198Garage Juice Bar LLCUftForward, Inc.UlyPad EVOpConnect Inc.ilemens Industry, Inc.Vordek LLC:eco Systems Inc. <fi>aJreenlotsPossible PointsConformance to Terms/Conditions to includeDocumentation5041394237413740Pricing400299164316319349289308Pinanctal, Industry andMarketplace Successes75565859i 48685452Bidder's Ability to Sett/Service Contract Natlonaliy10072781 7567916673Bidder's Marketing Planj SO3838; 3734443536Value Added Attributes1 7561586265684358Warranty Coverages andInformation504135' 4435453542Selection and Variety ofProducts and ServicesOfferedooCM142' 88144131147152162Total Points1,000750558779736849711773Rank Order16 1 141 410! 2121 5Chris Robinson. JD..NJPACarol Jackso n NJPAChelsea Omeles. NJPATim Spitzley. NJPA
Regular Meeting Minutes of the
NATIONAL JOINT POWERS ALLIANCECg)
Board of Directors
Tuesday, August 15^^ 2017
Conference Room 3
202 12^^^ St. NE, Staples, MN 56479
Chair Wilson called the Regular Board meeting to order at 5:50p.m. with the following members
present: Scott Veronen, Ryan Thomas, Barb Neprud, Mary Freeman, Greg Zylka, Sara Nagel and
Mike Wilson. Also present were Dean Greising, Chad Coauette, Susan Nanik, Paul Drange, Jon
Andres, Ann Dibb, Sarah Speer, Lori Duhn, Kip Hines, Mike Carlson, and Jamie Loken, NJPA staff;
Travis Bautz, Scott Erianson, and Gina Fischer, Consultants.
Mr. Zylka moved, seconded by Ms. Neprud to accept the agenda as amended. Motion carried.
Mr. Thomas moved, seconded by Ms. Nagel to accept the minutes of the Regular Board Meeting
held on July 18, 2017. Motion carried.
Ms. Neprud moved, seconded by Mr. Veronen to accept the minutes of the Special Board Meeting
held on August 8, 2017. Motion carried.
Mr. Carlson presented the monthly Financial Reports and budget update.
Ms. Freeman moved, seconded by Mr. Zylka to approve the check register and Treasurer's Report
of Cash, Revenues, and Expenditures and to pay all vendor disbursements #94258 to # 94568.
Motion carried.
Ms. Freeman moved, seconded by Ms. Neprud to approve all Wire Transfers #001 to #044.
Motion carried.
Ms. Freeman moved, seconded by Ms. Nagel to approve all Wire Transfers - Employee Expense
reimbursements #002 to #079. Motion carried.
Mr. Thomas moved, seconded by Mr. Zylka to accept the Consent Agenda as follows:
Updated Membership Agreements Members added July 1-31, 2017
Mr. Greising gave a day in the life of an NJPA employee presentation on his role as Interim
Manager of IT Operations and Network Security Engineer.
Ms. Speer shared with the Board a presentation and update on the Branding project.
Mr. Gerbi joined the meeting at 6:40 pm.
Ms. Nanik gave an update on the 2"^ floor buildout.
Mr. Carlson gave an update on the Finance and Risk Management Departments.
Mr. Loken gave an update on the Information Technology Department.
Mr. Drange gave an update on Regional Programs and Level 4 Facility.
Dr. Coauette gave an update on the Business &. Membership Development, Cooperative Contract
Purchasing, and Procurement Departments. He also reported on the new and renewed contracts
as noted in Appendix A.
Dr. Coauette gave an update on the Legal and Government Relations Departments.
Mr. Veronen moved, seconded by Mr. Gerbi to approve the incentive bonus as recommended by
the Metrics Committee for 2016-2017. Motion carried.
Ms. Neprud moved, seconded by Ms. Nagel to approve the Organizational Metric Goals for 2017-
2018 as presented. Motion carried.
Mr. Gerbi moved, seconded by Mr. Zylka to accept the resignation of Jonelle Mellstrom, Education
Consultant, effective July 26, 2017. Motion carried.
Mr. Veronen moved, seconded by Mr. Thomas to open the following positions:
• General Counsel/Director of Government Relations
• Membership Development Administrator II
Motion carried.
Ms. Neprud moved, seconded by Mr. Zylka to approve hiring:
• Lou Wermter, Network Engineer III, effective 7/24/17 and open a Network Engineer II
position
• Jamie Case, Contract Administration Specialist, effective 8/14/17 and open an
Administrative Specialist III - CP position
• Kip Mines, Marketing and PR Lead, effective 8/14/17 and open a Website Content Specialist
position
• Michelle Tautges, Regional Licensing Specialist, effective 8/28/17
• James Voelker, Lead Procurement Analyst, effective 8/28/17
• Mary Klamm, Teacher Recruitment Specialist, effective 9/5/17
• Katie Embree, Student Academics Coordinator, effective 9/11/17
Motion carried.
Ms. Neprud presented the Executive Director Evaluation and Report.
Ms. Nanik gave a staffing update.
Dr. Coauette gave an update on National Cooperative Procurement Partners and Minnesota Service
Cooperatives.
Ms. Neprud reported that the Cuyuna Lakes Education Foundation is partnering with the Crosby
Chamber of Commerce to host a Business After Hours event at the school. The Creative Cafe and
STEAM programs will be featured. They received matching funds from NJPA's Innovative
Classroom Grants. The event is September 28^ from 5-7 pm.
Mr. Zylka moved, seconded by Mr. Gerbi to adjourn the meeting at 8:10 p.m. Motion carried.
NJPA PROCUREMENT DEPARTMENT
BOARD ITEMS - August 2017
Requesting Board permission to Solicit the following categories:
Requesting Board permission to Re-Solicit the following categories:
Snow and Ice Handling Equipment with Related Accessories, Services, and Supplies
NEW CONTRACT
Zeco Systems Inc. dba Greenlots 051017-ZSl "Electric Vehicle Supply Equipment and Related Services"
Siemens Industry Inc.051017-SIE "Electric Vehicle Supply Equipment and Related Services"
ChargePoint, Inc.0S1017-CPI "Electric Vehicle Supply Equipment and Related Services"
LilyPad EV 051017-LPE "Electric Vehicle Supply Equipment and Related Services"
AeroVironment 051017-AEV "Electric Vehicle Supply Equipment and Related Services"
Cruise Car, Inc.051717-CCI
"Low Speed Vehicles, Medium Speed Vehicles, and Utility Vehicles
with Related Equipment, Accessories and Supplies"
Polaris Industries 051717-PSl
"Low Speed Vehicles, Medium Speed Vehicles, and Utility Vehicles
with Related Equipment, Accessories and Supplies"
Yamaha Golf-Car Company 051717-YGC
"Low Speed Vehicles, Medium Speed Vehicles, and Utility Vehicles
with Related Equipment, Accessories and Supplies"
Moore Medical LLC 061417-MML
"Health & Safety, Medical, Surgical, and First Aid Related
Equipment, Supplies, Accessories and Services"
School Health Corporation 061417SHC
"Health & Safety, Medical, Surgical, and First Aid Related
Equipment, Supplies, Accessories and Services"
CVS Pharmacy, Inc.061417-CVP
"Health & Safety, Medical, Surgical, and First Aid Related
Equipment, Supplies, Accessories and Services"
J ' .'j
State of Missouri
Brown & Root Industrial Services, LLC MOOlA-071117-BRI
Vazquez Commercial Contracting, LLC MOOlB-071117-VCC
The Wilson Group, Inc.MOOlC-071117-TWG
Reasbeck Construction Inc M002A-071117-RCI
Brown & Root Industrial Services, LLC M002B-071117-BRI
The Wilson Group, Inc.M002C-071117-TWG
Infinite Energy Construction, Inc.M003A-071117-IEC
Brown & Root Industrial Services, LLC M003B-071117-BRI
Vazquez Commercial Contracting, LLC M003C-071117-VCC
5th YEAR RENEWALS
«aQEitpEWftts:x' X - X ^ r: "
SASCO CACTENSL1-C71916 SAS
FORME
CONTRACT ACCEPTANCE AND AWARD
^rtMENr
'i
AlEance'
w I
(Top portion of this form will be completed by NJPA if the vendor is awarded o controct. The vendor should
complete the vendor authorized signatures as part of the RFP response.)
NJPA Contract #: 051017-LPE
Proposer's full legal name: LilyPad EV
Based on NJPA's evaluaNon of your proposal, you have been awarded a contract. As an awarded vendor, you
agree to provide the products and senrices contained In your proposal and to meet all ot the terms and
conditions set forth In this RFP, In any amendments to this RFP, and In any exceptions that are accepted by NJPA.
The effective date of the Contract will be July 25,2017 and will expire on July 25, 2021 (no later than the later of
four years from the expiration date of the currently oworded contract or four years from the dote that the NJPA
Chief Procurement Officer awards the Controct). This Contract moy be extended for o fifth year at NJPA's
discretion.
NJPA Authorized Signatures:
MJPa director of COOPERAm!Ej:ONrRACT5
AND PROCUREMEliffrCPO SIG
NJPA EXECUTIVE DIRECTOR/CEO SIGNAIURE
Awarded on July 24,2017
Jeremy Schwartz
(NAME PRINTED OR TYPEDj
Chad Coauette
(NAME PRINTED OR FYPbDj
NJPA Controct #051017-LPE
Vendor Authorized Signatures:
The Vendor hereby accepts this Contract award, including all accepted exceptions and amendments.
Vendor Name LilyPad EV
Authorized Signatory's Title ^^0
yv^
vEMf)OR^HORIZED SIGMAUJPE
Executed on July 24 20 ^
Larry Kinder
(NAME PRINTED OR lYPtC
NJPA Controct # 051017-LPE
ATTACHMENT B
CONTRACT FOR ELECTRIC VEHICLE SUPPLY EQUIPMENT AND RELATED
SERVICES
1. LilyPad EV Contract #051517-LPE
2. CITY OF SOUTH MIAMI QUOTATION AND
SPECIFICATIONS
Thomas F. Pepe - 01-11-16
Page 6 of 6
Form C
EXCEPTIONS TO PROPOSAL TERMS, roNnmnNs
AND SOI.imONS RFOIIF.ST
Company Name: LilvPad EV
Any exceptions to the terras, conditions, specifications, or proposal forms contained in this RFP must be noted in writing
and included with the Proposer's response. The Proposer acknowledges that tlie exceptions listed may or may not be
accepted by NJPA or included in the final contract NJPA will make reasonable efforts to acconunodate the listed
exceptions and may clarify the exceptions in the appropriate section below.
Section/page
Term, Condition, or
Specification Exception
NJPA
ACCEPTS
No Ex ceptions
Proposer's Signature;Date:
5/5/17
N.TPA's clnrificnrinn nn ftxccnhnns listPil nhnvp;
R^ew and Apofoved:
iHi f
NJPA Legal Department
Contract Award
RFPI #0510171
ES2BMJ2
Formal Offering of Proposal
(To be completed only by the Proposer)
Ielectric vehicle supply equipment and related services I
In compliance with the Request for Proposal (RFP) for|ELECTRIC VEHICLE SUPPLY EQUIPMENT AND RELATED
SERVICES, t^e undersigned warrants that the Proposer has examined this RFP and, being familiar with all of the
instructions, terms and conditions, general and technical specifications, sales and service expectations, and any special terms,
agrees to furnish the defined products and related services in full compliance with all terms and conditions of this RFP, any
applicable amendments of this RFP, and all Proposer's response documentation. The Proposer further understands that it
accepts the full responsibility as the sole source of solutions proposed in this RFP response and that the Proposer accepts
responsibility for any subcontractors used to fulfill this proposal.
Company Name: LilvPadEV Date:
Company Address: 9801 W. 100"^ Terr
City: Overland Park State: KB Zip: 66212
Contact Person: Larry Kinder ^ Title: CEO
Authorized Signature: ^ Larry Kinder
1/ (Name printed or typed)
23
FORME
CONTRACT ACCEPTANCE AND AWARD
NJtinndl Joint Powcii Alliance*
(Top portion of this form will be completed by NJPA if the vendor is awarded a contract. The vendor should
complete the vendor authorized signatures as part of the RFP response.)
NJPA Contract #;05I017-LPE
Proposer's full lego! name: LilyPod EV
Based on NJPA's evaluation of your proposal, you have been awarded a contract. As an awarded vendor, you
agree to provide the products and services contained In your proposal and to meet all of the terms and
conditions set forth In this RFP, In any amendments to this RFP, and In any exceptions that are accepted by NJPA.
The effective date of the Contract will be July 25,2017 and will expire on July 25.2021 (no later than the later of
four years from the expiration date of the currently awarded contract or four years from the date that the NJPA
Chief Procurement Officer awards the Contract). This Contract may be extended for a fifth year at NJPA's
discretion.
NJPA Authorized Signatures:
r;JPA DIRECTOR OF COOPERATjtorOMrRAClS
AND PROCUREMSWrrOpSsiG
NJPA EXECUTIVE DIRECTOR/CEO SIGNATURE
Awarded on July 24.2017
Jeremy Schwartz
(NAME PRINTED OR TYPED}
Chad Coauette
(NAME PRINTED OR TYPED)
NJPA Controct # 051017-LPE
Vendor Authorized Signatures:
The Vendor hereby accepts this Contract award, including all accepted exceptions and amendments.
Vendor Name LilyPad EV
Authorized Signatory's Title
VE^OR.^^HORIZED SIGMA[iJRF
Executed on July 24 20_17
Larry Kinder
(NAME PRINTED OP I VPED)
NJPA Contract # 051017-LPE
Knrm F PROPOSF.R ASSIIRANCF. OF rOMPl.lANCE
Proposal Affidavit Signature Page
PROPOSER'S AFFIDAVIT
The undersigned, authorized representative of the entity submitting the foregoing proposal (the "Proposer"), swears that
the following statements ate true to the best of his or her knowledge.
1. ITie Proposer is submitting its proposal under its true and eorreet name, the Proposer has been properly originated
and legally exists in good standing in its state of residence, the Proposer pos.scsses, or will possess betore
delivering any produets and related services, all applicable licenses necessary for such delivery to NJPA members
agencies. The undersigned affirms that he or she is authorized to act on beliall ol, and to legally bind the Proposer
to the terms in this Contract.
2. The Proposer, or any person representing the Proposer, has not directly or indirectly entered into any agreement
or arrangement with any other vendor or supplier, any otTicial or employee of NJPA, or any person, firm, or
corporation under contract with NJPA, in an efTort to influence the pricing, terms, or conditions relating to this
RFP in any way that adversely affects the free and open competition for a Contract award under this RFP.
3. The Proposer has examined and understands the tcmis, conditions, scope, contrdci opportunity, specifications
request, and other documents in this solicitation and atTirms that any and all e.xeeptions have been noted in
writing and have been included with the Proposer's RFP response.
4. The Proposer will, if awarded a Contract, provide to NJPA Membei^ the /products and services in accordance
with the terms, conditions, and scope of this RFP, with the Proposer-offered specifications, and with the other
documents in this solicitation.
5. The Proposer agrees to deliver products and services through valid contracts, purchase orders, or means that are
acceptable to NJPA Metnbers. Unless otherwise agreed to, the Proposer must provide only new and first-quality
products and related services to N.TPA Members under an awarded Contract.
6. The Proposer will comply with all applicable provisions of federal, .state, and local laws, regulations, rules, and
orders.
7. The Proposer understands that NJPA will reject RFP proposals that are marked "confidctitial" (or "nonpublic,"
etc.), either substantially or in their entirety. Under Minnesota Statute §13.591, Subd. 4, all proposals are
considered nonpublic data until the evaluation is complete and a Contract is awarded. At that point, proposals
generally become public data. Minnesota Statute §13.37 permits only certain narrowly defined data to be
considered a "trade secret," and thus nonpublic data under Minnesota's Data Practices Act.
8. The Proposer understands that it is the Proposer's duty to protect infonnation that it considers nonpublic,
and it agrees to defend and indemnify NJPA for reasonable measures that NJPA takes to uphold such a
data designation.
{The rest of this page has been left intentionally blank. Signature page below)
23
By signing below. Proposer is acknowledging that he or she has read, understands, and agrees to comply with the tcmts
and conditions specified above.
Company Name: l.ilvPad EV
Address: 9801 W. 100'^ Terr
City-'State/Zip: Overland Park. KS 66212
Telephone Number: 913-747-6956
E-mail Address; laiTv.kindcr.t< lilvpadcx .com
Authorized Signature: Ji
Authorized Name (prinied): Larry Kinder
Title: CEO
Date;
Notarized
Subscribed and sworn to before me this day of , 20 ll
r
Notary Public in and for the County of
.My commission e,xpires
At
Signature:
.Statc of.
NOTARY PtJBUC • - Stale ot Kansas
TONI ANOmSON
fvly AppL
24
Form P
PROPOSER QUESTIONNAIRE
Payment Terms, Warrant}', Products and Services, Pricing and Delivery, and Industry-Specific Questions
Proposer Name: LHvi^EV
Questionnaire completed by: Lamr Kinder
Pavment Terms and Financing Options
1) What are your payment terms (e.g., net 10, net 30)?
MM
2) Do you provide leasing or financing options, especially those options that schools and governmental entities may
need to use in order to make certain acquisitions?.
We can offer to NlPA memb^ the leaaog program available dirough ChargePoint's leasing v^dor. ChargePoinPs
le^iiig yeaidor will wahiate the pzoposed lease equipment and lessor and will make an undswriting dedsion. The
lease arrangement is then diiectly between the NJPA member and ChargePoinPs leasing yendon We will provide the
chargiiig stmions and rdated services at the agreed upon price, then the leasmg yendor wiU ^ik widi ti^e NJPA
tQeaBh» ^ determiiie ^ le^ rate and twrm.
3) Briefly describe your proposed order process. Please include enough detail to support your ability to report quarterly
sales to NJPA. For example, indicate whether your dealer network is included in your response and whether each
dealer (or some odier entity) will process the NJPA Members' purchase orders.
Initial omail/idunieeoatact between NIPAmend^er and LdyPad EV
Cohvmaation & analysis to determine products/services suitable fmr NJPA member.
Assunung the NJPA member does not opt out of our ncumal full tiunkey solution, we wdl coquet a site
surv^ (with die (mstomer and our electrical snb) to determine locatimi of stations, source of power, of
conduii/whre, and validate sufficient cell cbver^e and power capacity.
Li1}HP^ emails quote to NJPA member for products/services
NJPAmendiOTse^ POb^ LilyPadEV. PO is tracked by LilyPalEV in NJPA PO Log.
LiiyPad EV orders die products/services.
^oducts are ddivered to NJPA member.
If NJPA membe* has sheeted LilyPad EV to do the site {»ep, we will notify our electrical subcontractor to
schedule installation time convenient for NJPA member.
Aft^ instalhiticm is conrpl^e, station ^ provisioned on the network by LilyPad EV
Custonier is atvoiced
""note: Quacteily NJPA sales report provide to NJPA by LilyPadEV
4) Do you accept the P-card procurement and payment process? If so, is there any additional cost to NJPA Members for
using this process?
Weacoqn P-caidp^rm«its, iqpclsirge will be 3.4%
26
Warranty
5) Describe in detail your manufacturer warranty program, including conditions and requirements to qualify, claims
procedure, and overall structure. You may include in your response a copy of your warranties, but at a minimum
please also answer the following questions.
ChargePoint coo^ widt a stasi&id ty^paris-^ywairai^ (tabor,steoogfy^
It is
CbaEgoPqinfs Assure program (optiooal) provides peace of mind with a 98% qpt^e guarantiee. It gives ypu the
oc^dei^'tliat all chai^gi% statUms M
thestidibns daEy for pr^ IfChaigePomt discovers a problem or if you report a station a problem to
Chargi^dtnt at^port^ 1h£^ aetion to get it an4 nin^^ a^E^ wtto ho additibiial roihlo toe station
ami annr^ upt^ :
insure, the tnafnteiknce, lepaTrakSr^^ hcxurs
ne^fpr staff#^eh(dt(lhe iot
Supltort team vrin tohepatr Oriepfai^ tl^
Untate4^s^^ didi^es
Mon^r oeppKls and d qctarterfy lepoits of vour stahon's peffbnrtams irhstncs
V amfse, and accidents
WeiBDviidlea £ year wodonamsMp wanan^onoiv^s^^^
• Do your warranties cover all products, parts, and labor?
Ass^ icoym^ aQ pfOdiicts, pas^ ^ bhor.
$tao^dttra^^ labor.
• Do your warranties impose usage restrictions or other limitations that adversely affect coverage?
No. Assure evep coyeislra^
• Do your warranties cover the expense of technicians' travel time and mileage to perform warranty repairs?
Asst^ does ernes travd and miieage for tefilmy ans.
• Are there any geographic regions of the United States for which you cannot provide a certified technician to
perform warranty repairs? How will NJPA Members in these regions be provided service for warranty repair?
Stw&and WanrsQ%^ ai^ 'Assure avadaUe everywhere across US and Caimda.
• Will you cover warranty service for items made by other manufacturers that are part of your proposal, or are these
warranties issues typically passed on to the original equipment manufacturer?
We d!on*t have other iniafiB&ctmies m ow proposal
® What are your proposed exchange and return programs and policies?
Prochjct exchanges only, naretums. For exchar^ies customer pays a 20% restocking fee, shipping costs both ways,
and any price d^rence between exchanged products.
27
6) Describe any service contract options for the items included in your proposal.
ChargePoBit's Assuxe is ti» sovice contcact ojitiiotL
Pricing. Deliverv. Audits, and Administrative Fee
7) Provide a general narrative description of the equipment/products and related services you are offering in your
proposal.
Oi^ tuEidxey sdi#aD prpVcdi» evoytim you ne^ to providie 1^ chacgmg at your fadlit^. We w5ik closely with the
eE^tomer to charging needs^ tasget eharj^g alulienco, and their goals. Froni we
nectary for die customer to Jfiilfy tnfprmed to m^e a soUd d^^cHo about
mdvii^ ^dpii pniject Once given dm go^^ah^^ ^ duug^g s)|Ldons^ n^
iMntttg^ site inshilhtdo aitd o^ioing Supgoxt isiuchtded mourlmnkey solution.
WP prov^ t^ ejqjertise/axia^s, hatdware/soitwtar^ site prep / inst^ation labor, and customer support;, i^arianty,
and maintepance. We provide evoythittg duU is needed by the custom^ to successhiUy deploy, cperate, tmd maintain
L... nuiuii^ f^.
o
o Software/Netwoils;
o
o /^fe Smyr^
o
o mstallatioa of charging station itself
o Rqpaur of statkms as needed
o Txahung
o Ciistanier
ni^ itm eqm^^^ is includled in FPrin iteoi 3**
8) Describe your pricing model (e.g., line-item discounts or product-category discounts). Provide detailed pricing data
(including standard or list pricing and the NJPA discounted price) on all of the items that you want NJPA to consider as
part of your RFP response. Provide a SKU for each item in your proposal. (Keep in mind that reasonable price and
product adjustments can be made during the term of an awarded Contract. See the body of the RFP and the Price and
Product Change Request Form for more detail.)
Ihe price Ibt is too la^ to ioclttde ocnnfoitably withio this section, so it is attacimd imfflcdiatdy hQrood Foim P. bems
are groined tog^o: in logical s^ons wttfain the price list. SKU, Description^ List Price, NJPA Discount %, and
NJPA Price cc^Unms are shown for each item. Note, there are Eoany variants of many diCfeimit products in toe price
list. We will surest toe appropriate prrKlucts to customers after we Imve talked to them and understand toeir needs.
9) Please quantify the discoimt range presented in this response. For example, indicate that the pricing in your response
represents is a 50% percent discount from the MSRP or your published list.
Discounts range fiom 21% to 0% on fine items.
28
10) The pricing offered in this proposal is
a. the same as the Proposer typically offers to an individual municipality, university, or school
district.
^b. the same as the Proposer typically offers to GPOs, cooperative procurement organizations, or
state purchasing departments.
c. better than the Proposer typically offers to GPOs, cooperative procurement organizations, or
state purchasing departments.
X d. other than what the Proposer typically offers (please describe),
Bec^^ we #aa ivitaf 9^'^'
11) Describe any quantity or volume discounts or rebate programs that you offer.
12) Propose a method of facilitating "sourced" products or related services, which may be referred to as "open market"
items or "nonstandard options". For example, you may supply such items "at cost" or "at cost plus a percentage," or
you may supply a quote for each such request.
^ tyjiM (to not have
coslS A^ induct IB I Hf If dtece te oeed
13) Identify any total cost of acquisition costs that are NOT included in the pricing submitted with your response. This
cost includes all additional charges that are not directly identified as freight or shipping charges. For example, list
costs for items like installation, set up, mandatory training, or initial inspection. Identify any parties that impose such
costs and their relationship to the Proposer.
i) foir hair^fir^^ wanan^, aod cBirgu% staribn iteelf » mclui^ in
ii) piB turnkey of
€^]^;get^g
nnli M is sot piiissi^l^ to in^dq uStg our qkctrical sitemfeE^tflc vi^ die site to
iieteviniQoliie W0&
14) If delivery or shipping is an additional cost to the NJPA Member, describe in detail the complete shipping and delivery
program.
l^ow voiuSic^ LflL Iow^4d states, For tow yoluineo?dl6^ tyfwcaHy find
our FOdEx cost averages aroiuzd $t60/stattOfi for the level 2 stBtioiK ($S()6 fmr Fast slBtioB^; lb s^y be a bh; luglher
or Iowa depobdmg on wheere in toe tower dS states toe statioa sbqK. We doST ne^ to Sis^e a profit on shipiu!^ so
jfor stajS^ Wie will ati^ust tos6t o^ time if
slnjipng costs ri^;
For stoimpiits thtf ace ILTL size, we vritt get a iq^te firo issunmce aod wiU p^ that axnount on
dbectiy to tote cistojaier.
15) Specifically describe those shipping and delivery programs for Alaska, Hawaii, Canada, or any offshore delivery.
SMpping to AK^ Hit Canada, aod Rico tend to ben bit fai^nar toan to the lower48 states, but we toltow the same
approacto as for ^testiou 14.... just pass the costs on, dmi^^t in^en profit on toe^pplng.
16) Describe any unique distribution and/or delivery methods or options offered in your proposal.
N/A
17) Please specifically describe any self-audit process or program that you plan to employ to verify compliance with your
proposed Contract with NJPA. This process includes ensuring that NJPA Members obtain the proper pricing, that the
Vendor reports all sales under the Contract each quarter, and that the Vendor remits the proper administrative fee to
NJPA.
Lily^oi EV wiD assign £m en^toyee as the NJPA contract cmnpliance contact. They will compare al! sales qtmrterly
29
and' identify tfuose tbat are undler the NJPA contract. Fcnr those wtdi confiruii that the custonta prktng matcf^ or
was less th^ the NJPA pshce list and report the NJPA sfdies to NJPA and r^mt adnoatstcatxve fee.
18) Identify a proposed administrative fee that you will pay to NJPA for facilitating, managing, and promoting the NJPA
Contract in the event that you are awarded a Contract. This fee is typically calculated as a percentage of Vendor's
sales under the Contract or as a per-unit fee; it is not a line-item addition to the Member's cost of goods. (See RFP
Section 6.29 and following for details.)
1%.
Indttstrv-Spccific OHgstions
19) Identify the subcategory or subcategories that best describe your solutions: hardware manufacturer or distributor,
network service provider, or both. If the subcategory that best describes your solutions is not identified, provide the
subcategory title(s) that best describes what you are offering in your response.
are iai, of a»vices (wht^ kr^odes msi
Semce PlKmdaf: fifamning, smvQr^ site prep iostaUatioii, asdrep^ioaiEitena^
20) Describe the features of your proposed solution(s) that address serviceability (maintenance, repairs, support,
etc.) and which you believe are "vendor differentiators."
ChairgeP&iBt^soplteal Assure enhaitc^ and nmrnteiiance prt^ram inrovides^^e^ to
a statlftnis we wtU fnage the ststioh pioblenif^Bii^^ tiuai iiihnm die of what
wilt he let^ESced toihiing dto ev<^ydiliig We can to get the statioa and mhiramae
21) Hardware providers, respond to a., b., c., and d. below:
a. identify the product(s)/services being proposed by placing an "X" in the applicable box or boxes.
Mount Type Hardware Port
instailation Wall Pedestal
Non-
Network Network Single Dual +
Level 1
Level 2 X X X X X X
DC Fast Charge X X X X X
b. If applicable, describe your process for site assessment, site prep, and installation and describe your
installation network.
* Goal dlet«gn«i»atiBn— work with ciistomcr to deteinrine the manber of statioas feev would lifce based on
statiion in the padong lot or j
• Site Assessment—We will sdiedole and perfonn a site siorvey with the electrical sidiGontnt^or onsite,
Lifij^ad o^Ioyee lemoteh^, and customer re{nesent£dive oashe.
During the survey the ^oup will determine;
30
• tbe Itest dxe
• iid»itify^kcatic]ftpft]^pp^
• tlie cpn4nit/we p ftpmpovi^^i^^
Fae^ots to^ considereElb
• ift
of $tetkiis? WotiM
iisefiiditpss tip
of
sitfyej^, LiiyPad pik'ilde a;^ite fni^ sODpO^ a 1^
prk^ f<a- lite U«tns Ibir t&e pii^ect:
Fioiectgoafce^- Tte castooter di^tineslbe prefect, acc^its, w ieq;itesk loedtfte^Qs.
Site Pltiep Steps—
* eieOtri^catsitamti^OT
1009% y^
penc^latians,.as desalted! tn
for bpllani'gl^^ dectr^ sdwoiitesptor j^ow ceoied^ases for
c^hyBx^^ st^onsy plac^ bdts in fte CMHiectj^iap^. F^ wait
ciffllgiag Station lns>»llprtftm-.
it is
Of^tioiiaL
Otg iDStallatiMMa networic
We have ir^tiondi^ with several tasge etectrical contractors fnovidi^ a US national footftr^ and a broad
CanaiS^ Ccaninnpd^ dectrical SubocQtractPrs have offices and persoimd ra 45 US states and 7
Cana^ati provinces^ have installed &oasands of EV charging stations. These are tpp nokh contractOTs which
legolarly serve some of the Iar;^st nationat ccHnpanies, inctudSag electric tnffities, govc^nmeiits, universities,
w{»iq;tla(^ hospitals, ^retail chains.
In the cases wh»e our customs pieffins their own electiician, or it othom^ advantt^eous to our ciBstomer ibr us to
use a local dectrician, we will do so. We l»ve done this loutindy since 2009, gaining the expariettce to make sure
we choose and use only local electricians who preform quality installations. Otar requhement is that the electricians
31
we use are quality, trustwort%, customer fociee^ reliable, responsive, of course properly licensed and insmed, and
provide a warranty on their work.. ..olte having proven themselves by previous wori^ fbr iis or for our customer.
c. Is your equipment Open Charge Point Protocol (OCPP) compliant at the charger level?
Describe the ability of your hardware solutions to be integrated with network service providers and
identity those network service providers with which your hardware solutions integrate.
Cim^Foii^'s cfa^ stothnzs reqii^ use of die CtegeFOint network, in dm ind^y event
22) Network service providers, respond to a., b., c., d., and e. below:
a. identify the products and/or services being proposed by placing an "X" in the applicable box or
boxes.
Communication Type Station Access
Network Service
Providers
Cellular WI-FI Ethernet RFID App Based
Credit
Card
On-Site
Keypad
Level 2 X Home
Station
X X RFS>CC
DC Fast Charge X X X RFIDCC
Describe your data security practices for payment processing and user information.
Clmsg^idntfs pfocessing mechanisms^ aB PCI compltaat User data is kept on secum seivm and
lifted.
Describe the ability of your proposed solution to accommodate multiple user groups (e.g., fleet,
public, employees, etc.) as related to access control and pricing structures.
ChargeFoiid^l^ aie extireii»ty flexible for bodi access coidnd amil pnemg stmctnres.
Access Conlroh
Stations can be configured to allow all drivers or specific groups of dnvers. Drivers can be gcouped into
categories th^ make smise to the station owner. These can inctude emplctyees, students, fleet drivers, or
public. Vmioiis groups of drivers can be allowed access to stations or denied acx^ess tostatimis.
Fridng Structmes:
Rrking structures can be configured so that the stations are fiee or that diere is a fee for usage. Tlie fee (or
fiee) can be applied diffeFently to difif^reid groups of chivers (public, employees, students, fleet, etc.) and can
be set to vary ity drffereiit times of day. Different pricing policies can be applied to different grmq^ of
drivers.
Prtcii^ can be configured by many factors or a combination:
o Amount of electricity (kWh) dispensed
o Timeph^edin. Time actually charging
o Time of Day
o Minimum fee, Maximmn Fee
32
p driver is (fleet, «ii|)tpye^^
d. Describe the reporting capabilities of your proposed solution, including the types of data collected,
methods of user access to reports, and report customization options. Provide a sample report from your
proposed solution demonstrating its data collection capabilities.
fl^ese are
Iti the vtdfeppttilsacc^lile
l^l^rts:pan
be .create foria.sliti^'s^hjnj^an stations,, or-gjcoMps^of ^atlpn^ and the tiirieframe fortH^^teg be easily
niqi^eclf BefiaW: aine twosaeiple reports, the shojwlng ambunt of elet^rlGfty dispensed^over tllne and the 2^
shdehf^tli^mimbarQfchaiig^^^^^^^^ follpwed bywIi^pfaveilaW^^^
3 ChargePoint X '.'*1-' '■ v ' '■-v ; J M -' : : -...f—• ^r^'_ /
^ •.'* 0 Q https//nj chargepoinLcom'aiialysis.charts 80% C P Scorch
-chargepoiiH-Hsllo Larry
(.osjcirt
.Oigaitujjuw. 1f . EISSSIjI
1 .V , ■, -ui::
■■ ■ ...■ . -■ - ■- ■ .■ .■ ;. ■ . . ■.
Analytict 1 Rewrv^lU'iv: 1 f'auftc a I togi Aunti Tia« 1 Aiarmi
O VK IV t r-rtfly IMtiiiJ van Days ^ ^ --Eaax^t*
Energy Last 365 Days O Energy (kWh)
— AccumulMMl (CWh)
:u/jr.'j kwi
M4v »*' l*j |i
33
Session Dela^A history of all aolviCy on a slatNm, group of stations, or a]I> your
stations.
e. If applicable, identify the other fleet and/or building management software programs with which your
proposed solutions integrate, and describe your experiences with such integration.
iCbargePoint supports fleet paymeot cards—^Voyager, US Back and WEX (Wii^t Expr^).
Ot^ePomt's^steni also has a robust set of APIs whkh can be accessed finm or bcdtd^
Signature:.Date:5/5/17
35
NATIONAL JOINT POWERS ALLIANCE (NJPA) AWARDED VENDOR
REQUIRED FEDERAL CONTRACT PROVISIONS CERTIFICATION
When a Nad(Hia] Joint Powers Alliance (NJPA) Member seeks to procure goods and services using funds undo* a
federal grant or contract, specific federal laws, regulations, and requirements may apply in addition to those under
state law and local rule. This includes, but is not limited to, the procuremant standards of the Uniform
Administrative Requirements, Cost Principles and Audit Requirements for Federal Awards, 2 CFR Part 200 (also
referred to as die "Ihuform Guidance*' or "EDGAR").
NJPA awarded Vendors must complete this certification regarding Vendor's willingness and ability to comply with
certain requirements wfaidi may be aj^Ucable to specific NJPA Membar purchases using federal grant or contract
dollars. NJPA Members may also require Voidors to emer into ancillary agreements, in addition to the NJPA
contract's general terms and conditions, to address the Member's specific contractual needs, including contract
requirements for a procuraneot using federal gants or contracts. NJPA leserves the right at any time within a
contract term to require an awarded Vendor to reaffirm or reaibmit proper documentation relating to th^
requirements.
Note: The numbering and identification contain«l herein is only for reference purposes and does not idoitify any
actual Federal designation or location of the rule. Rules are located in 2 CFR Part 200.
Appendix II to Part 200 Contract Provisions for Non-F^ral Eatit>' Contracts Under Federal Awards
(A) Contracts for more than the simplified acquisition threshold currently set at $150,000, which is the inflation
adjusted amount determined by the Civilian Agency Acquisition Council and the Defense Acquisition Regulations
Council (Councils) as authorized by 41 U.S.C. 1908, must address administrative, contractual, or legal remedies in
instances whwc contractors violate or breach contract terms, and provide for such sanctions and penalties as
appropriate.
Pursuant to Rule (A) above, Motional Joint Powers Alliance reserves all rights and privileges under the applicable
lam and regulations with respect to this procurement process in the event of breach ofcontract by either party.
onzed RepresentativeVendor A|j€es<YES or NO) Initials of
(6) All contracts in excess of $10,000 must address termination for cause and for conv-enience by the non-Federal
entity including the manner by which it will be effected and the basis for s^lement.
Pursuant to Rtde (B) above, Motional Joint Powers Alliance reserves the right to terminate any agreement resulting
from this procurement process pursuant to National Joint Powers Alliance RFP sections 7.13 and 7.17. Prior to any
terminationfor cause, the NJPA will provide written notice to the Vendor, opportunity to respond and opportunity
to cure. National Joint Powers Alliance reserves the right to terminate any^ agreement resultingfrom this
procurement process without cause with a required 60-day written notice oftermination. Termination of Contract
shall not relieve either party of financial, product or service obligations incurred or accrued prior to termination.
^VendtM^grees (YES or NO) Imtiafis.«a Authorized Representative
(C) Equal Employment Opportunity. Except as otherwise provided under 41 CFR Part 60, all contracts that meet the
definition of "federally a^sted construction contract" in 41 CFR Part 60-1,3 must include the equal opportunity
clause provided under 41 CFR 60-1.4(b), in accordance with Executive Order 11246, "Equal Employment
Opportunity" (30 FR 12319,12935.3 CFR Part, 1964-1965 Comp., p. 339), as amended by Executive Order 11375,
"Amending Executive Order 11246 Relating to Equal Employment Opportunity," and implementing regulations at
41 CFR part 60, "Office of Federal Contract Compliance Programs, Equal Employment Opportunity, Department of
Labor " This provision is hereby incorporated by reference into all applicable contracts.
Pursuant to Rule (C) above, the equal opportunity clause is incorporated by reference herein.
Vendor Ag^ (YES or NO) Initialfc«f Authorized Representative
(D) Davis-Bacon Act, as amended (40 U.S.C. 3141-3148). When required by Federal program legislation, all prime
constraclion contracts in cxceM of $2,000 awarded by non-Federal entities must include a provision for compliance
with the Davis-Bacon Act (40 U.S.C. 3141-3144, and 3146-3148) as supplemented by Department of Labor
regulations (29 CFR Part 5, "Labor Standards Provisions Applicable to Contracts Covering Federally Financed and
Assisted Construction"). In accordance with the statute, contractors mu.st be required to pay wages to laborers and
mechanics at a rate not lesss than the prevailing wages speci fied in a wage determinationmade by the Secretary of
Labor In addition, contractors must be required to pay wages not less than once a week. The non-Federal entity
must place a copy of the current prevailing wage determination issued by the Department of Labor in each
solicitation. The decision to award a contract or subcontract must be conditioned upon the acceptance of the wage
determination. The non-Federal entity must report all suspected or reported violations to the Federal awarding
ag^cy. The contracts must also include a provision for compliance with the Copeland "Anti-Kickback Act (40
U.S.C. 3145), as supplemented by Department of Labor regulations (29 CFR Part 3, "Contractors and
Subcontractors on Public Building or Public Work Financed in Whole or in Part by Loans or Grants from the United
States"). The Act provides that each contractor or subrecipient must be prohibited from inducing, by any means, any
person employed in the construction, completion, or repair of public work, to give up any part of the compensation
to which he or she is otherwise entitled. The non-Federal entity must report all .suspected or reported violations to
the Federal awarding agency. This proxision is hereby incorporated by reference into all applicable contracts.
Purstuxnt to Rule (D) above. Vendor will be in compliance with all applicable Davis-Bacon Act provisions.
Vendor (YES or NO) Inili^f Aifthorrzed Representative
(E) Contract Work Hours and Safety Standards Act (40 U.S.C. 3.701-3708). Where applicable, all contracts awarded
by the non-Federal entity in excess of $100,000 that involve the employment of mechanics or laborers mu-st include
a provision for compliance with 40 U.S.C. 3702 and 3704, as supplemented by Department of Labor regulations (29
CFR Part 5). Under 40 U.S.C. 3702 of the Act, each contractor must be required to compute the wages of every
mechanic and laborer on the basis of a standard work week of 40 hours. Work in excess of the standard work week
is permissible provided that the worker is compensated at a rate of not less than one and a half times the basic rate of
pay for all hours worked in excess of40 hours in the work week. The requirements of 40 U.S.C. 3704 are applicable
to construction work and provide that no laborer or mechanic mu.st be required to work in surroundings or under
working conditions which are unsanitary, hazardous or dangerous. These requirements do not apply to the purchases
of supplies or materials or articles ordinarily available on the open market, or contracts for tran.sportation or
transmission of intelligence. This provision is hereby incorporated by reference into all applicable contracts.
Pursuant to Rule (E) above. Vendor certifies that Vendor will be in compliance with all applicable provisions of the
Contract Work Hours and Safety Standards Act during the term of an award for all contracts by National Joint
Powers Alliance resulting from this procurement process.
Vendor A^bs (YES or NO) Initials ofAuihorized Representative
(F) Rights to Inventions Made Under a Contract or Agreement. If the Federal award meets the definition of "funding
agreement" under 37 CFR § 401.2 (a) and the recipient or subrecipient wishes to enter into a contract with a small
busine^ firm or nonprofit organization regarding the substitution of parties, assignment or perfbnnance of
experimental, developmental, or research work under tiiat "funding agreement," the recipioit or subrecipient must
comply with the requirements of 37 CFRPart 401, "Rights to Inventions Made by Nonprofit Organizations and
Small Business Firms Under Government Grants, Contracts and Cooperative Agreements," and any implementing
r^ulations issued by the awarding agency.
Pursuant to Rule (F) above. Vendor certifies that during the term of an award for all contracts by National Joint
Powers Alliance resultingfivm this procurement process. Vendor agrees to comply with all applicable requirements
as referenced in Rule (F) above.
Vatdor Agree^YES or NO) Inititd^T Authorized R^^nesentative
(0) Clean Air Act (42 U.S.C. 7401-767lq.) and the Federal Water Pollution Control Act (33 U-S.C. 1251-1387)
Contracts and subj^ahts of amounts in excess of $150,000 must contain a provision that t^equuts the non- F^teral
award to agree to comply with all applicable standards, orders or regulations issued pursuant to the Clean Air Act
(42 U.S.C. 7401- 7671q) and the F^aul Water Pollution Control Act as amended (33 U^.C. 1251-1387).
Violations mu^ benqported to the Federal avmding ag^cy and the Re|ponal Office of thie Enviroiunental
Protection Agency (EPA). This provision is hoeby incorporated by reference into all applicable contracts.
Pursuant to Rule (G) abow, Veruhr cert^es that during the term of an awardfor all contracts by NationalJoint
Powers Alliance resulting from this procurement process, Vendor agrees to comply with all applicable requirements
as r^erenced in Rule (G) above.
^ _
Vendor Agrqss (YIK or NO) initiak^^uthorbrnd Rq)resentative
(H) Debarmott and Suspension (Executive Orders 12549 and 12689) A contract award (see 2 CFR 180.220) must
not be made to parties listed on the government wide exclusions in the System for Award Management (SAMX in
accordance with the OMB guidelines at 2 CFR 180 that implement Executive Orders 12549 (3 CFR part 1986
Comp., p. 189) and 12689 (3 CFR part 1989 Comp., p. 235), "Debarment and Suspension." SAM Excluaons
contains the names of parties debarred, suspended, or otherwise excluded by agencies, as well as partis declared
ineligible under ^tutory or regulatory authority other than Executive Order 12549.
Pursuant to Rule (NJ above. Vendor certifies that during the term of an award for all contracts by National Joint
Powers Alliance resulting from this procurement process, Vendor certifies that neither it nor its principals is
presently debarred, suspended, proposed for debannent, declared ineligible, or voluntarily excluded from
participation by any federal department or agency.
Vendor Agr^ (YES or NO) Initiad^f Autiiorized Representative
(I) Byrd Anti-Lobfaying Amendment, as amended (31 U.S.C. 1352). Contractors that apply or bid for an awwd
exceedotg $100,000 must file the required certification. Each tier certifies to the tier above that it will not and has
not used Federal appropriated fiinds to pay any person or organization for influencing or attempting to influence an
officer or employee of any agency, a member of Congress, officer or employee of Congress, or an employee of a
membo^ of Congress in connection whh obtaining any Federal contract, grant or any other award covered by 31
U.S.C. 1352. Each tio- must also disclose any lobbying with non-Federal funds that takes place in connection with
obtaining any Federal award. Such disclosures are forwarded from tier to tier up to the non-Federal award.
Pursuant to Rule (I) above, as applicable. Vendor agrees to file all certifications and disclosures required by. and
otherwise comply with. the B^d Anti-Lobbying Amendment (31 USC1352).
Vendor Agt^ (YES or NO) Initials p£^iefflior(zed Representative
Record Reteation Reqairements
Vendor certifies that during the term of an award for all contracts by National Joint Powers Alliance resulting from
this procurement process. Vendor will comply with the record retention requiremenisdetailed in 2 CFR § 200.333.
The Vendor further certifies that Vendor m^/ retain all records as required by 2 CFR § 200.333for a period ofthree
years after grantees or subgrantees submit final expenditure reports or quarterly or annual financial reports, as
applicable, and all other p^ding matters are closed.
Vendor (YES or NO) Hmtials of Authonzed Rqjresentadve
Energy Policy and Conservation Act Compliance
To the extent applicable. Vendor certifies that during the term of an award for all contracts by National Joint
Powers Alliance resulting from this procurement process, Vendor will comply with the mandatory' standards and
policies relating to energy efficiency which are contained in the state energy conservation plan issued in compliance
with the Energy Policy and Conservation Act.
Vendor A&^ (YES or NO) t^itials ofAmhorized Representative
Buy America Frovinons Compliance
To the extent Vendor has agreed to comply viih applicable provisions ofthe Buy American Act with a particular
public entity, Vendor certifies that Vendor is in compliance with all applicable provisions of the Buy American Act.
Purchases made in accordance with the Buy Arrierican Act shall follow the applicable procurement rtdes calling for
free and open competition.
dor^greesVendoi^grees (YES or NO) <ktmals of Authorized Representative
Aa:ess to Records (2 CJF^ § 200 J36)
Vendor agrees tlust duly authorized representatives of the .Agency shall have access to any books, documents, papers
and records of Vendor that are directly pertinent to Vendor's discharge of its obligations under the Contract for the
purpose of making audits, examinations, excerpts, and transcriptions. The right also includes timely and reasonable
access to Vendor's personnelfor the purpose ofinterview and discussion relating to such documents.
Vendor Agr^ (^S or NO) Initi^g^ Authorized Representative
Vendor agrees to comply with federal, state, and local.laws, rules, regulations and ordinances, as applicable. It is
further acknowledged that Vendor certifies compliance with provisions, laws, acts, regulations, etc. as noted above.
This certification shall be effective through the term of the Vendor's NJPA awarded contract.
Vendor:
Contract number:
Category:
Maturity date:
Address:
City, state, zip code:
Phone number:
Printed name and title of
authorized representative:
Signature of authorized
representative:
Date:
'J^OI LJ /OO^
OotU.J 4 k / K C i,j) /2^
kl±2
LilyPad EV
9801 W. 100th Terr
Overland Park, KS 66212
(913) 269-2453
keith.anderson@lilypadev.com
www.lilypadev.com
QUOTE
ADDRESS SHIP TO QUOTE # 1404
South Miami, FL South Miami, PL DATE 11/01/2018
6130 Sunset Drive 6130 Sunset Drive
South Miami, FL 33143 South Miami, FL 33143
SALES REP
Keith Anderson
DESCRIPTION QTY EACH AMOUNT
ChargePoint:CT4021-GW1 1 5,696.00 5,696.00
Dual Output Gateway Option, Bollard Unit - 208/240V @30A with Cord
Management
ChargePoint:CPCLD-COMMERCIAL-1 2 280.00 560.00
lyr Prepaid Commercial Cloud Plan.
ChargePoint:LILYPAD-ACTIVE 1 0.00 0.00
Initial Station Activation & Configuration Service includes activation of cloud
services and configuration of radio groups, access control, visibility control,
pricing.. One time initial service per station.
InstallationilNSTALL 1 11,096.00 11,096.00
Custom Installation
Scope Specification;
INCLUDED: Option 2 - Far right of parking area.
1. Install 2 40amp breakers in existing panel.
2. Run ENT conduit in drop ceiling to exterior.
3. Drill hole through exterior wall.
4. LB down to the ground.
5. Trench approx. 30' to drive path.
6. Use Ground Penetrating Radar Contractor to find safe path for boring
contractor.
7. Use Boring Contractor to bore approx. 50' across driving path.
8. Dig out 24x24x24 slab and pour with concrete.
9. Set dual head charging station.
10. Commission unit and submit paperwork to Charge Point.
Excluded:
1) Trenching, backfill, concrete, cutting, patching, coring and roof
penetrations
2) Any changes or additions by owner or local inspector not included.
3) Any errors or omissions by Architect or engineer not included.
4) Fire stopping done by others.
5) A notice to owner will be filed on jobs over $2,500.00.
6) Permits, if required. Permit fees and costs related to the permit will be
billed separately, as exact costs are not known.
Thank you for your business
DESCRIPTION QTY EACH AMOUNT
7) Any repairs to sprinklers or landscaping from trenching will be repaired by
others.
8) Any utility company charges
9) Creation of Engineered drawings.
10) Changes due to engineered drawings.
Sales Tax 1 0.00
Sales Tax calculated by AvaTax on Thu Nov 1 10:04:38 UTC 2018
Sourcewell (formerly NJPA) Contract #051017-LPE
South Miami Member ID#: 18215
$17,528.00
NOTES: SUBTOTAL 17,352.00
•Thank you for allowing US to submit this proposal. SHIPPING 176.00
STANDARD TERMS AND CONDITIONS: TOTAL
• Standard Invoice Terms are net 30
• Standard manufacturer warranties apply to all hardware purchases
• Standard lead-time is 30-60 days from order acceptance
• Installation cost, if included in this project, does not include
unforeseen rock or other obstacles found while trenching or boring
• Customer is responsible for ensuring 3G cellular data coverage at
installation location is better than -BSdbm (ATT or Sprint) Note for
example -TOdbrYi is better than -BOdbm.
• Returns of unopened packages are subject to restocking charges.
Opened packages may not be returned.
Accepted By Accepted Date
Thank you for your business.
Sourcewell ^
Formerly kJJPA
June 6, 2018
The National Joint Powers Alliance (NJPA) will formally be known as Sourcewell beginning June 6, 2018.
The NJPA Board of Directors on May 15, 2018 voted to approve changing the organization's name to Sourcewell.
Documentation has been formally submitted for Sourcewell to be registered and trademarked, both federally and in
Minnesota, with the appropriate agencies.
Sourcewell has worked intentionally to mitigate the implications of this change to current and potential members, currently
awarded vendors, and other existing partners. After June 6th, 2018, Sourcewell will maintain and continue to recognize the
National Joint Powers Alliance name. Membership agreements, contracts, and agreements entered into with the National
Joint Powers Alliance will remain valid and continue in effect without impact. This will ensure contractual continuity and
safeguard any disruptions to engagement with Sourcewell. This includes membership, use of cooperative purchasing
contracts, or other contractual engagements.
Marcus Mfller
General Counsel and Director of Government Relations
202 i2th Street hih P.O. Box 219 | Staples. MM 56-i79 .'388 894-1930
STATE OF MINNESOTA
COUNTY OF TODD
RESOLUTION ESTABLISHING CORPORATE AND AGENCY NAME FOR REGION 5 SERVICE
COOPERATIVE AS SOURCEWELL (F/K/A National Joint Powers Alliance)
Resolution No. 2018-07
WHEREAS, the Board of Directors previously authorized and directed staff undertake ail actions
necessary and sufficient to "rebrand" Region 5 Service Cooperative; and
WHEREAS, after careful study and consideration, the name Sourcewell was chosen as the legal,
organizational, and agency name for Region 5 Service Cooperative; and
WHEREAS, the organizational bylaws were duly adopted, ratified and approved and became
effective as of the May 2018 Board of Directors meeting; and
WHEREAS, Article 1, Section 1 of said bylaws establishes Sourcewell as the legal organizational
name for Region 5 Service Cooperative; and
WHEREAS, Minnesota Statutes, § 123A.21 provides that the "care, management, and control" of
Region 5 Service Cooperative is vested In Its Board of Directors, including the power and authority
to establish the legal name of the organization.
NOW THEREFORE BE IT RESOLVED by the Board of Directors as follows:
1. The name National Joint Powers Alliance is replaced and the legal, organizational,
and agency name of Region 5 Service Cooperative is Sourcewell.
2. The official and effective date of this change is June 6, 2018.
3. All prior contracts and other legal obligations established or incurred under the
name National Joint Powers Alliance remain in full force and effect.
4. All contracts or other legal obligations undertaken on and after June 6, 2018 shall
be executed and performed in the name Sourcewell.
5. This Resolution is effective upon signature and shall henceforth serve as sufficient
and official proof and evidence of the legal, organizational and agency name for
Region 5 Service Cooperative.
The Executive Director, or his designee, is authorized and directed to provide
copies of this resolution to third parties as requested or required and to affix the
same to legal documents when necessary.
Chairperson, Sourcewell Board of Directors
ATTEST;
Clerk to the Board of Directors
RESOLUTION NO: 098-17-14899
A Resolution authorizing the City Manager to negotiate and enter into a
contract for the purchase and installation of vehicle charging stations with
ABM Building Services, Inc.
WHEREAS, the Mayor and City Commission wish to install one (1) ChargePoint
Station Level 2 with dual bollard gateway unit at the Bethel-Gibson Community Center
located at 5800 SW 66^^ Street; and
WHEREAS, with the electrification of transportation finally taking hold,
municipalities need to take a leadership role in developing sustainability policies in
their communities for residents and businesses; and
WHEREAS, the use of electric vehicles (EV) reduces the gasoline consumption
and greenhouse gas emission; and
WHEREAS, by deploying EV charging, the city will be able to develop deep
marketing partnerships with EV drivers, retailers and other local business enterprises;
and
WHEREAS, the City pays about 8 cents per kWh, which equates to approximately
40 cents per charge. Since the City would pay Chargepoint for connection services so
they could charge money to people (about $3 per charge), the City will provide 1,250
free charges (three a day) before it cost us a dime. Therefore, the City Administration is
proposing to make this service free of charge to electric vehicle users; and
WHEREAS, ChargePoint is developing applications such as "Places" which is
designed to help retail businesses connect with EV drivers, convert them into
customers, and deliver an outstanding charging experience. "Places" allows retailers to
get access to a high-value South Florida EV driver demographic, and can offer
ChargePoint members exclusive promotions and benefits by shopping and charging at
South Florida retail locations; and
WHEREAS, the purchase and installation of the charging stations from ABM
Building Services, Inc., shall be made by piggybacking onto its contract with Choice
Partners purchasing cooperative, a division of the Harris County Department of
Education; and
WHEREAS, ABM Building Services Inc. was awarded the contract with Choice
Partners purchasing cooperative as a result of a competitive solicitation and selection
by an evaluation committee; and
WHEREAS, the City desires to enter into a contract with ABM Building Services
Inc., at a cost of $12,243 for the installation of one (1) ChargePoint Station Level 2 with
Page 1 of2
Res. No. 098-17-14899
dual bollard gateway unit at the Bethel-Gibson Community Center located at 5800 SW
66th Street; and
WHEREAS, the City desires to provide a contingency of $1,500 over the proposal
amount for unknown factors that may arise during the work; and
WHEREAS, the Mayor and City Commission desire to authorize the City Manager
to enter into a contract with ABM Building Services, Inc., for the installation of one (1)
ChargePoint station Level 2 with dual bollard gateway unit for a total amount not to
exceed $12,243.
NOW THEREFORE BE IT RESOLVED BY THE MAYOR AND CITY COMMISSION OF
THE CITY OF SOUTH MIAMI, FLORIDA;
Section 1. The City Manager is hereby authorized to negotiate and enter into a
contract for the purchase and installation of vehicle charging stations with ABM Building
Services, Inc., by piggybacking onto its contract with Choice Partners purchasing
cooperative, a division of Harris County Department of Education, for an amount not to
exceed $12,243. The total expenditure, including the contingency amount of $13,743
shall be charged to the Capital Improvement Program, account number 001-1790-519
which has a balance of $25,000 before this request was made.
Section 2. Severability. If any section, clause, sentence, or phrase of this
resolution is for any reason held invalid or unconstitutional by a court of competent
jurisdiction, this holding shall not affect the validity of the remaining portions of this
resolution.
Section 3. Effective Date: This resolution shall take effect immediately upon
enactment.
PASSED AND ADOPTED this 1^ day of May. 2017
ATTEST:APPROVED:
ITY CLERK
READ AND >WROVED AS,
LANGU/QG^EGALITY
execUt^ thereof
UTION
orney
riJiAYOf/
COMMISSION VOTE:4-1
Mayor Stoddard:Yea
Vice Mayor Welsh:Yea
Commissioner Harris:Yea
Commissioner Liebman:Nay
Commissioner Edmond:Yea
Page 2 of 2