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1 Request for Proposals (RFP) Technical Assistance for All Facets of Electric Bus Fleet Implementation Including infrastructure, in route charging, photovoltaic and energy storage VTA Project # From: Subject: Angela E. Grant, Administrator Project VTA # Request for Proposals PROCUREMENT SCHEDULE Advertise Request for Proposals: (RFP s) 1/12/17 Deadline for questions by 10:00 AM 1/27/17 RFP s due in VTA Office by 12 noon 2/3/17 Award and Notice to Proceed 2/10/17 Section I Background Located seven miles off the south coast of Cape Cod, Massachusetts, the Island of Martha s Vineyard has been one of the fastest growing areas in the northeast for the past three decades. Martha s Vineyard is nationally known as a prime vacation destination visited by thousands of vacationers annually and is home to tens of thousands of year-round and seasonal residents. Preserving the character of Martha s Vineyard has long been a common regional goal. In the 1980 s and 1990 s the rapid increase of population, tourism and seasonal use generated significant traffic levels that threatened to overwhelm the Island s modest road infrastructure. The general fear was that the impact of the Island s popularity would diminish the very qualities that made it an attractive place to be in the first place. Recognizing that the increasing number of automobiles threatened to destroy the local quality of life, the Island towns supported a substantial expansion of the Martha s Vineyard Transit VTA Project # Page 1/9

2 Authority (VTA) fixed-route services. Committing to transit service became the most prominent traffic mitigation measure for this rural region. The VTA underwent significant phases of growth, including Island-wide and then year-round. Through the years and up to the present, incremental expansion of individual services continues due to ridership demand and as resources allow. While the VTA fleet vehicles meet the latest environmental standards based on each unit s build year, the diesel vehicles currently in the fleet do not present a convincing image to the general public. It is hard to convince observers that the white water vapor clouds billowing out of the bus exhaust systems, seen during the diesel particulate filter regen process, are not pollution. Additionally, vehicle noise is a consideration in rural/suburban areas. The VTA frequently contends with engine noise complaints from residents of downtown areas with mixed residential and business use, where several of the VTA s bus hubs are located. In response to these concerns, the VTA contracted for An Alternative Fuels Assessment and Feasibility Study in the fall of The purpose was to research the current alternative fuel transit market. The contract was awarded to Vermont Energy Investment Corporation (VEIC). In the spring of 2016, the VTA received the final report from VEIC. A full copy of the report can be found at: The initial recommendation was to conduct a pilot program on the Vineyard to test the viability of electric vehicles. The belief was that the electric buses may be best suited to short park-andride type routes. However, the project scope was expanded to a full fleet replacement after visits to sites in California with electric bus fleets already in use. At the Antelope Valley Transit Authority, Stanford University and the Facebook headquarters, the VTA learned that improved electric vehicle technology could be used successfully on longer and more heavily travelled fixed routes. The keys to this are the in-route charging stations. The electric bus project on the Vineyard will entail significant infrastructure improvements and minor operational changes. Section II General The VTA is seeking to contract for Technical Assistance on the development of an electric bus fleet and associated support equipment on the Island of Martha s Vineyard. The VTA is seeking the following services from a qualified firm: electrical engineering design, grant writing, technical specifications for procurement, project management and oversight, and support for public outreach in the areas of education and consensus building. The VTA s objective is to deploy an electric bus fleet to serve the Island s existing fixed route transit system with the long term goal of replacing the van/minibus fleet with electric vehicles as well. Deploying an electric bus fleet will better fulfill the VTA s overarching goal of improving air quality and minimizing noise pollution. The bus fleet will be supported by sub-systems that provide solar power collection, electrical grid connections and energy storage. The electric vehicle charging infrastructure will be used to charge the zero-emission VTA fleet vehicles at locations along the bus routes and the VTA s Maintenance and Operations Center. The same charging facilities will also be available for charging municipal and private vehicles. Finally, there is a goal to create an electric vehicle friendly environment on the Vineyard, which will make it practical to transition the region s taxi and rental car fleets to electric energy in the future. VTA Project # Page 2/9

3 It is envisioned that this comprehensive project can be implemented in various phases, based on available funding. For the first phase, the VTA will procure four (4) electric buses to be delivered in the spring of The installation of the storage and charging infrastructure would also occur at that time at the VTA s Maintenance and Operations Center. The VTA replaces approximately four (4) vehicles per year and all replacement vehicles would be electric. It is projected that four (4) remote charging stations, to be located at currently unconfirmed sites in Edgartown, West Tisbury, Aquinnah and Oak Bluffs, will be installed at a rate of one a year or more. That rate of installation could increase or decrease depending on available funding. The project has the ancillary goal of fostering public-public and public private partnerships. The VTA will also seek input from each of the Island s six towns, with the hope that the political environment will allow the benefits of electric energy technology to be realized by Town government and the traveling public in private vehicles. The selected firm must be qualified to do business in the Commonwealth of Massachusetts, will be under contract with the VTA and will report to the VTA Administrator and staff. The contract between VTA and the selected firm will be governed by, construed and enforced in accordance with the laws of the Commonwealth of Massachusetts and all applicable Federal laws, rules and regulations. Section III Scope of Services The breakdown of tasks are as follows: 1. Review Existing Electrical Conditions and Needs a. Assess electrical infrastructure at the VTA Operations and Maintenance Facility in Edgartown, as well as VTA bus hubs located in Edgartown, Oak Bluffs, Tisbury, West Tisbury and Aquinnah. Determine existing loads and additional capacities needed to support the goal of a fully electric bus fleet (55 vehicles, including non-revenue support vehicles). b. Specify the size and scope of infrastructure needed at each location. c. Create a work plan for each location, including working with electrical supplier, currently Eversource and other stakeholders and outside firms (i.e. solar panels). 2. Additional Technical Assistance Areas: a. Grant writing, as needed. It is envisioned that the VTA will need to submit for grants annually until the comprehensive project is complete. Contractor will be required to write & submit the grant with or on behalf of the VTA. b. Technical writing for procurement of rolling stock. The VTA intends on issuing a procurement to purchase 30 & 35 buses in the spring of This would be a one year contract, with four (4) one-year options. VTA Project # Page 3/9

4 c. Technical writing for the procurement of energy storage solutions. It is expected that this procurement would be released in the summer of This would be a one year contract, with four (4) one-year options. d. Project management and oversight of successful project pieces that are funded through this project. Project management tasks would be a combination of on-site and desk reviews. e. Public outreach, education and consensus building activities, to include providing materials to the VTA as needed (Power Point presentations, handouts, etc..) and to be available as needed to assist in any presentations. Research and follow up from public meetings may be required. f. Permit applications as needed. g. Identify potential additional funding sources. h. Technical assistance to help develop electric van and minibus specifications. i. PV panel contractor selection, sizing, installation and negotiating assistance. 3. Document Best Practices / Lessons Learned: The VTA is hopeful that the comprehensive project model planned for the Martha s Vineyard region, in whole or in part, can be implemented in other areas. To that end, the VTA would like a written document that can be used as a resource for other agencies looking to install electric vehicle fleets. The document should contain: a. Executive summary b. Project summary and technical details c. Lessons learned from current project d. Recommendations for improvements in process e. Road map for replicating process of grants, design and construction Section IV Proposal Requirements A. General Requirements One (1) unbound original & three (3) electronic copies of the proposal must be furnished to the VTA by February 3, 2017 no later than 12 noon at the following address: Martha s Vineyard Transit Authority, Attention: Angela E. Grant, Administrator, 11 A Street, Edgartown, MA Proposals must be submitted in one sealed envelope clearly marked VTA Project # Technical Assistance for All Facets of Electric Bus Fleet Implementation ~ Including infrastructure, in route charging, photovoltaic and energy storage Do Not Open. The offeror is fully responsible for the delivery of the proposal. Offerors should be aware that many overnight mailing services do not guarantee service to Martha s Vineyard. Reliance upon mail or public carrier is at the offeror s risk. Proposals received prior to the date of opening will be securely kept, unopened. Late proposals due to mail delivery, overnight mailing services or inclement weather are at the offeror s risk. VTA Project # Page 4/9

5 The proposal should be printed on 8 1/2 x 11 paper and not exceed 70 pages. Each proposal must comply with the guidelines set forth below. Any proposal not in compliance with the guidelines will be disqualified and will not be evaluated. Disadvantaged Minority and Women business enterprises are encouraged to submit proposals in response to the request and will not be discriminated against on the grounds of race, color, sex, national origin or veteran status in consideration of an award. Any contract entered into pursuant to this request will include provisions to ensure compliance with the applicable civil rights regulations. Issuance of this RFP does not commit VTA to award a contract or to pay any costs incurred in preparation of the proposals. The VTA reserves the right to reject any and all proposals, in whole or in part, to waive any formalities and to re-advertise or to discontinue this process without prejudice. B. Contents of Proposal Proposals shall contain the following documents, each fully completed, and signed as required. Proposals that do not include all required documentation, or are not submitted in the required format, or do have the appropriate signatures on each document or are submitted late, or are submitted to the incorrect address, will be deemed to be nonresponsive. Non-responsive proposals shall receive no further consideration. 1. Table of Contents The Table of Contents shall outline in sequential order the major areas of the Proposal, including enclosures. 2. Proposal Letter Proposal shall provide a Letter of Interest listing the prime consulting firm, Project Manager, point-of-contact for the proposal, subcontracted firms and indication as to why the firm is suited for this work. 3. Qualifications and Capabilities a. General Firm Information: i. Type of Firm (corporation, partnership, sole proprietorship, joint venture ii. Year Firm was Established Number of years the firm has been in business under its present business name. iii. Other Firm Names Indicate all other names by which the organization has been known and the length of time known by each name. iv. Parent Company Provide name, address, and former name, if applicable and tax identification number. v. Participating Division or Branch Offices State the division or branch offices that shall be providing the proposed services (office name and address). VTA Project # Page 5/9

6 vi. Sub-contractor Firms Provide the same information as listed in items i. through v. directly above. Within five (5) business days after the notice to award, but before actual award, the successful proposer shall provide a list confirming the subcontractors that the successful proposer intends to utilize in the Contract, if any. The list shall include the name, location of the place of business for each sub-contractor, the services sub-contractor shall provide relative to any Contract that may result from this RFP, the amount of the total contract price that shall be allocated to the sub-contractor, any applicable licenses, references, or ownership. b. Experience and Expertise of Firm/Team: i. Experience in the various types of services requested. Please also indicate this for any subcontractors to be used. ii. Personnel Indicate the number of full & part-time personnel employed by the firm. iii. Number/Value of Contract Projects and References Indicate the number of fixed route transit feasibility studies contracts conducted by the firm for each of the past three (3) years. (NOTE: If this response is submitted by a branch office or division of a parent company, indicate the number of projects that have been managed directly by the specific branch or division.) iv. Pre-Qualified Agency Work Indicate of the firm or subcontractor firms are pre-qualified for Fixed Route Transit Feasibility Study consulting services through any state departments of federal agencies such as the U.S. Department of Transportation. Describe the relevance or importance of any pre-qualifications with regard to this project. c. Experience of Expertise of Project Manager and Key Staff: i. Qualifications and Experience Provide a brief description of the qualifications, experience, and areas of expertise of the Project Manager and any key staff assigned to this project. Include subcontractor key personnel if appropriate. ii. Areas of Expertise List all areas of expertise related to studies of fixed route operations and expansion of fixed route services and operations. d. Cost Proposal Form i. The Proposal shall specify the proposed hourly rate for each type of technical assistance requested. The cost proposal shall include an estimated number of hours by professional type. ii. The Proposal shall include the information required to support the reasonableness of submitted cost and price quotations. VTA Project # Page 6/9

7 C. References Identify and provide at least two (2) references that involve similar type of work. Include the name of the reference, contact person, title of contact person, telephone number, period of performance, and description of contract work. VTA reserves the right to seek references beyond those supplied by the Proposer, which may be used as part of the evaluation process. D. Proof of Insurance The Proposer shall submit a statement of insurance coverage confirming that the firm will keep the required insurance current throughout the term of the Contract. Section V Evaluation Criteria A. Evaluation Criteria The Technical Proposals, including qualifications, experience, quality approach and cost shall be evaluated based upon the following criteria: 1. Demonstrated experience/knowledge of firm(s) -20% 2. Demonstrated experience/knowledge of project team assigned to conduct the study 20% 3. Study understanding and approach 30% 4. Proposal Cost -30% Section VI Miscellaneous Provisions 1. Proposal and Modifications The proposal and all other accompanying documents or materials submitted by the respondent will be deemed to constitute part of the proposal. Changes in the certificates, alternative proposals, or modifications of the proposal documents that are not specifically called for in the RFP will result in rejection of the proposal. Any proposed change in the response to the RFP should be submitted in writing to the VTA for its prior approval. The submitted proposal must not contain erasures, changes or corrections. Any changes made to this Request for Proposal will be made by addendum and will be sent to all respondents. Should any addendum be issued, certification of receipt of such must be included in the proposal. 2. Withdrawal of Proposal Proposals may be withdrawn by written request received by the Administrator at any time prior to the deadline for proposals. No proposal may be withdrawn for a period of 90 days after the deadline set herein for receipt of proposals. 3. Cost of Proposal Preparation No reimbursements will be made by the VTA for any costs incurred in the preparation of the proposal. VTA Project # Page 7/9

8 4. Tax Exemption The Authority is exempt from the payment of Federal, State and local taxes. Taxes must not be included in proposal prices. The Authority will furnish necessary exemption certificates upon request. 5. Contractor Eligibility Any name on the U.S. Comptroller General s list of ineligible contractors will be considered an ineligible respondent. 6. Protests The VTA procedures for handling protests are contained in Appendix B attached. 7. Submissions Late submissions, submissions via fax, or submissions in any other form than listed above, shall be deemed non-responsive, shall not be accepted, and shall be returned unopened. It is the responsibility of an entity which responds to this RFP to ensure that its Proposal is delivered to the VTA by the deadline. Inclement weather, delays in USPS or private carriers, computer glitches, electricity outages, etc., shall not be considered as reasons for delays. 8. Proposers may change or withdraw a Response at any time prior to the submission deadline; however, no oral modifications shall be allowed. Written modifications will not be allowed following the submission deadline. 9. By signing the Proposal, the Proposer certifies that no principal (which includes partners, officers, directors, executives, or sub-contractors) is presently suspended, declared ineligible, debarred, or voluntarily excluded from participation in the transaction by any Federal or State of Massachusetts department or agency. 10. VTA reserves the right to issue addenda to this RFP, or to make adjustments to the schedule, if it is deemed in the VTA s best interest to do so. 11. VTA further reserves the right to reject any and all proposals if it is deemed in VTA s best interests to do so. 12. VTA shall not make an award to or enter into negotiations with, any Proposer solely on the basis of the financial terms offered by a proposer. 13. Required compliance certifications are attached hereto as Appendix B and must be returned signed with the offerors original submission. 14. Inquiries and Correspondence All correspondence relating to this project should be addressed to: Angela E. Grant, Administrator Martha s Vineyard Transit Authority VTA Project # Page 8/9

9 11 A Street Edgartown, MA ext 110 or angie@vineyardtransit.com Section VII - Award A Notice of Award will be issued to the successful firm. All other firms will be notified of the outcome of the selection process. The VTA will attempt to have the evaluation process completed within seven (7) days after the opening of proposals and will strive to complete negotiations and execute a signed contract within fourteen (14) days of the opening of the proposals. VTA Project # Page 9/9