The City is seeking proposals from qualified companies to develop a turnkey public electric vehicle charging station program at City-owned locations. The selected respondent will be responsible for evaluating potential sites, recommending suitable locations, furnishing and installing Level 3 charging equipment, completing related electrical and site improvements, obtaining permits, and coordinating with utility providers. The respondent will also operate and maintain the charging stations, provide customer support, submit usage and revenue reports, and propose a revenue-sharing arrangement with the City. The goal of the project is to expand public Level 3 EV charging access at no upfront cost to the City while providing a reliable public amenity and potential new revenue source.
- License, Insurance, and Required Documentation (5 pts) —
The City will evaluate whether the respondent submitted required licenses, proof of authorization to do business in Florida, insurance documentation or evidence of insurability, required forms, and other required documents.
If NO license and insurance are provided accordingly, the respondent will receive a zero.
- If license and insurance were provided accordingly = 5 pts.
- If no license and insurance were provided = 0 pts.
- Company Background and Qualifications (10 pts) —
The City will evaluate the respondent’s company history, stability, organizational structure, years in business, qualifications, licenses, certifications, and ability to provide a turnkey EV charging program.
- Relevant EV Charging Project Experience (15 pts) —
The City will evaluate the respondent’s experience with EV charging projects of similar size, scope, and complexity, including projects involving public agencies, municipal properties, parks, public parking facilities, downtown areas, or revenue-sharing arrangements.
- Project Team, Key Personnel, and Subcontractors (10 pts) —
The City will evaluate the qualifications and experience of the proposed project manager, technical staff, installation team, operations staff, maintenance personnel, reporting contacts, and any subcontractors or sub-consultants.
- Proposed Site Evaluation and Location Plan (15 pts) —
The City will evaluate the respondent’s proposed charging locations, site evaluation methodology, recommended number and type of chargers at each location, parking layout considerations, accessibility, visibility, traffic circulation, electrical feasibility, anticipated utilization, and revenue potential.
- Proposed Charging Equipment and Technology (10 pts) —
The City will evaluate the quality, reliability, capacity, useful life, warranty, payment options, network capabilities, user interface, accessibility features, security features, and overall suitability of the proposed charging equipment and technology platform.
- Design, Permitting, Installation, and Construction Approach (10 pts) —
The City will evaluate the respondent’s approach to design, engineering, utility coordination, permitting, construction, site restoration, testing, commissioning, safety, and schedule management.
- Operations, Maintenance, Customer Service, and Uptime Plan (10 pts) —
The City will evaluate the respondent’s plan for daily operations, preventive maintenance, repairs, emergency response, remote monitoring, software updates, customer service, uptime commitments, and long-term equipment performance.
- Revenue-Sharing Proposal and Financial Benefit to the City (15 pts) —
The City will evaluate the proposed revenue-sharing structure, payment frequency, calculation method, projected revenue, minimum annual guarantee, if any, treatment of deductions, advertising or sponsorship revenue, grant or incentive opportunities, and overall financial benefit to the City.
- City Cost Exposure and Overall Financial Structure (10 pts) —
The City will evaluate whether the proposal provides a turnkey program with no upfront capital cost to the City, whether any City contribution is requested, how costs will be recovered, and whether the financial structure protects the City from unexpected expenses.
- Reporting, Data, Cybersecurity, and Payment Processing (5 pts) —
The City will evaluate the respondent’s reporting capabilities, data access, payment processing methods, privacy protections, cybersecurity measures, PCI/payment security practices, and ability to provide useful performance and financial reports.
- Risk Assessment Plan (5 pts) —
The City will evaluate the respondent’s identification of project risks and proposed mitigation strategies, including risks related to site conditions, permitting, utilities, construction, equipment availability, charger uptime, vandalism, cybersecurity, payment processing, revenue performance, and long-term maintenance.
- Quality, Clarity, and Completeness of Submittal (5 pts) —
The City will evaluate the organization, completeness, clarity, responsiveness, and overall quality of the proposal.
- Business Location (5 pts) —
To be considered a respondent located within the City of Clermont and eligible to receive up to five (5) additional evaluation points, the proposer must meet all of the following requirements:
- Maintain a headquarters, manufacturing facility, home office, locally-owned franchise, or operating branch physically located within the City of Clermont.
- Have been in continuous operation at that location for a minimum of one (1) year prior to the issuance of the applicable RFP.
- Within the one (1) year period preceding issuance of the Request for Proposals (RFP), have paid commercial real property taxes, filed a tangible personal property tax return, held a valid City of Clermont business tax receipt, or otherwise demonstrated lawful business activity within the City, as determined by the Procurement Director.
- If the respondent is located in the City of Clermont = 5 pts.
- All other respondents = 2 pts.
- Proposal (required) —
Instruction:
Respondents are limited to a total page count not to exceed seventy (70) pages excluding the cover page, table of contents, and tab sheets. Page size shall be 8.5 x 11 inches. The text size should be 11 points or larger using Arial or Times New Roman font only. Use at least one (1) inch margins on the top and bottom and three-quarter (3/4) inch side margins. All response sections must be appropriately separated and tabbed. Marketing brochures, general corporate materials, and manufacturer cut sheets should be limited to information directly relevant to the proposed equipment or services. The City reserves the right to seek additional/supplemental representation on specific issues as needed.
Content:
Table of Contents
Outline in sequential order (as stated below) the major areas of the response. All pages must be consecutively numbered. Respondents must respond to all minimum requirements listed below. Responses that do not contain such documentation may be deemed non-responsive.
Cover Letter
Provide a cover letter signed by an authorized representative of the respondent. The cover letter shall include the respondent’s legal name, primary contact person, mailing address, phone number, email address, and a brief summary of the respondent’s interest in the project.
The cover letter should also acknowledge that the respondent understands the City’s intent to obtain a turnkey EV charging program with no upfront capital cost to the City, unless otherwise clearly proposed and justified by the respondent.
License and Insurance
The respondent must provide evidence that the company is currently registered with the State of Florida. Include the active Florida Department of State Division of Corporations Document Number (or Registration number for fictitious names). If the respondent is an out-of-state or foreign corporation or partnership, the respondent must show evidence of being able to transact business in the State of Florida. It is the respondent responsibility to comply with all state and local business requirements. Include all licenses pertaining to the successful completion of this solicitation scope of services and a copy of the business W-9 certificate.
Submit a current insurance certificate (on Accord Form) showing the company's insurance coverage requirements or a letter from the insurer detailing the capability of the company to obtain coverage requirements. Refer to the Response Procedures section for insurance coverage requirements and limits.
Company Background and Qualifications
Provide a description of the respondent's company, including:
- Number of years in business.
- Office location responsible for managing the project.
- Organizational structure.
- Relevant licenses, registrations, and certifications.
- Experience providing EV charging equipment, installation, operation, maintenance, payment processing, and revenue-sharing services.
- Experience working with municipalities, public agencies, parks, downtown areas, or public parking facilities.
Project Team and Key Personnel
Identify the key personnel who will be assigned to the project, including the project manager, technical lead, installation manager, operations contact, maintenance contact, and revenue/reporting contact.
For each key team member, provide:
- Name and title.
- Role on the project.
- Years of relevant experience.
- Relevant licenses or certifications.
- Similar project experience.
- If subcontractors will be used, identify each proposed subcontractor, the services they will provide, their qualifications, and their relevant experience.
Relevant Project Experience
Provide examples of similar EV chargning projects completed or currently operated by the respondent. Preference should be given to projects involving public agencies, municipal properties, public parking areas, parks, downtown locations, or revenue-sharing arrangements.
For each project, include:
- Project name and location.
- Client or owner name.
- Number and type of chargers installed.
- Scope of services provided.
- Installation date or operational period.
- Revenue-sharing or business model used, if applicable.
- Current operating status.
- Client reference name, phone number, and email address.
Proposed Site Evaluation and Location Plan
Describe the respondent's approach to evaluating City-owned locations for EV charging suitability. the response should identify which City locations the respondent recommends for charging stations and explain the basis for each recommendation.
At a minimum, the response should address:
- Recommended location.
- Number of proposed chargers at each location.
- Type of chargers proposed at each location.
- Parking stall requirements.
- Electrical service considerations.
- Visibility and public access.
- ADA accessibility.
- Safety and traffic circulation
- Anticipated utilization.
- Revenue potential
- Any locations the respondent does not recommend, and the reason why.
- Respondents may also provide additional City-owned locations if they believe such locations would improve public access, utilization, or revenue generation.
Proposed Charging Equipment and Technology
Describe the proposed charging equipment and technology solution. The response shall identify the type, quantity, capacity, manufacturer, and model of the proposed charging stations.
- At a minimum, the respondent should include:
- Level 2 chargers, DC fast chargers, or combination proposed.
- Charging capacity and estimating charging speed.
- Connector types.
- Payment options.
- User interface features.
- Network capabilities.
- Software platform.
- Uptime monitoring.
- Data reporting capabilities.
- Security features.
- Warranty information.
- Expected useful life of equipment.
- Replacement or update plan.
Design, Permitting, Installation, and Construction Approach
Describe the respondent's approach to design, engineering, permitting, utility coordination, installation, construction, testing, and commissioning.
The response should include:
- Proposed project phases.
- Required City coordination.
- Required utility coordination.
- Anticipated permits and approvals.
- Site plan development process.
- Electrical infrastructure approach.
- Construction methods.
- Safety procedures.
- Traffic and pedestrian control approach.
- Restoration of disturbed areas.
- Testing and commissioning process.
- Proposed installation schedule.
- Operations, Maintenance, and Customer Service Plan
- Describe how the respondent will operate and maintain the charging stations throughout the term of the agreement.
- The response should include:
- Network management approach.
- Preventive maintenance plan.
- Remote monitoring capabilities.
- Repair response times.
- Emergency response procedures.
- Vandalism response.
- Software update procedures.
- Equipment replacement process.
- Customer service availability.
- User support methods.
- Complaint resolution process.
- Uptime standards or service-level commitments.
- Revenue-Sharing Proposal
- Provide a detailed revenue-sharing proposal for the City. The proposal shall clearly explain how revenue will be collected, calculated, reported, and paid to the City.
- The response should include:
- Proposed revenue share to the City.
- Whether revenue share is based on gross revenue, net revenue, per-kWh fees, per-session fees, parking fees, advertising revenue, sponsorship revenue, or another method.
- Proposed charging rates or pricing model.
- Treatment of electricity costs, transaction fees, network fees, maintenance costs, taxes, and other deductions.
- Frequency of payments to the City.
- Sample revenue calculation.
- Minimum annual guarantee, if any.
- Proposed contract term and renewal options.
- Any proposed grants, rebates, incentives, sponsorships, or advertising revenue.
- Any requested City financial contribution, if applicable.
- The City prefers proposals that provide a public charging amenity at no upfront capital cost to the City while generating revenue for the City.
- Cost Proposal
- Respondents shall identify all costs associated with the proposed program and clearly state which costs will be paid by the respondent and which, if any, are requested to be paid by the City.
- The cost proposal should include:
- Equipment costs.
- Installation and construction costs.
- Design and permitting costs.
- Utility coordination and upgrade costs.
- Electricity costs.
- Network and software costs.
- Maintenance and repair costs.
- Payment processing costs.
- Customer service costs.
- Removal and restoration costs.
- Any proposed City costs or financial obligations.
- If no City funding is requested, the respondent shall clearly state that the program is proposed at no upfront capital cost to the City.
- Reporting Data
- Describe the reports and data the respondent will provide to the City. Reports should be provided at least quarterly unless otherwise proposed and accepted by the City.
- The respondent should include sample reports or a description of reporting capabilities for:
- Charging sessions.
- Energy dispensed.
- Revenue generated.
- City revenue share.
- Charger uptime and downtime.
- Utilization by location.
- Maintenance and repair activity.
- Customer service issues.
- Pricing changes.
- Recommendations for future expansion or adjustment.
- Ownership, Contract Term, and End-of-Agreement Plan
- Clearly describe the proposed ownership structure for the charging stations, electrical infrastructure, software, data, and related improvements.
- The response should address:
- Ownership during the agreement term.
- Ownership at the end of the agreement.
- Equipment transfer options, if any.
- Removal responsibilities.
- Site restoration responsibilities.
- End-of-term transition plan.
- Any requested deviation from the City's stated contract period or renewal structure.
- Risk Assessment Plan
- Provide a risk assessment plan identifying potential risks and proposed mitigation strategies. The plan should address risks related to site conditions, permitting, utility coordination, construction, equipment availability, charger uptime, vandalism, cybersecurity, payment processing, revenue performance, public use, and long-term maintenance.
Claims Disputes
In this section, list all respondents’ projects that:
Are currently in a claims dispute or have been in a claim dispute within the last ten (10) years, and provide reasons for the dispute. In addition, provide disposition (pending or settled), the amount of the claim, and a brief description of the claim or dispute.
List all projects completed by the respondent’s surety in the last ten (10) years.
List all liquidated damages assessed to the respondent in the last five (5) years, including a brief narrative of the circumstances and the amount accessed.
- Business Location
To be considered a respondent located within the City of Clermont and eligible to receive up to five (5) additional evaluation points, the respondent must provide documentation demonstrating all of the following:- Physical business location within the City of Clermont.
Provide one (1) or more of the following showing the respondent's City of Clermont address:- Executed commercial lease, or deed/property record (if owned).
- Recent utility bill in the business name at the Clermont address.
- Certificate of Occupancy or zoning approval for the Clermont site (if applicable).
- SunBiz (Florida Division of Corporations) record listing the Clermont principal/branch address.
- Continuous operations at that location for at least one (1) year.
Provide documents showing the same Clermont address over time (recommend items showing two dates spanning 12+ months) such as:- Twelve (12) months of lease history (executed lease + renewal, rent ledger, or notarized landlord letter confirming occupancy dates).
- Utility bills (one dated at least 12 months prior and one current).
- Insurance certificates or policy declarations showing the Clermont address from last year and the current year.
- State/local filings or registrations listing the Clermont address over the past year.
- Lawful business activity within the City during the preceding one (1) year.
Provide one of the following from the last twelve (12) months:- Receipt/statement showing payment of commercial real property taxes for the Clermont property (if owned).
- Proof of filing the Tangibles Personal Property Tax Return with Lake County/Tax Collector.
- Other documentation demonstrating lawful business activity, such as local permits tied to the Clermont address (if applicable) or occupational license/business license documents listing the Clermont address.
- Vendor Information & W-9 (required) —
Please download the Vendor Information form, complete it, and upload it with a copy of your W-9.
- State of Florida Certificate (required) —
Upload State of Florida Department of State Certificate
- Conflict of Interest Disclosure (required) —
I HEREBY CERTIFY that:
I, the Individual submitting this response, am a duly authorized representative of the firm (Respondent), and I possess the legal authority to make this affidavit on behalf of myself and the firm for which I am acting and,
Except as listed below (in the following question), no employee, officer, or agent of the firm has any conflicts of interest, real or apparent, due to ownership, other clients, contracts, or interests associated with this project; and,
This proposal is made without prior understanding, agreement, or connection with any corporation, firm, or person submitting a proposal for the same services and is in all respects fair and without collusion or fraud.
- Exceptions to Conflict of Interest Disclosure (required) —
List any exceptions here, or type "N/A".
- Drug-Free Workplace (required) —
The undersigned respondent hereby acknowledges that:
(select the appropriate options below)
_____ the respondent has a drug-free workplace policy as identified in the company policy attached to this Proposal.
_____ the respondent has a drug-free workplace policy that is in compliance with Chapter 287.087, Florida Statutes.
_____ the respondent has a drug-free workplace policy that is in compliance with the outline below.
_____ the respondent does not currently have a drug-free workplace policy but is willing to comply with the requirements as specified in the outline below.
Publishing a statement notifying its employees that the unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance is prohibited in the respondent's workplace and specifying the actions that will be taken against employees for violations of such prohibition;
Establishing a continuing drug-free awareness program to inform its employees about:
The dangers of drug abuse in the workplace;
The respondent's policy of maintaining a drug-free workplace;
Any available drug counseling, rehabilitation, and employee assistance programs; and
The penalties that may be imposed upon employees for drug abuse violations occurring in the workplace;
Giving all employees engaged in the performance of the contract a copy of the statement required by subparagraph (1);
Notifying all employees, in writing, of the statement required by subparagraph (1), that as a condition of employment on a covered contract, the employee shall:
Abide by the terms of the statement; and
Notify the employer in writing of the employee's conviction of, or plea of guilty or nolo contendere to, any violation of Chapter 893, Florida Statutes, or of any controlled substance law of the United States or of any state, for a violation occurring in the workplace NO later than five (5) days after such conviction.
Notifying the City of Clermont in writing within ten (10) calendar days after receiving notice under subdivision (4) (b) above from an employee or otherwise receiving actual notice of such conviction. The notice shall include the position title of the employee;
Within 30 calendar days after receiving notice under subparagraph (4) of a conviction, take one of the following actions concerning an employee who is convicted of a drug abuse violation occurring in the workplace:
Taking appropriate personnel action against such employee, up to and including termination or
Requiring such employee to participate satisfactorily in a drug abuse assistance or rehabilitation program approved for such purposes by a federal, state, or local health, law enforcement, or other appropriate agency;
Making a good faith effort to maintain a drug-free workplace program by implementing subparagraphs (1) through (6).
- Non-Collusion Statement (required) —
I hereby affirm that I am a duly authorized representative of the firm submitting this Proposal (Respondent) and that I possess the legal authority to make this statement on behalf of myself and the firm for which I am acting.
I affirm:
I am fully informed respecting the preparation and contents of the attached offer/proposal and all pertinent circumstances respecting such offer/proposal;
Such offer/proposal is genuine and is not a collusive or sham offer/proposal;
Neither the said proposer nor any of its officers, partners, owners, agents, representatives, employees, or parties in interest, including this affiant, has any way colluded, conspired, connived or agreed, directly or indirectly with any other proposer, firm or person to submit a collusive or sham offer/proposal in connection with the Contract for which attached offer/proposal has been submitted or to refrain from offering a proposal in connection with Contract, or has in any manner, directly or indirectly, sought by agreement or collusion or communication or conference with any other proposer, firm or person to fix the price or prices in the attached offer/proposal or of any other proposer, or to fix any overhead, profit or cost element of the offer/proposal or the offer price of any proposer, or to secure though any collusion, conspiracy, connivance or unlawful agreement any advantage against the City of Clermont or any person interested in the proposed Contract;
The price or prices quoted in the attached offer/proposal are fair and proper and are not tainted by any collusion, conspiracy, connivance, or unlawful agreement on the part of the proposer or any of its agents, representatives, owners, employees, or parties in interest, including this affiant. I solemnly declare and affirm under penalties of perjury that the contents of this statement are true and correct.
- Supplemental Questionnaire
- Respondent Information (required) —
Enter the following:
Respondent's Name
Official Representative
Principal Office Address
- Type of Business (required)
- Business Information (required) —
If a Corporation, answer this:
When Incorporated
In what State
President's Name
Vice-President's Name
Treasurer's Name
Members of the Board of Directors
If a Partnership, answer this:
Date of organization
General or Limited Partnership
Name and Address of Each Partner
- How many years has your organization been in business under the present business name? (required)
- Does your organization have current occupational licenses entitling it to do the work/service contemplated in this solicitation? (required) —
Indicate Yes or No. If no, please explain.
- Please state license(s) type and number. (required) —
(attach copies with your "Proposal" above)
- Have you ever had a contract terminated due to failure to comply with contractual specifications? (required) —
Indicate Yes or No. If yes, state where and why.
- Has any Person or persons interested in this solicitation been convicted by a Federal, State, County, or Municipal Court of any violation of law, other than traffic violations? (required) —
Indicate Yes or No. If Yes, Explain any convictions.
- Lawsuits (any) pending or completed involving the corporation, partnership or individuals with more than ten percent (10%) interest. (required) —
List all pending lawsuits.
List all judgments from lawsuits in the last five (5) years.
List any criminal violations and/or convictions of the respondent and/or any of its principals.
If this does not apply, type N/A.
- Conflicts of Interest (required) —
The following relationships are the only potential, actual, or perceived conflicts of interest in connection with this proposal.
If none, type "N/A"
- Certification (required) —
The respondent understands that information contained in this form will be relied upon by the City in making an award recommendation, and the respondent warrants such information to be true. The undersigned respondent agrees to furnish such additional information before the award recommendation. The respondent further understands that the information in this form may be confirmed through a background investigation conducted by the City of Clermont Police Department. By submitting this questionnaire, the respondent agrees to cooperate with this investigation, including but not necessarily limited to fingerprinting and providing information for credit checks.
- Virtual Signature Page
- FEIN Number (required)
- Payment Terms (required) —
Payment Terms: _______% _____ days, net _______
- Does the respondent accept payment using the City’s MASTERCARD? (required)
- By confirming this section the respondent certifies that: (required) —
It satisfies all legal requirements (as an entity) to do business with the City.
The undersigned respondent acknowledges that the award of a contract may be contingent upon a determination by the City and that the respondent has the capacity and capability to perform the contract successfully.
The proposer hereby certifies that it understands all requirements of this solicitation and that the undersigned individual is duly authorized to execute this proposal document and any contract(s) and/or other transactions required by the award of this solicitation.
By confirming, the respondent agrees to all terms, conditions, and specifications as stated in this solicitation and is acting in an authorized capacity to execute this response. The respondent also certifies that it can and will provide and make available, at a minimum, the items outlined in this solicitation.
- Agreements with Other Government Agencies —
This section is optional and will not affect the contract award. Suppose the City of Clermont awarded your company. Would your company sell under the same terms and conditions, for the same price, to other governmental agencies in the State of Florida? Each governmental agency desiring to accept this contract shall be responsible for its purchases and liable only for materials or services ordered and received by it.
- Q&A Acknowledgement —
I certify that I have read, reviewed, and hereby acknowledge the project Questions & Answers (Q&A), which shall be as binding as an addendum, and if necessary, I have applied the Q&A to my response accordingly.
- Purpose (required)
- Pricing (required) —
Decide how you would like to collect pricing information from vendors.
Hint: Use electronic pricing table if you have line items that you require pricing for, a lump sum project cost (single line item), and/or hourly rates for specific services. Use the file upload option if the vendor is responsible for coming up with the entire fee structure.
- Type of Procurement (required)
- Renewal Options (required)
- Pre-Proposal Conference? (required)
- Meeting Type (required) —
Select a non-mandatory or mandatory meeting.
- Site visit? (required)
- Select site visit option. (required)
- Proposal Page Count (required)