RFQ: FLEET ELECTRIFICATION STRATEGY

Publication date: October 7, 2022

The City of Bainbridge Island (City) seeks qualified professionals to develop a comprehensive, system-wide assessment of electric vehicle needs for the City and to recommend a strategy for a multi-tiered vehicle purchase and replacement process, inclusive of the support facilities required.

Background 

The City of Bainbridge Island is located in the State of Washington. Bainbridge Island has an area of 26 square miles, with 52 miles of shoreline, dense forests, mostly rural development patterns, and an estimated population of 25,000. The entire Island is incorporated as one city.

The City has approximately 49 light duty vehicles including cars, vans, half ton, and quarter ton trucks (see Appendix A – Table 1).  The 2020 Climate Action Plan includes goals, targets, and recommended actions regarding increasing the use of electrical vehicles and creating the infrastructure to support the transition to electric vehicles. The Climate Action Plan includes an action to “Transition COBI’s fleets to primarily electric vehicles and using biofuels where electric vehicles are not an option….” The City recently purchased its first electric vehicle, a 2022 Mach-E, and has plans to purchase approximately 7 more light-duty, passenger electric vehicles in the next two years.

The City has one level 2 charger available at the Operations and Maintenance (O&M) yard and one level 2 charger for the public in downtown Winslow. The City has one electrical provider – Puget Sound Energy.  Most of the City’s passenger vehicle fleet resides at City Hall, while most of the medium- and heavy-duty fleet equipment resides at the O&M yard. While police vehicles currently reside at the O&M yard, they will move to the new police/court facility in 2023.

Anticipated Scope of Work

1.  EXISTING FLEET ASSESSMENT 

The consultant will review the City’s current fleet and develop a survey for City fleet users to provide recommendations on right-sizing the fleet. Specifically: review City Hall fleet utilization, vehicles assigned to individuals and pool vehicles; provide recommendations on policy for mileage, types of uses, equipment when assigned to individuals vs. pool vehicles; and provide recommendations on policy for pool vehicle usage and pool software check-out/check-in programs. This exercise will help refine the list of vehicles to be evaluated for replacement with electric or alternative fuel vehicles. The consultant will also provide a policy recommendation for an annual mileage threshold (or other metric) to consider in determining if an employee needs a dedicated vehicle or should utilize a pool vehicle on an as-needed basis.   

2. AVAILABLE ALTERNATIVE ELECTRIC VEHICLE REVIEW  

The consultant will review currently available and soon to be available electric vehicles available to replace the vehicle types used by the City, per Table 1, as updated pending the completion of Task 1.

This task will highlight vehicles classes for which electric alternatives are available and most cost effective, as well as those for which practical electric alternatives are not currently available/likely to be available in the next ten (10) years. The review shall include:

• average upfront and lifecycle cost differential among the commercially available fuel options;
• cost/benefit analysis of the conversion to electric vehicles for different classes and types; and
• identification of the vehicle types that are least viable for conversion to electric due to insufficient alternatives, unreliable technology, excessive cost, or other identified reasons with recommendations on alternative fuels that could meet City needs while decreasing greenhouse gas emissions. 

3.  EXISTING CONDITIONS AND TREND REVIEW  

The consultant will establish an existing City baseline using internal combustion engine (ICE) vehicles. Calculate each facility’s capacity to support electrical load demand from charging operations, identify potential grid impacts, and note backup generators or other energy storage methods needed for emergency response or to lighten the load from the additional impact to the electrical grid. Coordinate with PSE and City staff as needed. 

4.  NEEDS ASSESSMENT AND GAP ANALYSIS  

The consultant will identify the projected number and location profile of electric vehicle fueling stations needed to provide fueling for public fleets at three City locations: City Hall, Public Works O&M Yard and the new police/court facility. This assessment should include recommendations to ensure that the City has vehicles accessible to provide adequate emergency response during a prolonged power outage given our potential isolation as an island community.   Identify the gap between the existing city infrastructure and forecasted future needs and estimate the costs to bridge the gap. Cost estimates should include, but not be limited to, installing charging stations, installing solar panels for supporting increased electrical load, upgrading electrical capacity if needed, and reviewing backup generator needs (including mobile generator needs for powering vehicles in transit or offsite).   Cost estimates for electrical service upgrades at the Public Works O&M yard should also take into consideration electrical needs associated with battery pack charging (both fixed and mobile options) for handheld equipment, such as electric chainsaws, leaf blowers, etc. as the City transitions to all electric landscaping equipment. The consultant will also identify and describe other barriers to transitioning to an electric vehicle fleet. 

5.  DEVELOP PROJECTED COSTS  

The consultant will develop estimates for the projected cost of substantial conversion to electric fleets by 2025, 2030, and 2035.  The estimate should include vehicle acquisition costs, charging and refueling infrastructure costs, other associated costs. The estimate should also include the yearly and total cost of ownership for the vehicle and charging infrastructure, including any associated vehicle maintenance staffing needs and training.

6.  IDENTIFY AND ANALYZE FINANCING MECHANISMS AND STRATEGIES THAT COULD ACCELERATE THE CONVERSION OF PUBLIC FLEETS TO ELECTRIC VEHICLES

The consultant will identify and analyze financing mechanisms and strategies that could accelerate the transition of publicly owned vehicles to electric vehicles, including but not limited to:

• Energy or carbon savings performance contracting;   
• Utility grants and rebates;  
• Revolving loan funds;  
• State grant programs;   
• Private third-party financing;   
• Fleet management services;   
• Leasing;    
• Vehicle use optimization;  
• Vehicle to grid technology; and  
• Assigned employee take home vehicle – at home charging. 

7.  PHASED GUIDING PLAN  

The consultant will develop up to two alternative phasing and implementation strategies compared against the City’s baseline using ICE vehicles for the City project team to review. Prepare a recommended implementation plan and charging strategy for each City facility, utilizing the input given from the project team. Compile the existing conditions, needs assessment, gap analysis, cost estimates and financing strategy into a draft master plan document. Include performance benchmarks or other tracking mechanisms as appropriate. 

8.  ASSESSMENT OF PUBLIC DC FAST CHARGING LOCATION

The City is also interested in receiving a recommendation and associated cost estimate for the installation of at least one DC fast charger that could be available for public use and en route City fleet vehicle charging. The City has conducted an initial, limited analysis of potential City-owned locations for a public DC fast charger. 

Timeline: This project is expected to begin in January 2023 and conclude by July 2023. 

Budget: The City anticipates a $50,000-100,000 budget for this project.  

Submittals

Individuals or firms wishing to respond to this RFQ must submit a written Statement of Qualifications (SOQ) that clearly and accurately demonstrates an understanding of the scope of work to be done and the applicant’s specialized knowledge and experience showcasing an ability to perform the services outlined in the scope of work. Each SOQ must include the following components: 

• Resumes of the professionals who will perform the work.
• Examples of previous experience performing similar analyses/reports for public agencies, specifically in Washington.
• Two references.
• Fee schedule/hourly rate (including any administrative fees or surcharges). 

Submit your SOQ by 4:00 PM PST on Monday, October 24, 2022.  Submittals are limited to 15 pages, not counting the cover page. Responses should be sent via email under the subject “COBI Fleet Electrification Strategy” to . Submittals must be received by the deadline. Submittals received after the deadline will not be considered. 

Email is the preferred method, but responses may also be mailed or dropped off at City Hall (Monday – Friday, from 8:00 AM to 4:00 PM). Print copies should be double-sided, with no cover or binding.

City Hall
280 Madison Ave N.
Bainbridge Island, WA 98110 
Attention: Autumn Salamack, COBI Fleet Electrification Strategy 

Evaluation/Selection Process 

• October 24                        Deadline to submit RFQ
• November 1-8                   Potential interviews 
• November 28                    Date of selection of the most qualified applicant 
• January 2023                    Award contract

Evaluation Criteria

A qualifications-based selection process will be used to select finalists from the pool of applicants and to select the most qualified applicant or applicants. Individuals or entities with strong experience in the areas listed below are encouraged to apply. 

The following will be used to evaluate and rank responses to this RFQ:

• Experience conducting a comprehensive, system-wide assessment of electric vehicle needs and recommendations, specifically for local government fleets.
• Experience with the electric vehicle fleet and charging infrastructure marketplace.
• Ability to perform the requested work within the desired timeframe.
• Attention to detail.
• Compliance with RFQ requirements.
• Professional references.
• Fee schedule/hourly rate (including any administrative fees or surcharges).

The City encourages responses from individuals or firms whose primary and/or subcontractors listed in a partnership are certified as Minority Business Enterprise/Women Business Enterprise (MBE/WBE), Disadvantaged Business Enterprise (DBE), or equivalent. 

Terms and Conditions   

Questions regarding this RFQ or the submittal process should be directed to Climate Mitigation & Adaptation Officer Autumn Salamack at or 206-780-8590.    

Selected applicants will be required to execute a City of Bainbridge Island Professional Services Agreement, obtain a City of Bainbridge Island Business License, and demonstrate compliance with the City’s insurance requirements.    

The City reserves the right to reject any and all submittals and to waive irregularities and informalities in this RFQ process. This RFQ does not obligate the City to pay any cost incurred by applicants in responding to this RFQ. All such costs shall be borne solely by each applicant. Furthermore, this RFQ does not obligate the City to enter into a contract with any applicant responding to this RFQ.   

In the event that the City and the most qualified applicant cannot negotiate a mutually agreeable contract for the services specified in this RFQ at a price which the City, at its sole discretion, determines is fair and reasonable, the City reserves the right to terminate negotiations with that applicant and begin negotiations with another applicant or begin a new process to select a consultant to perform the services specified in this RFQ.    

Americans with Disabilities Act (ADA) Information  

The City of Bainbridge Island in accordance with Section 504 of the Rehabilitation Act (Section 504) and the Americans with Disabilities Act (ADA), commits to nondiscrimination on the basis of disability, in all its programs and activities.  This material can be made available in an alternate format by emailing  
 or by calling collect 206.842.2545.     

Title VI Notice    

The City of Bainbridge Island in accordance with Title VI of the Civil Rights Act of 1964, 78 Stat. 252, 42    U.S.C. 2000d to 2000d-4 and Title 49, Code of Federal Regulations, Department of Transportation, subtitle A, Office of the Secretary, Part 21, nondiscrimination in federally assisted programs of the Department of Transportation issued pursuant to such Act, hereby notifies all bidders that it will affirmatively ensure that in any contract entered into pursuant to this advertisement, disadvantaged business enterprises as defined at 49 CRF Part 26 will be afforded full opportunity to submit bids in response to this invitation and will not be discriminated against on the grounds of race, color, national origin or sex in consideration for an award.   

Appendix A 

Table 1: Current light-duty, medium-duty, and heavy-duty fleet equipment