City of Sammamish

Background

The City of Sammamish, Washington invites proposals from qualified consultants interested in providing analysis for and information on electrification of City vehicles; including current size and electrification status of the fleet, analysis of appropriate fleet vehicles for electrification given current technology, current and projected costs of electric vehicles and fueling/charging infrastructure, and financing mechanisms and other strategies that could accelerate the transition of City fleet to battery and fuel cell electric vehicles.

The selected consultant will work with the City to develop a framework for a comprehensive system wide assessment of electric vehicle needs for the City, and to recommend a strategy for a vehicle purchase and replacement process, inclusive of the support facilities required. The City highly encourages women and minority owned firms to submit proposals in response to this RFP.

Proposals are due by August 11, 2023 at 5:00pm

Questions

Please submit all questions related to this RFQ at the below link no later than 5pm on Friday, August 4th.

https://form.jotform.com/231876872638169

Answers will be posted on the City's website under this tab.

Answers

Updated 8/8/23

1. Can you tell me the status of the Climate Action Plan Study? Has it begun? Is it being developed by a consultant team or internally?

The Climate Action Plan is currently being developed by a consultant in partnership with city staff. The anticipated completion is September 2023.

2. Can you tell me the budget for the fleet study?

The budget for this study is not to exceed $50,000.

3. How many total fleet assets does the Parks, Recreation and Facilities department own and operate?

a. 22 Vehicles
b. 33 Various Equipment (ATVs, Mowers, Trailers, etc.)

* numbers can change throughout the year depending on how quickly the City surplus vehicles to auction after replacement.

4. Are any assets in the fleet contracted out to a third-party provider and are those in the scope of this study?

City police and fire vehicles are contracted, and not included in the scope of this study.

5. Are the vehicles domiciled/parked at a single location where the planned infrastructure would be implemented? If there are multiple locations, please list their specific addresses and how many vehicles are parked per site.

Vehicles and equipment assets are parked in various locations.

Primarily locations that vehicles are parked:

a. 19 vehicles - City Hall – 801 228th Ave SE
b. 38 vehicles - Maintenance Operations Center (MOC) – 1801 244th Ave NE

Other equipment and vehicles are stored at locations below, and may rotate locations depending on scheduled work:

a. MOC – 1801 244th Ave NE
b. Beaver Lake Shop – 25005 SE 24th St
c. Sween Equipment Lot – 550 222nd Pl SE

6. We appreciate the opportunity to review the City’s new Professional Service Agreement (created 03/2022). The RFP states that “By providing a submittal in response to this RFQ, proposing firms indicate they have read and agree with the contract terms.” If selected, will consultants be permitted during scope and fee negotiations to request modest contract modifications?

If selected, proposers are expected to agree to the terms of the contract attached to the RFQ. If the consultant has desired modifications to the City's standard contract terms, the consultant may include the proposed modifications in their proposal for the City's consideration.

7. Can we get a general idea of the number of light-, medium-, and heavy-duty vehicles that are in the fleet?

There are approximately 21 heavy- and 18 light-duty vehicles. The remaining vehicles are medium-duty.

8. Can resumes be added to an appendix section outside the 15-page limit?

No, please submit one pdf of no more than 15 pages.

9. Can the City provide the selected consultant with fueling data and/or telematics data for all vehicles included in the scope? If not, would you please characterize the vehicle types for which these data are not available (e.g., all vehicles of a certain type or class, or for a specific department)?

Yes, the City has information on each vehicle’s motor type (Hybrid, EV, Diesel, Gasoline) that will be provided to the selected consultant. We do not currently have telematics data for the fleet.

10. Can you share the total number of vehicles to be included in the scope of this study by department/agency, not including various equipment such as mowers and trailers?

Please see above questions 3-5. The Department of Parks, Recreation and Facilities manages purchasing and maintenance of the City-wide fleet.

11. Can you confirm whether various equipment such as ATVs and mowers should be included in this study? If yes, can you share the number and type of equipment by agency?

Yes, equipment such as ATV’s and mowers should be considered in this study. Please see above question 3 for vehicle and equipment counts - 22 Vehicles, 33 Various Equipment (ATVs, Mowers, Trailers, etc.).