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Request for Information (Rfi) REQUEST FOR INFORMATION (RFI) CINCINNATI FLEET UPGRADES DUE DATE: Friday, January 20, 2017 @ 4:00 p.m. RFI NUMBER: RFI513OESFLEET ACCEPTANCE: Patrick Duhaney, Chief Procurement Officer City of Cincinnati, Division of Purchasing 805 Central Avenue, Suite 234 Cincinnati Ohio 45202 Submittal: One (1) electronic copy emailed in PDF format to [email protected]. All submitted responses must have RFI Reference Number, Time, and Date Due. Requests for information related to this Proposal should be directed to: Lyndsay Harvey, Buyer Email: [email protected] Issue Date: December 23, 2016 NOTE: The City publishes information on the City of Cincinnati Internet web site at www.cincinnati-oh.gov, which includes the Cincinnati Municipal Code and the information concerning the rules and registration information about the Small Business Enterprise Program. Offerors may register as a City vendor online at www.cincinnati-oh.gov/vss . I. REQUEST PURPOSE OF RFI The City of Cincinnati’s (“the City”) Division of Purchasing on behalf of the City’s Office of Environment and Sustainability (OES), cordially requests information from qualified companies to provide innovative and financially sustainable proposals to improve the environmental footprint of the City of Cincinnati’s Fleet. Specifically, The City desires to investigate potential vehicles and fuel technologies that can reduce the Oxides of Nitrogen (NOx) emissions of its fleet in order to utilize a new potential funding source from Ohio Environmental Protection Agency (OEPA) available in the fall of 2017. Information on this funding can be found here: http://www.epa.ohio.gov/oeef/EnvironmentalEducation.aspx#131365122-vw-mitigation- grants The responding company shall be qualified and experienced in the industry and have a demonstrated track record of work with federal, state, or local governments. The preferred fuel technology and vehicles will be one that reduces greenhouse gas emissions including, but not limited to NOx, from current levels. Potential fuel sources and technology the City is interested in obtaining information on includes but is not limited to: clean diesel, compressed natural gas (CNG), propane, electric, hybrid, hydraulic propulsion, idle reduction, and fuel cells. Proposers are to recommend vehicle type or class for replacement, fuel or technology, and additional required infrastructure to support the selected technology including but not limited to fueling and maintence/repair. Attention will be paid to NOx reduction on a vehicle basis and those vehicles will be prioritized. Proposals must also include a basic estimate of potential upfront costs and long term financial impacts to the City. The City is willing to investigate potential public/private partnerships. A budget neutral solution is preferred. A detailed description of the Cincinnati Fleet can be found in Appendix A. The mission of the Office of Environment & Sustainability (OES) is to lead Cincinnati City Government and the larger community toward sustainability and the practice of good environmental stewardship. In partnership with the Department of Public Services, OES seeks to move the fleet of Cincinnati forward into a financially sound way to a greener and cleaner fleet as the City implements the Capital Acceleration Plan, which provides over $40 million over the next 12 years to help modernize the city's fleet and save taxpayer money through reduced maintenance, repairs and fuel costs. SCOPE OF INFORMATION The primary objective of this RFI is to identify qualified firms and vehicle technologies that provide a financially feasible solution and provide a reduction in NOx and greenhouse gasses emitted from the Cincinnati Fleet. Any proposed solutions shall not diminish the safety, reliability, or service provided by City vehicles to employees and residents. OES is requesting information that addresses the following at a minimum. a) If a technology or vehicle besides standard diesel or gasoline engines are submitted, a description of the function and benefits of the proposed technology must be included. b) Proposals shall include an estimated reduction of NOx and other green house gasses if the vehicles are placed into service. c) Any vehicle or fueling technology proposed shall list approximate costs to procure vehicles and enter it into City service. d) Any vehicle or fueling technology proposed shall list approximate maintence and operations costs associated with owning the vehicle over the life of the vehicle. e) Any vehicle or fueling technology proposed shall list all associated necessary infrastructure required to support the vehicle including infrastructure for fueling, maintence, and repair. Approximate costs to the City for supporting infrastructure is required. f) Proposals shall quantify all claimed cost savings including but not limited to cost differential in proposed fuel vs. current fuel, operation and maintence savings, and potential state or federal subsidies. g) How the proposal will meet or exceed all service requirements for the City of Cincinnati. EVALUATION OF REQUEST FOR INFORMATION This RFI may aid in the planning and developing of a competitive document to contract services to provide vehicles and supporting infrastructure for the Cincinnati Fleet. This RFI may also be used to identify a partner for a joint application for grant funding. OES and the Department of Public Services will review each response to this Request for Information. All Offerors shall be subject to the provisions of the Small Business Enterprise Program contained in Chapter 323 of the Cincinnati Municipal Code and the Equal Employment Opportunity Program found in Chapter 325 of the Cincinnati Municipal Code, and as may be amended. Information about these programs can be obtained by contacting the City’s Department of Economic Inclusion at (513) 352-3144. TIMETABLE Milestones for the Process are: Date 1. Release of RFI 12/23/16 2. Deadline for Questions 01/06/17 3. Offerors submit information 01/20/17 4. City issues procurement for related services TBD INSTRUCTIONS FOR SUBMITTING INFORMATION Submission of Responses to the RFI Include information as requested or required. Be sure information submitted is complete and properly identified. The cover page of the document shall indicate the RFI Reference Number, Time, Date Due, and the title of the RFI. Information must be received by the Division of Purchasing by the date and time specified as the due date. Responses shall be emailed to Lyndsay Harvey, Buyer at lyndsay.harvey@cincinnati- oh.gov. Late responses will not be accepted. Questions and Inquiries Questions and Inquiries, written only, will be accepted from any and all firms. Inquiries pertaining to this Request for Information must include the following in the subject line: RFI513OESFLEET – Cincinnati Fleet Upgrades. All written questions should be directed to Lyndsay Harvey via email at [email protected]. All questions shall be received no later than Friday, January 6, 2017 @ 11:00 a.m. Corrections and Addendums If it becomes necessary to revise any part of this request or if additional data is necessary to enable an exact interpretation of provisions in this request, an addendum will be issued. It is the responsibility of the Offeror to ensure that all addendums are received prior to submitting information. References All Offerors shall include, with their responses, a list of current references for whom comparable work or equipment has been supplied. This list shall include company/municipality name, person to contact, email address and telephone number. Miscellaneous Requirements The City of Cincinnati will not be responsible for any expenses incurred by a firm in preparing and submitting information. All information shall provide a straightforward, concise delineation of the firm’s capabilities to satisfy the requirements of this request. Emphasis should be on completeness and clarity of content. Offerors who submit information in response to this RFI may be asked to make an oral presentation of their proposal. The Division of Purchasing or the Office of Environment and Sustainability will schedule the time and location for this presentation. CITY OF CINCINNATI FLEET SERVICES Departments: 0091, 0101, 0103, 0108, 0167, 0172, 0181, 0190, 0199, 0200, 0211, 0212, 0222, 0233, 0234, 0239, 0248, 0251, 0252, 0253 Equipment Listing By Department and Class Account ID: [ALL] Equipment ID: [ALL] Class ID: [ALL] Asset Type: ASSET Class ID Exclusion:NONE Exclusions: NONE Equipment ID Year Equipment Desc Serial Number Account Code Meter Meter Date Asset Type Assigned PM Department: 0091 RCC 004-0500 STATION WAGON VAN 20590 2002 FORD WINDSTAR STATION WAGON VAN 2FMZA50482BB23479 050X0914500 55,777 12/09/2016 ASSET 4101 004-0600 WINDOW VAN 20591 2002 FORD WINDSTAR WINDOW MINI VAN 2PASS 2FTZA54492BB20525 050X0914300 96,617 12/20/2016 ASSET 4101 004-0900 SPORT UTIL 4DR/4WD 60603 2016 2016 FORD ESCAPE SE 1FMCU9GX7GUC08464 050X0914000 9,310 12/15/2016 ASSET 4101 004-0910 SPORT UTIL 4DR/4WD/HYBRID 10603 2011 2011 FORD ESCAPE HYBRID 1FMCU5K39BKA44992 050X0914000 43,773 12/14/2016 ASSET 4101 005-0600 WINDOW VAN 90645 2009 2009 DODGE CARAVAN 2D8HN11E89R683283 050X0914500 71,817 12/09/2016 ASSET 4101 009-0600 WINDOW VAN 00849 2000 CHEV G2500 WDW VAN 1GCGG25R2Y1213082 050X0914300 60,768 12/15/2016 ASSET 4101 50849 2005 GMC SAVANA 2500 WINDOW VAN 1GTGG25V951170269 050X0914200 50,664 12/09/2016 ASSET 4101 50850 2005 GMC SAVANA 2500 WINDOW VAN 1GTGG25V651170620 050X0914200 57,878 12/06/2016
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