HomeMy WebLinkAbout12/16/2014 RFP Results for Alternative Fuel StudyMount Prospect Public Works Department
INTEROFFICE MEMORANDUM
TO: ACTING VILLAGE MANAGER DAVID STRAHL
FROM: VEHICLEXQUIPMENT MAINTENANCE SUPERINTENDENT
DATE: DECEMBER 9, 2014
SUBJECT: RFP RESULTS FOR ALTERNATIVE FUEL STUDY ($39,135.00)
BACKGROUND
In October 2014, Public Works requested proposals for an alternative fuel study of the Village's
municipal fleet in an effort to examine the potential for fuel expenditure reductions and
environmental improvements utilizing alternative fuels. The following scope of work was
requested in the RFP:
• Assessment of the Village's fleet, define the feasibility and advantages of conversion to
an alternate fuel without sacrificing safety and service. A complete list of vehicles will be
provided upon contract approval.
• Alternative fuel sources should include compressed natural gas, liquid petroleum gas, all
electric and hybrid.
• Feasibility of constructing an alternative fueling station in the Village and the estimated
cost to construct. Include the time needed to fuel a single vehicle for various fuels.
• Provide information of any grant, rebate or incentive programs offered by the State or
Federal government.
• Provide cost analysis to retrofit vehicles for alternative fuels.
• Identify any necessary alterations and associated costs needed to the Public Works
vehicle maintenance area to accommodate the repair and maintenance of alternative
fueled vehicles.
• Estimate the regular maintenance costs of a fleet utilizing alternative fuels.
• Define impacts of converting to alternative fuels on drivers/mechanics daily routines and
changes associated with alternative fuel vehicles.
o Fueling (charging) logistics based on Village's vehicle use
o Impacts on driver's /Village's daily processes
o Repair and maintenance, including training
• Define safety considerations for use of alternative fuels
• Define matrix of investment requirements for Village Fleet needs:
o Vehicle change alternatives (fuel type, convert or buy new)
o Fueling infrastructure options
o Operation and maintenance facilities
o Vehicle repair and maintenance
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RFP Results for Alternative Fuel Study ($39,135.00)
December 9, 2014
o Site candidates
o Utility infrastructure
• Model Return on Investments (RO" for 111'�Icycic cost matrix of vehicles. and
infrastructures for Village Fleet
• Compile data, analyses and recommendation into Final Study Report
• All recommendations should include data indicating the expected return on investment.
Staff requires assistance from a qualified and experienced fleet consultant to determine the
advantages of alternative fuel sources for the purpose of reducing the overall life cycle cost of
our fleet. Ultimately, the selected consultant will create a final report denoting opportunities for
alternative fuel implementation and recommendation as the most advantageous course of action
for the Village. This report will be presented to the Village Board in the spring 2015.
REQUEST FOR PROPOSALS
Chapter 4 of the village's purchasing policy and procedures manual states:
F. Requests for Professional Services
Some contracts, by their nature, are not adapted to award by competitive bidding. These
contracts generally result from a request for proposal (RFP). A request for proposal is
utilized when professional services are being sought such as engineering, legal, audit, or
consulting services.
Pursuant to this policy, staff requested proposals for an alternative fuel study from eight (8)
qualified consultants. We received five (5) responses from Mercury Associates of Rockville,
MD, Chatham Consulting, Inc. of Chatham, NJ, Energetics of Columbia, MD, Green Ways 2Go
of Park Ridge, IL, and MCB Fleet Management of St. Simmons, GA.
These consultants submitted documentation that indicated their ability to perform the necessary
services. All of the consultants also included references for past work and qualifications of
personnel who will be analyzing our fleet and suggesting any opportunities for alternative fuel
implementation.
All five (5) firms were evaluated and selected top two (2) interviewed utilizing the following
weighted criteria:
Criteria
Response to proposal request
Points
10
Education and experience of key personnel
25
Project understanding, implementation plan, and methods
25
Experience on similar projects
25
Total cost of proposed study
15
Total
100
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RFP Results for Alternative Fuel Study ($39,135.00)
December 9, 2014
With a maximum best score of 100 points possible, the proposals and interviews were rated
yielding the following results:
Discussion
Staff established that Mercury Associates, Inc. was the most qualified firm that can perform the
necessary services within budget limits.
It is noteworthy that Mercury Associates has experience working with local Illinois government
fleets, which includes the Cities of Springfield, Lake Forest, Highland Park, Kane County and
the Village of Buffalo Grove.
Their cost proposal for the specified work is a not to exceed amount of $39,135.00. This amount
includes all professional services and out-of-pocket expenses and is based on 235 hours of work.
It is the opinion of staff that the work hours allotted are reasonable, including the rate of $150-
$200/hour is competitive.
RECOMMENDATION
I recommend that the Village Board accept the proposal for the Alternative Fuel Study from
Mercury Associates, Inc. of Rockville, MD in an amount not to exceed $39,135.
'ames R. Breitzman
Vehicle/Equipment Superintendent
JB
C: Deputy Director of Public Works Jason Leib
H:\Administration\ALT FUEL STUDY PROPOSALS\RFP Results for Alt Fuel Study, 12-2014.docx