Provision of Workplace Electric Vehicle (EV) Charging Solutions at UNON

The United Nations office at Nairobi (UNON) is seeking information related to available electric vehicle (EV) charging solutions to support a pilot insitutional/ workplace charging project at the UN Gigiri complex. The pilot will initially comprise a smaller number of charging points for UN personnel and authorized users, and preferably, subject to demand, also have the potential for future expansion. UNON is specifically interested in a selection of workplace-suitable EV charging solutions for both shorter and longer-duration half or full day parking, including smart chargers with appropriate charging speeds, user authentication, remote monitoring, energy reporting, and potential billing or cost-recovery functionality. UNON invites suppliers, installers, service providers, and operators with experience in Kenya or East Africa to share locally available options, including supply and installation, operation and maintenance, leasing, managed services and or other proven models suitable for outdoor uncovered institutional/ workplace car parks. UNON is also specifically interested in gathering information related to both basic and smart electric vehicle charging options, and with preference for contracting a potential full-service solution covering supply, certified installation, electrical or civil works, safety systems, commissioning, support, maintenance, warranties, spare parts, as well as potential post-installation operation, monitoring and management. To support this information gathering exercise, suppliers, installers, service providers and operators with experience in Kenya or East Africa are requested to submit the following information on their available solutions: 1. Technical Information and Supporting Documents A. Vendor Experience and Capability Vendors are requested to submit: a) a company profile outlining experience in EV charging products/services in Kenya and/or East Africa b) a list of relevant projects, including client type (e.g. corporate, public sector, etc.) d) a description of products/services offered for EV charging (e.g. supply, installation, operation, managed services) B. Technical Specifications of Equipment Vendors are requested to provide: a) technical datasheets for proposed institutional/workplace related charger models, including: b) supported connector types c) charging capacity (kW range) d) number of charging outputs per unit Identification of: a) models suitable for basic institutional/workplace charging b) models supporting smart charging and remote monitoring for institutional/workplace charging Manufacturer documentation confirming: a) product specifications b) compatibility standards C. Software, User Management, and Functionality Vendors are requested to submit: a) a description of the software/platform solution, including: b) user authentication and access control features c) system architecture (cloud-based/on-premise) Sample reports or screenshots demonstrating: a) usage tracking b) energy consumption monitoring c) cost or billing reports Documentation describing: a) supported payment or billing options b) integration capability (if applicable) D. Installation, Compliance, and Warranties Vendors are requested to provide: a) technical solutions suitable for outdoor/uncovered environments, with supporting specifications b) evidence of compliance with electrical, environmental, and safety standards applicable in Kenya Copies of: a) product certifications b) installers’ qualifications or licenses Details of: a) warranty terms for equipment b) warranty terms for installation works E. Operations, Maintenance, and Support Vendors are requested to submit: a) a description of the proposed preventive maintenance plan, including scope and frequency b) a service level description, including response times for corrective maintenance Evidence of local support capability, including: a) availability of spare parts in Kenya b) service presence (local office or partner) 2. Commercial Information and Supporting Documents A. Commercial and Contracting Models Vendors are requested to provide: a) a description of available commercial models, including outright purchase, leasing and or hosting/ managed service or charging as a service b) a comparison of models, including key features, obligations, and responsibilities c) any standard terms and conditions or commercial frameworks (indicative only) B. Pricing Structure and Cost Breakdown Vendors are requested to submit indicative, non-binding cost estimates, clearly broken down into: a) equipment supply (unit prices) b) installation and civil/electrical works c) commissioning costs d) annual maintenance and support costs e) operation/management costs (if/ as applicable) All pricing should be based on stated assumptions, clearly distinguishing one-time vs recurring costs C. Software Licensing and Recurring Fees Vendors are requested to provide: a) details of any software licensing fees, including annual or subscription costs c) a description of services included in the license (e.g. monitoring, reporting, updates) d) sample license terms or subscription agreements (if/as available) Specific Requirements/Information Important: Kindly note that this Request for Information does not constitute a solicitation process/ bidding exercise as it is an information gathering exercise. The information provided by your company shall be used by the United Nation Office at Nairobi (UNON) only for validating our assumptions regarding market capabilities, product and commercial model availabilities and potential market pricing to facilitate further planning and remodelling of our procurement strategy. Furthermore, please note: -All costs for preparing a response for the RFI must be covered by the vendor. -The requested information will only be used by the UN for internal planning purposes and will be kept strictly confidential and only authorised personnel will have access to it. -The response to this RFI will not be used to pre-qualify vendors. -The information provided will not be contractually binding to the vendor.