DRIVE THE DREAM 2015 CEO ROUNDTABLE ON WORKPLACE CHARGING AND PLUG-IN ELECTRIC VEHICLES

Transcription

1 DRIVE THE DREAM 2015 CEO ROUNDTABLE ON WORKPLACE CHARGING AND PLUG-IN ELECTRIC VEHICLES Request for Proposal September 26, PEV COLLABORATIVE BACKGROUND The California Plug-In Electric Vehicle Collaborative (PEVC) is a public/private organization focused on accelerating the adoption of plug-in electric vehicles (PEVs) to meet California s economic, energy and environmental goals. Using the expertise of each member, the PEVC, convenes, collaborates and communicates on emerging PEV market trends and works to address challenges and enable strong PEV market growth. The PEVC ( membership includes elected and appointed officials, automakers, utilities, infrastructure providers, government organizations, environmental organizations and others. 2. PROJECT DESCRIPTION CONTRACTOR QUALIFICATIONS This Request for Proposal (RFP) solicits formal proposals from companies that would, under contract with the PEVC, organize DRIVE THE DREAM 2015, a CEO roundtable event, that includes securing the venue for the event, and participation by chief executive officers (CEO) from the state s largest employers. As in DRIVE THE DREAM 2013, the Governor of California will be invited. The PEVC has identified workplace charging as a high priority infrastructure opportunity for PEVs. Workplace charging (WPC) fills a critical gap in PEV infrastructure needs by an increase in employee adoption rates of PEVs, extending e-miles, building range confidence, creating local PEV showrooms, allowing utilization of PEVs for employee pool cars for day trips, attracting/retaining employees and expanding PEVs into new markets. The PEVC envisions DRIVE THE DREAM 2015 will expand upon the original event held in 2013 in San Francisco to challenge California to create an environment where electric vehicles flourish; charging stations are abundant and employees are given an incentive to drive the dream. DRIVE THE DREAM 2015 will showcase California executives who will publically announce commitments to invest in new workplace charging for PEVs. These new commitments to PEVs will increase investment in our state, add jobs, improve air quality and reduce our dependence on oil. PEVC: RFP for DRIVE THE DREAM

2 DRIVE THE DREAM 2015 will be hosted by the PEVC in summer This event is intended to CHARGE UP California business executives to make commitments to implement workplace charging for PEVs and/or increase the number of PEVs in their fleets and/or increase the number of PEVs purchased by their employees. Invitations will be extended to Fortune 500 company executives from diverse California business sectors, including property owners and managers. The goal is to recruit 20 new participants along with inviting the original DRIVE THE DREAM executives to highlight the commitments they made in Additional invitees could be federal government officials, including U.S. Department of Energy officials representing their Workplace Charging Challenge and representatives from other states. Invited California corporate leaders will meet in a roundtable format. A discussion is envisioned on the state s leadership and vision for rapid deployment of PEVs in California to meet economic, energy and environmental goals. Short expert presentations will describe the current PEV market conditions and trends. Business leaders will then discuss the benefits of expanding the PEV market in California, such as: The potential to fuel the vehicles using locally-produced clean power, jobs, cleaner air, reduced greenhouse gas emissions and continued California leadership. All business executives attending the roundtable will be encouraged to announce a quantitative commitment and timeline for infrastructure and/or PEV purchases. Each executive will be asked to submit a one-page description of their tangible corporate commitment to be included in a PEVC press release. We are asking that executives commit to at least one of the following examples and follow through on their commitment by September Commit to installing new electric vehicle chargers for employees 2. Commit to a new purchase of plug-in electric vehicles for your corporate fleet 3. Commit to a new workplace incentive program to directly encourage employee purchase of PEVs (e.g., charging, PEV buy-down incentive, free parking, etc.) Location: The initial focus is to consider an event location in Southern California to highlight commitments from companies with a significant presence in that region. Other locations within the state will be considered as needed. 3. CONTRACTOR ROLE AND QUALIFICATIONS The contractor will work under the direction of the PEVC staff and as a member of the PEVC team. All meetings, activities and documents produced as part of this project will be branded with the PEVC logo. PEVC: RFP for DRIVE THE DREAM

3 At minimum, the contractor must have the following skills: 1. Proven experience and excellent track record for designing, managing and executing top-level corporate and government events. 2. Strong relationships and the ability to contact and confirm Fortune 500 executives to participate in the event. 3. Working knowledge of plug-in electric vehicle industry and desired project outcomes. A strong understanding of the DRIVE THE DREAM event held in Excellent organization and ability to meet deadlines while working on multiple facets of an assignment. 5. Provide ample staffing through the planning process, management of event and execution of event day logistics. 6. Strong media and public relations reputation. 7. Proven ability to fundraise. 8. Strong ability to coordinate a diverse team of executives and industry experts. 9. Track record of delivering tasks with a top-tier quality, on time and within agreed budget. 4. PROJECT TIMELINE All work should be done between November 1, 2014, and December 31, The time required of the contractor should be flexible during this time period, reflecting the status of work required. The PEVC staff will work very closely to help manage this process and ensure that products are available for the contractor to work on in a timely manner and do not get pushed to the end of the project. The contractor is expected to complete the tasks, timeline, and final deliverables within budget, on time and with sufficient staffing. To this end, we will develop and monitor mutually agreed upon deadlines. 5. BUDGET The PEVC expects the project to cost $125,000 and will allocate no more than $100,000 in funding for a qualified contractor. The contractor is required to fundraise the balance of the funds equal to or greater than $25,000. The funds raised can be sourced through sponsorships, grants or other avenues approved by the PEVC. 6. SCOPE OF WORK The contractor is expected to understand the project s deliverables, timeline, audience, and format and assure that the executive roundtable material is cogent, consistent and audience-friendly. The contractor must remain flexible to the governor s changing schedule, while continuing to plan for the event. In responding to this RFP, the contractor shall describe their team and each individual s role in the project. The contractor will be expected to directly engage with members of the PEVC and staff, the Governor s Office and other stakeholders as necessary. PEVC: RFP for DRIVE THE DREAM

4 In close coordination with PEVC staff, the contractor is required to complete the following tasks. Task 1: Kick Off and Project Schedule The contractor will meet with PEVC staff in person (Sacramento, CA) to review project history, tasks, timeline and budget. Subsequent meetings may be held via teleconference. Frequency of planning meetings will vary based on project needs (at times this could be weekly meetings). Following the kick off meeting, the contractor will work to finalize a detailed schedule that includes dates, tasks and contractor staff. A project schedule will be delivered to PEVC staff within two weeks of kick off meeting. Task 2: Develop a Public Relations Message and Outreach The contractor will develop a clear, concise and compelling message for the event attendees, public and the media. This includes development and production of a brand, refresh 2013 DRIVE THE DREAM logo, event collateral, social media and dedicated event website that is part of the PEVC website. The contractor is responsible for developing the event website content and working with the PEVC s website programmer to design launch the completed website. Task 3: Identify and Recruit California Executives to Make a PEV Commitment The contractor will identify (up to organizations), invite and secure a minimum of 20 new organizations and executives with a strong California business presence to make commitments to increase the deployment of PEVs in California. Invitees will include a diverse set of executives to attend and participate in the roundtable, CEOs from brand name organizations as well as unusual or unique businesses. The invitation process will include developing a strategy to include previous executives. The contractor will develop and distribute a one-page event description, invitation letter, commitment form (to collect commitment data, display it and track), save-the-date and agenda. Task 4: Secure a Venue in Southern California Identify and confirm a high-caliber venue that aligns with messaging and provides stunning photo backdrops for media photographs and video. This includes a venue that will accommodate a private meeting space for the, a side meeting space for parallel on-site member event, press conference and a static display of OEM vehicles. Ideally, the venue leadership will make a substantial PEV commitment. The contractor will be responsible for all coordination, materials (e.g., tables, chairs, microphones, projectors, etc.) logistics associated with the venue, including vehicle displays, press conference and meeting rooms. PEVC: RFP for DRIVE THE DREAM

5 Task 5: Finalize Attendance and Track Commitment Metrics The contractor will develop a spreadsheet to track attendance, PEV commitments and contact information. The contractor will handle scheduling and logistics planning, including communication support for event attendance, and securing food and refreshments. Task 6: Plan, Manage and Execute Roundtable and Event Logistics The contractor will develop an agenda, PowerPoint presentations, and a professional venue access (e.g., badging, name cards, etc.) strategy for a 2-3 hour event. This includes a comprehensive day-of-event attendee registration plan. Task 7: Develop, Distribute and Execute Media Relations Campaign and Press Conference The contractor will handle all media and public relations for the roundtable in consultation with the PEVC. Strong media relations skills and specific experience are essential. The tasks involve developing speaking points for the governor and PEVC staff, developing a media advisory and press release, along with identifying up to 50 media outlets to attend and observe the morning roundtable and to write or broadcast the event. Along with the governor s presence and all of the newly announced corporate commitments the event design should provide excellent photo opportunities, news stories and social media topics for local, statewide, national and international newspaper, radio, TV coverage, blogs, magazines and trade publications. The contractor will take professional photographs of the event and provide PEVC staff a final draft of the press release one week prior to the event and plan for its distribution. Task 8: Develop and Manage PEV Display for Press Conference The contractor will professionally arrange all press conference signage, collateral, and logistics, including developing and managing static display of PEV vehicles. Task 9: Develop Opportunities to Enhance PEVC Member Visibility The contractor will develop strategies to engage and showcase PEVC members and how they are developing the PEV market. This could include branding, sample case studies, member information booths, etc. Task 10: Create On-site Events to Broaden Media Visuals and Stakeholder Participation The contractor will design an on-site event (one-hour) in parallel to the roundtable meeting for PEVC members and guests. Also, the contractor will plan and execute a lunch and lunchtime agenda. PEVC: RFP for DRIVE THE DREAM

6 Task 11: Create, Design and Produce Event Collateral The contractor will produce name badges (including event level access), banners, signage, agenda/s, invitations, event packets, digital media kit, etc. Task 12: Lead Planning Meetings; Provide Routine Progress Reports to PEVC Staff and Members, Post-Event Report The contractor will develop a planning meeting schedule, agenda/s, lead meetings and provide follow up action items. The contractor will schedule and lead an all hands briefing and walk through of event run of show and logistics prior to event day with staff, contractors and volunteers. The contractor will develop and deliver a post-event report to PEVC staff within two weeks of event date. The report should include event overview, budget, commitment metrics, photographs and news clips. It should also include a section highlighting what worked and what didn t work to better plan for future events. Task 13: Propose Budget, Timeline and Staffing Assignments The contractor will deliver to PEVC staff a comprehensive event Gantt Chart and planning budget within two weeks of kick off meeting to track event planning progress. 7. PROPOSAL REQUIREMENTS The completed proposal must contain the following information: Cover letter Table of contents State of work outlining how contractor will fulfill each task, including any subcontractor company and staff Team members and roles Proposed initial schedule Primary contractor and subcontractor qualifications and experiences Cost proposal and invoicing plan Examples of previous gubernatorial work References Maximum proposal length is 6 pages double-sided 8. RANKING OF PROPOSALS A review committee will evaluate proposals based on the following criteria and weighting. Proposals should include hourly rates and an estimate of how many hours the contractor or other personnel will spend to complete this project. Total project costs should be proposed, including staff travel, venue reservations and collateral development. PEVC: RFP for DRIVE THE DREAM

7 100 total points possible: o Management and Approach (25 points) o Previous Experience with Gubernatorial Level Projects (25 points) o Contractor Qualifications (25 points) o Budget (25 points) 9. PROPOSAL TIMELINE DRIVE THE DREAM 2015 is expected to take place in the summer of This RFP is dated September 26, Proposals should include hourly rates and an estimate of how many hours the contractor, other personnel and any subcontractor(s) will spend to complete this project between November 1, 2014, and December 31, Proposals are due no later than 5:00 p.m. (PST), Friday, October 17. Late proposals will not be considered. To respond to this RFP, an interested organization should submit one electronic proposal via in Microsoft Word or Adobe PDF format. Please include copies of past event collateral produced for similar events. Proposal should be limited to 6 pages double-sided. The PEVC, at its option, may interview bidders. The interviews will be for the purpose of clarifying the proposals. Interviews may involve a presentation or a question-and-answer format or any combination of these. Submit proposals to jboone@pevcollaborative.org 10. COMPENSATION The contractor shall receive compensation of $100,000 total from the PEVC; $19,000 will be paid at the start of the project in Q4 of 2014, $40,500 in Q1/Q2 of 2015 and $40,500 upon successful completion of the full contract and acceptance of the the final report. Invoices for all services rendered must be itemized and sent to the the PEVC Senior Manager of Business Development and Programs Josh Boone via jboone@pevcollaborative.org 11. PEVC CONTACT Please contact Josh Boone, PEVC, at (916) or via at jboone@pevcollaborative.org with any questions. PEVC: RFP for DRIVE THE DREAM