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Bay Area Regional Bicycle Share

Pilot Project

RFP Pre-Bidders ConferenceFebruary 21, 2012

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Overview

• Pilot Goals and Objectives

• Pilot Service Area, Pilot System Summary, Partners and Funding, and Station Siting and Permitting

• System and Contractor Requirements

• RFP Contents, Scope of Work, Other Requirements, Format of Responses, Timeline and Scoring

• Questions

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Pilot Goals and Objectives

• Develop a unified, regional System that complements existing transportation options for residents, commuters, and visitors making short trips to and from transit facilities, places of employment and residence, and social and recreational destinations

• Develop options for future expansion of the System by:o Increasing the number of bicycles and kiosks within the

initial pilot areas; and o Expanding the System to include new Bay Area communities

(cities, employers, etc.)

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Pilot Goals and Objectives, cont’d

• Assess emissions reduced, impacts and benefits such as any changes in vehicle-miles traveled, peak-hour vehicle trips and in air pollution

• Develop sustainable program financing models for program to become self-funded

• Establish a System that is compatible with Clipper Card and enables access to users that lack credit cards

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Pilot Project Service Area

Unified, seamless regional System:•San Francisco 500 Bikes: ~ 50 stations within Downtown/ SOMA area b/w Financial District, Market Street and Transbay and Caltrain terminals

•Redwood City 100 Bikes: ~ 10 stations within 1-3 mile radius of Redwood City Caltrain Station and downtown area

South Bay (400 Bikes)

•Palo Alto: ~ 10 stations within 1-3 mile radius of Palo Alto Caltrain Station

•Mountain View: ~ 10 stations within 1-3 mile radius of Mountain View Caltrain Station

•San Jose: ~ 20 stations within 1-3 mile radius of San Jose Diridon Caltrain Station

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Pilot Project Summary Regional Bike Share “System”

• Bay Area Air Quality Management District (Air District) lead and initial "Program Administrator”

• Contractor will design, build, operate, maintain, manage and publicize a network of 1,000 shared bicycles and ~ 100 Stations in Pilot Project service area

• System Pilot to launch on July 1, 2012, with a project duration of at least 12 months

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Project Partners and Funding

• Other Project Partners:o Local Implementing Agencies - San Francisco Municipal

Transportation Agency (SFMTA), SAMTRANS, San Mateo County, City of Redwood City, and Santa Clara Valley Transportation Authority (VTA)

o Oversight Agencies – Caltrans/FHWA/ Metropolitan Transportation Commission(MTC)

• Project Funding:o Local and Federal (CMAQ) Fundingo Membership/User Feeso Sponsorships

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Pilot Station Siting and Permitting

• Local Partners: o Have identified potential station locations in each Pilot areao Will provide coordination support for necessary permits,

license, and/or siting agreementso Will assist Contractor with CEQA and/or obtaining required

environmental clearance• Contractor:

o Responsible for securing approvals and obtaining required permits or agreements in advance Station placement

o Must obtain pre-authorization from Air District for Station locations to ensure conformance with federal requirements

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Pilot Project System Requirements

• Bicycles are tamper and vandalism proof and employ technologies that coordinate and track bicycle reservations, pick-up, drop-off, and subscriber information

• System is designed to:o Provide Subscription options: annual, month, week, multi- /1-day

o Negate need for on-site excavation, construction or hardwiring to the electrical grid (system is portable and relies on renewable power or batteries)

o Allow users to easily remove and return bicycles from any Station and facilitates frequent rebalancing of bikes

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Pilot Project System Requirements, cont’d

• Designated webpage to allow prospective users to register, select a subscription option, submit credit card or other form of payment data, and execute a user agreement

• After registration, members will be able to immediately access a bike from any Station

• A web portal will also be accessible at every kiosk station, allowing non-members the opportunity to register on-site

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Pilot Project Contractor Requirements

• Adherence to all Federal, state and local regulations and requirements and pre-authorization prior to conducting work (e.g., station siting/removal, rates, outreach and marketing)

• Provide reports containing data obtained via the technology portion of the system, along with user data obtained through periodic surveys conducted by the Contractor

A complete listing of System and Contractor Requirements is included in RFP package #2012-005

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• SECTION I – SUMMARY

• SECTION II – BACKGROUND

• SECTION III – INSTRUCTIONS TO BIDDERS

• SECTION IV – SCOPE OF WORK

• SECTION V – PROPOSAL FORMAT, CONTENT, AND SUBMITTAL

• SECTION VI – PROPOSAL EVALUATION

RFP Contents

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• EXHIBIT I – NOTICE TO PROPOSERS DBE INFORMATION

• EXHIBIT II – APPLICABLE PROVISIONS

• APPENDIX A – BIKE SHARE SYSTEM EQUIPMENT TECH SPECS

• APPENDIX B – BIKE SHARE OPERATIONS

• APPENDIX C – PROPOSERS DBE INFORMATION

• APPENDIX D – DISCLOSURE LOBBYING ACTVITIES

RFP Contents, cont’d

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RFP - Scope of Work

• Seeking one contractor to design, build, operate, maintain, manage and publicize a network of publicly available bicycles (partnerships allowed but are not required or preferred)

• Each proposal must address both components: o Equipment - bike sharing system rolling stock, hardware and

softwareo Service - the day-to-day operation of the program including

program administration and operation; maintenance; legal and risk management; marketing and outreach components, financial accounting, revenue collection, and reporting

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RFP - Scope of Work, cont’d

• Anticipated Contract Term - for a period of not less than 12 months and up to two years starting from the date of the initial launch, and may be extended for a period of up to five years

• Ownership Options – Provide separate quotes (budgets) for leasing vs. owning options with preference given for best valueo Lease Service Contracto Purchase and Service Contract

• Data Security

• Revenue

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RFP – SOWOther Requirements

• Liability and Insurance

• Federal and state requirements including “Buy America“ provision

• Ability provide additional, as-needed service for special events (costs must be segregated from regular pilot service)

• Contract will be negotiated mid-March to mid April 2012 (may require highest ranked bidders to be present at Air District offices during negotiations and pre-award audit)

A complete listing of RFP Scope of Work is included in RFP package #2012-005

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Format of Responses, cont’d

• Technical Proposal

• Overall Length – 50 Pages (Sample Contract not included)

Cover letter Special Events

Table of Contents Sample Contract

Firm Information Firm Organization

Project Summary Retention

Program Schedule Conflicts of Interest

Project Budget Additional Data

Equipment Component Exceptions

Service Component

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RFP - Timeline

March 8, 2012 Close RFP

March - April

Review and Score Proposals Initiate Pre-Award Audit Follow up questions and negotiations with top-ranking

candidate(s) Finalize Pre-Award Audit Finalize negotiations Finalize draft Vendor Agreement Air District Board of Directors Meeting - Consideration of

Recommendation for Vendor Selection

Mid to Late April Contract Executed Contractor begins work

May 10, 2012 – Bike to Work Week

Contractor Promotional and Outreach Opportunity

July 1, 2012 System Launch (may be phased in)

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Scoring

Past Experience: Past experience in successfully launching and operating a bike share system similar to that specified in this request for proposal 25%

Demonstrated familiarity with state and federal procedures 10%

Service Component: Depth and quality of responses, extent to which “Essential” and “Desired” elements meet or exceed the requirements, understanding of the concept, Scope of Work, Program Implementation Plan, Business/Finance Plan, insurance, etc.

20%

Equipment Component: Depth and quality of responses, extent to which “Essential” and “Desired” elements meet or exceed the requirements, infrastructure requirements, technology features, warranties, system design and durability, etc.

20%

Cost: Value of service level and quality and quantity of equipment provided 25%

Total 100%

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Questions?Tom Flannigan, Administrative Analyst

Administration Division, BAAQMD

tflannigan@baaqmd.gov