FINAL-SRPEDD 2019 No Cost Bike Share RFP.pdf

Request for Proposals Proposal Due Date: April 17, 2019 No Cost Regional Bike Sharing System

Southeastern Regional Planning and Economic Development District

No Cost Bike Sharing System

Request for Proposals

RFP # SRPEDD 2019 No Cost Regional Bike Sharing System

Solicited in collaboration with the municipalities of: Attleboro, Dartmouth, Fairhaven, Fall River, Mansfield, Marion, Mattapoisett, Middleborough, New Bedford, Norton, Somerset, Taunton, Wareham, Westport, Bridgewater State University, and the University of Massachusetts Dartmouth

Southeastern Regional Planning and Economic Development District, 88 Broadway, Taunton, MA 02780 www.srpedd.org MAIN PHONE 508.824.1367 MAIN FAX 508.823.1803

THIS RFP AND ALL RESPONSES HERETO INCLUDING THE WINNING BID SHALL BECOME

PUBLIC RECORDS. PROPOSALS WILL BE CONFIDENTIAL UNTIL THE COMPLETION OF

THE EVALUATIONS, OR UNTIL THE TIME SPECIFIED IN THE RFP, WHICHEVER IS

EARLIER. ANY PORTIONS OF A RESPONSE THAT ARE LABELED AS CONFIDENTIAL WILL

STILL BE CONSIDERED PUBLIC RECORD. THOSE DOCUMENTS THAT ARE CLEARLY

EXEMPTED UNDER THE PUBLIC RECORDS LAW WOULD NOT BE MADE AVAILABLE TO

THE PUBLIC.

VENDORS ARE ADVISED TO CONSULT WITH THEIR LEGAL COUNSEL CONCERNING

PRECAUTIONS TO SAFEGUARD TRADE SECRETS AND OTHER PROPRIETARY

INFORMATION.

The Technical Proposal and the Price Proposal must be submitted separately.

**The use of the term “Vendor” shall be used to represent Vendors who have submitted timely and qualified bids. “Vendor” may refer to one or more selected Vendors. The terms “Vendor,” “Respondent,” “Vendors,” and “Respondents” may be used interchangeably herein. The plural does not denote that more than one Vendor will be selected. One or no Vendors may be selected as a result of this RFP.

Legal Notice

The Southeastern Regional Planning and Economic Development District (“SRPEDD”), pursuant to M.G.L. c. 7 § 22B and M.G.L. 30B, is seeking proposals from qualified Respondents to create and operate a private bike share system for the following communities and entities: Attleboro, Dartmouth, Fairhaven, Fall River, Mansfield, Marion, Mattapoisett, Middleborough, New Bedford, Norton, Somerset, Taunton, Wareham, Westport, Bridgewater State University, and the University of Massachusetts Dartmouth1, (“Participating Entities”). The objective of the RFP is to provide the Participating Entities with a safe, accessible, user-friendly, and equitable bike share system that allows for seamless operations across municipal boundaries. Services shall include supplying equipment and providing operational services for these 16 entities in Southeastern Massachusetts. Vendors may seek private sponsorship and or advertising, according to the bylaws of each entity. The Respondent identified as offering the most advantageous proposal against these factors will be awarded a contract.

The Request for Proposals (“RFP”) may be obtained from SRPEDD by contacting Eric Arbeene by email at earbeene@srpedd.org on or after March 18, 2019 at 10:00 a.m. EST until 5:00 p.m., EST, until April 3, 2019 and requesting RFP no. SRPEDD 2019 No Cost Regional Bike Sharing System. Proposals are due at 4:00 p.m., EST, Wednesday, April 17, 2019 at SRPEDD, 88 Broadway, Taunton, MA 02780. Price and technical proposals must be submitted separately, sealed, and clearly marked. Proposals that are not prepared as required will be considered non-responsive. Late proposals will not be accepted.

The term of any contract resulting from this RFP shall be one year from the date of contract execution. SRPEDD reserves the right to cancel all or part of this solicitation and to reject in whole or part any and all proposals. No bid bond is required.

CommBuys Published: Monday, March 18, 2019

Goods & Services Bulletin Published: Monday, March 18, 2019

SRPEDD Posted: Monday, March 18, 2019

Fall River Herald News: Monday, March 18, 2019

1 Vendors are advised that the named entities have collaborated on developing this collective RFP. However, nothing herein requires or obligates the named entities to participate in the regional bike share system. Final, participation will be determined by each entity.

Table of Contents Legal Notice

1 Introduction

1.1 Overview

1.2 Southeastern Regional Planning and Economic Development District

1.3 Vision

1.4 Objectives

1.5 Participating Entities’ Demographics

1.6 Decision to Use Request for Proposals

2 RFP Process

2.1 Schedule

2.2 Procurement Overview

2.3 Questions & Addenda

2.4 Corrections, Modifications & Withdrawal of Proposals

2.5 Disclosing Who Submitted Proposals

2.6 Selection Process

2.7 Rule of Award

2.8 Contract

2.9 Authorization to Proceed

3 Minimum Quality Requirements

3.1 Experience

3.2 Financial Capacity

3.3 References

4 Regional Bike Sharing System - Required and Desired Specifications

4.1 Multi-Modal Interoperability

4.2 Equity

4.3 Individual Participating Entity’s Local Requirements

4.4 Interaction with Existing and Future Multi-Modal Transportation Systems

4.5 Helmets

4.6 Equipment- Overview

4.7 Equipment- Compliance with Laws and Regulations

4.8 Technology

4.9 Bike Maintenance

4.10 Dockless Bike Parking

4.11 Parking Identification

4.12 Dockless Bicycle Parking Requirements

4.13 Customer Service

4.14 Operations

4.15 Data Access and Reporting

4.16 Data Security

4.17 Sale of Data

4.18 Contingency Plan

5 Vendor Technical Questions

6 Vendor Pricing Questions

7 Evaluation Criteria

7.1 Qualifications—Vendor Experience and Financials

7.2 Equipment, Safety & Technology

7.3 Service Area, System Size and Equity

7.4 Project Plan and Timeline

7.5 Customer Service, Maintenance, and Contingency

7.6 Marketing, Sponsorship, and Advertising

7.7 Parking

7.8 Data Access & Reporting

7.9 Data Security

7.10 Vendor Use of User Personally Identifiable Information

7.11 Multi-Modal Interoperability

7.12 Operations

7.13 Interviews (If Conducted)

8 Specific Contracting Requirements – Terms and Conditions

8.1 Contract Administration Fee and Quarterly Reporting

8.2 Liquidated Damages

8.3 Auditing

8.4 Insurance

8.5 False Representations

8.6 Publicity and News Releases

8.7 Intellectual Property

8.8 Failure to Perform as Operationally Required

8.9 Exclusive Rights

8.10 Marketing, Advertising, and Sponsorship

8.11 Miscellaneous

9 General Proposal Submission Requirements

9.1 How to Submit Technical Proposals

9.2 Technical Proposal Preparation Requirements

9.3 Price Proposal Preparation

9.4 Order of Submission and Required Signed Documents

9.5 Additional Proposal Information

10 Required Forms

10.1 Cover Letter

10.2 Proposal Signature Page

10.3 Certificate of Non-Collusion

10.4 Certificate of Tax Compliance

10.5 Conflict of Interest Certification

10.6 Certificate of Compliance with M.G.L. c. 151B

10.7 Certificate of Non-Debarment

10.8 Additional Certifications

10.9 Right to Know Law Page

10.10 Price Proposal Page

11 Exhibit A: Sample Contract

12 Exhibit B: Vendor Subcontractors

13 Exhibit C: Other Documents

14 Exhibit D: Technical Matrix

15 Exhibit E: Pricing Matrix

1 Introduction

1.1 Overview

The Participating Entities have come together as neighbors to encourage bike share opportunities for and across their entities, and they intend to sign a Memorandum of Understanding to create a partnership to provide such services. SRPEDD is seeking the services of a vendor who meets the required bike share specifications provided below. SRPEDD may elect not to award a contract to any vendor. This regionalized approach to bike share implementation will require the selected vendor to provide seamless services across the borders of Participating Entities.

1.2 Southeastern Regional Planning and Economic Development District

The Southeastern Regional Planning and Economic Development District (“SRPEDD”) is the regional planning agency (“RPA”) for the Southeastern Massachusetts region. It is a governmental entity established by M.G.L. c. 40B § 24, et al, to provide a regional perspective on growth, development, and governance for the welfare of the region. It is qualified to act as a lead jurisdiction under M.G.L. c. 7 §22B.

1.3 Vision

SRPEDD envisions a large-scale regional private bike share system that is provided at no cost to the entities, which offers residents, visitors, students and employees a convenient and affordable way to bike seamlessly within and among the participating entities. SRPEDD and Participating Entities believe that the establishment of bike share systems can: increase bicycling in Southeastern Massachusetts; provide greater access to public transportation; offer more efficient inter- and intra- municipal travel where public transit is less accessible; make the communities more attractive places to live, work, visit and do business. The vendor will provide the system at no cost to the Participating Entities. All Consumer (the end user renting a bicycle from the system) pricing must be reasonable and take into account issues of equity in Participating Entities. Equity shall consider servicing entities to enable citizens have the equal access to goods and services despite any socio-economic diversity.

The system will utilize state-of-the-art technology, equipment and operations. This includes bikes, pedal-assist technology, handicap accessible bikes and bikes that carry cargo. The system may include 2,000 or more standard bikes, and a variety of other equipment as available through the vendor and negotiated with each Participating Entity. Any new equipment available through the Vendor MUST be approved by the Participating Entity.

1.4 Objectives

SRPEDD seeks the services of an experienced vendor who will create and operate a private bike share system across these Entities. The objective of this RFP is to provide the Participating Entities with a safe, accessible, user-friendly, and equitable bike share system that allows for seamless operations across the boundaries of the Participating Entities.

Services shall include supplying equipment and providing operational services for and across participating and eligible Southeastern Massachusetts entities. Vendors may seek private sponsorship and or advertising, according to the bylaws of each municipality. Vendor will keep all revenue from the system, except as provided herein.

1.5 Participating Entities’ Demographics

The Southeastern Regional Planning and Economic Development District consists of 27 separate municipalities of widely varying size and non-homogeneous character, including rural and seaside small towns, mid-sized commercial centers and up and coming cities of 100,000. Many of these communities have embraced bicycling infrastructure for recreation and commuting. The region has several college campuses and business parks as well as attractive beaches, and low traffic roads. There are planned and completed shared use paths in several areas and popular bicycling events occur throughout the summer months.

Several of these entities have contracted with SRPEDD to act as their procurement agent for a regional Dockless bike share system.

Pa rt ic ip at in g

In te re st ed

Municipality Population Sq.

Miles

Population Density

(people/sq.

mi.)

Yes Yes Attleboro 44,326 26.81 1,653 Yes Yes Dartmouth 34,341 60.92 564 Yes Yes Fairhaven 16,027 12.33 1,300 Yes Yes Fall River 89,258 33.13 2,694 Yes Yes Mansfield 23,678 20.09 1,179 Yes Yes Marion 5,065 13.99 362 Yes Yes Mattapoisett 6,245 17.36 360 Yes

Yes Middleborough 24,213 69.07 351

Yes Yes New Bedford 95,125 20.00 4,756 Yes Yes Norton 19,515 27.81 702 Yes Yes Somerset 18,257 7.90 2,311 Yes Yes Taunton 56,826 46.70 1,217 Yes Yes Wareham 22,535 35.86 628 Yes Yes Westport 15,810 49.84 317 Yes Yes Bridgewater State University 10,990 0.43 25,558 Yes Yes UMass Dartmouth 8,407 1.10 7,642

TOTAL 490,618 443.34 1,107

Table 1: Participating Entities Size and Population

1.6 Decision to Use Request for Proposals

The SRPEDD Chief Procurement Officer (CPO) has determined that in order to select the most advantageous proposal to select a Regional Bike Sharing System, other factors in addition to cost will need to be considered. SRPEDD believes that the choice of the successful Vendor requires an evaluation of their abilities, experience and past work product. The contract will be awarded in accordance with the M.G.L. Chapter 30B using the request for the competitive sealed proposal procedure.

SRPEDD has determined that price, although significant, is not the sole, nor always the primary factor in Participating Entities’ decision making when considering the specialized experience of Vendors, their commitment to quality workmanship and customer service, as well as the range of product suitability, quality, and manufacturer. For these reasons, SRPEDD believes that the RFP process will best achieve this end.

SRPEDD reserves the right to cancel all or any part of this solicitation if in its judgment doing so is in the best interest of SRPEDD and the eligible entities. SRPEDD also reserves the right to accept or reject, in whole or in part, any and all proposals as permitted by law.

2 RFP Process

2.1 Schedule

Notice SRPEDD RFP Posted on Website: Monday, March 18, 2019

Notice Goods & Services Bulletin Published: Monday, March 18, 2019

Fall River Herald Published: Monday, March 18, 2019

Notice CommBUYS Published: Monday, March 18, 2019

RFP Released/Available Monday, March 18, 2019. The RFP will be available

10:00 AM – 5:00 PM, Monday – Friday, Mon. March 18, 2019 through Wednesday, April 3, 2019 by contacting:

Eric Arbeene at SRPEDD via email at earbeene@srpedd.org.

All questions about this RFP, must please be asked by contacting Eric Arbeene directly.

Last Date for Vendor Questions Friday, March 29, 2019

SRPEDD Responses to Questions Friday, April 5, 2019

Last Date for Addendum from SRPEDD Monday, April 8, 2019

Proposal Due Date: Sealed proposals are due by: 4:00 PM, Wednesday, April 17, 2019 at: The Southeastern Regional Economic Development District, 88 Broadway, Taunton, MA 02780.

Return RFPs to: Eric Arbeene, AICP, MCPPO

Principal Comprehensive Planner & Chief Procurement Officer

SRPEDD

88 Broadway Taunton, MA 02780

Proposal Subject: No Cost Regional Bike Sharing System

RFP Number: SRPEDD 2019 No Cost Regional Bike Sharing

System

2.2 Procurement Overview

This procurement process is comprised of the following elements.

This Request for Proposals Receipt of Proposals Qualification of Vendors Evaluation of Vendors and Technical Proposals Product Presentations (as determined by the Evaluation Committee) Evaluation of Price Proposals Determinations of Awards Contract Executions Program Implementation Contract Extensions

While it is the intention of SRPEDD to award a contract by way of this procurement, SRPEDD reserves the right to cancel all or any part of this solicitation.

2.3 Questions & Addenda

Failure of any Vendor to read and become familiar with any portion of this RFP and any Addenda thereto will not relieve them from any of the obligations described herein, whether they may be required during review of the proposals, or performance required under a contract SRPEDD will not provide, authorize or honor any alleged oral responses

Vendors are asked to notify SRPEDD promptly of any ambiguities, inconsistencies or errors they discover upon examination of the RFP. Questions and inquiries will not be answered directly. All questions and requests for clarification must be received in writing via email by Friday, March 29, 2019. All questions must be sent to Eric Arbeene at earbeene@srpedd.org.

If such requestor notifications are received after the “Addenda Issue” date, then SRPEDD, in its sole discretion, will determine if additional Addenda are required and whether to alter the proposal due date. SRPEDD will advise all prospective Vendors of such activity.

SRPEDD reserves the right to disqualify any Vendor that it believes to be interfering with this procurement by raising irrelevant, nuisance, or diversionary issues in order to delay or render the procurement invalid, whether timely or not.

Responses to inquiries regarding interpretation or clarification that affect all Proposers and corrections or changes to the RFP will be issued as Addenda. Addenda will be distributed via email or fax to all parties that SRPEDD is aware have obtained the RFP no later than the “Addenda Issued” date above, unless notification otherwise has been sent to all parties. In such an event, SRPEDD may elect to alter the proposal due date.

Vendors should contact either the SRPEDD contact above if they are concerned that they have not received an Addendum. SRPEDD maintains a record of Addenda sent to all parties who have received the RFP documents. Confirmation of a successfully sent (i.e. received) fax or the lack of a return email message that an email delivery failed will be considered proof of delivery. To ensure that Vendors have taken all Addenda into consideration, acknowledgement of receipt of each Addendum issued must be noted in the space “Addendum #” provided on the Proposal Signature Page provided in this RFP.

2.4 Corrections, Modifications & Withdrawal of Proposals

Proposals must be unconditional. However, a Vendor may correct, modify, or withdraw a proposal by written notice if received by SRPEDD prior to the proposal due date. Modifications must be submitted in a sealed envelope clearly labeled “Modification No. __”. Each modification must be numbered in sequence and must reference the original RFP.

Vendors may not, after the proposal due date, change any provision of the proposal in a manner prejudicial to the interest of SRPEDD, eligible entities, or fair competition. Informalities that the SRPEDD determines in its sole discretion are minor informalities e.g. minor deviations, insignificant mistakes, and matters of form rather than substance, will be waived or the Vendor will be allowed to correct them. If a mistake is obvious and the intended correct wording, figure or calculation is clearly evident on the face of the proposal document, the mistake will be changed to reflect the apparent correct meaning and the Vendor will be notified in writing; however, the Vendor may not withdraw the proposal. A Vendor may withdraw a proposal if a mistake is clearly evident on the face of the proposal document, but the intended correct wording, figure or calculation is not similarly evident.

2.5 Disclosing Who Submitted Proposals

A register of the names of Vendors who have submitted proposals will be open for public inspection following the opening of the Technical Proposals. Proposals will remain confidential until the completion of the evaluations, or until the time for acceptance specified in the RFP, whichever is earlier. All submissions will be considered by SRPEDD to be public records. Vendors are advised not to submit confidential materials.

2.6 Selection Process

In accordance with M.G.L. c. 30B, Technical Proposals will be evaluated by an Evaluation Committee selected by SRPEDD. The names of evaluators are not a matter of public record prior to, or during the evaluation process. Committee members will independently review all proposals that meet the Minimum Quality Requirements listed in this document. They will evaluate the proposals based on the evaluation criteria set out in this document. Each Evaluation Committee member will assign a rating to each evaluation criterion. SRPEDD will then convene the Committee to review their evaluations and attempt to arrive at agreement on composite ratings for each proposal.

The Evaluation Committee will assign each responsive Technical Proposal submitted by Proposers one of the following composite ratings:

Highly Advantageous

Advantageous

Not Advantageous

Unacceptable

Vendors may be invited to give product presentations to the Evaluation Committee in person or via teleconference. SRPEDD reserves the right to offer presentations to all or none of the vendors.

After a rating has been determined for each Technical Proposal, SRPEDD or its designee will open and review the Price Proposals and determine the most Highly Advantageous Proposals, taking into consideration the composite ratings and price.

Although proposals that are not the lowest in price may be selected for award, price is still a factor.

In the final evaluation, SRPEDD will weigh more favorably Vendors whose price proposals offer higher discounts off their catalog or standard pricing.

Vendors are advised that pricing that is offered will not be negotiated during the Term of the Contract (One (1) year). During each exercised extension term, SRPEDD may negotiate pricing with the Vendor prior to an executed Contract Amendment extending the Term.

Vendors may lower pricing at any time during the Contract and any extensions thereto. All reduction in pricing must be available to all Participating Entities.

In selecting a proposal that is not the lowest in cost, SRPEDD will explain in writing why the added benefits of the selected Proposal justifies the higher prices.

2.7 Rule of Award

SRPEDD and Participating Entities have determined that identification of the most highly advantageous proposal for the goods and services called for in this RFP requires comparative judgment of factors in addition to cost. A contract will be awarded to the eligible, responsive, and responsible Vendor whose proposal is determined to be the overall most highly advantageous taking into consideration minimum quality requirements, comparative evaluation criteria set forth in the RFP and composite ratings as well as price.

An Evaluation Committee selected by SRPEDD will evaluate proposals and recommend an award by SRPEDD to the responsible and responsive Vendor whose proposal it determines to be the most overall highly advantageous of those received. SRPEDD, as the contracting authority, will make the final determination of awards. The award will be determined on the basis of the competitiveness of the proposals received.

Only those Vendors who submit all required forms and materials and whose proposals conform to the requirements set out in this Request for Proposals will be considered responsive. Determination that a Vendor is responsible (i.e. Vendor has the integrity, capability, and reliability to do the work) will be based upon financial stability and an evaluation of references. SRPEDD reserves the right to perform whatever additional due diligence they deem necessary to determine that the Vendor is responsible including, but not limited to, acting as their own reference. SRPEDD may request additional clarifying information from a Vendor during this evaluation process.

SRPEDD will promptly notify Vendors about awarded contracts upon conclusion of the evaluation process.

SRPEDD is required by law to overlook “minor technical formalities” such as misspellings and other non-material errors. SRPEDD may, at its sole discretion, waive strict compliance with RFP requirements that are not required by law, when it determines that so doing is in its and Participating Entities best interest. SRPEDD is further required to correct arithmetic errors where the intent is obvious, but cannot do so where intent is not obvious.

2.8 Contract

A sample copy of SRPEDD’s standard contract can be found in Exhibit A of this RFP. Vendors must be willing to sign SRPEDD’s contract. SRPEDD will not accept a Vendor’s own terms & conditions.

SRPEDD will make all reasonable efforts to award a contract within thirty (30) days of the Proposal Due Date. The time for award may be extended for up to an additional thirty (30) days, for a total of sixty (60) days, by mutual agreement between SRPEDD and Vendors.

The contract recipient MUST return executed originals to SRPEDD within seven (7) business days of their receipt of contracts signed by SRPEDD. This RFP document, any Addenda issued, all included forms and requirements, and Vendor’s proposals will be incorporated by reference into any resulting Contract.

All relevant correspondence giving rise to obligations of the parties or clarification of the business relationship defined by the aggregation of RFP related documents will also be incorporated by reference into any resulting contract.

Upon receipt of a Contract offer by SRPEDD, Vendor shall make best efforts to return the document for final SRPEDD execution in an accelerated manner.

2.9 Authorization to Proceed

Upon receipt of a signed contract from the Vendor, SRPEDD will return an executed copy of the contract and issue a written “Authorization to Proceed.” Thereafter, the Vendor agrees that they will work with the Participating Entities to complete a Scope of Work and Project Plan to schedule implementation, as requested by the Participating Entities.

The Vendor will be required to implement without undue delay all other commitments required by the RFP and their contract, as well as those voluntarily offered in their Proposal.

3 Minimum Quality Requirements In Tab 2 of the response, Minimum Quality Requirements, Vendors must provide a brief, written narrative (no more than two pages) certifying that the Vendor is in compliance (Yes or No) with each of the following listed minimum quality requirements. Statements offered by Vendor in the narrative that are intended to satisfy these requirements must be accompanied by supporting documentation and full contact information of a representative of the entity who can vouch for the

Proposer’s claims, which will be verified by SRPEDD, whose inability to do so will disqualify the proposal.

3.1 Experience

Vendors must have experience providing the same or similar services with a government entity or private institution in the last 3 years. Experience with multiple jurisdictions, public sector clients, and North American experience are preferred. (See Section 5: Vendor Technical Questions;

Question 5.2: Qualifications)

3.2 Financial Capacity

Vendors shall demonstrate that they can provide the required number of bikes necessary to serve the Participating Entities. Such demonstration may include, but is not limited to, an Audited Financial Statement, information about the supply chain, and facilities or contracts for the production and replacement of bicycles in a timely manner. (See Section 5: Vendor Technical Questions; Question 5.3: Financial Capacity)

3.3 References

Vendors shall provide the contact information for 3 references from local governments or private institutions where their product is used. The references must have engaged vendors within the last 3 years to provide a service of a same or similar scope to the one requested in this RFP. Vendors must provide a brief description of the services they provided.

MINIMUM QUALITY REQUIREMENTS YES/NO

Vendor has provided the same or similar services to a government entity or private institution in the last 3 years.

Vendor provides sufficient documentation to demonstrate its financial capacity to provide required number of bikes necessary to serve Participating Entities.

Vendor provides contact information for 3 references from local governments or private institutions where their product is used. The references must have engaged vendors within the last 3 years to provide a service of a same or similar scope to the one requested in this RFP. Vendors provide a brief description of the services they provided.

4 Regional Bike Sharing System - Required and Desired Specifications

Vendors are advised that requirements that are listed as “Must,” “Shall,” or “Required” are mandatory specifications. Failure to include these elements may lead to disqualification. Those specifications that are listed as “Desirable”, Preferred”, or “Advantageous”, are value added and their inclusion or exclusion will be reflected in the scoring.

4.1 Multi-Modal Interoperability

SRPEDD prefers a regionalized bike share system that increases the accessibility of other modes of transportation and builds upon a cohesive regional transportation network. Vendors that provide a system that can interact with other modes of transportation, such as public transit, car sharing services, ride hailing services, and existing bike share services, are preferred.

4.2 Equity

Vendors must ensure that their system equitably services low-income neighborhoods, which may include ensuring accessibility of bicycles in low-income neighborhoods, offering means of accessing bicycles that do not require the use of a smartphone and/or access to a credit or debit card, and offering a bilingual mobile app.

4.3 Individual Participating Entity’s Local Requirements

While this procurement will facilitate regional coordination and ensure that there is consistent regulations and standards of operating across all Participating Entities, due to the varying demographics and municipal organizational structures across the Participating Entities, certain elements of bike share operations may be left to local discretion. This may include but is not limited to:

4.3.1 Holding a contract with the selected vendor

While it is not required for operation, a Participating Entity may select to have a contract with the selected vendor to enforce municipality-specific regulations. This contract may differ from but shall not be in conflict with the contract between SRPEDD and the selected vendor.

4.3.2 Levying a bicycle permitting fee

Participating Entities may elect to levy a nominal bicycle siting fee to the vendor on a per-bicycle basis.

4.3.3 Requesting a parking siting plan

Each Participating Entity reserves the right to require the selected vendor to establish a parking siting plan in coordination with the municipality so as to ensure adequate capacity and signage for bike share bicycle parking. This option shall be exercised by Participating Entities that would like to designate specific areas for bicycle parking, rather that permit a true free-floating bicycle share system.

4.3.4 Wintertime operations

Each Participating Entity has discretion over whether they will continue to remain in operation during winter months.

4.3.5 Siting bicycle parking facilities on private property

Each Participating Entity may work with interested private property owners to site bicycle parking facilities on private property.

4.3.6 Removing bicycles

For bicycles on public property, the Participating Entities may require the vendor to temporarily move bicycles to a nearby location if the approved location needs to be used for emergency purposes, snow removal, construction, or other public benefit. Bicycles may also be moved by municipal staff at Participating Entities for these purposes.

4.3.7 Other entities

Other local entities that operate within the Participating Entities, including colleges and universities, the Massachusetts Bay Transportation Authority (MBTA), and Department of Conservation and Recreation (DCR) may also have bike share regulations and permitting requirements specific to their jurisdiction. The selected vendor is required to comply with all such rules and regulations.

4.4 Interaction with Existing and Future Multi-Modal Transportation Systems

Vendors are required to work in a cooperative manner with the existing and emerging multi modal transportation systems. This includes, but is not limited, to car sharing services, the MBTA, SRTA and GATRA, MassRides, local shuttle services, private shuttle services, and other bike sharing systems, in neighboring, but non-participating communities.

It is the responsibility of the Vendor to interact with these municipalities, as well as other cities and towns in the SRPEDD region that may have existing public contracts with other bike share operators.

Such cooperation includes resolving any and all business issues such as bikes that are parked in these municipalities and need to be retrieved in a timely manner.

4.5 Helmets

Vendors must demonstrate the ability to comply with all elements of M.G.L. ch.85, section 11D. This includes informing bicycle share system users of these regulations through their User Agreements.

M.G.L. ch.85, section 11D: Bicycle helmets: display of sign requiring use

“Every person engaged in the retail business of selling or renting bicycles, in line skates, scooters, skate boards or other manually-propelled wheeled vehicles shall display in an area conspicuous to customers of the business a sign containing the following statement: Massachusetts law requires that a bicycle helmet be worn by a person 16 years of age or under who is riding as an operator or passenger on a bicycle, in line skates, a scooter, or a skate board.

By posting such a sign, such retail business shall be deemed to be in full compliance with this act, and no liability shall be incurred in the event that said helmet is not worn. A person, firm or corporation engaged in the business of renting bicycles shall make available a bicycle helmet conforming to the specifications for bicycle helmets of the United States Consumer Product Safety Commission to each person renting a bicycle.”

4.6 Equipment- Overview

The SRPEDD welcomes proposals for bike share systems using dockless smart-bikes.

Equipment must be designed to withstand the demands of outdoor, shared use. Equipment must be attractive and highly durable; theft and vandal resistant; able to weather winter conditions; safe, comfortable and easy to use by a wide range of users and include an adjustable seat. Bikes must include a front light that emits white light and a rear red reflector or light. Bikes that are part of a dockless bike share system must come with a self-locking mechanism and remain upright when parked. It is preferred that bicycles include additional specifications that accommodate a wide range of users, and include the use of proprietary parts to deter equipment theft and vandalism.

a. The prospective Operator should describe the specifics of the bicycle proposed for the System. Please acknowledge the following preferences for the physical bike hardware:

Bicycles shall have multiple speed options (3 or more, please specify) Bicycles shall be GPS enabled for tracking of trips and other data collection Bicycles shall be uniform in nature and be of the same model Bicycles shall be marked consistently Bicycles shall have the ability to display name and sponsor logos on bicycle’s rear fender/wheel guard, chain guard (if applicable), handlebars, down tube, and/or front placard or basket

Bicycles shall be new and unused Bicycles shall be one-size-fits most design (5’ - 6’2”+) with an adjustable seat. Seat post shall be marked for various heights as a guide for the user. The user shall not be able to remove the seat from the frame.

4.7 Equipment- Compliance with Laws and Regulations

All bikes must be manufactured in compliance with all applicable local, state, and federal laws and regulations covering bicycles. This includes the standards outlined in the Code of Federal Regulations (CFR) under Title 16, Chapter II, Subchapter C, Part 1512 – Requirements for Bicycles.

Additionally, permitted systems shall meet the safety standards outlined in ISO 43.150 – Cycles, subsection 4210.

a. Electric-assist bicycles must meet the National Highway Traffic Safety Administrations (NHTSA) definition of low-speed electric bicycles; and shall be subject to the same requirements as the other bikes described herein. Electric assist bikes shall have fully operable pedals, an electric motor of less than 750 watts, and a top motor-powered speed of less than 20 miles per hour when operated by a rider weighing 170 pounds. If providing electric-assist bicycles, the vendor must demonstrate the ability to comply with local and state regulations around motorized vehicles:

b. Vendors must comply with MGL c. 90, Section 1B: Motorized bicycles; operation regulations Section 1B. A motorized bicycle shall not be operated upon any way, as defined in section one within the commonwealth by any person under sixteen years of age, nor at a speed in excess of twenty-five miles per hour. A motorized bicycle shall not be operated on any way by any person not possessing a valid driver's license or learner's permit. Every person operating a motorized bicycle upon a way shall have the right to use all public ways in the commonwealth except limited access or express state highways where signs specifically prohibiting bicycles have been posted, and shall be subject to the traffic laws and regulations of the commonwealth and the regulations contained in this section, except that: (1) the motorized bicycle operator may keep to the right when passing a motor vehicle which is moving in the travel lane of the way, and (2) the motorized bicycle operator shall signal by either hand his intention to stop or turn.

Motorized bicycles may be operated on bicycle lanes adjacent to the various ways, but shall be excluded from off-street recreational bicycle paths.

Every person operating a motorized bicycle or riding as a passenger on a motorized bicycle shall wear protective headgear conforming with such minimum standards of construction and performance as the registrar may prescribe, and no person operating a motorized bicycle shall permit any other person to ride a passenger on such motorized bicycle unless such passenger is wearing such protective headgear.

A person convicted of a violation of this section shall be punished by a fine of not more than twenty-five dollars for the first offense, not less than twenty-five nor more than fifty dollars for a second offense, and not less than fifty nor more than one hundred dollars for subsequent offenses committed.”

4.8 Technology

Vendors must offer state-of-the art bike share technology that is user-friendly for a wide variety of users. Vendors must be able to provide the technology and services necessary to accommodate Participating Entities that opt for stricter regulations around parking and develop and follow a bicycle parking siting plan. Vendors should also offer technology to control/disable the entire system and bikes from a remote location as well as have the ability to collect physical addresses, email addresses, phone numbers, etc. so users can sign up for newsletters delivered electronically. Vendors providing a system to allow people without smartphones, internet access, and/or credit/debit cards to rent and return bikes are preferred. Advanced technologies that are not required but preferred include:

4.8.1 Mobile Application

A mobile application to accept payments for daily, weekly, monthly, and annual memberships, handle all aspects of rental transactions, and provide information on bike availability and locations utilizing maps that show both roadway and building information to make it easier to locate bicycles.

4.8.2 GPS Technology

GPS technology or equivalent technology to provide real-time tracking of bicycle location and routes and to record trip data.

4.8.3 RFID/NFC technology

RFID and/or NFC technology that enables users to rent bicycles from mobile devices, access cards, or other similar device.

4.8.4 Geofencing

The ability to virtually designate the system service area(s) or parking areas to support fleet management.

4.8.5 Virtual stations

The ability to virtually designate appropriate parking areas in the public right of way using geofence or equivalent technology.

4.9 Bike Maintenance

Vendors must be able to ensure that all bikes in its fleet available to the public are in good working order and safe to operate. Vendor must provide a regular maintenance schedule. A plan must be in place to maintain charge on pedal-assist bicycles.

4.10 Dockless Bike Parking

While each of the Participating Entities reserves the right to establish its own parking requirements via a parking siting plan, typically Participating Entities will make public sidewalks available for short term bike share parking with the proviso that such parking does not hinder the free flow of people and vehicles to their destinations or create a safety hazard. Permitting fees may be assessed as part of a contract in order to defray costs incurred by Participating Entities to launch, conduct public relations and education, interact with the vendor or otherwise support the success of the bike share system. Participating Entities may further support the program by installing additional bike racks, allowing painted bike parking areas and/or otherwise recommending bike parking spots.

4.11 Parking Identification

It is desirable that Vendors offer bike racks, signage, pavement markings, or other methods to designate appropriate parking areas and inform the public about the system. Maps that show any designated Parking and No Parking areas are also desirable. Additionally, vendors should consider establishing additional parking areas, such as, within parks, at schools, using on-street spaces, on state property (e.g. MBTA, DCR) or on private property. In such cases, it is the vendor’s responsibility to work with the appropriate property owner, official or agency.

4.12 Dockless Bicycle Parking Requirements

Vendors providing dockless bike share shall demonstrate ability to comply with the following dockless bike share parking requirements:

a. Bicycles shall be parked in the part of the sidewalk adjacent to the roadway curb (so long as 40-inches of pedestrian clear zone is maintained), at a public bike rack, or other locations expressly permitted by the municipality that is consistent with the local laws and regulations.

b. Bicycles must not be parked immediately adjacent to or within: transit zone, loading zone, accessible parking zone or other facilities specifically designated for handicap accessibility, fire hydrant, street furniture, curb ramp, entryway, driveway, parklet. Bicycles may not be parked in a manner that in any way violates ADA accessibility requirements.

c. Use of public sidewalks must not a) adversely affect the streets or sidewalks b) not inhibit pedestrian movement or c) create conditions which are a threat to public safety and security.

d. Bicycles parked in one location for more than seven consecutive days without moving may be removed by the municipality at the expense of the bike share vendor.

e. Any bicycle that is parked incorrectly shall be re-parked or removed by the vendor based on these times, or as otherwise proposed by the Vendor:

a. 6 am – 6 PM on weekdays, not including holidays – within 3 hours of receiving notice.

b. All other times – within 12 hours of receiving notice.

f. An inoperable bike, or any bicycle that is not safe to operate, shall be made not available to the public and removed from the public right-of-way by the vendor within 12 hours of notice.

g. The vendor will inform customers of how to appropriately park bicycles.

4.13 Customer Service

Vendors must be able to provide customer service via multiple mechanisms (e.g.: mobile applications, website, phone number), enabling members of the public to ask questions, report bikes that are damaged or improperly parked, request refunds, or otherwise receive support.

24/7/365 customer support must be available in both English and Spanish with a minimal response time. Multiple languages (Spanish, Portuguese, Haitian Creole) are preferred.

4.14 Operations

Vendors must provide ground operations to ensure the safety, accessibility and responsible placement of bicycles. Vendor operational responsibilities will include:

a. Daily bike rebalancing and distribution, including ensuring a minimum number of functional bikes are operational each day in each municipality.

b. Equipment inspection, maintenance and repair consistent with or exceeding manufacturer’s recommendations.

c. Coordination with Participating Entities’ issue reporting processes, which can include See Click Fix, 311 calls, or phone call. Vendor must be able to receive courtesy notifications on bike issues. It is preferred that the Vendor serve as an “active ticket resolver.” Vendor must also provide a reliable method for other municipalities (in addition to the Participating Entities) to report issues directly to Vendor should bicycles end up outside the permitted service area or if other system-related concerns arise.

d. If operational in the winter, vendor must provide services to ensure bicycles are accessible and safe to use. Vendor must provide a plan for operations in the case of weather-related emergencies that prioritizes the safety of users and is responsive to municipal concerns.

4.15 Data Access and Reporting

The Vendor must provide trip data identified in Section 4.15.2 to the Participating Entities and to SRPEDD. Participating Entities may require select data to be made available for police investigations. It is preferred that vendors provide data in the General Bikeshare Feed Specification (GBFS) format. It is highly desirable that vendors provide the Participating Entities and SRPEDD the following data via internet access on an on demand basis:

4.15.1: Bike location data

Data available on a per-bike, real-time basis:

Point location of parked bikes (GPS coordinates) Bicycle identification number Type of bicycle Battery charge level (for electric assist bikes)

4.15.2: Trip-level data Anonymized data for each trip record to inform and support safe and effective management of the bicycle share system, and for transportation planning efforts. Vendor must provide the following fields to the Participating Entities and SRPEDD on a monthly basis:

Field Name Format (example) Description Trip duration MM:SS n/a Trip distance Feet n/a Start date MM, DD, YYYY n/a Start time HH:MM:SS (00:00:00-23:59:59) n/a End date MM, DD, YYYY n/a End time HH:MM:SS (00:00:00-23:59:59) n/a Start location GPS Coordinates2 n/a End location GPS Coordinates n/a

4.15.3: System reports

Anonymized data to SRPEDD and Participating Entities, preferably monthly. Information must include, but is not limited to:

Total users in system by month Trip number by day, week, month, and year broken out by municipality Detailed, aggregate trip origin/destination information for planning purposes Trip length and time

4.15.4: Maintenance and customer service reports

Record of all maintenance performed for each bicycle, all reported collisions, and all customer services inquiries provided on a monthly basis.

4.16 Data Security

Vendors will be responsible for providing secure system applications. The appropriate safeguards within the environment should include the use of encryption software and unique IDs and passwords to protect the data’s confidentiality, integrity, and availability. All applications must meet security standards appropriate for the information type that they will be storing, processing or transmitting. If the application will not be storing, processing or transmitting any explicitly regulated information, then PCI DSS 3.1 compliance standards will be used as a best practices guide. All applications must meet PII standards which are based on NIST standards. Personally identifiable information (PII) must be physically stored within solution architecture within the United States. Vendors must provide their most recent third party PCI audits. It is preferred Vendors not sell or share customer PII.

4.17 Sale of Data

Vendors are required to follow all local, state, and federal laws and regulations with respect to personally identifiable information and credit card information. It is strongly preferred vendors do not resell users’ personally identifiable information. If the vendor engages in such a practice, then it is

2 Trip origin and destination must be provided in any of the following formats: GSP Coordinates, City Block Data, or another format that offers a comparable geographic scale and specificity.

preferred that a) this is communicated clearly and transparently to users, and b) users have a clear means of opting out if they do not want their data sold.

4.18 Contingency Plan

In the event a vendor is no longer able to successfully operate the bike share system, it is preferred that this is communicated to Participating Entities and SRPEDD well in advance to avoid any potential disruption in service. Vendor agrees to use best efforts to work with any successive Vendor.

5 Vendor Technical Questions (Maximum 20 pages, not including graphics and illustrations.) All responses to the Vendor Technical Questions must be prepared using the Bike Share Technical Matrix provided in Exhibit D. Responses that are not clearly identified as responsive to particular questions will be disregarded.

5.1 Vision

Please describe your overall vision and approach for this project.

5.2 Qualifications

Please describe your organization’s experience and qualifications, including:

5.2.1 Number of systems and bikes worldwide and in North America,

5.2.2 Biographies and qualifications of lead team members,

5.2.3 An organization chart reflecting the entire company as well as the local team,

5.2.4 Length of corporate operation,

5.2.5 Major sources of financing, and

5.2.6 Related or ancillary business operations beyond bicycle share systems.

5.3 Financial Capacity

5.3.1 Describe your organizations financial and capital resources, including identifying parent owned company that allow you to deliver on your proposed plan and respond to unexpected challenges.

5.3.2 Demonstrate that your organization can provide the required number of bikes necessary to serve all the Participating Entities. If you are selected to enter into a contract with SRPEDD, you may be asked to provide a Audited Financial Statement.

5.4 Project Plan and Timeline

Please provide a timeline of milestones for launch and implementation of the bike share system, which shall include the number of bikes provided during the following four timeframes in each Participating Entity:

5.4.1 System launch

5.4.2 The end of first three months of operation,

5.4.3 The end of the first year of operation, and

5.4.4 Any extension terms, assuming contract extension through those time periods.3

5.4.5 Specifically, explain how you will monitor system effectiveness, customer satisfaction, and municipal relationships over time, and how you will use that information to adjust the operation of the system.

5.4.6 Please note the steps you will take to involve the Participating Entities before and during the system launch, as well as after system implementation

5.4.7 Please describe how you will comply with local regulations around helmets (Please see Section 4.5: Helmets)

5.5 Service Area & System Size

5.5.1 Please include a minimum number of bikes guaranteed to be in each Participating Entity’s…