Implementation,_Operation,_Management,_and_Maintenance_of_a_Traditional_Bike_Share_System_in_Phoenix_(Addendum_#1_Revision).pdf

REQUEST FOR PROPOSAL - GOODS AND SERVICES

RFP GGS-26-0017

IMPLEMENTATION, OPERATION, MANAGEMENT, AND

MAINTENANCE OF A TRADITIONAL BIKE SHARE

SYSTEM IN PHOENIX

City of Phoenix

Street Transportation

200 W Washington

Phoenix, AZ

85003

RELEASE DATE: June 5, 2025

DEADLINE FOR QUESTIONS: June 19, 2025

RESPONSE DEADLINE: June 30, 2025, 5:00 pm

City of Phoenix

REQUEST FOR PROPOSAL - GOODS AND SERVICES

RFP GGS-26-0017

Implementation, Operation, Management, and Maintenance of a

Traditional Bike Share System in Phoenix

1. INTRODUCTION

2. INSTRUCTIONS

3. SCOPE OF WORK

4. EVALUATION PROCESS

5. STANDARD TERMS AND CONDITIONS

6. SPECIAL TERMS AND CONDITIONS

7. DEFENSE AND INDEMNIFICATION

8. INSURANCE REQUIREMENTS

9. SUBMITTALS

10. PRICING PROPOSAL

Attachments:

A - Acceptance_Form_2025

B - Submittals - Offer Page rev 2-2025

E - Submittals - Warranty rev 2-2023

G - Submittals - Place of Business rev 2-2023

H - Submittals - References rev 2-2023

I - Operational Plan-Proposed DRAFT

P - Submittals - Debarment & Exclusion rev_2-2025

V - Boundary Maps

W - Pricing_Proposal_Template

Y - Submittals - 24 Hour Emergency Contact rev 2-2023.

BBB - Submittals - Conflict of Interest and Transparency rev 2-2023

DDD - Submittals - Contractor Licensing Requirements rev 2-2023

Request For Proposal - Goods and Services #RFP GGS-26-0017 Title: Implementation, Operation, Management, and Maintenance of a Traditional Bike Share System in Phoenix

1. Introduction

1.1. Summary

The City of Phoenix Street Transportation Department (City) is seeking responses from qualified respondents (as defined in Section 7 - Minimum Qualifications) to install, operate, manage, and maintain a Traditional Bike Share Program throughout the existing Shared Micromobility

Program in the City of Phoenix area at no cost to the City. Phoenix's Shared Micromobility

Program has offerings of small, lightweight, electric vehicles such as electric scooters (e-scooters) and electric pedal-assisted bicycles (e-bikes) for short-term rental. The current micromobility operators do not deploy conventional bicycles. Phoenix is looking to include traditional peddle bicycles, also known as traditional bicycles, accessible along the existing right of way of the program boundaries. The City anticipates entering into contract with one successful respondent.

The City's desires to:

• Provide residents and visitors with a diversity of Micromobility options by introducing a fleet of traditional bicycles to Phoenix.

• Provide residents and visitors with a first-class, short-term bicycle rental option within the

City of Phoenix.

• Expand and improve the quality and safety of shared Micromobility transportation options in the City of Phoenix.

• Utilize technology and innovative approaches to meet the needs of End Users and the

City.

• Reduce single-occupancy vehicle use.

• Increase access to a quality transportation system for historically underserved communities.

• Support the goals of increased access to a quality transportation system by boosting demand for a safe bike infrastructure.

• Select a Respondent who has experience in the successful operation of Bike Share programs in other markets.

• Select a Respondent based on the entire Response, not solely based on the highest projected gross sales and/or revenues.

• Select a Respondent based on a number of factors including Respondent's ability to provide the highest quality customer service and convenience to the public.

Selection will be based on the entire response and the Evaluation Criteria and will not be solely based upon the highest financial return to the City. All Respondents must demonstrate not only experience and financial capability, but also creativity in proposing a Bike Share concept that will enhance the customer experience, safety and reliability.

Title: Implementation, Operation, Management, and Maintenance of a Traditional Bike Share System in Phoenix

1.2. Background

As the fifth largest city in the United States, Phoenix is expected to continue to grow in the coming decades. The Street Transportation Department is charged with building and maintaining city streets with the goal of providing a safe environment for all roadway users.

Micromobility has emerged as a new form of transportation and has the potential to fill a critical gap in the transportation ecosystem. E-scooters, e-bikes and traditional pedal bicycles are an ideal mode for short trips and can replace automobile use for some trips. Shared Micromobility companies have broadly introduced Micromobility in large cities around the globe, including

Phoenix.

The GRID Bike Share Program was the first iteration of shared Micromobility in Phoenix. GRID operated the City's hybrid docked bike share program within the central city from 2014 to 2020.

E-scooters, newer Micromobility options, entered the market in 2019. Phoenix City Council approved a six-month E-Scooter Pilot Program in September 2019 which allowed shared e-scooter companies to operate within a two-square mile area of the downtown core. The Pilot

Program was extended an additional six months to March 2020, however due to the COVID-19 pandemic, the extension was delayed until September 2020. The Program was extended twice and was approved through March 2023.

Staff developed a more comprehensive Micromobility Program over this period of time and solicited two shared micromobility vendors who operate e-scooters and e-bikes. The Street

Transportation Department launched a Shared Micromobility Program to replace the E-Scooter

Pilot Program on January 20, 2023. The Shared Micromobility Program built upon the Pilot

Program by expanding the program boundaries and the types of vehicles available. Additionally, the Micromobility Program used a competitive procurement process to select two vendors to provide shared micromobility services in designated operating areas.

Over the course of the Shared Micromobility Program, there have been over 450,000 trips, with an average of over 30,000 trips per month. The Program has helped support major events in the

City including the Super Bowl and Men’s Final Four. While the program has grown in ridership and size, there is desire within the community and City Council to re-introduce traditional bicycles to the Shared Micromobility Program. The Street Transportation Department is in search of a vendor who can operate Bike Share in Phoenix and introduce traditional bicycles to the existing program.

Definitions:

The following definitions apply to this process. There are additional definitions in the attachments, exhibits and appendices. If there is a conflict between these definitions and the definitions in the attachments, exhibits and appendices then the definitions in the attachments, exhibits, and appendices govern those documents.

ADAPTIVE VEHICLES refers to a variety of Micromobility vehicles that have been modified for use by a person with a disability.

AGGRIEVED PARTY means a person or a business that intends a Response that

Title: Implementation, Operation, Management, and Maintenance of a Traditional Bike Share System in Phoenix alleges a mistake, impropriety or defect in the solicitation will harm the person or business.

CONTRACT includes any and all City of Phoenix Street Transportation Department contracts, subcontracts, agreements, licenses, sublicenses, licenses, permits, concessions or other documents, however denominated that grant or convey a right or privilege to City property.

DAYS means calendar days, except as otherwise expressly provided in this RCS.

DISCUSSIONS means an exchange between the Procurement Officer and one or more

Respondents submitting Responses determined to be Reasonably Susceptible Responses.

END USER means a person who ultimately uses a Micromobility vehicle.

E-BICYCLE means a bicycle that is equipped with fully operable pedals and an electric motor that provides assistance only when the rider is pedaling.

GOOD CAUSE means substantial grounds or evidence based upon facts not in dispute as determined by the Procurement Officer that the failure by an aggrieved party or a Respondent to submit a timely Response, protest or appeal was beyond its control due to misinformation relayed in writing by a city employee.

JOINT VENTURE (JV) means an association between two or more persons, partnerships, corporations, or any combination thereof, formed to carry on a single business activity.

REASONABLY SUSCEPTIBLE RESPONSE means a Response that, based on the evaluation criteria, has a substantial chance of resulting in a License award.

RESPONDENT means an individual, partnership, JV, corporation, or firm that submits a

Response to the City to perform services requested by an RCS.

RESPONSE means a written response to this Revenue Contract Solicitation.

RESPONSIBLE means to be fully capable of meeting all of the requirements of the solicitation, including possessing the capacity, operational and financial capability, and integrity to perform as contractually required.

RESPONSIVE means an offer or Response that on its face satisfies all material requirements of the solicitation.

RIGHT OF WAY means the surface of and the space above and below any public street, sidewalk, alley, right-of-way easement, or other public way of any type whatsoever, that is owned, leased or managed by a government entity, but does not include any City-owned bridge, now or hereafter existing as such within the City.

SHARED MICROMOBILITY means a Micromobility vehicle which is available for rent on a short-term basis through a Micromobility operator.

SUBCONTRACTOR means an individual, partnership, JV, corporation, or firm that holds a contract at any tier below the License, including a vendor under a purchase order.

Title: Implementation, Operation, Management, and Maintenance of a Traditional Bike Share System in Phoenix

SUCCESSFUL RESPONDENT means an individual, corporation, firm or JV that has been selected by the City to perform services requested by an RCS.

TRADITIONAL Bicycles means human-powered two or three-wheeled vehicle, this is a non-electric bicycle.

1.3. Contact Information

Dana Garr

Procurement Manager

200 W Washington

5th Floor

Phoenix, AZ 85003

Email: dana.garr@phoenix.gov

Phone: (602) 495-7945

Department:

Street Transportation

1.4. Timeline

Schedule of Events

The City reserves the right to change dates, times, and locations, as necessary. All times are

Phoenix local time. The City does not always hold a Pre-Offer Conference or Site Visit.

To request a reasonable accommodation or alternative format for any public meeting, please contact the Procurement Officer (Dana Garr) at (602) 495-7945/Voice or 711/TTY, or dana.garr@phoenix.gov, no later than two (2) weeks prior to the meeting.

Solicitation Issue Date June 5, 2025

Pre-Offer Conference (Non-

Mandatory)

June 13, 2025, 11:00am https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZDFlZmE3OTUtYWRhNy0

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62dd4b3fdcf5%22%7d

Written Inquiries Due Date June 19, 2025, 5:00pm

Question Response Deadline June 20, 2025, 12:00pm mailto:dana.garr@phoenix.gov tel:(602)495-7945 https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZDFlZmE3OTUtYWRhNy00ZjI4LThiMzctNzdhOWJhMTlhZTM2%40thread.v2/0?context=%7b%22Tid%22%3a%2296b9695c-4f0e-42bd-8adf-ba755760346b%22%2c%22Oid%22%3a%22e747cb4c-0cb2-4456-aafa-62dd4b3fdcf5%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZDFlZmE3OTUtYWRhNy00ZjI4LThiMzctNzdhOWJhMTlhZTM2%40thread.v2/0?context=%7b%22Tid%22%3a%2296b9695c-4f0e-42bd-8adf-ba755760346b%22%2c%22Oid%22%3a%22e747cb4c-0cb2-4456-aafa-62dd4b3fdcf5%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZDFlZmE3OTUtYWRhNy00ZjI4LThiMzctNzdhOWJhMTlhZTM2%40thread.v2/0?context=%7b%22Tid%22%3a%2296b9695c-4f0e-42bd-8adf-ba755760346b%22%2c%22Oid%22%3a%22e747cb4c-0cb2-4456-aafa-62dd4b3fdcf5%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZDFlZmE3OTUtYWRhNy00ZjI4LThiMzctNzdhOWJhMTlhZTM2%40thread.v2/0?context=%7b%22Tid%22%3a%2296b9695c-4f0e-42bd-8adf-ba755760346b%22%2c%22Oid%22%3a%22e747cb4c-0cb2-4456-aafa-62dd4b3fdcf5%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZDFlZmE3OTUtYWRhNy00ZjI4LThiMzctNzdhOWJhMTlhZTM2%40thread.v2/0?context=%7b%22Tid%22%3a%2296b9695c-4f0e-42bd-8adf-ba755760346b%22%2c%22Oid%22%3a%22e747cb4c-0cb2-4456-aafa-62dd4b3fdcf5%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZDFlZmE3OTUtYWRhNy00ZjI4LThiMzctNzdhOWJhMTlhZTM2%40thread.v2/0?context=%7b%22Tid%22%3a%2296b9695c-4f0e-42bd-8adf-ba755760346b%22%2c%22Oid%22%3a%22e747cb4c-0cb2-4456-aafa-62dd4b3fdcf5%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZDFlZmE3OTUtYWRhNy00ZjI4LThiMzctNzdhOWJhMTlhZTM2%40thread.v2/0?context=%7b%22Tid%22%3a%2296b9695c-4f0e-42bd-8adf-ba755760346b%22%2c%22Oid%22%3a%22e747cb4c-0cb2-4456-aafa-62dd4b3fdcf5%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZDFlZmE3OTUtYWRhNy00ZjI4LThiMzctNzdhOWJhMTlhZTM2%40thread.v2/0?context=%7b%22Tid%22%3a%2296b9695c-4f0e-42bd-8adf-ba755760346b%22%2c%22Oid%22%3a%22e747cb4c-0cb2-4456-aafa-62dd4b3fdcf5%22%7d

Title: Implementation, Operation, Management, and Maintenance of a Traditional Bike Share System in Phoenix

Offer Due Date June 30, 2025, 5:00pm

Register as a vendor at https://procurement.opengov.com/portal/phoeni x to obtain electronic submission via OpenGov or Dana.Garr@phoenix.gov https://procurement.opengov.com/portal/phoenix mailto:Dana.Garr@phoenix.gov

Title: Implementation, Operation, Management, and Maintenance of a Traditional Bike Share System in Phoenix

2. Instructions

2.1. Description – Statement of Need

The City of Phoenix invites sealed offers for implementation, operation, management, and maintenance of a conventional bike share system for a two-year, with three option years commencing on or about August 1, 2025, in accordance with the specifications and provisions contained herein or the “Effective Date” which is upon award by City Council, conditioned upon signature and recording by the City Clerk’s department, as required by the Phoenix City Code, whichever is later.

This solicitation is available through Arizona Relay Service 7-1-1. Please call TTY 800-367-8939 for assistance.

Notwithstanding the foregoing, this Agreement will terminate upon the earliest occurrence: by reaching the end of the term including any extensions exercised, or termination pursuant to the provisions of this Agreement.

2.2. City’s Vendor Self-Registration and Notification

The City of Phoenix has transitioned to OpenGov, a modern procurement portal, to replace the previous Solicitation Application. This change will streamline the way we work with vendors, offering a faster and more transparent user-friendly process for managing solicitations.

Why Register Now:

• Registration is required in order to submit an offer.

• Receive notifications for new solicitations.

• Enjoy easy, step-by-step guidance for offer submissions.

• Access all procurement opportunities in one convenient location.

How to Register:

A. Visit the City of Phoenix Procurement Portal.

B. Subscribe if you already have an existing OpenGov account or create your free account and then subscribe.

C. Stay informed with email notifications about opportunities.

Key Benefits of OpenGov:

• Fully automated, web-based bidding and vendor management.

• Easy registration to receive notifications about open solicitations.

• Enhanced transparency with real-time updates and communication.

• Access all procurement opportunities in one convenient location.

https://action.phoenix.gov/c1.pl?0da2c3bc6355037fd78f16d8fb5f20f8cf9e89579acc22ff1d8c5ff177e43b7b

Title: Implementation, Operation, Management, and Maintenance of a Traditional Bike Share System in Phoenix

We encourage you to register early on the OpenGov portal at OpenGov. Registration is 100% cost-free and ensures you stay updated on all bidding opportunities.

• Instructions to register on OpenGov: Vendor Registration

• Video guides for new OpenGov users: OpenGov Procurement Vendor Training

• How to Engage OpenGov Support: OpenGov Support Flyer

At its sole discretion, the City of Phoenix may choose to disqualify any vendor not registered in the system. To learn more about the City of Phoenix's new Procurement Portal, please visit the

FAQs page.

2.3. Preparation of Offer

All forms provided in Submittal Section must be completed and submitted with the Offer. The signed and completed Conflict of Interest and Transparency form must be included or your Offer may be deemed non-responsive.

It is permissible to copy Submittal forms if necessary. Erasures, interlineations, or other modifications of the Offer must be initialed in original ink by the authorized person signing the

Offer. No offer will be altered, amended or withdrawn after the specified offer due date and time.

The City is not responsible for Offeror’s errors or omissions.

All time periods stated as a number of days will be calendar days.

It is the responsibility of all Offerors to examine the entire solicitation and seek clarification of any requirement that may not be clear and to check all responses for accuracy before submitting an offer. Negligence in preparing an offer confers no right of withdrawal after due date and time. Offerors are strongly encouraged to:

A. Consider applicable laws and/or economic conditions that may affect cost, progress, performance, or furnishing of the products or services.

B. Study and carefully correlate Offeror’s knowledge and observations with the solicitation and other related data.

C. Promptly notify the City of all conflicts, errors, ambiguities, or discrepancies that Offeror has discovered in or between the solicitation and other related documents.

D. The City does not reimburse the cost of developing, presenting or providing any response to this solicitation. Offers submitted for consideration should be prepared simply and economically, providing adequate information in a straightforward and concise manner. The Offeror is responsible for all costs incurred in responding to this solicitation. All materials and documents submitted in response to this solicitation become the property of the City and will not be returned.

E. Offerors are reminded that the specifications stated in the solicitation are the minimum level required and that offers submitted must be for products or services that meet or exceed the minimum level of all features specifically listed in this solicitation. Offers https://action.phoenix.gov/c1.pl?99c50d56bfb19f8004ba53d94ab6e5d31a7e8f87a68bc848df57ef237cbe44f2 https://action.phoenix.gov/c1.pl?9f0d586a640f3ac096215c1b754279729eb3b9a6133781334f2faa14b3d05bea https://action.phoenix.gov/c1.pl?bc985b1434b6910ffdddc6dc0b97f18df5bce6ec841cc437fa876a94d34656ad

Title: Implementation, Operation, Management, and Maintenance of a Traditional Bike Share System in Phoenix offering less than any minimum specifications or criteria specified are not responsive and should not be submitted.

F. Offer responses submitted for products considered by the seller to be acceptable alternates to the brand names or manufacturer’s catalog references specified herein must be submitted with technical literature and/or detailed product brochures for the

City’s use to evaluate the products offered. Offers submitted without this product information may be considered as non-responsive and rejected. The City will be the sole judge as to the acceptability of alternate products offered.

G. Prices will be submitted on a per unit basis by line item, when applicable. In the event of a disparity between the unit price and extended price, the unit price will prevail unless obviously in error.

2.4. Fixed Offer Price Period

All offers shall be firm and fixed for a period of 180 calendar days from the solicitation opening date.

2.5. Obtaining a Copy of the Solicitation and Addenda

Interested Offerors may download the complete solicitation and addenda from the City of

Phoenix Procurement Portal at https://procurement.opengov.com/portal/phoenix. Any interested

Offerors without internet access may obtain this solicitation by calling the Procurement Officer or picking up a copy during regular business hours at the City of Phoenix, Street Transportation

Department, Goods & Services Procurement Division, 200 W Washington Street, 5th Floor, Phoenix, AZ 85003. It is the Offeror’s responsibility to check the website, read the entire solicitation, and verify all required information is submitted with their Offer.

2.6. Exceptions

Offeror must not take any exceptions to any terms, conditions or material requirements of this solicitation. Offers submitted with exceptions may be deemed non-responsive and disqualified from further consideration in the City’s sole discretion. Offerors must conform to all the requirements specified in the solicitation. The City encourages Offerors to send inquiries to the

Procurement Officer rather than including exceptions in their Offer.

2.7. Inquiries

All questions that arise relating to this solicitation should be directed via email to the

Procurement Officer and must be received by the due date indicated in the Schedule of Events.

The City will not consider questions received after the deadline.

No informal contact initiated by Offerors on the proposed service will be allowed with members of City’s staff from date of distribution of this solicitation until after city council awards the contract. All questions concerning or issues related to this solicitation must be presented in writing.

The Procurement Officer will answer written inquiries in an addendum and publish any addendums on the Procurement Website.

Title: Implementation, Operation, Management, and Maintenance of a Traditional Bike Share System in Phoenix

2.8. Addenda

The City of Phoenix will not be responsible for any oral instructions made by any employees or officers of the City of Phoenix regarding this solicitation. Any changes will be in the form of an addendum. The Offeror must acknowledge receipt of any/all addenda by signing and returning the document with the Offer submittal.

2.9. Business in Arizona

The City will not enter contracts with Offerors (or any company(ies)) not granted authority to transact business, or not in good standing, in the state of Arizona by the Arizona Corporation

Commission, unless the Offeror asserts a statutory exception prior to entering a contract with the City.

2.10. Licenses

If required by law for the operation of the business or work related to this Offer, Offeror must possess all valid certifications and/or licenses as required by federal, state or local laws at the time of submittal.

2.11. Certifications

By signature in the Offer section of the Offer and Acceptance page(s), Offeror certifies:

• The submission of the Offer did not involve collusion or other anti-competitive practices.

• The Offeror must not discriminate against any employee, or applicant for employment in violation of Federal or State Law.

• The Offeror has not given, offered to give, nor intends to give at any time hereafter, any economic opportunity, future employment, gift, loan, gratuity, special discount, trip, favor, or service to a public servant in connection with the submitted Offer.

2.12. Submission of Offer

Offers must be in possession of the Department on or prior to the exact time and date indicated in the Schedule of Events. Late offers will not be considered. The prevailing clock will be the

City Department’s clock.

Offers must be submitted in one of the following ways:

A. Submitted electronically by email to NO VALUE and the following information should be noted in the email:

1. Offeror’s Name

2. Offeror’s Address (as shown on the Certification Page)

3. Solicitation Number

4. Solicitation Title

5. Offer Opening Date

Title: Implementation, Operation, Management, and Maintenance of a Traditional Bike Share System in Phoenix

6. Due to file size limitations for electronic transmission (for sending or receiving), Offers sent by email may need to be sent in parts with multiple emails. It is the responsibility of the Offeror to ensure that the Offer (including all parts if sent in multiple emails) is timely and to confirm that there are no technical reasons that any offer submitted electronically may be delayed. The date and time on the email(s) as received/stamped by the City’s inbox will provide proof of submission and verification whether the Offer was received on or prior to the exact time and date indicated in the

Schedule of Events.

7. Any original documents (such as bonds, guaranties, powers of attorney), if required by the solicitation, must be separately delivered to and received by the City on or prior to the exact time and date indicated in the Schedule of Events, with a clear indication of the Offer for which it is attributed.

B. If available for this solicitation, submitted electronically by file transfer site. For instructions to upload a digital offer, Offeror must first indicate its intent to apply (and submit a completed “intent to apply” form, if provided in the solicitation) by email to dana.garr@phoenix.gov and the following information should be noted in the email:

1. Offeror’s Name

2. Offeror’s Address (as shown on the Certification Page)

3. Solicitation Number

4. Solicitation Title

5. Offer Opening Date

6. It is the responsibility of the Offeror to ensure that the Offer is timely and to confirm that there are no technical reasons that any offer submitted electronically may be delayed. The date and time on the upload as received/stamped by the City’s file transfer site will provide proof of submission and verification whether the Offer was received on or prior to the exact time and date indicated in the Schedule of Events.

7. Any original documents (such as bonds, guaranties, powers of attorney), if required by the solicitation, must be separately delivered to and received by the City on or prior to the exact time and date indicated in the Schedule of Events, with a clear indication of the Offer for which it is attributed.

2.13. Withdrawal of Offer

At any time prior to the solicitation due date and time, an Offeror (or designated representative) may withdraw the Offer by submitting a request in writing and signed by a duly authorized representative. If Offeror withdraws the Offer electronically by email to the Procurement Officer, the request to withdraw must be in the form of a letter attached to the email that includes either an image of the duly authorized representative’s signature or an electronic signature from a verifiable source, such as Adobe Sign, DocuSign or a similar verifiable software program.

Title: Implementation, Operation, Management, and Maintenance of a Traditional Bike Share System in Phoenix

2.14. Offer Results

Offers will be opened on the offer due date, time and location indicated in the Schedule of

Events, at which time the name of each Offeror, and the prices may be read. Offers and other information received in response to the solicitation will be shown only to authorized City personnel having a legitimate interest in them or persons assisting the City in the evaluation.

Offers are not available for public inspection until after the City has posted the award recommendation on the City’s website.

The City will post a preliminary offer tabulation at https://procurement.opengov.com/portal/phoenix within five business days of the offer opening.

The City will post the information on the preliminary tabulation as it was read during the offer opening. The City makes no guarantee as to the accuracy of any information on the preliminary tabulation. Once the City has evaluated the offers, the City will post an award recommendation on the website. By signing and submitting its Offer, each Offeror agrees that this posting of the award recommendation to the City’s website effectively serves as the Offeror’s receipt of that notice of award recommendation. The City has no obligation to provide any further notification to unsuccessful Offerors.

2.15. Offer Evaluation Criteria

In accordance with the Administrative Regulation 3.10, Competitive Sealed Proposal awards shall be made to the responsive and responsible Offeror(s) whose Offer is determined in writing to be the most advantageous to the City based upon the evaluation criteria listed below.

The evaluation factors are listed in the relative order of importance and more details are provided in Scope of Work. The following evaluation criteria will be used to evaluate all Offers:

Evaluation Criteria (maximum 1000 points)

Listed in relative order of importance

Evaluation Criteria #1 - Method of Approach - 45% - (Technical Proposal Tab 1) 400 pts

Evaluation Criteria #2 - Company Experience, Operations, Team, and Staffing - 23%

(Technical Proposal Tab 2)

225 pts

Evaluation Criteria #3 - Equity - 12% - (Technical Proposal Tab 3) 150 pts

Evaluation Criteria #4 - Marketing & Community Engagement - 8% (Technical

Proposal Tab 4)

100 pts

Evaluation Criteria #5 - Data - 8% - (Technical Proposal Tab 5) 75 pts

Evaluation Criteria #6 - Program Financing - 4% - (Technical Proposal Tab 6 - Excel

Price Sheet)

50 pts

Title: Implementation, Operation, Management, and Maintenance of a Traditional Bike Share System in Phoenix

2.16. Pre-Award Qualifications

Offeror must have been in operation a minimum of three years. The Offeror’s normal business activity during the past three years will have been for providing the goods or services in this solicitation.

Upon notification of an intent to award, the Offeror will have 14 calendar days to submit a complete certificate of insurance in the minimum amounts and the coverages as required in the

Insurance Requirements of this agreement. Insurance requirements are non-negotiable.

2.17. Certificates of Insurance

Upon notification of a recommended award, the Offeror will have 14 calendar days to submit a complete certificate of insurance in the minimum amounts and the coverages as required in the

Insurance Requirements of this solicitation. Insurance requirements are non-negotiable.

2.18. Award of Contract

Unless otherwise indicated, award(s) will be made to the most responsive, responsible

Offeror(s) who are regularly established in the service, or providing the goods, contained in this solicitation and who have demonstrated the ability to perform in an acceptable manner.

A. Factors that may be considered by the City include:

1. Technical capability of the Offeror to accomplish the scope of work required in the

Solicitation. This may include performance history on past and current government or industrial contracts; and,

2. Demonstrated availability of the necessary manpower (both supervisory and operational personnel) and necessary equipment to accomplish the scope of work in the Solicitation; and,

3. Safety record; and,

4. Offeror history of complaints and termination for convenience or cause.

B. Notwithstanding any other provision of this solicitation, the City reserves the right to: (1) waive any immaterial defect or informality; or (2) reject any or all offers or portions thereof; or (3) reissue a solicitation.

C. A response to a solicitation is an offer to contract with the City based upon the terms, conditions, and specifications contained in the City’s solicitation. Offers do not become contracts until they are executed by the Chief Procurement Officer or Department

Director. A contract has its inception in the award, eliminating a formal signing of a separate contract. For that reason, all of the terms, conditions and specifications of the procurement contract are contained in the solicitation, and in any addendum or contract amendment.

2.19. Solicitation Transparency Policy

Commencing on the date and time a solicitation is published, potential or actual Offerors or respondents (including their representatives) shall only discuss matters associated with the

Title: Implementation, Operation, Management, and Maintenance of a Traditional Bike Share System in Phoenix solicitation with the Mayor, any members of City Council, the City Manager, any Deputy City

Manager, or any department director directly associated with the solicitation (including in each case their assigned staff, except for the designated Procurement Officer) at a public meeting, posted under Arizona Statutes, until the resulting contract(s) are awarded to all offers or responses are rejected and the solicitation is cancelled without any announcement by the

Procurement Officer of the City’s intent to reissue the same or similar solicitation.

As long as the solicitation is not discussed, Offerors may continue to conduct business with the

City and discuss business that is unrelated to the solicitation with the City staff. Offerors may not discuss the solicitation with any City employees or evaluation panel members.

Offerors may discuss their proposal or the solicitation with the Mayor or one or more members of the Phoenix City Council, provided such meetings are scheduled through the Procurement

Officer, and are posted as open meetings with the City Clerk at least 24 hours prior to the scheduled meetings. The City Clerk will be responsible for posting the meetings. The posted notice shall identify the participants and the subject matter, as well as invite the public to participate.

With respect to the selection of the successful Offerors, the City Manager and/or City Manager's

Office will continue the past practice of exerting no undue influence on the process. In all solicitations of bids and proposals, any direction on the selection from the City Manager and/or

City Manager's Office and Department Head (or representative) to the proposal review panel or selecting authority must be provided in writing to all prospective Offerors.

This policy is intended to create a level playing field for all Offerors, assure that contracts are awarded in public, and protect the integrity of the selection process. OFFERORS THAT

VIOLATE THIS POLICY SHALL BE DISQUALIFIED. After official Notice is received by the City for disqualification, the Offeror may follow the Protest process, unless the Solicitation is cancelled without notice of intent to re-issue.

“To discuss” means any contact by the Offeror, regardless of whether the City responds to the contact. Offerors that violate this policy will be disqualified until the resulting contract(s) are awarded, or all offers or responses are rejected and the solicitation is cancelled without any announcement by the Procurement Officer of the City’s intent to reissue the same or a similar solicitation. The City interprets the policy as continuing through a cancellation of a solicitation until Council award of the contract, as long as the City cancels with a statement that the City will rebid the solicitation.

2.20. Protest Process

Offeror may protest the contents of a solicitation no later than seven days before the solicitation deadline when the protest is based on an apparent alleged mistake, impropriety or defect in the solicitation. Protests filed regarding the solicitation may be addressed by an amendment to the solicitation or denied by the City. If denied, the opening and award will proceed unless the City determines that it is in the City’s best interests to set new deadlines, amend the solicitation, cancel or re-bid.

Therefore, unless otherwise notified by a formal amendment, the Protester must adhere to all solicitation dates and deadlines, including timely filing of an offer, regardless of filing a protest.

Title: Implementation, Operation, Management, and Maintenance of a Traditional Bike Share System in Phoenix

Offeror may protest an adverse determination issued by the City regarding responsibility and responsiveness, within seven days of the date the Offeror was notified of the adverse determination.

Offeror may protest an award recommendation if the Offeror can establish that it had a substantial chance of being awarded the contract and will be harmed by the recommended award. The City will post recommendations on the City’s website to award the contract(s) to an

Offeror(s). Offeror must submit award protests within seven days after the posting of the award recommendation, with exceptions only for good cause shown, within the City’s full and final discretion.

All protests will be in writing, filed with the Procurement Officer identified in the solicitation and include the following:

• Identification of the solicitation number;

• The name, address and telephone number of the protester;

• A detailed statement describing the legal and factual grounds for the protest, including copies of relevant documents;

• The form of relief requested; and

• The signature of the protester or its authorized representative.

The Procurement Officer will render a written decision within a reasonable period after the protest is filed. The City will not request City Council authorization to award the contract until the protest process is complete. All protests and appeals must be submitted in accordance with the

City’s Procurement Code, (Phoenix City Code, Ch. 43) and any protests or appeals not submitted within the time requirements will not be considered. Protests must be filed with the

Procurement Officer.

2.21. Public Record

All Offers submitted in response to this solicitation will become the property of the City and become a matter of public record available for review pursuant to Arizona State law. If an

Offeror believes that a specific section of its Offer response is confidential, the Offeror will isolate the pages marked confidential in a specific and clearly labeled section of its Offer response. An Offeror may request specific information contained within its Offer is treated by the

Procurement Officer as confidential provided the Offeror clearly labels the information

“confidential.” To the extent necessary for the evaluation process, information marked as

“confidential” will not be treated as confidential. Once the procurement file becomes available for public inspection, the Procurement Officer will not make any information identified by the

Offerors as “confidential” available to the public unless necessary to support the evaluation process or if specifically requested in accordance with applicable public records law. When a public records request for such information is received, the Procurement Officer will notify the

Offeror in writing of any request to view any portion of its Offer marked “confidential.” The

Offeror will have the time set forth in the notice to obtain a court order enjoining such disclosure.

If the Offeror does not provide the Procurement Officer with a court order enjoining release of the information during the designated time, the Procurement Officer will make the information requested available for inspection.

Title: Implementation, Operation, Management, and Maintenance of a Traditional Bike Share System in Phoenix

2.22. Late Offers

Late Offers must be rejected, except for good cause. If a late Offer is submitted, the Department will document the date and time of the submittal of the late Offer, keep the Offer and notify the

Offeror that its Offer was disqualified for being a late Offer.

2.23. Right to Disqualify

The City reserves the right to disqualify any Offeror who fails to provide information or data requested or who provides materially inaccurate or misleading information or data. The City further reserves the right to disqualify any Offeror on the basis of any real or apparent conflict of interest that is disclosed by the Offer submitted or any other data or information available to the

City. This disqualification is at the sole discretion of the City. By submission of a solicitation response, the Offeror waives any right to object now or at any future time, before any agency or body including, but not limited to, the City Council of the City or any court as to the exercise by the City of such right to disqualify or as to any disqualification by reason of real or apparent conflict of interest determined by the City. The City reserves the right to replace the disqualified

Offeror.

2.24. Statement of Bonding Ability

Offerors must submit a letter from a bonding or insurance company stating that the Offeror can qualify for and procure the performance and/or payment surety required in this solicitation.

Submittals received without the required statement of ability to secure a performance or payment surety may be considered as non-responsive. Offerors anticipating the submittal of a cash surety in lieu of a bond should submit a statement notifying the City.

2.25. Performance Bond

A performance surety in the amount of 10% of the total anticipated gross revenue due to Ctiy shall be provided by the Contractor immediately after notice of award. The City of Phoenix will not issue a written purchase order or give notice to proceed in any form until the surety is received by the Procurement Officer. The performance surety must be in the form of a bond, cashier's check, certified check or money order. Personal or company checks are not acceptable unless certified. If surety is in the form of a bond, the company issuing the surety must be authorized by the Insurance Department of Arizona to transact business in the State of

Arizona or be named on the approved listing of non-admitted companies. A Certificate of

Deposit (CD) issued by a local Phoenix bank may also be used as a form of surety provided that the CD is issued jointly in the name of the City of Phoenix and the Contractor, and that the

Contractor endorses the CD over to the City at the beginning of the contract period. Interest earnings from the CD can be retained by the Contractor.

2.26. Contract Award

The City reserves the right to award a contract by individual line items, by group, all or none, or any other combination most advantageous to the City. The City reserves the right to award multiple contracts.

Title: Implementation, Operation, Management, and Maintenance of a Traditional Bike Share System in Phoenix

2.27. Determining Responsiveness and Responsibility

Offers will be reviewed for documentation of minimum qualifications, completeness, and compliance with the Solicitation requirements. The City reserves sole discretion to determine responsiveness and responsibility.

Responsiveness: Nonresponsive Offers will not be considered in the evaluation process. The solicitation states criteria that determine responsiveness, and the solicitation includes terms and conditions that if included or excluded from Offers (as the case may be) will render an Offer nonresponsive.

Exceptions, conditions, reservations, or understandings are presumed to be unacceptable, and an Offer that includes unacceptable exceptions, conditions, reservations, or understandings may be rejected as nonresponsive. Alternatively, the City in its sole discretion may instruct in writing that any Offeror remove the conditions, exceptions, reservations or understandings. If the Offeror fails to do so in writing, the City may determine the Offer to be nonresponsive.

Responsibility: To obtain true economy, the City must conduct solicitations to minimize the possibility of a subsequent default by the Contractor, late deliveries, or other unsatisfactory performance that may result in additional administrative costs. It is important that the Offeror be a responsible Contractor. Responsibility includes the Offeror’s integrity, skill, capacity, experience, and facilities for conducting the work to be performed.

The Procurement Officer will review each Offer to determine if the Offeror is responsible. The

City’s determination as to whether an Offeror is responsible will be based on all information furnished by the Offeror, interviews (if any), and information received from Offeror’s references, including information about Offeror’s history, terminations for convenience or cause, contract breach lawsuits or notices of claim and any other sources the City deems appropriate. Award of the Contract resulting from the solicitation will not be made until any necessary investigation, which each Offeror agrees to permit by submitting its Offer, is made by the City as it deems necessary. A review of responsibility may occur up to contract award.

The Offeror’s unreasonable failure to promptly supply information about an inquiry with respect to responsibility may be grounds for a determination of non-responsibility with respect to such

Offeror.

2.28. Equal Low Offer

Contract award will be made by putting the names of the tied vendors in a cup for a blind drawing limited to those bidders with tied offers. If time permits, the offerors involved will be given an opportunity to attend the drawing. The drawing will be witnessed by at least three persons, and the contract file will contain the names and addresses of the witnesses.

2.29. Evaluation of Competitive Sealed Offers

The City will use its discretion in applying the following processes to this solicitation. Any ties in scoring will be resolved with a best and final price request and the lowest price will prevail.

Title: Implementation, Operation, Management, and Maintenance of a Traditional Bike Share System in Phoenix

2.30. Detailed Evaluation of Offers and Determination of Competitive Range

During deliberations, the Evaluation Panel will reach a consensus score for each evaluation criterion except price. The Procurement Officer will score the price, which will be added to the overall consensus score. The overall consensus scores will determine the Offerors’ rankings and which offers are within the Competitive Range, when appropriate.

2.31. Offers Not Within the Competitive Range

The City may notify Offerors of Offers that the City determined are not in the Competitive

Range.

2.32. Discussions with Offerors in the Competitive Range

The City will notify each Offeror whose Offer is in the Competitive Range or made the ‘short list’ and provide in writing any questions or requests for clarification to the Offeror. Each Offeror so notified may be interviewed by the City and asked to discuss answers to written or oral questions or provide clarifications to any facet of its Offer. The Offerors in the competitive range may be required to provide a demonstration of their product.

Demonstrations - Offerors in the competitive range may be invited to construct a hands-on sample or presentation of their solution at the City of Phoenix. In addition, each finalist may prepare and deliver a presentation of their proposed solution based on the script developed by the evaluation panel. The City may also require a hands-on lab demonstration designed specifically for the evaluation panel. The results of the surveys will be tabulated and delivered to the evaluation team for the final review and solution selection session(s).

If an Offer in the Competitive Range contains conditions, exceptions, reservations or understandings to or about any Contract or Solicitation Scope requirement, the City may discuss or negotiate the conditions, exceptions, reservations or understandings during these meetings. But the City in its sole discretion may reject any and all conditions, exceptions, reservations and understandings, and the City may instruct any Offeror to remove the conditions, exceptions, reservations or understandings. If the Offeror fails to do so, the City may determine the Offer is nonresponsive, and the City may revoke its determination that the Offer is in the Competitive Range.

To the fullest extent permitted by law, the City will not provide any information, financial or otherwise, to any Offeror about other Offers received in response to this solicitation. During discussions with Offerors in the Competitive Range, the City will not give Offerors specific prices or specific financial requirements that Offerors must meet to qualify for further consideration.

The City may state that proposed prices are too high with respect to the marketplace or otherwise unacceptable. Offerors will not be told of their relative rankings before Contract award.

2.33. Best and Final Offers (BAFO)

A BAFO is an option available for negotiations. Each Offeror in the Competitive Range, which is determined in the City’s sole discretion, may be afforded the opportunity to amend its Offer and make one BAFO.

Title: Implementation, Operation, Management, and Maintenance of a Traditional Bike Share System in Phoenix

If an Offeror’s BAFO modifies its initial Offer, the modifications must be identified in the BAFO.

The City will evaluate BAFOs based on the same requirements and criteria applicable to initial

Offers. The City will adjust appropriately the initial scores for criteria that have been affected by offer modifications made by a BAFO. Based on the criteria defined in the solicitation as weighted, the City will then perform final scoring and prepare final rankings.

The Evaluation Panel will recommend the Offer that is the best value and most advantageous to the City based on the evaluation criteria.

The City reserves the right to make an award to an Offeror whose Offer is the highest rated, best value, and most advantageous to the City based on the evaluation criteria, without conducting written or oral discussions with any Offeror, without negotiations, and without soliciting BAFOs.

Title: Implementation, Operation, Management, and Maintenance of a Traditional Bike Share System in Phoenix

3. Scope of Work

3.1. Objective

3.1.1 Micromobility refers to any small, low-speed vehicle which can be fully or partially powered by an electric motor. The Shared Micromobility Program offers e-scooters and e-bicycles as two forms of micromobility options. The City would like to introduce traditional bicycles to the existing program which will introduce more vehicle options where individuals can rent a traditional bicycle for short-term use, filling in a gap in the transportation ecosystem.

3.1.2 The City is seeking to contract with one Operator to operate and maintain the Traditional

Bike Share within the Shared Micromobility Program for a term of 2 years with an option of 3 additional years. Additional Operators may be chosen at the City's discretion to ensure program objectives are met.

3.1.3 The Successful Respondent will operate a program for traditional bicycles that works alongside the…