MAPC 2020 Bike Racks RFP - CLEAN.pdf

Request for Proposals Proposal Due Date: Mon, Feb 24, 2020 12:00 PM

Bike and Micromobility Parking Racks

Metropolitan Area Planning Council

Bicycle and Micromobility Parking

Racks, and Associated Equipment

Request for Proposals

RFP #MAPC 2020 Bike and Micromobility Parking Racks

Solicited on behalf of the cities and towns of: The 101 Cities and Towns in the Represented by the Metropolitan Area Planning Council and its Members Ex-Officio,1 the Cities and Towns of the Commonwealth of Massachusetts and its Surrounding New England States (New

Hampshire, Rhode Island, Vermont, Connecticut and New York) and in partnership with the

Berkshire Regional Planning Commission, the Cape Cod Commission, the Central

Massachusetts Regional Planning Commission, the Franklin Regional Council of

Governments, the Martha’s Vineyard Commission, the Merrimack Valley Planning

Commission, the Metropolitan Area Planning Council, the Montachusett Regional Planning

Commission, the Nantucket Planning and Economic Development Commission, the Northern

Middlesex Council of Governments, the Old Colony Planning Council, the Pioneer Valley

Planning Commission, and the Southeastern Regional Planning and Economic Development

District, on behalf of the municipalities that they represent, the MetroWest Regional Transit

Authority, the Lowell Regional Transit Authority.

Metropolitan Area Planning Council • 60 Temple Place, 6th Floor, Boston, MA 02111 • www.mapc.org • Main Phone 617.933.0700 • Main Fax 617.482.7185

Please See Section 15 at the end of the document for list of Members Ex-Officio http://www.mapc.org/

Legal Notice

The Metropolitan Area Planning Council (MAPC) On behalf of the cities and towns of: The 101 Cities and Towns in the Represented by the Metropolitan Area Planning Council and its Members Ex-

Officio,[2]the Cities and Towns of the Commonwealth of Massachusetts and its Surrounding New

England States (New Hampshire, Rhode Island, Vermont, Connecticut and New York) and in partnership with the Berkshire Regional Planning Commission, the Cape Cod Commission, the

Central Massachusetts Regional Planning Commission, the Franklin Regional Council of

Governments, the Martha’s Vineyard Commission, the Merrimack Valley Planning Commission, the

Metropolitan Area Planning Council, the Montachusett Regional Planning Commission, the Nantucket

Planning and Economic Development Commission, the Northern Middlesex Council of Governments, the Old Colony Planning Council, the Pioneer Valley Planning Commission, and the Southeastern

Regional Planning and Economic Development District, on behalf of the municipalities that they represent, the MetroWest Regional Transit Authority, and the Lowell Regional Transit Authority seeks proposals from qualified vendors to supply and deliver bicycle parking racks, securing devices, shelters, bicycle lockers, cycle stalls, micromobility racks, micromobility charging stations/racks associated equipment, and tools. The RFP will be available 10:00 AM Mon, Feb 3, 2020 by e-mailing kchampley@mapc.org. The RFP document will be emailed unless otherwise requested. Sealed proposals will be due Mon, Feb 24, 2020 at 12:00 PM at MAPC, 60 Temple Place, 6th Floor, Boston, MA 02111. MAPC will be the contracting authority. A contract or contracts will be awarded to the eligible, responsive, and responsible vendor(s) identified as offering the most advantageous proposal(s). The initial term of any contract(s) resulting from this RFP will be from date of execution through March 1, 2021 with the option to renew for two additional one-year terms at the sole discretion of MAPC. MAPC reserves the right to accept or reject any and all proposals, or any part or parts thereof, and to cancel this solicitation at any time. No bid bond is required.

MAPC Posted: Mon, Feb 3, 2020

CommBUYS Posted: Mon, Feb 3, 2020

Goods & Services Bulletin Published: Mon, Feb 3, 2020

Boston Herald Published: Mon, Feb 3, 2020 mailto:handerson@mapc.org

Table of Contents

Legal Notice

1 General Information

1.1 General Information

1.2 General Submission Requirements

2 Introduction

2.1 Introduction

2.1.1 Metropolitan Area Planning Council

2.1.2 Massachusetts Association of Regional Planning Agencies (MARPA)

2.1.3 Collaborative Bid

2.1.4 Program Goals

2.1.5 Request for Proposals

2.1.6 Use of Contracts

2.1.7 Municipal Subscription Form

2.1.8 Direction of Work

2.2 Decision to Use Request for Proposals

2.3 Applicable Laws

2.4 Definitions

2.5 Contract Term

2.6 Contract Extensions

2.7 RFP Availability

2.8 Vendor Conference

2.9 Bonds

3 Products and Quantities

3.1 Scope of Work

3.2 Products

3.3 Product Requirements

3.3.1 General Requirements

3.3.2 Standards

3.4 Additional Equipment and Services

3.5 Optional Discounts

3.6 Estimated Quantities

4 RFP Process

4.1 Overview

4.2 Procurement Timeline

4.3 Rule of Award

4.4 Selection Process

4.5 Contract

4.6 Authorization to Proceed

5 Proposal Preparation

5.1 General Proposal Requirements

5.2 Technical Proposal Preparation

Tab 1 - Introduction

Tab 2 - Minimum Quality Requirements

Tab 3 - Qualifications & Experience

Tab 4 - References

Tab 4 - Products

5.3 Price Proposal Preparation

Tab 1 - Introduction

Tab 2 – Pricing

6 Proposal Submittal

6.1 Proposal Packages

6.2 Submittal

6.3 Questions & Addenda

6.4 Corrections, Modifications & Withdrawal of Proposals

6.5 Disclosing Who Submitted Proposals

6.6 Disclosure of Information

6.7 No Obligation to Proceed

7 Evaluation Criteria

7.1 Products

7.1.1 Range of types of the solicited products

7.1.2 Range of styles of the solicited products

7.1.3 Range of aesthetic designs of the solicited products

7.1.4 Material Durability

7.1.5 Finishes

7.1.6 Installation Requirements

7.2 Product Information and Customer Service

7.2.1 Product Presentation and Information Access ................... Error! Bookmark not defined.

7.2.2 Product Ordering

7.2.3 Modes of access to catalog pricing .................................... Error! Bookmark not defined.

7.2.4 Sales Support

7.2.5 Shipping Options

7.3 Vendor Experience

7.3.1 Length of Experience

7.3.2 Government Client Base

7.4 Quality of the Proposal

7.4.1 Thoroughness

7.4.2 Clarity

8 Terms and Conditions

8.1 Pricing

8.2 Pricing Adjustments

8.2.1 Replacement Products

8.2.2 Market-Wide Decrease

8.2.3 Government Regulations

8.3 Subcontractors

8.4 Performance

8.5 Method of Acquisition

8.6 Ordering Goods

8.7 Post Manufacture Modifications

8.8 Shipping and Delivery

8.9 Returns

8.10 Invoicing

8.11 Payment by Eligible Parties

8.12 Reporting Orders

8.13 Contract Administration Fee

8.14 Contract Administration and Auditing

8.15 Indemnification

8.16 Insurance

8.17 False Representations

8.18 Program Promotion ............................................................. Error! Bookmark not defined.

8.19 Publicity and News Releases

8.20 Incurred Expenses

8.21 Miscellaneous

9 Required Signature Forms

10 Sample Contract

11 Sample Municipal Subscription Form

12 Participating Regional Planning Agencies (RPAs) and Regional Transit Authorities

(RTAs) 82

13 Price Matrix

14 MAPC Region

15 Members Ex Officio

1 General Information

1.1 General Information

This is a Request for Proposals (“RFP”) issued by the Metropolitan Area Planning Council (MAPC) on behalf of the cities and towns of: The 101 Cities and Towns in the Represented by the Metropolitan

Area Planning Council and its Members Ex-Officio,[2]the Cities and Towns of the Commonwealth of

Massachusetts and its Surrounding New England States (New Hampshire, Rhode Island, Vermont, Connecticut and New York), and in partnership with the Berkshire Regional Planning Commission, the Cape Cod Commission, the Central Massachusetts Regional Planning Commission, the Franklin

Regional Council of Governments, the Martha’s Vineyard Commission, the Merrimack Valley Planning

Commission, the Metropolitan Area Planning Council, the Montachusett Regional Planning

Commission, the Nantucket Planning and Economic Development Commission, the Northern

Middlesex Council of Governments, the Old Colony Planning Council, the Pioneer Valley Planning

Commission, and the Southeastern Regional Planning and Economic Development District, on behalf of the municipalities that they represent and their municipal subdivisions including, but not limited to their general governments, school departments, school districts, regional school districts, housing authorities, utility districts, and park and recreation districts, the MetroWest Regional Transit

Authority, and the Lowell Regional Transit Authority.

Proposal Due Date: Mon, Feb 24, 2020 12:00 PM

Proposal Subject: Supply and Deliver Bicycle Parking Racks, Securing Devices, Shelters, Bicycle Lockers, Cycle Stalls, Micromobility Racks, Micromobility

Charging Stations/Racks, Associated Equipment, and Tools

RFP Number: MAPC 2020 Bike and Micromobility Parking Racks

RFP Availability: The RFP will be available 10:00 AM Mon, Feb 3, 2020 by contacting

Kelsi Champley, MAPC by email at kchampley@mapc.org or by phone at 617. 933.0766.

Return RFPs to: Kelsi Champley

Metropolitan Area Planning Council

60 Temple Place, 6th Floor Reception

Boston, MA 02111

This procurement conforms to the requirements of M.G.L. c. 7 § 22B and M.G.L. c. 30B.

Please read this entire document before responding or submitting questions.

1.2 General Submission Requirements

Competitive proposals for the goods and services specified will be received by MAPC, at the above specified location, until the time and date cited. Faxed or emailed submissions will not be accepted.

Proposals must be in the actual possession of MAPC on or prior to the exact time and date indicated above according to MAPC’s 6th floor reception area clock. Late proposals will not be considered.

Vendors must submit all materials requested in accordance with the requirements of this RFP and in the order and format requested in order to be considered complete and responsive. Vendors whose proposals are complete and meet Minimum Quality Requirements will have their proposals reviewed.

Meeting Minimum Quality Requirements does not mean that a vendor will be selected for the project.

M.G.L. c. 30B §6(b)(3) requires the separate submission of price. Do not make reference to price in the Technical Proposal. Failure to adhere to this requirement will result in disqualification.

Responses must include the following:

One original price proposal and one electronic copy of the price proposal on a CD/DVD or

USB memory stick in a sealed envelope clearly marked with the words: “MAPC 2020 Bike and Micromobility Parking Racks – Price Proposal” as well as the Proposer’s name. Please use the Price Proposal page provided in this RFP.

One original technical proposal, five hard copies, and one electronic copy of the technical proposal on a CD/DVD or USB memory stick in a sealed envelope or box clearly marked with the words: “MAPC 2020 Bike and Micromobility Parking Racks – Technical Proposal” as well as the Proposer’s name.

Responses must include the signed forms provided in this RFP.

See Section 5 for a complete listing of materials required for proposal submission.

2 Introduction

2.1 Introduction

2.1.1 Metropolitan Area Planning Council

MAPC is the regional planning agency (RPA) for the greater Boston 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.

2.1.2 Massachusetts Association of Regional Planning Agencies (MARPA)

MARPA is a statewide organization comprised of the Commonwealth of Massachusetts’ thirteen regional planning agencies (RPAs). Each RPA in turn is comprised of representatives of the member cities and towns in its geographic region. Although Massachusetts RPAs are public service agencies, they are not direct arms of the federal or state governments. Rather, they are consortia of local governments that have banded together under the provisions of state law to address problems and opportunities that are regional in scope.

MARPA and the following RPAs are participating in this procurement, on behalf of the municipalities they represent: the Berkshire Regional Planning Commission, the Cape Cod Commission, the Central

Massachusetts Regional Planning Commission, the Franklin Regional Council of Governments, the

Martha’s Vineyard Commission, the Merrimack Valley Planning Commission, the Metropolitan Area

Planning Council, the Montachusett Regional Planning Commission, the Nantucket Planning and

Economic Development Commission, the Northern Middlesex Council of Governments, the Old

Colony Planning Council, the Pioneer Valley Planning Commission, and the Southeastern Regional

Planning and Economic Development District.

2.1.3 Collaborative Bid

MAPC has issued this collaborative solicitation in partnership and on behalf of participating RPAs, the municipalities that they represent and their municipal subdivisions including, but not limited to their general governments, school departments, school districts, regional school districts, housing authorities, utility districts, and park and recreation districts, participating Regional Transit

Authorities, as well as the MAPC Members Ex Officio. 2

The solicitation is also on behalf of the cities and towns of: The 101 Cities and Towns in the

Represented by the Metropolitan Area Planning Council and its Members Ex-Officio, the Cities and

Towns of the Commonwealth of Massachusetts and its Surrounding New England States (New

Hampshire, Rhode Island, Vermont, Connecticut and New York).

Please See Item 15 at the end of the document for list of Members Ex-Officio

2.1.4 Program Goals

As a regional planning agency, MAPC is committed to policies and initiatives that help the region’s populace, businesses and governments make responsible choices related to land use, transportation, economic development and environmental management.

Promoting bicycle transportation is an integral component of MAPC’s regional bicycle transportation plan. To that end, MAPC developed the Regional Bicycle Parking Infrastructure Program. This program is designed to increase the availability of secure and convenient parking facilities for bicyclists throughout the region.

In that micromobility is a growing alternative transportation mode throughout the region, including other Northeast states, MAPC is encouraging vendors to provide emerging technologies to support that growth.

The Regional Bicycle Parking Infrastructure program’s primary objective is to provide local governments with an economical and convenient source of bicycle parking and micromobility parking equipment. A further objective is to provide a selection of racks with variety in capacity, appearance, and design that: 1) are most compatible with the character and ambiance of the communities and neighborhoods of the metropolitan Boston region and the other regions; 2) are made of durable materials using sound construction methods; 3) are offered at the best possible prices; 4) have the potential as public art to add to the vibrancy of the places and neighborhoods in the regions; and 5) also support local Complete Streets initiatives.

2.1.5 Request for Proposals

The primary objective of this RFP is to obtain contracted access to and guaranteed pricing for a range of high quality bicycle parking racks, securing devices, shelters, bicycle lockers, cycle stalls, micromobility racks, micromobility stations/racks, associated equipment, and tools from responsible and eligible manufacturers, authorized sales representatives, and manufacturer-approved warranty service providers for the desired goods and services through a set of uniform contracts. MAPC anticipates that multiple contracts may be awarded as a result of this RFP.

This procurement is primarily for the provision of manufactured goods; however, it also anticipates that there may be some call for custom design and manufacture. It does not call for any products that require installation by the manufacturer or that require any extraordinary installation procedures or equipment.

2.1.6 Use of Contracts

Use of resulting contracts is voluntary. This solicitation is intended to provide access to qualified vendors within the controlling laws of the Commonwealth of Massachusetts. It does not constitute or imply a firm commitment by any eligible party to purchase equipment, goods or services from any contracted vendor. The ability of contracted vendors to perform as proposed, to be price competitive, and to offer quality products and service will be key to their sales success. Nothing in this RFP shall be interpreted as a restriction upon an eligible party from buying any item or similar product by any other means, from any other vendors, or from the selected vendors at any time during the contract term.

Eligible parties will be the Buyers under contract(s) awarded through this RFP. All transactions between eligible parties and contracted vendor(s) will be solely between those parties. Neither

MAPC, the participating municipalities, nor any other eligible party will be held liable by the vendor (s) or another eligible party for any loss or liability, other than payment for delivered products as may be limited herein, incurred as a result of this procurement.

2.1.7 Municipal Subscription Form

Any eligible entity that wishes to use the services of selected vendor under a contract resulting from this RFP will be required to complete and sign a “Subscription Form” agreement and submit to MAPC prior to engaging the services of any vendor. A sample “Subscription Form” can be found in Section

11 of the RFP.

Once the “Subscription Form” agreement has been executed by the eligible party and submitted to

MAPC, the eligible party will be responsible for managing and directing the work of the selected vendor for all work orders initiated by the municipality.

Under this subscription agreement and pursuant to the contract, any eligible entity engaging the services of the selected vendor agrees to submit to MAPC, upon request, copies of all documentation of work performed by the vendor under this contract for the eligible entity including, but not limited to, work orders, amendments, extensions, and invoices, work order amendments, and work extensions at their time of issuance.

2.1.8 Direction of Work

MAPC will award and administer the contract(s) on behalf of all participating potential buyers.

Any eligible party that subscribes to purchase the equipment or services of a selected vendor under any resulting contracts will be responsible for managing and directing the work of the selected vendor for all purchase orders and work orders initiated by the municipality.

2.2 Decision to Use Request for Proposals

MAPC has determined in accordance with M.G.L. c. 30B § 6(a) that the procurement of bicycle parking racks, securing devices, shelters, bicycle lockers, cycle stalls, micromobility racks, micromobility charging stations/racks associated equipment, and tools is best served by utilizing an

RFP process. Such a process will enable MAPC and the municipalities to evaluate key factors such as vendors’ qualifications, technical features, terms and conditions, commitments to service as well as the availability of a range of suitable products. It is important that MAPC and the municipalities have the ability to select the most advantageous proposals based on such factors in addition to cost.

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

2.3 Applicable Laws

This procurement is conducted in conformance with M.G.L. c. 7 § 22B and M.G.L. c. 30B.

Government entities are generally exempt from Massachusetts sales tax and U.S. excise tax.

Vendors should require that Buyers provide a tax exempt certificate with their orders.

2.4 Definitions

The following terms and definitions are used in this Request for Proposals (RFP).

Term Definition

Bicycle Racks Any and all manufacturer products whose purpose is to serve as a stand-alone mechanism to accommodate upright and orderly parking of one or more bicycles with or without accommodation for secure fastening by mechanisms provided by the bicycle rider.

Bicycle Securing Devices Any non-bicycle rack manufacturer product whose purpose is the same as that of a bicycle rack, but is designed to be attached to other existing structures, such as parking meters, light poles, etc.

Buyer/Eligible Buyer Agent of an eligible entity who has subscribed to the contract resulting from this procurement. Use in the singular includes the plural.

Bicycle Lockers A locker or box in which up to two (2) bicycles can be placed and locked.

Cycle Stall Bicycle parking product that is designed to be installed in a motor vehicle parking space. This is typically but not limited to a parallel parking space.

The bicycle parking product may include the rack, and any accessory equipment such as bollards, curbs, mounting equipment, or other accessories that constitute a cycle stall.

Contract Any agreement or agreements resulting from this procurement.

Days Calendar days, unless otherwise specified.

Eligible Entities/Eligible

Parties

Those governmental entities on whose behalf

MAPC is conducting this procurement include: the

Berkshire Regional Planning Commission, the

Cape Cod Commission, the Central Massachusetts

Regional Planning Commission, the Franklin

Regional Council of Governments, the Martha’s

Vineyard Commission, the Merrimack Valley

Planning Commission, the Metropolitan Area

Planning Council, the Montachusett Regional

Planning Commission, the Nantucket Planning and

Economic Development Commission, the Northern

Middlesex Council of Governments, the Old Colony

Planning Council, the Pioneer Valley Planning

Commission, and the Southeastern Regional

Planning and Economic Development District, their municipalities and political subdivisions, the

MetroWest Regional Transit Authority, the Lowell

Regional Transit Authority.

The 101 Cities and Towns in the Represented by the Metropolitan Area Planning Council and its

Members Ex-Officio, the Cities and Towns of the

Commonwealth of Massachusetts and its

Surrounding New England States (New Hampshire, Rhode Island, Vermont, Connecticut and New

York)3

Infrastructure Tools Public repair stations, typically attached tools and pumps placed at public locations.

Manufacturer The person or persons, company, firm, corporation, partnership, or other organization responsible for turning raw materials or components into a finished product

All buyers purchases must be done in compliance with relevant procurement laws and regulations from their respective states.

Micromobility Charging

Stations/Racks

Any micromobility station/rack (scooter, bicycle, etc.) option that offers solar or battery powered charging capabilities.

Micromobility Racks Any micromobility rack options that pertain to scooters, skateboards, or other light weight vehicle

(electric or non-electric) beyond the standard bicycle rack scope.

Performance Any act by a vendor required or intended to provide or further the provision of a product or service to a

Buyer, including adherence to pricing, availability, performance periods and all other promises made in a contractor’s proposal, and promises regarding quality of workmanship and written or implied warranties.

Product(s) General reference to any and all items offered in a proposal.

Proposer/Bidder Any vendor who submits a proposal in response to this solicitation.

Purchase/Purchase Order Any binding written expression of intent to purchase conveyed by a Buyer to a Vendor.

RFP This request for proposals.

Shelters The physical weather protected or resistant structures that provide cover to one or more bicycle racks.

Vendor A provider of the product or service that is the subject of this RFP and to whom a contract has been awarded under this procurement. Use in the singular includes the plural.

Warranty Service Provider Service provider approved by the equipment manufacturer

2.5 Contract Term

The term of any contract(s) awarded under this solicitation will be from the date of execution through

March 1, 2021.

2.6 Contract Extensions

Each contract will be eligible for two (2) additional one-year extensions, ending March 1, 2022 and

March 1, 2023. In no instance shall any contract term, including extensions, exceed three years in total.

Contract extensions are not automatic. The decision to exercise an option to extend will be based on a determination that it is more advantageous for MAPC and the buyers to exercise the option rather than undertake a new procurement as well as consideration of vendor performance. MAPC reserves sole discretion to extend contracts in consultation with the other RPA’s.

Except as provided elsewhere in this RFP, there will be no change in the terms and conditions, proposal prices, or products offered during the contract periods.

2.7 RFP Availability

The RFP will be available 10:00 AM Mon, Feb 3, 2020 and by contacting Kelsi Champley at MAPC via email at kchampley@mapc.org. Email requests must contain vendor’s:

contact person name company name street address, city, state and zip phone and fax numbers, and email address

RFP documents will be emailed unless delivery via U.S. Mail is specified by the requestor.

All questions and other communications related to this RFP should be directed to Heidi Anderson in writing at kchampley@mapc.org.

2.8 Vendor Conference

MAPC reserves the right to conduct a Vendors Conference for Proposers expecting to submit proposals in response to this RFP on Feb 10, 2020 from 10:00 a.m. – 11:00 a.m. via webex.

Proposers attending this conference will be expected to have thoroughly read the RFP and come ready to ask questions relevant to this RFP particularly questions related to preparing proposals and the evaluation criteria.

2.9 Questions and Responses

Following the conference, Proposers will be required to submit in writing via email any questions they asked during the conference. MAPC will use those written versions of the questions and any follow up questions to draft an addendum. This will ensure that MAPC fully understands Proposers’ questions and will avoid misinterpretations of any verbal responses offered during the bidder conference. MAPC will not provide, authorize, or honor any alleged oral responses that have not been documented via an addendum.

2.10 Bonds

Bid Bonds and Performance Bonds are not required.

3 Products and Quantities

3.1 Scope of Work

The objective of this RFP is to provide local governments with an economical and convenient source of bicycle and micromobility parking equipment. A further objective is to provide a selection of racks and other equipment, with variety in capacity, appearance, and design that are: 1) most compatible with the character and ambiance of the communities and neighborhoods of the metropolitan Boston region and the other regions; 2) made of durable materials using sound construction methods; 3) offered at the best possible prices; and 4) have the potential as public art to add to the vibrancy of the places and neighborhoods in the regions;

The purpose of this RFP is to identify one or more vendors to provide competitive pricing for high quality bicycle parking racks, securing devices, shelters, bicycle lockers, cycle stalls, micromobility racks, micromobility charging stations/racks, associated equipment, and tools to the municipalities in the RPAs regions.

Significant sales potential exists because the resulting contracts will allow the departments to reduce expenses through volume purchasing and without the need to duplicate the formal solicitation process and expend staff resources and funds. The successful vendor or vendors will provide their entire catalogs at discounted pricing in order that the municipalities who wish to access the contracts may order a broad range of goods and services as needed.

3.2 Products

The following product types are being procured:

Bicycle parking racks

Securing devices

Bike Shelters

Bicycle Lockers

Cycle Stalls

Micromobility Racks

Micromobility Charging Stations/Racks

Associated equipment and tools

Proposers are not required to submit their entire catalog of products but should offer those that the

Buyers will find most attractive in quality, functionality, and ultimately in price.

The catalog submitted in the Technical Proposal must not include any mention of price. Detailed product specifications are required.

It is expected that this procurement will result in multiple vendors being selected. Proposers should propose the products and systems they believe will be the most attractive to the municipalities.

3.3 Product Requirements

3.3.1 General Requirements

All products must be new, fully serviceable, and suited to their intended use consistent with the manufacturers’ specifications and representations and any additional representations made by the

Proposer.

Used and refurbished items will not be accepted without the prior written consent of an eligible party’s representative. Pricing for such items must be further discounted from contract prices and agreed to by Buyers in writing prior to shipping. Buyers may reject deliveries of such items if not satisfied with their delivered condition.

Products must be serviceable for use in harsh New England winters. Proposers should identify all features making their products particularly serviceable for use in New England.

3.3.2 Standards

The construction of all offered bicycle racks, micromobility racks and options, and securing devices, including customized items, must be in full compliance with or exceed the standards stated below:

1. The products meet the following requirements:

a. Support for the bike or micromobility option by its frame horizontally in two or more places

b. Design that prevents the bicycle or micromobility option from tipping over

c. Ability to support a variety of bicycle and micromobility option sizes and shapes

d. Space to secure the frame and one or both wheels to the rack

e. Allows access to each bicycle space or micromobility space when the racks are full

2. Products shall not have any of the following characteristics:

a. Supports the bicycle or micromobility option at only one point

b. Sharp edges

c. Support the bicycle or micromobility option by one wheel or up in the air

d. Connect with a bar across the top that would block certain handlebars and baskets.

Prospective Proposer’s should review The Essentials of Bike Parking published by the Association of

Pedestrian and Bicycle Professionals for more information at:

https://www.apbp.org/assets/docs/EssentialsofBikeParking_FINA.pdf

Additionally, NACTO’s Guidelines for Regulating Shared Micromobility will offer more information.

https://nacto.org/wp-content/uploads/2019/09/NACTO_Shared_Micromobility_Guidelines_Web.pdf

3.4 Additional Equipment and Services

Additional equipment and services not itemized in a Proposer’s Price Proposal cannot be purchased from an awarded contract. Any additional equipment or services not itemized in a Proposer’s Price

Proposal, but which a Proposer will provide and/or install at additional cost to the Buyer, must still be otherwise acquired by the Buyer in compliance with applicable Massachusetts procurement laws.

Buyers must by law competitively procure goods and/or services costing $10,000 and over.

Proposers should keep in mind that additional items may not be added to pricing lists once contracts have been awarded.

3.5 Optional Discounts

MAPC encourages Proposers to offer a variety of discounts whether through volume purchase discounts or prompt payment discounts e.g. payment time period from time of receipt and acceptance based on Net 10, Net 15, Net 30 days, etc. Any discounts offered are in addition to the unit prices offered in their Price Proposal.

Proposers should familiarize themselves with M.G.L. c. 41, s. 56 relating to payments of bills by municipalities when offering prompt payment discounts and other types of discounts to

Massachusetts municipal customers. M.G.L. c. 41, s. 56 prohibits the pre-payment of bills for any goods or services before the goods are delivered or the services rendered.

3.6 Estimated Quantities

The quantities of equipment that Proposers should anticipate as the upper end of sales during any year of a contract or contract extension are shown in the Table below. The Quantity provided indicates the number of parking spaces and is presented without regard to Type of rack or securing device or model configuration.

Estimated Quantities https://www.apbp.org/assets/docs/EssentialsofBikeParking_FINA.pdf https://nacto.org/wp-content/uploads/2019/09/NACTO_Shared_Micromobility_Guidelines_Web.pdf https://nacto.org/wp-content/uploads/2019/09/NACTO_Shared_Micromobility_Guidelines_Web.pdf

Type Estimated Quantity

Bike Racks, Micromobility Racks, and Security

Devices (parking spaces)

1,150 estimate

These are estimates only and not guaranteed. MAPC and the Eligible Entities reserve the right to increase or decrease quantities subject to appropriation or other availability of funds and in accordance with M.G.L. c. 30B and relevant local, state, and federal statutes and regulations.

The ability of contracted vendors to perform as proposed, to be price competitive, and to offer quality products and service will be key to their sales success.

4 RFP Process

4.1 Overview

This procurement process is comprised of the following elements.

This solicitation

Receipt of Proposals

Qualification of Proposers

Evaluation of Technical Proposals

Evaluation of Price Proposals

Determinations of Awards

Contract Executions

Program Implementation

Contract Extensions

While it is the intention of MAPC to award contracts by way of this procurement, MAPC reserves the right to cancel all or any section of this solicitation if in its judgment doing so is in the best interest of

MAPC and eligible entities.

4.2 Procurement Timeline

1. Advertise in Boston Herald Mon, Feb 3, 2020

2. Advertise in Goods & Services

Bulletin

Mon, Feb 3, 2020

3. Post Notice to MAPC Mon, Feb 3, 2020

4. Post Notice to CommBuys Mon, Feb 3, 2020

5. RFP Available Mon, Feb 3, 2020

6. Vendor Conference Mon, Feb 10, 2020

7. Last day to submit Written Questions Fri, Feb 14, 2020 5:00 PM

8. Responses to Written Questions Mon, Feb 17, 2020

9. Proposal Due Date Mon, Feb 24, 2020 12:00 PM

All questions and other communications related to this RFP should be directed to Kelsi Champley at kchampley@mapc.org or 617.933.0766.

4.3 Rule of Award

MAPC and its partners has determined that identification of the most highly advantageous proposals for the goods and services called for in this RFP requires comparative judgment of factors in addition to cost. Contracts will be awarded to those eligible, responsive, and responsible vendors whose proposals are 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 MAPC will evaluate proposals and recommend awards by

MAPC to the responsible and responsive Proposers whose proposals it determines to be the most overall highly advantageous of those received. MAPC, as the contracting authority, will make the final determination of awards. Although multiple contracts are expected to be awarded, the number of awards 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 RFP 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 an evaluation of references. MAPC reserves the right to perform whatever additional due diligence they deem necessary to determine that the Proposer is responsible including, but not limited to, acting as their own reference.

4.4 Selection Process

In accordance with M.G.L. c. 30B, Technical Proposals must be evaluated by either MAPC or an evaluation committee selected by MAPC. 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. MAPC 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

MAPC may request additional clarifying information from a Proposer during this evaluation process.

After a rating has been determined for each Technical Proposal, MAPC 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 selecting proposals that are not the lowest in cost, MAPC will explain in writing why the added benefits of the selected proposals justify the higher prices. The evaluation team is permitted to recommend that contracts be awarded to more than one vendor if it determines that such an award will best serve the intent of this RFP and the interests of the eligible parties.

4.5 Contract

A sample copy of MAPC’s standard contract can be found in Section 10 of this RFP. Proposers must be willing to sign MAPC’s contract. MAPC will not accept a Proposer’s own terms & conditions.

Contract Terms will be for periods as set out in Section 2 of this RFP.

MAPC will make all reasonable efforts to award contracts 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 MAPC and selected Proposers.

Contract recipients must return executed originals to MAPC within seven (7) business days of their receipt of contracts signed by MAPC.

This RFP document, any Addenda issued, all included forms and requirements, and vendor’s proposal 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.

Except, as provided elsewhere in this RFP, there will be no change in terms and conditions, proposal prices, or product specifications during the Contract term and extension thereof.

Vendor refusal to execute contracts, or failure to return executed originals within the specified timeframe without MAPC’s written consent, will result in cancellation of the award, and a negative reference regarding future MAPC procurements.

4.6 Authorization to Proceed

Upon receipt of executed contracts from vendors, MAPC will issue a written “Authorization to

Proceed” after which vendors must begin accepting orders in full compliance with the requirements of this RFP and their Proposals within fifteen (15) days.

MAPC will notify the participating municipalities and state agencies that they may make purchases from the selected vendors as executed contracts are received. MAPC will also provide downloadable versions of the RFP, successful proposals, and executed contract documents on its website at http://mapc.org for the purpose of full disclosure and cross-referencing by Buyers.

Vendors 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 proposals.

http://mapc.org/

5 Proposal Preparation

Proposers are reminded that all information and statements provided will be considered true, accurate, and binding representations of the Proposer’s intentions and commitment in responding to this RFP. Any such representations constitute legal obligations on the part of the Proposer to perform as stated and that failure to so perform may be used as grounds to terminate the contracts.

5.1 General Proposal Requirements

The following General Proposal Requirements and cautions apply to proposal preparation.

For purposes of this RFP, the Proposer is the vendor who submits a proposal in response to this solicitation and will be the party executing a contract.

Proposals must be received by MAPC at their reception desk at 60 Temple Place, 6th Floor, Boston, MA 02111 no later than Mon, Feb 24, 2020 12:00 PM as indicated on the clock in

MAPC’s reception area.

M.G.L. c. 30B § 6(b) requires the “separate submission of price.” Price Proposals and

Technical Proposals must be submitted in separate, sealed packages.

Proposers must submit all required documents, forms, and materials as instructed in this

RFP in the order and format specified and meet the Minimum Quality Requirements in order to be considered responsive. Proposers who have done so will be evaluated but are not guaranteed a contract.

All proposals must contain all originally completed and signed forms provided in this RFP.

Faxed or emailed pages will not be considered.

The proposal document must be submitted with original ink signatures by the person authorized to sign the proposal (blue ink is preferred).

Proposals must be signed by a duly authorized officer(s) eligible to sign contract documents for the firm. Proof of such authorization must be included.

The proposal must indicate the responsible entity, which must also be the signatory on all documents.

Consortiums, joint ventures, or teams submitting proposals will not be considered responsive unless it is established that all contractual responsibility rests solely with one contractor or one legal entity.

Proposers should be aware that joint responsibility and liability will attach to any resulting contract and failure of one party in a consortium, joint venture, or team to perform will not relieve the other party or parties of total responsibility for performance.

All forms must be signed by the same authorized person for the Proposer who will be signing the contract.

Erasures, between the lines, insertions, or other modifications to a proposal must be initialed in original ink by the authorized person signing the offer.

Periods of time, stated as a number of days, shall be calendar days unless otherwise indicated.

It is the responsibility of all Proposers to examine the entire RFP packet and seek clarification of any item or requirement that may not be clear and to check all responses for accuracy before submitting a proposal. Negligence in preparing an offer confers no right of withdrawal after the proposal due date.

Electronic copies should be submitted on labeled CD/DVD or USB memory stick. Electronic versions must mirror paper versions exactly.

Accuracy and completeness are essential. Omissions and ambiguous or equivocal statements will be viewed unfavorably and will be weighed as such in the evaluation phase.

Since all or a portion of the successful RFP response may be incorporated into any ensuing contract, all prospective Proposers are further cautioned not to make claims or statements that cannot be subsequently included in a legally binding agreement.

In all cases where a Proposer offers a product or service, including, but not limited to warranty, that exceeds any standards or specifications or requirements set out in this RFP, such offers will be considered binding obligations requiring performance by the Proposer.

Neither MAPC, nor the listed municipalities assume liability for and will not reimburse any costs or expenses incurred by any Proposer (whether or not selected) in developing proposals in response to this RFP.

Proposals will remain in effect for a period of sixty days from the deadline for submission of proposals, until Notice of Award is made, or this RFP is canceled whichever comes first.

5.2 Technical Proposal Preparation

Technical Proposals must be submitted in the following required format:

Sections must be separated using tabbed divider pages.

Tabbed divider pages must be labeled with the required tab headings.

Include all detailed information and supporting documentation necessary to satisfy all requirements of this RFP and enable the evaluation of the proposals against the Evaluation

Criteria.

Emphasis should be on completeness and clarity of the content. Special bindings, colored displays, promotional materials, etc., are not necessary or desired.

Technical Proposals must be divided into the following tabbed sections:

Tab 1 – Introduction

Tab 2 – Minimum Quality Requirements

Tab 3 – Qualifications & Experience

Tab 4 - References

Tab 5 – Products

Tab 1 - Introduction

In Tab 1 of their Technical Proposals, Proposers must submit a Cover Letter and complete and submit the forms provided in Section 9 of the RFP in the following order:

Cover Letter on Proposer’s Letterhead (See Section 9 for template)

Proposal Signature Page

Certificate of Non-Collusion*4

Certificate of Tax Compliance*5

Conflict of Interest Certification

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

Certificate of Non-Debarment

Additional Certifications

Proposer must also provide the following additional information:

Certificate of Authority – Corporate (if applicable)

The Certificate of Non-Collusion and the Certificate of Tax Compliance are required documents. The failure to include these documents will result in bid disqualification.

IRS Form W9

List of subcontractors with full contact information (if applicable)

Tab 2 - Minimum Quality Requirements

Proposers must meet certain Minimum Quality Requirements in order to be considered for further evaluation and contract award under this RFP.

In Tab 2 of their Technical Proposals, Proposers must complete and submit the “Minimum Quality

Requirements Form” provided in Section 9 of the RFP. Proposers must provide evidence and attestation supporting their ability to meet each of the Minimum Quality Requirements.

Failure to respond affirmatively to any of the quality requirements or providing a qualifying statement will result in rejection of the proposal.

Tab 3 - Qualifications & Experience

Proposers must present clear and concise evidence indicating ability to comply with the RFP requirements and to provide and deliver the specified products and services to the Buyers.

Proposal evaluation will include an examination of the Proposer’s qualifications, experience, and expertise in conducting similar work.

In Tab 3, Qualifications & Experience, the Proposer must provide the following:

A description of the experience of the Proposer in providing the specified products.

The Proposal shall detail the individual or firm’s qualifications, experience and expertise, along with a history of ownership of the last 5 years (or more).

Proposer shall provide a list of specific qualifications the Proposer has in supplying the services listed in this Proposal, including professional designations, affiliations, certifications and/or licenses; (no more than one page).

Financial information sufficient to concisely represent the vendor’s financial stability in easily understood terms.

A statement describing he Proposer’s design and material options and alternatives, as well as any products that environmentally green options.

A description of the Proposer’s product warranties and satisfaction guarantee policy.

A description of the Proposer’s quality control methods for all products offered.

A description of the distribution capabilities that enable it to provide the quantities of products possible to be sold in a timely manner.

A list and description of any and all manufacturing certificates, recognized manufacturing standards, and product safety certifications obtained for all products offered.

A copy of the vendor’s web pages that would be used by buyers.

The “Qualifications & Experience” measures listed above, which Proposers are asked to describe, will inform the criteria by which the Technical Proposals will be evaluated. Section 6

“Evaluation Criteria” further describes the criteria by which Technical Proposals will be evaluated.

Tab 4 - References

In Tab 4, the Proposer shall provide references for minimum of three (3) contracts/orders with governmental and/or commercial customers that demonstrate recent and relevant past performance of similar scope, size and complexity of services identified using the Reference Form herein (Section 9). Recent is defined as within the last three (3) years. Relevant is the provision of products and/or services similar in complexity, magnitude and type as described in this RFP. Publicly bid contracts are preferred, but not mandatory.

MAPC, or its designee, will evaluate the responses and make a determination that a Proposer is either “Responsible” or “Not Responsible” with regard to References.

MAPC reserves the right to perform whatever additional due diligence it deems necessary to determine that the Proposer is responsible including, but not limited to, acting as its own reference.

MAPC reserves the right to withhold the award of a contract if a Proposer is found “Not Responsible.”

Tab 4 - Products

In this section, the Proposer shall submit the following:

A statement that all of Proposer’s products submitted for consideration meet the Standards described in Section 3 of this RFP.

A copy of Proposer’s current catalog, along with a notation of the catalog’s expiration date.

Proposers should be reminded that all pricing information should be segregated.

5.3 Price Proposal Preparation

Price Proposals must be submitted in the following required format:

Sections must be separated using tabbed divider pages.

Tabbed divider pages must be labeled with the required tab headings.

Include all detailed information and supporting documentation necessary to satisfy all requirements of this RFP

Price Proposals must be divided into the following tabbed sections:

Tab 1 – Introduction