NEW Bike-share IFB re bid.pdf

Town of Sharon

Invitation for Bids for

Bike-Share Project

I. General Information and Bid Submission Requirements

II. Purchase Description/Scope of Services....................................................…………4

III. Quality Requirements................................................................................………..5

IV. References........................................................................................................…5

V. Rule for Award

VI. Bid Pricing Sheet........................................................................................………..6

VII. Non-Collusion Form……………………………………………………………………………………….7

VIII. Tax Compliance Form.............................................................................…………8

ATTACHMENT A: Reference Form………………………………….………………………………..9

Town of Sharon

Invitation for Bids for

Bike-Share System

I. General Information and Bid Submission Requirements

Background Information. The Town of Sharon (pop. 18,000) is looking to do its first recreational bike-share system to facilitate the creation of a bike trail around town, make Sharon an ecotourism location, promote a healthier lifestyle, and close local transportation gaps.

The Town is looking at installing this bike-share system at two locations. The first location is the Sharon Commuter Rail Station, to welcome visitors from Boston and Providence alike and provide an easy, green method of transportation for them to explore our scenic Town. The second location is the Sharon Community Center/Senior Center, located at the heart of Sharon and right next to Lake Massapoag, a 353-acre Great Pond.

By providing a bike-share system, residents and visitors would be able to take the train to Sharon and bike downtown, bike around Lake Massapoag, or bike around Audubon, Borderland State Park, or the Trustees of Reservation land.

Submission Deadline and Instructions. All bids must be submitted electronically by Thursday, October

27th, 2022, at 11 am EST. All bids must be sent via email to Maria De La Fuente, Planning/Engineering

Specialist, at mdelafuente@townofsharon.org. Documents included with an electronic bid must be prepared in MS Word, MS Excel, or Adobe PDF. Late bids will not be considered. The bid opening will be on Thursday, October 27th, 2022, at 11 am EST. See Section V. Rule for Award for more information.

Award Date. The contract will be awarded within twenty (20) days after the bid opening to the apparent lowest responsive and responsible bidder. The time for the award may be extended for up to 15 additional days by mutual agreement between the Town and the apparent lowest responsive and responsible bidder.

Addenda. If any changes are made to this IFB, an addendum will be issued. All proposers on record as having picked up the solicitation will be alerted via email as to the posting of all addenda. Bidders are encouraged to contact the Engineering Department to register as a bid document holder to automatically be alerted as to addenda as they are issued. The Town will also post addenda on its website https://www.townofsharon.net/home/pages/town-of-sharon-proposalsrfpsifbs

Questions. Questions concerning this invitation for bids must be submitted in writing to Maria De La

Fuente, Planning/Engineering Specialist, via email at mdelafuente@townofsharon.org, before

Thursday, October 20th at 4 pm. Answers will be sent via an addendum to all Offerors who have registered as bid holders. Bidders are encouraged to contact the Engineering Department to register as a bid document holder to automatically be alerted as to addenda as they are issued. It is the responsibility of the Offeror to also monitor the bid portal on the Town’s website for any updates, addenda, etc. regarding that specific solicitation.

mailto:mdelafuente@townofsharon.org https://www.townofsharon.net/home/pages/town-of-sharon-proposalsrfpsifbs mailto:mdelafuente@townofsharon.org

Modifications or Withdrawals. A bidder may correct, modify, or withdraw a bid by e-mail written notice received by the Town prior to the time and date set for the bid opening. Bid modifications must be submitted in a PDF document clearly labeled "Modification No.__." Each modification must be numbered in sequence, and must reference the original IFB.

After the bid opening, a bidder may not change any provision of the bid in a manner prejudicial to the interests of the Town or fair competition. Minor informalities will be waived or the bidder will be allowed to correct them. If a mistake and the intended bid amount are clearly evident on the face of the bid document, the mistake will be corrected to reflect the intended correct bid, and the bidder will be notified in writing; the bidder may not withdraw the bid. A bidder may withdraw a bid if a mistake is clearly evident on the face of the bid document, but the intended correct bid amount is not similarly evident.

Town’s right to cancel or reject bids. The Town may cancel this IFB, or reject in whole or in part any and all bids, if the Town determines that cancellation or rejection serves the best interests of the

Town.

Notice concerning unexpected closures. If, at the time of the scheduled bid opening, the Sharon

Department of Public Works is closed due to uncontrolled events such as fire, snow, ice, wind, or building evacuation, the bid opening will be postponed until 11 am on the next normal business day.

Bids will be accepted until that date and time.

Required Forms. Bids must include a non-collusion form, tax compliance certificate, bid pricing sheet, and reference form.

A bid must be signed as follows: 1) if the bidder is an individual, by her/him/them personally; 2) if the bidder is a partnership, by the name of the partnership, followed by the signature of each general partner; and 3) if the bidder is a corporation, by the authorized officer, whose signature must be attested to by the Clerk/Secretary of the corporation and the corporate seal affixed.

Contract term length and renewal options: The contract will run from the date of the contract award until December 31, 2023. There will be no options to renew the supply contract, although the Town may maintain its software membership on a yearly basis, and solely at the Town’s discretion.

Contract type: This is a firm-fixed-price contract with a not-to-exceed limit of $73,340.00.

Delivery terms: All items listed in Part II Purchase Description must be delivered by March 31st, 2023 to the Sharon Department of Public Works, 217R S Main St, Sharon, MA, 02067, freight prepaid.

Alternatively, items may be delivered in person by the contractor to the same address.

Pricing and pricing formats: All bidders must provide both a unit price and a total price for each item listed on the attached bid pricing sheet. All bid prices must remain firm throughout the contract term.

Method of acquisition: The method of acquisition will be outright purchase.

Payment: Payment will be made after the delivery of the product, and complete shipment of all deliverables, which shall conform fully to the specifications of Section II. Purchase

Description/Scope of Services.

II. Purchase Description/Scope of Services

a) Bike characteristics: The Town of Sharon is looking to purchase 20 new bicycles. Either electric or non-electric bicycles will be accepted. The Town of Sharon is looking to have full ownership of the bicycles, so leased or rental bicycle systems will not be accepted. Bikes must be new, have functioning brakes, adjustable seats, a basket, and safety lights for riders’ safety. Bikes must be customizable to include the Town of Sharon logo.

b) Rack characteristics: The Town of Sharon is looking for a secure bike system that it can install at two locations. The bicycle system can be either docking or dockless:

If going for the docking option, bicycle racks may be either single racks, double racks, or a “combined” rack that may hold multiple bikes at a time (for example, a long, single rack that can hold up to 10 bikes). The bike racks must have a locking mechanism to ensure the bikes will not be stolen.

If going for the dockless option, the bike system must have a geofencing mechanism to indicate where bikes must be parked to end the ride. It is imperative that, if bidders choose the dockless options, bikes must have anti-theft technology such as alarms, wheel locks, and GPS, all in addition to the geo-fencing system.

c) Spare parts: If the bikes are battery operated, the Town of Sharon would like to request the bidders to provide 20 spare batteries to always keep the bikes charged. Additionally, if the bikes have a GPS component, the Town of Sharon would like to have 5 spare GPS units for easy replacement.

d) Additional characteristics: Bike systems will be exposed to the elements, and as such, must be able to withstand high winds, excessive rain and/or snow, and be tamper-proof.

Weather-resistant design of the bicycles and the bike racks are a must.

e) Software requirements: The bike-share system must come with an app that will allow users to “unlock” bikes, and, once they’re done, dock or park them back in place, thus ending the ride. The app must be compatible with the most common phone software stores, and be available for free download. The app must also allow for the Town of Sharon to set its own fees for the system, as this will be a public system and not a for-profit one and rates will be adjusted accordingly.

f) Additional administrative software requirements: The bike-share software must allow the

Town to collect its rental fees, control bike access, track activity, and monitor the system’s health.

g) All bid prices must include a three-year software service agreement, to cover all software fees for the first three years of the program. Software contracts may be renewed on a yearly basis afterward, solely at the Town’s discretion.

h) Other requirements: The Town of Sharon reserves the right to have Town Counsel review the Waiver of Liability language provided by the applicant, and to edit the waiver language as deemed necessary. Any software edits regarding the Waiver of Liability language requested by the Town of Sharon will be the responsibility of the winning bidder.

i) No bike maintenance plan is required. The Town of Sharon will maintain the bikes as needed.

Actual quantities:

20x new, customizable bicycles with functioning brakes, adjustable seats, a basket, and safety light for riders’ safety. Bikes may be electric or non-electric.

IF BIKES ARE BATTERY-OPERATED: 20x new, spare batteries, so the Town of Sharon can swap out the used batteries for new ones to keep the docked/parked bikes always charged.

IF BIKES HAVE GPS COMPONENT: 5x new, spare GPS locks.

1x app that is both compatible with most phone’s software, free to download

IF CHOOSING TO PROVIDE A DOCKING SYSTEM: 20x bike racks if single racks, or 10x bike racks if double, or other rack styles that can hold up to 20 bikes. Please note that this is not applicable for bidders who choose to provide a dockless, geo-fencing system.

IF CHOOSING TO PROVIDE A DOCKING SYSTEM: 20x Bluetooth electronic locks, or any other sort of locking mechanism that will be able to lock the bikes to the docking stations. Please note that this is not applicable for bidders who choose to provide a dockless, geo-fencing system, because the alarms, wheel-locks, and GPS systems will act as an anti-theft mechanism.

III. Quality Requirements

1. Bidders must provide all items described in Section II: Purchase Description and comply with all Bid Submission Requirements listed in Section I.

2. Bidders must have been in the business of selling the above-listed supplies for a minimum of three (3) years.

3. Bidders must have been a licensed retailer and servicer of the above-listed supplies for a minimum of three (3) years.

4. Bidders must have previous experience with at least one (1) municipal bike-share project

IV. References

Bidders must submit a complete list of all jobs performed in the past two (5) years that are similar in size and scope to this project, with contact names and telephone numbers. Poor references may be a basis for a determination that the vendor is not a responsible bidder. See Attachment A for a template.

V. Rule for Award

The contract will be awarded to the responsive and responsible bidder offering the lowest total price for all required services. Only one award will be made.

Bid Opening Procedure and Date: Bids will be opened over Zoom on Thursday, October 27th, 2022, at 11 am EST. Please use the following link to access the meeting:

Online Meeting ID Password www.zoom.us 661-933-1292 02067 https://zoom.us/j/6619331292?pwd=akFmV1A3RklXeEhyamlHeG5tRVdzZz09

BY PHONE

1-312-626-6799 1-929-205-6099 1-253-215-8782

1-301-715-8592 1-346-248-7799 1-669-900-6833 http://www.zoom.us/ https://zoom.us/j/6619331292?pwd=akFmV1A3RklXeEhyamlHeG5tRVdzZz09

To mute or unmute yourself, Press *6

Tie-Break: As per the State of Massachusetts’s recommended tie-breaking policy, in the event that there is a tie bid between two (2) responsive and responsible bidders, the award of the contract will be determined by a coin toss. The bidder whose submission was received earliest shall be assigned “Heads” in the coin toss. In the event that there is a tie bid with three (3) or more responsive and responsible bidders, the award shall be made by a draw by lot limited to those bidders. The coin toss/draw by lot shall be scheduled within two (2) business days from when it was determined by the Town to be a tie bid. The bidders involved shall be given an opportunity to attend. The coin toss/drawing shall be witnessed by at least three (3) Town officials. The tie-breaker event shall be held virtually over Zoom.

VI. Bid Pricing Sheet

Bidders must submit a bid pricing sheet which will include, but not be limited to, the following:

Spending Category Quantity Required Price per item Total (qty x item price)

Bicycles 20

Spare batteries (if bikes are battery operated)

Spare GPS or GPS locks (if bikes are GPS operated)

OPTIONAL: Bike racks (not applicable to bidders proposing a dockless, geo-fenced system)

20x singles, or 10x doubles, or any combination as long as they’re able to hold 20 bikes

OPTIONAL: Locks (not applicable to bidders proposing a dockless, geo-fenced system)

App yearly subscription (price per year) + other software maintenance fees

First 3 years required, possibility to renew yearly after that

Other costs (ex. shipping)

Total: $

If any of the above is not applicable to your product, write N/A or leave the space blank.

VII. Non-Collusion Form and Tax Compliance Form. Persons submitting a bid or proposal to provide supplies or services to the Town of Sharon must submit a certification of non-collusion and tax compliance. The certificate of non-collusion must be submitted with the bid.

CERTIFICATE OF NON-COLLUSION

The undersigned certifies under penalties of perjury that this bid or proposal has been made and submitted in good faith and without collusion or fraud with any other person. As used in this certification, the word "person" shall mean any natural person, business, partnership, corporation, union, committee, club, or other organization, entity, or group of individuals.

Signature of individual submitting bid or proposal

Name of business

Date

TAX COMPLIANCE CERTIFICATION

Pursuant to M.G.L. c. 62C, §49A, I certify under the penalties of perjury that, to the best of my knowledge and belief, I am in compliance with all laws of the Commonwealth relating to taxes, reporting of employees and contractors, and withholding and remitting child support.

Signature of person submitting bid or proposal

Name of business

Date

FEIN

ATTACHMENT A. REFERENCE FORM

Bidder:_____________________________________________

IFB Title:___________________________________________

Bidder must provide references for:

All contracts performed within the past two (2) years of similar size and scope to this contract

Reference: ____________________________________________________________________________

Contact: ______________________________________________________________________________

Address: _____________________________________________________________________________

Phone: _______________________________________________________________________________

Fax: _________________________________________________________________________________

Description and date(s) of supplies or services provided:

Reference: ____________________________________________________________________________

Contact: ______________________________________________________________________________

Address: _____________________________________________________________________________

Phone: _______________________________________________________________________________

Fax: _________________________________________________________________________________

Description and date(s) of supplies or services provided:

Reference: ____________________________________________________________________________

Contact: ______________________________________________________________________________

Address: _____________________________________________________________________________

Phone: _______________________________________________________________________________

Fax: _________________________________________________________________________________

Description and date(s) of supplies or services provided:

Attach additional sheets if necessary