RFP Number 00002637.pdf

RFP #0002637 1 of 16 RFP Information Packet

RFP Number 00002637 Goods + Services October 17, 2025

Request for Proposals (RFP) for

Adaptive BIKETOWN Program

Project Information Packet Section 1: Opportunity Overview

Section 2: How Your Proposal Will Be Evaluated

Section 3: Scope of Work

Section 4: Exhibits

Section 5: Sample Contract

Section 6: RFP Terms and Conditions

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RFP at a Glance Proposals Due:

November 14, 2025 4:00 p.m. Pacific Time

Summary:

Contractor shall provide short term rental services of adaptive bicycles for the Adaptive

BIKETOWN

Program. The contractor will offer car-free riding options (including adaptive bicycles, tricycles, and potentially seated scooters) and support accessible recreation and transportation within Portland’s bikeshare system.

Optional Pre-Proposal Meeting:

October 28, 2024 1:00 PM

[Link to calendar invitation, registration form, or Teams meeting or location information]

Submit Your Proposal:

City of Portland Online Procurement Center:

https://procure.portlandoregon.gov/bso/

Refer to the Proposal Response Packet: Section 7: Submission Instructions for details.

Have Questions or Need Help? Single Point of Contact:

Send questions, requests for clarification, or requests for assistance by 7 calendar days before November 14, 2025 4:00 p.m. Pacific Time. Any questions received after may not be answered.

Only the Single Point of Contact can answer questions about this RFP.

Tristan Sakamoto Senior Procurement Specialist Procurement Services

(503) 823-8865 Tristan.Sakamoto@portlandoregon.gov https://procure.portlandoregon.gov/bso/ mailto:Tristan.Sakamoto@portlandoregon.gov

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Section 1: Opportunity Overview

1.1 Background

Portland Bureau of Transportation

Overview PBOT’s Adaptive BIKETOWN Program is a community partner in shaping a livable city. We plan, build, manage and maintain an effective and safe transportation system that provides people and businesses access and mobility. We keep Portland moving.

BIKETOWN Overview Adaptive BIKETOWN is an adaptive bikeshare program managed by the Portland Bureau of Transportation (PBOT) offering bike rentals tailored for people living with disabilities or who cannot ride a traditional two-wheeled bicycle. The program was previously operated by Kerr Bikes.

Adaptive BIKETOWN is a complementary, community enhancing arm of BIKETOWN, built to ensure that Portland’s bike-share network serves all residents not just those who can ride traditional bikes. Though it functions differently operationally, it aligns with the broader mission of sustainable, accessible, and innovative mobility for all. BIKETOWN is Portland, Oregon’s public bike-share system, operated by Lyft in partnership with the Portland Bureau of Transportation (PBOT) and Nike as the title sponsor. The Adaptive BIKETOWN program is currently funded entirely through the Portland Clean Energy Fund (PCEF).

Adaptive BIKETOWN Offerings:

1. FREE 1-hour rides on any of the Adaptive BIKETOWN bikes if you identify as someone living with a disability or if for any other reason you are not able to ride a traditional two-wheeled bicycle.

2. Over 30 different adaptive bikes in the fleet for riders to choose from and find one that is best fit to their needs.

3. Exceptional customer service for shop visitors, potential rental customers, and BIKETOWN for All riders.

4. Sign-up support for BIKETOWN For All riders living on low incomes. Users can sign up anytime during open hours with in-person support.

5. Walk-up and reservation available during Open Season (March 1-October 31) and reservation booking available during Off-season (November 1-April 30).

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6. Prime Location - Adaptive BIKETOWN operates out of the visible red barn, north of OMSI along the Eastbank Esplanade. There is a BIKETOWN bike-share station just outside of the Adaptive BIKETOWN facility, perfect for a group rides.

7. Adaptive BIKETOWN attends at least 5 events each year, including Sunday Parkways, to educate the community on the program and its offerings.

Following the BIKETOWN launch in 2016, PBOT received two requests for accessible accommodation within its BIKETOWN bike-share system. In response, PBOT interviewed Portlanders with disabilities, organizations serving people with disabilities, bike-share systems in other cities, and city staff about the formulation of an accessible bike-share pilot program.

Interviewees almost universally expressed a desire and/or need for a staffed service that could assist riders in transferring from their mobility devices to the adaptive bikes, as well as a safe storage site for mobility devices. Because of the safety concerns of riding in auto traffic, and a primary interest in exercise and recreation, people wanted to use adaptive bicycles to ride on trails or paths without motor vehicles. At this time, the intent is to focus on adaptive cycle rentals through existing bike rental businesses/organizations located on, or in close proximity to non-motorized trails.

Adaptive BIKETOWN aims to be a resource for the disability community by not only providing bike rentals, but by promoting resources and guidance for mobility and transportation options that help people live an independent life.

Needs Statement The goal of Adaptive BIKETOWN is to make Portland’s bike-share system sustainable and accessible to people with disabilities and others who are unable to ride traditional two-wheeled bikes.

Following the BIKETOWN launch in 2016, PBOT received two requests for accessible accommodation within its BIKETOWN bike-share system. In response, PBOT interviewed Portlanders with disabilities, organizations serving people with disabilities, bike-share systems in other cities, and city staff about the formulation of an accessible bike-share pilot program.

Interviewees almost universally expressed a desire and/or need for a staffed service that could assist riders in transferring from their mobility devices to the adaptive bikes, as well as a safe storage site for mobility devices. Because of the safety concerns of riding in auto traffic, and a primary interest in exercise and recreation, people wanted to use adaptive bicycles to ride on trails or paths without motor vehicles.

In order to address accommodation requests and expand its offerings to bike share, the City and PBOT has been offering a program to support accessibility to adaptive bikes.

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See Functional and Technical Requirements and the Scope of Work below or in [Attachment X] and [Attachment X] for a complete list of the City’s product specifications, technical and required services, and deliverables.

1.2 Outcome Goals

1. Provide adaptive BIKETOWN rentals in a central location, adjacent to a car-free path.

2. Achieve milestone goals in the Portland Clean Energy Fund Strategic Program 31:

a. Attend at least 5 outreach events per calendar year

b. Increase ridership to at least 600 rentals in the season by end of funding

i. Current ridership is between 400-500 rentals each season

3. Provide exceptional customer service to the public, potential rental customers, BIKETOWN for All riders, and community groups including assisting with BIKETOWN for All sign-ups in person. Exceptional customer service should include, not limited to, the following: timely responses (within 48 hours) to reservations and questions via phone/email, clear explanation of the adaptive bike fleet, details on safety, and route guidance.

4. Reach new organizations and groups within the disability community to inform and educate on the Adaptive BIKETOWN program

5. Promote resources and guidance for mobility and transportation options that help people live an independent life.

1.3 Contract Details

[Duration of the contract, number/term of renewal options, contract type expected information about your budget, any additional information about whether multiple awards will be made.]

1.4 Estimated RFP Timeline

The timeline below is an estimate for the RFP and Contracting process.

Event Date Pre-Proposal Meeting October 28, 2025 Deadline for RFP Questions November 7, 2025 Written proposals due at 4:00 p.m. (for Phase 1) November 14, 2025 Short list posted and Phase 2 instructions shared [if applicable] TBD Notice of Intent to Award Posted TBD

The City will adjust the schedule as necessary.

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1.5 Grant Funding

This program is entirely funded by PCEF; please be sure all applicable PCEF grant funding requirements are included in RFP and subsequent price agreement. See Exhibit A for all PCEF Reporting requirements.

1.6 Optional Pre-Proposal Meeting

This meeting is not mandatory. You can submit a proposal without attending this meeting.

The City of Portland will make reasonable accommodation for people with disabilities. Please notify the Official RFP Contact at least two (2) Business Days prior to the event, by the City’s TTY at 503-823-6868, or by the Oregon Relay Service at 1-800-735-2900.

1.7 Addenda

The City will share more information about this RFP if something is missing or unclear. The City will share this information as an addendum (or addenda, if more than one). The City will post addenda on the City’s Procurement Website BuySpeed.

Addenda issued seventy-two (72) hours or more before the due date are binding. The seventy-two (72) hour window excludes Saturdays, Sundays, and City-observed holidays.

You are responsible for complying with the addenda, even if you do not see it.

https://portlandoregongov.sharepoint.com/:b:/r/sites/GT-Transportation-BIKETOWNExpansion/Shared%20Documents/Adaptive%20BIKETOWN/Adaptive%202.0/RFP/PCEF%20Bureau%20Contract%20Funding%20Requirements%2002-14-25.pdf?csf=1&web=1&e=mcEkXP https://portlandoregongov.sharepoint.com/:b:/r/sites/GT-Transportation-BIKETOWNExpansion/Shared%20Documents/Adaptive%20BIKETOWN/Adaptive%202.0/RFP/PCEF%20Bureau%20Contract%20Funding%20Requirements%2002-14-25.pdf?csf=1&web=1&e=mcEkXP https://www.portland.gov/policies/human-resources-administrative-rules/leaves/hrar-602-holidays

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Section 2: How Your Proposal Will Be Evaluated

2.1 Proposal Review and Selection

Evaluation Overview The City will appoint an Evaluation Committee (Committee) to evaluate the proposals received.

To score proposals, the Committee will evaluate each proposal using the criteria below. The Committee may seek outside expertise. The Committee will require at least ten (10) Business Days to evaluate and score the proposals.

The City will decide how or when to proceed through the evaluation process. The City will also decide if additional clarifications are needed, when to begin or end negotiations, reasonable timelines, and whether to open negotiations with a lower scoring proposer.

The City can also decide to cancel the solicitation or reject all proposals.

Evaluation Process Each proposal is evaluated using these criteria:

Responsiveness, Responsibility, and Mandatory Criteria

The City will determine if you are a Responsible Proposer who has submitted a Responsive Proposal (ORS 279B.005).

Refer to Portland Public Contracting Rules for details.

[List any minimum requirements firms must meet to bid on the opportunity]

Evaluation Phase 1–Written Scoring

Proposals that meet the responsiveness, responsibility, and mandatory requirements will be evaluated in Evaluation Phase 1. The Committee will conduct a detailed review of the written proposals:

[The table below should be modified to match the Proposal Components in the Proposer Response Packet. It should be in the same order.]

Phase 1 Evaluation Criteria https://www.portland.gov/policies/public-contracting-rules

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Evaluation Criteria Percent of total points

Percent of points for sub-criteria

Response to City’s Functional and Technical Requirements 30 — Proposer Capabilities 20 — Project Team 10 — Project Approach 20 — References — Corporate Responsibility 20 —

Equal Employment Opportunity and Access in Subcontracting — 10

Equal Employment Opportunity and Community Involvement — 5

Sustainable Business Practices — 5 Total 100%

Short Listing

At the end of any evaluation phase, the Evaluation Committee may focus on only a limited number of proposals by developing a “short list” based on the scores. The number of proposals on the short list depends on the number of proposals the Committee believes have a reasonable chance of leading to a contract award. If you are eliminated from further consideration, you will be notified by a Notice of Shortlisting posted on the City’s Procurement Website.

Subsequent Evaluation Phases The City will proceed with subsequent evaluation phases as needed. These phases may include oral interviews, demonstrations, presentations, site visits, clarification of the proposals, or other activities.

If you are invited to participate in subsequent evaluation phases, the City will share additional information and instructions a reasonable amount of time before any further evaluation is held.

Evaluation Phase 2 –

[City of Portland Template: Use the following evaluation criteria if you don’t know what the evaluation criteria will be in advance. If you do know what the evaluation criteria will be, adjust the table below to include those criteria.]

The scoring of Phase 2 generally will be as follows. [Include the following if you don’t know what the evaluation criteria will be in advance:] Further detail on specific criteria, weighting, and point breakdown will be part of the information and instructions provided by the City at the end of Phase 1.

Phase 2 Evaluation Criteria

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Evaluation Criteria % Allocation

Content of Phase 2 Evaluation To be determined 100

Additional Optional Evaluation Phases and Methods

In addition to the evaluation phases above, the City can use other methods like best and final offers, serial negotiations, and competitive simultaneous negotiations.

Proposers eliminated at any stage of the evaluation process will be notified.

Total Overall Score

At the end of each evaluation phase, the points from that phase will be added to your cumulative score to determine your Total Overall Score. The proposer with the highest Total Overall Score may be identified as the finalist.

The selection of the finalist may also be based on negotiated costs and agreeing to the City’s terms and conditions within the City’s Sample Contract.

Negotiations will follow with the finalist. If successful, negotiations may result in a final award and Contract for the work. If the Contract with the finalist cannot be reached within a time that is reasonable to the City, the City may elevate the proposer with the next highest Total Overall Score to be the finalist.

2.2 Award Review and Protest

Review The City will post a Notice of Intent to Negotiate and Award on the City's Procurement Website.

The Notice will identify the proposer(s) to which the City intends to award a contract.

Following the Notice of Intent to Negotiate and Award, the public may view proposal documents, in accordance with the Oregon Public Records Act.

If you were not awarded the Contract, you can ask for clarification or debriefing, request time to review the selection procedures, or discuss the scoring methods used by the Evaluation Committee.

Protests Proposers can challenge the City’s decision to exclude the proposer from the next step in the evaluation process, and to award a contract. If you wish to protest your elimination, you must submit a protest within seven (7) Calendar Days of the City’s posting of the Notice of Short List or Notice of Intent to Award.

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Proposers can read Portland Public Contracting Rules regarding protest procedures, all of which may be found online: https://www.portland.gov/policies/public-contracting-rules.

Proposers may also learn more about protests by reviewing ORS 279B.405 and ORS 279B.410.

Protesters may not use judicial appeal rights unless all protest and appeal rights are exhausted.

https://www.portland.gov/policies/public-contracting-rules

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Section 3: Scope of Work Contractor shall provide short term rental services of adaptive bicycles for the Adaptive BIKETOWN program (the “Program”). In addition, the Contractor shall be responsible for the following:

1. Provide adaptive bicycles to public.

2. Own and operate the adaptive bicycles used for the Program.

3. Provide and maintain in good repair the adaptive bicycles utilized by the public.

4. Provide storage for user’s mobility device (e.g. wheelchairs) and service animals.

5. Assist user with outstanding customer service with bicycle fitting and ensure safety for user during bicycle transfers with caregiver support.

6. Assist in promotion of the Program, at a minimum this will include providing flyers and program information at the Adaptive BIKETOWN location(s) and distributing flyers as part of the packages that Contractor provides to partner organizations.

7. Contractor can also solicit sponsorships for ride costs and/or transportation.

8. Maintain branding standards with City Sponsor and broader BIKETOWN program.

9. Support the Safe Routes to School program with Adaptive bicycle rentals, especially those outside of the Portland Public School district, i.e. Parkrose, free of charge for rentals.

10. Require Contractor employees to attend the following training:

a. All staff that will be interfacing with the public and assisting with renting the adaptive bikes will be trained on use of the bikes, how to help fit people with bikes, and maintenance of the bikes; as well as how to inform the user on bicycle operations and safety procedures.

b. All staff that will be interfacing with the public will receive training in culturally sensitive communication with various customers, especially those historically underrepresented, including people with disabilities.

11. Answer general questions about the larger BIKETOWN bikeshare program and serve as in-person support for BIKETOWN for All Sign Ups.

12. Provide quarterly reports to the City – on total unique customers, total bikes rented, amount collected in rental fees, number of subsidized rides, and other anecdotal information provided by users. Contractor shall provide the reports by the 15th day after the end of the previous quarter.

13. Develop, update and maintain main Adaptive BIKETOWN Program and reservation website, including, but not limited to current rental hours, promotions, and upcoming events.

14. Collect and retain all rental revenues.

15. Participate and coordinate the logistics of transporting equipment, set-up and take-down at a minimum the five (5) events each season and up to two additional events to be determined at the beginning of each season.

a. This may include pursuing van donation for the program, purchase or rental of a van to transport bicycles.

16. Participate in offering one hour free of rentals to eligible riders.*

17. Attend weekly or bi-weekly coordination meeting with City staff during the season, and monthly or on an as needed basis during the off-season.

18. Engage in working group and outreach with disability communities and City staff.

19. Develop and implement an emergency services plan for riders who use Adaptive BIKETOWN bikes.

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*For the purposes of this RFP a “disabled person, or person with a disability” means someone who is living with a disability or is unable to ride a traditional BIKETOWN bike.

Technical Requirements:

The awarded Contractor will receive a donation of 30+ adaptive bicycles.

Contractor and the City shall mutually agree upon suppliers and adaptive bike types to add to the capital equipment for the system.

Contractor currently maintains a minimum operable fleet of 20 adaptive bicycles. Contractor will maintain a program fleet of at least 20 bikes that, at a minimum, includes the following:

Handcycles – 3

Tricycles – 3

Tandems – 2

Electric Assist – 2

Additional program bikes should be added yearly, or to replace existing program bikes. The types of these additional program bikes will be agreed upon by the City and Contractor

The Contractor will also be responsible for a storage Facility to house all bicycles within the fleet (approx.

30 total as of 2025) including security, Hazardous E-Bike Battery Compliance, insurance, and adequate staffing.

Delivery or Performance Schedule:

March 1st through September 30th Monday – Tuesday: On call 11am to 5pm Wednesday – Sunday: 11am to 5pm

October 1st through 31st Monday – Thursday: On call 11am to 5pm Friday – Sunday: 11am to 5pm

November 1st through February 28th Saturday – Sunday: On call 11am to 5pm

Weekly and monthly virtual or in-person check-in meetings with help track program progress, outreach coordination, and contractor needs/support. Set-up and start of contract will require more hours of support – admin, etc.

Quarterly check-in on ridership/rental data.

Mid-Year check-in with sponsors/funders, operator and PBOT BIKETOWN team.

Virtual or in-person check-in meetings with the BIKETOWN team as needed, at least one time a month during open season (March 1-October 31) and at least one time during the off-season (November 1-April 30).

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Quarterly reporting on ridership/rentals, BIKETOWN for All sign-ups, bike-type usage.

Proposer Capabilities

1. Proposer Adaptive Bicycle Experience

1.1. Proposer has at least (3) three years of experience operating, maintaining, and servicing adaptive bicycles.

1.2. Proposer has no history of major performance problems as reported in their proposal, and all references report excellent quality work.

2. Customer Service Experience

2.1. Proposer has at least three years of experience providing excellent customer service.

3. Location

3.1. Proposal includes operating by continuing lease with OMSI using current space

3.2. Or;

3.2.1. Near a multi-use bikeway

3.2.2. Centrally accessed, adjacent to car-free streets/paths

4. Storage

4.1. Proposal includes storage of Adaptive Bicycles, tools, accessories appropriate for

Adaptive Bicycles

Project Team

1. Staff skills

1.1. Trainings and contract requirements around working with use of the bikes, how to help fit people with bikes, and maintenance of the bikes; in culturally sensitive communication with various customers, especially those historically underrepresented, including people with disabilities.

Project Approach Clear description of how the proposer will meet the program’s desired goals to serve the public.

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Section 4: Exhibits Exhibit 1: PCEF Reporting Requirements

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Section 5: Sample Contract Attachment 2

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Section 6: RFP Terms and Conditions https://www.portland.gov/business-opportunities/documents/terms-and-conditions-rfp-sample-v1/download https://www.portland.gov/business-opportunities/documents/terms-and-conditions-rfp-sample-v1/download https://www.portland.gov/business-opportunities/documents/terms-and-conditions-rfp-sample-v1/download