UNIVERSITY OF CENTRAL ARKANSAS PURCHASING OFFICE 2125 COLLEGE AVENUE Suite 2 CONWAY, AR 72034 REQUEST FOR PROPOSALS For BIKE SHARE PROGRAM RFP No.: UCA-18-063 Release Date: December 8, 2017 Submittal Deadline: December 15, 2017 2
INTRODUCTION The goal of this RFP is to solicit proposals from qualified bike share firms for a turn-key, public bicycle sharing program to be operated within the University of Central Arkansas campus and the City of Conway Arkansas. The City of Conway currently has a bike share program with Zagster. The current locations are, 1500-1516 Robins Street, Tucker Creek Trail, 801-899 Front Street, 900-980 W. Oak Street and 2413 Tyler Street. It is the preference of the University that the bike share program be compatible with the City of Conway bike share program. See attachments for potential UCA Bike Share locations. BACKGROUND University of Central Arkansas History The University of Central Arkansas was established as Arkansas State Normal School by the General Assembly of Arkansas in 1907, with statewide responsibility for preparing citizens to teach Arkansas children. Summer sessions were started in 1910. The name of the institution was changed to Arkansas State Teachers College in 1925. By legislative enactment, the Board of Trustees was given authority to grant appropriate degrees. In January 1967, the name of the institution was again changed by the State legislature to the State College of Arkansas, expanding its statewide role to a multipurpose institution. On January 21, 1975, the governor of Arkansas signed a bill granting university status to the institution and naming it the University of Central Arkansas. Currently, the university has 11,350 students and 732 faculty members located in Conway, Arkansas, a community of 58,000 people 30 miles north of Little Rock, Arkansas. The Provost serves as the chief academic of officer of the institution and is responsible for instructional programs, academic personnel, and academic policy. University entities reporting to the provost include six academic colleges (College of Business, College of Education, College of Fine Arts and Communication, College of Health and Behavioral Sciences, College of Liberal Arts, College of Natural Sciences and Mathematics), the Honors College, Division of Undergraduate Studies, the Graduate School, Information Technology, Sponsored Programs, the Registrar and Torreyson Library. Location and Facilities The University is located in the City of Conway, Faulkner County, Arkansas, which is approximately 30 miles north of Little Rock, 130 miles east of Fort Smith, and 157 miles west of Memphis, Tennessee. The University s campus consists of 121 buildings including houses, apartments, residence halls, educational buildings and other main campus buildings with a total of 3,020,628 gross square feet which, together with contents, have a cost of approximately $717 million with an insured value of $712 million. The University is located on approximately 350 acres in the southwest portion of Conway. The following table reflects the population of the City of Conway and Faulkner County for the years indicated: 3
Year Conway Faulkner County 1950 8,610 25,289 1960 9,791 24,303 1970 15,510 31,478 1980 20,375 46,192 1990 26,481 60,006 2000 43,167 86,014 2006 52,262 94,000 2010 58,908 113,237 Board of Trustees The University is governed by the Board of Trustees composed of seven members. Each member is appointed by the Governor of Arkansas for a seven-year term. Terms of office are staggered, with one member completing a term each year. Employees As of October 24, 2014, the University employed approximately 1,927 employees, including both full and part-time employees. The number of employees by area of service is as follows: Area of Service Number of Employees Faculty and Professional Staff 782 Non-Professional Faculty and Clerical 227 Administration 87 Skilled and Unskilled Maintenance/Technical 321 Part-Time 137 Part-Time Faculty 127 Graduate Assistants 246 Total 1,927 4
Quick Facts Name: University of Central Arkansas President: Dr. Houston Davis Founded: 1907 Location: Conway, AR, 30 miles north of Little Rock with a population of over 58,000 Previous Names: Arkansas State Normal School (1907 to 1924) / Arkansas State Teachers College (1925 to 1966) / State College of Arkansas (1967 to 1975) / University of Central Arkansas (1975 to present) School Colors: Purple & Gray Mascot: Bear Campus: 356 total campus acreage / 124 campus buildings and facilities / 3,242,632 building square feet maintained 2016 Enrollment: 11,487 (Arkansas 9,807 / Out of State 1,050 / International 630) Student to Faculty Ratio: 17 to 1 Academic Programs: Total certificates and degrees offered 152 (2 Certificate of Proficiency, 2 Technical Certificates, 3 Associate s Degrees, 84 Undergraduate, 10 Graduate Certificate, 32 Master s Degrees, 11 Post-Master s Certificates, 1 Specialist Program, and 7 Doctoral) Degrees Awarded: 2,228 (2015-2016) Average ACT score for incoming freshman (Fall 2015): 24 (Arkansas Average: 20.4) Tuition & Fees per Semester (Academic Year 2015-2016: Undergraduate (in-state/15 hours) $3,940.40 (out of state $6,903.215). Graduate (in-state/9 hours) $2,821.65 (out of state $5,009.01). Athletics: Division 1, Southland conference with 8 men s sports and 9 women s sports Further information about the university can be found at www.uca.edu or https://uca.edu/ir/ 5
The University is interested in a bike share program that would allow students, faculty, staff and visitors the opportunity to use bike share for transportation and recreation options. The University would like to integrate with the City of Conway s current bike share program. SCOPE OF SERVICES The University is seeking several key components in a bike share program, including: a. Self-sufficient a program that requires zero to minimal management by staff, and is a balanced system with zero bicycle redistribution by staff needed b. Convenient there should be enough bike share stations and/or bikes to give commuters options for convenient transportation using the bike share program. c. Comfort commuter style bicycles with specially designed parts and sizes that discourage theft while providing storage. d. Availability of data/technology GPS tracking with available data to determine where bikes are going, frequency of use; a wireless tracking system that locates where a bicycle is picked up and returned and identifies the user; real-time monitoring of station occupancy rates through wireless communications; real-time user information through various platforms including the web, mobile phones and/or on-site terminals; the ability to provide and use data to determine how and where the system should expand e. Capability for regional interoperability the bike share program should have opportunity for efficient expansion throughout the City of Conway f. Security a fully automated locking system that allows users to check bicycles easily in or out of bike share stations g. User affordability flexible pricing structures and options h. Contract affordability 6
1. Start-up costs minimal to no start-up cost to the University to maximize the number of bicycles purchased and the number of stations installed 2. Maintenance costs minimal to no maintenance costs i. Sponsorship/Partnership opportunities opportunities to fund additional components of the bike share program and assistance options for securing those funds RFP RESPONSE TIMELINE The RFP process shall adhere to the following schedule: RFP Process Date Time Advertise RFP 12/08/17 RFP Due Date 12/15/17 2:00 P.M. Note: All times shown as Central Standard Time (CST). PRE-PROPOSAL QUESTIONS Questions concerning the specifications in this Request for Proposals (RFP) should be directed to the Project Manager. Questions will be received until Tuesday, December 12, 2017 at 3:00 pm. Director of Purchasing Cassandra McCuien-Smith Email: cmccuien@uca.edu Phone: 501-450-3173 PROPOSAL SUBMITTAL REQUIREMENTS Proposals must follow the format as defined in the section marked Proposal Format. Respondents must submit one (1) signed original and one (1) electronic version of the Bike Share Program proposal. The electronic version of the proposal must be submitted as a viewable and printable Adobe Portable Document File (PDF) on a Compact Disc (CD-ROM) disc or USB drive. Proposals must be enclosed in a sealed envelope or package and clearly marked: Bike Share Program. Both hard copy and electronic version must be received by the University on or before 2:00 PM, Friday, December 15, 2017. Deliver proposals to the following mailing / physical address: University of Central Arkansas Attention: Cassandra McCuien-Smith, Director of Purchasing 2125 College Avenue, Suite 2 Conway, AR 72034 7
Proposals received after the RFP Due deadline above will not be considered and will be returned unopened to the return address on the submission envelope. The outside of the submittal package and the CD-ROM/USB must be clearly marked. The University reserves the right to reject any or all proposals for any reason and to waive any informality it deems in its best interest. Any requirements in the RFP that cannot be met must be indicated in the proposal. Firms must respond to the entire Request for Proposals. For all proposals, the firm will absorb the cost for preparing the proposal and presentation/demonstration. PROPOSAL FORMAT Responses must follow the format outlined herein. The University may reject as non-responsive, at its sole discretion, any proposal or any part thereof that is incomplete, inadequate in its response, or departs in any substantive way from the required format. Proposal responses shall be organized in the following manner. Sections should be tabbed to identify the location of the required information. A. Cover Letter/Letter of Intent B. Executive Summary C. Project Understanding and Approach D. Team Organization, Experience and Certifications/Qualifications E. Contractors and/or Subcontractors F. References G. Cost Proposal H. Additional Requirements A. Cover Letter/Letter of Intent The cover letter must contain the following: Identification of organization, including name, address and telephone number. Name, title, address, and telephone number of contact person during period of proposal evaluation. A statement to the effect that the proposal shall remain valid for a period of not less than 90 calendar days from the date of submittal. Signature of a person authorized to bind the Firm to the terms of the proposal. 8
B. Executive Summary In a brief narrative, describe the overall approach and plans to meet the requirements of the RFP. The intent of this narrative is to convey to the University that the Respondent understands the nature of the work and the level of effort necessary to successfully provide the defined services. Include a brief history of the vendor firm, qualifications, and experience in delivering a program of this nature. Illustrate your experience in other municipalities, counties and/or universities and experience with securing partnerships and sponsorships. Proposals should be thorough and detailed so that University staff may properly evaluate your capabilities to provide the required services. We would like to see a full description of the benefits of implementing a program and a clear description of how the program will work. C. Project Approach and Schedule This section shall include, in narrative, outline, and/or graph form the Respondent's approach to accomplishing the tasks outlined in the Scope of Services section of this RFP. Include a detailed description of each task and deliverable and schedule/timeline for accomplishing each task. D. Team Organization, Experience and Certifications/Qualifications The information requested in this section should describe the qualifications/credentials of the firm. Provide a list of key personnel who will be involved with the operations and management of the account. E. Subcontractor Qualifications If the Respondent plans on using contractors and/or subcontractors as part of its implementation plan, then provide the company profile, name, address, telephone number and email address for all contractors and/or subcontractors providing support. Define the responsibilities and give a description of services to be provided by contractors and/or subcontractors. Describe the Firm s business and reporting relationship with any contractors and/or subcontractors. Include references and resumes for all third party contractors and/or subcontractors in the proposal. The Contractor shall insure that minority business enterprises have the maximum opportunity to compete for and perform portions of the work included in this contract and shall not discriminate on the basis of race, color, national origin or sex. The University has the right to accept or reject any changes made to the proposed project team members, including the use of contractors and/or subcontractors. 9
F. References Provide three (3) university, city, or county references with whom you have partnered with within the last five (5) years to provide a bike share service. If including city references, it is encouraged that these references be programs that have expanded to the surrounding communities and universities. Any reference from the submitted list may be randomly selected and contacted as part of the Respondent s evaluation process. Each reference listed should include the following information: Dates of Service Name of Organization and Contact Title of Contact Address Telephone Number and email G. Cost Proposal Provide a full description of all charges, fees, and costs that will be incurred in the start-up costs, software, hardware, technical and maintenance costs, etc. Include an annual cost estimate for the program and maintenance costs. Bikes must be locked to bike rack or any legal public bike parking space in addition to itself when user ends all rides. My provide branding for the University on three (3) sides of bike basket and station signage. Also include proposed fee structure options and projected revenues of those options. Present cost using the following options: Option 1: 2 year lease option, with the option to renew in one or two year increments, but not to exceed a total of seven years (equipment will not be owned by the university) Option 2: Purchase option (equipment will be owned by the university) NOTE: 1. Must list the total yearly cost, which must include all hardware (bicycles and bicycle racks), software (app), operations, insurance, and rider support for a 2 year program (Option 1) 2. The University of Central Arkansas will not be obligated to pay any cost not identified in your cost proposal. 3. Any cost not identified by the bidder but subsequently incurred in order to achieve successful operation of the equipment will be borne by the bidder. 4. All cost will be subject to negotiations. H. Additional Requirements Provide a full description and specification list of the bicycles and related equipment proposed for this service. Also, provide a full description of the technology and software that a user will need to 10
access the bike. Additionally, please specify your insurance/liability policy and how riders would be protected. RIGHTS TO SUBMITTED MATERIAL All proposals, responses, inquiries, or correspondence relating to or in reference to this RFP, and all reports, charts, and other documentation submitted by Respondents (other than materials submitted as and qualifying as trade secrets under Arkansas Law) shall become the property of the University when received and the entire proposal shall be subject to the public records laws of the State of Arkansas except where a proper trade secrets exception has been made by the Respondent in accordance with the procedures allowed by Arkansas State Law and marked in bold Confidential. The University reserves the right to retain all proposals submitted and to use any ideas in a proposal regardless of whether that proposal is selected. Submission of a proposal indicates acceptance by the Respondent of the conditions contained in this Request for Proposal. 11
EVALUATION CRITERIA This is not a bid. There will not be a public bid opening. Proposals will be evaluated based on, but not necessarily limited to, the following criteria: Criteria Quality of products/services offered and suitability for the intended purposes Qualifications and experiences of Offeror in providing the goods/services Specific plans or methodology to be used to provide the services Ability to deliver a cost effective and financially responsible program and/or experience in securing sponsorships in past programs Compatibility with existing bike share program in the City of Conway, Arkansas Weights 10% 10% 20% 30% 30% FINAL SELECTION A team, comprised of University staff will be responsible for the proposal evaluations. This team, in accordance with the criteria listed above, will evaluate all proposals received as specified. The team members, in applying the major criteria to the proposals, may consider additional sub-criteria beyond those listed, as may come to light through the review of the various proposals. Firms will be objectively evaluated based on their responses to the project scope outlined in the RFP. The written proposal should clearly demonstrate how the firm could best satisfy the requirements of the University. During the evaluation period, the University reserves the right to interview the top selected firm or all the responding firms. The successful firm will be selected based on the quality, quantity and best value of services provided, meets the University s requirements in providing this service, and is in the University s best overall interest. The University maintains the sole and exclusive right to evaluate the merits of the proposals received. Proposed costs quoted must be held firm for 90 days after the RFP is due. The University reserves the right to re-advertise and reject any or all proposals which are deemed to be non-responsive, late in submission, or unsatisfactory. The University shall have no obligation to award a contract for services as a result of this RFP. 12
13 PROPOSAL CERTIFICATION Bike Share Program Respondents Signature: Date: By Signing above I Certify that I have carefully read and fully understand the information contained in this RFP; and that I have the capability to successfully undertake and complete the responsibilities and obligations of the Proposal being submitted and have the authority to sign Proposal on behalf of my organization. It is the Respondent s responsibility to assure that all addenda have been reviewed prior to proposal submission. BY (Printed): TITLE: COMPANY: _ ADDRESS: TELEPHONE: EMAIL: FEDERAL ID NUMBER:
14 Potential Bike Share Locations (see attached map) 1 (Student Center Front) 2 (Donaghey Hall) 3 (Bear Village Apartments) 4 (Hughes/New Hall) 5 (Conway Corp Center for Science)
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