Bike Share Vendor Reference Interview Questions
RFP
Who did you send RFP to? Started with an RFI- Request for Information in Summer of 2009.
Advertised on our Purchasing website which also sends out to registered vendors, additionally I emailed
it to following:
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3.
4.
5.
6.
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11.
Clear Channel Adshel
Veoila TransportationBixi (Public Bike System Co.)
JCDecaux North America
Cemusa
B-Cycle
Nextbike
Velib
Bicing (Spain)
CityRyde
Metrobike
Got responses with information from five vendors:
1.
2.
3.
4.
5.
6.
Mobility Management (local),
DHW, Inc. (Local)
Schweers Technologies (NJ) -SAMBA,
ALTA Planning & Design (NC),
Secure Storage Technologies LLC (SST)- Reno NV, and
Veloway, Inc. (MA).
Developed RLI- Request for Letters of Interest and advertised the 1st time in December 1, 2009 with
responses due by 12/29/2009. Who responded?
Got 3 responses,
1. Alta Bike Share in association with:Bixi, Clear Light Communication & Bicycle Evolution;
2. B- Cycle, LLC (WI) joint venture between Trek Bicycle Corporation, Humana Healthcare, and
Crispin Porter + Bogusky; and
3. Gravity Cycles/SAMBA –partners with CityRyde & Schweers.
Due to use of State Grant Funds of $311,000 and local County Business Enterprise (CBE) ordinance
related to local business goals being left out of proposal- had to reject all responses and take RLI back to
our Board for new RLI including 10% CBE goal, advertised in February 24, 2010 with due date of
3/24/2010. Same responders.
What was your proposal review process like? (Who was involved? How long was the proposal open?)
As project manager, I developed a matrix for review for the Selection Committee which included
reviewing their proposals based on the RLI -appointed by our 9 member Board of County Commissioners
and included
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7.
Commissioner Kristin D. Jacobs
Commissioner Albert C. Jones
Commissioner Lois Wexler
Director, Transportation Department (Chair)
Director, Metropolitan Planning Organization
Assistant Director, Parks and Recreation Division
Plus, administrative support staff from the offices of the County Attorney, County Auditor,
Economic and Small Business Development, Risk Management Division, Purchasing Division and
the Transit Division.
What aspects of your RFP you are really glad you included?
Objectives that included the following:
1. Launch a successful bike sharing pilot program in mid-2010 that is financially sound, can
be easily expanded, and is capable of meeting negotiated performance standards
2. Reduce dependency on automobiles, fossil fuels, and foreign oil, reduce vehicle and
greenhouse gas emissions, and reduce traffic congestion.
3. Connectivity: Enhance and promote use of the County’s existing public transit system by
providing bicycle connections for the first or last leg of a person’s trip (i.e. from residence to a
bus stop or train station and/or from a bus stop or train station to work or shopping.)
4. Ensure that the service is capable of operating independently.
5. Ensure that any bike share programs implemented within Broward County are integrated
into one system and have economies of scale.
What should you have asked as part of the RFP that you failed to include?
None that I can think of yet, but time may tell.
PROGRAM MANAGEMENT
During the entire process (RFP through installation), what were your biggest obstacles? What was most
unexpected?
1. Contract Negotiations- nothing had ever been done like this. Although we wanted Countywide
program, that involved getting Cities to buy in. Had held various meetings with various City
planning staff to get their input and advice prior, and even asked for one contact with the city to
expedite. That took time.
2. Permitting- different cities, different rules, self-sustaining model based on advertising- cities had
various sign ordinances, some codes had to be revised. Also, ideal spots for locations would be
a parking spot, however, that viewed by cities as lost revenue.
3. Political support Had to get political support from the top as unfortunately too many individuals
in City staff positions that didn’t think out of the box. New program, never seen before
4.
5.
6.
7.
Use of City property or Right-of-Way for stations
Revocable license agreement required
Zoning Codes & Sign Ordinances
Permits & Fees various departments
a. Building
b. Construction
c. Right-of-way
d. Electrical – even though predominately solar
How much time do you spend managing the bike share contract?
Depending on the phase of the project anywhere from 1 to 20 hours per week.
How many FTEs are involved in program management? None- just me at County. B-Cycle has 3 local
employees for maintaining system & local customer service line.
Who is liable for bike share in your city? Did the operator assume liability/risk? Have you had any claims
against the City, if so how much?
B-Cycle required to carry Insurance and hold County harmless. No claims to date
Who gets the usage/membership fees in your city?
B-Cycle keeps fees to grow and maintain system. Had revenue share in the RFP, however, during
negotiations did not include as B-Cycle taking most of risk and responsible for all permits. Hindsight on
Countywide model good thing as each city would have wanted a cut- idea was actually to grow the
system. This self-sustaining model seems to work as day users (tourists) sustain system and offset
annual memberships. B-Cycle required to have a bond in case they collected membership fees and
program didn’t launch.
How much do you pay annually for bike share operations? What aspects of operations does your
city/organization take on to reduce these costs?
Nothing. B-Cycle responsible for all operations.
Who seeks and controls sponsorships for your system, the City or the Vendor? Is that approach working
for you or would you like to do that differently?
Vendor –easier. We don’t have the staff.
Who handles the marketing/promotions for bike share in your city?
Jointly done. Had required B-Cycle do it in the contract. We put out press releases, include in County
electronic newsletters, links on our webpages, etc. We will be donating ad space on our buses; however
vendor to pay for artwork & production/printing/installation costs. So far B-cycle has paid for all
brochures, etc. advertising in Travel Host magazine. Program also included in Greater Fort Lauderdale
Convention & Visitors Bureau marketing promotions for tourists as win/win program.
VENDOR
Are you happy with your selected vendor/operator?
YES – B-cycle has a great product, system is predominately solar. In many instances stations can be
moved without too much hassle. Aesthetically pleasing design of stations- bikes are very easy to use.
How was the rollout of the initial system?
Went smoothly, we had a 3 city launch event on December 14th with mass bike rides in each city after
ribbon cutting.
Did the vendor deliver on-time? If there were any delays, who was responsible?
Initial launch deadline was six months from contract approval date of 10/26/10 which was very
aggressive 4/26/11. Permitting process was much worse than we’d ever dreamed with different cities
and zoning/code ordinances. B-Cycle had an escape clause if they could not get City permits. They
could have, but didn’t want to back out, we amended the agreement and launch date was extended 6
months to October 31, 2012, with option up to additional 6 months later if both parties agreed. B-Cycle
wanted to launch mid-November, politically, County selected the date of December 14, 2011.
What were the unexpected obstacles as part of the roll-out?
Permits and the need to revise sign code ordinances. The process was long with various committee
presentations and final City Commission approvals. Had assumed once City Commission approved
concept permitting would sail through – but bureaucratic process much more involved. Also various City
staff not understanding the concept, the easiest (lowest cost operation) way to make it work is use of
government property or right-of-way for initial stations.
What could the vendor do to improve? Have they been responsive to your requests?
Think they learned about use of local firms and maybe making sure they have specific deliverables in
their subcontracts. Bikes/SystemProduct is great, young dynamic team. Yes, they’ve been responsive.
LESSONS LEARNED
1. HAVE A DRAFT CONTRACT READY
2. Political support is key – need a high level champion to push it through with contacts. Started
with the top (political) to get it done & went back thru those channels when process wasn’t
moving.
3. Know permitting requirements.
4. Need a City champion in Planning/Zoning that understands not everything fits in existing rules &
to help move it thru.
5. Have a station siting plan ready- left it up to them, but in hindsight would have gone smoother,
quicker if we knew exactly where to put stations and had done plan on local side –but with
different cities it was hard.
6. Use of local vendor CBE requirement was very political as locals made promises to B-Cycle and
didn’t deliver. However, we never got into suggesting who they should use and think B-Cycle
learned a lot from that process.
7. Communication among various city departments as things change:
- Building
-Code/Zoning -Engineering Electrical -Landscape
-Parking
-City Attorney8. How many committees & meetings did cities need to get a seemingly simple project on the
ground?
-City Commission
- Planning & Zoning - Right-of-Way - Design
9. Continuous communication between County & Vendor – regular scheduled update meetings are
important to identify any issues that might impede progress of getting the program launched on
time.
CONTACT INFORMATION
Cindy Corbett-Elder – (954) 357-8451 office, (954) 254-1007 cell.