Bikeshare Hawaii Request for Proposals
Bikeshare Hawaii is seeking proposals from organizations wishing to help us deliver bikeshare services to the state of Hawaii. Download the full RFP here
Responses to Questions about Bikeshare Hawaii RFP
June 8, 2015
- In the appendix B, it is mentioned that the docking stations must comply with several acts and rules, including “other requirements from Bikeshare Hawaii”. Can you please give more details on the nature of those requirements? Do those requirements only apply to the positioning of the docking stations?
Currently, "other requirements from Bikeshare Hawaii, the municipality, institution, and/or private landowner in positioning status" have not arisen. The statement was meant to capture unexpected, site or deployment specific requirements that emerged. As no such requirements have emerged, respondents are not expected to respond to this statement.
- Are we to understand that the bidder should advise Bikeshare Hawaii on the optimal organization for Bikeshare Hawaii based on our experience, or does Bikeshare Hawaii wish to know what compatible structure the bidder intends to put in place to correspond to Bikeshare Hawaii's structure? If the latter, could you please provide details on your organizational structure.
Bikeshare Hawaii is a new organization with considerable flexibility to tailor its structure to a partnering organization. We currently operate within the following basic parameters
- -we are a 501(c)3 Non-profit, we report to a board of directors
- -we receive the support of an advisory group that includes members of government and local non-profit representatives
- -we expect to maintain a layer of executive management
- -we maintain relationships with the government agencies involved in Bikeshare, notably the City and County of Honolulu.
We are asking vendors to suggest their optimal approach to meeting our objectives and how we can structure our organization (within these organizational parameters) to best accommodate this approach.
- Would a new expansion municipality require another procurement or does Bikeshare Hawaii have statewide authority?
Bikeshare Hawaii is currently able to operate statewide. Our initial project—and the project for which we have requested proposals—addresses only urban Honolulu. If the initial project is successful, it is possible that the same vendor would be used for future projects and expansions. Such an expansion, however, is at this point speculative.
- Will all station site locations be pre-identified by Toole Design? It is noted that the EPA is funding a contract with Toole to “perform station siting analysis” but this could be clarified. Will the operator be provided site drawings to install or is this within the operator's scope to generate?
Toole Design will be identifying station locations for the entire network and will be providing site drawings for a subset of those stations 20-50. We expect some locations to change as community, municipal, and operational issues are raised.
Bikeshare Hawaii is exploring how the remainder of the station site drawings will be completed. This can be (but is not necessarily) within the bidding vendor's scope to generate. If a vendor wishes to include this work in their proposal, they should present it as an optional scope of work. We will evaluate solutions for completing site drawings taking cost, flexibility, and integration with selected vendor proposal.
- What is the process if the operator disagrees with stations sited by Toole Design Group or if stations sited results in increased operating cost and reduced revenues due to a lack of density?
Toole Design will be identifying station locations for the entire network. We expect some locations to change as community, municipal, and operational issues are raised. While our desire is to minimize cost by using the sites suggested by Toole design, we are open to adjusting the site plan if justified by the selected vendor's approach.
- Given that Bikeshare Honolulu is not a government agency, will these be subject to Freedom of Information Act requests? If yes, will the vendor have the opportunity to redact items like hardware/software roadmaps.
FOIA applies to federal agencies, so as a non governmental agency, Bikeshare Hawaii is not subject to FOIA requests or the State of Hawaii's UIPA disclosure requests.
In the event that either of these disclosure requirements were to apply, the vendor would have an opportunity to redact items under a FOIA exemption that protects trade secrets and commercial and financial information that are privileged or confidential.
June 4, 2015
- In the Call Center Specifications section, is it a requirement that it be a local call center and are you open to explore other options keeping in mind their desired launch date is Q1 16?
Bikeshare Hawaii strongly prefers a local call center for a number of reasons including: familiarity with locations and local culture, unique place names, and a desire to provide impeccable phone based customer service. We are open to exploring options that utilize off-shore call centers for off-hours or overflow service.
- Are we to understand that cities and universities, and different service regions could make payments differently and could have distinct fare structures? If so please specify parameters.
Bikeshare Hawaii would like to offer a simple and consistent fare structure for all users. We are open to other possibilities but our preference is for something that can be universally applied and easily understood.
- Do you wish to have lit Map frames at all locations? If not, what is the ratio of light map frames to non-lit map frames?
We believe that ambient lighting at stations is important for safety and usability. With that in mind, we are open to any configuration of lit and unlit maps.
What is the desired ratio of locations for kiosk-based locations to kiosk-less locations?
In Appendix B: Docking Station Specifications, Bikeshare Hawaii requests that docks can be deployed without kiosks. This is not possible for most smart-dock systems, could this specification be made optional or is this a requirement?
This specification is optional. We do not have a desired ratio at this time, and are open to recommendations and rationale from the bidding organizations.
- There are a number of requirements listed under ‘Evaluation Category Description?’ Are these specific prompts for the vendor to respond to e.g “Equipment feature roadmap (2 years)? Or are they simply guidelines?
These are specific prompts. We are requesting that proposals address these prompts or provide a brief explanation for why they are not applicable.
June 3, 2015
Does the RFP response deadline of June 19th to submit proposals apply to both the 6 paper copied and PDF electronic file?
The RFP gives two different times for the due date (5:00PM & 8:00PM). Which one is correct?
Submittal of proposals has conflicting requests. Responses are due by June 19th at 5:00 pm Hawaii Standard Time via email, but 6 hard copies are requested. The chart on p.14 notes an 8 PM HST deadline which also conflicts. Can the hard copies come after June 19th? Are those to be mailed to the address noted?
The RFP deadline is June 19th at 8 PM Hawaii time. This deadline includes a PDF electronic file. The paper copies (6) must be postmarked by June 6/22.
- Will a bidder be disqualified if only the PDF electronic file is submitted before the RFP response deadline of June 19th?
No, the PDF electronic file must be submitted no later than 8 pm Hawaii time on June 19th. (6) Paper copies must be postmarked by the following Monday 6/22 (but must be identical to the PDF).
- The RFP gives two different dates for the announcement of the finalists (July 1st & June 26th). Which one is correct?
- In the scope of services section, under 3. Business Planning, it says “respondents should propose a sustainable business model for Phase one – with no outside funding”. In this context, what does no outside funding mean?
In this context "No outside funding" refers to additional grant and foundation funding or public funds. Operations should be supported through system assets such as farebox, and unsold sponsorship opportunities.
- In the Submission of Proposal section, proposers must submit 6 copies and 1 electronic copy. Does this require physical submission by a representative of the bidder or can we send via post or simply by email?
The PDF electronic file should be emailed no later than 8 pm Hawaii time on June 19th. The (6) paper copies do not require submission by a representative, mail post is fine. But must be must be postmarked by the following Monday 6/22 (and must be identical to the PDF).
- Bikeshare Hawaii notes that they can either administer an operations contract or operate the system itself with training. Is there an indicated preference for Bikeshare Hawaii?
No, Bikeshare Hawaii is investigating all options, and is looking forward to any recommendations on the best way to sustain and grow the operation.
- Has funding been secured for the 1,600 bike network?
Partial funding has been secured. Fund development is currently underway for the majority of capital costs.
- Is it clear if secured funding is from federal (FHWA or FHA) sources? Does the funding enforce Buy America Compliance?
None of the capital funds currently raised by Bikeshare Hawaii originate from federal sources or are subject to Buy America compliance. However, it is a possibility that this phase or future ones will come from federal sources that carry these restrictions.
Does Bikeshare Hawaii plan to own the equipment? Is Bikeshare Hawaii open to models where the operator owns the equipment or there is shared ownership?
If the operator fundraises to purchase the equipment, would Bikeshare Hawaii allow the operator to own the equipment?
Bikeshare Hawaii is open to all proposals, including models where the operator owns the equipment or there is shared ownership.
- Are there expansion areas identified? Would these be on separate islands?
Expansion areas that have been considered are summarized in the RFP document. These include areas adjacent to the current proposed area and areas not physically connected to the current proposed area. Bikeshare Hawaii intends to be a state-wide organization, so there is the potential for the program to expand to other islands. Proposals should reflect future expansions across the state, but expansions do not have to be based on the same model that would work in Honolulu itself. Areas with a high potential for expansions include: Kailua, North Shore, Kailua-Kona, Lahaina, Hilo.
We aim to be the primary provider of municipal bikeshare services for the state of Hawaii and coordinate all operations and decision-making. We would like to host the primary administrative and operations center in Honolulu. Some manner of in-house or outsourced field operations may be utilized for communities where distance and geographic separation (i.e. ocean) will bring about increased costs and challenges.
- Does this procurement only apply to Honolulu or does it apply to other Hawaiian municipalities?
The equipment and system this RFP is procuring currently applies only to Honolulu. However, Bikeshare Hawaii is a state-wide organization, committed to creating an integrated bikesharing experience across all of Hawaii. Therefore a key part of our decision is to partner with an organization for a long term, state-wide solution that would create a consistent bikesharing experience across the State. We believe that a single vendor that shares these goals is the best way to achieve this vision, however we are not limited to only that arrangement.
- Which fare technology provider will develop the ‘planned DTS unified fare media’? Is it Cubic? Or another provider? More specifications would be helpful in order to assess the potential for interoperability.
The City and County of Honolulu, together with the Honolulu Authority for Rapid Transit (HART) are preparing an RFP in order to procure an integrated fare system. HART plans to have a vendor selected by the end of the year. This system will include APIs for sales devices and customer accounts, which HART will be able to share with the bikeshare vendor hopefully in late 2016. The interoperability information on the card type shared earlier this year is the only additional information that can be provided at this time, as the vendor and full design are not known.
- Does Bikeshare Hawaii have an agreement in place with the City of Honolulu granting access to the Right of Way?
Bikeshare station placement guidelines are being reviewed and finalized that will include on-street and off-street options. Bicycles are allowed to be operated on all City streets unless otherwise signed.