ࡱ> orlmn{ ;bjbjzz N 00000$TTTPpTd< T!(|!|!|!"`#d#4$F~E0#""##00|!|!4<*%*%*%#R0|!0|!*%#*%*% כT |!`p<J$j+bm(<d~v$vv nv0y##*%#####*%###d####v######### :  UNIVERSITY OF OREGON The State Board of Higher Education acting by and through the UNIVERSITY OF OREGON (University) REQUEST FOR PROPOSAL (RFP) Bike Share System For University of Oregon Eugene Campus RFP No.425000-0001-RFP Proposals Due Not Later Than: May 7, 2013 at Issuing Office. Postmarks will not be considered. Issuing Office: Purchasing and Contracting Services 720 E. 13th Ave., Suite 302 Eugene, OR 97401 submit1@uoregon.edu Section I General Information Purpose: University is soliciting proposals from qualified proposers (Proposer(s)) for the acquisition and maintenance of a third generation or information technology (IT) based bike share system designed for the University of Oregon campus (System). The ideal System would incorporate information technology with a fleet of shared bicycles that may be rented from one bike share station and returned to another in a network of bike share stations, providing a transportation option for Universitys students, faculty, staff and visitors. Pursuant to this RFP, University plans to purchase the equipment including bikes and stations/kiosks, and related hardware, software and services to launch a station-based bike share system. As part of this RFP, University also seeks proposals for the vendor to provide University with System maintenance and technical support for the software to be licensed and customer service support for three years after installation. University will support the System as follows: coordination of System installation, launch, marketing and operations; performing day-to-day maintenance of the bicycles and System rebalancing; and System expansion. Objectives The UO Bike Program at the University has been connecting students with bicycles since 2008. The UO Bike Programs mission is to increase access to affordable, reliable, and sustainable transportation. Through the integration of long-term bicycle loans, education, and recreation, the UO Bike Program enhances the physical and cultural development of students. As a resource for active transportation, the UO Bike Program minimizes the carbon emissions footprint of the University and the greater Eugene-Springfield area. An effective System will further the UO Bike Programs mission by providing free or low-cost access to a bicycle for short trips on and near University campus. Universitys objectives in establishing a campus System are: Increase access to reliable bicycles Decrease out-of-pocket costs for transportation Incentivize active transportation and decrease single occupancy auto trips on campus Address goals set forth in the University Climate Action Plan by increasing Universitys share of students, faculty, and staff using bikes as a mode of transportation. Introduce bicycling to new populations, including visitors to University Increase the capacity of transit by creating improved active transportation connections within campus Instill life-long habits of active transportation in students, faculty, and staff Improve the health of students, faculty and staff at the University and provide opportunities for exercise and recreation Increase the visibility of bicycling in Eugene and strengthen the perception of bicycling as a legitimate mode of transportation Further the University leadership in sustainability and bicycle transportation Catalyze and lead the expansion of bike share in Eugene/Springfield Expected deliverables are listed in Scope of Services, below. It is anticipated that the initial term of the contract awarded under this RFP will be for three years with an option, at Universitys sole discretion, to extend the contract for two additional three-year terms, for a total contract term not to exceed nine years. For additional information or clarification of requirements contact: Briana Orr Bike Program Coordinator, Erb Memorial Union Rm 37 1228 University of Oregon Eugene, OR 97401  HYPERLINK "mailto:borr@uoregon.eduUnless" borr@uoregon.eduUnless This RFP will be posted on the Oregon University System (OUS) website, under Business Opportunities, accessible at  HYPERLINK "https://secure.ous.edu/bid/" https://secure.ous.edu/bid/. Any addenda including, without limitation, extensions of the closing date and time will be posted to the OUS website. Proposers are responsible for monitoring the OUS website on a periodic basis for any modifications to the RFP. University will not issue individual notifications. All proposals must be received by University's Issuing Office by 5 p.m. (Pacific Standard Time) on or before May 7, 2013 (Closing Date and Time). Postmarks will not be considered. Issuing Office mailing and delivery address and email are listed on the cover page and below. Issuing Office mailing and delivery address, phone and e-mail: Purchasing and Contracting Services 720 E. 13th Ave., Suite 302 Eugene, OR 97405 submit1@uoregon.edu ELECTRONIC submissions are encouraged. Office hours for receipt of proposals are: Monday through Friday 8 A.M. to 5 P.M. 1.7 Other Oregon public institutions. The resulting agreement from this RFP for a System, will allow participation by other Oregon public entities. Other Oregon public entities wishing to purchase bike share system products and services at the same rates and on same terms and conditions as offered to University will execute its own agreement for its requirements with successful Proposer. The other Oregon public entities utilizing this option will be individually responsible for their obligations pursuant to their separate agreements. Likewise, the successful Proposer will be separately responsible to the other Oregon public entities pursuant to those separate agreements. Any such separate agreements with other Oregon public entities will not impact successful Proposers obligations to University. University makes no representation or guarantee as to volume of such additional purchases by other Oregon public entities. Section II Scope of Services The following services will be provided by the successful Proposer: Station Plan & Design Successful Proposer will work with University to create a station plan within the service area of the University campus boundaries identifying preferred locations and alternate locations for the Systems stations. Successful Proposer will address how it can best deliver and support a System for University for three (3) years. University will consider a variety of operational models. Successful Proposer will consult with University Campus Planning to identify locations and a station design that will not contradict policies set forth in the University Campus Plan. Successful Proposer will work with University to identify station design elements that will be responsive to the overall University campus character. Each proposed location will consider the policies set forth in the University Campus Plan, solar access, transportation patterns, and include any other methodology for determining station size and locations. Determining station locations will include public engagement. Station locations should emphasize maximizing ridership while minimizing the loss of on-street bike and auto parking. Final station locations and design are subject to the approval of UO Bike Program and Campus Planning Committee and must meet Americans with Disabilities Act (ADA) requirements as well as City of Eugene requirements, if placed in the City of Eugene right-of-way. Station locations within city right-of-way will require a permit. The successful Proposer will be responsible for permit fees. Successful Proposer will complete and submit a written station plan & design no later than four weeks after contract effective date. Proposed locations will be presented in a report to be presented to the Campus Planning Committee no later than July 22nd, 2013. The report will include mock-ups of the stations in proposed locations and detail the reasoning behind each location selection. The report will include diagrams, graphics, maps, and analysis to convey the logic behind proposed station locations. Pricing Strategy With the intent of maximizing ridership, net revenue, and low-income patron access, the successful Proposer shall provide at least two membership and user-fee pricing models with ridership and net revenue projections for each model for comparison. While the successful Proposer must submit multiple models, successful Proposer must also provide a recommendation for the preferred pricing model and provide rationale for the preference. Successful Proposer will deliver a written pricing strategy report no later than four weeks after the contract effective date. Payment Systems & Security Plan Successful Proposer will submit a plan detailing the proposed payment systems and the security of each proposed System. Successful Proposer will deliver the written plan six weeks after contract effective date. This plan will include the following: 2.3.1 How successful Proposer will collect payments in a manner that is consistent with University, and state laws including identifying any third party vendors involved in the collection of payments and working with the Universitys partner financial institutions to process credit card payments. 2.3.2 An analysis of the feasibility of proposed payment system to communicate with University payment and enrollment systems, including a recommendation to University on whether to integrate with University payment and enrollment systems. If this type of payment system is deemed feasible and efficient by the University, successful Proposer will work with University Information Systems to ensure System communication and program compatibility. 2.3.3 The proposed payment system must provide convenient payment mechanisms for credit and debit cardholders. Plan must detail how the proposed payment system complies with this requirement subject to the following: 2.3.3.1 Payments must be processed by a third party service provider approved in advance bythe Oregon State Treasurer.  HYPERLINK "http://ba.uoregon.edu/sites/ba/files/forms/thirdpartyvendorapp.doc" http://ba.uoregon.edu/sites/ba/files/forms/thirdpartyvendorapp.doc 2.3.3.2 Per University policy no customer card data can be stored, processed or transmitted on the University network. 2.3.3.3 A VISA approved payment application that dials out on a cell network could comply,particularly one that uses the Elavon clearing house and deposits directly to University merchant account (MID) at US Bank. 2.3.4 An analysis of the proposed payment systems ability to provide convenient payment mechanisms for non-credit cardholders, including a recommendation as to whether such mechanisms are feasible. 2.3.5 Proposed method, storage and security user information. The Successful Proposer will work with University Risk Management to ensure University and state requirements are met with regard to security and storage of user information. Liability Waiver Successful Proposer must submit a copy of its proposed liability waiver for System participants. Successful Proposer must also detail how the liability waiver for System participants will be stored. Successful Proposer must work with University Risk Management to ensure University and state requirements are met. Marketing Plan The successful Proposer must submit to University a written marketing plan that includes proposals for the appropriate branding and identity, and marketing of System on campus with the goal of supporting a financially successful System. Successful Proposers marketing of the System must conform to all applicable Web standards and Web accessibility requirements found at:  HYPERLINK "http://webcom.uoregon.edu/webstandards" http://webcom.uoregon.edu/webstandards as well as all University Communications Standards as set forth in the UO Style Guide available at:  HYPERLINK "http://des.uoregon.edu/stylemanual.pdf" http://des.uoregon.edu/stylemanual.pdf. The written Marketing Plan must include the following: Development of brand, image, logo and marketing plan for the System. The University will have final say on System branding, logos and images. Development of website, web-based applications, and smart-phone applications appropriate for System. Development of printed materials including print advertisements, brochures, posters, and fliers. Identifying target markets with estimated percentages of user demographics. Identifying key messages for different target markets. Identifying social media strategies. Identifying strategies to engage low-income users and traditionally under-represented groups including communities of color, international students, immigrants, refugees and individuals that do not use traditional banking services. Successful proposer must deliver the written Marketing Plan no later than ten weeks after contract effective date. The System website will launch no later than August 12, 2013, with other web-based and smart-phone applications active by the System launch date. Deliver and Install System Successful Proposer will supply a maximum number of bicycles and stations for Universitys purchase within the project budget. Successful Proposer must deliver all equipment and install the System no later than September 30, 2013. 2.6.1. Bicycle minimum specifications: 3 year warranty. Low maintenance/durable and corrosion material with rust-resistant external parts. Safety and stability in all weather conditions. Protection from grease, dirt, and tire spray including enclosed drive train and full fenders. Easy to mount, operate and to hold in stopped position, including for shorter rider. Integrated front and rear lights that are rechargeable while riding. Reliable and intuitive braking system. Multiple gears, with shifters that are easy to use. Puncture resistant tires. Theft and tamper resistant. Kickstand or other device to allow bicycle to be supported upright. Loud bell or horn. Flat pedals only, no toe clips. Equipped with tracking devices or equivalent. Desired Specifications: Upright riding position. Equipped with secondary lock to enable user to secure bike to any bike rack or post while making a quick stop. Capacity for sponsorship or advertising that can be easily changed. Diversity in the fleet composition including cargo bicycles. Successful Proposer will work with University Campus Operations to install bike share stations. Site improvements for bicycle stations will be the responsibility of University. Systems stations minimum specifications: Where feasible, alternative energy sources are favored. Smallest feasible footprint to enable installation in a space currently used as a parking space or sidewalk. Wireless internet connections that are highly reliable and secure with encryption for financial data, user names and addresses. Automatic confirmation that subscribers credit card is valid and has sufficient funds to cover charges if bicycle is not returned, preferably before each bicycle is removed. Accepts credit/debits cards. Validation of UO student enrollment, faculty or staff. All stations in System accept walk-up renters with agreement to liability waiver. Spanish translation available. Clear and prominent instructions at each station directing the users who to call in the event of problems. A process to address situations in which a user wants to return a bike to a station that is full or rent a bike from a station that is empty. Touch-screen. Real-time communication between stations and headquarters particularly to report number of bikes per station and facilitate re-distribution. Capacity to maintain security of the System during power failure event or loss of internet connection. Capacity to communicate in real-time the capacity of each station and where bikes needing repair are located. Desired specifications: Aesthetic compatibility with streetscape and University context. Capacity to add lighting where necessary to facilitate nighttime use of terminal and adjustment of bicycles and to reduce vandalism. Ability to dispense complementary materials, such as: bicycle maps, bicycle helmets, or other information from the kiosks. Ability to disable walk-up registration at times. Operations training Successful Proposer will train University staff to operate the System, including an in-depth training of: maintenance of bicycles, minor station maintenance, customer service procedures, and how to troubleshoot issues with hardware and software. Successful Proposer will complete System operations training with University staff no later than October 11, 2013. Website Successful Proposer must deliver and launch a user friendly website with the following minimum specifications no later than August 12, 2013. 2.8.1 Front-end Website minimum Specifications. Data security. Capacity for membership registration. Accepts credit/debit card payment. Validation of UO enrolled student, faculty, and staff. A mechanism for users to report problems and make suggestions for System improvement. Access to all registration and user trip data with regular reports to University. Ability to collect survey information and customer satisfaction ratings. Capacity for user to track number of available bikes and open docking points in each station via web page or smart phone. Interactive map showing status of bicycles at stations and station locations. Spanish language options for all Web pages. Phone and email contact information prominent on Web site. Capacity to convey bicycle safety information, laws, and/or warnings affecting bicyclists. Front-end Website Desired Specifications: Personalized customer Web pages that provide information such as miles traveled, calories burned, etc. Chinese, Korean, and Japanese, and Arabic language options for all webpages. Back-end Website Minimum Specifications: Data security. A content management system to allow the University to edit website content. Capacity to track number of available bikes, bikes in need of repair, and open docking points in each station. Ability to browse and search registration and user trip data and submit reports. Ability to generate financial reports. Ability communication systems to users via email or text. 2.9 System maintenance, customer support and schedule The comprehensive System will be operable no later than October 21, 2013. After the start of operations, successful proposer must support the System for an initial term of 3 years. Successful Proposer will provide regular maintenance & support services as well as a schedule for when such maintenance and support services will occur for the System including stations, bike hardware updates and software components. Successful Proposer will provide a written schedule no later than December 1, 2013. 2.9.1. System maintenance and support minimum requirements: 2.9.1.1 Successful Proposer must provide customer service support, including: a call center, on call support and web support available 24 hours a day, 7 days a week with staffing cycle matching demand cycle for bikes, ensuring maximum wait time on phone of one minute. Customer service will be active no later than October 21, 2013. Successful Proposer will provide administrator and user manuals. 2.9.1.3 Customer service phone number placed on every bike with durable, weather resistant label. System will ensure highest customer satisfaction rating and allows the operator to address problems immediately. Create procedures to immediately aid users with mechanical issues and/or injuries. Well thought-out redistribution plan that shows clear understanding of rebalancing issues and ensures a balanced system with minimal likelihood that customer encounters empty or full station. Development and documentation of a set of maintenance standards for the station and components (bikes, hub, terminal, and sign), as well as an audit procedure for these standards. Expeditious removal, replacement and/or repair of all items needing such services. All users sign a legally binding waiver/ assumption of risk, either when subscribing via the website or as part of the on-site registration process. Signed legal document accepting and acknowledging all risks and holding harmless agency, institution, and/or private landowner from all lawsuits. Desired Specifications: Customer service available at all hours that rental system is available. Ability to regularly and dramatically expand/contract stations, or create a mobile station to accommodate large crowds at major events. Specific insurance coverage ensuring protection against bodily injury and information risk exposures presented by this program. 2.10 Deliverables and Proposed Schedule Deliverables shall be considered those tangible work products such as written plans, reports, draft documents, data, interim findings, drawings, schematics, local staff training, meeting presentations, final drawings and reports. Deliverables and schedule for this project shall include: Deliverable #DescriptionEstimated Completion Date1Station plan & design, and Pricing strategyFour weeks after contract effective date 2Payment & Liability PlanSix weeks after contract effective date3Marketing PlanTen weeks after contract effective date4Campus Planning Committee Approval of Locations, Appearance July 22, 20135Website launch, printed marketing materials August 12, 20136Delivery and installation of SystemSeptember 30, 20137Operations, customer service training October 11, 20138Customer service support activeOctober 21, 20139System activeOctober 21, 201310Maintenance and support timelineDecember 1, 2013 Section III Submittal Requirements Requirements may be designated as Mandatory (M) or Evaluated (E), or both (M/E). (M) - Mandatory Requirement. The Proposer MUST meet this requirement. The determination as to whether the Proposer meets the mandatory specification rests solely with University. If University determines that a Proposer does not meet a mandatory requirement as specified, or has not included mandatory information, the proposal may be deemed non-responsive, and no further evaluation will occur. In addition, wherever the words must, shall, or will appear this denotes a Mandatory requirement. (E) - Evaluated. Proposers are expected to provide comprehensive written responses to evaluated specifications. Points will be awarded based on the degree to which the Universitys evaluators determine that the Proposer meets the requirement. A Proposer which does not respond to an evaluated specification will receive no points for that specification. When responding to this RFP, please also complete Attachment B. Proposers must include the following information: Proposals will include the business name, address and telephone number and email of the Proposer, and a cover letter summarizing the proposal. (M) Proposals will include a full description of their System equipment including bicycles, components, software, stations and any other equipment. (M/E) Bicycles to be used in System, including a description of: Bicycle size and universal fit Diversity in the fleet composition including cargo bicycles Lights Fenders Locking mechanisms, including relative security rating of the internal locking device, if any Basket Seat Brakes Gearing options Tire size and puncture resistant technology Audible warning system / bell type Dimensions of sponsorship recognition or university information on bikes and stations GPS capability and any extra price Manufacturing location Color options, custom branding/naming options and applicable costs for customization Any other information available Station to be used in System, including a full description of: 24-hour power supply for the stations Necessary infrastructure or construction needed to support the stations (i.e. foundation, concrete pads or footings) Stations durability and resistance to vandalism, graffiti, scratches, and rust Ability to dispense complementary materials, such as: dispense bicycle maps, bicycle helmets, or other information from the kiosk, if available Ability to accommodate a variety of bicycle types including cargo bicycles Available area at the station for information or wayfinding Station or kiosks wireless or cellular communication capabilities/needs Draft site plan, including station dimensions Ability and ease in relocating stations Proposals will list the System hardware and software that is included in your configuration. Proposals will provide description of the proposed payment systems and security features. Proposals will identify the warranty period for all equipment and components. (M/E) Proposers will explain how proposed System could be modified to communicate or integrate with other transportation technologies within the University and larger region, including, but not limited to: ZipCar, WeCar, Lane Transit District bus service, Amtrak, and other bike share systems in Oregon and the US. (M/E) Proposers will explain how proposed System could be expanded in the future to a larger geographic area with more stations and bikes. (M/E) Proposals must describe all delivery and installation requirements. (M/E) Proposers will describe support services available including: (M/E) Telephone and/or call center support Options available to the University for the repair of hardware excluding bicycles Technical support to troubleshoot hardware, software issues Training available Software upgrades Any other support provided Proposers must describe the user experience of the proposed System, including how the System is: (M/E) Welcoming to individuals who are new to bicycling and visitors of the University of Oregon Easy to use and understand terms and conditions Fast, reliable, and intuitive to all users Accessible to non-English speakers, and identify availability of specific languages for materials and customer services. Proposer will list names, titles, and qualifications of the key personnel who will be assigned to this project. Include concise business biographies or resumes of the key personnel who will be doing the work described in the proposal. This information must include their areas of expertise, and their experience with projects of similar scope and nature. (M/E) Proposer must include a detailed description of procedures and other aspects of the working relationship expected between Proposer's project manager and University's representative, Briana Orr, Bike Program Coordinator. (M/E) Proposer Entity Verification (M) A. If the Proposer is an entity other than a sole proprietorship, Proposer must submit evidence in the form of a Secretary Certificate (or equivalent documentation) that the individual submitting the proposal is authorized to act for and bind the Proposer in all matters relating to the proposal and possible subsequent contract. This type of written documentation is commonly in the form of a Secretarys Certificate or Officers Certificate issued by the board or committee governing the entity. The written documentation, however, is not required to be in any particular form as long as it clearly shows the individual signing the proposal has authority to bind the Proposer. (M) B. If Proposer is an entity other than a sole proprietorship and the entity was not organized or incorporated in the State of Oregon, Proposer is required to provide written evidence that Proposer is in good standing in its state of organization or incorporation. This type of written documentation is commonly in the form of a certificate of good standing. The written documentation, however, is not required to be a certificate of good standing. For example: A corporation incorporated in Delaware could go to the Delaware Secretary of States website, perform a business entity search on itself, and submit with its proposal a copy of the record retrieved from that site. (M) C. Proposer must not be listed on the Federal Excluded Parties or Debarred Contractors listing. Proposer must not be excluded from contract awards by either the federal government or the State of Oregon. No written response from Proposer is necessary for this part of Section 3.4. Upon closing of this RFP, and as part of Universitys initial review of mandatory requirements, University will verify whether Proposer is excluded from contract awards by either the federal government or the State of Oregon. (M) Proposer must submit sufficient evidence of financial capability to meet the responsibilities to perform the contract which may include balance sheets, income statements, financial statements, independent financial compilation/review or other financial information whereby University can determine Proposers credit rating or financial capability. It will be at University sole discretion to determine if evidence submitted is sufficient to determine financial capability. University reserves the right to request further information as needed for clarification purposes. The successful Proposer to which the contract is awarded may, at the discretion of University, be required to provide periodic (in no case more than two (2) times per year) updates to the financial capabilities report submitted pursuant to this RFP. (M) Proposals must set forth the qualifications of the Proposer to perform the contract, including providing a firm resume, as well as a description of the resources available to Proposer to perform the project. Proposers will verify that the Proposer has any and all licenses (including, but not limited to, software licenses) necessary for the work contemplated under this RFP, as applicable. (M/E) Proposals must include a description of the Proposers experience performing projects similar in type and magnitude to the subject of this RFP. Proposers description must include a minimum of three examples demonstrating the above experience. Proposers must also include work samples of similar projects (e.g. photographs, literature, schematics, report samples, etc.). (M/E) Proposals must include a list of three clients and contact information for whom similar projects have been completed by the Proposer. These clients may be contacted by University for an evaluation and assessment of the Proposer's performance. (M/E) Proposals must include a full description of how Proposer would approach this project and fully address all deliverables identified in Section II above. (M/E) A proposed timeline with breakdown of time allocated for delivery of all deliverables identified in Section II above. (M/E) An itemized budget of Project costs to complete the work identified in Section II above and what effect, if any, pricing strategies may have on the proposed budget. The itemized budget must set forth a total price. (M/E) Please complete Attachment B. (M/E) Proposals will provide any additional information about proposed System. (M/E) Section IV Proposal Procedures Proposals must be in writing and must be signed by an authorized representative of the Proposer. Alterations or erasures must be initialed in ink by the person signing the Proposal Statement. No verbal proposals will be accepted. Proposals may be submitted manually or electronically. Proposers are encouraged to submit their proposals electronically to the e-mail address provided in Section I, above. The subject line must clearly state that it is a PROPOSAL, noting the RFP Project Name, RFP Number, and Closing Date and Time. Electronic proposals must be in MS Word or Excel. Supporting documentation such as graphics, pictures, and financial statements may be in .pdf or other appropriate format. All proposals submitted electronically must be submitted by individuals with authority to legally bind the Proposer. Proposers submitting manually must submit four copies of their proposal, as well as an electronic version on CD or USB device. All manual submissions must be submitted in a sealed envelope appropriately marked. All envelopes in which the RFP, Proposal Statement and your proposal are submitted MUST be clearly marked PROPOSAL, noting the RFP Project Name, RFP Number, and Closing Date and Time. University will not be responsible for the proper identification and handling of proposals not submitted in the designated manner or format as required by this RFP. It is the Proposers responsibility to ensure that the proposal is received by University at the required delivery point, prior to the Closing Date and Time as indicated in this RFP, regardless of method used to submit the proposal. All manual submissions will be made to the address indicated in Section I of this RFP. Unless Proposers are specifically authorized by this RFP to take exceptions or to leave terms open to negotiation, proposals will be a complete offer and will be subject to the terms of this RFP. Proposals must include all information required herein to be fully responsive to this RFP and to be evaluated and considered for award. Failure to do so may be deemed sufficient cause for rejection of the proposal as non responsive. Although the general criteria to be used for final evaluation has been provided in this RFP; it is not intended to limit imagination or creativity in preparing a proposal that will accomplish the same goals and expectations. Submission of a proposal constitutes a firm, binding and irrevocable offer for a period of 90 days following the Closing Date and Time. Proposals may be withdrawn at any time prior to the scheduled Closing Date and Time. Withdrawal can only be accomplished by written notification, signed by an authorized representative. Notification of withdrawal may be submitted manually or electronically. The written notification must be received by University prior to the Closing Date and Time. The envelope or e-mail subject line must be clearly identified with the words PROPOSAL WITHDRAWAL, and must display the RFP Project Name, the RFP number, and proposal Closing Date and Time. Proposers may modify a previously submitted proposal prior to the Closing Date and Time. Modifications must be made in writing and signed by an authorized representative. Modifications may be submitted manually or electronically. The envelope or e-mail subject line must be clearly marked MODIFICATION, and must display the RFP Project Name, the RFP number, and the proposal Closing Date and Time. Verbal modifications or corrections will not be recognized or considered. Proposers are strongly encouraged to utilize the same method of submission, either manual or electronic, throughout the solicitation process (e.g. if Proposer submits its proposal electronically, Proposer is encouraged to submit modifications and requests to withdraw via e-mail; if Proposer submits proposal manually, requests for modification or withdrawal should be submitted manually). Requests for change or protests of solicitation specifications or contract provisions must be received by University, in writing, no later than ten business days prior to the proposal Closing Date and Time. No requests for change or protests of solicitation specifications or contract provisions will be considered after the deadline stated above. Such requests for change or protests will include the reasons for the request for change or protest, and proposed changes to specifications or provisions. Envelopes or e-mails containing requests for change or protest must be marked SOLICITATION SPECIFICATION REQUEST FOR CHANGE or CONTRACT PROVISION PROTEST, and must identify the RFP Project Name, RFP number and proposal Closing Date and Time. University reserves the right to amend this RFP, extend the Closing Date and Time, or deny the request or protest. If University deems it necessary to amend this RFP, an Addendum will be prepared and posted to the OUS Business Opportunities webpage:  HYPERLINK "https://secure.ous.edu/bid/" https://secure.ous.edu/bid/ Proposers are responsible for monitoring the OUS website for any amendments to the proposal. Proposers will not receive an individual notification. Proposers will be required to sign and attach a copy of the Addendum to their proposal. If the Proposer has already submitted a proposal, the Proposer must follow the instructions set forth in Sections 4.8 or 4.9, above. University reserves the right to inquire in writing, and meet with individuals or representatives of a Proposer, for the purpose of clarifying points made in their proposal. University reserves the right, at its option, to reject any or all proposals. Notification of proposal rejection will be made in writing. University reserves the right to waive minor informalities and irregularities in proposals. University is not responsible for any costs of any Proposer incurred in connection with submitting or presenting its proposal. All Proposers who respond to solicitations do so solely at their own expense. Proposers agree that University will have the right to review and require modification of any terms or definitions used in the final contract. Failure to agree upon acceptable contract definitions or terms may result in cancellation of the proposed award. This RFP and one copy of each original proposal received in response to it, together with copies of all documents pertaining to the award of a contract, will be retained by Universitys issuing department for the required retention period, and made a part of a file or record which will be open to public inspection. If a proposal contains any information that is considered a "trade secret" under ORS 192.501(2), the Proposer must mark each sheet of such information with the following legend: "This data constitutes a trade secret under ORS 192.501(2), and will not be disclosed except in accordance with the Oregon Public Records Law, ORS Chapter 192." Failure to mark a specific page with the legend set forth in this Section will conclusively establish that the information on that page does not constitute a trade secret as defined in ORS 192.501(2). The Oregon Public Records law exempts from disclosure only bona fide trade secrets, and the exemption from disclosure applies "unless the public interest requires disclosure in the particular instance". See ORS 192.501(2). As such, non-disclosure of documents or any portion of a document submitted as part of a proposal may depend upon official or judicial determinations made pursuant to the Public Records Law. Proposals in which the entire document is marked or otherwise identified in its entirety as confidential or a trade secret may be rejected. If the proposal is not rejected, the proposal will be deemed available for disclosure to the public. University plans to award this project to the firm or individual who best meets the selection criteria detailed in this RFP. It is anticipated that notification of University's decision will be issued approximately May 28, 2013. Proposal responses must clearly identify the question or request to which the Proposer is addressing and restate the Section number with each response. All responses must be organized in the order in which the question or request was presented in the RFP. Proposals that do not follow the format described in this RFP may at Universitys sole discretion be deemed non-responsive, and receive no further consideration. All proposals submitted in response to this RFP become the property of University. By submitting a proposal in response to this RFP, Proposer grants the University a non-exclusive, perpetual, irrevocable, royalty-free license for the rights to copy, distribute, display, prepare derivative works of and transmit the proposal solely for the purpose of evaluating the proposal, negotiating a contract, if awarded to Proposer, or as otherwise needed to administer the RFP process, and to fulfill obligations under Oregon Public Records Laws, proposals, including supporting materials, will not be returned to Proposer. Section V Evaluation and Award 5.1 Proposals will be evaluated by a committee consisting of representatives of the requesting University department, and other interested individuals, as University deems appropriate (Committee). 5.2 Proposals will initially be evaluated for completeness and compliance with the mandatory requirements of this RFP. 5.3 Those proposals which are incomplete, which do not meet all Mandatory (M) requirements of this RFP, or are otherwise deemed by University to be "non-responsive," will be rejected. 5.4 The second phase of the evaluation process will involve an evaluation and allocation of points to all responsive proposals. The Committee will evaluate each responsive proposal received, as follows: Selection Criteria Project Approach to providing all deliverables identified in Section II. Quality and reliability of all equipment (bicycles, stations, other hardware, software) to meet objectives: Station design Equipment components Equipment warranties Ability for System to communicate or integrate with other transportation technologies User Experience Delivery or installation requirements System Scalability 10 points 30 pointsSupport services available type and quality 15 pointsProposers capabilities/demonstrated experience, project team qualifications/capabilities, and working relationship 15 points Itemized Project cost and Project total cost 10 pointsProject timeline 10 pointsReferences10 points TOTAL100 points 5.5 Based on the allocation of points as set forth in Section 5.4, above, a range of proposals which are deemed to have a reasonable chance of being selected for award (the Competitive Range), will be determined. The Competitive Range is expected to consist of no more than three (3) proposals; however, University reserves the right to expand or reduce the number of proposals to be included in the Competitive Range. University will notify a Proposer if it is in the Competitive Range via the e-mail address provided in Proposers proposal. If no response is provided within 24 hours after the notification is sent, a follow-up phone call will be made to the phone number provided in the proposal. If no response is received by University within 48 hours after the notification is sent, the proposal may be withdrawn from the competitive range, and written notice provided to the Proposer. 5.6 Proposers of proposals within the Competitive Range may be asked to prepare and present a presentation of their proposal to be delivered to the Committee at University. The Proposers presentations will take place on or about the week of May 20, 2013. Any special accommodations required for the live presentations (technical or otherwise) must be communicated to University at least seven days prior to the scheduled presentation. University will make all reasonable efforts to accommodate such requests. The purpose of the live presentations will be to allow the Proposers to provide supplemental information in order to provide clarification of the proposal contents, as well as to inform the Committee as they recommend a Proposer for ultimate award of the contract under this RFP. 5.7 The Committee may also consider and assess other factors, including but not limited to, any information submitted in response to this RFP; best value; experience working with other organizations, including higher education institutions; references; financial condition of the Proposer; resources of the Proposer; clarifications provided in response to inquiries by University; proposed additional terms for providing the service; and experience of persons assigned to this project. University reserves the right to require a Best and Final Offer pursuant to OAR 580-061-0155(3) from Proposers within the Competitive Range. 5.8 After considering and assessing all factors it deems relevant, the Committee will make a recommendation to Briana Orr, Bike Program Coordinator, who will then make a decision as to how to proceed. The University reserves the right to make its final decision based upon the solution that best meets the Universitys needs. The lowest cost Proposer may not be awarded a Contract. 5.9 The apparent successful Proposer will be notified in writing of its status, and a contract will be provided to the apparent successful Proposer, in substantially similar form to the one included with this RFP. All other Proposers will be notified in writing that the apparent winning proposal has been selected. It is anticipated that the Award Notice will be released on or about May 28, 2013. 5.10 Protest of the selection or award may be made pursuant to the conditions and limitations of OAR 580-061-0145. Section VI Contract Award The contract award will be pursuant to a separate agreement which will include terms and conditions substantially as set forth in the draft agreement attached to this RFP as Attachment A. If you have questions, concerns, or proposed modifications regarding any of the terms and conditions contained in this RFP, including the attached form of Agreement in Attachment A, you must address those during the time prescribed for questions. Additional or supplemental terms and conditions submitted by a Proposer as part of its response may be evaluated or considered at the sole discretion of University. If additional or supplemental terms and conditions, either intentionally or inadvertently appear separately in a proposal (e.g. in transmittal letters, specifications, literature, price lists or warranties), it is understood and agreed that the terms and conditions contained in this RFP are the only terms and conditions applicable to this RFP and any ensuing Agreement, and the Proposer's authorized signature affixed to its proposal attests to this. If Proposer conditions its proposal on any additional terms and conditions, which have not been accepted by a written addendum to the RFP, the proposal may be deemed nonresponsive. Section VII Proposal Statement The undersigned, on behalf of Proposer, states that he or she has read all of the terms and conditions of this Request for Proposal (RFP); that he or she understands that by signing below and submitting a proposal, if awarded the contract, Proposer will be bound by the terms and conditions of this RFP and its proposal. Certificate of Compliance Oregon State Laws I, the undersigned, being first duly sworn, Please Initial _____ hereby affirms, under penalty of perjury, as provided in ORS 305.385(6), that to the best of Proposers knowledge, Proposer is not in violation of any of the tax laws described in ORS 305.380(4). _____ certifies under penalty of perjury that Proposer is aware that the State Board of Higher Education has instituted policies that prohibit sexual harassment that Proposer will adhere to Universitys policy prohibiting sexual harassment in their interactions with members of Universitys community. _____ certifies under penalty of perjury that Proposer does not discriminate on the basis of age, disability, national origin, race, marital status, religion, sex, or sexual orientation. _____ certifies under penalty of perjury that Proposer has not discriminated against Minority, Women or Emerging Small Business Enterprises in obtaining required subcontracts. Business Designation (check one): ( Corporation ( Partnership ( Sole Proprietorship ( Governmental/Non-profit ( Limited Liability Company Please indicate your Minority Women or Emerging Small Business (MWESB) Status: Women Owned  FORMCHECKBOX  Self Report  FORMCHECKBOX State Certified #  FORMTEXT       Minority Owned  FORMCHECKBOX  Self Report  FORMCHECKBOX State Certified #  FORMTEXT       Emerging Small Business  FORMCHECKBOX  Self Report  FORMCHECKBOX  State Certified #  FORMTEXT       Disadvantaged Business Enterprise  FORMCHECKBOX  Self Report  FORMCHECKBOX  State Certified #  FORMTEXT       Above information must be provided prior to the Closing Date and Time for the proposal to be considered responsive. RFP Project Name: _________________________________ RFP Number: _________________________________ The individual(s) signing this Proposal Statement warrants under penalty of perjury that he/she has authority to bind the Proposer by his/her signature. 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