REQUEST FOR INFORMATION 12-12 ELECTRONIC BIKE LOCKERS Date Issued March 19, 2012 Letters of Interest and Technical Submittals Due April 19, 2012 at 5:00 p.m. To Jim Wright, Purchasing Agent City of Santa Rosa – Purchasing Office nd 635 First Street, 2 Floor Santa Rosa, CA 95404 707-543-3706 Voice 1 REQUEST FOR INFORMATION (RFI) 12-12 Purchase and Installation of Electronic Bike Lockers The City of Santa Rosa Transportation and Public Works Department desires to procure new electronic bike lockers at select locations throughout the City at, adjacent, or near CityBus transit centers. The project is funded by grants from the Bay Area Air Quality Management District and the Metropolitan Transportation Commission. The purpose of this RFI is to solicit vendors who are interested in providing, installing and maintaining electronic bike lockers that interface using a smart card system. Following review of the information, the City will determine if a Request for Proposal process is warranted, or if a single vendor will be invited to provide detailed cost estimates and product information. The City Purchasing Agent will conduct all negotiations. I. BACKGROUND The City of Santa Rosa has a population of over 150,000 residents and is located 55 miles north of San Francisco. The Transportation and Public Works Department has a fleet of 39 fixed-route buses (CityBus) of various types and operates 17 routes on a daily basis. All buses have bike racks that accommodate two or three bikes at a time. The Transit Department also contracts with a third party to operate its paratransit service using 13 city-owned vehicles. The Electronic Bike Lockers are meant to further strengthen and encourage the connection for patrons who ride bikes and take transit as their means of transportation around Santa Rosa. II. WHAT THE CITY IS LOOKING FOR: The City is interested in purchasing 7 to 9 quad units (depending on unit price) of an electronic bike locker capable of safely securing four bikes per unit to be installed in multiple locations. Customer rental payment will be centralized and activated using a smart card that the vendor would set up on behalf of the City. 2 Please include: • • • • • • • • • • • • • Name and address of company; Background of company, including location, years in business and number of employees; Specifications of the manufacturing components of the electronic bike lockers, including material used, size, configuration, power source, security and anti-graffiti features, base pad for installation; Experience developing, installing and maintaining electronic bike lockers; A list of active clients/jurisdictions who have purchased a firm’s electronic bike lockers – a minimum of two end-user references with contact names and phone numbers for recent electronic bike locker procurements; Description of the electronic smart card, how it works and what is required to set it up on behalf of the City; Database of usage and reporting capability; Rental fee structure recommended for users; Product warranty information and customer satisfaction policy Minimum of two (2) end-user references for recent electronic bike locker procurements; Company hours of operation and support; An itemized suggested retail price per quad unit bike locker, including installation. If more than one option is available please provide the price of all options; Suggested retail price for an annual maintenance plan for 7 and for 9 quad units and what such a plan includes. III. PROCESS Letters of interest must be received by the close of business by April 19, 2012 at the following location: Jim Wright, Purchasing Agent City of Santa Rosa – Purchasing Office 635 First Street, 2nd Floor Santa Rosa, CA 95404 707-543-3706 Letters of interest should include all items under the above Section II – “What The City Is Looking For.” As it is anticipated firms will submit brochures and marketing information, and as the City is unable to copy such material, please submit three copies of any such information. 3 IV. SCHEDULE • Letters of interest are due…………………………………………April 19, 2012 Within approximately 30 days after receipt of letters of interest from firms, the City will determine if a Request for Proposal process is warranted, or if a single vendor will be invited to provide detailed cost estimates and additional product information. V. CONTACTS For technical information please contact: Richard Marcus, Transit Planner City of Santa Rosa, Transit Department Santa Rosa City Hall 100 Santa Rosa Avenue, Room 6 Santa Rosa, CA 95404 Ph. (707) 543-3334 [email protected] For process information please contact: Jim Wright, Purchasing Agent City of Santa Rosa – Purchasing Office Finance Department 635 First Street, 2nd Floor Santa Rosa, CA 95401 Ph. (707) 543-3706 [email protected] 4