TITLE
Recommendation to adopt Specifications No. R-7015 for Bike Share Program; award the contract to CycleHop, LLC, of Santa Monica, CA, in the amount of $1,978,750; authorize a 10 percent contingency in the amount of $197,875, for a total contract amount not to exceed $2,176,625; authorize City Manager, or designee, to execute all documents necessary to enter into the contract, including any necessary amendments thereto; and
Increase appropriations in the Gas Tax Street Improvement Fund
(SR 181) in the Public Works Department (PW) by $2,262,000. (Citywide)
DISCUSSION
City Council approval is requested to enter into a contract with CycleHop, LLC, for the City's Bike Share Program. The City of Long Beach received a funding allocation, in the amount of $2,262,000 from the California Transportation Commission (CTC), for the acquisition, installation, and implementation of equipment (bicycles, software, hardware, stations, etc.) for the City of Long Beach Bike Share Program on December 12,2013. The funds were programmed for the project by the Los Angeles County Metropolitan Transportation Authority (Metro) 2011 Call for Projects (CFP) and the 2012 State Transportation Improvement Program (STIP).
The bid was advertised in the Press-Telegram on April 16,2015 and 3,124 potential bidders were notified of the bid opportunity. Of those notified, 49 downloaded the bid documents via our electronic bid system. The bid documents were made available from the Purchasing Division, located on the seventh floor of City Hall, and the Division's website at www.longbeach.gov/purchasing. A bid announcement was also included in the Purchasing Division's weekly update of Open Bid Opportunities, which is sent to 30 local, minority and women-owned business groups. Three bids were received on May 15, 2015. Of those three bidders, none were Minority-owned Business Enterprises (MBEs), Women-owned Business Enterprises (WBEs), certified Small Business Enterprises (SBEs), Disadvantaged Business Enterprises (DBEs), or Long Beach businesses (Local). CycleHop, LLC, of Santa Monica, CA (not MBE, WBE, SBE DBE or Local), has been determined to be the lowest responsible bidder.
Appropriation and award of contract will allow for the installation and implementation of equipment necessary to implement the City Bike Share Program. Equipment will include, but not be limited to bicycles, software, hardware, and stations necessary to deploy a citywide bike share program. The City has a contract with Next Bike, LLC, for operation of a bike share program at no cost to the City. Unfortunately, staff has been advised by Next Bike, LLC that they have withdrawn their interest to operate the City's bike share program. Staff will identify a new operator via an RFP process and, in the interim, will move swiftly to implement a pilot bike share program, if possible, in the downtown area until a permanent operator can be identified.
This matter was reviewed by Deputy City Attorney Linda Vu on May 22, 2015, and by Budget Management Officer Victoria Bell on May 20, 2015.
Local Business Outreach
In an effort to align with our outreach goal, Long Beach businesses are encouraged to submit bids for City contracts. The Purchasing Division assists businesses with registering on the Bids Online database to download bid specifications. Through outreach, 235 Long Beach vendors were notified to submit bids, of which three downloaded and none submitted a bid. The Purchasing Division is committed to continuing to perform outreach to local vendors to expand the bidder pool.
TIMING CONSIDERATIONS
City Council action to adopt Specifications No. R-7015 and award a contract concurrently is requested on June 2, 2015 to ensure that the contract is executed by the June 30, 2015, funding deadline.
FISCAL IMPACT
The total contract award will not exceed $2,176,625, including the recommended 10 percent contingency of $197,875. The total project cost is estimated at $2,503,119 and includes purchase, installation, setup, construction inspection and project support. Since the federal MAP-21 Transportation Alternatives Program (TAP) funds are not currently budgeted, an appropriation increase of $2,262,000 in the Gas Tax Street Improvement Fund (SR181) in the Public Works Department (PW) is requested at this time. TAP funds are intended to support projects that include pedestrian and bicycle infrastructure, to improve non-driver access to public transportation and enhance mobility.
Matching funds are required in the amount of $566,000. The City's match requirement is funded using AB 2766 funds and is budgeted in the Transportation Fund (SR182) in the Public Works Department (PW). AB 2766 funds are intended for programs and measures that reduce air pollution. Approval of this recommendation will provide continued support to the local economy.
SUGGESTED ACTION
Approve recommendation.
Respectfully Submitted,
ARA MALOYAN, PE
DIRECTOR OF PUBLIC WORKS
JOHN GROSS
DIRECTOR OF FINANCIAL MANGEMENT
APPROVED:
PATRICK H. WEST
CITY MANAGER