TITLE
Recommendation to adopt Specifications No. ITB PW18-089 and award a contract to Social Bicycles, Inc., of Brooklyn, NY, for the purchase of bicycles and associated equipment for the expansion of the Long Beach Bikeshare Program, in the amount of $345,000, authorize a 25 percent contingency in the amount of $86,250 for a total contract amount not to exceed $431,250; and authorize City Manager, or designee, to execute all documents necessary to enter into a contract, including any necessary amendments, for a period of two years, with the option to renew for three additional one-year periods, at the discretion of the City Manager. (Citywide)
DISCUSSION
City Council approval is requested to enter into a contract with Social Bicycles, Inc., for the purchase and delivery of 100 new bike share bicycles, station racks, and associated equipment and services for integration with the Citywide Long Beach Bikeshare Program (Program).
In December 2013, the City of Long Beach (City) received $2,262,000 in funding from the California Transportation Commission (CTC) for the acquisition, installation, and implementation of the Long Beach Bike Share Program. These funds expire on June 2, 2018. The original scope of work for the federal funding included the purchase of 500 bicycles for the establishment of the Program. In August of 2017, the City ended its relationship with CycleHop as the City's Program operator. Having received 400 of the 500 bicycles funded by the federal award, the City has remaining funding available to purchase the remaining 100 bicycles and associated equipment. Additional expansion of this Program beyond the initial authorization in 2013 was approved by City Council on March 13, 2018 in the amount of $1,500,000. Grant procurement requirements necessitated an additional action by City Council to continue the Program.
Social Bicycles, Inc. operates a proprietary system of dockless bicycles and associated backend software (system) that are utilized in Long Beach, Beverly Hills, Santa Monica, West Hollywood, and on the UCLA campus. The system is also utilized in Tampa, FL, Atlanta, GA, Washington, D.C., Portland, OR, Long Beach, NY, San Francisco, CA, and over two dozen other cities across the country. Social Bicycles continues to grow and expand their system throughout the nation and is in the process of launching new systems in Eugene, OR, New Orleans, LA, and Santa Cruz and Sacramento, CA.
The system is made available to the public through memberships sold via kiosks, a mobile application, or on the Long Beach Bikeshare website. Once a member, the bicycles are accessible by entering a personal code on the bicycle's touch pad, which unlocks the bicycle. The bicycle can be returned anywhere within the network (all stations are displayed on the Program website or mobile app ), or locked outside of a station for a small fee. The City's membership fees are offered at a rate consistent with other bikeshare systems in the region and fees are intended to offset the costs of operation and maintenance.
The bid was advertised in the Long Beach Press-Telegram on March 28, 2018, and 1,596 potential bidders/proposers specializing in bike share and sporting equipment were notified of the bid opportunity. Of those bidders, ten downloaded the bid via the City's electronic bid system. The bid document was 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/RFP announcement was also included in the Purchasing Division's weekly update of Open Bid Opportunities, which is sent to 22 local, minority and women-owned business groups. One bid was received on April 12, 2018. Social Bicycles, Inc., of Brooklyn, NY (not a MBE, WBE, SBE or Local), was the sole responsible bidder.
Local Business Outreach
In an effort to align with the City's outreach goal, Long Beach businesses are encouraged to submit bids for City contracts. The Purchasing Division also assists businesses with registering on the PlanetBids database to download the bid specifications. Through outreach, 235 Long Beach vendors were notified to submit bids, of which one downloaded and none submitted a bid. The Purchasing Division is committed to continuing to perform outreach to local vendors to expand the bidder pool.
This matter was reviewed by Deputy City Attorney Amy Webber on May 8, 2018, and by Budget Analysis Officer Julissa Jose-Murray on May 8, 2018.
TIMING CONSIDERATIONS
City Council action to adopt Specifications No. 1TB PW12-089 and award a contract concurrently is requested on May 15, 2018, to ensure the contract is in place expeditiously.
FISCAL IMPACT
The total cost of the contract with Social Bicycles, Inc., for the purchase of 100 bicycles to augment the current inventory of 400, station racks, and associated parts and equipment will not exceed $431,250, which includes a 25 percent contingency in the amount of $86,250. The contract will also cover costs of ancillary equipment to optimize Long Beach Bike Share operations such as additional bike racks, advertising panels, and systemwide software upgrades. There is sufficient appropriation in the Gas Tax Street Improvement Fund (SR 181) in the Public Works Department (PW) from a previously awarded California Transportation Commission funding allocation for this contract award. There is no local job impact associated with this recommendation.
SUGGESTED ACTION
Approve recommendation.
Respectfully Submitted,
CRAIG A. BECK
DIRECTOR OF PUBLIC WORKS
APPROVED:
PATRICK H. WEST
CITY MANAGER