Notice of Request for Information (RFI)
For Bike Share Program
Q17-102
TO:
ALL PROSPECTIVE VENDORS
FROM:
ZAKIA ALAM, PURCHASING & CONTRACTS MANAGER
SUBJECT:
REQUEST FOR INFORMATION FOR: Bike Share Program
DATE:
November 22, 2016
OVERVIEW
This Request for Information (“RFI”) is being issued by the Town of Chapel Hill on behalf of
the Town of Chapel Hill, Town of Carrboro, the University of North Carolina at Chapel Hill
(UNC-CH), and Orange County (hereinafter referred to as “the Partners”) to request information
from qualified bikeshare companies to provide technology, equipment, and operating structure
and to install, manage, and maintain the region’s bikeshare program.
It is important to note that any information submitted by interested parties is completely
voluntary. This is not a solicitation for projects or services.
Following the receipt of information from interested parties, a formal solicitation may be issued,
depending on the feasibility of the proposed project. Any responses from interested parties
and/or subsequent discussions will not have any bearing on submissions to a Request for
Proposal (RFP) at a later date. Additionally, the Partners are not liable for any costs associated
with the information in this RFI, and any information submitted to the Partners will be
considered property of the Partners and will not be returned to the applicant. Please clearly
specify any restrictions on the use of data contained in the submission. All submissions will be
part of the public record upon receipt.
Bike share companies responding to this RFI should include all of the information stated in
the “Key Components of a Bike Share System” section of this document.
RFI for Bike Share Program Q17-102
Town of Chapel Hill, North Carolina
November 22, 2016
Page 1
Purpose
The goal of this RFI is to gather information on bikeshare programs and technologies, as well as
to assess the cost and feasibility of a bike share system in this region. Recognizing that the
transportation systems in UNC-CH, the Town of Chapel Hill, the Town of Carrboro, and the
Town of Hillsborough serve a diverse population of students, residents, employees, tourists, and
other visitors, the Partners expect interested companies to submit detailed information about
proposed system technologies, capital and operating costs, and organizational models with these
users in mind. This detailed information will assist the Partners in developing a reasonable
project budget, securing funding, and assessing the optimal organizational structure to meet all
parties’ needs.
The Partners are not obligated to award any contract based on this RFI. Further, the Partners
reserve the right to cancel this solicitation and preclude any future solicitations if it is determined
that this project is not feasible or desirable for any reason.
CONTEXT
The Town of Chapel Hill is a community where a diversity of ideas, people, and opportunities
converge. Chapel Hill is joined by its downtown to the Town of Carrboro and the University of
North Carolina at Chapel Hill and covers 21.1 square miles. With a population of 59,653,
consisting of University faculty and staff, students, business people, and retirees from all over
the world, not to mention the native Chapel Hillians, the Town's transformation from a small,
relatively rural, turn-of-the-century village to a thriving, cosmopolitan community has led to big
changes in infrastructure. Present day reminders of Chapel Hill's history are cherished by its
citizens and admired by its visitors; quiet winding streets, wooded homesites, stone walls, and
small shops surrounding the University add to the charm, mystique, and "small-town"
atmosphere. Much of the character of Chapel Hill is due to its great natural beauty including
steep wooded slopes, small streams, and tree-covered vistas. The integration of these protected
natural environments with the cosmopolitan and institutional setting of the University reflect the
spirit of diversity and community which is Chapel Hill.
The community vision for the Town of Chapel Hill is one that is walkable and bicycle friendly.
The Town’s continued investment in transit, bike facilities, sidewalks, and greenways exemplify
the commitment to providing transportation options to all residents and visitors. A bike share
program focused around downtown and near the University, forty-fifty (40-50) bikes, will boost
cycling ridership and help support existing and future infrastructure investments.
The Town of Carrboro is a lively Town adjacent to Chapel Hill. With a population of roughly
21,000 in 6.5 square miles, Carrboro is the most densely populated Town in North Carolina.
RFI for Bike Share Program Q17-102
Town of Chapel Hill, North Carolina
November 22, 2016
Page 2
Carrboro has a vibrant downtown filled with shops and restaurants that attracts locals and visitors
at all hours of the day. As North Carolina’s only Silver-level Bicycle Friendly Community,
Carrboro has made a significant investment in bicycling infrastructure over the last 30 years. A
local non-profit established a small bikeshare program almost ten years ago, but the lack of
funding to maintain the bikes and oversee the program caused it to fold. Carrboro’s proximity to
the University and Chapel Hill, its dense and attractive downtown, and the extensive network of
bike lanes and greenways make a bikeshare program an attractive transportation and recreation
option. Forty to fifty (40-50) bikes are proposed for the Town of Carrboro.
The Town of Hillsborough is the county seat of Orange County. As a historic town nestled along
the Eno River, Hillsborough is noted for its vibrant arts and culture scene, fine restaurants,
variety of architectural styles, and natural beauty. The population of Hillsborough is estimated at
6,415, with a substantial density of residents close to the historic downtown The Riverwalk, a
walking and bicycling trail, extends from Gold Park in the west to the Historic Occoneechee
Speedway in the east (some parts of the eastern trail is only open to pedestrians). A large number
of County buildings are scattered throughout Hillsborough, including the Orange County Public
Library, Health and Human Services, and the County Courthouse. The proposed bikeshare would
link County facilities and attractions in Downtown Hillsborough, while providing the last mile
for local and regional transit. Fifteen (15) bikes are proposed for the Town of Hillsborough.
The University of North Carolina at Chapel Hill (UNC-CH), the nation’s first public university,
is a global higher education leader known for innovative teaching, research and public service. A
member of the prestigious Association of American Universities, Carolina regularly ranks as the
best value for academic quality in U.S. public higher education.
More than 29,000 undergraduates, graduates, and professional students learn from a faculty of
over 3,700 and are supported by over 8,400 staff. UNC-CH offers limited vehicle parking with
under 12,000 permitted parking spaces on main campus, and the University’s goal is to increase
non-auto mode share. The proposed bikeshare program would link the local campus population
with the Towns of Chapel Hill and Carrboro. UNC-CH offers an extensive network of bus stops
for Chapel Hill Transit, GoTriangle, PART, Orange Public Transportation, and Chatham Transit
to serve the campus community. A bikeshare program would help riders bridge the first mile/last
mile legs of their journey, which would increase transit ridership and provide a broader number
of travel options within and around campus.
The three municipalities and the University are interested in forming a joint partnership to
support a bike share program that enables users to bike between towns, casts cycling as a
predominant mode of transportation for the average resident, and enhances our established
alternative transportation programs.
RFI for Bike Share Program Q17-102
Town of Chapel Hill, North Carolina
November 22, 2016
Page 3
KEY COMPONENTS OF A BIKESHARE SYSTEM
ROLES AND RESPONSIBILITIES
The Partners seek a bikeshare system that will be fully managed by the selected company and
suggests the division of responsibilities below. The Partners welcome any changes and/or
feedback on this table.
The Partners
 Assist in finding funding
partners/sponsors
 Work with local Board of County
Commissioners, Town Council, Board of
Aldermen, and Board of Trustees to
garner support
 Provide marketing support and education
 Promote system to local businesses and
residents/potential users
 Provide administrative support,
management oversight, and project
evaluation
Bikeshare Company
 Obtain, install, and maintain bicycle
stations
 Maintain bicycles (including rebalancing)
 Assume liability coverage
 Obtain required permits
 Provide marketing plan, create and
provide marketing support materials,
market system, and provide public
relations
 Provide mobile app, maintain payment
system, and create and maintain website
 Track performance data
INFORMATION REQUESTED
Please describe in detail how your company will address the following elements. Please keep in
mind that this information will become public information and may be used to craft an RFP, so
please ensure that all information is not sensitive in nature.
BACKGROUND AND EXPERIENCE
Please provide some basic information about your company including




name,
location,
primary contact, and
number of employees
SYSTEM MANAGEMENT
The partners are interested in a phased approach to implementing a bikeshare system. Please
describe how you propose to manage a bike share system in the first year and in subsequent
years, and how you plan to add additional bikes if required. Provide specific detail about how
bikes are checked out, returned, and tracked. Additionally, please specify your insurance/liability
policy and how the Partners and riders would be protected. Also, provide some detail on how
revenue generated through the system would be used and how revenue could be reinvested in the
system.
RFI for Bike Share Program Q17-102
Town of Chapel Hill, North Carolina
November 22, 2016
Page 4
Bikes and Bike Stations
Explain how bike share stations are installed, including and coordination with local stakeholders.
Please also provide some detail about what is needed for a typical station, including installation.
For instance, do you need electric/solar power, fiber/internet, pavement, shelter, etc.? Also,
please explain how much space is needed for each station and who will maintain the stations.
Please also include further information about the strategy for bicycle maintenance and
rebalancing and some details about the bicycles and their technology, including the potential for
accessible/adaptable bikes and electric assist.
CUSTOMER SERVICE
Please provide information about how your company will provide 24/7 customer service and
how complaints will be managed. Will company representatives be available via phone to
customers and the Partners at all times of the day and night?
SMART DEVICE INTEGRATION /PAYMENT
Describe how the bikeshare system will integrate with smartphone technology.. Please also
explain how the system will be integrated with online transportation planning tools like Google
Maps. Additionally, please describe how you will accommodate users who do not have
smartphones. Please provide specific information about payment methods, including options for
those without credit cards or bank accounts. Do you manage any bikeshare systems in
communities that have programs that help low-income people with membership or payment?
THEFT/DATA SECURITY/VANDALISM
How does your company deals protect against bike theft and vandalism? Please describe your
data security procedures and you protect bikeshare users’ sensitive information (ex: PCI
compliance).
In addition to or in conjunction with the items outlined above, please specifically address the
items listed below.


Fully Managed System
o 24/7 customer service, complaint resolution process, etc.
o Insurance coverage for users and how the Partners would be protected from liability
o Rebalancing bikes (return to stations)
o Bicycle maintenance and replacement frequency
o Policies and procedures to protect against bike theft and vandalism
o Ability to remove bicycle from reservation system when flagged for maintenance
o Obtain, install (obtain required permits), and maintain bicycle stations
o Planning for station locations, including what is needed for a typical station (e.g.
electric, fiber/internet, etc.) and if the station is managed by the Vendor
Reporting
o Platform for Partners to see real-time usage data
RFI for Bike Share Program Q17-102
Town of Chapel Hill, North Carolina
November 22, 2016
Page 5
o




Performance data reports analyzed by Vendor and provided to Partners
 User-friendly App and Website
o Real-time location of bicycles (integration with Google Maps)
o Secure online reservations and payment system
 Payment / Reservation Options
o Ability to connect to UNC OneCard
o Option for users without smartphones to reserve bikes
o Pre-paid card available to purchase locally (for cash-only transactions)
Bike Options
o Electric-assist
o Accessible / adaptive
Revenue Distribution
o Describe how revenue is collected and shared with Partners
o Ability to distribute revenue based on affiliations (visitors / Town residents / UNC)
Marketing and Promotion
o Materials for distribution provided by Vendor
o Staff availability to attend Town and University events
Sponsorships
o Describe sponsorship options and contract agreements with sponsoring entities
o Ability to provide discounted or free group/departmental memberships
ESTIMATE OF CAPITAL/OPERATING COST
The Partners are assuming a phased implementation of the bikeshare system. Please provide total
costs for the system, including capital costs, such as bikes, racks, signage, etc. and total annual
Operations and Maintenance (O&M) costs. Also include any additional costs relevant to
performing the items under “Information Requested.” The Partners would like cost estimates
broken out by capital and O&M for:
Year 1 –



100 bikes
150 bikes
200 bikes
Year 2 and on –



100 bikes
150 bikes
200 bikes
MARKETING/PROMOTION
Please indicate how your company plans to market the bike share system, including typical
marketing strategies and securing sponsorship. Describe if staff are available to attend meetings,
RFI for Bike Share Program Q17-102
Town of Chapel Hill, North Carolina
November 22, 2016
Page 6
how sponsorships are accommodated once they are secured, and different types/levels of
membership you typically implement.
EVALUATION
The Partners are very interested in measuring the success of the program. Please detail your
protocols for maintaining ridership data and making this data available in a usable format to the
Partners, including Partners’ access to the raw data. Additionally, provide information about how
often this data is available and the platform used to gather/report usage data.
Finally, please provide information about bike share programs you have worked on or are
currently implementing that might be similar in size and scope to this region.
Due Date
Proposals should be received by Zakia Alam, Purchasing and Contracts Manager, at
[email protected] by 3:00 P.M., on Friday, December 9, 2016 with “Bike Share
Program RFI” in the subject line.
Questions
Any questions regarding this RFI should be sent via email to Kayla Seibel at
[email protected] with “Questions from Bike Share Program RFI” in the
subject line.
Published:
Town of Chapel Hill Website – www.townofchapehill.org
RFI for Bike Share Program Q17-102
Town of Chapel Hill, North Carolina
November 22, 2016
DATE: November 22, 2016
Page 7