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HomeMy WebLinkAboutCOUNCIL - AGENDA ITEM - 05/04/2021 - SECOND READING OF ORDINANCE NO. 056, 2021, AUTHORI (2) Agenda Item 6 Item # 6 Page 1 AGENDA ITEM SUMMARY May 4, 2021 City Council STAFF Amanda Mansfield, Transportation Planner Adam Stephens, Legal SUBJECT Second Reading of Ordinance No. 056, 2021, Authorizing the City Manager to Accept a Grant Award and Agree to the Terms of the Grant and Making Supplemental Appropriations for the Can Do Colorado E-Bike Program. EXECUTIVE SUMMARY This Ordinance, unanimously adopted on First Reading on April 20, 2021, appropriates funds to be later reimbursed by awarded grant funds and to authorize FC Moves to accept an awarded grant from the Can Do Colorado E-Bike Program and comply with the terms of that grant. STAFF RECOMMENDATION Staff recommends adoption of the Ordinance on Second Reading. ATTACHMENTS 1. First Reading Agenda Item Summary, April 20, 2021 (w/o attachments) (PDF) 2. Ordinance No. 056, 2021 (PDF) Agenda Item 14 Item # 14 Page 1 AGENDA ITEM SUMMARY April 20, 2021 City Council STAFF Amanda Mansfield, Transportation Planner Adam Stephens, Legal SUBJECT First Reading of Ordinance No. 056, 2021, Authorizing the City Manager to Accept a Grant Award and Agree to the Terms of the Grant and Making Supplemental Appropriations for the Can Do Colorado E-Bike Program. EXECUTIVE SUMMARY The purpose of this item is to request Council approval to appropriate funds to be later reimbursed by awarded grant funds and to authorize FC Moves to accept an awarded grant from the Can Do Colorado E-Bike Program and comply with the terms of that grant. STAFF RECOMMENDATION Staff recommends adoption of the Ordinance on First Reading. BACKGROUND / DISCUSSION On March 18, 2021, the City received a grant award of $135,000 from the Colorado Energy Office (CEO) to implement the Can Do Colorado E-Bike Program. With this funding, the City will deploy a program that provides Class 1 electric bikes, accessories, and a maintenance package to lawfully present low-income essential workers at no cost. Project objectives include supporting program participants in learning to ride and maintain their e-bikes and encouraging participants to use their e-bikes to reduce greenhouse gas (GHG) emissions over the two-year program period. The City will partner with community-based organizations (CBOs) to identify participants who meet the lawfully present, low-income and essential worker criteria. The CBOs will apply to the program on behalf of their clients, and the program partners will select eligible participants whose use of an e-bike is expected to most significantly reduce GHG emissions. E-bikes and accessories such as helmets, locks, and lights will be purchased, assembled, stored, and distributed to program participants by the bike vendor partner. The selected bike vendor will also provide a maintenance package. Program partners Northern Colorado Clean Cities (NCCC), Bike Fort Collins (BFC), and a to-be-selected bike vendor will develop instructional videos about e-bike maintenance, where to ride, how to ride and bicycling safety. Selected participants will be invited to collect their e-bike and accessory kit at a deployment event at their CBO headquarters. At these events, program partners will ensure the new e-bike owners know how to operate, maintain, and safely ride their bike. The e-bikes and accessories are intended to be purchased at the end of April/beginning of May and distributed before July 31, 2021. Additional program partner National Renewable Energy Laboratory’s (NREL) CanBikeCO app will be customized for the City program and will be used to collect data about e-bike usage and to continuously communicate with program participants. The data collected through the CanBikeCO app will be used to evaluate program effectiveness in reducing GHG emissions. Quantitative and qualitative data will be collected from program ATTACHMENT 1 Agenda Item 14 Item # 14 Page 2 participants to respond in real-time to their reported barriers to riding during the two-year data collection period and to provide insight for future scale-up of the program if additional funding is obtained. This program will directly benefit mobility and access for the lawfully present, low-income essential workers who receive e-bikes. The program model also strengthens relationships between the City and local CBOs facilitating future programs to advance equity and sustainable transportation within the City. A full description of the program is include in the CEO Purchase Order (PO) attached as Exhibit A to the Ordinance. CITY FINANCIAL IMPACTS This Ordinance will appropriate $135,000 of unanticipated grant revenue from the Transportation Services Fund to be pledged to support the implementation of the Can Do Colorado E-Bike Program. The appropriation of funds does not require matching funds to be provided by the City. The budget for the program is included in Exhibit A to the Ordinance. PUBLIC OUTREACH On January 5, 2021, staff sent an announcement to over 40 local CBOs to announce that the City was applying for a grant award from the CEO to implement the Can Do Colorado E-Bike Program and to invite the CBOs to provide input on how the program should be structured. No input was received. On February 22, 2021, City staff sent out a request to CBOs identified as most likely to benefit from the program, to ask that they submit letters of support for the program to be included in the grant application. Letters of support were provided by Matthews House and Homeward Alliance on February 23, 2021. Staff released a program announcement notification and a request for applications to over 40 local CBOs on April 7, 2021. -1- ORDINANCE NO. 056, 2021 OF THE COUNCIL OF THE CITY OF FORT COLLINS AUTHORIZING THE CITY MANAGER TO ACCEPT A GRANT AWARD AND AGREE TO THE TERMS OF THE GRANT AND MAKING SUPPLEMENTAL APPROPRIATIONS FOR THE CAN DO COLORADO E-BIKE PROGRAM WHEREAS, the Colorado Energy Office (CEO) is a non-regulatory department within the Governor's Office with a stated mission to reduce greenhouse gas emissions and consumer energy costs by advancing clean energy, energy efficiency and zero emission vehicles to benefit all Coloradans; and WHEREAS, on March 18, 2021, the City received a grant award of $135,000 from the CEO (the “Grant”) to implement the Can Do Colorado E-Bike Program (the “Program”); and WHEREAS, the Program will use the Grant funding to provide Class 1 electric bikes, accessories, and a maintenance package to lawfully present, low-income essential workers at no cost; and WHEREAS, the Program objectives include supporting program participants to use their e-bikes to reduce greenhouse gas (GHG) emissions over the two-year program period; and WHEREAS, the City will partner with community-based organizations (CBOs) to identify participants who meet the lawfully present, low-income and essential worker criteria and will apply to the Program on behalf of their clients, and the Program partners will select eligible participants whose use of an e-bike is expected to most significantly reduce GHG emissions; and WHEREAS, Program partners Northern Colorado Clean Cities (NCCC), Bike Fort Collins (BFC), and a to-be-selected bike vendor will develop instructional videos about e-bike maintenance, where to ride, how to ride and bicycling safety; and WHEREAS, the e-bikes and accessories are intended to be purchased at the end of April/beginning of May and distributed before July 31, 2021; and WHEREAS, additional Program partner National Renewable Energy Laboratory (NREL)’s CanBikeCO app will be customized for the Program and will be used to collect data about e-bike usage and to continuously communicate with Program participants amd the data collected through the CanBikeCO app will be used to evaluate Program effectiveness in reducing GHG emissions; and WHEREAS, quantitative and qualitative data will be collected from Program participants to respond in real-time to their reported barriers to riding during the two-year data collection period and to provide insight for future scale-up of the Program if additional funding is obtained; and WHEREAS, this Program will directly benefit mobility and access for the lawfully present, low-income essential workers who receive e-bikes and the program model also strengthens -2- relationships between the City and local CBOs facilitating future programs to advance equity and sustainable transportation within the City; and WHEREAS, the Colorado Energy Office’s Purchase Order, a copy of which is attached hereto and incorporated herein as Exhibit “A” (the “PO”), requires only City affirmation to receive the Grant; and WHEREAS, the City is authorized to enter into intergovernmental agreements, such as grant agreements, to provide any function, service or facility, under Article II, Section 16 of the City Charter and Section 29-1-203 of the Colorado Revised Statutes; and WHEREAS, City Code Section 1-22 requires intergovernmental agreements or cooperative activities between the City and other governmental entities to be submitted to the City Council for review and approval by ordinance or resolution; and WHEREAS, City staff recommends that the City Council authorize the City Manager or their designee to accept the grant award and comply with the terms of the grant as evidenced in the attached PO marked as Exhibit “A”; and, WHEREAS, this appropriation benefits public health, safety and welfare of the citizens of Fort Collins and serves a public purpose of promoting alternative forms of non-carbon emitting transportation by lower income commuters and to study the feasibility of widespread use of e- bikes for commuter purposes; and WHEREAS, Article V, Section 9, of the City Charter permits the City Council, upon recommendation of the City Manager, to make supplemental appropriations by ordinance at any time during the fiscal year, provided that the total amount of such supplemental appropriations, in combination with all previous appropriations for that fiscal year, does not exceed the current estimate of actual and anticipated revenues to be received during the fiscal year; and WHEREAS, the City Manager has recommended the appropriation described herein and determined that this appropriation is available and previously unappropriated from the Transportation Services Fund and will not cause the total amount appropriated in the Transportation Services Fund to exceed the current estimate of actual and anticipated revenues to be received in that fund during any fiscal year. NOW, THEREFORE, BE IT ORDAINED BY THE COUNCIL OF THE CITY OF FORT COLLINS as follows: Section 1. That the City Council hereby makes and adopts the determinations and findings contained in the recitals set forth above. Section 2. That the City Council hereby authorizes the City Manager, or their designee, to accept the terms and conditions outlined in Exhibit A for purposes of receiving the grant award and facilitating the Program in a manner consistent with this Ordinance. -3- Section 3. That there is hereby appropriated from unanticipated grant revenue in the Transportation Services Fund the sum of ONE HUNDRED THIRTY-FIVE THOUSAND DOLLARS ($135,000) for expenditure in the Transportation Services Fund for the Can Do Colorado E-Bike program. Introduced, considered favorably on first reading, and ordered published this 20th day of April, A.D. 2021, and to be presented for final passage on the 4th day of May, A.D. 2021. __________________________________ Mayor ATTEST: _______________________________ City Clerk Passed and adopted on final reading on the 4th day of May, A.D. 2021. __________________________________ Mayor ATTEST: _______________________________ City Clerk STATE OF COLORADO Office of the Governor Colorado Energy Office Page 1 of 2 ORDER *****IMPORTANT***** Number:POGG1,EFAA,202100002968 The order number and line number must appear on all invoices, packing slips, cartons, and correspondence.Date:4/6/21 Description: Can Do Colorado Community Challenge Grant BILL TO Colorado Energy Office - Broadway 1600 Broadway Suite 1960 Denver, CO 80202 Effective Date:04/07/21 Expiration Date:10/31/23 BUYER SHIP TO Buyer: Colorado Energy Office - Broadway 1600 Broadway Suite 1960 Denver, CO 80202 Email: VENDOR CITY OF FORT COLLINS 215 N MASON ST FORT COLLINS, CO 80522 SHIPPING INSTRUCTIONS Delivery/Install Date:- FOB: Contact:Amanda Mansfield Phone:000-000-0000 VENDOR INSTRUCTIONS EXTENDED DESCRIPTION Grantee shall complete the work as outlined in Exhibit A, the Statement of Work, attached hereto and incorporated by reference herein. CEO Representative: For questions pertaining to this project contact Christian Williss at christian.williss@state.co.us. Line Item Commodity/Item Code UOM QTY Unit Cost Total Cost MSDS Req. 1 G1000 0 0.00 $115,000.00 ¨ Description:Grant Commodity Service From:04/07/21 Service To:10/31/23 Line Item Commodity/Item Code UOM QTY Unit Cost Total Cost MSDS Req. 2 G1000 0 0.00 $20,000.00 ¨ Description:Grant Commodity Service From:04/07/21 Service To:10/31/23 EXHIBIT A STATE OF COLORADO Office of the Governor Colorado Energy Office Page 2 of 2 TERMS AND CONDITIONS https://www.colorado.gov/pacific/osc/small-dollar-grant-award-terms-conditions DOCUMENT TOTAL =$135,000.00 Page 1 of 11 Exhibit A - Statement of Work I. Project Background and Description The Grantee was awarded funding as part of the competitive Can Do Colorado eBike Pilot Program Request for Applications (RFA). The Colorado Energy Office (hereinafter called “CEO” or the “State”) agrees to provide funding to the City of Fort Collins (hereinafter called the “City or “Grantee”) for its E- Bike Access Program. The Grantee will deploy a program that provides eBikes and accessories to low income essential workers: • The Grantee will work with a variety of local partners to provide Class 1 e-bikes, bicycling accessories and a maintenance package to low-income essential workers at no cost. Project objectives include supporting program participants in learning to ride and maintain their e-bikes and encouraging participants to use their e-bikes to reduce greenhouse gas (GHG) emissions over the two-year program period. • The Grantee will partner with community-based organizations (CBOs) to communicate with low- income essential workers and identify participants who meet the income and employment criteria. The CBOs will apply to the program on behalf of their clients, and the program partners will select participants whose use of an e-bike is expected to most significantly reduce GHG emissions. • E-bikes and accessories such as helmets, locks, and lights will be selected through a competitive solicitation. The selected bike vendor will also provide a maintenance package. Northern Colorado Clean Cities (NCCC), Bike Fort Collins (BFC), and the bike vendor will develop instructional videos about e-bike maintenance, where to ride, how to ride and bicycling safety. • Selected participants will be invited to collect their e-bike and accessory kit at a deployment event at their CBO. At these events, program partners will ensure the new e -bike owners know how to operate, maintain, and safely ride their bike. • The National Renewable Energy Laboratory (NREL) CanBikeCO app will be customized for the City of Fort Collins program and will be used to collect data about e-bike usage and to continuously communicate with program participants. The data collected through the CanBikeCO app will be used to evaluate program effectiveness in reducing GHG emissions. Quantitative and qualitative data will be collected from program participants to respond in real- time to their reported barriers to riding during the two-year data collection period and to provide insight for future scale-up of the program if additional funding is obtained. • This program will directly benefit the low-income essential workers who receive e-bikes. The program model also strengthens relationships between the City and local CBOs facilita ting future programs to advance equity and sustainable transportation within the city. II. Work Tasks, Deliverables and Timeline Page 2 of 11 Grantee shall perform the following work tasks and provide the following deliverables to CEO, each subject to the CEO’s final approval and discretion. It is anticipated that the Grantee will begin work immediately upon issuance of a Small Dollar Grant Award Purchase Order (PO) with CEO. Task 1 – Project Communication and Administration ● Immediately following issuance of the PO, Grantee will hold a project kick-off meeting with CEO and agency partners to discuss project scope, activities and milestones, and project schedule. ● Grantee shall submit monthly progress reports to CEO summarizing work accomplished to date including project status, description of the deliverables and tasks completed during the reporting period, findings or results, unanticipated outcomes or roadblocks, and next steps in the project. If work is behind schedule, a summary of reasons for delay and a plan of action to bring back on schedule will be included. ● Grantee will hold monthly coordination calls with CEO and other check in calls as needed. Deliverables: ● Kick off meeting agenda and meeting minutes, due within one week of PO issuance ● Monthly progress reports ● Monthly call summaries Task 2 – eBikes, Equipment, and Accessories City of Fort Collins shall purchase the following eBikes and equipment or similar bikes and equipment through a competitive solicitation process. Due to uncertainties in the e-bike manufacturing and distribution environment caused by the pandemic, City of Fort Collins has identified four potential Class 1 e-bikes as the primary options for the program: Batch Step Thru e-bike, Batch Commuter e-bike, and the Izip Vibe 2.0 in step over and step thru models. All the e-bikes have frame mounted removable batteries rated at 400Wh and 250W mid-drive motors, as recommended in the RFA, and come with required charging equipment. The Batch e-bikes have a range of 30-80 miles. The iZip Vibe models have a range of 16-35 miles. All models have integrated racks, and the Batch models include fenders. Program participants will be provided with a set of biking accessories to promote safety and convenience for participants. The accessories will include: • Tires: City of Fort Collins anticipates that participants will be offered a Flat Free Guarantee. This system includes a thorn resistant tube, a hard plastic liner, and Slime to ensure protection against the elements and other road debris. If a flat occurs, the tires can be brought to the bike vendor’s location to be repaired while the rider waits. Two years of this service will be provided to participants. • Lock: The OnGuard Bulldog comes with a hardened U-Lock and a 3’ cable to lock all parts of the bike, including the wheels. It comes in either a combination or keyed lock and a mounting bracket that is suitable for the selected frames. • Light: The Serfas E-Lume 350/15 light set provides multiple settings and brightness settings including flash and steady modes, feature easy to mount brackets, and are USB chargeable. Page 3 of 11 • Pumps: Floor model Serfas Tier 2 – has a large gauge for the user to see the correct sett ing. The pump works with both Presta and Schrader valves and has heavy duty construction to stand-up over time. • Hand pump, Serfas Full Stick: Small and compact and fits Presta and Schrader valves. • Hydration: A standard handlebar mount cage will fit on all recommended e-bikes and provides an easy location for the rider to use while on the move or taking a break. • Tool: The bike vendor’s standard multi tool will include the 3 most common sizes of Allen keys – 4, 5, 6 mm. Also, a flat and Philips head will be included to make minor adjustments. • Bag: Sunlite Top Mount bag fits nicely on built-in racks, gives the rider a place to store lock, pump, tool, and lights, with room for other items that the rider wants to carry along. • Bell: Standard bell will allow rider to let other riders know they are approaching. • Helmet: Serfas Kilowatt helmet is specifically designed for the e-bike rider. It has a hard shell encasing, Hi Vis colors available as well as a Matte Black. The helmet also comes with a built -in rear light with easy to change batteries. Once the bikes are distributed, participants will be provided a 30–45-day riding tune up. This includes minor adjustments to shifting and brakes and checking for any issues the rider has noticed since ownership of the bike. Each participant may bring the bike in after one year of use for a full tune up. Deliverables: ● Grantee shall provide a final list of equipment and accessories ordered including make and model for each. Task 3 – Project Workplan and Schedule Task 3.1 – Project Development The Program Development stage consists of six tasks and will commence as soon as the official notice of award is received: 1. Develop Program Application Website and Secure Bike Vendor Through RFP Process The City will put out a Request for Proposal (RFP) to solicit applications from potential bike vendors to partner with the City on this program. Responsibilities of the selected bike vendor will include procuring e-bikes and e-bike accessories, assembly and storage, partnering on the development of educational videos, and sharing in the responsibility of hosting distribution events where the videos will be shown. The City will develop an online application page where representatives from CBOs can apply to participate in the program on behalf of their clients. The application web page will allow applicants to sign up to attend virtual meetings with City staff where staff will walk applicants through the application process. For those who cannot attend the meetings, there will be a link to connect with bilingual City staff for assistance in filling out the application. The website application will collect the initial information needed to verify eligibility for the e-bike program, select program participants whose use of an e-bike would most effectively contribute to Page 4 of 11 reductions in GHG emissions, and initialize the data collection process. NREL will be a partner in developing the application questions, and storing and analyzing the data received to assist in selecting participants and in evaluating their participation throughout the program. 2. Task 2: Promote program and solicit applications from community -based organizations and their clients The City will reach out to the CBOs to announce this opportunity and will invite them to apply. The City will put out a press release after program recipients have been selected. The City will ask CBOs to help bring clients who will receive e-bikes for a mandatory deployment event which will include information on how and where to ride, basic maintenance, and how to use the CanBikeCO app. The City will also invite them to participate in two e-bike promotional and educational events to be hosted by the City, NCCC and BFC during the two-year program period after the e-bikes are deployed. The City will allow each CBO to apply for up to 10 e-bikes for their clients. As part of the application process, the City will set up an option for community organization applicants to obtain assistance filling out and submitting the application. 3. Work with NREL to adapt CanBikeCO app to the City program and prepare for data collection The City will work with NREL to develop a plan for the CanBikeCO app. This will be an ongoing task in which the City will review user engagement quarterly and identify new improvements for prioritization and implementation in the next quarter. 4. Task 4: Develop training videos for program participants The bike vendor, NCCC and BFC will work together to develop a series of five educational videos in English and Spanish that participants will be required to watch prior to receiving the e -bikes. The videos will focus on operation, charging and maintenance of e -bikes, bike safety and rules and regulations for bikers in Fort Collins. 5. Collect and review applications, select program participants The deadline for application submittal will be set as 3-4 weeks after announcement. Applicants will be selected to participate based on whether they meet eligibility criteria and on number of miles they are expected to ride on the e-bike and/or GHG emissions they are expected to avoid by using the e-bike. 6. E-bike and equipment procurement, assembly and storage After the City confirms that selected participants are committed to the education and data requirements of the program, the City will work with the bike vendor to place orders for the e- bikes and bike accessory kits. When the e-bikes arrive, the bike vendor will assemble the bikes and provide storage of bikes and accessories until the e-bike deployment stage. Task 3.2 – eBike Deployment 1. Notify participants of selection Page 5 of 11 The City will notify the CBOs on who has been selected to participate in the program. The CBO will be responsible for notifying their clients on whose behalf they submitted the application. 2. Prepare participants to receive e-bikes Participants will be required to download the NREL CanBikeCO app . Participants will also be required to attend an in-person or virtual deployment event hosted by their CBO. 3. E-bike distribution After participants have completed the requirements, they will receive e -bikes in person at the headquarters of their CBO as part of the deployment event. For participants who are unable to pick up the e-bike in person, the City will provide delivery of the e-bike and go over the educational videos and the app, and demo the e-bike. 4. Communicating with new e-bikers and initiating data collection When participants pick up their e-bike, they will receive a welcome message through the CanBikeCO app along with a token for login and a short demographic survey. After this welcome, the participants will begin seeing prompts in the app to “label” their trip and NREL will begin sending out quarterly surveys to assess participant experience with the app and the e -bike. For participants without a Smart Phone, the initial and ongoing communication strategy will be adapted to accommodate their needs. Task 3.3 – Ongoing Support and Maintenance 1. Continued communication with and support of participants Using the CanBikeCO app, NREL will send out quarterly surveys regarding participant app and e - bike experience for the duration of the two-year data collection period. Additional information will be included with initial messages focusing on rider education and building new habits to support data collection. Later messages will advertise things to do or places to go on e-bikes to encourage further use of the e-bikes. Communication will include reminders and tips to conduct routine maintenance on the e-bikes and to go to the bike vendor for their no-cost maintenance services. The bike vendor, NCCC and BFC will plan and implement two promotional and educational events within the two-year program period after the e-bikes are distributed. 2. Maintenance activities The bike vendor will offer a riding tune up at no cost to participants within 30-45 days of receiving their e-bike at the bike vendor’s location in Fort Collins. Additionally, included in the cost of the e-bike they are receiving, participants will be allowed to bring their e-bikes in to the bike vendor’s location for a full maintenance treatment after one year of use. The bike vendor will allow participants to bring in their e-bikes to receive flat tire repair services at no cost as needed for two years after deployment. Page 6 of 11 3. Data Collection and Reporting NREL will make the required quantitative metrics specified by CEO available through the public dashboard. This will include frequency of e-bike use (days per month), total number of trips (per month), average trip length (per month), total e-bike miles (per month) and estimated energy and emissions impacts. Qualitative data collection will include surveys administered though the CanBikeCO app that reveal participant experience with app and with e-bike, project anecdotes and observations collected from partner organizations and participants, and testimonials/quotes about the importance of the program. 4. Pursuit of additional sources of program funding The City will compile a list of and pursue funding through Federal and State grant or sponsorship opportunities. Task 4 – Final Report/Quarterly Reporting City of Fort Collins will submit to CEO a project completion report that provides a summary account of the total work performed including all tasks contained in the project work plan. The report shall include: ● Project Summary Narrative: This should summarize the project and its achievements including, project objectives and benefits, if and how they were met, project participants, and anything else about project development and implementation. ● Project Lessons Learned: summarize project challenges and how they were overcome, findings, and recommendations for future projects. ● Financial Status: summary of project expenditures including eBikes and equipment, administrative costs, and any other project costs. ● Project Communication: Include a description of promotional activities including newsletter, email, or social email content, and photos documenting the project. ● Other Information: Other information as requested by CEO. Grantee shall submit quarterly reports for two years following eBike deployment with the first report falling at the beginning of the subsequent quarter and then each following quarter for a total of eight reports, with the first anticipated for July 31, 2021. Reports shall be submitted by the end of the first month of the quarter. Reporting criteria will include, but may not be limited to, the following: ● Quantitative data as identified in section 3 ● Qualitative data including data collected through surveys, project anecdotes, and project observations ● Testimonials/Quotes including statements about the project’s importance from participants that could be used for communications. Page 7 of 11 ● Summary of Communications including press releases, advertising, or newsletters. ● At any time, the CEO may determine that additional reporting information is needed and reserves the right to request this information at any time during the reporting period. Deliverables: ● Final report - due within 30 after full eBike deployment is completed ● Eight quarterly reports – first report is due by end of the first month following end of the quarter in which eBikes were fully deployed, anticipated to be July 31, 2021 ● Final quarterly report shall include a final summary of any key project insights from deployment and two years of data collection. Project Schedule The workplan for this project considers three essential stages: Program Development, e -Bike Deployment, and Ongoing Support and Maintenance. Milestone dates are estimates. City of Fort Collins shall provide an update as part of the monthly report on how closely activities align with anticipated milestone dates. Program Development Date of Milestone Task 1 Develop Program Application Website Secure Bike Vendor Through RFP Process March 15, 2021 (or upon issuance of the purchase order) April 5, 2021 Task 2 Promote program and solicit applications from community-based organizations and their clients April 15, 2021 Task 3 Work with NREL to adapt CanBikeCO app to the City program and prepare for data collection May 15, 2021 Task 4 Develop training videos for program participants May 15,2021 Task 5 Collect and review applications, select program participants April 25, 2021 Task 6 E-bike/equipment procurement, assembly/storage April 30, 2021 E-bike Deployment Task 7 Notify participants of selection April 25, 2021 Page 8 of 11 Task 8 Prepare participants to receive e-bikes June 1, 2021 Task 9 E-bike distribution July 31, 2021 Task 10 Communicating with new e-bike recipients and initiating data collection July 2021 Ongoing Support and Maintenance Task 11 Continued communication with and support of participants Monthly starting August 31, 2021 Task 12 Maintenance activities TBD – July 2021 – July 31, 2023 Task 13 Data Collection and Reporting Quarterly with first report submitted July 31, 2021 Task 14 Pursuit of additional sources of program funding August 2021 - ongoing Task 15 Development of how-to-guide TBD – estimated end of 2022 Reporting Monthly reporting Reports prepared and submitted to CEO Monthly with first report submitted April 30, 2021 through month following e-bike distribution Quarterly reporting Reports prepared and submitted to CEO Quarterly with first report submitted October 31, 2021 for two-year period (October 31, 2023) Final Report Report prepared and submitted to CEO TBD – estimated August 31, 2023 III. Key Personnel Grantee shall immediately notify the State if any of the below Personnel cease to serve. Provide d there is a good-faith reason for the change, if Grantee wishes to replace its Key Personnel, it shall notify the State and seek its approval. Such approval is at the State’s sole discretion, as the State issued this Purchase Order in part reliance on Grantee’s representations regarding Personnel. Such notice shall specify why the change is necessary, who the proposed replacement is, what their qualifications are, how Grantee plans to ensure quality assurance and quality control of the program, and when th e change would take effect. Anytime Personnel cease to serve, the State, in its sole discretion, may direct Grantee to suspend Work until such time as their replacements are approved. Page 9 of 11 • Amanda Mansfield – Transportation Planner, City of Fort Collins Project Team: Executive Director, Northern Colorado Clean Cities, Program Manager, Northern Colorado Clean Cities IV. Testing & Acceptance Criteria CEO shall determine whether deliverables meet the task requirements in the scope of work. The Grantee shall provide professional, high-quality deliverables that have gone through an internal quality assurance process. If the deliverables, invoices, and reports are inadequate, the CEO Program Manager will notify the Grantee with a request to correct, modify, or replace as needed. V. Budget The total budget shall not exceed $135,000 as described in the chart below. Budget line items may be moved between tasks with pre-approval from CEO program manager. eBike accessories may be substituted with like equipment in the event accessories are not available or cannot be acquired in time for eBike deployment. Note that eBike and accessory budgets are estimated. Grantee shall provide CEO with a final list of equipment and accessories based on the outcome of the competitive solicitation. The list shall include unit and total cost for each equipment type. Total eBike, accessories, and maintenance shall not exceed $127,406 and include at least the minimum number of eBikes, accessories, and maintenance services listed in the estimated budget. A. E-Bike, Accessories, Maintenance Package Available E-Bike, Accessories and Maintenance Package Budget: $127,406 E-bike/accessories (adaptive bikes will be researched and assessed on an individual basis once applications are received.) Batch E-Bike Commuter Batch E-Bike Step Through IZIP Vibe 2.0 Standard and Step Thru models 1 maintenance visit to bike vendor $296.50 $296.50 $296.50 E-bike/accessory package (see accessory package breakdown below) $2,833.9 $3,371.7 $3,112.9 Smart Phone (for participants without) $ 40 $40 $40 Total cost (e-bike, accessories, (incl. smart phone), and maintenance package) $3,170.4 $3,708.2 $3,449.4 Number of bike-accessory-maintenance packages to be purchased at this price 40 34 36 Page 10 of 11 B. 5 videos developed (editing, planning, filming; video topics: charging costs, how to charge and ride and take on a bus/where to ride/maintenance/safe riding) hours cost/hour total cost NCCC Staff Member 60 $50 $3000 1st Bike Fort Collins staff 10 $50 $500 2nd Bike Fort Collins staff 10 $50 $500 1 bike vendor staff 10 $62.5 $625 Total 90 $262.5 $4625 C. 5 video presentations (to take place at CBO Headquarters; 3 hours per presentation including planning, 1.5-hour presentation/demo, follow-up. The number of presentations will depend on number of applicants) hours cost/hour total cost NCCC Staff Member 30 $50 $1500 1 Bike Fort Collins staff 15 $50 $750 1 bike vendor staff 7.5 $62.5 $468.75 Total 52.5 $212.5 $2718.75 D. Promotion (creating social media toolkit) NCCC Staff Member 5 $50 $250 e-bikes/maintenance/accessories/smart phones (A) - $127,406 Total Education/Training and Promotion Costs (B-D) - $7,584 Total Grant Award - $135,000 Accessory Item Name (incl. with each e-bike) Accessory Item Cost FLAT FREE GUARANTEE PACK FRONT 4.99 (x2) 9.98 TIRE SEAL INSTALLED FRONT 2.46 (x2) 4.92 TIRE LINER WIDE 7.99 (x2) 15.98 INSTALL TIRE/TUBE TRONT 6.00 (X2) 12.00 TUBE SV TR 26 X 1.15 _ 2.0 12.99 (x2) 25.98 SHOP FEE - MILAN 0.60 (x2) 1.20 FLAT FREE GUARANTEE PACK REAR 4.99 (x2) 9.98 TIRE SEAL INSTALLED REAR 2.46 (x2) 4.92 TIRE LINER WIDE 7.00 (x2) 15.98 INSTALL TIRE/TUBE REAR 6.00 (x2) 12.00 TUBE SV TR 26 X 1.75 - 2.0 12.00 (X2) 25.98 SHOP FEE - MILAN 0.60 (x2) 1.20 LOCK ONGUARD BULLDOG ULOCK/CBL 44.99 LIGHT SERFAS E-LUME 350/15 COM 54.99 PUMP SERFAS TIER 2 34.99 Page 11 of 11 BAG RACK TOP SUNLITE 59.99 WATER BOTTLE CAGE HANDLEBAR 12.99 FENDERS 26 FULL BLK 34.99 INSTALL FENDERS 25.00 SHOP SUPPLIES FEE 1.25 TOOL MULTI TOOL 14.99 PUMP SERFAS FULL STICK 29.99 HELMET KILOWATT ORANGE S/M BELL 69.99 INCREDIBELL DUET BRASS 12.99 TOTAL COST $537.27 VI. Payment The maximum amount payable under this purchase order to Grantee by CEO shall be $135,000 as determined by the State from available funds. Payments shall be made in accordance with the budgets described for each task herein. Grantee shall submit monthly invoices on a time and materials basis according to the budget above. Grantee shall provide a schedule of values substantiating work complete to date by task, which shall be provided to CEO with each invoice. The invoice documentation shall be submitted with each monthly report and shall indicate all work performed in the invoicing period in a manner sufficient to CEO to justify any payment requested for the Work. eBikes, equipment, and accessories will be reimbursed upon delivery. The State shall pay Grantee the reasonable, allocable, and allowable costs for work performed based on satisfactory progress of the work defined in this scope and the associated tasks. Grantee shall be compensated only for work and services performed by Grantee and accepted by CEO pursuant to the terms of this agreement. Payment shall also be contingent upon CEO’s timely receipt and acceptance of required invoices and associated reports and deliverables described herein. Grantee shall be reimbursed no more than once per month based on the submission of Grantee’s invoice providing a detailed account of the work completed and the amount of costs incurred relating to line items per the project set forth in the above section. VI. Purchase Order Term The Grantee shall begin work upon the later of the P.O. Service From Date as shown on the cover page of this P.O. or upon Grantee’s acceptance of this Purchase Order. This Purchase Order shall terminate on October 31, 2023, unless sooner terminated or further extended as specified elsewhere herein.