HomeMy WebLinkAboutCORRESPONDENCE - AGREEMENT MISC - BIKE FORT COLLINS (22)March 2, 2016
Bike Fort Collins
Attn: Bruce Henderson bmhender6@gmail.com
PO Box 1632
Fort Collins, CO 80522
RE: Renewal, Bike Fort Collins Miscellaneous Services Agreement
Dear Mr. Henderson:
The City of Fort Collins wishes to extend the agreement term for the above captioned
proposal per the existing terms and conditions and the following:
1) The term will be extended for one (1) additional year, March 1, 2016 through
February 28, 2017.
2) Revised scope of work, as defined on attachment.
If the renewal is acceptable to your firm, please sign this letter in the space provided and
include a current copy of insurance certificate naming the City as an additional
insured for General and Automotive Liability within the next fifteen (15) days.
If this extension is not agreeable with your firm, we ask that you send us a written notice
stating that you do not wish to renew the contract and state the reason for non-renewal.
Please contact Ed C. Bonnette, C.P.M., CPPB, Buyer at (970) 416-2247 if you have any
questions regarding this matter.
Sincerely,
Gerry S. Paul
Director of Purchasing
__________________________________________ ________________
Signature Date
(Please indicate your desire to renew Fort Collins Bike Library Operations by signing this
letter and returning it to Purchasing Division within the next fifteen days.)
GSP:jg
Financial Services
Purchasing Division
215 N. Mason St. 2nd Floor
PO Box 580
Fort Collins, CO 80522
970.221.6775
970.221.6707- fax
fcgov.com/purchasing
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3/3/2016
Bike Library Services Agreement Exhibit A Scope of Work – revised 3/2/16 Page 1 of 7
EXHIBIT A
SCOPE OF WORK
Bike Fort Collins: Scope of Work pertaining to the Fort Collins Bike Library Program (for
Bike Library Operations)
The City of Fort Collins (City) will pay up to $100,000 in 2016 to Bike Fort Collins (Service
Provider) to manage the Fort Collins Bike Share Local Program (FCBSLP), which includes the
Downtown Transit Center FCBS Kiosk (FCBS Kiosk), the Local Bike Share Ambassador
Program, and the Local Bike Share Sponsorship and Recruitment Program.
SECTION 1: Transfort/Parking Services will oversee the following as it pertains to the FCBS
Kiosk Operations and Customer Service, and facility use at the Downtown Transit Center
(“DTC”):
1. Facility. Transfort/Parking Services, a Department of the City of Fort Collins, a Municipal
Corporation, is the owner of the building known as the Downtown Transit Center, located at
250 N Mason Street, and legally described as Lot 1, Downtown Transit Center and Tract A,
Downtown Transit Center (“Building”).
a. Facility Use. Transfort/Parking Services and FC Moves, Departments of the City of
Fort Collins, a Municipal Corporation, agree that co-location of transit and FCBS
operations in the DTC has mutual benefit to patrons of both service providers. Refer
to Appendix A, for a building floor plan indicating the “spaces” identified for the FCBS
use. As the contracted operator of the FCBS Kiosk the Service Provider agrees to
the following stipulations related to use of the Facility:
i. Employees and approved volunteers of the FCBS Kiosk will be provided fob
keys to access the DTC main entrance, the DTC rear entrance, the spaces
identified in Appendix A, the DTC Break Room and the DTC Conference
Room from the City of Fort Collins Operations Services.
1. Access into the DTC Administration Area, on the south side of the
Building, shall not be included.
2. Access into the kiosk area will be using a traditional key, not a fob.
3. The Service Provider shall keep track of all keys/fobs provided to their
staff and notify Transfort if any keys and/or fobs are lost or misplaced
immediately.
ii. FCBS Kiosk Employees and approved volunteers shall at all times act in
accordance with stated Transfort Employee Operating Standards and the
City’s Personnel Policies & Procedures.
iii. Only FCBS Kiosk employees and approved volunteers will have access into
the spaces identified in Appendix A.
iv. The FCBS Kiosk shall be open for operation during the agreed upon and
posted operating hours. Tentative operating hours are outlined in this
Agreement; operating hours are subject to change as agreed to by FC
Moves, Transfort/Parking Services, and the Service Provider. . If operations
are canceled, closed early, or opened late for any reason, the Service
Provider shall notify Transfort Customer Service Representative (CSR)
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Supervisor in writing, and notice shall be posted at the DTC and on the FCBS
website.
v. If the agreed to FCBS Kiosk operating hours include Saturday and/or
Sunday, the FCBS Kiosk will open the DTC Lobby for the agreed upon
timeframe and dates for the FCBS Kiosk and Transfort customers’ use.
vi. The Service Provider agrees that at least one paid employee of FCBS Kiosk
shall be present during all hours outside of Transfort/Parking Services CSR
scheduled hours. If Transfort/Parking Services CSRs are present, the FCBS
Kiosk may operate using approved volunteers without the supervision of a
paid FCBL employee.
vii. The Service Provider agrees to have all employees that perform opening and
closing activities in the DTC be trained by a Transfort CSR prior to performing
any opening or closing shifts in the DTC facility.
viii. The Service Provider shall coordinate any changes to the DTC space with
Transfort.
ix. The Service Provider is responsible for keeping a tidy work space in the DTC.
x. The FCBS Kiosk interior work space in the DTC will be cleaned through the
DTC maintenance and cleaning contract.
xi. The Service Provider shall report any damage that occurs to the facility
and/or equipment immediately to Transfort.
xii. The Service Provider shall report any incidents that occur at the facility
immediately to Transfort.
2. Collective Resources. Locating the FCBS Kioskand Transfort together in the DTC is
beneficial for both parties for resource sharing opportunities, as follows:
a. The Service Provider shall have all employees cross-trained with Transfort CSRs so
they are able to answer general Transfort service questions.
b. Transfort CSRs shall be cross-trained with FCBS Kiosk staff to assist with general
FCBS and bicycle culture questions.
c. Transfort CSRs shall be cross-trained to assist with FCBS checkouts using
technology provided by Zagster Inc..
3. Employee Conduct. Service Provider shall control the conduct and demeanor of its agents
and employees. Upon objection from the City concerning conduct or demeanor of any such
person, Service Provider shall immediately take all lawful steps to address or remove the
cause of the objection. Also, if the City so requests, Service Provider agrees to supply and
require its employees to wear suitable attire and to wear or carry badges or other suitable
means of identification, the form for which shall be subject to prior and continuing approval
of the City. The personal conduct of Service Provider and its staff has a direct impact on the
quality of performance. Unacceptable personal conduct/behavior by Service Provider, as
defined, can result in immediate or early termination of the Agreement, as also defined.
Although it is impossible to predict every possible type of misconduct, the following are
some of the types of conduct which could be considered inappropriate:
a. Theft or misuse of money or property;
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b. Commission or conviction of a felony or of any crime involving moral turpitude;
c. Harassment of, or discrimination against, any individual based on race, religion,
national origin, age, sex, sexual orientation or disability;
d. Falsification, unauthorized use or destruction of City property;
e. Abusive or threatening treatment of any person, including, but not limited to physical
or verbal confrontation;
f. Insubordination or refusal to comply with directives or assignments;
g. Using, consuming, possessing, having in the body, or distributing alcohol or
controlled substances during working time;
h. Incompetence, inattention to duties or wastefulness while on the job;
i. Failure to meet performance expectations of job or not performing duties or functions
assigned;
j. Engaging in personal business while on the job or engaging in outside employment
which interferes with job performance;
k. Repeated tardiness, absenteeism;
l. Job Abandonment (unreported absences of three days or more)
4. Employee Conduct. Service Provider acknowledges and agrees that certain services
provided by Service Provider will require that employees, agents, and volunteers of the
Service Provider act in positions of trust which will entail the handling of and accounting for
funds of the City and City property, or direct contact with youth and other members of the
general public. Accordingly, Service Provider agrees that all employees, volunteers, and
other representatives or agents of Service Provider in positions of trust, as defined, shall be
screened using the City’s contractual background screening procedure, with such costs
associated with said screenings to be fully paid by Service Provider.
SECTION 2: FC Bikes Program, a program of the City of Fort Collins, will oversee the following
as it pertains to the Fort Collins Bike Share Local Program (FCBSLP) and Service Provider as
the contracted party:
Staffing and volunteers:
Service Provider will provide staff for the FCBSLP, to manage and operate the following: the
Downtown Transit Center FCBS Kiosk (FCBS Kiosk); the Local Bike Share Ambassador
Program, and the Local Bike Share Sponsorship and Recruitment Program. All hours worked
may be billed back to the FC Bikes Program within the approved budget. Invoice format will be
subject to the City’s specifications. FC Bikes will approve major staffing revisions.
It is anticipated that the Service Provider will have a small team of dedicated employees to
support the FCBSLP. The individuals would likely include:
Bike Share Relationship Manager (FCBSLP Director ) (1 FTE)
Lead Ambassador (0.75 FTE)
CSR/Ambassadors (~2 FTE)
The key responsibilities covered by the team include program management support and being
local ambassadors for the program:
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Program Management Support
Sponsorship recruitment
Marketing support
Strategic planning
Ambassadors
Staffing hub stations on a regular basis
Staffing key events (e.g., CSU football games, farmers markets, etc.)
System promotion
It is the intent of the City to supplement and enhance the automated Bike Share system
provided by Zagster Inc. through the Fort Collins Bike Share Local Program (FCBSLP). The
Service Provider (Bike Fort Collins), through the management and implementation of the
FCBSLP, will provide the following to support a successful, locally branded bike share system:
Fort Collins Bike Share Kiosk
- Provide ongoing coordination with Zagster Inc. to ensure seamless operations and
communications
- Staff the kiosk per the hours described in this agreement
- Promote and encourage safe bicycling to all FCBS Kiosk customers
- Offer bicycling resources, e.g., helmets and bike maps to bike share users
- Coordinate w/Transfort and Parking Services to ensure reliable Kiosk coverage
- Offer technical ‘check-out’ support to Bike Share patrons
- Help with potential specialty bike check-out if implemented in the future
- Work with Zagster and the City to explore/implement Bike Share user options for people
without a phone and/or credit card
Local Bike Share Ambassador Program
- Organize and staff ambassador events to promote Bike Share and recruit members and
sponsors
- Participate in bicycle-related events and other community events as appropriate (e.g.,
Farmers Markets)
- Coordinate w/Zagster on communications and materials distribution
- Promote general Bike Share awareness within the community
- Offer technical support at Bike Share stations to educate users on the check-out process
Local Bike Share Planning, Sponsorship and Recruitment Program
- Participate in strategic high level station growth planning that maximizes expansion
goals for last mile commuting, touring, convenient bicycle short trips, economics,
diversity. Primary collaboration with FC Moves.
- Participate in launch planning, both initial launch and all subsequent phases. Represent
local business view in sponsorship messaging.
- Participate in planning local marketing strategy.
- Conduct sponsorship outreach. Deliver presentations that promote Bike Share benefits
and station sponsorship. Keep the local image.
- Plan and execute periodic activities with existing sponsors, groups of sponsors, featuring
different stations.
- Partner with local businesses in their promotions to leverage Bike Share stations and
process.
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- Coordinate with Zagster to align sponsorship recruitment and retention efforts
1. FCBSLP Director will oversee the program, including budget, invoices, expansion, staff
needs, and status reports. In addition, (s)he will serve as a liaison with FC Bikes, Zagster
Inc., and Transfort/Parking Services staff. FCBSLP Director will ensure that salary for any
two-week period does not exceed 10% of City funding for the FCBSLP program, unless
approved by FC Bikes staff. (S)he may raise additional funding for the program.
2. Additional staff may be used to support increased service hours.
3. End-of-year staff bonuses may be billed to the City subject to approval by FC Bikes.
4. Service Provider will develop and implement a volunteer recruitment and retention plan.
Reporting:
Service Provider will prepare monthly status reports for FC Bikes on the condition of the
FCBSLP. These reports will be due by the 20th of each month for the previous month.
(Example: January’s report is due February 20). The status report will include, staffing hours,
number of customer contacts, helmet distribution totals, sponsors recruited, events attended in
addition to standard budget reports. Other metrics will be determined collectively by Service
Provider, FC Bikes and Zagster Inc.
Level of Service:
1. In 2016, the FCBS Kiosk will be open April 1 through December 12.
2. The FCBS Kiosk, located at the Downtown Transit Center, will be open an average of 27
hours per week, approximately 1,000 hours per year.
3. Specific FCBS Kiosk hours will be determined by FC Bikes and Transfort/Parking Services
in coordination with Service Provider.
4. In addition to the FCBS Kiosk hours, the FCBSLP will include staffing and hours related to
the Local Bike Share Ambassador Program and Sponsorship and Recruitment Program. An
additional 3,100 hours are anticipated for these tasks (including contingency hours).
FCBS Kiosk Customer Service Support:
1. FCBS Kiosk staff will be available to answer general Transfort/Parking Services-related
inquiries during all FCBS Kiosk open hours.
2. Cross-training will occur annually (and on an as-needed basis) for Transfort/Parking
Services and FCBSLP staff.
Transfort Customer Service Support (further outlined in Section 1):
1. Transfort/Parking Services staff will be available to provide customer service support (as
outlined below) to the FCBS Kiosk an average of 7-10 hours per week (adjusted for
seasonal hours), an estimated 286.5 hours per year (hours will be determined by
Transfort/Parking Services, FC Bikes and Service Provider).
2. Transfort/Parking Services staff will offer check-out or check-in assistance and other
services inside the FCBS Kiosk.
3. Transfort/Parking Services staff will field general questions regarding FCBS during the times
that the FCBS Kiosk is closed.
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Sponsorship and User Fees:
2016 FCBL operating expenses are estimated at $ 114,611. As approved by the City, a
combination of funding sources will be used to meet the level of service expected of the Service
Provider, including user and membership fees.
1. Sponsorship: Service Provider may solicit business sponsorships to support the FCBSLP
in order to supplement funding from the City of Fort Collins and from user fees and
membership, and may enter into sponsorship agreements with sponsors.
2. Approved sponsor packages will be developed as needed, in coordination with the City of
Fort Collins and Zagster, Inc.:
3. The City of Fort Collins logo will be displayed on FCBSLP materials.
Property:
1. Property pertaining to the FCBSLP, specifically the current Fort Collins Bike Library bicycle
fleet (a subset of which may be retained for bike share operations), fleet supplies and other
items purchased through City funds, is owned by the City of Fort Collins. Any sale or
repurposing of such items must be approved by the City of Fort Collins. An inventory of any
such agreed upon rental fleet will be made available to the City of Fort Collins Bike Program
Manager on a monthly basis.
Finances:
1. The City of Fort Collins will reimburse the Service Provider for up to $100,000 in 2016 for
running the FCBS Kiosk, the Bike Share Ambassador Program, and expanding the number
of bike share stations through promotion of sponsorships. Reimbursable expense categories
include:
a. DTC improvements
b. Merchandise
c. Office supplies
d. Marketing & design to promote and operate the FCBSLP
e. Technology and web services (as appropriate)
f. FCBSLP utilities
g. FCBSLP employee wages
h. Miscellaneous materials specific to operating the FCBSLP
i. Payroll expenses
2. Service Provider will invoice the City of Fort Collins on monthly basis. Invoices will include
the following documentation:
a. Overall Program Profit and Loss by Expense Category
b. Detailed cash flow report for all items to be paid for by City funds
c. Status report documenting all income and expenses pertaining to the FCBL
3. Additional expenses, including the following may be covered through revenue generated by
the FCBSLP and Service Provider via sponsorship, user fees and fundraising:
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a. Payroll taxes
b. Office Reimbursement
c. Healthcare
d. Liability and Workers’ Comp Insurance
e. Merchant Services
f. Appreciation and Training
g. Travel
h. Education and Development
i. FCBSLP Events
j. Meeting expenses
k. Sponsorship Items
l. BFC Management Expense
m. Food and alcohol expenses (outside of those adhering to City’s Personnel Policies &
Procedures)
n. Expansion of FCBS
4. Any monies raised for and through the FCBSLP will be deposited into an account
designated specifically for the FCBSLP program.
5. Monies raised in excess of the anticipated operating expenses for 2016 may be used to
improve and expand FCBSLP operations.
6. Monies remaining in the FCBSLP designated account at the end of 2016 will either (1)
rollover to 2017 to support the continuation of the FCBSLP, or (2) remain with Service
Provider to be used for bicycle education programming, as approved by FC Bikes, in the
event Service Provider is no longer the operator of the FCBSLP.
Other:
1. Service Provider is responsible for enhancing the experience at the Downtown Transit
Center FCBS Kiosk (as approved by Transfort). Visitor enhancement may include
beautifying the kiosk, or creating a welcoming environment. Service Provider will provide
cycling resources to patrons, which may include information about local bike shops and
organizations as well as events hosted by the DDA, DBA, City of Fort Collins, and business
partners. Service Provider will showcase local bike culture; this may include maps, posters,
and bikes. Public space within and around the DTC may be utilized by Service Provider for
purposes of education outreach and engaging the public, as approved by Transfort/Parking
Services.
2. Service Provider will continue to improve the FCBSLP pursuant to the strategies determined
in coordination with FC Bikes. All improvements are designed to enhance the customer
experience and promote the citywide Bike Share Program.
3. FCBSLP bikes and materials may be stored in the garage at 220 Howes Street. (The City of
Fort Collins is responsible for the maintenance of these buildings.)
4. Service Provider shall coordinate messaging with FC Bikes staff for all formal communication with
the media or sponsors. All fundraisers and events hosted for the FCBSLP shall be approved by FC
Bikes.
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