Report to/Rapport au :

Cycling Advisory Committee/

Comité consultatif sur le cyclisme

 

7 November 2002 / le 7 novembre 2002

Submitted by/Présenté par :  Rob, Orchin, Manager, Mobility and Area Traffic Management Division, Transportation, Utilities and Public Works

 

Contact/Personne-ressource :  Rob Orchin, 580-2424, ext./poste 13662

Rob.Orchin@ottawa.ca;

 

 

 

 

 

SUBJECT:     TERMS OF REFERENCE FOR RFP’S FOR THE DELIVERY OF TWO PROGRAMS:  CYCLING SAFETY AND PROMOTION AND CYCLING EDUCATION

 

OBJET:          PARAMÈTRES DE LA DEMANDE DE PROPOSITIONS POUR LA PRESTATION DE DEUX PROGRAMMES : SÉCURITÉ ET PROMOTION DU CYCLISME ET ÉDUCATION SUR LE CYCLISME

 

 

REPORT RECOMMENDATION

 

That the Cycling Advisory Committee review the terms of reference for the cycling safety and promotion program and the cycling education program and provide comments at its 18 November meeting.

 

RECOMMANDATION DU RAPPORT

 

Que le Comité consultatif sur le cyclisme reçoive les paramètres du programme de sécurité et de promotion du cyclisme et du programme d’éducation sur le cyclisme et qu’il présente ses commentaires à sa réunion du 18 novembre.

 

BACKGROUND

 

The Transportation, Utilities and Public Works Department currently contracts with Citizens for Safe Cycling to provide two cycling programs: 1) Cycling Safety and Promotion, and 2) Cycling Education (CAN-BIKE).  These programs were designed to make cycling a safer and more attractive mode of transportation, in line with the City's goals to improve road safety and reduce single-occupant motor vehicle use.  For the most part, these arrangements were made with the Region of Ottawa-Carleton prior to municipal restructuring.  Both contracts are set to expire at the end of 2002.

 

In order to maintain consistency with service contracts such as the Commuter Challenge, staff are pursuing a formal tendering process for this work, which is a new process for these programs.  This process should ensure that the City receives the best possible value for its funding, and will streamline financial approvals associated with the contracts.  This process allows the City to be more proactive in setting the agenda for the programs, making sure they fit with the City's broader strategies for transportation demand management and road safety.  It also provides an opportunity to avoid any possible duplication of services by City staff and the service provider, and institutionalizes the activities as part of the City's business.

 

For 2003-2006, City of Ottawa staff intend to issue a request for proposals to contract cycling promotion and education services to a local non-profit or charitable agency.  This will remain as two separate contracts: the Cycling Safety and Promotion Program ($49,000/a), and the Cycling Education Program ($33,000/a).  The contracts will be awarded for 2003, with options to renew for 2004, 2005 and 2006.

 

Draft terms of reference for the contracts have been attached for review and comment.  Comments are requested at the November 18 Cycling Advisory Committee meeting.  The intended release date for the request for proposals is Wednesday, November 20, 2002.

 

Should you have any questions, comments or suggestions for these contracts, please contact Ryan Lanyon, Transportation Demand Management Coordinator, Promotion, at 580-2424 ext. 13300.

 

 

ATTACHMENTS

 

Document 1 – Draft Terms of Reference – Cycling Education Program

Document 2 – Draft Terms of Reference – Cycling Safety and Promotion Program


Document 1

 

City of Ottawa

Cycling Education Program – Draft TOR

 

Background

 

The Cycling Education Program was designed to increase the skills and knowledge base of Ottawa cyclists, as well as to attract new interest in cycling.  The program also encourages the use of a bicycle for transportation purposes, to help the City achieve its Official Plan targets for reducing single occupant motor vehicle use.

 

The program, developed by the Region of Ottawa-Carleton, has been operating successfully since the 1980s.  Thousands of hours of staff, instructor and volunteer time have been dedicated to the program, educating thousands more cycling and adults in the City of Ottawa.

 

The Traffic and Parking Operations Branch would like to reduce the number of single occupant motor vehicle trips occurring within the City of Ottawa, especially during peak travel periods.  To achieve this, the City is seeking proposals to deliver its Cycling Education Program educating existing and potential cyclists of all ages about proper cycling technique.

 

 

Program Objectives

 

1.   To encourage increased use of the bicycle as an effective and efficient means of transportation;

 

2.   To conduct cycling skills education courses for all age groups and skills levels; and

 

3.   To act as a community resource for cycling education.

 

 

Work Program

 

The Cycling Education Promotion Program will provide the following services:

 

1. Cycling Education for Adults (25%)

 


2. Cycling Education for Children (25%)

 

3. Cycling Education for Targeted Audiences (15%)

 

4. Participate in the Delivery of the Integrated Road Safety Program (15%)

 

5. Normalization of Cycling Education (10%)

 

6. Research and Development (10%)

 

 

Deliverables

 

In addition to the services listed above, the service provider will:

 

 

 

 

(a)                the services do not duplicate an existing service;

(b)               the service Provider can provide the services better, cheaper, faster than the City;

(c)                the service provider is a not-for-profit corporation or is partnered with a not-for-profit corporation;

(d)               the service provider has a board of directors elected by its general membership;

(e)                review of services provided during the year;

(f)                 copies of the service provider’s audited financial statements including annual income statements and balance sheets for the Cycling Education Program to be submitted within forty-five (45) days of the end of the contract or contract year;

(g)                the service provider’s work plan for the next year.

 

 

Conditions

 

As a condition of executing the Cycling Safety and Promotion Program, the service provider must:

 

 

 

Period of Proposed Contract

 

The proposed period of the contract is from January 1, 2003 to December 31, 2003 with optional one-year extensions for a maximum of three (3) additional years.  Contract extensions are conditional upon Council approval of funding.

 

 

Budget

 

The existing budget for this assignment is $33,000 per year, including all applicable taxes.  Proposals which exceed the existing budget provided by the City of Ottawa may be removed from consideration forward.  This does not apply to budget proposals that identify sources of additional income that exactly match additional expenditures. 

 

Method of Payment

 

The total amount shall be paid each year in accordance with the following schedule:

 

DATE

MILESTONE

DESCRIPTION

AMOUNT

Monthly, commencing

January 1, 2003 and ending December 1, 2003

Twelve (12) Monthly Progress Payments

$2,750

 

 

Schedule and Target Completion Dates

 

 

 

Submission Requirements

 

Interested organizations are asked to submit the following information:

 

1)      Experience of key staff or the organization with cycling education

2)      Experience of key staff or the organization with sustainable transportation initiatives

3)      Experience of key staff or the organization as a contracted service provider

4)      A detailed work program and schedule for 2003

5)      A draft work program and schedule for 2004, 2005 and 2006

6)      Draft budget for execution of the work program, including any additional revenue sources, course fees and applicable taxes

 

The length of the proposal should not exceed eight (8) single-sided pages (8.5" x 11"), exclusive of resumes and course curriculum.  This request for proposal does not commit the City to award a contract or to pay any costs incurred in the preparation of the proposal, or attendance at a meeting with City staff.  The City reserves the right to accept or reject any or all proposals received.

 

 

Selection Process

 

An evaluation team will review all proposals received and immediately after closing date and score the proposals in relation to the criteria outlined below.  Proponents may be invited to attend a formal interview with the evaluation team present, and provide clarification on their proposal.

 

The proposals will be scored based on the following criteria:

 

 

 

Submission Deadline

 

Proposals must be received no later than #:00 PM on Friday, December 6, 2002.

 


Document 2

 

City of Ottawa

Cycling Safety and Promotion Program – Draft TOR

 

Background

 

The Cycling Safety and Promotion Program was designed to improve cycling safety in the City of Ottawa through community-based initiatives.  The program also encourages the use of a bicycle for transportation purposes to help the City achieve its Official Plan targets for reducing single occupant motor vehicle use.

 

The program, developed by the former Region of Ottawa-Carleton, has been operating successfully since the 1980s.  Thousands of hours of staff and volunteer time have been dedicated to the program on various activities from encouraging bicycle user groups (BUGs) to providing cycling safety demonstrations to the publication of a cycling-oriented community newspaper.

 

The Traffic and Parking Operations Branch would like to reduce the number of single occupant motor vehicle trips occurring within the City of Ottawa, especially during peak travel periods.  To achieve this, the City is seeking proposals to deliver its Cycling Safety and Promotion Program encouraging commuters to cycle for utilitarian purposes and to do so in a safer manner and environment.

 

 

Program Objectives

 

1.   To encourage increased use of the bicycle as a safe and efficient means of transportation;

 

2.   To work toward creating a safer environment and culture for cycling; and

 

3.   To act as a community resource for cycling issues and information.

 

 

Work Program

 

The Cycling and Safety and Promotion Program will provide the following services:

 

1. Business, Institution & Government Sector Cycling Promotion (20%)

o       Provide a consulting service to employers advising on trip-end facilities to encourage increased cycling, such as showers, lockers and bicycle parking.

o       Organize and staff cycling displays, information sessions and events for employers upon request.

o       Develop and foster employer-based bicycle user groups.

o       Work with local bicycle retailers to encourage increased awareness, education and encouragement of cycling.

o       Actively participate in and help support the annual Commuter Challenge.

 

 

2. Education Sector Cycling Promotion (10%)

o       Provide a consulting service to school boards and educational institutions advising on trip-end facilities to encourage increased cycling, such as showers, lockers and bicycle parking.

o       Organize and staff cycling displays, information sessions and events for educational institutions upon request.

o       Work to develop, foster and network school-based bicycle user groups.

 

3. Community Sector Cycling Promotion (10%)

o       Promote and encourage commuter cycling through community- or individual-based marketing and programming.

 

4. Improve Bicycle Parking Safety & Security (15%)

o       Promote and encourage effective securing of bicycles parked in both public and private areas.

o       Work with the Ottawa Police Service and other partners to increase bicycle parking security, theft prevention and recovery.

o       Act as a centralized hub of information and provide advice on bicycle parking issues.

 

5. Create a Safer Cycling Environment (15%)

o       Provide cycling safety audits for communities, workplaces, parks or any other areas

o       Actively participate in and help support the annual Road Safety Challenge.

o       Work to increase the safety and level of comfort of cyclists on roadways and pathways.

 

6. Participate in the Delivery of the Integrated Road Safety Program (10%)

o       Work with the City of Ottawa's Integrated Road Safety Program and its partners on various initiatives.

 

7. Promote Cycling and Safety through Media Relations – (10%)

o       Work with local media outlets to increase:

o       The visibility of cycling as a mode of transportation

o       Awareness of safer cycling practices

o       Awareness of responsible practices for other road users to follow with respect to cycling

 

8. Provide Cycling Information Services (10%)

o       Act as a community clearinghouse for information related to the safe and effective use of a bicycle for transportation purposes

o       Provide and advertise a route advice hotline

o       Develop and maintain communications channels for and by cyclists

 


Deliverables

 

In addition to the services listed above, the service provider will:

 

 

 

 

(h)                the services do not duplicate an existing service;

(i)                  the service Provider can provide the services better, cheaper, faster than the City;

(j)                 the service provider is a not-for-profit or charitable corporation or is partnered with a not-for-profit corporation;

(k)               the service provider has a board of directors elected by its general membership;

(l)                  review of services provided during the year;

(m)              copies of the service provider’s audited financial statements including annual income statements and balance sheets for the Cycling Safety and Promotion Program to be submitted within forty-five (45) days of the end of the contract or contract year;

(n)                the service provider’s work plan for the next year.

 

 

Conditions

 

As a condition of executing the Cycling Safety and Promotion Program, the service provider must:

 

 

 

Period of Proposed Contract

 

The proposed period of the contract is from January 1, 2003 to December 31, 2003 with optional one-year extensions for a maximum of three (3) additional years.  Contract extensions are conditional upon Council approval of funding.

 

 

Budget

 

The existing budget for this assignment is $49,000 per year, including all applicable taxes.  Proposals which exceed the existing budget provided by the City of Ottawa may be removed from consideration forward.  This does not apply to budget proposals that identify sources of additional income that exactly match additional expenditures. 

 

 

Method of Payment

 

The total amount shall be paid each year in accordance with the following schedule:

 

DATE

MILESTONE

DESCRIPTION

AMOUNT

Monthly, commencing

January 1, 2003 and ending November 1, 2003

Eleven (11) Monthly Progress Payments

$4,083.33

December 1, 2003

Final Payment

$4,083.37

 

 

Schedule and Target Completion Dates

 

o       December 6, 2002 – Proposals due

o       January 1, 2003 – Contract start date

o       January 31, 2003 – Submission of self-evaluation model

o       April 21, 2003 – Submission of first quarterly report

o       July 21, 2003 – Submission of second quarterly report

o       October 21, 2003 – Submission of third quarterly report

o       December 1, 2003 – Submission of annual report

o       January 21, 2004 – Submission of fourth quarter report

o       February 13, 2004 – Submission of audited financial statements for the previous year

 

 


Submission Requirements

 

Interested organizations are asked to submit the following information:

 

1)      Experience of key staff or the organization with cycling safety and promotion

2)      Experience of key staff or the organization with sustainable transportation initiatives

3)      Experience of key staff or the organization as a contracted service provider

4)      A detailed work program and schedule for 2003

5)      A draft work program and schedule for 2004, 2005 and 2006

6)      Draft budget for execution of the work program, including any additional revenue sources and applicable taxes

 

The length of the proposal should not exceed twelve (12) single-sided pages (8.5" x 11"), exclusive of resumes.  This request for proposal does not commit the City to award a contract or to pay any costs incurred in the preparation of the proposal, or attendance at a meeting with City staff.  The City reserves the right to accept or reject any or all proposals received.

 

 

Selection Process

 

An evaluation team will review all proposals received immediately after closing date and score the proposals in relation to the criteria outlined below.  Proponents may be invited to attend a formal interview with the evaluation team present, and provide clarification on their proposal.

 

The proposals will be scored based on the following criteria:

 

o       Understanding of program objectives (10 points)

o       Experience of key staff/organization (30 points)

o       Methodology to be employed in providing the service and implementing the work program (30 points)

o       Demonstrated ability to engage employers and community institutions (10 points)

o       Budget proposal and value added to the program funding (20 points)

 

 

Submission Deadline

 

Proposals must be received no later than 4:00 PM on Friday, December 6, 2002.