Report to/Rapport au :
Cycling Advisory Committee/
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
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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
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.
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.
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.
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.
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.