CITY OF BOSTON TRANSPORTATION DEPARTMENT Michelle Wu Mayor, City of Boston Bradley Gerratt Interim Commissioner, Boston Transportation Department REQUEST FOR PROPOSALS: E-CARGO BIKE DELIVERY PILOT PROGRAM EV00010559 Response Deadline: Monday, May 16th, 2022 @ 12:00 PM 1 City of Boston Transportation Department Request for Proposals: E-Cargo Bike Delivery Pilot Program SECTION/TITLE PAGE I. NOTICE TO SUBMITTERS 2 II. RFP PROCESS 3 III. PROGRAM OVERVIEW 5 IV. PROGRAM DETAILS 7 V. SCOPE OF WORK 15 VI. PROPOSAL SUBMISSION REQUIREMENTS 1 7 VII. EVALUATION OF PROPOSALS 20 APPENDIX 1: PRICE PROPOSAL 24 APPENDIX 2: CITY OF BOSTON CONTRACT FORMS 25 2 I. NOTICE TO SUBMITTERS ADVERTISEMENT CITY OF BOSTON TRANSPORTATION DEPARTMENT Request for Proposals E-Cargo Bike Delivery Pilot Program EV00010559 Contact Information Harper Mills harper.mills@boston.gov The City of Boston (“the City”), acting through its Commissioner of Transportation, invites sealed submittals for the performance of the services generally described above, and particularly as set forth in the Request for Proposals Documents (“RFP”). The RFP shall be available from 10:00 AM on Monday April 25th, 2022 from the City’s Supplier Portal at boston.gov/supplierportal ( Bid Event EV00010559 ). This contract is procured under the provisions of the City Charter and is exempt from Chapter 30B § 1(b) (32A) of the Massachusetts General Laws. Proposals are due no later than NOON (12:00 pm) on Monday, May 16th, 2022 via the City’s Supplier Portal at boston.gov/supplierportal ( Bid Event EV00010559 ). Refer to Section VI of the RFP for complete information on the submission process and details. The term of the contract shall be for approximately eighteen (18) months beginning on or about July 8, 2022 through January 31, 2024. Bradley Gerratt, Interim Commissioner (April 25, May 2, 2022) 3 II. RFP PROCESS Please note that BTD will NOT be able to consider proposals that are submitted late or that do not follow these guidelines. 2.1 RFP TIMELINE The table below shows the preliminary RFP Schedule. Dates are subject to change. Any changes will be posted in an addendum that can be found on the RFP website. RFP released on BTD’s Supplier Portal at boston.gov/supplierportal (Bid Event EV00010559) Monday, April 25th, 2022 10:00 AM Pre-Submission Respondent Conference via Zoom. Monday, May 2nd Deadline to submit written questions regarding the RFP via email to harper.mills@boston.gov Tuesday, May 3rd, 2022 10:00 AM Consolidated Q&A posted by BTD Monday, May 9th, 2022 12:00 PM Deadline for Proposals Submitted via BTD’s Supplier Portal; proposals must be received prior to the deadline and cannot be submitted via email Monday, May 16th, 2022 12:00PM Vendor interviews if needed, will be held on either May 18th or May 19th. The City will notify vendors as needed. Contractor Selected Monday, May 23rd, 2022 All times are in Eastern Time * Please note that all proposals will be public record. Do not submit confidential information in your Proposal. 4 2.2 RFP CONTACT With the release of this RFP, all communications must be directed in writing via email to the contact person below. No other City employee, consultant, or contractor is empowered to speak for BTD concerning this RFP. Any oral communication is considered unofficial and non-binding to BTD. Responses to pertinent questions will be posted on the City’s Supplier Portal at boston.gov/supplierportal (Bid Event EV00010559). After the proposal deadline, Vendors should not contact the RFP Coordinator or any other City official or employee, except to respond to a request by the RFP Coordinator. The RFP contact is: Harper Mills Program Manager Boston Transportation Department Email: harper.mills@boston.gov All project correspondence will be posted on the Supplier Portal website. It is the responsibility of Vendors to check regularly for updates and any RFP addenda. Any supplemental amendments or addenda to the RFP will be provided on the City’s Supplier Portal at boston.gov/supplierportal (Bid Event EV00010559), and will become part of the RFP requirements. 5 III. PROGRAM OVERVIEW 3.1 INTRODUCTION The Boston Transportation Department (“BTD”) invites submissions from qualified Vendors (“Vendor”) to participate in a pilot program to provide a turnkey solution for e-cargo bike delivery services. Turnkey is defined as ‘a complete service that is ready for immediate use’. E-cargo bike is defined as ‘ an electrically assisted bicycle, tricycle or quadricycle with a purpose-built cargo carrying capacity.’ E-cargo bikes come in many different shapes and sizes and can be used to transport a variety of cargo such as food, parcels or heavy goods. The Vendor shall present a solution for e-cargo bike delivery that offers end-to-end support for businesses and their customers, and that can easily be implemented into current business operations. Through this pilot program, BTD aims to increase the delivery of goods by e-cargo bike, reduce the volume of cars, vans, and trucks delivering goods on our streets, and support small and minority owned businesses in their recovery from the pandemic. To achieve this, the pilot program has a two pronged approach: 1) Facilitate the introduction of e-cargo bike delivery services in the City of Boston; 2) Support small and minority owned businesses in utilizing e-cargo bike delivery services. 3.2 PROGRAM TIMING This is a grant funded pilot program managed by the Boston Transportation Department (BTD). It is expected that the Vendor will be preparing for program launch in the Fall of 2022. 3.3 PROGRAM ADMINISTRATION The pilot program will be supported by a full-time program manager in BTD. The program manager will coordinate with participating businesses, and community partners, including the Allston Village Main Streets, the Metropolitan Area Planning Council, the Allston Brighton Health Collaborative, and A Better City. The Vendor will report directly to BTD’s Director of Policy and Planning, or their designee. 6 3.4 PROGRAM FUNDING The grant funds for this pilot program include up to $300,000 for the Vendor. Please note that as part of this budget the Vendor will be required to set aside up to $30,000 for Allston Village Main Streets who will be assisting in outreach to local businesses. In addition, it is anticipated that as part of this budget up to $100,00 will be needed to subsidize local businesses to pay for the delivery services that the Vendor will be providing. Budget details and payment schedules will be negotiated with the Vendor once they are selected. 3.5 PROGRAM GOALS ● Improve Safety on Urban Streets. The City of Boston aims to improve safety by reducing the size, speed, and environmental impact of commercial delivery vehicles. Increased competition for limited curb space has led to commercial vehicles double parking in bus, bike, and vehicle travel lanes. This leads to unsafe conditions for all road users and increases the potential for incidents that may result in serious injury and death. ● Reduce urban congestion. The City of Boston aims to right-size delivery vehicles to fit the urban context. Boston is a historic city with many narrow, one-way, and winding streets. These streets were not originally designed to accommodate large vehicles. When movement becomes blocked or slowed by delivery vehicles stopping in bus, bike, and vehicle travel lanes, the resulting congestion has rippling effects across the transportation network. ● Reduce vehicle miles traveled (VMT) and greenhouse gas (GHG) emissions. The City of Boston aims to reduce the vehicle miles traveled by delivery car, van, or truck, and to replace those trips with e-cargo bike trips. This will result in fewer GHG emissions. The rise of on-demand and door-to-door delivery services has led to a greater number of delivery vehicles delivering fewer goods per trip. This is unsustainable not only from a street and curb space perspective, but also for the impact it has on our environment. ● Support small and local businesses. The City of Boston aims to shift existing deliveries to e-cargo bikes, add delivery services where they do not already exist, and shift consumer behavior towards purchasing goods locally. Small, local, and minority owned businesses have suffered the most from the economic impacts of the pandemic. Financial and technical support will be provided to support these businesses in participating in the program. 7 3.6 PILOT PROGRAM KEY LEARNING OBJECTIVES The City of Boston wants to see e-cargo bike delivery become readily available. This pilot program has several key learning objectives that will help pave the way for the operation of e-cargo bikes for delivery. These key learning objectives are: ● Identify the policies, programs, and regulations that need to change to allow for e- cargo bike delivery in the City of Boston; ● Test infrastructure changes needed to accommodate e-cargo bike delivery, including but not limited to e-cargo bike delivery zones, staging and sorting areas, parcel lockers, and other last-mile logistical needs; ● Measure the benefits of e-cargo bike delivery, including its impact on environmental, safety, and economic metrics; ● Understand the costs and feasibility of e-cargo bike delivery for different types of businesses; ● Share our findings on e-cargo bike delivery and communicate to delivery service providers that the City of Boston is ready for e-cargo bikes to be used on a larger scale. Since this is a pilot program the Vendor will need to be flexible, able to adapt to a changing environment, and operate nimbly with light infrastructure. IV. PROGRAM DETAILS 4.1 STATEMENT OF NEED The City of Boston has an ambitious goal of becoming carbon neutral by 2050. In order to get there the City needs to reduce the number of trips being taken by internal combustion engine (ICE) vehicles and transition those trips to more sustainable modes - such as walking, biking, and public transit. Any remaining vehicles must be zero emissions. The Climate Action Plan, Go Boston 2030, and the Zero Emission Vehicle Roadmap provide details on the path the City is taking to achieve transportation carbon neutrality, however these plans do not directly address the growing impact of freight, parcel, and on-demand delivery services. The explosive growth in e-commerce and on-demand delivery services has led to growing pressures at the curb. With increasing competition for limited curb space, curb activity is 8 spilling over into travel lanes as double parking, bus and bike lane blocking, and increased congestion - and this is only going to get worse. A report from the Metropolitan Area Planning Council (MAPC) entitled ‘Hidden and in Plain Sight: Impacts of E-Commerce in Massachusetts’, identifies the growing threat delivery vehicles pose on our climate and transportation networks. As detailed in the report, at the current pace of growth, the volume of delivery vehicles on our streets will increase 36% by 2030, resulting in a 32% increase in vehicle emissions, and an average of 21 minutes added to commute times. To become carbon neutral, the City of Boston must make changes to the way goods are delivered. Deliveries by smaller vehicles including e-bikes and e-cargo bikes are common in many European cities, less so here in the US. These vehicles have the potential to solve many of the challenges posed by the increasing presence of delivery vehicles, and provide for a more efficient means of completing last mile deliveries. A recent pilot project by the University of Washington Urban Freight Lab found that e-cargo bikes traveled 50% fewer miles per package delivered than delivery trucks, and that one e-cargo bike mile could replace 1.4 truck miles. This results in a 30% reduction in vehicle emissions per package delivered. When combined with a network of delivery hubs, carbon emissions reduction can be as much as 50% per package. A pilot program conducted by the New York City DOT found similar results, with e-cargo bike delivery replacing vans or box trucks on a 2:1 or 1:1 basis, depending on the route. 4.2 PROGRAM DESIGN In the summer of 2020, the Boston Transportation Department (BTD) released a Request for Information (RFI) to better understand the potential for e-cargo bike delivery in Boston. The City received replies from vehicle manufacturers, logistics providers, planners, and data evaluators (see RFI: E-Cargo Bike Delivery Solutions Post Solicitation Report). In the spring and summer of 2021, BTD researched e-cargo bike delivery models and interviewed more than two dozen large and small delivery companies, local community organizations, academic researchers, and neighborhood groups. This information was used to develop a program model focused on attracting a turnkey e-cargo bike fleet solutions operator and to concentrate efforts on supporting small and minority owned businesses. In the fall of 2021 BTD was notified of a grant award to fund the pilot program. The pilot program model was developed with the following conclusions in mind: ● E-cargo bike delivery is best suited for last mile deliveries such as groceries, meal kits, and small- to medium-sized packages; ● E-cargo bike delivery could be used for sending goods between a business and a customer, a business and a business, and a supplier and a business. 9 ● The most efficient business model for e-cargo bike delivery is to consolidate delivery operations by using delivery hubs, parcel lockers, dedicated loading zones, and coordinated pick-ups. Regular scheduling of trip origin and destination points and trip times can make best use of cargo capacity; ● BTD’s role is to be a convener, making connections between delivery service providers and community members, local businesses, and neighborhood organizations; ● BTD will use its resources to support the program with staffing, financial subsidies, and infrastructure and policy interventions; ● This model is not specific to a geographic region and has the potential to scale to other areas. 4.3 PROGRAM NEEDS The selected Vendor will be responsible for providing a turn-key solution to e-cargo bike delivery. Turnkey is defined as ‘a complete service that is ready for immediate use’. This will include the operations and maintenance of delivery bikes, point-to-point delivery logistics, and the ability to attract additional customers outside the scope of this pilot program. The operator will be responsible for training delivery drivers and establishing a customer and business side training for using their services. The Vendor will understand this is a pilot program, and be a willing partner in helping to achieve the program goals and in answering the key questions detailed in Sections 3.5 and 3.6. BTD will support the selected Vendor by providing space to establish loading zones and vehicle staging and storage areas. Funding is available to support some infrastructure costs, including the purchase or leasing of shipping containers, tents, and other non- permanent structures for sorting and distribution operations. BTD will procure and install certain infrastructure the Vendor identifies, including cargo containers, on-street e-cargo bike loading zones, and other identified needs. BTD will subsidize the cost of operations for the Vendor, and alongside community partners, will support the Vender in marketing their services, and generating business. Subsidies will be provided to Main Street and minority owned businesses. This subsidy will help to decrease the delivery costs and mitigate any expenses related to participating in the program. Eligibility will be determined based on 1) a business that exists within the Allston Village Main Streets boundaries, and 2) a business that is minority owned and falls within the Allston neighborhood boundaries. Recognizing that many small businesses do not have the staff, time, or resources for a new program, it will be the responsibility of BTD to provide them with support. A full-time Program Manager will staff the pilot program, acting as the liaison between community partners, businesses, and residents. While the Vendor is encouraged to be an active participant, the Vendor will not be responsible for attracting small and minority 10 owned businesses that are a target for the pilot program, nor will they be responsible for leading engagement with community groups and residents. 4.4 PROGRAM AREA The pilot program area includes the neighborhood of Allston and the Allston Village Main Streets district. The Allston Neighborhood is bordered by the Charles River to the north and east, Brookline to the south, and the Brighton neighborhood to the west. This map shows the Allston Neighborhood and the Allston Village Main Streets district highlighted in blue. Allston is situated between Boston University, Boston College, and Harvard’s Allston campus, and is home to a high percentage of college and university students. More than 43% of households are made up of nonrelatives, and nearly 65% of the population is within the ages of 20-34. Allston is a fairly dense area, with 18,505 people per square mile, 50% greater than the city average. Allston has a significant immigrant population, hailing from South America, South Asia, and Eastern Europe, and they make up a large portion of the small business owners clustered around Brighton Avenue, Harvard Avenue, and Packard’s 11 Corner. For more information visit the Allston Neighborhood profile page, as well as these planning resources which provide further context: Allston-Brighton Mobility Study, and the Harvard Allston Institutional Master Plan. At any point the program may be expanded to include areas outside of the Allston Neighborhood if resources are not being fully utilized. There are 20 Main Streets districts in Boston, providing opportunities for collaboration and expansion. Each Main Street district is independently staffed and is supported through Boston’s Office of Economic Opportunity and Inclusion. There is the potential to expand to nearby Main Street districts including Mission Hill, JP Centre/South Main Streets, Three Squares Main Streets Jamaica Plain and Egleston Square Main Streets, which could combine into one delivery area. 4.5 PROGRAM OPERATIONS The Vendor must provide delivery services to participating businesses and their customers for the duration of the contract. The Vendor is not restricted to only providing delivery services to businesses participating in the pilot program. While not eligible for program subsidies, the Vendor will be expected to obtain customers beyond and separate from the scope of the pilot program to ensure the growth and long term sustainability of e-cargo bike delivery. BTD will support the Vendor in obtaining additional customers when possible. Given the close proximity to other cities and towns (Cambridge, Brookline, Watertown), and the likelihood that deliveries may extend into those areas, the Vendor will need to work with these cities and towns to understand their rules and regulations for operating e- cargo bike delivery services. BTD will help to convene these cities and towns and facilitate the conversations. 4.7 COMMUNITY PARTNERS Several community organizations promoted Allston as a neighborhood that would benefit from e-cargo bike delivery. These organizations will partner with BTD throughout the pilot to support outreach to businesses, the public, and to help in the pilot evaluation. Details on the community partners are below. This is not an exhaustive list, and we anticipate additional community partners being involved as the program unfolds. Allston Village Main Streets The Allston Village Main Streets is an officially recognized nonprofit organization, and is one of the 20 main street organizations that exist throughout the City of Boston. They follow the National Main Street four-point approach to maintain Allston Village as a great place to live, work, play, and own a small business. They accomplish this through grants, technical assistance, hosting events, and advocating on behalf of the neighborhood. The 12 Allston Village Main Streets organization will be an active community partner throughout the pilot program. Allston Village Main Streets will receive $30,000 from the grant which they will dedicate to recruiting and engaging businesses, and promoting the program to the community. Allston Brighton Health Collaborative The Allston Brighton Health Collaborative (ABHC) is a collaboration of organizations devoted to working together to promote and improve the health and wellbeing of the Boston neighborhoods of Allston and Brighton. ABHC has a Transportation Committee made up of community residents and organizations who recognize that transportation is a strong indicator and essential component of community health. Since 2016, the committee has worked closely with residents and stakeholders to address barriers to safe, reliable and accessible mobility. ABHC has become a leading neighborhood-wide voice on multi-modal transportation interests. ABHC also works to identify and connect residents with low-cost and healthy food options in the neighborhood. ABHC will support the program by helping generate interest from businesses and the community, and promote the program through its network. A Better City A Better City represents a multi-sector group of nearly 130 business leaders working to enhance the Greater Boston region’s economic health, competitiveness, equitable growth, sustainability, and quality of life for all communities. A Better City develops solutions and influences policy in three critical areas: 1. transportation and infrastructure, 2. land use and development, and 3. energy and the environment. ABC will partner with us to build awareness and enthusiasm around the pilot, and to connect us with large employers and prominent institutions such as Boston University. Boston Cyclists Union The Boston Cyclists Union’s (BCU) mission is to transform the streets of greater Boston into equitable and inviting people-centered spaces affording access and connection for everybody. BCU envisions a world where people commute, go to school, transport goods, and make local trips by bicycle safely and free of stress. This will result in cleaner air and more enjoyable neighborhoods, made possible by having fewer cars on the roads and more space dedicated to bicycling infrastructure. BCU will partner with us to promote the program and help generate interest from businesses and the community. BCU may also be a potential resource for planning, staffing, and other operational considerations. 13 CommonWheels CommonWheels is an Allston-Brighton based bicycle collective focused on building a community of happy, safe, educated riders through a variety of programming designed to increase bicycle education and improve the health and wellness of Bostonians. CommonWheels sits on the Board of A Better City. They will help to promote the program and can be a potential resource for planning, staffing, maintenance, and other operational needs. Metropolitan Area Planning Council (MAPC) MAPC is the Regional Planning Agency serving the people who live and work in Greater Boston. MAPC has a long track record of impact in clean transportation, including having a seat on the state’s Global Warming Solutions Act Implementation Advisory Committee. MAPC has been integral in establishing the statewide EV purchasing contract VEH102, aggregating group alternative transportation purchasing in the DOE-funded Fleets for the Future program, and convening the Regional Electric Vehicle Strategy working group. MAPC also serves as the regional coordinator for the Bluebikes bike share system, overseeing a regional agreement between operator Motivate and eleven municipalities including Boston, Cambridge, Somerville, and Brookline. MAPC is well known for the high quality research and reports they produce on a wide range of topics. MAPC is an active partner and will receive $75,000 of the grant funding. They will be leading engagement with surrounding municipalities, and conducting focus groups to better understand how e-cargo bike delivery could scale to serve areas outside of Boston. MAPC will also help in the program evaluation and drafting of the final report. 4.7 REGIONAL INTEREST Several regional cities and towns have expressed interest in this pilot program. Some of these will be working with MAPC and participating in focus groups. Others will be monitoring the pilot program to understand how cost-effective, reliable, and convenient e- cargo bike delivery can be. They will also want to understand how e-cargo bikes interact with other transportation modes, and the infrastructure needed to support e-cargo bikes. These cities and towns include, but are not limited to: ● City of Cambridge ● City of Chelsea ● City of Everett ● City of Quincy ● Town of Watertown ● Town of Winthrop 14 4.8 LEGAL CLARIFICATION OF OPERATING AN E-CARGO BIKE BTD is aware that Massachusetts State Law lacks clarity on the regulatory requirements for operating an e-bike. Massachusetts General Laws Ch. 90-1 and Ch. 90-1B define and set policies for the operations of ‘Motorized Bicycles’, however the definition of a Motorized Bicycle is not inline with the physical makeup and operations of an e-bike. An e-bike does not have a helper motor nor an automatic transmission. A battery is used to support the regular operations of the bicycle, which includes having to pedal and shift gears. Additionally, in 540 CMR, the Massachusetts Registry of Motor Vehicles explicitly defines “Low-speed Electric Vehicles” with two or three wheels, fully operable pedals, and an electric motor of less than 750 watts operated on public roads as not “motor vehicles” and would not require registration or a license from the operator. Such electric bicycles would have a maximum speed on a paved level surface of less than 20 mph. BTD is approaching this issue in a number of ways: ● This program is funded through a State of Massachusetts grant. The State is fully aware that they are providing funding to support the use of e-cargo bikes for delivery. The State is also funding many other programs that either use or support the purchase of e-bikes. The State has made clear their support for the operations of e-bikes by providing this funding and encouraging their use. ● This is a pilot program. There are a number of policies, ideas, and infrastructure changes that will be tested, and many of these are not currently codified in law. It is understood that when we embark on a pilot program we do so with the intention of testing something before it becomes permanent and made into law. ● There is state legislation ( H.3457/S.2309, An Act relative to electric bicycles) currently in the Transportation Committee. These bills intend to bring Massachusetts inline with the majority of states and classify electric bicycles as Class 1, Class 2, and Class 3, based on their level of assist and top speed; regulates electric bicycles the same as traditional bicycles; provides authority for local jurisdictions to set their own rules and policies; and clearly delineates between electric bicycles, mopeds, motorized bicycles, and limited use vehicles. BTD has testified in support of these bills, submitted letters of support, and has been working with other organizations and advocates to further the legislation. For the purposes of this pilot program, e-bikes and e-cargo bikes will be treated the same as standard bicycles. For more information see 540 CMR 2.00. 15 Should the respondent have any questions related to this matter please submit them during the RFP question period and they will be answered. V. SCOPE OF WORK 5.1 RESPONDENTS STRUCTURE The Boston Transportation Department (BTD) is seeking proposals from respondents who are prepared to assist in the launch, management, and evaluation of an e-cargo bike delivery pilot program. Respondents may consist of a consortium of businesses offering one unified solution, such as a delivery service, an e-bike manufacturer, and a property owner; or a sole respondent who is able to provide a full service solution. For the purposes of this document, either configuration is now referred to as the ‘Vendor’. BTD seeks to fund a Vendor offering a commitment to long-term delivery operations that will extend beyond the pilot period. BTD is interested in supporting a Vendor that will invest in the City of Boston and provide e-cargo bike delivery services for years to come. 5.2 ANTICIPATED SERVICES AND EXPECTATIONS The Vendor must complete the following tasks. This is not an exhaustive list and is intended as a high-level overview of anticipated services and expectations. ● Perform all functions to operate an end-to-end e-cargo bike delivery program. The Vendor will perform all steps in the delivery process, from point of sale, pick- up, sorting, delivery, and follow up as needed. If and where necessary, the Vendor will be responsible for maintaining and managing a “distribution hub” or staging location. The Vendor should be able to offer same-day and next-day delivery services. ● Maintain a fleet of delivery vehicles. The Vendor is responsible for purchasing, owning, maintaining, insuring, and storing e-cargo bikes. At a minimum, the Vendor will have an adequate number of vehicles to serve the pilot program area, anticipated to be 10-20 e-cargo bikes. E-cargo bikes will also be required to display a City of Boston logo. ● Recruit, train, and manage delivery staff. The Vendor is responsible for staffing the operations of the e-cargo bike delivery. The Vendor should use full-time W2 employees rather than rely upon gig workers. It is a requirement of contracting with the City of Boston that all employees at a minimum be paid a living wage, which is 16 currently calculated at $15.87 an hour. The Vendor will recruit, train, and manage delivery staff that carry out e-cargo bike deliveries on how to properly operate fully-loaded e-cargo bikes in an urban environment. ● Maintain delivery services to participating businesses. The Vendor must provide e-cargo bike delivery services to participating businesses for the duration of the pilot program. Some of these businesses will be new to providing delivery services, will not have a website where online orders can be placed, and will not have an electronic inventory of their goods to easily take remote orders. It is also likely that deliveries from these businesses will be infrequent, and may present a challenge in providing efficient delivery services. However challenging, the Vendor will be expected to maintain services to these businesses for the duration of the program. It is anticipated that the number of participating businesses may reach 60 businesses by later stages of the pilot program. ● Provide training on delivery service operations. The Vendor will train the BTD Program Manager on the operations of the e-cargo bike delivery services. This includes training to the point of basic understanding of the end-to-end delivery logistics, scheduling, and operations of e-cargo bikes for delivery. The Vendor will support the program manager in providing training to participating businesses and community partners on what is needed to participate in the program. This includes point-of-sale software and placing/receiving orders. ● Participate in the program evaluation. This pilot program is meant to be a learning experience. The Vendor will be required to play an active role in some program evaluation, to be described in an agreed-upon Memorandum of Understanding once a Vendor is selected. This may include submitting regular reports, sharing data, and being reasonably available to take part in focus groups and other data collection methods. ● Abide by all rules governing the operation of e-cargo bikes. The e-bike may not exceed speeds of 20 mph by battery support. The e-bike may use all public ways, except those prohibiting bicycles, and off-street recreational paths. For more information see 540 CMR 2.00. 17 VI. PROPOSAL SUBMISSION REQUIREMENTS 6.1 RESPONSE REQUIREMENTS Respondents must include in their response the information described below to evaluate their appropriateness to be the Vendor for the pilot program. Respondents should organize their response to correspond with these key requirements, and must demonstrate the ability and commitment to match the intended scope of services. Respondents should indicate why they are interested in participating in the pilot, including how they will use any lessons learned to increase sustainable deliveries in the City of Boston and the surrounding region. Fleet. ● Respondents should describe the makeup of the fleet they would deploy for this program. This will include the model and type of delivery vehicle, classification, vehicle dimensions, max storage capacity, and number of packages it is able to deliver per trip. ● Respondents should clarify how goods will be secured, the type of goods that can be carried, i.e. refrigerated goods, grocery bags, boxes. ● Respondents should provide details on the vehicle operations, if there are any specific infrastructure needs, and the weather conditions that may restrict the vehicle’s use. ● Respondents should include photos of the vehicles, spec sheets, links to websites with images, videos, or other additional material that will help the evaluation team understand the vehicle being proposed. ● Respondents should provide a timeline for when these vehicles will be ready for operation in the City of Boston - are these vehicles in the Respondent’s possession, do they need to be ordered, and how will the Respondent address supply chain issues? Organization. ● Respondents should provide a Statement of History and Experience that describes their qualifications, ability and experience in implementing the services detailed in this RFP. The respondent should note in this section the qualifications and certifications of staff, submit resumes of all key personnel, and any experience in implementing and operating similar services in other municipalities. Additionally, please include experience in the Metro Boston area. If currently operating delivery services in other areas, respondents should provide detail on those operations to 18 include their fee schedule, areas of operation, types of businesses served, and the number of packages being shipped daily. ● Respondents should describe how they intend to organize their project team, providing a list of key team members and operational staff, including any subcontractors with which the respondent intends to contract. ● Respondents should provide a detailed staffing plan and answer the following questions: How will employees be categorized (W2, Independent Contractor), what will the wage structure be (hourly, per package delivered), will employees be direct hires or will the respondent work through a third party operator, will benefits be provided, and how will the requirement to pay a living wage be met? ● Respondents should state their ability to share the following data, and if they cannot, provide details on why. Data of interest may include the volume of deliveries, delivery density, dwell time per delivery, delivery routes, delivery staff and customer satisfaction, number of participating businesses, number of new customers per business, and estimated greenhouse gas emissions avoided by trips. This shall include any restrictions on data sharing, use and ownership with a clear description of how users’ privacy will be respected. Operations. ● Respondents should submit a proposed operations plan that will clearly detail how it will meet the requirements of this RFP. The operations plan should include a deployment schedule (with phases), the service area using the Allston Village main Streets District as a central location, operating hours (e.g., days of week and hours of the day), minimum to maximum activity volumes (e.g., deliveries per day), planned marketing programs, and any other logistical details of conducting its delivery service. This should provide clear detail on how deliveries will be coordinated among drivers, participating business owners and staff, and processed to their destinations. ● Respondents should detail how they will provide delivery services for participating small businesses. Small business deliveries are likely to be infrequent, sporadic, and unpredictable. Respondents will need to offer creative solutions to accommodate these businesses and their delivery needs. This may include the use of parcel lockers, containers that can be left at businesses to be packed over time, flexible pick-up and delivery schedules, and the use of a variety of e-cargo bikes to perform delivery services. Ideally, respondents will provide this in graphic form, or walk through an example delivery to detail the process from the beginning to end. ● Respondents should detail the infrastructure needed to operate the delivery service for the pilot program period. Infrastructure may include vehicle specific delivery zones, secure vehicle parking, overnight storage, vehicle charging, sorting and distribution hubs, parcel lockers, and other infrastructure needs as detailed. 19 Respondents should detail any existing relationships they could use to support their operations, or other plans to deploy services within the area that could be combined with the pilot program and share resources. ● Respondents should address on-demand delivery service. While not a traditional use of e-cargo bike delivery, respondents should detail if and how they can provide services for on-demand delivery, such as food takeout. ● Respondents should detail the technical and customer support it can provide. This may include the implementation of a public facing app based ordering system, a back office system used by businesses, support for developing an inventory management system, point-of-service integration, or an online ordering system. This shall include the ability to address immediate technical and operational questions and problems as they arise. Training and Safety. ● Respondents should describe the training, safety, and certification programs it provides to delivery drivers. ● Respondents should detail the training and support it provides to participating businesses, their customers, and the general public on using the service. ● Respondents should detail how they will ensure safe operations of their vehicles, and how they would address instances of their vehicles being involved in crashes with other vehicles and pedestrians. If the respondent has a real world example of an instance they have addressed they should include this in their response. Accessibility. ● Respondents should indicate how they will proactively address equity issues, including providing services in languages other than English and accommodating sight or hearing impaired users of their services (businesses and end customers). 6.2 PROPOSAL STRUCTURE BTD welcomes responses from partnerships or collaborations. Partnerships will need to identify a lead applicant. Each organization may be part of multiple applications as a partner, but may only be the lead applicant on one application. BTD encourages applications from small, local, minority-owned, women-owned, and veteran-owned businesses. To support equality of opportunity for these businesses, we also encourage respondents to solicit for the subcontracting of goods and services from certified businesses. BTD’s directory of certified businesses is available at data.boston.gov/dataset/certified-business-directory.