REQUEST FOR PROPOSAL(RFP)

REQUIREMENTS:

A. Regulatory Requirements: Compliance with the e-bike regulations of the Government of Ontario, including: - Steering handlebars - Working pedals - Electric motor not exceeding 500 watts - Maximum speed of 32 km/hr - Permanent label in English and French confirming conformity to federal definition - Headlights, side reflectors, and bells - Pedal-driven bicycle design and appearance - Minimum wheel diameter of 350 mm - Wheels with a width of not less than 35 mm

B. Business Requirements: Compliance with the business objectives of the Algonquin College e-Bike_ACV2 project, including: - Capturing e-bike market share - Compliance with Government of Ontario regulations - Cost not exceeding $2500 CAD per unit - Ease of assembly at a local assembly line - Prototype ready for evaluation by July 31st, 2023 - Development charges not exceeding $100,000 CAD - Project procurement budget for parts not exceeding $30,000 CAD

C. Stakeholder Requirements: Must-Have Requirements: - Two separate brakes (front and back) - Location tracking utilizing a mobile app - Locking and unlocking via a mobile app

- Portability and easy transportation

-Foldable to save space for storage

Should-Have Requirements:

-Lightweight for recreational riding and commuting - Minimum speed to engage battery-assisted ride of 6 km/hr - Comfort and style - Versatility for riding on different surfaces - Trail usage capability - Utility for carrying cargo or passengers - Different style offering lower back support - Like Road bike with additional comfort

-Extra light and space saving

-Phone technology for the status of the battery - Visibility features (mirror)

-Ergonomic seat for comfort - Good suspension system for shock absorption - Adjustable handlebars for customizable fit - Long-range battery for extended rides - Intuitive and easy-to-read display for ride monitoring - Folding option for easy storage and transportation - Rear rack for carrying cargo or panniers - Theft prevention features (locking system or GPS tracker) - Smooth and reliable drivetrain for seamless shifting - Sturdy kickstand for stable parking - Compatibility with child seats for family rides

-Compatibility with accessories - Low maintenance requirements - Safety and regulatory compliance - Value for money in terms of features and performance - Long-lasting battery with a range of at least 50 km - Quick charging time (ideally under 2 hours)

DEBRIEFING:

The Algonquin College e-Bike_ACV2 project is seeking proposals from prospective vendors to provide their products and services for the development of a functional prototype e-bike. The project aims to build an e-bike with a location tracker and remote locking capability, designed for use in the city of Ottawa, Canada. The e-bike should comply with the regulatory requirements set by the Government of Ontario for e-bikes and meet the specified business objectives. The project aims to capture market share, ensure compliance with legal requirements, and deliver a reliable and innovative e-bike.

OTHER INFORMATION:

The project's goal is to create a functional and reliable prototype that can be used in all seasons and all terrains. The e-bike should not exceed a maximum cost of $2500 CAD per unit. The design should be easy to assemble at a local assembly line with existing facilities and the first prototype should be ready for evaluation by July 31st, 2023. The total development charges should not exceed $100,000 CAD, and the project procurement budget for parts should not exceed $30,000 CAD.

TERMS AND CONDITIONS:

1. Vendor is responsible for ensuring their proposal complies with all applicable laws and regulations.
2. Vendor must provide accurate and complete information in their proposal.
3. All intellectual property rights for the e-bike design and technology developed will belong to Algonquin College.
4. Algonquin College reserves the right to reject any or all proposals or to terminate the selection process at any stage.

SUBMISSION OF BIDS:

1. Submit the proposal electronically to the designated contact person by the specified deadline.
2. Clearly indicate "e-Bike Project Proposal" in the subject line of the email.
3. Include all relevant documents, such as technical specifications, financial details, and supporting references.

ENQUIRIES - BID SOLICITATION:

Any inquiries or clarifications regarding this RFP should be directed to the designated contact person before the submission deadline. Vendors should not contact any other individuals or departments within Algonquin College.

APPLICABLE LAWS:

Vendors are expected to comply with all applicable laws and regulations, including but not limited to

• labour laws
• environmental regulations
• product safety standards.

BID PREPARATION INSTRUCTIONS:

A. Vendor Information: - Company name, address, and contact details - Relevant experience in e-bike development and manufacturing - References from previous clients/projects - Compliance with regulatory standards

B. Technical Approach: - Detailed description of the proposed e-bike design - Overview of the location tracking and remote locking system - Description of key components and technologies to be used - Manufacturing and assembly process details - Quality control measures - Testing and certification plan

C. Project Timeline: - A proposed timeline for prototype development, testing, and delivery

D. Cost Proposal: - Breakdown of costs for design, development, manufacturing, and delivery - Total cost estimate - Payment terms and schedule

E. Support and Warranty: - Post-production support and maintenance plan - Warranty terms and duration

F. Team and Resources: - Description of the team and their expertise - Availability of required resources

G. Additional Information: - Any additional relevant information or considerations

Technical Bid:

Prospective bidders are required to submit a detailed technical bid addressing the technical requirements outlined in the RFP. The technical bid should include:

- Detailed description of the proposed e-bike design, including specifications and features. - Overview of the location tracking and remote locking system, including details on the technology and implementation. - Description of key components and technologies to be used, ensuring compliance with regulatory requirements. - Manufacturing and assembly process details, highlighting efficiency and ease of production. - Quality control measures, including testing and certification plans. - Any additional technical information that showcases the bidder's expertise and capabilities.

Financial Bid:

Bidders should provide a comprehensive financial bid that outlines the cost breakdown for the design, development, manufacturing, and delivery of the e-bike prototype. The financial bid should include:

- Cost estimates for each phase of the project, including design, development, manufacturing, and delivery. - Payment terms and schedule. - Any additional costs or expenses that may be relevant to the project. - Value for money proposition highlighting competitive pricing while ensuring compliance with the specified budget of not exceeding $2500 CAD per unit.

Transfer of Licenses for Software (if needed):

If the proposed solution involves any software or intellectual property that requires licensing, bidders should provide details on the transfer of licenses for such software. This should include:

- Information on any proprietary software or licenses required for the e-bike's location tracking, remote locking, or other related systems. - Transferability of licenses to the project owner upon completion. - Any additional terms or conditions related to software licensing.

EVALUATION PROCEDURES:

The evaluation of the proposals will be conducted in multiple stages and may include the following steps:

- Initial screening: Proposals will be reviewed to ensure compliance with the RFP requirements. - Technical evaluation: The technical bids will be evaluated based on the proposed solution's alignment with the requirements and the bidder's technical expertise. - Financial evaluation: The financial bids will be assessed based on the cost breakdown, value for money, and compliance with the budgetary constraints. - Interviews or presentations: Shortlisted bidders may be invited for interviews or presentations to further assess their capabilities and clarify any technical or financial aspects.

Bidders Selection Criteria:

The selection of bidders will be based on various criteria, including:

- Demonstrated experience and expertise in e-bike development and manufacturing. - Compliance with regulatory requirements, especially those specified by the Government of Ontario. - Ability to meet the project's timeline and deliver a functional prototype by July 31st, 2023. - Competitive pricing and cost-effectiveness. - Quality of proposed technical solution and innovative features. - Capacity to provide post-production support and warranty services. - Availability of required resources and manufacturing capabilities.

Parts Technical Criteria (Form, Fit, and Function):

Bidders should ensure that all proposed parts and components meet the technical criteria of form, fit, and function. The parts should be compatible with the design, seamlessly integrated, and meet the required performance standards.

Financial Evaluation Criteria:

The financial evaluation will consider factors such as:

- Compliance with the project's procurement budget of $30,000 CAD for parts and $100,000 CAD for development charges. - Cost-effectiveness and value for money proposition. - Reasonableness of the proposed pricing in relation to the proposed solution's quality and features.

Basis of Selection Criteria:

The selection of the winning bidder(s) will be based on a combination of factors, including:

- Technical solution and compliance with regulatory requirements. - Competitive and reasonable pricing. - Demonstrated experience and expertise. - Ability to meet the project timeline. - Capacity to provide ongoing support

and warranty services. - Overall value for money proposition.

Security Requirements: - Vendors must outline their security measures to ensure the protection of sensitive data and intellectual property during the project execution.

Requirements - Parts Specifications: - Vendors must provide detailed specifications for the parts they propose to supply, ensuring compliance with the regulatory requirements outlined by the Government of Ontario. - Parts specifications should cover areas such as steering handlebars, working pedals, electric motor wattage, maximum speed, labeling, headlights/side reflectors/bells, wheel diameter and width, design conformity, and any other relevant requirements.

Terms and Conditions: - Vendors must clearly state their terms and conditions for the supply of parts and related services. - Any specific terms and conditions should be clearly mentioned, including warranties, liabilities, intellectual property rights, and any limitations or exclusions.

Deliverables: Vendors must provide a detailed list of the deliverables they will provide as part of the contract, including:

• prototype e-bike
• location tracker
• remote locking system
• Any other specified components.

Delivery Schedule: - Vendors should outline the proposed delivery schedule for the e-bike prototype and associated parts. - The schedule should include milestones and estimated completion dates for each deliverable.

Delivery Point: - Vendors must specify the agreed-upon delivery location for the prototype e-bike and parts.

Payment Terms and Conditions: - Vendors must state their proposed payment terms and conditions, including pricing, invoicing, and any payment milestones. - Any discounts, penalties, or payment terms should be clearly communicated.

Basis of Payment - Contract Type: - Vendors should indicate the type of contract they propose, whether it is fixed-price, cost-reimbursable, or another suitable model.

Method and Frequency of Payment: - Vendors should specify the preferred method of payment (e.g., bank transfer, check) and the frequency of payments (e.g., monthly, upon completion of milestones).

Regulatory and Standard Compliance: - Vendors must demonstrate their compliance with all relevant regulatory requirements and standards as set by the Government of Ontario.

Dispute Resolution: - Vendors should outline their proposed approach to dispute resolution in case of any conflicts or disagreements during the project execution.

Shipping Instructions: - Vendors must provide shipping instructions for the delivery of the e-bike prototype and associated parts, including packaging requirements, shipping method, and any special considerations.

Questions

1)Clearly detail the strength and weakness of the Request For Proposal(RFP)

2)How you would enhance and improve the RFP such that it is clearer and more complete for potential suppliers and thus easier for them to submit a proposal that meet's the project procurement requirements