The Agency for Sustainable Systems 
in Science and Technology 
P.O. Box 291 
Arcata, CA 95518 
tel: (707) 324-1739 
fax: (707) 822-7727 
e-mail: assist@humboldt1.com 
web page: http://www.humboldt1.com/~assist/ 
Alice Harris, City Manager
City of Arcata
736 F Street
Arcata, CA 95521 Subject: Proposal for the Implementation of the Arcata Free Bike Program

 

 Dear Ms. Harris:

The Agency for Sustainable Systems in Science and Technology (ASSIST) is pleased to submit our proposal for the implementation of the Arcata Free Bike Program. You will find that we are well qualified to perform this type of work due of our experiences in community development projects.

ASSIST has reviewed the proposal with the Volunteers of the Arcata Free Bike Program, and had developed this proposal with their cooperation and support. In addition, ASSIST will enhance the Arcata Free Bike Program through the use of its web page, voice mail, and e-mail services.

By the submittal of this proposal, ASSIST hereby certifies that no motorized vehicles will be used to transport any bicycle associated with this program. ASSIST is also able to meet all of the insurance requirements for this particular project, which is a $1,000,000 (one million dollars) liability insurance and a Volunteers Accident insurance. ASSIST will obtain these policies upon demand by the City Manager.

ASSIST looks forward to working with the Volunteers of the Free Bike Program and the City of Arcata, in this innovating and worthwhile experience.

Sincerely,

ASSIST

 

W. Arthur Reeve

Director/Secretary

I OBJECTIVE

This proposal provides the scope of work and administrative information associated with a proposed contractual agreement between the City of Arcata (City) and the Agency for Sustainable Systems in Science and Technology (ASSIST).

ASSIST, a non-profit organization proposes to render services primarily as an Administrative Board which would meet monthly to disburse funding to volunteers of the Arcata Free Bike Program for the initial and ongoing activities related to the program and coordinate the reporting of quarterly and final progress reports. In addition, ASSIST proposes to be a liaison between the City and the Volunteers of the Arcata Free Bike Program (Volunteers) for the implementation of education and public outreach campaigns related to the Program, coordination required to maintain a supply of Free Bikes in Arcata, and oversight assuring the Program general ongoing success.

 

 

II PROPOSED SCOPE OF WORK

1. Initial Activities

1.1 Structuring of Administrative Board and Program Procedures:

The Administrative Board (Board) will meet at the end of each month, with the Volunteers and a representative of the City, to receive invoices for reimbursement from the City. These meetings will also be used to review the projects progress, and plan the following month’s project activities. The Board will be responsible for submitting the invoices to the City for payment and paying all invoices before the next business meeting. 1.2. Outfitting and Deployment of Initial 75 Bikes: The Volunteers will have a majority of bikes painted, outfitted with plaques, and deployed by November 1, 1997. All seventy-five bicycles and the subsequently twenty-five replacement bicycles will be deployed before June, of 1998. ASSIST will register all bicycles with the City police department and before deployment the Volunteers will record each bike in the Projects maintenance logbook. No bikes shall be deployed until it is inspected and verified by the City Transportation Superintendent. 1.3. Arrangement and Coordination of Volunteer Group

1.3.a. The Education and Outreach Group:

The Education and Outreach Group’s makeup will consist of a minimum of at least three Volunteers during the entire duration of the project. 1.3.b. The Maintenance Assistance Work Group:

                                        The Maintenance Assistance Work Group’s makeup will consist of a minimum of at least three Volunteers during the entire duration of the project.
2. On-Going Activities

2.1. Outfitting and Deployment of Replacement Bikes:

Outfitting the replacement bikes will be conducted at workshops on a bimonthly schedule. The workshops will also be used to familiarize Volunteers with standard procedures in upgrading bicycles.

2.2. Repair and Servicing of Program Bikes by continued coordination with the Maintenance Assistance Work Group:

On a minimum of three month period (one month period if it is requested by insurance provider), each bike will be retrieved and returned for servicing by the Volunteers. Service scheduling will be determined by maintenance logbook records. Activity that occurs to each bike will be recorded and dated. Any bike that can not be recovered or considered unserviceable, will be reported to the City police department and the City Transportation Superintendent. No bikes shall be redeployed until it is inspected and verified by the City Transportation Superintendent.

2.3. Continuing Outreach and Education by coordination with Education and Outreach Group:

Outreach and Education programs will be performed on a bimonthly basis. The purposes of these programs will be to inform the probable user-groups of the benefits of using the free bicycles and educate them on how to use the program effectively. This will include but not limit to the following:

 2.4. Project Reporting: Quarterly reports will be written by the each of the Volunteers work groups, then reviewed and submitted by ASSIST to the City.

The Annual report will be composted by the Volunteers, members of ASSIST and City representatives.

 III WORK PROGRESS PLAN:
    1. Organize Volunteer Work Groups
    2. Obtain credit with local bicycle suppliers
    3. Meet all City mandated deadlines
IV PROPOSED BUDGET: V STATEMENT OF QUALIFICATIONS: The Agency for Sustainable Systems in Science and Technology (ASSIST) is a nonprofit organization dedicated to supporting initiatives for research and education in grassroots community development. Based in Arcata, California, ASSIST is involved with programs that help connect people in Humboldt County and around the world with resources to make available the basic necessities of life, including food, water, shelter, sanitation and health care. To achieve this goal, ASSIST encourages participation from the local to international level by providing educational resources, expertise in sustainable appropriate technologies, and assistance in the implementation of projects related to grassroots community development.

Attached to this document is a copy of the "Articles of Incorporation" as a non-profit corporation in the State of California.