Cambridge Cycle Parking Guide: formal Request for Proposals

Applications are invited for the research, writing and production of an attractive, readable brochure of approximately 12 pages, entitled “Cambridge Cycle Parking Guide”, for use by Cambridge Cycling Campaign in its campaigning and outreach work.

High-quality cycle parking enables cyclists to park their bikes securely and must be conveniently located for the cyclists’ destinations. Cycle stands need to be suitable for different sorts of bikes, positioned with sufficient space to enable cycles to be parked easily, without risk of injury to cyclist, cycle or other cycles. Generally, for security cyclists will wish to be able to lock their cycle to the stand, unless the cycle is put in a lockable locker. Facilities should be easy to find, signposted, well-constructed and well-maintained.

Formal brief

The Cambridge Cycle Parking Guide will be a practical and Cambridge-specific guide that will give owners of existing buildings clear and simple guidance on how to create cycle parking.

It will be a simple 12-page guide suitable for developers and existing site owners about how to provide good quality secure cycle parking, to encourage them to do so where there is no existing suitable cycle parking or to encourage them to upgrade inadequate and insecure cycle parking.

It will start from the key issue of why cycle parking is a good thing, and continue through to who to contact to get it installed and how much it costs – i.e. all the necessary information in a single, concise short booklet. It should contain all the key information so that those considering installing cycle parking do not need to do further research themselves.

Format

The guide will be a clear but concise outline of the key points regarding high-quality cycle parking with enough practical information to enable good cycle parking to be provided. It will be illustrated with clear diagrams and photography, and typeset and printed to a professional standard.

Audience

The target audiences are varied and include:

  • developers, building owners and operators (commercial, retail, industrial etc premises),
  • householders and housing organisations,
  • public building managers (schools, hospitals, colleges, churches, cinemas, bars and pubs),
  • local authorities including Parish councils.

Areas for work

We are looking for a consultant to assemble the material and to work up the material so that it can be finalised in a visual format for printing. The major task is drafting of the material and we would hope that whoever takes on this responsibility would be able to identify illustrative material (diagrams and photographs) which will be needed. If necessary, Cambridge Cycling Campaign will be able to arrange for the production of diagrams and the taking of photographs.

As well as a consultant to assemble the material, the completed publication will need to be well-designed, typeset in full colour and prepared as a pre-press PDF for printing. We are thus seeking a consultant to undertake this part of the process.

In addition to the finalised PDF, a copy of the source files, as well as an export of the entire brochure in RTF/MS-Word (or clean XHTML) plus images, will be required for transfer to the web. (The final web-conversion process will be done by the Campaign’s Webmaster.) A web-resolution PDF file must also be supplied.

Content

As noted above, the brochure will consist of around 12 pages of material, including diagrams, photographs and appendices. We suggest the following section headings:

  • Why cycle parking?
  • What am I obliged to do? (Planning requirements for new development, change of use, disability requirements, do I need planning permission to install parking?)
  • Who is it catering for? (Residents, visitors, employees, customers, children, disabilities, elderly)
  • How much do I need? (Spaces, area requirements)
  • Where do I put it? (E.g. close to entrance for visitors)
  • How do I get to it? (E.g. not ramps)
  • How do users find it? (E.g. signposting)
  • What kind of parking? (Sheffield racks, lockers, cages; the importance of security)
  • How is it laid out? (Spacing, tactile paving, lighting, covering, level ground, don’t block the last space)
  • Where do I get it from?
  • How much will it cost? (Don’t forget about installation costs)
  • How is it managed?
  • What else could I do (showers? changing facilities? storage lockers? direct access to building)
  • Appendices with lists of suppliers, specifications etc.

Note that these are not firm section headings and can be altered or rearranged if there is good reason to do so. But the Campaign has discussed the scope and content of the guide in some detail and feel that all these issues do need to be addressed, albeit sometimes briefly.

It is the responsibility of the writer to identify where factual information is needed, for example on how the Disability Discrimination Act relates to cycle parking, and to seek out the details needed.

Intellectual property

All material submitted (including unprocessed photographs) by the chosen bidder(s) will become the intellectual property of the Campaign, but the right to be recognised as the author of the work will remain.

Judging of Tender proposals and progress of the work

A small panel drawn from the Committee and the membership of the Campaign will assess the tender proposals and liaise with those tendering. They will consider whether those tendering have the requisite skills, including the level of knowledge to get the facts right and the ability to do the research. The successful bidder will have demonstrated that they can write precisely, accurately and concisely, while still being readable and inspirational.

The tender bid must make it clear if there are any areas of work which the bidder would not wish to undertake. In that case they would be expected to work closely with whoever the Campaign decides should do the necessary work.

Editorial control and monitoring

A second panel will also be set up to monitor the progress of work by the individual(s) carrying it out and to report back to the Committee.

One member of this panel will be appointed (by the Committee of the Campaign) as Co-ordinating Editor of the publication and the successful bidder(s) will liaise regularly with the Co-ordinating Editor (and thence the panel) and shall demonstrate steady progress.

The Committee, acting through the Co-ordinating Editor, will be responsible for the final approval of material in accordance with its normal procedures. The Co-ordinating Editor will liaise with the Committee and (where necessary) the Grant Funder throughout the process.

Material will be signed off with the Co-ordinating Editor upon completion.

In the event of a dispute, the Committee of the Campaign shall act as an appeal body, the process and conditions for which shall be included within the contract for work to be agreed and signed by the chosen bidder(s).

Timescale

Assuming confirmation of successful bids by end of April 2008, the following deadlines shall be required, though earlier dates will be considered favourably by the judging panel and monitoring panel:

  • Writing of the material should be completed by mid-June 2008.
  • Photography to be completed by the end of June 2008.
  • Typesetting will need to be completed by the end of July 2008.

Finance

The total budget, to cover writing, production of diagrams, photographs, design, typesetting and printing is £3,500. Proposals should indicate the proposed fee being requested.

Payment shall be made in the form of cheques, as 25% in advance and the remainder upon sign-off completion. Taxation and related legal matters shall be the responsibility of the selected consultant(s).

Tenders

Tender proposals should be sent, as an e-mail attachment, in PDF or Word format, to Monica Frisch <mfrisch@phonecoop.coop> by 26th April 2008.

One panel member will confirm safe receipt of Tender proposals by return of e-mail.