CITY OF SUN PRAIRIE

REQUEST FOR PROPOSALS

RFP #: 19-PLA36

Title: Share-Ride Taxi Services Department: Finance Department Due Date: September 30, 2019

THE ENCLOSED SOLICITATION COVERS THE PERIOD: January 1, 2020 THRU December 31, 2021

ISSUING ENTITY: City of Sun Prairie 300 E Main Street Sun Prairie, WI 53590

CONTACT INFORMATION FOR PROCUREMENT ADMINISTRATOR:

Kristin Vander Kooi Finance Director 300 East Main St.

POINT OF CONTACT FOR INFORMATION (Name & Tel. No.):

treasurer@cityofsunprairie.com 608-825-1192

REQUEST FOR PROPOSALS

TO PROVIDE SHARED-RIDE TAXI SERVICES

IN THE City of Sun Prairie

Issued by

The Finance Department

Issue Date

August 26, 2019

Proposals must be submitted no later than 2:00PM September 30, 2019

LATE PROPOSALS WILL BE REJECTED

This is a Request for Proposals (RFP) procurement. There will be no public opening.

Submitting the proposal:

Identify the outside of the proposal as “RFP Shared Ride Taxi.” Include the pricing proposal in a separate sealed envelope identified as “Pricing Proposal.” Include the pricing proposal only with the proposal marked as “Original / Procurement Administrator’s Copy.”

Offerors must submit, in a sealed package, One Original (identified as such) AND 7 copies of all materials required for acceptance of their proposal on or before 2 PM, September 30, 2019 to the following address:

City of Sun Prairie Clerk’s Office 300 E Main St

INDEX

Section

PART I GENERAL INFORMATION

General Description Federal Participation Contractor Selection Contract Term Completeness and Validity of Offers Correspondence Related to the Solicitation Minimum Qualifications

PART II PROPOSAL SCHEDULE

PART III GENERAL PROPOSAL SUBMISSION REQUIREMENTS

PART IV SPECIFIC PROPOSAL SUBMISSION REQUIREMENTS

Proposal Format Proposal Content

PART V EVALUATION AND AWARD PROCESS

Evaluation Committee Preliminary Evaluation Right to Reject Proposals Scoring of Technical Proposals Additional Factor for Proposal Consideration Final Evaluation Evaluation Summary

Evaluation Factors Adjectival Ratings Rating Descriptions Pricing Component Sample Scoring Scenario

Contract Award Notification of Intent to Award Appeals Process

PART VI STATEMENT OF WORK

1.0 General Contractor Requirements

2.0 Specific Service Requirements

2.1 Contract Period

2.2 Service Area

2.3 Shared-Ride

2.4 Service Standards

2.5 Hours of Service

2.6 Service Levels/Number of Vehicles/Drivers Required

2.7 Weekly Estimated Total Hours

2.8 Pricing - Hourly Rate, Fare Rate Structure, and Other Charges

2.9 Available Vehicles

2.10 Reservation Services/Radio Communications/Radio Equipment

2.11 Maintenance of Leased Equipment

2.12 Contracted Personnel - Selection and Training

2.13 Insurance

2.14 Licensing

2.15 Collected Revenues

2.16 Basis of Payment

2.17 Records

2.18 Complaints

2.19 Promotion and Publicity

2.20 Contract Award Document

2.21 Contract Administration

2.22 Continuation of Service (Option Years)

2.23 Assignment or Transfer

2.24 Termination of Agreement

2.25 End of Contract Transition

Appendix A - Pricing Proposal Appendix B - Standard Terms and Conditions (Request For Bids / Proposals), DOA 3054 Appendix C - Supplemental Terms and Conditions - Procurements for Services, DOA 3681 Appendix D - Federal Clauses and Certifications Appendix I - Bid Opportunity List

PART I - GENERAL INFORMATION

A. General Description. Qualified contractors are being sought to provide shared-ride taxi services in the specified service area and under the conditions set forth herein. The service requested will be a door-to-door, demand-responsive, advanced reservation, shared-ride taxi service that is made available to the general public.

1. Scheduled service is normally seven days a week with specific daily hours identified in this solicitation. The service is available to disabled individuals with the contractor responsible for assisting such passengers into and out of the accessible vehicle.

2. Some vehicles and radio equipment may be available through a lease arrangement. Other required services include telephone communications with users, dispatching, driving, maintenance, and record keeping.

B. Special Notification Requirements for States. This procurement is subsidized with state and federal transit operating funds. Applicable Federal clauses are set forth in Appendix D of the solicitation.

C. Contractor Selection. The Municipality reserves the right to award a contract to an Offeror without clarifications, discussions, or negotiations following an evaluation of which Offeror is determined to be the highest scoring (technical factors and price considered) based on the factors discussed below. As such, Offerors should always submit their best technical and price proposal from the onset.

1. Professional Competence - The extent to which the firm's proposal is complete and demonstrates a thorough understanding of the solicitation/contract requirements. This includes elements such as its personnel program (hiring/firing/retention), drug and alcohol program, handling of complaints, operations plan, and maintenance program.

2. Capacity - The extent to which the firm’s proposal demonstrates that it has the financial resources, skilled personnel, equipment, software, and facilities to perform the scope of work. This includes elements such as its financial capability, any leasing or financing agreements, personnel (key personnel, dispatchers, drivers, etc.), fleet size and description, and record-keeping ability.

3. Experience - The extent to which the firm’s proposal demonstrates successful current and past experience in performing similar work, including the level of achieved client satisfaction.

4. Price - The competitiveness of the Offeror’s prices. Pricing will remain sealed until after technical factors are evaluated.

D. Contract Term. One contract will be awarded which will cover the period January 1, 2020 through December 31, 2021. The contract will contain three 1-year options. Offerors must price options at the time of proposal submission in order to be considered for award. The pricing proposal submitted by the successful Offeror will be incorporated in the resultant contract as the contract’s Pricing Schedule.

E. Completeness and Validity of Offers. Offerors must complete and submit all required forms with their proposals. This includes the “Affidavit of Non-Collusion” which Offerors must submit with their pricing proposal. Offerors must acknowledge receipt of any solicitation amendments. Offers must remain valid for a minimum of 90 days after proposals are submitted.

F. Correspondence Related to the Solicitation. Questions, noted errors, discrepancies, ambiguities, exceptions, additions, or deficiencies noted in this solicitation must be submitted by e-mail to the identified Procurement Administrator prior to the specified solicitation closing date. Any changes in the solicitation (including specification) will be made by amendment issued to all Offerors.

G. Minimum Qualifications.

IMPORTANT – EACH OFFEROR MUST DEMONSTRATE IN ITS PROPOSAL THAT

IT MEETS ALL OF THE MINIMUM QUALIFICATIONS SET FORTH BELOW AS OF

THE DATE THAT IT SUBMITS ITS OFFER. OFFERORS THAT DO NOT CONFORM

TO THESE REQUIREMENTS WILL NOT BE CONSIDERED.

1. Possess a fleet of at least 9 vehicles of model year 2013 or newer, and capable of carrying at least 2 passengers and any baggage, including at least 3 vehicles with no more than 100,000 miles.

2. Maintain and operate an automated dispatch and control system at a centralized office location, staffed 24 hours a day, seven (7) days a week, with a dedicated radio communications system between the dispatch office and vehicle operators.

3. At least three (3) years prior organizational history in the ground transportation service industry providing on-demand, scheduled, or reservation-based services.

4. Possess database software that tracks ridership and revenue activity and provides reports for such data which can be used for current and historical data purposes. Dispatch and ridership data must be made available to the Municipality in an Excel format.

PART II - PROPOSAL SCHEDULE

A. The City of Sun Prairie intends to adhere to a schedule in procuring these services. The schedule below is provided for informational purposes, may be affected by unforeseen circumstances, and is subject to change.

B. At the time of issuance, the procurement schedule shall be as follows:

August 26, 2019 Issue Request for Proposals (RFP) September 6, 2019 Due date for submitting questions September 11, 2019 Issue written response to questions September 30, 2019 Due date for submitting proposals September 30, 2019 Proposal evaluation starts October 7, 2019 Oral presentations October 7, 2019 Call for Best and Final Offers (if needed) October 8, 2019 Due date for submitting Best and Final Offers (if needed) October 8, 2019 Final evaluation of offers October 14, 2019 Final approvals for award October 15, 2019 Issue “Notice to Proceed” January 1, 2020 Start-up and first day of service

PART III - GENERAL PROPOSAL SUBMISSION REQUIREMENTS

Proposals which do not comply with the format set forth below may be rejected without further consideration. These restrictions are not intended to hamper proposal preparation but to provide uniformity in evaluating responses to this RFP.

A. Corporations, individuals, or other organizations interested in providing service should so indicate by answering all questions included throughout this RFP. Offerors must respond to any questions and forms included throughout this RFP.

B. The completeness and responsiveness to the RFP’s stated requirements (Scope of Work), questions, tables, and forms will be used in evaluating proposals in accordance with solicitation’s evaluation factors and the assigned weights for such factors. For proposals to remain eligible, all information provided must be true and accurate and reasonably verifiable.

C. Proposals submitted via fax will not be accepted. Reliance upon public carriers for delivery of proposals is at the Offeror’s risk. Late proposals will not be accepted.

D. The pricing proposal must be submitted on the form shown in Appendix A, and must be signed by an individual authorized to contractually obligate the Offeror. The provided pricing sheet should not be modified or altered to present different or additional information than what the form is asking for.

E. The pricing proposal (Appendix A) shall be placed in a separately sealed envelope and its contents not disclosed or revealed elsewhere within the submitted RFP package. The pricing proposal (Appendix A) shall depict the fixed hourly rate(s) to be used for the first two years of the contract and estimates of the hourly rates in the option years. Actual hourly rates in option years will be determined as outlined in Part VI, Section G and Part VII, Section 2.22 of this RFP. The hourly rate shall cover all operating and administrative costs of performing the service.

PART IV - SPECIFIC PROPOSAL SUBMISSION REQUIREMENTS

A. Proposal Format. Each proposal shall include complete and detailed written responses to the items below. Each Offeror’s response to these items will be evaluated in accordance with the criteria stated in Part V of this RFP:

1. Each proposal will be typewritten, using a 12-point font (which is the size used in this

RFP) on a standard 8 1/2" x 11" page format, not to exceed 50 pages single sided, including exhibits, in a three-ring binder, and accompanied by a cover letter on the Offeror’s letterhead. Offerors must organize their proposals so that they address each of the elements stated below in this Part V, Paragraph B, in the same order as listed in therein.

2. In addition, one (1) electronic copy of the Offeror’s proposal, excluding the pricing proposal, must be submitted on CD or flash drive media in a virus free, readily accepted format such as Word or Adobe Acrobat.

B. Proposal Content. Proposals shall include the information listed below in the same order as listed below. With the exception of minimum qualifications, each Offeror's response to these items will be evaluated in accordance with the criteria stated in Part VI of this RFP.

Additional data, exhibits, and explanations may be included should the Offeror deem them important to the evaluation of its proposal. Any additional information shall be included in the 50 page limit for the proposal.

1. Cover Letter. The Cover Letter must specifically state that the information contained in the Offeror’s proposal is accurate and complete as of the date of submission; that the information is true and reasonably verifiable as of the date of submission; and that the Offeror is willing to comply with all stated contractual requirements.

2. Information Pertinent to the Offeror and Offeror’s Proposal. The proposal must include the following information:

a. Offeror Identification. Provide the Offeror’s name, business address, telephone number, facsimile number, e-mail address.

b. Offeror’s Legal Status. Identify the Offeror’s business type (e.g., whether the organization is a sole proprietor; for-profit corporation or joint venture corporation;

for-profit partnership; non-profit; public agency; or other type (identify), etc.).

c. Chief Executive or Administrator of the Organization. Provide the name and contact information for this individual.

d. Offeror’s Authorized Representative. Provide the name and contact information for the individual authorized to represent the Offeror in discussions or negotiations, acknowledge amendments, and/or otherwise commit the Offeror.

e. Offeror’s Business Function. Describe the major business function(s) or activities of the organization.

f. Minimum Qualifications. The minimum qualifications cited in Part I, Paragraph G, will be used to determine eligibility to continue to the evaluation phase of this procurement. Restate each minimum qualification and provide a synopsis of how the Offeror meets those minimum qualifications.

g. Service Background. Provide information for transportation services which the

Offeror currently provides under other contracts or service agreements.

h. Service History

i. References. Provide the names of any agencies for which the Offeror has provided contract services over the past three (3) years. These agencies will be queried for references in order to ascertain the Offeror’s past performance history.

Agency Contact Person Phone Number

(1) _____________________ ______________________ _______________

(2) _____________________ ______________________ _______________

(3) _____________________ ______________________ _______________

(4) _____________________ ______________________ _______________

(5) _____________________ ______________________ _______________

j. Key Personnel. Identify the organization’s key individuals who will be responsible for day-to-day management of any contract resulting from this solicitation and synopsize their background or experience in delivering the type of services required to support and/or perform any contract resulting from this solicitation. Provide a resume for each “key” individual. Note that the replacement of any individual identified as “key personnel” requires the notice to the Municipality and its prior approval.

Avg. No. of Vehicles

Operating Per Month

Primary Area Being Served:

Length of Current

Operation:

From / To

k. Volunteer Staff. Identify if any volunteer staff will be used in the performance of a contract awarded as a result of this solicitation. Specifically, identify their names, positions, responsibilities, and number of volunteer hours expected to be recorded during each of the contract’s base and option years. Note that the Municipality must be notified in the event of changes in volunteer staff otherwise dedicated to a contract awarded under this solicitation.

l. Paid Staff. Specifically discuss or describe:

i. How many full-time employees are currently on staff;

ii. How many part-time employees are currently on staff; and

iii. The minimum hiring criteria for drivers and how compliance is checked.

m. Drug and Alcohol Testing.

The successful Offeror shall:

i. Comply with the following federal substance abuse regulations:

A. Federal Transit Administration (FTA) regulation, 49 CFR Part 655 “Prevention of Alcohol Misuse and Prohibited Drug Use in Transit Operations”.

B. U.S. DOT Regulation, 49 CFR Part 40 “Procedures for

Transportation Workplace Drug and Alcohol Testing Program”.

ii. Participate in the Drug and Alcohol Testing Consortium administered by

WisDOT’s approved Third Party Administrator that complies with 49 CFR Part 655, as amended.

iii. Provide documentation necessary to establish its compliance with Part 655, as amended, and permit any authorized representative of the United States Department of Transportation or its operating administrations and/or the State of Wisconsin, Department of Transportation or its authorized agents, to inspect the facilities and records associated with the implementation of the drug and alcohol testing program as required under 49 CFR Part 655 as amended and review the testing process.

iv. Does the Offeror currently have a Drug and Alcohol testing program that complies with FTA requirements? Yes No If the answer to the above is “Yes,” describe the existing drug and alcohol control program for Safety Sensitive personnel and provide current policies regarding drug and alcohol testing. Discuss how the program currently meets or will meet the requirements of the Federal Transit Administration’s Drug and

Alcohol Testing Regulations (attach additional sheets and/or documentation if necessary).

n. Training. The proposal must:

i. Describe the driver training program to be used to ensure that the driver duties and responsibilities under any resultant contract remain in compliance with all contract requirements.

ii. Describe corporate policies on the personal use of communications equipment.

iii. Describe dispatcher training which will be provided to ensure contract compliance.

iv. Attach a copy of the corporate/contract training plan if one is available.

o. Financial Capability.

i. Financial Statement. In order to determine the Offeror’s financial capability, the Offeror must attach a copy of its most recent annual audited financial statement. The Statement must be dated no later than 1 year from proposal due date.

ii. Liens and Judgments. List and explain any past, current, or pending liens, judgments, or lawsuits against property owned by or otherwise concerning the Offeror and any existing legal suits (pending) against the Offeror which may potentially impact the Offeror’s capability to provide the required contract services solicited by this RFP. If “None,” so state.

p. Vehicle and Fleet Management Capabilities.

i. Computer Equipment and Software. Identify and describe the Offeror’s computer equipment, including its functions and capabilities, and hardware and software which pertains to the services required in this RFP (e.g., transit software, scheduling, billing, payroll, etc.):

ii. Describe your present dispatching and vehicle control procedures by completing the following questions:

(a) Number of Dispatchers during peak periods: _____________

(b) Hours of Call-Taking Operations (M-F): _____________

(c) Number of Telephone Lines: _____________

(d) Number of one-way trips, exclusive of school trips, scheduled on an average weekday _____________

q. Fleet Description. List all vehicles presently owned or operated by the Offeror which will be made available for the proposed contract services and specify if any will be replaced in each contract year. The total number must match the number in the table at Part V, Paragraph B.2.h. of this RFP. Use the following format for all listed vehicles:

Make/Model/Year: _______________/_______________/_______________

Vehicle Mileage: ______________ Communications Equipped (Y/N): ____

Meets ADA Requirements (Y/N): ____ Lift/Ramp Equipped (L/R): _____

Wheelchair Positions per Vehicle: ___ Ambulatory Seating Capacity: ___

Vehicle Condition (Excellent, Good, Fair, or Poor): _____________________

Other Special Features: ______________________________________________

r. Fleet Maintenance Program. Attach a copy of the Offeror’s current vehicle maintenance plan. If no plan exists, describe in complete and sufficient detail the Offeror’s preventive and corrective maintenance programs. Note which activities are performed directly by the Offeror and which activities are subcontracted to other entities. If the Offeror anticipates using a different maintenance program for the services being solicited here, describe that program in complete and sufficient detail.

s. Insurance Coverage. Describe the Offeror’s current vehicle liability insurance program for transportation services by answering the following questions:

(a) What are the current vehicle liability insurance program limits?

$____________ Per Person $____________ Per Occurrence $____________ Property Damage

(b) Is the Offeror self-insured for any part of this coverage? ____ Yes _____ No

If yes, describe the limits of self-insurance:

(c) Provide the name of all insurance companies which currently provide the Offeror with vehicle liability insurance.

Name of Company Type (Primary, Excess, or Umbrella)

(1) _______________________________ ______________________________

(2) _______________________________ ______________________________

(3) _______________________________ ______________________________

(d) Does the Offeror anticipate any problem with meeting the minimum insurance requirements specified in Part VII, paragraph 2.13? ________ Yes ________ No

t. Record-Keeping. Briefly describe the Offeror’s record-keeping capabilities as they relate to the provision of shared-ride taxi service (if not already noted elsewhere in this proposal):

u. Provide any additional information which the Offeror believes may be relevant to the evaluation of the Offeror’s qualifications. Do not use this area unless necessary. Areas may include but are not limited to: general experience in transportation service delivery, experience and background to provide the requested services, familiarity with the service area, dispatcher experience and qualifications, specific experience in shared-ride taxi service, qualifications and experience of key project personnel, driver qualifications, drug and alcohol control program, financial stability, fleet management capability, vehicle maintenance capability, vehicle dispatching capability, record keeping, capability and experience, how proposed price represents fair market value for the services requested, etc.

3. Operations Plan.

a. Fleet.

i. Re-state the proposed size and composition of the fleet used to provide service for each year of the Contract, including the option years. Explain the rationale for the selected fleet in achieving the scheduled service requirements set forth in the Contract. State how the Offeror will ensure that these vehicles meet state and local safety standards. Detail how the Offeror plans to use and schedule its designated vehicles to provide service that meets the required scheduled service standards.

b. Operations and Reporting.

i. Describe the Offeror’s plans to collect and account for revenue, and provide secure procedures for handling cash and credit card transactions.

ii. Describe the Offeror’s means of communication between the vehicle drivers and the dispatchers to monitor operations. Elaborate on any Global Positioning System (or equivalent) that monitors the location of the Offeror’s fleet.

iii. Describe the Offeror’s plan for maintaining safe loading and unloading operations curbside.

iv. Describe the Offeror’s procedures for reporting activity to the Municipality, including summaries of all trips, ridership, and revenue by day and on a cumulative monthly basis.

v. Describe the Offeror’s protocol for addressing customer complaints and reporting these complaints and any subsequent remedial action to the Municipality.

4. Bid Opportunity List. Each proposal must include a completed Bidders List (see

Appendix I – Bid Opportunity List) which consists of all firms that are participating or attempting to participate, on DOT-assisted projects. For every firm, the following information must be included: (1) Firm name, (2) Firm address, (3) Firm’s status as a DBE or non-DBE, (4) The age of the firm, (5) The annual gross receipts of the firm.

The list must include all sub-consultants contacting the proposer/offeror expressing an interest in participating in the proposal.

5. DBE. The national goal for participation of Disadvantaged Business Enterprises (DBE) is 10%. WisDOT’s DBE transit goal for FFY 2017-2019 is 1.1%. A separate contract specific goal has not been established for this procurement.

a. Proposers that have DBE firms participating on this contract should provide the following information:

b. The names and address of DBE that will participate in this contract.

c. A description of the work each DBE will perform.

d. The dollar amount of the participation of each DBE firm participating.

e. Written documentation of the bidder/offeror’s commitment to use a DBE subcontractor.

f. Written confirmation from the DBE that it is participating in the contract as provided in the prime contractor’s commitment.

g. The successful contractor will be required to report its DBE participation obtained throughout the period of performance.

h. More information on required DBE documentation is available in

Federal Clauses.

PART V - EVALUATION AND AWARD PROCESS

A. Evaluation Committee. The proposal evaluation committee consists of members who have been selected because of their special expertise and knowledge of the service(s) that are the subject of this RFP. Offerors shall not contact members of the evaluation committee.

Violation of the “no contact” rule could result in the Offeror’s disqualification from further consideration for award.

B. Preliminary Evaluation. Proposals will be initially reviewed to determine if minimum and mandatory requirements have been met. Failure to meet these requirements shall result in the proposal being rejected. In the event that all Offerors do not meet one or more of the minimum or mandatory requirements, the evaluation committee reserves the right to continue the evaluation of the proposals, which most closely meet the minimum and mandatory requirements of this RFP.

C. Right to Reject Proposals. The evaluation committee reserves the right to reject any and all proposals.

D. Scoring of Technical Proposals. Proposals will be independently evaluated. Each evaluation committee member will score each of the solicitation’s stated technical evaluation criteria for each Offeror. Members will then sum all individual technical scores for each Offeror to determine the overall evaluation score for that particular Offeror. The Chair of the evaluation committee (typically, the Procurement Administrator) will convene a meeting of the evaluation committee to reach a consensus score for each Offeror. Consensus scoring is intended to facilitate an open discussion among the evaluators as to the strengths and/or weaknesses of each Offeror’s proposal based upon the solicitation’s technical evaluation factors (Professional Competence, Capacity, and Experience). The Chair will record the consensus score for each Offeror on a scoring summary sheet to attain a rank order of the most technically qualified Offerors. Price proposals will remain sealed at this point.

E. Additional Factors for Proposal Consideration (prior to evaluating price). Failure by the

Offeror to provide information clearly and accurately within the submitted documents may be reflected in the evaluators’ scoring results. If it is deemed necessary on behalf of the evaluation committee, the evaluation committee Chair may initiate inquiries for the purposes of confirming or verifying proposal information already provided and disseminated for evaluators’ consideration. The evaluation committee may not contact Offerors directly but may request an interview with the Offerors if an interview process is deemed necessary and approved by WisDOT. The evaluation committee will make every reasonable attempt for scheduling at a time and location that is agreeable to the Offeror. An Offeror’s failure to fulfill or accommodate interview requests from the evaluation committee may result in rejection of that Offeror's proposal.

F. Final Evaluation. Based on the information obtained through any confirmation or verification inquiries, reference checks or interview process, the evaluation committee will review their evaluations and unilaterally make adjustments to their respective scores. The evaluation committee's scoring will be tabulated by the evaluation committee administrator and proposals again ranked based on the numerical scores assigned. If no further criteria was or is to be considered, the evaluation committee administrator may proceed to open and score the pricing proposal portions of the offers and tabulate final scores. Prior to the procurement administrator’s issuance of a “Notice of Intent to Award,” all evaluations and score tabulation results remain strictly confidential between evaluation committee members and evaluation committee procurement administrator.

G. Evaluation Summary. Proposals will be evaluated and scored using the methodology described below. Technical factors are: Professional Competence, Capacity, and Experience. Price is rated solely by the Finance Director.

EVALUATION FACTORS (CRITERIA) - A total score of 100 points is possible.

Professional Competence (Maximum 20 points) - The extent to which the firm's proposal is complete and demonstrates a thorough understanding of the solicitation/contract requirements.

This includes elements such as its personnel program (hiring/ firing/ retention), drug and alcohol program, handling of complaints, operations plan, and maintenance program.

Capacity (Maximum 25 points) - The extent to which the firm’s proposal demonstrates that it has the financial resources, skilled personnel, equipment, software, and facilities to perform the scope of work. This includes elements such as its financial capability, any leasing or financing agreements, personnel (key personnel, dispatchers, drivers, etc), fleet size and description, and record-keeping ability.

Experience (Maximum 25 points) - The extent to which the firm’s proposal demonstrates successful current and past experience in performing similar work, including the level of achieved client satisfaction.

Price (Maximum 30 Points) - The competitiveness of the offered prices.

RATINGS FOR EACH TECHNICAL EVALUATION FACTOR - Each evaluator will rate each evaluation factor for each Offeror. This is done by first determining the rating which the evaluator will assign for the factor being rated. Second, by multiplying the numerical percentage value assigned to that value by the weight (points) assigned to that evaluation factor to arrive at the individual factor’s computed numerical value. The sum total of all such computed values (sum value of all factors) will equal 70 points or less (price is scored separately at a maximum value of 30 points).

RATING DESCRIPTIONS

Excellent – Outstanding level of quality; the proposal indicates an exceptional approach and understanding of the requirement; significantly exceeds the minimum requirements in all respects; has a high probability of success (low risk of unsuccessful performance); no significant weaknesses. Value is 100 percent of total point score available for the evaluation factor.

Good – Substantial response; proposal meets requirements and indicates a thorough approach and understanding of the requirements; good probability of success (low risk of unsuccessful performance); strengths outweigh weaknesses. Value is 80 percent of total point score available for the evaluation factor.

Acceptable – The proposal meets requirements and indicates an adequate approach and understanding of the requirements; strengths and weaknesses are offsetting or will have little or no impact on contract performance. Risk of unsuccessful performance is no worse than moderate. Value is 50 percent of total point score available for the evaluation factor.

Marginal – The proposal lacks essential information and does not demonstrate an adequate approach or understanding of the requirements. Proposal has one or more weaknesses which are not offset by strengths. Risk of unsuccessful performance is high. Value is 20 percent of the total point score available for the evaluation factor.

Unacceptable – The proposal fails to meet minimum requirements; there is little likelihood of success; needs major revision to be made acceptable. Value is zero percent of the total point score available for the evaluation factor.

PRICING COMPONENT – This is a firm-fixed price contract for a base period of two years with three 1-year option periods. Offerors are required to submit a firm-fixed price for the contract base period (first two contract years) that covers all operating and administrative costs of performing the service. For evaluation purposes, offerors must also submit fixed prices for Option Years 1, 2, and 3 (contract years 3, 4 and 5) using a CPI-U fixed at 1.0 percent (2016 CPI-U), even though prices for the option years will ultimately be adjusted by the then-current CPI-U. For example:

Base Year 1 Hourly Service Rate (HSR) $24.00 Base Year 2 Hourly Service Rate (HSR) $24.00

HSR Option Year 1 (Contract Year 3) $24.24 ($24.00 x 1.01) HSR Option Year 2 (Contract Year 4) $24.48 ($24.24 x 1.01) HSR Option Year 3 (Contract Year 5) $24.72 ($24.48 x 1.01)

Total HSR for All Contract Years $121.44 Average Contract HSR $24.29

The Finance Director will evaluate pricing proposals and assign scores to each Offeror based upon the sum total of the offered Hourly Service Rate (HSR) for the base and each option years (i.e., HSR for Year 1 & 2 + HSR for Year 3 + HSR for Year 4 + HSR for Year 5 = Total HSR). Price points will be assigned as follows:

Lowest total price (including option years) – 100% of 30 points Second lowest price (including options years) – 80% of 30 points Third lowest price (including option years) – 60% of 30 points Fourth lowest price (including option years) – 40% of 30 points Fifth lowest price (including option years) – 20% of 30 points Sixth and lower (including option years) – 10% of 30 points

SAMPLE SCORING SCENARIO (following consensus scoring)

Offeror A Competence Good 20 points x .80 = 16 points Capacity Excellent 25 points x 1.0 = 25 points Experience Good 25 points x .80 = 20 points Total Technical Evaluation Score Equals 61 points

Price – Points assigned for lowest total price – 30 points

Total Evaluated Score for Offeror A – 91 points (61 + 30) Offeror Ranking - First

Offeror B Competence Excellent 20 points x 1.0 = 20 points Capacity Good 25 points x .80 = 20 points Experience Good 25 points x .80 = 20 points Total Technical Evaluation Score Equals 60 points

Price – Points assigned for second lowest total price – 24 points

Total Evaluated Score for Offeror B – 84 points (60 + 24) Offeror Ranking - Second

H. Contract Award. Award will be granted to an Offeror in one of three ways:

i. Proceed with Award. The award may be granted to the highest responsive, responsible scored proposal (technical and price) in accordance with the final tabulation of all scoring elements and without clarifications, discussions, or negotiations; OR

ii. Schedule oral presentations. With prior WisDOT approval AND BEFORE pricing proposals are opened, Offerors will be provided with a list of questions or issues concerning their proposals which require explanation or clarification and scheduled for oral presentations to address such issues concerning their proposals. Oral presentations are for explanation or clarification purposes only and Offerors will not be permitted to revise their proposals. Presentations will NOT be scored. After such presentations, the Finance Director will open and evaluate the attendant pricing proposals to determine the apparent successful Offeror; OR

iii. Schedule negotiations. With prior WisDOT approval, the Municipality may choose to negotiate any outstanding conditions, exceptions, reservations, or understanding to any of the contractual requirements, including any pricing issues, with a “short” list of the top-ranked (usually no more than three offerors). This “short” list is determined after the Procurement Administrator has opened pricing proposals and made a clear point demarcation between offerors who have made the “short” list and those who have not.

Following negotiations, offerors would be required to submit a sealed “Best and Final Offer” (BAFO) which would reflect any modifications made to their proposals as a result of the negotiations. The evaluation committee would conduct a final technical evaluation and the Finance Director would evaluate any revised pricing proposals before making a determination of the apparent successful Offeror.

I. Notification of Intent to Award. All Offerors will be notified in writing of the intent to award a contract as a result of the selection process described in this RFP. After notice of the intent to award is made, under the supervision of the Finance Director, copies of proposals will be available for public inspection. Offerors should contact the Finance Director to make appointments to ensure that space and time are available for their review.

J. Appeals Process.

i. Notices of an “intent to protest” and “protests” must be submitted in writing to the Finance Director identified on the Cover Sheet of this solicitation.

ii. Protesters must clearly identify the solicitation number and program title in all correspondence. Protests must be as specific as possible and identify specific statutes and Wisconsin Administrative Code Provisions that are alleged to have been violated.

iii. Protests can be filed at any point through the solicitation process. However, a written notice of “intent to protest” must be filed with and received by the City of Sun Prairie Clerk’s Office no later than five (5) working days after the Notice of Intent to Award is issued.

iv. The complete written “protest” must be provided to the same addressee, (as provided above for the written “intent to protest”) within (10) working days after the Notice of Intent to Award is issued.

v. The City of Sun Prairie will issue a decision on the protest within 10 working days of receiving the written protest.

PART VI – STATEMENT OF WORK

The City of Sun Prairie, (hereinafter referred to as Municipality or City), is soliciting proposals from firms (also may be referred to as Offeror or Contractor) to provide subsidized shared-ride taxicab service.

1.0 General Contractor Requirements. To assist prospective carriers in assessing their own qualifications for purposes of this solicitation, the following is a list of some of the specific qualifications that a potential Contractor must have:

• Financial capability to establish and maintain service during the contracting period.

• Interest and ability to provide quality service to the general public, as well as the elders and persons with disabilities.

• Ability to efficiently schedule vehicle routings for advanced reservation service, as well as to provide service on demand.

• Ability to maintain records of trips, passengers, and revenues related to the contracted service.

• Ability to secure minimum requirements for vehicle and general liability insurance.

• Willingness to comply with Federal and State requirements concerning equal employment opportunities, discrimination, disadvantaged business, ADA compliance, and drug and alcohol testing.

2.0 Specific Service Requirements.

2.1 Contract Period. The initial contract period will be for 24 months commencing January 1, 2020 through December 31, 2021. This Contract contains three 1-year renewal options, each beginning on January 1st.

2.1.1 This Contract shall automatically be extended into its first, second, and third

1-year option periods UNLESS the Contractor is notified, in writing, by the Municipality 120 calendar days prior to expiration of the initial and/or succeeding contract option period(s).

2.1.2 Contract options will be exercised through issuance of a contract amendment/modification citing the option renewal period.

Also see paragraph 2.22 titled Continuation of Service.

2.2 Service Area. Service shall be provided within the City of Sun Prairie and within a 3 mile radius of the Municipality.

2.3 Shared-Ride. The service will be provided on a shared-ride basis. This means that vehicles may be routed to pick-up or drop-off passengers enroute to merge with other passenger’s origins or destinations so as to allow a greater number of passengers to be serviced with available vehicles.

2.3.1 East Towne Mall connection is an on-demand service to and from the city limits and East Towne Mall. Taxis are expected to arrive on the half hour at East Towne Mall and on the hour within Sun Prairie.

2.3.2 The service needs and levels may change as the City of Sun Prairie coordinates services with Madison Metro. These changes could include a possible dedicated taxi route within the city, or coordinating transfers with Madison Metro.

2.4 Service Standards. The Municipality has established service goals for this project as follows:

2.4.1 The passenger pick-up window should be less than 30-45 minutes from the time set between the passenger and dispatch. The Municipality should be advised when there are problems meeting the passenger response time requirement.

2.4.2 Drivers will assist in loading and unloading of elders or persons with disabilities, and shall assist in carrying their parcels or personal effects between the vehicle and the entrance to the business or home.

2.5 Hours of Service - Table 1

The shared-ride service is anticipated to operate under the following schedule:

Monday 6:00 AM to 11:00 PM Tuesday 6:00 AM to 11:00 PM

Wednesday 6:00 AM to 11:00 PM Thursday 6:00 AM to 11:00 PM Friday 6:00 AM to 2:45 AM Saturday 6:00 AM to 2:45 AM Sunday 6:00 AM to 8:00 PM

2.6 Service Levels/Number of Vehicles/Drivers Required - Table 2

The following Table indicates the typical weekly service levels by showing the target number of vehicles with drivers that are required for all or part of the hourly period of operation shown.

The service needs and levels may change as the City of Sun Prairie coordinates services with Madison Metro. These changes could include a possible dedicated taxi route within the city, or coordinating transfers with Madison Metro.

Refer back to Hours of Service shown in Table 1 above for exact start or stop times.

Weekly Service Levels / Number of Vehicles / Drivers Required

2.7 Weekly Estimated Total Hours.

2.7.1 The “total weekly-scheduled vehicle / driver hours” is 606 hours. Hours are derived and based upon the data provided in Table 1 and Table 2 showing the anticipated needs of the service area at the time of this solicitation.

Mon Tues Wed Thurs Fri Sat Sun

12:00 AM 2 2

1:00 AM 2 2

2:00 AM 2 2

3:00 AM

4:00 AM

5:00 AM

6:00 AM 4 4 4 4 4 3 4

7:00 AM 12 12 12 12 12 3 4

8:00 AM 12 12 12 12 12 4 4

9:00 AM 5 5 5 5 5 4 4

10:00 AM 5 5 5 5 5 4 4

11:00 AM 5 5 5 5 5 6 4

12:00 PM 6 6 6 6 6 6 5

1:00 PM 6 6 6 12 6 6 5

2:00 PM 6 6 6 12 6 6 5

3:00 PM 12 12 12 12 12 6 5

4:00 PM 12 12 12 12 12 5 4

5:00 PM 10 10 10 10 10 5 4

6:00 PM 8 8 8 8 8 5 3

7:00 PM 6 6 6 6 6 5 3

8:00 PM 5 5 5 5 5 5

9:00 PM 4 4 4 4 4 4

10:00 PM 2 2 2 2 3 3

11:00 PM 2 2 2 2 3 3

2.7.2 The total weekly schedule does not account for holidays or special events that could vary hours in these occurrences. The Contractor, with approval by the city, or the city in consultation with the Contractor may vary service hours as necessary to meet varying service needs or annual budgetary constraints. It should be anticipated that any changes should remain reasonably relative to the original estimated scope of hours originally outlined in this RFP.

2.8 Pricing - Hourly Rate, Fare Rate Structure, and Other Charges. The following fares shall be charged by the Contractor during the contract period:

NOTE: THIS SECTION IS COMPLETED BY THE PROCURMENT ADMINSTRATOR

ONLY AFTER A CONTRACTOR SELECTION IS MADE AND WILL BE BASED UPON

THE SUCCESSFUL OFFEROR’S ORIGINAL OR FINAL PRICING PROPOSAL.

BASE YEAR (CONTRACT YEARS 1 & 2)

Contractor’s Hourly Service Rate: $__________

Fare Category: Fare:

Adult $__________ Children (3-18 years of age) $__________ Student $__________ Active Duty Military $__________ Elders and Persons with Disabilities $__________

Other Charges:

Package Delivery $__________ Program Advertising/Publicity (See Section 2.19) $__________

OPTION YEAR 1 (CONTRACT YEAR 3)

Children (3-18 years of age) $__________ Student $__________ Active Duty Military $__________ Elders and Persons with Disabilities $__________

Other Charges:

Program Advertising/Publicity $__________

OPTION YEAR 2 (CONTRACT YEAR 4)

Children (3-18 years of age) $__________ Student $__________ Active Duty Military $__________ Elders and Persons with Disabilities $__________

Other Charges:

OPTION YEAR 3 (CONTRACT YEAR 5)

Children (3-18 years of age) $__________ Student $__________ Active Duty Military $__________ Elders and Persons with Disabilities $__________

Other Charges:

2.8.1 All fare levels are set and governed by the Municipality. In the event that the Contractor becomes aware of riders who are under other service programs that offer or present a different fare rate structure, the Municipality shall be immediately notified.

2.8.2 The Contractor will not act upon or improvise the existing contract Fare Rate

Structure unless the Municipality expresses in writing other rates to be acceptable to use.

2.8.3 The Municipality shall work with the provider and/or contractor to honor all tickets for fares sold. If tickets for fares are being sold, they must be tracked.

All revenues collected shall be reported on invoices coinciding within the period they were collected.

2.9 Available Vehicles.

2.9.1 The Contractor shall provide the suitable types of vehicles to perform the required services. The shared-ride taxi service requires a “minimum” of 12 vehicles to be provided for service in accordance with Table 2, above.

2.9.2 The “minimum” vehicle requirement for the Contractor may be reduced by the number of vehicles provided by the Municipality as follows:

The Municipality has 1 mini-bus, 4 accessible vans, and 1 accessible hightop van which may be leased to the Contractor at the rate of $1 per vehicle per year.

2.9.3 Any changes during the contract period involving the minimum number of vehicles required to be provided by the Contractor (section 2.9.1), or changes to the number of vehicles a Municipality provides (section 2.9.2) may be subject to a negotiated change in the hourly rate of service.

2.10 Reservation Services/Radio Communications/Radio Equipment

2.10.1 The Contractor shall be responsible for dispatching vehicles. Request for service by the general public may be made upon demand or up to 24 hours in advance. All radio communications must be compliant with FCC “narrow banding” requirements.

2.10.2 The Contractor must provide phone reservation service, including access to a

TDD (Telecommunication Device for the Deaf) system during the hours of service. The TDD system must be compliant with the ADA regulations. The Contractor must also make available to the city and the Wisconsin Department of Transportation the e-mail address and telephone number to contact the administration of the Contractor.

2.10.3 The Municipality may lease __0__ mobile radios and a base station for

$__0.00___ per year to the Contractor to be used only for the contracted service. See section 2.11 Responsibility for maintenance of leased equipment will be addressed in a separate equipment lease agreement.

2.10.4 If the Municipality cannot provide the necessary communication equipment, the

Contractor is responsible for providing the suitable types of equipment to perform the required communication services of this solicitation.

2.11 Maintenance of Leased Equipment

2.11.1 General Requirements. The Contractor is responsible for the proper care and preventive maintenance of all leased equipment. All Municipality-leased equipment shall be used solely for providing the contracted services.

2.11.1.1 Any necessary repairs to the equipment during the contract period shall be the responsibility of the Contractor. The Contractor shall keep records of all preventative and repair maintenance for leased equipment.

2.11.1.2 Any equipment intended to be leased from the Municipality may be inspected prior to submitting a proposal.

2.11.2 Maintenance of Vehicles. The Contractor is responsible for the proper maintenance of vehicles and equipment in accordance with a WisDOT-approved maintenance plan that at a minimum meets the manufacturer’s recommended maintenance schedule and accepted practices of the transportation industry. The Contractor will be responsible for notifying the Municipality of any accidents or damages for Municipality-leased vehicles.

2.11.3 Communications Equipment. Should any of the leased communications equipment become un-repairable, the Contractor shall inform the Municipality within 24 hours to insure proper procedures are followed.

2.12 Contracted Personnel - Selection and Training

2.12.1 Personnel providing required services must be employees of the Contractor.

The Contractor shall be responsible for their hiring and training. The Municipality reserves the right to review driver qualifications and performance, and to accept or reject individuals as drivers for this service at any time.

2.12.2 The Contractor shall maintain up-to-date personnel records for the employees

(i.e. drivers, dispatchers, mechanics, etc.) providing services under this contract.

Personnel records shall also show the date and type of individual training received.

2.12.3 The Municipality and the Wisconsin Department of Transportation shall have access to the Contractor’s personnel records upon reasonable notice to the Contractor.

2.12.4 The Contractor shall comply with all the rules and regulations of the U.S.

Department of Transportation regarding Drug and Alcohol Testing as required by 49 CFR, Part 655.