23-24-085-RFP- Regional Bus Service Feasibility Study.pdf

REQUESTS FOR PROPOSALS

Proposal No RFP 23-24-085

Title: “Regional Bus Service Feasibility Study”

Last Day for Questions:

Proposal Closing

Date:

Direct Bidding

Procedures

Inquiries to:

Project Manager:

Email questions to purchasing@danvilleva.gov by no later than 5:00 PM, Tuesday May 7, 2024.

Sealed proposals shall be accepted no later than

Thursday May 16, 2024, by 4:00PM.

Mail or Hand-Deliver to:

Purchasing Department

427 Patton Street, Room 304

Danville, VA 24541

Carol Henley, Director of Purchasing

(434) 799-6528, Option #4 purchasing@danvilleva.gov

Marc Adelman, Transportation Services Director

434-799-5110

TABLE OF CONTENTS

1.0

2.0

3.0

SCOPE OF WORK

SUPPLEMENTAL GENERAL CONDITIONS

AWARD CRITERIA

mailto:purchasing@danvilleva.gov mailto:purchasing@danvilleva.gov

RFP 23-24-085 “Regional Bus Service Study”

1.0 SCOPE OF WORK

Background Information

The purpose of the RFP is to solicit proposals from qualified firms to develop a feasibility study to implement commuter bus service for the City of Danville, Virginia that would be completed by a private for profit or non-profit provider. The scope of services for the study involves evaluating the feasibility of providing commuter bus service from Danville, Virginia to Lynchburg, Virginia, Martinsville, Virginia and Greensboro, North Carolina. Danville Transit receives Section 5311 funding due to its rural status.

As a result, service development should address including Chatham, Virginia and Gretna, Virginia as stops for the route that will link Danville to Lynchburg. In addition, the proposed Danville to Greensboro route should include Reidsville, North Carolina as a stop to satisfy federal funding requirements for 5311 recipients.

Greyhound previously operated service from Danville to Greensboro that included connecting service to Richmond. Currently, the Virginia Breeze serves Danville Transit’s Transfer Center. A major focal point of the study concerns including a stop for all commuter bus routes at the Southern Virginia Mega Site at Berry Hill https://www.sovamegasite.org/. In addition, the feasibility study should address including stops at the Caesars Virginia Casino Resort located in Danville, Virginia, and Danville Transit’s Transfer Center to improve opportunities for passengers to connect with Danville Transit’s fixed route operation. The feasibility study should also evaluate the possibility of Danville Transit directly operating service to the Mega Site through its existing dial a ride/microtransit operation. For example, passengers would initially use fixed route service to reach the Transfer Center and based on reservations received Danville Transit would transport passengers from the Transfer Center to the Mega Site.

Danville, Virginia is a Micropolitan Statistical Area since the urban area’s population fell below 50,000 in recent years. As a result, Danville Transit is not eligible to receive a grant through the Transit Ridership Incentive Program but is eligible to receive a state Demonstration grant. Another major focus of the study is to evaluate the feasibility to obtain Section 5311 and 5307 funding through federal and state agencies to assist with subsidizing the cost to provide service to designated areas.

Currently, Caesars Entertainment operates a temporary casino in Danville, Virginia and plans to open a 320-room resort by the end of 2024. Both Caesars Virginia and the Southern Virginia Mega Site at Berry Hill could generate significant work trip activity for commuter bus service. However, it also anticipated that passenger demand for regional bus service would involve multiple trip purposes.

Therefore, a significant component of the feasibility study involves the development of a service schedule that supports all trip purposes. To improve passenger demand for the operation, limited bus stops along the commuter bus routes are desired.

Danville Transit will not directly operate the planned regional commuter bus service. Consequently, the study will also evaluate the feasibility of implementing a contractual service arrangement that involves the City of Danville acquiring buses using 5311 funds and leasing vehicles to a transportation provider to operate the service.

The feasibility study must be completed by the end of December 2024 to submit a capital grant application to the Virginia Department of Rail and Public Transportation by February 1, 2025. Since it currently takes a minimum of 12 months to receive medium-duty body-on-chassis vehicles the possible startup date for regional bus service is not expected until the summer/fall of 2026. To expedite the completion of the study, City of Danville staff will provide outreach to certain stakeholders.

As a result, it is desired that the consultant will limit their involvement with stakeholder outreach as identified in the RFP. The feasibility study will be financed exclusively by the City of Danville, Virginia.

https://www.sovamegasite.org/

PROPOSAL REQUIREMENTS AND CONTENT

Project Schedule The estimated timeframe for the project is seven (7) months from the date of the notice to proceed.

The date of the notice to proceed is anticipated to be June 1, 2024.

Proposal Content It is required that the proposal include the following times in the same order as they are listed below.

Brief and concise submittals are encouraged. The total number of pages must not exceed twenty

(20) entirely on letter size (8.5 x 11 inches), excluding the cover letter, table of contents, resumes, tabs, appendices and forms.

The outside packaging of the submittal must be clearly marked with the Project Title and the Proposer’s name.

1. Identification. A cover letter or equivalent which includes:

a. The title of this solicitation.

b. Proposer’s name and business address.

c. The name, title, mailing address and telephone number of and email address of the principal contact.

d. Signature from a representative or officer authorized to bind the CONSULTANT.

2. Table of Contents.

3. Organization and Approach. A brief statement describing the Proposer’s organization and outlining its approach to completing the scope of work. This statement shall briefly describe illustrate the Proposer’s overall understanding of the project.

4. Work Plan. A concise explanation of how the Proposer will carry out the objectives of the project. In the work plan, the Proposer shall describe each project task and proposed approach to the task as clearly and thoroughly as possible.

5. Preliminary Schedule. A project schedule in bar-chart format will indicate all work plan tasks and their durations. The schedule shall clearly identify project deliverable dates.

6. Staffing Plan. The plan shall include the following in table format:

a. A project organization chart, identifying the project manager.

b. Names of key project team members and/or Subconsultants. Only those personnel who will be working on the project should be identified.

c. The role and responsibility of each team member.

d. Percent effort (time) of each team member for the contract period.

e. The role and level of Danville Transit staff support, if any.

7. Resumes. Include resumes for major staff members assigned to the project. These resumes should focus on their experience in this type of project.

8. Budget. A completed labor cost allocation budget shall be provided for staff members assigned to the project and a total lump sum fee to complete the feasibility study.

9. Recent Examples and References. Proposer’s recent experience in performing work similar to that identified. This description shall include the following:

a. Date of the project.

b. Name and address of client organization.

c. Name and telephone number of the individual in the client organization that had management responsibility for the project.

d. Brief description of the project.

e. Proposer team members involved and their role.

10. Additional Information. Any additional information that the Proposer believes would be useful to the City of Danville in evaluating the proposal.

11. Copies Requested. Five (5) hard copies and one Flash drive shall be submitted.

PROJECT OBJECTIVES AND TASKS FOR WORK PLAN

The chosen consulting firm will be responsible for working with Danville Transit staff and staff from the Danville Economic Development Department to develop a Regional Transit Feasibility Study report that encompasses the following project objectives and tasks:

• Complete Stakeholder outreach. Stakeholder involvement for this study will be limited for the consulting firm to Danville, Virginia’s Transportation Advisory Committee, the Greensboro Transit Authority, Greater Lynchburg Transit Company and RADAR that provides fixed route deviated service in Martinsville, Virginia. Staff representatives for Danville Transit and Danville’s Economic Development Office will complete outreach to other regional stakeholders and provide related information to the consulting firm.

• Establish the need for Public Transportation to be provided from Danville, Virginia to Greensboro, North Carolina, Martinsville, Virginia and Lynchburg, Virginia. Please note completion of on-board surveys is desired.

• Develop service alternatives. Proposers should identify strategies related to contracted service arrangements to ensure Danville Transit is able to effectively monitor operations and manage service delivery.

• Develop Organizational and Funding Alternatives

• Provide a Recommended Plan that addresses operational costs for private sector transportation providers and capital requirements to support the successful implementation of regional bus service.

• Prepare a report and complete a presentation based on input received from regional stakeholders.

• Provide a project schedule to reflect the study will be completed by December 31, 2024.

• Prepare a final report and PowerPoint presentation that comprehensively addresses the tasks identified and completed for the Work Plan for use in additional meetings after the completion of the study.

1.1 Deadline

Sealed Proposals shall be submitted no later than Thursday May 16, 2024 at 4:00 PM :

City of Danville Purchasing Department Attn.: Carol Henley 427 Patton Street, Room 304 Danville, VA 24541

2.0 SUPPLEMENTAL GENERAL CONDITIONS

2.1 Award Criteria

2.1.1 The award will be made for the proposal that conforms to the RFP and will be most advantageous to the City including price.

2.1.2 The selection committee will make a recommendation of the top-ranked respondent. Danville may elect to make an award without conducting formal interviews if one firm is determined to be the most qualified.

2.1.3 The City reserves the right to reject any or all offers and to waive informalities and minor irregularities in offers received.

2.2 Authority

2.2.1 The Director of Purchasing as the designee of the City Manager has the sole responsibility and authority for negotiating, placing, and when necessary, modifying each and every invitation to bid, purchase order or other award issued by the City of Danville. In the discharge of these responsibilities, the Director of Purchasing may be assisted by assigned buyers. No other City officer or employee is authorized to order supplies or services, enter into purchase negotiations, or in any way obligate the government of the City of Danville for an indebtedness. Any purchases contrary to these provisions and authorities shall be void and the City shall not be bound thereby.

2.2.2 This procurement process, including withdrawal of proposals and appeals or protests, is governed by the "PROCUREMENT CODE OF THE CITY OF DANVILLE, VIRGINIA".

Copies of the Procurement Code may be obtained by writing the City of Danville Purchasing Department, PO Box 3300, Danville, VA 24543.

2.3 Proposal Preparation

2.3.1 Proposals must be typewritten. Unsigned proposals will not be accepted. No proposal may be considered if received after the time shown on Title Page. Offerors are expected to examine all instructions and specifications. Failure to do so will be at the Offeror's risk. Erasures or other changes must be initialed by the person signing the proposal.

2.3.2 Envelopes containing proposals should be marked in the lower left-hand corner with the invitation number and the words RFP 23-24-085 “Regional Bus Service Study” and submitted to the office indicated on the title page.

2.4 Proposals Binding 60 Days

Unless otherwise specified all formal Proposals submitted shall be binding for sixty (60) calendar days following submission date.

2.5 Enforcement

This Agreement and the performance hereof shall be governed by and enforced under the laws of the Commonwealth of Virginia, and if legal action by either party is necessary for or with respect to the enforcement of any or all of the terms and conditions hereof, then exclusive venue therefore shall lie in the City of Danville, Virginia.

2.6 Interpretation

2.6.1 If any person contemplating the submission of a proposal on this invitation is in doubt as to the true meaning of any part of the plans, specification, or other document, he should submit a written request for an interpretation thereof to the Director of Purchasing. An interpretation of the proposal invitation document will be made only by written addendum issued to each potential Offeror.

THE CITY WILL NOT BE RESPONSIBLE FOR EXPLANATIONS OR INTERPRETATIONS OF

PROPOSAL INVITATION DOCUMENTS EXCEPT AS ISSUED IN ACCORDANCE HEREWITH.

2.6.2 All notices, demands, requests, instructions, approvals, proposals, and claims must be in writing.

2.7 Patents

The Vendor agrees to indemnify and save harmless the City, and all personnel from all suits and actions of every nature and description brought against them or any of them, for or on account of the use of patented appliances, products, or processes, and he shall pay all royalties and charges which are legal and equitable. Evidence of such payment or satisfaction shall be submitted upon request of the City as a necessary requirement in connection with the final execution of any contract in which such patented appliances, products, or processes are used.

2.8 Prices

2.8.1 All prices are based on delivery to the destination designated in the RFP including packing charges. Any discounts for payment (Invoicing Terms) should be entered on the proposal page and will be considered in the evaluation.

2.8.2 Unless lump sum is specifically requested, unit and extended prices should be given. Failure to do so may cause proposal to be rejected. In all cases, the unit price shall govern.

2.9 Performance

In case of default by the Vendor, the City may procure the commodity or services from other sources and hold the Vendor responsible for any excess costs occasioned thereby.

2.10 Specifications and Product Description

Any available printed material or literature which describes the product being offered for sale shall be included with the proposal.

2.11 Taxes

The City is exempt from payment of State Sales and Use Tax on all tangible personal property purchased or leased for its use or consumption. Certificate of Exemption will be furnished upon request.

2.12 Vendor’s Relationship to the City

2.12.1 Independent Contractor

It is expressly agreed and understood that the Vendor is in all respects an independent Contractor as to work and is in no respect any agent, servant, or employee of the City. The contract specifies the work to be done by the Vendor, but the method to be employed to accomplish the work shall be the responsibility of the Vendor.

2.12.2 Subcontracting

Vendor may subcontract services to be performed hereunder with the prior approval of the City, which approval shall not be unreasonably withheld. No such approval will be construed as making the City a part of, or to, such subcontract, or subjecting the City to liability of any kind to any subcontractor. No subcontract shall, under any circumstances, relieve the Vendor of its liability and obligation under this contract; and despite any such subcontracting the City shall deal through the Vendor, and subcontractors will be dealt with as representatives of the Vendor.

2.12.3 Payments to Subcontractors

a. The contractor shall take one of the two following actions within seven days after receipt of amounts paid to the contractor by the City of Danville for work performed by the subcontractor.

1. Pay the subcontractor for the proportionate share of the total payment received from the agency attributed to the work performed by the subcontractor under that contract; or

2. Notify the agency and subcontractor, in writing, of his intention to withhold all or a part of the subcontractor’s payment with the reason for nonpayment.

b. Individual Contractors shall provide their social security numbers and proprietorships, partnerships, and corporations to provide their federal identification numbers.

c. The contractor shall pay interest to the subcontractor on all amounts owed by the contractor that remain unpaid after seven days following receipt by the contractor of payment from the City of Danville for work performed by the subcontractor, except for amounts withheld as allowed in subdivision 1.

d. Unless otherwise provided under the terms of this contract, interest shall accrue at the rate of one percent per month.

The contractor shall include in each of its subcontracts a provision requiring each subcontractor to include or otherwise be subject to the same payment and interest requirements with respect to each lower-tier subcontractor.

A contractor’s obligation to pay an interest charge to a subcontractor pursuant to the payment clause in this section shall not be construed to be an obligation of the City of Danville. A contract modification shall not be made for the purpose of providing reimbursement for the interest charge. A cost reimbursement claim shall not include any amount for reimbursement for the interest charge.

2.12.4 Novation

The Vendor shall not assign or transfer, whether by as Assignment or Novation, any of its rights, duties, benefits, obligations, liabilities, or responsibilities under this Contract without the written consent of the City; provided, however, that assignments to banks, trust companies, or other financial institutions for the purpose of securing bond may be made without the consent of the City.

Assignment or Novation of this Contract shall not be valid unless the Assignment or Novation expressly provides that the assignment of any of the Vendor’s rights or benefits under the Contract is subject to a prior lien for labor performed, services rendered, and materials, tools, and equipment supplied for the performance of the work under this Contract in favor of all persons, firms, or corporations rendering such labor or services or supplying such materials, tools, and equipment.

2.13 Drug Free Workplace

During the performance of this contract, the vendor agrees to:

a. Provide a drug-free workplace for the vendor’s employees.

b. Post in conspicuous places, available to employees and applicants for employment, a statement notifying employees that the unlawful manufacture, sale, distribution, dispensation, possession, or use of a controlled substance or marijuana is prohibited in the vendor’s workplace and specifying the actions that will be taken against employees for violations of such prohibition.

c. State in all solicitations or advertisements for employees placed by or on behalf of the vendor that the vendor maintains a drug-free workplace.

d. Include the provisions of the foregoing clauses in every subcontract or purchase order of or over $10,000, so that the provisions will be binding upon each subcontractor or vendor.

“Drug-free workplace” means a site for the performance of work done in connection with a specific contract awarded to a vendor in accordance with this chapter, the employees of whom are prohibited from engaging in the unlawful manufacture, sale, distribution, dispensation, possession or use of any controlled substance or marijuana during the performance of the contract.

RFP 23-24-085 “Regional Bus Service Study”

2.14 Indemnification

The Vendor shall indemnify the City, its agents, officers, and employees, against any damages to property or injuries to or death of any person or persons, including property and employees or agents of the City, and shall defend and indemnify the City, its agents, officers, and employees, from any claims, demands, suits, actions, or proceedings of any kind, including workers’ compensation claims, of or by anyone, in any way resulting from or arising out of the operations in connection with the work described in the contract, including operations of subcontractors and acts or omissions of employees or agents of Vendor or Vendor’s subcontractors. Vendor shall procure and maintain, at Vendor’s own cost and expense, any additional kinds and amount of insurance that, in Vendor’s own judgment, may be necessary for Vendor’s proper protection in the prosecution of the work.

b. The Vendor shall, at his own expense, appear, defend, and pay all charges of attorney and other expenses arising there from or incurred in connection therewith, and, if any judgment shall be rendered against the City, and/or its officers, agents, and employees, in any such action, the Vendor shall, at his own expense, satisfy and discharge the same. The Vendor expressly understands and agrees that any performance bond or insurance protection required by this contract, or otherwise provided by the Vendor, shall in no way limit the responsibility to indemnify, keep, and save harmless and defend the City, its agents, officers, and employees as herein provided.

c. The Vendor shall assume all risks and responsibilities for casualties of every description in connection with the work, except that he shall not be held liable or responsible for delays or damage to the work caused by acts of God, acts of Public Enemy, acts of Government, quarantine restrictions, general strikes through the trade, or by freight embargoes not caused or participated in by the Vendor.

The Vendor shall have charge and control of the entire work until completion and acceptance of the same by the City.

d. The Vendor shall alone be liable and responsible for, and shall pay, any and all loss or damage sustained by any person or party either during the performance or subsequent to the completion of the work under this agreement, by reason of injuries to persons and damage to property, buildings, and adjacent work, that may occur either during the performance of the work covered by this contract or that may be sustained as a result of or in consequence thereof, irrespective of whether or not such injury or damage be due to negligence or the inherent nature of the work.

e. The Vendor, however, will not be obligated to indemnify the City, its officers, agents, or employees against liability for damage arising out of bodily injury to persons or damage to property caused by or resulting solely from the negligence of the City or its officers, agents, and employees.

2.15 Insurance

a. Worker’s Compensation including Occupational Disease and Employer’s Liability Insurance:

The Vendor shall take out and maintain during the life of the Contract, Workers’ Compensation and Employer’s Liability Insurance for all of his employees to be engaged in work on the project under this Contract in an amount no less than the minimum allowed by the State Corporation Commission, and in case any such work is sublet, the Vendor shall require the Subcontractor similarly to provide Workers’ Compensation and Employers’ Liability Insurance for all of the latter’s employees to be engaged in such work.

b. Comprehensive General Liability Insurance: The Vendor shall maintain during the life of the Contract comprehensive general liability insurance as shall protect him and the City of Danville and its officers, agents and employees from claims for damages for personal injury, including death, as well as from claims for property damage, which may arise from operations under the Contract, whether such operations be by himself or by any Subcontractor, or by anyone directly or indirectly employed by either of them. The amount of such insurance shall be not less than a combined single limit of $1,000,000.00 per occurrence on bodily injury and property damage and $1,000,000.00 aggregate on completed operations. The comprehensive general liability insurance shall provide the following coverage:

Comprehensive Premises – Operation Products/Completed Operations Hazard Contractual Insurance Independent Contractor and Subcontractor Broad Form Property Damage Personal Injury

c. Automobile liability insurance with minimum combined single limits of $500,000.00 per occurrence. This insurance shall include bodily injury and property damage for the following vehicles:

Owned Vehicles Non-owned Vehicles Hired Vehicles

d. Umbrella Policy: At the option of the Vendor, primary limits may be less than required, with an umbrella policy providing the additional limits needed. This form of insurance will be acceptable provided that the primary and umbrella policies both provide the insurance coverage herein required.

However, any such umbrella policy must have minimum coverage limits of $2,000,000.00.

2.16 Equal Employment:

During the performance of the contract, the vendor agrees as follows:

a. The Vendor will not discriminate against any employee or applicant for employment because of race, religion, color, sex, or national origin, except where religion, sex, or national origin is a bona fide occupational qualification reasonably necessary to the normal operation of the Vendor. The Vendor agrees to post in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions for this nondiscrimination clause.

b. The Vendor also shall not discriminate against any handicapped person in violation of any state or federal law or regulation and shall also post in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this additional nondiscrimination clause.

c. The Vendor, in solicitations or advertisements for employees placed by or on behalf of the Vendor, will state that such vendor is an equal opportunity employer.

d. Notices, advertisements, and solicitations placed in accordance with Federal law, rule or regulation shall be deemed sufficient for the purpose of meeting the requirements of this section.

e. The Vendor will include the provisions of the foregoing paragraphs in every subcontract or purchase order over $10,000 so that the provisions will be binding upon each subcontractor or vendor.

f. The Vendor will otherwise comply with all other applicable provisions of local, State, and Federal law.

g. The contractor does not and shall not during the performance of the contract for goods and services in the Commonwealth, knowingly employ and unauthorized alien as defined in the Federal Immigration Reform and Control Act of 1986.

h. Contractors organized as a stock or nonstick corporation, limited liability company, business trust, or limited partnership or as a registered limited liability partnership shall be authorized to transact business in the Commonwealth as a domestic or foreign business entity if so, required by Virginia Title 13.1 or Title 50 or as otherwise required by law.

A contractor organized or authorized to transact business in the Commonwealth pursuant to Virginia Title 13.1 or Title 50 shall include in its bid or proposal the identification number issued to it by the State Corporation Commission. Any bidder of offeror that is not required to be authorized to transact business in the Commonwealth as a foreign business entity under Title 13.1 or Title 50 or as otherwise required by law shall include in its bid or proposal a statement describing why the bidder or offeror is not required to be so authorized.

The undersigned Proposer acknowledges receipt of the following Addenda, which have been considered in the preparation of this Bid:

No. Dated

No. Dated

CONTRACTOR: DATE:

ADDRESS: PHONE:

FAX #: ____________________________ Email

Signature:

(Signed)

Signature:

(Printed or Typed)

Title:

City of Danville Business License # ________________________________

Federal Tax # _________________________

Registered as a contractor under Chapter 175E, Section 4539(117), Code of Virginia as amended by Chapter 404, Act of Assembly, 1944, Certificate No. __________________________________.

Virginia SCC registration No. _____________________________________________