Addenda 2 RFP 13_23_24.docx

Addenda 2 RFP 13-23-24

Q&A

1. What is the budget for this Microtransit project, for year one and in subsequent years? We can not provide this, however, if you’re responding to the RFP please submit your proposal.

1. With respect to the information provided in Part III- Scope of Work, under section Introduction, it is mentioned ‘the contracted firm will offer a turnkey transportation solution/service that provides Vehicles including maintenance, cleaning and inspection.’

0. Could The City please clarify the number of vehicles required for this project? The 13 vehicles will be provided by the proposer for turn-key operation.

1. On Page #10, under 2.BACKGROUND the RFP states “The Valdosta On-Demand vehicle fleet consist of 13 mini vans, 5 of which are dedicated wheelchair accessible vehicles (WAV).”

1. This statement appears to contradict the above statement re the vendor’s need to provide vehicles; can The City please clarify if these 13 mini vans can be used for this project? The City does not have vehicles. The 13 mentioned are provided by the current turn-key operating contractor.

1. And if so, then how many vehicles does the vendor need to provide? 13 vehicles and a price proposal for the 13 vehicles.

1. Does The City require a driver application? The city will review driver applications with the awarded contractor.

3. What other software modules does The City require? All encompassing scheduling, dispatching, mobile application and ADA scheduling modules needed to operate a public transit/micro-transit, with complimentary paratransit service, along with public ride request and mobile paying option app.

1. How many drivers does The City currently have? None, drivers are employed by the contractor.

4. Will those drivers also be available for the On-Demand Micro Transit project? N/A

1. Is subcontracting allowed, e.g., to lease vehicles and house them and to recruit drivers for this project? Yes, following all FTA procurement and contracting guidelines per 2 CFR Part 200 and FTA Circular 4220.1F and with approval from the city and state.

1. On Page #27, under PRICE PROPOSAL the RFP provides a link “Cost Fee Proposal.” However, We are not able to retrieve a cost proposal template from this link.

6. Can the City please look into this and provide the cost fee proposal template to the bidder? This has been uploaded as Addenda 1 on www.valdostacity/bidopportunities.com.

1. Can The City explain what current issues it is facing with the incumbent software/service provider? None.

1. Can The City please clarify which current mobile fare payment platform it is using, and does the vendor need to integrate with the current fare payment system? Fare payment platform is provided by the contractor with city access for reports and reconciliation.

8. Are there any other integrations required for this project? Accurate farebox collection and reporting with city access.

1. Does The City require white labelled Mobile Application? Need clarification, what is white labelling.

1. Can The City elaborate its marketing and advertisement requirements? The City is required to post in VDT for two weeks, along with website(s), and GPR, as well as Transit.

1. Does The City currently use tablets/MDTs? Provided by the contractor with turn-key service.

11. Is The City willing to purchase MDTs from the vendor? Provided by the contractor with turn-key service.

1. With respect to the Scope of Work, it is mentioned ‘Future possibilities may include vehicles that utilize electric or hybrid technology for operation.’

0. Could The City confirm if the vendor is required to provide electric or hybrid vehicles for this project or are EVs/hybrids solely a possibility for future fleets? The city does not require electric vehicles.

0. If EVs/hybrids are required for the current project, could The City please clarify what percentage share of electric or hybrid vehicles is anticipated for this project? The city does not require electric vehicles.

1. Does The City have the facility to house the vehicles or is the vendor expected to provide/pay for a facility? The city does house the vehicles with the current contractor.

1. What is the expected Go-Live date with the new vendor? Award date July 11, 2024, go live TBD by the city and winning bidder.

1. What is the DBE goal for this project? The same as GDOT’s DBE goal 6.02%.

1. Will The City accept the response to this RFP electronically? The city requires 5 hard copies and 1 digital copy of the RFP. Also, 2 hard copies of the price proposal.

1. Will The City accept electronic signatures on the forms, cover letter, and price proposal? The city must have original signatures.

1. Is there a page limit for the technical proposal? No.

1. In order to allow bidders to prepare a more customized and informed response to this RFP, can The City of Valdosta please provide an extension for the submission of proposals? No, RFP was advertised April 12, 2024.

1. What software does the City use for its existing 13-vehicle on demand service? The current contractor uses their own software. The City uses NTD

1. Can the City share information about the current operator of this service (eg. who provides the drivers and operations for the current service)? The contractor provide their own drivers

1. Can the City confirm the number of vehicles that are intended to be used for this new service? 13

1. Would the City consider accepting electronic submissions of proposals via email? No

1. Noting that a start date should be proposed by potential vendors, does the City have a timeline in mind for when this service is intended to go-live? We are hoping for October 01, 2024

1. Are there any eligibility requirements for riders using this proposed new service? This information is provided in 5.6 Special Accommodations

1. Can the City provide an updated link to the Cost Fee proposal template? We weren't able to access the link included in the RFP document. This has been uploaded as Addenda 1 to the website.

1. Clarification on rates. Pg 10 - Confirm that $1 for the additional rider is for “Private Trips” only and then any multiloaded trips fall under the subsidy pricing included on page 14. It is $2 per person and additional $1 per person within the same group.

1. Pg 15 appears to require deviated fixed routes for mobility impaired clients. Is this the correct interpretation? Yes, this is a 5307 micro transit system that also requires complimentary ADA paratransit service per FTA Circular 9030.1E.

1. We were not able to access the "Cost Fee Proposal". Could we please get a copy of this at your earliest convenience. I am assuming this is the pricing format as we have not seen one elsewhere in the RFQ? This has been uploaded as Addenda 1

1. On page 26, part B references the addenda 1-6 that are "provided below". Where are these addendums located? I did not see them on the City of Valdosta website and I have not seen them in the RFQ. I apologize if I have overlooked these. This is the six items that are listed Driver Pay, Customer Support, Project Management, Technology, Operations Support, Miscellaneous Costs

1. Are there any issues or have there been any issues with the current contractor? No. Is there anything the city would like to avoid in the new contract? N/A – this is an internal discussion item.

1. What is the annual budget for the City of Valdosta Micro Transit? please just submit your cost proposal to the RFP for a turn key operation.

1. What is the current contractors trip rate? You need to submit how much it will cost you.

1. Would it be possible to get a copy of the most recent months invoices from the current contractor. No, they need to look at the cost fee proposal or they can reach out to other similar systems as needed..

1. Can you provide the current contractors employee roster with wage rates and total of hours worked for the last year? No, they should be looking at the cost fee proposal and coming up with their own rate to operate the turn key system and reaching out to other similar systems as needed.

1. Could we get the vehicle utilization data to further determine hours expected. We would prefer the last years worth of data. Provide them with the NTD data that was submitted for all years to the feds since the system began operating.

1. Could we get a total of miles driven and a breakdown of revenue miles to non-revenue miles if available. Same as above NTD.

1. Were any audits performed on current contractor and if so, could a copy of the audit results be provided. No audit results to provide at the moment.

1. Page 29 of the RFP titled “Documents to Include in RFP”, can you help me locate the “Example Contract Forms” and the “Certificate of Authority - Corporate” Must follow FTA regulations

1. Page 19 of the RFP requests “Certification of Tax Compliance” and “E-Verify Form”, can you help me locate those documents? Is the E-Verify form the contractor affidavit? This would be their DUNS#/SAM ID, e-Verify and date of issuance to the contractor.