RFP NO: DC-SRT-2019

INFORMATION TO

OFFERORS

COVER SHEET

SOLICITATION NUMBER: DC-SRT-2019

THE ENCLOSED SOLICITATION COVERS THE PERIOD: January 1, 2020 THRU

December 31, 2024

ISSUING ENTITY: Door County

CONTACT INFORMATION FOR PROCUREMENT ADMINISTRATOR:

Gwen Larson, Consultant

Door County c/o Door County Administrator

421 Nebraska Street

Sturgeon Bay, WI 54235 gwen_larson@qitechllc.com

(920) 746-4595

SHARED-RIDE TAXI SERVICE TO BE PURCHASED:

Door 2 Door Rides

(Countywide Shared-Ride Taxi Program)

POINT OF CONTACT FOR INFORMATION:

Gwen Larson, Consultant gwen_larson@qitechllc.com

(920) 746-4595 (W)

(920) 365-6450 (C) mailto:gwen_larson@qitechllc.com

REQUEST FOR PROPOSALS

TO PROVIDE SHARED-RIDE TAXI SERVICES

IN DOOR COUNTY

Issued by

County Administrator’s Office

Issue Date

July 29, 2019

Proposals must be submitted no later than 2:00 PM

September 6, 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 “Door 2 Door Rides RFP.” 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 2 (two) copies of all materials required for acceptance of their proposal on or before 2:00 PM, September 6, 2019 to the following address:

Lori Holtz, Administrative Assistant

Door County Administrator

421 Nebraska Street

3rd Floor

Sturgeon Bay, WI 54235

TABLE OF CONTENTS

PART I - GENERAL INFORMATION

A. General Description B. Special Notification Requirements for States C. Contractor Selection D. Contract Term E. Completeness and Validity of Offers F. Correspondence Related to the Solicitation G. Minimum Qualifications

PART II - PROPOSAL SCHEDULE

PART III - GENERAL PROPOSAL SUBMISSION REQUIREMENTS

PART IV - SPECIFIC PROPOSAL SUBMISSION REQUIREMENTS

A. Proposal Format B. Proposal Content

1. Cover Letter

2. Information Pertinent to the Offeror and Offeror’s Proposal

3. Operations Plan

PART V - EVALUATION AND AWARD PROCESS

A. Evaluation Committee B. Preliminary Evaluation C. Right to Reject Proposals D. Scoring of Technical Proposals E. Additional Factors for Proposal Consideration (prior to evaluating price) F. Final Evaluation G. Evaluation Summary H. Contract Award I. Notification of Intent to Award J. Appeals Process

PART VI – STATEMENT OF WORK

1.0 General Contractor Requirements

2.0 Specific Service Requirements

APPENDIX A

Offeror Pricing Proposal and Affidavit of Non-Collusion

APPENDIX B

Standard Terms and Conditions

APPENDIX C

Supplemental Standard Terms and Conditions for Procurements for Services

APPENDIX D

Federal Required Clauses and Certifications

APPENDIX E

Shared-Ride Taxi Historical Data – Annual Operating Statistics

APPENDIX F

Designation of Confidential and Proprietary Information

APPENDIX G

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.

The Door County Shared-Ride Taxi program is called Door 2 Door Rides. The entire county, except for Washington Island, is served by the system and is split into five zones.

Each zone has its own flat fare, and there is an additional flat fare for crossing zones. Click

HERE for specific information about fares. The zones and their service hours are described in more detail in Section VI – Statement of Work, Section 2.5, of this RFP. On average, 80% of all Door 2 Door trips originate and end in the City of Sturgeon Bay.

Customers are encouraged to call 24 hours in advance to book a trip, although trips will be provided with as little as 40-minute advance notice, if availability permits. While the contractor may dispatch from a centralized dispatch office, the contractor must use the local and long-distance telephone numbers already owned by the County for scheduling services.

The contractor will be required to absorb the cost of the wraps on the vehicles in order to identify the vehicles as belonging to the Door 2 Door Rides program. All other marketing materials and advertising will be handled by Door County, although the contractor will be expected to distribute the brochures, business cards, satisfaction surveys, and other marketing materials developed by the County.

In 2018, service was reduced by 14% to lessen the impact of a sharp increase in the local share. In May 2019, the Door County Board of Supervisors voted to maintain current service levels for the next three (3) years, through December 31, 2022. In order to continue the program beyond that point, County officials will need to secure a new, dedicated funding source. The County may go to referendum to raise the local funds. In addition, the City of

Sturgeon Bay has indicated it will contribute toward the local share, beginning in 2020.

Door County officials value the Door 2 Door Rides program and are dedicated to finding a means to continue the service indefinitely.

At the same May 2019 meeting, the Door County Board authorized the hiring of a part-time

Transportation Manager to oversee the Door 2 Door Rides and ADRC Bus programs. The

Transportation Manager will work to coordinate both programs so that resources are used most efficiently and effectively. The Transportation Manager will have responsibility for overseeing the contractor and documenting compliance with state and federal regulations. It is anticipated that this position will be filled by the end of 2019.

In addition, the Connector Routes currently operated by the Sunshine House and the ADRC

Bus will discontinue in 2020. The Sunshine House will still provide trips upon request, but those rides will no longer be subsidized by the Door 2 Door Rides program.

https://www.door2doorrides.com/rates-hours-taxi.html

B. Special Notification Requirements for States

This procurement is subsidized with state and federal transit operating funds. Federal award monies ($352,029) currently fund this contract, in whole or in part (Section 5311 – CFDA

20.509). Applicable Federal clauses are set forth in Appendix D of the solicitation.

C. Contractor Selection

Door County 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, maintenance program, and other federal requirements.

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 statement 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, 2022. The contract will contain two 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 email 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 8 vehicles (5 must be ADA accessible) of model year 2017 or newer, and capable of carrying at least 4 passengers if ADA accessible and 6 passengers if not accessible, and any baggage, including at least 8 vehicles with no more than 100,000 miles.

2. Maintain and operate an automated dispatch and control system at a centralized office location, staffed seven (7) days a week, with a dedicated communications system between the dispatch office and vehicle operators. Dispatch must be provided during the following hours: 6:00 a.m. -10:00 p.m. Monday-Friday, 7:00 a.m. -10:00 p.m. Saturdays, and 7:00 a.m. -6:00 p.m. Sundays.

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.

5. Understand the state and federal grant programs that fund the service: 49 U.S.C. Section

5311, Wis. 85.20 and Wis. 85.21, and be able to comply with the numerous regulations that accompany these funding sources.

PART II - PROPOSAL SCHEDULE

A. Door County 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:

July 29, 2019 Issue Request for Proposals (RFP)

August 9, 2019 Due date for submitting questions

August 13, 2019 Issue written response to questions

September 6, 2019 Due date for submitting proposals

September 9, 2019 Proposal evaluation starts

September 16, 2019 Call for Best and Final Offers, if needed

September 19, 2019 Due date for submitting Best and Final Offers

September 23, 2019 Final evaluation of offers

October 22, 2019 Board approval of award

October 23, 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 (Statement 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 or email 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 three years of the contract and estimates of the hourly rates in the option years. Actual hourly rates will be determined as outlined in Part V, Section G and Part VI, 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 25 pages, double-sided, including exhibits, bound, 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 Part IV, Section B, in the same order as listed in therein. Offerors must provide one (1) original copy (marked as such) and two (2) additional copies of the proposal.

2. In addition, one (1) electronic copy of the Offeror’s proposal must be submitted on a 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.

Except for minimum qualifications, each Offeror's response to these items will be evaluated in accordance with the criteria stated in Part V 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 25-page double-sided 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, and email 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 V, Section 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 and History. Provide information for transportation services which the Offeror currently provides under other contracts or service agreements.

Primary Service Area Type of Service

(i.e., Shared-Ride Taxi, Paratransit, etc.)

Average Number of Vehicles

Operating per

Month

Length of Current

Operation: From / To

(Insert additional lines, as needed.)

h. References. Provide the names of up to five (5) 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 and Title

Phone

Number Email Address

i. 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 notice to the Door County and its prior approval.

j. 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 Door County must be notified in the event of changes in volunteer staff otherwise dedicated to a contract awarded under this solicitation.

k. 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.

iv. Explain strategies to recruit qualified individuals in a very competitive Door

County labor market.

l. 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.

(Insert additional lines or attach more information, as needed.)

m. 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. Explain how federal requirements for ADA and Title VI training are met.

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

iv. Describe dispatcher training that will be provided to ensure contract compliance.

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

n. 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 one (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.

o. 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 (list the version of software) that 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 (Mon-Sun): _____________

(c) Number of Telephone Lines: _____________

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

p. 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 VI, Section B 2.5 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: ______________________________________________

q. 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.

r. 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 VI, paragraph 2.13? ________ Yes ________ No

s. Record-Keeping. Describe the Offeror’s record-keeping capabilities as they relate to the provision of shared-ride taxi service:

t. 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 the 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, strategies for employee retention, financial stability, fleet management capability, vehicle maintenance capability, vehicle dispatching capability, potential economies of scale, 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 plan to collect and account for revenue and provide secure procedures for handling cash and credit card transactions.

ii. The contractor will be required to process and bill Agency Fares for customers covered by programs including, but not limited to, Family Care

(Managed Care Organizations), IRIS, and the Wisconsin Division of

Vocational Rehabilitation. Describe the Offeror’s plan to comply with this requirement.

iii. 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.

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

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

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

County.

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

Appendix G – 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.

2. DBE. 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 that 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 (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 adjust 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 evaluation committee Chair.

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 statement 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 three

(3) years with two (2) one-year option periods. In order that Door County receive the best possible bid prices, economic adjustments based on the CPI-U will be allowed for the second and third year of the initial three-year contract. For evaluation purposes, offerors must also submit fixed prices for Option Years 1 and 2 (contract years 4 and 5). Offerors must use a CPI-U rate fixed at 2.4 percent (2018 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) $26.00

Base Year 2 Hourly Service Rate (HSR) $26.62 ($26.00 x 2.4%)

Base Year 3 Hourly Service Rate (HSR) $27.26 ($26.62 x 2.4%)

HSR Option Year 1 (Contract Year 3) $27.91 ($27.26 x 2.4%)

HSR Option Year 2 (Contract Year 4) $28.58 ($27.91 x 2.4%)

Total HSR for All Contract Years $136.37

Average Contract HSR $27.27

The Procurement Administrator 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 year (i.e., HSR for Year 1 + HSR for Year 2 + HSR for Year 3 + HSR for Year

4 + HSR for Year 5). 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 = 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

Administrator/Chair will open and evaluate the attendant pricing proposals to determine the apparent successful Offeror; OR

iii. Schedule negotiations. With prior WisDOT approval, Door County 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 Procurement Administrator 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 Procurement Administrator, copies of the proposals will be available for public inspection. Offerors should contact the Procurement Administrator to make appointments to ensure that space and time are available for their review.

J. Appeals Process

iv. Notices of an “intent to protest” and “protests” must be submitted in writing to the

Procurement Administrator identified on the Cover Sheet of this solicitation. A copy of such documents must simultaneously be sent to the Transit Procurement Manager, Wisconsin Department of Transportation, P. O. Box 7913, Madison, WI 53707-7913.

v. 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.

vi. 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 Procurement

Administrator no later than five (5) working days after the Notice of Intent to Award is issued.

vii. The complete written “protest” must be provided to the same addressees, (as provided above for the written “intent to protest”) within (10) working days after the Notice of

Intent to Award is issued.

viii. The Procurement Administrator will issue a decision on the protest within five (5) business days of receiving the written protest. A copy of the decision will be provided to the WisDOT Transit Procurement Manager.

ix. If the protestor had alleged a violation of a statute and specific provision(s) of

Wisconsin Administrative Code and the decision of this formal process fails to resolve the complaint, the complainant, within five (5) working days of the issuance of that decision, may refer the matter to the Director, Bureau of Transit and Local Roads, Wisconsin

Department of Transportation, P. O. Box 7913, Madison, WI 53707-7913 with a copy of such appeal filed with the Procurement Administrator.

PART VI – STATEMENT OF WORK

Door County 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 seniors 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 36 months commencing

January 1, 2020 through December 31, 2022. This Contract contains two (2) one-year renewal options, each beginning on January 1st.

2.1.1 This Contract shall automatically be extended into its first- and second-year option periods UNLESS the Contractor is notified, in writing, by Door

County 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.

2.2 Service Area. Service shall be provided within the boundaries of Door County.

However, there is no intent to provide service on Washington Island.

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 to merge with other passenger’s origins or destinations to allow a greater number of passengers to be serviced with available vehicles.

2.4 Service Standards. Door County has established service goals for this project as follows:

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

2.4.2 Drivers must assist in loading and unloading of seniors and/or persons with disabilities and are required to assist these individuals between the vehicle and the entrance to the business or home. Drivers must carry up to two (2) bags per customer.

2.5 Hours of Service - Table 1

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

ZONE Mon Tue Wed Thu Fri Sat Sun

Orange 6 am-10 pm 6 am-10 pm 6 am-10 pm 6 am-10 pm 6 am-10 pm 7 am-10 pm 7 am-6 pm

Green 6 am-10 pm 6 am-10 pm 6 am-10 pm 6 am-10 pm 6 am-10 pm 7 am-10 pm 7 am-6 pm

Blue 8 am-6 pm 8 am-6 pm 8 am-6 pm 8 am-6 pm 8 am-6 pm NA NA

Pink 8 am-6 pm 8 am-6 pm 8 am-6 pm 8 am-6 pm 8 am-6 pm NA NA

Yellow 8 am-6 pm 8 am-6 pm 8 am-6 pm 8 am-6 pm 8 am-6 pm NA NA

The zones cover the following areas of Door County:

Orange City of Sturgeon Bay

Green Townships bordering the City of Sturgeon Bay, including the communities of Institute, Valmy, and Little Sturgeon

Blue Far Southern Door County, including the communities of Brussels

Maplewood, and Forestville

Pink Northern Door County, including the communities of Carlsville, Jacksonport, Egg Harbor, Baileys Harbor, Fish Creek, Ephraim, and

Sister Bay

Yellow Far Northern Door County, including the communities of Ellison Bay, Gills Rock, and Northport

To see a map of the zones and the corresponding service area, please click HERE.

https://www.door2doorrides.com/service-map.html

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. These service levels are subject to change, pending Door County

Board of Supervisors approval.

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 452 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 NA NA NA NA NA NA NA

1:00 AM NA NA NA NA NA NA NA

2:00 AM NA NA NA NA NA NA NA

3:00 AM NA NA NA NA NA NA NA

4:00 AM NA NA NA NA NA NA NA

5:00 AM NA NA NA NA NA NA NA

6:00 AM 2 2 2 2 2 NA NA

7:00 AM 4 4 4 4 4 2 2

8:00 AM 5 5 5 5 5 2 3

9:00 AM 5 5 5 5 5 2 3

10:00 AM 7 7 7 7 7 3 3

11:00 AM 7 7 7 7 7 3 3

12:00 PM 7 7 7 7 7 3 2

1:00 PM 7 7 7 7 7 3 2

2:00 PM 7 7 7 7 7 3 2

3:00 PM 7 7 7 7 7 3 2

4:00 PM 7 7 7 7 7 3 2

5:00 PM 6 6 6 6 6 3 2

6:00 PM 3 3 3 3 3 2 NA

7:00 PM 2 2 2 2 2 2 NA

8:00 PM 1 1 1 1 1 1 NA

9:00 PM 1 1 1 1 1 1 NA

10:00 PM NA NA NA NA NA NA NA

11:00 PM NA NA NA NA NA NA NA

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 Door

County, or the County 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.

2.8.1 All fare levels are set and governed by Door County. It is anticipated that the

Door County Board of Supervisors will increase fares soon, to take effect in

2020. If the Contractor becomes aware of riders who are under other service programs (i.e., Family Care, IRIS, Wisconsin DVR, etc.) that offer or present a different fare rate structure, the County shall be immediately notified.

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

Structure unless Door County expresses in writing other rates to be acceptable to use.

2.8.3 Door County shall work with the provider and/or contractor to honor all coupons for fares sold. If coupons for fares are being sold, they must be tracked. All revenues collected shall be reported on invoices coinciding within the period they were collected.

2.8.4 The Contractor will ensure that drivers are trained to refuse tips, and it will monitor drivers for compliance with this requirement.

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 8 vehicles to be provided for service in accordance with Table 2, above.

2.9.2 Any changes during the contract period involving the minimum number of vehicles required to be provided by the Contractor (section 2.9.1) 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 Door County and the Wisconsin

Department of Transportation the email address and telephone number to contact the Contractor Administrator.

2.11 Maintenance of Leased Equipment

Although Door County is not leasing any equipment for the provision of the Door 2

Door Rides program at this time, there is the possibility that the County may offer to lease the ADRC bus and van to the contractor in the future. Door County would like to consider merging the Door 2 Door Rides program with the ADRC Bus program. This merger will be studied and evaluated with the assistance of the new Transportation

Manager.

2.12 Contracted Personnel - Selection and Training

2.12.1…