Microtransit RFP Addendum _2.pdf

City of Brunswick, Georgia Microtransit Request for Proposals Addenda #2 – September 24, 2024

REQUEST FOR PROPOSALS (RFP) #2025-002

THIRD PARTY OPERATION OF MICROTRANSIT SERVICE

FOR CITY OF BRUNSWICK, GA

Addenda #2 – Response to Approved Equals

September 24, 2024

Prospective proposers were required to submit all Request for Exceptions, Deviations, or Approved Equals in writing via email no later than September 19, 2024. The following questions, exceptions, deviations, or approved Equals were received by the deadline along with the City’s responses.

1. What is the budget for year 1 and subsequent years of this project?

Response: The City has budgeted $500,000 in local funds as match for this service as shown in the City Budget which can be found at: fy_2025_proposed_budget_1.pdf (brunswickga.org).

The FTA and GDOT funding will be determined following receipt of proposals.

The City of Brunswick, Georgia Transit Service Plan Summary Report May 2022 brunswick_transit_service_plan_summary_report.pdf (brunswickga.org) estimated microtransit net costs at $1,495,408 to $1,571,008.

2. Who is the incumbent software and management service provider for Microtransit and Flex-Route services?

Response: This is a new service. There is no incumbent operator or software.

3. Can the Agency provide ridership data for the microtransit service for the past few years?

Response: This is a new service. There is no operational data for the past few years.

4. Can the Agency kindly confirm the total number of vehicles used for Microtransit and Fixed-Route Services?

Response: The Contractor must determine the number of vehicles needed to meet the service requirements listed on Exhibit B on pages 32 and 33.

5. Does the Agency have existing facilities and vehicle charging stations (for EVs) that the vendor can utilize for this project?

Response: The City of Brunswick does not have any existing facilities or charging stations that can be sued for this contract. All operating facilities, offices and charging stations must be provided by the Contractor.

6. Does the vendor have to provide the insurance certificate with the submission?

Response: No, insurance certificates are not required with the submission. However, Section IV, 7viii requires that “Proposals shall also include a description of the required insurance coverages to be provided, as described elsewhere in this request for proposal. Such description shall include the name of the insurer, A.M. Best rating, and limits of insurance.”

7. Does the vendor need to provide the financials with submission?

Response: No, financial statements are not required with the submission. However, Exhibit H requires responses related to financial statements and financial statements may be required from one or more proposers prior to award.

https://www.brunswickga.org/sites/default/files/fileattachments/finance/page/7821/fy_2025_proposed_budget_1.pdf https://www.brunswickga.org/sites/default/files/fileattachments/planning_development_and_codes/page/13184/brunswick_transit_service_plan_summary_report.pdf

8. What kind of tablets/MDTs are installed in the vehicles? Are the vendors expected to provide new tablets/MDTs or does the Agency plan to continue with its existing systems?

Response: The City of Brunswick does not have any existing vehicles with tablets/MDTs. The Contractor will provide a turnkey microtransit transportation solution including vehicles, tablets/MDTs and software.

9. Similarly, can the Agency please confirm if Driver Apps are required for these services?

Does the Agency use any existing system or paper manifest?

Response: Section III of the RFP describes the Technical Specifications.

10. Can the Agency kindly explain how the vehicles are expected to be marked?

Response: The Technical Specifications at paragraph III.6 describe the vehicle graphics and markings requirements.

11. Can Agency confirm if it only requires pricing for 5 years (3 initial term year + 2 optional years)?

Response: Pricing is only required for the initial 3-year term. The page 1 Notice to Proposers is revised to state:

“The initial three-year contract term of this Microtransit Agreement shall commence on February 3, 2025 and shall continue through January 31, 2028. The City, at its exclusive option may extend the contract for four one-year option years. The pricing for years 1, 2 and 3 are established in the price proposal while the pricing for option years 4, 5, 6 and 7 will be negotiated prior to each option year approval. After the initial three-year term, unless either party terminates the term by advance notice not more than 180 days and not less than 90 days prior to the commencement of the next renewal term, the term shall be extended for an additional consecutive twelve-month period terminating no later than January 31, 2032.”

Proposers shall use revised Exhibit I Cost Proposal Forms attached to this addendum showing only the first three years.

12. What is the tentative Go-Live date?

Response: The RFP lists February 3, 2025, as the launch date.

13. Can proposals be submitted electronically via email?

Response: Electronic submissions submitted via email to jhunter@cityofbrunswick-ga.gov are acceptable. The submission requirements are revised to allow electronic submissions provided the bidder provides a $5,000 e-bond for the bid-bond issued by an insurance company licensed by the State of Georgia. Hard copy proposals will also be received.

14. Can the forms be signed electronically?

Response: Yes, the forms can be signed electronically.

15. To allow bidders to prepare a more customized and informed proposals for this RFP, can the Agency please provide an extension for the submission of proposals?

Response: The date for receiving proposals will not be extended. Proposals shall be received no later than 12:00 PM, Eastern Standard Time, October 8, 2024.

mailto:jhunter@cityofbrunswick-ga.gov

16. In order to reduce the environmental impact of proposal submissions, we request that the City allow for digital submission (e.g. by email, portal upload, or similar) as an approved equal to submitting our proposals via mail.

Response: Electronic submissions submitted via email to jhunter@cityofbrunswick-ga.gov are acceptable. See the response to Question 13.

17. Can the City please allow the use of verified e-signatures on the RFP forms and cover letter as an approved equal to wet signatures?

Response: Yes, the forms can be signed electronically. See the response to Question 14.

18. We request that the City accept a "Good Guy Letter'' from an insurance company licensed in the State of GA as an approved equal to a $5,000 bid bond.

Response: Request denied. A “Good Guy Letter” is not acceptable as it does not assure payment of the bid bond to the City if the proposer does not execute the contract. For electronic submissions, the City will accept an e-bond from an insurance company licensed in the State of GA or the bid guarantee described on page 27 of the RFP.

19. Would the City of Brunswick consider removing the requirement for local call center employees, as described in the following item: "The successful Contractor shall provide an office within the City of Brunswick service area for local supervisory staff, call center employees and bus operators. This office space must be of sufficient size to support a call center and allow bus operator training." We are able to provide equivalent service at a lower cost to the customer by consolidating our call center operations.

Response: Request approved. Call Center employees do not have to be housed in a local office.

The local office however must be large enough for local supervisory staff and bus operators. This office space must be of sufficient size to allow bus operator training.

*** End of Request for Exceptions, Deviations, or Approved Equals ***

Proposals shall be received no later than 12:00 PM, Eastern Standard Time, October 8, 2024 at:

City of Brunswick Transit Attn: John Hunter Office of Planning, Development and Codes 601 Gloucester Street, Brunswick, GA 31520 Or via email at: jhunter@cityofbrunswick-ga.gov mailto:jhunter@cityofbrunswick-ga.gov

THIRD PARTY OPERATION OF TRANSIT SERVICE

FOR CITY OF BRUNSWICK TRANSIT

EXHIBIT I – COST PROPOSAL FORM (Revised Addendum #2)

(Include in the Price Proposal)

Bid Bond Amount: $__________________________

Bid Bond Form: (check 1 below)

____ Surety bond or e-bond issued by an insurance company licensed in Georgia

____ A Certified Check, Bank Cashier’s Check or Bank Treasurer’s Check issued by a Georgia commercial bank The Bid Bond shall be included with the Technical Proposal. Proposals that do not include the required $5,000 Bid Bond will be rejected as nonresponsive and returned to the proposer.

Year One

Year Two Year Three Period

February 3, 2025 to January 31, 2026

February 1, 2026 to January 31, 2027

February 1, 2027 to January 31, 2028

Microtransit Service Hours 17,000 17,000 17,000

Microtransit Costs

Microtransit Cost per Service Hour

Flex Route Service Hours (optional) 0 5,100 5,100

Flex Route Costs

Flex Route Cost per Service Hour

Total Costs

Signature:

Printed Name:

Title:

Company/Firm:

Date:

NOTE: Cost proposal form shall be accompanied by Exhibit J to support the proposed cost per service hour.

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Exhibit J (Revised Addendum #2)

Service Hour Price Proposal - Page 1

Proposer:

For service provided beyond the contracted hours. Vehicle lease and other fixed costs are not allowable expenses, unless the service provider can demonstrate that the cost is not covered by the base unit rate.

Contract Year

Year One

Year Two Year Three Microtransit Service Hours 17,000 17,000 17,000 Flex Route Service Hours 5,100 5,100 Personnel Expenses

LABOR #

Positions

Pay Rate

General Manager 1 Dispatcher / Supervisor 3 Drivers

Maintenance

Other (explain)

Subtotal:

Fringe Benefits (include description)

Personnel Total:

Materials and Supplies

Fuel & Lubricants Tires & Tubes Office Supplies Vehicle Repairs, Parts & Supplies Communications Uniforms Other (explain)

Materials and Supplies Subtotal:

INSURANCE

General Liability Insurance Automotive Liability Insurance Automotive Comprehensive and Collision Umbrella Insurance Workers Compensation Insurance

Insurance Subtotal:

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Exhibit J (Revised Addendum #2)

Service Hour Price Proposal - Page 2

Proposer:

Period Year One Year Two Year Three

MISCELLANEOUS

Drug & Alcohol Testing, Physicals, Vaccines Accounting (Payroll, Etc) Start - Up Expenses Proposal Bond Operating Taxes & Licensing Staff Training Other (Explain)

Subtotal:

LEASE AND RENTALS

Office Lease Vehicles Office Equipment Garage Equipment Other (Explain)

Subtotal:

TOTAL COSTS (Before Profit) Profit Rate _______ %

TOTAL COSTS

Cost per Service Hour Fringe benefits description: (list benefits including holidays, health insurance, dental insurance, 401K, etc)

Other costs description: