OCTS2217 RFP Final 09.27.22.docx

INFORMATION TO OFFERORS

COVER SHEET

SOLICITATION NUMBER: OCTS2217

THE ENCLOSED SOLICITATION COVERS THE PERIOD: 01/01/2023 THRU 12/31/2027

CONTACT INFORMATION FOR PROCUREMENT ADMINISTRATOR:

Joy Neilson-Loomis

262-281-8108

SERVICES TO BE PURCHASED:

1. Ozaukee County Shared Ride Taxi Operations

2. Ozaukee County Express Bus Operations

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

Joy Neilson-Loomis 262-284-8108

REQUEST FOR PROPOSALS

IN THE COUNTY OF OZAUKEE

Issued by

The OZAUKEE COUNTY TRANSIT SERVICES

Issue Date

SEPTEMBER 27, 2022

Proposals must be submitted no later than 1:00 PM CDT October 28, 2022

LATE PROPOSALS WILL BE REJECTED

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

Submitting the proposal:

Offerors must submit, in a sealed package, One Original (identified as such) AND 2 copies of all materials required for acceptance of their proposal on or before 1:00 PM, October 28, 2022 to the following address:

OZAUKEE COUNTY TRANSIT SERVICES

Identify the outside of the proposal as “RFP OCTS2217 Ozaukee Transit Service Operations.”

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.”

Include one digital copy of the proposal on USB flash drive/thumb drive in an universally accessible format, such as MS Word or PDF.

Official Advertisement for Proposals

Request for Proposals To Operate Shared-Ride Taxi and Commuter Bus Services in Ozaukee County WI Proposal #OCTS2217

Sealed proposals are invited for the operation of a Shared-Ride Taxi Service and Commuter Bus Service to Ozaukee County and will be received through the Ozaukee County Transit Services located at 741 West Oakland Ave, Port Washington, WI 53074, (Phone 262-284-8108) until 1:00 PM (CT), October 28, 2022. This request is for a twelve (24) month period with the option of 3 one-year renewals (five-year total contract) beginning January 1, 2023.

The RFP packet for this request will be available starting September 27, 2022 online on the VendorNet website https://vendornet.wi.gov/. Proposals shall be made on the forms provided as included in the proposal packet and partial proposal will not be allowed.

The minimum qualifications for firms interested in this request include, but are not limited to the following items: 1) having knowledge of and experience with public transit operations and related Federal and State Transportation Program Funding, 2) financial stability and ability to function as a going concern, and 3) the ability to secure the liability insurance as required.

The award to be let under this solicitation is subject to financial assistance contracts between Ozaukee County and the U.S. Department of Transportation, Federal Transit Administration and the Wisconsin Department of Transportation. The successful contractor will be required to comply with all applicable Federal and State regulations pertaining to public transit services and assistance funds, including equal opportunity and disadvantaged business enterprise regulations (49 C.F.R. part 26.); regulations specified by the Americans with Disabilities Act of 1990 addressing the rights of individuals with disabilities; and regulations specified by 49 CFR Part 655, Prevention of Alcohol Misuse and Prohibited Drug Use in Transit Operations. The successful contractor will also be required to certify that it is not ineligible for a federally assisted contract.

Ozaukee County reserves the right to waive any informalities or technicalities and to reject any and all proposals or parts thereof deemed to be unsatisfactory or not in the County’s best interest. Furthermore, Ozaukee County reserves the right to cancel any order or contract for failure of the successful firm to comply with the terms, conditions and specifications of the proposal request and/or contract. Ozaukee County reserves the right to award the proposal in the aggregate or by item or like item groups (where applicable) to the lowest responsible, responsive firm who complies with the specifications, service and can meet the requirements of this request.

Joy Neilson-Loomis Ozaukee County Transit Superintendent Publish: 9/27, 10/11

INDEX

INTRODUCTION – OZAUKEE COUNTY TRANSIT SERVICES

Ozaukee County, Wisconsin is located in the Milwaukee Urban Area. County population is estimated at 92,623. The county is approximately 233 square miles (land area). The County seat, located in the City of Port Washington, is approximately 30 miles north of downtown Milwaukee. Other principal cities and villages include Mequon, Cedarburg, and Grafton. Ozaukee County is adjacent to Milwaukee County on its southern border.

Ozaukee Transit Services is located in the county’s Transit Administration and Storage Facility in Port Washington. This is the only building in Ozaukee County dedicated to transit use. It is accessible to the public, and is used for Shared Ride Taxi operations.

Ozaukee County Transit operates two public transit programs: Ozaukee County Express bus, and the Ozaukee County Shared Ride Taxi. Both services use contracted operators and are funded in part through Federal and Wisconsin transportation grants (FTA 5307, WisDOT 85.20, WisDOT 85.21). Both service contracts have reached the maximum 5-year contract award, and must be re-procured to stay in compliance with federal regulations.

The Ozaukee County Shared Ride Taxi service provides public shared ride services throughout Ozaukee County. The Shared Ride Taxi operates 7 days per week except holidays. This program is open to the public and offers curb-to-curb service to and from all addresses in Ozaukee County. There are three connection points in Milwaukee County that allow access to the Milwaukee County Transit System (MCTS). Ozaukee Shared Ride Taxi also provides curb-to curb and door-to-door drop off service to from all addresses in Ozaukee County to all addresses in Washington County through the Washington Ozaukee Transit Connection program.

Shared Ride Taxi also provides specialized service to disabled and elderly individuals who require door to door assistance from the shared ride driver. This service is available to all who request it – no formal disability documentation required. A minimum of one-day advance notice is suggested for any ride, especially for Specialized Service. Every attempt for same days ride requests will try to be accommodated but may not be guaranteed.

The Ozaukee County Express is a commuter bus service that operates between Ozaukee County and downtown Milwaukee. There are currently 7 runs in the morning, from 6:00 am to 9:00 am, and 7 runs in the afternoon from 3:30 pm to 6:30 pm. The bus only goes south in the morning and only goes north in the afternoon. Travel times can range from 20 minutes to an hour, depending on pick up and drop off locations.

Ridership on the Ozaukee County Express is down 76% percent from pre-pandemic levels. The service is expected to be cut in half for 2023, with 3 runs in the morning and 4 in the afternoon. Service can be scaled up if ridership returns. However, proposers should assume no more than 20 passengers per run.

MCTS has been the only bidder for this service since its beginning in 1996. The bus has been run as MCTS Route 143. MCTS has decided not to pursue a contract for this service in 2023.

Ozaukee County will award service contracts based upon the qualifications of each prospective contractor and the contractor’s proposal cost of providing service. The contractor will be able to offset operating expenses with the operating revenues associated with the service. Details of the service to be provided and contracting requirements are described more fully in sections of this document.

PART I - GENERAL INFORMATION

A. General Description. Qualified contractors are invited to submit detailed proposals to provide 1) shared-ride taxi services and 2) commuter bus service in the specified service area and under the conditions set forth herein.

1. The Shared Ride Taxi (SRT) service requested will be a door-to-door, demand-responsive, advanced reservation, shared-ride taxi service that is made available to the general public.

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

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

c. Ozaukee County provides vehicle maintenance on all County-owned vehicles. Use of Contractor vehicles will require contractor-provided maintenance unless otherwise arranged with the Ozaukee County Highway Department.

d. Use of the Ozaukee County Administration and Storage facility is available at no extra cost to the contractor.

2. The Commuter Bus service requested will be a fixed-route bus service that is made available to the general public.

a. Scheduled service is normally five days a week with specific daily hours identified in this solicitation.

b. Vehicles must be provided by the Contractor. All vehicles must be ADA accessible. Vehicles must provide seating for 12 passengers at a minimum and 35 at a maximum.

c. Radio equipment may be available through a lease arrangement. Other required services include dispatching, driving, record keeping, and maintenance.

d. Use of the Ozaukee County Administration and Storage facility is available at no extra cost to the contractor.

B. Split Contract. Ozaukee County intends to award a single contract for both services. However, the County reserves the right to spit the contracts if it is determined to be most advantageous to the County. Offerors must indicate in the Cost Proposal if they are willing to accept an offer for only one of the services available for contract.

C. Federal Participation. This procurement is subsidized with state and federal transit operating funds. Applicable Federal clauses are set forth in Appendix D of the solicitation. Include Appendix D signed with your completed proposal.

D. Contractor Selection. The 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, and maintenance program.

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

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

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

D. Contract Term. One contract will be awarded which will cover the period January 1, 2023 through December 31, 2027. The contract will contain three 1-year options. Offerors must price options at the time of proposal submission in order to be considered for award. The pricing proposal submitted by the successful Offeror will be incorporated in the resultant contract as the contract’s Pricing Schedule.

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

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

G. Minimum Qualifications.

IMPORTANT – EACH OFFEROR MUST DEMONSTRATE IN ITS PROPOSAL THAT IT MEETS ALL OF THE MINIMUM QUALIFICATIONS SET FORTH BELOW AS OF THE DATE THAT IT SUBMITS ITS OFFER. OFFERORS THAT DO NOT CONFORM TO THESE REQUIREMENTS WILL NOT BE CONSIDERED.

1. Experience managing a fleet of vehicles similar in size to Ozaukee County’s provided fleet stated in this RFP.

2. Maintain and operate an automated dispatch and control system at a centralized office location, staffed at minimum 5am to 11pm Weekdays and 8:30am to 10pm Saturdays, and 8am to 6pm Sundays, with Offeror provided computers, with a dedicated radio communications system between the dispatch office and vehicle operators.

3. Knowledge of and experience with public transit operations and related 5307 Federal, 85.20 State Transportation Program Funding, and/or 85.21 State Transportation Elderly and Disabled Assistance Funding. Firms are to indicate their knowledge and experience in providing data for reporting to the Federal Transit Administration, Wisconsin Department of Transportation (WisDOT) and/or the National Transit Database.

4. Offerors must meet the minimum insurance requirements as set forth in this RFP or at least be able to prove that they are able to obtain such insurance if not already in force.

PART II - PRE-PROPOSAL CONFERENCE AND SITE VISIT

A. A pre-proposal conference is tentatively scheduled to be held on October 4, 2022_11:00 am CDT online via Zoom. Individuals and teams wishing to attend should contact the Procurement Administrator for a passcode. This conference will be recorded for public record, but will not be available for review during the open solicitation period post-conference.

B. While attendance at any scheduled pre-proposal conference is not mandatory, Offerors are encouraged to attend. Any questions raised and answers provided at the conference or arising after the conference will be addressed in a solicitation amendment issued to all potential Offerors.

C. Offerors will have the opportunity tour the Ozaukee County Transit facility on Monday, October 3, 2022 from 9:00 am – 3:00 pm and Tuesday, October 4, 2022 from 12:00 pm -3:00 pm. Tours must be pre-arranged with the Transit Superintendent.

PART III - PROPOSAL SCHEDULE

A. Ozaukee County Transit 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:

1:00 PM CDT

PART IV - GENERAL PROPOSAL SUBMISSION REQUIREMENTS

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

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

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

C. No reimbursement will be made by the County for any cost incurred in preparing responses to this solicitation, or for costs incurred before a formal notice to proceed is issued if a contract is awarded.

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

E. 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.

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

G. Ozaukee County is a tax-exempt municipality under WI Stats 77.54(9a) (b).

H. 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:

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

b. Interest and ability to provide service to the general public, as well as the elderly and disabled.

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

d. Ability to accept multiple forms of payment for fares, including cash, credit/debit card, and check. Passenger access to an online payment portal and fare card are desirable.

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

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

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

PART V - SPECIFIC PROPOSAL SUBMISSION REQUIREMENTS

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

1. Each proposal will be typewritten, using a 12-point font (which is the size used in this RFP) on a standard 8 1/2" x 11”-page format, not to exceed 50 pages single sided, including exhibits, in a three-ring binder, and accompanied by a cover letter on the Offeror’s letterhead. Offerors must organize their proposals so that they

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

B. Proposal Content. Proposals shall include the information listed below in the same order as listed below. With the exception of minimum qualifications, each Offeror's response to these items will be evaluated in accordance with the criteria stated in Part VI of this RFP. Additional data, exhibits, and explanations may be included should the Offeror deem them important to the evaluation of its proposal. Any additional information shall be included in the 50-page limit for the proposal.

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

2. Statement of Qualifications (PART VI). The Statement of Qualifications address each of the elements stated in Part VI of this proposal, in the same order as listed in therein.

3. Technical Proposal (PART VII). Offers should develop a detailed technical proposal in response to the specific program requirements stated in PART VII.

4. Cost Proposal (APPENDIX A). The Cost Proposal must be submitted on the forms provided in a separate envelope from the technical proposal.

5. Affidavit of Non-Collusion. Signed statement must be notarized to be valid.

6. Signed Federal Clauses. Including Lobbying, Government Wide Debarment and Suspension, and RFP Statement

PART VI - EVALUATION AND AWARD PROCESS

A. Evaluation Committee. The proposal evaluation committee consists of members who have been selected because of their special expertise and knowledge of the service(s) that are the subject of this RFP. Offerors shall not contact members of the evaluation committee. Violation of the “no contact” rule could result in the Offeror’s disqualification from further consideration for award.

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

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

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

E. Additional Factors for Proposal Consideration (prior to evaluating price). Failure by the Offeror to provide information clearly and accurately within the submitted documents may be reflected in the evaluators’ scoring results. If it is deemed necessary on behalf of the evaluation committee, the evaluation committee Chair may initiate inquiries for the purposes of confirming or verifying proposal information already provided and disseminated for evaluators’ consideration. The evaluation committee 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 were 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.

H. Withdrawal of Proposals and Binding Offer. Firms may withdraw their proposal at any time before the proposal due date and time by written request for withdrawal to the Purchasing Manager and by presenting proper identification upon request. All proposals shall be binding for one hundred eighty (180) calendar days following the proposal opening date unless the Firm(s), upon the request of the County, agrees to an extension. Award of this request is contingent upon funding being appropriated for these services through the annual budget planning process.

I. Public Record. Any proposal/response and any and all supporting materials submitted in conjunction with this request will become a public record, subject to public inspection. Sections of the proposal marked “proprietary and confidential” will be excluded from public records requests.

EVALUATION FACTORS (CRITERIA)

A total score of 100 points is possible.

Professional Competence (Maximum 20 points) - The extent to which the firm's proposal is complete and demonstrates a thorough understanding of the solicitation/contract requirements. This includes elements such as its personnel program (hiring/ firing/ retention), drug and alcohol program, handling of complaints, operations plan, and maintenance program.

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

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

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

ADJECTIVAL RATINGS FOR EACH TECHNICAL EVALUATION FACTOR

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

RATING DESCRIPTIONS

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

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

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

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

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

PRICING COMPONENT

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

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 years (i.e., HSR for Year 1 & 2 + HSR for Year 3 + HSR for Year 4 + HSR for Year 5 = Total HSR). Price points will be assigned as follows:

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

SAMPLE SCORING SCENARIO (following consensus scoring)

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

Price – Points assigned for lowest total price – 30 points

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

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

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

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

J. 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 negotiations. Ozaukee 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 deciding of the apparent successful Offeror.

K. 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 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.

L. Appeals Process. Non-construction contracts.

i. For all non-construction contracts for which formal bids or proposals are solicited, including contracts for the purchase of rolling stock and service contracts or leases, an unsuccessful bidder/proposer who feels that Transit Services has not given its bid/proposal full, fair and impartial consideration or has not met federal requirements prior to award shall make it’s protest known in writing to the Transit Superintendent within forty-eight (48) hours of the written announcement of the award of procurement.

ii. For the protest to be valid, the protester shall have complied with all requirements of the bid/proposal solicitation; including, but not limited to, timeliness of submission, compliance with all technical requirements and submission of all required certifications and any bonding requirements if applicable.

iii. Upon such valid notification, the Transit Superintendent shall place the award on hold until such time as the protest is resolved.

iv. From the initial notification of a valid protest, the protesting bidder/proposer shall, within ten (10) calendar days furnish in writing to the Transit Superintendent at the Transit Services Office, 741 W Oakland Avenue, Port Washington, WI, 53074, information and documentation to support its protest. If such supporting information is not received in timely fashion as outlined above, the Transit Superintendent shall proceed with the award.

v. The Transit Superintendent shall review the written documentation submitted by the protester, and shall, within fifteen (15) working days, render a determination to uphold or deny the protest. The Transit Superintendent shall inform the protester in writing of this decision.

vi. If the protest is upheld, the sole remedy shall be the rejection of all bids/proposals and a re-bidding of the procurement. If the protest is denied, the Transit Superintendent, after waiting forty-eight (48) hours, shall award the contract as originally proposed. After receiving the Transit Superintendent’s decision, the protester shall have forty-eight (48) hours to review the determination and if not satisfied, appeal the determination in writing to the County Administrator. If such an appeal is received, the award of the procurement will continue to be held until the resolution of the appeal.

vii. From the initial notification of appeal, the protesting bidder/proposer shall, within ten (10) calendar days furnish in writing to the County Administrator at the Ozaukee County Administration Center, 121 W Main Street, Port Washington, WI, 53074, information and documentation to support its protest. If such supporting information is not received in timely fashion as outlined above, the County Administrator shall instruct the Transit Superintendent to proceed with the award. The County Administrator shall appoint the County Attorney to respond to review the written documentation submitted by the protester and respond within fifteen (15) working days, the determination to either uphold or deny the protest. The County Attorney shall inform the protester in writing of the decision.

viii. If the protest is upheld, the sole remedy shall be the rejection of all bids/proposals and a re-bidding of the procurement. If the protest is denied, the County Administrator shall instruct the Transit Superintendent to award the contract as originally proposed. The decision of the County Administrator and/or County Attorney shall be final and binding on all parties.

PART VII STATEMENT OF QUALIFICATIONS

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

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

2. 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.).

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

4. 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.

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

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

7. Service Background. Provide information for transportation services which the Offeror currently provides under other contracts or service agreements.

Avg. No. of Vehicles Operating Per Month

Primary Area Being Served:

Length of Current Operation: From / To

8. Service History

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

Agency Contact Person Phone Number

(1) _____________________ ______________________ _______________

(2) _____________________ ______________________ _______________

(3) _____________________ ______________________ _______________

(4) _____________________ ______________________ _______________

(5) _____________________ ______________________ _______________

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

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

12. Paid Staff. Specifically discuss or describe:

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

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

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

13. Drug and Alcohol Testing. The successful Offeror shall:

a. Comply with the following federal substance abuse regulations:

1. Federal Transit Administration (FTA) regulation, .

2. U.S. DOT Regulation, 49 CFR Part 40 “Procedures for Transportation Workplace Drug and Alcohol Testing Program”..

3. Provide documentation necessary to establish its compliance with Drug and Alcohol testing requirements per 49 CFR Part 655 as amended. Examples of documentation include but are not limited to:

a. Drug and Alcohol Policy

b. Education and Training Program

c. Procedures for:

i. Drug and Alcohol Testing: Pre-Employment, Random, Reasonable Suspicion, Post-Accident, Return to Duty, and Follow Up testing

ii. Test Violations

iii. Reporting

iv. Recordkeeping/Documentation

d. Service Agent Contact Information and Credentials

v. Third-Party Administrator

vi. Collection Site

vii. Medical Review Officer (MRO)

viii. Certified Laboratory

ix. Substance Abuse Professionals (SAP)

a. 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.

b. Does the Offeror currently have a Drug and Alcohol testing program that complies with FTA requirements? Yes No

1. If the answer to the above is “Yes,” describe the existing drug and alcohol control program for Safety Sensitive personnel and provide current policies regarding drug and alcohol testing. Discuss how the program currently meets or will meet the requirements of the Federal Transit Administration’s Drug and Alcohol Testing Regulations (attach additional sheets and/or documentation if necessary).

B. Financial Capability.

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

2. 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.

C. Vehicle and Fleet Management Capabilities.

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

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

(a) Number of Dispatchers during peak periods: _____________

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

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

D. Fleet Description.

1. 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. 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: ______________________________________________

2. 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.

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

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

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

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

If yes, describe the limits of self-insurance:

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

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

(1) _______________________________ ______________________________

(2) _______________________________ ______________________________

(3) _______________________________ ______________________________

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

E. DBE. The national goal for participation of Disadvantaged Business Enterprises (DBE) is 10%. WisDOT has established a 1.85% transit DBE goal for FFY 2020-2022. 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 and signed documentation of the bidder/offeror’s commitment to use a DBE subcontractor.

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

g. If the contract goal is not met, evidence of good faith efforts.

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

i. More information on required DBE documentation is available in Federal Clauses.

PART VIII – TECHNICAL PROPOSAL

Ozaukee County Transit Services seeks solutions for operating the Shared Ride Taxi and Commuter Bus services. This section provides detailed information about the current services. Offerors should describe how they propose to operate these existing programs. Proposals must address the following:

· Use of County assets.

· Employee Training.

· Change Management.

· Experience providing similar services.

· Proposed fare card or payment system.

· Any added value items, such as a user app.

1. GENERAL REQUIREMENTS APPLICABLE TO BOTH SERVICES

1.1. Contract Period. The initial contract period will be for 24 months commencing January 1, 2018 through December 31, 2019. This Contract contains three 1-year renewal options, each beginning on January 1st.

a) This Contract shall automatically be extended into its first, second, and third 1-year option periods UNLESS the Contractor is notified, in writing, by the County 90 calendar days prior to expiration of the initial and/or succeeding contract option period(s).

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

Also see paragraph 1.13 titled Continuation of Service.

1.2. Contracted Personnel - Selection and Training

a) Personnel providing required services must be employees of the Contractor. The Contractor shall be responsible for their hiring and training. The County reserves the right to review driver qualifications and performance, and to accept or reject individuals as drivers for this service at any time.

b) The Contractor shall maintain up-to-date personnel records for the employees (i.e. drivers, dispatchers, etc.) providing services under this contract. Personnel records shall also show the date and type of individual training received.

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

d) The Contractor shall comply with all…