QA Final.pdf
PDF 352 KB Posted
- Solicitation number
- CW2026-001
- Issued by
- Fond Du Lac County, Wisconsin
About this file
This is a Solicitation Question and Answer document for the City of Waupun, Wisconsin regarding shared-ride taxi services (Solicitation Number 2026-001). The City requests proposals to provide door-to-door, demand-responsive, advanced-reservation shared-ride taxi service within the city and a three-mile radius, operating six days per week (Monday through Saturday) with extended hours on Friday and Saturday nights from 9:00 PM to 2:30 AM. The service must accommodate the general public, including disabled individuals and seniors. The contract covers a two-year base period (January 1, 2027 through December 31, 2028) with three optional one-year renewal periods. The contractor must operate a minimum of two vehicles (model year 2015 or newer, with at least one having no more than 100,000 miles) and maintain a centralized dispatch system with comprehensive service and vehicle maintenance records. The City will lease up to two accessible vehicles to the contractor at $1 per vehicle per year, including a 2020 Dodge Grand Caravan (113,765 miles as of June 2026, expected replacement in 2027) and a 2024 Chrysler Pacifica Touring (26,359 miles as of June 2026). Estimated weekly service hours are 116 hours annually totaling approximately 6,032 system operating hours. Proposals were due August 24, 2026, with questions due by August 3, 2026, and evaluations beginning August 25, 2026 with estimated award on September 8, 2026.
The contract is structured as a firm-fixed-price agreement with vendors submitting hourly service rates for the base period and three option years using a fixed CPI-U of 1.0 percent for evaluation purposes; actual option year adjustments will use the then-current CPI-U. The current contractor's hourly rates are $33.20 per hour for 2025 and $34.16 per hour for 2026. The contractor is reimbursed only for actual revenue service hours performed, less collected passenger fares and package delivery charges, invoiced monthly with 30-day payment terms. Historical operating data shows that in 2025, the system generated approximately 11,012 passenger trips annually with fare revenue totaling $39,542, while the contractor invoiced for approximately $140,000 in service costs. The contractor retains all passenger fares and package-delivery revenue, reducing the monthly invoice by revenue collected. The contract is supported by Federal Section 5311 grant funding of up to $65,088, requiring full compliance with federal clauses including Buy America Act requirements, drug and alcohol testing per 49 CFR Parts 40 and 655, and FTA reporting obligations. The contractor must maintain $1,000,000 minimum aggregate liability insurance, workers' compensation insurance, and physical damage insurance on leased equipment. The City may terminate with 90 days' written notice; the contractor may terminate with 120 days' written notice. No incumbent contractor staff, equipment, dispatch records, rider accounts, or operating data will transfer to the successful proposer.
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Other files
| File | Type | Posted |
|---|---|---|
| Appendix J – Service Area.jpg | JPG image | |
| 2026-001 RFP.docx | DOCX document | |
| Appendix A - Pricing Proposal.xlsx | XLSX spreadsheet | |
| Appendix I - Federal Clauses for Federal Contracts.pdf |
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SOLICITATION QUESTION AND ANSWER
Solicitation Number: 2026-001 Solicitation Name: Shared-Ride Taxi Services in the City of Waupun Date: 8/10/2026
Quest.
No.
Question Answer
1. Please provide monthly operating data for calendar years 2023, 2024, 2025, and January through June 2026, including passenger trips, vehicle revenue hours, vehicle revenue miles, total miles, fare revenue, and contractor invoices.
Please see exhibit 1 below.
2. Please provide monthly ridership by fare category, including regular passengers, elderly passengers, passengers with disabilities, children, package deliveries, and any agency-sponsored trips.
Please see exhibit 2 below.
3. Please provide the number of wheelchair and other ADA-related trips completed during each month of the requested reporting period.
Please see exhibit 2 below.
4. Please provide trip demand by hour of day and day of week, including the number of trip requests, completed trips, denied trips, missed trips, cancellations, and passenger no-shows.
Please see section 6.7, 6.8, and 6.9 for service hours.
5. What are the system's current average and maximum passenger wait times, on-time pickup percentage, trip-denial rate, and complaint rate?
Average wait times- 5 min, maximum 20 min; on-time pickup is 100% (on time is considered within 20 min of pick up time request) ; Trip-denial rate 0 (none); complaint rate under 2%
6. The RFP identifies two City-owned wheelchair-accessible vehicles.
Please provide each vehicle's year, make, model, mileage, passenger capacity, wheelchair capacity, maintenance history, current condition, and expected remaining useful life.
Vehicle 19: 2020 Dodge Grand Caravan, June mileage 113,765. The agency current estimates this vehicle shall be replace 2027 Vehicle 20: 2024 Chrysler Pacifica Touring, June mileage 26,359
7. Have vehicles other than the two City-owned accessible vehicles been used in the current operation? If so, please identify the number, type, ownership, accessibility status, and role of each additional or backup vehicle.
No
8. Is the contractor required to have both City-owned vehicles operating simultaneously during all scheduled service hours, or may vehicle deployment be adjusted according to passenger demand?
Please see section 6.8. “1” indicates a single vehicle is on the road and “2” indicates two vehicles are on the road during that given time.
9. What minimum number and type of backup vehicles must the contractor maintain, and must every backup vehicle be wheelchair accessible?
There is no minimum. Please see RFP for requirements.
10. Please provide vehicle downtime, road-call, accident, mechanical-failure, and missed-service records for the City-owned vehicles for 2023 through June 2026.
No down time.
11. Please confirm whether the hourly service rate in Appendix A is paid for each vehicle revenue hour or for each overall system operating hour. If two vehicles operate simultaneously for one hour, will the contractor invoice two service hours?
The hourly service rate is paid for each individual vehicle on the road. If two separate vehicles operate simultaneously for one hour, the contractor should invoice for two service hours.
12. Please provide the current contractor's hourly service rate for 2025 and 2026, including any approved adjustments, fuel surcharges, or other compensation.
2025: $33.20/hr 2026: $34.16/hr
13. Does the contractor retain all passenger fares and package-delivery revenue, or are those revenues remitted to or credited against payments from the City?
Contractor maintains all revenue and reduces the cost of the monthly invoice by revenue collected.
14. Please identify any staff, equipment, telephone numbers, dispatch records, rider accounts, standing reservations, or operating data that will transfer from the incumbent contractor to the successful proposer.
None.
15. Is the successful contractor required to maintain a dispatch office, vehicle-storage facility, or maintenance facility within the City of Waupun or within a specified distance of the service area?
No, please see RFP for requirements.
16. Are there minimum staffing requirements beyond drivers, such as a dedicated dispatcher, local operations manager, mechanic, or after-hours supervisor?
No, please see RFP for requirements.
17. Please provide the number and general nature of passenger complaints, accidents, insurance claims, service interruptions, and contract-performance deficiencies recorded during the current contract term.
There are currently no records applicable to this question.
18. Will the City permit the successful contractor to introduce app-based trip booking, automated dispatching, real-time vehicle tracking, electronic fare payment, and performance dashboards while continuing to accommodate telephone reservations and cash-paying passengers?
Yes, please include details in submitting RFP.
19. Is the contractor permitted to use additional contractor-owned vehicles during peak periods, and what City or WisDOT inspection and approval process would apply to those vehicles?
No.
20. Please confirm the anticipated annual vehicle revenue hours. Based on the published schedule, GEST calculates approximately 6,032 system operating hours annually, before accounting for simultaneous vehicle operation. Please clarify the annual billable-hour assumption proposers should use for pricing.
Please see section 6.9 for weekly estimated total hours. It is 116 hours a week which is 6,032 a year. Please note this 6,032 is the maximum number of hours. Per 7.25, “The submitted price must apply to any number of hours purchased, up to the contract’s maximum.”
21. Are you able to provide the number of trips requested and taken per day over the past six months?
Please see exhibit 1 below.
22. For the period of January through December 2025, how many ride requests were on-demand compared to those scheduled at least 24 hours in advance?
Under 15%
23. Approximately how many rides, on average, occur after normal business hours (between 6:00 p.m. and 2:00 a.m.) on Fridays and Saturdays?
Please see section 6.7, 6.8, and 6.9 for service hours.
24. How many vehicles are expected to be on standby at any given time?
Please see section 6.8. “1” indicates a single vehicle is on the road and “2” indicates two vehicles are on the road during that given time.
25. How many vehicles are currently being used to provide service under this contract?
Two Agency owned vehicles.
26. The RFP mentions two vehicles that will be made available for a $1 lease. Could you please clarify the terms and conditions for utilizing these vehicles? Additionally, what are the makes, models, and vehicle types?
Please see exhibit 3 below.
27. Are you able to share the annual award amount of the current or previous contract(s)?
2025: $33.20/hr 2026: $34.16/hr
28. Could you provide additional information regarding the "package delivery" services referenced in the RFP? Specifically, what types of deliveries are anticipated and what are the service expectations?
Please see RFP for requirement. There are no additional details available.
29. The RFP references promotions provided by the current contractor.
Could you clarify what promotions are currently required or expected under the new contract?
Please see RFP for specific requirements. There are no additional details available.
30. Could you explain the monthly billing process? Is there a flat monthly rate intended to cover expenses such as fuel, dispatching, drivers, and administrative costs, or is billing structured differently?
If available, could you also provide a sample invoice or an example of how previous contractors submitted their monthly billing?
Flat monthly fee is set in the RFP, this amount is intended to cover operating expenses. Please see exhibit 4 below.
2023 Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Passenger Trips 1,033 1,186 1,390 1,266 1,279 1,184 950 1,185 1,109 1,110 1,013 1,084 Vehicle Revenue Hours 430 425 499 472 493 498 460 502 481 482 470 473 Vehicle Revenue Miles (quarterly) 11,086 12,182 10,389 10,402 Fare Revenue 2,963 3,564 4,383 4,425 4,232 3,735 2,679 5,722 3,605 3,162 3,316 2,970 Contractor Invoices 10,464 9,713 11,200 10,318 11,167 11,811 11,689 9,963 11,407 11,904 11,363 11,800
2024 Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Passenger Trips 1,154 1,126 1,141 1,077 1,114 789 658 923 848 906 958 939 Vehicle Revenue Hours 482 487 492 490 494 423 446 480 448 496 488 470 Vehicle Revenue Miles (quarterly) 10,751 10,346 8,317 8,959 Fare Revenue 3,910 3,337 3,721 3,169 3,484 2,408 2,117 2,868 3,858 3,246 3,087 3,463 Contractor Invoices 11,693 12,445 12,230 12,694 12,509 11,295 12,328 12,667 10,666 12,816 12,712 11,776
2025 Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Passenger Trips 966 881 932 931 966 919 889 790 716 897 792 1,030 Vehicle Revenue Hours 505 439 490 485 459 466 491 475 450 497 444 495 Vehicle Revenue Miles (quarterly) 8,235 8,563 7,439 8,519 Fare Revenue 3,276 2,971 7,022 3,760 2,981 3,092 2,586 2,390 2,407 3,526 3,817 3,783 Contractor Invoices
2026 Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Passenger Trips 1,148 1,014 1,101 918 825 834 Vehicle Revenue Hours 484 446 481 485 463 483 Vehicle Revenue Miles (quarterly) 9,010 8,105 Fare Revenue 4,407 4,825 6,610 18,584 2,873 2,697 Contractor Invoices 12,141 10,422 9,811 (2,013) 12,947 13,804
Exhibit 1:
Fare Type Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Adult 268 439 504 363 359 353 267 321 286 294 288 307 Student 63 65 96 64 75 44 40 35 47 72 54 59 Senior 238 258 327 392 308 281 245 298 292 277 197 216 Agency Sr. 0 0 0 0 0 0 0 0 0 0 0 0 Disabled 381 365 368 371 459 411 334 422 373 387 383 393 Agency Dis. Prepaid 8 8 12 3 9 6 14 30 25 13 23 19 Parcel 1 0 0 0 0 1 0 1 1 0 0 0 Additional 0 1 0 0 2 0 0 0 0 0 2 0 Total w/o spec fare 959 1136 1307 1193 1212 1096 900 1107 1024 1043 947 994 Special Fare 74 50 83 73 67 88 50 78 85 67 66 90 Grand Total 1033 1186 1390 1266 1279 1184 950 1185 1109 1110 1013 1084
Agency 0 0 55 0 0 110 0 2280 0 0 87 55 Pkg Delivery 9.5 0 0 0 0 9.5 0 9.5 9.5 0 0 0 Total Revenue 2963 3564.25 4383 4424.75 4231.75 3734.5 2678.75 5721.75 3604.5 3161.75 3316.25 2970
Fare Type Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Adult 332 253 264 262 213 147 93 167 90 127 179 236 Student 102 113 121 96 112 18 10 30 90 89 69 52 Senior 245 309 258 209 192 197 270 297 292 291 278 290 Agency Sr. 0 0 0 0 0 0 0 0 0 0 0 Disabled 373 372 391 432 547 373 256 352 333 335 333 260 Agency Dis. Prepaid 11 19 24 21 5 13 10 12 14 10 18 26 Parcel 1 0 0 0 0 0 1 1 0 0 0 Additional 0 2 0 0 0 0 0 0 0 4 Total w/o spec fare 1064 1068 1058 1020 1069 748 640 859 819 852 881 864 Special Fare 90 58 83 57 45 41 18 64 29 54 77 75 Grand Total 1154 1126 1141 1077 1114 789 658 923 848 906 958 939
Agency 0 0 0 0 0 0 1170 0 0 Pkg Delivery 10 0 0 0 10 10 0 Total Revenue 3909.75 3336.5 3721 3168.5 3483.5 2407.5 2116.5 2868 3857.5 3245.5 3086.5 3462.5
Fare Type Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Adult 199 209 231 200 187 207 166 157 130 231 257 254 Student 63 74 62 78 72 15 27 11 20 59 59 115 Senior 320 313 298 305 377 324 307 263 288 295 238 295 Agency Sr. 0 0 0 0 0 0 0 0 0 0 0 0 Disabled 288 210 254 249 231 257 307 250 205 203 213 271 Agency Dis. Prepaid 27 28 12 30 32 36 38 38 46 37 25 44 Parcel 0 0 2 2 0 0 0 0 0 0 0 0 Additional 2 0 Total w/o spec fare 897 834 859 864 899 839 847 719 689 825 792 979 Special Fare 69 47 73 67 67 80 42 71 27 72 51 Grand Total 966 881 932 931 966 919 889 790 716 897 792 1030
Agency 585 880 780 780 KS 1/28/26 1090 740 800 740 810 1010 960 Pkg Delivery 0 0 20 20 0 0 0 0 0 0 0 0 Total Revenue 3276 2971 7022 3760 2980.5 3091.5 2586 2390 2406.75 3526 3817.25 3782.5
Fare Type Jan Feb Mar Apr May Jun Adult 277 240 286 264 235 198 Student 205 171 146 76 74 15 Senior 314 256 269 315 261 287 Agency Sr. 0 0 0 0 0 0 Disabled 251 271 305 210 180 247 Agency Dis. Prepaid 28 27 30 26 34 Parcel 0 2 0 0 0 1 Additional 0 0 0 1 Total w/o spec fare 1075 967 1036 891 750 783 Special Fare 73 47 65 27 75 51 Grand Total 1148 1014 1101 918 825 834
Coupon Charge 682.5 1657.5 3032.5 15600 0 16 Pkg Delivery 0 20 0 0 0 0 Total Revenue 4407 4824.5 6609.5 18583.5 2872.5 2697.25
Exhibit 2
Exhibit 3
INVOICE
BILL TO
City of Waupun 201 E. Main Street Waupun, WI 53963
INVOICE #
DATE
DATE ACCOUNT SUMMARY AMOUNT
Balance Forward
Other payments and credits after 06/11/2026 through 07/12/2026
Other invoices from this date
New charges (details below)
Total Amount Due
QTY ACTIVITY DESCRIPTION RATE AMOUNT
Shared Ride Service Shared Ride Taxi Service- June 2026
Fare Revenue Less Monthly Revenue- June
Contract # 2021-001 TOTAL OF NEW CHARGES
BALANCE DUE
Exhibit 4
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| Question 1 |
| Question 2 |
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