RFP 22-013 Transportation Services - Exhibit H - Pre-Proposal Conference - Agenda 6-7-22.pdf

TRANSPORTATION SERVICES

PRE-PROPOSAL MEETING AGENDA

SAMTD RFP No. 22-013 Project Name: Transportation Services

Tuesday June 7th, 2022 at 9:30 AM SAMTD Del Webb Facility, Salem, OR 97301

A. WELCOME

1. Sign-in sheet

2. Introductions

a. Procurement Contact: Dan Knauss, Procurement & Contracts Manager

b. Project Manager: Tom Dietz, Director of Operations

Ben Sawyer, Contracted Services Manager

B. PROJECT DESCRIPTION, DELIVERY METHOD & SCHEDULE

1. Description: SAMTD is soliciting Proposals for services to provide complete customer service, scheduling, reservations, routing, dispatching, supervision, fare collection, and transportation service for our Regional Service and ADA Paratransit Service. The term of a resultant contract will be comprised of an initial five (5) year base term (to the end of the calendar year), with two (2) additional one year option periods.

• A resultant contract will include the scope of services and specifications and all work as identified in PART 2 of this solicitation.

• Successful proposer shall be licensed by the State of Oregon to do the work required under the resultant contract.

• All items or services to be furnished under the solicitation and resultant contract shall meet all applicable state and federal requirements of the Occupational Safety and Health Standard.

• Successful proposer shall obtain and maintain in current status all applicable permits and licenses.

2. Delivery Method—Project will be performed under a single Prime Contract.

3. Project Schedule and Completion Time:

a. Notice of Intent To Award: July 10, 2022 (Estimate)

b. Notice Proceed: August 1, 2022 (Estimate)

c. Service completion:

• Substantial Contract Completion on or before December 31, 2027 (Base Term Estimate)

• Final Completion on or before December 31, 2029 (If All Options Are Exercised - Estimate)

C. PROPOSAL PROCESS AND PROPOSER INSTRUCTIONS

1. Request for Proposal, Plans, Specifications, Addenda, and other related documents for this project are available on the procurement page of the ODOT OregonBuys website.

www.oregonbuys.com Notice #KS2410-00003299

2. Important Dates:

a. Submit Questions Deadline: June 9, 2022: 4:00PM PDT

b. Issue Addendum Response to Questions: June 14, 2022: 5:00PM PDT

c. Solicitation Closes: June 24, 2022: 4:00PM PDT

d. Issue Notice Of Intent To Award: July 10, 2022: (Estimate)

e. Contract Award and Notice To Proceed: August 1, 2022: (Estimate)

3. Required Proposal Submittals — See required items on Salem Area Mass Transit District “Instructions For Proposers” and “Exhibits” included in the Request For Proposal.

EXHIBIT H RFP 22-013

Addendum #2

PRE-PROPOSAL MEETING AGENDA

SAMTD RFP No.: 22-013 Transportation Services Tuesday June 7th, at 9:30 AM SAMTD Del Webb Facility, Salem, OR 97301

D. SAFETY AND SECURITY

1. Safety Requirements—Job Site Conditions

• The successful proposer shall take all necessary precautions for the safety of all personnel on the job site, and shall comply with the Contract Documents and all applicable provisions of federal, state and municipal safety laws and building codes to prevent accidents or injury to persons on, about or adjacent to the premises where the Work is being performed. The Owner's Authorized Representative has no responsibility for Work site safety. Work site safety is the responsibility of the successful proposer.

2. Site Visitation & Viewing

• Proposers may view the site areas where work is to be performed. Proposers may submit requests to view the site where work is to be performed. Viewing may take place between the hours of 9:00AM – 3:00PM, Monday – Friday. Proposer must have an appointment scheduled in advance. If a Proposer arrives to view the site without a prior appointment, SAMTD may not accommodate the request. To schedule an appointment to view the site please contact:

• Tom Dietz, Director of Operations ……………….………… 503-361-7552

E. INSURANCE

Requirements as identified in RFP 22-013 Exhibit B - Sample Contract, Special Contract Conditions, Section SP.7 “Insurance”.

F. BONDING

Requirements as identified in RFP 22-013 PART 1, Section 3 “Instructions For Proposers”. This requirement is “Reserved” for this procurement.

G. SPECIAL CONSIDERATIONS

1. Compliance with local requirements for the Jurisdictions where work is performed.

2. Coordination with SAMTD Security and Business Operations. SAMTD Project Manager will be liaison with these SAMTD organizations.

H. SAMTD SUPPLEMENTARY CONDITIONS & SUPPLEMENTARY INSTRUCTIONS

Please review all solicitation documents thoroughly to ensure complete understanding of all supplementary conditions and instructions.

I. TOUR OF AREA WHERE WORK IS TO BE PERFORMED

Proposers may view the site areas where work is to be performed as identified in the solicitation documents under “Site Visitation & Viewing”.

J. SCOPE OVERVIEW BY SAMTD PROJECT MANAGER

K. QUESTION & ANSWER PERIOD