RFP TRAN25-14 Shared Ride Taxi Service Addenda 2 Final.pdf

Herbert J. Tennies Government Center 432 E. Washington Street, Room 1063

P.O. Box 1986 West Bend, WI 53095-7986

(262) 335-4308 Toll Free 1 800 616-0446

FAX (262) 335-6847

OFFICE OF THE COUNTY CLERK

FINANCE DEPARTMENT

Margaret M. Hamers, Finance Director

PURCHASING

Bill Kurer, Purchasing Manager

Roy Hartmann, Buyer

Notice of Addendum

Addendum #2

Shared Ride Taxi Service Washington County, WI

RFP #TRAN25-14

(7 Pages Total) August 4th, 2025

Notice to All Firms:

This Addendum is issued to modify, change, delete from, add to, explain or correct the original Request for Proposals and is hereby made a part of it. In case of conflict between the Request for Proposals and this Addendum, this Addendum shall govern. Prime bidders will need to pass the addendum information on to any subcontractors they may be using for this project.

Inclusions:

Appendix V - Recent ridership by year and month Appendix W - Current fare rates

Clarifications & Changes to the RFP Document:

See Questions and Answers below.

Questions & Answers

1. Who is the current vendor operating the Washington County Shared Ride Taxi service?

a. Specialized Transport Services Inc.

2. What is the current contracted hourly service rate being paid to the vendor?

a. The budget will reflect the contract awarded. Per 6.10: “Provide your best pricing on pricing proposal

Excel Document”.

3. When did the current contract begin, and has the County exercised any option years?

a. 2021 base with 4 one-year optional renewals. 2025 is the last option year.

4. Has the current vendor met all performance and service standards satisfactorily?

a. Washington County expects all contractors to meet the performance and service standards outlined in their agreement. Prospective vendors are encouraged to review the RFP materials and develop their proposals accordingly. The County will evaluate all offers based on the criteria listed in the

RFP.

5. Are there any performance penalties, liquidated damages, or incentive mechanisms currently in place?

a. A sample of the current contract is included in RFP under Appendix T.

6. Can you provide ridership trends over the past three years, broken down by month if available?

a. Attached is Appendix V, a ridership report broken down by year and month.

7. Can you provide a breakdown of trips by type (e.g., elderly, disabled, general public, medical foundation)?

a. Information can be found in Appendix U of the RFP.

8. Are there seasonal fluctuations in ridership that we should plan for?

a. Attached is Appendix V, a ridership report broken down by year and month

9. What is the average trip length (in miles) and duration (in minutes)?

a. The average trip in 2024:

i. 13.6 Revenue Miles per Trip

ii. 43 Minutes Per Trip

10. What percentage of trips typically require wheelchair-accessible vehicles?

a. According to our software, 20.92% of trips in 2024 were identified as Wheelchair trips.

11. Can you confirm the current condition (age, mileage, maintenance status) of the 30 County-owned vehicles available for lease?

a. Please refer to Appendix L in the RFP for the vehicle inventory.

12. Will bidders have access to inspection reports or maintenance logs for these vehicles prior to submission?

a. Please refer to Appendix L in the RFP for the vehicle inventory. Physical maintenance logs are available for on-site inspection upon request prior to the RFP submission deadline. Please note that this period is strictly designated for maintenance review; questions or inquiries will not be addressed during this time.

13. Are all County-owned vehicles currently equipped with the required tablets and dash cameras, and are they fully operational?

a. All County-owned vehicles are currently equipped with the required tablets. New dash cameras will be installed in all County-owned vehicles before the end of the current calendar year.

14. What is the County’s expectation for vehicle replacement or supplemental vehicles beyond the 30 provided?

a. The County currently is on a replacement plan of 4 vehicles per year. Please note, this replacement plan is subject to change.

15. Can you provide more details about the County-owned dispatch software (e.g., vendor, version, capabilities, technical support availability)?

a. The current County-owned dispatch software details:

i. Vendor: QRyde by HBSS

ii. Version: 1.24

iii. Capabilities: Dispatching, Report Generation, GPS, (Note: We are anticipating a consumer-facing application and credit card processing service in the software, details will be released as it progresses.)

iv. Technical Support: Complaint/Request Web Portal and Customer Service Line.

16. Will the County provide ongoing technical support, updates, or licenses for the dispatch software during the contract?

a. With the current software contract, technical support and software updates from the software vendor will be available to the taxi provider. Washington County currently owns the software license.

17. What specific hardware (e.g., tablets, radios) will be provided by the County, and what is the bidder expected to provide?

a. Please refer to section 6.12 of the RFP for the responsibilities of the offeror.

18. Is there a preferred vendor or system for the required phone call recording system, or is that left to the bidder?

a. A phone call recording system and record retention is the responsibility of the offeror.

19. Are there any unionized positions or labor agreements in place with the current staff?

a. No.

20. Are there minimum wage or benefit requirements beyond federal and state laws?

a. No.

21. Will the County provide any specific training or certifications to contractor staff (e.g., ADA training, fuel site training), or is the contractor solely responsible?

a. Please refer to section 6.14 of the RFP for the responsibilities of the offeror.

22. Can you provide the current fare structure for riders, including discounts and subsidies for medical foundation trips?

a. Attached is Appendix W, a document entailing the current fare structure.

23. Are all fares collected retained by the contractor and deducted from the monthly invoice as described?

a. Standard and Hospital fares detailed in Attached is Appendix V, a ridership report broken down by year and month will be retained by the contractor and deducted from the monthly invoice as described.

24. What were the total fares collected in the last full year of operations?

a. $231,480.50 in fares was directly collected by the provider in 2024.

25. Beyond the fueling station at 900 Lang Street, is there any other County-provided facility space for the contractor’s use?

a. No.

26. Is there a limit on the amount of fuel available to the contractor at the County facility, or is it fully covered?

a. Fuel for the Shared Ride Taxi fleet is provided by Washington County through its internal fueling system, and is considered a County-covered expense. While there is no fixed gallon limit per se, fuel usage is monitored closely as part of the County’s overall fuel budget and overhead recovery process.

Offerors are expected to operate vehicles efficiently, minimize unnecessary idling, and adhere to sound fuel management practices. Excessive or wasteful fuel usage may be reviewed and addressed as part of contract oversight.

27. Does the contractor have any responsibility for maintaining the County’s fueling infrastructure?

a. The contractor is not responsible for maintaining Washington County’s fueling infrastructure.

However, drivers are required to follow all established rules and procedures when using the County’s fuel island. Please note that video surveillance is in place at each pump, and fuel usage is monitored.

28. Will the County consider negotiated changes to the insurance requirements if appropriate coverage is demonstrated?

a. No, the listed insurance requirements in Section 6.15 are the minimum County requirements for this service.

29. What is the expected timeline for final award and transition to the new contractor, if a change occurs?

a. Please refer to RFP section 3.0 for the Proposal Schedule, and section 6.27 for End of Contract

Transition.

30. Will the County consider alternative pricing models (e.g., per trip, fixed monthly) or only the hourly rate specified?

a. The agency will not consider alternative pricing models. Please see section 11.14.

31. Are there any anticipated changes to the service area, hours of operation, or service standards during the upcoming contract term?

a. No.

32. Will the County provide marketing materials, or is the contractor expected to handle rider outreach beyond phone directory listings?

a. Please refer to Section 6.21 Promotion and Publicity.

33. Is there a limit to the number of vehicles that can be branded with the contractor’s company name/logo, or must all remain neutral?

a. All must remain neutral. As stated in Section 6.13_B, “Washington County Transit Services (WCTS) is seeking an Advertising Contractor (AC) to sell advertisements on the outside of Transit vehicles and provide payment to WCTS for a portion of the revenue generated from these activities. All advertisements and other items affixed to WCTS vehicles by the AC shall not interfere with the normal operation, safety, or routine maintenance of said vehicles. Installation and removal of advertising signs performed at a WCTS facility must be completed Monday – Friday during hours approved by the Shared Ride Taxi Operations Manager. Currently there is no Advertising Contract nor advertisements on WCTS vehicles.”

34. The RFP states that all personnel providing services must be employees of the contractor. Would the County consider allowing independent contractors (ICs) to serve as drivers, provided they meet all training, background check, and DOT drug and alcohol testing requirements? If not permitted as primary drivers, would the County allow ICs to be utilized as back-up or supplemental drivers to cover peak periods or emergencies, as long as they fully comply with all program requirements?

a. All operators must be employees.

35. Under 6.19 Record Requirements, does all the required information (that the contractor must maintain & provide to the Municipality monthly) pull through the required dispatch software that is provided by Washington County? Does the dispatch software also provide all the details for the required Monthly Report shown in Appendix P?

a. Listed items under the monthly report requirements in 6.19, a-d, are pulled through the dispatch software provided by the County.

b. The dispatch software provides the data for all report categories in Appendix P, except for: ‘Revenue & Hours’, ‘Fuel’, and ‘Maintenance’.

36. Would the County consider any value-added services?

a. Please see section 7.28 for Additional Relevant Information.

I _______________________________________, as an authorized representative of

_______________________________________ have received this Addendum #2 for RFP #TRAN25-14 and fully understand and will comply with all the information contained within this Notice.

Signed: _________________________________________ Date: ___________________________

APPENDIX V

RECENT RIDERSHIP BY YEAR AND MONTH

APPENDIX W

CURRENT FARE RATES

1. STANDARD FARES

a. SRT fares shall be as follows beginning at 12:01 AM on January 1, 2024

* Fares shown below are per one-way trip.

Elderly/Disabled Adult Student

5.0 miles or less $3.00 $10.00 $4.00

5.1 to 10.0 miles $4.00 $15.00 $5.00

10.1 to 15.0 miles $5.00 $20.00 $7.00

15.1 to 20.0 miles $6.00 $25.00 $8.00 Over 20.0 miles $7.00 $30.00 $9.00

i. Adults are any persons age 18 – 59 years.

ii. Students are age five (5) years through high school.

iii. Elderly are those age 60 and over. Disabled are of all ages.

iv. Children age 4 and under will ride free.

v. Children 12 and under must be accompanied by a responsible adult.

vi. A care giver, attendant, or family member needed by an elderly/disabled passenger will be charged the same fare for the elderly/disabled.

vii. A $3.00 surcharge for trips beginning in Washington County and ending in Ozaukee.

viii. Discounted Punch Cards: $20.00 (Value of $23.00), and $60.00 (Value of $70.00)

ix. Punch cards can be purchased from the SRT driver and from the SRT dispatch office. Currently only cash or check are accepted as payment for the SRT.

2. HOSPITAL FARES

a. Aurora

i. Washington County will provide, through its Shared Ride Taxi Service, accessible transportation for individuals to: Aurora Medical Center-

Hartford, Adult Day Services-Hartford, Aurora Rehabilitation Centers- Hartford and Slinger, Aurora Ambulatory Care Center-Hartford, Aurora Health Centers in Hartford and Slinger, Aurora Cancer Center in Germantown and Fresenius Kidney Care in Slinger.

ii. The Provider shall collect from Hospital customers $2.00 per one way trip for trips with an origin or destination at said facilities, unless the customer presents a Hospital issued voucher, in which case the Provider will collect the voucher only and provide a copy to the County.

b. Froedtert

i. Washington County will provide, through its Shared Ride Taxi Service, accessible transportation for Washington County residents to: Froedtert West Bend Hospital, Town of Polk, Washington County.

ii. The Provider shall collect from Hospital customers the standard fare per one way trip for trips with an origin or destination at said facilities, unless the customer presents a Hospital issued voucher, in which case the Provider will collect the voucher only and provide a copy to the County

3. AGENCY FARES

a. Purchased by State and Federal programs through the Washington County Transit

Manager. All rider questions regarding agency fares can be directed to the Transit Manager.

b. Single and 10-punch card options.

i. Single-punch card for in-county trip

ii. 10-punch for in-county trip

iii. Single-punch card for Cross County trip (Trips into Ozaukee County)

iv. 10-punch card for Cross County trip (Trips into Ozaukee County)

c. Agency recipients have the option to have their tickets mailed or hand delivered on their next scheduled trip by the taxi driver.