Schedule A_Statement of Work_ Operating Contract FY19.docx

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STATE OF MICHIGAN

Request For Proposal

INTERCITY BUS PROGRAM

Michigan’s Lower & Upper Peninsula Intercity Bus Service

SCHEDULE A

STATEMENT OF WORK

CONTRACT ACTIVITIES

This schedule identifies the anticipated requirements of any Contract resulting from this RFP. The term “Contractor” in this document refers to a bidder responding to this RFP.

The Contractor must respond to each requirement or question and explain how it will fulfill each requirement. Attach any supplemental information and appropriately reference within your response.

BACKGROUND

Intercity Bus operations provide connections for Michigan's rural population to urban centers and the national transportation network. The overall goal of this operating contract is to provide daily intercity bus service using state funded vehicles to connect residents and communities in the upper and lower peninsulas of Michigan. MDOT's Intercity Bus Program provides support to the contractor for the routes described in this RFP. Contract funding will be comprised of Federal Transit Administration (FTA) Section 5311(f) funds and Michigan Comprehensive Transportation funds. The proposer must conform to all FTA reporting and certification requirements. The Proposer must adhere to the provisions in current Contract Clauses.

SCOPE

This RFP is to secure a contractor(s) to provide daily intercity bus service using state funded vehicles to connect residents and communities in the upper and lower peninsulas of Michigan for the following routes:

1.) Sleeping Bear: Grand Rapids, Michigan to St Ignace, Michigan 2.) Straits: East Lansing, Michigan to St Ignace, Michigan 3.) Huron: Bay City, Michigan to St. Ignace, Michigan 4.) Hiawatha: St. Ignace, Michigan to Ironwood, Michigan 5.) Superior: Hancock, Michigan to Escanaba, Michigan

The service must also connect to the national bus system as well as other transportation modes where practical.

The contract(s) will be firm, fixed pricing.

State funded vehicles will be used for the provision of this service, the state application requirements to secure the needed vehicles must be met.

http://www.michigan.gov/mdot/0,4616,7-151-9625_21607_25913---,00.html Contract funding will be comprised of Federal Transit Administration (FTA) Section 5311(f) funds and Michigan Comprehensive Transportation funds. The proposer must conform to all FTA reporting and certification requirements. The Proposer must adhere to the provisions in current Contract Clauses. The Proposer must sign and return with its Proposal, the attached Contract Clauses Certification (Exhibit D).

REQUIREMENTS

EQUIPMENT WARRANTY:

The Contractor is responsible under the Contract for maintaining equipment/system(s), Contractor must maintain the equipment/system(s) in good operating condition and must undertake all repairs and preventive maintenance according to the applicable manufacturer's recommendations for the period specified in the Contract.

Within ten (10) business days of notification from the State, the Contractor must adjust, repair or replace all equipment that is defective or not performing in compliance with the Contract. The Contractor must assume all costs for replacing parts or units and their installation including transportation and delivery fees, if any.

The Contractor must return to the State any State-furnished equipment, facilities, and other resources when no longer required for the Contract in the same condition as when provided by the State, reasonable wear and tear excepted.

MDOT will have final approval of the route(s), scheduled times of service, and the communities served. MDOT reserves the right to reject any or all proposals submitted as identified on the Cost Proposal. During the term of the contract, MDOT reserves the right to cease, modify or adjust any contracted route with the contractor’s consent. MDOT may conduct a pre-award evaluation to ensure that the selected proposer has adequate facilities, equipment, staff, and financial capability to provide the proposed services. MDOT may also perform a compliance review regarding safety, maintenance, and driver qualifications.

CONTRACT PAYMENT SCHEDULE

Payments for contracted services entered as a result of this RFP will be made monthly upon receipt of the contractors billing. Payment will be based on a monthly fixed price regardless of contractor cost, ridership or unredeemed ticket sales.

TICKETING AND SCHEDULES

Upon award of a contract, the proposer is responsible for securing ticketing agents. Locations selected should provide safety, security, shelter, heat, light, telephones, and parking, where possible. Locations may include, but are not limited to, public buildings, park and ride lots, and private businesses. The proposer must ensure that the locations of the ticketing agents are ADA compliant. The proposer shall work with MDOT once the contract(s) are awarded to improve location where ADA accessibility is not currently possible. The contract shall provide an on-line ticketing system that provides the ability to purchase tickets for travel to points in and out of Michigan.

The contractor is also responsible for creation and distribution of a schedule that includes passenger pick-up points and times. The schedule, in the form of a brochure or via web should be made available to MDOT, ticket agents, local transit agencies, and the general public, including people with disabilities and the elderly.

In the event that multiple contractors are selected to provide the service, coordination of schedules is required to ensure passengers can make needed connections to reach destination points. MDOT is requiring a wait time for passengers transferring between routes of no more than two (2) hour as detailed in the route schedule.

To ensure nationwide access to this service, interline agreements with all other connecting interline Carriers at gateway connecting points is required. This can be accomplished through individual connecting Carrier agreements or by becoming a member of the National Bus Traffic Association.

SIGNAGE

MDOT is responsible for directional signs along state-maintained trunk lines, freeways and roads. Additional signage of any form is the responsibility of the contractor and is subject to the final approval of MDOT and local units of government, prior to installation.

VEHICLES AND MAINTENANCE

Vehicles will be funded and must be used exclusively for scheduled regular route service and shall originate at or be destined to points within the state of Michigan. Round-trip service to points outside of Michigan requires MDOT approval and shall be completed within 24 hours after leaving the state. Improper use of state equipment may result in noncompliance and termination of the contract. All vehicles shall be lift equipped. All vehicles must be maintained in compliance with all applicable federal and state laws and regulations, as well as the manufacturer’s maintenance schedule.

State funded vehicles and substitute contractor vehicles used for the service are subject to inspection. The contractor is responsible for repairing and/or replacing any unsatisfactory items reported in an inspection within ten (10) days of written notice from the department. In the event that repairs result in vehicle(s) being taken out of service, substitute lift equipped, and ADA compliant vehicles must be available to perform the daily scheduled routes.

All vehicles utilized in the operation of this service are to be maintained at a level of cleanliness that is indicative of a professional transportation organization. Vehicles will be inspected periodically by MDOT or its representatives to ensure an acceptable level of cleanliness.

The proposer must adequately maintain the vehicles identified as state funded to meet federal and state safety laws, as well as the manufacturer’s maintenance schedule. The contractor may use the contractor maintenance facility or subcontract with a maintenance provider.

The contractor agrees to provide to those individuals with disabilities, accessible service pursuant to the Americans with Disabilities Act (ADA) 49 CFR Part 37. All state funded vehicles are to be lift equipped and meet the Americans with Disabilities Act (ADA) requirements. If for operational reasons the proposer must temporarily substitute its own vehicle(s), the substituted vehicles must meet ADA standards.

If a vehicle experiences a mechanical failure while in route, excluding unforeseeable road hazard events beyond the control of the Carrier, leaving the vehicle in an unsafe or inoperable condition, the Carrier shall assume the costs to acquire and deploy a substitute vehicle to recover passengers and continue the scheduled trip.

The Carrier will be responsible for all expenses, fees, charges, and taxes incurred in connection with licensing and registration of the state funded vehicles. The Carrier is also responsible for all expenses in connection with the use and operation of the vehicles during the term of the contract, such as fuel, oil, and maintenance.

State funded vehicles will be eligible to be replaced at the minimum useful life standard of 500,000 miles or 12 years of service and depending on funding availability.

In the event of a new carrier acquiring all the contacted routes, the incumbent shall transition six (6) of the newest motor coaches purchased or one bus per route plus one spare to the new carrier. MDOT shall determine which specific vehicles to transition. In the event of a carrier acquiring less than all five (5) routes each route will receive one motor coach. No spare will be provided for less than 5 routes.

INTERCITY BUS

FY 2017 and 2018 STATISTICS

MILES OPERATED

MILES OPERATED

RIDERSHIP

RIDERSHIP

Huron:

Bay City – St. Ignace

Sleeping bear:

Grand Rapids – Petoskey

Hiawatha:

St. Ignace – Ironwood

Superior:

Hancock - Escanaba

Straits:

Lansing – St. Ignace

INTERCITY BUS STATIONS

The awarded contractor shall hold lease agreements for the bus station in Saint Ignace with the city of St. Ignace. The lease agreement will include, but not limited to the cost of facility maintenance, upkeep, staffing and utilities, etc. If more than one carrier is awarded operating routes; the carrier with the most routes will hold the lease agreement. The station shall be utilized by other carriers operating routes in the area. Final lease agreement details will be reviewed by MDOT before approval.

SCHEDULE DESCRIPTION

Regularly scheduled daily intercity bus service between serving all intermediate points.

Sunday - Saturday (Daily Service), including Holidays

St Ignace, MI

Mackinaw City, MI

Pellston, MI

Alanson, MI

Petoskey, MI

Charlevoix, MI

Traverse City, MI

Kingsley, MI

Manton, MI

Cadillac, MI

Reed City, MI

Big Rapids, MI

Stanwood, MI

Morley, MI

Howard City, MI

Cedar Springs, MI

Rockford, MI

Grand Rapids, MI

Kinross, MI

Sault Ste. Marie, MI

Strong’s Corners, MI

Newberry, MI

Engadine, MI

Manistique, MI

Gladstone, MI

Escanaba, MI

Powers, MI

Norway, MI

Iron Mountain, MI

Crystal Falls, MI

Iron River, MI

Watersmeet, MI

Wakefield, MI

Ironwood, MI

Hancock, MI

Houghton, MI

Baraga, MI

L’Anse, MI

Champion, MI

Ishpeming, MI

Marquette, MI

Gwinn, MI

Gladstone, MI

Escanaba, MI

East Lansing, MI

Lansing, MI

Alma, MI

Mt. Pleasant, MI

Clare, MI

Houghton Lake, MI

Grayling, MI

Gaylord, MI

Petoskey, MI

Alanson, MI

Pellston, MI

Cheboygan, MI

Mackinaw City, MI

St. Ignace, MI

St. Ignace, MI

Gaylord, MI

Alpena, MI

Alpena, MI

Ossineke, MI

Harrisville, MI

Oscoda, MI

Tawas City/East Tawas

Au Gres, MI

Omer, MI

Standish, MI

Pinconning, MI

Bay City, MI

Saginaw, MI

Flint, MI

Pontiac, MI

Southfield, MI

Detroit, MI

1. General Requirements

1.1. Transition

Reserved

1.2. Training

The Contractor must explain its training capabilities and any training that is included in its proposal. The Contractor must provide documentation and training materials.

Bidder Response to Explain in detail to These Task(s):

2. Acceptance Reserved

2.1. Acceptance, Inspection and Testing

Reserved

2.2. Final Acceptance

Reserved

3. Staffing

3.1. Contractor Representative

The Contractor must appoint (1) account manager specifically assigned to State of Michigan accounts, that will respond to State inquiries regarding the Contract Activities, answering questions related to ordering and delivery, etc. (the “Contractor Representative”).

The Contractor must notify the Contract Administrator at least 30 calendar days before removing or assigning a new Contractor Representative.

3.2. Customer Service Toll-Free Number

The Contractor must specify its toll-free number for the State to contact the Contractor Representative. The Contractor Representative must be available for calls during the hours of 8 am to 5 pm EST.

3.3. Reserved

3.4. Work Hours

The Contractor must provide Contract Activities during the State’s normal working hours Monday – Friday, 8:00 a.m. to 4:30 p.m. EST, and possible night and weekend hours depending on the requirements of the project.

3.5. Key Personnel

The Contractor must appoint one (1) individuals who will be directly responsible for the day-to-day operations of the Contract (“Key Personnel”). Key Personnel must be specifically assigned to the State account, be knowledgeable on the contractual requirements, and respond to State inquires within __2__ hours.

The State has the right to recommend and approve in writing the initial assignment, as well as any proposed reassignment or replacement, of any Key Personnel. Before assigning an individual to any Key Personnel position, Contractor will notify the State of the proposed assignment, introduce the individual to the State’s Project Manager, and provide the State with a resume and any other information about the individual reasonably requested by the State. The State reserves the right to interview the individual before granting written approval. In the event the State finds a proposed individual unacceptable, the State will provide a written explanation including reasonable detail outlining the reasons for the rejection. The State may require a 30-calendar day training period for replacement personnel.

Contractor will not remove any Key Personnel from their assigned roles on this Contract without the prior written consent of the State. The Contractor’s removal of Key Personnel without the prior written consent of the State is an unauthorized removal (“Unauthorized Removal”). An Unauthorized Removal does not include replacing Key Personnel for reasons beyond the reasonable control of Contractor, including illness, disability, leave of absence, personal emergency circumstances, resignation, or for cause termination of the Key Personnel’s employment. Any Unauthorized Removal may be considered by the State to be a material breach of this Contract, in respect of which the State may elect to terminate this Contract for cause under Termination for Cause in the Standard Terms. It is further acknowledged that an Unauthorized Removal will interfere with the timely and proper completion of this Contract, to the loss and damage of the State, and that it would be impracticable and extremely difficult to fix the actual damage sustained by the State as a result of any Unauthorized Removal. Therefore, Contractor and the State agree that in the case of any Unauthorized Removal in respect of which the State does not elect to exercise its rights under Termination for Cause, Contractor will issue to the State the corresponding credits set forth below (each, an “Unauthorized Removal Credit”): The Contractor must identify the Key Personnel, indicate where they will be physically located, describe the functions they will perform, and provide current chronological résumés.

3.6. Organizational Chart

The Contractor must provide an overall organizational chart that details staff members, by name and title, and subcontractors.

3.7. Disclosure of Subcontractors

If the Contractor intends to utilize subcontractors, the Contractor must disclose the following:

The legal business name; address; telephone number; a description of subcontractor’s organization and the services it will provide; and information concerning subcontractor’s ability to provide the Contract Activities.

The relationship of the subcontractor to the Contractor.

Whether the Contractor has a previous working experience with the subcontractor. If yes, provide the details of that previous relationship.

A complete description of the Contract Activities that will be performed or provided by the subcontractor.

3.8. Reserved

4. Reserved

4.1. Reserved

4.2. Meetings

The Contractor must attend the following meetings: Kick off meeting within 30 days of notice of the contract(s) award. The State may also request other meetings, as it deems appropriate.

4.3. Reporting

The Contractor must submit, to the Project Manager, the following written reports: Within twenty-five (25) days of the end of each month, the Carrier will provide passenger count information, miles operated, deadhead mileage and all passenger and package/freight revenue accumulated. The Carrier will also provide, electronically, information that details the number of passengers boarding and de-boarding (on/off) for each route location served. The Carrier is also responsible for notifying MDOT of service complaints from passengers, the public and/or other Carriers. The Carrier will notify the MDOT Project Manager assigned to the project of any service cancellations within eighteen (18) hours of the event causing the service cancellation. The Carrier agrees to cooperate and fulfill all reporting requirements regarding FTA Section 5311(f).

5. Reserved

5.1 Reserved

6. Invoice and Payment

6.1. Invoice Requirements

All invoices submitted to the State must include: (a) date; (b) contract #; (c) route; (d) ridership (e) Miles operated (f) monthly cost.

6.2. Payment Methods

Payments for contracted services entered into as a result of this RFP will be made monthly upon receipt of the contractors billing.

6.3 Reserved

7. Liquidated Damages Late or improper completion of the Contract Activities will cause loss and damage to the State and it would be impracticable and extremely difficult to fix the actual damage sustained by the State. Therefore, if there is late or improper completion of the Contract Activities the State is entitled to collect liquidated damages in the amount of $5,000 and an additional $100 per day for each day Contractor fails to remedy the late or improper completion of the Work.

8. Experience – Proving Intercity Bus Service Experience - Providing Intercity Bus Service - 75 points

· Minimum of two years managing or providing regular interline intercity bus route service (15)

· Ability to meet scheduled service times and destinations (15)

· Ability to coordinate with interline agreements and connections with all carriers, including knowledge of the division of interline revenues and accounting (10)

· Ability to secure ticketing agents (5)

· Experience and qualifications of personnel maintaining equipment (5)

· Ownership or access to a facility and equipment to maintain the vehicles (5)

· A system of safety controls and procedures to ensure compliance with federal and state laws and regulations regarding safety, maintenance, and driver qualifications (5)

· Ability to offer customers online ticketing services for locations in and out of Michigan and provide, in real time, online information relative to significant delays or cancellations of service (5)

· Vehicle maintenance plan (3)

· Federal motor carrier safety rating of the Carrier (pass=2 pts, optional=1 pts) (2)

· Experience and qualifications of administrative personnel (5)

9. Financial Capability Financial Capability - 25 points

· Financial ability to maintain equipment and effectively operate the service. (10)

· Demonstrated ability to purchase needed insurance (5)

· Proof that the Carrier is current with all federal and state tax obligations (5)

· Ability to cover replacement vehicles with current fleet size. (For each awarded route a minimum of three replacement vehicles =5 pts, Two replacement per route=3 pts, zero or one replacement vehicle =0 pts) (5)

10. Cost of Service / Price

· Provide a monthly fixed cost to run each route rounded to the nearest whole dollar.

Rev. 5/2016