Shared-Ride Taxi RFP_Ozaukee_FINAL 9-21-2017.pdf

RFP NO: _____2017-002_______________

Shared Ride Taxi Procurement 9/21/2017

INFORMATION TO

OFFERORS

COVER

SHEET

SOLICITATION NUMBER: ____2017-002____________________

THE ENCLOSED SOLICITATION COVERS THE PERIOD:

January 1, 2018 THRU December 31, 2022

ISSUING ENTITY: Ozaukee County Transit Services

PO Box 994

741 West Oakland Avenue

Port Washington, WI 53074

CONTACT INFORMATION FOR PROCUREMENT ADMINISTRATOR:

Jason Wittek jwittek@co.ozaukee.wi.us

(262) 284-8108 or (262) 284-8324

SHARED-RIDE TAXI SERVICE TO BE PURCHASED:

Shared-Ride Taxi Service within Ozaukee County

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

(262) 284-8108 & (262) 284-8324

ADDRESS: Ozaukee County Transit Services

RFP NO: ____________________

Updated 9/21/2017 2

REQUEST FOR PROPOSALS

TO PROVIDE SHARED-RIDE TAXI SERVICES

IN THE County of Ozaukee

Issued by

Ozaukee County Transit Services

Issue Date

September 21, 2017

Proposals must be submitted no later than 1:00PM

October 19, 2017

LATE PROPOSALS WILL BE REJECTED

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

Submitting the proposal:

Identify the outside of the proposal as “RFP Shared Ride Taxi.” 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.”

Offerors must submit, in a sealed package, One Original (identified as such) AND _3___ copies of all materials required for acceptance of their proposal on or before __1:00____ PM, _____October 19__________, 2017__ to the following address:

Ozaukee County Transit Services

Updated 9/21/2017 3

INDEX

Section Page

PART I GENERAL INFORMATION 5

General Description 5

Federal Participation 5

Contractor Selection 5

Contract Term 5

Completeness and Validity of Offers 6

Correspondence Related to the Solicitation 6

Minimum Qualifications 6

PART II PRE-PROPOSAL CONFERENCE 6

PART III PROPOSAL SCHEDULE 7

PART IV GENERAL PROPOSAL SUBMISSION REQUIREMENTS 7

PART V SPECIFIC PROPOSAL SUBMISSION REQUIREMENTS 8

Proposal Format 8

Proposal Content 8

PART VI EVALUATION AND AWARD PROCESS 19

Evaluation Committee 19

Preliminary Evaluation 19

Right to Reject Proposals 19

Scoring of Technical Proposals 19

Additional Factor for Proposal Consideration 19

Final Evaluation 20

Evaluation Summary 20

Evaluation Factors 20

Adjectival Ratings 20

Rating Descriptions 21

Pricing Component 21

Sample Scoring Scenario 22

Contract Award 22

Notification of Intent to Award 23

Appeals Process 23

PART VII STATEMENT OF WORK 24

1.0 General Contractor Requirements 24

2.0 Specific Service Requirements 24

Updated 9/21/2017 4

2.1 Contract Period 24

2.2 Service Area 24

2.3 Shared-Ride 25

2.4 Service Standards 25

2.5 Hours of Service 25

2.6 Service Levels/Number of Vehicles/Drivers Required 25

2.7 Weekly Estimated Total Hours 26

2.8 Pricing - Hourly Rate, Fare Rate Structure, and Other Charges 26

2.9 Available Vehicles 29

2.10 Reservation Services/Radio Communications/Radio Equipment 29

2.11 Maintenance of Leased Equipment 30

2.12 Contracted Personnel - Selection and Training 30

2.13 Insurance 31

2.14 Licensing 32

2.15 Collected Revenues 32

2.16 Basis of Payment 32

2.17 Records 32

2.18 Complaints 33

2.19 Promotion and Publicity 34

2.20 Contract Award Document 34

2.21 Contract Administration 35

2.22 Continuation of Service (Option Years) 35

2.23 Assignment or Transfer 36

2.24 Termination of Agreement 36

2.25 End of Contract Transition 36

2.26 Municipality’s Special Requirements 36

Appendix A - Pricing Proposal

Appendix B - Standard Terms and Conditions (Request For Bids / Proposals), DOA 3054

Appendix C - Supplemental Terms and Conditions - Procurements for Services, DOA 3681

Appendix D - Federal Clauses and Certifications

Updated 9/21/2017 5

PART I - GENERAL INFORMATION

A. General Description. Qualified contractors are being sought to provide shared-ride taxi services in the specified service area and under the conditions set forth herein. The service requested will be a door-to-door, demand-responsive, advanced reservation, shared-ride taxi service that is made available to the general public.

1. 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.

2. County owned vehicles and radio equipment are made available through a lease arrangement. Other required services include telephone communications with users, dispatching, driving, and maintenance of mobile data computers (tablets) only (vehicle maintenance done by Ozaukee County), and record keeping.

B. 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.

C. Contractor Selection. The Municipality 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, and operations plan.

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), experience with

RouteMatch dispatching software, 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.

D. Contract Term. One contract will be awarded which will cover the period January 1, 2018 through December 31, 2022. 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.

Updated 9/21/2017 6

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. Experiencing 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 Ozaukee County

Transit Services provided office at 741 West Oakland Avenue in Port Washington, staffed at minimum 5am to 10pm Weekdays and 8:30am to 10pm Saturdays, and 8am to 6pm Sundays, with Offerror provided computers and ability to use County provided radio communications system between the dispatch office and vehicle operators.

3. At least three (3) years prior organizational history in the ground transportation service industry providing on-demand, scheduled, or reservation-based services.

4. Experience using database software that tracks ridership and revenue activity and provides reports for such data which can be used for current and historical data purposes. County currently provides RouteMatch software, and experience with

RouteMatch preferred.

PART II - PRE-PROPOSAL CONFERENCE

A. No Pre-proposal conference will be held.

Updated 9/21/2017 7

PART III - PROPOSAL SCHEDULE

A. Ozaukee County Transit Services 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:

__9/21, 2017__ Issue Request for Proposals (RFP)

__10/5, 2017__ Due date for submitting questions

__10/10, 2017__ Issue written response to questions

__10/19, 2017__ Due date for submitting proposals

__10/15, 2015__ Proposal evaluation starts

__TBD_, 2015__ Oral presentations, if needed (1 hour each)

__TBD_, 2015__ Call for Best and Final Offers (if needed)

__TBD,_ 2015__ Due date for submitting Best and Final Offers (if needed)

_ 10/24-11/7, 2017__ Final evaluation of offers

_ 11/16, 2017__ Final approvals for award

__11/17, 2017__ Issue “Notice to Proceed”

January 1, 2016 Start-up and first day of service

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. 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.

D. 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

Updated 9/21/2017 8 pricing sheet should not be modified or altered to present different or additional information than what the form is asking for.

E. 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 duration of the contract.

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, and accompanied by a cover letter on the Offeror’s letterhead.

Offerors must organize their proposals so that they address each of the elements stated below in this Part V, Paragraph B, in the same order as listed in therein.

2. In addition, one (1) electronic copy of the Offeror’s proposal must be submitted on a

USB flash drive in a 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. Information Pertinent to the Offeror and Offeror’s Proposal. The proposal must include the following information:

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

b. 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.).

Updated 9/21/2017 9

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

d. 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.

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

f. 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.

g. Service Background. Provide information for transportation services which the

Offeror currently provides under other contracts or service agreements. Use the following format:

h. Service History/

i. 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) _____________________ ______________________ _______________

Avg. No. of

Vehicles Operating

Per Month

Primary Area Being

Served:

Length of Current

Operation:

From / To

Updated 9/21/2017 10

(2) _____________________ ______________________ _______________

(3) _____________________ ______________________ _______________

(4) _____________________ ______________________ _______________

(5) _____________________ ______________________ _______________

j. 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 Municipality and its prior approval.

k. 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

Municipality must be notified in the event of changes in volunteer staff otherwise dedicated to a contract awarded under this solicitation.

l. Paid Staff. Specifically discuss or describe:

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

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

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

m. Drug and Alcohol Testing.

i. The successful Offeror shall comply with the following Federal substance abuse regulations:

A. Drug-Free Workplace. U.S. DOT regulations, “Drug-Free

Workplace Requirements (Grants),” 49 C.F.R. Part 29, Subpart F, as modified by 41 U.S.C. §§ 702 et seq. Also, “Procedures for

Transportation Workplace Drug and Alcohol Testing Programs,”

49 CFR Part 40.

B. Alcohol Misuse and Prohibited Drug Use. FTA regulations, “Prevention of Alcohol Misuse and Prohibited Drug Use in Transit

Updated 9/21/2017 11

Operations,” 49 CFR Part 655 as amended, to the extent applicable.

ii. The successful Offeror shall participate in a drug and alcohol testing consortium that’s an approved Third Party Administrator that complies with 49 CFR Part 655, as amended. Additionally, the successful Offeror shall provide documentation necessary to establish its compliance with

Part 655, as amended, and 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.

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

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).

n. Training. The proposal must:

i. Describe the driver training program to be used to insure that the driver duties and responsibilities under any resultant contract remain in compliance with contract all requirements.

ii. Describe corporate policies on the personnel use of communications equipment.

iii. Describe dispatcher training which will be provided to ensure contract compliance.

iv. Attach a copy of the corporate/contract training plan if one is available.

Updated 9/21/2017 12

o. Financial Capability.

i. 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.

ii. 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.

p. Vehicle and Fleet Management Capabilities.

i. 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.):

Updated 9/21/2017 13

ii. 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 Telephone Lines: _____________

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

q. Fleet Description. Describe your experience operating the following types of vehicles which will be made available by the County for the proposed contract ser-vices. Ozaukee County provides all gasoline fuel; replaces four to seven vehicles annually; and currently owns the following twenty-six taxi vehicles:

of

Vehicle I.D.# Year Make Type

Fuel

ADA Capacity

1 128 2010 FORD Starcraft UNL YES 4A/2WC

2 129 2010 FORD Starcraft UNL YES 4A/2WC

3 130 2011 FORD Starcraft UNL YES 12A/2WC

4 131 2011 FORD Starcraft UNL YES 12A/2WC

5 132 2011 FORD Starcraft UNL YES 12A/2WC

6 133 2011 FORD Startrans UNL YES 6A/1WC

7 134 2012 FORD METROLITE UNL YES 8A/2+2WC

8 135 2012 FORD METROLITE UNL YES 8A/2+2WC

9 136 2014 Dodge Caravan UNL NO 6

10 137 2014 Dodge Caravan UNL NO 6

11 138 2014 Dodge Caravan UNL NO 6

Updated 9/21/2017 14

12 139 2014 Dodge ADA-Cara UNL YES 4/1WC

13 140 2014 Dodge ADA-Cara UNL YES 4/1WC

14 141 2015 Ford METROLITE UNL YES 4A/2WC

15 142 2015 FORD METROLITE UNL YES 4A/2WC

16 143 2015 FORD METROLITE UNL YES 4A/2WC

17 144 2015 Toyota Prius UNL NO 4AMB

18 145 2015 Toyota Prius UNL NO 4AMB

19 146 2015 Toyota Prus UNL NO 4AMB

20 147 2016 Toyota Prius UNL NO 4AMB

21 148 2016 Toyota Prius UNL NO 4AMB

22 149 2016 Toyota Prius UNL NO 4AMB

23 150 2016 Dodge ADA-Cara UNL Yes 3/1WC

24 151 2017 FORD Starcraft UNL Yes 8am/6amb-

2wc

25 152 2017 FORD Starcraft UNL Yes 8am/6amb-

2wc

26 153 2017 FORD Starcraft UNL Yes 8am/6amb-

2wc

r. 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) _______________________________ ______________________________

Updated 9/21/2017 15

(3) _______________________________ ______________________________

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

s. Record-Keeping. Briefly describe the Offeror’s record-keeping capabilities as they relate to the provision of shared-ride taxi service (if not already noted elsewhere in this proposal):

t. Provide any additional information which the Offeror believes may be relevant to the evaluation of the Offeror’s qualifications. Do not use this area unless necessary.

Areas may include but are not limited to: general experience in transportation

Updated 9/21/2017 16 service delivery, experience and background to provide the requested services, familiarity with the service area, dispatcher experience and qualifications, specific experience in shared-ride taxi service, qualifications and experience of key project personnel, driver qualifications, drug and alcohol control program, financial stability, fleet management capability, vehicle dispatching capability, record keeping, capability and experience, how proposed price represents fair market value for the services requested, etc.

3. Operations Plan.

a. Fleet.

i. Re-state your experience with a similar provided vehicle fleet. Detail how the Offeror plans to use and schedule provided vehicles to provide service that meets the Contract’s scheduled service standards seven days a week.

b. Operations and Reporting.

Updated 9/21/2017 17

i. Describe the Offeror’s plans to collect and account for revenue, and provide secure procedures for handling cash and credit card transactions.

ii. Describe the Offeror’s means of communication between the vehicle drivers and the dispatchers to monitor operations. Elaborate on any experience using Global Positioning System (or equivalent) that monitors the location of the Offeror’s fleet. All vehicles provided currently have

GPS automatic vehicle locators, and Tablet mobile data computers for driver’s use. Describe any driver experience using on-board mobile data computer mapping and manifest technology. Describe your experience with RouteMatch dispatching software, or how you would become competent with RouteMatch to provide service in this RFP.

iii. Describe the Offeror’s plan for maintaining safe loading and unloading operations curbside.

iv. Describe the Offeror’s procedures for reporting activity to the

Municipality, including summaries of all trips, ridership, and revenue by day and on a cumulative monthly basis.

v. Describe the Offeror’s protocol for addressing customer complaints and reporting these complaints and any subsequent remedial action to the

Municipality.

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

Updated 9/21/2017 18

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 may not contact

Offerors directly but may request an interview with the Offerors if an interview process is deemed necessary. 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 make adjustments to 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 was 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.

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, and operations plan.

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

Updated 9/21/2017 19 leasing or financing agreements, personnel (key personnel, dispatchers, drivers, etc), fleet management experience , 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.

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.

Updated 9/21/2017 20

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). 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 1.9 percent, even though prices for the option years will ultimately be adjusted by the then-current contract year CPI-U-June, as reported by the US Department of Labor – Bureau of Labor & Statistics for the prior 12 months, for the for the following contract year. For example:

Base Year 1 Hourly Service Rate (HSR) $24.00

Base Year 2 Hourly Service Rate (HSR) $24.00

HSR Option Year 1 (Contract Year 3) $24.46 ($24.00 x 1.019)

HSR Option Year 2 (Contract Year 4) $24.92 ($24.02 x 1.019)

HSR Option Year 3 (Contract Year 5) $25.39 ($24.02 x 1.019)

Total HSR for All Contract Years $122.77

Average Contract HSR $24.55

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

Updated 9/21/2017 21

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

H. 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 oral presentations. BEFORE pricing proposals are opened, Offerors will be provided with a list of questions or issues concerning their proposals which require explanation or clarification and scheduled for oral presentations to address such issues concerning their proposals. Oral presentations are for explanation or clarification purposes only and Offerors will not be permitted to revise their proposals. Presentations will NOT be scored. After such presentations, the

Administrator/Chair will open and evaluate the attendant pricing proposals to determine the apparent successful Offeror; OR

iii. Schedule negotiations. The Municipality 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 making a determination of the apparent successful Offeror.

I. 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.

J. Appeals Process.

Updated 9/21/2017 22

a. Non-construction contracts. 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. 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. Upon such valid notification, the Transit Superintendent shall place the award on hold until such time as the protest is resolved.

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, 410 S

Spring St, 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. 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. 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. 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. 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 WORK

Ozaukee County (hereinafter referred to as Municipality or County), is soliciting proposals from firms (also may be referred to as Offeror or Contractor) to provide subsidized shared-ride taxicab service.

1.0 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:

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

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

Updated 9/21/2017 23

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

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

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

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

2.0 Specific Service Requirements.

2.1 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.

2.1.1 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 Municipality 90 calendar days prior to expiration of the initial and/or succeeding contract option period(s).

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

Also see paragraph 2.22 titled Continuation of Service.

2.2 Service Area. Service shall be provided within the County of Ozaukee, including both sides of the County boundary, and provide service transfer point with

Washington County in Newberg less than one mile over the eastern Ozaukee County border, and to select Milwaukee County bus stops, less than one mile over the southern Ozaukee County border.

2.3 Shared-Ride. The service will be provided on a shared-ride basis. This means that vehicles may be routed to pick-up or drop-off passengers enroute to merge with other passenger’s origins or destinations so as to allow a greater number of passengers to be serviced with available vehicles.

2.4 Service Standards. The Municipality has established service goals for this project as follows:

2.4.1 The passenger pick-up window should be less than 30 minutes from the time set between the passenger and dispatch. The Municipality should be advised when there are problems meeting the passenger response time requirement.

Updated 9/21/2017 24

2.4.2 Drivers will assist in loading and unloading of elderly or disabled passengers, and shall assist in carrying their parcels or personal effects between the vehicle and the entrance to the business or home.

2.5 Hours of Service - Table 1

The shared-ride service is anticipated to operate under the following schedule:

Monday _5:00____ AM to _10:00____ PM

Tuesday _5:00____ AM to _10:00____ PM

Wednesday _5:00____ AM to _10:00____ PM

Thursday _5:00____ AM to _10:00____ PM

Friday _5:00____ AM to _10:00____ PM

Saturday _8:30____ AM to _10:00____ PM

Sunday _8:00____ AM to __6:00____ PM

2.6 Service Levels/Number of Vehicles/Drivers Required - Table 2

The following Table indicates the typical weekly service levels by showing the target number of vehicles with drivers that are required for all or part of the hourly period of operation shown.

Refer back to Hours of Service shown in Table 1 above for exact start or stop times.

Updated 9/21/2017 25

Weekly Service Levels / Number of Vehicles / Drivers Required

Weekly Service (Non-Summer) 190 Days per Year

Weekly Service (Summer) 66 Days per Year

Mon Tues Wed Thurs Fri Sat Sun

12:00 AM

1:00 AM

2:00 AM

3:00 AM

4:00 AM

5:00 AM 3 3 3 3 3 3

6:00 AM 8 8 8 8 8 3

7:00 AM 14 14 14 14 14 3

8:00 AM 16 16 16 16 16 8 5

9:00 AM 17 17 17 17 17 8 5

10:00 AM 19 19 19 19 19 8 5

11:00 AM 16 16 16 16 16 8 5

12:00 PM 18 18 18 18 18 8 3

1:00 PM 16 16 16 16 16 8 2

2:00 PM 18 18 18 18 18 8 2

3:00 PM 15 15 15 15 15 7 2

4:00 PM 11 11 11 11 11 7 2

5:00 PM 9 9 9 9 9 7 2

6:00 PM 6 6 6 6 6 3

7:00 PM 6 6 6 6 6 3

8:00 PM 6 6 6 6 6 3

9:00 PM

10:00 PM

11:00 PM

Mon Tues Wed Thurs Fri Sat Sun

12:00 AM

1:00 AM

2:00 AM

3:00 AM

4:00 AM

5:00 AM 3 3 3 3 3 3

6:00 AM 6 6 6 6 6 3

7:00 AM 9 9 9 9 9 3

8:00 AM 12 12 12 12 12 8 5

9:00 AM 13 13 13 13 13 8 5

10:00 AM 17 17 17 17 17 8 5

11:00 AM 17 17 17 17 17 8 5

12:00 PM 17 17 17 17 17 8 3

1:00 PM 17 17 17 17 17 8 2

2:00 PM 15 15 15 15 15 8 2

3:00 PM 18 18 18 18 18 7 2

4:00 PM 18 18 18 18 18 7 2

5:00 PM 14 14 14 14 14 7 2

6:00 PM 8 8 8 8 8 3 3

7:00 PM 8 8 8 8 8 3

Updated 9/21/2017 26

2.7 Weekly Estimated Total Hours.

2.7.1 The average “total weekly-scheduled vehicle / driver hours” is1,078 hours.

Hours are derived and based upon the data provided in Table 1 and Table 2 and are typical, not exact(but adjusted by contractor as actual rider scheduling dictates), but showing the anticipated needs of the service area at the time of this solicitation. In 2017, ridership is currently projected at approximately 118,000 riders. Total estimated billed hourly service hours for

2018 is 59,500. Billed hourly service hours are based on driver pay hours minus pre-trip hours.

2.7.2 The total weekly schedule does not account for holidays or special events that could vary hours in these occurrences. The Contractor, with approval by the county, or the county in consultation with the Contractor may vary service hours as necessary to meet varying service needs or annual budgetary constraints. It should be anticipated that any changes should remain reasonably relative to the original estimated scope of hours originally outlined in this RFP.

8:00 PM 8 8 8 8 8 3

9:00 PM 3 3 3 3 3 3

10:00 PM

11:00 PM

Updated 9/21/2017 27

2.8 Pricing - Hourly Rate, Fare Rate Structure, and Other Charges. The following fares shall be charged by the Contractor during the contract period:

2.8.1 All fare levels are set and governed by the Municipality in all instances.

In the event that the Contractor becomes aware of riders who are under other human service programs (such as Family Care or IRIS) that offer or present a different fare rate structure, the Municipality shall be immediately notified. Currently, the Municipality has an Agency Rate for agencies that buy bulk passenger fare on behalf of their clients which are purchased directly from the Municipality. IRIS participants purchase standard $20 punch cards, and those purchases will be handled by the

Contractor in this contract.

2.8.2 The Contractor will not act upon or improvise the existing contract Fare

Rate Structure unless the Municipality expresses in writing other rates to be acceptable to use.

2.8.3 The municipality shall work with the provider and/or contractor to honor all tickets for fares sold. If tickets for fares are being sold, they must be

Updated 9/21/2017 28 tracked. All revenues collected shall be reported on invoices coinciding within the period they were collected.

2.9 Available Vehicles.

2.9.1 No Contractor vehicles are desired, and the number of vehicles provided by the Municipality will be as follows:

The Municipality currently has 3 mini-vans, 6 sedans and 17 accessible vehicles (14 handicap mini-buses, 3 handicap vans) which may be leased to the Contractor at the rate of $1 per vehicle per year.

2.9.2 Any changes during the contract period involving the minimum number of vehicles required to be provided by the Contractor, or changes to the number of vehicles a Municipality provides may be subject to a negotiated change in the hourly rate of service.

2.10 Reservation Services/Radio Communications/Radio Equipment

2.10.1 The Contractor shall be responsible for dispatching vehicles. Request for service by the general public may be made upon demand or 24 hours in advance for guaranteed ride service. Many riders are also permitted to schedule subscription service on an on-going basis. All radio communications must be compliant with FCC “narrowbanding” requirements.

2.10.2 The Contractor must provide phone reservation service, including access to a

TDD (Telecommunication Device for the Deaf) system during the hours of service. The TDD system must be compliant with the ADA regulations.

The Contractor must also make available to the city and the Wisconsin

Department of Transportation the e-mail address and telephone number to contact the administration of the Contractor.

2.10.3 The Municipality may lease _26___ mobile radios and a base station for

$_1______ per year to the Contractor to be used only for the contracted service. See section 2.11 Responsibility for maintenance of leased equipment will be addressed in a separate equipment lease agreement.

2.10.4 If the Municipality cannot provide the necessary communication equipment, the Contractor is responsible for providing the suitable types of equipment to perform the required communication services of this solicitation.

Updated 9/21/2017 29

2.11 Maintenance of Leased Equipment

2.11.1 General Requirements. The Contractor is responsible for the proper care and preventive maintenance of all leased mobile tablet equipment, but not vehicles or radios. All Municipality-leased equipment shall be used solely for providing the contracted services.

2.11.1.1 Any necessary repairs to the equipment during the contract period shall be the responsibility of the Contractor. The Contractor shall keep records of all preventative and repair maintenance for leased equipment.

2.11.1.2 Any…