PROPOSAL EVALUATION WORKSHEET (INDIVIDUAL) MER #14 EVALUATION FACTOR: MOBILIZATION PLAN (RATED)

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1 PROPOSER: Keolis DATE: September 13,2013 OVERALL RATING: Good NARRATIVE SUMMARY: Keolis's overall proposal on mobilization was good and responsive to the requirements in the Request for Proposals. It was particularly strong in three areas: employee hiring plans; the schedule for delivery of all plans and fulfillment of all activities required during the mobilization period; and communications and information management systems including CRITE. The mobilization schedule was detailed and comprehensive with particular granularity. The criticality of the transition was underscored by their assertion that they will construct a mobilization team of experts in the U.S. and internationally. Objective: The following are the objectives for the Plan evaluation factor: 1) To identify Proposers that will ensure a seamless transition for customers and employees; 2) To identify Proposers with the demonstrated capacity to establish all operational support and administrative functions and to prepare all necessary documents in a timely and professional manner; 3) To identify Proposers with a commitment to ensure consistent and complete communication with the ; and 4) To identify Proposers that will minimize overall mobilization and contract cost to the. Evaluation Criteria: The Proposer has submitted a plan that will ensure a seamless transition for customers and employees. The Proposer has demonstrated the capacity to establish all operational support and administrative functions and to prepare all necessary documents in a 1

2 timely and professional manner and is committed to ensuring consistent and complete communication with the. The Proposer will minimize overall cost to the. Instructions: Evaluators must rate each requirement outlined in the table below as one of the following: (i) Exceptional; (ii) Good; (iii) Acceptable; (iv) Potential to Become Acceptable; or (v) Unacceptable. Please note the following explanations when rating each requirement: 1) A rating of Exceptional is appropriate when the Proposer has demonstrated an approach that is considered to significantly exceed stated criteria in a way that is beneficial to the. This rating indicates a consistently outstanding level of quality, with very little or no risk that this Proposer would fail to meet the requirements of the solicitation. There are no weaknesses. 2) A rating of Good is appropriate when the Proposer has demonstrated an approach that is considered to exceed stated criteria. This rating indicates a generally better than acceptable quality, with little risk that this Proposer would fail to meet the requirements of the solicitation. Weaknesses, if any, are very minor. Correction of the weaknesses would not be necessary before the Proposal would be considered further. 3) A rating of Acceptable is appropriate if the Proposer has demonstrated an approach that is considered to meet the stated criteria. This rating indicates an acceptable level of quality. The Proposal demonstrates a reasonable probability of success. Weaknesses exist but can be readily corrected through requests for Clarification or Communications. 4) A rating of Potential to Become Acceptable is appropriate if the Proposer has demonstrated an approach that fails to meet stated criteria as there are weaknesses, but they are susceptible to correction through Discussions. The response is considered marginal in terms of the basic content and/or amount of information provided for evaluation, but overall the Proposer is capable of providing an acceptable or better Proposal. 5) A rating of Unacceptable is appropriate if the Proposer has demonstrated an approach that indicates significant weaknesses and/or unacceptable quality. The Proposal fails to meet the stated criteria and/or lacks essential information and is 2

3 conflicting and/or unproductive. There is no reasonable likelihood of success; weaknesses are so major and/or extensive that a major revision to the Proposal would be necessary. s for each requirement must be recorded in the associated column, and a detailed explanation of why a particular rating was given to a requirement must be recorded in the associated Comments/Justification for column. The column identifies relevant sections of B (Operations and Management Proposal Instructions) to the Instructions to Proposers. 3

4 s 1. B13.2(A) The Proposer shall submit a Plan describing in detail the steps it will take to prepare to initiate its performance under the Contract. The Plan shall include a step-by-step schedule for performing the mobilization services, including all responsibilities detailed in the mobilization services Schedule 3.12 () of the Commuter Rail Operating Agreement as well as efforts related to information technology as set out in Schedule 3.16 (Information Technology s) of the Commuter Rail Operating Agreement, and, if applicable, a detailed description of the steps that will be taken to ensure a seamless transfer of responsibility for performing the Contract from the current contractor. The Plan shall also include arrangements for periodic written progress reports to the and weekly meetings with personnel. The Plan shall include the following minimum elements: 1. Staffing and organization plans, including designation of key management personnel; 2. Employee hiring plans; 3. Description of training programs; Overall for 1: Good Reauirement 1 Comments/Justification for Notes pertain to the numbered sections which follow: 1. Staffing and Organization Plans (12.A.1) As suitor, Keolis needs to demonstrate robust capacity for mobilization. Keolis asserts that the mobilization team will include personnel familiar with the mobilization of rail business in the U.S. and internationally. Keolis will set up peer technical committees and allocate corporate resources from their other operations. The notes in their cost proposal refer to 25 mobilization staff and 25 integration staff. Their integration team labor detail contains 50,490 hours which when divided by 2,080 hours equals 24.3 people. Their mobilization cost proposal detail and assumptions mention approximately full-time members and a variety of subject matter experts. 2. Employee Hiring Plans (12.A.2) Proposal acknowledges numerous times the importance of communication with the current employees to gain an assessment early on as

5 s 4. Transition and service continuity plans; 5. Temporary physical plant requirements; 6. Access arrangements required from the ; 7. Support required from the ; 8. Communications and information management system implementation plans; 9. Schedule for delivery of all plans and fulfillment of all activities required during the mobilization period; and 10. Plans and procedures for ensuring full implementation of the Commuter Rail IT Environment by the Agreement Services Commencement Date. Comments/Justification for to which employees want to continue employment. Keolis acknowledges the sensitivity and effect of a new provider on the current workforce during the transition. Keolis includes a number of pathways for communication with employees (information bulletins, Q&A sessions, telephone and website access, and road shows). Keolis includes steps it will take in communicating with unions. Keolis demonstrates a wellthought-out plan for offering employment to management employees; it will mirror the same steps it will take with rank and file workers. Keolis will do employee competency and pre-employment testing for safety reasons. 3. Description of Training Programs (12.A.3) For orientation, Keolis plans to administer 2 orientation modules of approximately 4 hours each for employees outside their normal work schedules: Module 1: Emphasis on corporate culture and an introduction on what Keolis expects. Module 2: Emphasis on the operating agreement and Keolis' and employees'

6 s Comments/Justification for relationship with the and its riders, with a strong emphasis on customer service. For technical and management training, Keolis will request access to the fleet for new employees to become familiar with it. It will train all personnel and subcontractor employees in emergency and incident management. Keolis sets forth detailed training schedule by area, course, participants, and date. Training courses during mobilization seem comprehensive. Transition and Service Continuity Plans (12.A.4) Keolis acknowledges the difficulty of predicting the level of involvement and cooperation by the outgoing contractor. It will run parallel systems to ensure full continuity. It will use peer review committees with extensive experience with mobilizing similar commuter rail services. It commits to having teams in place with telephone hot lines, website, s, and road shows.

7 s Comments/Justification for 5. Temporary Physical Plant s (12.A.5) Keolis will establish a site presence through leased facilities in a central location Access Arrangements Required from the (12.A.6) Keolis lists comprehensive requests for which it asks the to formalize. 7. Support Required from (12.A.7) Keolis acknowledges that it may need support from to get the best possible information flow, including training and equipment manuals. 8. Communications and Information Management System Implementation Plans (12.A.8) Keolis places great emphasis on establishing the following: Common operating picture Comprehensive interoperability Coordinated decision making Incident management training, preparation, and capabilities Incident notification/communications

8 s Massachusetts Bay Transportation Authority Comments/Justification for Contacts On-board emergency equipment Passenger safety information and passenger education/awareness Their theme is that these systems should address incident-related policies, equipment, systems, standards, and training necessary to achieve integrated communications among all parties. Plans seem well thought out and comprehensive. 9. Schedule for Deliverv of All Plans and Fulfillment of All Activities Required during the Period (12.A.9) schedule contains 634 discrete activities (737 lines minus 103 headers). It is detailed and comprehensive with particular granularity. 10. Plans and Procedures for Ensuring Full Implementation of the CR IT Environment bv the Agreement Services Commencement Date (12.A.10) Keolis has identified systems not in the documentation (HR, Financial, ERP solutions) for which it will run parallel systems. It asserts that key infrastructure components are

9 s Comments/Justification for obsolete. Eighty percent of CRITE will need to be replaced or upgraded by commencement date. Keolis will focus on the following: Diagnostics and planning IT organization IT infrastructure transition and procurement New solutions implementation (interactive voice response system, issue tracking portal, radio frequency identification technology) Integration Governance Transition of base line IT environment to new infrastructure Knowledge management and collaboration Business transition support and integration with IT transition Training for IT personnel 2. B 13.2(B) The Proposer shall include all costs associated with the Plan using the mobilization price form included as Attachment 7 to B (the " Price Form"). The Proposer may expand the level of detail provided within the Price Form by (i) adding Overall for 2: Good 2 Price Form (12.B) It is difficult to draw any conclusion about the absolute price, which is $12,451,487. Observations

10 s rows to the Price Form, and (ii) including, as an appendix to the Price Form, narrative text to back up the pricing included in the Price Form. The Proposer shall not use the narrative text in the Price Form for any purpose other than to back up the included pricing. Any change to the Price Form must be carried out in a manner that is consistent with the Price Form's current Excel format (less the narrative backup). Any costs deemed unable to fit into allocated cost headings may be distributed into the rows labeled "Spare," but deleting or inserting rows in the Price Form is not permitted other than for purposes of including additional "Spare" rows. Costs provided with the Plan and in the Price Form shall not be taken into consideration when evaluating the Proposers' Financial/Price Proposal. follow: Comments/Justification for Integration Team Labor is the largest subcomponent ($6,612,060 or 53.1% of total). Keolis is clearly putting a heavy emphasis on the manpower required to successfully pull off mobilization. Personnel Recruitment and Training received the second highest allocation ($1,165,983 or 9.4% of total). This comports with the strong emphasis Keolis put on this category in its proposal. Mechanical Services Readiness received the third highest allocation ($1,055,400 or 8.5% of total). As a broad metric, the mobilization price equates to $19,640 per discrete activity listed in the mobilization schedule and is an expenditure of $2.1 million per month. Not surprisingly, as suitor, Keolis is allocating 61.3% of its total price to Integration Team Labor and Support. 10

11 s 3. B 13.2(C) The Proposer shall: (i) identify those portions of the information that it provided in response to Section B13.2(A) through B 13.3(B) of B that it considers to be innovative, best practice, beneficial to Customers and/or cost efficient, and (ii) submit information supporting or otherwise validating its position that said portions are innovative, best practice, beneficial to Customers and/or cost efficient. Overall for 3: Acceptable 3 Comments/Justification for Best Practices SuDDOrt (12.C) The proposal details a number of mobilization opportunity initiative in the following categories: innovation (14), best practice (14), beneficial to customers (15), and cost efficient (15). These are summaries of items covered in other sections of the proposal. lvibta_iviobilization Eval Worksheet (Individual Keolis) #14 11