ADDENDUM No. 1 NASHVILLE METROPOLITAN TRANSIT AUTHORITY (Nashville MTA) PRE-RELEASE MEETING: AUGMENTED ADA CAPACITY & ACCESS ON DEMAND SERVICE

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1 ADDENDUM No. 1 NASHVILLE METROPOLITAN TRANSIT AUTHORITY (Nashville MTA) PRE-RELEASE MEETING: AUGMENTED ADA CAPACITY & ACCESS ON DEMAND SERVICE To: All Prospective Proposers Date: May 24, 2018 Notice is hereby given that the Nashville Metropolitan Transit Authority is issuing Addendum #1 to Pre-Release Meeting Augmented ADA Capacity & Access On Demand Service. This Addendum amends responses to submitted questions during and after the meeting. Failure to comply with any instruction contained in this Addendum could render a submittal non-responsive to the RFP, and result in its removal from consideration by Nashville MTA. 1. Question: Please clarify which services the contractor would provide. i.e. drivers, training, management, maintenance, scheduling, dispatching, bus washing, fueling Response: Executive Summary of Scope clarifies proposer and MTA responsibilities 2. Question: Is this RFP for the entire service for Nashville MTA Paratransit service, or a portion of the service? Response: "submit clarification question during RFP question period 3. Question: What is the contract term? Start Date and End Date including any potential option periods. Response: submit clarification question during RFP question period 4. Question: Please provide any potential timelines for the RFP Procurement. i.e. interview date, BAFO date, award date. Response: submit clarification question during RFP question period 5. Question: Please confirm the volume of hours and/or trips on which proposers should base their proposals. Please describe plans for any changes to the volume of hours in the next 12 months. Response: covered in RFP, if unclear after review, please submit clarification question during open question period 6. Question: Please provide/confirm the current revenue miles and hours; current deadhead miles and hours; and current total miles and hours for these services. 7. Question: Please clarify the number of vehicles used in revenue service by day of week and peak service hours and number of buses in service at these times. 8. Question: Please state and define the billable unit. Pre-Release Meeting Augmented ADA Capacity & Access On-Demand Service Page 1 of 12

2 Response: Need clarification on this question. Answer could be in miles or hours. Please submit during RFP question period 9. Question: When will contractor be able to bill, i.e. at the first pick-up, or gate-to-gate Response: first pick-up for dedicated capacity blocks 10. Question: Who is responsible for providing fuel? Agency or Contractor? Response: Contractor 11. Question: If the Contractor is responsible for providing fuel and given historical volatility of fuel costs, will the Agency include a fuel escalator clause in the contract? Response: Would be under consideration during contract negotiations. 12. Question: Who will be responsible for scheduling the trips? If contractors, please provide the current call volume, broken down by weekday, Saturday and Sunday to include hourly levels if possible. Response: covered in RFP, if unclear after review, please submit clarification question during open question period 13. Question: If contractors provide reservations, what are the hours required for reservations? Response: Not at this time. 14. Question: Who handles passenger certifications? Please describe any responsibilities the contractor has for this process. Response: NMTA will certify eligibility. 15. Question: Who is the current provider of this service? How many years has the existing contractor held this contract including extensions? Response: Taxi USA is the current provider; 3 years with two 1 year options. 5 total. 16. Question: Please provide a list of the positions currently provided by the contractor for this operation. Please indicate whether these positions are 100% dedicated to this contract. 17. Question: We intend to hire as many of the existing employees as possible. In order for us to ensure that they make at least as much, or more than they do now, please provide a seniority list for the current employees for this contract, and indicate position, full time or part time, length of service, and current rate of pay. 18. Question: Are the current drivers/employees part of a labor union? If yes, please provide a copy of the current labor agreement and the contact name and number for the union Pre-Release Meeting Augmented ADA Capacity & Access On-Demand Service Page 2 of 12

3 representative. 19. Question: Please provide information regarding the current benefits and co-pays for the current employees to include drivers and staff. Please include as many specifics as possible. 20. Question: Please provide copies of the last three months of management reports from the Contractor. Response: not at this time. 21. Question: Please provide copies of the last twelve months of invoices from the current Contractor. Response: Trip volumes (demand) are covered in the RFP. Cost structure of current provider is in copy of existing contract provided at May 22nd meeting. 22. Question: Please provide a copy of the current contract for these services. Response: Provided at pre-release meeting. 23. Question: Are contractors required to provide revenue vehicles for this operation? If so, how many vehicles would be required, and what type and size of vehicles? Response: Yes, to meet the capacity that proposer is bidding on. 24. Question: If agency provides the fleet, please provide information on the Agency provided fleet to include engine type, fuel type, current odometer readings, average miles operated per year. Please advise if the contractor is required to provide any items on the bus [fareboxes, radios, MDT, etc]. 25. Question: If agency fleet, are there any remaining warranties for the fleet or provided equipment? 26. Question: Please confirm whether the Contractor is responsible for engine and transmission overhauls for the vehicles? Response: Contractor will be required to report preventive maintenance and other fleet information for asset management. 27. Question: Please provide the last 12 months history for major component replacement and repair for the Agency provided fleet. 28. Question: During the transition, how many vehicles will be made available to the incoming Pre-Release Meeting Augmented ADA Capacity & Access On-Demand Service Page 3 of 12

4 contractor to perform training? Response: None 29. Question: Will the agency provide a facility for contractors to use in this service? Response: No. 30. Question: If Agency provided facility, who would cover facility cleaning, facility maintenance, snow or ice removal, utilties? 31. Question: If Agency provided facility, is there a fuel tank(s) on-site? 32. Question: If Agency provided facility, please provide a list of any equipment that would be made available to contractors for use in this operation. i.e. maintenance equipment, computers, etc 33. Question: How often should vehicles be washed internally and externally? Is there a wash bay at the facility? If there is a wash bay, who pays for water? Response: Vehicle washing is the responsibility of the proposer - no wash bay is available. There are not specific vehicle washing interval requirements, but vehicle cleanliness expectations are outlined in the RFP. 34. Question: Please provide the price pages in excel format. Response: submit clarification question during RFP question period 35. Question: Please verify if there is a Disadvantaged Business Enterprise (DBE) goal established for this contract and if a good faith effort is required. Response: There is not at DBE goal established for this project. 36. Question: What are the hours and days of operation for the service? Response: submit clarification question during RFP open question period 37. Question: If Agency vehicles provided, does the Agency have a vehicle replacement schedule that can be shared? Any new buses in the process of being procured for either replacement or expansion? 38. Question: Does the Agency have any requirements regarding support vehicles? Type, number, age limit, fuel type. How many are currently being supplied by the contractor? Response: No requirement 39. Question: Please provide the current rates paid to the existing contractor for variable and Pre-Release Meeting Augmented ADA Capacity & Access On-Demand Service Page 4 of 12

5 fixed costs. Also, please indicate the total amount paid to the contractor for the last fiscal year. Response: Table of rates was provided in the contract at the May 22, 2018 pre-release meeting 40. Question: Please clarify how the prices will be evaluated; will the full contract term be considered or only the Year 1 price? Response: submit clarification question 41. Question: What performance standards will be used for measuring the Contractor's performance? 42. Question: What is the current level of productivity for each of the services? If available, please provide for weekday, Sat and Sun by service. Response: n-house, productivity is around 2.1 pax/hr, 1.6 trips/hr. Contracted service is largely operating as non-dedicated and thus this metric doesn't directly apply. 43. Question: Please provide a listing of any liquidated damages charged or incentives earned over the past 12 months. Please clarify if the liquidated damages listed in the RFP differ from the current contract. Response: Penalties and incentives will be determined during contract negotiations with providers based on performance criteria outlined in RFP. The current contract has penalties for passenger complaint rates. 44. Question: On-Time Performance -- Is sampling accepted or 100% of trips?; Is a pickup before the window still considered on-time? Response: 100% of trips; pick up before the window is considered on-time if customer agrees to go and is not encouraged. This is in the performance standard table 45. Question: Please define when a vehicle is considered "on-time." 46. Question: Please clarify any specifics required relating to phone and data lines needed. Number of lines, data line type (Cable, T-1, TDD, etc.). 47. Question: At various times, state, federal, and local governments change laws, rules and regulations which require a company to increase the wages or benefits for the employees that will be employed under this contract. If such an event occurs during the term of the agreement, how will the agency respond for a request for increased compensation. For example, the recent Affordable Care Act legislation significantly affected the level and cost Pre-Release Meeting Augmented ADA Capacity & Access On-Demand Service Page 5 of 12

6 of medical coverage for employees. Since these events cannot be anticipated and the costs are so significant, we need to understand the risk associated with such laws, rules or regulations. Response: These issues can be addressed via renegotiations. 48. Question: Software: Please describe, including manufacturer product name and version number, the scheduling and dispatching products in place. Are contractors required to pay for this technology, or would the agency be providing? Response: Trapeze is on V15 with plans to migrate to V17, and Trip Broker software will be used by MTA. Provider is responsible for dispatching trips sent from NMTA. 49. Question: Software: Please describe any additional modules in place to supplement the scheduling and dispatching system. For example, tools for call management, complaing management, rider communication via IVR or text, etc. Response: Trip Broker; Com for complaint mgmt; IVR; PASS-WEB in testing as of May Question: Software: Plese indicate whether these products are hosted by the Client, software manufacturer or if First Transit would be required to provide hosting services. Response: NMTA hosts software products; these products are not currently accessible to third parties; proposers are encouraged to submit innovative ideas. MTA is willing to consider a model where Trapeze PASS serves as the provider's dispatch platform if incremental increases in cost and any development efforts are covered by provider. 51. Question: Hardware: Please describe the manufacturer make and model of any equipment currently in use or planned for use on the vehicles including cameras, safety/security systems, routers, signs, passenger counters, tablets and fare boxes. Response: Refer to RFP - specific in-vehicle equipment requirements are not specified as long as functional requirements of the service and reporting requirements are met. 52. Question: Hardware: Is there a requirement for integration of tablets, signage, passenger counters with the dispatching system? Response: Integration with Trapeze desired for trip broker, but not for onboard equipment 53. Question: IT: Who is required to provide the internet circuit for the facility? 54. Question: IT: Is the Contractor able to segment a separate VLAN off the Agency internet service? 55. Question: IT: What up/down bandwidth is available to the Contractor on the Agency internet service? Pre-Release Meeting Augmented ADA Capacity & Access On-Demand Service Page 6 of 12

7 56. Question: IT: Please confirm Contractor can install their own managed router and switch for segmented VLAN. 57. Question: IT: Please provide detail on the office/facility phone and internet lines/connections in each work area 58. Question: IT: Does the Contractor need to provide any network cabling or facility IT upgrades? 59. Question: IT: Is there rack space available for Contractor servers, switch, routers, etc? 60. Question: IT: Does the Contractor network need to support a facility camera system? If so, please provide details on the system 61. Question: IT: Are there any non-standard system applications that need to be installed on Contractor s workstations? 62. Question: IT: What systems, applications or on-bus technology does the Contractor need to provide computers or servers for? 63. Question: IT: Call Recordings Are Contractors required to make call recordings available to the Agency? HIPAA regulations raise concerns in this area and may require a very controlled process 64. Question: IT: For the Agency provided telephone system, are there Service Level Agreements (SLA), Business Continuity Plans (BCP) or Disaster Recovery (DR) plans that Contractors need to Response: follow? If so, please provide copies. NA 65. Question: IT: Are there any current challenges or concerns with provided technology that need to be addressed? An example might be the system lacks capacity for anticipated growth. Pre-Release Meeting Augmented ADA Capacity & Access On-Demand Service Page 7 of 12

8 66. Question: IT: Please provide a diagram of the Technology landscape showing applications/services, who uses each, are they on a server or in the cloud, etc. 67. Question: What are three (3) things that the agency would like to see improved by the new contractor? Response: Ontime performance, rider satisfaction, cost 68. Question: Please provide a breakdown of the scoring for the RFP. 69. Question: Please provide submittal proposal submittal requirements. i.e. number of copies (originals/copies), address where the proposals should be submitted. 70. Question: Which management positions should be named with a resume included in the proposal? 71. Question: Does the agency have any requirements regarding staffing or coverage regarding supervision or dispatchers? Response: At least one FTE dispatcher on duty during time they are assigned to NMTA service. 72. Question: How are fare revenues and collections handled? 73. Question: Are contractors required to count and collect fare revenues? Response: Yes 74. Question: How much in cash revenues were collected in the past 12 months? Response: for FY2017 (July '16 to June '17), out of roughly 120,000 trips, 74,000 were paid in cash, 34,000 were paper tickets, and 12,000 were no copay trips (no fare collected). 75. Question: Does the facility have a fare counting room, with cameras? 76. Question: Are there any 13c requirements? Pre-Release Meeting Augmented ADA Capacity & Access On-Demand Service Page 8 of 12

9 77. Question: Is a performance or payment bond required for this contract? If so, how much is required? Response: At this time, we have not identified bonding requirements. 78. Question: Please list any service challenges that contractors should address in the past 12 months. Response: Wheelchair capacity; on-time performance; availability of vehicles during peak periods, late nights and weekends; accuracy of reporting data 79. Question: Is the RFP in question regarding the current AccessRide program? Response: Yes 80. Question: What is meant by the term Augmented ADA capacity and Access on Demand service? Response: This means supplemental services or overflow to support MTA's existing capacity to provide AccessRide trips. 81. Question: Upon award of the contract, will there be any special training required of drivers prior to picking up customers? Response: Train to proficiency 82. Question: When will the RFP be released? Response: Around May 25 or May Question: When will contract be awarded? Response: Interviews with shortlisted proposers mid to late July. August awards. Intent to award in late July or early Aug; contract approval mid to late August. 84. Question: Will contract be weighted and under what criteria? 85. Question: Please provide a copy of the current contract in place between MTA and Allied Cab for the AccessRide Program. Response: Provided at the May 22, 2018 pre-release meeting and included with RFP online as addenda 86. Question: What conditions would eliminate a company/entity/individual from eligibility to participate in bidding for the RFP? Response: Nothing precludes a proposer from bidding; certain conditions which will be listed in the RFP could preclude a company from entering into a contract with NMTA. 87. Question: If you bring on multiple providers, how will you divide the trips? Will both providers view each other s trip count? Pre-Release Meeting Augmented ADA Capacity & Access On-Demand Service Page 9 of 12

10 Response: Trips will be allocated by Trapeze Trip Broker according to the reliable level of capacity each provider can contribute. Providers will not be able to view one anothers trips in Trapeze PASS as the database is MTA owned/managed. 88. Question: How are you going to avoid customer confusion with calling drivers from provider A. when they are assigned to a driver with provider B? Response: AccessRide customers should call MTA Customer Care with "where's my ride" or other calls. For the Access On Demand program which is in pilot mode, customers make a reservation directly with providers, thus there is no way for another provider to confirm if a reservation exists on another provider. Customers will need to make efforts to remember confirmation numbers and details of reservations they make with Access On Demand. 89. Question: Also, will there be an opportunity to submit follow up questions pertaining to the RFP document once released? Response: Yes, there will be a period for questions to be submitted during time that the RFP is published. 90. Question: Is MTA willing to allow the selected provider to host the Trapeze PASS software and own the support agreement? Response: MTA would like to continue hosting given integration with other platforms. However, we are willing to consider solutions where the provider utilizes Trapeze PASS on our hosted environment and covers incremental increases in licensing/networking/software costs. 91. Question: Are there any other incumbents besides Taxi USA of Tennessee contracted for the Augmented ADA Capacity contract? If so, please provide all bidders with a copy of their current contracts and rates? Response: Taxi USA is the only incumbent. Contract was provided at May 22 pre-release meeting and will be posted as addenda with RFP. UZURV and OnDemand Mobility currently operate as subcontractors to DemandTrans for the Access-on-Demand pilot. 92. Question: Please provide all bidders with the incumbent s current starting driver wages and seniority scale. Response: N/A - the majority of the incumbent's drivers are independent contractors. 93. Question: What type of vehicles is the current contractor using for this service and how many are they operating of each at peak service on weekdays and weekends? Response: MTA will provide capacity requirements and trip characteristics within the RFP. 94. Question: What is the current productivity for the service? To clarify, how many average passengers per vehicle per service hour is the current provider able to achieve. Response: In-house, productivity is around 2.1 pax/hr, 1.6 trips/hr. Contracted service is largely operating as non-dedicated and thus this metric doesn't directly apply. Pre-Release Meeting Augmented ADA Capacity & Access On-Demand Service Page 10 of 12

11 95. Question: Please provide all bidders with a current list of all certified DBE companies approved by the agency. Response: The current list of all certified DBE companies can be found at: Question: Please provide a copy of the current union CBA. Response: will provide as a separate addendum after RFP release 97. Question: Will there be a guaranteed amount of rides per day or week? If so, what will be the guaranteed amount? Response: If a proposer wishes to suggest a guaranteed minimum, they may do so. Final guarantees would be worked out during contract negotiation. 98. Question: Please provide a specific management org chart dedicated to this contract for all bidders to propose. Response: Management organizational structure is up to individual proposer so long as service goals and responsibilities are met. At least one FTE dispatcher on duty during time they are assigned to NMTA service 99. Question: Please specify facility and maintenance requirements for this bid. Response: There are no specific facility and maintenance requirements Question: Will maintenance costs be included in bidders final per trip/rev hour rate or provided separately? Response: Proposers should indicate fully loaded costs when completing Form B1 and B2. In addition, proposers may submit alternate pricing proposals with maintenance costs separated Question: Please confirm this is a gate to gate service cost model. Response: Cost model for per-trip is by vehicle revenue mile (passenger on board) + minimum fare or boarding fee. Cost model for per-vehicle-hour is by vehicle service hour from first pick-up to last-drop off, inclusive of inter-trip deadhead but exclusive of garage deadhead Question: Will bidders be responsible for fuel costs? Response: Proposers should indicate fully loaded costs when completing Form B1 and B2. In addition, proposers may submit alternate pricing proposals with fuel costs separated. MTA will also consider cost structures that include a fuel index factor Question: Please confirm when the awarded contractor will receive the scheduled rides for next-day service from the MTA call center staff. Response: Current model: By 6:45 pm the night before for trips from 4:45 am to 12 noon, by 10 am for trips occuring after 12 noon. Pre-Release Meeting Augmented ADA Capacity & Access On-Demand Service Page 11 of 12

12 104. Question: Please confirm bidders dispatch and scheduling responsibilities for this contract. Response: Covered in RFP. If unclear after review, please submit follow-up question during open RFP question submittal period. Proposers are not to contact other Nashville MTA personnel with any questions or clarifications concerning this project. The Procurement Department will provide all official communication concerning this project. Contacting other Nashville MTA personnel may result in disqualification. Nashville MTA reserves the right at its sole discretion to reject any and all response received without penalty and not issue a contract as a result of this project. We look forward to receiving your response. Regards, Rachel Johnson, Procurement & Projects Administrator Nashville Metropolitan Transit Authority (Nashville MTA) 430 Myatt Drive Nashville, TN rachel.johnson@nashville.gov END OF ADDEMDUM Pre-Release Meeting Augmented ADA Capacity & Access On-Demand Service Page 12 of 12