Management Services VTA Project #

Transcription

1 Request for Proposals (RFP) Management Services VTA Project # From: Subject: Angela E. Grant, Administrator VTA # Request for Proposals - Management Services PROCUREMENT SCHEDULE Advertise RFP: 11/14/16 RFP Release: 11/14/16 Deadline for questions by 10:00 AM: 11/28/16 RFP s due in VTA Office by 12:30 PM: 12/12/16 Award and Notice to Proceed: 1/06/17 CONTENTS Part I Part II Part III Legal Notice of Project as published in Goods & Services Bulletin and the Vineyard Gazette/MV Times. A. Specifications B. Proposer Submittal Form - which must be completed and returned along with proposal. Bidder Certifications - Must be completed and returned with bid. VTA # RFP Management Services 1/12

2 PART I - LEGAL AD REQUEST FOR PROPOSALS VTA Project # MANAGEMENT SERVICES The Martha s Vineyard Transit Authority (VTA) is seeking to contract for the management services of a qualified firm to assume management and operation of their public transportation services. These services consist of the daily management of the VTA s fixed route bus services, Paratransit and human service contract services on the island of Martha s Vineyard. The term of the contract will be from February 1, 2017 to January 31, 2018 with an option to renew for four (4) one (1) year terms. This contract is subject to a financial assistance contract between VTA, Commonwealth of Massachusetts Department of Transportation (MassDOT) and the U.S. Department of Transportation (DOT) Federal Transit Administration (FTA). The performance of this contract is subject to the requirements of U.S. Government Title VI of the Civil Rights Act of 1964 and applicable equal employment requirements. Minority Business Enterprises will be afforded full opportunity to submit proposals and will not be subject to discrimination on the basis of race, color, sex, or national origin in consideration for an award. Proposals will be available after 10:00 AM on Monday, November 14, For detailed specifications and proposal requirements, call, write or to Angela E. Grant, Administrator, VTA, 11 A Street, Edgartown, MA 02539, (508) x110, angie@vineyardtransit.com or visit Proposals will be accepted until 12:30 PM on Monday, December 12, One (1) original, two (2) hard and one (1) electronic copies of the proposals must be submitted to the VTA in a sealed envelope marked as follows: BID PROPOSAL FOR: Management Services Project #: VTA # BID OPENING DATE: December 12, :30 PM ATTENTION: Angela E. Grant, Administrator Firms should specify their official name in the lower left hand corner of the outside of said envelope. Bid proposals will be received by the Administrative Offices at 11 A Street, Edgartown, MA until 12:30 PM on December 12, Any proposals received before said date and time will be opened and read aloud publicly on the bid opening date unless notified otherwise, by the Administrator or her designee at the Administrative Offices. No late, faxed or ed proposals will be accepted. All contractors will be required to certify that they are not on the Comptroller General s list of ineligible contractors. This agreement is subject to any applicable guidelines for project administration issued by the FTA of the DOT of the U.S. Government and all other applicable laws, rules and regulations. The VTA reserves the right to reject any or all proposals, in part or whole, if the VTA deems it in its best interest to do so. VTA # RFP Management Services 2/12

3 PART II A - SPECIFICATIONS REQUEST FOR PROPOSALS (RFP) MANAGEMENT SERVICES VTA Project # Section I General The Martha s Vineyard Transit Authority (VTA) is seeking to contract for management services from a qualified contractor to assume management and operation of the VTA s fixed-route public transportation bus services, Paratransit, and contracted human service transportation. The management firm selected must be qualified to do business in the Commonwealth of Massachusetts, will be under contract to the VTA and will report to the VTA Administrator and staff. The VTA requires that special attention be paid to the unique demands of operating a transit system on an Island that experiences severe seasonal fluctuations in population, where labor shortages have long affected operations. The contract between VTA and the selected management firm will be governed by, construed and enforced in accordance with the laws of the Commonwealth of Massachusetts and with all applicable Federal laws, rules and regulations. The contract will provide for reimbursement of approved operating costs (Exhibit A) plus a management fee. An agreed percentage for vehicle operators overtime will be set, with penalties for overages. The VTA will provide the Contractor with all equipment necessary for the operation of the system (Exhibit B). The VTA will provide and manage fuel, maintenance, insurance and most other operating costs associated with the equipment. The selected firm will be responsible for all corporate taxes, fees, and administrative expenses of the firm not directly related to the operation of the transit system. (As an example, corporate income taxes and the preparation of corporate tax returns.) Section II Service Area Background Located seven miles off the southeast coast of Massachusetts and accessible only by boat and air, the Island of Martha s Vineyard is known as a vacation destination visited by thousands annually and is the home to tens of thousands of seasonal and year round residents. Since the 1960 s, the year round population has been on the rise, and is estimated currently at 20,000. Due to its seasonal nature, Martha s Vineyard undergoes substantial changes in activity and population during the course of a year. The population swells to approximately 90,000 at the height of summer in August. The population density varies from about 260 persons per square mile in February to as many as 1,320 persons per square mile in August. VTA # RFP Management Services 3/12

4 The rapid increase of year round and seasonal populations, tourism and the resulting traffic congestion over the last three decades began to compromise the unique character of the Region the exact character that made the Island so distinctive. Recognizing that the increasing number of vehicles threatened to destroy the quality of life, in 2000 the Island towns supported a significant expansion of the VTA s fixed-route services. Today, the VTA carries over 1.3 million passengers annually over twelve (12) year round routes and fourteen routes during the in-season. However, with such an expansion, the VTA s operating company has been faced with a considerable labor shortage of vehicle operators. Section III - Introduction In accordance with Federal and State guidelines, the VTA is seeking proposals from qualified individuals and/or firms to provide transportation services for the term commencing February 1, 2017 and ending January 31, 2018, to be reviewed annually and if warranted, based on performance and cost, extending up to an additional four (4) one (1) year terms. Any questions regarding this proposal must be received in writing by 10:00 AM Monday, November 28, 2016 at the VTA s Administrative Offices, 11 A Street, Edgartown, MA The VTA s transit services are an integral part of the Region s transportation network. The growing use of the VTA s services helps increase mobility, protect and enhance the Island s character, provide new economic opportunities, reducing noise, pollution and energy use. It is the goal of the VTA, through its operator, to provide quality, reliable and safe transportation to the traveling public in its service area. The VTA would like the maximum amount of transportation for the least amount of money in accordance with its limited revenues received through agreements with both the Federal Transit Administration (FTA) and the Commonwealth of Massachusetts Department of Transportation (MassDOT). Currently, the VTA operates fourteen (14) in-season routes (late April through Columbus Day) and provides year round service on twelve (12) fixed routes. The VTA owns an Operations and Maintenance Facility located in the Martha s Vineyard Airport Business Park which houses VTA administrative staff, VTA maintenance department, operating company management, vehicle dispatch, vehicle operators and training facilities. All VTA vehicles are parked at this location. The VTA s main objective is to optimize its present transportation services in accordance with its philosophy and goal of an outstanding comprehensive Island wide transportation system. The VTA expects that management service personnel will be skilled professionals, dedicated to the continued success of the VTA s transit system and possessing a commitment to the community being served. Section IV Services & Training VTA # RFP Management Services 4/12

5 VTA Existing Transit Services The VTA combines its Paratransit service and contracted human service transportation. Collectively, these services are referred to as the Lift. The majority of trips operate Monday through Friday from 8:00 AM to 4:30 PM with qualified Paratransit service as required. The Lift also provides medical transportation to Boston Area medical facilities every Tuesday (the Medivan). The Medivan is a standard advance reservation dial-aride service. The VTA currently has fourteen (14) in season and twelve (12) off season fixed-routes on the Island of Martha s Vineyard, servicing all six (6) towns. The VTA provides Paratransit service complementary to the fixed-routes. In season service is provided seven days a week from late April to mid-october. The peak daily hours of operation range from 5:30 AM until 2:30 AM. The peak season requires approximately seventy-five (75) full time equivalents, including the Lift. The shoulder seasons within the in-season requires approximately sixty-three (63) full time equivalents, including the Lift. Off season service operates seven days a week from 5:30 AM until approximately 11:00 PM. The off season requires approximately thirty (30) full time equivalents, including the Lift. Please refer to the VTA s 2016 In Season and the Off Season Route and System Maps (Exhibit C) for more accurate route times. The chart below lists the approximate hours by month for fixed route and Paratransit for Fiscal Year 2016: Month Fixed Route "Lift" Services July , August , September , October , November , December , January , February , March , April , May , June , Total # of Hours 71,125 7,197 Training VTA # RFP Management Services 5/12

6 The VTA requires all operators to go through a rigorous training program. The following is an outline of required training and is not meant to be inclusive of all trainings that may be required: Fixed Route Operators New Hires (w/o CDL) New Hires (w/cdl) Returning Year Round CDL Training Policy Defensive Driving Defensive Driving Policy Wheel Chair Securment Wheel Chair Securment Wheel Chair Securment Wheel Chair Securment & Accessible Lift & Accessible Lift & Accessible Lift & Accessible Lift Passenger Assistance Passenger Assistance Passenger Assistance Passenger Assistance Route Training Policy Review Check Out Ride Route Training Sexual Harassment Check Out Ride Sexual Harassment (3 yrs) Sexual Harassment Farebox Training Sexual Harassment (3 yrs) Disability Awareness Farebox Training Check Out Ride Check Out Ride Customer Service Customer Service Drug & Alcohol Awareness Drug & Alcohol Awareness Disability Awareness Disability Awareness Paratransit Operators Paratransit (new hire) First Aid CPR Route Training Policy Training Sexual Harassment Customer Service Defensive Driving Wheel Chair Securment & Accessible Lift Passenger Assistance Check Out Ride Paratransit (annual) Defensive Driving Wheel Chair Securment & Accessible Lift Passenger Assistance Disability Awareness Drug & Alcohol Awareness Check Out Ride Sexual Harassment (3 yrs) First Aid (3 yrs) CPR (3 yrs) Section V - Scope of Management Services The selected firm will provide the daily management services required by the VTA necessary for the efficient operation of the entire transit system in accordance with VTA # RFP Management Services 6/12

7 policies, standards and procedures established by the VTA. Qualified firms must be capable of professional management services including, but not limited to, the following required services: 1. General management of all transit services, daily operations, daily vehicle inspections, vehicle cleanliness and minor maintenance. Participation in VTA programs, service development activities and route planning assistance. 2. Supervising and dispatching of all transit services, including dispatching Paratransit services, including human service contracts and other programs, as required by ADA regulations, assigning work to operators, filling open shifts. 3. General administrative duties including payroll preparation and submittal, tracking of performance measurements, including, but not limited to vehicle and operator hours, human service contract ridership and hours, accident data, on time trips, missed trips, weather logs and customer complaints. 4. Availability of approved management personnel during all operating hours. VTA requires that management be on site and readily accessible during all fixed route operating hours. The hours will fluctuate with the seasons and there will be occasions (4 th of July, Fair/Fireworks) that require additional management staffing. In addition, the VTA is an integral part of emergency management and disaster plans for our member communities. Management personnel must be available during those times as well. 5. Human Resource Management and related services consisting of recruitment, hiring and firing of employees, discipline, retraining, labor relations, compensation, fringe benefits, health programs, manage VTA supplied seasonal vehicle operator housing, CORI checks, drug and alcohol testing and tracking, hiring statistics and other programs that may become necessary. 6. Daily vehicle inspection reports completed by vehicle operators, including topping off fluids, daily sweeping of vehicle, trash removal, dashboard wipe down and fueling when there is not a dedicated fueler/washer. Maintaining inventory of vehicle supplies. 7. Accident response, prevention, tracking, investigation and follow up, including participation in the Accident Review Board, on which the VTA will have representation. 8. Customer service, including telephone inquiries, lost and found, responding to customer complaints, community outreach, changing of schedule holder displays and System Route Map distribution. VTA # RFP Management Services 7/12

8 9. Responsibility for the adoption and implementation of VTA developed training and safety programs based on accepted industry standards. VTA staff and operating staff will share training, which may require travel. 10. Adoption of VTA policies including, but not limited, to Sexual Harassment, Massachusetts Right to Know, Equal Opportunity Employer and Title VI, etc. 11. Compliance with regulations including, but not limited to, FTA mandated programs such as drug and alcohol testing and data tracking, requirements of the Americans with Disabilities Act of 1990 (ADA), all aspects of the master agreement with the FTA and all aspects of the agreement between the VTA and the Commonwealth of Massachusetts Department of Transportation (MassDOT) in regards to contract assistance, as provided for under MGL 161B, along with the Massachusetts Right to Know Law. 12. The selected firm or individual shall offer employment to all vehicle operators of the existing operating company, Transit Connection Inc., except the President/Owner. The VTA has a strong preference for the retention of the current management team. See Exhibit D for management benefits and wages. There is a pending labor union contract with vehicle operators at this time. 13. Provide input into the VTA s capital planning, preparation of technical specifications, bidding specifications, capital project supervision and route planning, as required by the VTA. 14. Management reporting to the VTA and to the State and Federal governments, as required. 15. Adoption of the VTA Vehicle Operator Handbook and/or minimum standards set forth in Exhibit E. It should be noted that breaches of the outlined management services requirements may result in fines or termination of the agreement. Section VI - VTA Responsibilities 1. The VTA shall provide all amenities necessary for the successful management firm to carry out the day to day management of the transit system. This includes, but is not limited to: office space, computers, parking areas for buses and vehicle operators, vehicle washing and fuel system, lounge area for operators, training facilities, office and vehicle supplies, etc. 2. The VTA shall provide general liability, automobile liability and collision coverage and umbrella insurance. VTA # RFP Management Services 8/12

9 3. The VTA shall be responsible for all vehicle fuel charges relating to VTA vehicles supplied to the successful bidder. 4. Training as required and coordinated through the VTA. 5. The VTA shall provide uniforms and ID badges to all management staff, vehicle operators and other personnel. The uniforms provided are required to be worn during assigned shift hours by all above mentioned staff. 6. The VTA currently employs and manages the maintenance department. There is no plan to change this. 7. The VTA does 90% of the route planning and scheduling. The VTA uses a fixed route scheduling software, with a rostering feature, to perform these functions. 8. Capital planning, procurements and budgets. Section VII Proposal Content 1. All proposals shall include at minimum, the following: a. Name of the firm, address, contact person, telephone number (voice, cellular and fax), and website. b. Resident Management Team: A resume of the proposed Resident General Manager (requirements include: a minimum of five (5) years public transportation experience in fixed-route and Paratransit operations), and all additional management personnel, resident or otherwise. Detailed resumes must be included for all personnel with an organizational chart illustrating the proposed management team. A thorough description of responsibilities in carrying out the daily management activities is to be included with names of personnel listed on the chart, as well as proposed benefits and annual work hours and salary. The VTA reserves the right to approve or deny management personnel. c. Identify any subcontractors, consultants and/or support persons to be used in the discharge of the firm s obligations under the contract. For each support person, a description of the scope and type of service provided, together with a summary of their experience, qualifications and capabilities. d. Provide a complete summary of the firm s transit management knowledge, experience and capabilities. Identify all transit systems presently managed as well as the names and locations of transit systems previously managed with a contact name, address, phone number and address. VTA # RFP Management Services 9/12

10 e. Describe the transit management philosophy to be used, identifying management tools, procedures, practices as well as planned implementation of commitment to the local community. f. Describe the management approach to be taken as it relates to the VTA s system. g. Describe the firm s commitment to applicable Federal and State Affirmation Action, Equal Employment Opportunity and Disadvantaged Business Enterprise laws and regulations. h. Describe any management innovations successfully implemented. i. Provide a list of financial references, and a copy of the most recent financial statements. If in business less than one year, state that and provide name(s) of bank(s) that currently have your business. j. Provide proof of ability to obtain insurance for Employment Related Practices Liability of not less than $1,000, (Successful bidder will be required to obtain said insurance.) k. Provide a list of references with names of contacts, addresses, phone numbers and address. l. Provide details on how the firm will attract and recruit vehicle operators to ensure enough personnel for peak season operations. Include descriptions and details of driver s incentive programs. m. The Submittal Form accompanying this RFP package must be filled out completely and be included in the proposal submitted to the VTA. n. Submit any proposed changes and or recommendations to the Vehicle Operator s Handbook (see Exhibit E). o. Submit job descriptions, salaries and planned benefits for the proposed management team. The job descriptions shall include minimum levels of managerial experience, necessary licenses and certifications relating to performing required duties, including, but not limited to, driver and safety training. p. Proposer shall describe any experience with Intelligent Transportation Systems. q. After the proposals are received, the VTA reserves the right to request additional information from any Proposer and to contact any references. 2. When describing knowledge and experience as required above, the Contractor should pay particular attention to the following: VTA # RFP Management Services 10/12

11 a. Management of transit systems similar to the VTA s and how to deal with seasonal fluctuations of passengers and employees. b. Familiarity with the Commonwealth of Massachusetts General Laws Chapter 161B and FTA regulations, procedures, funding and reporting requirements. c. Driver safety, accident response, investigation, prevention programs and Accident Review Board. d. Daily vehicle inspection policies and procedures. e. Driver scheduling and training. f. Driver recruitment and personnel management. Section VIII - Evaluation Criteria 1. Responses to this Request for Proposals will be evaluated by VTA staff, member(s) of the VTA Advisory Board, and possibly one other person. The selection process will consist of an evaluation and rating of the written proposals. The Evaluation Committee will make a recommendation to the VTA Advisory Board based on set criteria. 2. After the proposals are received, VTA reserves the right to request additional information from any firm. All proposals will be ranked, in descending order of acceptability, based on the evaluation criteria. 3. The following will be used when the proposals are evaluated. The proposals should address, with detail, the criteria listed below: A. Qualifications and experience of management personnel with emphasis on experience in transit, Paratransit, safety programs, knowledge of FTA regulations, reporting requirements and MGL 161B. Include a minimum of three (3) references related to transit. B. Compatibility of the firm s mass transit philosophy and management approach to the VTA s objectives. C. Technical qualifications of the firm including but not limited to: general qualifications, experience in top management of similar transit systems, experience with primarily seasonal systems, quality of service provided as measured by accepted standards, knowledge of the local community, reputation of the firm based on references, implementation of safety programs, experience within Massachusetts and environmental laws and procedures. D. Proposed management fee and overall management team expenses, for the contract period. E. Financial integrity, include references. F. M/D/WBE Certification, if any. 4. All firms submitting proposals must recognize that the fees, terms, and provisions of a final agreement with the VTA will be negotiated with the selected firm. The selected firm s proposal will be the basis for these negotiations, although VTA reserves the right to negotiate all aspects. If the VTA is unable to reach an agreement with the selected firm, the VTA reserves the right to terminate negotiations and enter into negotiations with the next highest rated firm selected. Upon completion of the negotiations, a recommendation will be made to the VTA Advisory Board for approval. VTA # RFP Management Services 11/12

12 5. VTA reserves the right to limit negotiations. Section IX Submitting Proposals One original and two (2) hard copies and one (1) electronic copy of the proposal should be mailed or delivered to: Ms. Angela E. Grant, Administrator Martha s Vineyard Transit Authority 11 A Street Edgartown, MA Prior to 12:30 PM on Monday, December 12, 2016 at which time proposals will be publicly opened and the names of the proposers read aloud. Late proposals will not be accepted. All proposals must include the legal name of the firm, address, name of contact person, and phone number. All proposals must be in sealed envelopes clearly marked RFP for Management Services - VTA Project # Disadvantaged Minority and Women business enterprises are encouraged to submit proposals in response to this request and will not be discriminated against on the grounds of race, color, sex, age, religion, creed, national origin, citizenship status, ancestry, marital or domestic or civil union status, familial status, affectional or sexual orientation, gender identity or expression, disability, military eligibility or veteran status in consideration of an award. Any contract entered into pursuant to this request will include provisions to ensure compliance with the applicable civil rights regulations. Issuance of this RFP does not commit VTA to award a contract or to pay any costs incurred in preparation of the proposals. The VTA reserves the right to reject any and all proposals, in whole or in part, to waive any formalities and to re-advertise or to discontinue this process without prejudice. Section X - Award A Notice of Award will be issued to the successful firm subject to the final approval of the VTA Advisory Board. All other firms will be notified of the outcome of the selection process. The VTA will attempt to have the evaluation process completed within seven (7) days after the opening of proposals and will strive to complete negotiations and execute a signed contract within fourteen (14) days of the opening of the proposals. VTA # RFP Management Services 12/12