rfp no. 17-21 vango transit operations ......2017/03/03 · rfp# 17-21 addendum 2 1 charles county...

RFP# 17-21 ADDENDUM 2

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CHARLES COUNTY GOVERNMENT

Department of Fiscal and Administrative Services

Purchasing Division

Telephone: 301-645-0656

March 3, 2017

RFP NO. 17-21

VANGO TRANSIT OPERATIONS MANAGEMENT

ADDENDUM NUMBER TWO

TO: All Offerors

Please be advised of the following modification(s) & information related to Request for Proposals 17-

21. These modifications, comments, and attachments are hereby made a part of the solicitation

documents to the same extent as if bound therein. The due dates for questions and proposals remain the

same as stated in the solicitation.

I. Changes and Attachments to the RFP

A. Changes:

1. Throughout Solicitation

Delete all references to Items “A-1 through A-4; B-1 through B-4” and replace with

“Items A-1 through A-3; B-1 through B-3”.

2. Part I, Section 1.14 - PERFORMANCE AND PAYMENT BONDS (page I-6)

Delete the original table and replace with the table below:

Contract Year: One Two Three Option Years

Bonds Amount (Per bond): 50% 25% 10% 10%

3. Part I, Section 5.0 - PROPOSAL EVALUATION PANEL AND CRITERIA FOR

EVALUATION (page I-17)

Delete the 2nd paragraph in its entirety and replace with the paragraph below:

The evaluation of proposals will be conducted by an evaluation committee. Each

member of the evaluation committee shall evaluate the proposals based upon the

requirements of the RFP, with special emphasis on the contents of Part I, Section 3.0.

and independent of the other members. Scores will be combined/averaged and a

scoring matrix will be developed. Technical proposals that are not responsive and in

compliance with the RFP will be rejected. Technical proposals that in the Committee’s


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opinion do not reflect sufficient experience or ability to properly provide the required

services will also be rejected. After all technical proposals have been evaluated, the

cost proposals of those offerors whose technical proposals have been accepted will be

opened, and scores assigned based upon a 50 point scale. Cost proposals of those

offerors whose technical proposals were rejected will not be opened, and will be

returned unopened, to the respective offerors.

The evaluation committee will recommend a short list of selected offeror(s) and

determine if oral presentation(s) of their proposal is necessary. Once an offeror is

selected and contract award has been made, the County will notify all firms

accordingly and will also provide a copy of the composite score tabulation.

4. Part I, Section 2.1 - AWARD OF CONTRACT (page I-8) Contract Award Section

Add the following text to the end of the first paragraph:

Businesses or Persons Suspended or Debarred” from doing business with a public body

by the State of Maryland, and their proposal shall be rejected.

5. Part I, Section 2.2 – TERM OF CONTRACT (page I-8)

Add as additional paragraph under the first paragraph:

Additionally, in the event the County should require a “transition period” or additional

time in which to conduct a solicitation to obtain a new contract, at either the

conclusion of the initial three-year term of the Contract or at the end of any extension

period, or at any other time the County deems necessary, the Contractor shall extend

services on a month-to-month basis, for a period not to exceed four (4) months. The

rates to be received by the Contractor during such an extension period, shall be

negotiated between the County and the Contractor, but in no case shall exceed the

previous rates by more than ten percent (10%).

6. Part I, Section 8.0 – COST PROPOSAL FORM

Delete the original Cost Proposal Form in its entirety and replace with Attachment C -

Revised Cost Proposal Form (D. 03/03/2017).

Note: The County has removed ALL Medical Assistance trips from the Cost

Proposal Form. Please refer to Item A.8 below.

7. Part I, Section 8.0 – SAMPLE CONTRACT (page I-26)

Delete the original Sample Contract in its entirety and replace with Attachment D -

Revised Sample Contract.


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8. Part II, Section 1.5 – TERMINATION OF CONTRACT FOR CONVENIENCE (page

II-4)

Delete the first paragraph and replace with the text below:

The COUNTY may, with at least 30 days written notice of a date of termination to the

CONTRACTOR, terminate this contract in whole or in part at any time, either for the

COUNTY'S convenience or because of the failure of the CONTRACTOR to fulfill his

obligations under this contract.

After receipt of such notice, the CONTRACTOR shall, on the termination date

established by the County:

9. Part III, Section 3.3 – MEDICAL ASSISTANCE (page III-7)

Add as the first paragraph of the section:

Medical Assistance services shall be considered a contingency item. In the event

services are required by the County, the County will provide the Contractor with a

minimum thirty (30) day written notice that services are required. Trips shall be paid

per Item A-2 or Item B-2 on the Revised Cost Proposal Form.

10. Part III, Section 4.20.1 – INSURANCE (page III-20)

Add the following as Item F:

F. Professional Liability Per Occurrence $1,000,000

B. Attachments:

1. Attachment A – Pre-Proposal Meeting Attendance Roster

2. Attachment B – Charles County Government Transit Fleet Replacement Plan

3. Attachment C - Revised Cost Proposal Form (D. 03/03/2017)

4. Attachment D – Revised Sample Contract II. Pre-Proposal Meeting Notes

A. Introduction

Good morning, and welcome to the pre-proposal meeting for RFP 17-21, VANGO TRANSIT OPERATIONS MANAGEMENT.

My name is Shanna Reese, and I am the Chief of Purchasing for Charles County Government. Also with us today is Mr. Jeff Barnett, Chief of the Transit Division, and Robert Romero, Transit Development Administrator.

The intent of this work is to provide transit operations management for Vango.


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The meeting will be conducted in 2 parts.

o I will first review selected portions of the Instructions to Offerors within the RFP. Items not reviewed should not be construed as being less important than those reviewed. No information will be presented that is not already contained within the solicitation. I will then ask for any questions pertaining to the Instructions to Offerors.

o The meeting will then be turned over to the Transit Division who will discuss technical aspects of the project, and entertain any technical questions.

If you have not already done so, please sign-in on the attendance roster.

B. Procurement Discussion / Questions

All solicitation documents may be found on the County Bid Board, including Addendums.

Refer to Part I, Section 1.5 of the solicitation for important dates.

Refer to Part I, Section 1.2 for technical proposal package documents required for submission. Part I, Section 1.3 for original proposal package documents required for submission. Part I, Section 1.4 for submission instructions.

Ensure all required forms and any other information required is complete and in your proposal package.

o Cost Proposal Form on page I-1 as instructed in Part I, Section 1.3 – ORIGINAL PROPOSAL PACKAGE CONTENT. Offerors shall complete pricing for both options: Option A – Pricing that includes all costs, including fuel; Option B – Pricing that includes all costs, excluding fuel costs. (Assumes the County will provide revenue vehicle fuels.)

o Offeror’s Experience Form. Offerors shall provide no less than five (5) representative projects where services were delivered within the past ten (10) years.

o Addendum Certifications on page I-28. There shall be at least one additional addendum.

Technical proposals shall not include any cost information and shall be submitted in the required proposal format indicated in Part I, Section 3.0.

All questions should be directed to me via the contact information provided in the RFP.

No information obtained from any source other than the Solicitation document found on the

County Bid Board, Mr. Barnett (during this meeting), or myself may be considered to be accurate.

NOTE: COMMUNICATION THROUGH PURCHASING REPRESENTATIVE ONLY.

The contract term shall be for a base period of three (3) years from July 1, 2017 to June 30, 2020 with three (3) additional two (2) year extensions at the sole option of the County

Important dates are noted in Part I, Section 1.5 – Solicitation Schedule.

Proposals must state that they are valid for 120 days from the due date.

Insurance requirements are located within Part III of the RFP.

The protest policy may be found on page I-9.

This solicitation is subject to the Federal Transit Administration’s Disadvantaged Business Enterprise (DBEs) program. Refer to the Disadvantaged Business Enterprise (DBEs) section (page APP-4) for additional information. A contract goal of 3.5 % DBE participation has been established for this procurement. MDOT DBE certification is required for this solicitation.

The County may reject any and all proposals for any reason it deems necessary, and may waive any irregularities and/or informalities, and make award in any manner that is in the best interest of the County.


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Award this contract on the basis of a combination of the evaluation of the offerors’ experience and qualifications, as well as the fee proposed. 50 points technical and 50 points price (based upon the Total Price for Option A).

By submitting a proposal in response to this solicitation, the offeror certifies that their firm is not debarred, suspended, or otherwise ineligible for participation in government procurement by the federal government, the State of Maryland, or any other state, county, or municipal government.

I will now turn the meeting over to the Mr. Barnett, who will discuss technical aspects of the project, and answer any technical questions.

C. Technical Discussion

This work will include providing transit management services for Demand, Response, ADA, and

paratransit services.

There is approximately 10,000 hours of subscription service annually to support dialysis centers

and County Senior Centers; these services are billed per trip.

There is ADA service within Waldorf and La Plata.

Fixed route services require 24 vehicles (including spares). This includes a 2 hour period during

the day where 20 buses are required due to lunches, breaks, and shift changes.

The County has ordered 8 buses and will be ordering 10 more in the near future, to be delivered by

July 1, 2017. All of these units will be Ford E-450’s powered by the V-10 Triton engine.

Additionally, the County possesses 12 paratransit E450s, three with V-10 Triton engines and nine

with 5.4 liter V-8 engines. Additionally, the County possesses three Ford E-350’s with 5.4 liter V-

8 engines. The latter will be retired soon, at the discretion of the incoming vendor.

The County also possesses 11 Internationals, and will dispose of 4 of them by 6/30/2017. 7 will

remain in service through at least 6/30/2018.

Medium duty buses will be medium duty diesels. However, the County is considering gasoline

options for near term medium duty buses.

18 buses will be 16/2 cutaways with gas engines.

Vehicles operate approximately 60,000 miles annually (high mileage operations).

D. Questions

# Question Response

1

Is the price evaluation based Option A on the Cost

Proposal Form? Yes.

2

During Fleet Inspections, will vendors have the

opportunity to inspect every vehicle in the fleet? Will

access to a lift be provided?

Yes, every County owned vehicle will be available for

inspection while parked on the lot. However, as of the

date of this addendum, three International units are at

outside vendors and unavailable. No lift will be

available for inspection.

3

The County has requested a subscription for 38

vehicles for DoubleMap. Have additional vehicles

been left off?

No.

4

Does the County possess any information regarding

the maintenance records for the County fleet. No.

5

Can the County provide more information regarding

the County's Fleet Replacement Plan? Yes. See Attachment B of this addendum.

6

Will County consider pricing adjustments for

maintenance? No.


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7 Is there leniency in the start times for road calls? Yes.

8

For relief periods in the middle of the day, does a 2nd

vehicle go out?

Yes. The County is open to other ways to improve

operational efficiencies.

9

Are there any known discrepencies in the historical

data provided in the RFP? No.

10

Has the County considered hiring a third party

inspector to conduct fleet transition activities

between the new vendor and existing vendor?

The County usually acts as the intermediary.

11

Is there a County garage that could be responsible for

performing fleet transition maintenance? No.

12

Pricing will be more competitive if the County can

provide additional information about the condition of

the fleet, including vehicles running, road calls by

vehicle, etc.

County to address in future addendum.

13

The County is required to evaluate the base price and

option year prices in its evaluation. Would the

County consider changing the Cost Proposal Form to

include option years?

The County utilizes the Transportation CPI for option

year extensions, usually assuming a 3 percent change

annually.

14

Under Option A, each offeror will make different

assumptions on fuel. Option B would allow the

County to compare apples to apples. Is the County

open to evaluating price using Option B?

No.

15

Will the County consider extending the base period

so vendors can amortize costs over a longer period? No.

16 How should startup costs be addressed?

Build into the proposed rate and amortized over the

contract term.

17

Is the collective bargaining agreement available?

The County is not in possession of the CBA. Offerors

may reach out to the International Brotherhood of

Teamsters, Local 639, 202-636-8170.

18 Is the CBA and seniority list available? See Question 17 above.

19

Have the liquidated damages/penalties changed from

the last solicitation?

Yes, there are revisions that are different from the

previous solicitation.

20

What liquidated damages have been incurred by the

current service provider over the previous 12 month

period?

The current contractor’s performance is not relevant to

this procurement.

21

Would the County consider using a fuel escalator or

de-escalator for pricing?

No, offerors should account for this in their initial cost

proposal.

22

Is the performance bond value for one year or the

base term of the contract One year. Please refer to Item A.1 in this addendum.

23 Will the County extend the due date for proposals? No.

24

Are regulatory changes the burden of the vendor

regarding operations and maintenance of service?

In the event significant regulations are enacted that

change the scope of work, the County is open to

negotiating with the vendor on these matters.

25

Will the County allow the option periods to be with

mutual consent? No.


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26

In the RFP it states that the County conducts

inspections of 25 percent of the fleet. There are no

results for inspections for the previous 12 months?

No. That is a new requirement.

27

The project requires DBE's who are registered on the

State of Maryland's Department of Transportation

Directory?

Yes. Refer to the DBE requirements contained within

the appendices of the RFP.

28

Is the minimum maintenance technician ratio to

vehicle 1 technician per 8 vehicles? Yes

29

Can the offeror substitute staffing for subcontractors

(DBEs)?

Yes, these may be subcontracted with County

approval.


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ATTACHMENT A


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10


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ATTACHMENT B


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ATTACHMENT C


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Firm’s Name and Address:

Date:

REVISED COST PROPOSAL FORM (D. 03/03/2017)

The County Commissioners of Charles County, Maryland

Charles County Government Building

Post Office Box 2150

La Plata, Maryland 20646

This proposal is submitted in accordance with your “Notice to Offerors” inviting proposals to be

received for the work and services outlined in the “Special Provisions” attached hereto for RFP No. 17-

21, VANGO TRANSIT OPERATIONS MANAGEMENT.

Having carefully examined the solicitation documents, the undersigned herein agrees to furnish all

services as outlined in the documents for the “Special Provisions” as stated, for the unit prices contained

below:

Cost Proposal Form continued on next page

Page 1 of 4


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Cost Proposal Form continued from previous page

OPTION A – PUBLIC TRANSIT SERVICES (CONTRACTOR PROVIDED FUEL) BID ITEMS

A B C D E F G H I J K

Item

No. Description of

Items Quantity

* Unit

Year 1 Year 2 Year 3 TOTAL PRICE

(F+H+J) Year 1 Unit

Rate

Year 1 Total Price

(C x E)

Year 2 Unit Rate

Year 2 Total Price

(C x G)

Year 3 Unit Rate

Year 3 Total Price

(C x I)

A-1 Public Transit

Operations** 64,359 Hours $ $ $ $ $ $ $

**Note: Hours of service begin at the first scheduled stop and end at the last scheduled stop. Hours of service of routes that do not run continuously begin on the

first stop and end on the last stop of each loop. Approved hours of service will be provided to Contractor prior to initiation of service.

A-2 Specialized

Transport*** 7,755 Trips $ $ $ $ $ $ $

***Note: Includes Demand Response and ADA.

A-3 Subscription

Services**** 9,820 Hours $ $ $ $ $ $ $

**** Note: Revenue service hours (Billable) begin with first pick-up and ends at last drop-off.

OPTION A - TOTAL PRICE (SUM OF TOTAL PRICE FOR ITEMS A-1, A-2, & A-3) $

* These quantities are not guaranteed, and are used only for evaluation purposes.


Page 2 of 4


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OPTION B – PUBLIC TRANSIT SERVICES (COUNTY PROVIDED FUEL) BID ITEMS

A B C D E F G H I J K

Item

No. Description of

Items Quantity

* Unit

Year 1 Year 2 Year 3 TOTAL PRICE

(F+H+J) Year 1 Unit Rate

Year 1 Total Price

(C x E)

Year 2 Unit Rate

Year 2 Total Price

(C x G)

Year 3 Unit Rate

Year 3 Total Price

(C x I)

B-1 Public Transit

Operations** 64,359 Hours $ $ $ $ $ $ $

**Note: Hours of service begin at the first scheduled stop and end at the last scheduled stop. Hours of service of routes that do not run continuously begin on the

first stop and end on the last stop of each loop. Approved hours of service will be provided to Contractor prior to initiation of service.

B-2 Specialized

Transport*** 7,755 Trips $ $ $ $ $ $ $

***Note: Includes Demand Response and ADA.

B-3 Subscription

Services**** 9,820 Hours $ $ $ $ $ $ $

**** Note: Revenue service hours (Billable) begin with first pick-up and ends at last drop-off.

OPTION B - TOTAL PRICE (SUM OF TOTAL PRICE FOR ITEMS B-1, B-2, & B-3) $

* These quantities are not guaranteed, and are used only for evaluation purposes.


Page 3 of 4


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The undersigned has caused this Proposal to be executed as of the day and year indicated above and

certifies that unit prices are inclusive of all requirements contained within this RFP or hereby incorporated

by reference. Offeror certifies that this proposal is irrevocable and valid for a minimum of one hundred

twenty (120) days from the date proposals are due to the County as specified in Part I, Section 1.5 of this

RFP.

(Printed Name) (Signature)

(Title) (Email)

Phone: Fax:

Page 4 of 4


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ATTACHMENT D


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REVISED SAMPLE CONTRACT

THIS CONTRACT, made this day of , in the year 2017, by and between

___________________________________hereinafter called the CONTRACTOR, and the CHARLES COUNTY

COMMISSIONERS, hereinafter called the COUNTY. The parties to this CONTRACT intend to form a

CONTRACT under seal.

WHEREAS, the CONTRACTOR will provide the necessary services for Request for Proposals No. 17-21,

VANGO TRANSIT OPERATIONS MANAGEMENT, in CHARLES COUNTY, MARYLAND subject to all

conditions, covenants, stipulations, terms and provisions contained in the General Provisions and Special

Provisions being in all respect made a part hereof, at and for a sum equal to the aggregate cost of the services,

materials, and supplies done or furnished, at the prices and rates respectively named therefore in the proposal,

attached hereto;

NOW, THEREFORE, THIS CONTRACT WITNESSETH, that the CONTRACTOR both hereby covenant

and agree with the COUNTY that he will well and faithfully provide said necessary services for the rates proposed

in the CONTRACTOR’S proposal, dated __________________, in accordance with each and every one of the

above-mentioned General Provisions and Special Provisions, at and for a sum equal to the aggregate cost of the

services, materials, and supplies done and furnished at the prices and rates respectively named therefore in the

proposal attached hereto and will well and faithfully comply with and perform each and every obligation imposed

upon him by said General Provisions and Special Provisions.

The CONTRACTOR hereby agrees to commence work under this CONTRACT on or before a date to be

specified in a written Notice to Proceed from the COUNTY. The term of the contract shall be for a base period of

THREE (3) YEARS from July 1, 2017 to June 30, 2020, subject to funding availability, with three (3) additional

two (2) year extensions, available, at the sole option of the COUNTY.

And the COUNTY doth hereby covenant and agree with the CONTRACTOR that it will pay to the

CONTRACTOR when due and payable under the terms of said General Provisions and Special Provisions, the

above-mentioned sum; and it will well and faithfully comply with and perform each and every obligation imposed

upon it by said General Provisions and Special Provisions or the terms of said award.


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IN WITNESS WHEREOF, the parties hereto have set their hands and respective seals as of this day and year first

above written:

XXXXXXXXXX XXXXXXXXX XXXXX

By (Signature): (SEAL)

COUNTY COMMISSIONERS OF CHARLES

COUNTY, MARYLAND

By:

Printed Name/Title:

Peter F. Murphy, President

(Date)

(Date)

(Address)

Approved as to Form and Legal Sufficiency:

(City, State, Zip Code)

(SEAL)

Rhonda Weaver, County Attorney

(Secretary)

(Date)

(Witness)

(Date)

NOTES: IF CONTRACTOR IS A CORPORATION, THE CORPORATE SECRETARY MUST ALSO SIGN, AND THE

CORPORATE SEAL MUST BE IMPRESSED. IF THE CORPORATION DOES NOT POSSESS A SEAL,

SIGNATORIES MUST “CIRCLE” THE WORD (SEAL) AND INITIAL.

BUSINESS ENTITIES OTHER THAN CORPORATIONS MUST SIGN, “CIRCLE” THE WORD (SEAL), AND

INITIAL. SIGNATURES MUST BE WITNESSED AND DATED.

****END OF ADDENDUM****

rfp no. 17-21 vango transit operations ......2017/03/03 · rfp# 17-21 addendum 2 1 charles county...

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