Senior Mobility Program

Transcription

1 REQUEST FOR PROPOSALS (RFP) Senior Mobility Program City of Laguna Niguel Crown Valley Parkway Laguna Niguel, CA (949) Key RFP Dates Issue Date: Question Submittal Date: May 8, 2017 City Response Date: May 11, 2017 Proposal Submittal Date: May 25, 2017

2 TABLE OF CONTENTS SECTION I: INSTRUCTIONS TO PROPOSERS... 1 SECTION II: PROPOSAL CONTENT... 6 SECTION III: EVALUATION AND AWARD EXHIBIT A: SCOPE OF WORK EXHIBIT B: CITY S USER POLICIES & SERVICE GUIDELINE EXHIBIT C: OCTA SMP PROJECT U FUNDING AND POLICY GUIDELINE EXHIBIT D: PRICE SUMMARY SHEET EXHIBIT E: PROPOSED AGREEMENT... 33

3 CITY of LAGUNA NIGUELCITY COUNCIL Crown Valley Parkway Laguna Niguel, California Phone/ Fax/ Mayor Jerry Slusiewicz Mayor Pro Tem Fred Minagar Council Member Laurie Davies Council Member Elaine Gennawey Council Member John Mark Jennings NOTICE OF REQUEST FOR PROPOSALS ( RFP ) RFP SUBJECT: Senior Mobility Program TO: All Proposers FROM: City of Laguna Niguel The City of Laguna Niguel (City) invites proposals from qualified contractors to provide senior mobility services for eligible City residents to and/or from the Sea Country Senior and Community Center (SCSCC). The budget for this effort is $570,000, for a three year term effective July, 2017 through June 30, 2020, with two additional one-year option terms. Proposals must be received in the City s office at or before 2:00 p.m. on May 25, Proposals delivered in person or by a means other than the U.S. Postal Service shall be submitted to the following: City of Laguna Niguel Crown Valley Parkway Laguna Niguel, California Proposals delivered using the U.S. Postal Service shall be addressed as follows: City of Laguna Niguel Crown Valley Parkway Laguna Niguel, California Attn: Marvin Cruz, Purchasing Manager Proposals and amendments to proposals received after the date and time specified above will be returned to the Proposers unopened. Proposers are able to subcontract with small businesses to the maximum extent possible. All Proposers will be required to comply with all applicable equal opportunity laws and regulations. The award of this contract is subject to receipt of federal, state, and/or local funds adequate to carry out the provisions of the proposed agreement including the identified Scope of Work. i

4 SECTION I: INSTRUCTIONS TO PROPOSERS Page 1

5 SECTION I. INSTRUCTIONS TO PROPOSERS RFP for Senior Mobility Program A. EXAMINATION OF PROPOSAL DOCUMENTS By submitting a proposal, Proposer represents that it has thoroughly examined and become familiar with the work required under this RFP and that it is capable of performing quality work to achieve the City s objectives. B. ADDENDA Any City changes to the requirements will be made by written addendum to this RFP. Any written addenda issued pertaining to this RFP shall be incorporated into the terms and conditions of any resulting Agreement. The City will not be bound to any modifications to or deviations from the requirements set forth in this RFP as the result of oral instructions. Proposers shall acknowledge receipt of addenda in their proposals. Failure to acknowledge receipt of Addenda may cause the proposal to be deemed nonresponsive to this RFP and be rejected. C. CITY CONTACT All questions and/or contacts with City staff regarding this RFP are to be directed to the following: D. CLARIFICATIONS Marvin Cruz, Purchasing Manager Finance Department Crown Valley Parkway Laguna Niguel, CA Phone: , Fax: MCruz@cityoflagunaniguel.org 1. Examination of Documents Should a Proposer require clarifications of this RFP, the Proposer shall notify the City in writing in accordance with Section E.2. below. Should it be found that the point in question is not clearly and fully set forth, the City will issue a written addendum clarifying the matter which will be sent through the City s website. 2. Submitting Requests All questions must be put in writing and must be received by the City no later than 5:00 p.m., on May 8, Requests for clarifications, questions, and comments must be clearly labeled, "Written Questions." The City is not responsible for failure to respond to a request that has not been labeled as such. Page 2

6 Any of the following methods of delivering written questions are acceptable as long as the questions are received no later than the date and time specified above: U.S. Mail: City of Laguna Niguel, Crown Valley Parkway, Laguna Niguel, CA Personal Delivery: City of Laguna Niguel Finance Department, 2 nd Floor, Crown Valley Parkway, Laguna Niguel, CA Facsimile: MCruz@cityoflagunaniguel.org. City Responses Responses from the City will be posted on the City s website at no later than May 11, Proposers may download responses from the City s website or request responses be sent via U.S. Mail by ing or faxing the request to Marvin Cruz, Purchasing Manager. Inquiries received after 5:00 p.m. on May 11, 2017 will not be responded to. E. SUBMISSION OF PROPOSALS 1. Date and Time Proposals must be received in the City s office at or before 2:00 p.m. on May 25, Proposals received after the above-specified date and time will be returned to Proposers unopened. 2. Address Proposals delivered in person or through U.S. mail shall be submitted to the following: City of Laguna Niguel Finance Department Crown Valley Parkway, 2 nd Floor Laguna Niguel, CA Attention: Marvin Cruz, Purchasing Manager Page 3

7 3. Identification of Proposals Proposer shall submit an original and 3 copies of its proposal in a sealed package, addressed as shown above in E.2. The outer envelope must show the Proposer s name and address and clearly marked as follows: RFP for Senior Mobility Program In addition to the above, Proposers shall also include one (1) electronic copy of their entire RFP submittal package in PDF format, on a CD or DVD. 4. Acceptance of Proposals The City reserves the right to accept or reject any and all proposals, or any item or part thereof, or to waive any informalities or irregularities in proposals. The City reserves the right to withdraw or cancel this RFP at any time without prior notice and the City makes no representations that any contract will be awarded to any Proposer responding to this RFP. The City reserves the right to postpone proposal openings for its own convenience. Proposals received and opened by City are public information and must be made available to any person upon request. Submitted proposals are not to be copyrighted. F. PRE-CONTRACTUAL EXPENSES The City shall not, in any event, be liable for any pre-contractual expenses incurred by a Proposer in the preparation of its proposal. Proposer shall not include any such expenses as part of its proposal. Pre-contractual expenses are defined as expenses incurred by Proposer in: Preparing its proposal in response to this RFP; Submitting that proposal to the City; Negotiating with the City any matter related to this proposal; or Any other expenses incurred by Proposer prior to date of award, if any, of the Agreement. G. JOINT OFFERS Where two or more firms desire to submit a single proposal in response to this RFP, they should do so on a prime-subcontractor basis rather than as a joint venture. The City Page 4

8 intends to contract with a single firm and not with multiple firms doing business as a joint venture. H. TAXES Proposals are subject to State and Local sales taxes. I. CONTRACT TYPE It is anticipated that the Agreement resulting from this solicitation, if awarded, will be a fixed unit-price for work specified in the scope of work, included in the RFP as Exhibit A. The term of the contract is effective July 1, 2017 through June 30, 2020, with two additional one-year option terms. J. CONFLICT OF INTEREST All Proposers responding to this RFP must avoid organizational conflicts of interest which would restrict full and open competition in this procurement. An organizational conflict of interest means that due to other activities, relationships, or contracts, a Proposer is unable, or potentially unable, to render impartial assistance or advice to the City; a Proposer s objectivity in performing the work identified in the Scope of Work is or might be otherwise impaired; or a Proposer has an unfair competitive advantage. Conflict of Interest issues must be fully disclosed in the Proposer s proposal. Page 5

9 SECTION II: PROPOSAL CONTENT Page 6

10 SECTION II. PROPOSAL CONTENT RFP for Senior Mobility Program A. PROPOSAL FORMAT AND CONTENT 1. Format Proposals should be typed with a standard 12 point font, double-spaced, and submitted on 8 1/2 x11 size paper, using a single method of fastening. Charts and schedules may be included in 11 x17 format. Proposals should not include any unnecessarily elaborate or promotional materials. Proposals should not exceed fifty (50) pages in length, excluding any appendices, cover letters, resumes, or forms. 2. Letter of Transmittal The Letter of Transmittal shall be addressed to Marvin Cruz, Purchasing Manager, and must, at a minimum, contain the following: Identification of Proposer that will have contractual responsibility with the City. Identification shall include legal name of company, corporate address, telephone and fax number, and address. Include name, title, address, address, and telephone number of the contact person identified during period of proposal evaluation. Identification of all proposed subcontractors including legal name of company, contact person s name and address, telephone and fax number, and address; relationship between Proposer and subcontractors, if applicable. Acknowledgement of receipt of all RFP addenda, if any. A statement to the effect that the proposal shall remain valid for a period of not less than 120 days from the date of submittal. Signature of a person authorized to bind Proposer to the terms of the proposal. Signed statement attesting that all information submitted with the proposal is true and correct. 3. Technical Proposal a. Qualifications, Related Experience, and References of Proposer This section of the proposal should establish the ability of Proposer to satisfactorily perform the required work by reasons of: experience in performing work of a similar nature; demonstrated competence in the services to be provided; strength and stability of the firm; staffing Page 7

11 capability; work load; record of meeting schedules on similar projects; and supportive client references. Proposers shall: Provide a brief profile of the firm, including the types of services offered; the year founded; form of the organization (corporation, partnership, sole proprietorship); number, size, and location of offices; and number of employees. Provide a general description of the firm s financial condition and identify any conditions (e.g., bankruptcy, pending litigation, planned office closures, impending merger) that may impede Proposer s ability to complete the project. Describe the firm s experience in performing work of a similar nature to that solicited in this RFP, and highlight the participation in such work by the key personnel proposed for assignment to this project. Identify subcontractors by company name, address, contact person, telephone number, address, and project function. Describe Proposer s experience working with each subcontractor. Provide as a minimum three (3) references for the projects cited as related experience, and furnish the name, title, address, telephone number, and address of the person(s) at the client organization who is most knowledgeable about the work performed. Proposer may also supply references from other work not cited in this section as related experience. b. Proposed Staffing and Project Organization This section of the proposal should establish the method, which will be used by the Proposer to manage the project, as well as identify key personnel assigned. Proposer shall: Identify key personnel proposed to perform the work and include major areas of subcontract work. Include the person s name, current location, proposed position for this project, current assignment, level of commitment to that assignment, availability for this assignment, and how long each person has been with the firm. Furnish brief resumes (not more than two [2] pages each) for the proposed Project Manager and other key personnel that includes education, experience, and applicable professional credentials. Page 8

12 Include a project organization chart, which clearly delineates communication/reporting relationships among the project staff. Include a statement that key personnel will be available to the extent proposed for the duration of the project acknowledging that no person designated as "key" to the project shall be removed or replaced without the prior written concurrence of the City. c. Work Plan Proposer should provide a narrative, which addresses the Scope of Work, and shows Proposer s understanding of City's needs and requirements. Proposer shall: Describe the approach to completing the work specified in the Scope of Work. The approach to the work plan shall be of such detail to demonstrate the Proposer s ability to accomplish the project objectives and overall schedule. Outline sequentially the activities that would be undertaken in completing the work and specify who would perform them. Identify methods that Proposer will use to ensure quality control, as well as budget and schedule control for the project. Identify any special issues or problems that are likely to be encountered in this project and how the Proposer would propose to address them. Proposer is encouraged to propose enhancements or procedural or technical innovations to the Scope of Work that do not materially deviate from the objectives or required content of the project. Provide samples of past collateral for similar senior transportation programs. Copies of samples should be included with the original proposal and each proposal copy. Paper samples, not CDs, should be provided. 4. Exceptions/Deviations State any exceptions to or deviations from the requirements of this RFP, segregating "technical" exceptions from "contractual" exceptions. Where Proposer wishes to propose alternative approaches to meeting the City's technical or contractual requirements, these should be thoroughly explained. If no contractual exceptions are noted, Proposer will be deemed to have accepted the contract requirements as set forth in Exhibit C. Page 9

13 5. Cost and Price Proposal As part of the cost and price proposal, the Proposer shall submit proposed pricing to provide the services for the work described in Exhibit A, Scope of Work. The Proposer shall complete the "Price Summary Sheet" form included with this RFP (Exhibit D), and furnish any narrative required to explain the prices. It is anticipated that the City will issue a fixed unit-price contract to complete the Scope of Work. 6. Appendices Information considered by Proposers to be pertinent to this project and which has not been specifically solicited in any of the aforementioned sections may be placed in a separate appendix section. Proposers are cautioned, however, that this does not constitute an invitation to submit large amounts of extraneous materials. Appendices should be relevant and brief. Page 10

14 SECTION III: EVALUATION AND AWARD Page 11

15 SECTION III. EVALUATION AND AWARD RFP for Senior Mobility Program A. EVALUATION CRITERIA The City will evaluate the offers received based on the following criteria: 1. Qualifications of the Firm 35% Technical experience in performing work of a closely similar nature; experience working with public agencies; strength and stability of the firm; strength, stability, experience, and technical competence of subcontractors; assessment by client references. 2. Staffing and Project Organization 25% Qualifications of project staff, particularly key personnel and especially the Project Manager; key personnel s level of involvement in performing related work cited in "Qualifications of the Firm" section; logic of project organization; adequacy of labor commitment; concurrence in the restrictions on changes in key personnel. 3. Work Plan 20% Depth of Proposer's understanding of City's requirements and overall quality of work plan; logic, clarity, and specificity of work plan; appropriateness of resource allocation; utility of suggested technical or procedural innovations; quality of samples of similar work specified in Exhibit A. 4. Cost and Price 20% Reasonableness of rates; competitiveness with other offers received; adequacy of data in support of figures quoted. B. EVALUATION PROCEDURE An evaluation committee will be appointed to review all proposals received for this RFP. The committee is comprised of City staff and may include outside personnel. The committee members will evaluate the written proposals using criteria identified in Section III A. A list of top ranked proposals, firms within a competitive range, will be developed based upon the totals of each committee members score for each proposal. During the evaluation period, the City may interview some or all of the proposing firms. The City has established June 1, 2017 as the date to conduct interviews. All prospective Proposers are asked to keep this date available. No other interview dates will be provided, therefore, if a Proposer is unable to attend the interview on this date, its proposal may be eliminated from further discussion. The interview may consist of a short presentation by Page 12

16 the Proposer after which the evaluation committee will ask questions related to the firm s proposal and qualifications. At the conclusion of the proposal evaluations, Proposers remaining within the competitive range may be asked to submit a Best and Final Offer (BAFO). In the BAFO request, the firms may be asked to provide additional information, confirm or clarify issues, and submit a final cost/price offer. A deadline for submission will be stipulated. At the conclusion of the evaluation process, the evaluation committee will recommend to City s management the Proposer whose proposal is most advantageous to the City. C. AWARD The City may negotiate contract terms with the selected Proposer prior to award, and expressly reserves the right to negotiate with several Proposer simultaneously and, thereafter, to award a contract to the Proposer offering the most favorable terms to the City. The City reserves the right to award its total requirements to one Proposer or to apportion those requirements among several Proposer as the City may deem to be in its best interest. In addition, negotiations may or may not be conducted with Proposer; therefore, the proposal submitted should contain Proposer's most favorable terms and conditions, since the selection and award may be made without discussion with any Proposer. The selected Proposer will be required to submit to the City s Accounting department a current IRS W-9 form prior to commencing work. D. NOTIFICATION OF AWARD AND DEBRIEFING Proposers who submit a proposal in response to this RFP shall be notified in writing of the contract award. Such notification shall be made within three (3) business days of the date the contract is awarded. Proposers who were not awarded the contract may obtain a debriefing concerning the strengths and weaknesses of their proposal. Unsuccessful Proposers, who wish to be debriefed, must request the debriefing in writing or electronic mail and the City must receive it within seven (7) business days of notification of the contract award. Page 13

17 EXHIBIT A EXHIBIT A: SCOPE OF WORK Page 14

18 EXHIBIT A SCOPE OF WORK The City of Laguna Niguel s (City) User Policies & Service Guidelines (See Exhibit B) and the Orange County Transportation Authority (OCTA) Project U Funding and Policy Guidelines (Exhibit C) are to be considered part of this Request for Proposals (RFP) and are hereby incorporated herein. 1. General Services a. Door-To-Door Service. The Contractor shall provide door-to-door transportation of eligible Laguna Niguel residents to and/or from the Sea Country Senior and Community Center (SCSCC) located at Aliso Creek Road, Laguna Niguel, CA to allow patrons to participate in activities, programs and services at the SCSCC (including social/recreational/educational/health fitness/nutrition programs). b. Reservations. The Contractor shall provide a toll-free telephone number for use by Senior Mobility Program (SMP) patrons. The Contractor shall accept telephone reservations from Laguna Niguel from SMP patrons and dispatch a vehicle to the requested pick-up location within the City. Reservations shall be both demand responsive and allow for advanced pre-scheduled one-way or round trip transportation services within the City limits of Laguna Niguel. c. Days and Hours of Operation. The Contractor shall provide transportation services five (5) days a week, Monday through Friday, with the first pick-up no earlier than 8:45 am and the last pick-up no later than 4:00 pm. d. On-Time Arrival. The SMP vehicle shall arrive on-time at the scheduled pick-up location, but in no event more than fifteen (15) minutes after the scheduled pick-up time. e. SMP I.D. Required. SMP passengers shall pay a $2.50 co pay per trip ($5.00 for a round trip), as determined by the City for any distance traveled within Laguna Niguel. Eligible patrons must show their client ID badge when entering the SMP vehicle. Contractor will invoice the City at the rate agreed to by the City and identified in Price Summary Sheet (Exhibit D). f. Vehicles, Maintenance, Appearance/Inspections. The Contractor shall be responsible for all operations and maintenance of all participating vehicles at its sole cost and expense, including insurance, fuel, taxes, fringe benefits, licensing, dispatching, radio equipment, training, supervision, management, service monitoring and vehicular accident reporting. All such liability shall be the sole responsibility of the Contractor. Vehicles shall have a mileage fee meter with a current approval and inspection by the Department of Weights and Measures. The Contractor shall assure that participating vehicles meet all applicable codes, laws and regulations. Page 15

19 EXHIBIT A At a minimum, Contractor shall perform: 1) Daily pre-operation inspections that meet or exceed the guidelines provided by the SMP. 2) Scheduled preventative maintenance that meets or exceeds the guidelines provided by the SMP. 3) Maintain all maintenance records for each vehicle for five (5) years and shall cooperate fully in annual motor coach carrier terminal inspections conducted by the California Highway Patrol. 4) All vehicles shall be uniformed in appearance and include the Contractor s logo and color scheme. 5) All vehicles shall be cleaned daily prior to each vehicle service day and shall be kept clean throughout the day. Vehicle exteriors shall be washed not less than once per week, and after any rain or other circumstances that compromise the vehicles clean appearance. Floors shall be free of stains, paper or other debris, gum or other sticky substances. Windows shall be free of dirt, dust, smudges, hands or fingerprints, exterior or interior. Dashboards, wheel wells, rails and ledges shall be kept clean, dirt and grease free. Seating areas shall be kept clean and in good repair with attention paid to cleaning upholstery on a regular basis. Wheelchair lifts shall be kept clean and in good repair. 6) The City reserves the right to remove from service any vehicle that does not meet its appearance and cleanliness standards. 2. Reporting Requirements a. Daily Records. The Contractor shall keep daily records of customer service reservations taken. Reservations shall include the client's name, telephone number, pick-up and dropoff address, time the call was received and time the call was dispatched. b. Monthly Reports. The Contractor shall prepare and submit monthly reports as part of the billing invoice meeting City and OCTA SMP requirements and shall include at minimum the following: Date, Passenger ID #, Passenger Name, Pick-up address, Drop-off address, Pick-up time, Drop-off time, Trip Miles, Co Pay or voucher received, Trip type (trip category or purpose), Number of trips per client, No shows and Cancellations. c. Incident Reports. Drivers shall be required to complete incident reports after any out of the ordinary occurrence during service including but not limited to vehicle accidents, disputes with or between passengers, passenger injury or accidents (during boarding or on-vehicle), passenger misconduct. Such reports must be submitted to City for review within twenty-four (24) hours after incident. Page 16

20 EXHIBIT A d. Vehicle Accidents. The Contractor shall have sole responsibility, at its own cost and expense, for repair of any vehicle damaged in a vehicular accident or by any passenger. The City retains the right to investigate any vehicular accident involving the Contractor, and may request drug/alcohol screening of a driver found to be at fault under specific circumstances. e. Patron Complaints. The City and Contractor shall investigate and document all complaints or citizen concerns as a part of program administration by collecting as much pertinent information regarding the complaint as possible from the complaining party. The Contractor shall provide the City with the name and contact information of person to call for reporting customer complaints. Within twenty-four (24) hours of a reported complaint, the Contractor s assigned representative shall contact the client to resolve the problem and report client complaint to the City. Within forty-eight (48) hours of the reported complaint, the Contractor s representative shall to the City the steps they are taking to address the client s problem. The City reserves the right to exclude any of Contractor s employees or drivers from participating in the program due to findings relating to a complaint or service issue. f. Retention/Review of Records. The Contractor shall maintain all records pertaining to the services as required by OCTA Project U Funding and Policy Guidelines. The Contractor shall make its records available to the City upon request during regular business hours either for inspection or audit. 3. Workers' Compensation The Contractor shall certify that it is aware of the Provision of the labor Code of the State of California which requires every employer to be insured against liability for workers' compensation or to undertake self-insurance in accordance with the provisions of that code, and it certifies that it will comply with such provisions relating to Contractor s designated employees before commencing the performance of the work of this agreement. 4. Driver Qualifications All drivers shall be legally licensed to operate a taxi and hold a current permit issued by OCTAP. Drivers must have a satisfactory Department of Motor Vehicles (DMV) record. Drivers must receive sensitivity and safety training. Drivers shall assist any passenger having difficulty in boarding. Drivers shall assist passengers in wheelchairs with boarding and tie downs. Drivers are to be alert, clean, careful, courteous and competent in their driver skills. Drivers shall conform to Contractor s dress code. City also reserves the right to request driver records and DMV pull notices. Page 17

21 EXHIBIT B: CITY S USER POLICIES & SERVICE GUIDELINE Page 18

22 EXHIBIT B City of Laguna Niguel Senior Mobility Program (SMP) Transportation User Policies and Service Guidelines I. Program Overview A. What is the Laguna Niguel Senior Mobility Program (SMP)? The City of Laguna Niguel s Senior Mobility Program (Transportation) is funded by OCTA and is designed to provide door to door service to eligible Laguna Niguel residents from their homes to Sea Country Senior and Community Center. The current operator is California Yellow Cab, as subcontracted by Age Well Senior Services. Both standard sedans and vans with lift equipment are available. B. Who does it serve? Service is provided to all Laguna Niguel residents who are 60 years of age or older, who do not own a vehicle or are not able to drive. Qualified residents must have an approved application on file and be issued a Senior Mobility Program (SMP) Photo Identification Card being authorized to participate in this program. C. Where does it go? Round trip service is provided from a Laguna Niguel resident s home to the Sea Country Senior and Community Center. D. When is it available? The program operates during regular business hours, five (5) days a week, Monday through Friday from 8:45am 4:15pm. Service can be scheduled one (1) hour ahead of time, or weeks in advance. E. What are the costs? The program costs $2.50 per one way trip for Laguna Niguel residents. Residents will need a valid SMP Photo Identification Card and a voucher to give the driver (tipping is not required). Vouchers will be available for purchase at Sea Country Senior and Community Center. F. What are the usage restrictions? Each participant of the City of Laguna Niguel s Senior Mobility Program will be limited to four (4) one way trips each week (Fiscal Year July 1 June 30). Page 19

23 EXHIBIT B G. How do I enroll in the program? II. Usage Section 1. Pick up a Laguna Niguel SMP application at the Sea Country Senior & Community Center between the hours of 9am 4pm, Monday through Friday, or online at cityoflagunaniguel.org. Complete and return the application to the Sea Country Senior & Community Center. Once the application is approved, the applicant will set up an appointment for an orientation and to receive a SMP Photo Identification Card. 2. Applications are reviewed and service eligibility letters are mailed to all applicants. 3. Residents tentatively approved for this service will be contacted for a photo I.D. appointment at the Sea Country Senior & Community Center. 4. All applicants must bring the following information to the photo I.D. appointment to verify/confirm program eligibility: (2) Proofs of Laguna Niguel residency (current utility bills) Proof of Age (driver s license or photo identification) 5. Upon issuance of the Laguna Niguel SMP Photo Identification Card, the participant is authorized to use the service. A. What is the usage restriction? Each participant of the City of Laguna Niguel s Senior Mobility Program will be limited to four (4) one way trips each week (fiscal year July 1 June 30). The service operator will be tracking total number of rides used. B. When to request service? 1. Participants requesting day of service are encouraged to make service reservations at least 60 minutes in advance of the pick up time. 2. Participants with fixed time appointments are encouraged to make service reservations at least 24 hours in advance. 3. Participants requesting an ADA accessible vehicle are encouraged to place their reservations as far as 48 hours in advance. C. How do I request service? The following procedures must be followed when using the SMP Program services: 1. Call the number noted on the back of the Laguna Niguel SMP Photo I.D. card. You have reached the City of Laguna Niguel s Senior Mobility Program (RFP approved contractor ###) special account line. Please have your passenger I.D., pick up date, and time ready. For quality assurance purposes your call may be monitored or recorded. 2. Be prepared to answer questions in this order: a. Operator ###, are you calling to schedule or confirm? b. May I please have your passenger I.D. number? Page 20

24 EXHIBIT B c. May I please have the City account # listed on your I.D. card? d. Is the passenger s last name:? e. Is the phone number at the pick up address:? f. Are we picking you up at:? g. What are the major cross streets? h. Where will you be waiting? (include entrance, location, and gate number, if relevant) i. What date are you traveling on? j. What time are we picking you up? k. What is the destination address? l. What is the purpose of the trip? m. How many passengers (including escort/attendant)? At this point, the intake dispatcher confirms the pick up date/time, pick up address, telephone number and the reservation is entered. 3. All participants are encouraged to reserve a return time pick up with scheduling a ride so as to minimize the waiting period. 4. By City contract, the company driver shall arrive on time to a scheduled pick up location, but no earlier than 15 minutes before or 15 minutes after the scheduled appointment time. Excessive vehicle tardiness is cause for a registered complaint with the (RFP approved contractor). 5. When boarding the vehicle, the participants must immediately show their Transportation I.D. card to the driver and have their voucher ready. 6. Drivers may assist participants with small packages; however, special assistance of this nature will vary among drivers. 7. Participants are instructed to be ready and watching at least 30 minutes before the scheduled pick up time to ensure timely service. (Not: please specify exact pick up location, gate number, building entrance to ensure timely service.) D. How do I conserve my vouchers? III. Special Policies 1. Share a vehicle ride with family members/friends. Up to three (3) individuals can ride in the vehicle for one voucher. (Note: all riders must be at the same pick up and/or drop off locations.) 2. Where possible, use other forms of public transportation to off set your out of pocket costs (e.g.: public bus or carpooling). A. Instructions to Passengers with Special Needs 1. Disabled and/or passengers with special needs must be able to approach, enter, and exit the vehicle or van without driver assistance. If unable to do so, a Personal Care Attendant (PCA) must accompany and assist the passenger at all times. In addition, should a customer s personal welfare and/or safety be identified as a concern, the City may require that a PCA accompany the customer at all times. Page 21

25 EXHIBIT B 2. Personal Care Attendants do not need a photo identification card and may ride for free as long as their attendee is present at all times during the vehicle ride. Personal Care Attendants must be at least eighteen (18) years of age and must comply with all policies. 3. Collapsible wheelchairs, walkers, etc. are all permitted in the standard vehicle; however, the driver s assistance loading and unloading these devices will vary among drivers. 4. Vans and ADA accessible vehicles are available for passengers with electronic and/or non collapsible wheelchairs and/or scooters. Service arrangements must be made at least 48 hours in advance. IV. Complaint Procedures: A. When to file a complaint. 1. If a Laguna Niguel SMP participant or a concerned family member has a complaint about the service: (e.g.: courtesy of the driver, cleanliness of the vehicle, timeliness of the service) the participant is instructed to immediate call (XXX)XXX XXXX. 2. Once the participant registers a complaint, a Complaint Form will be completed by the intake operator based on the information received. Within 24 hours of a reported complaint, (RFP Approved Contractor) assigned Customer Service Representative will contact the participant to resolve the problem. Within 48 hours of the registered complaint, the City representative will be notified of the steps being taken to address the client s concern. B. How to file a complaint: 1. Participants are requested to document the date, time of day, location of the incident, witnesses and any other valuable information including driver s name and vehicle number, etc. 2. Customers may also contact the City of Laguna Niguel SMP Administrator at (949) to follow up on a registered complaint or discuss any program concerns or suggestions. 3. Once notified of the complaint, City staff will follow up with the approved contractor to confirm that the problem has been investigated and the customer (or family member) contacted with the complaint resolution. Page 22

26 EXHIBIT B Side One/Photo Identification Side SMP PHOTO IDENTIFICATION CARD Side one/photo Side City of Laguna Niguel Senior Mobility Program Smith, Bob A (Client ID Number) Sponsored by: 4060 (Laguna Niguel Acct #) Orange County Transportation Authority Valid Until: 06/23/2025 Side Two/Program Information Side Senior Mobility Program Phone Numbers Taxi Cab Service Van with Lift Service Taxi Cab Concerns Program Information (XXX)XXX XXXX (XXX)XXX XXXX (XXX)XXX XXXX (XXX)XXX XXXX Schedule 24 hours in advance, if possible reserve pick up time when scheduling service seven days a week, 8:00am 5:00pm. This card is non transferrable. Page 23

27 EXHIBIT C: OCTA SMP PROJECT U FUNDING AND POLICY GUIDELINE Page 24

28 EXHIBIT B Senior Mobility Program Project U Funding and Policy Guidelines March Overview The Measure M2 (M2) Project U Senior Mobility Program (SMP) provides funding to support local, community-based transportation service for seniors. Originally established in 2001 using limited state funding for bus operations, M2 Project U SMP funding was established to continue and expand the existing program. A formula funding allocation was established for all Orange County local jurisdictions based upon their senior population. One percent of M2 net revenue is used to fund the program and local jurisdictions must provide a minimum 20 percent local match of the total annual program expenditures. The OCTA Board of Directors approved these guidelines on March 28, The purpose is to provide structure and definitions for all eligible M2 jurisdictions receiving SMP funding. OCTA shall enforce the provisions spelled out in these guidelines. 2.0 Objectives To provide for local, community-based senior transportation services. To allow local jurisdictions to develop and implement senior transportation services to serve their community. To provide transit options for seniors which complement rather than duplicate OCTA fixed route and ACCESS paratransit service. 3.0 Eligibility Requirements Participation in the SMP is contingent upon maintaining M2 eligibility. Local jurisdictions must be eligible to receive M2 funding, established on an annual basis as specified in the M2 Ordinance Requirements for Eligible Jurisdictions, to receive the formula allocation for this program. 1 Adherence to strict funding guidelines is required. Local jurisdictions are required to submit a Service Plan as described in Section 7.0 and must enter into a cooperative funding agreement with OCTA that defines the conditions of use of SMP funds prior to receiving their SMP funding allocation. 1 Orange County Transportation Authority Ordinance No. 3, Attachment B, Section III Page 25

29 EXHIBIT B 4.0 Funding Allocation Method & Distribution Funding for the program is identified as one percent of M2 net sales tax revenue and will be allocated to eligible local jurisdictions based upon the participating jurisdiction s percentage of the senior population of the county. Senior population is determined by using the most current official decennial Census information provided by the U.S. Census Bureau. Funding allocations are based on actual sales tax receipts. Funding will be distributed on a bi-monthly basis. SMP funds must be expended within three years of receipt. OCTA may grant a two-year extension beyond the three-year expenditure limitation; however, an extension may not exceed five years from the date of the initial funding allocation. Jurisdictions requesting an extension beyond the threeyear limitation must submit a justification letter for review and approval by OCTA at least 90 days prior to the end of the third fiscal year. In the event the time limits for use of SMP funds are not satisfied, any retained SMP funds that were allocated to an eligible jurisdiction, including interest, shall be returned to OCTA. 5.0 Match Requirements Participating jurisdictions must provide a minimum 20 percent local match of the total annual program expenditures. Match funding may be made up of cash subsidies, fare revenues, donations, or in-kind contributions such as salaries and benefits for the jurisdiction s employees who perform work on the program. Jurisdictions may also be required to submit supporting documentation to substantiate local match expenditures. Jurisdictions are not required to contribute the minimum match requirement on a monthly basis; however, the minimum 20 percent match requirement must be met by the end of each fiscal year, defined as June 30. Jurisdictions not satisfying the annual 20 percent match shall be subject to withholding of funds from future bi-monthly allocations equal to the difference between the amount of Measure M funds actually spent and the amount of Measure M funds actually matched. Page 26

30 EXHIBIT B Jurisdictions may receive retired OCTA ACCESS paratransit vehicle(s) to support their senior transportation program. Additional retired ACCESS vehicles may be purchased, based on availability, for a cost equivalent to the refurbishment costs incurred by OCTA. 7.0 Service Plan Adoption Participating jurisdictions shall submit to OCTA a SMP Service Plan which defines program services (Exhibit A). The Service Plan must be submitted using a template provided by OCTA and must be adopted by the jurisdiction s governing body and approved by the OCTA Board of Directors. Any deviation from the adopted SMP Service Plan must be submitted to OCTA in advance for review and approval and will require an amendment to the cooperative funding agreement prior to implementing a change in program services. 8.0 Eligible Expenses Participating jurisdictions shall ensure M2 funds are used for eligible direct program-related expenses which may include contract service providers, staff time, vehicle maintenance, fuel, insurance, vehicle acquisition, program supplies and materials, marketing materials, and community outreach. Jurisdictions shall ensure all costs are program-related and are fair and reasonable. Administrative costs up to 10 percent are allowed and considered eligible program expenses. All program expenses are subject to audit. No M2 funding shall be used by a jurisdiction for other than transportation purposes authorized in the M2 Ordinance. 9.0 Program Revenue Participating jurisdictions must maintain adequate controls for collecting and reporting program revenue, including donations, fees, and cash fares. Program revenue must be used to support the transportation service and may be used as part of the jurisdiction s 20 percent local match requirement Reporting Participating jurisdictions are required to submit monthly reports using a reporting template provided by OCTA (Exhibit B). Required monthly reporting data may include, but is not limited to, the following: o Number of Trips by Category Page 28

31 EXHIBIT B o Vehicle Service Hours o Vehicle Service Miles o Program Cost Detail by Expense Category and % of Total Operating Cost o Fares, Fees and Other Operating Revenue o Jurisdiction Total Contribution & Source o Jurisdiction Share as % of Total Operating Cost o Cumulative Jurisdiction Share to Date o OCTA Contribution o OCTA Contribution as % of Total Operating Cost o Cumulative Contribution Received from OCTA o Total Monthly Program Operating Cost o Cumulative Total Program Operating Cost Jurisdictions shall also be required to maintain supporting documentation to substantiate reporting data. Supporting documentation may include, but is not limited to, actual receipts, contractor invoices, trip sheets, payroll, timesheets, fuel logs, and maintenance records/receipts. Reports are due by the last day of the following month. A preliminary report may be submitted; however, submission of a final report is required within 15 days of the last day of the following month. Failure to meet the established reporting deadline for two months at any time during the fiscal year may result in future withholding of funding and/or other sanctions to be determined Audits & Inspection of Records M2 funding is subject to audit. Jurisdictions shall maintain program documentation and records for a period of no less than five years. Program documents and records, including but not limited to payroll, trip sheets, invoices, vehicle maintenance, fuel, and other program-related expenses, shall be available for review by OCTA SMP administrators, auditors, and authorized agents upon request. Jurisdictions must follow established accounting requirements and applicable laws regarding the use of public funds. Failure to submit to an audit in a timely manner may result in withholding or loss of future funding. Failure to comply with the approved Service Plan will require remediation which may include repayment, reduction in overall allocation, and/or other sanctions to be determined by the OCTA Board of Directors. Audits shall be conducted by the OCTA Internal Audit Department, or other authorized agent, as determined by OCTA. OCTA s failure to insist in any one or more instances of a jurisdiction s performance of the provisions set forth in these guidelines shall not be construed as a waiver or relinquishment of the jurisdiction s obligation to comply with these guidelines. Page 29

32 EXHIBIT B Moreover, only the OCTA Board of Directors shall have the authority to alter and/or waive any requirements/obligations set forth in these guidelines. Page 30

33 EXHIBIT D: PRICE SUMMARY SHEET Page 31

34 EXHIBIT D PRICE SUMMARY SHEET Enter below the proposed price for the services described in the Scope of Work, Exhibit A. Prices shall include direct costs, indirect costs, tax and profits. The quantities provided below are for RFP evaluation purposes only. The City s intention is to award a fixed unit-price type contract. Year Unit Price (price per trip) Quantity Total 1 X 6,650 $ 2 X 6,650 $ 3 X 6,650 $ 4 (Option) X 6,650 $ 5 (Option) X 6,650 $ TOTAL= $ Page 32

35 EXHIBIT E: PROPOSED AGREEMENT Page 33

36 EXHIBIT E PROPOSED AGREEMENT SENIOR MOBILITY PROGRAM THIS AGREEMENT is made and entered into the day of,, by and between the City of Laguna Niguel, a municipal corporation, hereinafter the "City", and, a [capacity], hereinafter the "Contractor." R E C I T A L S: 1. City requires senior mobility services for eligible City residents to and/or from the Sea Country Senior and Community Center 2. City circulated a Request for Proposals for the above described services on, Contractor submitted a proposal to the City to provide the required services on, City staff has reviewed all of the proposals and staff, after considering the qualifications, proposed staff, work plan, and the fairness and reasonableness of Contractor s proposed cost, has determined that an agreement to provide the required services should be awarded to Contractor. 5. The City desires to enter into an agreement with Contractor for Contractor to provide required services. A G R E E M E N T: NOW, THEREFORE, in consideration of the foregoing premises and the mutual promises and covenants herein contained, the parties hereto agree as follows: 1. Scope of Work. Contractor shall provide crossing guard services described in the Scope of Work in a manner satisfactory to City. The Scope of Work consists of the City's Request for Proposal [actual title and date] and the Contractor's Proposal [actual title and date] which are attached hereto respectively as Exhibits "A" and "B." (a) In the event of any conflict or inconsistency between Exhibits "A" and "B" and this Agreement, this Agreement shall take precedent over Exhibits "A" and "B." 2. Additional or Different Services. Any proposed changes in the Scope of Work shall be made only by written amendment to this Agreement. Page 34

37 EXHIBIT E 3. Term. The Contractor shall commence providing the required services on July 1, 2017, and this Agreement shall continue in full force and effect until June 30, 2020, subject to termination as provided in paragraph 18. The agreement may be extended for two one-year terms if Contractor s performance is satisfactory and that it is in the interest of the City 4. Payment for Services. City agrees to pay Contractor for providing the services which are described in Exhibit "A," and to pay for those services in the amount and in the manner and at the times set forth in Exhibit "B." 5. Contractor to Supply Instrumentalities. Contractor shall supply all necessary labor, tools, materials, appliances, and equipment to provide the required services. 6. Licenses; Standard of Care. (a) Contractor represents and agrees that all personnel engaged by Contractor in performing services are and shall be fully qualified and are authorized or permitted under state and local law to perform such services. Contractor represents and warrants to City that it has all licenses, permits, qualifications, and approvals to provide the services and work required to be performed by this Agreement. Contractor further represents and warrants that it shall keep in effect all such licenses, permits, and other approvals during the term of this Agreement. (b) Contractor shall perform the services under this Agreement in a skillful and competent manner. The Contractor shall be responsible to City for any errors or omissions in the performance of work pursuant to this Agreement. Should any errors caused by Contractor be found in such services, Contractor shall correct the errors at no additional charge to City by redoing the work. 7. Legal Responsibilities. (a) Contractor shall keep itself informed of all State and Federal laws and regulations which may in any manner affect those employed by it or in any way affect the performance of its services pursuant to this Agreement. Contractor shall, at all times, observe and comply with all such laws and regulations. City, and its officers and employees, shall not be liable at law or in equity by reason of the failure of the Contractor to comply with this paragraph. (b) The City and its Council members, officers, employees, agents, representatives and consultants are not responsible or liable for any claims, losses or damages that may arise from injury to any person, including employees of Contractor or any subcontractor, or from damage to adjoining or other property from any cause whatsoever arising out of or in connection with the performance of the required services. 8. Non-Assignability. Neither this Agreement nor any rights, title, interest, duties or obligations under this Agreement may be assigned, transferred, conveyed or otherwise disposed of by Contractor without the prior written consent of City. Page 35