VanGo Transit Operations Management

Transcription

1 CHARLES COUNTY GOVERNMENT Department of Fiscal and Administrative Services Purchasing Division Telephone: July 27, 2012 RFP NO VanGo Transit Operations Management ADDENDUM NUMBER TWO TO: All Offerors Please be advised of the following modification(s) & information related to Request For Proposals These modifications, comments, and attachments are hereby made a part of the bid documents to the same extent as if bound therein. A. Revisions to Solicitation Dates 1. Last day for questions: August 7, Last day for addendums: August 10, Proposal due date: August 15, 2012, before 1:00 P.M. B. Revisions to the Request For Proposals 1. Revision #1. In Section 1, PREPARATION OF PROPOSAL, on page I-2, replace the third paragraph with the following: A complete bid package shall include a cover letter stating that the offeror is or will be licensed to do business in the State of Maryland by November 1, 2012; that the offeror has complied with and takes no exceptions to all requirements of the RFP; and the following forms: Cost Proposal Forms A&B, Addendum Certification, Bidder s Experience form, Intended Non-MBE Subcontractors form, MBE Utilization Affidavit, Proposed MBE Subcontractors form, Non-Collusion Affidavit, and the Maryland

2 Department of Transportation DBE Forms contained in APPENDIX F, published separately on the County Bid Board. Sealed proposals shall be marked RFP 13-01, VANGO TRANSIT OPERATIONS MANAGEMENT - DO NOT OPEN. Sealed technical and cost proposals shall be submitted separately. Offerors shall submit one (1) unbound cost proposal, containing Cost Proposal Forms A&B, enclosed in a sealed envelope, separate from the technical proposal, marked Cost Proposal, and one (1) unbound original and seven (7) bound copies of the technical proposal enclosed in a sealed envelope, separate from the cost proposal, marked Technical Proposal to: 2. Revision #2. In Section 10, DISADVANTAGED BUSINESS ENTERPRISE (DBE) PROGRAM, on page I-4, replace the original entire section with the following: Offerors are advised that a Disadvantaged Business Enterprise (DBE) Program goal of 2.39% has been established for this project. DBE is a federal program administered by the Maryland Department of Transportation (MDOT), and he Maryland Transit Administration (MTA). The goal applies to subcontractors as well. MDOT DBE certification is required for this solicitation. The proposal documents included herein contain a County form entitled Minority Business Enterprise Utilization Affidavit. This document indicates the MBE certification status of the offeror, as well as, the level of MBE participation of any subcontractors or suppliers. Offerors are required to complete the form and submit it with their proposal. In addition, the Maryland Department of Transportation DBE Forms contained in APPENDIX F, published separately on the County Bid Board, must also be completed and submitted with the technical proposal. 3. Revision #3. In Section 13. INSURANCE REQUIREMENTS, on page I-4, the insurance requirements are found on page APP Revision #4. In Section 16, AWARD OF CONTRACT, on page I-6, replace the entire section with the following: The County intends to award this contract on the basis of a combination of the evaluation of both the offerors experience and qualifications, as well as the fees proposed. Award will not be based upon cost alone. The evaluation criteria will include: the offeror s demonstration of their understanding of the work to be performed, past experience, technical ability, financial and other resources, qualifications of personnel, results of reference checks, and record of similar work performed satisfactorily, and compliance with Maryland Transit Administration DBE requirements. Additionally, award may not be made to offerors contained on the Federal Excluded Parties List, and/or 2

3 Businesses or Persons Suspended or Debarred from doing business with a public body by the State of Maryland, and their proposal shall be rejected. The Contract entered into with the successful bidder shall meet all standard provisions required by the County and by any involved government agencies, and will consist of the Contract, this Solicitation, the Offeror s proposal, and any addenda or other modifications to the solicitation. The County intends to contract with a single firm and not with multiple firms doing business as a joint venture. Subcontractors may not be used in the conduct of this contract without express written approval of the County. The County reserves the right to reject any subcontracted relationship if changes or additions of subcontractors are necessary during the life of the contract. Proposal Evaluation Process: Sealed technical and cost proposals are to be submitted separately. The technical proposals will be opened and distributed to the Evaluation Committee. The unopened cost proposals will be retained by Purchasing. The individual members of the Evaluation Committee will each evaluate all technical proposals (Maximum of fifty (50) points), based upon the requirements of the RFP, with special emphasis on the contents of APPENDIX D. All individual raters scores for each proposal will be added and averaged to come up with a Committee technical proposal score for each technical proposal. Technical proposals that are not responsive and in compliance with the RFP will be rejected. Technical proposals that in the Committee s 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 technical and cost proposal scores will be added together to create a composite score, and offerors then ranked based upon the composite scores. The Contract may be awarded to the firm with the highest composite score, however, the County reserves the right to award the Contract based upon the best interest(s) of the County. 5. Revision #5. In Section 17, PERFORMANCE AND PAYMENT BONDS, on page I-6, replace the original bonding requirements with the following: Contract Year: One Two Three Option Years Bonds Amount (Each bond): 50% 10% 10% 10% 3

4 6. Revision #6. In Section 18. TERM OF CONTRACT, on page I-6, replace the first paragraph with he following: The base term of the Contract shall be from November 1, 2012, through June 30, Additionally, there shall be three (3) one-year extensions at the sole option of the County, upon approval by the Maryland Transit Administration. Each extension year shall commence on July 1, and expire on June 30. 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%). 7. Revision #7. In in the SAMPLE CONTRACT, on page I-10, replace the fourth paragraph with the following: The term of the contract shall be November 1, 2012 through June 30, 2015, subject to funding availability, with three (3) additional one-year extensions, that may be granted at the sole option of the COUNTY. 8. Revision #8. In APPENDIX A, Section 8, MEDICAL ASSISTANCE, on page APP-6, delete the following paragraph: When a request for this service is made, in addition to verifying eligibility through the EVS, Contractor staff must also complete a Medical Assistance Screening form for each person each time they request transportation. This form ensures that the person has no other means of transportation available to them, since Medical Assistance Transportation is a transportation of last resort and funds are reserved only for those persons who have no other means of reaching their medically necessary appointments. 9. Revision #9. In APPENDIX B, Section 18. SAFETY, RISK MANAGEMENT, AND INSURANCE, on page APP-19, add the following: F. Professional Liability Per Occurrence $1,000,000 4

5 10. Revision #10. In APPENDIX C, Section 8. CIVIL RIGHTS REQUIREMENTS, on page APP-27, replace paragraph C. Disadvantaged Business Enterprise (MBE), with the following: C. Disadvantaged Business Enterprise (DBE) This contract is subject to the requirements of Title 49, Code of Federal Regulations, Part 26, Participation by Disadvantaged Business Enterprises in Department of Transportation Financial Assistance Programs. The national goal for participation of Disadvantaged Business Enterprises (DBE) is 10%. The agency s usual overall goal for DBE (Charles County MBE Program) participation is 25%. A separate contract goal 2.39% has been established for this procurement. 11. Revision #11. In APPENDIX D, Section 3. REQUIRED PLANS AND OTHER INFORMATION, paragraph D, Para-transit Intake and Scheduling, on page APP-37, replace the entire paragraph D with the following: D. Paratransit Management and Dispatching Software Contractor shall provide Trapeze or County approved equivalent software for the management and dispatching of paratransit services, and state in the technical proposal what specific software they propose to use. In addition, Contractor shall provide access to this system, at no cost to the County, for three (3) County users for purposes of monitoring. 12. Revision #12. In APPENDIX D, Section 3. REQUIRED PLANS AND OTHER INFORMATION, paragraph H, Collective Bargaining Agreement, on page APP-37, replace the entire paragraph H with the following: Negotiate in good faith with employee union(s) as required 13. Revision #13. In the GENERAL PROVISIONS, page II-4, replace the first paragraph with the following: A. 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: 5

6 C. Questions Submitted via E Mail on 5/23/12 Prior to Pre-Bid Meeting 1. Question: We are requesting a copy of the current Contractor s Contract with VanGO Transit. Answer: The current contract is too large to scan and publish, however it may be viewed by prior arrangement, by contacting Jeffry Barnett, Chief of Transportation at BarnettJ@Charles County.org. 2. Question: Are the current employee s drivers, dispatchers, maintenance staff, etc. part of a workers Union? If so can you please identify the union and the local, and provide a copy of Collective Bargaining Agreement, with employee seniority list, current compensation an Anniversary date? Answer: Only drivers are organized. Per the RFP, they are represented by the International Brotherhood of Teamsters, Local 639. The collective bargaining agreement and employee seniority list is not available. 3. Question: Can you please provide current VanGO Transit staff both operations and administrative schedule, with current salary and current benefit levels? Answer: The County does not have access to this information and it is not available. 4. Question: Who will be responsible vehicle fuel purchases, and can you please clarify fuel reimbursement Policy? Answer: The contractor is responsible for purchasing fuel and there is no reimbursement. Note that price proposals must include one with contractor supplied fuel and one with County provided fuel. 5. Question: Can you please provide a list of the current technology that is present in the existing fleet? Answer: All fixed route buses are equipped with GFI Genfare electronic fareboxes provided by the County. In addition, all units are equipped with Drive Cam cameras and GPS units supplied by the contractor. 6. Question: Are Dispatchers and Schedulers Union? Answer: Dispatchers and schedulers are not represented by a union. 7. Question: Please provide a list of attendees at the pre-bid meeting. Answer: Attendee roster is posted on the County bid board as a pdf. 8. Question: Can you please clarify what vehicle fleet parts the Contractor will be responsible for and what parts VanGO Transit will be responsible for? Answer: The contractor is responsible for providing all vehicle fleet parts. 6

7 9. Question: Please provide a Vehicle Replacement Plan, indicating the existing vehicles that will start the service, the retirement date, and when new vehicles will be introduced. Answer: It is the intent of the County to replace vehicles in accordance with Federal Transit Administration thresholds. For VanGO units that is generally eight years and/or 250,000 miles for medium duty units and five years and/or 200,000 miles for light duty units. 10. Question: What is the monthly maintenance fee for 800 megahertz radios system, and who is responsible for cost? Is there a per unit lease or air time charge as well as the maintenance fee? Answer: There is no cost to the contractor for the radio system. The County provides the hardware, installation and air charges. Price proposal should reflect this accordingly. 11. Question: What is the current on time performance? Answer: On time performance is averaging approximately 98.5% consistently. 12. Question: Can you please provide a list of current vehicle list inclusive of the following: vehicle makes, model and year, engine type, current mileage, capacity (Seated and WC), and vehicle fuel requirement? Do the current vehicles have wheel chair tie downs? Answer: See Revised Vehicle List with Fuel & Engine Types posted on the Bid Board 7/27/12. All units are wheelchair tie down equipped except the eight Chevrolet sedans. 13. Question: Can you please provide sample of Service Reports? Answer: There is no formal service report. Communications regarding service are generally via e mail. 14. Question: Does the Contractor have any responsibility to sell on Board Fares, tickets or ticket books? Answer: The contractor collects fares on the fixed route service via electronic fareboxes. Drivers collect fares on paratransit services and occasionally sell discounted ticket books. 15. Question: Can you please provide a staff level for current Road Supervisors, and the expectation of service hours they should be in the field? Answer: Staffing levels are specified in the RFP. 16. Question: What has been the DBE Participation % for each current contractor for each of the last 5 years? Answer: Contractor DBE reports for the first three quarters of this fiscal year have been posted on the bid board. These reports were not required prior to this fiscal year. 7

8 17. Question: Please provide copies of the annual DBE Reports, indicating volumes used with each DBE and/or a list of the DBE vendors currently providing services to the contractor. Answer: See answer to question Question: Can you clarify and confirm revenue hours and miles that our cost proposal should be based on? Answer: The scope of work is clearly stated in the RFP. Refer to Appendix A. 19. Question: Please provide the annual revenue miles, hours and trips for each service for each year for the last 5 years. Answer: Refer to Appendix A in the RFP. 20. Question: What type MDT s, AVL and radios will VanGO Transit Provide? If the Contractor is being responsible for the repair, maintenance and replacement of this hardware please provide a 12 month history of these expenses. Answer: The County will supply and maintain two way radios. It is the responsibility of the contractor to supply MDT s and Drive Cam cameras and maintain them. 21. Question: Please describe the Medical Assistance Service with more detail? a. How far in advance will same day trips be booked? b. What are the average miles per trip with the Medical Assistance stops? c. How long is allowed for each trip, and how much time is allowed for drops? Answer: Details regarding Medical Assistance Service are fully addressed in Appendix A of the RFP. 22. Question: In order to better meet your training expectations, please provide the required minimum number of number of training hours for new employees: How many hours of classroom? How many hours of one on one BTW Training? How many hours of in-service training, riding routes, if applicable? Answer: The County will not specify hours of training. The only requirement is that drivers be trained to proficiency. 23. Question: Please clarify who is responsible for daily scheduling. Are the driver start times for each route set on a fixed schedule for each day s service? At what time will schedules be available for review by contractor each evening? Answer: The contractor is responsible for daily scheduling. Driver start times are determined by the contractor. 8

9 24. Question: Fare Collection Procedures can you please provide a breakout of Cash Fares Collected by the current Contractor for the last five years? Answer: That report is not available. Current annualized farebox collections are approximately $375,000. That is expected to increase over the life of the contract. 25. Question: Please provide a history by month, over the last 12 months, of the number and cost of liquidated damages for late vehicles, Missed trips, Complaints, and Documentation failures. If these are new standards, please provide the historic number of these incidents. Does VanGO Transit provide the T-1 line for Trapeze Pass? Answer: Liquidated damages have not been assessed. The contractor is responsible for providing the T-1 line. 26. Question: How many work stations are provided for Trapeze Pass? Answer: It is unknown how many work stations the contractor provides at their location. The RFP requires the contractor to provide County access for three workstations. 27. Question: What type of printer is provided, and is VanGO Transit or Contractor responsible for maintenance, supplies, toner etc. Answer: The contractor is responsible for printers, maintenance and toner. 28. Question: What type/number of phone lines or phone system, other than the T-1, are supplied by VanGO Transit for the operation of the system? Answer: The number and type of current lines is unknown. The contractor is responsible for all phone lines. 29. Question: Please provide the current revenue rates for current Contractor for each service provided? Answer: Contract rates are addressed in Addendum Question: Please provide the following information, for the last 12 months, by month, for each of the 3 services, VanGO Paratransit, Fixed Route, and Out of County Medical Assistance Services: Total Miles Gate to Gate miles (may be same as above). Miles First Pick up to Last Drop. Gate to Gate Hours First Pick to Last Drop hours (excluding 1 hr breaks) as specified for revenue service in Section Twelve (below). Number of trips (specify if cancellations and no-shows are included or excluded) Number of cancellations and no-shows Answer: See the RFP, Appendix A, Scope of work. These are addressed in detail. 9

10 31. Question: Please provide a Trapeze daily operations report indicating the scheduled hours of service by hour of day for each day of the week. This report indicates the number of vehicles/routes on the road at any given time of day, and the number of trips picked up during that period. Answer: This report is not available. Refer to the RFP. 32. Question: Please provide invoices from the current provider for the last 12 months, by month, for each of the services, VanGO Paratransit, Fixed Route, and Out of County Medical Assistance Services. Answer: Invoices are not available. Refer to contract rates addressed in Addendum Question: What is the current wage scale for Drivers, Mechanics and Staff positions required to provide these services? Answer: The County does not have access to wage scales for the current contractor. 34. Question: How much office space will be required for County staff? What functions will the County staff be responsible for? Who is responsible for office computers and equipment? Answer: Space requirements for County staff can be limited to 100 square feet. The contractor is required to maintain all of their office computers and equipment. 35. Question: Can you please provide a copy of VanGO Transit Vehicle signage requirements and policy? Answer: The County will provide all necessary transit vehicle signage. 36. Question: What types of Route Identification Rollers are on the current fleet? Who owns the current Route Identification Rollers? Answer: Fixed route vehicles are equipped with manual sign rollers that are owned by the County. It is the responsibility of the contractor to maintain the rollers in working condition. D. Pre-Proposal Meeting Notes Date: May 23, 2012 Time: 10:00 AM Attendees: The meeting attendance roster is posted on the County Bid Board. A pre-proposal meeting was held at the Charles County Department of Community Services man Conference Room. Attendance was not mandatory. 1. Fred Shroyer, Charles County Government Chief of Purchasing, provided an overview of the procurement process, and reviewed the Instructions To Offerors Section of the RFP. There were no questions. 10

11 2. Jeff Barnett, CCG Chief of Transportation, provided an overview of the technical requirements of the RFP. Mr. Barnett and other CCG Transportation staff answered questions. E. Questions and Answers from the Pre-Proposal Meeting 1. Question: Is there any other source of DBE certification for this contract other than MDOT s registry? Answer: No, only vendors certified by MDOT are recognized 2. Question: If a joint venture is proposed but both are owned by the same company is that considered joint? Answer: The proposal must list one company as the primary contractor. There can be multiple partners, but the County will contract with only one firm, that will be responsible for the performance of all. 3. Question: Is there any consideration to reducing the performance bond? Answer: Performance bond requirement is amended to 50% for the first year, and 10% for each subsequent contract and extension year. 4. Question: Is the performance bond for the full term of the contract or renewed annually? Answer: Performance bonds should be issued annually. 5. Question: Is the contractor responsible for paying fuel tax? Answer: Yes. However, the contractor may file with the State of Maryland and receive a refund on the Maryland fuel tax on gallons consumed in revenue service. That process is the responsibility of the contractor. 6. Question: Does the current contractor have fuel on site? Answer: No, they fuel at retail stations. 7. Question: Can fuel be taken out of the RFP? Answer: No, price proposals must include pricing with fuel and another without. 8. Question: Can current contracts that have not expired be submitted as references? Answer: Yes. 9. Question: Is it required to identify subcontractors? Answer: Yes, and each change in subcontractors must be approved by the County. 11

12 10. Question: Clarify the length of the contract. Answer: The base contract term is from November 1, 2012 to June 30, There are options for three extensions. 11. Question: If the prime contractor is a DBE, do the subcontracting goals still apply? Answer: Yes. 12. Question: Do subcontractor have to meet the insurance requirements? Answer: No. The prime contractor is responsible for all insurance required for the Contract. 13. Question: How long is the current contract period? Answer: Five years. 14. Question: Can the County provide the current contractor s DBE reports? Answer: Yes, the first three quarters of fiscal year 2012 are being posted on the bid board as a pdf file. These reports were not required prior to this fiscal year. 15. Question: Can the County provide the current contract, current contract rate, collective bargaining agreement and three years ridership information? Answer: See answer to question C. 1. The current rates are $67.68 for fixed route and $63.62 for paratransit, with fuel escalators based on a baseline of $2.58 for gasoline and $2.64 for diesel. The collective bargaining agreement is not available. Three years of ridership information is posted separately on the bid board as a pdf file. 16. Question: Is the collective bargaining agreement active? Answer: Yes, and they are currently in negotiations. 17. Question: Can the County provide the collective bargaining agreement? Answer: The County is not the custodian of this document and cannot provide it. 18. Question: Can you identify which vehicles are diesel vs. gas and which units are being repowered? Answer: Appendix E, Fleet Vehicle list has been revised to include fuel type for each vehicle. Units being repowered are CS51, CS52, CS53 and CS Question: Are any other revenue vehicles provided by the contractor? Answer: There are currently two paratransit vehicles we are leasing from the contractor. This is temporary and bids should assume all revenue vehicles are provided by the County. 12

13 21. Question: Will the contractor be responsible for screening MA eligibility? Answer: No, that was an error in the RFP and is being corrected. The County will screen for MA eligibility. 22. Question: Can the out of county vehicles be utilized for other purposes while clients are at medical appointments? Answer: As long as the trips are provided vehicles can be used for other purposes. However, County owned vehicles may not be utilized to support other contracts. 23. Question: Can the County provide copies of the lease agreement and records for the operating facility? Answer: No, the County does not have access to these records. 24. Question: Can the County provide maintenance records? Answer: No, but total annualized contractor maintenance costs for Fiscal Years 2010 and 2011 were $646,531 and $726,160 respectively, as reported in the Annual Transportation Plan, contractor budget. FY12 costs are not yet available. 25. Question: Is the County pursuing extended warranties? Answer: Not at this time. 26. Question: Who is responsible for installing two way radios? Answer: The County will provide all two way radios on the County system and will be responsible for cost of installation. In addition, the County owns the electronic fareboxes. 27. Question: Who provides the Drive Cam cameras? Answer: The contractor is responsible for installing the cameras and all associated costs. 28. Question: Can you clarify the Mobile Data Terminal (MDT) requirements? Answer: The County wants to move the paratransit operations to a paperless system to maximize efficiency and data reporting. Bidders must include these costs in their cost proposals. Methodology should be detailed in the technical proposal. The current contractor utilizes Trapeze but the County will consider any approved equal. 29. Question: Is the contractor expected to provide the software? Answer: Yes. 30. Question: Would you like us to split out low tech and medium tech in the cost proposal? Answer: No. This cost should be built in to your cost proposal. Details should be discussed in the technical proposal. 13

14 31. Question: Can intake calls be directed to a centralized call center? Answer: Yes, but the call center must be capable of providing real time local information including but not limited to weather conditions, school closings, government or business closures, road conditions, etc. 32. Question: Are there specific requirement for the contractor s facility? Answer: The facility must be located in Charles County at a location that minimizes deadheading. Space for a County employee is approximately 100 square feet. Additionally, the facility must meet all Federal Transit Administration requirements including but not limited to security and ADA accessibility. 33. Question: What is the expected award date of this contract? Answer: Notice to proceed is expected to be issued in mid to late September. 34. Question: Can the County provide a history of liquidated damages. Answer: Liquidated damages have not been assessed in the current contract. F. Questions Received on May 24, 2012 via E Mail 1. Question: The re-powering of buses, will this repair come with a warranty? For example, if they are using Ford or Jasper products would it come with a 3 year unlimited warranty. Answer: The E-450 s that are being re-powered have a four year unlimited warranty on the transmission and three year unlimited warranty on the engines. Details on the units being re-powered are being posted in a revised fleet listing and the answer to question #18 above. 2. Question: Can an extended warranty be purchased for the International fleet since it is so new? Answer: Presently, we are not pursuing extended warranties on the Internationals so proposals should assume they will not be extended. 3. Question: Is this contract going to require Professional Liability Insurance since there are professional responsibilities for drivers? This would also protect the County from any professional law suits. Answer: Yes. See revision #9, above. G. Questions Received on May 24, 2012 via E Mail 1. Question: Would you consider reducing the performance bond requirement to 10% of the annual contract value? The reduced requirement will be more consistent with Charles County s risk on the contract, will allow more qualified bidders to participate, and will be less expensive for Charles County. Performance bonds are infrequently required 14

15 2. (about 10% of all contracts) in the paratransit industry, but when they are required, 10% of the annual contract value is usual and customary. Answer: The performance bond is being reduced to 50% for the first year and 10% for all remaining years in the contract. 3. Question: Please provide a copy of the County s contract with the incumbent. Answer: See answer to question C Question: Please provide revenue invoices and operating reports issued by the incumbent for the most recent three months. Answer: Three years of operating statistics which include average fares and expenses have been posted on the bid board. Invoices are not being made available. 5. Question: Collective Bargaining Agreement: The current contract with Teamsters Local 639 expires on June 30, What job classifications are part of this unit and what are their current wages and benefits? How will the gap between the union contract expiration and start of the new contract be handled by the Local and County? Please provide a copy of the CBA. Answer: See Section C, Questions 2, 6, & 33. Only drivers are currently represented in the collective bargaining agreement. The County is not a party to the CBA, and has no involvement in union issues. 6. Question: Fleet Management Vehicles states, The Contractor will also be required to provide GPS, MDT and AVL equipment, route signage, brochure holders, and any other items not currently on vehicles that the County determines necessary to adequately equip and identify the vehicles for service. Is the contractor responsible for the original installation of this equipment and/or replacement? How much has been spent on the equipment by the contractor over the last 3 years? Answer: Yes, the contractor is responsible for the original installation of this equipment and replacement when buses are replaced. It is unknown how much the current contractor has spent on this equipment over the past three years. 7. Question: Two-Way Radio Communication: What part of the two-way radio system will the contractor be responsible for providing/paying if any? Answer: See Section C, question 10. The County will provide this equipment and the installation. 8. Question: Offerors Experience/References I-13: This form defines completed in such a way that current ongoing operations cannot be listed. Was this the intent or will current operations qualify? Answer: As discussed in the pre bid meeting, offerors may list current operations, if they do not have any contracts that have been completed. However, each offerors proposal will be evaluated upon their experience, or lack thereof. 15

16 9. Question: Medical Assistance states, The bidder will work with all human service providers who have Medical Assistance Transportation subcontracts to provide transportation to their existing clients. Can you elaborate on how the bidder will work with these subcontractors? Answer: The contractor assists in this process by negotiating trips to avoid spikes in ride times that could result in trip denials. This includes periodic negotiations with medical service providers to ensure both the trip and medical service is provided. These efforts are coordinated with County Transportation staff. 10. Question: The Contractor will also support and encourage local efforts to consolidate Medical Assistance transportation by providing passenger trips for clients in adjoining counties. These counties will be billed for the trips directly by the Contractor. At what rate will these trips be billed? Answer: This situation was discussed in the RFP because in the past Charles County had reciprocal arrangements with adjoining counties for some Medical Assistance trips. No such relationship currently exists and it appears unlikely to recur. It is unknown what, if any, rate was charged by the current contractor. H. Questions Received June 6, 2012, via 1. Question: At various times, federal, state and local governments consider laws, rules and regulations which require an increase to the minimum wages or benefits mandated for the employees that will be employed under this contract. If such an event occurs during the term of the agreement, how will the agency respond for an application for increased compensation? For example, the state of Massachusetts recently passed a law requiring employers to provide a certain level of health insurance. California is considering similar legislation. Since these events cannot be anticipated and the costs are so significant, we need to understand the risk associated with such laws, rules or regulations. Answer: Generally, Charles County is considering that annual adjustments based on the Transportation CPI will correct for events of this nature. However, given more profound events that would have a direct negative effect on operating costs, the County will consider requests to make appropriate adjustments. 2. Question: At this time, there remains significant unknowns regarding the specifics of the new federal health care legislation. Please provide direction regarding whether or not the bidders should attempt to contemplate these costs in its bid or, once more information is known, will the agency be open to discussions regarding the costs associated with this new law? Answer: See answer to H. 1, above. 3. Question: Please confirm that the financial statements submitted must be audited and they must be specific to the entity submitting the proposal. Answer: That is correct, financial statements must be audited and specific to the entity submitting the proposal. 16

17 4. Question: To ensure proper notification of all parties, would VanGO modify the Termination for Convenience language to allow for a minimum 30-day notice period? Answer: Charles County is amending the termination for convenience with a minimum 30 day notice. See Revision # Question: Will VanGO consider adding strikes in the Force Majeure clause of the contract to allow for this item or will VanGO clearly delineate the level of service expected of the Contractor during a strike? Answer: We do not intend to add strikes in a Force Majeure contract clause. It is the desire that service suffer no interruptions in the event of a labor action. However, we would intend to work cooperatively with the contractor to minimize the impact and to return to full service as soon as possible in the event of such actions. 6. Question: Please confirm the volume of hours and trips on which proposers should base their proposals. Please describe plans, if any, for any changes to the volume of hours in the next 12 months. Answer: See pages I-8 and I-9 in Part II of the RFP. Service volumes are clearly defined. This represents approximately 3.5% reduction in fixed route and 15% reduction in paratransit from fiscal year 2012 levels. It was intended to be phased in during the course of the first year of the contract. However, this may be adjusted depending on the rates in the new contract. 7. Question: Does 5333(b) of Title 49, regarding Transit Labor Protection (formerly Section 13(c) apply to this contract? Answer: Yes 8. Question: Given recent volatility of fuel costs, will VanGO include a fuel escalator clause in the contract? Answer: Fuel escalator clauses will not be included in the contract. 9. Question: Why is the contract period not for 3 full years versus the proposed 34 months? Answer: The County extended the existing contract due to administrative issues related to the solicitation. Therefore, the first year of the contract will begin on November 1, Question: Please provide replacement schedule for all revenue vehicles. Answer: It is the County s intent to replace vehicles according to the Federal Transit Administration s replacement scheduled based on mileage and/or years in service. 17

18 11. Question: Please clarify the deviations from scheduled operations section. When are all services closed and when, by service type, will there be limited service days? Please define the impact of limited service days to daily revenue hours and daily trips by service type. Answer: Holidays when no service is provided are defined on page APP-10. It is possible the County will close on several additional holidays. Limited service days are also defined on APP-10. Note that the service volumes include the limited service days. 12. Question: Please clarify if the County s goal for this solicitation is a Disadvantaged Business Enterprise (DBE) goal, or a Minority Business Enterprise (MBE) goal. Answer: It is a Disadvantaged Business Enterprise goal. 13. Question: Please clarify if the County requires a letter of financial or bonding capacity to secure a Performance Bond for these services to be submitted with the proposal. Answer: The County is not requiring a letter of financial or bonding capacity be submitted with proposals. 14. Question: Does the County intend to use a scoring/evaluation matrix to evaluate the proposer s technical submission? If so, please provide the matrix or scoring criteria. Answer: Yes. The matrix and criteria will be published on the Bid Board on approximately July Question: Please clarify the makeup of the evaluation committee/board for this solicitation. Answer: The members of the Evaluation Committee will not be released at this time. 16. Question: Please clarify if the County requires that proposers submit candidate resumes at time of proposal submission. If so, please clarify specifically which positions the County requires resumes for. If the County requires resumes from candidates please indicate if these resumes are part of the scoring criteria as the interview and selection identified for the candidates is to occur after award but before contract start. Answer: The RFP does not require submission of resumes, however, offerors are encouraged to include as much information as possible regarding staffing in their proposals. Immediately following notice to proceed and prior to contract execution, the successful bidder is required to provide the County with the resume of the General Manager and Assistant General Manager/Operations Manager and make those individuals available for interview. 17. Question: Would the County consider removing the requirement to honor the existing CBA or provide the current CBA to include wages and seniority of all employees represented. It is our intention (with the County s approval) to hire as many of the incumbent employees as possible, but to abide by this requirement without having the CBA would propose a critically unfair advantage to the incumbent contractor for both the purposes of the financial submission and the production of work, if awarded. 18

19 Answer: The County has made amendments to the expectations of the successful bidder with regard to labor relations. The County is not the custodian of the CBA, does not negotiate directly with the Union and cannot provide a copy of the CBA. The International Brotherhood of Teamsters Local 639 is located at 3100 Ames Place, NE, Washington, DC Additionally, the County is not the custodian of seniority rosters or any records related to the current contractors employee and is unable to provide that information. 18. Question: Please clarify the request to estimate the County s current fleet using Kelly Blue Book (KBB). KBB does not offer pricing on many of the vehicles provided in the Fleet Vehicle List (APP E). Answer: If vehicle values are not available through KBB, any other means the successful bidder decides to utilize will be considered by the County. 19. Question: Please clarify if, and how the response provided for 3.A (RFP page APP-37) impacts the selection or scoring of the proposer s submission. Answer: The greater experience an offeror has maintaining and managing GFI Genfare fareboxes, the higher their score will be in this area. * * * * * * END OF ADDENDUM #2 * * * * * * 19