Addendum2 by keralaguest


									                          PRE-BID CONFERENCE MINUTES
                                AND ADDENDUM #2
                                   June 3, 2002

                            REQUEST FOR PROPOSALS
                         FOR FARGO METRO AREA TRANSIT
                              OPERATIONAL SERVICE
                          FOR PUBLIC TRANSPORTATION

   Steve Newby, MV Transportation
   Joseph Wetch, Attorney for MV Transportation
   Don Johnson, Laidlaw Transit
   Bridget May, Laidlaw Transit
   Roland Atwood, Red River Trails
   Jean Rayl, City Commissioner, City of Fargo
   Jim Gilmour, Planning Director, City of Fargo
   Gary Stewart, City Attorney, City of Fargo
   Julie Bommelman, City of Fargo Transit


   The contractor selection process was reviewed per page 12 of the RFP.


   Questions were solicited from each attendee; verbal and written questions were
   submitted as follows:

   Is it possible to extend the deadline for requests for clarifications?

          Yes. Refer to Addendum #1 – this addendum already extended the deadline to
          the close of business June 3, 2002.

   Page 8, Section 1.3:
   Does the City want a bid bond in the amount of 5% of the bid, which will be replaced by
   a 20% performance bond if the proposer is successful?

          Yes. Upon award of the contract to the successful proposer, a bid bond in the
          amount of 20% of the first full year of the contract will be required and will replace
          the 5% bid bond.

   What is the amount of the performance bond that is in place with the current contractor?

          There is not a current performance bond in place.

   Please clarify the third paragraph: Is the bond only required for the first year of the

June 3, 2002
Page 2

     Page 9, Section 1.4:
     What is the purpose of the second protest date (July 22)?

            The purpose of the protest is to allow one week following submittal of proposals
            for proposers to file any protests.

     Please clarify the term “complete contract” during the period of July 15-August 16.

            “Complete contract” refers to the City of Fargo drafting a contract prior to the City
            Commission award of contract to expedite the process once a contract has been

     Page 9, Section 1.6:
     Please clarify who proposers are allowed to talk with during the proposal process. Does
     this requirement prohibit discussions with elected officials prior to the August 19 City
     Commission meeting?

            The purpose of this is to limit all technical and operations issues to one point of
            contact, the Transit Administrator. Proposers will not be allowed to contact other
            city staff. Should there be a legal question, a proposer may contact the City of
            Fargo City Attorney; however, the City Attorney will contact city staff for
            clarifications prior to issuing any opinions. City Commissioners will refer
            technical questions to city staff.

     Pages 12-14, Section 1.8:
     Please state the members of the evaluation team.

            The evaluation team consists of Julie Bommelman, Transit Administrator, Jim
            Gilmour, Planning Director, Jean Rayl and John Cosgriff, City Commissioners,
            Kent Costin, Finance Director, and Pat Zavoral, City Administrator.

     How many references of other contracts performed by the proposer would the city
     check? Would the city check a small group of references submitted or pick references at
     random from a total list of contracts submitted?

            The City will check a group of references, at their discretion, from the list

     Does the lower cost proposer have any advantage in receiving points under Section E?

            The lower cost proposer would have an advantage as they would likely receive
            the most points under Section E. It must be noted, as it is clearly stated in the
            RFP, that “a low price shall not be the sole determinant” and is 25% of the total
            proposal package.
June 3, 2002
Page 3

     Will the city conduct concurrent negotiations with all proposers in the competitive range
     at the same time or will negotiations only occur with the proposer with the highest score
     from the evaluation team? Please define how the term “competitive range” will be used.

            In accordance with federal guidelines, the city may conduct concurrent
            negotiations with all proposers determined to be within the competitive range
            after the evaluations. In addition, the city reserves the right, as stated in the
            RFP, to award a contract based on an original offer without any negotiations.
            Competitive range refers to offers the city determines to be within a certain
            budgetary range.

     Page 15, Section C.1:
     When will the proposals be opened?

            As stated in the RFP, proposals will be opened at July 15, 2002, 2:00 p.m. CDT,
            in the Inspections Conference Room, Fargo City Hall. All proposals are opened
            by the City Auditor and become public information upon opening.

     Page 22, Section 7:
     What is the DBE goal on this contract?

            DBE goals are set annually and usually range between 1%-4%. A contractor is
            required to strive to meet the DBE goals set by the City. A copy of area DBE
            businesses is attached.

     Does the city have any affirmative action program specifically dealing with transit
     services to promote contract opportunities with woman or minority owned contractors?

            Yes – see attached.

     Page 26, Section 16:
     Can you provide a copy of the current13(c) contract between the city and Department of
     Labor? Can you also provide a copy of the agreement between the current provider and
     the union?

            A copy of the current13(c) agreement between the City of Fargo and DOL is
            attached. The existing labor agreement between the Teamsters Local 116 and
            Laidlaw is not available through the City of Fargo.
June 3, 2002
Page 4

     Page 31, Sections E and 3.2:
     Does the city or contractor provide transfer slips?

            The city provides transfer slips.

     What version of Trapeze is provided by the city? Who pays the annual support fees?

            Trapeze is Version 4, Build 4.431.7.4. The city pays the annual support fees.
            Please note: reservationists/dispatchers are City of Fargo employees and
            responsible for operation and maintenance of the Trapeze system; the contractor
            is not involved in the operation of Trapeze.

     Page 33, Sections 3.7 and 3.9:
     Who counts the fares? What is the procedure for depositing the fares with the city?

            The farebox vaults containing on the fixed routes buses are removed from the
            buses by the Central Garage staff; deposits are picked up by a security service.
            Fares on paratransit are collected by drivers, turned in each night, and counted
            by city staff daily. In addition, fixed route dispatchers located at the Ground
            Transportation Center (GTC) collect revenue from pass and token sales and
            compile deposits daily, which are verified by city staff.

     Is the proposer required to provide a list of 100% of the municipal transit contracts within
     the last three years to meet this requirement, or can the proposer provide a partial
     selected list?

            The proposer is required to provide a complete list of contracts.

     Please clarify that the financial statement must be audited by a certified public
     accountant or certified public accounting firm.

            The financial statement must be of the three years of the most recently published
            audited financial statements, audited by a certified public accountant.

     Please state how the city can evaluate the financial stability of a wholly owned subsidiary
     if the financial statements of the parent company are not also provided to the city?

            The city will consider the subsidiary a separate entity to be evaluated as such;
            the required performance and bid bonds will also strengthen assurances to the
            city of the financial stability of a company. It is the sole responsibility of the city
            to make this determination.
June 3, 2002
Page 5

     Page 34, Section B&C:
     Will the city give preference to proposed project manager or transit supervisor who is
     local compared to proposer personnel who will be relocated to Fargo?

            The city will give preference to whomever the city feels is the most qualified
            overall to perform the required duties of the position regardless of their
            geographical location.

     What factors will the evaluation team use to evaluate the technical experience and
     qualifications of the personnel proposed?

            The factors are clearly outlined in the RFP, pages 12-14, Section 1.8, Selection

     Page 36, Section 3.10E, F:
     Will the contractor be required to provide office space outside of the ground
     transportation center?

            It is not likely. Office space at this point is adequate.

     Please explain the two types of criminal background (Bureau of Criminal Apprehension
     and Fargo Police), why are two different checks required and what are the costs
     involved, if known?

             Criminal background checks are necessary for pre-employment and annually
     thereafter. The records checks performed by the Bureau of Criminal Apprehension are
     the financial responsibility of the contractor. The purpose of a records check with the
     Fargo Police Department acts as a “fail-safe” locally; there is not a charge associated
     with that record check.

     Page 39, Section 3.11H:
     How many taxi rides have been required in the past year?

            Taxi rides average 1-2 per month. Taxi rides which do not fall within the
            authorizing guidelines will be the financial responsibility of the contractor.
June 3, 2002
Page 6

     Appendix 1, Sections 1.10-1.14:
     Please clarify if a proposer must submit a question on all contracts operated by the
     proposer during the past three years. What specific information is needed for each
     reference provided?

             A proposer must submit information on all contracts of a similar size and
             operation (i.e. fixed route and paratransit services) to the current City of Fargo
             size and operation.

             Specific required information is outlined at the end of Appendix 1 in the RFP. A
             proposer is required to utilize the format provided.

     Please explain what is meant by “change orders prior to and following contract work,
     initiating by respondent organization”. Does this exclude change orders initiated by the
     agency? Does this mean for contracts with public agencies only or does it include
     contract with private firms as well?

             This requires proposers to disclose any change orders to contracts with any
             agency or private firm which the proposer has initiated either prior to signing a
             contract or following signature of a contract. The intent of such disclosures is to
             identify any proposers with a history or demonstrated practice of “low-balling”, or
             under-bidding, a bid and requesting a change order.

     Please clarify if proposers are required to list all litigation (including car accidents, etc.).

             Proposers are required to list litigation involving contract dispute issues.

     Is the firm required to disclose litigation against its parent, affiliated or subsidiary

             Proposers are required to disclose litigation involving the firm alone. As
             previously stated, the city will review the firm as a separate entity.

     Other questions without specific references to RFP section:

     1.      Has any potential proposer made any recommendations to the city relating to the

             The city evaluation team, with guidance from the Federal Transit Administration,
             compiled the RFP. Please note the RFP is a stand-alone document which can
             be constructed in any way the city determines necessary to obtain a contractor in
             the best interest of the city.
June 3, 2002
Page 7

     2.     Please provide a list of attendees at the pre-bid conference.

            Attendees are listed and the sign-in sheet from the pre-bid conference is

     3.     Provide a list of what questions were asked by the other proposers.

            No other questions were asked; this addendum is all-inclusive.

     4.     Will a format be used for evaluation? If so, please provide copies of the
            evaluation forms.

            The format is outlined in Section 1.8 of the RFP. Should a specific form be
            developed, it will be provided.

     5.     As to revenue hours: Define the term revenue and explain the impact lunches
            and deadhead have on revenue hours (App. 3, page 14, section 5.10).

            Revenue hours refer to the time a driver is available to provide service. It does
            not include deadhead, pre-trip, lunch, or break times where the driver is not

     6.     Must the training program be approved before the awarding of the contract?

            No; it is acceptable to obtain approval following award of the contract.

     7.     On the bid proposal form, App. 1, can that form be submitted to the proposers in
            electronic format?

            Yes, it can be provided upon request.


     Attendees were provided a tour of the Ground Transportation Center, including the office
     space provided to the Project Manager, the dispatch area, driver’s lounge, meeting
     rooms and administration offices.

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