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REQUEST FOR PROPOSALS
EMPLOYEE SHUTTLE SERVICES
The Council of Fresno County Governments (referred to hereafter as “Fresno COG”) is seeking
transportation services for participating adults who live in Fresno/Clovis Metropolitan area and
work at Call Centers.
Proposals are due on Monday, August 18, 2008, at 5:00 p.m. local time to the following address:
Mr. Tony Boren, Executive Director
Council of Fresno County Governments
2035 Tulare Street, Suite 201
Fresno, CA 93721
Late proposals will not be accepted. Seven copies of the proposal are required. Faxed
proposals will not be accepted.
NOTICE OF BID CONFERENCE
The Council of Fresno County Governments will conduct a Bidders Conference on:
Thursday, August 7, 2008 at 10:00 a.m. at 2035 Tulare Street. Each potential provider is
encouraged to attend this Bidders Conference where the Shuttle Transportation Service bid
package will be discussed and questions answered.
I. INTRODUCTION
The Council of Fresno County Governments (COFCG) is seeking a qualified successful proposer
with substantial experience in transit procedures for coordination of multiple pick up and Call
Center drop-off sites within the City of Fresno.
BACKGROUND
Pilot Shuttle Transportation Service for Call Centers
The Regional Jobs Initiative was formed on Jan 1, 2004. It is under the aegis of the Regional
Jobs Initiative (RJI), that the Information Processing cluster was formed. In 2004, the Call
Center cluster organized as one segment of the Information Processing cluster.
Participating call centers handle customer service for banks, catalog sales, insurance claims
processing, and utilities. They conduct market research and public opinion polls; take
reservations for national park lodging; handle after-hours calls for the medical community; and
schedule insurance policy reviews.
Call centers tend to employ large numbers of entry-level workers. The smallest call centers have
30 to 50 employees; the largest have approximately 500 employees during the peak season. The
call centers are located in 4 primary areas: Herndon and Palm; Manchester Center; Downtown;
and Southeast Fresno. There is some seasonality in the industry, with total employment ranging
from 4,000 to 6,000 employees, the higher end of the range occurring in the summer months.
Many of the call centers open at 5:00 a.m. to service customers from the East Coast and close
after 10:00 p.m. to service customers from Alaska and Hawaii. To provide coverage over these
extended hours, employees are scheduled to work in staggered shifts. Call centers track volumes
of calls at various times of the day and year and schedule employees to work accordingly. When
an employee does not show up for a scheduled shift, it places a strain on the entire call center.
Calls take longer to answer which frustrates clients, and other employees must work faster to
keep up with the volume.
Many of the call centers face a common problem with transportation-related absenteeism.
Participating call centers discussed the possibility of operating an employee shuttle
transportation system as a solution to this problem. If shuttle vans could pick employees up
within walking distance of their homes and take them to and from work at multiple call center
locations, in effort to reduce absenteeism and the adverse impact on call center operations. In
addition to the benefits to call centers, this would also have a positive impact on air quality in the
region and would be an excellent example for other industries to follow under the “Healthy Air
Living” program of the San Joaquin Valley Air Pollution Control District (SJVPCD).
A shuttle transportation service model is extremely desirable because:
employees work in staggered shifts rather than 8:00 a.m. to 5:00 p.m
employees are seldom assigned to work the same days and times each week
employees have various transportation problems that at times prevent them from getting to
work
many employees leave call centers for higher wages or less stressful jobs.
In 2004, call centers that were interested in the possibility of offering a shuttle service surveyed
their employees to determine levels of interest. It took more than 4 months to collect the
responses from the different call centers’ employees and consolidate them into a single database.
Approximately 70 employees at 4 different locations were identified at that time for a possible
pilot project. For employees, this service focuses on getting to work efficiently, safely, and on
time. For employers, these services include recruitment, reliable transportation and a decrease in
employee turnover.
A survey will be sent again to the call centers to determine if they want to try a shuttle service
and the level of cost they are willing to bear to fund the program. The call centers that are
interested will be asked to survey their employees again so work sites, scheduled shift start and
end times, and employees’ residences can be used to develop shuttle routes. The survey will be
sent out after the RFP has been sent to the successful proposers.
The call center industry in Fresno, the San Joaquin Valley Air Pollution Control District, the City
of Fresno and the Council of Fresno County Governments (Fresno COG) are interested in
establishing a shuttle service suited to the unique needs of the call center industry in Fresno. The
pilot is expected to run for 6 months, after which a decision will be made to extend, expand or
terminate the program. It is intended that vendors provide a turn-key service.
II. GENERAL CONDITIONS
Definitions
Wherever used in the Specifications, including the Instructions to Proposers, the proposal, or any
of the Contract Documents, the following words shall have the meaning herein given, unless the
context requires a different meaning.
a. “Council of Fresno County Governments” and "Fresno COG" shall each mean the Council
of Fresno County Governments unless otherwise indicated.
b. “Project Manager” shall mean the Fresno COG project manager unless otherwise
indicated.
c. "Contract" and "Contract Documents" shall each mean and refer to these
Specifications, including the Instructions to Proposers, the proposal and any
addenda thereto, the Contract and all Fresno COG specifications, and other
papers and documents incorporated by reference into or otherwise referred
to in any of the foregoing documents, whether or not attached thereto.
d. “Contractor” shall mean the Proposer awarded a contract hereunder and named or to be
named in the Contract with the Fresno COG to furnish the goods or services, or both, to
be furnished under the Contract.
e. “Proposer” shall mean each person or entity submitting a proposal, whether or not such
person or entity shall become a Contractor by virtue of award of a Contract by Fresno
COG.
f. “Specifications” shall mean the Contract Documents.
g. “Advanced Reservation” shall mean the process of requesting trips and receiving trip
confirmation prior to the day service is requested.
h. “Deadhead” For shuttle services shall mean either miles or hours when a vehicle is
not in revenue service including travel from the yard to the first pick-up, from the
last drop-off back to the yard when released by the dispatcher and travel during
driver breaks and other "out of service" times. The travel between scheduled
pickups and drop offs, regardless of whether a passenger is on board, is not
deadhead.
i. “Demand Responsive” shall mean a service that does not require advance reservation
and trips can be requested the same day [also referred to as “same day,” “real-time”
or “immediate response”].
j. “Dwell Time” shall mean the amount of time spent by vehicle and driver at each
pick-up and drop-off waiting for the passenger(s) to appear, during passenger
boarding, deboarding and wheelchair securement. Dwell time is included in the
Vehicle Service Hour computation.
k. “Late Trip” shall mean an occurrence when the vehicle arrives more than 5 minutes
but less than 15 minutes after the scheduled pick-up time and the passenger chooses
to board the vehicle and take the trip.
l. “Missed Trip” shall mean an occurrence when the vehicle arrives more than 10
minutes but less than 15 minutes after the scheduled pick-up time and the passenger
does not appear or chooses not to take the trip.
m. “No-Show” shall mean a scheduled passenger who does not appear at the
designated location for vehicle boarding within 5 minutes of an on-time vehicle.
n. “On-Time Pickup” For shuttle services shall mean a vehicle shall be on-time if it
arrives at the designated pickup location no more than 5 minutes prior to the
scheduled pickup time or no more than 5 minutes after that time.
o. “Passenger Trip or Unlinked Passenger Trip” shall mean the number of passengers
who board the Call Center shuttle vehicles.
p. “Road Call” shall mean a mechanical failure of a shuttle vehicle in revenue service
that necessitates removing the vehicle from service until repairs are made.
q. “Service Delivery Failure” shall mean an occurrence when the vehicle does not
arrive at the pick-up location within 10 minutes after the scheduled pick-up time
regardless of whether the passenger is picked-up and transported or chooses not to
take the trip.
r. “Vehicle Service Hour” shall mean any sixty minute increment of time a vehicle is
available for passenger transport within Fresno COG’s established hours of service.
A vehicle is available for passenger transport from the time it arrives at its first
pick-up address and ends when it has completed its last passenger drop-off and is
released from service by the dispatcher, excluding any meal breaks, service breaks,
mechanical breakdowns and time a vehicle is down due to an accident. If the first
scheduled pick-up is a no-show, the vehicle arrival time shall still be used for
computation of vehicle service hours; however, this rule shall not apply to late trip
cancellations. Vehicle service hours are also known as “vehicle revenue hours.”
s. “Vehicle Service Miles” shall mean the mileage incurred by a vehicle while
operating a Vehicle Service Hour.
Delivery of Services
If Contractor is delayed providing services by any acts or omissions of Fresno COG or its
employees, or others acting under authority of Fresno COG by contract or otherwise, (ii) acts of
God which Contractor could not reasonably have foreseen and provided for, (iii) illegal strikes,
boycotts or like illegal obstructive action by employee or labor organizations, or (iv) any illegal
general lockouts or other defensive action by employers, whether general or by organizations of
employers; Contractor shall have no claim for damages against Fresno COG for any such cause
of delay, but shall be entitled to an extension of time and will reasonably compensate Contractor
for actual loss of time occasioned thereby. Contractor may apply to Fresno COG for such
extension. However, no such extension of time shall be granted unless Contractor shall have
notified the Project Manager, in writing, within one week after the commencement or occurrence
of the condition or event which is expected to cause a delay in delivery, of such condition or
event and the actual or estimated number of days of delay anticipated on account thereof. The
decision of the Project Manager as to the number of additional days, if any, to be allowed for
completion of delivery on account of such condition or event, will be given in writing to
Contractor.
III. SCOPE OF WORK
The purpose of this project is to provide shuttle transportation services to Call Center employees
between the designated pick-up sites and the Call Center work sites. The program should meet
the needs of employees who do not drive or do not have reliable transportation. Transportation
services to be provided should be with a private shuttle or bus service to serve all desired shifts.
WORK ELEMENT/TASKS
Provide Shuttle Transportation Service Program
Below is an overview of the services to be delivered:
The successful proposer is to develop and implement a package of transportation services to
connect Call Center employees from designated pick-up locations to their job sites. The service
must be available during the work shift hours per day serving various shift times that will be
specified. The routes will need to be revised weekly to keep up with changes in requirements.
This section should clearly convey the successful proposer’s understanding of the nature of the
work and the general approach to be taken to its performance. The general scope of work has
been developed by the Call Centers. Proposals should indicate if the respondent is proposing on
all or parts of the scope of work. Respondents may include further detail regarding specific
methodologies or approaches being proposed. This section should include, but not be limited to,
a discussion of the purpose of the project, the organization of the project effort, and a summary
of the proposed approach.
It is estimated that transportation services will start on or about October 1, 2008 and will be
evaluated April 1, 2009. If the pilot program is successful and funding is available, a contract
extension may be negotiated.
Transportation services will be provided by passenger vehicles that are owned by or leased to the
successful proposer. During trips provided in which these vehicles are in service for the Call
Centers, the successful proposer will not accept riders who are not enrolled in the program,
unless these riders are staff or other designated representatives of the Call Centers.
Work Trips
• The successful proposer will provide transportation for Call Center employee commuters
to and from their respective work sites.
• The commuters will be picked up and returned to a designated point in the Fresno/Clovis
metropolitan area (sites to be determined near: Palm and Herndon, Manchester Center,
Downtown, and Southeast Fresno).
• The successful proposer must be able to provide transportation for these work trips seven
days per week (including holidays), ten shifts per day. The times of these trips will be
determined in cooperation with the Call Centers.
• The Call Center employees are required to sign a “transportation contract” which states
that they agree to abide by passenger guidelines. Both the Call Centers and the
successful proposer reserve the independent right to prematurely and immediately
terminate a participant’s eligibility for such service for due cause.
• The Call Centers may negotiate any of the following:
o the addition of stations or other shuttle connecting locations;
o the addition or subtraction of stops with at least two weeks written notice to the
successful proposer.
Responsibilities of Call Centers
• The Call Centers will qualify and enroll employees in the Shuttle Service Program, and
will notify the successful proposer of each individual’s eligibility for transportation
services.
• The Call Centers will provide employees with appropriate identification cards which they
will show to the driver upon boarding the vehicle.
• The Call Centers will notify the successful proposer of the termination of eligibility for
any individual enrolled in the program.
• The Call Centers will provide the successful proposer with necessary logo placard (if
needed), that can be placed on the vehicles that are used to transport Call Center
employees.
Responsibilities of the successful proposer
(When proposer prepares the proposal, the following items should be bided separately).
1. The successful proposer is responsible for maintaining approved levels of liability
insurance and will provide written documentation of such to the Call Centers prior to the
commencement of services under this contract.
2. The successful proposer and the Call Centers will establish, maintain, and communicate
an inclement weather policy that is reasonable for the routes being served.
3. The successful proposer will provide a method and supporting policy in which
participants are guaranteed a ride home in the event of an emergency.
4. The successful proposer will notify the Call Centers immediately of any breakdown in
scheduled service and - other than on days covered by the inclement weather policy - will
be responsible for providing comparable and alternative service to affected commuters as
part of their responsibilities under this contract.
5. The successful proposer will be equipped to provide service for persons with disabilities
if needed. The Call Center staff would be responsible for notifying the Successful
proposer in advance (minimum of 48 hours).
6. The successful proposer will devise a comprehensive (24 hours) communication system
for the Call Center commuters regarding scheduling. This communication system should
be available immediately.
7. The successful proposer will provide drivers in this service who are appropriately
licensed for the vehicle being driven and who are in full compliance with all safety,
courtesy, and professional standards.
Proposed Pilot Program
The following is provided for discussion purposes only with the expectation that providers
will incorporate data provided by participating call centers to formulate formal proposals
to this RFP.
Participating Three to six call centers are expected to participate.
Call Centers Each participating call center will guarantee a minimum number of
“rider slots” during the life of the pilot program.
Van and It is anticipated that a minimum of two shuttle vans are required.
Driver Two drivers are required for each shuttle (total of 4 drivers):
Requirements Shuttle “A”: Driver 1 shift is from 4 am to 1 pm and Driver 2
shift is from 1 pm to 10 pm.
Shuttle “B”: Driver 1 shift is from 5 am to 2 pm and Driver 2
shift is from 2 pm to 11 pm.
**Proposer must include method of ensuring a relief driver
Riders & Approximately 100-120 riders per day will be serviced by the pilot
Routing program each day (round-trip).
Each shuttle will pick up 8 to 15 riders at up to 5 neighboring
locations and deliver them to 4 neighboring call centers. Riders
will be picked up at the call centers after an 8-hour shift and
returned to point of origin.
Shuttles will service 10 shifts per day, beginning with the 5 am
to 1 pm shift and ending with the 2 pm to 10 pm shift.
Routing will be designed so first rider to be picked up before
shift start is first to be returned after shift end.
Pick-up To Be Determined: Approximate service locations in the Fresno/Clovis
Locations Metropolitan Area (subject to change) near:
North & Belmont
South of Shaw
West & Clovis
Drop-off To Be Determined: Approximate service locations in the Fresno/Clovis
Locations Metropolitan Area (subject to change) near:
Palm and Herndon
Manchester Center
Downtown
Southeast Fresno
Typical Routing Schedule
RIDER PICK-UP RIDER RETURN
Shuttle “A” Shuttle “B” Shuttle “A” Shuttle “B”
Shift Driver “1” Driver “2” Driver “3” Driver “4”
5 am to 1 pm 4:15 – 4:45 am 1:15 – 1:45 pm
6 am to 2 pm 5:15 – 5:45 am 2:15 – 2:45 pm
7 am to 3 pm 6:15 – 6:45 am 3:15 – 3:45 pm
8 am to 4 pm 7:15 – 7:45 am 4:15 – 4:45 pm
9 am to 5 pm 8:15 – 8:45 am 5:15 – 5:45 pm
10 am to 6 pm 9:15 – 9:45 am 6:15 – 6:45 pm
11 am to 7 pm 10:15 – 10:45 am 7:15 – 7:45 pm
12 pm to 8 pm 11:15 – 11:45 am 8:00 – 8:45 pm
1 pm to 9 pm 12:15 – 12:45 pm 9:15 – 9:45 pm
2 pm to 10 pm 1:15 – 1:45 pm 10:15 –10:45 pm
Contract Terms
1. Additional Service Hours
The Contractor shall not supply vehicle service miles or revenue service hours without
prior approval by the designated Fresno COG staff. Any such hours operated by the
Contractor will not be reimbursed by Fresno COG unless vehicle service miles are
incurred while implementing a contingency plan and the designated management staff
approves the use of additional vehicle service miles after the incident has occurred. If the
scheduled miles are not filled, Fresno COG may choose to procure drivers from another
source and charge the Contractor for the costs incurred. Driver relief’s are the
responsibility of the Contractor and shall not disrupt service.
2. Service Standards
The Contractor shall strive at all times to provide service in a manner that will maximize
productivity and at the same time maximize customer service. Recognizing that the goals
of productivity and customer service level may conflict, the following standards are
intended to be reasonably attainable by the Contractor, fair to the customer, and
consistent with Fresno COG expectations.
The Contractor and Fresno COG shall meet regularly to evaluate performance of the system
based upon these standards. If the standards are not fulfilling their intended purpose, they shall
be adjusted based upon recommendations made by the Contractor with concurrence and final
decision by Fresno COG. Should it be found that Contractor’s performance has contributed to
the Contractor’s failure to achieve these standards; the Contractor shall take all reasonable
actions requested by Fresno COG to correct deficiencies in performance. Should deficiencies
persist, Fresno COG may take whatever additional action is necessitated by the circumstances
and provided for in this agreement of which this Scope of Work is a part.
SERVICE STANDARDS
Performance Definition
Measure
Passengers per
The average number of unlinked passenger trips completed per vehicle
Vehicle Service
service hour operated.
Hour
Average Vehicle
The average number of vehicle service miles operated for each unlinked
Service Miles per
passenger trip transported.
Passenger
On-Time Percentage of pick-ups made within 5 minutes before to 5 minutes after
Performance the scheduled time.
Ride Time The average ride time between pick-up and drop-off.
Service Delivery Failure to arrive within 10 minutes after the scheduled pick-up time,
Failures whether or not the passenger is transported
Road Calls Average number of vehicle service miles between road calls.
Personnel Staffing and Policies
1. Staff Requirements
Contractor shall provide the necessary management and administrative personnel whose
expertise will ensure efficient operation of the shuttle transportation services. A
minimum level of required staffing is described below.
2. Project Manager
a. The Contractor shall designate and provide the services of a qualified full-time
Project Manager, subject to the approval of Fresno COG. This individual shall be
assigned to the shuttle transportation program. The Project Manager shall provide
proactive resource management including but not limited to service operation,
performance evaluation and reporting, employee training and retention, and
customer service. The Project Manager must maintain consistent and sufficient
contact and communications with Fresno COG’s Project Manager.
b. The Contractor shall not replace the Project Manager without the written consent
of Fresno COG. Should the services of the Project Manager become unavailable
to the Contractor, the resume and qualifications of the proposed replacement shall
be submitted to Fresno COG for approval as soon as possible, but in no event later
than five (5) working days prior to the departure of the incumbent Project
Manager, unless the Contractor is not provided with such notice by the departing
employee. Fresno COG shall respond to Contractor within three (3) working days
following receipt of these qualifications concerning acceptance of the candidate
for replacement Project Manager. If requested by Fresno COG, Contractor shall
make the candidate available in Fresno for interview at a mutually arranged time
and place.
c. In the event that the Project Manager leaves the employment of the Contractor,
becomes incapacitated or is otherwise unable to manage the services defined by
this Contract, the Contractor shall designate a temporary replacement Project
Manager. Such temporary Project Manager shall be present on-site at least three
days per week and available by telephone at all other times until such time as a
permanent replacement is accepted by Fresno COG and has relocated to Fresno or
the original Project Manager resumes his/her duties.
IV. PROJECT COORDINATION AND SCHEDULE
The successful proposer will take primary direction from the Fresno COG Project Manager. It is
intended that all work will be completed in accordance with the schedule component and that the
proposer’s agreed upon scope of work will commence immediately upon receiving a formal
Notice to Proceed.
Data Collection and Reporting
1. The Contractor shall maintain a daily office log containing vehicle breakdowns, road
calls, missed trips (detailing the cause), complaints (with any necessary attached forms
that include a description of the problem, and how the problem or complaint was solved),
and any compliments received.
2. The Contractor shall maintain daily trip sheets showing the point of pick-up and drop-off
for each passenger, number of passengers, total mileage for each trip (in tenths of miles),
actual time of pick-up and drop-off for each trip, and the scheduled time of each pick-up
and drop-off. The Contractor should also identify arrivals more than five (5) minutes past
scheduled time.
3. Fresno COG reserves the right to access and audit any and all records associated with the
services provided in accordance with this agreement. Additionally, Fresno COG reserves
the right to conduct on site inspections both on individual vehicle(s) and at the dispatch
location.
4. Monthly Summary Reports shall be submitted by the Contractor prior to the 15th of the
following month. Utilizing the Daily Trip Records and other relevant data sources, the
Contractor shall compile Monthly Summary Reports. Daily Trip Sheets used by the
Contractor to tally the Monthly summary Reports shall be submitted to Fresno COG with
the Monthly Summary Reports. All such information given to Fresno COG shall be
certified by the Contractor as being accurate.
5. The Contractor shall submit a brief, concise Monthly Management Report on the
operational status of the system, identifying customer input and outlining any problems
along with suggested solutions and will identify any issues that may affect the project
schedule. This report shall be submitted by the Contractor along with the Monthly
Summary Report prior to the 15th of the following month.
Invoices and Billing
1. Contractor invoices for services rendered must include all relevant back-up
documentation, including a monthly operating summary.
2. Invoices shall be submitted to Fresno COG within fifteen (15) business days of the close
of the billing cycle. Payment terms are net 30 days of receipt of complete and accurate
invoice and verification of information submitted to approve. Deadhead time will not be
paid.
Tentative Implementation Timetable
Start Complete
• Exploratory Meeting with Vendors Week 06/27/08 Same
• Issue RFP Week 07/21/08 Same
• Call Center survey Week 07/28/08 Week 08/25/08
• Bid Conference 08/07/08 Same
• Due Date for Proposals 08/18/08 Same
• Contract Award Week 09/01/08 Same
• Pilot Duration 10/01/08 04/01/09
• Pilot Evaluation 04/01/09 05/01/09
V. PROPOSAL REQUIREMENTS
Special emphasis will be placed on on-time performance and the completion of services
developed by Fresno COG. The Proposer will indicate actions that will be taken to ensure
compliance with the schedule. Any suggested variations from the schedule will be indicated in
the proposer’s response. Six months have been allotted for the pilot project completion. It is
possible that an extension to the six month pilot program will be needed; the successful proposer
must be available to extend the project. Any extensions to the six month pilot program will
require a formal written request from the Fresno COG project manager to the successful
proposer. The Fresno COG project manager will monitor the schedule to ensure proper and
timely performance by the contractor.
Respondents should develop a detailed schedule as part of their proposal. This schedule should
show estimated completion dates for services. The successful proposer will be expected to
perform all work necessary to complete the scope of work. The successful proposer will take
primary direction from the Fresno COG project manager.
Selection
Clarity and conciseness are essential and will be considered in assessing the proposer’s
capabilities. Proposal content and completeness are important. All proposals submitted in
response to this request will be screened by a review committee. The committee will determine,
through the screening process, which proposers will be invited to make formal presentations and
be interviewed by the selection committee. The selection committee reserves the right to
make a final selection without an interview.
One reproducible and seven copies of the proposal must be received at the Council of Fresno
County Governments by Monday, August 18, 2008 5:00 P.M. pacific standard time.
Proposals not received by that date and time will not be considered.
The contract is not in force until it is awarded by Fresno COG and executed by the Fresno COG
designees.
Evaluation Criteria
The Selection Committee will evaluate the proposals on the following criteria, consisting of, but
not limited to:
1. Cost as shown on the proposal form.
2. Ability to meet the stated service requirements.
3. Past Performance and Experience based on references and experience.
4. Conformance to the terms and conditions of the RFP.
5. Financial Stability as demonstrated by the “Financial Statement.”
6. Qualifications of key personnel.
7. Industrial Safety Record.
8. Evaluation of Preventative Maintenance Program (Vehicle and Equipment)
9. Qualifications of subcontractors, if applicable.
10. Employee Selection, training and supervision.
11. Employee Recruitment/Retention Program, including compensation, fringe benefits.
12. Other related information.
VI. PROPOSAL FORMAT
In order to simplify the review process and maximize the degree of comparative analysis, the
proposal should be organized in the following manner:
A. Transmittal letter
The transmittal letter should be signed by an official authorized to bind the successful
proposer contractually and will contain a statement to the effect that the proposal is a firm
offer for 90 days. The letter accompanying the proposal will also provide the following:
name, title, address, and telephone number of individuals with the authority to negotiate
and contractually bind the company. The transmittal shall contain a statement of
understanding of the RFP.
B. Table of Contents
Include identification of the material by section and page number.
C. Overview
This section should clearly convey the successful proposer’s understanding of the nature
of the work and the general approach to be taken to its performance. This section should
include, but not be limited to, a discussion of the purpose of the project, the organization
of the project effort, and a summary of the proposed approach.
D. Detailed Work Plan
The prospective contractor shall provide a schedule for completing the project, within the
schedule set forth in this RFP. The schedule shall identify the major tasks to be
undertaken and the time frame for each task.
This section should include the following components:
1. Task Description
Include a full description of each step to be followed in carrying out the project. The
work description should be presented in sufficient detail to show a clear
understanding of the work and the proposed approach.
2. Service
A description of the format, content, and level of detail that can be expected for each
service.
3. Schedule
A schedule showing the expected sequence of tasks, subtasks, etc. should accompany
the work description.
E. Management Approach
This section should describe the contractor’s management approach. Describe the
organization of the management, the structure of the work assignments, and any specific
features of the management approach that require special explanation. Designate by name
the project manager to be employed who will oversee the project. No substitutions of
the identified project manager will be allowed without prior approval of Fresno
COG.
Include the name and qualifications of all professional personnel to be employed, a
resume for each professional (included in an appendix), a statement indicating how many
hours each professional will be assigned to the contract and what tasks each professional
will perform. Staffing assignments should be specific enough to demonstrate
understanding of skills required and commitment of proper resources. The selected
proposer will not substitute members of the project team without prior approval by
Fresno COG.
F. Budget and Billing Format
A cost analysis of the proposed budget will be done by Fresno COG staff. Under various
circumstances the budget could be subject to pre-audit and/or the final cost subject to post
audit by Fresno COG or appointed designee. The allowability of individual items of cost
will be determined by 48 CFR, Federal Acquisition Regulations System, Chapter 1, Part
31 et. Seq.
1. Project Budget
No budget has been determined.
2. Budget and Cost Breakdown
The proposer will prepare a detailed cost breakdown for the work to be performed
during the project regardless of the method of reimbursement chosen. This includes
cost per VSH and monthly fixed costs and other costs required to complete the project
(see Attachment B).
3. Method of Payment
The cost proposal must be prepared consistent with the method of services provided
under this agreement and will be reimbursed, by one of, or a combination of the
methods below. The proposer must clearly state the method used to prepare the cost
proposal.
• Actual Cost plus Fixed Fee
• Specific Rates of Compensation
Actual Cost plus Fixed Fee agreements shall be billed at actual payroll costs and
includes a fixed fee for profit. In agreements reimbursed by Specific Rates of
Compensation, billing rates containing a component for profit will be negotiated that
will not change during the term of the contract.
G. Insurance requirements
Without limiting Fresno COG’s right to obtain indemnification from the successful
proposer or any third parties, the successful proposer, at its sole expense, shall maintain
in full force and affect the following insurance policies throughout the term of the
contract:
1. Comprehensive general liability insurance with coverage of not less than $1,000,000
combined single limit per occurrence for bodily injury, personal injury, and property
damage. Comprehensive general liability insurance policies shall name Fresno COG,
its officers, agents, and employees, individually and collectively, as additional
insured, but only insofar as the operations under the terms of the contract are
concerned. Such coverage for additional insured shall apply as primary insurance or
self-insurance and any other insurance, maintained by Fresno COG, its officers,
agents, and employees, shall be given excess only and not contributing with insurance
provided under the successful proposer’s policies herein.
2. Commercial automobile liability insurance of no less than $1,000,000.
3. Faithful Performance Bond of at least $20,000.
4. Worker’s compensation insurance as required by law.
This insurance shall not be canceled or changed without a minimum of thirty (30)
days advance written notice given to Fresno COG. The successful proposer shall
provide certification of said insurance to Fresno COG within twenty-one (21) days of
the date of the execution of the contract. Such certification shall show, to Fresno
COG’s satisfaction, that such insurance coverages have been obtained and are in full
force; that Fresno COG, its officers, agents, and employees will not be responsible for
any premiums on the policies; that as and if required such insurance names Fresno
COG, its officers agents, and employees individually and collectively as additional
insured (comprehensive and general liability only), but only insofar as the operations
under the contract are concerned; that such coverage for additional insured shall apply
as primary insurance and any other insurance, or self insurance, maintained by Fresno
COG, its officers, agents, and employees, shall be excess only and not contributing
with insurance provided under the successful proposer’s policies herein; and that this
insurance shall not be canceled or changed without a minimum of thirty (days)
advance, written notice given to Fresno COG.
In the event the successful proposer fails to keep in effect at all times insurance
coverage as herein provided, Fresno COG may, in addition to other remedies it may
have, suspend or terminate the contract upon the occurrence of such event.
H. Disadvantaged Business Enterprise (DBE) Certification
Disadvantaged Business Enterprises (DBEs) will be afforded full opportunity to submit
Proposals in response to this invitation. In addition, a Proposer who intends to
subcontract a portion of the work shall affirmatively seek out Disadvantaged Business
Enterprises that are potential subcontractors, suppliers, or consultants, and actively solicit
their interest, capability and prices.
Fresno COG fully anticipates that it will consistently meet and exceed its adopted DBE
overall goal under 49 CFR Part 26 using Race-neutral measures exclusively.
Fresno COG will not deny award to contractors on the basis of DBE participation, who
demonstrate that they have used good faith efforts to achieve DBE participation.
Contractors selected on the basis of DBE participation must provide the following
information with the initial proposal or before entering into a contractual agreement with
Fresno COG:
1. The names and addresses of the DBE firms.
2. A description of the work each DBE will provide.
3. The dollar amount of participation by each DBE.
4. Proof of DBE certification.
5. Written confirmation that the DBE will participate.
6. If DBE participation is not achieved, evidence of good faith efforts must be provided.
a. Prime contractors are required to maintain records and document payments to all
subcontractors for three years following the performance of the contract. These
records will be made available for inspection upon request by any authorized
representative of Fresno COG, Caltrans, FHWA, or DOT. This reporting
requirement also extends to any certified DBE subcontractor. The contractor shall
maintain records showing the name and address of each subcontractor, the date of
payment, and total dollar figure paid to each subcontractor.
b. COFCG will safeguard from disclosure to third parties information that may
reasonably be regarded as confidential business information, consistent with
federal, state, or local laws.
I. Conflicts of Interest
The prospective contractor shall disclose any financial, business, or other relationship
with Fresno COG that may have an outcome on the selection.
J. Summary of Qualifications
Proposals shall include a summary of the firm’s qualifications, including resumes of
assigned staff.
K. Signing of Proposal/Authorization to Negotiate
The proposal shall be signed by an official authorized to bind the proposer and shall
contain a statement to the effect that the proposal is a firm offer for a 90-day period. The
proposal shall also provide the following: name, title, address, and telephone number of
individuals with authority to negotiate and contractually bind the company.
L. Attachments
Attachments to be included at the end of the proposal are as follows (as attached herein):
• Attachment A: Title VI Assurance
• Attachment B: Budget and Cost Breakdown
VII. PROPOSAL SUBMITTAL
A. Preparation of Proposal
The proposal shall be formatted in accordance with the requirements specified in Section
V: Proposal Requirements of this RFP. Proposal forms shall be executed by an
authorized signatory as described in Section VI: Signing of Proposal/Authorization to
Negotiate. All proposals shall be prepared by and at the expense of the proposer.
B. Examination of RFP Document
The proposer shall be solely responsible for examining, with appropriate care, the RFP,
including any addenda issued during the proposal period. The proposer shall also be
responsible for informing itself with respect to any and all conditions which may in any
way affect the amount or nature of the proposal or the performance of the work in the
event the proposer is selected. Failure of the proposer to examine and inform itself in this
manner shall be at the proposer’s own risk and no relief for error or omission shall be
given.
C. Submission of Proposal/Period of Acceptance
One reproducible master and seven copies of all proposals must be delivered to Fresno
COG no later than Monday, August 18, 2008 5:00 P.M. Pacific Standard Time.
Proposals will not be accepted after 5:00 p.m. PST. Postmarks will not be accepted.
Proposals should be delivered to:
Tony Boren, Executive Director
Council of Fresno County Governments
2035 Tulare Street, Suite 201
Fresno, CA 93721
All proposals will remain firm for a period of ninety (90) days following the final date for
submission. All proposals will become the sole property of Fresno COG and a part of its
official records without obligation on the part of Fresno COG.
This RFP is not to be construed as a contract of commitment on the part of Fresno COG.
Fresno COG reserves the right to reject all proposals, to seek additional information from
each proposer, or to issue another RFP, if deemed appropriate.
D. Modification or Withdrawal of Proposals
Any proposal received before the date and time specified above for receipt of proposals
may be withdrawn or modified by written request of the proposer. To be considered;
however, the modified proposal must be received by the proposal due date and time
specified previously.
All verbal modifications to these conditions or provisions are ineffective for proposal
evaluation purposes. Only written changes issued by proposers to Fresno COG are
authorized and binding.
E. Rejection of Proposals
Failure to meet the requirements for the request for proposals will be cause for rejection
of the proposal. Fresno COG may reject any proposal if it is conditional, incomplete, or
contains irregularities or inordinately high cost rates. Fresno COG may waive an
immaterial deviation in a proposal. Waver of an immaterial deviation shall in no way
modify the Request for Proposals document or excuse the proposer from full compliance
with the contract requirements if the proposer is awarded the contract.
VIII. PROPOSER OBJECTIONS
A proposer may object to any of the terms or provisions set forth in the RFP’s Scope of Work or
to the selection of a particular proposer on the grounds that Fresno COG’s procedures, the
provisions of this RFP, or applicable provisions of federal, state, or local law have been violated
or inaccurately or inappropriately applied by submitting Fresno COG a written explanation of the
basis for the objection. Deadlines for submittal of objections are:
• No later than two weeks prior to the date proposals are due, for objections to RFP
provisions; or
• Within three working days after the date on which contract award is authorized or the
date the proposer is notified that it was not selected, whichever is later, for objections
to proposer selection.
If the proposer does not state any objections, Fresno COG will assume that the RFP scope of
services are acceptable to the proposer and have been fully factored into its response. If the
proposer intends to negotiate with Fresno COG concerning any part of the Pilot Shuttle
Transportation Service for Call Centers Program scope of services that the proposer finds
objectionable, the proposer must provide specific language in its response that will address or
cure its objections.
IX. FRESNO COG RIGHTS
Fresno COG may investigate the qualifications of any proposer under consideration, require
confirmation of information furnished by a proposer, and require additional evidence of
qualifications to perform the work described in this RFP.
Fresno COG reserves the right to:
1. Reject any or all of the proposals if it deems such action is in the public interest;
2. Issue subsequent Requests for Proposals;
3. Cancel the entire Request for Proposal;
4. Remedy technical errors in the Request for Proposals process;
5. Appoint an evaluation committee to review the proposals;
6. Seek the assistance of outside technical experts in proposal evaluation;
7. Approve or disapprove the use of particular subcontractors;
8. Establish a short list of proposers eligible for interviews after review of written
proposals;
9. Negotiate with some, all, or none of the respondents to the RFP;
10. Solicit best and final offers from all or some of the proposers;
11. Award a contract to one or more proposers;
12. Accept an offer other than the lowest price offer; and
13. Waive informalities and irregularities in proposals and the bid process.
This RFP does not commit Fresno COG to enter into a contract, nor does it obligate Fresno COG
to pay for any costs incurred in preparation and submission of proposals or in anticipation of a
contract. All proposals will be subject to public disclosure as required by the California Public
Records Act.
Fresno COG reserves the right to investigate the qualifications of all firms under consideration to
confirm any part of the information furnished by a proposer, or to require other evidence of
managerial, financial, or other capabilities which are considered necessary for the successful
performance of the contract.
X. RFP QUESTIONS
All questions on the RFP should be submitted in writing by Friday, August 08, 2008 by
5:00 P.M. to:
Tony Boren, Executive Director
Council of Fresno County Governments
2035 Tulare Street, Suite 201
Fresno, CA 93721
Please note: answers to any questions will be emailed to all proposers.
Attachment A
TITLE VI ASSURANCE
The Council of Fresno County Governments, in accordance with Title VI of the Civil Rights Act
of 1964, 78 Stat. 252, 42 U.S.C. 2000d-4 and Title 49, Code of Federal Regulations, department
of Transportation, Subtitle A, Office of the Secretary, Part 21 Nondiscrimination in Federally
Assisted Programs of the Department of Transportation issued pursuant to such Act, hereby
notifies all bidders that it will affirmatively insure that in any contract entered into pursuant to
this advertisement, minority businesses enterprises will be afforded full opportunity to submit
bids in response to this invitation and will not be discriminated against on the grounds of race,
color, or nation origin in consideration of an award.
ATTACHMENT B
PROPOSED COST FORMULA
(Submit with Proposal)
Proposer's Name
TO COMPLETE THE “PROPOSED COST FORMULA” SECTION:
ITEM 1: Provide Cost per VSH consistent with “Total” from Breakdown of Cost per Hour form.
ITEM 2: Provide Monthly Fixed Costs consistent with “Total” from Breakdown of Monthly
Fixed Costs form.
ITEM 3: Multiply “Total VSH” from above by the proposed “Cost per VSH.”
ITEM 4: Multiply “Monthly Fixed Costs” from Item 2 times 12 months.
COST FORMULA 6 Months
1. Cost per VSH $ VSH
2. Monthly Fixed Costs $ /Mo.
3. Annual VSH Cost $ /Mo.
4. Annual Fixed Costs $
5. Annual Taxi Costs
6. Proposed Escalation %
%
TOTAL COST (3+4+5) $
This Cost Proposal Form is to be used to submit the proposed contractor’s cost proposal for all
work described in the RFP Scope of Work. The detailed Cost Breakdowns of the Cost proposal
Form should be consistent with proposed cost per vehicle service hour and monthly fixed costs.
BREAKDOWN OF “COST PER VSH” IN PROPOSED COST FORMULA
COST PER VSH
BREAKDOWN 6 Months
Driver Wages /VSH
Driver Fringe Benefits /VSH
Revenue Vehicle /VSH
Other (Specify) /VSH
Other (Specify) /VSH
COST PROPOSAL FORM, Page 2
BREAKDOWN OF “MONTHLY FIXED COSTS” IN PROPOSED COST FORMULA
MONTHLY
FIXED COSTS Year One
BREAKDOWN*
General Manager Salary
General Manager Fringes
Ops Supervisory Salary
Ops Supervisory Fringes
Dispatch Staff Wages
Dispatch Staff Fringes
Clerical Wages
Clerical Fringes
Maintenance Mgr Salary
Maintenance Mgr Fringes
Other Wages (Specify)
Other Fringes (Specify)
Hiring/Training
Safety
Uniforms
Non-Revenue Vehicle(s)
Janitorial
Telephone
Utilities
Office Supplies
Accounting
INSURANCE:
Liability Coverage
Worker’s Compensation
Collision Comprehensive
Performance Bond
Other Expenses:
Management Fee/Profit
Proposed Escalation %
TOTAL
* Costs should represent an average monthly cost for each line item.
(Submit with Proposal)
Proposer's Name
COST PROPOSAL FORM, Page 3
SUMMARY OF PROPOSED COSTS
TOTAL PROPOSAL AMOUNT FOR THE FIRST 6 Months YEARS IS
$___________________.
TOTAL PROPOSAL AMOUNT FOR THE FIRST FIVE YEARS IS
_____________________________________DOLLARS AND_____________CENTS.
TOTAL PROPOSAL AMOUNT (ITEMS NO. 1 & 2) FIRST SIX MONTHS
$
THE TOTAL PROPOSAL AMOUNT (ITEMS NO. 1 & 2) FIRST SIX MONTHS
IS
DOLLARS AND CENTS.
“Vehicle Service Hour” A Vehicle Service Hour shall be defined as any sixty minute
increment of time a vehicle is available for passenger transport within Handy Ride’s
established hours of service. A vehicle is available for passenger transport from the time
it arrives at its first pick-up address and ends when it has completed its last passenger
drop-off and is released from service by the dispatcher, excluding any meal breaks,
service breaks, mechanical breakdowns and time a vehicle is down due to an accident. If
the first scheduled pick-up is a no-show, the vehicle arrival time shall still be used for
computation of vehicle service hours; however, this rule shall not apply to late trip
cancellations. Vehicle service hours are also known as "vehicle revenue hours.”
“First Passenger Pick-Up” shall be defined as the vehicle’s actual arrival time at the
designated pick-up location or the scheduled pick-up time, whichever is later, except in
instances when the passenger actually boards the bus and is transported prior to the
scheduled pick-up time. If the passenger actually boards the bus and is transported prior
to his/her scheduled pick-up time, the time the passenger actually boards the bus shall be
designated as the “first passenger pick-up.”
“Vehicle Maintenance Costs” shall be defined as the cost of regular and preventive
maintenance for the existing paratransit fleet based on its current mechanical and
operational condition. The Contractor will be required to maintain all vehicles in operable
condition until replacement. Vehicle maintenance costs should include all personnel,
equipment, parts, supplies and outside services necessary to vehicles in a manner and at
levels acceptable by Fresno COG.
All costs shall include any and all applicable taxes.
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