C037695 – Capital Region and Mid-Hudson Region Commuter Bus Services

August 11, 2021

Questions #1-60

Q1. Please provide all bidders with the specific pricing sheet for this RFP, so that all prices are submitted with costs outlined in the same manner. Please provide such a pricing sheet in an electronic format.

ANS: The RFP requires bidders to develop complete cost proposals as outlined in the RFP. This includes the development of a complete pricing sheet and supporting information to clearly describe the costs associated with the proposed turnkey commuter bus service. For the purposes of evaluation only Attachment #21 has been provided for proposers to complete and submit with Part II Cost and Administrative Proposal/Submittal. Attachment #21 is NOT to be included in Part I Technical and Management Proposal/Submittal.

Q2. So that it is clear to all bidders, please confirm the volume of HOURS/TRIPS on which all bidders are expected to base their proposals. Are there any plans to change the volume of hours in the next 12 months? The next 24 months?

ANS: The RFP requires bidders to provide a complete proposal for a state-of-the-art turnkey commuter bus services to be provided in the specified corridors including proposed hours and trips. It further specifies that schedules should include at least two daily a.m. and p.m. commuter options in each Commuter Transportation Corridor. The minimum will be the basis for providing an hourly rate price proposal. Bidders should account for fluctuations in service demands over time as a part of their proposal and should address how any fluctuating service needs of the traveling public will be managed/met for the duration of the resultant contract.

Q3. Please provide the current commuter route schedule for the services outlined in the RFP.

ANS: The table below describes the current general services by operating hours and days.

Transportation Corridor Description Hours Days 3:30am – 11:00pm Daily – 33% reduction on 1. Kingston - New York City Saturday & Sunday 2. Albany - Kingston 6:30am-5:30pm Daily 3. Catskill – Albany 6:00am – 6:30pm Monday-Friday 4. Gloversville/Amsterdam – Albany 6:00am – 7:00pm Monday-Friday 5. Warrensburg/Glens Falls – Albany 7:00am -7:30pm Monday-Friday 6. Catskill Area (Woodstock, Phoenicia, Meridale) - 6:00am- Monday-Friday Kingston 7:00pm

Q4. Please provide the miles of each route.

ANS: The RFP requires bidders to provide a complete proposal for a state-of-the-art turnkey commuter bus services to be provided in the specified corridors including all proposed (detailed) routes and schedules to ensure that the service needs of the traveling public will be managed/met.

Q5. What are the current rates paid the current contactor(s) for all components of pricing (fixed, variable)?

ANS: This information is proprietary and not available at this time. A final determination and answer will be provided with the Round #2 Q&A.

Q6. What was the total amount paid to the incumbent contractor(s) for the last two fiscal years (by year)?

ANS: Calendar Year 2019 = $3,035,825 Federal + $229,477 State = $3,265,302 Total (grant not yet received, no payment to contractor) Calendar Year 2018 = $2,823,433 Federal = $202,929 State = $3,026,362 Total Q7. Who are the current Contractor(s) providing these commuter services?

ANS: The current contractors providing these services are Adirondack Transit Lines, Inc., and Pine Hill-Kingston Bus Corp.

Q8. What date was the current contract executed?

ANS: The current contract between NYSDOT and incumbent contractor was executed 1/1/2018.

Q9. Please provide the location of the incumbents’ maintenance facilities.

ANS: The locations of the incumbents’ maintenance facilities are Albany and Hurley, NY. These facilities are privately owned and are not being made available for this endeavor.

Q10. Please provide all bidders with copies of the last three months of (a) monthly invoices and (b) monthly management reports.

ANS: Passenger and mileage statistics are reportable to NYSDOT quarterly. See Attachment 22 – CDTA Invoices.

Q11. Please provide a copy of the current contract for each incumbent contractor for these services.

ANS: Information requested is not available at the time. A final determination and answer will be provided with the Round #2 Q&A. Please note that this contract includes additional non-

commuter routes and services (and correspondingly greater compensation) that are NOT a part of this RFP, and as such are considered beyond the scope of this RFP.

Q12. If local, state or federal government change the laws, rules or regulations that affect minimum wages, and/or benefits that are mandated for the employees that are employed by this contract, and this event was not known at the time of bidding, and this event occurs during the term of any contract resulting from this procurement – how will the City respond to the request for increased compensation? Bidders need to understand the risk associated with such and unknown event should it occur.

ANS: The intent of the RFP is for bidders to provide a complete proposal for a state-of-the-art turnkey commuter bus services to be provided in the specified corridors including proposed costs associated with employee wages and/or benefits. To the extent known, bidders should account for increases in costs associated with wages/fringe and/or benefits as a part of their proposal and should address how any fluctuating costs might be handled as a part of the cost proposal.

Q13. Is the current provider meeting the DBE goals for this contract? Who are the current DBE vendors on the contract?

ANS: Not applicable. The current contract between NYSDOT and incumbent contractor does not have DBE goals.

Q14. Please provide a productivity report from the dispatching software daily for one week that shows data that includes: (a) breakdown of hours covering (i) total vehicle hours, (ii) Service/Live hours, (iii) Deadhead hours, (iv) Break/Lunch hours, (v) Refuel hours, and (vi) any other hours.

ANS: Productivity reports from dispatching software are not available at this time. A final determination and answer will be provided with the Round #2 Q&A.

Q15. If the contractor is responsible for all taxes, permits and licenses, will City please provide the last two years cost associated with such expenses?

ANS: The contractor is responsible for all taxes, permits and licenses. The associated costs for these expenses are not available.

Q16. Please provide the revenue service hour definition for each of the different services contemplated in the RFP.

ANS: Mass transportation services eligible for state transportation operating assistance shall mean commuter rail, subway, rapid transit, bus and commuter ferry revenue services, available to the public on a regular and continuing basis, having a predetermined and publicly posted fares and service hours. Fixed route or route deviation services (not demand responsive) shall also have printed schedules. Demand-responsive services must have published service areas,

hours of operation, fares, and the phone number to arrange for service. Such services shall be between an origin and destination, both of which are within the boundaries of New York State. Services that, due to geographic locations or routing, operate in a State other than New York State in providing services to passengers that have origins and destinations in New York State, are eligible for state operating assistance provided that the primary reason for operating outside New York State is to transport New York State Passengers to and from their New York State origins and destinations.

Q17. What are the current pull out and return to yard times for each route?

ANS: Generally pull-out times are between 3:30 am and 8:00 am. Return to yard times are between 5 pm and 11 pm.

Q18. Please clarify the operating hours of service for each day of the week. If there are seasonal changes, please include detail about those changes as well.

ANS: The RFP requires bidders to provide a complete proposal for a state-of-the-art turnkey commuter bus services to be provided in the specified corridors including proposed hours of service for each day of the week. Bidders should account for fluctuations in service demands as a part of their proposal and should address how any fluctuating service needs of the traveling public will be managed/met for the duration of the resultant contract.

Q19. Will the City consider including a fuel escalation clause in the contract? This will help minimize the difference in costs proposed by all bidders given the volatility of fuel costs.

ANS: The RFP requires bidders to provide a complete proposal for a state-of-the-art turnkey commuter bus services to be provided in the specified corridors including proposed costs for the provisions of that service. Bidders should account for fluctuations in fuel costs as a part of their cost proposal and should address how any fluctuating fuel costs would impact the proposed service levels.

Q20. Does 5333(b) (formerly Section 13C) of Title 49, regarding Transit Labor apply to this contract? If yes, please provide all bidders a copy of the 5333(b) or 13(c) agreement.

ANS: Yes. Requirements can be found at: https://www.dol.gov/agencies/olms/compliance- assistance/mass-transit-employee-protections

Q21. As our company would like to hire as many of the employees that make up the current workforce as possible, it is important to us to ensure that they make at lease as much as they do now. Please provide a current seniority list (names can be stricken to protect privacy – perhaps just list position name and number, i.e., Driver 1, Dispatcher 1, Dispatcher 2, etc.) along with seniority date. Please also indicate if these positions are full time or part time, and current rate of pay.

ANS: Information requested is not available at the time. A final determination and answer will be provided with the Round #2 Q&A.

Q22. Are any of the current employees part of a labor union? If they are, please indicate for which service, as well as copies of the current collective bargaining agreement, any TA agreements, side letters, or other documentation that indicates the current agreement parameters with the incumbent contractor.

ANS: Yes. Current employees are represented by the United Transportation Union (UTU). Copies of the current collective bargaining agreement, any TA agreements, side letters, or other documentation that indicates the current agreement parameters with the incumbent contractor is not available.

Q23. Please provide contact information for any local union representative that currently represents any of the current employees.

ANS: Information requested is not available at this time. A final determination and answer will be provided with the Round #2 Q&A.

Q24. If there is a living wage ordinance in effect for the service area covered by the services outlined in the RFP, or one that is currently being considered by local legislations, please provide this information so all bidders can consider this when building their pricing.

ANS: Not applicable.

Q25. In order to ensure that none of the current employees go backwards in benefits should a transition occur, please provide information regarding the current rates/benefits for these employees. Please include specific information such as a rate sheet, regarding copays, dependent coverage and amount of premium to be paid by the employer.

ANS: Information requested is not available at this time. A final determination and answer will be provided with the Round #2 Q&A

Q26. Please provide a listing of current positions provided by the current contractor, or an organizational chart outlining these positions. Please indicate the percentage that these current positions are dedicated to the contract.

ANS: Information requested is not available at this time. A final determination and answer will be provided with the Round #2 Q&A.

Q27. Please explain if there have been any challenges due to the incumbent contractor having driver shortages?

ANS: The incumbent contractor has not reported driver shortages to NYSDOT.

Q28. Please provide any information about current incentive programs that are offered to the current employees of this contract.

ANS: Information requested is not available at this time. A final determination and answer will be provided with the Round #2 Q&A

Q29. In the scenario where there are exterior factors beyond the control of the contractor (such as traffic, weather delays, etc.) that cause a route to continue past scheduled hours, will the contractor be compensated for this time, or will the City only allow the contractor to bill for the scheduled hours?

ANS: The RFP requires bidders to provide a complete proposal for a state-of-the-art turnkey commuter bus services to be provided in the specified corridors including all costs (weather delays, traffic, etc.) associated with providing the proposed service.

Q30. Please provide the number of vehicles used at peak time for each of the services contemplated by the RFP. If this information is available by day of week, please provide in that format.

ANS: The RFP requires bidders to provide a complete proposal for a state-of-the-art turnkey commuter bus services to be provided in the specified corridors including identifying the number and types of vehicles the proposer deems necessary to support the bidder’s proposed routes and hours of service for each day of the week to meet the needs of the traveling public.

Q31. What is the current level of complaints per 1,000 boardings for each of the service types provided? What is the average level of complaints per 1,000 boardings per year for each of the three past years?

ANS: Information requested is not available at this time. A final determination and answer will be provided with the Round #2 Q&A

Q32. What are the current miles between road calls for each of the service types provided? What are the average miles between road calls per year for each of the three past years?

ANS: Information requested is not available at this time. A final determination and answer will be provided with the Round #2 Q&A

Q34. If non-revenue vehicles (i.e., relief, supervisor, shop) are currently being provided by the contractor, what is the number and type of these vehicles being provided as non- revenue/support Vehicles? Does the City have requirements for the specifications of non- revenue vehicles for this contract?

ANS: The number and type of non-revenue vehicles being provided by the contractor is not available.

Q35. What is the average cost of towing annually for the past three years?

ANS: Information requested is not available at this time. A final determination and answer will be provided with the Round #2 Q&A

Q36. Where are the 3 biggest challenges that City faces for the services contemplated by this RFP?

ANS: The successful respondent shall provide turnkey commuter bus services including all necessary personnel; revenue and support vehicles; equipment; facilities and other related infrastructure necessary to implement the requested services for the duration of awarded contract #C037695.

Turnkey commuter bus services shall be provided for the identified corridors in the RFP Table 1: Commuter Transportation Corridors, and shall include the operation, maintenance, and management of an Albany—Schenectady urban area commuter bus route and a Poughkeepsie—Newburgh urban area commuter bus route services in a manner which meets all RFP requirements under awarded Contract #C037695.

The successful respondent shall also provide a commuter service proposal that provides riders with sufficient service to get to and from work at reasonable times daily, with consideration given to work locations, work shifts, alternate work schedules, and weekends. Minimally, schedules should include at least two daily a.m. and p.m. commuter options.

Q37. What are the City’s main goals for the next contract term?

ANS: The purpose and intent of the NYSDOT Request for Proposals (RFP) is to enter into a multi- year turnkey contract with the successful respondent to provide state-of-the-art commuter services in the travel corridors identified in the RFP’s Table 1: Commuter Transportation Corridors.

The successful respondent will provide such commuter services at the direction of and on behalf of NYSDOT, in partnership with the Capital District Transportation Authority (CDTA). The successful respondents shall be required to:

1) Provide all necessary, properly credentialed and licensed personnel; revenue and support vehicles; equipment; facilities, passenger amenities, and other related infrastructure necessary to safely and responsibly implement the requested services; 2) Provide financial capacity and budgeting; transit planning; maintenance and operations management services necessary to implement the requested services; 3) Interline with local, intercity, and other commuter bus services; 4) Conduct regular assessments and evaluations of services and fares within the designated commuter corridors and make recommendations to NYSDOT and CDTA on optimizing routes, schedules, service frequency and utilization;

5) Support NYSDOT’s emergency management response activities as necessary and appropriate; and 6) Other relevant tasks as directed by NYSDOT and/or CDTA. Q38. Does the City have a minimum for training hours for new hires?

ANS: The successful proposer must comply with state and federal public transportation driver/operator training requirements.. All employees must be properly trained and credentialed in accordance with the job responsibilities and duties to be performed. For example, minimally – drivers must be in possession of the appropriate clean license to operate the specified buses in New York State; comply with all drug and alcohol testing/safety requirements; possess sufficient experience and training to operate the buses safety; and demonstrate competency in all aspects of safe bus operation.

Q39. What is the frequency of cleaning, minor and major?

ANS: The RFP requires bidders to provide a complete proposal for a state-of-the-art turnkey commuter bus services to be provided in the specified corridors that includes proposed schedules for cleaning and sanitizing services in accordance with the Federal Transit Administration (FTA) COVID-19 guidelines for buses, facilities and equipment, and in conformance with industry standards. Bidders should include proposed cleaning schedules (daily, weekly monthly, annually etc.), and describe the methods that will be used to ensure that all buses, vehicles, equipment and facilities are cleaned and sanitized to meet the service needs of the traveling public and to be compliant with all Federal, state, and local requirements.

Q40. What is the projected budget for this contract?

ANS: The RFP requires bidders to provide a complete proposal for a state-of-the-art turnkey commuter bus services to be provided in the specified corridors that includes the proposed budget and cost information that supports the proposed levels of service.

Q41. Please provide copies of the last three months of management reports from the Contractor or staff for this contract?

ANS: See the answer for Question #10.

Q42. Is the Contractor responsible for providing non-revenue vehicles?

ANS: Yes. The RFP requires bidders to provide a complete proposal for a state-of-the-art turnkey commuter bus services to be provided in the specified corridors that includes the provision of all vehicles necessary to support the proposed services including non-revenue vehicles.

Q43. Please state the total annual revenue hours?

ANS: The RFP requires bidders to provide a complete proposal for a state-of-the-art turnkey commuter bus services to be provided in the specified corridors that includes the proposed total annual revenue hours to support the proposed service levels.

Q44. How many vehicles will be made available to the incoming contractor to perform training during the start-up period?

ANS: The RFP requires bidders to provide a complete proposal for a state-of-the-art turnkey commuter bus services to be provided in the specified corridors that includes the provision of trained operators and staff and the provision of all vehicles necessary to support the proposed services including non-revenue vehicles.

Q45. Is the Contractor responsible for the purchase of fuel?

ANS: Yes, the Contractor responsible for the purchase of fuel.

Q46. How many vehicles can be parked at the provided facility?

ANS: N/A. The contractor is responsible for providing maintenance facility(ies) for this service.

Q47. Please confirm that the contractor is responsible for providing a maintenance facility for this service.

ANS: Yes, the contractor is responsible for providing maintenance facility(ies) for this service.

Q49. The RFP states that the selected contractor will submit a performance and payment bonds of 100% of the annual revenue. We believe this is excessive and punitive in nature; we request that the payment bond be eliminated and the performance bond lowered to a reasonable rate.

ANS: As stated in Appendix B of the RFP Bond is only required for construction projects and is not required for this RFP.

Q50. Please confirm that 4.55% DBE goals is applicable only to the anticipated dollar value of this contract.

ANS: Yes, the 4.55% DBE goals applies only to the anticipated dollar value of this contract.

Q51. Can the full value of a companies’ DBE contract be applied to the DBE goal for this project?

ANS: No, DBE goal is specific to the project contract.

Q52. Please confirm that the RFP is seeing bus service only within the 6 transportation corridors on Table 1.

ANS: Yes, the RFP is seeking bus service only within the six transportation corridors identified in Table 1.

Q53. Please confirm that the second paragraph after Table 1 is simply noting the urbanized areas where bus service is to be provided, not requesting the establishment of routes other than those in Table 1.

ANS: The RFP requires bidders to provide a complete proposal for a state-of-the-art turnkey commuter bus services to be provided in the specified corridors. The second paragraph after Table 1 notes the urbanized areas where bus service is to be provided.

Q54. Will the vehicle miles that are eligible for reimbursement under 5307 program mirror the NTD submission?

ANS: Clarification of this question is being asked from the proposer.

Q55. If so, will Corridor 1 include all miles between Kingston and NYC irrespective of origin and destination (e.g., there could be a trip from Albany to Newburgh)?

ANS: See response to Q54.

Q56. Will Corridor 2 include all miles between Albany and Kingston irrespective of origin and destination (e.g., there could be a trip from Albany to Catskill)?

ANS: See response to Q54.

Q57. Will Corridor 6 include any miles beyond Woodstock and Saugerties (which is the limit to the current NTD submission) to Phoenicia, Meridale, or any other point?

ANS: See response to Q54.

Q58. Since the existing operator intends to continue operating irrespective of winning the bid, will a successful proposer other than the existing operator be liable for damages to the existing operator?

ANS: We have no indication that the current operator will continue to provide services contemplated as a part of this RFP. The successful respondent will be required to obtain NYS Operating Authority for the proposed services.

Q59. Please confirm the operator will continue to set the fares and provide notice to NYSDOT.

ANS: Operator will propose fares and submit as part of RFP proposal. Any future fare changes after award are subject to NYSDOT and CDTA review.

Q60. Will NYSDOT consider the submittal of cost proposals which are developed in a per mile basis rather than a per hour basis?

ANS: No.