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City of Pasadena Request for Proposals (Rfp)

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CITY OF PASADENA REQUEST FOR PROPOSALS PASADENA FIXED ROUTE AND DIAL-A-RIDE TRANSIT SERVICES CONTRACT 2021 November 3, 2020 TRANSIT DIVISION DEPARTMENT OF TRANSPORTATION RFP Announcement CITY OF PASADENA REQUEST FOR PROPOSALS (RFP) November 3, 2020 PASADENA FIXED ROUTE AND DIAL-A-RIDE TRANSIT SERVICES CONTRACT 2021 Submittal: To be accepted and considered, proposals shall be submitted in three-ring binders and contain one (1) unbound original, seven (7) copies, and one PDF copy on a flash drive of the completed proposal which must be enclosed in a sealed package and addressed as stated on the cover sheet. The outside of the submittal package must be clearly marked: “PROPOSAL FOR THE CITY OF PASADENA FIXED ROUTE AND DIAL-A-RIDE TRANSIT SERVICES CONTRACT 2021” Proposals must be received no later than 2:00 PM, PST on Tuesday, December 8, 2020. Proposals received after this deadline will not be considered. Addressed to: Mark Jomsky, City Clerk City Clerk’s Office 100 North Garfield Ave., Suite S228 Pasadena CA 91109 Attn: Valerie Gibson, Transit Manager, DOT [Note that the City Clerk’s Office is closed every other Friday, including December 4, 2020.] All interested parties are requested to participate in a mandatory pre-proposal meeting at 10:00 AM Pacific Standard Time, Thursday, November 12, 2020, to be held online using Microsoft Teams. All parties registering their interest in this procurement with Valerie Gibson at [email protected] will receive a Teams invitation before 5:00 PM on November 10, 2020. Questions or clarifications regarding this Request for Proposals must be submitted no later than 2:00 PM PST. Monday, November 16, 2020, by email to: City of Pasadena Department of Transportation Attn: Valerie Gibson, Transit Manager Email: [email protected] City of Pasadena, Department of Transportation Page 2 Pasadena Fixed Route and Dial-A-Ride Transit Services Contract 2021 Responses to any inquiries will be issued with an Addendum posted on PlanetBids and sent out via email no later than 5:00 PM, Monday, November 23, 2020. Submission of a proposal shall constitute acknowledgement and acceptance of all terms and conditions contained in this RFP and all exhibits and attachments hereto. The City of Pasadena is an equal opportunity employer. Qualified firms owned by women, minorities and disabled persons are encouraged to submit a proposal. (Important: Email and faxed proposals will NOT be accepted and submissions of this sort will be disqualified from the competitive process.) The tentative schedule and description of events for this process is [All times are Pacific Standard Time unless noted]: Event Date 1. RFP Issued November 3, 2020 2. Mandatory Online Pre-Proposal Conference 10:00 AM, November 12 3. Deadline for submitting written questions 2:00 PM, November 16 4. Proposals Due [Note: Non-public opening.] 2:00 PM, December 8 5. Interviews Mon/Tue, December 21/22 6. Date for recommendation to City Council for award Monday, March 8, 2021 (date subject to change) 7. Contract Begins July 1, 2021 NOTICE REGARDING DISCLOSURE OF CONTENTS OF DOCUMENT All responses to this Request for Proposal (RFP) accepted by the City of Pasadena (City) shall become the exclusive property of the City. At such time as the Director of Transportation recommends a contractor to the City Council, all proposals accepted by the City shall become a matter of public record and shall be regarded as public, with the exception of those elements of each proposal which are defined by the contractor as business or trade secrets and plainly marked as “Trade Secret”, “Confidential” or “Proprietary”. Each element of a proposal which a contractor desires not to be considered a public record must be clearly marked as set forth above, and any blanket statement (i.e. regarding entire pages, documents or other non-specific designations) shall not be sufficient and shall not bind the City in any way whatsoever. If disclosure is required or permitted under the California Public Records Act or otherwise by law, the City shall not in any way be liable or responsible for the disclosure of any such records or part thereof. City of Pasadena, Department of Transportation Page 3 Pasadena Fixed Route and Dial-A-Ride Transit Services Contract 2021 CITY OF PASADENA REQUEST FOR PROPOSALS PASADENA FIXED ROUTE AND DIAL-A-RIDE TRANSIT SERVICES CONTRACT 2021 TABLE OF CONTENTS Page No. Request For Proposals Announcement . 2 Table of Contents . 4 Section 1: Invitation for Proposals . 6 Section 2: Background and Summary of Service . 8 2.1 Background . 8 2.2 City of Pasadena Transit Funding . 13 2.3 Existing Contract . 14 2.4 Pending Issues . 14 Section 3: Procurement Process and Requirements . 18 3.1 Procurement Timeline . 18 3.2 Mandatory Online Pre-Proposal Meeting . 18 3.3 Written Questions . 18 3.4 Addenda . 19 3.5 Submission of Proposals . 19 3.6 Proposal Requirements . 20 3.7 Selection Process . 28 3.8 Procurement Terms and Conditions . 30 3.9 Protests . 31 Section 4 Compensation . 37 4.1 Contractor Compensation . 37 4.2 Estimated Service Levels . 38 4.3 Compensation in Option Periods . 39 4.4 Cost Proposal Instructions. 39 4.5 Revenue Vehicle Audit Costs . 39 Section 5 Scope of Work . 48 5.1 Definitions . 48 5.2 City Responsibilities . 50 5.3 Contractor Responsibilities . 55 5.4 Performance Standards and Liquidated Damages . 93 City of Pasadena, Department of Transportation Page 4 Pasadena Fixed Route and Dial-A-Ride Transit Services Contract 2021 Page No. Section 6: Contract and Other City Requirements . 104 6.1 Standard Terms and Conditions . 104 6.2 Documents to be Construed Together . 104 6.3 Pasadena Living Wage Ordinance . 104 6.4 Additional Terms and Requirements . .. 104 Section 7: Required Proposal Forms . 106 7.1 Overview . 106 7.2 Required Forms . [Forms are posted on PlanetBids website] . 106 Attachments to RFP 1 -- Transit Services Contract 2 – Federal Contract Clauses 3 – Insurance Requirements -Transit Services Contract 4 -- TVAIS Minimum Computer Hardware Specifications 5 – Pasadena Public Transit Revenue Vehicle Fleet 6 – Anticipated Fixed Route Service Levels February 2020 7 – RFP RC-DBE Instructions for Metro Subrecipient Agencies Documents Posted to PlanetBids Website at https://www.planetbids.com/portal/portal.cfm?CompanyID=14770 Click on “Bid Opportunities,“ then search “City of Pasadena Transit Services Contract 2021” • Combined Pasadena Support Documents o Collective Bargaining Unit Information o CHP Terminal Inspection Reports, 2018 and 2019 o Current Agreement and Amendment 1 with First Transit o Liquidated Damage History, July 2018 - February 2020 o Vehicle Warranty Information o Wage Ranges and Benefits for Existing Hourly Employees Monthly • Management Report and Invoice for June 2019 • National Transit Database Report for FY2019 City of Pasadena, Department of Transportation Page 5 Pasadena Fixed Route and Dial-A-Ride Transit Services Contract 2021 CITY OF PASADENA REQUEST FOR PROPOSALS PASADENA FIXED ROUTE AND DIAL-A-RIDE TRANSIT SERVICES CONTRACT SECTION 1 INVITATION FOR PROPOSALS The City of Pasadena (City) is seeking the services of a qualified firm (Contractor) to operate and maintain City of Pasadena fixed route (known as Pasadena Transit) and Dial-A-Ride transit services. The Contract Term for the services provided under this Request for Proposals (RFP) will commence on July 1, 2021 and will consist of a Base Term of five (5) years and one (1) Option Term of a two (2) year period. The City of Pasadena operates a fixed route community circulator that provides local transit service in Pasadena, that complements and feeds into the regional transit service provided by the Los Angeles County Metropolitan Transportation Authority (Metro) and Foothill Transit. Pasadena Dial-A-Ride service consists of the provision of shared, curb- to-curb transportation services to persons who live in the designated service area who are at least 60 years old or who are under 60 years old with a LACTOA Disabled Reduced Fare TAP card or Access Services membership. Services for both Pasadena fixed route and Dial-A-Ride will be provided with City- owned vehicles and, if necessary, vehicles leased or owned by the City or Contractor. Parties interested in responding are asked to submit one unbound original, seven (7) hard copies in three-ring binders and a PDF copy on a flash drive of the proposal to be received no later than 2:00 PM on Tuesday, December 8, 2020, addressed to: Mark Jomsky, City Clerk City Clerk’s Office 100 North Garfield Ave., Suite S228 Pasadena CA 91109 Attn: Valerie Gibson, Transit Manager, DOT [Note that the City Clerk’s Office is closed every other Friday, including December 4, 2020.] No oral, electronic, facsimile, or telephonic proposals or modifications will be considered. Late proposals will not be accepted and will be returned unopened. The City of Pasadena hereby affirms Disadvantaged Business Enterprises (DBE) will be afforded full opportunity to submit proposals, and will not be discriminated against on City of Pasadena, Department of Transportation Page 6 Pasadena Fixed Route and Dial-A-Ride Transit Services Contract 2021 the basis of race, color, national origin, ancestry, disability, gender, sexual orientation, or religion in any consideration leading to the award of the intended contract. No qualified person with a disability shall, on the basis of handicap, be excluded from participating in, be denied the benefits of, or otherwise be subjected to discrimination in any matter leading to the award of the intended contract. City of Pasadena, Department of Transportation Page 7 Pasadena Fixed Route and Dial-A-Ride Transit Services Contract 2021 SECTION 2 BACKGROUND AND SUMMARY OF SERVICE 2.1 BACKGROUND 2.1.1 Fixed Route Services Pasadena has operated a fixed route community circulator serving the City since June 1994. The system currently consists of six (6) local fixed routes that complement and feed into the regional transit service primarily provided by the Los Angeles County Metropolitan Transportation Authority (Metro) and Foothill Transit.
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  • 3 Fun Facts About Rideshare Thursday 1

    3 Fun Facts About Rideshare Thursday 1

    MARCH OntheGoNEWS FOR SOUTHERN CALIFORNIA COMMUTERS 2020 3 Fun Facts About Rideshare Thursday 1. Rideshare Thursday is a term first coined back in 1993 as part of a Caltrans-sponsored ad campaign. While any day is a good day to rideshare, Thursdays have been dubbed rideshare’s official day. 2. Thursdays were chosen as “rideshare day” because they are overall the busiest commuter traffic day of the week, according to Caltrans. 3. Rideshare Thursday doesn’t just refer to carpooling. It’s also riding the bus, taking Metro Rail or Metrolink, bicycling or walking—any way you get where you’re going without driving alone. To find your rideshare options so you can join in on Rideshare Thursday, visit go511.com or IECommuter.org. Metro Rail Lines Get New Names Mix & Match Your Ride To make riding rail more user-friendly, Metro is giving Pledge to carpool, use public transit, letter names to all train and rapid bus lines. When Metro’s or bike for a day and be entered to win first rail line, the Blue a $100 gift card from Ventura County Line, reopened Transportation Commission. Make the after nearly a year pledge at goventura.org. Ride free to the polls on of renovations, Election Day March 3 on Metro it came with a Traffic Relief for Riverside County Bus and Rail, as well as AVTA, new name: the The Riverside County Transportation Culver City Bus, LADOT, Pasadena A Line. Commission recently released a draft Transit and Long Beach Transit. Metro is Traffic Relief Plan and is asking residents continuing to to see the plan and take a brief survey at roll out name .