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Operation and Maintenance of the Combined Transit System

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Operation and Maintenance of the Combined Transit System Loudoun County, Virginia REQUEST FOR PROPOSAL OPERATION AND MAINTENANCE OF THE COMBINED TRANSIT SYSTEM ACCEPTANCE DATE: Prior to 4:00 p.m., September 3, 2020 “Atomic” Time RFP NUMBER: RFQ 143782 ACCEPTANCE PLACE: Department of Finance and Budget Division of Procurement 1 Harrison Street, SE, 1st Floor Drop Box labeled: Procurement Bids and Proposals Leesburg, Virginia 20175 PLEASE NOTE: A Pre-Proposal Conference will be held on Thursday, August 13, 2020 at 11AM via GoTo Meeting https://global.gotomeeting.com/join/940172749 or call 1-408-650-3123 Acces Code 940-172-749, for clarification of any questions on the specifications. Questions for the pre-proposal meeting may be submitted as follows: • In advance via e-mail to Gerald Landayan at [email protected], subject line entitled RFQ 143782 - Operation and Maintenance of the Combined Transit System RFP Questions. • Orally at the Pre-Proposal Meeting. • After the Pre-Proposal Meeting, via e-mail subject line entitled RFQ 143782 - Operation and Maintenance of the Combined Transit System RFP Questions but no later than Tuesday, August 18, 2020 at 9AM. Responses to all questions will be communicated via addendum. Requests for information related to this Proposal should be directed to: Gerald Landayan Contracting Officer (703) 771-5956 (703) 771-5097 (Fax) E-mail address: [email protected] This document can be downloaded from our web site: www.loudoun.gov/procurement Issue Date: August 4, 2020 IF YOU NEED ANY REASONABLE ACCOMMODATION FOR ANY TYPE OF DISABILITY IN ORDER TO PARTICIPATE IN THIS PROCUREMENT, PLEASE CONTACT THIS DIVISION AS SOON AS POSSIBLE. OPERATION AND MAINTENANCE OF THE COMBINED TRANSIT SYSTEM RFP RFQ 143782 Page 2 of 89 REQUEST FOR PROPOSAL OPERATION AND MAINTENANCE OF THE COMBINED TRANSIT SYSTEM SECTION/TITLE PAGE 1.0 PURPOSE ............................................................................................................ 5 2.0 COMPETITION INTENDED ................................................................................. 5 3.0 BACKGROUND INFORMATION ......................................................................... 5 4.0 OFFEROR’S MINIMUM QUALIFICATIONS ...................................................... 12 5.0 SCOPE OF SERVICES ...................................................................................... 13 6.0 TERMS AND CONDITIONS ............................................................................... 53 7.0 EVALUATION OF PROPOSALS: SELECTION FACTORS ............................. 73 8.0 PROPOSAL SUBMISSION FORMAT ............................................................... 74 9.0 INSTRUCTIONS FOR SUBMITTING PROPOSALS ......................................... 80 10.0 OPERATION AND MAINTENANCE OF THE COMBINED TRANSIT SYSTEM SUBMISSION FORM .......................................................................... 85 ATTACHMENT 1 LICENSE AGREEMENT EXHIBIT A - EQUIPMENT LIST EXHIBIT B - LICENSEE RESPONSIBILITIES EXHIBIT C - COUNTY RESPONSIBILITIES ATTACHMENT 2 COMMUTER BUS SCHEDULE ATTACHMENT 3 METRO CONNECTION BUS SCHEDULE ATTACHMENT 4 LOCAL FIXED ROUTE BUS SCHEDULE ATTACHMENT 5 FLEET INVENTORY REPORT ATTACHMENT 6 LOUDOUN COUNTY DRUG-FREE WORKPLACE POLICY OPERATION AND MAINTENANCE OF THE COMBINED TRANSIT SYSTEM RFP RFQ 143782 Page 3 of 89 ATTACHMENT 7 CONTRACT DEFICIENCY DEDUCTIONS ATTACHMENT 8 LISTING OF PARK AND RIDE LOTS ATTACHMENT 9 & 9A PRICING PROPOSAL AND ALTERNATE PRICE PROPOSAL ATTACHMENT 10 PRICE ESCALATION ATTACHMENT 11 SURETY STATEMENT Prepared By: Gerald Landayan Date: August 4, 2020 Contracting Officer OPERATION AND MAINTENANCE OF THE COMBINED TRANSIT SYSTEM RFP RFQ 143782 Page 4 of 89 OPERATION AND MAINTENANCE OF THE COMBINED TRANSIT SYSTEM 1.0 PURPOSE The intent of this Request for Proposal (RFP) is to receive proposals from qualified private sector transit operators to provide operations and maintenance of the commuter bus, local fixed route, Metro Connection bus, and Americans with Disabilities Act (ADA) paratransit bus services for Loudoun County, Virginia (County). The successful Offeror will be responsible for the operations of the County’s bus services and maintenance of the County-owned fleet of 115 buses. In addition, the qualified contractor will maintain the County-owned Transportation Maintenance and Operations Facility (TMOF). This facility will be used to maintain and store the buses. The successful Offeror will enter into a multi-year, firm fixed price contract with the County to perform all activities and to assume all responsibilities contained in this RFP. 2.0 COMPETITION INTENDED It is the County's intent that this RFP permits competition. It shall be the Offeror's responsibility to advise the Purchasing Agent in writing if any language, requirement, specification, etc., or any combination thereof, inadvertently restricts or limits the requirements stated in this RFP to a single source. Such notification must be received by the Purchasing Agent not later than fifteen (15) days prior to the acceptance date for proposals. 3.0 BACKGROUND AND SERVICES OPERATED Loudoun County, located in Virginia approximately 25 miles northwest of Washington D.C., operates a bus transit system within Loudoun County and to locations in the Arlington County, VA and Washington D.C. transit area. The Commuter Services Division of the Department of Transportation and Capital Infrastructure is responsible for the management and oversight of transit services and Transportation Demand Management (TDM) services. This Division is headed by a Director and comprised of eight staff, including an Assistant Director. The Transit and Commuter Services team staff members pride themselves on providing excellent customer service assisting Loudoun residents with their transit and transportation needs. It is imperative that all Offerors have a clear understanding of the requirements and expected standards the County has enumerated in the sections that follow and in the Scope of Services. 3.1 Types of Transit Services A. Commuter Bus Service OPERATION AND MAINTENANCE OF THE COMBINED TRANSIT SYSTEM RFP RFQ 143782 Page 5 of 89 In the 1970's and early 1980's, Sterling Commuter Bus, a privately owned and operated commuter bus service, carried passengers from Eastern Loudoun County to destinations in Washington, D.C. In 1993, Sterling Commuter Bus encountered financial difficulties and in 1994, the County assumed the operation of the commuter bus service. In 1994, the County expanded the commuter bus services further west and has since further expanded the services into the southern portion of Loudoun County. Additionally, the Arlington County destinations of Rosslyn, Crystal City, and the Pentagon were added to the commuter bus services. Currently, daily commuter bus services operate using sixty-four (64) County owned commuter buses and provides approximately one million unlinked passenger trips annually. The routes, number of service hours, service hour rates, and fleet are detailed in the table below. Commuter Bus Services will continue to operate after Metrorail service begins in Loudoun County. Commuter bus services, like all transit services, are evaluated on a route by route basis. The number of routes operated may be reduced if they don’t meet the current Board’s guidance of remaining fare neutral. The history of the commuter bus services, including after the opening of Metrorail service to Wiehle-Reston East in Phase 1, reflects that these services will likely remain in operation for the foreseeable future. Information in the following table should be used for calculating the service hour rate for the commuter bus services. The service hour rate will be used to pay both revenue service hours and dead head service hours. This billable service hour rate, Category 3 in Section 5.13 C. below, will be the same service hour rate used for the Metro Connection and Local Fixed Route services. The mileage shown in the table below should be used to calculate the maintenance mileage rate, Category 2 in section 5.13 B. below, for commuter buses. FY 2019 Commuter Bus Statistics Current Fares – SmarTrip and Cash $10.00 $11.00 Annual Unlinked Passenger Trips 947,193 Annual Service Days 246 Annual Billable Revenue Hours 40,959 Annual Dead head Hours 31,587 Bus Type 45’ length 55 Passenger Coach Total Commuter Bus Miles 2,224,868.00 Maintaining coach buses is very different than maintaining body of chassis buses; therefore Offerors must be able to demonstrate that OPERATION AND MAINTENANCE OF THE COMBINED TRANSIT SYSTEM RFP RFQ 143782 Page 6 of 89 they have experience in maintaining and operating these types of coaches in an operation of similar size and complexity. A complete breakdown of this fleet is provided in Attachment 5. B. Metro Connection Bus Service In 2003, the County began providing a.m. and p.m. peak period bus services from various park-and-ride lots in Loudoun County to the West Falls Church Metrorail Station in Fairfax County. These bus services were shifted to the Wiehle-Reston East Metrorail Station in 2014 when Metrorail Silver Line Phase 1 entered revenue service began. These bus services will shift again when Silver Line Phase 2 begins revenue service. Revenue service is estimated to begin in late 2020. This timeline is subject to change. Currently, there are 14 transit buses providing approximately 400,000 unlinked passenger trips annually. The routes, number of service hours, service hour rates and fleet are shown in the table below. The mileage shown in the table below should be used to
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