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RIVERSIDE TRANSIT AGENCY 1825 Third Street Riverside, CA 92507 (951) 565-5000

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RIVERSIDE TRANSIT AGENCY 1825 Third Street Riverside, CA 92507 (951) 565-5000 RIVERSIDE TRANSIT AGENCY 1825 Third Street Riverside, CA 92507 (951) 565-5000 REQUEST FOR PROPOSALS (RFP) 17-008 ADA/DIAL-A-RIDE TRANSPORTATION AND CALL CENTER SERVICES The Contract to be awarded will be subject to a federal financial assistance contract between the Agency and the California Department of Transportation Key RFP Dates Issued: March 10, 2017 Pre-proposal Conference: March 24, 2017 Written Questions: April 7, 2017 Response to Questions: April 14, 2017 Offers Due: May 1, 2017 Interviews: May 31 / June 1 1825 Third Street P.O. Box 59968 Riverside, CA 92517 Phone: (951) 565-5000 Fax: (951) 565-5001 March 10, 2017 SUBJECT: NOTICE OF REQUEST FOR PROPOSALS RFP 17-008: ADA/Dial-a-Ride Transportation and Call Center Services Gentlemen/Ladies: The Riverside Transit Agency (Agency) invites proposals from qualified Contractors to provide ADA/Dial-a-Ride transportation and call center services; the use of subcontractors to supplement and enhance our ADA/Dial-a-Ride service productivity through the use of brokering or other alternative transportation models is encouraged. Proposals must be submitted at or before 2:00 p.m., on May 1, 2017. If Proposals are delivered using the United States Postal Service, Offerors’ shall use the address specified below: Riverside Transit Agency Purchasing Department 1825 Third Street P.O. Box 59968 Riverside, CA 92517-1968 Attention: N. Zaragoza Proposals and amendments to proposals received after the date and time specified above will be returned to the Offerors unopened. Parties interested in obtaining a copy of this Request For Proposals (RFP) 17- 008, may do so by visiting RTA’s website at www.riversidetransit.com and downloading the document. A request may also be submitted by faxing the request to (951) 565-5195. Please include the following information: • name of firm • address • contact person Notice of Request for Proposals RFP 17-008: ADA/Dial-a-Ride Transportation and Call Center Services March 10, 2017 Page 2 • telephone number, facsimile number and e-mail address • Request For Proposals (RFP) 17-008 Copies of this Request For Proposals may also be obtained by calling the Purchasing Department at (951) 565-5194. A pre-proposal conference will be held on Friday, March 24 at 10:00 a.m. at Agency’s Riverside facility located at 1825 Third Street, Riverside. All prospective Offerors are urged to attend the pre-proposal conference. The Offeror(s) will be required to comply with all applicable equal opportunity laws and regulations. The Contract to be let will be subject to a federal financial assistance contract between the Agency and the California Department of Transportation. Therefore, all Offerors will be required to certify that they are not debarred, suspended, or otherwise excluded from participating in federally assisted projects. Offerors shall ensure that in regard to this RFP, Disadvantaged Business Enterprises (DBE’s) will be afforded full opportunity to compete for subcontracting work and will not be discriminated against on the grounds of race, color, age, national origin, ancestry, sex or religion. This Agreement is subject to Title 49, Part 26 of the Code of Federal Regulations entitled “Participation by Disadvantaged Business Enterprises in Department of Transportation Financial Assistance Programs”. The successful firm shall assist the California Department of Transportation, through RTA, in meeting its federally mandated statewide overall DBE goal; please see Section IV of this document for specifics. Interviews are scheduled for May 31 and June 1, 2017. Please keep these dates open. Should further information or clarification be needed, please contact the undersigned at (951) 565-5194. Sincerely, Natalie J. Zaragoza Director of Contracts TABLE OF CONTENTS PAGE NOTICE FOR REQUEST FOR PROPOSALS SECTION I INSTRUCTIONS TO OFFERORS 1 SECTION II PROPOSAL CONTENT 7 SECTION III EVALUATION AND AWARD 17 SECTION IV. DISADVANTAGED BUSINESS ENTERPRISES 20 EXHIBIT A SCOPE OF WORK Attachment 1 Service Parameters and Area Map Attachment 2 DAR Service Guide Attachment 3 Assigned Vehicles Attachment 4 Drug Free Work Place - Regulations Attachment 5 Glossary of Terms Attachment 6 Fare Reconciliation Form Attachment 7 Fuel Calculation Example EXHIBIT B COST AND PRICE FORMS EXHIBIT C PROPOSED AGREEMENT EXHIBIT D REQUIRED FORMS RFP 17-008 SECTION I INSTRUCTIONS TO OFFERORS 1 RFP 17-008 SECTION I INSTRUCTIONS TO OFFERORS A. PRE-PROPOSAL CONFERENCE A Pre-Proposal conference will be held on Friday, March 24, 2017 at 10:00 a.m. at the Agency’s Riverside facility on 1825 Third Street. All prospective Offerors are strongly encouraged to attend the Pre-Proposal Conference. B. EXAMINATION OF PROPOSAL DOCUMENTS By submitting a proposal, Offeror(s) represents that it has thoroughly examined and become familiar with the services required under this RFP and that it is capable of performing quality services to achieve the Agency’s objectives. Failure to comply with all requirements of this RFP, and subsequent amendments that are issued, may result in the Offeror’s proposal being excluded from further evaluation. C. ADDENDA Any Agency changes to the requirements will be made by written amendment to this RFP. Any written amendments issued pertaining to this RFP shall be incorporated into the terms and conditions of any resulting Contract. The Agency will not be bound to any modifications to or deviations from the requirements set forth in this RFP as the result of oral instructions. D. CLARIFICATIONS 1. Examination of Documents Should an Offeror require clarifications of this RFP, the Offeror shall notify the Agency in writing in accordance with Section D.2. below. Should it be found that the point in question is not clearly and fully set forth the Agency will issue a written amendment clarifying the matter which will be sent to all persons who have requested the RFP. 2. Submitting Requests a. All questions, including questions that could not be specifically answered at the pre-proposal conference must 2 RFP 17-008 be put in writing and must be received by the Agency no later than 5:00 p.m. on Friday, April 7, 2017. b. Requests for clarifications, questions and comments must be clearly labeled, "Written Questions". The Agency is not responsible for failure to respond to a request that has not been labeled as such. c. Any of the following methods of delivering written questions are acceptable as long as the questions are received no later than the date and time specified above: (1) U.S. Mail: Riverside Transit Agency, 1825 Third Street, P.O. Box 59968, Riverside, California 92517-1968; Attention: N. Zaragoza (2) Personal Courier: Purchasing and Materials Management Department, 1825 Third Street, Riverside, California 92507. (3) Facsimile: The fax number is (951) 565-5195. (4) E-Mail: [email protected] 3. Agency Responses Responses from the Agency will be communicated in writing to all recipients of this RFP, and will be sent via e-mail no later than Friday, April 14, 2017. Inquiries received after Friday, April 7, 2017, will not be accepted and will be returned to the sender without response. E. SUBMISSION OF PROPOSALS 1. Date and Time Proposals must be submitted at or before 2:00 p.m. on May 1, 2017. Proposals received after the above-specified date and time will be returned to Offerors unopened. 2. Address Proposals delivered in person or by a means other than the U.S. Postal Service shall be submitted to the following: 3 RFP 17-008 Riverside Transit Agency Purchasing and Materials Management 1825 Third Street Riverside, California 92507 Attention: N. Zaragoza Or proposals delivered using the U.S. Postal Services shall be addressed as follows: Riverside Transit Agency Purchasing and Materials Management P.O. Box 59968 Riverside, California 92517-1968 Attention: N. Zaragoza 3. Identification/Submittal of Proposals Proposals shall be submitted in two (2) separately sealed packages. Each package shall be marked as specified below: Offeror(s) shall submit Package No. 1 (Technical Proposal) as an original and seven (7) copies of its proposal in a sealed package, addressed as shown above, bearing the Offeror’s name and address and clearly marked as follows: "RFP 17-008: ADA/DIAL-A-RIDE TRANSPORTATION AND CALL CENTER SERVICES - TECHNICAL PROPOSAL” Offeror(s) shall submit Package No. 2 (Price Proposal) as an original only in a sealed package addressed as shown above, bearing the Offeror’s name and address and clearly marked as follows: "RFP 17-008: ADA/DIAL-A-RIDE TRANSPORTATION AND CALL CENTER SERVICES– PRICE PROPOSAL” Exhibit B includes forms for pricing based on Estimated Annual Revenue Service Hours. Please note that Offerors only need to submit two copies each of the required procedures and policies documentation as set forth in Section II of this RFP; they may be included with the original of Package No. 1 – Technical Proposal. 4 RFP 17-008 4. Acceptance of Proposals a. The Agency reserves the right to accept or reject any and all proposals, or any item or part thereof, or to waive any informalities or irregularities in proposals. b. The Agency reserves the right to withdraw this RFP at any time without prior notice and the Agency makes no representations that any contract will be awarded to any Offeror(s) responding to this RFP. c. The Agency reserves the right to postpone proposal openings for its own convenience. d. The Agency reserves the right to award portions of the Scope of Work as it deems necessary. F. PRE-CONTRACTUAL EXPENSES Pre-contractual expenses are defined as expenses incurred by Offeror in: (1) Preparing its proposal in response to this RFP; (2) Submitting that proposal to the Agency; (3) Negotiating with the Agency any matter related to this proposal; or (4) Any other expenses incurred by Offeror prior to date of award, if any.
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