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HomeMy WebLinkAboutRFP - 8707 CONTRACTED FIXED ROUTE TRANSIT SERVICES (3)Addendum 3 Page 1 of 8 ADDENDUM NO. 3 SPECIFICATIONS AND CONTRACT DOCUMENTS Description of RFP 8707: Contracted Fixed Route Transit Services OPENING DATE: 3:00 PM (Our Clock) April 3, 2018 To all prospective bidders under the specifications and contract documents described above, the following changes/additions are hereby made and detailed in the following sections of this addendum: 1. The Opening Date has been changed to April 3, 2018 at 3:00 PM MST (our clock). 2. Additional Information Exhibit 1 – Questions & Answers Please contact Beth Diven, Buyer, at (970) 221-6216 or bdiven@fcgov.com. with any questions regarding this addendum. RECEIPT OF THIS ADDENDUM MUST BE ACKNOWLEDGED BY A WRITTEN STATEMENT ENCLOSED WITH THE BID/QUOTE STATING THAT THIS ADDENDUM HAS BEEN RECEIVED. Financial Services Purchasing Division 215 N. Mason St. 2nd Floor PO Box 580 Fort Collins, CO 80522 970.221.6775 970.221.6707 fcgov.com/purchasing Addendum 3 Page 2 of 8 EXHIBIT 1 – QUESTIONS & ANSWERS 1. Please provide a copy of the current contract with the existing service provider. a. What is the current rate structure? Operation of leased vehicles = $59.00 per revenue hour Operation of contractor-owned vehicles = $52.00 revenue hour b. What is the current rate? $59.00 per revenue hour c. What is the current contract value? The authorized charges for CY 2017 were approximately $157,179.00 2. Please clarify the term of contract outlined in the RFP. will this contact be a 3 years base with a 2-year option? 1 year initial contract term with the option to renew for up to four additional 1 year terms. 3. Please clarify the start and end dates of the contract Start Date: June 22, 2018 End Date: June 21, 2019 4. Please provide the total projected revenue hours and miles for both routes and the on- call route. The following figures are calculated according to the previous calendar year (1/1/2017 – 12/31/2017): Revenue Service Hours Revenue Service Miles Route 33 1,832.80 22,105.80 Gold Route 831.20 15,093.90 Total 2,664.00 37,199.70 On call requirements will be ad-hoc requests and we are unable to anticipate at this time the revenue service hours or miles. 5. Please clarify whether the contractor will be paid in revenue hours or total hours. Revenue Hours 6. Please clarify whether the city or the contract will be responsible for leasing revenue vehicles. RFP has both the contract and the city leasing vehicles, please clarify. The City will be responsible for leasing revenue vehicles to the chosen contractor, with the contractor responsible for maintenance of the vehicles. Detailed information about the vehicles can be found below. Addendum 3 Page 3 of 8 7. Exhibit Insurance Requirements states the following should be stated on the Certificate of Insurance, “The insurance evidenced by this Certificate will no reduce coverage or limits and will not be cancelled, except after thirty (30) days written notice has been received by the City of Fort Collins.” The standard endorsement is to provide Notice of Cancellation 30 days, 10 Days for Non-payment, the current Cancellation language found on the standard ACCORD form is “Should any of the above described policies be cancelled before the expiration date thereof, notice will be delivered in accordance with the policy provisions”. Please confirm the City of Fort Collins will amend this requirement. We are willing to negotiate terms in our standard agreement with the awarded vendor during the contract negotiations stage. 8. Please provide total penalty assessed to the current contractor in the past 12 months. $550 in contract penalties was assessed in the prior 12 months. 9. What are the annual contract miles? See Service Revenue Miles reported in question 4 above. 10. Please provide prior year total service mileage and annual vehicle mileage - per unit See Service Revenue Miles reported in question 4 above, do not have information on total service mileage per vehicle at this time. The total vehicle mileage for each unit is below (period is 6/30/2016 – 3/22/2018) #70: 33,041 #71: 25,991 #72: 23,372 11. Does the City pay for engine and transmission replacements? For each repair exceeding $2,500, the service provider would be responsible for the first $2,500, and the remaining balance would be paid for by the City. Exceptions to this would be repairs necessitated by negligence/deferred maintenance on the part of the vendor, in which case the vendor would be responsible for the entire cost. 12. Please provide how many miles are currently on each engine and transmission along with the types (engine/transmission) per vehicle. Please also provide the last OD reading and date of the last engine and/or transmission replacement/rebuild? See “life miles” below in question 15. 70 –engine has had major work including: cylinder head, injectors, and camshaft replaced. Date: 11/18/2013; mileage:118,442. 71 – engine has had major work including: cylinder head, injectors, camshafts replaced, and DPF replaced. Date: 3/21/2017; mileage: 155,694 No transmission work on any of the vehicles. Addendum 3 Page 4 of 8 13. Does the City allow the use of recaps? Yes, only on rear axle per DOT regulations and tires shall only be recapped a maximum of two times. 14. Are the tires purchased or leased? The service provider is responsible for procuring tires. The City does not specify whether tires must be purchased or leased. 15. Please provide the following Fleet data: a. vehicle make/model #70 – 2009 International 3200 #71– 2009 International 3200 #72– 2009 International 3200 b. vehicle in service date or year of vehicle See above. c. fuel type All units - diesel d. annual miles See question 10 above for mileage per vehicle for the period of 6/30/2016 to present. e. life miles #70 – 179,240 #71 – 168,186 #72 – 141,814 f. Life miles date #70 – 3/22/2018 #71 – 3/22/2018 #72 – 3/22/2018 16. What is the vehicle replacement plan for the duration of the contract? There is no vehicle replacement plan for these units at this time. 17. Please provide last four PMI inspection dates and mileage. #70: 1/28/16 142,618; 2/2/17 155,478; 9/18/17 166,685; 11/21/17 174,249 #71: 1/23/15 129,894; 1/27/2016 138,452; 3/7/2017 155,386; 12/20/2017 163,297 #72: 4/28/16 118,442;1/23/17 126,120; 6/22/17 134,667; 3/15/18 141,626 Addendum 3 Page 5 of 8 18. If applicable, please provide copy of current CBA for maintenance. Not applicable. 19. Please provide copies of most recent engine oil and other fluid sampling analysis for fleet. Not available at this time. 20. What is the frequency of cleaning, minor and major? See details below in response to #21. 21. Please provide detailed breakdown of cleaning and servicing requirements a. Exterior washing At least twice per week, more frequently if conditions warrant. b. Interior cleaning and detailing, Waxing/Buffing/Seat shampoo: 1. BUS CLEANING CHECKLIST DAILY TASKS: • Sweep and or vacuum floors  All corners cleaned to eliminate dust and dirt build-up at  Corners of the doors  Under all passenger seats and around seat pedestals  Around drivers’ seat brake and accelerator pedals  Around the farebox  Around the auxiliary heater  On articulated buses around the bike racks  On articulated buses around the baffles • Empty trash (two trash cans may be placed in articulated buses up front and one by the rear door) and recycle bins • Wipe down and clean with disinfectant  Hand rails and grab bars  Grab straps on grab bars  Non cloth passenger seats  Seat backs on all buses  Both sides of non-cloth barrier walls  Seat frames on cloth passenger seats  Arm rests and rear facing securement pull down bar  pull cords (including push button/pull cord in wheelchair securement area)  Driver Dashboard Addendum 3 Page 6 of 8  Instrument panels (to the left of driver) door handle, toggle switches  Steering wheel, steering column, steering wheel adjustment toggle • Wipe down and clean Farebox  Key pad on farebox wiped clean  no spray or liquid may be directly applied to key pad • Clean all interior mirrors with glass cleaner • Clean driver’s barrier with glass cleaner • Clean the exterior of the equipment cabinet • Clean “shelf area” behind front door on buses that have shelf • Clean interior front windows with window glass cleaner • Clean driver side window with window glass cleaner • Clean passenger inside windows with glass cleaner • Clean interior door windows with glass cleaner • Mop floors as needed – assure corners and crevices are clean prior to mopping so no dirt and mud build up occurs • Remove any graffiti found or reported as needed and report any damage to shop personnel. • Be able to clean any Bio-Hazard spills that may occur. WEEKLY TASKS: • Vacuum all cloth passenger seats • Vacuum all cloth privacy/barrier panels • Vacuum driver’s seat • Vacuum wheelchair restraint floor pockets • Clean and vacuum out schedule holders • Clean Rider Alert Holders • Wipe down light and advertising panels in passenger area • Clean lower walls and kick panels • Clean back wall (bulkhead) without carpet • Clean and vacuum window frames and tracks in driver and passenger area • Wipe down all wheelchair securement straps • Clean interior and exterior of securement strap bag/holders • Clean flat surface areas behind inward facing passenger seats (articulated buses – middle and rear sections of bus) Addendum 3 Page 7 of 8 • Clean underside of passenger seats that stow up including securement areas fold up seats • Wipe down in between the baffles on the articulated buses • Silicone floors (or more often when required) MONTHLY TASKS: • Steam clean Drivers Seat • Steam clean all cloth passenger seats • Steam clean buses with carpeted bulkhead • Wash interior exterior of trash cans ANNUAL TASKS: • Clean ceiling • Clean emergency hatches • Clean all walls top to bottom • Clean the baffles on the articulated buses • Clean the interior of cabinets containing emergency equipment 22. Besides the Operator Training Requirements outlined on pg 7 of the RFP, are there a minimum amount of training hours the operators must have? Training requirements are focused on content, not hours; subject matter is clearly outlined in the RFP. DOT and FTA have minimum time requirements for certain training modules (i.e. reasonable suspicion), the minimum of which must be met. 23. Service provider is required to provide, maintain, and install two-way radios in all vehicles. Do we know if there are radios currently installed and the condition they are in? Do we need to budget for an update/replacement in radios? There are currently radios installed in each of the vehicles. Radios are in good condition and maintained by third party contractor, contracted by the City. The vendor will not be responsible for providing new radios, but will be liable for any damages to the radios resulting from abuse/negligence. 24. Is the Service Provider required to maintain/service the fareboxes? Yes, the service provider is required to maintain and service the fareboxes. 25. Pg. 11 in the RFP describes the fuel adjustment if the cost of fuel were to rise. For every $.25 increase in the cost of fuel, the City will reimburse the Service Provider an additional $.50 per revenue hour. Would the city consider fuel cost as a pass- through? Fuel is not a cost the City has typically done as pass-through; however, this item could be discussed in the contract negotiation phase. Addendum 3 Page 8 of 8 26. Fleet Management Section in the RFP reads (pg 8, Section VI, #2): “The Service Provider is required to perform preventative and corrective maintenance for all leased vehicles utilized for this service, as per federal regulations at Service Provider’s Expense.” Can we get clarification of what exactly is included in corrective maintenance? Because, in Attachment I, Fleet Management Guidance, #12 it states: The City agrees to facilitate and incur the cost of major repairs to all vehicles leased from the City specifically for the provision of this service. Major repairs include but are not limited to the engine and other drive train components of the vehicle.” Service Provider agrees to pay the first $2,500 in repairs.” At what point does corrective service go from minor to major? Please see response to question #11.