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HomeMy WebLinkAboutAddenda - RFP - 8291 CONTRACTED FIXED ROUTE TRANSIT SERVICESAddendum 1 Page 1 of 3 ADDENDUM NO. 1 SPECIFICATIONS AND CONTRACT DOCUMENTS Description of RFP 8291: Fixed Route Transit Service OPENING DATE: 3:00 PM (Our Clock) May 13, 2016 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: Exhibit 1 – Questions & Answers Please contact Gerry Paul, Purchasing Director at (970) 221-6779 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 1 Page 2 of 3 EXHIBIT 1 – QUESTIONS & ANSWERS 1. As of the release of the RFP, funding for the Foothills Shuttle had not yet been appropriated by City Council. Please provide an update regarding this appropriation and the projected approval of this service. While the funding for the Foothills Shuttle is not appropriated, the funding source would be one of our agency partners. The final decision by our partner has not been made as of yet, but it’s important to note that this service was requested and specified by our partner. We have a high level of confidence both our partner and City Council will fund this service. However, there is a level of uncertainty and all funding is subject to final approval by the executive management of both the City and our partner. 2. When is the projected launch of service under this contract? The projected launch is August 22, 2016 3. In the event that proposals are submitted by multiple entities, does the City intend to provide a presentation and interview process? The City will require an interview process for the finalists based on the assessment of the written proposals. Presentations by the finalists will be requested to demonstrate scope of proposal, assigned personnel, availability, sustainability, cost and work hours and firm capability. 4. Will the Foothills Shuttle operate year round? If not, when will it operate? The shuttle will only operate when Colorado State University is in session. Generally, late August to early December, mid-January to mid-May of each year with breaks in between for holidays. However, the Gold service will run year round. Additionally, the contract options to execute additional services or enhance existing services will remain in effect year round. 5. Please provide information regarding specific vehicles. Year, Make, model, fuel type, mileage, fuel economy, average maintenance cost per mile. There will be 3, 2009, International Model 3200 Transit Buses leased as part of this project 6. Please provide maintenance records for these vehicles over the past two years. Maintenance records can be provided at the time of the award. If records are required prior, we will need up to 5 days to compile these documents. 7. Is there an existing camera system installed in these vehicles? If yes, will we be granted access to the recorded footage? If not currently installed, will we be allowed to install our own camera system at our own cost? There is no camera system installed. The awarded firm would be allowed to install cameras at their own cost. However, the City will require access upon request to the video. Any video that the City would request would be subject to Colorado Open Records Act (CORA) once this footage was transferred to City custody. Addendum 1 Page 3 of 3 8. Please provide the safety record regarding the Green and Gold routes for the last two years, including collisions. Collision records can be provided at the time of the award. If records are required prior, we will need up to 5 days to compile these documents. 9. Are any of the proposed vehicles equipped with a wheelchair lift? All vehicles are lift-equipped. Lifts must be maintained and in working order. 10. How far in advance of service launch will we take possession of vehicles? There is a firm leasing and operating Green and Gold service at present. They currently are providing continual service using 2 of the 3 vehicles. During the transition, Transfort will work with the awarded firm to transfer title/registration/insurance to the vehicle that is available which can take place as soon as the contract is finalized. This will allow the newly awarded vendor to outfit, train and operate mock-trips leading up to the operation. Should the current firm not receive the award; a transition plan will need to be developed between Transfort and the awarded firm to take possession of the 2 additional vehicles. Transfort staff may run both services either in full or partially for a period of up to 2 weeks while a new vendor is ramping up with the 2nd and 3rd vehicles. 11. A vehicle lease agreement was not included in the RFP. Will a vehicle lease agreement be negotiated following award of contract? Yes, a lease will be required and negotiated at the time of the award. 12. If any of the proposed vehicles are currently leased to a contractor, please provide a copy of the existing lease agreement. Attachment Q from the current contract is provided which outlines the lease agreement. 13. Is the City open to the practice of housing the proposed vehicles at the Transfort facility? The City prefers that the awarded firm store the vehicles at a facility of their own for the contract period. This can be discussed further during contract negotiations. 14. What is the total round trip mileage of the new route for the Foothills Campus Shuttle? Total round trip mileage for the campus shuttle is approximately 11.9 miles 15. Were you planning on using the larger vehicles (70 & 71) for this route, or the smaller (20403 & 20404)? We will be leasing units 70, 71 and 72. ATTACHMENT Q Fleet Management Guidance SECTION 1 – Terms of Lease Agreement This agreement entered into between the City of Fort Collins and Service Provider is for the lease and operation of two IC HC PC 505 transit buses and two Ford Eldorado 450 Aerotech Mini buses to the Service Provider for transportation purposes. Both the City and the Service Provider are located in Fort Collins, Colorado. The vehicles referenced as part of this lease agreement are identified in the following table. Table A – Vehicle Identification Year Make Model Mileage VIN 2009 International 3200 Transit Bus 112,016 4DRASAAL09H042756 2009 International 3200 Transit Bus 108,491 4DRASAAL29H042757 2001 Ford E450 Cutaway 195,776 1FDXE45S3YHB99118 2001 Ford E450 Cutaway 198,437 1FDXE45S1YHB99117 General Provisions 1. For providing the service as stated in Exhibit A – Scope of Work of the Safe Ride Home contract, Service Provider agrees to assume possession, use, maintenance and operation of the four transit vehicles for the duration of this contract. Contactor shall maintain the vehicles as lift-equipped passenger transportation vehicles that are ADA accessible and licensed in the State of Colorado. 2. Service Provider agrees to insure and provide proper safeguards and protection for the vehicles to ensure they will not be stolen or used in an unauthorized manner under this agreement. 3. Service Provider agrees it shall make a good faith effort to ensure that appropriate training of Service Provider personnel is conducted and in compliance within the provisions of Exhibit A – Scope of Work of the Safe Ride Home contract. 4. Service Provider shall not use the buses for any other reason than what is defined in this contract without written approval from the City. ATTACHMENT Q Fleet Management Guidance 5. Service Provider is required to reimburse the City the negotiated rate of $100 per year per bus. 6. This agreement will terminate upon the termination of the contract. The Service Provider will return the buses to the City within fifteen (15) days of the termination of the contract and in accordance with the conditions deemed as acceptable in SECTION 3 – Lease Return Criteria of this agreement. 7. For the length of this agreement, Service Provider shall comply with the insurance requirements set out in SECTION 2 – Insurance of this agreement. 8. Upon inception of the contract, Service Provider will obtain US DOT numbers for each vehicle. Service Provider will display the US DOT numbers in prescribed locations on each vehicle for the duration of the contract. These numbers shall be displayed on the vehicles no later than the first day the vehicles are operated, or February 3, 2012, whichever comes first. 9. Service Provider will operate and maintain the vehicles in accordance with all US DOT and CDOT regulations as well as all state and local laws and ordinances. 10. In addition to federal regulatory requirements regarding commercial motor vehicle inspections, Service Provider will also conduct inspections in accordance with City operating standards on the Vehicle Inspection Report form as provided in SECTION 4 – Vehicle Inspection Report of this agreement. 11. The City will perform monthly random vehicle inspections and annual site inspections of Service Provider facilities. In addition, the Service Provider will submit vehicle mileage and ridership reports to the City. These measures will be used by the City to provide annual certification to the lien holder, Colorado Department of Transportation (CDOT) that the City continues to use the vehicles for the purposes set forth herein and to provide basic operating data for the vehicles, including miles traveled. 12. 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. The City will not incur any cost or facilitate repair of any vehicle when said repairs are warranted due to the actions of a driver, due to a lack of regular preventative maintenance, or due to improper maintenance performed by the Provider. Major repairs will be approved by Contract Manager before said repairs commence. It is ATTACHMENT Q Fleet Management Guidance understood that the City will perform repairs at their facilities, but may, at the discretion of the Contract Manager, authorize the Service Provider to perform the major repair and invoice the City appropriately. In the event that the City authorizes the Service Provider to perform a major repair, Service Provider will provide a detailed cost estimate using an hourly labor rate not to exceed $70 per hour to the Contract Manager for approval prior to performing the repair. In the event that a major repair to a leased vehicle is warranted, and that repair will remove the vehicle from service for more than seven days, the City will provide a replacement vehicle to be used for service under this contract until the leased vehicle has been returned to service. 13. The City agrees to provide the Service Provider with any relevant rules and regulations of how to manage the vehicles. 14. Day-to-day communications regarding this agreement shall be directed to: 15. The parties acknowledge that no other written or oral representations different or apart from the foregoing contract and written agreement have been made. 16. This agreement shall take effect when signed by authorized representatives of the City and the Service Provider. SECTION 2 – INSURANCE The Service Provider shall obtain and maintain insurance as specified in this section at all times during the term of this Agreement: All policies evidencing the insurance coverage required hereunder shall be issued by insurance companies satisfactory to Service Provider and the City. A. Service Provider shall obtain and maintain throughout the duration of this Agreement: 1. Worker’s Compensation Craig Dubin Operations Supervisor City of Fort Collins Transfort 6570 Portner Road Fort Collins, CO 80525 (970) 224-6196 cdubin@fcgov.com David Mullin General Manager Yellow Cab of Northern Colorado Veolia Transportation On Demand 4414 E. Harmony Rd. Fort Collins, CO 80528 (970) 225-4830 David.mullin@veoliatransdev.com ATTACHMENT Q Fleet Management Guidance Worker’s Compensation Insurance as required by State statute, and Employer’s Liability Insurance covering all of Service Provider employees acting within the course and scope of their employment. 2. General Liability Commercial General Liability Insurance covering premises operations, fire damage, independent Grantees, products and completed operations, blanket Grantual liability, personal injury, and advertising liability with minimum limits as follows: (a)$5,000,000 each occurrence; (b) $10,000,000 general aggregate; (c) $1,000,000 products and completed operations aggregate; and (d) $500,000 any one fire. If any aggregate limit is reduced below $5,000,000 because of claims made or paid, Contractor shall immediately obtain additional insurance to restore the full aggregate limit and furnish to the City a certificate or other document satisfactory to the City showing compliance with this provision. 3. Automobile Liability City of Fort Collins and the State of Colorado, CDOT shall be named as additional insured on the Commercial General Liability and Automobile Liability Insurance policies (leases and construction Grants require additional insured coverage for completed operations of endorsements CG 2010 11/85, CG 2037, or equivalent). 4. Hired Auto Physical Damage Contractor shall carry hired auto physical damage insurance in an amount at least equal to the actual cash value (ACV) of vehicles identified in this contract. 5. Primacy of Coverage Coverage required of the Service Provider shall be primary over any insurance or self-insurance program carried by the City or the State. 6. Cancellation The above insurance policies shall include provisions preventing cancellation or non-renewal without at least 45 days prior notice to the City and the State by certified mail. 7. Subrogation Waiver All insurance in any way related to this Agreement and secured and maintained by the Service Provider as required herein shall include clauses stating that each carrier shall waive rights of recovery, under subrogation or otherwise, against the City or the State, its ATTACHMENT Q Fleet Management Guidance agencies, institutions, organizations, officers, agents, employees, and volunteers. B. Certificates The Service Provider shall provide certificates showing insurance coverage required hereunder to the State within seven business days of the Effective Date of this Agreement. No later than 15 days prior to the expiration date of any such coverage, the Service Provider shall deliver to the City certificates of insurance evidencing renewals thereof. In addition, upon request by the City at any other time during the term of this Agreement or any sub-Agreement, the Service Provider shall, within 10 days of such request, supply to the City evidence satisfactory to the City of compliance with the provisions of this Agreement. ATTACHMENT Q Fleet Management Guidance C. Indemnification: Lessee shall within the confines of the laws of the State of Colorado, indemnify, defend and hold harmless the City of Fort Collins, its officers, agents and employees from and against any and all losses, damages, claims, causes of action, sanctions, administrative penalties, costs or expenses, including attorney’s fees and costs, arising out of or resulting from contractor’s negligent or wrongful acts or omissions, or the negligent or wrongful actions or omissions of contractor’s employees, agents, consultants, invitees, or any other persons or entities over whom contractor exercises or should exercise control, in conjunction with contractor’s use, maintenance, storage and possession of the Leased Vehicles. ATTACHMENT Q Fleet Management Guidance SECTION 3 – Lease Return Agreement A thorough inspection shall be made on each vehicle and existing damage will be noted and placed on file, signed by the Lessee as well as an assigned City representative. Upon termination of this agreement, vehicles will be returned to the City in clean, acceptable working order in the same condition that they were delivered to the Service Provider except for normal wear and tear. The Service Provider agrees to repair any excess wear and tear to a condition satisfactory to the City. Below are examples of excess wear and tear which would not be acceptable: 1. INTERIOR: a. Any burn holes b. Tears greater than 1” c. Any stains that cannot be removed d. No smoking is allowed inside the vehicle 2. EXTERIOR: a. Damage to frame structure that affects the integrity of the vehicle b. Scratches that go through the paint c. Two or more dings per panel d. Dents greater than 2” diameter e. A cracked, pitted or broken windshield f. Lights, turn signals and lamps with broken lenses 3. MECHANICAL a. Mechanical or electrical malfunctions. All components shall be in good mechanical condition, no fluid leaks will be allowed. b. Inoperable, missing or broken equipment or poor repair of any damage is also considered excess wear and use. ATTACHMENT Q Fleet Management Guidance SECTION 4 – Vehicle Inspection Report A Vehicle Inspection Report (VIR) shall be completed prior to vehicle operation at the start of every transit service day with the driver’s signature to ensure safe condition of the vehicle. The driver shall not operate the vehicle if a mechanical defect was noted and a mechanic has not signed the VIR acknowledging the problem. The driver shall not operate the vehicle if a safety-related mechanical defect was noted and not signed off and not corrected prior to the start of the service day. The driver shall complete the form at the end of every service day and ensure that mechanical failures are reported to maintenance staff for correction. A Vehicle Damage Report (VDR) may be used to note and track all damage incurred to the vehicle. If the VDR is used the driver should inspect the vehicle for any new damage during the pre-trip inspection; all damage should be noted on the VDR and acknowledged by a supervisor. The driver should inspect the vehicle for any incurred damage during the post trip inspection; all damage should be noted on the VDR and acknowledged by a supervisor. The Service Provider shall meet or exceed the standards of the City of Fort Collins’ Transfort Vehicle Inspection Policy and VIR form. The use of the VDR forms provided is optional.  Attachment R – Transfort Driver’s Vehicle Inspection Policy  Attachment S – Transfort Vehicle Inspection Report Form  Attachment T – Vehicle Damage Report SECTION 5 – Preventive Maintenance In order to ensure proper maintenance, safety and comfort to our passengers, the Service Provider will meet or exceed the guidelines of the preventive maintenance schedule in this section. The forms provided may be used or expanded by the Service Provider. However, the Service Provider will at a minimum, perform maintenance noted on the forms and comply with the schedule posted on each form. ATTACHMENT Q Fleet Management Guidance FORM A – PMA Check Sheet PMA Check Sheet ROAD TEST OK Needs Repair NOTES: ENGINE _____ _____ __________________________ TRANSMISSION _____ _____ __________________________ BRAKES _____ _____ __________________________ STEERING _____ _____ __________________________ SPEEDOMETER _____ _____ __________________________ BRAKE PEDAL _____ _____ __________________________ ACCEL. PEDAL _____ _____ __________________________ TRANSMISSION CONTROL _____ _____ __________________________ CLIMATE CONTROLS __________________________ STATIONARY CHECKS NOTES: DRIVERS SEAT _____ _____ __________________________ HORN _____ _____ __________________________ LUBE/CHECK PASS. DOOR _____ _____ __________________________ WIPER/WASHERS _____ _____ __________________________ WHEELCHAIR LIFT _____ _____ __________________________ DASH LIGHTS _____ _____ __________________________ CHECK ALL LIGHTS _____ _____ __________________________ MIRRORS _____ _____ __________________________ SAFETY EQUIPMENT _____ _____ __________________________ WINDOWS/GLASS _____ _____ __________________________ SEATS _____ _____ __________________________ TRANSMISSION LEVEL _____ _____ __________________________ RAISE UNIT NOTES: DRAIN/SAMPLE OIL _____ _____ __________________________ REPLACE OIL FILTER _____ _____ __________________________ COOLANT LEAKS _____ _____ __________________________ OIL LEAKS _____ _____ __________________________ FUEL LEAKS _____ _____ __________________________ LUBE STEERING/SUSPENSION _____ _____ __________________________ BRAKES _____ _____ __________________________ EXAUST SYSTEM _____ _____ __________________________ TIRES _____ _____ __________________________ CHECK DRIVELINE _____ _____ __________________________ LOWER UNIT NOTES: REFILL OIL _____ _____ __________________________ POWER STEERING LEVEL _____ _____ __________________________ COOLANT LEVEL _____ _____ __________________________ HOSES/BELTS _____ _____ __________________________ BATTERIES _____ _____ __________________________ LUG NUTS _____ _____ __________________________ BODY DAMAGE _____ _____ __________________________ ATTACHMENT Q Fleet Management Guidance FORM B – PMBCD Check Sheet PMBCD Check Sheet Y N PMB SERVICE OK Needs Repair 24 K miles INTERIOR HARDWARE ____ ____ SUSPENSION ____ ____ DIFFERENTIAL/SAMPLE ____ ____ ENGINE MOUNTS ____ ____ AIR FILTERS ____ ____ FUEL FILTERS ____ ____ SAMPLE TRANSMISSION ____ ____ PARKING BRAKE ____ ____ NOTES: _________________________________________________________________________ _________________________________________________________________________ _________________________________________________________________________ _________________________________________________________________________ Y N PMC SERVICE OK Needs Repair 48 K miles FRONT WHEEL BEARINGS ____ ____ TRANSMISSION SAMPLE ____ ____ TRANSMISSION SERVICE ____ ____ CLEAN RADIATOR ____ ____ ENGINE TUNE UP ____ ____ NOTES: _________________________________________________________________________ _________________________________________________________________________ _________________________________________________________________________ _________________________________________________________________________ Y N PMD SERVICE OK Needs Repair 66K miles SERVICE DIFFERENTIAL ____ ____ SAMPLE DIFFERENTIAL ____ ____ REAR WHEEL BEARINGS ____ ____ NOTES: _________________________________________________________________________ _________________________________________________________________________ _________________________________________________________________________ _________________________________________________________________________ ATTACHMENT Q Fleet Management Guidance FORM C – Braun Lift Check Sheet Braun Check Sheet Unit _____ OK Needs repair Repairs made Date:_______ Lift operation _____ _____ Pump Module _____ _____ Fluid Level _____ _____ Hand held control _____ _____ Lift frame _____ _____ Platform Assembly _____ _____ Outboard roll stop _____ _____ Roll Stop latch _____ _____ Inboard Roll Stop _____ _____ and Bridge Plate _____ _____ Handrails _____ _____ Cylinders _____ _____ Gas Struts _____ _____ Hand Jack _____ _____ Parallel Arms _____ _____ Notes: ATTACHMENT Q Fleet Management Guidance FORM D – Ricon Lift Check Sheet Ricon Check Sheet Unit ___________ OK NR Date:__________ Lift Operation _____ _____ Valves _____ _____ Lift Mounts _____ _____ Remote control _____ _____ Main lift Points _____ _____ Deploy springs _____ _____ Inner Rollstop Ramp springs _____ _____ operation _____ _____ Ramp Feet _____ _____ Platform Rollstop _____ _____ Handrails _____ _____ Labeling/signage _____ _____ Hydraulic oil level _____ _____ knuckle actautor _____ _____ Hydraulic cylinders _____ _____ Hoses _____ _____ Notes: