HomeMy WebLinkAboutAgenda Report - March 5, 1986 (82)W-RCE 5, 1986
RSD,,"�-� T FOR PROPOSAL
FIDR DIAL -A•-RIDE
SM"IC'ES Council was apprised that the City has had ingtiries flan
organizations tc provide Dial-A-P-ide services and have
CC-50 (b) agreed with CooG to advertise for proposals to operate the
program ir_ hopes of reducing costs.
Council authorized the advertising for proposals to c,perate
the Dial-A-Ride program.
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TO: THE CITY COUNCIL DATE j NO.
FROM: THE CITY MANAGER'S OFFICE February 26, 1986
SUBJECT: REQUEb'T FOR PROPOSAL FOP. DIAL -A --RIDE SERVICES
RDCO44ENDED ACTION: That the Council authorize the advertising for
proposals to grate the Dial -A Ride Program.
BACY,GiifJ M 1?&OR44ATION: Our present contractor for Dial -A -Ride, City Cab
Cony, has had the contract since 1977. It
seems prudent to allow others the opportunity to
provide this service.
We have had inquiries from organizations to provide this service and have
agreed with COG to take this action in homes of reducing costs.
The request for proposal is not designed to reduce present levels of
service; it uses our present service levels as a base.
In no way should this action be construed to reflect negatively on ocu
present omtractor. .
The documents are not yet prepared but will be delivered to you under
separate cover.
Respectfully submitted,
/Jerry L. Glenn.
Assistant City Manager
JIG/1h
NOTICE 'M BMAD;;RS
Notice is hereby given that sealed proposals are invited by the
City of Lodi for operation of Lodi Ilial -A -Ride.
Sealed proposals shall be received on or before 11:00 a.m. on
Wednesday, April 16, 1986, by the City Clerk of the City of Lodi,
221 West Pine Street, Lodi., California 95240. These proposals
will be opened at 11:00 a.m. in the City Council Chambers, 221
West Pine Street, Lodi, California.
The .contract to be entered into pursuaat to this bid is subject to
the continuation of state transit funds. Successful proposer will
be required to certify they are not on the Comptroller General's
list of ineligible contractors prior to the execution of the
contract. The successful bidder will be required to comply with
all applicable equal employment opportunity laws and regulations.
Copies of the CITY's bid specifications may be obtained from the
City Clerk, City of Lodi, 221 West Pine Street, Lodi, California.
A mandatory pre-bid conference of all interested bidders will be
held in the City Council Chambers, 221 West Pirtle Street, Lodi,
California at 10:00 a.m. Wednesday, March 19, 1986.
The CITY reserves the right to postpone, accept, or reject any and
all proposals, as the CITY deems to be in its own best interest.
Date: March 6, 1987
&a,- yh /��
ALICE M. PEDiCi E
City Clerk
1. Definition of Terms:
Whenever in these specifications the following terms are used,
the intent and meaning shall be interpreted as follows:
a. CITY shall mean the City of Lodi.
b. PASSENGER TRIP is defined as travel between the point of
pickup and the point of debarkation. Up to three passengers
all being picked up and debarked at the sane location shall also
constitute a passenger trip.
c. SERVICE HOUR is one vehicle available for passenger service for
one hour during the hours of service.
2. Proposals:
a. All proposals must be submitted on forms furnished with these
specifications and shall be subject to all requirements contained
in the specifications and in these instructions to bidders.
'three omplete sets of proposals are required to be sub=mitted.
All proposals must be signed.
b. All amounts inserted in the bid shall be stated in figures.
The signature of the person signing the proposal shall be in
longhand. The cmpleted form of tt�e proposal shall be without
lineation✓, alterations or erasure.
c. Before submitting a proposal, the proposer shall carefully
examine the specifications and shall fully inform himself as
to all existing conditions and limitations, and shall state in
the bid a sum to cover the cost per PASSENGER TRIP.
d. Effective periods for proposals:
All proposals received shall remain in effect for 60 days frau
opening.
e. Proposals shall be filed at the office of the City Clerk, City
Hall, 221 W. Pine St., Lodi, California 95240, on or before
the day and hoar set forth in the Notice to Bidders. Each bid
must be enclosed in a sealed envelope addressed to the City of
Lodi and shall bear an appropriate label identifying the bid
and the name and address of the bidder. It is the sole
responsibility of the bidder to see that his bid is received
in proper time. Any bid received after the scheduled
closing time for the receipt of bids shall be returned to the
bidder unopened. k
f. If the bid is made by an individual, it shall be signed with
his full name and his address shall be given; if it is made by a
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partnership, it shall state the partnership name and be
signed by a member of the partnership who shall also list
the name and address of each member; and if it is made by a
corporation, it shall be signed by two officers or by one
officer with tom-: corporate name attested by the corporate seal.
g. Non -collusive Affidavit:
The bidder's attention is called to the fact that a bid is
not completely executed and will not be considered for any
purpose unless the non -collusive affidavit is completely and
correctly executed.
h. Affirmative Action:
The bidder is required to file a Certificate of Equal
Opportunity E ployment with the bid.
i. Waiver:
In submitting a bid, the bidder affirms that he has
sufficiently informed himself in all matters affecting the
furnishing of the equipment and services to be provided, that the
prices stated in his bid are correct and as intended by him and
are a omplete and correct statement of his prices for providing
the service required by the specifications.
j. Bid Forms:
Bids are to be submitted on the form provided. Bids submitted on
any other form may be considered non-responsive and may be
refected.
k. Detailed Specifications:
Bidder shall submit with his bid detailed specifications of the
services he proposes to furnish in compliance with CITY'S
specifications.
1. Conditional Bids:
Conditional bids, or those which take exception to the
specifications, may be considered non -responsible and may be
rejected.
m. Pre --Bid Conference:
A pre-bid conference will be on the day and hour set forth in
the Notice to Bidders.
Withdrawal of Bid:
Any bidder may withdraw his bid, by written request, at any time
prior to the. time fixed for the opening of bids.
4. Opening of Bids:
Bids will be opened and publicly read aloud at the time and
place set forts: i+n the Notice to Bidders.
5. Award or Rejection of Bids:
The contract will be awarded to the lowest responsible bidder
whose bid ccarplies with Invitation to Bidders and the
Specifications. The CITY, however, reserves .he right to reject
any or all bids, or to accept that bid which best corresponds in
quality, fitness and capacity to the its of the CITY, and
to waive any informality in bids received. An award shall not
necessarily be confined to price alone.
6. Responsible Bidder:
The CITY reserves the right to reject the bid of any bidder who,
in the opinion of the CITY, is not responsible or has previously
failed to perform properly, or to complete on time contracts of a
similar nature, is not in a position to perform the contract, or
has habitually and without just cause neglected the payment of
bills or otherwise disregarded his obligations to subcontractors,
materi.almen, or employees. In deg if a bidder is
responsible, the following elements, in addition to those
mentioned above, will be considered, to wit:
Whether the bidder involved:
a. Maintains a permanent place of business
b. Has adequate plans and equipment available to do the work
properly and expeditiously
c. Has suitable financial resources to meet the obligations
incident to the work, and
d. Has appropriate experience.
All bidders will be required to certify that they are not on the
Comptroller General's list of ineligible contractors.
7. Experience and Qualifications:
The bidder may be required, upon request of the CITY to prove to
its satisfaction that he has the skill and experience and that he
has the necessary facilities and ample financial resources to
perform the contract in a satisfactory manner and within the
required time.
8. Inclusion of Bidding Documents and Specifications into Contract:
In suYmitting a bid, bidder affirms that he fully understands that
the following bidding docLunmits relating to this bid shall become
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an integral part of, and included in the ci�ttract awarded 1q, this
bidding process:
a. The bid
n. Notice and Request for Proposals
c. Instructions to Bidders
d. The Specifications
e. A recent financial statement, a list of and description of
existing transit service and contacts
f. A cashier's check, certified check, or a bid bond payable w/o
condition to City of Lodi in the amount of $2,500 must
accompany each proposal
g. Any additional requested documentation
9. Contractual Agreement:
The successful bidder shall be required to enter into, within
thirty (30) days of opening of bids herein, a mutually agreed upon
contract similar in content to the attached model.
10. Licensing and Certifications:
The successful bidder will be required to obtain all appropriate
licenses and certificates, including California Public Utilities
Ccmiission requirements, to offer passenger stage authority to the
public prior to the initiation of service pursuant to this
proposal. Failure to possess such licenses and Oertificates shall
be considered a breach of the contract herein and shall be grounds
for termination by the CITY.
11. The CITY reserves the right to reject any or all proposals; and
further reserves the right to waive any informalities or
irregularities in the proposals.
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S?' Z FICATTONS
I. Scope of Work
Provide Dial -A -Ride services 5 days per week (Monday through
Saturday excluding New Years, Washington's Birthday, Memorial Day,
July 4th, Labor Day, Th-iksgiving Day, and Christmas) to include
operation and dispatching for a CITY -wide dial -a -ride system. The
CITY will provide the necessary vehicles ani mobile radios. The
CITY will also do all maintenance and repairs, preventative
maintenance routines and fuel which will be billed directly to the
contractor at the CITY's then present costs. The contractor will
provide drivers, dispatchers, a twtr-way radio communications
system including proper radio frequency and a resident manager for
the system. Actual system operations, contractor requirements,
schedules, service area boundaries, and service hours are fully
described below.
2. Description of Service
a. Type of Service
The service to be provided shall be a demand response type service
operating Monday through Saturday excluding New Years Day,
Washington's Birthday, Memorial Day, July Fourth, Labor Day,
Thanksgiving and Christmas. Contractor shall be required to make
every effort to pick up riders and deliver them to their
destination within forty-five (45) minutes of the call for service.
b. General Description of Services
Contractor shall be responsible for service operations including,
but not limited to: assignment of vehicles, drivers and
dispatchers; efficient routing in service area; fare box
collection and accounting and knowiege of the particular
requirements of individual aged and handicapped riders.
Contractor's drivers shall assist passengers while boarding and
deboarding vehicles as required. Contractor will be responsible
for carrying on an advertising program to keep the public aware of
the service available.
3. Hours of Service
Hours of service shall be 7:00 A.M. to 7:00 P.M. Monday through
Friday and 9:00 A.M. through 5:00 F.M. on Saturday. The
contractor will be expected to have sufficient drivers available
to operate the system with 48 service hours per day M miday through
Friday and 24 service hours on Saturday.
4. service Area C-. _
The service area of the Dial -a -Ride system is the corporate limits
of the City of Lodi, the cc mlzunity of Woodbridge south of
Woodbridge Road and the Arbor Mobile Hcme Park in Acampo.
5. Dispatching
T e contractor shall provide a two-way radio system for
ocy-mmications between its central dispatcher and vehicles.
Dispatch and vehicle operator duties shall not be performed
concurrently by one person. The contractor shall be required to
have one dispatcher on cuty from 7:00 A.M. to 7:00 p.m. on Monday
through Friday and 9:00 A.M. to 5:00 P.M. on Saturday. The
contractor shall maintain a telephone system for service requests
and service information. in addition, the contractor shall have a
listed business office phone with a number different from the
service request and information number.
6. Vehicles and Associated Equipment
The CITY will provide the necessary vehicles and mobile radios for
the service requirements described in Paragraph 3.
7. Radio Equipment
The contractor shall provide the necessary base station and the
necessary approved frequency for the satisfactory performance of
the system.
8. Fare Collection
Monetary fares will not be collected by the contractor nor his
employees. The contractor shall be required to collect and
account for all tickets collected per the CITY's instructions.
All moneys collected frau any source for the operation of this
system shall be the exclusive property of the CITY.
9. Maintenance
All maintenance and associated repairs including appropriate
preventative maintenance will be performed in the CITY's service
center. The contractor shall be responsible to report any
operational problems with the vehicles. The CITY will also
provide all necessary fuels and lubricants. The cost of
maintenance and fuel will be deducted frau the periodic CITY
Payments to the cmtract-or at the CITY's cost.
10. Facilities
The CITY will provide storage for all the necessary vehicles. The
contractor shall be responsible to have an office and dispatch
center within the service area. The contractor will be
responsible for having a local dedicated telephone comber for Dial -
A -Ride purposes.
11. Exiioyees
a. The contractor shall provide initial training and
periodic retraining of its employees used in the Dial -A -Ride
12.
system. Training shall include, at a minirmn: instruction
in prim disabilities and their manifestations, first
aid, public relations and personal attitudes related to the
aged and handicapped. All vehicle operators shall have a
clearance from the City of Lodi Police Depa.rment.
b. The contractor will be required to provide and maintain
;worker's cxzrpensation insurance covering their employees as
required by the State of California. A certificate of
insurance shall be provided the CITY setting forth the terms
contained herein with the provision that the policy upon which
the certificate is issued will not be cancellable without
thirty (30) days prior written notice to the CITY and a copy
of same shall be kept on file_
c. Vehicle operator employees must be neatly dressed and groomed
at all times. The contractor shall not employ as an operator
any of the following persons:
(i) Any person who does not have a minimum of four (4) years
licensed driving experience;
(ii) Any person who has been convicted of a crime involving
moral turpitude or narcotics within the two (2) years
immediately preceding employment;
(iii) Any person who has been convicted of driving a vehicle
recklessly within the two (2) years immediately preceding
employment;
(iv) Any person who has been convicted of driving a vehicle
while under the influence of intoxicating liquors and/or
drugs within the five (5) year's immediately preceding
employment or following employment;
(v) Any person not possessing at least a valid Class 2
drivers' license issued by the State of California.
(vi) In addition all drivers mast meet all of the
requirements of Section 5.24.070, 5.24.290, 5.24.300 and
5.24.310 of the Lodi Municipal Code.
Indemnity and Insurance
The contractor will be required to secure and maintain
omprehensive public liability and property doge insurance
coverage with the City of Lodi as an additicnal insured to an
amount not less than $1 million. A certificate of insurance shall
be provided the CITY setting forth the terms contained herein with
the provision that the policy upon which the certificate is issued
will not be cancellable without 30 days prior written notice to the
CITY and a copy of same shall be kept on file. In addition, the
contractor shall be required to hold CITY harmless and defend
against liability which may arise as a result of this contract.
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13. Bid Bond
Each bid must be acccrapanied by a cashier's check, certified check-
or
heckor bid bond, payable without condition to the City of Dodi., in the
amount of $2,500. The bid security may be held by the CITY for a
period no longer than sixty (60) days, or until the successful
bidder executes agreement with the C -IM, whichever occurs first,
after which the bid security, except that of the successful
bidder, will be returned.
If the successful bidder fails to enter into and execute a formal
written agreement within thirty (30) days fran the date of the
award, the bidders security shall be forfeited and the bid shall
be deemed rejected. When the successful bidder furnishes the CITY
with an executed agreement, the required performance bond will be
returned. If, however, the CITY and the successful bidder enter
into and execute a formai written agreement but the bidder fails
to furnish the required performance bond, prior to execution of
said written agreement, the agreement may be declared null and
void by the CITY and the bid security shall be forfeited as
liquidated damages, not as a penalty, for the expense due to delay
caused the CITY.
14. Performance Bond
The contractor may be required to deposit with the City of Lodi a
performance bond or other acceptable security in the amouni. of
$100,000. .This bond would be required of a contractor who has ::--d
no previous experience in providing transportation to the public.
15. Term of Contract
The terse of the contract awarded through this bidding process
shall be for a three-year period beginning Tuesday, July 1, 1986,
subject to the termination clause described in paragraph 19 of
this specification. In addition the contractor hereby grants to
the CITY an option to renew the agreement on a year-to-year basis
for up to three additional successive one (1) year terms. Unless
specifically modified by mutual agreement in writing, all terns,
conditions and convenants of this agremmt shall remain in effect
during the additional terms herein provided, with the exception
that the amount to be paid for said additional terms for the
subsequent years shall be determined through negotiations between
the CITY and the contractor.
16. Additional Information and Requirements
The CITY reserves the right to modify, change, or expand specified
service levels. In addition, the CITY reserves the right to
increase or decrease hours up to 20%. If changes exceed 20%, then
the CITY shall renegotiate the rates with the contractor. The
contractor shall be required to operate the system in conformance
with any Public Utilities c-carission rules or any other laws,
ordinance or regulation affecting the CITY's Dial -a -Ride system.
17. Contractor to Maintain Records and Furnish Reports
The contractor shall be required to keep various logs and cmpile
statistical data per CITY's instructions. Presently, these
reports include the following: a monthly gasoline usage report, a
monthly service hour report, a daily dispatcher's summation report
and a complaint log.
18. Equal Bmplo}�-nt Opportunity
The contractor shall be required to certify that he or she is in
compliance with the Civil Rights Act of 1964, Executive Order No.
11246, the California Fair Eirployment Practices Act, and any other
applicable federal and state laws and regulations relating to
equal opportunity employment.
19. Termination Clause
The contract awarded will include a termination clause whereby the
CITY may terminate the contract should the contra- car breach or
default in the performance of any of the oory_act provisions. The
tendnation clause will provide the con} -actor a period of thirty
(30) days after written notice from the CITY to correct a
deficiency except in case of intentional breach. The contractor
will not be deemed to be in default if ice, flood, fire,
riot, insurrection, ging of material, equipment or
facilities, or similar causes beyond the oontrol of the contractor
which renders performance impossible.
20. Condition of Grant Approval
Contract shall be awarded conditioned upon state grant approval
the continuation of state funds to subsidize the transit system
and the ongoing ability of the system to meet state grant
requirement.
21. Financial Reporting Requirements
The contractor will be required to establish and maintain full and
oamplete books of account for the service. Such books of account
shall be kept separate frcm oontractor's other operations. Such
books of aacount, records of any related business, and accounting
procedures shall be subject to approval, inspection, and audit by
authorized employees and agents of the City of Lodi.
deposes and says:
That he is
being first duly sworn,
of the firm of
(Firm Name)
the party making the foregoing bid, that such bid is genuine and not
collusive or sham; that said bidder has not colluded, conspired,
connived, or agreed, directly or indirectly, with any bidder or person,
to put :n a sham bid or to refrain from bidding, and has not in any
manner, directly or indirectly, sought by agreement or collusion, or
ocam mication or conference, with any person, to fix the bice price of
affiant or of any other bidder, or to fi.. any overhead, profit or cost
element of said bid price, or of that of any other bidder, or to secure
any advantage against the C=Y OF LODI or any person interested in the
proposed contract; and that all statements in said bid are true.
That neither any officer or employee of CITY of IMI is in any
manner interested, directly or indirectly, in the bid to which this Nan -
Collusive Affidavit is attached, nor in the contract which may be made
pursuant to said bid, nor in any expected profits which may arise
therefrom.
Dated:
official address:
Name of Bidder
By _
Title
Subscribed and sworn to before me
this day of 19
Notary Public
My conmission expires:
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The bidder hereby certifies that he/she is in ompliance with the Civil
Rights Act of 1964, Executive Order No. 11246, the California Fair
EWloyement Practices Act, and any other applicable federal and state
laws and regulx^_tions relating tc equal opportunity eMloyment.
DATED:
By
Title
Official Address:
EL.IGI13LF BIDDER CERTIFICATION
The bidder hereby certifies that he/she is not on :he Ccuptroilez
General of the United States of America's list of ineligible bidders.
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Official Address:
By
Title
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(Name of Bidder)
her. -by submits the
following cost per PASSENGKR TRIP to operate a Demand Response
Transportation System in accordance with the specifications for LCDI
DIAL -A -RIDE in the city of Lodi.
Cost per PASSENGER TRIP (both stops within the corporate limits of
the City of Lodi):
Cost per PASSENGER TRIP (one stop within the corporate limits of
the City of Lodi the other stop in Woodbridge or at Arbor Mobile Home
Park in Acampo)
Name of Contr.4ctor Signature Date
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