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Home My WebLink AboutAgenda Report - April 7, 2021 C-13AGENDA ITEM i 46% CITY OF LODI COUNCIL COMMUNICATION TM AGENDA TITLE: Adopt Resolution Authorizing City Manager to Execute Professional Services Agreement with Transdev Services, Inc., of Lombard, Illinois, for Best Value Operation of Lodi's General Public Fixed Route, Americans with Disabilities Act Paratransit, and Dial -A -Ride Transit Services ($13,421,824) MEETING DATE: PREPARED BY: April 7, 2021 Public Works Director RECOMMENDED ACTION: Adopt resolution authorizing City Manager to execute Professional Services Agreement with Transdev Services, Inc., of Lombard, Illinois, for best value operation of Lodi's general public fixed route, Americans with Disabilities Act paratransit, and Dial -A -Ride transit services, in an amount not to exceed $13,421,824. BACKGROUND INFORMATION: The City of Lodi operates fixed -route, Americans with Disabilities Act (ADA) Paratransit, and Dial -a -Ride transit services under the name Lodi Grape Line/VineLine. Operation of the transit services, which includes operating City -owned buses, dispatching duties, and daily general management, is provided through a third - party transit services contract. This arrangement is the result of competitive solicitations, as required for Federally funded contracts. While the daily operations and management duties fall to the third -party contractor, City staff in the Transit Division are responsible for overall administration and planning of the service, provision and maintenance of the bus fleet and operations facilities, and adhering to all Federal Transit Administration (FTA) requirements. With the existing transit services contract with MV Transportation Inc., expiring on June 30, 2021, Staff prepared a comprehensive Request for Proposals (RFP) for Transit Operations Services. The RFP aimed to set the bar higher in terms of service expectations, so as to provide higher quality service, modern technology solutions, and improved customer service. Some of the notable highlights addressed in the RFP included the following: ■ Performance Based RFP: A more traditional RFP outlines every tool and process to be provided by the contractor (i.e. 15 bus drivers, one road supervisor, etc.), while a performance based RFP focuses less on the "how" and more on the "what" needs to be provided (i.e. sufficient staffing to manage the specified service). This allows the proposing firm, as the expert, to specify what is needed to complete the job, and generally results in lower costs to the City. Driver/Dispatcher Minimum wage: The RFP stipulated a minimum wage of $19.00 per hour for drivers. Not only did this ensure that drivers under the new agreement would be compensated competitively within the industry, it also established a "floor" that ensured no single provider could significantly underbid another provider that paid competitive wages by default. In addition, there is a high rate of turnover for drivers. Insisting on a living wage ensures that high quality drivers are hired and retained and, thus, helps reduce turnover and provide consistently safe, reliable, and exemplary customer service, which is the standard for Lodi Transit operations. • Technology & Software: Technology in transit has changed dramatically over the last several years. It is difficult to integrate City -owned technology with contractor -provided technology and software APPROVED: ephen S ba r, City Manager k1�ilvQ2lnubv hs�1wALCOUNCIt 120 11CC Transit Ops Contract FY21-24 doc 3/24/2021 Adopt Resolution Authorizing City Manager to Execute Professional Services Agreement with Transdev, of Lombard, Illinois, for Best Value Operation of Lodi's General Public Fixed Route, Americans with Disabilities Act Paratransit, and Dial -A -Ride Transit Services ($13,421,824) April 7, 2021 Page 2 programs. This RFP required the proposer to bring technology approaches to improve data collection and accurate reporting methods for Federal and State audit purposes. • Performance Assessments: When the contractor fails to meet established performance criteria, the City can apply assessments (financial penalties) for specified amounts. Enhanced assessments for performance -related issues were added to this RFP as a result of lessons learned over the years. The RFP was released on December 15, 2020 and was advertised within the following widely known transit organizations: Mass Transit, Transit Talent, California Association for Coordinated Transportation, California Transit Association, and American Public Transportation Association. The RFP was posted on the City's Transit webpage; uploaded to the www.ClPlist.com online procurement and electronic bidding system used by the City for procurement sharing with prospective bidders; and e-mail notices were sent to ten well-known public transit contractors with targeted notices. City Staff conducted a non -mandatory, pre -proposal conference to answer specific questions from prospective proposers, and issued a total of four addenda over the course of the solicitation period. The original proposal deadline of February 5, 2021 was extended to allow additional time for proposers to prepare their proposals based on clarifications to questions asked during the solicitation period. Five proposals were received by the extended deadline of February 16, 2021 from First Transit, MTM Transit, RATP DEV USA, Storer Transit Systems, and Transdev Services, Inc. (Transdev). An Evaluation Committee consisting of three City staff members and three local Transit Managers independently reviewed and scored the proposals against the technical qualifications criteria specified in the RFP. Three proposals scored within the competitive range and were invited to interviews with the Evaluation Committee. Interviews were held on February 23, 2021 with the proposers' corporate and key management staff and consisted of a presentation and question and answer session. The Public Works Director participated as a silent observer. To protect the integrity of the scoring process and ensure committee members were not unduly influenced by cost, the cost proposals were evaluated independent of the technical scoring. To ensure an "apples to apples" cost comparison, proposers were required to develop pricing based on both the fixed monthly fee and an hourly operations cost. The fixed monthly fee included the fixed costs such as utilities, telephone, general manager salary, etc. that will remain constant despite any fluctuations in service levels. Costs attributable to the hourly operations cost are primarily the drivers, dispatchers, and other personnel whose hours fluctuate based on service levels. Staff then assigned price proposal points based on a fixed scoring system. The lowest priced proposal receives the maximum 20 points. The remaining proposers receive a portion of the total available points based on the ratio of their cost compared to the lowest cost. The final scores, weighted in accordance with the RFP, are listed below as follows: EVALUATION COMMITTEE AVERAGES - RFP 2020-01 Evaluation Table Technical Qualifications (100 pts.) Pricing Employee Experience (30%) Thoroughness of Proposed Plan (40%) & Value Protection (20%) (100/10) Quality of Plans TOTAL Capability & & Submittals: Quality of Pricing & Current Experience; Reference Operations, Approach to Staffing; Key Value, Emto ee p y Technical Checks Training, & Technology personnel Financial protection Competence Viability Transition Max Proposing 22 pts. 8 pts. 18 pts. 7 pts. 15 pts. 20 pts. 10 pts. 100 Firm pts. llcvddvg2lnubwks$IWP%COUNCIL120211CC Transit Ops Contract FY21-24 doc 3/24/2021 Adopt Resolution Authorizing City Manager to Execute Professional Services Agreement with Transdev, of Lombard, Illinois, for Best Value Operation of Lodi's General Public Fixed Route, Americans with Disabilities Act Paratransit, and Dial -A -Ride Transit Services ($13,421,824) April 7, 2021 Page 3 First 19.83 7.22 15.83 5.58 12.08 16.50 10.00 87.05 Transdev 19.67 6.90 16.33 6.75 13.25 17.25 10.00 90.15 MTM 15.00 6.17 14.67 5.00 9.50 19.66 10.00 80.00 In this solicitation, contract pricing comprised 20 percent of the overall score, while the technical qualifications comprised 80 percent of the overall score. The technical criteria included qualifications and experience, technology, quality of staffing and training plans, comprehensiveness of proposal and supporting documentation, and retainage of current employees. Unlike a Public Works construction contract, which must be awarded to the lowest responsible bidder, FTA allows award of a Professional Services contract based on the "Best Value" to the City. This allows several other factors to be considered, and not pricing alone, such as technical approach, quality of proposed personnel, past performance and management plan. While Transdev's cost proposal was mid-range compared to other cost proposals, it still received the highest overall average score based on the totality and "Best Value" of the technical evaluation criteria. In addition, Transdev's proposal demonstrated a clear understanding of the needs and priorities of the City in terms of their approach to high quality service delivery, driver's incentive and retention programs, customer service, and technology aligned with improving Grapel-ine performance and the rider experience. Transdev promotes an inclusive and rewarding employee culture and will eliminate the minimum wage "training rate," increase full- time shifts, and offer professional development for all staff. These efforts are necessary to attract and retain a high-quality transit team that the City expects for this operations contract. As a bonus, and at no additional cost, Transdev will provide management and technical staff to assist the City with preparation of its transit fleet electrification rollout plan before the due date in 2024. Transdev is the largest private -sector, multi -modal provider of transportation in the United States, with more than 20,000 employees, operating 12,000 transit vehicles for more than 200 contract locations across the United States. Transdev currently manages similar transit contracts in the following Northern California transit agencies: Butte Regional Transit in Chico, Sonoma County Transit in Santa Rosa, Napa Valley Transit, Redding Area Bus Authority, Yolo County Transportation District, and San Francisco Metropolitan Transportation Agency. The requirement to secure transit operations services on a competitive basis means that a change in the operator is very likely to occur periodically. This transition period will begin as soon as possible after award to allow ample time for Transdev staff to hire and train existing drivers, learn the current system, and move into the Transit Station. Transdev is aware of the importance of a smooth transition and has proposed to retain MV Transportation staff assigned to the contract, with pay rates and benefits that are equal to or greater than they are currently receiving. After the transition period, the transit operations services portion of the contract will begin on July 1, 2021. Transdev's Transition Implementation Plan detailing the tasks and timeline is attached as Exhibit A. Staff recommends awarding Transdev for Transit Operations Services based on the strength of its very comprehensive proposal, including its management team and corporate support, operations plan and "Best Value" pricing. In addition, Transdev has proposed many services that will enhance the Grapel-ine system, including a commitment to customer service, marketing support, innovation, and employee support programs. The initial term of the agreement is three years plus a 75 -day transition period, with two, optional one-year extensions, for a total of five years and 75 days, if all extensions are executed. This Professional Services Agreement is comprised of the following documents: RFP, Addendums, Transdev Proposal, and Agreement. Due to the size of the Agreement, it is available upon request from the Transit Division of Public Works. 114:vcfilv02'gjvbwk5MVVPICOUNCIL120211CC Transit Ops Contract FY21-24.doc 3/24/2021 Adopt Resolution Authorizing City Manager to Execute Professional Services Agreement with Transdev, of Lombard, Illinois, for Best Value Operation of Lodi's General Public Fixed Route, Americans with Disabilities Act Paratransit, and Dial -A -Ride Transit Services ($13,421,824) April 7, 2021 Page 4 Staff recommends authorizing City Manager to execute Professional Services Agreement with Transdev, of Lombard, Illinois, for best value operation of Lodi's general public fixed route, Americans with Disabilities Act paratransit, and Dial -A -Ride transit services, in an amount not to exceed $13,421,824. FISCAL IMPACT: The total cost of the project for five years, if all extension are executed, is $13,421,824. Funds for this project are available through transit -specific funding from the FTA (CARES and Section 5307), State Transportation Development Act (LTF), Measure K, Fare Revenue, and Miscellaneous revenue. Transit services are provided within Lodi City limits, thereby providing service to all Districts. There is no impact to the General Fund. FUNDING AVAILABLE Funds will be budgeted each year in the Transit Operating Expenses (account number). Andrew Keys Andrew Keys Deputy City Manager/Internal Services Director J'CELO Charles E. Swimley, Jr. Public Works Director Prepared by Georgia Graham, Transportation Manager CES/GG/tc Attachment cc: TransDev Itcvcfdv021p_ubwks$tWP1COUNCILI20211CC Transit Ops Contract FY21-24 doc 3/24/2021 E Transdev and City of Lodi Startup Schedule for GrapeLine Task Name IStart Finish Award Notification Wed 4/7/21 Sat 5/1/21 Contract Negotiation Wed 4/7/21 Thu 4/15/21 Contract Execution Fri 4/16/21 Thu 4/22/21 Obtain and Provide Insurance Certificates Fri 4/23/21 Thu 4/29/21 Notice to Proceed Sat 5/1/21 Sat 5/1/21 Transition Schedule/Planning/Communication Mon 5/3/21 Fri 5/7/21 Preliminary Onsite Meeting with City of Lodi Mon 5/3/21 Mon 5/3/21 Develop Transition Plan and Present for Approval Tue 5/4/21 Wed 5/5/21 Develop Client Contact Protocol Thu 5/6/21 Fri 5/7/21 Schedule Start-up Team Mon 5/10/21 Wed 6/30/21 General Manager and Start Up Team Arrival Onsite Mon 5/10/21 Mon 5/10/21 Team Transition Meetings (weekly) Tue 5/11/21 Wed 6/30/21 Create Complaint/Commendation Policies and Procedures Tue 5/11/21 Mon 5/17/21 Community and Passenger Outreach/Public Meeting Participation Tue 5/11/21 Wed 6/30/21 Employee Recruitment and Retention Mon 5/3/21 Thu 5/20/21 Application Center Setup Mon 5/3/21 Mon 5/3/21 Meet with Incumbent Employees Mon 5/3/21 Wed 5/5/21 Obtain Incumbent Team Applications Mon 5/3/21 Thu 5/6/21 Post Jobs for New Any Employees Tue 5/18/21 Thu 5/20/21 Process Background/Criminal Record Checks Mon 5/10/21 Fri 5/14/21 Process MVR Checks Mon 5/10/21 Fri 5/14/21 Drug and Alcohol and DOT Physical Tests Mon 5/10/21 Fri 5/14/21 Hire New Employees Tue 5/18/21 Wed 5/19/21 Order Employee Uniforms Wed 5/19/21 Wed 5/19/21 Employee Training Thu 5/20/21 Tue 6/29/21 Reservationist and Dispatcher Training Thu 5/20/21 Wed 6/9/21 Operator Training Thu 5/20/21 Wed 6/9/21 Complete Operator Training Files Thu 6/10/21 Tue 6/29/21 2nd 1 17 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 Task External Milestone Split Project: Startup and Transition Pla Milestone Date: Tue 2/9/21 Summary Project Summary External Tasks Inactive Task ♦ Inactive Milestone Inactive Summary [ Manual Task Duration -only Page 1 r ■ 3rd Quarter Manual Summary Rollup Manual Summary Start -only Finish -only Deadline Progress Task Split Project: Startup and Transition Pla Milestone Date: Tue 2/9/21 Summary Project Summary External Tasks External Milestone Inactive Task ♦ Inactive Milestone Inactive Summary I Manual Task Duration -only Page 2 r 3rd Quarter ■ ■ n 6/30 Manual Summary Rollup Manual Summary Start -only Finish -only Deadline Progress Transdev and City of Lodi Startup Schedule for GrapeLine ID Task Name Software Review and Setup Analysis of Existing Data Set up Command Console Set up Emails for Local Employees Develop Monthly Report Format and Procedure City Reviews Report Format Finalize Report Format and Report Due Dates Finance and Accounting Processes Set up Transition Budget and Obtain Approval Establish Workers' Compensation Establish NTD Reporting Procedures and Setup Facilities & Equipment Set up Computers Equipment Install and Setup Transdev Equipment Inspect Facility and Move Into Facility Post Incident Procedures and Legal Posters Post Dispatch and Accident Procedures Revenue Fleet Install On -Vehicle Technology Purchase Cleaning Supplies, Accident Kits, and On -Vehicle Technology Review and Approve Road Call Procedures Install Accident Kits on Vehicles Publish Operator and Staff Schedules First Day of Service 90 -Day Review IStart Mon 5/17/21 Mon 5/17/21 Mon 5/17/21 Thu 5/27/21 Wed 6/2/21 Fri 6/4/21 Tue 6/8/21 Tue 5/11/21 Tue 5/11/21 Tue 5/18/21 Fri 5/21/21 Tue 6/29/21 Tue 6/29/21 Tue 6/29/21 Tue 6/29/21 Wed 6/30/21 Wed 6/30/21 Tue 6/15/21 Tue 6/15/21 Wed 6/16/21 Wed 6/23/21 Wed 6/30/21 Wed 6/30/21 Thu 7/1/21 Fri 10/1/21 Finish 2nd Fri 6/11/21 Thu 5/20/21 Thu 5/20/21 Tue 6/1/21 Mon 6/7/21 Wed 6/9/21 Fri 6/11/21 Thu 6/3/21 Mon 5/17/21 Thu 5/20/21 Thu 6/3/21 Wed 6/30/21 Wed 6/30/21 Wed 6/30/21 Wed 6/30/21 Wed 6/30/21 Wed 6/30/21 Wed 6/30/27 Wed 6/30/21 Wed 6/23/21 Tue 6/29/21 Wed 6/30/21 Wed 6/30/21 Thu 7/1/21 Fri 10/1/21 29 30 31 32 33 34 35 36 37 38 39 40 41 42 43 44 45 46 47 48 49 50 51 52 53 Task Split Project: Startup and Transition Pla Milestone Date: Tue 2/9/21 Summary Project Summary External Tasks External Milestone Inactive Task ♦ Inactive Milestone Inactive Summary I Manual Task Duration -only Page 2 r 3rd Quarter ■ ■ n 6/30 Manual Summary Rollup Manual Summary Start -only Finish -only Deadline Progress RESOLUTION NO. 2021-82 A RESOLUTION OF THE LODI CITY COUNCIL AUTHORIZING THE CITY MANAGER TO EXECUTE A PROFESSIONAL SERVICES AGREEMENT WITH TRANSDEV SERVICES, INC., OF LOMBARD, ILLINOIS, FOR BEST VALUE OPERATION OF LODI'S GENERAL PUBLIC FIXED ROUTE, AMERICANS WITH DISABILITIES ACT PARATRANSIT, AND DIAL -A -RIDE TRANSIT SERVICES WHEREAS, the City of Lodi operates fixed -route, Americans with Disabilities Act (ADA) Paratransit, and Dial -a -Ride transit services under the name Lodi GrapeLine/VineLine; and WHEREAS, unlike a Public Works construction contract, which must be awarded to the lowest responsible bidder, FTA allows award of a Professional Services contract based on the "Best Value" to the City and allows several other factors to be considered, and not pricing alone, such as technical approach, quality of proposed personnel, past performance, and management plan; and WHEREAS, while Transdev's cost proposal was mid-range compared to other cost proposals, it still received the highest overall average score based on the totality and "Best Value" of the technical evaluation criteria; and WHEREAS, staff recommends authorizing the City Manager to execute a Professional Services Agreement with Transdev, of Lombard, Illinois, for best value operation of Lodi's general public fixed route, ADA paratransit, and Dial -A -Ride transit services, in an amount not to exceed $13,421,824. NOW, THEREFORE, BE IT RESOLVED that the Lodi City Council does hereby waive the bidding process per Lodi Municipal Code Section 3.20.070; and BE IT FURTHER RESOLVED that the Lodi City Council does hereby authorize the City Manager to execute a Professional Services Agreement with Transdev, of Lombard, Illinois, for best value operation of Lodi's general public fixed route, ADA paratransit, and Dial -A -Ride transit services, in an amount not to exceed $13,421,824 over the possible five-year term; and BE IT FURTHER RESOLVED, pursuant to Section 6.3q of the City Council Protocol Manual (Res. No. 2019-223), the City Attorney is hereby authorized to make minor revisions to the above -referenced document(s) that do not alter the compensation or term, and to make clerical corrections as necessary. Dated: April 7, 2021 I hereby certify that Resolution No. 2021-82 was passed and adopted by the City Council of the City of Lodi in a regular meeting held April 7, 2021, by the following vote: AYES: COUNCIL MEMBERS — Chandler, Hothi, Khan, Kuehne, and Mayor Nakanishi NOES: COUNCIL MEMBERS — None ABSENT: COUNCIL MEMBERS — None ABSTAIN: COUNCIL MEMBERS — None JENNIFER CUSMIR City Clerk 2021-82