HomeMy WebLinkAboutAgenda Report - May 21, 2003 I-08ITY OF LODI
a I
COUNCIL COMMUNICATION
AGENDA TITLE: Adopt Resolution Authorizing City Manager to Execute the Contract for Transit Operations
Services for Dial -A -Ride and Fixed Route (Approximately $1,700,000)
MEETING DATE: May 21, 2003
PREPARED BY Public Works Director
RECOMMENDED ACTION: That City Council adopt a resolution authorizing the City Manager to Execute the
Contract for Transit Operations Services for Dial -A -Ride and Fixed Route
(approximately $1,700,000). Due to the scheduled bid opening date of
May 13, 2003, and time constraints for awarding this contract, detailed information
is not currently available. A recommendation will be rTiade to Council by Tuesday, May 2011.
BACKGROUND INFORMATION: The City's transit program began in January 1978 through a contract with
the local taxi company. The system was designed to meet the needs of
seniors, disabled and economically disadvantaged persons who were
unable to travel by car. The City took over the Dial -A -Ride program in
September 1992 and operated it with City contract employees until 1996. The City added its Fixed Route service in
November 1994, In response to community interest. Services are currently provided by a contract with
Laidlaw Transit Services, Inc.
The City of Lodi's current contract is seven (7) years old. This new contract insures that the level of professionalism
that currently exists is maintained or exceeded. Staff worked diligently to insure that any necessary items that were
previously absent from the service contract have been included. Staff will evaluate the bids prior to recommending
a provider at the May 215` Council meeting. The review process consists of a panel of Transit professionals (City of
Lodi Transportation Manager, a representative from the San Joaquin Council of Governments, the Transit Manager
for the City of Modesto, and the Senior Planner in charge of Intermodal Transportation for Caltrans District 10) who
will review each of the proposals submitted by the agencies and score them against the evaluation criteria as
outlined in the Request for Proposal. The panel will then meet as a group on May 15th to exchange comments and
will conduct interviews with each of the proposers. After the interviews, the panel will discuss the overall
proposals/interviews, and a recommendation to Council will be made. The award will consist of a flat monthly
charge for administration and dispatch, plus an hourly rate per vehicle revenue hour. Transit budgeted contracted
transportation expenses at an average of $1,750,000 per year for FY 03104 and FY 04105.
A preliminary breakdown of costs, as bid, and staffing for each proposer has been Included in this report. It should
be noted that while cost is important, it is not the only factor in awarding the operations contract. The panel will
evaluate not only costs but additionally staffing, resources and overall benefits to the City before making its
recommendation to the Council. A recommendation to Council by staff will be available by Tuesday, May 20".
Additionally, a copy of each proposal is now available for review by Council in the City Clerk's Office.
FUNDING : Funding for this Transit Operations contract will be from Transportation Development Act (TDA) and
Federal Transit Administration (FTA) funds.
tl
r'
/ r
yy� Richard Prima, Jr.
Public Works Director
Prepared by Thffani M. Fink, Transportation Manager
APPROVED:
C,Awa rdTanSitS9N!G0b
Flynn -_.
05/15/03
FTE= Full Time Equivalent
5 -Year Cost (3®
-7-
I
Full Time
Number of
Years with 2 1-
On -Site
Proposed
Proposer
3 -Year Cost
year options)
Manager
Employees
MV Transportation
4,997,089.00
8,424,288 00
Yes
44 (38.5 FTE-)
Proposer chose not
Laidlaw Transit
to include price info
Services
5,625,660,00
for extension years
Yes
51 (39.5 FTE')
San Joaquin RTD
7,383,338,00
12,780,07500
No
45 (35 FTE`)
FTE= Full Time Equivalent
(P CITY OF LODI
COUNCIL COMMUNICATION
AGENDA TITLE: Adopt Resolution Authorizing City Manager to Execute the Contract for Transit
Operations Services for Dial -A -Ride and Fixed Route (Approximately $1,700,000)
(Supplemental Information and Recommendation)
MEETING DATE: May 21, 2003
PREPARED BY: Public Works Director
RECOMMENDED ACTION: That the City Council adopt a resolution authorizing the City Manager to execute
the contract for Transit Operations Services for Dial -A -Ride and Fixed Route
with MV Transportation, of Fairfield, CA, in the amount of $4,997,089.
BACKGROUND INFORMATION: This supplemental report summarizes the review of the three (3)
submitted proposals. The review panel closely evaluated all proposals
and conducted interviews on Thursday, May 15th. The panel
unanimously recommended MV Transportation be selected.
The Scope of Work for this proposal was approved on February 19, 2003. The City received the following
three bids for this project:
Bidder
Location
Bid (111 Yr.)
Bid (3 -Yr. Total)
Transit Budget Estimate
$1,750,000
$5,300,000
MV Transportation
Fa6tieid, CA
$1,661,979
$4,997,089
Laiden Transit Services, Inc.
Martinez, CA
$1,803,161
$5,625,660
San Joaquin Regional Transit District
Stockton, CA
$2,378,140
$7,383,338
MV Transportation is proposing to not only maintain the level of customer courtesy that is currently shown to
passengers, but seeks to increase the level of customer satisfaction through a series of passenger
guarantees and employee incentives. (See attached executive summaries for MV and Laidlaw. The
San Joaquin Regional Transit District's proposal did not include an executive summary.) Additionally,
MV ? ransportation clearly addressed the issue of good pay and benefits for current employees.
MV Transportation has noted it is their intention to retain all existing employees, pending their successful
completion of the required pre-employment process (drug and alcohol testing, ride checks, etc.).
ILi V Transportation has also matched the existing salary of employees, pledged to bring new employees in at
existing rates (or higher) and provide benefits which are consistent with the benefits currently provided.
finally, MV Transportation intends to honor the seniority of all employees who decide to make the transition
to MV. MV has notified staff that their intention is, that should the Council authorize the City Manager to
move forward with the execution of a contract with MV, that they will seek to immediately meet with existing
staff to explain the transition procedures, provide support and answer questions, as well as provide
information on MV and their policies. etc.
APPROVED:
H. Dixon Flynn City Manager
Adapt Resolution Authorizing City Manager to Execute the Contract for Transit Operations Services for
Llai-A—Ride and Fixed Route (Approximately $1,700,000)
(Supplemental Information and Recommendation)
May 21, 2003
Page 2
in addition to the three base years in the proposal, proposers were asked to identify costs for two (2) possible
one (1) year extensions to the new contract. Staff recommends Council authorize the City Manager to
evaluate performance following Year Two of the proposed contract and execute the extensions at that time,
ensuring adequate performance by MV Transportation.
The San Joaquin Regional Transit District offered an alternative bid for consideration. That bid proposal
consisted of the elimination of Grapeline Fixed Route #3 and General Public Dial -A -Ride. In their place, the
Transit District proposed the addition of three flexroutes (fixed routes which can deviate within a limited
range, similar to the new Hopper service) and additional Regional Transit Hopper Routes (routes not under
the ,jurisdiction of Lodi). Additionally, their proposal sought to provide only ADA complementary Dial -A -Ride.
This would restrict service to some seniors and disabled passengers, as well as eliminate general public
ridership. The alternative proposal costs were $2,183,649 for the first year and $6,778,780 for the three-year
contract term. Due to the absence of any cost savings for the limited service as compared to the other
proposals, staff does not recommend pursuing the alternative bid. Staff is willing to work with the
recommended proposer to evaluate any changes to the provided services at the Council's request,
Finally, staff would like to acknowledge and commend the current provider, Laidlaw Transit Services, Inc., for
their dedication to providing transportation to the citizens of Lodi. It should be noted that, while Laidlaw, has
not been recommended to continue the service contract, their effort deserves recognition. Their employees'
dedication to the citizens of Lodi and their cooperation with City staff has made the Transit system what it is
today.
UNDING: Funds are budgeted In the
Project Estimate:
Bid Opening Date:
Funding Available:
Transit 12501 account.
$5,300,000
May 13, 2003
Finance Director
Richard C. Prima, Jr.
Public Works Director
icrepama by Tiffam M. rink, Transportation Manager
RCR, rF omf
Attachments
1A Cily Attorney
F 'chnsmg Officer
Frmnm, Deoartm=nt
Keith Whalen, MvTransportation
MiKc McKay. Laidlaw Tiansit services, Inc
Donna Kelsay, San Joaquin Regional Transit Distbct
'-Award BlueSheet 05/19/03
MV TRANSPORTATION, RVC. PROPOSAt- TO THE CITY OF LOCH FOR TRANSIT SERVICE OPERATIONS
EXECUTIVE SUMMARY
Ile Gey of Loth tales great pride in their transit services, and has expended significant resources in
its transit systern in order to maintain its presence in the Lodi community. Dedicated to their
clients, and their cow nunity, rhe City of Lodi provides the Grapeliine Fixed Route Service with a
complimentary general public Dial -A-Ride (DAR) Service.
Ile Cir} of Loch his issued an RIP for the operation of its Transit Service for 5 Fixed Routes and
the Dial -AY Ride sy,`em, encore passing a service area of approximately 12 square miles The City is
lo4: ig for a proac tri e partner tivida the conunitment and ability to work with City Staff nt ensure
transit scat ices provided to the comununity are of the highest qualitl . The Cdv has placed added
un0ortance on service qurl.n- and en.ployec retention, making careful note of die strong
;e mAmidtip I>ctwe n the system evis"( ees and the corrununitP.
that well known 6orita an cultural roots, Lodi recently celebrated its
96th birthrl aY, and it is projr vied that Lodi will experience nearly 2090
pop_ilwion growth over the petit four ears.' This population surge
recurs ern llhaneot»l Willi recent economic der elopment, directly
attributable to the recent success to the »'tile it! (.Ir.s!ry.'
Lodi's growing popaiat.on, inciusirt- and job oppornirlines enhance
thy_ aced ear a sate, reliable transportation s}'stem that is dynamic to
meet the ever-changing needs of the communing. To ensure success
.
o: the s)Stern, it is rnecessaryChar the (Iry's Transit ransrr Services achieve
high se r e qualr'y Standards and requires a contractor that will
reflect tile Guy's flexibility and commitment to coran-unity-.
F/IGT Tran porration has proven that we are the right partner for die City as a result of our
conirmurr vi to high quahP, safe transportation services that exceed the goals of our clients. This
corcuuitrnent to these basic goals has made NIV rhe rnost widely- selected transit management farm
in Central California. After careful stud,' of the RFP, and the City of Lodi, eve are hopeful that the
City staff will agree drat we also provide the best option for the Cita: of Lodi's Transit St stem- You
will find that this proposal offers die City the following adl-antages:
High Level Corporate Support. MV's corp orate offices are just a 45 minute drive front the
City of Lodi. Here, we have one of rhe most es:perienced and skilled Nianagement Support
Teams an the industry and make this expertise available to the City of Lodi staff oat a regular
bass. MS. Laurde Dobson (LP Operations) will be available a minimum of 10°-0, more if
needed, to assist our On-site Manager, tits. Elizabeth Daaz. MV support personnel will
participate in our management of the City's transit system on a regular basis, not just if there are
probl r _s. Jp to and including Ms. Feysan Lodde (Owner), we are just a simple phone call
away
We Know Lodi's Transit System. Mr'. )on Monson (CEO), Ivir. Kevin Khka (COO), Mr.
Dave Stnith (P) and Mr. Gary Richardson (CFO) have at one time participated in the
Oversight or management of Loci's Fred Route and DAR services. This will shorten the
learning cueve and allow us to get started on improving service quality right away.
I htrp.//%, vw.lodi.gov/hanl/city_of loci_ agency_p ro Fileham
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EXECUTIVE SUMMARY
(9)
MV TRANSPORTATION, INC, PROPOSAL. TO THE CITY OF LODI FOR (TRANSIT SERVICE OPERATIONS
Consumer Confidence. if we desire to maintain consumer confidence in
dais syseer n, then the ser lice must not only be on time, but service must be
provided in a clean, well maintained btu that is driven by a friendly driver
drat provides excellent customer service with a smile. This will instill
Consumer Confidence in the system, a critical component to all riders,
especially triose riding the bus by r'Geice.
in ad3Eti.^n, MV has developed a strategic plan to build consumer
confidence, and in turn fare revenues, which includes:
1 $200 t$nnual C;usmmer Service Bonus. Anv employee completing a
real of sirs x.e for die C_it} of Lodi without a valid passenger complaint
%Al rrceir_e an Annual Lu Lon a Ser6ce Bonus in Che amount of S200,
Professional Service through happy Employees. ASV has had great success rlm>ughout
.,lifornia rn creating a tier; emplocec friendly auuospheze drat k focused on our
uh t,l h Tes This cornmitment in our emphques, and our Overall learn fuse un:u.agement
stth_ creates a high Teel of eurploycc morale. In hun, JMV Mill meet The Dawlard Of
I ti.u1(mn providing a safe, bendly, processional ser -ice for die City- of Lodi Transit Semite,
riitliile a number of CD111101111S may make this d0m, we hope that c-ou have the opportunity=
to speak watt some of our other clients in die Region to verify our management approach.
As an exarnple, Nfs. Ly az :vil: involve our employees in the decision making process in Lodi.
Ow Lodi 'Team will implement an Employee Steering Committee to obtain a clear
irndvesrarrdrng or what can be done to improve ser-tce quality. What we learn will be
u led to focus on en handr.g the riding, experience for our passengers.
Community Involvement. At ,MV we will be a part of the Crry' of Lodi. We will join the
inch Chan her of Commerce, attending City Council Meetings, support CAI staff and Listen
to the needs of the conicnunity so as to be a better partner and position ourselves to make
recommend tions for changes to the system: to better meet the needs of die Lodi
commuritt`.
Cost Effective Service. We ;.understand hots challenbOg the budget season in California is at
this time, As a California based firm, we have come to realize how important it is to structure
our operations to operate in a cost effective manner. We have implemented the use of floating
corporate support personnel to protide professional assistance to our Lodi team with the
expense of costly outside vendors. This effective management style offers the citizens of Lodi
i ery high quality Tn ansit services while sating the Citi- znonev
Safety Fiat Approach. Desphe the volatility in the insurance 14,
market in recent years 107 his actually experience slight � ac
xcdux to rr s in our into insurance rates Whilewe do not provide ; SAFETY {��141IIRM j
insurance for the City of Lodi, we are a partner in sharing the -
COM' Of insurance. 'file more vee reduce accidents, the better
rates the Citi- gill experience.
ATV has an excellent record of improving safety performance in the services we assume For
example, ;Vis. Diaz and our Lodi Team will implement a comprehensive facility safety- program
P, train people to care for doe facility, keeping it clean and safe.
Enhanced & Comprehensive Driver Training Program. MV believes that the key to
service quality is training. Our Lodi training program will be customized to incorporate the
EXECUTIVE SUMMARY
(:7
MV TRANSPORTATION, INC. PROPOSAL TO THE CITY OF LODI FOR TRANSIT SERVICE OPERATIONS
specific challenge's of the Lodi community. For exarnple, we will train our drivers of the
importance of treating our passengers with a great deal of courtesy and that they will receive a
report card every quarter t sough the Quarterly Service Quality Surrey program. Given the
importance of this item, Mr. Marry Kossak, Director of Safety, will modify this portion of our
program, co incorporate 'The 7 Habitsoft li�hly Scicees far! Drivers"into our training program:
L GREET each passenger ;with a smile.
2. TREAT each passenger o i(h respect.
3_ KNOW all elements of the service.
4. ASSIST each passenger to achieve their goal.
�. RESPECT everyone, even if thev do not return the fav- I
6. IN T ECRITY mast be maintained at all times.
.. SAFETY is tundarnental to good customer service.
Progress In terms n custouzcr sery lce is essential to our long -term success with the City of Lodi.
This will be accomplished in a multi -pronged appr:oach_..
1. Ms. Diaz will recognize her Lodi Transit team members for doing the right thing; right'For
example, Liz will send a letter to do ers that receive a compliment to thank him or her for their
of forts -
2_ We will otter puler training to allow our drivers to be successful. This includes proper initial
raining ongoing training, feedback on their performance and well-ir aintained & clean vehicles.
I We ti -dl proactively manage challenges by offering to he employee proper follow-up with all
ernpto ees regarding performance deficiencies, including documentation and retraining.
4. As a California based firm, just 45 minutes from Lodi, your satisfaction is very important to us.
O"e mill do ,vhatever it takes and will be absolutely responsive to the needs of the City's staff
and have no other focus than whether or not you are happy with our performance. Often large,
publrcl, held ficins must focus on Etnancial and contractual issues to remain in good standing
with tie stock market At MV we rernain Privately held and focus on quality and relationships
over financial considerations.
Our teen takes very seriously the fact that we, if selected, are the City Lodi Transit S'es vice. We do
not view onzse.lv�es as INIV, but as an extension of the Cid- staff. Vie, believe tial our goals in the
Lodi communitlt and service area are the City's goals. As such, we will not tolerate anything that
will prevent as from providing service that is Ibe Starrrlard ofExcellence,
We enhpower our managers and supervisors at all levels to make immediate decisions. If problems
are identified, we look to our supervisor, as well as each employee, to be responsible and do what is
necessart- to resolve the issue immediately.
EXECUTIVE SUMMARY
(74
MV TRANSPOR A; rON, INC, PROPOSAL To THE CITY OF LODI FOR TRANSIT SERVICE OPERATIONS
t 'O y i2 Swim -
Based upon our review of the RF`L', the drivers and employees
n Lodi are well compensated, relative to other transit
>o- mations in the region. The City is to be, commended for
making this commitment to employee mages. Flowever, while t
mo cy and benefits are important to attract good people,
crnployce sansfactron (and in turn, outstanding customer s
�'c lXrCC camuot be obtained without a feeling of self-importance and pride of accomplishment.
itis is rr41cre rls. Dia:: and the sinall-cornpanT, family based approach of 1SV will make a
difference to [he entpiotees of the hoer, 1'isecl Route and TiAR services. l,iz is a highly experienced
muxager and she ;rill hake the support of the entire MV team to bring to the employees a feeling of
nportanee to us, the e omulultio and eo the Cha.
It is addruomilh, imperad e that each employee understands dui, as their poor performance can
a, e dra pari s affects on diet peers.. For example, if a single (Inver decides not to treat a passenger
with respect because they "do not feel like if', that drib er must understand the ramifications of their
actions, before the make the choice to perform in that manner. 'Che) must understand the
essential role we se:Ne,..we allo,,v people to conduct the business of their life. By not showing
p miler respect for the_ passenger, they are sending a message that that person is not important, not
to mention possihh losing that customer for good.
'?h iurfher reinforce the importance of customer SCI -Vice, we will bring to Lodi a refreshing ne:v
art rude. and approach with the ial lernentation of the 5200/}ear Customer Service Bonus program,
again, we hclie5e that you cannot make an employee performs it,. a manner of.yhich they do not
Want, it is incumbent upon Ms. Diaz and Ms. Dobson to make them WANT to do the right thing,
w1 ick is where D<IV's approach to employee relations and training is critical 'The my management
team will_ support Ms. Diaz, gut ing her the tools and autonomy she needs to be successful. We will
cl heli r,h=,niror their performance directly and through regular contact with the Citi -'s staff
and., .we milt get out of their way.
You will read numerous proposals that make claims as to what they will do for the City of Lodi.
I loweveo none will stand behind those claims with written commitments like MV.
IVIV IPAN, PORTA' ON IS SJ _,CivPDEW THAT WE CAN DO THE BEST JOB FOR THE CITY OF I_OD
1`2A,NSi, S W'_:E THAT WE HA`s= L vMFU!T=ED TO A WRITTEN GUARANTEE OF OUR SERVICE CMALTRA IF
_ C. i Y 0- LOD' IS UNHAPPY ' )R ANY REASON AND DESK "S TC END OUR RELATfONSHIP, M V WILL
REF1tiD A, PROPAS R AL2EIS OVER THE RNAI 12-MON`PERIOD OF THE CONTRACT.
ADDTK,-NAL',Y, MV rtiARRANTS THAT THE COMPANY WILL NOT BE SOLD DURING THE
TERM OF THIS CON v RAC! OR THE CITY CAN N'IiIATE AMONG ANY OTH=R
REtSIDiES AVAILABLETO :L THE 10050, E..
SATISFACTION GUARANTEE STATED ABOVE.
'File remainder of our proposal outlines the experience we bring to Lod Transit Service and
provides a detailed description of how we will partner with you to accomplish the Service Goals
and the future of the system.
EXECUTIVE SUMMARY
5
MV lRANSPORTATIOid, INC. PPOPOSAL To THE CITY OF LOCI FOR TRANSIT SERVICE OPERATIONS
vtV provides die small-companv, family atmosphere that promotes a positive, pleasant work
envitonmew combined with the experience of a national company. From our drive" to our
0 rter, Fe,san Lodde, everyone will work together to ensure success of the Citp of Lodi.
COMHT1 tirent to employees and passengers is how NfV Transportstion built its business. Our
employees are dedicated to serving our ciutorners in the best xray possible, and onr mmegetnenC
has forged lasting relationships xtith our clients.
We under,tand that to be successful we must be dynamic in the way we do business. We twill
;aurr rr=_ a -Instil[ contact w h the Cite staff to evaluate Progress. tiIV is always coalscious of the
need to irnpiove all aspCeN of its tt,tenition. Efforts are directed towards decreasing =.ellid,
akaoG rs ciinun tuag cust.nner complaints and improving performance in ail a,pec(s of the Gtv
(lisp. r'd ttOL
he C.n' _>f Lodi Iris established its obj'ctives for this swtem. Based on our re%iev of the RFP and
our kno;eledge and study of tl„s st t;tetn, we have been able to develop a concrete plan to meet and
Sul ass these obiee (Anes. 'I'll- extensive experience of 11(1"s Senior Management team and our I1)cal
m rage nrent team prov;des its an outstanding knowledge base from which to develop our
pe at=_ons pian to ei6tia we do this service right. Belo,,v, we have identified some of the strengths
e being to the City, and our niethodologY behind each:
C it proposed Project Manager, Ms, DIQZ has over eight yeafs
o` 4ronsh project n-anagemeni experience. S,'ne began her
a sit career in Central CaAfornia and knows the region very
vc-il. She has managed h,gciy effective systems and rn ,nta ns
a high degree of dedication to the service she manages.
MIN guarantees not to move or reoss±gn our Project Manager to
Strong, Continuous -mother con ract throughout the !ife of the agreement. Ms.
Operations viae s I'� eturr- o v a!ifornia ?o join MV and lead our Loa team.
Management the is exerted abash The opportunity to return 'holo' and has
� o desire to be anywhere else.
Enhanced management training including enrollment and
completion of transit Management Certlf=.cote Program
t'nrough Pepperdine University, atteodance at MV Annual
Managers' Meeting and involvorne-W in Quarterly MV
Manage hent Training Seminars,
MV's Corporate Office is located sn Fairfield. California, just 45
;-rint,ates away, While 'this may not seem important, it is when
the level of support you will see from MV is taken into
consideration.
Effective Comorate MV's Chief Operating Officer, Mr. Kevin Kfjka, and aur VP of _
Support, Stability Human Relations, Mr, David Smith each have specific
expersence in the startup operations and regional
management o` these services. Their availabil ty to our local
and regional management teams will provide an even greater
evel of insight into this system.
EXECU1IVE SUMMARY
sm
`v T
MV 1 RANSPORTAFICN, INC, PROPOSAL TO THE CITY OF LODI FOR TRANSIT SERVICE OPERATIONS
Effective Corporate
Support, Stability
Exceptional Driver &
Employee Relations
Equals
High Quality Service
MV actively supports our local management team wrh
corporate support personnel. Ms. Merle Healy (Regional
Manages) and Ms. Laurrie Dobson (VP Operations) will regularly
visit the facility to ensure system performance is at a level to
exceed the City's expectations, as they do for o:r oti
o t l "I Ou suppari persenner visit cperr ling d4v-tilnr Is of en.
not just when
There are problems, but to prevent smart issues
om r ,wing; o large challenges,
on r.1onson, our CEO is very proactive lir regards o ensuring
if at r team gels the slrf port they need when they need
lea u o founae Of tile, Geyson and Alex_ Londe, be:;eve in
'ace (on r-Icc!io- as mr h Os >)osisJle. lea City
...'aa a her C,r ID �rC7iC-', <`am iTG r'L�erS C� fSn- And,
ey are » o—sito, trey cire just a p )Ofe ca away'
MV's rooraie team has the st ongest and most nxpertenced
team of transit professionals in the nation. Given our
cam tment to supporting our local management Tela, this
expo r n =ce is a significant adv antoce to our pm >osal. We
pups tr,at you have the oppaOU nity to con C', our many
satisfied clen?s to confirm our claims in tnls area.
Me wfli implement fine $200 Annual Customer Service Bonus
Program.
We will encourage ernpioyee involvement through the
fofiation of an Employee Steering Committee. This
Committee is designed to establish policy and help set the
course for the operation. The inclusion of the employees in the
decision making process creates bay -in and in run), the desire
to do the right thing and take care of the passengers, 1nis is
acct ul!shed 'n numerous o" ou facJities in, ruding ones with
ar',lon2ed e,`Tl of oyees.
Our Safety Incentive Progrcros not oNy prornole safety, but
alsa teamwork, professionalism, and fun. PJe firmly believe that
excelier,± safety performance and customer service are directly
elated to hlg') nnonsale. OU,, safety programs are designed to
-re,vard sate, job performance, exceient attendance, and o
olofessional attitude and appearance. All of these are key
,greaients to a healthy workforce. Once you have a healthy
workforce, an environment of ded -canon to qua!i?y is created.
Ou; Driver Retention Pian sell; allow a more reiiabie and stable
workforce, an element of our operation that will have a
decided positive impact on improving on-time performance,
EXECUINE. SUMMARY
EXECUTIVE SUMMARY
Laidlaw Transit Services, Inc, is pleased to submit this proposal
in response to the City of Lodi's (City) Request for Proposal
(RFS') to provide Fixed -Route and Dial -A -Ride Transportation
Services.
We are confident that we have demonstrated
through our past seven years of service, and in
our proposal; a detailed understanding of the
project at hand, our level of expertise in operating
this system, our experience, our flexibility, our
technical competence, and our level of dedication
to the project, the City staff, and the members of this community. As the
evaluation panel reviews our proposal and supporting detail of our
response to the RFP, we request the City's consideration of our past
performance for selection of Laidlaw to continue as the service provider
for the City
Thefollowing executive summary provides a brief overview of the key proposal
components outlined in the RFP under Selection Criteria along with corresponding
highlights of our compliance with the City's expectation during our seven-year tenure as
the current provider.
Overview
Laidlaw has a seven-year history of working successfully and in partnership with the
City. We are dedicated to providing, efficient, safe and cost-effective services to the
City's riders. We offer valuable firsthand experience that equips us with an
understanding of the local residents' transportation needs. We believe the City of Lodi
does not need to risk reinventing the current successful formula that is in place with our
current team Our Lodi team understands the City's transportation needs and the value
the City desires, Laidlaw possesses the expertise to cultivate the genuine partnership
we have developed over the years.
We operate fixed -route, deviated fixed -route and paratransit programs throughout
California and the United States. The programs that most similarly operate like the
City's services are profiled in Questionnaire 1, Question 7. The depth of our
experience strengthens our ability to provide support from the corporate and regional
levels as our employees gain knowledge from exposure to projects throughout the
country.
You will find real value in our proposal. We bring measurable results to the City and can
offer to continue to operate Your service at a reasonable price. _
Technical Proposal -- 40%
M
The City's transportation services are comprised of two primary transportation
Components - Fixed -Route and Dial -A -Ride Services. When we started our partnership
with the City in November of 1990, there were four fixed routes running on a 30 -minute
pulse, with an average monthly ridership of approximately 15,000 passengers. Since
that time, ridership has increased more than 100%. The City provides the vehicles
required to operate the services from a fleet of 25 vehicles consisting of transit coaches
for fixed -route and commuter services. as well as paratransit vehicles for the Dial -A -
TRANSIT SERVICES. INC.
The current systern has five fixed routes that all depart from and return to a central
location (Lodi Station) at the same time, thus promoting a passenger -friendly service for
transfers from route to route. Three of the five fixed routes travel to stops adjacent to
the local Target, Safeway, and Wal-Mart shopping centers. Many medical facilities and
the local hospital run along two of the City routes. All routes combined provide service
coverage within a few blocks of the local schools. As a result, ridership consists of
seniors, students, commuters and shoppers who are dependent on the transportation
provided by the City. The Grapel-ine service is complemented by the door-to-door Dial -
A -Ride service Pnmarily utilized by persons with disabilities and seniors, with
approximately 10% of the ridership consisting of commuters and students.
Laidlaw employs 37 drivers to operate the GrapeLine Fixed -Route and Dial -A -Ride
services. Our staff, led by Project Manager, Helen Magness, has a solid record of
j working together to provide the best possible service. The collective experience,
dedication n and excellent service provided by our drivers are continually recognized
through the positive comments received by our passengers. Not surprisingly, the
system experiences very few complaints.
Operations Approach
Laidlaw's drivers are at the frontline of the operation, in return for the great service
they provide, we ,award them with a competitive wage and benefit package. We equip
our drivers with the skills to do their jobs well through our training and safety programs.
In addition, we provide them a workplace where their professionalism and dedication is
manifested in exemplary service to the community. our managers and staff provide
solid support to our drivers.
Quality is measured by quantifying safety, reliability, on-time performance, customer
convenience and satisfaction. Service audits are conducted regularly to ensure that
performance meets expectations, Questionnaire 1, Questions I and
2 describe our
performance monitoring, quality control program, and driver availability.
Our staffing level includes
1 Project Manager
1 Driver Development & Safety Manager
1 Reservationists (bilingual)
6 Dispatchers (1 Full -Time Lead Dispatcher
Dispatchers)
1 Road Superv1sor (Part -Time)
1 Clark (Part -Time)
I Utility (Part -Time)
24 Full -Time Drivers
13 Pan -Time Drivers
2 Full -Time & 2 Part -Time
Questionnaire 2, Question 1 profiles all proposed job classifications, descriptions,
wage scales and employee organization chart,
Telephone System and Voice Recorder
Our' detailed description of our proposed state-of-the-art equipment is contained in
Questionnaire 2,
Question 5
Proposed Demand -Response Dispatching System
Laidlaw currently operates the, Advantage PTS (paratransit) sched
=Q lllriit�PQ the critical inforrY
I for the City necessary -fio—make —key m managementandoFg—a-rilzat—iori�l-decisions. -The
Advantage Scheduling system performs Scheduling, dispatching and statistical analysis
functions. Questionnaire 2, Question 6 discusses the dispatching functions
associated with this program.
Training and Safety Programs
We believe our c0annitment to a dedicated driver training function and
formalized classroom training is second to none in the public transportation
industry. The training curriculum includes the required training totaling 31 hours of
behind -the -wheel, 32 hours Of classroom training, and 16 hours of cadet training.
,5afety is number one! This theme is echoed throughout our proposal, our philosophy
and Our daily operations. Our Program provides constant reinforcement to our entire
Learn of the importance of safe driving ng and work practices. Our drivers are trained,
monitored and provided annual and incident training Training will occur when
schedule/route Changes occur, Laidlaw's training and safety programs are detailed in
Questionnaire 1, Questions 3 and 4, and Attachment A
Start -Up Procedures
As the City's current Provider, we can offer the City the benefit of our experience as
well as the cost savings associated with virtually no start -Lip activities, which require
training and facility set-up - typically expensive items. Please refer to Questionnaire 1,
Question 5, Qustionnaire 2, Questions 2 and 7.
Utilization of Current Drivers, Dispatchers and Supervisors; and Proposed Wage
and Benefit Levels for Employees.
We will continue to utilize our drivers, dispatchers, Supervisors and other existing staff
in the manner we have developed to effectively operate the City's Fixed -Route and
Dial -A -Ride Services.
Qualifications of Proposed On -Site Manager
Helen Magness is our proposed Project Manager. Her day-to-day responsibilities
include problem solving, analysis of performance data, preparing reports, developing
Policies and procedures. budgeting and expense control, personnel relations,
purchasing, and meeting with appropriate City staff, Ms. Magness is an invaluable part
of the Laidlaw/City of Lodi team and will make smooth, efficientL service her continued
Priority. Please refer to Questionnaire 2, Question 4, and alsoAttachment C for her
resume.
Organization Strength - 30%
uampony cxperience with Sirnifar Transit
Services, iqafer—ences
Our experience and history dates book to 1946 through Predecessor companies. The
experience of our firm is not just Our resume of clients. It is also the experience of our
employees.
Our knowledge and understanding of the services we operate require a high level of
customization at the local level. However, general elements that are uniform
throughout our locations including operating procedures that ensure dependability;
maintenance guidelines and procedures to ensure service reliability; customer
relations to ensure passenger confidence and satisfaction'provision of a positive,
productive workplace for our employees; and safety above all. Laidlaw's capabilities
and referencesrofiled in Questionnaire
_9_1e1_P 1. Question 7, and Attachment B.
1A1,0L4W
TRANSIT SERVICES, INC.
Laidlaw has provided the required financial information under separate cover as I
directed. We can assure the City that our financial position is secure and we can be I
counted on to provide a stable financial future. Please refer to Questionnaire 1,
Questions 8-11 of our proposal for additional financial information.
it
Corporate Support of the Local Operation
Laidlaw has a highly developed corporate infrastructure that Supports our local
projects in the areas of:
Human Resources and Labor Negotiations
➢ Financial and Accounting Support
ll and Technological Advances i
Safety and Training
Regulatory Compliance with Federal, State and Local mandates
Accurate Data and Report Writing.
I These national corporate support services relate directly to the success of our local
project management staff and the customers that we serve. Questionnaire 2,
Question 1 outlines our corporate support.
Other Services at No Charqe and other Vehicles Available for Transit Service
In Questionnaire 2, Questions 8 and 10, of our proposal, we describe additional
I resources and recommendations that we believe would benefit the City at no
additional charge
Knowledge of Regulations and Requirements of the American with Disabilities
Act
Please refer to Questionnaire 1, Question 7 of our proposal for a summary of our
ADA experience
Prior Safety Record
Cost Proposal — 30%
Our price proposal is competitive based on actual
rating experience and is
structured to emphasize the needs of the City and its transportation customers. We
have increased our driver pay scale, which we believe is testimony to our
commitment to continue to Support the economic stability of our drivers. Please refer
to our Proposed Cost section for our proposed budget and also to Questionnaire 1,
We ask that the City of Lodi consider the following advantages provided
by Laidlaw when reviewing this proposal:
I The City will receive dedicated, professional local management
with proven abilities to successfully operate this service and
CON k �W*AMY always "puts the customer first".
2, The City will receive "on-site, hands-on" regional and corporate
support on a consistent basis to enhance an already extremely
effective local management team.
-ZkQW tow
3. The City will receive an already functioning operation that, is committed to
meeting or exceeding all the service requirements.
4, The City has a management team that has already built a relationship with the
City based on the business concept of creating a partnership between the parties
to continue the best service available for a competitive cost.
The City of Lodi can be assured Laidlaw is committed to continue delivering the best
service possible at the best value that meets the transportation service needs of Lodi
citizens.
IAIDL4W
TRANSIT SERVICES, INC,
RESOLUTION NO, 2003-92
WHEREAS, said bids have been compared, checked, and tabulated and a report
thereof filed with the City Manager as follows:
adder 99iffiLl B
_q412 -Yr. Totall
Transit Budget Estimate $1,750,000,00 $5 300,000.00
MV Transportation, Fairfield, CA $1,661,979.00 $4997,089600
Laidlaw Transit Services, Inc,, Martinez, CA $1,803,161.00 $5,625,660.00
San Joaquin Regional Transit District, Stockton, CA $2,378,140.00 $7,383,338,00
WHEREAS, the City Manager recommends award of the bid for Transit Operation
Services for Dial -A -Ride and Fixed Route be made to the low bidder, MV Transportation, of
Fairfield, California,
NOW, THEREFORE, BE IT RESOLVED by the Lodi City Council that the award of the
bid for Transit Operation Services for Dial -A -Ride and Fixed Route be made to the low bidder,
MV Transportation, of Fairfield, California for the three-year total of $4,997,089.00.
Dated: May 21, 2003
•
AYES: COUNCIL MEMBERS — Beckman, Hansen, Howard, and Land
NOES: COUNCIL MEMBERS — None
ABSTAIN: COUNCIL MEMBERS — None
NOD&IM
CITY COUNCIL
SUSAN HIT CHCOCK, Mayor
EMILY HOWARD
Mayor Pro Tempore
JOHN BECKMAN
LARRY D_ HANSEN
KEITH LAND
CITY OF LODI
PUBLIC WORKS DEPARTMENT
CITY HALL, 229 WEST PINE STREET
P.Q. BOX 3006
LODI. CALIFORNIA 95241-1910
(209)333-6706
FAX (209) 333-6716
EMAIL pwdept@lodi.gov
hup:`,Aw w.ladi-gov
May 19, 2003
H. DIXON FLYNN
City Manager
SUSAN J. BLACKSTON
City Clerk
RANDALLA.HAYS
City Attorney
RICHARD C. PRIMA, JR.
Public Works Director
SUBJECT: Adopt Resolution Authorizing City Manager to Execute the Contract for
Transit Operations Services for Dial -A -Ride and Fixed Route
(Approximately $1,700,000)
Enclosed is a copy of background information on an item on the City Council agenda of
Wednesday, May 21, 2003. The meeting will be held at 7 p.m. in the
City Council Chamber, Carnegie Forum, 305 West Pine Street.
This item is on the regular calendar for Council discussion. You are welcome to attend.
If you wish to write to the City Council, please address your letter to City Council,
City Of Lodi, P. 0. Box 3006, Lodi, California, 95241-1910, Be sure to allow time for the
mail. Or, you may hand -deliver the letter to City Hall, 221 West Pine Street.
If YOU wish to address the Council at the Council Meeting, be sure to fill out a speaker's
card (available at the Carnegie Forum immediately prior to the start of the meeting) and
give it to the City Clerk. If you have any questions about communicating with the
Council, please contact Susan Blackston, City Clerk, at (209) 333-6702.
If you have any questions about the item itself, please call Tiffani Fink,
Transportation Manager, at (209) 333-6800, extension 2678.
Richard C. Prima, Jr.
` Public Works Director
RCPiprnf
Enclosure
City Clerk
NGAWARDTRANSITSERVICES
W4
To- SJRTD
Attn: Donna Kelsay
(209) 948-8516
Laidlaw
Attn: Mike McKay
(925) 228-9017
MV Transportation
Attn: Keith Whalen
(206) 600-5415
(707) 863-8944
Froma Pam Farris
Company: City of Lodi Public Works Dept.
Phone: (209) 333-6800 x2656
Fax: (209) 333-6710
Date: May 19, 2003
Pages including this
cover page: 15
Comments.- Please call Tiffani Fink, Transportation Manager, at
(209) 333-6800, extension 2678, if you have any questions regarding,
the following information,