HomeMy WebLinkAbout1991-04-09 - AGENDA REPORTS - TRANSIT OPERATIONS RFP (2)NEW BUSINESS
DATE:
SUBJECT:
DEPARTMENT:
BACKGROUND
April 9, 1991
TRANSIT
Public Works
AGENDA REPORT
City Manager Approval
Item to be presented by:
RFP
John E. Medina
The City's Five -Year Transit Plan, adopted by the Council last April, alters and
significantly improves transit service to Santa Clarita Valley residents.
The existing contracts with Antelope Valley Bus, Mark IV Charters will be
retained on a month-to-month contract after June 30, 1991 and terminated when
the City puts into service its own buses.
A Request for Proposal (RFP) for Transit Operations has been prepared and will
provide efficient and effective local, commuter and Dial -a -Ride services.
Dial -a -Ride includes both elderly and handicapped and general public services.
To this end, staff has written a Request for Proposal (RFP) for Transit
Operations which encompasses efficient and effective delivery of local, commuter
and Dial -a -Ride transit services. Dial -a -Ride includes both elderly and
handicapped and general public services.
Prospective bidders will price their bids based on the following conditions:
CITY TO PROVIDE
• Three-year fixed and variable agreement with two, one-year options to extend
the agreement.
• 22 coaches, 13 local and 9 commuter.
• Except for the first year of the agreement, a transit maintenance and
storage facilities and office space at the Corporate Yard or like facility.
• Radios for all vehicles and a base station.
CONTRACTOR TO PROVIDE
• All personnel, including drivers, mechanics, dispatchers, supervisors, and a
project manager.
• Maintenance of City vehicles to Federal, State and City standards.
• All training of drivers, mechanics and personnel to meet Federal, State and -
local laws and maximize effectiveness and efficiency.
Agenda Item: 1,
TRANSIT OPERATIONS RFP
Page 2
• Record-keeping to Federal, State and local standards for funding, vehicle
maintenance, fare box, on-time performance and passenger information.
• Fuel for all vehicles.
• Dial -a -Ride transit sufficient to meet the RFPs service standards.
• For the first year of the agreement, storage and maintenance facilities;
office space and phone numbers within the City.
The successful bidder will be required to phase-in the start of each transit
service: local service in August of 1991, Dial -a -Ride in November of 1991 and
commuter in January 1992. Staggered starts are.required due to the availability
of commuter coaches (estimated delivery November 191) and the length of time it
requires to license general public Dial -a -Ride drivers (60-90 days). Staggered
starts also benefit the new transit services by concentrating contractor's
management and administrative resources on one service at a time during the
critical start phase.
Current contracts for the local, commuter and Dial -a -Ride services expire
June 30. Month-to-month contracts with the current transit services are being
sought until new service is available.
Staff has included Dial -a -Ride in the RFP as an option to the City. Successful
bidders must bid on the Dial -a -Bide, but it will be the City's option to award
the Dial -a -Ride portion. Staff believes that including Dial -a -Ride in the RFP
is an opportunity to cut transit costs. Having one contractor for all'services
means that the City will not have to pay repetitive overhead costs for
storage/maintenance facilities, dispatching, management and administration.
Including Dial -a -Ride in the RFP concentrates the City's transit assets, thereby
increasing its size and attractiveness to prospective transit operators. Staff
desires to have as many, qualified bidders as possible to respond to the RFP.
Increasing the number of bidders increases the City's prospects to select a
highly qualified bidder at a competitive price.
It is important to note. that it is the desire of the staff to increase the
efficiency and effectiveness of all the City's Transit Services without losing
any quality. Staff is especially sensitive. to Improvement of services to
seniors. The RFP contains considerable liquidated damages as well as sufficient
incentive funding programs to punish or reward the successful bidder when he
fails to exceed the City's service levels.
Staff estimates the fiscal impact to the City to be as follows:
LOCAL
$1,900,000
COMMUTER
1050000
DIAL -A -RIDE*
340,000
TOTAL
jZjjL5 000
TRANSIT OPERATIONS RFP
Page 3
The estimated cost for Fiscal Year 1990-1991 is $1,005,000; however, the
increase is due to the nearly doubling of service available to Santa Clarita
residents as proposed by the Transit Plan.
The City's Finance Department has completed a ten-year analysis of the City's
transit costs and revenues from the City's restricted transit Prop A and TDA
Article (8) funds (Attachment A). Finance finds that there are sufficient
amounts to fund the expanded transit program and pay the debt service on the new
buses.
The Transit Operations RFP is available for review in the City Clerks Office.
Included in the Agenda Books as a separate package is a fact sheet on the RFP.
RECOMMENDATION
Direct staff to notice the attached Request for Proposal for Transit Operations
which include local, commuter and Dial -a -Ride as an option to the City.
ATTACHMENT
Attachment A Transit Funding Analysis
/hds-421
TIN YEAR TRANSIT FINANCIAL FORECAST
ATTACHMENT A
90-91 91-92 92-93 93-94 94-95 95-96 96-97 97-98 98-99
Year 0 1 2 3 4 5 6 7 8
Pap. Growth Rate 2.00% Inflation Rate 5.00%
-------------------------------------------------------------------------------------------------------------------------------
Prop, A Reserves
Prop. A -Annual Alloc.
Subtotal Prop. A
LESS, Lease Payments
Remaining Prop. A after Lease
LESSt Other Costs
Commuter buses
Local buses
Dial -A -Ride
City Staff
LA County
Other Costs
Total Operating Coate
Surplus/1Deflcit) After Prop.A
TDA (Article 8) uses,
Transit(Buses)
Highways
Total TDA Allocation,
Prop. C uses,
Transit(Buses)
Rall
Total Prop. C Allocation,
Updated 4/1/91
99-00 00-01
9 30
.1,400,000 843,000 0 0 0 0 0 0 0 0 0
1,394,000 1,272,643 1,361,728 1,457,049 1,559,042 1,668,175 1,784,948 1,909,894 2,043,587 2,186,638 2,339,702
2,794,000 2,115,643 1,361,728 1,457,049 1,559,042 1,666,175 1,784,948 1,909,894 2,043,587 2,186,638 2,339,702
0 (686,754) (666,754) (686,754) (686,754) (686,7541 (686,754) (686,754) (686,754) (686,754) (686,754)
2,794,000 1,428,889- 674,974 - 770,295 - 872,288 - 981,421 1,098,194 1,223,140 1,356,833 1,499,884 1,652,948
(108,000) (105,000) (110,250) (115,763) (121,551) (127,628) (134,010) (140,710) (147,746) (155,133) (162,889)
(750,000)(1,977,000)(2,075,850)12,179,643)(2,288,625)(2,403,056)(2,523,2091(2,649,369)(2,781,838)(2,920,929)(3,066,976)
(255,000) (325,000) (341,250) (358,313) (376,228) (395,040) (414,7921 (435,531) (457,308) (480,173) (504,182)
(15,000) (62,4631 (65,586) (68,865) (72,309) (75,924) (79,720) (83,706) 187,8920) (92,2866) (96,9001)
(700,000) 0 0 0 0 0 0 0
(123,000) (139,500) (146,475) (153,799) (161,489) (169,563) (178,041) (186,943) (196,291) (206,105).. (216,410)
(1,951,000)(2,608,963)(2,739,411)(2,876,382)(3,020,201)(3y171,211)(3,329,771)(3,496,260)(3,67.1,073)(3,854,627)(4,047,358)
843,000 (1,180,074)(2,064,437)(2,106,087)(2,147,912)(2,189,789)(2,231,578).(2,273,120)(2,314,240)(2,354,743)(2,394,410)
0 1,180,074 2,064,437 2,106,087 ' 2,147,912 2,189,789 2,231,578 2,273,120 2,314,240 2,354,743 2,394,410
2,848,674 1,420,446 718,119 871,249 1,037,836 1,218,962 1,415,786 1,629,559 1,861,626 2,113,435 2,386,540
2,848,674 2,600,520 2,762,556 2,977,335 3,185,749 3,408,751 3,647,364 3,902,679 4,175,867 4,468,178 4,780,950
0 0 0 0 0 0 0 0 0 0 0
0 1,018,114 1,089,382 1,165,639 1,247,233 1,334,540 1,427,958 1,527,915 1,634,869 1,749,309 1,871,761
0 1,018,114 1,009,382 1,165,639 1,247,233 1,334,540 1,427,958 1,527,915 1,634,869 1,749,309 1,871,761
AGENDA ITEM 417
TRANSIT OPERATIONS REQUEST FOR PROPOSAL
FACT SHEET
This fact sheet describes the important elements of the Transit Operations
Request for Proposal (RFP). A complete copy of the RFP is available for
review in the City Clerk's office.
Currently, the Santa Clarita Valley (SCV) public transit system consists of
local and commuter fixed route bus service and Dial -A -Ride which is a
specialized service offered to elderly and.handicapped residents and general
public residents.
Service changes are planned as follows:
• Existing: 7 local routes provide service with 6 buses.
•• Increase: 11 local routes to provide service with 13 heavy-duty,
mid-sized buses.
• Existing: 1 commuter route provide service with 6 buses.
•• Increase:. 2 commuter routes to _provide service with 9 over -the -road
coaches.
• Existing: Dial -A -Ride service hours (general public).
6 p.m. to 9 p.m. weekdays, Monday through Friday
No service available on Saturdays.
• Existing: Dial -A -Ride service hours (elderly and handicapped)
- 6 a.m, to 6 p.m. - weekdays, Monday through Friday
- 9 a.m. to 5 p.m. - Saturdays
Existing service hours provide service with 4 vans.
•• Increase Dial -A -Ride service hours.(general public)
- 6 a.m. to 10:30 p.m. - weekdays, Monday through Friday
- 9 a.m. to 5 p.m. Saturdays
•• Increase Dial -A -Ride service hours (elderly and handicapped)
- 6 a.m, to 10:30 p.m., weekdays, Monday through Friday
- 9 a.m. to 5 p.m. Saturdays
Increased service hours will provide service with 8 vehicles (vans and/or
buses) to accommodate a total of 84 passengers.
Existing
Proposed
Existing
Proposed
*VSH
VSH
**VSM
VSM
• Local
21,235
47,692
3360132
8050781
• Commuter
1,950
2,134
1140400
152,184
• Dial -A -Ride
7,260
11,686
92,160
148,388
*VSH = Vehicle
Service Hours
** = Vehicle
Service Miles
Page 2
CONTRACTOR shall provide:
• All fuel, lubricants, repair parts and supplies.
• Washing the vehicles at least twice a week.
• General interior/exterior vehicle maintenance.
• Preventative maintenance.
• All tools and equipment to maintain the vehicles.
• Storage and maintenance facility to accommodate all transit vehicles until
August 1992.
- Storage facility shall be located within the Santa Clarita Valley.
- Maintenance facility: (1) located in the Santa Clarita Valley or (2)
with City approval, within 50 -mile radius of the City of Santa Clarita.
• Storage site to be fenced, lighted and accommodate parking for all transit
vehicles and operator vehicles.
• Drivers to operate the transit vehicles.
• Supervisors and supervisor's vehicles.
• Dispatchers to operate the radio (communications) system.
• Mechanics to maintain.the transit vehicles.
• Records and Reporting
- Transit Vehicle Maintenance
- Route Driver's Log
- Vehicle Service Hours
- Vehicle Service Miles
- Passengers Per Hours
Wheelchair Boardings
- Dial -A -Ride Passenger Ridership
- Passenger Complaints
- Accident Reports
- Fare Box Accountability
• Indemnification
• Insurance
• Performance Bond - 25% of the first year of operating costs.
• Free coffee service on the commuter buses.
• Comply with:
- Drug Testing Program
- Clean Air Act/Federal Water Pollution Control Act
- Motor Vehicle Emissions
- Disadvantaged Business Enterprise (DBE)
- California DMV Pull Notice Program
- Energy Policy and Conservation Act
• Transit Vehicles (buses and vans) for Dial -A -Ride program.
Page 3
City shall provide:
• Communication system for the local, commuter buses and Dial -A -Ride vans
and buses.
• Buses
- 13 each heavy-duty, mid-size buses for local service.
- 9 each over -the -road coaches for commuter service.
Each bus to be leased to the Contractor for $1.00 per year.
• Storage and maintenance facilities after August 1992.
• Marketing, advertising, public relations for the Santa Clarita, Transit
System.
• All public transit vehicles will be uniform in color and bear the Santa
Clarita Transit logo.
hds:1265