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HomeMy WebLinkAbout2002-02-12 - AGENDA REPORTS - BUS STOP AMENITIES (2)CITY OF SANTA CLARITA AGENDA REPORT '-1 CONSENT CALENDAR City Manager Approv4l:. �L I V Item to be presented by: Ken Pulskamp DATE: February 12, 2002 SUBJECT: BUS STOP AMENITIES — REQUEST FOR PROPOSALS DEPARTMENT: Transportation & Engineering Services RECOMMENDED ACTION City Council direct staff to release a Request for Proposals (RFP) for the installation and maintenance of bus stop amenities. I 80WOg:("40111►I I: In 1995, the City entered into agreements with two vendors to maintain passenger amenities at bus stops within the City limits. One vendor maintained bus shelters; the other vendor maintained bus benches. The contracts were revenue -neutral. In return for allowing advertising in the City's right-of-way, the vendors agreed to purchase, install, and maintain bus stop amenities at their own expense. The agreements covered installation and maintenance of approximately 65 bus shelters, 256 bus benches, and 115 trashcans throughout the City. It is time for the City to go out to bid for the next bus stop amenities contract. The new RFP will explore a five-year and ten-year contract period. Per City Council direction at the July 3, 2001 Study Session, the RFP will seek to increase the number of bus stop shelters and benches, improve the appearance of these amenities, reduce or eliminate bus bench advertising, seek more frequent maintenance, and pursue additional revenue for the City. It will also seek an increase in bus stop trashcans to satisfy the City's Stormwater Permit. After the proposals are evaluated by a panel consisting of City staff, members of the community, and representatives of other cities, the highest -ranked firm will present its proposal to the City Council at the May 7, 2002 Study Session. Staff will return to the City Council on June 25, 2002 for award of contract. ALTERNATIVE ACTION Other action as determined by the City Council. FISCAL IMPACT Issuance of the RFP will have no fiscal impact. ATTACHMENT Draft Request for Proposals (available in City Clerk's reading file) agenda\bench shelter rep mdse Agenda Item CITY OF SANTA CLARITA REQUEST FOR PROPOSAL PROPOSAL # TR -01-02-26 PROPOSAL ARE DUE: 11:00 A.M., April 5, 2002 The City of Santa Clarita invites sealed proposals for: BUS SHELTER/BENCH PROGRAM AGREEMENT 1. Return original of Proposal to: City of Santa Clarita City Clerk 23920 Valencia Blvd., Suite 300 Santa Clarita, CA 91355-2196 Attn: Ben Jarvis, Transit Division 2. Prices shall be F.O.B. Destination or for the service rendered. 3. Proposer shall honor proposal prices for ninety (90) days or for the stated contract period, whichever is longer. 4. Proposals must include this Proposal form and be signed by the vendor's authorized representative. To help the City in source recruitment please let us know how you learned of this solicitation. Check one. Advertisement Direct mail Bidding Service Electronic medium (BBS, services etc.) Word of mouth Other (list) PROPOSER TO READ I have, read, understood, and agree to the terms and conditions on all pages of this proposal. The undersigned agrees to furnish the commodity or service stipulated on this proposal as stated above. Company: Name (Print): Address: Signature: Company Phone No. Title: # TR -01-02-26 2 SECTION A: PROPOSAL INSTRUCTIONS Submitting Proposals. (a) The proposal must be submitted in the prescribed form, in its entirety, (attachments accepted) in a sealed envelope with the wording "Proposal: Bus Shelter/Bench Program Agreement", proposal number, and closing date clearly marked on the outside. (b) All documentation of unit pricing or other cost breakdowns as outlined in this proposal must be submitted to support the total proposal price or City benefit. (c) Proposals/corrections received after the closing time will not be opened. The City will not be responsible for proposals not properly marked or delivered. Upon award, all submissions become a matter of public record. 2. Alternatives. Any changes or alternatives must be set forth in a letter attached to this proposal. The City has the option of accepting or rejecting any alternative proposal. 3. Currency. All references to dollar amounts in this solicitation and in vendor's response refer to United States currency. 4. Preparation. All proposals must be typed or written in black ink. Errors may be crossed out and corrected in ink, then initialed in ink by the person signing the proposal. In compliance with Resolution 93-9, all proposals and attachments must be submitted on recycled paper. 5. Environmentally Preferable Purchasing. The City of Santa Clarita being fully aware of the limited nature of our resources and the leadership role government agencies have, supports the Environmentally Preferable Purchasing (EPP) program. With changes in technology occurring rapidly it is frequently difficult to be aware of the latest innovations. Therefore, it is the intent of the City of Santa Clarita to seek out those products which result in less energy usage, least impact on natural resources, and greatest reuse of post-industrial and post -consumer material. Bidders are strongly encouraged to offer products meeting these criteria and point out those specific aspects or features in their proposal. Failure to Submit Proposal. Your name may be removed from the mailing list if the City receives no response to this proposal. 7. Resection. The City reserves the right to reject any or all proposals and to waive any informality in any proposal. 8. Taxes, Charges and Extras. (a) Proposer shall show as a separate item California State Sales and/or Use Tax. (b) The City is exempt from Federal Excise Tax. (c) Charges for transportation, containers, packing, etc. will not be paid unless specified in proposal. k TR -01-02-26 SECTION A: PROPOSAL INSTRUCTIONS (continued) 9. Awards. The City reserves the right to make an award based on partial items unless the proposal submitted is marked "All or none." Contractor selection is based upon multiple award criteria as specified in Section C, Statement of Work Requested/Services To Be Provided. 10. Default. In case of default by the vendor of any of the conditions of this proposal or contract resulting from this proposal, the vendor agrees that the City may procure the articles or services from other sources and may deduct from the unpaid balance due the vendor, or collect against the bond or surety, or may invoice the vendor for excess costs so paid, and prices paid by the City shall be considered the prevailing market price at the time such purchase is made. 11. Assignment. No assignment by the vendor of contract or any part hereof, or of funds to be received hereunder, will be binding upon the City unless such assignment has had prior written approval and consent of the City. 12. Subcontractors. For all public projects, the Proposer must list any subcontractors that will be used, the work to be performed by them, and total number of hours or percentage of time they will spend on the project. 13. Termination. The City reserves the right to terminate any service or requirement contract resulting from this proposal without penalty upon thirty (30) days written notice to the vendor. 14. Indemnification. The proposer guarantees and agrees to indemnify, defend and hold harmless the City and its elected and appointed officers, agents and employees against any or all loss, liability, damages, claims or costs arising out of defective material and products, faulty work performance, negligent or unlawful acts, and non-compliance with any applicable local, state or federal codes, ordinances, orders or statutes including the Occupational Safety and Health Act (OSHA) and the California Industrial Safety Act. This guarantee is an addition to and not intended as a limitation on any other warranty, expressed or implied. 15. Bonds. When deemed necessary by the City, bid bonds shall be furnished by all proposers in the amount of at least 10% of the bid to guarantee that proposers will enter into contract to furnish goods at prices stated. Likewise, a Performance Bond shall be required of the successful proposer when stated in the specification (cash deposit, certified or cashier's check or money order may be substituted in lieu of either bond). # TR -01-02-26 4 SECTION A: PROPOSAL INSTRUCTIONS (continued) 16. Insurance. For contracts involving services the City requires insurance. Insurance shall be primary insurance and shall name the City of Santa Clarita as an additional insured. Proof of insurance in the following amounts shall be provided prior to contract signing; liability in the amount of $1,000,000, automotive in the amount of $500,000, worker's compensation in the amount of $1,000,000 and fire and extended coverage (services involving real property only). For professional services, coverage for errors and omissions may also be required. 17. Payment. (a) Proposer shall state payment terms offered. (b) Payment will be made on the pay period after receipt and acceptance of goods and/or services and upon using department confirmation of such acceptance. 18. On -Site Inspection. When deemed necessary by the City, an on-site inspection date and time will be so designated. Proposer is responsible for inspecting and understanding the total scope of the projects (i.e., specifications, quality, and quantity of work to be performed.) 19. Specifications. Materials differing from stated specifications may be considered, provided such differences are clearly noted and described, and provided further that such articles are considered by a City official to be in all essential respects in compliance with the specifications. 20. Brand Names. The use of the name of a manufacturer, or any specific brand or make, in describing any item contained in the proposal does not restrict proposers to the manufacturer or specific article, this means is being used simply to indicate a quality and utility of the article desired; but the goods on which proposals are submitted must in all cases be equal in quality and utility to those referred to. This exception applies solely to the material items in question and does not supercede any other specifications or requirements cited. Documentation of equivalency must be submitted with the proposal. At a minimum the documentation must demonstrate equivalency in form, fit, function, quality, performance and all other stated requirements. The City is final determiner of equivalency. Exception is made on those items wherein identical supply has been determined a necessity and the notation NO SUBSTITUTE has been entered. 21. Proposal Resection. The City reserves the right to reject the proposal of any proposer who has previously failed to perform properly, or complete on time, contracts of a similar nature, or to reject the proposal of a proposer who is not in a position to perform such a contract satisfactorily. The City expressly reserves the right to reject the proposal of any proposer who is in default of the payment of taxes, licenses or other monies due to the City of Santa Clarita. # TR -01-02-26 5 SECTION A: PROPOSAL INSTRUCTIONS (continued) 22. Price Reductions. If at any time during the life of this contract, the successful proposer reduces his price or prices to others purchasing approximately the same quantities as contemplated by this contract, the contract prices shall be reduced accordingly, and the contractor/vendor will immediately notify the Purchasing Agent, City of Santa Clarita. 23. Contract Pricing. Prices proposal shall remain firm through the term of this contract. 24. Safety. Contractor agrees to comply with the provisions of the Occupational Safety and Health Act of 1970 (or latest revision), the State of California Safety Orders, and regulations issued thereunder, and certifies that all items furnished under this proposal will conform and comply with the indemnity and hold harmless clause for all damages assessed against buyer as a result of suppliers failure to comply with the Act and the standards issued thereunder and for the failure of the items furnished under this order to so comply. 25. Delive . Delivery shall begin according to terms of the final contract. 26. Invoices. Invoices will be forwarded to: City of Santa Clarita Accounts Payable 23920 Valencia Blvd. Suite 295 Santa Clarita, CA 91355-2196 Invoices will reflect the goods or service delivered in accordance with the terms of the contract and the purchase order number associated with the contract. 27. Proposal Questions. Questions should be forwarded to: City of Santa Clarita Transit Division 25663 Avenue Stanford Santa Clarita, CA 91355-1103 Questions may also be faxed to Ben Jarvis at (661) 294-2517, or sent via electronic mail to bjarvis@santa-clarita.com. The last day for questions and site visits will be March 22, 2002, 28. Renewal. This contract may be renewed according to the terms of the final contract. # TR -01-02-26 6 SECTION B: TERMS AND CONDITIONS The solicitation, proposer's response and the contract constitute the entire agreement between the vendor and the City of Santa Clarita (City) covering the goods described herein (the "goods"). Time is of the essence. 1. Shipment and Inspection. The terms and routing of shipment shall be as provided on the Purchase Order or as otherwise directed by the City. City may revise shipping instructions as to any goods not then shipped. City shall have the right to inspect any or all of the goods at vendor's place of business or upon receipt by City at City's election, which right shall be exercisable notwithstanding Buyer's having paid for the goods prior to inspection. City, by reason of its failure to inspect the goods, shall not be deemed to have accepted any defective goods or goods which do not conform to the specifications therefor, or to have waived any of City's rights or remedies arising by virtue of such defects or non- conformance. Cost of inspection on deliveries or offers for delivery, which do not meet specifications, will be for the account of the vendor. 2. Risk of Loss. Not withstanding any provision hereof to the contrary, title to, and risk of loss of, the goods shall remain with the vendor until the goods are delivered at the F.O.B. point specified in this Contract, or if no such point is specified, then, when the goods are delivered to the City. However, if the goods are of an inflammable, toxic or otherwise dangerous nature, vendor shall hold City harmless from and against any and all claims asserted against City on account of any personal injuries and/or property damages caused by the goods, or by the transportation thereof, prior to the completion of unloading at City's receiving yard. 3. Warranties. Vendor warrants to and covenants with the City as follows: vendor will deliver to City title to the goods free and clear of all security interest, liens, obligations, restrictions or encumbrances of any kind, nature or description, the goods shall be free from defects in material and/or workmanship; unless otherwise specified on the Purchase Order, the goods shall be new and not used or reconditioned; the goods and their packaging shall conform to the description thereof and/or specifications therefor contained in this Contract. In placing this Contract, City is relying on vendor's skill and judgement in selecting and providing the proper goods for City's particular use. The goods shall be in all respects suitable for the particular purpose for which they are purchased and the goods shall be merchantable. Vendor shall indemnify and save and hold City harmless from and against any and all damages, losses, demands, costs and expenses arising from claims by third parties for property damage, personal injury or other losses or damages arising from vendor's breach of its obligations hereunder. # TR -01-02-26 SECTION B: TERMS AND CONDITIONS (continued) 4. Remedies. In the event of vendor's breach of this Contract, City may take any or all of the following actions, without prejudice to any other rights or remedies available to City by law: (a) require vendor to repair or replace such goods, and upon vendor's failure or refusal to do so, repair or replace the same at vendor's expense: (b) reject any shipment or delivery containing defective or nonconforming goods and return for credit or replacement at vendor's option; said return to be made at vendor's cost and risk: (c) cancel any outstanding deliveries hereunder and treat such breach by vendor as vendor's repudiation of this Contract. In the event of City's breach hereunder, vendor's exclusive remedy shall be vendor's recovery of the goods or the purchase price payable for goods shipped prior to such breach. 5. Force Majeure. For the purposes of this Contract, an event of "force majeure" shall mean any or all of the following events or occurrences, strikes, work stoppages, or other labor difficulties; fires, floods or other acts of God; transportation delays; acts of government or any subdivision or agency thereof; failure or curtailment of power supply in the Pacific Southwest power grid; or any other cause, whether or not similar to the causes or occurrences enumerated above; in all cases, which are beyond the control of the party claiming the occurrence of a force majeure event and which delays, interrupts or prevents such party from performing its obligations under this Contract. Not withstanding any provision hereof to the contrary, the reduction, depletion, shortage, curtailment or cessation of vendor's supplies or reserves or any other supplies or materials of vendor shall not be regarded as an event of force majeure. The party affected by a force majeure event shall give notice thereof to the other party within ten days following the occurrence thereof and shall apprise the other parry of the probable extent to which the affected party will be unable to perform or will be delayed in performing its obligations hereunder. The affected party shall exercise due diligence to eliminate or remedy the force majeure cause and shall give the other party prompt notice when that has been accomplished. Except as provided herein, if performance of this contract by either party is delayed, interrupted or prevented by reason of any event of force majeure, both parties shall be excused from performing hereunder while and to the extent that the force majeure condition exists, after which the parties' performance shall be resumed. Notwithstanding the foregoing, within five days following vendor's declaration of a force majeure event which prevents its full and/or timely delivery of goods hereunder, City may, at its option and without liability (a) require vendor to apportion among its customers the goods available for delivery during the force majeure period; (b) cancel any or all delayed or reduced deliveries; or (c) cancel any outstanding deliveries hereunder and terminate this Contract. If City accepts reduced deliveries or cancels the same, City may procure substitute goods from other sources in which event this contract shall be deemed modified to eliminate vendor's obligation to sell and City's obligation to purchase such substituted goods. After cessation of a force majeure event declared by vendor, vendor shall, at City's option but not otherwise, be obligated to deliver goods not k TR -01-02-26 8 SECTION B: TERMS AND CONDITIONS (continued) delivered during the force majeure event. After cessation of a force majeure event declared by City, neither party shall be obligated to deliver or purchase goods not so delivered and purchased during the force majeure period. 6. Patents. It is anticipated that the goods will be possessed and/or used by City. If by reason of any of these acts a suit is brought or threatened for infringement of any patent, trademark, trade name or copyright with regard to the goods, their manufacture or use, vendor shall at its own expense defend such suit and shall indemnify and save and hold City harmless from and against all claims, damages, losses, demands, costs and expenses (including attorney's fees) in connection with such suit or threatened suit. 7. Compliance with Law. Vendor warrants that it will comply with all federal, state, and local laws, ordinances, rules and regulations applicable to its performance under this Contract, including, without limitation, the Fair Labor Standards Act of 1938, as amended, the Equal Employment Opportunity Clause prescribed by Executive Order 11246 dated September 24, 1965 as amended, and any rules, regulations or orders issued or promulgated under such Act and Order. Vendor shall indemnify and save and hold City from and against any and all claims, damages, demands, costs and losses which the City may suffer in the event that vendor fails to comply with said Act, Order, rules, regulations or orders. Vendor further warrants that all goods sold hereunder will comply with and conform in every respect to the standards applicable to the use of such goods under the Williams -Steiger Occupational Safety and Health Act of 1970, as amended, and any regulations and orders issued thereunder. Any clause required by any law, ordinance, rule or regulation to be included in a contract of the type evidenced by this document shall be deemed to be incorporated herein. Vendor also warrants that it will comply with all federal, state, and local requirements governing storm water and urban runoff issues. 8. Reports, Artwork. Designs etc.: (a) If the goods are to be produced by vendor in accordance with designs, drawings or blueprints furnished by City, vendor shall return same to City upon completion or cancellation of this Contract. Such designs and the like shall not be used by vendor in the production of materials for any third party without City's written consent. Such designs and the like involve valuable property rights of City and shall be held confidential by vendor. (b) If the Contract results in the creation of artwork, designs or written products, including but not limited to, books, reports, logos, pictures, drawings, plans, blueprints, graphs, charts, brochures, analyses, photographs, musical scores, lyrics, such works shall become and remain the property of the City. Such works and the like shall not be used by vendor in the conduct of any business with any third party without the City's written consent. # TR -01-02-26 9 SECTION B: TERMS AND CONDITIONS (continued) (c) Unless otherwise agreed herein, vendor at its cost shall supply all materials, equipment, tools and facilities required to perform this Contract. Any materials, equipment, tools, artwork, designs or other properties furnished by City or specifically paid for by City shall be City's property. Any such property shall be used only in filling orders from City and may on demand be removed by City without charge. Vendor shall use such property at its own risk, and shall be responsible for all loss of or damage to the same while in vendor's custody. Vendor shall at its cost store and maintain all such property in good condition and repair. City makes no warranties of any nature with respect to any property it may furnish to vendor hereunder. 9. Governinq Law. Contract between the parties evidenced hereby shall be deemed to be made in the State of California and shall in all respects be construed and governed by the laws of that state. 10. Year 2000 Compliance Warranty. Vendor warrants that any Product furnished pursuant to this Agreement shall support a four -digit year format and be able to accurately process date and time data from, into, and between the twentieth and twenty-first centuries, and the years 1999 and 2000, as well as leap year calculations. "Product" shall include, without limitation, any piece or component of equipment, hardware, firmware, middleware, custom or commercial software, or internal components or subroutines therein. This warranty shall survive termination or expiration of this Agreement. In the event of any decrease in Product functionality or accuracy related to time and/or date data related codes and/or internal subroutines that impede the Product from operating correctly using dates beyond December 31, 1999, Vendor shall restore or repair the Product to the same level of functionality as warranted herein, so as to minimize interruption to City's ongoing business processes, time being of the essence. In the event that such warranty compliance requires the acquisition of additional programs, the expense for any such associated or additional acquisitions, which may be required, including, without limitation, data conversion tools shall be borne exclusively by Vendor. Nothing in this warranty shall be construed to limit any rights or remedies the City may otherwise have under this agreement with respect to defects other than Year 2000 performance. 11. Miscellaneous. (a) The waiver of any term, condition or provision hereof shall not be construed to be a waiver of any other such term, condition or provision, nor shall such waiver be deemed a waiver of a subsequent breach of the same term, condition or provision. # TR -01-02-26 10 SECTION B: TERMS AND CONDITIONS (continued) (b) Stenographic and clerical errors, whether in mathematical computations or otherwise, made by City on this Contract or any other forms delivered to vendor shall be subject to correction. (c) City may, upon notice of vendor and without liability to City, cancel this Contract and any outstanding deliveries hereunder, (1) as to standard products of vendor not then shipped hereunder, at any time prior to shipment, or (2) if (A) a receiver or trustee is appointed to take possession of all or substantially all of vendor's assets, (B) vendor makes a general assignment for the benefit of creditors, or (C) any action or proceeding is commenced by or against vendor under any insolvency or bankruptcy act, or under any other statute or regulation having as its purpose the protection of creditors, or (D) vendor becomes insolvent or commits an act of bankruptcy. If an event described in (2) of this section occurs. City may at City's sole election pay vendor its actual out-of- pocket costs to date of cancellation, as approved by City, in which event the goods shall be the property of City and vendor shall safely hold the same subject to receipt of City's shipping instructions. # TR -01-02-26 11 SECTION C: STATEMENT OF WORK REQUESTED The City of Santa Clarita (City) requests proposals for the following purpose according to the terms and conditions attached. In the preparation of this Request for Proposal the words "Bidder", "Contractor", and "Proposer" are used interchangeably. 1 2. 3. Purpose: To find a qualified, experienced contractor to oversee the City's Bus Shelter/Bench Program. Contractor will provide, install, and maintain bus stop amenities including, but not limited to, shelters, benches, and trash receptacles at bus stops located within the Santa Clarita City limits. Minimum requirements for the number and type of bus stop amenities, maintenance schedules, and other aspects of the Bus Shelter/Bench Program are included in the following paragraphs. Only those proposals that meet or exceed the City's minimum requirements will be considered. Proposal Schedule: The following is a tentative schedule of events: EVENT Solicitation advertisement Pre-bid conference Deadline for questions Proposal deadline Evaluations of proposals Interviews Preliminary Presentation to City Council: Contract award Project implementation date Introduction/Background: DATE February 17, 2002 March 5, 2002 March 22, 2002 11:00 a.m. April 5, 2002 April 8-12, 2002 April 16, 2002 May 7, 2002 June 11, 2002 February 1, 2003 The City of Santa Clarita operates one of the fastest growing suburban transit systems in the United States. Since its founding in 1991, ridership on the Santa Clarita Transit system has increase six -fold. In 2002, it is expected that annual ridership on Santa Clarita buses will exceed three million passengers, with more riders expected in the future. This number represents a diverse mix of long distance commuters, local students, senior citizens, as well as others who work in major industrial and commercial centers in the Santa Clarita Valley. a TR -01-02-26 12 SECTION C: STATEMENT OF WORK REQUESTED (continued) The City of Santa Clarita is responsible for overseeing bus stop amenities (benches, trash cans, shelters, etc.) within its jurisdictional boundaries. Currently, there are approximately fifty nine (59) bus shelters and 256 bus benches at different bus stops within the City limits. The bus shelters are maintained by one vendor. Another vendor maintains the bus benches. Shelters and benches are currently serviced twice per week, with provisions for emergency servicing when the need arises. The dramatic increase in Santa Clarita Transit ridership in the last decade has created the need for more bus shelters, benches, trash cans, and other amenities for Santa Clarita Transit passengers. There is also a greater need for bench and shelter maintenance and trash collection. System ridership often exceeds 10,000 people on weekdays. The City is looking for innovative ways to meet the needs of passengers, increase the number, quality, and type of bus stop amenities in the City, improve the appearance of bus shelters and benches, and to provide regular maintenance. It is anticipated that the bus shelter/bench agreement will generate revenue for the City. Proposals should be creative and should address mandatory elements listed in the RFP. Bidders should also seriously consider the concepts and ideas listed in the Desirables section. Bidders are encouraged to be innovative and to "think outside the box." This may include using different types of amenities in addition to those listed, or coming up with alternative maintenance strategies and/or agreements. 4. Obiective(s)/Work Products: • Complete replacement of existing bus stop amenities (shelters, benches, trash cans) • Installation of new bus stop amenities (shelters, benches trash cans, etc.) • Satisfactory maintenance schedule • Maximize income to the City 5. Mandatory Requirements: Proposals will include a set of provisions and work plan that addresses the following requirements: a) All 59 existing bus shelters will be removed and replaced with new, unused, shelters. The shelter model and type will be approved by the City prior to installation and must comply with the Santa Clarita Beautification Master Plan. At a minimum, each shelter will have a roof, windscreen, trash can, bench, and overhead light. Shelters will be placed on existing # TR -01-02-26 13 SECTION C: STATEMENT OF WORK REQUESTED (continued) concrete pads or sidewalk, and comply with provisions set forth in the Americans with Disabilities Act (ADA). b) A minimum of fifteen (15) additional bus shelters will be installed at locations within the City to be determined before the contract is implemented. The additional shelters shall be factory new and unused. Potential new shelter locations may require site preparation, the costs of which shall be paid for by bidder. c) All existing bus benches in the City will be removed and replaced with new, unused, bus benches. New benches should improve the look of bus stop and neighborhoods. Bench model/design will be approved by the City, and must comply with the Santa Clarita Beautification Master Plan. d) New storm water requirements mandate that trash cans be placed at all bus stops in the City (approximately 400). Proposals should address this mandate and include an adequate work plan to service and maintain the trash cans as well as the area immediately surrounding each bus stop. e) The amenities maintenance plan will include bus stop maintenance at least three days each week, with daily maintenance at selected stops to be determined. Proposers can offer a more extensive maintenance plan. At a minimum, each shelter and the accompanying bus stop shall be washed/deep cleaned monthly. Benches will be washed/deep cleaned at least annually. All maintenance procedures must conform to storm water requirements. Contractor must ensure that water runoff from regular maintenance procedures will be prevented from entering the storm drain system or local waterways. City must approve all maintenance measures, procedures and schedules. The contractor will also be required to maintain approximately seven (7) permanent bus shelters that will be built as part of different development projects in Santa Clarita. If more stylized, permanent shelters are conditioned in the future, the contractor will be expected to maintain those shelters as well. f) Proposals must stipulate how emergency service calls will be handled. The City requires that graffiti be removed within 48 hours of being reported. Emergency or urgent (as designated by the City) service issues must be resolved within three (3) hours of the initial report, if received during regular business hours: 8:00 a.m. to 5:00 p.m., Monday through Friday, except holidays. g) Proposals must accommodate the City's need for public information panels on bus shelters located throughout the City. Currently, public announcements are displayed on twenty (20) shelter panels in the City. The City will require that additional public information panels be included in the next contract, proportionate to the total number of advertising shelters installed. # TR -01-02-26 14 SECTION C: STATEMENT OF WORK REQUESTED (continued) h) Proposals must include the amount of revenue that Bidders will pay the City each month in exchange for advertising in the City right-of-way. 6. Desired Elements: In addition to the Mandatory Requirements, bidders are encouraged to include desirable elements in their proposals that address concerns raised by the Santa Clarita City Council, City Staff, the Santa Clarita business community, bus riders, and local residents. Some of these desirable elements include: • Aesthetically superior shelters and benches • Less visual clutter (advertising) citywide • Eliminate bus bench advertising • Solar -powered shelter lights • More bus shelters in Canyon Country and other communities • Choices in shelter and bench design • More frequent maintenance • Quicker response time to maintenance calls • Flexibility to add trash cans or benches during the contract period • Additional amenities • More revenue 7. Required Qualifications: The City welcomes proposals from Bidders who have experience with the installation, administration, and maintenance of bus stop amenities within California. # TR -01-02-26 15 SECTION D: REQUIRED FORMAT 1. CONTENTS OF PROPOSAL: All proposals submitted must follow the format outlined below, with all requested information to be supplied. Failure to submit proposals in the required format, or to submit any requested item, may result in elimination from proposal evaluation. Proposers name, submittal date, and page number must appear on each page of the submitted proposal. Proposal submittal must include this complete solicitation package: the proposal, all proposal attachments, all drawings, and any other necessary and relevant information that will help in the decision making process (list of services, proposed maintenance schedule, personnel listings, emergency contact information, company history, proposer biography, etc... ). In addition, each proposal must include the following: Cover Letter: To include the name, address, and telephone number of the proposer or company, and be signed by the person or persons authorized to represent the firm. Table of Contents: Clearly identify all material contained in the proposal by section and page number. Introduction: Contents to be determined by proposer. Project Scope and Work Statement: State your firm's goals, objectives, scope and work plan to install and maintain bus stop amenities in the City of Santa Clarita. Define the type of amenities that your firm will provide, the number of amenities (benches, shelters, trash receptacles, etc.), along with any capital improvements that your firm proposes. Proposals should clearly identify the number of amenities and the level of service that your firm proposes to provide under both a five-year and ten-year contract period (excluding potential extensions). Include information on how your proposal will benefit City residents and bus passengers. The Project Scope and Work Statement should include the minimum Mandatory Requirements listed in section C5, Items (a) through (h). Additionally, proposers may incorporate Desired Elements listed in section C6. Time Schedule: The new contract period will commence on February 1, 2003. Proposers should plan to have amenities in place at that time. # TR -01-02-26 16 SECTION D: Required Format Assigned Personnel: Identify the principals having the primary responsibility for implementing the proposal. Discuss their professional and academic backgrounds. Provide a summary of similar work they have previously performed. Describe the responsibilities and capacity of the technical/maintenance people involved. Specifically identify the contact person who will manage the Santa Clarita project on a daily basis. Maintenance Procedures: List the proposed schedule of maintenance activities, including the installation of bus stop amenities, proposed maintenance hours and intervals, etc. Explain the types of vehicles and equipment that will be used (see Attachment B). Income/Cost: This section of the proposal must include a listing of all costs to the City and/or income to the City. Each cost/income item must be clearly referenced. Bidders should provide a list of annual total income/cost items in this section of the proposal. Information from this section will be carefully compared with all other proposals received. Examples of Income/Cost items may include the following: a) The amount of monthly revenue the City can expect to receive from advertising revenues from bus stop amenities in the public right-of-way b) The value of bus stop amenities c) On-going maintenance costs d) Advertising revenue the firm expects to receive e) Subcontractor costs f) Miscellaneous Income/Costs—if any g) Schedule of Depreciation for all bus stop amenities provided It will be assumed that all contingencies and/or anticipated escalations will be included in your proposal for the contract period. While the contract is in effect, the original level of City benefit will not be reduced. City Resources: If required, describe what City services and/or staff resources will be needed to supplement your proposed activities to achieve the outline objectives. Contract Length Value Comparison: In this section, vendors should clearly list the Income/Cost difference for a five-year and for a ten-year contract period. It is the City's intent to NOT incur costs for the installation and/or continued maintenance of bus stop amenities. This section does not supplant the need to mention these advantages/disadvantages in other sections of the proposal. Rather, this section will provide an overview of the additional benefits that the City of Santa Clarita can expect to receive (if any) by entering into a longer-term agreement. # TR -01-02-26 17 SECTION D: Required Format Contractor Capability and References: Complete the Statement of Experience form (ATTACHMENT A) for each agency or location with which you have experience. Provide a summary of your firm's relevant background experience as it relates to this RFP. Additional Data: Provide other essential data that may assist in the evaluation of this proposal. Conflict of Interest: Address possible conflicts of interest with other clients affected by actions performed by the firm on behalf of the City. Although the bidder will not be automatically disqualified by reason of work performed for other parties, the City reserves the right to consider the nature and extent of such work in evaluating the proposals. Project Analysis: Provide an explanation and interpretation of any problem areas described in this RFP. 2. PROPOSAL SUBMISSION: All proposals must be submitted according to specifications set forth in Section D1—Contents of Proposal and this section. Failure to adhere to these specifications may be cause for rejection of proposal. A. Signature. An authorized representative of the bidder should sign all proposals. B. Due Date. The proposer shall submit seven (7) complete copies of the proposal in a sealed envelope, plainly marked in the upper, left- hand corner with the name and address of the bidder and the words "Request for Proposal #TR -01-02-26." All proposals are due no later than 11:00 a.m., April 5, 2002, and should be directed to: City Clerk City of Santa Clarita 23920 Valencia Blvd. Suite 300 Santa Clarita, CA 91355-2196 Late bids/proposals will not be accepted. Any correction or resubmission done by the proposer will not extend the submittal due date. C. Addenda. City may modify the proposal and/or issue supplementary information or guidelines relating to the RFP up until March 28, 2002. # TR -01-02-26 18 SECTION D: Required Format D. Resection. A proposal may be immediately rejected if: • It is received at any time after the exact date and time set for receipt of proposals and/or; • It is not prepared in the format prescribed and/or; • It is signed by an individual not authorized to represent the firm. E. Disposition of Proposals. The City reserves the right to reject any or all proposals. All responses become the property of the City. One copy of the proposal shall be retained for City files. Additional copies and materials will be returned only if requested and at the bidder's expense. F. Proposal Changes. Once submitted, proposals, including the composition of the contracting team, cannot be altered without the prior written consent of the City. All proposals shall constitute firm offers and may not be withdrawn for a period of ninety (90) days following the last day to accept proposals. # TR -01-02-26 19 SECTION E: Proposal Evaluation and Contractor Selection 1. EVALUATION CRITERIA CRITERIA WEIGHT Financial Viability 20% Technical Competence 30% Operational Management Ability 30% Revenue to the City 20% Financial Viability will be evaluated by an analysis of audited financial statements for the past three years. Include a certified financial statement reflecting the financial condition of the firm. The latest annual financial report and current financial report (balance sheet and profit/loss statements) shall be an acceptable response. The document must depict the financial status of the entity, subsidiary, division, or subdivision thereof that will actually perform service. Consolidated balance sheets and profit/loss statements depicting the financial status of a whole corporation, joint venture or "parent organization" shall not be considered an acceptable response. Technical Competence will be evaluated by confirming that all Mandatory Requirements are met, and by reviewing the quality and quantity of service personnel, and equipment proposed to support service. This will include the extent and quality of recent performance in managing bus stop amenities programs (Statement of Experience). Management Ability will be evaluated by analyzing the extent of .Desired Elements satisfied by the proposal. Creative, new approaches will score high in this category. Revenue to the City will be evaluated by comparison with other respondents to this RFP. 2. SCREENING, SELECTION AND AWARD Screening and selection will take place through the process described below. Contract award will be made to the Offeror which a) meets required qualifications of Contractor, and b) submits the proposal considered most advantageous to City based upon evaluation criteria. The Evaluation Panel is tentatively planned to be composed of two (2) City Transit staff members, one (1) City Finance management staff member, and two (2) community stakeholders. # TR -01-02-26 20 SECTION E: Proposal Evaluation and Contractor Selection Negotiations may or may not be conducted with Offerors; hence, the proposal should include the Offerors' most favorable terms and conditions since selection may be made without discussion with any Offeror. The screening and selection process will be as follows: Step 1: Sealed proposals will be opened and evaluated to determine compliance with submission requirements. Proposals meeting specified requirements will be considered responsive and will be included in Step 2. Step 2: Responsive proposals will be reviewed by the Evaluation Panel based on the criteria of this RFP and the weighting assigned thereto. Weighted scores from all panel members will then be added, and a percentage value will be calculated and assigned to each proposal. Step 3: The highest scoring proposer will make a presentation to the City Council at a Study Session scheduled for May 7, 2002.. The purpose of this presentation will be to obtain additional information or clarification of Offerors' proposals and to discuss modifications of such proposals. At a minimum, all proposed managers for this project will be present for this presentation, in addition to a senior manager authorized to commit on behalf of the Offeror. Step 4: Based upon City Council direction following the May 7 Study Session, staff will formally recommend award of contract at the June 11, 2002 City Council meeting. # TR -01-02-26 21 ATTACHMENT A BUS STOP AMENITIES STATEMENT OF EXPERIENCE (Complete one form for each Agency or Location) Proposer: Prepared By/Telephone Number: Our company has had the following experience managing bus stop amenity programs as described: Service Type: (circle all that apply) Shelters Benches Trash Receptacles Other (explain) Name of Agency or Location: Dates of Management: The following individual is provided as a reference regarding the above. Please feel free to contact this individual, as necessary. Agency Contact Person: Telephone: # TR -01-02-26 22 ATTACHMENT B BUS STOP AMENITIES MAINTENANCE PROCEDURES SUMMARY (Complete one form for each crew type or subcontractor) Proposer: Prepared By/Telephone Number: Will maintenance will be performed by a subcontractor? _Yes No If yes, please provide the subcontractor's name, address, and contact information: What kind of vehicle(s) and other equipment will be used to maintain bus stops in Santa Clarita? How often will maintenance be performed? What safeguards/procedures will be taken to ensure that maintenance duties will be in full compliance with storm water regulations? # TR -01-02-26 23