Administrative
Report
H.18., File # 24-1622 Meeting Date: 10/15/2024
To: MAYOR AND CITY COUNCIL
From: ELIZABETH HAUSE, COMMUNITY SERVICES DIRECTOR
TITLE
APPROVE THE CITY OF REDONDO BEACH TRANSIT SYSTEM REQUEST FOR PROPOSALS
FOR OPERATION AND MAINTENANCE OF THE BEACH CITIES TRANSIT FIXED ROUTE AND
DIAL-A-RIDE SERVICES
EXECUTIVE SUMMARY
The City utilizes Parking Concepts, Inc. d/b/a Transportation Concepts (Transportation Concepts) for the operation and maintenance of Beach Cities Transit (BCT). The current contract is set to expire on June 30, 2025. Staff is pursuing the issuance of a request for proposals (RFP) to select a transit system contractor to operate the BCT fixed route Lines 102 and 109, and the WAVE dial-aride transportation services following conclusion of the current agreement.
Subject to City Council approval, the RFP will be released Thursday, October 17, 2024 and proposals will be due on November 22, 2024. A Transit Proposals Review Committee comprised of representatives with transit operations expertise will evaluate the proposals and interview the highest ranked contractors. Staff anticipates returning to the City Council by March 2025 with a recommendation for a contract award.
BACKGROUND
In 1986, the City of Redondo Beach established the WAVE, a general public dial-a-ride service.
Since that time, the City has contracted out transit operations services to different firms specializing in this area. On August 7, 2004, the City Council approved the restructuring of its transit services to focus on fixed route and senior/disabled dial-a-ride services. Laidlaw Transit, Inc. served the City January 1, 2005 through December 31, 2009, and Transportation Concepts has been the City’s contracted service provider since 2009. Transportation Concepts won contracts based on their responses to RFPs issued by the City in 2009, 2014, and 2019. The current Agreement with Transportation Concepts is set to expire on June 30, 2025.
Since its inception in 2004, BCT fixed route services have evolved to improve service efficiency and better serve the transportation needs of the community. After completion of the BCT Comprehensive Operational Analysis in 2011, City Council approved service changes that resulted in updates to WAVE service hours, the discontinuation of BCT Line 104, along with re-routing and schedule changes to BCT Lines 102 and 109, which were implemented in August 2012.
Currently, the BCT system operates fixed route BCT Lines 102 and 109; the senior/disabled dial-aPage 1 of 4 H.18., File # 24-1622 Meeting Date: 10/15/2024
Currently, the BCT system operates fixed route BCT Lines 102 and 109; the senior/disabled dial-aride service (WAVE); dispatch and scheduling functions; maintenance of the BCT fleet (20 vehicles); and management, oversight, and reporting of all BCT operations and vehicle maintenance.
After a two-year process, the BCT Transit Services Study (TSS) was completed in December 2023 and reviewed by City Council. The study evaluated current services and recommended adjustments to BCT Line 109 in anticipation of the LAX/Metro Transit Center Station (AMC) opening in early 2025, along with other service changes. It also provided recommendations and guidance on zero-emission buses (ZEB). The changes to Line 109 are scheduled to be implemented when the LAX AMC opens.
City transportation services are funded by dedicated transportation funding under the Municipal Transit Operator Formula Allocation Procedure (FAP), Local Return Proposition A funds, BCT fares and bus pass sales revenues, and BCT Line 109 cost sharing agreements with the cities of Hermosa Beach, Manhattan Beach, and El Segundo. The City has budgeted $3.4 million in FY 2024-25 for BCT/WAVE contracted services. The FY 2022-23 ACFR lists a Local Return Proposition A (dedicated transit funds) reserve balance of $2,641,537, which can be used to increase the funding for BCT services. The FY 2023-24 ACFR, which is in progress, is estimated to reflect a similar reserve balance. BCT services require no support from the General Fund.
Request For Proposals
In order to provide continuing service beyond the June 30, 2025 expiration of Transportation Concept’s contract, the City is required to solicit proposals from transit system operators to provide BCT service. The RFP sets service standards for current operations, but must also take into account the changing landscape of transit operations in general, including both anticipated wage increases and mandates for the implementation of Zero Emission Bus (ZEB) fleets.
The RFP establishes minimum pay ranges consistent with state requirements and seeks to improve driver retention and living wage standards. Hiring drivers and driver retention have presented significant challenges both regionally and industry-wide. As such, proposals could show significant increases to operating costs.
The RFP identifies upcoming issues that may affect the contractor’s operation including new federal safety, and state zero emission bus regulations, construction of a new ZEB compliant operations and maintenance facility, BCT Line 109 rerouting related to the completion of the LAX AMC, and construction of the LAX Airport People Mover (APM).
Responsibilities related to transit technology are also addressed, including the implementation of real -time information systems, bus camera security systems, onboard stop announcement systems, and electronic fare card reader systems.
The RFP defines the base contract term of 6 years beginning July 1, 2025, with two, optional 2-year extension periods that could potentially run through June 30, 2035. The prospective 10-year term would provide consistency as the City plans and implements its transition to ZEB systems and undertakes planning and construction for a new operations and maintenance facility. The contractor will be responsible for BCT’s operations, vehicle maintenance of City-owned transit vehicles, maintaining compliance with all Federal Transit Administration regulations, as well as providing technical support with the ZEB transition. The Community Services Department Transit Division
H.18., File # 24-1622 Meeting Date: 10/15/2024
technical support with the ZEB transition. The Community Services Department Transit Division oversees, plans, and manages the BCT/WAVE services and transit operations contractor. The BCT fixed route and WAVE Dial-a-Ride services are funded solely by the Transit Fund and receive no support from the General Fund.
Compensation for the extension period years shall increase annually no more than the annual increase in the Consumer Price Index for the State of California (Los Angeles-Riverside-Orange County statistical area) for the most recently reported calendar year. The base period and option years are shown below:
Period Annual Vehicle Revenue Hours
BCT Fixed
Route
WAVE
Dial-A-Ride
Total Hours
Base Period 1: 7/1/25 - 6/30/26 34,500 7,500 42,000
Base Period 2: 7/1/26 - 6/30/27 34,500 7,500 42,000
Base Period 3: 7/1/27 - 6/30/28 34,500 7,500 42,000
Base Period 4: 7/1/28 - 6/30/29 34,500 7,500 42,000
Base Period 5: 7/1/29 - 6/30/30 34,500 7,500 42,000
Base Period 6: 7/1/30 - 6/30/31 34,500 7,500 42,000
Option Period Yr 1: 7/1/31 - 6/30/32 34,500 7,500 42,000 Option Period Yr 2: 7/1/32 - 6/30/33 34,500 7,500 42,000 Option Period Yr 3: 7/1/33 - 6/30/34 34,500 7,500 42,000 Option Period Yr 4: 7/1/34 - 6/30/35 34,500 7,500 42,000 RFP Schedule
Request for Proposals Issued October 17, 2024
Pre-proposal Conference 10:00 a.m. October 31, 2024
Deadline for Submission of Questions 3:00 p.m. November 4, 2024 Final Addenda and Answers Issued November 12, 2024
Proposals Due 2:00 p.m. November 22, 2024
Evaluation Period Dec 2, 2024-Jan 23, 2025
Interviews Wednesday, January 27, 2025
Contract Award March 2025
Start of Service July 1, 2025
RFP Evaluation Process
A Transit Proposals Review Committee comprised of representatives with transit operations expertise in the City and from external transit agencies will evaluate the proposals in accordance with the evaluation criteria included in the RFP. The committee will select a proposer that will be recommended for award to the City Council.
Consistent with Federal Transportation Administration best practices, the City is not obligated to accept the lowest priced proposal and will consider all factors in selecting an operator for BCT. The evaluation criteria will be based on the categories which include: Contractor’s Experience,
H.18., File # 24-1622 Meeting Date: 10/15/2024
evaluation criteria will be based on the categories which include: Contractor’s Experience, Qualifications, Personnel Management and Vehicle Maintenance Programs, Cost Effectiveness, and Financial Viability. Proposals will be scored using the evaluation criteria and point system as shown in the attachments.
With Council approval, staff will post the RFP using the City’s typical Public Noticing methods, on the City’s procurement portal, in Transit trade associations, and distribute the RFP to private transit system operators.
COORDINATION
The Transit Division of the Community Services Department worked with staff in the Financial Services Department and Dan Boyle and Associates (the City’s consultant), to develop the BCT System RFP.
FISCAL IMPACT
There is no fiscal impact associated with preparation and release of the RFP. BCT services are subsidized through a variety of dedicated transportation funding sources and require no support from the General Fund.
APPROVED BY:
Mike Witzansky, City Manager
ATTACHMENTS
· Beach Cities Transit RFP #2425-003
· Required Proposal Forms
· RFP Evaluation Criteria
· BCT Service Area Maps and Information