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THE CITY OF RICHMOND
Request Proposal’s for
Paratransit On-Call Services & Community Outreach
LIBRARY & COMMUNITY
SERVICES
TRANSPORTATION DIVISION
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RFP submittal deadline: 3:00 p.m., Wednesday, April 19, 2023
Contact: Lori Reese-Brown, Project Manager
(510) 620-6869
[email protected]
Department: LIBRARY & COMMUNITY
SERVICES
TRANSPORTATION DIVISION
Address: 440 Civic Center Plaza, 2nd FLR,
RICHMOND, CA 94804;
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TITLE: Paratransit On-Call Services &
Community Outreach
1. INTRODUCTION
The City of Richmond is seeking proposals from qualified transportation firms to provide on-call Paratransit Rideshare Services for Seniors, and disabled individuals over 55 years of age, along with community outreach services in Richmond and West County municipalities presently serve by Richmond paratransit. (Richmond, North Richmond, San Pablo, Kensington, and El Sobrante).
The on-call paratransit and outreach services are intended to assist the City of Richmond Transportation Division with implementing first mile / last mile connections, with the overarching goal of ensuring seniors and disabled persons remain mobile.
The Scope of Services Section below provides additional details on the services sought.
2. ATTACHMENTS
The attachments below are included with this Request for Proposals (RFP) for your review and submission (see asterisk):
Attachment A - Proposer’s Information Form*
Attachment B - Sample Table, Qualifications of Firm relevant to the proposed needs Attachment C - Cost Proposal Format
The items identified with an asterisk (*) shall be filled out, signed by the appropriate representative of the company and returned with the submittal. This solicitation is offered to transportation firms that have the proven success of providing and accommodating the services listed herein within the City of Richmond and the municipalities we serve in West County ONLY.
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3. INSTRUCTIONS TO PROPOSERS
3.1 Examination of Proposal Documents
The submission of a proposal shall be deemed a representation and certification by the Proposer that they have carefully read and fully understand the information that was provided by the City to serve as the basis for submission of this proposal.
3.2 Have the capability to successfully undertake and complete the responsibilities and obligations of the proposal being submitted.
3.3 Represent that all information contained in the proposal is true and accurate.
3.4 Did not, in any way, collude, conspire to agree, directly or indirectly, with any person , firm, corporation or other Proposer regarding the amount, terms or conditions of this proposal.
3.5 Acknowledge that the City has the right to make any inquiry it deems appropriate to substantiate or supplement information supplied by Proposer, and Proposer hereby grants the City permission to make these inquiries, and to provide any and all related documentation in a timely manner.
3.6 No request for modification of the proposal shall be considered after its submission on grounds that the P roposer was not fully informed of any fact or condition.
4.0 Addenda/Clarifications
Should discrepancies or omissions be found in this RFP or should there be a need to clarify this RFP, questions or comments regarding this RFP must be put in writing and received by the City no later than 2:00 p.m., Thursday, April 27, 2023.
Correspondence shall be e-mailed to Lori Reese-Brown at: Lori_reese- [email protected].
Responses from the City will be communicated to all recipients of this RFP. Inquiries received after the date and time stated will not be accepted and will be returned to senders without a response. All addenda shall become a part of this RFP and shall be acknowledged on the Proposer’s Form.
The City shall not be responsible for nor bound by any oral instructions, interpretations or explanations issued by the City or its representatives.
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4.1 Submission of Proposals
All proposals shall be submitted ELECTRONICALLY to:
ATTN: Lori Reese -Brown, Project Manager , City of Richmond [email protected]
Proposals must be received no later than 3:00 p.m. on Thursday, May 11, 2023. All proposals received after that time will be returned to the Proposer.
The Proposer shall submit One (1) electronic copy, addressed to the Project Manager, as noted above, clearly bearing the Proposer’s name and address.
4.2 Withdrawal of Proposals
A Proposer may withdraw its proposal at any time before the expiration of the time for submission of proposals as provided in the RFP.
4.3 Rights of the City of Richmond
This RFP does not commit the City to enter into a contract, nor does it obligate the City to pay for any costs incurred in preparation and submission of proposals or in anticipation of a contract. The City reserves the rig ht to:
• Make the selection based on its sole discretion;
•
• Reject any and all proposals;
• Issue subsequent Requests for Proposals;
•
• Postpone opening for its own convenience;
• Remedy technical errors in the Request for Proposals process;
• Approve or disapprove the use of particular Sub-consultants;
• Negotiate with any, all or none of the proposers;
• Accept other than the lowest offer;
• Waive informalities and irregularities in the Proposals and/or Enter into an Page | 6
agreement with another Proposer in the event the originally selected proposer defaults or fails to execute an agreement with the City.
• An agreement shall not be binding or valid with the City unless and until it is executed by authorized representatives of the City and of the Proposer.
4. PROPOSED TENTATIVE
TIMELINE
The RFP timeline is as follows:
RFP Issued Wednesday, April 19, 2023
Proposals Due 3:00 p.m. Thursday, May 11, 2023
Finalist Identified May 18, 2023
Consultant Interviews Week of May 22, 2023
Consultant selection and contract preparation Week of May 29, 2023 Work commences Prior to the end of June 2023 or sooner
5. SCOPE OF SERVICES (to be submitted in this order only) These instructions outline the guidelines governing the format and content of the proposal and the approach to be used in its development and presentation. The intent of the RFP is to encourage responses that clearly communicate the Proposer’s understanding of the City ’s requirements and its approach to successfully provide the services on time and within budget. Only that information which is essential to an understanding and evaluation of the proposal should be submitted. Items not specificall y and explicitly related to the RFP and proposal, e.g. brochures, marketing material, etc. will not be considered in the evaluation.
All proposals shall address the following items in the order listed below and shall be numbered 1 through 8 in the proposal document.
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Section 1 – Proposal Summary
This Section shall discuss the highlights, key features and distinguishing points of the Proposal. A separate sheet shall include a list of individuals and contacts for this Proposal and how to communicate with them. Limit this Section to a total of five (5) pages.
Section 2 – Profile on the Proposing Firm(s)
This Section shall include a brief description of the Prime Proposer’s firm size, business location and the organizational structure of the business. Include a discussion of the Prime Proposer firm ’s capacity and resources. Include all other firms including sub contractors participating in the Proposal, including similar information about the sub proposer’s firm experiences.
Section 3 – Qualifications of the Firm
This Section shall include a brief descr iption of the Proposer ’s and sub - Proposer’s qualifications and previous experience on similar or related projects. Provide in a table format descriptions of pertinent project experience with other public municipalities and the private sector that includes a summary of the work performed, the total project cost, the percentage of work the firm was responsible for, the period over which the work was completed, and the name, title, and phone number of client’s to be contacted for references. Give a brief state ment of the firm ’s adherence to the schedule and budget for the project.
Section 4 – Work Plan or Proposal
This Section shall present a well -conceived service plan. Include a full description of major tasks and subtasks. This section of the proposal shall establish that the Proposer understands the City ’s objectives and work requirements and Proposer ’s ability to satisfy those objectives and requirements. Succinctly describe the proposed approach for addressing the required services and the firm ’s ability to meet the City ’s schedule, serve the consumers, and meet outreach goals for marketing to potential and current clients. O utline the approach that would be undertaken in providing the requested services, and proposed goals of achievement.
Section 5 – Proposed Innovations
The Proposer may also suggest technical or procedural innovations that have been used successfully on other engagements and which may provide the City with better service delivery. In this Section discuss ideas, innovative approaches, and specific new concepts included in the Proposal that would provide benefit to the city and the consumer’s we serve .
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Section 6 – Project Staffing
This Section shall discuss how the Proposer would staff this project. Key project team members shall be identified by name, title and specific responsibilities on the project. An organizational chart for the project team and resumes for key Proposer personnel shall be included. Key personnel and working with local vendors will be a key factor considered. The City’s Project Manager has the right to assign and/or reassign key personnel to ensure ”First Source” local hire policies are met.
Section 7 – Proposal Exceptions
This Section shall discuss any exceptions or requested changes that the Proposer has to the City’s RFP conditions and requirements.
Section 8 – Proposal Costs Sheet and Rates
The fee information is relevant to a determination of whether the fee is fair and reasonable in light of the services to be provided. Provision of this information assists the City in determining the firms understanding of the project and provides staff with tools to negotiate the cost.
This Section shall include the proposed costs to provide the services desired. Include any other cost and price information, plus a not-to-exceed amount, that would be contained in a potential agreement with the City of Richmond. The hourly rates may be used for pricing the cost of additional services outlined in the Scope of Work.
**PLEASE NOTE: The City of Richmond does not pay for
services before it receives them. Therefore, do not propose contract terms that call for upfront payments.
6.CONTRACT TYPE AND METHOD OF PAYMENT
It is anticipated that the agreement resulting from this solicitation, if awarded, will be a not -to-exceed budget per task form of contract. The method of payment to the successful Proposer shall be on a per task basis with a maximum “not to exceed” fee as set by the Proposer in the proposal or as negotiated between the Proposer and the City as being the maximum cost to perform all work. This figure shall include direct costs and overhead, such as, but limited to, transportation, communications, subsistence and Page | 9
materials and any subcontracted items of work. Progress payments will be based on a percentage of the project completed.
7. REVIEW AND SELECTION PROCESS
Contract evaluators will review and score the proposals based on the following criteria:
7.1 Clarity and Detail of Work-plan
7.2 Cost
7.3 Creativity
7.4 Community Outreach and Engagement Strategies
7.5 Completeness of Proposal
7.6 Ability to implement the City’s Environmental Community Investment Agreement (ECIA) Transportation Services ONLY; the First Mile / Last Mile policy document and any other City Policy i.e., General Plan Circulation Element and Specific Plans (Please refer to the City’s website at: www.ci.richmond.ca.us for these and other applicable documents).
7.7 Proof of Richmond residency/ business ONLY as a for-profit and non-profit business (minimum of five (5) years ). The selection committee will make a recommendation to the City Council based on this criterion . The acceptance of the proposal will be evidenced by a written Notice of Award from the C ommunity Services Department, Transportation Division, to the successful Proposer.
8. ORAL INTERVIEWS
Proposers will be required to participate in an oral interview. The oral interview will be a panel comprised of three (3) to five (5) members of the selection committee.
9. DISQUALIFICATION
Factors such as, but not limited to, any of the following may be considered just cause to disqualify a proposal without further consideration:
9.1 Evidence of collusion, directly or indirectly, among Proposers in regard to the amount, terms or conditions of this proposal;
9.2 Any attempt to improperly influence any member of the evaluation team;
9.3 Existence of any lawsuit, unresolved contractual claim or dispute between Proposer and the City;
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9.4 Evidence of incorrect information submitted as part of the proposal;
9.5 Evidence of Proposer’s inability to successfully complete the responsibilities and obligation of the proposal; and
9.6 Proposer’s default under any previous agreement with the City, which results in termination of the Agreement.
10. NON-CONFORMING PROPOSAL
A proposal shall be prepared and submitted in accordance with the provisions of these RFP instructions and specifications. Any alteration, omission, addition, variance, or limitation of, from or to a proposal may be sufficient grounds for non- acceptance of the proposal, at the sole discretion of the City.
11. FIRMS OR PERSONS NOT ELIGIBLE TO SUBMIT A PROPOSAL
In order to avoid any conflict of interest or perception of a conflict o f interest, Proposer(s) selected to provide professional services under this RFP will be subject to the following requirements:
11.1 The Proposer(s) who works on the procurement will be precluded from submitting proposals or bids as a prime contractor or subcontractor in the ultimate procurement.
11.2 The Proposer(s) may not have interest in any potential Proposer for the ultimate procurement.
~ End of Section ~
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Attachment A
Proposer’s Information Form
PROPOSER (please print):
Name:
Address:
Telephone: Email: ________________________________ ___________________ Contact person, title, email, and telephone: __________________________ Proposer, if selected, intends to carry on the business as (check one):
Individual 0 Joint Venture
Partnership
Corporation
When incorporated? ______________
In what state?
When authorized to do business in California?
Other (explain): ______________________________________________________
ADDENDA
To assure that all Proposers have received each addendum, check the appropriate box(es) below. Failure to acknowledge receipt of an addendum/addenda may be considered an irregularity in the Proposal:
Addendum number(s) received: 1; 2; 3; 4; 5; 6;
Or, _________ No Addendum/Addenda Were Received (check and initial).
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Attachment A – Proposer Information continued...
PROPOSER’S SIGNATURE
No proposal shall be accepted which has not been signed in ink in the appropriate space below:
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By signing below, the submission of a proposal shall be deemed a representation and certification by the Proposer that they have investigated all aspects of the RFP, that they are aware of the applicable facts pertaining to the RFP process, its procedures and requirements, and they have read and understand the RFP. No request for modification of the proposal shall be considered after its submission on the grounds that the Proposer was not fully informed as to any fact or condition.
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1. The duly authorized officer of the CORPORATION shall sign as follows:
The undersigned certify that he/she is respectively:
Signature: Title:
Of the corporation named below; that they are designated to sign the Proposal Cost Form by resolution (attach a certified copy, with corporate seal, if applicable, notarized as to its authenticity or Secretary ’s certificate of authorization) for and on behalf of the below named CORPORATION, and that they are authorized to execute same for and on behalf of said CORPORATION.
Corporation / Contractor Name (print and sign)
By: ____________________________________ Date:______________________
Title:__________________________________
City of Richmond – RFP Transportation Services
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ATTACHMENT B
SAMPLE TABLE FORMAT
QUALIFICATIONS OF FIRM RELATIVE TO CITY’S NEEDS
Project Name
Client Description of work
performed
Total Project
Cost
Percentage of
work Prime was
responsible for
Period work was
completed
Client contact
information*
Did your firm meet the project schedule (Circle one): Yes No Give a brief statement of the firm’s adherence to the schedule and budget for the project:
Project Name
Client Description of work
performed
Total Project
Cost
Percentage of
work Prime was
responsible for
Period work was
completed
Client contact
information*
Did your firm meet the project schedule (Circle one): Yes No Give a brief statement of the firm’s adherence to the schedule and budget for the project:
Project Name
Client Description of work
performed
Total Project
Cost
Percentage of
work Prime was
responsible for
Period work was
completed
Client contact
information*
Did your firm meet the project schedule (Circle one) : Yes No Give a brief statement of the firm’s adherence to the schedule and budget for the project:
Did your firm meet the project schedule (Circle one) : Yes No Give a brief statement of the firm’s adherence to the schedule and budget for the project:
*Include name, title and phone number.
City of Richmond – RFP Transportation Services
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ATTACHMENT C
SAMPLE COST PROPOSAL
FORMAT – RFP
(The City is looking for a submittal in this format – content should match cost for scope of services required)
Scope Labor Categories
(e.g., Consultant, Sr. Consultant, etc.)
Est.
Hours
Hourly
Rate
Extended
Rate
Task 1
$ $
$ $
$ $
TOTAL NOT TO EXCEED, TASK 1
$ $
Task 2
$ $
$ $
$ $
TOTAL NOT TO EXCEED, TASK 2
$ $
Task 3
$ $
$ $
$ $
TOTAL NOT TO EXCEED, TASK 3
$ $
TOTAL NOT TO EXCEED
(TASKS 1 – 3)
$ $