THE CITY OF RICHMOND
Request for Proposal (RFP)
Transportation Rideshare
RFP submittal deadline: 3:00 p.m., Friday, May 3, 2024
Project Manager: Lori Reese-Brown
(Email address) [email protected]
CITY OF RICHMOND, COMMUNITY SERVICES
440 CIVIC CENTER PLAZA, 2ND FLR, RICHMOND, CA 94804
(510) 620-6869 OR (650) 269-2328
Department of Community
Services
TITLE: Transportation Services
1. INTRODUCTION
The City of Richmond is seeking proposals from qualified transportation firms to provide Transportation RIDESHARE Services 24/7 for west County residents that qualify for the Richmond paratransit service.
The Richmond PARATRASIT service presently operates two electric vans.
The selected vendor will add to this operation a unique rideshare service that will serve registered community residents in Richmond, unincorporated north Richmond, El Sobrante, Kensington, and othe r approved parts of west Contra Costa County.
The rideshare service is also intended to assist the City Transportation Division of the Community Services Department with implementing the Commuter Benefit Ordinance, the First Mile / Last Mile Ordinance, and the Richmond Ferry to Bridge and Complete Streets Ordinance for connections throughout the City and the region. The overarching goal of these ordinances is to reduce traffic congestion by providing transportation services that encourage alternative transit modes through Richmond employers and other means . The required services and performance conditions are described in the Scope of Work and Services Section below.
2. ATTACHMENTS
The attachments below are included with this Request for Proposals (RFP) for your review and submittal (see asterisk):
Attachment A- Proposer’s Information Form*
Attachment B- Scope of Work and Services
Attachment C- Sample Table, Qualifications of Firm relevant to the City’s needs Attachment D- 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 for profit and non-profit firms engaged in the work of transportation rideshare services.
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.
2 3.2.2 Have the capability to successfully undertake and complete the responsibilities and obligations of the proposal being submitted.
3.2.3 Represent that all information contained in the proposal is true and accurate.
3.2.4 Did not, in any way, collude, conspire to agree, directly or indirectly, with any person, firm, corporation or other Proposer in regard to the amount, terms, or conditions of this proposal.
3.2.5 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.
No request for modification of the proposal shall be considered after its submission on grounds that the Proposer was not fully informed to any fact or condition.
3.3 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 C ity no later than 4:00 p.m., Monday, April 22, 2024. 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.
3.4 Submission of Proposals
All proposals shall be emailed to: [email protected] No later than 3:00 p.m. on Friday, May 3, 2024. All proposals received after that time will be returned to the Proposer unopened.
3.5 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 by delivering a written request for withdrawal signed by, or on behalf of, the Proposer. 3 3.6 Rights of the City of Richmond
This RFP does not commit the City to enter 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 right 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 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. The City intends to contract with only one (1) vendor for this project.
4. PROPOSED TENTATIVE TIMELINE
The tentative RFP timeline is as follows:
RFP Issued Friday, April 12, 2024
Pre-Proposal Meeting None
Proposals Due 3:00 p.m. Friday, May 3, 2024
Interviews Week of May 6, 2024
Consultant selection and contract
preparation
Week of May 13, 2024
Contract awarded Week of May 20, 2024 or prior
Work commences Week of June 3, 2024 or prior
5. INFORMATION TO BE SUBMITTED (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 specifically 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.
4 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 three (3) pages including the separate sheet.
Section 2 – Profile on the Proposing Firm(s)
This Section shall include a brief description of the Prime Proposer ’s firm size along with the organizational structure. 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 firms experience.
Section 3 – Qualifications of the Firm
This Section shall include a brief description 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 private sector that includes a summary of the work performed, the total pro ject 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 clien t’s to be contacte d for references. Give a brief statement 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, outlining the approach that would be undertaken in providing the requested services.
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 conc epts included in the Proposal that would provide benefit to the City of Richmond .
Section 6 – Project Staffing
This Section shall discuss how the Proposer would propose to staff this project.
Key project team members shall be identified by name, title and specific 5 responsibilities on the project. An organizational chart for the project team and resumes for key Proposer personnel shall be included. Key personnel will be an important factor considered. The City’s Project Manager has the right to assign and/or reassign key personnel to ensure First Source local hire.
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. 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 be ing the maximum cost to perform all work. This figure shall include direct costs and overhead, such as, but limited to, transportation, communications, subsistence and materials and any subcontracted items of work. Progress payments will be based on a perc entage of the project completed.
7. REVIEW AND SELECTION PROCESS
City staff will evaluate the proposals provided based on the following criteria:
7.1 Clarity and Detail of Work-plan
7.2 Cost
7.3 Creativity
7.4 Service Applicability (24/7)
7.5 Completeness of Proposal
6 8. ORAL INTERVIEWS
Proposers may be required to participate in an oral interview (ZOOM). The oral interview will be a panel comprised of members of a 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 of Richmond;
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 or 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.
7 11.2 The Proposer(s) may not have interest in any potential Proposer for the ultimate procurement.
~ End of Section ~
8 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).
9 PROPOSER’S SIGNATURE:
No proposal shall be accepted which has not been signed in ink in the appropriate space below:
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 afte r its submission on the grounds that the Proposer was not
Fully informed as to any fact or condition.
10 Attachment A – Proposer Information continued...
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 Name (type or print)
By: _____________________________________ Date: _________________ Title:
11 Attachment B – Scope of Work / Services
Project Background:
The City of Richmond is accepting proposals from qualified firms who offer transit services for ambulatory and non-ambulatory consumers 24/7 within west Contra Costa County and Martinez, CA
The Transportation services envisioned MUST be consistent with the goals and purpose of Tax Measure J, for Contra Costa County. The objectives are to establish a shuttle service that operates daily and is on-demand.
The goals is to support a partnership to help qualified residents and commuters travel within the City and throughout west Contra Costa County travel to and from existing and proposed transit hubs and isolated area of the City, and throughout all unincorporated areas of the west Contra Costa County. The City seeks the assistance and experienced of qualified firms ONLY. Functions could include, but are not limited to the following examples:
• Branding and marketing of commuting modes
• Administrative assistance
• Providing a forum for collaboration and action by employers and other stakeholders interested in reducing traffic
• Building alliances and partnerships with transit providers, adjacent jurisdictions, and other organizations
• Identifying ways to increase transit usage
• Developing a cost-effective and flexible array of services. Some programs may be neighborhood specific; others for various trip types (i.e., medical trips, inter -city and intra-city commuters);
• Gathering and tracking of metrics including but not limited to reduction in Single Occupancy Vehicle (SOV) trips, reduction in vehicle miles traveled (VMT), reduction in greenhouse gas emissions, etc.
• Serving as a community resource for transportation information • Coordinating with other agency, private and public transit providers as needed
The consultant, as part of their proposal submission, should provide a work plan detailing their approach including schedul ing of proposed phases and check -ins. It is the intent of the City that proposals be self -sustaining by the end of the second year in operation.
1. Experience in launching Transportation programs that have a successful track record of measurable Single Occupancy Vehicle (SOV) trip reduction;
2. Experience in the following areas:
a. Planning, operations, and management
12 b. Transportation-based web sites and marketing communications c. Transportation marketing and special events
d. Transportation Demand Management design and
implementation
e. Community Partnerships
f. Knowledge and experience working with transit agencies and other transportation organizations
Proposal Criteria
As part of the proposal, consultants should include the following:
1. Statement of Qualifications, including but not limited to the following:
a. Individuals selected for the consulting role and team structure b. Relevant experience in transportation services metrics achieved c. Staffing projections; e.g. estimated hours of work per week during the first 12 months of work
2. Proposals should include a work plan listing proposed tasks by month for the first two years, indicating tasks listed in this RFP and other tasks needed to achieve the City’s objectives. The work plan should include a description of a phased approach to implementation. Consultant may break out the phases in whatever manner they choose but are asked to provide costs for all phases. A detailed narrative outlining potential outreach strategies should also be included. The work plan should include check-ins with the City Transportation Division assigned staff.
3. References including name, phone number and email. References should be clients of the consultant’s services.
13 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
firm as 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:
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
14 ATTACHMENT C
SAMPLE COST PROPOSAL
FORMAT – RFP
(The City of Richmond 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)
$ $
15