REQUEST FOR PROPOSAL TRANSPORTATION SERVICES. King s University College 266 Epworth Ave London, ON N6A 2M3

Transcription

1 REQUEST FOR PROPOSAL TRANSPORTATION SERVICES King s University College 266 Epworth Ave London, ON N6A 2M3

2 INSTRUCTIONS TO BIDDERS 1. RFP Summary This document requests bids for the supply of transportation services that are currently under contract with King s University College (hereby referred to as the College ) until April 30th, At this date, the College will enter into a new contract with a transportation services provider as subsequently defined and based on this Request for Proposal (RFP). The Selection Committee (hereby referred to as the Committee ) will be made up of King s University College and Brescia University College administrators and/or operational staff with responsibilities related to transportation. 2. Bid Submissions To receive consideration, bids must be submitted in accordance with the following instructions. Failure to comply with these instructions will result in the bid being disqualified. Appendix A, B and C must be included in the bid submission to be considered complete. There shall be no alteration of or changes made to the Appendices other than the supply of the required information. Alterations or missing Appendices may result in the bid being declared noncompliant and rejected without further consideration. All bids shall be contained within a sealed package, and the package shall be labeled with "Transportation Services RFP" and the name of the Bidder. The College requires the Bidder to submit one (1) original paper copy, five (5) additional paper copies for the Committee members and one (1) electronic copy. The Bidder shall identify which bid is the original, and which bids are copies. The bid must be sent to the following address: King s University College Attn: Jeff Major, Vice-Principal, Finance and Support Services Re: Transportation Services RFP 266 Epworth Ave, Wemple Building, Room W138 London, ON, N6A 2M3 All documents related to the bid become the property of the College. All information, data, recommendations and reports resulting from the project become the property of the College. Bids are to be delivered only to the College at the address specified above by the date outlined in Schedule A. The College is not responsible for the timeliness of documents delivered nor will the College accept any bid delivered to a location on campus other than the specified address above. Bids must be delivered by hand (in person, mail or courier). Bid submissions by or facsimile will not be accepted. The College is neither liable nor responsible for any costs incurred by a Bidder in the preparation, submission, or presentation of their bid to this RFP. Bidders are advised that it is not permissible to send a copy(s) of a response to any employee, consultant, agent, volunteer or business employed or working on behalf of the College or

3 involved in this process, and the College will reject without further consideration any response so delivered. 3. Inquiries Bidders having any questions or requiring clarification of the intent or meaning of any part thereof shall notify Jeff Major by by the deadline for submission of questions as outlined in Schedule A. The College may respond to any such requests by verbal or written clarification to the Bidder, or advise all Bidders by issuing addenda. Verbal instructions or clarifications shall not be binding unless confirmed in writing. If it becomes necessary to revise any part of this RFP, addenda will be posted on the College website. It is the sole responsibility of each potential Bidder to check the College website on a regular basis for addenda. All addenda issued by the College will be posted by the date outlined in Schedule A and will become part of the RFP specifications. 4. Assessment of Response The Committee will open all bids in private. The Committee will evaluate bids based on the predetermined evaluation criteria outlined in Attachment 1. As the Committee evaluates bids, decisions will be based on the contents of the bid as submitted. It shall be explicitly understood that there shall be no opportunity to make any material change to the bid, including any alteration, addition or deletion of any element within the bid as submitted based on dates outlined in Schedule A. Information submitted independent of the response document or after closing will not be considered by the Committee. The College may seek clarifications from a Bidder after the closing date. Clarification questions will be submitted to the Bidder in writing. Answers must be returned to the College in writing. The intent of the clarification is simply to obtain further explanation and understanding of what was intended by the Bidder. A clarification shall not provide an opportunity to make any material changes to the original bid, including any alteration, addition or deletion of any element of the original bid. 5. Bid Acceptance/Rejection No action by the College or the Committee implied or otherwise, shall be construed as acceptance or pre-qualification of a response to this RFP. The College reserves the right to accept any bid (in whole, or a portion thereof) which may be deemed to be most advantageous to the College, or to reject any or all bids. Although the College would like to award this contract to one Bidder, it realizes that it may not be in the Colleges best interest to do so. Bidders shall highlight any cost or operational advantages of awarding all service requests to one Bidder. The College may declare, at its sole and unfettered discretion, any bid to be non-compliant, and reject without further consideration any response if it:

4 is informal, incomplete, unqualified, or otherwise irregular in any way; is not legible, is not dated, is not executed in the legal registered name of the entity, is not signed by authorized officials, and/or does not acknowledge all addenda that may have been issued; is submitted without the required number of copies being received for evaluation purposes; does not provide the information called for in the RFP documents; does not contain sufficient information for the Committee to evaluate the bid based on the evaluation criteria contained in Attachment 1. The College, at its sole and unfettered discretion, may reject without further consideration any response where the Bidder, a member of the Bidder's team, an employee, shareholder, director, officer, partner or person otherwise associated with the Bidder: has now or has in the past, unsatisfactorily performed work for the College or had an unsatisfactory relationship with the College, by contract or otherwise, in the sole opinion of the College; has a contract with the College which in the sole opinion of the College, is not in good standing or has had a contract terminated by the College for non-performance; is engaged in a substantially unresolved dispute or is in litigation with the College or has a claim or judgment arising from litigation; has been charged or convicted of an offence with regard to a business enterprise which has or may have an impact upon the College; is considered to have a conflict of interest. 6. Debriefing and Disclosure of Results The College will provide unsuccessful Bidders with the name of the successful Bidder(s), if requested to do so within ninety (90) days of being notified that the Bidders response was not accepted. The College will not disclose evaluation points awarded to the Bidder(s), nor will it disclose the evaluation points, standings, prices or other information of any other Bidder. 7. General Requirements Before any services can be provided, the successful Bidder(s) will be required to: Provide a current Workplace Safety & Insurance Board Clearance Certificate. Provide proof of proper licensing and insurance. Provide a listing of equipment to be used for the service. 8. Invoicing and Payment The Colleges standard payment policy is net 30 days following receipt of invoice and sign-off by the responsible department. Final payment terms will be negotiated between the successful Bidder, and the College prior to contract signing. The successful Bidder(s) will indicate on each application for payment, as a separate amount, the appropriate HST the College is obligated to pay.

5 9. Confidentiality The successful Bidder(s) (and employees) may be required to sign an agreement of confidentiality with regard to information that is proprietary to the College. 10. Accessibility The successful Bidder(s) will respect the dignity and independence of persons with disabilities in accordance with the Accessibility Standards for Integrated Accessibility Standards O. Reg. 191/11, s. 5 (1); O. Reg. 413/12, s. 4 (1) developed under the Accessibility for Ontarians with Disabilities Act, Safety Requirements The successful Bidder(s) shall carry out this project in strict accordance with Occupational Health and Safety Acts, and all Ministry of Transportation prescribed regulations as they may pertain to this service. The successful Bidder(s) shall take all necessary precautions to ensure the continuous safety of the drivers, passengers, and the general public. Please be advised that the College has a policy on Health & Safety. Successful Bidder(s) are requested to ensure that all of their employees are advised of this policy. 12. Site Access The successful Bidder(s) will have access to the route maps and are encouraged to review the routes as deemed necessary. The successful Bidder(s) shall make good any damage to roads, curbs, sidewalks damaged by their vehicles during the course of the review and provision of this service. The successful Bidder(s) is responsible for local overnight storage and care of the transportation vehicles, as they cannot be parked on site in normal circumstances. End of Instructions to Bidders

6 SCHEDULE A TARGET DATES The College has identified the following project target dates: Activity Target Date Release of RFP February 1 st, 2016 Submissions of Questions/Clarifications on RFP February 12 th, 2016 All Addenda Posted on Website February 26 th, 2016 Closing Date and Time for RFP February 29 th, 2016 at 4:30pm RFP Review Period & Committee Deliberations March 1 st, 2016 April 1 st, 2016 Notification & Contract Development Start April 4 th, 2016 Contract Completed July 1 st, 2016 Start of Operations September 2016 End of Schedule A

7 APPENDIX A - REQUEST FOR PROPOSAL FORM Identity of Bidder: Legal Registered Name: Address: Phone: To: Jeff Major, King s University College Vice-Principal, Finance and Support Services 266 Epworth Avenue, Wemple Building, Room W138, London, ON, N6A 2M3 We the undersigned, having examined the RFP documents for the Transportation Services project (including any and all addenda), and are satisfied that we fully understand the services requested. We have included Appendix A (Request for Proposal Form), Appendix B (Bidder Profile) and Appendix C (Bid Specifications) as a completed bid submission package. We further acknowledge that we have not relied on the completeness of such information and declare ourselves competent to undertake and complete the services and do hereby irrevocably propose and agree to carry out the services outlined in the RFP. We hereby certify that we have no conflict of interest in submitting this bid. The undersigned hereby represents and warrants as to having authority to execute the document on behalf of the Bidder. Name of Corporation, or Entity: Printed Name of Authorized Officer(s): Position(s): Signature(s): Executed this day of, This form MUST be signed and dated to be considered a valid bid. End of Appendix A

8 APPENDIX B BIDDER PROFILE Bidders shall complete the following information to assist the College in reviewing their bid: Bidder Identity Entity's Legal Registered Name Year Established Head Office Address Branch Office Address Type of Entity Corporation Unregistered Partnership Registered Partnership Proprietorship Registered Joint Venture Unregistered Joint Venture Other. Explain: Registration Number Number of Employees Bidder References Bidders shall identify three (3) comparable clients where similar services as outlined in Attachment 2. Bidders may use separate sheets for each reference. Date and Duration of Service Client's Name Client's Contact Name Client s Phone Number Description and Relevancy Bidder Reference #1 Date and Duration of Service Client's Name Client's Contact Name Client s Phone Number Description and Relevancy Bidder Reference #2

9 Date and Duration of Service Client's Name Client's Contact Name Client s Phone Number Description and Relevancy Bidder Reference #3 End of Appendix B

10 APPENDIX C BID SPECIFICATIONS Bid prices shall include all costs of labour and maintenance to ensure uninterrupted service during the contract period. The Bidder agrees to assume all increases in labour rates, fuel prices, taxes, duties, cost indexes, or any other costs that may develop during the life of this contract. Bids submitted are to be based on the 2015/2016 bus schedule as seen in Attachment 5. The Bidder shall not include HST in the bid price. Submitted bids shall remain open to acceptance and shall be irrevocable for a period of thirty (30) days after the bid closing date. Rate #1: The charge for hourly service related to the regular six (6) route daily shuttle service and one (1) route evening service. Rate #2: The hourly rate for per diem services (eg. special events). This rate will apply to requests from either of King s University College or Brescia University College. Sept 1 st, 2016 Apr 30 th, 2017 Sept 1 st, 2017 Apr 30 th, 2018 Sept 1 st, 2018 Apr 30 th, 2019 Sept 1 st, 2019 Apr 30 th, 2020 Sept 1 st, 2020 Apr 30 th, 2021 Rate #1 Rate #2 Minimum number of hours per booking to secure Rate #2 ( ):

11 The following equipment and number of units will be sourced for use in providing transportation services to King s University College. The equipment cannot be changed during the contract period without approval from King s. Please specifically identify if additional information (specs, pictures, etc.) has been provided and attach to this page. Equipment Description # of Units Owned/Leased Additional Info End of Appendix C

12 ATTACHMENT 1 EVALUATION CRITERIA Evaluation of qualified bids will be undertaken by the Committee using the below stated evaluation criteria. Bidders are responsible for reviewing the evaluation criteria and providing appropriate and sufficient information to enable the Committee to accurately assess the bid. Each bid will be rated on a scale of 1-10 (1 = poor, 10 = excellent) by the Committee members. An average of the ratings will determine the final rankings as a tool contributing to overall assessment of RFP submissions. The rating will not be the sole determining factor in the final decision. Bids will be evaluated on many criteria deemed to be in the College s best interest, including, but not limited to: # Criteria Description a) The Bidders ability to follow timelines set out in Schedule A b) The completion of Appendix A c) Verification of references supplied by the Bidder in Appendix B d) Costs over the contract period including: shuttle service prices, per diem pricing, payment terms and discounts as requested in Appendix C e) The Bidders ability to meet the service requirements as indicated in Attachment 2 f) The Bidders ability to handle ridership volumes as indicated in Attachment 3 g) The Bidders ability to provide shuttle routes as indicated in Attachment 4 h) The Bidders ability to provide shuttle schedules as indicated in Attachment 5 i) The Bidders level of commitment to training and safety j) Bidders level of commitment to support and service k) The Bidders level of commitment to the environment End of Attachment 1

13 ATTACHMENT 2 SERVICE REQUIREMENTS 1. Duration of Contract The duration and conditions of the contract for the management, direction and provision of Transportation Services will be a negotiated item but will not exceed 5 years. 2. Scope of Work The duties under this contract will include the following: A. Provision of six (6) routes for daily shuttle services and one (1) evening shuttle between King s and affiliated campuses (see Attachment 4 and Attachment 5). B. Additional services as needed on a per diem basis (eg. special events). 3. Equipment Criteria Newer model buses preferred passenger buses are required. 2 doors (front and back) are preferred. Environmentally friendly features are welcomed. Bidder must demonstrate a corporate environmental mandate. Buses must pass the Ontario Drive Clean Test annually. Buses must meet or exceed all Federal, Provincial and local health, safety, lighting and noise regulations. King s/brescia logos to be prominently displayed on buses. Advertisements/Public Service Announcements are to be kept to a minimum. Advertisements/Public Service Announcements on buses must be approved by the College before application. Current buses are city transit and shuttle buses with seated capacities between passengers. 4. Service Operation Schedule Details Shuttle service starts the Tuesday following Labour Day. Shuttle service finishes at the end of April (with a reduced exam schedule). Shuttle buses currently run Monday to Friday with the exception of Bus 7 that does not operate on Fridays and special schedules (ie. exams). The service is expected to be provided in an uninterrupted manner unless contacted directly by King s in the event of closure due to weather. No operation on statutory holidays including Victoria Day, Canada Day, Civic Holiday, Labour Day, Thanksgiving Day, Christmas Eve Day, Christmas Day, Boxing Day, New Year s Day, Family Day, Good Friday. Shuttles during the exam periods (December and April) will have a special reduced schedule (example in Attachment 5). Christmas break will have no bus service (approximately 2 weeks) Reading week will have full bus service. End of Attachment 2

14 ATTACHMENT 3 RIDERSHIP VOLUMES Kings College Summary Report - January to April 2015 Week Ending: Bus 1 Bus 2 Bus 3 Bus 4 Bus 5 Bus 6 Bus 7 Total 9. Jan , Jan , Jan , Jan , Feb , Feb , Feb , Mar , Mar , Mar , Mar , Apr ,502 Reg 10 Apr. (3 days) ,873 Exam 10 Apr. (2 days) Exam 17 Apr. (5 days) Exam 24 Apr. (5 days) Exam 29 Apr. (3 days) Period Total: 154,736

15 Kings College Summary Report - September to December 2015 Week Ending: Bus 1 Bus 2 Bus 3 Bus 4 Bus 5 Bus 6 Bus 7 Total 11. Sep , Sep , Sep , Oct , Oct , Oct , Oct , Oct , Nov , Nov , Nov , Nov , Dec ,874 Reg 11 Dec. (5 days) ,809 Exam 11 Dec. (3 days) Exam 18 Dec. (2 days) Exam 25 Dec. (5 days) Period Total: 137,488 September to December 2015 numbers are approximately 20% to 25% lower than usual due to weather abnormalities. End of Attachment 3

16 ATTACHMENT 4 SHUTTLE BUS ROUTES

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20 End of Attachment 4

21 ATTACHMENT 5 SHUTTLE BUS SCHEDULES

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23 End of Attachment 5