MINUTES OF PRE-PROPOSAL CONFERENCE SCHOOL TRANSPORTATION SERVICES: BID NO. STS-2020 FOR TRANSPORTATION DEPARTMENT 26, :00 A.M.

Transcription

1 MINUTES OF PRE-PROPOSAL CONFERENCE SCHOOL TRANSPORTATION SERVICES: BID NO. STS-2020 FOR TRANSPORTATION DEPARTMENT Monday, October 26, :00 A.M. PDT Pre-Proposal Conference will occur remotely via Google Meet Attendees: Archie Fokins, Executive Director, Transportation Department Orla O Keeffe, Chief of Policy and Operations Tomas Beccar Varela, Education Integration Specialist, Transportation Dept. Susan Chan, Lead Purchaser, Purchasing Department Meghan Carey, Chief Development Officer, ALC Schools Bruce Rosa, Director of Client Relations, ALC Schools Erik Elkington, Business Development, ALC Schools Marlon McWilson, CEO, Bay Area Transport Services Liz Sanchez, Chief Operating Officer, Durham School Services Dave Collins, Regional Manager, Durham School Services Ranald Riach, Project Leader, First Student, Inc. Mark Frith, Area General Manager, First Student, Inc. Kim Worster, SVP Operations, First Student, Inc. Morris Jamey, Manager, First Student, Inc. Phillip Eades, Region Vice President, First Student, Inc. Mike Fernandez, Region Finance, First Student, Inc. Sara Schaer, Co-founder and CEO, Kango (Dolightful Inc.) Meghan Annarelli, Account Executive, Kango (Dolightful Inc.) April J. Brown, Chief Operating Officer, Michael s Transportation Serv. Inc. Charlie Bruce, SVP, National Express Amen Pawar-LaRosa, VP Marketing/ Business Dev., Pawar Transportation Keran Pawar, VP/CEO, Pawar Transportation/Spectra Drive Paul Stein, Driver, Smart Local 1741 James Charas, Driver, Smart Local 1741 Steven Fernandez, Vice President, Storer Transportation Service Edgar Franco, General Manager, Storer Transportation Service James Lasky, Director of Business Development, Student Transp. of America Fred Khan, General Manager, Transmetro Vishal Shroff, Head of Sales, Zum Services Shilpan Patel, Operations, Zum Services Alex Nguyen, Operations, Zum Services Garg Vivek, COO, Zum Services, Inc.

2 Following are the questions and answers that arose on the pre-proposal conference: RFP Section: Overview of Request for Proposals Background Information Proposal Format, Content and Submission District s Evaluation / Selection Process Services Being Solicited Appendices Section 1.0: Overview of Request for Proposal (Page 6): Q1: How many hard copies are needed for submission? 2 printed copies and 2 thumb drives. Section : Proposal Format, Content and Submission (Page 10-16): Q2: Is the district going to award the three types of services to different contractors or one? Through this procurement, three (3) types of services are being solicited from one Contractor. Q3: If the company doesn t have the experience in one of the service areas, will the district exclude them from bidding? No, all interested Contractors should apply. The Value Category 1: Prior Relevant Experience (225 Points) Professional Qualifications will determine the points a Contractor receives in the services areas. Q4: What are the requirements for the driver certification and labor? All Drivers must be properly licensed in the State of California and possess the necessary valid Driver's license for the class of vehicle operated. For Types of Service 1 & 2 a certificate which permits the Driver to operate a school bus is required. Labor Tab 4: Personnel section H. Contractors must demonstrate their non-management employees are covered by collective bargaining agreements.

3 Section Tab 6: Fee Schedule (Page 15) Q5: Do you encourage companies to bid jointly? The District would not preclude a company from entering into a joint venture with another company so long as the requirements are met. Responses must be clear on how all requirements are going to be met under one contract agreement. Below are the questions that arose after the pre-proposal conference: Q6: Can the District provide a copy of the current First Student Transportation contract amendment for the school year? Yes, attached is a link to the 7th Amendment covering the school year. Q7: Can the District provide a copy of the current collective bargaining agreement? The District does not hold copies of First Student s collective bargaining agreements. Q8: Will alternate proposals be accepted that deviate from original proposal specifications? No, proposals must be submitted as outlined in RFP-STS Q9: Section Tab 1 (page 11) Can this question be specific to a geographical area? We have several hundred customers; it would be a challenge to list all penalties or liquidated damages for all of our customers over the past five years. Contractor can limit to (3) customers in California similar in size to the SFUSD. Q10: Section Tab 4 (page 13) Will the district accept job descriptions for all proposed positions in lieu of a resume for all proposed positions as listed on our proposed organizational chart? We promote from within and would not post open positions until after the contract award and as per section we are required to first offer employees from the current contractor employment and we have not been provided a list of their names or a current organizational chart Tab 4: section D. If a Contractor has not yet hired some staff members, describe how these employee positions will be filled on a timely basis, and describe how they will be adequately trained in order for the Contractor to be ready to perform the contract, if awarded.

4 Q11: Section Tab 4 (page 13) Will the district accept a detailed plan for driver staffing instead of providing a list of proposed driver names. We would not hire or recruit drivers until after the contract award? Also as per section 5.4.4, we are required to first offer employees from the current contractor employment and we have not been provided a list of their names. Yes Q12: Section A-B (page 25) Can you further clarify the requirement of 72 passenger buses and undercarriage storage? Do you require conventional or transit style buses? Transit Type School Buses with undercarriage storage. Q13: Section (page 26) Student Ridership Tracking Who will be responsible for the cost and issuance of the RFID card? (Radio Frequency Identification Card). Section states that every vehicle shall be required to be equipped with a Student Ridership reader device that could be linked to Edulog Edutracker software. The device must be purchased and maintained by the contractor. The District will maintain the issuance protocol and cost if an RFID card is used. Q14: Section A (page 26) How many cameras per bus are required? At a minimum one interior bus camera is required at all times for all vehicles. Q15: Section (page 35) for Summer Program How many summer school routes operated in 2019? How many total days the summer program run? In the summer of 2019 the District used 105 routes for an average of 17 days. Q16: Section Tab 4 H (page 13) Can the district confirm the request of the contractor to provide a listing of all labor agreements the contractor holds? We are a national company and have a very large number of labor agreements nationwide. Possibly limit to the state of California? Are all drivers for each type of service Special Education Transportation, General Education and emerging needs required to be members of a collective bargaining agreement? Contractors can limit collective bargaining agreements to (3) customers in California similar in size to the SFUSD. Yes, all drivers and non-management employees must be covered by a collective bargaining agreement.

5 Section 6.0 Appendices Q17: Attachment H: Contract, Indefinite Quantity Contract (page 44) Should we experience another pandemic during the contract term, will the district be compensating the contractor for any costs? If yes, what costs? No, see attachment H: Contract 52. UNSCHEDULED CLOSING OF SCHOOLS. The District shall not be obligated to accept or pay for services herein agreed to be furnished by the Contractor on any day(s) when, by direction of the District Superintendent, the State of California, or the San Francisco Department of Public Health, the District's schools are closed to ensure the health and safety of the pupils, or the public, or for any other lawful reason. The District agrees to notify the Contractor on days of such school closures not later than 5:30a.m. on the date of such closure, except that in the event of closures for an indefinite or prolonged period, notice is required only on the initial date of such closure. Q18: Attachment J: Data Privacy and Management Agreement (section 6.17). Do I need to complete and the form to request for Data? Yes, please send that to the attention of Susan chans1@sfusd.edu