RFP 43-14: STREETCAR OPERATIONS & MAINTENANCE SERVICE CONTRACT. Cincinnati Streetcar Project June 2015

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1 RFP 43-14: STREETCAR OPERATIONS & MAINTENANCE SERVICE CONTRACT Cincinnati Streetcar Project June 2015

2 O&M timeline March O&M RFP proposals due April-May 2015 Proposal evaluation and negotiations June 2015 City Council selects preferred method July SORTA Board approves contract award July-August 2015 O&M contractor mobilization Sept. - Dec vehicle delivery April completion of civil construction September start of passenger service

3 SORTA s objectives Competitively procure an Operations & Maintenance contractor for the streetcar using Federal procurement guidelines Use the level of service established in the FTA grant applications and funding established by City Assure the best value for the City in terms of quality and price

4 Roles City selects the method of service delivery (turn-key or management contract) SORTA conducts the procurement and awards the contract

5 The two methods All proposers were required to submit two methods: Turn-key contract contractor provides all employees; fixedprice contract. Contractor assumes financial risks for operating based on contract scope. Management contract - contractor manages operations and maintains the system for a fixed price. At an additional cost, SORTA provides certain employees (streetcar operators, facility maintenance/janitorial). Total cost of operating the streetcar would change based on several factors including negotiations with new bargaining unit. Risk is shared.

6 Strict Federal procurement process Not a simple Invitation for Bid process -- low price Request for Proposal (RFP) -- best overall value Same model SORTA uses for other O&M procurements, including Access paratransit operator Evaluation committee: SORTA and City representatives Multi-step rating process, interviews and negotiations

7 Timeline for procurement process RFP issued in January; proposals received by end of March Evaluation of proposals in April; all proposers interviewed Best and final offers requested from all firms and negotiations with top firms in May City Council selection of preferred method in June SORTA contract award in July to keep project on schedule

8 Evaluation criteria RFP evaluation criteria, in order of importance: Project approach: understanding of what is required; safety and customer service; maximizing resources, etc. Qualifications: experience of the firm and staff assigned to Cincinnati Streetcar Price: fixed price to operate and maintain Specific plans: start-up preparations and testing; operations and maintenance of the vehicles and electrical system; operating facility maintenance, etc.

9 What is being shared today The best-value pricing for the Cincinnati Streetcar operations and maintenance, based on: The selected proposal for the turn-key contract The selected proposal for the management contract Tentative costs related to SORTA-provided employees for management contract approach only Costs for City s and SORTA s respective responsibilities

10 What is being shared today For both turn-key and management contract methods: Contractor cost (fixed price) SORTA s streetcar costs, reimbursed by the City: Administration including support for Federal compliance, contract oversight, customer service, communications, etc. Direct costs including electricity to operate the streetcar, fare media, ticket vending machine maintenance, etc. City s costs

11 Additional SORTA-provided employee costs: management contract method only Estimated wages and benefits for streetcar operators and facility maintenance/janitorial employees provided by SORTA These tentative costs are based on: June 2 preliminary agreement with ATU Local 627 Comparable Metro wages and benefits Comparable work rules for Metro represented employees, which would add additional positions NOTE: There are a number of cost factors that cannot be fully known until a collective bargaining agreement is negotiated

12 Turn-key contract method Based on service plan in FTA grant and O&M Agreement Contractor s price proposal (fixed) SORTA costs paid by City (fixed) City s additional costs for services/ administration* Electric and other direct costs Total projected cost City funding Startup $1,100,000 $1,100,000 $1,100,000 Year 1 $3,269,921 $261,594 $257,234 $248,386 $4,037,135 $4,200,000 Year 2 $3,308,166 $264,653 $264,951 $253,168 $4,090,938 $4,284,000 Year 3 $3,478,734 $278,299 $272,900 $258,053 $4,287,985 $4,369,680 Year 4 $3,616,542 $289,323 $281,087 $263,043 $4,449,996 $4,457,074 Year 5 $3,701,930 $296,154 $289,519 $268,143 $4,555,746 $4,546,215 Total, Year 1-5 $17,375,293 $1,390,023 $1,365,690 $1,290,792 $21,421,800 $21,856,969 Option Year 1 $3,736,259 $298,901 $298,205 $273,353 $4,606,718 $4,637,139 Option Year 2 $3,861,183 $308,895 $307,151 $278,677 $4,755,906 $4,729,882 Option Year 3 $3,972,753 $317,820 $316,365 $284,118 $4,891,057 $4,824,480 Option Year 4 $4,096,655 $327,732 $325,856 $289,679 $5,039,922 $4,920,969 Option Year 5 $4,191,127 $335,290 $335,632 $295,361 $5,157,410 $5,019,389 Total, OY 1-5 $19,857,977 $1,588,638 $1,583,209 $1,421,189 $24,451,014 $24,131,859 Grand Total $38,333,271 $2,978,662 $2,948,900 $2,711,981 $46,972,813 $47,088,828 *Not yet finalized

13 Management contract method Based on service plan in FTA grant and O&M Agreement Contractor s price proposal (fixed) SORTA-provided labor costs* SORTA costs paid by City City s additional costs for services/ administration** Electric and other direct costs Total projected cost City funding Startup $950,000 $323,216 $1,273,216 $1,100,000 Year 1 $2,531,750 $1,365,578 $311,786 $257,234 $248,386 $4,714,734 $4,200,000 Year 2 $2,537,284 $1,404,922 $315,376 $264,951 $253,168 $4,775,701 $4,284,000 Year 3 $2,679,399 $1,446,731 $330,090 $272,900 $258,053 $4,987,172 $4,369,680 Year 4 $2,800,774 $1,491,230 $343,360 $281,087 $263,043 $5,179,495 $4,457,074 Year 5 $2,878,227 $1,538,666 $353,351 $289,519 $268,143 $5,327,907 $4,546,215 Total, Year 1-5 $13,427,434 $7,247,127 $1,653,965 $1,365,690 $1,290,792 $24,985,008 $21,856,969 Option Year 1 $2,893,299 $1,589,311 $358,609 $298,205 $273,353 $5,412,777 $4,637,139 Option Year 2 $2,973,407 $1,643,461 $369,350 $307,151 $278,677 $5,572,047 $4,729,882 Option Year 3 $3,043,532 $1,701,446 $379,598 $316,365 $284,118 $5,725,060 $4,824,480 Option Year 4 $3,124,554 $1,763,624 $391,054 $325,856 $289,679 $5,894,767 $4,920,969 Option Year 5 $3,205,990 $1,830,392 $402,911 $335,632 $295,361 $6,070,286 $5,019,389 Total, OY 1-5 $15,240,783 $8,528,234 $1,901,521 $1,583,209 $1,421,189 $28,674,936 $24,131,859 Grand Total $29,618,217 $16,098,576 $3,555,486 $2,948,900 $2,711,981 $54,933,160 $47,088,828 *Will change based on negotiations with new bargaining unit, training costs, etc. ** Not yet finalized

14 Comparison of best value proposals Based on service plan in FTA grant and O&M Agreement Total Streetcar Pricing City funding Turn-key Management contract Difference between contract methods Startup $ 1,100,000 $ 1,100,000 $ 1,273,216 $ (173,216) Year 1 4,200,000 $ 4,037,135 $ 4,714,734 $ (677,599) Year 2 4,284,000 4,090,938 4,775,701 (684,763) Year 3 4,369,680 4,287,985 4,987,172 (699,187) Year 4 4,457,074 4,449,996 5,179,495 (729,499) Year 5 4,546,215 4,555,746 5,327,907 (772,161) Total, Year 1-5 $ 21,856,969 $ 21,421,800 $ 24,985,008 $ (3,563,209) Option Year 1 4,637,139 4,606,718 5,412,777 (806,059) Option Year 2 4,729,882 4,755,906 5,572,047 (816,140) Option Year 3 4,824,480 4,891,057 5,725,060 (834,003) Option Year 4 4,920,969 5,039,922 5,894,767 (854,845) Option Year 5 5,019,389 5,157,410 6,070,286 (912,876) Total, OY ,131,859 $ 24,451,014 $ 28,674,936 $ (4,223,922) Grand Total $ 47,088,828 $ 46,972,813 $ 54,933,160 $ (7,960,347)

15 City Council policy guidance In response to City of Cincinnati motion # : SORTA requests that City Council provide guidance regarding the preferred method by the end of June: - Turn-key contract - Management contract Contract must be awarded by SORTA in July 2015 to meet deadlines related to first vehicle delivery in September. Delays will add cost to the project.

16 Questions & discussion