addendum no. 3 - kcata

Kansas City Area Transportation Authority RFP#18-7032-37A

Addendum 3 to RFP#18-7032-37A– of 12

ADDENDUM NO. 3

Kansas City Area Transportation Authority 1350 E. 17th Street

Kansas City, Missouri 64108

Management & Operations of KCATA Paratransit and Alternate Mobility Services

Request for Proposals #18-7032-37A

Issue Date: September 7, 2018 This Addendum is hereby made a part of the Request for Proposals and Project Documents to the same extent as if it was originally included therein and is intended to modify and/or interpret the RFP documents by additions, deletions, clarifications or corrections. The Contractor shall acknowledge in the proposal the receipt of this Addendum.

SECTON III Scope of Work:

1. P.86 of the RFP covers Professional Liability Insurance, indicating “Where applicable…” Are the actual

providers required to carry Professional Liability Insurance or is that just for the company managing

the eligibility, scheduling and routing?

A. The required insurance coverages are: Commercial General Liability, Automobile Liability, Umbrella

Liability, Excess Liability, Workers Compensation and Employers Liability and Errors & Omissions

per the minimum limitations listed in the RFP.

2. Please clarify the requirements to subcontract with DBE’s.

A. There is no DBE goal established for this project, therefore DBE contractors are not required, but

are encouraged.

3. During the pre-proposal conference at the KCATA on 8/27/18, in response to a question, the KCATA indicated that the winning contractor would need to replace the KCATA owned vehicles once they reach their useful life. Please confirm.

4. Likewise, the KCATA indicated at the same pre-proposal conference that it is the preference of the KCATA that contractor provided vehicles be a cutaway buses or similar with a capacity of 3 Wheelchair and 8 ambulatory passengers. Meaning that Ford Transits and possibly the Dodge Caravans would be replaced with the larger capacity cutaway buses. Is this the stated preference of the KCATA?

5. Can the KCATA provide the current odometer readings for all KCATA owned vehicles by zone along with the estimated monthly miles for each vehicle?



6. In the RFP, the KCATA indicates that a change may occur in the routing software. When does the KCATA expect to issue the RFP for the Control Center?

7. Proposer is required to provide additional vehicles to supplement KCATA provided fleet for the delivery of the service. Could you please clarify vehicle age limit for the contract? Can you clarify the number of vehicles you think will be required to supplement at the start of the contract?

8. In Package A; Is it acceptable to paint (not wrap) any vehicles with a single color and apply vinyl logos to suit the KCATA?

9. In Package B; Is it acceptable to utilize mutually agreed upon stickers to identify partner taxis companies?

10. Does KCATA intend to award Package A in its entirety to a single contractor or could this package be awarded to two or more companies?

11. Does KCATA intend to award Package B in its entirety to a single contractor or could this package be awarded to two or more companies?

12. The following questions are for Zone 1 (Johnson County) – a. Are these the trips that were previously called “Special Edition?” Does this also include the service

that was called “Swift?” If so, are one or both the programs being re-branded as part of the RideKC FREEDOM program?

b. Will the County owned facility in Olathe be made available to the winning contractor and if so, how would that work since First Transit operates The Jo fixed route service from that facility for RideKC?

c. Are the Special Edition trips that are scheduled on 10/10 Taxi going to continue to be scheduled on taxis or will they be a part of the FOD program?

d. Will all the non-ADA trips be migrated over to FOD?

13. The following questions are for Zone 2 (Wyandotte County) – a. Are these the trips that UG Transit provides as “ADA” paratransit? And does it also include the trips

for “Senior” paratransit as well? If so, are these services being re-branded as RideKC FREEDOM?

b. Would the winning contractor use the current UG Transit facility or would a new facility be required?

c. Will all non-ADA trips be fully migrated over to FOD?

14. The following questions are for Zone 4 (Independence) – a. Are the trips listed only trips provided for what is known as IndeAccess and/or IndeAccess+?

b. Will the IndeAccess/IndeAcess+ program be re-branded as part of the RideKC FREEDOM?

c. Will the Zone 4 contractor continue to provide the RideKC FREEDOM trips that they currently

provide, OR will those trips/routes become a part of Zone 3?



15. The incumbent contractor is currently taking the RideKC FREEDOM trip reservations on weekends

and holidays. Will that continue to be a part of the work assigned to the Zone 3 contractor?

16. Since the RideKC app is owned by the incumbent, with the provided timeline do you expect to replace that app with an alternative supplier if a new provider is chosen? How long will the current app need to be supported and will there be any costs associated?

17. Currently, ADA passengers are given a 30-minute window in which the vehicle can arrive for the passenger to be considered on time. In the RFP, the trip window is defined as 15 minutes before and 15 minutes after the requested trip time, however it appears that only the second half of the trip window is considered when determining on time performance. Is it the intent of the KCATA to reduce the on-time window by 15 minutes?

18. 4.14 6. A has a line requiring the driver possess a “Freedom Driving Record”. Please elaborate.

19. Page 34 of RFP, section 4.4 states that the contractor is responsible for providing a portion of vehicles that will meet all Federal Motor Vehicle Safety Standards, state of Missouri… all vehicles will be dedicated to Transporting FREEDOM customers and shall not be used for other contracts or services. a. Please clarify what vehicles of the 96 from page 22 will be supplied by the authority and what

will be supplied by the contractor.

b. Please answer this question for the beginning of the contract as well is during the contract. As vehicles need to be replaced, how are you going to determine if they are supplied by the KCATA or procured by the contractor?

20. Is the contractor ever responsible for purchasing vehicles? 21. P. 32, paragraph 4.1, paragraph C indicates the contractor is responsible for ‘Obtain and license

vehicles as needed’. Can you please explain how a contractor will know whether the ATA provides or does not provide a vehicle?

22. P. 34 also discusses vehicles. Will the ATA pay for all vehicles using federal funds and lease them to

the contractors for $10 or will contractors be responsible for purchasing some of their own vehicles? 23. Will the contractors have different hourly rates depending on the type and size of vehicle since

drivers may have different pay rates depending on the type and size of vehicle and insurance rates vary depending on the type and size of vehicle?

24. P. 36, paragraph 4.7 discusses Vehicle Markings. Who is responsible for paying for the vehicle

markings?

25. P. 37 indicates ‘The KCATA will assume the costs for fuel purchase for ADA/FREEDOM portion of the

service agreement. What portion of the contract does the KCATA not assume the fuel costs for?



26. P. 40 indicates drivers must possess a Freedom driving record? What is a Freedom driving record

and how much does it cost?

27. P. 43 paragraph 4.17 section B., Training Standards indicates training should emphasize service

which is Freedom and reliable. What is ‘Freedom’ training? 28. Is training time paid by the KCATA or the responsibility of the contractors?

29. P. 44 discusses Incentive and Freedom Programs. What is a Freedom program? 30. P. 46 discusses extra board and back-up drivers. What is the difference between extra board and

back-up drivers? 31. What is ‘scheduled extra board’ and what are the requirements? 32. P. 67 indicates “Provide a detailed synopsis and description of proposed mobile application

solution.” Are all contractors required to have their own mobile application solution, even if they

are not bidding on same day demand response service?

33. Would KCATA consider allowing a two-week extension on this opportunity?

34. Is KCATA open to incorporating Lyft (with whom we have a national partnership) to deliver on-demand ambulatory transports? RoundTrip involves a network of providers including Lyft vehicles as well as credentialed providers to provide higher levels of transport such as wheelchair-accessible rides.

35. What is the estimated monthly ride volume for the Freedom On-Demand Services?

36. Page 2. The RFP states that the solicitation will consist of two parts: package A and package B. In package A the service is broken out into four (4) zones on the price sheets. Is it possible that these zones may be awarded separately also?

37. Program Introduction, page 12: The RFP states that after 5PM on weekdays, and on weekends and holidays, all calls to the call center, including trip reservations, are forwarded to and handled by the service provider. Please confirm if proposers should assume these responsibilities or if this service is contracted out separately.

38. Program Introduction, page 12: Please clarify the proposers responsibilities as it relates to call taking, scheduling, and dispatching. Please provide responsibilities and hours of service to be covered.

39. Page 12: Please provide the current call volume, broken down by each hour of the day for transferred calls to service delivery contractors after 5 p.m. on weekdays, on weekends, and on Holidays.

40. Page 16: Please provide a productivity report from the dispatching software daily for one week that shows data that includes: Breakdown of Hours covering: a. Total vehicle hours; b. Service/Live hours; c. Deadhead hours; d. Break/Lunch Hours; e. Refuel Hours; f. and Any Other Hours;



41. Page 16: Breakdown of Miles covering; a. Total Miles; b. Service/Live Miles; c. Deadhead Miles; d. Break/Lunch Miles; e. Refuel Miles; f. and Any Other Miles.

42. Page 16: Please provide – Average Distance in miles per Trip; Average length in minutes per trip; Trips per Revenue Hour.

43. Page 16: Please provide/confirm the current revenue miles and hours; current deadhead miles and hours; and current total miles and hours for these services.

44. Page 19: The language in the RFP states that where’s my ride call volume can be found in Table 4. Is this supposed to be table 7? Is this the calls the contractor can expect to take on from the call center?

45. Current and Projected Fleet Page 22: Please clarify the number of vehicles used in revenue service by day of week and peak service hours and number of buses in service at these times for all services for Package A - individually by zone and for package B.

46. Current and Projected Fleet Page 22: Please provide information on the Agency provided fleet to include engine type, fuel type, current odometer readings, average miles operated per year. Please advise if the contractor is required to provide any items on the bus [fareboxes, radios, MDT, etc.].

47. Vehicles and Vehicle Maintenance Page 34: Please confirm the total amount of vehicles by vehicle category type that proposers need to price in their proposals broken out by service zones. Will KCATA continue to supplement the fleet in the out years? If so, please confirm the amount of vehicles KCATA will supply in out years.

48. Vehicles and Vehicle Maintenance Page 34: Does the Agency have a vehicle replacement schedule that can be shared? Any new buses in the process of being procured for either replacement or expansion?

49. Vehicles and Vehicle Maintenance Page 34: Please confirm whether the Contractor is responsible for engine and transmission overhauls for the Agency provided vehicles?

50. Vehicles and Vehicle Maintenance Page 34: Please provide the last 12 months history for major component replacement and repair for the Agency provided fleet.

51. Vehicles and Vehicle Maintenance Page 34: Are there any remaining warranties for the fleet or provided equipment?

52. Staffing Requirements Page 38: Please confirm that the Project Manager is the only named key position for the proposal.

53. Performance Goals Page 44: Please provide a listing of any liquidated damages charged or incentives earned over the past 12 months. Please clarify if the liquidated damages listed in the RFP differ from the current contract.

54. Performance Goals Page 44: On-Time Performance -- Is sampling accepted or 100% of trips; Is a pickup before the window still considered on-time?



55. Run Coverage and Late Pull-Outs Page 45: Will disincentives for assigned runs that are “closed” apply any time a run in closed? Will disincentives be waived when the closing of the run did not impact service negatively and improved productivity?

56. Vehicles and Vehicle Maintenance Page 52: For service package B; Please confirm the total number of vehicle required for this service is 10 vehicles. (5 standard and 5 wheelchair accessible).

57. Disadvantage Business Enterprise Page 59: We understand that this contract has a zero % Disadvantaged Business Enterprise (DBE) goal. Does this mean that there is also no requirement for any postings or good faith effort?

58. Proposal Format Page 63: If desired to propose both Package A (standalone) and Package A and Package B together, please confirm that we may submit one (1) proposal package consisting of three (3) separately sealed volumes.

59. Volume 2 - Technical Proposal Page 64: May we extend the page limit to 50 double sided pages?

60. Fleet Management Page 66: Does the Agency have any requirements regarding support vehicles? Type, number, age limit, fuel type. How many are currently being supplied by the contractor?

61. Experience and Qualifications Page 66: As a nationwide provider of transit services with over 335 contracts and transportation over 350 passengers annually. The inclusion of such a vast quantity of records would provide little indication to a provider’s ability to properly serve this contract. Would a summary of locations with similar size and scope be sufficient?

62. Program Management Page 67: Please provide a list of the positions currently provided by the contractor for this operation. Please indicate whether these positions are 100% dedicated to this contract.

63. Volume 2 - Technical Proposal Page 67: Please confirm that proof of insurance is not required with proposal submission.

64. Performance and Payment Bonds Page 75: Please specify the required amount or percentage amount of bond proposers must secure.

65. Rates Appendix B: We intend to hire as many of the existing employees as possible. In order for us to ensure that they make at least as much, or more than they do now, please provide a seniority list for the current employees for this contract, and indicate position, full time or part time, length of service, and current rate of pay.

66. Rates Appendix B: Are the current drivers/employees part of a labor union? If yes, please provide a copy of the current labor agreement and the contact name and number for the union representative.

67. Rates Appendix B: Please provide information regarding the current benefits and co-pays for the current employees to include drivers and staff. Please include as many specifics as possible.

68. During the transition, how many vehicles will be made available to the incoming contractor to perform training?



69. Please provide copies of the last three months of management reports from the Contractors.

70. Please provide copies of the last three months of invoices from the Contractors.

71. At various times, state, federal, and local governments change laws, rules and regulations which require a company to increase the wages or benefits for the employees that will be employed under this contract. If such an event occurs during the term of the agreement, how will the agency respond for a request for increased compensation. For example, the recent Affordable Care Act legislation significantly affected the level and cost of medical coverage for employees. Since these events cannot be anticipated and the costs are so significant, we need to understand the risk associated with such laws, rules or regulations.

72. Due to the number of questions asked and the need for additional information to competitively bid this project, would the Agency consider extending the due date on the RFP?

The following questions are to allow us to provide technology solutions to integrate successfully with KCATA provided technology. 73. Please clarify any specifics required relating to phone and data lines needed. Number of lines, data

line type (Cable, T-1, TDD, etc.). 74. Software: Please describe, including manufacturer product name and version number, the

scheduling and dispatching products in place.

75. Software: Please describe any additional modules in place to supplement the scheduling and dispatching system. For example, tools for call management, complain management, rider communication via IVR or text, etc.

76. Software: Please indicate whether these products are hosted by the Client, software manufacturer

or if First Transit would be required to provided hosting services.

77. Hardware: Please describe the manufacturer make and model of any equipment currently in use or planned for use on the vehicles including cameras, safety/security systems, routers, signs, passenger counters, tablets and fare boxes.

78. Hardware: Is there a requirement for integration of tablets, signage, passenger counters with the

dispatching system?

79. IT: Are there any non-standard system applications that need to be installed on Contractor’s computers related to Reveal?

80. IT: Call Recordings – Are Contractors required to provide call recording technology? HIPAA

regulations raise concerns in this area and may require a very controlled process.

81. IT: Are there any current challenges or concerns with provided technology that need to be addressed? An example might be the system lacks capacity for anticipated growth.



82. IT: Please provide a diagram of the Technology landscape showing applications/services, who uses each, are they on a server or in the cloud, etc.

83. Page 2: Please clarify whether proposers are to mail the proposal response to the ‘Procurement

Department’ as detailed on page 2, or to the ‘Shipping and Receiving Department’ as detailed on page 56, Section 1.B.

84. Page 2: Regarding the option to bid on one or both packages:

a. If bidding on Package A, are bidders required to bid on all zones, or may bidders select certain zones?

b. If bidding on both packages (A and B), do bidders submit a full set of volumes (I, II, and III) for each package, or a combined set?

i. If combined, can the technical proposal exceed the 50 page limit to cover both services?

ii. If separate, can bidders submit a single Volume III (Contractual)?

85. Page 19, 5: Please provide a copy of the current CBA and any MOUs.

86. Page 22, E: Please clarify the following information for each vehicle in the provided fleet: a. Make/Model b. Engine type c. Fuel type d. Current odometer reading e. Seating capacity f. Average miles per year

87. Page 22 and 23, E: KCATA indicates a fleet mix of 46% minivan, 39% cutaway, and 15% high roof van.

Please clarify if that is for the overall fleet or per zone.

88. Page 22 and 23, E: Please provide all bidders with the history of major component replacement and repair for the provided fleet over the past 12 months.

89. Page 22 and 23, E: Do any of the KCATA provided vehicles have any remaining extended warranties? 90. Page 22 and 23, E: Please provide the estimated vehicle quantity in each zone. 91. Page 22 and 23, E: Based on the dedicated runs list provided, when combining all zones, there is a

peak vehicle count of 60. Based on the requirements of the RFP, minimum number of vehicles would be 72 (4 spare for every 20 vehicles at peak). KCATA anticipates the new contract will require 96 vehicles at the start of the contract. This would represent a 60% spare ratio. Could KCATA please clarify?

92. Page 22 and 23, E: Does KCATA have any requirements or specifications for support vehicles? 93. Page 34, 4.4, C: Information provided at the pre-bid indicated that vehicles obtained by the provider

shall accommodate three wheelchair and four ambulatory passengers. However, the RFP states that minibuses should accommodate a minimum of 10 ambulatory passenger seats with two wheelchair



securement locations (10 ambulatory seats to be available when both wheelchair securement locations are occupied). Will KCATA please clarify?

94. Page 35, 4.4, G: Please confirm that the KCATA provided vehicles will also be replaced at the 4

year/150,000 miles for minivans and 5 year/200,000 miles for minibuses. a. In the event that new vehicles are not available when reaching these milestones, will

KCATA work with the contractor on any additional maintenance costs for these vehicles?

95. Page 38, 4.14, B: To ensure that none of the current employees go backwards in benefits should a

transition occur, please provide information regarding the current rates/benefits for employees. Please include specific information such as a rate sheet regarding co-pays, dependent coverage, and amount of the premium paid by employer.

96. Page 53, 5.10, A: What is the current level of complaints per 1,000 boardings for each of the service types provided? What is the average level of complaints per 1,000 boardings per year for each of the past three years?

97. Page 63, 1, B: Please confirm the one (1) original and twelve (12) copies is in reference to Volume II

– Technical Proposal only, and Volumes I and III are to be submitted as one (1) original as stated in C.1 & 3.

98. Page 63, 1, C: Please clarify whether the originals of Volumes I and III are to be submitted bound or

unbound. 99. Page 64, 1, B: This item references “Additional lists of references” as being excluded from the page

count. Is this separate from the list of references requested on page 66, in Section 4, part d? Or is Section 4, part d which requests references and terminated contracts excluded from the page content?

100. Page 66, 4, d: The RFP ask proposers provide contract liaisons for all current and former contracts,

but then also asks for only those similar in scope, magnitude, and complexity to that contemplated in the RFP. Are proposers required to provide contract liaisons for all current and former contracts, or only those similar in scope, magnitude, and complexity to that contemplated in the RFP?

101. Pages 66 and 68: Are proposers required to provide three references for subcontractors as stated

in Section 4.e. on page 66, or five, as stated in Section 12 on page 68?

a. Would KCATA prefer that proposers submit subcontractor references under Section 4e or under Section 12?

102. Page 67, 9, b: As our company would like to retain as many of the current employees as possible,

please provide a current staff list with seniority date, full or part-time status, and pay rate. Names can be stricken to protect privacy (i.e. Driver1, Dispatcher1, Dispatcher2, etc.). Please also provide total staff numbers provided by the current provider by job category, or an organizational chart outlining these positions. For any shared or non-dedicated positions, please indicate the percentage dedicated to the current contract.



103. Pages 67, 10, b. Section 10b asks proposers to provide information about starting wages and benefits, and increases throughout the term of the contract. It also requires proposers to indicate what analysis was done to arrive at these levels of compensation and how these levels of compensation will provide for a qualified and stable workforce. However, the RFP states not include any cost information in the technical volume. Will KCATA clarify? Would KCATA prefer bidders to include this information in the Cost Volume?

104. Pages 67-68, 10, d: Please clarify whether the Subcontractor Utilization plan is to be detailed within

Section 10. Operating Plan and Procedures (d.), or as its own standalone Section 12. 105. Page 112, Attachment H: Are bidders required to complete and return this form if no DBEs are

proposed? 106. Cost Price Proposal: How would KCATA like to receive start-up costs? In an effort to get an “apples

to apples” comparison with all bidders, we would recommend having those costs separate, as the incumbent would not have any start-up costs.

107. Please provide all bidders with copies of the last three months of:

o Monthly invoices o Monthly management reports

108. Will KCATA separate Wyandotte County dedicated runs and statistics in the data provided?

Currently, those runs and statistics are lumped together with Kansas City runs and statistics.

109. Based on the definition of a Revenue Vehicle Hour, please confirm that contractor is to bill gate to gate. Assuming this is accurate, please clarify what the difference between the Total Vehicle Hours and Revenue Vehicle Hours is on the provided Statistics and Projected Growth.

110. What are KCATA’s main goals for the next contract term? 111. Does this RFP represent any significant changes to the current operations?

Pricing: These questions relate to Attachment 1 – Cost Proposal Response Form Package A: RideKC Freedom – Fixed Costs. 112. What types of costs would be included in ‘Other (details)’?

113. If we include costs in ‘Other (details)’, do we need to provide additional information/details? 114. How do you determine ‘Revenue Vehicle Depreciation’ if you do not know if the KCATA is providing

the vehicles through a $10 lease or if the contractor is providing the vehicles?

115. What are examples of ‘Overhead’? 116. Can you please provide an example of how this form should be completed?



These questions relate to Attachment 1 – Cost Proposal Response Form Package A: RideKC Freedom – Variable Costs.

117. Does ‘Supervisor Staff Maintenance’ include Supervisor Staff and Maintenance Staff?

118. In the section ‘If Zone Proposed - Proposed VRH’ do we indicate how many hours of service we

want to provide for that zone? 119. Can you please provide an example of how this form should be completed? These questions relate to Attachment 1 – Cost Proposal Response Form Package A: RideKC Freedom – Taxi Overview

120. Can you please provide an example of how this form should be completed?

These questions relate to Attachment 1 – Cost Proposal Response Form Package A: RideKC Freedom – Taxi JoCo

121. Can you please provide an example of how this form should be completed?

These questions relate to Attachment 1 – Cost Proposal Response Form Package A: RideKC Freedom – Freedom On Demand Taxi 122. Can you please provide an example of how this form should be completed?

123. P. 13 refers to ‘radio dispatch’ and ‘window dispatch’. Can you please define both of those terms?

124. P. 14, paragraph B refers to payment, are there a minimum # of hours for each route each day?

125. P. 23 indicates, Agency owned vehicles are assigned to Zone 3 and Zone 4, but also lists 15 vehicles

for Zone 1. Who owns the vehicles in Zone 1?

126. Will the contractor for Zone 1 be expected to use those vehicles?

127. Does the ATA purchase all vehicles and then lease them to the contractors?

128. On p. 114, Pricing Table 2: Other Required Pricing, can you please provide examples of the types of

other applicable costs that might be necessary to satisfy the mandatory requirements of the RFP?

129. On the Cost Proposal Price Form, how do you determine ‘Revenue Vehicle Depreciation’ if you

don’t know the number of routes you will be awarded if there are multiple providers?

130. Volume 1 - Cost / Price Proposal Page 64: Please confirm that separate bonds will be required for

each package combination.



131. Evaluation Criteria Page 71: Please clarify how the prices will be evaluated; will the full contract term be considered or only the Year 1 price?

132. Price Pages: Please confirm the volume of hours and/or trips on which proposers should base their

proposals. Please describe plans for any changes to the volume of hours in the next 12 months.

133. Price Pages, Variable Pricing: Please provide the process for pricing Freedom On Demand Taxi service and Ride KC Freedom Taxi. Do the price pages require a flat rate per trip and then an additional cost for mileage?

134. Please provide the current rates paid to the existing contractor for variable and fixed costs. Also, please indicate the total amount paid to all contractors for the last fiscal year.