Title
Alternative Transportation Programs Contract Award - RFP PTD18-003 (Ordinance S-44387)
Description
Request to authorize the City Manager, or his designee, to enter into a contract with Total Transit Enterprises, LLC to provide Alternative Transportation Services. Further request authorization for the City Controller to disburse funds in an amount not to exceed $14,242,000.
Report
Summary
In addition to fixed route (bus and light rail) and paratransit services (Dial-a-Ride), the City of Phoenix provides alternative transportation services for senior citizens and residents with disabilities through multiple subsidy programs, some of which have been in place since 1983. Alternative Transportation programs allow flexibility for Phoenix seniors and individuals who have obtained paratransit certification for the Americans with Disabilities Act (ADA), allowing them to plan trips based on their needs. These programs provide a valuable service to 8,500 registered users per year, with 180,000 passenger boardings served during the last fiscal year. The various alternative transportation programs include, and were listed in the department's Request for Proposals, as follows:
Group I
- ADA Cab: An alternative to reservation-based ADA Dial-a-Ride service, allowing ADA paratransit certified individuals to schedule flexible transportation at their convenience to locations of their choice.
- Senior Cab: Provides individuals age 65 and older flexible transportation at their convenience to locations of their choice.
- Employment and Employment Training: Supports travel to and from jobs or employment training programs for residents with disabilities.
- Repetitive Medical Trips: Supports travel to and from repetitive medical appointments, such as dialysis treatment.
Group II (General Fund Senior Center Transportation)
- Senior Center Shuttle: Provides registered members of the Human Services Department's senior centers flexible transportation between their personal residence and their nearest senior center.
- Senior Center Group Trips: Provides transportation for senior center-planned group trips. Such trips are not serviceable by taxis and are instead provided by coordinating multiple buses.
Procurement Information
RFP PTD18-003 was conducted in accordance with Administrative Regulation 3.10. Three proposals were received by the Public Transit Department on Dec. 15, 2017. The proposals were scored by an evaluation panel based on the following criteria:
- Understanding the work scope (up to 250 points).
- Management structure and personnel (up to 200 points).
- Qualifications and past performance of the firm (up to 150 points).
- Cost (up to 400 points).
Evaluated Cost pricing represented known costs such as program administration and group trips. The actual transportation costs are tracked separately by the provider and passed on to the City, whereby such costs are reimbursed to the service provider based on documentation (trip vouchers, electronic payment receipts, etc.) of actual trips provided.
One proposal was deemed non-responsive. A protest was received, reviewed and denied; no appeal was received. The following is a summary of the proposal scores:
Total Transit Enterprises: 900 points out of 1,000 (Cost for 5 years: $3,723,806).
MV Transportation, Inc.: 784 points out of 1,000 (Cost for 5 years: $3,824,289).
Based on evidenced marketplace competition, the pricing is determined to be fair and reasonable. Public Transit staff concurs with the evaluation committee's decision and recommends awarding the contract for Alternative Transportation Programs to Total Transit Enterprises as the best overall proposal and best value to the City based on the evaluation criteria.
Contract Term
The contract consists of a three-year base agreement with two optional one-year extensions, to be exercised only if it is in the City’s best interest to do so and the contractor has performed satisfactorily during the base period. The contract term will begin on or about July 1, 2018 and end on June 30, 2023 if both options are exercised.
Financial Impact
The aggregate value of the contract will not exceed $14,242,000, with the cost for fiscal year 2018-19 estimated to be $2,700,000. T2050 sales tax revenues, federal funds, and General Funds are available in the Public Transit Department's proposed operating budget for the 2018-19 contract amount.
Concurrence/Previous Council Action
On Feb. 22, 2018, the Citizens Transportation Commission, by a vote of 10-0, recommended City Council approval to award the Alternative Transportation Services contract to Total Transit Enterprises. The Transportation and Infrastructure Subcommittee recommended approval of this item by a vote of 3-0 on March 13, 2018.
Department
Responsible Department
This item is submitted by Deputy City Manager Mario Paniagua and the Public Transit Department.