Non-ADA Paratransit and Mobility-Related Services for Seniors and People with Disabilities

Posted At:Thu, Sep 5, 2024 4:39 PMSealed Bid Process:Yes (Bids Sealed / Pricing Sealed)Private Bid:No

NOTICE IS HEREBY given that the City of Hayward invites sealed proposals for 25-004 Non-ADA Paratransit and Mobility-Related Services for Seniors and People with Disabilities . Each proposal shall be in accordance with the general provisions for purchase of work and services on file in the office of the CMO , 777 B Street , Hayward , CA 94541-5114 . All proposals must be submitted to the City's eProcurement Portal by 5:00 pm on Friday, October 18, 2024 and clearly identified with RFP title, number, company name and due date. It is the sole responsibility of the proposing firm to ensure that proposals are received prior to the closing time, as late bids will not be accepted and deemed nonresponsive.

The RFP is intended to solicit proposals from qualified companies offering Fiscal Year 2025-2026 “turn-key” management and operation services for the following: 1) continuation and expansion one or more of the City’s existing paratransit services; 2) reimplementation and sustainable operation of one or more paratransit services formerly offered by the City; 3) implementation and ongoing operation of new paratransit services recommended by Staff; or 4) proposal, implementation, and operation of innovative programs serving the mobility needs of seniors and individuals with disabilities not otherwise detailed in this RFP. Descriptions of requested services are provided in the Scope of Work section.

The City of Hayward

The City is governed by a City Council / City Manager form of government. The City Council is made up of six members plus a mayor that serves as the head of the City Council. The City Council appoints a City Manager to oversee the City’s twelve departments.

• Population:144,186
• Number of Employees: 790.45
• Annual City Operating Budget (including General Fund): $239,923 M
• Annual General Fund Budget: $123,524 M
• Annual City Capital Budget: $106 M
• Fiscal Year: July 1 – June 30
• Number of Departments:14
• Governance Structure: City Council / City Manager
• Utility Customers: 34,000
• MOUs: 7
• Housing Units: 48,000

Additional information regarding the City of Hayward may be obtained at: http://www.hayward-ca.gov/about.shtm

Hayward Operated Paratransit (HOP) Program

Program Overview

The City of Hayward’s Hayward Operated Paratransit (HOP) program is intended to supplement and complement ADA paratransit services offered by the Alameda-Contra Costa Transit District (AC Transit) and Bay Area Rapid Transit (BART) through its jointly operated East Bay Paratransit Program. The City has offered paratransit services to eligible residents since 1978 and has acted as the primary provider of paratransit services to unincorporated mid-county areas since 1979. The City currently offers non-ADA paratransit services to adults ages 70 and older and to individuals 18 years old or older who are unable to use other forms of public transportation (due to a disability or medical condition) including ADA paratransit services, and who reside in Hayward or one of the adjacent unincorporated areas of Alameda County including Castro Valley, San Lorenzo, Ashland, Cherryland, and unincorporated San Leandro. Operation of the HOP program is funded entirely through the Alameda County Measure BB sales tax Direct Local Distribution (DLD) allocation.

The City currently provides subsidized curb-to-curb service using Transportation Network Companies (TNCs); accessible van service for individuals with dementia; meal delivery for homebound senior and disabled residents; and public transit travel training services for disabled individuals. Currently, the curb-to-curb program functions as the City’s primary direct transportation program. In fiscal year 2024, 875 unique residents were enrolled in the program, with 469 of those individuals receiving 8,233 on-demand rides. An additional 904 rides to and from support services were provided to individuals experiencing dementia or cognitive decline because of Alzheimer’s disease, stroke, head injury, or substance abuse. The meal delivery program delivered 92,817 meals to 522 unique homebound residents. Finally, the travel training program conducted 7 workshops and 18 group training trips with 87 seniors and residents with disabilities.

Examples of the use cases for the services offered by the program include, but are not limited to:

• Travel for individuals age 70 or older without a qualifying medical condition that would otherwise be ineligible for ADA paratransit services through East Bay Paratransit.

• Travel to and from appointments and errands when last minute changes in the schedule have occurred and an immediate return trip is not available from another source.

• When an individual resides outside of the East Bay Paratransit service area or wishes to travel outside of the East Bay Paratransit service hours.

• When an individual is unable to use East Bay Paratransit and has no other means of transportation, because they, or their trip needs, do not meet ADA paratransit service requirements or cannot be met by East Bay Paratransit.

• Paratransit services are needed prior to the completion of an individual’s application for use of East Bay Paratransit.

• When paratransit services are needed for only a short period of time which does not allow for the completion of the East Bay Paratransit service system’s application process.

The HOP program currently offers the following services:

• On-Demand Curb-to-Curb Rides: Enrolled participants are provided with on-demand rides through TNC (transportation network company) providers Lyft Concierge and Uber Health. By calling Alameda County 211, users may request same-day or scheduled rides within the HOP service area. Riders may also travel outside of the service area for health-related services appointments with 24-hour pre-authorization from City staff. Riders are responsible for the first $4 of the cost of any ride and will receive a subsidy of up to $16 per ride.
  • Means-Based Fare program: Enrolled HOP clients with demonstrated financial need are eligible to for the waiver of the initial $4 fare and may qualify for a subsidy of up to $35 for out-of-area medical appointments. To qualify, users must meet HUD/federal income limits for extremely low-income and provide income documentation.
• Specialized Accessible Van Service for Individuals with Dementia: HOP provides door-to-door transportation through specially trained drivers in lift equipped vans to individuals with dementia attending a City-supported daytime care and enrichment program. The program also provides in-home enrichment materials and remote caregiver support to home-bound individuals experiencing cognitive decline.
• Travel training: Mobility management workshops and classes are available to groups or individuals and conducted in both classroom and real-world settings by experienced travel trainers. Participants receive training in a wide variety of transportation options including accessing AC Transit and BART, obtaining Clipper cards, enrolling in paratransit services and travel safety tips.
• Meals on Wheels: The Meals on Wheels program provides nutritionally balanced meals and regular wellness check-ins to homebound seniors residing in the Hayward service area through a network of trained volunteer drivers.

Term of Contract

The term of the Hayward Paratransit Program Agreement (Agreement) will cover one of two possible periods, based on the nature of the service offered by the program vendor. Contracts for services may be renewed for up to four (4) additional fiscal years.

Continuation of Existing Services : July 1, 2025 to June 30, 2026 (12 months)

New or Returning Services: January 1, 2025 to June 30, 2026 (18 months)

• Startup and Pilot Period: January 1, 2025 to June 30, 2025 (6 months)
• Regular Operations Period: July 1, 2025 to June 30, 2026 (12 months)

Sources and Availability of Funds

The continuation of the Agreement from one period to the next is subject to the availability of Measure BB DLD funding from the County of Alameda, as well as successful performance of the program vendor. All terms and conditions shall remain the same as specified in the contract from one period to the next unless changes are otherwise mutually agreed upon in writing by the City and the program vendor. If funds are not available for use in the manner provided by the Agreement, all contracting parties shall be released from all obligations mentioned in the Agreement, and the Agreement shall become null and void.

The total amount of funds provided to the City through the Measure BB DLD varies by year and is dependent on Measure BB sales tax revenue and estimates of the City’s eligible population as determined by the Alameda County Transportation Commission (ACTC). In fiscal year 2024-2025, the estimated paratransit DLD to be awarded to the City totaled $2,152,084. Proposed funding limits for individual programs are detailed in the Scope of Work. Proposed programs not explicitly outlined in the Scope of Work may not exceed $100,000 per year.