Request for Proposals - SWAN MEADOW VILLAGE SHUTTLE SERVICE
| Agency: | Summit County |
|---|---|
| State: | Colorado |
| Type of Government: | State & Local |
| Category: |
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| Posted: | Oct 2, 2023 |
| Due: | Oct 31, 2023 |
| Solicitation No: | 100220231 |
| Publication URL: | To access bid details, please log in. |
| Bid Number: |
100220231
|
| Bid Title: |
Request for Proposals - SWAN MEADOW VILLAGE SHUTTLE SERVICE
|
| Category: | Transit |
| Status: | Open |
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Attachment Preview
REQUEST FOR PROPOSALS
for
SWAN MEADOW VILLAGE SHUTTLE SERVICE
OCTOBER 02, 2023
PROPOSAL #100220231
Proposals Due:
Tuesday, October 31, 2023 by 4:00pm MST/MDT
Overview
Summit County Government (“County”) is soliciting bids from qualified contractors to provide services for the
following:
The Transit Department is seeking quotes from a qualified contractor to provide fixed route transit services for the
Swan Meadow Village Shuttle Service. The anticipated contract between the County and the selected contractor
(“Contractor”) will be administered by the Transit Department.
The Contractor will be expected to provide exclusive fixed transportation services for the designated subject area
adhering to a fixed schedule predetermined (and subject to change) by the Transit Department. The Contractor will
also be required to provide detailed ridership information to the Transit Department monthly that will include (at
minimum); number of passengers, by month, week, day, hour and boarding at stop location/s. The County will utilize
the ridership report information for evaluation of future service plans and program success.
The Contractor will be expected to provide printed schedule information for passengers in each vehicle and provide
verbal assistance to the public regarding all questions related to the Swan Meadow Village Shuttle and other transit
services provided by the County under the brand of Summit Stage. The Contractor will also be expected to wait at the
Summit Cove Bus Stop as needed to make coordinated connections with each of the Summit Stage buses while
ensuring that the Swan Meadow Village Shuttle arrives at the next scheduled stop on time.
Contract Term is anticipated to be from: December 1, 2023 – December 1, 2024. Transportation hours of operation
are expected to be for approximately 19 hours per day from approximately 6:00am to 1:00am daily.
Contractor will be expected to dedicate at least 2 shuttle vehicles with passenger carrying capacity of not less than 12
and not more than 15 which are ready to enter into active service each day while only 1 vehicle will actually be in
service at any given time. This ensures redundancy in the inevitability of unexpected breakdowns.
In case of a vehicle breakdown or staffing vacancy, the Contractor will be expected to continue the Swan Meadow
Village Shuttle service with no break in service lasting longer than 1 hour.
Copies of the request are available at www.SummitCountyCO.gov under ‘Bids & Proposals’. Contact Chris Lubbers,
Transit Director, for additional project information at chris.lubbers@summitcountyco.gov or 970-668-4161
Scope of Services
Contractor shall furnish all labor, fuel, maintenance, vehicles, transportation, and incidentals necessary to perform
the SWAN MEADOW VILLAGE SHUTTLE service.
Work shall be completed as set forth in a contract for this project to be negotiated with the County \ based upon the
Contractor’s written proposal.
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Date and time of service
Service will be performed on an ongoing daily basis beginning on a date negotiated with the County. Service will be
performed on a regular daily schedule (Monday through Friday) to be agreed upon prior to contract. Potential schedule
will be negotiated with the County and configured to create a seamless transfer to all of the Summit Stage fixed routes
which service the Summit Cove Bus Stop.
Indemnification and Insurance
Contractor shall indemnify and hold harmless the County from and against all claims, damages, losses, and expenses
arising out of or resulting from acts or omissions of the Contractor, Contractor’s sub-contractors or otherwise arising
out of the performance of services by Contractor. No later than seven (7) days following the execution of an
Independent Contractor Agreement between the County and Contractor, the Contractor shall provide the County with
certificates of insurance evidencing the types and amounts of insurance specified below:
a. Worker’s Compensation and Employer’s Liability:
i. Worker’s Compensation must be maintained with the statutory limits.
ii. Employer’s liability is required for minimum limits of:
$1,000,000 Each Accident
$500,000 Disease Policy
$1,000,000 Disease Each Employee
b. Commercial General Liability:
i. $1,000,000 Each Occurrence
ii. $2,000,000 General Aggregate
iii. $2,000,000 Products Completed Operations Aggregate
c. Automobile Liability: Contractor will maintain business auto liability coverage covering liability
arising out of any auto (including owned, hired and non-owned autos) used in the performance of
services under this Agreement.
i. $1,000,000 Combined Single Limit Each Accident
Insurance coverage shall not be reduced below the limits described above or cancelled without the County’s written
approval of such reduction or cancellation. Certificates of such insurance, of agents and subcontractors, shall be
provided to the County upon request. With regard to all insurance, such insurance shall:
• Be primary insurance to the full limits of liability herein before stated and, should County have other valid
insurance, County insurance shall be excess insurance only; and
• Not cancelled without thirty (30) days prior written notice to the County.
Proposal Format
Costs for performing services outlined in this request for proposals shall be clearly stated to allow the County to
effectively evaluate each proposal. Potential hourly rates for services should also be included in the proposal and
should cover all operating costs including labor, fuel, maintenance, overhead, etc.
Refinements and Improvements
Applicants should feel free during the proposal submission process to provide any suggestions or comments that might
be advantageous for the County to consider in terms of any efficiencies, issues or processes. The County is not
committed to any single scenario, but efficiency of resources and minimizing impacts are critical in completing this
work.
The following pages contain the RFP instructions and owner’s requirements.
Part I - ADMINISTRATIVE INFORMATION
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A. Issuing Officer
This Request for Proposals (“RFP”) is issued by the Transit Department. For questions, please contact Chris Lubbers,
Transit Director, at chris.lubbers@summitcountyco.gov or 970-668-4161.
B. Purpose
This RFP provides prospective contractors with sufficient information to prepare and submit proposals for
consideration by the County. To be considered responsive, each proposal must provide for completion of the tasks
outlined in the RFP.
C. Scope
This RFP contains the instructions governing the proposals to be submitted and the materials to be included therein.
These are mandatory requirements that must be met to be eligible for consideration.
D. Scheduling
Proposals must be submitted via email to chris.lubbers@summitcountyco.gov to the Transit Department by
Tuesday, October 31, 2023 no later than 4:00pm MST/MDT. The proposal should outline the schedule for
commencement of service.
E. Inquiries and Questions
Prospective applicants are welcome to make inquiries and ask questions concerning the RFP to obtain clarification of
the any requirements or schedule a site visit to the properties. Direct all inquiries to:
Chris Lubbers, Transit Director
Transit Department
970-668-4161
chris.lubbers@summitcountyco.gov
Time Schedule:
Monday, October 2, 2023 Request for Proposals publicly advertised and posted on County website
Monday, October 9, 2023 Deadline for all Questions
Tuesday, October 10, 2023 All Questions, Comments and Responses to Questions posted by the County at Bids
and Proposals on www.SummitCountyCO.gov
Tuesday, October 31, 2023 Proposals must be submitted via email to chris.lubbers@summitcountyco.gov no
later than 4:00 p.m. MST/MDT
Week of Wednesday, November 1, 2023 Interview with proposers if necessary and contract negotiations
Wednesday, November 15, 2023 Anticipated notice of award and unsuccessful bidder email to all proposers
F. Instructions for Submission of Proposals
It is imperative, when submitting a proposal, that the outside of the submission email be addressed as follows and with
appropriate text in the email subject line and text in the top few lines of the body of the email:
Email Address:
chris.lubbers@summitcountyco.gov
Subject Line Text:
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<Vendor’s Name> - Proposal for: Swan Meadow Village Shuttle Service
Body Text:
ATTN: CHRIS LUBBERS, TRANSIT DIRECTOR
TRANSIT DEPARTMENT
Proposal for: SWAN MEADOW VILLAGE SHUTTLE SERVICE
1. Contractor's company name
2. Contact name and phone number
G. Late Proposals
It is the responsibility of each vendor submitting a proposal to ensure that emailed proposals arrive to the TRANSIT
DEPARTMENT by 4:00pm MST/MDT on Tuesday, October 31, 2023.
H. Proprietary Information
Any restrictions on the use of data contained within a proposal must be clearly stated in the proposal itself.
I.
Response Material Ownership
All materials submitted regarding this RFP become the property of the County and will only be returned at the County's
option.
J. Incurring Costs
The County is not liable for any costs incurred by those who have submitted proposals prior to issuance of a signed
contract.
K. Acceptance of Proposal Content
The contents from the selected contractor’s proposal will become contractual obligations if a subsequent agreement is
reached. Failure of the successful contractor to accept these obligations may result in cancellation of the award and
such contractor may be removed from future solicitations.
L. Acceptance Time
The County intends to make a proposal selection within 20 business days after the closing date for receipt of proposals.
M. Budget
Costs for performing services must be included in the proposals and should be clearly stated to allow the County to
effectively evaluate each proposal.
PART II – PROPOSAL CONTENT
The proposal submitted must clearly address the requirements outlined in the RFP. Any concerns that the contractor
may have about meeting these requirements shall be specifically identified in the proposal.
Scope of Work
Provide an outline of the contractor’s understanding of the project. Summarize the basic approach to providing the
services, and any recommendations on improving efficiencies in the process.
Qualifications
Contractor shall furnish a summary of experience on similar projects and be prepared to provide examples. Include a
brief description of past and current projects. Each summary shall include a brief project description and name, address
and phone number of a local contact person involved in the project. The statement of qualifications should also provide
a summary of contractor's ability to successfully complete the requirements of this RFP. The statement of qualification
shall be brief but shall include at a minimum the following:
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1. Description of similar projects
2. Capabilities (including equipment) and staff
PART III – PROPOSAL EVALUATION AND SELECTION
The County intends to engage the most qualified contractor available for this assignment while minimizing the costs
to the County. Responsiveness to the RFP will be a principle basis for evaluation. Proposals shall provide a
straightforward and concise presentation adequate to satisfy the requirements of the RFP. The proposal should clearly
express the contractor's understanding of the County's specific requirements, indicating the contractor's qualifications
to conduct this service in a thorough and efficient manner.
Failure to disclose a conflict of interest is a misdemeanor criminal offense under Colorado Law. Such conflict may
arise if any public official exercises any substantial discretionary function in connection with a government contract,
purchase, payment or other pecuniary transaction without necessary disclosures as defined by Colorado Revised
Statutes (C.R.S.) Section 18-8-308 as amended.
Selection Process.
1. The County reserves the right to reject any and all proposals, to consider alternatives, to waive irregularities
and to re-solicit proposals.
2. The County reserves the right to conduct such investigations of, and discussions with, those who have submitted
proposals (“Proponents”) or other entities as it deems necessary to assist in the evaluation of any proposal or to
secure maximum clarification and completeness of any proposal.
3. All proposals submitted must be valid for a minimum period of ninety (90) days after the date of the proposal
opening. Each Proponent must submit with the proposal a list of all subcontractors, independent contractors or
sub-consultants employed or proposed to be employed by the Proponent in the performance of the contract.
4. Selection of a contractor will be made at the sole discretion of the County. The County may consider the
following criteria when evaluating proposals that includes but is not limited to:
a. Cost;
b. The reputation, experience and efficiency of the Proponent;
c. The ability of the Proponent to perform the contract or provide the goods and services within the time
specified;
d. The comparative quality of the goods and services bid;
e. The Proponent’s performance under previous contracts with Summit County;
f. The number and scope of conditions attached to the proposal;
g. The Proponent’s interest in the project, as well as their understanding of the project scope and the specific
requirements of Summit County; and
h. The application of all of the above criteria to any sub-consultants, subcontractors or products to be utilized
by the Proponent.
5. Contract negotiations will take place with the most qualified contractor. The County reserves the right to
incorporate specific contract provisions into the Proponent’s standard contract if the County’s standard contract
cannot be used. Such provisions include but are not limited to insurance and indemnification provisions and
governmental immunity provisions. If a contract cannot be negotiated, the negotiations will be terminated in
writing and negotiations will begin with the next most qualified contractor.
PART IV – APPLICABLE FEDERAL/STATE REGULATIONS AND INDUSTRY STANDARDS
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This is the opportunity summary page. You are currently viewing an overview of this opportunity and a preview of the attached documentation.
For more information, please visit the Publication URL Web page.
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