Microtransit Service Pilot

Agency:	City of Kalamazoo
State:	Michigan
Type of Government:	State & Local
Category:	V - Transportation, Travel and Relocation Services
Posted:	Nov 13, 2023
Due:	Nov 28, 2023
Solicitation No:	Reference number: 96217-010.0
Publication URL:	To access bid details, please log in.

Closing date November 28, 2023, 03:00 PM

Reference number 96217-010.0
Status Open
Summary The Central County Transportation Authority, herein after “Metro” seeks proposals from qualified firms to design and operate microtransit services in Kalamazoo County, Michigan. A turnkey solution is desired, and proposals should include provisions for necessary software application/platform, vehicles, drivers, customer service and other elements more fully described in the Scope of Work.

96217-010.0 Addendum #1 (PDF, 2MB)

96217-010.0 Pre-Proposal Meeting Attendance (PDF, 14KB)

96217-010.0 RFP Document (PDF, 556KB)

VIRTUAL PRE-PROPOSAL MEETING

Tuesday, October 31, 2023 at 2:00 p.m. Local Time (ET) via Zoom Webinar

1. INTRODUCTION

The Central County Transportation Authority, herein after “Metro” seeks proposals from qualified firms to design and operate microtransit services in Kalamazoo County, Michigan. A turnkey solution is desired, and proposals should include provisions for necessary software application/platform, vehicles, drivers, customer service and other elements more fully described in the Scope of Work.

2. OBJECTIVES

Metro’s goal is to provide multiple levels of public transit service for Metro customers and to understand how microtransit services should be included in Metro’s overall long-range service plans. To assist in this decision-making Metro needs to understand how microtransit improves mobility for the community, provides enhanced customer experience, comingles with existing service lines, and meets near-term and long-term operational and economic requirements.

3. BACKGROUND

Metro conducted a Comprehensive Operational Analysis (COA) study that was performed by Foursquare ITP and AECOM and completed early in 2023. One of the significant recommendations from the COA was to implement a microtransit program. The COA can be viewed at www.kmetro.com/coa. Microtransit could provide service to areas within the Metro service area that are lower-density and have no or low-productive fixed-route bus service.

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Central County Transportation Authority

Purchasing Division

241 W. South Street

Kalamazoo, MI 49007

Phone: 269.337.8020

www.kmetro.com

PROJECT NAME:

PROPOSAL REFERENCE:

PROPOSAL DUE DATE/TIME:

ADDENDUM #1

November 13, 2023

Microtransit Service Pilot

96217-010.0

November 28, 2023 at 3:00 p.m. Local Time (ET)

The purpose of this addendum is to clarify and/or modify the proposal opening date and specifications for this

project. All work affected is subject to all applicable terms and conditions of the Bidding and Contract

Documents.

1. NOTE: The PROPOSAL DUE DATE has been changed to Tuesday, November 28, 2023 at 3:00 p.m. (ET)

2. RESPONSE TO QUESTIONS FROM 10/31/2023 PRE-PROPOSAL MEETING

Question 1: Can Metro extend the deadline?

Answer 1: Yes, the new deadline is Tuesday, November 28, 2023 at 3:00 p.m. (ET)

Question 2: Is there a minimum number of passengers that the vehicles must be able to transport at any

given time? Maybe better if I say this: is there a minimum passenger capacity of the vehicle?

Answer 2:

There is no minimum passenger capacity. Metro wants to make sure vehicles are compliant with ADA,

etc. as stated in the RFP. If it is efficient for carrying a small load it can be considered. Please refer to

page 18, Section 6.16.

Question 3: Is there a firm DBE requirement for this procurement?

Answer 3: No requirement other than filling out the required paperwork in the RFP.

Question 4: What separates Metro Connect (General Demand Response Service) and Paratransit from the

proposed on-demand service?

Answer 4:

The ability to schedule and the requirement to respond (the vehicle getting there), on average, within

twenty minutes and does not exceed thirty minutes. Paratransit and ADA service is scheduled up to

seven days in advance. This is meant to be immediate, on-demand service.

Question 5: Can you explain more about the total number of vehicles required; is it 8 or more. And please

talk more about vendor supplied vehicles; and what about drivers.

Answer 5:

Drivers are part of the turnkey service to be provided by the respondent. The vehicles are to be

provided by the respondent, unless an alternative is provided (like leasing the eight available Metro

vehicles that may not be in the best condition but provide a short-term, viable option). As far as the

vehicles, that vehicle number was based on the Comprehensive Operational Analysis, the time

requirements, and the service zone. Based on their estimates they felt that eight was the appropriate

number for the service level, service zone, and the response time that we were looking at.

CCTA – ADDENDUM #1

Microtransit Service Pilot

PROPOSAL REFERENCE: 96217-010.0

Page 2

Question 6: Are there any bond requirements for this procurement?

Answer 6: There are no bond requirements.

Question 7: Does Metro provide GTFS feed so that the proposed technology can present multimodal

options?

Answer 7: Yes, we have GTFS feed for our fixed-route bus system and it is available. Please contact Sean

McBride (mcbrides@kmetro.com) if you have this request.

Question 8: The COA has this rolling out in 3 phases, starting out with 8 hours a day on weekdays using 6

vehicles, but the RFP says 7 days a week mirroring Fixed route service hours. Would that be in

phase 3 or right away?

Answer 8:

As an addendum, we can put out the proposed service zone so there is no confusion with that map

(Addendum #1, Attachment A). Within the COA, some of the difference between the early

recommendations and the later recommendations is that is one interconnected service area. That is the

main thing. Metro will depend on the expertise of the vendor to figure out the fare and pricing

mechanisms, and expertise on stationing the vehicles to be able to get the response time within the

service zone. The service area to the upper right-hand corner when facing the map will probably be a

less dense area of service. Both the other areas will be pretty dense. Just figuring out how to work that

and the interconnectivity to the fixed-route bus system. If we break it into zones, or if there is a

premium over a certain mile to reach our targets. We are going to use the expertise of the vendor.

Please see attached map for further clarification.

Question 9: How many anticipated trips/day are expected?

Answer 9: The proposer is expected to propose the number of trips and days.

Question 10: "I didn't see the following forms in the RFP. Can you provide them?

6.23. Regulation Compliance

6.23.1. Compliance with Title VI and ADA regulations, as well as EEO.

6.23.2. Compliance with DAMIS reporting requirements.

6.23.3. Any other required items for legally and safely operating a transportation service

in Michigan.

6.23.4. Any other required items for legally and safely operating a transportation service

in accordance with federal regulations.

6.23.5. Metro may require proof of the above requirements during this contract to ensure

all requirements are being met.

Answer 10: The selected proposer will be responsible for compliance with all applicable regulations. Links to the

referenced regulations have been provided within the RFP document.

Question 11: Is there an anticipated number of trips expected for this new service?

Answer 11: To be provided by the proposer in their proposal.

CCTA – ADDENDUM #1

Microtransit Service Pilot

PROPOSAL REFERENCE: 96217-010.0

Page 3

Question 12: Would you be open to receiving two different cost proposals - one for Mon-Fri service which was

recommended and the other for a 7-day operation that mirrors the fixed route service?

Answer 12: If providing two proposals, make sure that they are separate and marked as such. Provide a proposal

that responds to the RFP and then if you want to provide an alternate proposal, mark it as such.

Question 13: Is there a current budget for the project?

Answer 13: Year 1 we considered as a partial-year budget. Our fiscal year begins October 1. So knowing that

service wasn’t starting October 1, it was about $1.5 million for contractual services for partial year 1.

Question 14: Can you share your ridership data?

Answer 14: Yes, we can provide the ridership data for both the fixed-route system and the on-demand system.

Please see attached spreadsheets (Addendum #1, Attachment B).

Question 15: Can a copy of the pre-bid recording be made available to the attendees?

Answer 15: The recording of the pre-proposal meeting is not available, but all questions and answers are being

provided in this addendum.

Question 16: The preference is for the service provider to have their own bus facility/storage. Can you please

confirm that there is no available parking or office space available to the service provider to

utilize?

Answer 16: Metro does not have any facility or parking space for the vendor to utilize.

Question 17: You mention an office facility is required in the RFP. Does the City have somewhere in mind we

can use or are vendors expected to source and provide that?

Answer 17: Vendor is expected to source that and provide that.

Question 18: Since year one is a partial year. What is the budget for the first full year (year 2)? Thank you

Answer 18: The year 2 budget is around $2.3 million for contractual services. Metro’s fiscal year is from October

1 through September 30. This budget is for a full-year service (revised).

Question 19: Will fueling be covered by Metro?

Answer 19: No.

Question 20: How would we obtain the pre-bid recording; download from your website???

Answer 20: The recording of the pre-proposal meeting is not available, but all questions and answers are being

provided in this addendum.

Question 21: Are you currently charging passengers on your fixed route? Additionally, do you anticipate

charging for the on-demand service? If this is the case, have you determined a specific cost per

ride?

Answer 21:

Metro does charge for fixed-route. It is $1.50 base fare, $.75 discounted senior and individual with a

disability fare. We went probably about a year without collecting fare as a pandemic provision, but we

have been collecting fare for the last year or year and a quarter. Our ADA and Paratransit system

Metro Connect fare is $3 for ADA fare and $4 reduced fare within our service zone. The base fare for

CCTA – ADDENDUM #1

Microtransit Service Pilot

PROPOSAL REFERENCE: 96217-010.0

Page 4

Metro Connect is $12. We did not provide any provisions for fare in this. We want the expertise of the

vendor to help us figure out a good fare structure to make it a sustainable service that will meet our

service targets. We think it will be somewhere in the $3 to $5 range. Probably closer to $3 to start off

for the fare.

Question 22: Will you share the (Microtransit Pilot Overview) PowerPoint?

Answer 22: Yes, please see attached. (Addendum #1, Attachment C)

Question 23: Can you please confirm what time is considered to be "billable?" For example, pre/post trip

inspections? Deadhead to and from first and last drop or pickup? Driver breaks?

Answer 23:

Billable hours will include Revenue Service Hours. A Revenue Service Hour is from when a vehicle

starts in service at the first scheduled pick-up time point on the first trip of a contiguous set of trips, to

the time the vehicle is out of service at the last scheduled drop-off time point on the last trip. Revenue

Hours do not include pre-trip, fueling time, or travel to and from the garage.

Question 24: Any preference on vehicle type? EV, hybrid, gas for example

Answer 24: There is no vehicle preference type during the pilot program.

3. RESPONSE TO QUESTIONS

Question 1:

On page 17 in section 6.14, it is mentioned that ‘Contractor supplies vehicles to meet ridership

demand and service parameters, the exact number of vehicles required to be agreed upon

between the Contractor and Metro.’ Additionally, during the Pre-bid meeting CCTA officials

said CCTA possesses 8 old vehicles that could be available but would much prefer the vendor to

supply new vehicles.

a) Could CCTA confirm the total number of vehicles that currently require software licenses

and does CCTA anticipate an increase to its fleet in the near future? If yes, by how many?

Answer 1a: The 8 vehicles Metro has available for lease will require software licenses. The CCTA does

not anticipate an increase in the fleet we have available for lease.

b) Could CCTA confirm the spare vehicle ratio?

Answer 1b:

According to the Federal Transit Administration (FTA): “The basis for determining a reasonable spare

bus ratio takes local circumstances into account. The number of spare buses in the active fleet for

grantees operating 50 or more revenue vehicles should not exceed 20 percent of the vehicles operated

in maximum service.” The FTA gives the maximum more than requiring a minimum. Metro Connect

has a spare vehicle ratio of 17% with 7 spares from 41 vehicles operated in maximum service. With a

fleet of 8 vehicles for microtransit, one spare vehicle would meet the need and not exceed the 20%

requirement.

Question 2: With respect to the information provided during the Pre-bid meeting, the first-year budget was

stated to be $1.5 million. Could CCTA provide the budget for subsequent years of this project as

well?

Answer 2:

Metro’s Fiscal Year is from October 1 through September 30. The Year One budget, which ends

September 30, 2024 is $1.5 million. The Year Two budget is from October 1, 2024 through

September 30, 2025 is $2.3 million.

CCTA – ADDENDUM #1

Microtransit Service Pilot

PROPOSAL REFERENCE: 96217-010.0

Page 5

Question 3: Who is the incumbent software provider?

Answer 3: None, mictrotransit will be a new service in our community.

Question 4:

On page 28 in section 4.8, Marketing and Promotional Plan, it says to ‘’Describe the approach to

marketing and promoting the rideshare service and/or paratransit service in the Kalamazoo

area.”

a) Does CCTA require a white-labelled application or is CCTA looking for some other type of

promotion/marketing outreach?

Answer 4a:

Metro seeks promotion of a Metro-branded microtransit service. Specific name of the service will be

determined by Metro with the input and guidance of the selected vendor. Proposals are to include an

overview of the comprehensive marketing communication plan that the vendor will use to effectively

communicate the availability of the service throughout the pilot period. Metro envisions a combination

of electronic, in-person, and other public outreach means, based on the vendor’s successful experience

in other markets, recognizing that a strategic and robust marketing effort will be critical to the pilot’s

success.

Question 5: Could CCTA clarify if there is any scope to provide the pricing for additional/optional

components?

Answer 5: Alternate proposals will be considered.

Question 6: Could CCTA please list all the forms that need to be submitted with the proposal and where they

are located in the RFP?

Answer 6: Please review entire document.

Question 7: Is there a page limit for vendor proposals?

Answer 7: No.

Question 8: Given the proximity of the response submission deadline, could CCTA extend the submission

deadline to allow offerors to provide more responsive and informed proposals?

Answer 8: The deadline for submission has been extended to Tuesday, November 28, 2023 at 3:00 pm. (ET)

Question 9: What is the anticipated launch date for the service?

Answer 9: April 2024

Question 10: What is the target cost-per-completed-ride?

Answer 10: Metro relies on the experience of the respondent to calculate expenses in order to establish an

appropriate bid.

Question 11: What is the anticipated ridership?

Answer 11: Metro relies on the experience of the provider to use publicly available demographic

information as well as its own experience with microtransit adoption rates in similar markets

to project ridership numbers.

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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Microtransit Service Pilot

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