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HomeMy WebLinkAbout19F - RPF - TAXI SRVS AT SARTCREQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: OCTOBER 18, 2010 CLERK OF COUNCIL USE ONLY: TITLE APPROVED REQUEST FOR PROPOSALS FOR ? As Recommended TAXI SERVICES AT THE SANTA ANA El Amended E] Or dinance on 15S Reading REGIONAL TRANSPORTATION ? Ordinance on 2nd Reading CENTER ? Implementing Resolution ? Set Public Hearing For CITY MANAGER CONTINUED TO FILE NUMBER RECOMMENDED ACTION Authorize the Public Works Agency to send a Request for Proposals to qualified companies to provide taxi services at the Santa Ana Regional Transportation Center. DISCUSSION The Santa Ana Regional Transportation Center (SARTC) is a regional hub, combining Amtrak, MetroLink, Orange County Transit Authority, other bus services and taxi services. Since taxi services were first provided at the SARTC, the City has contracted with a single company to provide taxi services as a convenience for the patrons. The agreement provides revenues to the City to support operations of the Center. The current agreement with the taxi services provider was approved in December, 2005 and will expire on December 18, 2010. To continue providing this important service, staff is recommending that we send out a Request for Proposals to obtain competitive pricing. ENVIRONMENTAL IMPACT There is no environmental impact associated with this action. 19F-1 Request for Proposals for Taxi Services at the SARTC October 18, 2010 Page 2 FISCAL IMPACT The Depot Enterprise currently receives approximately $72,000 in annual revenue from the taxi services company. These funds help to support the operations of the SARTC and are included in the Public Works Agency's Depot Enterprise (accounting unit 06717002-53815). V Raul Godinez II Executive Directo Public Works Agency APPROVED AS TO FUNDS AND ACCOUNTS: Francisco Gutierrez Executive Director Finance & Management Services Agency RG/CK Exhibit 1: Request for Proposals 19F-2 REQUEST FOR PROPOSALS FOR TAXI STAND FOR THE CITY OF SANTA ANA AT THE SANTA ANA REGIONAL TRANSPORTATION CENTER KEY RFP DATES Issue Date: Mandatory Job Walk Date: Proposal Due Date: October 19, 2010 November 3, 2010 November 19, 2010 19F-3 REQUEST FOR PROPOSALS Notice is hereby given that proposals will be received from qualified firms to provide taxi stand service at the Santa Ana Regional Transportation Center (SARTC) , located at 1000 East Santa Ana Boulevard, Santa Ana, California 92701, per the attached specifications, at the City of Santa Ana, Public Works Agency, 20 Civic Center Plaza, M-21, Santa Ana, CA 92701 until 5:00 p.m., November 19, 2010. If further information is needed, contact Christy Kindig, at (714) 647-5088. Mailed proposals should be addressed as follows: Raul Godinez City of Santa Ana Public Works Agency 20 Civic Center Plaza, M-21 Santa Ana, CA 92701 Or delivery by hand or courier to: City of Santa Ana Public Works Agency 20 Civic Center Plaza Ross Annex, 4th Floor Santa Ana, CA 92701 c/o Raul Godinez it is the responsibility of the Proposing Party to see that any proposal submitted has sufficient time to be received by the City of Santa Ana Public Works Agency prior to the proposal due date and time. Late proposals will be returned to the Offeror unopened. ONLY SEALED RFPS ARE ACCEPTABLE. DO NOT FAX. The receiving time in the City of Santa Ana Public Works Agency will be the governing time for acceptability of proposals. Telegraphic, telephonic, and facsimile proposals will not be accepted. A mandatory job walk will be held on November 3, 2010 at 10:00 a.m. at the SARTC at 1000 East Santa Ana Boulevard, Suite 108, Santa Ana, CA 92701. ATTENDANCE IS MANDATORY. ***Proposals submitted from vendors not attending the job walk will be considered nonresponsive.*** 19F-4 I. INTRODUCTION The City of Santa Ana is requesting proposals for a taxi stand service for: The Santa Ana Regional Transportation Center 1000 East Santa Ana Boulevard Santa Ana, CA 92701 II. PROJECT OBJECTIVES The intent of the City of Santa Ana is to obtain proposals for establishing a contract for a taxi stand at the SARTC. The Proposing Party shall provide professional taxi service to the patrons of the SARTC by offering taxi pick-up on a daily basis. In issuing this Request for Proposals, the City desires to acquire the services of a capable, reputable, experienced taxi company to provide taxi service to the general public at the SARTC, in a well-run, professional manner. III. STANDARD TERMS AND CONDITIONS A. Proposal Submissions Proposals are due in the office of the Executive Director, Public Works Agency, at 20 Civic Center Plaza M-21, 4th Floor, Santa Ana on or before 5:00 p.m., Wednesday November 19, 2010. An authorized representative of the Proposing Party must sign all proposals. B. Late Proposals It is the responsibility of the Proposing Party to ensure that any proposal submitted has sufficient time to be received by the Public Works Agency prior to proposal due date and time. Late proposals will be returned to the Proposing Party unopened. C. Rights Reserved The right is reserved by the City of Santa Ana to reject any or all proposals or to waive any informality or technical defect in a proposal. D. Contract Offeror's signed proposal and written acceptance by the City shall constitute a contract. A written contract incorporating the Request for Proposals, questions and answers, and the successful proposal will be prepared by the City of Santa Ana, signed by the successful Proposing Party and presented to the City Council for approval and signature. It will be in substantially the same form as the License Agreement attached hereto as Exhibit A. 19F-5 E. Agreement Submission of a signed proposal will be interpreted to mean that the Proposing Party has agreed to all the terms and conditions set forth in all of the document pages which constitute this Request for Proposals. F. Sell or Assign The successful Proposing Party shall not have the right to sell, assign, or transfer any obligations resulting from this proposal without the specific written consent of the City. No interest under this contract may be assigned, nor duties hereunder delegated, without prior written consent of the City Council. In case such consent is given, the Proposing Party shall file with the City Council copies of all subcontracts. No subcontract or transfer of contract shall in any case release either the Proposing Party of its surety of any liability under the contract and bond. The City will pay only the successful Proposing Party. G. Acceptance of the Offer Acceptance of the offer shall be limited to the terms herein unless expressly agreed to in writing by the City. H. Cancellation The City of Santa Ana reserves the right to cancel this contract without cause by giving thirty (30) days prior notice to the Proposing Party in writing of the intention to cancel or with cause if at any time the contractor fails to fulfill or abide by any of the terms or conditions specified. Failure of the Proposing Party to comply with any of the provisions of this contract shall be considered a material breach of contract and shall be cause for immediate termination of the contract at the discretion of the City of Santa Ana. In addition to all other legal remedies available to the City of Santa Ana, the City reserves the right to cancel and obtain from another source, any items which have not been delivered within the period of time stated in proposal, or if no such time is stated, within a reasonable period of time from the date of order as determined by the City of Santa Ana. L Compliance with Laws All proposals shall comply with current federal, State, and other laws relative thereto. Proposing Party further agrees that the services proposed comply with all applicable federal and State Occupational Safety and Health Administration laws, standards for regulations, and that the Proposing Party will indemnify and hold the City harmless for any failure to so conform. 19F-6 J. Terms/Definitions The Terms "Proposing Party," "Proposer," and "Offeror" may be used interchangeably in these specifications and shall refer exclusively to the firm with whom the City enters into a contract as a result of this Request for Proposals. K. Force Majeure (Acts of God) If execution of this contract shall be delayed or suspended, and if such failure arises out of causes beyond the control of and without fault or negligence of the Proposing Party, the Proposing Party shall notify the City in writing within twenty-four (24) hours, after the delay. Such causes may include but are not limited to acts of God, war, or acts of the public enemy, acts of any governmental entity in its sovereign or contractual capacity, fires, floods, epidemics, strikes, and unusually severe weather. L. Laws Governing Contract This contract shall be interpreted in accordance with the laws of the State of California. Parties further stipulate that this contract was entered into in the State of California, County of Orange, which is the only appropriate forum for any litigation as a result of breach hereof or any questions arising herefrom. M. Attorney's Fees In the event a suit or action is instituted in connection with any controversy arising out of this contract, the prevailing party shall be entitled to receive, in addition to its costs, such sum as the court may adjudge reasonable as to attorney's fees and costs. IV. ADDITIONAL TERMS & CONDITIONS A. Reference Each proposal must be returned with an Offeror's Reference Sheet, completed in full. B. Inquiries Refer inquiries in writing via email to Christy Kindig at ckindig@santa-ana.org. C. Award of Contract Based on Proposal Emphasis will be placed on the background, experience, and stability of the Proposing Party. The evaluation will focus on the Proposing Party addressing each point of the Request for Proposals, references provided by the Proposing Party, and verification of references by the City as to the overall satisfaction with the services provided by the Proposing Party. 19F-7 Award will be made to the most responsive proposal, based on evaluation by a committee of qualified City personnel, using the evaluation criteria detailed in Section VII. 1. The City of Santa Ana reserves the right to rank each of the proposals and negotiate with the highest-ranking Offeror. Negotiation with an individual Offeror does not require negotiation with others. 2. The City of Santa Ana reserves the right to select the proposal that is believed to serve the best interest of the City. D. Period of Contract The initial term of the contract shall be for a period of twenty-four (24) months from the date of the execution of the Agreement. E. Option of Renewal The contract may be extended subject to written notice of agreement by both parties, pursuant to approval of the Executive Director of the Public Works Agency, for up to three (3) additional twelve- (12) month periods beyond the primary contract period. Said extension shall be subject to the same terms and conditions as the present contract. F. Oral Presentation An oral presentation of proposals may be requested of any firm at the discretion of the Evaluation Committee. G. Certificate of Insurance During performance of the Agreement, and entirely at Offeror's sole expense, Offeror shall procure and maintain the following insurance, which shall be full coverage insurance not subject to self-insurance provisions. Offeror shall not, of its own initiative, cause such insurance to be canceled or materially changed during the course of herein agreement. a. Workers Compensation Insurance: within the limits established and required by the State of California. b. Employer's Liability with a combined single limit of Three Million Dollars ($3,000,000.00). C. Comprehensive general liability to include completed operations, contractual, independent contractors and personal injury; and automobile liability, including all autos; with at least the following combined limits of liability: 19F-8 i. Primary bodily injury liability limits of Three Million Dollars ($3,000,000.00) per occurrence. ii. Primary Property damage liability limits of Three Million Dollars ($3,000,000.00) per occurrence. 2. Prior to commencement of any work hereof, Offeror shall furnish to the City a Certificate of Insurance, in a form acceptable to the City Attorney, that shall certify contractor's insurance policies which provide as follows: a. City of Santa Ana, its officers, agents and employees are named as an additional insured on the comprehensive general liability and automobile liability insurance with respect to performance hereunder. b. The coverage shall be primary and noncontributory as to any other insurance with respect to performance hereunder. C. Thirty (30) days prior written notice of cancellation or material change must be given to the City. 3. "Occurrence," as used herein means any event, or related exposure to conditions that result in bodily injury or property damage. H. Interpretations/Clarifications No oral interpretations will be made by the City to any Proposing Party(ies) as to the meaning of specifications or any other contract documents. Every request for such an interpretation must be made in writing and shall be received by the Projects Manager of the SARTC not less than ten (10) calendar days prior to the date set for opening of proposals. Significant interpretations or clarification will be made by an addendum to the contract documents, which will be sent as promptly as is practicable to all persons to whom the Request for Proposals have been issued by the City. All such addenda shall become part of the contract documents. 19F-9 V. PROPOSAL AND EVALUATION CRITERIA A. Provide a synopsis of the firm's history, including the present financial condition of the Offeror. B. List experience, including a brief description, which validates Offeror's experience in similar operations. C. Reputation of the firm including a verification of data and three (3) current references. References from other municipalities or government agencies are requested, if available. D. Successful Offeror must be certified by OCTAP (Orange County Taxi Administration Program). VI. OTHER EVALUATION CRITERIA A. Total compensation dollars to be paid to the City for Taxi Stand (See XI. FEES). B. The City's experience(s) with the Offeror. VII. CITY RESPONSIBILITY A. Provide curb area for four (4) taxis. B. Provide clean-up ONLY of space in which the taxis are located. VIII. SUCCESSFUL OFFEROR'S RESPONSIBILITIES A. Provide transportation and labor. B. Provide a taxi stand compatible with the architectural style of the SARTC. Taxi stand must have City approval prior to installation. C. Maintain the taxi stand in a clean condition. D. Pay for all improvement costs, including any approved signage and curb painting. E. Install at its own expense and after City approval of location and style, a dedicated telephone outside, at or near the taxi stand and inside the SARTC lobby, for travelers to secure a taxi when none are present at the taxi stand. F. Coordinate start date with City so that the SARTC patrons will not be without taxi stand service. 19F-10 G. Provide taxi stand service during all hours that the SARTC at Santa Ana is open - 5:00 a.m. to midnight daily. H. During peak hours of 6:00 a.m. to 9:00 a.m., and 3:00 p.m. to 7:00 p.m., Monday through Friday, a minimum of three (3) taxis shall be on the premises at all times, with four (4) being the preferred service level. IX. FEES The successful Offeror shall pay the monthly compensation fee to the City of Santa Ana at the same time it submits its insurance documentation. X. EVALUATION PROCESS All submitted proposals shall be evaluated based on the information submitted. The evaluation process will use the following criteria: Total = 100 percent. A. Corporate Experience 15% B. Experience of Management assigned to handle contract 15% C. Experience of taxi drivers assigned to contract 25% D. Clarity and detail of submitted proposal 25% 1. Response to all aspects of required information 2. Offeror's Reference Sheet 3. Proposal Deposit - Bonds E. Compensation to City 20% TOTAL 100% XI. REQUIRED DOCUMENTS Offerors must return the following complete documents with their proposal: • Compensation with Detailed Calculation Methodology • Required Information • Offeror's Reference Sheet • Bidder's Statement, signed • Certification of nondiscrimination sheets at back of RFP. • Any other information the Offeror may choose to submit. Offeror must submit one (1) original and five (5) photocopies of each proposal offered. 19F-11 XII. CERTIFICATION OF NONDISCRIMINATION BY CONTRACTORS As suppliers of services to the City of Santa Ana, the company listed below certifies that it does not discriminate in its employment with regard to race, color, religion, sex or national origin; that it is in compliance with all federal, State and local directives and executive orders regarding nondiscrimination in employment; and that it agrees to demonstrate positively and aggressively the principle of equal opportunity in employment. Offeror agrees specifically: • To take affirmative steps to hire minority employees within the company. • To establish or observe employment policies which affirmatively promote opportunities for minority persons at all job levels. • To communicate this policy to all persons concerned, including all company employees, outside recruiting services, especially those servicing minority communities, and to the minority communities at large. Please include any additional information available regarding equal opportunity employment programs now in effect within your company. XIII. OFFEROR'S STATEMENT I have read, understand and agree to the terms and conditions of all pages of this Request for Proposals. Upon request, I will transfer and deliver services to the SARTC in accordance with said terms and conditions. Tax Payer ID Number: Complete Legal Name of Company Phone Fax Business Street Address City/State Zip Signature of Authorized Agent / Title Printed Name 19F-12 XIV. RESULTING AGREEMENT A copy of the agreement resulting from acceptance of the successful Offeror's proposal is enclosed for review as Exhibit A. 19F-13 19F-14