3613 LUCIUS ROAD. • COLUMBIA, SC • 29201

WWW.CATCHTHECOMET.ORG • (O) 803.255.7133 • (F) 803.255.7113

Central Midlands Regional Transit Authority TRANSIT OPERATOR RFP SUBCOMMITTEE WORKING GROUP

AGENDA Monday, November 25, 2019

11:00 a.m. 3613 Lucius Road, Columbia, SC, 29201 Conference Room B (Small) – 2nd Floor

Derrick Huggins, (City of Columbia) John V. Furgess, Sr. (Richland County Legislative Delegation)

Andy Smith (City of Forest Acres) .

1. CALL TO ORDER AND DETERMINATION OF QUORUM

2. ADOPTION OF AGENDA

3. DISCUSSION & ACTION ITEMS (John Andoh and Leo Auger)

A. Discuss Draft Request For Proposals Scope of Work.

4. ADJOURN

All items on this agenda are subject to action being taken by the Committee. Agenda order is subject to change.

GENERAL INFORMATION ABOUT BOARD COMMITTEE MEETINGS: The COMET will make all reasonable accommodations for persons with disabilities to participate in this meeting. Upon request to the Administrative & Customer Service Specialist, The COMET will provide agenda materials in appropriate alternative formats, or disability-related modification or accommodation, including auxiliary aids or services, to enable individuals with disabilities to participate in public meetings. Requests should be sent to The COMET by mail at 3613 Lucius Road, Columbia, SC 29201, by fax at (803) 255-7113, or by e-mail to info@catchthecomet.org. For language assistance, interpreter services, please contact (803) 255-7133, 711 through the Relay Service. Para información en Español, por favor llame al (803) 255-7133.

Take The COMET to the Meeting! Route 6 and DART serve the facility. Visit www.CatchTheCOMET.org or call (803) 255-7100 for more details.

Prior to entering the meeting, please turn all electronic devices (cell phones, pagers, etc.) to a silent, vibrate or off position.

TRANSIT OPERATIONS RFP AD-HOC COMMITTEE WORKING GROUP MEETING

Update on the RFPNovember 25, 2019

Presentation1. Sections of the RFP

2. Scope of Work

3. Proposed Major Changes

4. RFP Schedule

Sections of the RFP1. DEFINITIONS2. TERMS AND RENEWAL3. DUTIES4. COMPENSATION5. TERMINATION6. TERMINATION FOR CONVENIENCE OR MUTUAL AGREEMENT7. ASSIGNMENT AND SUBCONTRACTING8. CHANGE ORDERS9. OPERATING REVENUE10. AUDITS11. FINANCIAL TRANSPARENCY12. FREEDOM OF INFORMATION13. MEETINGS14. ADVERTISING15. THE AUTHORITY AND THE CONTRACTOR SUPPLIED PROPERTY16. LIQUIDATED DAMAGES17. PERFORMANCE INCENTIVES18. INSURANCE19. IMIGRATION LAW COMPLIANCE20. INDEMNIFICATION

Sections of the RFP21.CONTRACTOR SOLELY RESPONSIBLE FOR PERFORMANCE/

SUBCONTRACTORS22. SECURITY FOR PERFORMANCE AND DAMAGES23. AMENDMENT AND NOTICES24. LEGAL RELATIONSHIP25. NO IMPROPOER USE26. DISPUTE RESOLUTION27. SOUTH CAROLINA GOVERNING LAW28. COMPONANT PARTS OF THE CONTRACT29. SUBJECT TO APPROPRIATION30. COMPLIANCE WITH AUTHORITY POLICY31. COMPLIANCE WITH FTA AND DOT POLICIES32. CONTRACTOR TRANSITION33. VEHICLE RETURN34. TURNOVER INSPECTION35. CHANGE IN LAW36. VALIDITY AND BENEFITS

APPENDIXES

Scope of WorkA. MANAGEMENTB. EMPLOYMENTC. DRIVER AND EMPLOYEE SELECTION AND TRAININGD. MAINTENANCE PERSONNELE. TRANSIT OPERATIONSF. MAINTENANCE OF FLEETG. FACILITY MAINTENANCE AND SECURITYH. REPORTING REQUIREMENTSI. DESCRIPTION OF REQUIRED SERVICES FOR DART PARATRANSIT

SERVICESJ. OTHER REQUIREMENTSL. UNIFORM APPREARANCEM. FARE POLICY AND TICKET SALESN. PROMOTION, INFORMATION AND ADVERTISINGO. SERVICEP. ROUTE CANCELATION WEATHER-BASED SERVICE DISRUPTIONS &

REGULARIZED SERVICE CHANGESQ. STRIKER. CHANGE IN RESPONSIBILITYS. AUDIT SETTLEMENT

ExhibitsEXHIBIT A – Scope of Work EXHIBIT B - Vehicle InventoryEXHIBIT C - Contractor Technical and Cost Proposal EXHIBIT D - Performance Incentives & Liquated DamagesEXHIBIT E - MBE/DBE Participation PlanEXHIBIT F - FTA ClausesEXHIBIT G - Request For Proposals

Proposed Major Changes• Present operator employee information• Introduce staffing requirements• Introduced key performance indicators• Changed the liquidated damages

removing punitive issues• Changed to The COMET’s new MBE

requirements• Changed pricing methodology• Changed evaluation criteria

Present Operator Employee Information• Staff Seniority List, pay rates and PTO hours, and Non-

Union Employee list• Union Agreement for DART Paratransit Service Provider,

TCS and ATU Local 610 for DART Paratransit• Union Agreement for Fixed Route Service Provider,

Transdev and ATU Local 610 for DART Paratransit• Union Agreement for Maintenance Personnel for the

Service Provider, TCS and the International Association of Machinists, Local 1879

• Union Agreement for Mechanics and Bus Servicing Personnel between Transdev and the International Association of Machinists, Local 1879

• Health Plan participation level – Single or family

Staffing Qualifications• Focus needs to be given to leadership skills. • Giving range on years of experience in transit. • Place focus on timeframe for candidate to become certified.• Qualities for General Manager (GM):

• Leadership skills (1)• Team Management (2)• Accountability (3)• Transit Knowledge (4)

Positions requiring previous experience in their respective field:• General Manager• Operations Manager & Assistant General Manager• Paratransit Operations Manager• Vehicle & Facility Maintenance Manager• Safety & Training Manager• Quality Assurance Manager• IT Manager

Change Required Key Personnel

• General Manager• Operations Manager & Assistant General Manager• Paratransit Operations Manager• Vehicle & Facility Maintenance Manager• Safety & Training Manager• Quality Assurance Manager• IT Manager

Define Support StaffSupport positions at the minimum that required are:• Administrative Analyst• Safety & Training Specialist• Human Resources Analyst• Facility Maintenance Worker• Bus Stop Maintenance Worker• Bus Operator• Operations Supervisor• Maintenance Supervisor/Lead Mechanic• Dispatcher• Reservationist• Customer Service Analyst• Mechanics• Utility Worker• Shopkeeper

Sample Key Personnel Language

Sample Key Personnel Language

Sample Key Personnel Language

Sample Key Personnel Language

Sample Key Personnel Language

Sample Key Personnel Language

Suggested Operations Planning

Proposed KPI Incentives and Disincentives Program Example: On-Time Performance: An on-time trip is one that departs 0 minutes early and no more than 5minutes late. • 90% and above +0.25% (of Monthly Payment)• 85.00% to 89.99% 0.00%• 84.99% to 76.99% -0.25%• 75% and below -0.50%• Goal: 85.00%

Liquidated Damages (LD) & Incentives • Liquidated damages are neither a penalty nor forfeiture; they

shall compensate The COMET solely for the disruption of service caused by the breach of system standards.

• LDs creates opportunity for conflict. Most important thing is that The COMET and Contractor has a good working relationship.

• Too many categories/types of LDs could deter bids from being submitted. LD focus needs to be on categories/types that impact providing service on the street.

Incentives:• Should be a main focus and must be obtainable/

achievable. • Incentives should encourage performance improvement. • Example: Incentives should be given for customer

compliments/accolades.

Sample Liquidated Damages• MBE Compliance

• Maintenance Related Failures

• Safety & Security Related Issues

• Vehicle Cleanliness

• Administrative Requirements & Reporting

• Operational Related Failures

Eliminate some requirement or adjust the dollar value.

Changed to The COMET’s New MBE Requirements

• MBE requirements set at a minimum of 20%

• Included the Board approved MBE policy in the RFP

Changed Pricing Methodology

• Seeking pricing for fixed and variable cost.

• Prime Contractor should submit a base bid and have innovation concepts as a separate option.

• Changed contract from 5 year plus 5 one-year options to 5 years plus a 3 year option plus an additional 2 year option.

• Asking for 5 year proposal pricing only, with CPI indexer for option years.

• Will evaluated price on the basis of the 5 years cost without start up cost.

Changed Evaluation Criteria

Company Qualifications 20

Key Staff Qualifications 20

MBE Participation 20

Innovation 10

Pricing 30

Total 100

RFP ScheduleFriday, December 20, 2019 Publish/Release RFP

Tuesday, January 7, 2020 Pre Proposal Meeting

Friday, January 10, 2020 Questions from Proposers

Friday, January 17, 2020 Answers to Questions

Friday, February 14, 2020 Proposals Due

February 25 -27, 2020 Interviews/Presentations

Wednesday, March 25, 2020 Board of Directors meeting to award the contract. (3 month lead)

Wednesday, July 1, 2020 Commencement date for Fixed Route, Flex Route and Paratransit Services.