Request for Proposals (RFP) An Alternative Fuels Assessment & Feasibility Study VTA Project # 2016-01 From: Subject: Angela E. Grant, Administrator Project VTA #2016-01 Request for Proposals An Alternative Fuels Assessment & Feasibility Study PROCUREMENT SCHEDULE Advertise Request for Proposals: (RFP s) 11/20/15 Deadline for questions by 10:00 AM 11/30/15 RFP s due in VTA Office by 12 noon 12/22/15 Award and Notice to Proceed 01/15/16 Section I General The Martha s Vineyard Transit Authority (VTA) is seeking to contract for An Alternative Fuels Assessment & Feasibility Study from qualified firms. The resulting Study shall include an indepth analysis of readily available fuel types in rolling stock that could be used in fixed route bus and Paratransit service on Martha s Vineyard and an assessment of the short term market trends of alternative fueled rolling stock and power plant production. The Study must include electric, diesel- hybrid electric, propane, compressed natural gas (CNG), liquid natural gas (LNG) and other fuel types that the offeror feels would meet the VTA s service requirements. It should be noted that currently CNG and LNG are not available on Martha s Vineyard, however that should not preclude consideration of those fuel types as an option. The selected firm must be qualified to do business in the Commonwealth of Massachusetts, will be under contract with the VTA and will report to the VTA Administrator and staff. The VTA requires that special attention be paid to the unique demands of operating a transit system on an Island with seasonal fluctations. The VTA runs two very different types of services between the in-season service and off-season. The VTA s fleet consists of 32-fixed route buses varying in length from 29-40 and the Paratransit fleet is comprised of vans and minibuses. VTA Project #2016-01 Page 1/9
The contract between VTA and the selected firm will be governed by, construed and enforced in accordance with the laws of the Commonwealth of Massachusetts and all applicable Federal laws, rules and regulations. Section II Background Located seven miles off the south coast of Cape Cod, Massachusetts the Island of Martha s Vineyard has been one of the fastest growing areas in the northeast for the past three decades. Martha s Vineyard is nationally known as a prime vacation destination visited by thousands of vacationers annually and is the home to tens of thousands of seasonal and year round residents. Martha s Vineyard undergoes substantial changes in population and activity during the course of a year. The regional population swells to approximately 85,000 at the height of summer a figure about five times the year-round population of 17,000, in addition to accommodating an enormous influx of tourists and vacationers. The population density varies from about 140 persons per square mile in February to as many as 1,020 persons per square mile in August. Preserving the character of Martha s Vineyard has long been a common regional goal. In the 1980 s and 1990 s the rapid increase of population, tourism, seasonal use and related traffic reached levels that clearly threatened the region s character. Recognizing that the increasing number of automobiles threatened to destroy the quality of life, the Island towns supported a substantial expansion of the VTA s fixed-route services. While the VTA fleet meets the latest envirnomental standards based on unit build year, white smoke billlowing out of the exhaust system during a regen is not something that is received well in our community. Additionally, vehicle noise is a consideration that must be taken into account. The VTA s transit services are an integral part of the Region s transportation network. The growing use of the VTA s transit services helps increase traveler safety, protect and enhance the Island s character, provide new economic opportunities and reduce noise, pollution and energy use. In FY 15, over 1.3M riders rode the VTA s services. Collectively, the VTA amasses 1.3M vehicle miles and approximately 80,000 vehicle hours. The chart below reflects the monthly fixed route ridership of the VTA from FY 2010-2015. FY 2010 FY 2011 FY 2012 FY 2013 FY 2014 FY 2015 Jul 245,214 269,237 290,248 275,455 282,606 293,708 Aug 265,384 265,686 268,749 291,568 303,175 323,949 Sep 131,257 118,462 133,887 126,859 129,661 140,739 Oct 60,675 63,907 67,217 57,637 71,666 76,286 Nov 28,092 29,096 29,635 29,986 30,053 32,380 Dec 22,859 23,309 23,750 24,661 24,617 28,628 Jan 20,364 21,060 22,839 22,162 21,299 22,395 Feb 20,040 19,673 22,456 20,106 21,624 20,032 Mar 26,987 25,694 28,798 27,036 26,033 26,877 Apr 39,630 35,092 42,834 39,240 41,834 42,506 May 91,324 88,395 90,976 87,167 92,847 106,798 Jun 147,514 148,881 161,667 158,389 179,172 177,233 TOTAL 1,099,340 1,108,492 1,183,056 1,160,266 1,224,587 1,291,531 VTA Project #2016-01 Page 2/9
The frequency of service fluctuates with the season, as does the length of the service day. Section III Scope of Services The tasks of this scope are the following: 1. Review Existing Conditions: a. Assess study area existing conditions, including VTA fleet make up (attached as Appendix A), VTA fueling facility, fuel availability, bulk transportation regulations and compile annual usage by service type; b. Evaluate current market alternative fuel options and vehicle types in the transit industry & their compatibility to the confinements of the Vineyard s road infrastructure; 2. Evaluate Alternative Fuel Options by Vehicle Type: a. Evaluate the pros & cons associated with available alternative fuel vehicles, including fueling/recharging times; b. Determine the operational, environmental & maintenance impacts of available and in development vehicles for the next 4 years; c. Determine projected facility maintenance and infrastructure costs, including renovation and new construction; d. Determine transportation costs of any alternative fuel that is currently not available on Martha s Vineyard; e. Research incoming market trends on upcoming alternative fuels and different vehicle types that might be appreciate for Martha s Vineyard; f. Specification of alternative fuel vehicles, including cost of the vehicles and fuel cost/savings and reliablity; 3. Create Final Report: a. Based on analysis, recommend preferred alternative fuel type(s); b. Based on analysis, recommend a preferred vehicle type(s) c. Prepare a scope, implementation timetable, and overall budget for the preferred alternative fuel(s); d. Identify potential funding sources for infrastructure changes, upgrades & requirements Section IV Proposal Requirements A. General Requirements One (1) unbound original & three (3) electronic copies of the proposal must be furnished to the VTA by Tuesday, December 22, 2015, no later than 12 noon at the following address: Martha s Vineyard Transit Authority, Attention: Angela E. Grant, Administrator, 11 A Street, Edgartown, MA 02539. Proposals must be VTA Project #2016-01 Page 3/9
submitted in one sealed envelope clearly marked VTA Project #2016-01 An Alternative Fuels Assessment & Feasibility Do Not Open. The offeror is fully responsible for the delivery of the proposal. Offerors should be aware that many overnight mailing services do not guarantee service to Martha s Vineyard. Reliance upon mail or public carrier is at the offeror s risk. Proposals received prior to the date of opening will be securely kept, unopened. Late proposals due to mail delivery, overnight mailing services or inclement weather are at the offeror s risk. The proposal should be printed on 8 1/2 x 11 paper and not exceed 60 pages. Each proposal must comply with the guidelines set forth below. Any proposal not in compliance with the guidelines will be disqualified and will not be evaluated. Disadvantaged Minority and Women business enterprises are encouraged to submit proposals in response to the request and will not be discriminated against on the grounds of race, color, sex, national origin or veteran status in consideration of an award. Any contract entered into pursuant to this request will include provisions to ensure compliance with the applicable civil rights regulations. Issuance of this RFP does not commit VTA to award a contract or to pay any costs incurred in preparation of the proposals. The VTA reserves the right to reject any and all proposals, in whole or in part, to waive any formalities and to re-advertise or to discontinue this process without prejudice. B. Contents of Proposal Proposals shall contain the following documents, each fully completed, and signed as required. Proposals that do not include all required documentation, or are not submitted in the required format, or do have the appropriate signatures on each document or are submitted late, or are submitted to the incorrect address, will be deemed to be non-responsive. Non-responsive proposals shall receive no further consideration. 1. Table of Contents The Table of Contents shall outline in sequential order the major areas of the Proposal, including enclosures. 2. Proposal Letter Proposal shall provide a Letter of Interest listing the prime consulting firm, Project Manager, point-of-contact for the proposal, subcontracted firms and indication as to why the firm is suited for this work. VTA Project #2016-01 Page 4/9
3. Qualifications and Capabilities a. General Firm Information: i. Type of Firm (corporation, partnership, sole proprietorship, joint venture ii. Year Firm was Established Number of years the firm has been in business under its present business name. iii. Other Firm Names Indicate all other names by which the organization has been known and the length of time known by each name. iv. Parent Company Provide name, address, and former name, if applicable and tax identification number. v. Participating Division or Branch Offices State the division or branch offices that shall be providing the proposed services (office name and address). vi. Sub-contractor Firms Provide the same information as listed in items i. through v. directly above. Within five (5) business days after the notice to award, but before actual award, the successful proposer shall provide a list confirming the subcontractors that the successful proposer intends to utilize in the Contract, if any. The list shall include the name, location of the place of business for each sub-contractor, the services subcontractor shall provide relative to any Contract that may result from this RFP, the amount of the total contract price that shall be allocated to the sub-contractor, any applicable licenses, references, or ownership. b. Experience and Expertise of Firm/Team: i. Years in Conducting Fixed Route Transit Feasibility Studies State the number of years the firm has been involved in conducting fixed route transit feasibility studies within the fixed route operations and related services. Please also indicate this for any subcontractors to be used. ii. Full Time Personnel Indicate the number of full-time personnel employed by the firm. iii. Number/Value of Contract Projects and References Indicate the number of fixed route transit feasibility studies contracts conducted by the firm for each of the past three (3) years. (NOTE: If this response is submitted by a branch office or division of a parent company, indicate the number of projects that have been managed directly by the specific branch or division.) iv. Pre-Qualified Agency Work Indicate of the firm or subcontractor firms are pre-qualified for Fixed Route Transit Feasibility Study consulting services through any state departments of federal agencies such as the U.S. Department VTA Project #2016-01 Page 5/9
of Transportation. Describe the relevance or importance of any pre-qualifications with regard to this project. c. Experience of Expertise of Project Manager and Key Staff: i. Qualifications and Experience Provide a brief description of the qualifications, experience, and areas of expertise of the Project Manager and any key staff assigned to this project. Include subcontractor key personnel if appropriate. ii. Areas of Expertise List all areas of expertise related to studies of fixed route operations and expansion of fixed route services and operations. d. Detailed Project Approach, Work Plan and Schedule i. Include a detailed explanation of the approach the firm shall take in completing the Tasks outlined in the RFP with a supporting work plan and schedule. When developing the work plan, the Consultant is encouraged to expand upon the general tasks and steps provided in the RFP Scope of Work for the purpose of providing a superior final product. ii. The Consultant shall provide a solid estimate of completion time for the project schedule by Task, key meetings and product deliveries within a three (3) month window. e. Cost Proposal Form i. The Proposal shall specify the proposed cost to provide the professional services for the project as stated in this RFP. The cost proposal shall include a detailed breakdown of all costs associated with the Tasks to complete the project and issue the final report. ii. The Proposal shall include the information required to support the reasonableness of submitted cost and price quotations. C. References Identify and provide at least two (2) references that involve alternative fuel studies described in this RFP. Include the name of the reference, contact person, title of contact person, telephone number, period of performance, and VTA Project #2016-01 Page 6/9
description of contract work. VTA reserves the right to seek references beyond those supplied by the Proposer, which may be used as part of the evaluation process. D. Proof of Insurance The Proposer shall submit a statement of insurance coverage confirming that the firm will keep the required insurance current throughout the term of the Contract. Section V Evaluation Criteria A. Evaluation Criteria The Technical Proposals, including qualifications, experience, quality approach and cost shall be evaluated based upon the following criteria: 1. Demonstrated experience/knowledge of firm(s) -20% 2. Demonstrated experience/knowledge of project team assigned to conduct the study 20% 3. Study understanding and approach 30% 4. Proposal Cost -30% Section VI Miscellaneous Provisions 1. Proposal and Modifications The proposal and all other accompanying documents or materials submitted by the respondent will be deemed to constitute part of the proposal. Changes in the certificates, alternative proposals, or modifications of the proposal documents that are not specifically called for in the RFP will result in rejection of the proposal. Any proposed change in the response to the RFP should be submitted in writing to the VTA for its prior approval. The submitted proposal must not contain erasures, changes or corrections. Any changes made to this Request for Proposal will be made by addendum and will be sent to all respondents. Should any addendum be issued, certification of receipt of such must be included in the proposal. 2. Withdrawal of Proposal Proposals may be withdrawn by written request received by the Administrator at any time prior to the deadline for proposals. No proposal may be withdrawn for a period of 90 days after the deadline set herein for receipt of proposals. 3. Cost of Proposal Preparation No reimbursements will be made by the VTA for any costs incurred in the preparation of the proposal. 4. Tax Exemption VTA Project #2016-01 Page 7/9
The Authority is exempt from the payment of Federal, State and local taxes. Taxes must not be included in proposal prices. The Authority will furnish necessary exemption certificates upon request. 5. Contractor Eligibility Any name on the U.S. Comptroller General s list of ineligible contractors will be considered an ineligible respondent. 6. Protests The VTA procedures for handling protests are contained in Appendix B attached. 7. Submissions Late submissions, submissions via fax, or submissions in any other form than listed above, shall be deemed non-responsive, shall not be accepted, and shall be returned unopened. It is the responsibility of an entity which responds to this RFP to ensure that its Proposal is delivered to the VTA by the deadline. Inclement weather, delays in USPS or private carriers, computer glitches, electricity outages, etc., shall not be considered as reasons for delays. 8. Proposers may change or withdraw a Response at any time prior to the submission deadline; however, no oral modifications shall be allowed. Written modifications will not be allowed following the submission deadline. 9. By signing the Proposal, the Proposer certifies that no principal (which includes partners, officers, directors, executives, or sub-contractors) is presently suspended, declared ineligible, debarred, or voluntarily excluded from participation in the transaction by any Federal or State of Massachusetts department or agency. 10. VTA reserves the right to issue addenda to this RFP, or to make adjustments to the schedule, if it is deemed in the VTA s best interest to do so. 11. VTA further reserves the right to reject any and all proposals if it is deemed in VTA s best interests to do so. 12. VTA shall not make an award to or enter into negotiations with, any Proposer solely on the basis of the financial terms offered by a proposer. 13. Required compliance certifications are attached hereto as Appendix B and must be returned signed with the offerors original submission. 14. Inquiries and Correspondence All correspondence relating to this project should be addressed to: VTA Project #2016-01 Page 8/9
Angela E. Grant, Administrator Martha s Vineyard Transit Authority 11 A Street Edgartown, MA 02539 508-693-9440 ext 110 or email: angie@vineyardtransit.com Section VII - Award A Notice of Award will be issued to the successful firm. All other firms will be notified of the outcome of the selection process. The VTA will attempt to have the evaluation process completed within fourteen (14) days after the opening of proposals and will strive to complete negotiations and execute a signed contract within twenty-one (21) days of the opening of the proposals. VTA Project #2016-01 Page 9/9