REQUEST FOR INFORMATION (RFI) PATIENT CARE FACILITY SHUTTLE SERVICES DATE ISSUED: DECEMBER 1, 2006 DUE DATE: DECEMBER 15, 2006 I. Purpose The University of Kentucky will be issuing a Request for Proposal (RFP) for the operation of bus services associated with the construction of the University Hospital Patient Care Facility (PCF). This RFI is issued to solicit input from industry sources prior to the release of the RFP. Responses to the RFI are due, in accordance with the instructions below, by 5:00 PM, Lexington, KY time, on Friday December 15, 2006. II. Tentative Request for Proposal Timetable Release of RFI December 6, 2006 Submission of RFI Due December 15, 2006 Distribution of RFP January 12, 2007 Preproposal Meeting January 17, 2007 Deadline for Written Questions January 22, 2007 Submission of RFP January 31, 2007 Shortlist February 2, 2007 Interviews February 13, 2007 Contractor Selection February 20, 2007 Contract Negotiation Completed - March 31, 2007* Parking Structure Shuttle Service Initiated - October 1, 2007* * Projected dates III. University Background Founded in 1865, the University of Kentucky (UK) is a public, research-extensive, land grant university dedicated to enriching people's lives through excellence in teaching, research, and service. UK s campus covers more than 687 acres and total enrollment is nearly 27,000 students representing all Kentucky counties, every state in the nation, and 117 countries. There are about 11,000 employees. The University s $1.4 billion annual budget makes it Kentucky s ninth largest corporation.
UK consists of some 200 major and degree programs in 16 academic and professional colleges. The colleges include: Agriculture, Arts and Sciences, Business and Economics, Communications and Information Studies, Dentistry, Design, Education, Engineering, Fine Arts, Health Sciences, Law, Medicine, Nursing, Pharmacy, Public Health, and Social Work. UK boasts over 80 national rankings for academic excellence. UK s William T. Young Library is among the world s leading research libraries; its book endowment is the largest among public universities and ranks second only to Harvard University among all universities. The UK Chandler Medical Center, which opened in 1960, is considered one of the nation s finest academic medical centers. As one of two Level 1 Trauma Centers in Kentucky, UK Hospital cares for the most critically injured and ill patients in the region. The 473-bed UK Hospital and UK Children s Hospital are supported by more than 500 faculty physicians and dentists, 400 resident physicians, and a staff of 3,200 health professionals committed to high-quality patient care. Research at UK is a dynamic enterprise encompassing both traditional scholarship and emerging technologies. There are over 50 research centers and institutes across campus. During fiscal year 2004, UK faculty received a record-breaking total of $238.3 million in extramural funding for grants and contracts. The majority of grants and contracts, 60.3 percent, were awarded by federal agencies representing an increase of 9.7 percent over the previous year. UK s agenda is to accelerate the movement toward academic excellence and to become known worldwide for the quality of its academic programs, its commitment to undergraduates, its success in building a diverse community, and its engagement with the larger society. Visit the University of Kentucky Web site at http://www.uky.edu. IV. University Patient Care Facility Background The University of Kentucky is in the process of implementing the first phase of the Master Plan for the UK Healthcare. This phase will include planning and constructing a substantial replacement of the Chandler Hospital. First phase, referred to Phase 1A includes construction of a Core and Shell facility of approximately one million BGSF and Fit-up of approximately 500,000 BGSF. Phase 1A is expected to be completed for occupancy at the end of calendar year 2010. The design team is in place and has completed Schematic Design with Design Development initiated in August of 2006. Phase 1B is expected to be completed over a five ten year period starting as early as 2011. During the transition period hospital and clinical functions would continue in existing buildings. An essential component of most consulting engagements will include operational planning during this interim period of full conversion. The hospital will be
particularly challenged to operate most of the exiting facility for an extended period after opening Phase 1A. For additional information about the Master Plan and Patient Care Facility visit the web sites listed below: http://www.ukhealthcare.uky.edu/renewal/index.htm http://www.ukhealthcare.uky.edu/renewal/assets/currentnews.pdf The initial phase of construction is to build a new parking garage. Once this new garage is open, the existing garage will be demolished as the new PCF will be constructed on that site. During the almost 5 years PCF construction, staff, patients and visitors will need to be shuttled back and forth between the new garage and the existing UK HealthCare facilities (Existing ER, Gill Heart Institute, Children s Hospital, Chandler, Markey Cancer and Kentucky Clinic.) Since this type of service is outside the core business lines of UK HealthCare, UK HealthCare is seeking to hire a professional service provider to fulfill this need. V. Anticipated Scope of Services The University of Kentucky HealthCare will be seeking a provider to operate the shuttle service(s) as discussed below. The three service options are: PCF parking structure shuttle service, hospital employee shuttle service, and off campus shuttle service. The PCF garage shuttle service is considered essential and must be operational at the opening of the PCF garage in October 2007. The other shuttle services are under consideration and, should the decision be made to proceed with these shuttles, will be phased in over the life of the contract. The provider will be responsible for providing all equipment, personnel, maintenance, dispatch and oversight for these services. The UK HealthCare will undertake periodic reviews of the services for compliance with the agreed upon performance measures. It is expected that compensation will provided monthly related to the level of service provided during the previous month as agreed upon in the final contract terms. For the long term success of the Chandler Medical Center and UK HealthCare Complex, customer (patient, visitors, employee) service is the most critical element of the shuttle service. It is anticipated that one of the measures of successful operation will be the amount of time a customer must wait for a shuttle to arrive. At this time, a maximum wait time of 3 to 5 minutes is anticipated. Given the type of customers expected to be shuttled, ease of access to/from the vehicle is also critical to the safe and comfortable operation of the system. It is anticipated that low floor buses will be required for both disabled access and for those who have mobility restrictions that may not classify them as disabled.
No final decision has been made as to exactly how the services will operate. Following are descriptions of each service as they that might be used and are subject to changes prior to issuance of a formal RFP. PCF PARKING STRUCTURE SHUTTLE SERVICE At this time, there are still discussions relative to the details of this service. It is likely that there will be two alternatives to be considered as part of the RFP. The primary difference is how service to the Kentucky Clinic from the new garage is achieved. One uses the existing main entrance from Limestone Street while the second considers the secondary entrance from Rose Street. While multiple routing options are under consideration to move patients, visitors, and staff between care facilities and the new parking structure. Regardless of the exact route chosen, a number of challenges exist to maneuvering around the Medical Center including: Markey Circular Drop Off The main drop off point for Markey Cancer Center is a circular driveway with a tight radius. There is also a brick guardhouse further restricting space positioned in the straight connection between the Markey circle and Rose Street. Chandler Hospital Canopy The existing main entrance to Chandler Hospital lies under a canopy with a vertical clearance of 10.8 feet. Three lanes run beneath the canopy, one of which is currently dedicated to short-term parking. This limited space is anticipated to be shared between patient drop off, valet service, and the shuttle route. Kentucky Clinic Entrance The existing entrance to Kentucky Clinic lies on the Limestone-side of the building. The approach is also covered by a canopy and has a limited turning radius. Another possible drop point exists on the Rose-side of the Clinic, at an entrance just south of the existing pedway from the hospital. Further investigation is necessary to determine the costs of improving this entry point compared to running a longer shuttle route. While the existing Limestone Street entrance can be used as it is from a building operations perspective, if a Rose Street entrance were used, adjustments to this entrance would be required as well as additional or shifted personnel to maintain to entrances The new hospital garage will be located along South Limestone, between Transcript Avenue and Conn Terrace. Each of these intersections will be signalized upon garage completion, with Transcript providing one-way westbound access into the garage from Limestone and Conn Terrace running eastbound and providing the exit. The garage will have a covered loading/unloading area, potentially with a staffed information desk. It tentatively planned that the route picked will operate from 5:00 am to 11:00 pm. Following are descriptions for each of these potential services. PCF Option #1
The first route (shown in orange) picks up patrons in the new garage, exits via Conn Terrace, and follows Limestone north to the newly constructed entrance (old Rose Street) to the Medical Center Complex across from Transcript Avenue. Making a left from the old Rose Street onto Hospital Drive, the shuttle travels past the Emergency Department and Gill Heart Institute to make its first stop beneath the Chandler Hospital canopy. This stop serves persons accessing the main hospital, the dental school, the children s hospital, and the Gil Heart Institute. After picking up people at Chandler, the shuttle travels across a proposed connection parallel to the pedway to Rose Street and drops patients at an improved Kentucky Clinic entrance. The shuttle then travels south on Rose through a gated, bus-only link to Hospital Drive and returns to the new garage by Transcript Ave. The second route (shown in blue) has a lower projected ridership. The shuttle exits via Conn Terrace, and follows Limestone north to the newly constructed entrance (old Rose Street) to the Medical Center Complex across from Transcript Avenue. The first stop serves the Emergency Department; a pull-off space partially removes the bus from the traffic stream to allow a loading point in front of the temporary ambulance entrance. From this point, the route proceeds north up Hospital Drive and takes a right to drop off Markey patients at the round drive behind the Roach Building. Following this drop, the shuttle returns along Hospital Drive, stops at the Emergency Room stop and the proceeds to access the garage via Transcript Ave. PCF Option #2
The first route (shown in black) follows the Conn/Limestone/Hospital path from the new garage to the Chandler Hospital canopy. Exiting the Chandler driveway, it returns south along Hospital Drive to Transcript Avenue to the garage. The second route (shown in green) is a duplicate of the second (blue) route listed under option 1. The third route (shown in red) exits the garage using Conn Terrace and continues north on Limestone until turning right into the existing Kentucky Clinic entrance. Riders are dropped off and picked up at the existing driveway loop then the bus circles around and returns to Limestone, heading south, via the same access point. The shuttle returns to the garage using Transcript Avenue. Nighttime Service (11:00 pm to 5:00 am) At this time the exact operations of the nighttime service has not been defined but service in some for will be required for the emergency room and the Chandler Medical entrance. Weekend Service The weekend service will need to be further defined but service in some form or another will be provided. Existing Parking Structure Data
As part of the RFP, the following data will be made available. Existing parking garage usage including actual people movements between the existing garage and the existing entrance to the hospital complex including Children s Hospital, Chandler Entrance, Gil Heart Institute, Emergency Room, Dental Clinic and Markey Cancer Center Patients using the Kentucky Clinic by hour of day Existing drop off and pick up in front of Chandler Medical entrance Markey Cancer Center Drop offs/pick Ups Gil Heart Institute Drop offs/picky Ups As a sample of this data the following information is from the pedestrian counts between the Hospital and the parking garage. People Accessing Hospital from Existing Garage 160 140 To hospital From Hospital In/Out total 120 100 Volume 80 60 40 20 0 Time (15 minute increments) Top 5 Minute Volumes People Accessing Hospital from Garage Pedway Top 10 To Hospital Top 10 From Hospital Time Volume Time Volume 9:05 36 2:30 44 6:30 35 11:15 32 1:15 33 11:35 31 8:50 31 3:35 29 1:20 31 3:10 28 6:35 31 7:50 28 8:55 30 8:35 28 11:20 30 8:45 28 8:40 28 3:00 27 12:55 28 4:00 27 Major variations between 5 minute peaks. People volume 60 50 40 30 20 10 0 6:00 6:45 To Hospital From Hospital In/out total 7:30 8:15 9:00 9:45 10:30 11:15 12:00 12:45 1:30 2:15 3:00 3:45 4:30 Time (5 Minute Increments) 5:15 6:00 6:45 7:30 8:15 Additional data may be provided if requested as part of this RFI process. HOSPITAL EMPLOYEE SHUTTLE The University of Kentucky is currently providing bus shuttle service from Commonwealth Stadium to the Chandler Medical Center. Under consideration is having the provider take over the operations of this service. The existing routing is shown
below. Note that the route will change to utilize University Drive to Huguelet Drive to Rose Street once the new Hospital Shuttle in initiated. The Medical Center shuttle runs Monday through Friday from 5:00 a.m. to 11:00 p.m. from the EG Yellow Lot at Commonwealth Stadium to the front loop of the UK Hospital. Buses run approximately every three to five minutes during peak hours (7 a.m. to 9 a.m. and 3:30 p.m. to 5:30 p.m.) and approximately every five to ten minutes at all other times. After hour shuttle service is provided on a call in basis. OFF-CAMPUS HOSPITAL SHUTTLE In addition to the core UK HealthCare Campus, there are several other facilities within Lexington that are being considered for connector service between each and the main campus. This service will be defined further in the RFP. VI. Questions and Requested Answers Following are the questions to be responded to in this RFI: 1. Since getting the service in operation by October 1, 2007 is critical to the continued success of the Hospital, please: a) Describe the anticipated time line needed to insure that shuttle service is operational on October 1, 2007, meeting the draft requirements in the RFP and assuming a final contract can be executed by March 31, 2007. b) Describe what, if any, are the obstacles to meet this deadline, and c) Describe any potential solutions to insure meeting this deadline.
2. The University has considered purchasing or leasing buses at the same time as the RFP is being negotiated and then letting the operator use these as part of the service. a) Would this provide enough time to actually receive the buses in time for operation on October 1, 2007? b) Would there be provisions that you would want related to these buses in the contract and/or RFP? 3. The University is considering performance measures to use throughout the life of the service to monitor customer satisfaction (hospital patients/visitors and hospital staff) and possibly tie to level of compensation: a) What performance measures would you recommend for this purpose and why? b) What performance measures would you not recommend for this purpose and why? 4. The Draft RFP outlines a requirement for low-floor buses with ramps to accommodate patients/visitors with mobility difficulties. a) Is it reasonable to assume that low-floor buses can be made available in time for October 1, 2007, operation and accommodate the level of passengers and wait times specified? b) If this is not possible, how could the University achieve the goal of lowfloor buses in a timely manner and still begin operations October 1, 2007? 5. While this service will begin October 1, 2007, the ongoing construction of the PCF, the need to rehabilitate the Kentucky Clinic Garage, and the ultimate operations after the PCF is completed will likely require changes in operating levels and routes. a) What is a reasonable amount of time prior to a change that is required to adjust equipment and employee requirements for a definitive change in operations? b) There is concern that the operations may need to be adjusted quickly because of changes in circumstances. How can this be set up such that adjustments can be made within 24 hours to service, especially at the start of the operation in October 2007? VII. RFI Terms and Conditions The responses to this RFI are exclusively intended to assist the University in understanding current industry and market conditions in pursuit of its objective of contracting for shuttle services. All materials submitted in response to this request RFI become the property of the University and may be subject to Kansas open record laws. Responses to the RFI will not be publicly opened and read. Respondents shall not submit any financial information in response to this RFI.
The University shall not be responsible for any response preparation expenses, submission costs or any other expenses, costs, or damages incurred as a result of a respondent s participation in this RFI process. The University shall not be liable for any errors in respondents responses. Each respondent shall carefully review its entire response to ensure that all information is accurate and complete. Participation in the RFI process is not mandatory and will not affect an organization s ability to respond to any eventual Request for Proposal. Responses to the RFI will not be scored or formally evaluated. The purpose of the RFI is solely to elicit information concerning the University s interest in developing a Request for Proposal for shuttle services. VIII. RFI Submission Responses to the RFI shall include the following information: 1. Name, address and contact information of respondent company. 2. Brief description of respondent company. 3. Responses to questions in Section VI. 4. Any other information or comments deemed helpful to the University. All questions concerning the RFI shall be addressed to: Mr. John Deans Purchasing Division University of Kentucky 322 Peterson Service Building Lexington, KY 40506-0005 Phone: 859-257-6759 Fax: 859-257-1951 E-mail: john.deans@uky.edu Responses to the RFI are due by 5:00 PM, Lexington, KY time, Friday, December 15, 2006. RFI s may be submitted, as an attachment, via e-mail to John Deans at john.deans@uky.edu. Hard copy responses to the RFI, along with an electronic copy of CD-ROM, may be sent via USPS, contract carrier, courier delivery, or personal delivery to Mr. John Deans, University of Kentucky, Purchasing Division, Room 322 Peterson Service Building, Lexington, KY 40506-0005.