VILLAGE OF OAK BROOK REQUEST FOR PROPOSAL LAST-MILE TRANSPORTATION SERVICES JANUARY 2018 Please mail all responses to: Rania Serences Senior Purchasing Assistant Village of Oak Brook 1200 Oak Brook Road Oak Brook, IL 60523
SECTION I: OVERVIEW The Village of Oak Brook is seeking proposals from qualified Proposers for Last-Mile Transportation Services ( Services ). For the purpose of this RFP and the anticipated Agreement, "Village" means the Village of Oak Brook and the selected Proposer that is awarded the Agreement is the Proposer. The selected Proposer will be invited to enter into an agreement with the Village, in a form to be provided by the Village ( Agreement ), to provide the Services in accordance with the Project Scope section of this RFP. The Village Board has the ultimate authority to approve any proposal and to authorize execution of the negotiated Agreement. SECTION II: PROJECT DESCRIPTION Introduction The Village of Oak Brook is currently soliciting proposals from private service providers. The goal of the project is to pilot a last-mile connection between Village of Oak Brook office properties and the Metra Commuter Rail service in order to reduce auto dependence of commuters working within Oak Brook and enhance the attraction and retention of top talent in the Oak Brook area. The primary market is reverse commuters living in the City of Chicago and near-by suburbs. The secondary market is commuters from other suburban locations. The Village of Oak Brook is one of the region s largest employment centers, with 2,000 employers and employment of 60,000 within its 5.3 square miles and includes one of the region s largest retail shopping mall, the Oakbrook Center. Project Description The RTA and the Greater Oak Brook Chamber of Commerce have jointly conducted market analysis and recruitment of business partners (property owners) for a two-year pilot program. The business partners will contribute funding to the Village of Oak Brook, who will contract with the service provider for last-mile connection services. The Village intends to act as the receiver of money from the business partners. The Village s obligation to pay the service provider shall be limited to those funds received from the business partners. The Village itself, though a contracting party, with the ability to enforce the obligations of the service provider, is financially responsible only to turn over to the service provider, within 30-45 days of receipt of invoice, such applicable charges as have been submitted to the Village by the service provider, and provided such funds have been received from the business partners, or some third party other than the Village itself. The contract term will be for 24-months. After 12-months of operation, the Village has the sole option to terminate the Contract at any time on 14 days prior notice. If the Village does not receive adequate funds as provided for above, it may terminate the Contract on 14 days written notice at any time. Public funding will end after the two-year pilot. The Village intent is to be able to continue into future years by establishing a market for a self-supporting service and is looking for a vendor that can help achieve this goal. Page 1
Scope of Services Private service providers are being solicited through this Request for Proposal to provide, at a minimum, last-mile transit connections that meet the following requirements: 1. Weekday service, except major holidays, between either Metra Union Pacific West Line Elmhurst station or Metra Burlington Northern Line Hinsdale station, optimal station TBD, and property addresses (front door) listed on Exhibit The optimal train station will be selected to maximize potential shuttle ridership. 2. Pick-up at Metra station between 7:00am 9:30am and at participating properties 3:30pm 6:30pm is base level of service required. Additional stop locations and connections to Pace bus stops may also be considered. 3. Capacity for 25-30 riders in each of the morning (from Metra) and evening periods (to Metra). 4. Maximum wait time at the morning pick-up of 5-minutes after Metra scheduled train arrival and delivery to Metra station in evening no less than 5-minutes prior to Metra scheduled arrival. 100% of rides requested by employees of participating companies will be filled. 5. Service will be accessible to customers using wheelchairs. 6. App-based ride request and payment, with real-time vehicle location/arrival time at pickup location. 7. App will enable a fee structure which will differentiate between employees of business partner properties and any member of the public to ride between designated pick-up and drop-off locations. 8. Customer service/helpline available by phone and/or internet available to users. 9. Service management and oversight. 10. Marketing prior to, during start of operations, and periodically during pilot will be outlined in proposal. 11. Vendor will be responsible for obtaining all necessary curb-space agreements for pick-up/drop-off locations. 12. Complete detail of trip data will be made available (time and location of pick up and time and location of drop-off) on a weekly basis. 13. Monthly invoicing based on annual price. Any public fares collected by the service provider will be retained by the service provider with full accounting of rides and revenues provided in weekly report. As this pilot program is intended to grow into a sustainable, permanent mobility alternative, proposers are encouraged to discuss how their model can continue to provide last-mile connections with transit at a per ride cost that is affordable for daily commuters after the conclusion of the pilot. Proposers may also submit alternative options, that provide services beyond the minimum requirements outlined above, including expanded hours of operation. Please price these options separately. SECTION III: SUBMITTAL REQUIREMENTS All proposals must be signed by an authorized officer of the Proposer. Proposals that contain omissions, erasures, alterations, conditional quotes, or that contain irregularities of any kind may be rejected. Page 2
The proposal should contain, without limitation, the following information at a minimum: 1. Name of Proposer; and 2. Office address, main telephone and fax numbers, e-mail address, and website address. 3. Price Proposal should be a separated as follows: 1) Single all-inclusive price for the first 12 months of service 2) Single all-inclusive price for months 13-24 of service The Village has the sole option to terminate or modify the contract after the initial 12 months of service 4. References 5. Statement of Qualifications Provide background information on your firm including, but not limited to, the age of the business, the number of employees, and pertinent financial data that will permit the Village to determine the capability of the Proposer to meet all contractual requirements. 6. Project Approach List the abilities, qualifications, and experience of the persons who would be assigned to the engagement and their experience on similar contracts. 7. Additional Information and Comments Include any other information you believe to be pertinent but not specifically mentioned elsewhere. 8. Letter. All Proposers shall include a letter indicating that all information in the proposal is true and complete and signed by the authorized owner, partner, officer of the corporation, or manager of the limited liability company submitting the proposal, with said signature duly notarized by a notary public. 9. Exceptions. Proposals will list any exceptions to fulfillment of scope elements 10. Insurance/Indemnification (TBD) SECTION IV: EVALUATION OF PROPOSALS The Village staff will evaluate all properly submitted proposals. Properly submitted proposals will be graded and ranked based on their responsiveness to this RFP, the total cost of the Services, the Proposer s experience and understanding of Services requested, its ability to complete the Services within the specified deadlines, and the factors listed in Section 1-7-4 of the Village Code of the Village of Oak Brook, Illinois. The Village may conduct interviews of all or some of the Proposers, as it deems advisable. The Village will then select the top preferred Proposer, with whom the Agreement, on a form to be provided by the Village, will be negotiated. The Village Board of Trustees has the ultimate Page 3
authority to approve any proposal and to authorize execution of the negotiated Agreement. The Village reserves the right to make clarifications, corrections, or changes in this RFP at any time prior to the deadline for the submission of proposals. All Proposers or prospective Proposers that register with the Village prior to the deadline for the submission of proposals will be informed of said clarifications, corrections, or changes. To register, Proposers must email their contact information to Rania Serences at rserences@oak-brook.org. Proposals will be evaluated based primarily on the following considerations. The proposal which has the best overall business plan and value will be chosen. 1. Price 2. Experience of firm in providing last-mile or ride-hail service in geo-fenced area. 3. Ability to minimize transit time to/from Metra station. 4. Simplicity and customer-friendly experience 5. Consistency of driver and vehicle 6. Driver training and background check protocols 7. Readiness to start operations 8. Proven technology/mobile app 9. Accommodations for disabilities 10. Ability to provide ridership data to Village for analysis 11. Marketing services offered to promote program 12. Agreement to receive funding from the business partners with the Village serving as an administrator. SECTION V: SUBMITTAL PROCEDURES A. Questions and Clarifications. All questions regarding this RFP should be directed in writing to Riccardo F. Ginex, Village Manager, rginex@oak.brook.org. Questions will be accepted until 12:00 p.m. CST on Monday, February, 12, 2018. All questions and responses will be compiled and submitted to all Proposers electronically in one general response memorandum by Tuesday, February, 20, 2018. In order to enable the Village to equitably respond to requestor questions, the Village requests that prospective Proposers register in advance with the Village via e-mail at rserences@oak-brook.org. B. RFP Submittals. All proposals shall be submitted in an opaque sealed envelope on or before the time stated and shall bear the name of the individual, firm, or corporation submitting the proposal. The envelope must state the project name: Private Transportation Services. Six (6) copies of the proposal must be submitted to: Rania Serences Senior Purchasing Assistant Village of Oak Brook 1200 Oak Brook Road Oak Brook, IL 60523 Page 4
Proposals must be received no later than 3:00 p.m. CST on Monday, February 26, 2018. Proposals will not be opened publically. Proposals submitted after this time will not be opened. No oral, telephone, e-mail or facsimile proposals will be considered. C. Standard Terms and Conditions. Proposals submitted are offers only, and the decision to accept or reject is a function of quality, reliability, capability, reputation, and expertise of the Proposers submitting proposals. Issuance of this RFP does not obligate the Village to pay any costs incurred by a Proposer in its submission of a proposal or making any necessary studies or designs for the preparation of that proposal, or for procuring or contracting for the services to be furnished under this RFP. A Proposer may withdraw its proposal, either personally or by written request, at any time prior to the scheduled deadline for submittals. No proposal shall be withdrawn for 90 days after the date set for opening proposals. Proposals shall be subject to acceptance during this period. The Village reserves the right to accept the proposal that is, in its judgment, the best and most favorable to the interests of the Village and to the public; to reject the low price proposal; to accept any item of any proposal; to reject any and all proposals; and to waive irregularities and informalities in any proposal submitted or in the RFP process; provided, however, that the waiver of any prior defect or informality shall not be considered a waiver of any future or similar defect or informality. Proposers should not rely upon, or anticipate, such waivers in submitting their proposal. The Village reserves the right to negotiate specifications, terms, and conditions which may be necessary or appropriate to the accomplishment of the purpose of the RFP. The Village may require the entire proposal be made an integral part of the resulting contract. This implies that all responses, supplemental information, and other submissions provided by the Proposer during discussions or negotiations will be held by the Village as contractually binding on the successful Proposer. SECTION VI: ANTICIPATED PROJECT TIMELINE RFP Released January 29, 2018 Questions Due February 12, 2018 Issuance of Responses to Questions February 20, 2018 RFP Due Date February 26, 2018 Approval of Agreement March 27, 2018 SECTION VII: EXHIBITS Overview map with Metra lines/stations Participating properties Metra schedules Market analysis/data Page 5
Overview Map
PARTICIPATING PROPERTIES PROPERTY NAME PROPERTY ADDRESS PROPERTY SQ. FOOTAGE Citibank Office Plaza 1900 Spring Road, Oak Brook, Illinois 60523 107,780 Commerce Plaza I, II, & III 2001, 2015, 2021 Spring Road, Oak Brook, Illinois 60523 505,000 Oak Brook Pointe 700 Commerce Drive, Oak Brook, Illinois 60523 212,314 Oak Brook Pointe 800 Commerce Drive, Oak Brook, Illinois 60523 79,828 900 Commerce 900 Commerce Drive, Oak Brook, Illinois 60523 86,511 Oak Brook 22 (Executive Plaza) 1211, 1225, 1301, 1315 W. 22nd Street, Oak Brook, Illinois 60523 389,001
Metra Schedules Metra BNSF to Hinsdale AM PEAK Lv Union Staton 5:55 6:45 7:10 7:30 7:45 8:50 Ar Hinsdale 6:30 7:05 7:32 7:51 8:22 9:27 PM PEAK Lv Hinsdale 16:26 16:36 16:59 17:58 18:58 Ar Union Station 16:58 17:23 17:28 18:42 19:40 Metra Union Pacific West to Elmhurst AM PEAK Lv Ogilvie Transp. Ctr. 5:53 6:32 6:57 7:15 7:40 8:40 Lv Oak Park 6:09 6:47 7:32 7:56 8:56 Ar Elmhurst 6:25 6:58 7:22 7:50 8:12 9:14 PM PEAK Lv Elmhurst 16:06 17:13 18:13 18:28 19:13 Lv Oak Park 16:21 17:29 18:29 18:38 19:28 Ar Ogilvie Transp. Ctr. 16:43 17:50 18:50 18:54 19:46 see www.metrarail.com for full schedules
Market Analysis Commerce Drive Zip Code Data and Metra Connection Background The Regional Transportation Authority and the Greater Oak Brook Chamber of Commerce and Economic Development Partnership have jointly investigated potential for a reverse commute last mile service to enable better access to jobs in the Village of Oak Brook by residents of Chicago and near in suburbs. Through discussions with local property owners and employers, and consideration of street network and access to Metra stations, the properties in the area near Commerce Drive, north of 22 nd street and east of the Oak Brook Center mall, were selected as a focus area to provide a pilot for last mile service. Home Zip Code Survey Employers in the Commerce Drive area were asked to provide the home zip codes of their employees to help determine the market potential for this service. Data was obtained in the Fall of 2016. Survey result: Home zip code data was provided for 1,085 employees from 22 companies in the Commerce Drive area. Based on travel time and access to Metra stations, zip codes were identified for viable home locations that would provide a reasonable reverse commute trip (90 minute maximum total trip time). Separate analysis was done for Metra s BNSF line (connecting to Oak Brook from the Hinsdale station) and for Metra s Union Pacific West line (connecting to Oak Brook from the Elmhurst station). Although Metra BNSF provides faster express service, the UP West line provides service to Oak Park and has connections at the downtown Ogilvie Transportation Center to the Metra UP North line which provides reasonable access to Chicago north side and Evanston, providing a more extensive reach to home locations than the BNSF. Of the 1,085 employee home locations returned, between 12% and 14% live in locations where reverse commute on Metra is viable, depending upon which Metra line is accessed: Metra BNSF Metra UP W Total Employees Employees Commerce Drive 1084 125 12% 156 14% Total employment of the properties considering a partnership for a last mile service is 3,437. Expanding the survey result percentages of between 12% and 14% with home locations that could benefit, total market for the service is 410 480 commuters. There are also additional workers in other nearby properties. Attracting the market to transit is challenging, given established habits, need for access to Metra on the home end (possible three seat transit ride, or expense of TNC/taxi) and limitations imposed by relatively infrequent Metra service.
12% of employees live in zip codes (hatched) that can access Union Station in up to 30 minutes (transit or walk) Commerce Drive Home Locations BNSF
14% of employees live in zip codes (hatched) that can access Ogilvie Transportation Center in up to 30 minutes (transit or walk) Commerce Drive Home Locations UP West
Oak Brook Census Data Similar to the home zip code data collected, mapping of work trip origins for Oak Brook using census data, shows the majority of employees live outside of the City of Chicago, with concentrations in near by locations.
Transit Travel Times and Last Mile Service The following illustrations use GTFS transit schedules to calculate actual travel times to the Oak Brook area for the AM rush period, and the potential improvement in access times with a last mile connection. The last mile service assumed a 5 minute transfer time with Metra and a 15 miute travel time to Oak Brook. Travel Time to Oak Brook on Transit Existing Service Travel Time to Oak Brook on Transit Existing Service + Last Mile Connection