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Home My WebLink AboutMV Transportation 2026-03-26 - Best and Final Offer Request Clarification1 From:Keith Everage <keith.everage@mvtransit.com> Sent:Thursday, March 26, 2026 5:24 PM To:Fuchs, Alex; Joe Escobedo Cc:Stanley, Jesse Subject:Re: City of San Luis Obispo - Best and Final Offer Request Attachments:MV BAFO Cost Proposal for SLO Final.xlsx Alex – Thank you for your email and giving us the ability to clarify the items in our BAFO cost proposal. See notes below on MV’s cost proposal for the City of San Luis Obispo. Attached is MV’s BAFO cost proposal in Excel format so you can see how we classified the fixed and variable costs.  In the template and in the file, you sent over, the variable rate includes total operating expenses in row 56 and fixed costs include all costs except total operating expenses in row 56 and insurance costs.  In the READ ME tab of the price pages it stated, “This workbook is provided as an example and template for PROPOSERS to use when generating price PROPOSALS”. Since this tab said “example” we adjusted certain categories of expenses that we felt aligned closer with costs that are fixed and variable.  In our cost proposal, variable costs include Operating expenses on row 61 + Maintenance Parts and Supplies - row 70, Cleaning Supplies row 71, Lubricants and fluids row 72 + Insurance costs from Row 43. We felt like the insurance cost was missing from your variable and fixed rates so we included those amounts so that fixed plus variable billing would equal the Grand Total costs. Also, the operating expenses, maintenance expenses and insurance costs are variable in nature. As operating hours change, we would typically see higher maintenance and insurance expenses with higher hours and lower costs with reduced hours. As such, moving maintenance and insurance costs to variable aligns closer with our actual costs. This is consistent with our initial submission, and we thought it was a reasonable adjustment since the READ ME tab said the workbook was an example. We appreciate the ability to clarify this information for you. If you require any further clarification or if you need us to make any adjustments to our cost proposal, please feel free to contact me. Thanks, Keith Everage Jr. Vice President Business Development MV Transportation, Inc. 2711 N. Haskell Ave, Suite 1500 Dallas, TX 75204 Mobile: 323.422.5946 keith.everage@mvtransit.com From: Fuchs, Alex <afuchs@slocity.org> Sent: Thursday, March 26, 2026 10:59:03 AM To: Keith Everage <keith.everage@mvtransit.com>; Joe Escobedo <joe.escobedo@mvtransit.com> Cc: Stanley, Jesse <jstanley@slocity.org> Subject: RE: City of San Luis Obispo - Best and Final Offer Request This Message Is From an External Sender This message came from outside your organization. 2 Report Suspicious Hi, Keith. After reviewing your Best and Final Offer proposal, I cannot seem to figure out how you calculated the Monthly Fee and the Vehicle Service Hourly Rate. I see the notes at the bottom of page 7 but I still get different amounts. Can you please look at the formulas for Monthly Fee and the Vehicle Service Hourly Rate in the attached spreadsheet and let me know how they are different than what is used in your Best and Final Offer proposal? Thank you, Alex Fuchs Mobility Services Business Manager Public Works 1260 Chorro Street, San Luis Obispo, CA 93401-3218 E afuchs@slocity.org T 805.783.7877 slocity.org Stay connected with the City by signing up for e-notifications From: Fuchs, Alex Sent: Friday, March 20, 2026 2:00 PM To: 'Keith Everage' <keith.everage@mvtransit.com> Cc: Stanley, Jesse <jstanley@slocity.org> Subject: RE: City of San Luis Obispo - Best and Final Offer Request Hi, Keith. I am confirming receipt of your BAFO proposal. Have a good weekend, Alex Fuchs Mobility Services Business Manager Public Works 1260 Chorro Street, San Luis Obispo, CA 93401-3218 E afuchs@slocity.org T 805.783.7877 slocity.org Stay connected with the City by signing up for e-notifications 3 From: Keith Everage <keith.everage@mvtransit.com> Sent: Friday, March 20, 2026 9:58 AM To: Fuchs, Alex <afuchs@slocity.org> Cc: Stanley, Jesse <jstanley@slocity.org> Subject: RE: City of San Luis Obispo - Best and Final Offer Request Hi Alex, Please see our requested BAFO response attached. Please confirm receipt and advise any questions, thank you. Keith Everage Jr. Vice President Business Development MV Transportation, Inc. 2711 N. Haskell Ave, Suite 1500 Dallas, TX 75204 Mobile: 323.422.5946 keith.everage@mvtransit.com From: Fuchs, Alex <afuchs@slocity.org> Sent: Friday, March 20, 2026 8:15 AM To: Fuchs, Alex <afuchs@slocity.org> Cc: Stanley, Jesse <jstanley@slocity.org> Subject: RE: City of San Luis Obispo - Best and Final Offer Request Hi, all. This is just a reminder that, if you have not done so already, BAFO Cost Proposal Forms are due by the end of today Friday, March 20. Thank you, Alex Fuchs Mobility Services Business Manager Public Works 1260 Chorro Street, San Luis ZjQcmQRYFpfptBannerStart This Message Is From an External Sender This message came from outside your organization. Report Suspicious ZjQcmQRYFpfptBannerEnd Hi, all. This is just a reminder that, if you have not done so already, BAFO Cost Proposal Forms are due by the end of today Friday, March 20. Thank you, Alex Fuchs Mobility Services Business Manager Public Works 1260 Chorro Street, San Luis Obispo, CA 93401-3218 E afuchs@slocity.org T 805.783.7877 slocity.org Stay connected with the City by signing up for e-notifications 4 From: Fuchs, Alex Sent: Monday, March 16, 2026 5:14 PM To: Fuchs, Alex <afuchs@slocity.org> Cc: Stanley, Jesse <jstanley@slocity.org> Subject: City of San Luis Obispo - Best and Final Offer Request Good afternoon, Thank you again for submitting a proposal in response to the City’s Request for Proposals (RFP) for transit operation and maintenance services, and for taking the time to participate in interviews with the Evaluation Committee. At this stage of the process, the City is requesting a Best and Final Offer (BAFO) from proposers. The BAFO should reflect the City’s planned implementation of certain recommendations from the Short-Range Transit Plan (SRTP) during the first year of the contract term, July 1, 2026, through June 30, 2027. Attached are revised BAFO Cost Proposal Forms, which are based on the Cost Proposal Forms included as Appendix L of the RFP. The primary change is that the Projected Vehicle Service Hours have been updated to reflect implementation of:  Additional Route 4A/B service, and  Operation of “B” Routes on weekends. The City anticipates that additional SRTP service recommendations may be implemented later in the contract term, subject to the availability of funding, vehicles, and staffing. Any future service changes would be coordinated with the selected contractor and implemented through the appropriate contract amendments. Please complete and submit the attached BAFO Cost Proposal Forms no later than Friday, March 20. If you have any questions, please feel free to reach out. Thank you again for your participation in this process, Alex Fuchs Mobility Services Business Manager Public Works 919 Palm Street, San Luis Obispo, CA 93401-3218 E afuchs@slocity.org T 805.783.7877 slocity.org Stay connected with the City by signing up for e-notifications NOTICE: This workbook is provided as an example and template for PROPOSERS to use when generating price PROPOSALS in response to the CITY's solicitation for Transit Operation and Maintenance Services. The workbook includes formulas and links, and is not password protected. PROPOSERS should take care to ensure that all formulas and links are correct when PROPOSALS are submitted. Price PROPOSALS must be submitted in un-protected executable Excel format with all appropriate formulas and links, to enable complete cost analysis. Password protected price PROPOSALS may be considered non-responsive. Cost Proposal Forms Instructions: 1. Complete Base Cost Proposal Form and the Alternate Cost Proposal Form for all base years. Include all costs associated with fixed and variables required for service delivery. 2. Complete the Base Position Headcount Form and the Alternate Position Headcount Form worksheet for all base years. Indicate the proposed number of staff planned for each position for each year. 3. Complete the Start-up & Transition Costs worksheet. Include all one-time transition and project start-up related costs. Name of Proposing Firm: Authorized Representative Signature: Authorized Representative Title: Date: Budget Elements Year One Year Two Year Three Year Four 7/1/2026-6/30/2027 7/1/2027-6/30/2028 7/1/2028-6/30/2029 7/1/2029-6/30/2030 Administrative Expenses General Management Position Wages 145,000.00$ 148,625.00$ 152,340.63$ 156,149.14$ General Management Position Benefits 18,674.03$ 19,076.21$ 19,779.44$ 20,512.14$ Operations Management Position Wages 120,000.00$ 123,000.00$ 126,075.00$ 129,226.88$ Operations Management Position Benefits 16,598.93$ 16,940.07$ 17,579.98$ 18,246.97$ Other Administrative Position(s) Wages 62,400.00$ 63,960.00$ 65,559.00$ 67,197.98$ Other Administrative Position(s) Benefits 11,817.90$ 12,018.39$ 12,512.42$ 13,028.03$ -$ -$ -$ -$ Facility Utilities and Expenses 40,615.69$ 41,834.16$ 43,089.18$ 44,381.86$ Payroll/IT Services 35,405.81$ 36,467.98$ 37,562.02$ 38,688.88$ Travel 336.49$ 346.59$ 356.99$ 367.70$ -$ -$ -$ -$ Non-Revenue Vehicles 25,839.60$ 28,159.79$ 29,004.58$ 29,874.72$ -$ -$ -$ -$ Other (specify below):-$ -$ -$ -$ -$ -$ -$ -$ Depreciation and Interest 111,561.44$ 97,570.03$ 94,319.10$ 87,358.27$ -$ -$ -$ -$ -$ -$ -$ -$ Subtotal 588,249.90$ 587,998.22$ 598,178.34$ 605,032.55$ Insurance Materials and Supplies -$ -$ -$ -$ Telecommunications -$ -$ -$ -$ Vehicle Liability Insurance 149,544.57$ 157,206.00$ 164,410.40$ 176,558.38$ General Liability Insurance 10,154.23$ 10,477.74$ 11,657.52$ 13,050.51$ -$ -$ -$ -$ Other (specify below):-$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ Subtotal 159,698.80$ 167,683.74$ 176,067.92$ 189,608.89$ Operating Expenses Safety and Training Management Position Wages 110,000.00$ 112,750.00$ 115,568.75$ 118,457.97$ Safety and Training Management Position Benefits 15,768.89$ 16,085.61$ 16,700.19$ 17,340.90$ Bus Operation Position(s) Wages 1,733,141.74$ 1,854,442.11$ 1,979,792.84$ 2,129,364.52$ Bus Operation Position(s) Benefits 777,787.40$ 843,909.16$ 917,957.79$ 1,010,893.30$ Road Supervision Position(s) Wages 274,310.57$ 299,559.17$ 332,835.53$ 357,835.03$ Road Supervision Position(s) Benefits 69,988.10$ 73,441.49$ 78,814.92$ 83,811.89$ Employee Recruitment and Screening 18,733.43$ 35,253.70$ 36,311.31$ 37,976.43$ Materials and Supplies 5,641.69$ 5,810.94$ 5,985.27$ 6,290.64$ Uniforms 5,985.91$ 9,757.61$ 10,050.34$ 10,515.76$ -$ -$ -$ -$ Other (specify below):-$ -$ -$ -$ Dispatcher Position Wages 190,983.00$ 211,489.40$ 233,776.14$ 250,960.38$ Dispatcher Position Benefits 51,266.77$ 53,982.41$ 57,783.88$ 61,393.59$ Corporate Overhead and Support (Variable)185,689.61$ 146,637.03$ 155,379.19$ 165,662.78$ Management Fee (Variable)232,112.02$ 234,990.72$ 253,882.94$ 277,898.94$ Subtotal 3,671,409.13$ 3,898,109.36$ 4,194,839.10$ 4,528,402.11$ BASE COST PROPOSAL FORM The below budget breakdown and the other attached materials represent an offer to do work as described in this Proposal. It is understood that this offer shall remain in effect for ninety (90) days from the date set for opening proposals unless withdrawn pursuant to the conditions of the subject RFP. MV Transportation, Inc. Dorothea DePrisco Assistant Corporate Secretary 3/20/2026 Maintenance Expenses Maintenance Management Position Wages 120,000.00$ 123,000.00$ 126,075.00$ 129,226.88$ Maintenance Management Position Benefits 24,111.05$ 25,063.49$ 26,364.44$ 27,746.27$ Mechanic/Technician Position(s) Wages 425,917.47$ 436,840.75$ 448,107.04$ 459,536.64$ Mechanic/Technician Position(s) Benefits 100,673.16$ 104,124.54$ 109,515.96$ 115,230.07$ Other Maintenance Staff Position(s) Wages -$ -$ -$ -$ Other Maintenance Staff Position(s) Benefits -$ -$ -$ -$ Maintenance Parts and Supplies 191,528.94$ 200,227.23$ 192,519.09$ 199,910.11$ Cleaning Supplies 1,127.45$ 1,161.27$ 1,117.25$ 1,180.25$ Lubricants and Fluids 19,278.14$ 19,856.48$ 19,085.19$ 20,161.50$ -$ -$ -$ -$ Other (specify below):-$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ Subtotal 882,636.20$ 910,273.77$ 922,783.97$ 952,991.72$ Other Expenses Start-up and Tranisition Costs (Linked to S&T Costs Sheet)336,274.06$ Corporate Overhead and Support 148,802.52$ 117,507.70$ 124,513.24$ 132,754.00$ Management Fee 186,003.15$ 188,310.00$ 203,449.29$ 222,694.53$ -$ -$ -$ -$ Other (specify below):-$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ Subtotal 671,079.72$ 305,817.70$ 327,962.53$ 355,448.53$ Grand Total 5,973,073.75$ 5,869,882.78$ 6,219,831.87$ 6,631,483.80$ Operating and Maintenance Expense 4,554,045.33$ 4,808,383.12$ 5,117,623.07$ 5,481,393.83$ Revenue Vehicle Insurance Expense 159,698.80$ 167,683.74$ 176,067.92$ 189,608.89$ Monthly Fee (Fixed Costs)160,835.94$ 131,903.73$ 136,350.28$ 141,018.41$ Projected Vehicle Service Hours 44,759.4 44,759.4 44,759.4 45,857.3 Vehicle Service Hourly Rate (Variable Costs)90.33$ 95.78$ 102.41$ 107.71$ Total Hourly Rate (Total Costs) 133.45$ 131.14$ 138.96$ 144.61$ Notes: 1 2 CONFIDENTIAL Based on Q&A #217 below MV requests that the Y1 Fixed Fee is adjusted to remove startup costs that will be billed separately after the start of service. Proposed Startup billing: $336,274.06. Proposed Y1 Monthly Fixed Fee (Adjusted to remove startup): $132,178.10 Question #217: Are start-up/mobilization costs reimbursed at 100% and paid prior to contract revenue services on July 1, 2026? Answer#217: The City anticipates that the Start-up and Transition Costs will be billed to the City after the start of service scheduled to begin July 1, 2026. If the Agency moves to the expanded Service model, MV requests that the change in startup costs from the base to expanded model be reimbursed based on timing of expanded service. Base Year One Base Year Two Base Year Three Base Year Four 7/1/2026-6/30/2027 7/1/2027-6/30/2028 7/1/2028-6/30/2029 7/1/2029-6/30/2030 Management General Management 1.00 1.00 1.00 1.00 Operations Management 1.00 1.00 1.00 1.00 Maintenance Management 1.00 1.00 1.00 1.00 Safety and Training Management 1.00 1.00 1.00 1.00 Other (Specify below): Accounting Coordinator 1.00 1.00 1.00 1.00 Subtotal 5.00 5.00 5.00 5.00 Non-Management Bus Operations (Full-time)27.00 27.00 27.00 28.00 Bus Operations (Part-time)4.00 4.00 4.00 4.00 Road Supervision 4.00 4.00 4.00 4.00 Dispatching 3.00 3.00 3.00 3.00 Other Administrative Position(s)- - - - Technician/Utility Position(s)6.00 6.00 6.00 6.00 Other (Specify below):- - - - Subtotal 44.00 44.00 44.00 45.00 Grand Total 49.00 49.00 49.00 50.00 CONFIDENTIAL BASE POSITION HEADCOUNT FORM Item Units $ Each Total Driver Training and Transition Wages and Benefits 34 2,147.56$ 71,943.27$ Staff and Maintenance Training and Transition Wages and Benefits 22 2,458.59$ 54,089.05$ New Hire Recruitment and Hiring Costs 56 484.61$ 26,895.79$ Trainers 1 13,883.53$ 13,883.53$ Relocation 3 10,000.00$ 30,000.00$ Travel 1 19,800.00$ 19,800.00$ Supplies and equipment 1 37,946.16$ 37,946.16$ Conference Room Lease 1 20,000.00$ 20,000.00$ Training Vehicles 2 22,608.13$ 45,216.26$ Environmental 1 16,500.00$ 16,500.00$ 336,274.06$ *Unit of 1 for various. CONFIDENTIAL Start-up & Transition Costs Total