HomeMy WebLinkAbout01/16/1990, C-6 - DOWNTOWN SHUTTLE REQUEST FOR PROPOSALS MEETNG
city of San Luis OBIspo 1/16/90DATE
COUNCIL AGENDA REPORT "N"M
FROM: Ken Hampian, Assistant City Administrative Officer
i/ Prepared by: Randy Rossi, Community Development
/1 D�,rector/Ken Hampian, Assistant City Administrative
02'f.icer
SUBJECT: Duwntown Shuttle Request for Proposals RECEIVED
JAN 0 @ 1990
CAO RECOMMENDATION: ''a 0/ .k•
CITY CLERK
Approve and auth6rize staff to distribute a Request for �PSO,CA
for a Pilot Downtown Shuttle Service Program.
DISCUSSION
I
As a part of the adoption of the FY 1989-90 Budget, the Council I
approved a "Downtown Shuttle" Council Work Program goal. The
purpose of this program is to provide trial shuttle service linking
the Mon--erey Street hotel/motel area with the downtown. The idea
is to test such service during the peak tourist season to determine i
if a long-term program is feasible and desirable.
On October 17 , 1989, staff presented to Council a status report
regarding the development of this program. At that time, staff was
recommending a "motor-driven trolley" service which could be
implemented through the City's existing contract with Laidlaw
Transit. However, Council preferred to broaden the City's options
relative to the shuttle service to include horse-drawn as well as
motor-driven vehicles. As such, Council directed staff to prepare
a request for proposals (RFP) for distribution to companies
providing transportation services which would encourage the
submission of varied and creative ideas.
The attached RFP has been prepared in response to Council direction
and is recommended for distribution (Attachment 1) . With Council
approval, the RFP will be sent to a minimum of nine transit-
related companies as well as to other interested parties (e.g. SLO
Hotel/Motel Association, the BIA) . In addition, the RFP will be
advertised in the Los Angeles Times and San Francisco Chronicle.
The RFP is responsive to Council direction in that it invites both
motor-driven and horse-drawn vehicle proposals; it encourages the
submittal of alternative routes; and it further encourages
creativity in the preparation of proposals. It also includes a
level of specificity adequate to properly prepare and evaluate the
proposals.
Upon the receipt of proposals (by February 23) , an evaluation and
interview process will be initiated. It is anticipated that the
selection of a service provider by Council will take place no later
4110%1@Rf� crty of San Luis OBIspo
Nis COUNCIL AGENDA REPORT
Staff Report
Page Two
than April 17 . Although this Council Work Program item has been
delayed somewhat with the departure of the Transit Manager, this
timeframe will be adequate in order to implement shuttle service
by June 15, the beginning of the peak tourist season.
FISCAL IMPACT
The Council-approved Budget for the downtown shuttle program is
$90, 000. Further cost analysis will be provided in conjunction
with the review and selection of a service provider.
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ATTACHMENTS
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1. Request for Proposal
2 . Mailing List
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KH1/shuttle
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January 16, 1990
REQUEST FOR PROPOSALS
DOWNTOWN-MOTEL DISTRICT SHUTTLE SERVICE
SAN LUIS _OBISPO,. CALIFORNIA
RESPONSES WILL BE ACCEPTED UNTIL 3 : 00 P.M.., FEBRUARY 23 , 1990
Contact person: Judy Lautner (805) 549-7166
or
Randy Rossi (805) 549-7170
Attachment 1 �� -3
TABLE OF CONTENTS
page
Introduction 1
Background 1
Project/Site Descriptions 1
Scope of Operations 2-4
Potential Routes 2
Levels of Service 2
Schedules 2
Type of Vehicle Required 2
Passenger Fares 3
Licensing Required 3
Insurance and Indemnification Required 3
Equal Opportunity 3
Advertising 3
Term of Contract 4
Pre-proposal Conference 4
Evaluation and Selection Procedures 4
Proposal and Review Schedule 5
Submission Requirements 6
Al�
INTRODUCTION
The City of San Luis Obispo is seeking proposals from qualified
providers of public transportation services for operation of a
shuttle service (or "trackless trolley") between downtown San Luis
Obispo and the nearby motel district on the northern end of
Monterey Street. It is the City' s intent to negotiate an operating
agreement with the successful proposer for a three-month trial
period beginning June 15, 1990 and ending September 15 , 1990. The
operator will "be expected to provide all personnel and equipment
as well as all other resources required for the management and
operation of the system and for maintenance of the vehicles.
PROPOSERS ARE ASKED TO RESPOND TO EACH AND EVERY SECTION OF THIS
RFP OR THE PROPOSAL MAY BE CONSIDERED UNACCEPTABLE.
BACKGROUND
The Site
Located about midway between San Francisco and Los Angeles, San
Luis Obispo is a city with a population of about 40, 000 . The local
economy is supported by agriculture, tourism, a strong retail base,
. and several institutions, including California Polytechnic State
University. Because it is the county seat, there are numerous
government offices and ancillary services offered. Many tourists
visit the town each year for vacations and as a stopover on their
travels north and south. Thus, the tourist industry also
flourishes.
The Proiect
Upper Monterey Street is lined with many motels and restaurants and
is just northeast of Downtown. As one approaches the Downtown
there is a mix of retail, commercial and office uses. In order to
provide a link between the upper Monterey Street area and Downtown,
to encourage tourists to visit Downtown, and to reduce traffic and
air pollution in the city, it is proposed that a shuttle service
be offered between the two areas.
At the present time only a demonstration project is proposed (three
months) , although the service could ultimately be provided on a
long-term basis.
^ The city wants to encourage proposals that are creative, colorful,
�\ and attractive. Bidders are encouraged to propose imaginative
solutions and alternative routes and stops.
��s
Downtown Shuttle Service
Page 2
SCOPE OF OPERATIONS
Potential Routes
A shuttle route (or routes) has not been selected. For the Purpose
of evaluating proposals, proposers are asked to Present cost
estimates for Phe attached sample route, assuming 6 stops, and to
propose additional alternative routes. Alternatives should be 2-
3 miles in length round trip and run from the upper Monterey Street
area to the vicinity of Chorro Street downtown. Locations of stops
also must be included in alternative proposals . Proposers must
indicate whether existing parking spaces must be removed to allow
for stops and/or if existing bus stops can be utilized.
Level of Service
Service is requested at 20-30 minute intervals. . Proposers should
include the number of vehicles and approximate speed for each route
O proposed. In addition, proposers are asked to estimate the daily
ridership capacity of each proposal.
Schedule
The shuttle is proposed to run from 10 a.m to 10 p.m. daily.
Type of. vehicle Required
The shuttle system must be inviting to prospective users and must
contribute to the charm and character of San Luis Obispo. The
vehicles should b- colorful, bright and airy and be identifiable
as unique to the City of San Luis Obispo transit system. They may
be motor-driven or horse=drawn, rubber tired, and should have a
minimum capacity of 15-20 adults. Front and rear exit doors are
desirable, but not required. All vehicles must comply with all
applicable local, state and federal safety regulations. Proposals
must include front and side view color photographs of the vehicle
being recommended as well as a full set of vehicle specifications
which include, but are not limited to:
-Numbers of passengers the vehicle will carry
-Length
-Width
-Length of loading area needed out of travel lane, i.e. , full
"turn-out" length
-Maximum speed
-Typical operating speed
J'
C Downtown Shuttle Service
Page 3
-Height to top of vehicle from natural grade
-Interior height clear
-Weight when empty
-Type of exterior and interior lights
-Wheelchair accessibility
-Type of Brakes
-Type of Tires
-Maintena,nce Requirements
Passenger Fares
During the trial period, no fares will be charged.
Licensing Required
The successful proposer will be responsible for obtaining all
licenses required by law and providing evidence to the city that .
they have been secured two weeks prior to June 15, 1990, start of
operation.
Insurance and Indemnification Required
The City of San Luis Obispo will require the successful proposer
to obtain and to retain in effect at all times during the term of
any agreement for the operation of the Downtown Shuttle, - the
insurance coverage for comprehensive general liability and
automobile liability, including personal injury insurance.
Liability limits shall not be less than $5, 000, 000 per occurrence.
The City must approve of the insurer. The City, its board members,
agents and employees must be listed as additional insureds.
Equal Opportunity
The successful proposer must comply with the City ' s Equal
Opportunity Policies.
Advertising
Marketing of the service will be key to its success and potential
for continuation. Proposals should include means of advertising
the program as well as a signage plan to identify the passenger
stops. A logo or design which distinguishes the service from .
regular city bus service is required. No display advertisements
on or in the vehicle will be permitted without prior written
permission of the City.
c.�- 7
CDowntown Shuttle Service
Page 4
The marketing plan shall include a budget estimate (cost of
brochures, etc. ) . Subject to the approval. of the city, these
costs will be borne by the city but be the responsibility of the
operator to produce and distribute beginning June 1 , 1990.
Evaluation Data
Proposers must- submit a plan for evaluating the pilot program,
including the collection of ridership data, survey information, and
other relevant information in sufficient detail so that the City,
or its agent, can evaluate and determine the cost-benefit of the
service. The proposer will be responsible for collecting this
data, although the City may, at its discretion, verify and/or
supplement the evaluation data at any time during the provision of
service.
Term of Contract
This RFP addresses the costs for a three-month trial operation of
the shuttle service from June 15 , 1990 through September 15, 1990 .
�., Prior to September 15 , the City shall evaluate the success of the
program and consider whether and in what manner it wishes to
continue service beyond September 15 , 1990.
Pre-Proposal Conference
Questions pertaining to this request for proposals will be answered
at a pre-proposal conference to be held from 4 to 5 p.m on
Thursday, February 1st in the Planning Conference Room, downstairs
in City Hall, 990 Palm Street, San Luis Obispo. All other
clarifications shall be made in writing to all parties who have
requested an RFP.
Evaluation and Selection Procedures
To be eligible for further consideration, proposers must submit
all required information listed under the Submission Requirements
section. Failure to do so will result in disqualification.
Proposals will be reviewed by a five-member panel consisting of
city staff, representatives of the City Mass Transportation
Committee, Area Council of Governments and a non-competing transit
service provider. Each panel member will score each of the
proposals. The panel members ' scores will be totaled and the three
� 1 highest scoring proposers will be asked to make presentations to
the panel.
Downtown Shuttle Service
Page 5
Proposals will be initially evaluated on the following criteria:
Distribution
of points
1 . Proposal quality and responsiveness to RFP 20
2 . Transit experience 20
3 . Ability to provide specialized service as described 20
4 . Approach to' management of the service 20
5 . Creativeness of proposal/attractiveness of vehicles 20
TOTAL 100
Following ranking, an interview will be conducted at the city ' s
option with the top ranked proposers. The interviews will be
ranked on the same criteria stated above.. If more than one
proposal ranks high at the conclusion of interviews, presentation
by the proposers before the City Council may be required as a part
of the selection process. Final selection and approval of a
contract will be performed by the City Council.
Proposal and Review Schedule
Date
Issuance of RFP 1/17
Pre-Proposal Conference, 4 p.m. 2/1
Planning Conference Room, City Hall
Proposal submission Deadline, 3 p.m. 2/23
(Administration)
Proposal Evaluations and Interviews 2/23-3/2
City Council selection of service provider 3/20-4/17*
Start of service 6/15
*Specific date to be established.
Downtown Shuttle Service
C. page 6
Submission Requirements
Proposals should be addressed to:
Downtown Shuttle Service
c/o Ken Hampian
Assistant City Administrator
City of San Luis Obispo
P.O. Box 8100
San Luis Obispo, Ca 93403-8100
Submission Deadline: In order to be considered, proposals must be
received in the Citv Office of Administration by 3 : 00 p.m. , Friday,
February 23 , 1990 .
Number of Cooies Required : Ten (10)
Format: An 8-1/2" x 11" format is required. Elaborate brochures
are not encouraged. Clarity and conciseness are desired and will
be considered in evaluating .submissions. The following information
must be assembled in the order given below:
1 . Description of the provider, contact person, name and phone
number of contact person, business address; summary of
provider's capabilities, experience of the key staff, and
previous experience of the type requested; provide at least
three references with phone numbers.
2 . Summary of work plan, means of meeting schedule and
requirements detailed in the Scope of Operations section of
this RFP. In addition,
a. One or two alternative routes with stops designated
b. Cost per mile and per hour for sample routes and
alternative routes
C. Number of vehicles and approximate speed during
operations
d. Vehicle specifications (including those listed in Scope
of Operations)
e. Color Photographs of side and front of vehicle
.f. Maintenance requirements
g. Ability to provide required insurance coverage and
licenses
h. Means and extent of advertisement of shuttle service
i. Signage plan, including logo, if available
3 . Any additional information you believe is necessary to provide
a complete understanding of your operations or "vehicles.
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city Of PROPOSED TRACKLESS TROLLEY
San Luis OBI SPO ROUTE OPTION
Department of Communtly Oerelopment,990 Palm Street n /
Poet Office Box 321.San Lula OGlapo.CA 93406 M 541.1000 L,
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Trolley Services
Providers
Jay Lynch, Manager, S.L.O. Hotel Motel Assn.
Mayflower Contract M.E. ,Sparling
Services, Inc. Cuesta Canyon Lodge
9400 Cherry Avenue 1800 Monterey Street
Fontana, CA 92335 San Luis Obispo, CA 93401
Chad Noland Downtown Business
5875 Edna Road Improvement Association
San Luis Obispo P.O. Box 1402
CA 93401 San Luis Obispo, CA 93406
Jeanne Reynolds Zephyr Urban Management
Yellow Cab - 5 Cities Associates
250 Sheridan Road P.O. Box 160422
Arroyo Grande, CA Sacramento, CA
93420 95816-0422
Laidlaw. Transit Inc.
4155 Santa Fe Road
San Luis Obis_ao
CA 93401
---Santa Barbara
j Transportation
1198 Farroll, Ste. 4B
Grover City, CA 93408
Cable Car Charters
2830 Geary Blvd.
San Francisco
CA 93118
Bob Davis
Apple Farm Restaurant
2015 Monterey Street
San Luis Obispo, CA
93401
Specialty Vehicle Inc'.
12229 S. Woodruff Ave..
Downey, CA 90241
Boyertown Auto Body
Works, Inc.
P.O. Box 418
Boyertown, PA 19512
ttn: David Webb
Attachment 2