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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. I i ATTACHMENTS i 1. Request for Proposal 2 . Mailing List i ' I I I KH1/shuttle J J 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. �'-6-/D �- \, O .� l' 1 O 1.7 Vii/ / � O • � ' � :Ell (D ��,rAt,�•a;.�aGr'I,rit;;�I;�i..,y 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, Nr F N = O W 2 a x � a a ca � Z SANTA 'A ST. X �- H J Z Z CL OU D OSOS ST. T J F J _Q U= MORRO ST. Z O CHORRO ST. a I 0 Q GARDEN ST. O N L LC O BROAD ST. cc ' NIPOMO ST. 0 _ � o 0 V• T 0 BEACH ST. o 0 V CARMEL ST. ar 5 J �y E 7 U � p i C N E ` no Ing l/ W '/V 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