Agenda 09/08/2015 Item #11C Proposed Agenda Changes
Board of County Commissioners Meeting
September 8,2015
Withdraw Item 11C: Recommendation to approve the
award of RFP 15-6424, Management Services Contract for
the Collier Area Transit (CAT) Fixed Route and Paratransit
Programs, to Medical Transportation Management, Inc.
dba Southeast MTM, Inc. (MTM) for Scheduling and
Dispatch Services and to MV Transportation, Inc. for
Transit Operation Services in the aggregate amount of
$6,439,091 for FY16. (Staff's request/Intent to Protest)
Move Item 16E13 to Item 11G: Recommendation to ratify administratively approved work order
modifications and/or contract change orders/Amendments that do not exceed ten percent(10%)of the
current Board approved aggregate amount or twenty percent(20%)of the current Board approved schedule
(number of days); approve modifications to the current Board approved performance schedules; and
approve surplus disposal and revenue disbursement and other items as determined by the County Manager
or designee. (Commissioner Henning's request)
Move Item 16F5 to Item 11H: Recommendation to approve the FY 2016 Agreement between the
Partnership for Collier's Future Economy,Inc.("PCFE")and the Board of County Commissioners in
continued support of the established public-private partnership designed to advance our community's
business and economic development efforts. (Commissioner Taylor's request)
Move Item 16F6 to Item 11I: Recommendation to approve the Third Amendment to the Agreement
between Economic Incubators,Inc.,the Administrative Entity for the Business Accelerator Project,and the
Board of County Commissioners. (Commissioner Taylor's request)
Move Item 16F7 to Item 11J: Recommendation to approve a successor Agreement between Economic
Incubators,Inc.,the Administrative Entity for the Business Accelerator Project,and the Board of County
Commissioners for Fiscal Year 2016 and approve necessary budget amendments. (Commissioner Taylor's
request)
Move Item 16F8 to Item 11K: Recommendation to approve the Fiscal Year 2016 Agreement between
the Southwest Florida Economic Development Alliance,Inc.and the Board of County Commissioners.
(Commissioner Taylor's request)
Move Item 16E10 to Item 11L: Recommendation to award ITB 15-6474,"Medical Director(Part A)for
Collier County and Employment Physicals&Drug Testing(Part B)"to Advance Medical Center,LLC.
(Commissioner Henning's request)
Proposed Agenda Changes
Board of County Commissioners Meeting
September 8, 2015
Page 2
Time Certain Requests:
Item 14B1 to be heard at 11:00 a.m. (Commissioner Fiala's request)
Note:
Item 16F1 (August 11, 2015 BCC In Absentia Agenda): Based on HUD's preliminary review of Collier
County's FY2015 - FY2016 Action Plan, there are two changes that need to be made to the action plan:
The following comment from the Proposed Outcome listed on project sheet CDBG15 -9 should be removed:
Additionally, on page 66 under "Use of Funds Section 2. Overall Benefit" the applicable program years
should read: NfA 2015, 2016, 2017;
Both require the Chairman's initials.
9/8/2015 9:38 AM
9/8/201 5 1 1. C.
EXECUTIVE SUMMARY
Recommendation to approve the award of RFP 15 -6424, Management Services Contract for the
Collier Area Transit (CAT) Fixed Route and Paratransit Programs, to Medical Transportation
Management, Inc. dba Southeast MTM, Inc. (MTM) for Scheduling and Dispatch Services and to
MV Transportation, Inc. for Transit Operation Services in the aggregate amount of $6,439,091 for
FY 16.
OBJECTIVE: To provide scheduling and dispatching services for the transit system and to provide the
operations of both fixed route and paratransit systems.
CONSIDERATION: Every eight years, the County is required to competitively bid the Management
Services Contract of the Collier Area Transit (CAT) Fixed Route and Paratransit Program. The current
contract will expire in October 2015. In order to maintain the existing level of services the Public Transit
and Neighborhood Enhancement Division sought to procure these services.
Request for proposal # 15 -6424, "Management Services Contract for the Collier Area Transit (CAT)
Fixed Route and Paratransit Program" was issued on April 27, 2015. Notifications were sent to 651 firms
and 73 packages were downloaded. Eight proposals for the Operations Contract were received by the
closing date of June 4, 2015 and an additional four proposals were received for the Scheduling and
Dispatching Contract.
Each proposer was given an opportunity to make a presentation to the selection committee. Due to the
number of proposals received for the Operating Contract a second presentation was conducted by the
three highest scoring vendors. The table below identifies the final ranking of the selection committee.
Operations
Fixed and Paratransit
Scheduling & Dispatch
1.
MV Transportation Inc.
1. MTM
2.
Maruti Fleet & Management
2. MV Transportation
3.
Keolis
3. Reveal Management Services
4.
National Express
4. Intelliride
5.
Ride Right
6.
McDonald Transit America
7.
Transportation America
8.
Dolphin Transport Specialists
By consensus of the selection committee, the recommended Scheduling & Dispatching firm for award is
MTM and the recommended Operations firm for award is MV Transportation, Inc.
The term of each contract is for five years with three, one year renewal options. It is anticipated that
further modifications will take place throughout the contract term to provide for added or adjusted transit
routes. Throughout contract negotiations, the two firms agreed to take primary lead in some functions
and work to coordinate others. In the best interest of the County, Staff recommends that these minor
adjustments in scope are waived as minor irregularities per Procurement Services Policy Section 10 E.
Although the services are separated into two contracts, the vendors are expected to work together to make
the provision of transportation services a seamless process, including preparing and completing required
reports assuring that at the end of the contract that all pertinent employees' files are retained by Collier
Area Transit.
Packet Page -325-
9/8/2015 11. C.
To ensure high level of service without negatively impacting service quality, Performance Standards have
been established in the contract which includes Incentives and Disincentives. The standards are included
in Appendix 1 of the contract and will be used to evaluate operations on a monthly basis. The Transit
Manager will provide oversight and review all reports and documentation to determine compliance and
apply incentives or disincentives where applicable. The application of incentives /disincentives will be
distributed to vendors every six months. Remaining fund reserves are adequate to fund the full amount of
incentives $14,000 (fixed route) and $16,000 (paratransit) if all performance measures were to be met and
no disincentives or liquidated damages were assessed.
FISCAL IMPACT: The combined estimated contract amount for FYI 5/16 for the Fixed Route and
Paratransit Programs is $6,439,091. Funding for the contracts are budgeted in Transit Funds 426 and 427
and Transit Grant Funds 424, 425, 428 and 429. The contract is supported by several sources of federal
and state funding which includes, Federal Transit Administration (FTA) 5307 Grants recurring operating
funds ($288,800), Florida Department of Transportation State Block Grant funds ($918,500), Trip &
Equipment Grant funds ($781,700),. FTA Section 5311 Rural Area Grant funds ($419,100), Service
Development Grant funds ($183,300). The balance, after all grant funding is exhausted, is subsidized
with combined local funding from Gas Tax Fund (313) for Fixed Route and General Fund (001) for
Paratransit.
The FY 2016 tentative budget was prepared using an estimate for the referenced contracts knowing that
the services were out for bid. It was anticipated that reserves from fixed route transit fund (426) and
paratransit (427) would be necessary to augment FY 2016 appropriations and the draw on reserves will be
$218,800 and $230,800, respectively. Budget amendments are required in FY 2016 to appropriate
Transportation Disadvantaged (TD) Reserves (427) in the amount of $230,800 as well as a transfer from
Collier Area Transit Reserves (426) in the amount of $218,800 to TD Fund 427.
LEGAL CONSIDERATIONS: This item has been approved as to form and legality and requires a
majority vote for Board approval. — ERP
GROWTH MANAGEMENT IMPACT: Consistent with Objective 12 of the Transportation Element of
the Growth Management Plan.
RECOMMENDATION: That the Board of County Commissioners awards the Scheduling &
Dispatching contract to MTM and the Operations contract to MV Transportation, Inc. to provide
operations of both Collier County's Fixed Route and Paratransit and authorize the Chairman to execute
the negotiated contract which has been reviewed by the County Attorney's Office.
Prepared by: Michelle Arnold, PTNE Division Director
Attachments: 1) Due to the size of the solicitation which is 531 MB and 140 pages long, it is accessible
at: http: / /www.collier2ov. net / ftp/ AaendaSeptO8 15 /11FFRP156424.docx
2) Final Ranking Sheets; Operations and Schedule and Dispatch
3) Due to the size of the MTM Proposal which is 28.1 MB and 275 pages long, it is accessible at:
http://,vx,ww.collier�ov.net/ftp/ALyendaSeptO8l5/1 I FMTMProposal pdf
Packet Page -326-
9/8/2015 1 1.C.
4) Due to the size of the CAT Operations Contract which is 10.2 MB and 458 pages long, it is
accessible at: http• / /www collieraov net /ftp/AgendaSept08l 5 /15- 424CATOperationsContract pdf
5) Exhibit II MTM
6) Due to the size of the Scheduling and Dispatch contract which is 18.3 MB and 501 pages long,
it is accessible at: http: / /www. coll iergov .net /ftp /A .-endaSept08l5 /15-
6424SchedulingandDi spatchContract_pdf
Packet Page -327-
COLLIER COUNTY
Board of County Commissioners
Item Number: 11.11.C.
9/8/2015 1 1.C.
Item Summary: Recommendation to approve the award of RFP 15 -6424, Management
Services Contract for the Collier Area Transit (CAT) Fixed Route and Paratransit Programs, to
Medical Transportation Management, Inc. dba Southeast MTM, Inc. (MTM) for Scheduling and
Dispatch Services and to MV Transportation, Inc. for Transit Operation Services in the aggregate
amount of $6,439,091 for FY16. (Michelle Arnold, Public Transit and Neighborhood
Enhancement Division)
Meeting Date: 9/8/2015
Prepared By
Name: WilliamsCorine
Title: VALUE MISSING
8/21/2015 2:41:51 PM
Approved By
Name: SotoCaroline
Title: Management/Budget Analyst, Public Services Department
Date: 8/24/2015 10:34:18 AM
Name: AlonsoHailey
Title: Operations Analyst, Public Services Department
Date: 8/27/2015 9:10:21 AM
Name: ArnoldMichelle
Title: Division Director - Pub Tran & Nbrhd Enh, Public Services Department
Date: 8/28/2015 6:15:54 PM
Name: TownsendAmanda
Title: Division Director - Operations Support, Public Services Department
Date: 8/31/2015 11:1 0:49 AM
Name: AlonsoHailey
Title: Operations Analyst, Public Services Department
Date: 8/31/2015 3:44:39 PM
Packet Page -328-
9/8/2015 11. C.
Name: JohnsonScott
Title: Manager - Procurement, Administrative Services Department
Date: 9/1/2015 12:08:42 AM
Name: MarkiewiczJoanne
Title: Division Director - Procurement Services, Administrative Services Department
Date: 9/1/2015 7:34:41 AM
Name: BrilhartBrenda
Title: Procurement Specialist, Administrative Services Department
Date: 9/1/2015 7:44:32 AM
Name: AlonsoHailey
Title:.Operations Analyst, Public Services Department
Date: 9/1/2015 8:23:51 AM
Name: Joshua Thomas
Title: Grants Support Specialist, Grants Management Office
Date: 9/1/201.5 8:29:11 AM
Name: CarnellSteve
Title: Department Head - Public Services, Public Services Department
Date: 9/1/2015 8:41:36 AM
Name: PepinEmily
Title: Assistant County Attorney, CAO Litigation
Date: 9/2/2015 8:09:00 AM
Name: KlatzkowJeff
Title: County A L�orney,
Date: 9/2/2015 9:28:59 AM
Name: StanleyTherese
Title: Manager - Grants Compliance, Grants Management Office
Date: 9/2/2015 3:12:13 PM
Name: OchsLeo
Title: County Manager, County Managers Office
Date: 9/2/2015 3:47:02 PM
Packet Page -329-
LU
iz
4)
E in
E
0
CU f4
Qi
Cn LL
l<
E
cc
L-
im
0
L-
CL
cc
CL
ad
4)
0
4)
x
U-
L)
0
O
CU
L)
CD
LO
LL
Packet Page -330-
�2
0
CN
25
E2
a)
U)
a)
Lai
nL
9/8/2015 1 1.C.
m
C-li
ri
LL
0
C
Cr)
CN
00
v-
C14
M
'o
CO),
C-4
M
RS OLI,
C14
V)
0
P
E
E
E
0
(D
CD
0
0
M
E
°6
Z
0
—
<
U)
LL
CL
>
m
101
� 121
Packet Page -330-
�2
0
CN
25
E2
a)
U)
a)
Lai
nL
9/8/2015 1 1.C.
Packet Page -331-
9/8/2015 11. C.
n
O
Cu
ao
m
CL
a
�U)
aT
O
C?
O
O cs N (Lf N
.jp
T
C4
M
X C N
O �
N
N
0 M
O N }
�7- o
U ti
d
Cg
O�O
u2
CSJ
r
r
N
P7 O
lL4
d
>
_N
O
N
Q
O
IV
w d
o
U Y
C
M
r
N
V
d C6 L
d = tm
C
a
Ui U.
�—
-T
M
r
N
c
�y
w
d
ttj d
U
K
'U
U
.y
G
V
T
O
W Ch
L
U
C)
C6
U
w
(L
(n
O
C
U
U)
m
N
as
V
o
d
p
c
a
L3
s
L
E
~
C
CO G3
1 W
V
Z
C6
m
i
CA
m
N
L.L
i1 m O
U
Ci s
C
G
to
R
TT�
Cu
Cu
N�
u.
F+
u'
U
>
>
2
Packet Page -331-
9/8/2015 11. C.
n
O
Cu
ao
m
CL
Fixed Route
9/8/2015 11. C.
• ... . l FY 2016 FY 2017 FY 2018 FY 2019 FY 2020
Scope ;Fixed Route Cost
Item Scope Description 72,842 73,935 75,044 76,170 77,313
1 System Planning and Administration 1 $40,964 1 $40,503 1 $41,267 1 $42,048 1 $42,845
Management Labor & Fringe,
Administrative Clerical Labor &
Fringe, Office Materials & Supplies,
Reports, Administrative/ Corporate
Support, Capital Depreciation,
Interest Expense, Internet /Cell,
Employee Welfare, Employee
Recruiting, Business Licensing,
Payroll Processing, Printing and
Graphics, Postage, Dues and
Subscriptions, Buy America Program,
EEO /Affirmative Action Program,
Overhead
2
Insurance 1
$570
$587
1 $605 1
$623 1
$641
Auto Liability, Business Practices,
Workers Compensation, Other
SUBTOTAL PARATRANSIT
Insurance, Insurance Deductible,
588,559.52
1 $ 538,647.'19,1,$
548,128.00 1
$ 557,821.30
$ '5671731.72
Accident Repairs
3
Customer Service
$69,297
$70,385
$71,537 1
$72,717 1
$73,923
TOTAL FIXED & PARATRANSIT -
Reservationists Wages and Fringe,
735,699.40 1
$ 673,308.98 1
$ 685,160.00 1
$ 697,276.63 1
$- 709,664.65
Dispatcher Wages and Fringe
4
Scheduler
$7,139
$7,256
$7,375 1
$7,497 1
$7,622
Schedulers Wages and Fringe
5
Planner / Mobility Manager
$11,016
$11,220 1
$11,429 1
$11,641 1
$11,858
Planner / Mobility Manager Wages
and Fringe
6
Safety Program
$0
$0
$0
$0
$0
Development and Implementation of
all requires safety and security plans,
table top exercises, etc.
7
Drug & Alcohol Testing Program
$1,081
$1,113
$1,146
$1,181
$1,216
Employee Testing, Random Testing,
Post- Accident & Reasonable
Suspicion Testing, Employee
Assistance Program
8
Start Up Costs
$13,523
$0
$0
$0
$0
Expenses
9
Other (If any other, please specify)
$3,550
$3,598 1
$3,672 1
$3,749
$3,827
Travel, Uniforms, Materials,
Management Fee
SUBTOTAL`. FIXED ROUTE
$
147,139.88
1 $;;134,661:80 1
$137,032.00 1
$139,435.33
1 $ 141,932.93
SUBTOTAL PARATRANSIT
$,
588,559.52
1 $ 538,647.'19,1,$
548,128.00 1
$ 557,821.30
$ '5671731.72
TOTAL FIXED & PARATRANSIT -
$
735,699.40 1
$ 673,308.98 1
$ 685,160.00 1
$ 697,276.63 1
$- 709,664.65
Packet Page -332-
Paratransit
9/8/2015 11.C.
Fixed Route Cost Proposal FY 2016 FY 2017 FY 2018 FY 2019 FY 2020
Scope Scope Description Minimum 20% of trips to be provided on non County -owned vehicles
I:nm
1 System Planning and Administration $163,857 $162,012 $165,069 1 $168,191 $171,380
Management Labor & Fringe,
Administrative Clerical Labor &
Fringe, Office Materials& Supplies,
Reports, Administrative/ Corporate
Support, Capital Depreciation,
Interest Expense, Internet /Cell,
Employee Welfare, Employee
Recruiting, Business Licensing,
Payroll Processing, Printing and
Graphics, Postage, Dues and
Subscriptions, Buy America Program,
EEO /Affirmative Action Program,
Overhead
2 Insurance
Auto Liability, Business Practices,
Workers Compensation, Other
Insurance, insurance Deductible,
Accident Repairs
3 Customer Service
Reservationists Wages and Fringe,
Dispatcher Wages and Fringe
4 Scheduler
Schedulers Wages and Fringe
5 Planner/ Mobility Manager
Planner / Mobility Manager Wages
and Fringe
$2,280 $2,348 $2,418 $2,491 $2,566
$277,187 1 $281,540 1 $286,149 1 $290,866 $295,692
$28,557
$29,024
$29,501
$29,989
$30,488
$44,063
$44,881
$45,716
$46,566
$47,433
6 Safety Program $0 $0 $0 $0 $0
Development and Implementation of
all requires safety and security plans,
table top exercises, etc.
7 Drug & Alcohol Testing Program $4,322 $4,452 $4,585 $4,723 $4,865
Employee Testing, Random Testing,
Post - Accident & Reasonable
Suspicion Testing, Employee
Assistance Program
8 Start Up Costs $54,091 $0 $0 $0 $0
Expenses
9 Other (If any others please specify) $14,202 $14,391 $14,689 $14,995 $15,308
Travel, Uniforms, Materials,
Management Fee
SUBTOTAL PARATRANSIT $ 588,560 $ 538,647 $ 548,2281 $ 557,821 $ 567,732
Packet Page -333-