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HomeMy WebLinkAboutagenda.council.worksession.20171128 CITY COUNCIL WORK SESSION November 28, 2017 4:00 PM, City Council Chambers MEETING AGENDA I. Justice Snow's RFP discussion II. "Downtowner" RFP for service beyond April 30th, 2018 P1 Page 1 of 3 MEMORANDUM TO: Mayor and City Council FROM: Sara Ott, Assistant City Manager DATE OF MEMO: November 20, 2017 MEETING DATE: November 28, 2017 RE: City-Owned Restaurant Real-Estate at the Wheeler Opera House REQUEST OF COUNCIL: Members of City Council have requested a work session to discuss the request for proposal process for city-owned restaurant space within the Wheeler Opera House. PREVIOUS COUNCIL ACTION: Approval of lease for Fiercely Local, LLC, d/b/a Justice Snow’s in May 2011 and approval of lease extension on November 13, 2017. The lease extension will expire on April 15, 2018. BACKGROUND: The City currently leases space to three restaurants within Aspen: Justice Snow’s located in the Wheeler Opera House, Taster’s Pizza located within the Rio Grande Office Building and Red Mountain Grill at the Aspen Golf Club. The restaurant space within the Wheeler Opera House and surrounding outdoor dining area are key parts in the activation of the Wheeler Opera House space. In addition to meeting the demand for restaurants, the tenant provides key catering services for Wheeler presented and private events. The current lease was awarded in May 2011 after a comprehensive year-long request for proposal process and lease negotiations. During these lease negotiations, City Council had in- depth discussion about whether: to subsidize the rent below market, to ensure the restaurant was open during slow seasons, to influence the price points of menu and drink offerings, and to determine the coordination and financial responsibilities for tenant finishes. The revenue generated by the Wheeler lease is the key revenue source for a competitive grant process that awards nearly $400,000 each year to Roaring Fork Valley arts oriented non-profit organizations. Community Input: City staff have published questions about local serving restaurant space and arts grant funding on the AspenCommuintyVoice.com site for community input. There are P2 I. Page 2 of 3 notices of the availability of this forum going out to Wheeler Wins members, social media, and traditional media. Request for Proposals Timeline: It is anticipated to take approximately 6 months to run a full request for proposal process, negotiate a new lease and have a tenant in the space. Based upon City Council’s discussion on November 28, it is anticipated that the RFP will be ready for release by December 1. Dec. 1, 2017 RFP release Dec 22, 2017 Deadline for questions Jan 12, 2018 Proposals due Jan 24-29, 2018 Interviews of top respondents with selection committee Jan. 29-Feb. 12, 2018 Finalize lease negotiations/reference checks Feb 26, 2018 Recommendation to City Council for consideration/approval May 1, 2018 Premise available to successful proposer June 15, 2018 Latest date for restaurant to open for business Selection Committee: Proposals will be reviewed by an administrative team including the Assistant City Manager, Executive Director of the Wheeler, Purchasing Agent, Asset Management representative and Wheeler Advisory Board representative. Additional technical experts in restaurant operations, food safety and liquor licensing will be utilized at well. Proposals will be reviewed based upon: · Concept & Menu Offerings (30%) · Ability to Collaborate with Wheeler programs (20%) · Qualifications and Business Model (20%) · Approach to Shoulder Seasons (15%) · Lease Rate (10%) · References (5%) Lease Terms: Staff plans to include a proposed lease as an attachment the RFP. In summary, the following terms will be offered up front to assist proposers in planning their responses. · 5-year initial lease with two 5-year renewal options · Maximum of 28 days of closure per calendar year · Require lunch and dinner service to the general public, with breakfast service and late night/post performance bar menu encouraged, but not required · Require catering services for Wheeler presented and privately presented events in the Wheeler space · Require ‘grab and go’ convenience options for sale in Wheeler lobby during high traffic and festival dates · Rent rates will be proposed by respondents. The selection committee will consider flat rent rate with CPI index increases, or a combination of flat rent and a percentage of gross sales rent. P3 I. Page 3 of 3 · Deposit and personal guarantee of rent will be required. Exact amounts are to be negotiated. DISCUSSION: The key policy question for the Wheeler restaurant space is one of establishing priority. 1. Is the Council’s priority to influence restaurant menu prices to a lower price point or to maximize the revenue potential for redistribution in the non-profit grants program? While a balance between the priorities can be struck, it is imperative to know if the Council has a desire for one priority over the other. This direction influences restaurant concepts and business plans that are presented by respondents as well as the review criteria used by the selection committee. Second, staff would like to offer the successful proposer two services that can aid in meeting Council’s desire of opening by the 2018 Food and Wine Classic. These services include moving forward with a liquor license application in the event that a new restaurant liquor license is needed and to offer expedited building plan review services for minor interior modifications that may be desired. 2. Does the Council support moving forward with the liquor license application and offering expedited plan review services for this project? Third, this memo outlines the overall framework for the selection of a tenant. City Council may direct different lease terms or selection process. 3. Does City Council concur with the selection process and proposed lease terms offered in this memo at this time? FINANCIAL/BUDGET IMPACTS: The City is responsible for paying the $2,250 state fee for the liquor license application. There is sufficient funding in the Wheeler Fund to cover this cost. Further the cost can be recovered through rent payments. Revenue estimates will be prepared to accompany the recommendation of the selection committee. CITY MANAGER COMMENTS: ATTACHMENTS: none. P4 I. 1 MEMORANDUM TO: Mayor and City Council FROM: John Krueger and Lynn Rumbaugh, Transportation Department THRU: Barry Crook, Assistant City Manager DATE OF MEMO: November 21, 2017 DATE OF MEETING: November 28, 2017 RE: Request for Proposals-App Based On-Demand Transportation Services SUMMARY Staff is requesting Council direction and comments on the Request for Proposals (RFP) for App Based On- Demand Transportation Services to be issued in December, with a closing date in January 2018 and a vendor selected by February 2018. PREVIOUS COUNCIL ACTION · In April 2016, Council approved a pilot on-demand transit program with the Downtowner as the selected vendor. · In August 2016, Council approved an extension of the Downtowner contract through September, 2017. · At its May 30, 2017 work session, Council supported the extension of the Downtowner contract through April of 2018, but was split on the expansion of service area boundaries. · In June of 2017, Council approved the extension of the Downtowner contract through April of 2018, with direction to issue an RFP for services beyond April of 2018. BACKGROUND The Downtowner service was the result of Council’s desire to pilot an electric-powered, app-based on- demand service as a means of reducing traffic and parking congestion in downtown Aspen. The Downtowner service began in June of 2016 as a summer pilot program and will run through April 2018. A RFP will be issued for an APP Based On-Demand Transportation Service with service beginning in May of 2018. Since service initiation, the Downtowner has carried 53,484 passengers via 30,632 rides with an average wait time under 6 minutes. The clear majority of this ridership is app driven, with a small percentage of riders accessing service via walk-up. Ridership has experienced seasonal peaks as expected during the summer and winter’s busiest periods. A summary of 2016 and 2017 ridership appears below, with additional data included in Attachment A. P5 II. Since the beginning of the service in June of 2016 there have been three different contract periods. The initial pilot program from mid-June 2016 September 2017, and an extension from September 2017 DISCUSSION Staff has been developing a Request for Proposals for an service similar to service currently provided by the Downtowner. participate and we will reach out to them upon issuance of the RFP. will be held to allow vendors to ask questions. current capacity, but provides more detail related t and accessibility. The vehicle type is not specific, but a minimum capacity is required and priority scoring is in place to encourage electric vehicles. on the outcome of the mobility lab, so vendors are being asked about their ability/lead time needed/cost to add vehicles and expand hours/boundaries. so that the results of the Mobility Lab can be considered Some of the key elements of the RFP include: · Customer pick up time of 10 minutes or less · Daily operation of service · Door to door service in a defined service area · Operating hours of 8am-11pm in the winter and 1 · Contractor must offer a smartphone app as the primary tool to request service · Contractor must deploy a centralized software system platform · Fleet vehicle type is not specified but priority scoring will be given to vendors able electric fleet · Fleet vehicles shall carry a minimum of 5 adult passengers and allow for pets and skis · Contractor must provide a wheelchair accessible vehicle · Respondents shall provide fare · The contractor will provide the City the data elements outlined in the RFP · The contractor will provide a program team FINANCIAL IMPLICATIONS Fully allocated funding of $522,340 is included in the 2018 budget Downtowner contract from January through April of 2018 funding for the vendor selected in the RFP process DOWNTOWNER RIDERSHIP Rides 2016 10,738 2017 ytd 19,894 Total 30,632 2 in June of 2016 there have been three different contract periods. The June 2016 – September 2016, a 1-year contract from September 2016 September 2017, and an extension from September 2017 – April 2018. The contract cos Staff has been developing a Request for Proposals for an App Based On-Demand Transportation Service provided by the Downtowner. Local vendors will be encouraged to and we will reach out to them upon issuance of the RFP. A voluntary pre will be held to allow vendors to ask questions. The proposed scope of work basically continues service in its current capacity, but provides more detail related to expectations around customer service, app functionality ehicle type is not specific, but a minimum capacity is required and priority scoring is in place to encourage electric vehicles. Changes to the hours, service area, etc. could become desirable based on the outcome of the mobility lab, so vendors are being asked about their ability/lead time needed/cost to add vehicles and expand hours/boundaries. Staff is recommending a 1-year contract with a 1 lts of the Mobility Lab can be considered. ey elements of the RFP include: Customer pick up time of 10 minutes or less Door to door service in a defined service area 11pm in the winter and 11am-11pm the rest of the year must offer a smartphone app as the primary tool to request service must deploy a centralized software system platform Fleet vehicle type is not specified but priority scoring will be given to vendors able Fleet vehicles shall carry a minimum of 5 adult passengers and allow for pets and skis Contractor must provide a wheelchair accessible vehicle Respondents shall provide fare-free and fare-based financial models will provide the City the data elements outlined in the RFP The contractor will provide a program team to manage the program and collaborate with City staff is included in the 2018 budget for mobility services Downtowner contract from January through April of 2018 in the amount of $148,782 or the vendor selected in the RFP process in the amount of $373,558 for the rest of Passengers Average Wait 22,875 5:21 30,609 5:55 53,484 in June of 2016 there have been three different contract periods. The year contract from September 2016 - April 2018. The contract costs are shown below. Demand Transportation Service for Local vendors will be encouraged to A voluntary pre-proposal conference roposed scope of work basically continues service in its o expectations around customer service, app functionality ehicle type is not specific, but a minimum capacity is required and priority scoring is uld become desirable based on the outcome of the mobility lab, so vendors are being asked about their ability/lead time needed/cost to year contract with a 1-year renewal Fleet vehicle type is not specified but priority scoring will be given to vendors able to operate an Fleet vehicles shall carry a minimum of 5 adult passengers and allow for pets and skis to manage the program and collaborate with City staff for mobility services. This includes The in the amount of $148,782 and placeholder in the amount of $373,558 for the rest of 2018. Once the P6 II. 3 responses to the RFP are received, a contract is signed and the costs are known supplemental funding for 2018 may be required. ENVIRONMENTAL IMPLICATIONS Planning for and implementing improved transit and mobility options aligns with the City’s goal of keeping traffic at 1993 levels while reducing air pollution as well as the current Top Ten goals. RECOMMENDATION Direct staff to proceed with the RFP as attached for App Based On-Demand Transportation Services. ALTERNATIVES Direct staff to make changes to the RFP or direct staff not issue a RFP for App Based On-Demand Transportation Services. ATTACHMENTS Attachment A: Downtowner Data Attachment B: Downtowner Passengers & Rides by Hour of the Day Attachment C: Chart of Ride Distance in Miles Attachment D: Survey Information Attachment E: 2017 Passengers YTD Attachment F: Service Area Map P7 II. 4 ATTACHMENT A DOWNTOWNER DATA 2016/17 2016 Rides Passengers App Driven Avg wait Jan Feb Mar Apr May Jun (17-30)746 1,743 64% 5:42 Jul 2,225 5,370 86% 5:22 Aug 2,115 4,696 92% 4:35 Sep 1,123 2,329 91% 4:24 Oct 647 1,080 89% 4:33 Nov 740 1,366 93% 4:47 Dec 3,142 6,291 95% 8:05 Total 10,738 22,875 87% 5:21 2017 Rides Passengers App Driven Avg wait Jan 3,365 6,208 96% 7:23 Feb 2,935 5,970 98% 6:49 Mar 3,478 6,491 97% 7:28 Apr 1,504 2,562 98% 5:22 May 560 983 98% 4:36 Jun 1,855 3,648 96% 5:42 Jul 2,148 4,747 96% 6:50 Aug 1,903 4,114 99% 4:42 Sep 1,275 2,624 97% 5:29 Oct 871 1,654 97% 4:54 Nov Dec Total 19,894 39,001 97% 5:55 P8 II. 5 Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec 2016 746 2,225 2,115 1,123 647 740 3,142 2017 3,365 2,935 3,478 1,504 560 1,855 2,148 1,903 1,275 871 0 500 1000 1500 2000 2500 3000 3500 4000 Downtowner Rides Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov 2016 1,743 5,370 4,696 2,329 1,080 1,366 6,291 2017 6,208 5,970 6,491 2,562 983 3,648 4,747 4,114 2,624 1,654 0 1000 2000 3000 4000 5000 6000 7000 Downtowner Passengers P9 II. 6 64% 86% 92%91% 89% 93% 95%96% 98%97%98% 98% 96% 96% 99% 97% 97% 60% 70% 80% 90% 100% Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Downtowner % App Driven 2016 2017 P10 II. 7 ATTACHMENT B DOWNTOWNER PASSENGERS BY HOUR OF DAY Hour Time Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Total Average 8am 5 170 206 177 205 39 802 134 9am 9 284 256 263 316 84 1,212 202 10am 30 326 327 256 282 103 1,324 221 11am 208 208 108 61 52 314 284 208 249 159 43 165 2,059 172 12pm 255 255 102 55 66 248 341 225 311 139 66 129 2,192 183 1pm 236 236 147 71 55 277 303 201 247 137 54 172 2,136 178 2pm 296 296 133 73 92 337 277 217 285 135 94 171 2,406 201 3pm 327 327 178 63 111 391 354 335 337 138 81 231 2,873 239 4pm 273 273 167 93 89 451 418 371 441 177 76 255 3,084 257 5pm 563 563 188 136 130 605 600 513 594 214 125 330 4,561 380 6pm 704 704 314 158 150 648 688 654 760 234 79 403 5,496 458 7pm 704 704 271 133 173 569 606 635 719 321 113 348 5,296 441 8pm 674 674 267 87 151 567 572 565 698 279 92 347 4,973 414 9am 587 587 239 103 159 602 496 495 624 224 88 365 4,569 381 10pm 521 521 209 120 94 499 480 455 443 179 72 281 3,874 323 Total 5,348 5,348 2,323 1,153 1,366 6,288 6,208 5,570 6,511 2,562 983 3,197 46,857 3,905 ATTACHMENT B DOWNTOWNER RIDES BY HOUR OF THE DAY Hour Time Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Total Average 8am 5 101 131 106 123 31 497 83 9am 5 161 161 154 187 53 721 120 10am 14 183 202 159 179 62 799 133 11am 99 97 60 42 30 184 185 149 165 108 25 92 1,236 103 12pm 108 116 59 38 38 153 208 149 201 96 41 81 1,288 107 1pm 95 116 77 47 34 173 195 132 158 87 32 91 1,237 103 2pm 117 128 61 44 45 180 179 134 177 91 51 107 1,314 110 3pm 138 143 75 36 64 228 217 195 210 91 48 139 1,584 132 4pm 166 146 85 57 54 227 239 187 233 103 47 134 1,678 140 5pm 209 229 104 84 80 303 312 261 305 112 71 164 2,234 186 6pm 262 282 147 92 87 286 324 311 367 141 46 185 2,530 211 7pm 250 275 128 78 85 256 293 307 356 168 67 162 2,425 202 8pm 264 252 121 46 72 244 272 260 312 143 50 169 2,205 184 9am 209 230 118 60 73 245 227 225 278 123 46 168 2,002 167 10pm 198 211 91 63 54 216 220 206 227 95 36 130 1,747 146 Total 2,115 2,225 1,126 687 740 3,140 3,365 2,935 3,478 1,504 560 1,622 23,497 1,958 P11 II. 8 8am 9am 10am 11am 12pm 1pm 2pm 3pm 4pm 5pm 6pm 7pm 8pm 9am 10pm Paxs 134 202 221 172 183 178 201 239 257 380 458 441 414 381 323 Rides 83 120 133 103 107 103 110 132 140 186 211 202 184 167 146 - 50 100 150 200 250 300 350 400 450 500 Average Passengers & Rides By Time of Day Paxs Rides P12 II. ATTACHMENT C Downtowner Ride Distance in Miles 9 Ride Distance in Miles P13 II. 10 ATTACHMENT D Survey Information P14 II. 11 ATTACHMENT E 2017 PASSENGERS YTD ROUTE JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC TOTAL AVERAGE RANK Castle/Maroon 77,018 68,494 64,204 53,192 28,904 37,803 54,644 47,618 431,877 47,986 1 Hunter Creek 51,564 38,929 41,007 21,399 9,082 21,291 28,168 24,757 236,197 26,244 2 Burlingame 17,455 13,463 15,114 6,379 5,983 10,028 13,998 12,107 94,527 10,503 3 Cemetery Lane 16,907 12,589 15,114 8,904 2,902 6,640 10,852 7,586 81,494 9,055 4 Galena St Shuttle 17,736 16,904 17,744 3,315 55,699 6,189 5 Maroon Creek Road 19,291 14,070 17,296 4,614 55,271 6,141 6 East End Dial A Ride 5,916 7,260 9,379 3,705 2,350 3,612 3,434 3,093 38,749 4,305 7 Downtowner 6,208 5,970 6,491 2,562 983 3,648 4,747 4,114 34,723 3,858 8 Cross Town Shuttle 4,321 3,769 3,390 720 2,402 6,392 4,914 25,908 2,879 9 Total Seasonal City Service 216,416 181,448 189,739 104,790 50,204 85,424 122,235 104,189 - - - - 1,054,445 431877 236197 94527 81494 55699 55271 38749 34723 25908 0 50000 100000 150000 200000 250000 300000 350000 400000 450000 500000 Passengers 2017 YTD P15 II. 12 ATTACHMENT E P16 II. ATTACHMENT A REQUEST FOR PROPOSALS Sealed proposals will be received through the Bidnet Direct website, www.bidnetdirect.com until 2:00pm, January 15, 2018, at which time the proposals will be opened and reviewed, for the following City of Aspen project: APP BASED ON-DEMAND TRANSPORTATION SERVICES Complete proposal packages are available to download from www.bidnetdirect.com Vendors must be registered to view the bid packages. There is no charge to register. Call 1-800-835-4603 if you need assistance registering for free access. An pre-proposal conference will be held at Aspen City Council Chambers at 10:00am, Friday, December 15, 2017 from 11am-12pm. Attendance at the pre-proposal conference is not mandatory. The City reserves the right to reject any or all Proposals or accept what is, in its judgment, the Proposal which is in the City's best interest. The City further reserves the right, in the best interests of the City, to accept a late submittal or to waive any technical defects or irregularities in any and all Proposals submitted. Pursuant to the Colorado Open Records Act, C.R.S. Section 24-72-200.1 (CORA), any and all of the documents that are submitted to the City of Aspen may be deemed public records subject to examination and inspection by third parties. The City of Aspen reserves the right, at its sole discretion, to release for inspection or copying any document, plan, specification, proposal or other writing submitted pursuant to this request. To submit, an electronic copy of the Proposal as a single PDF or Word file, must uploaded to the Bidnet Direct website, www.bidnetdirect.com. The City cannot accept faxed or emailed proposals. Discussion may be conducted with responsible offerors who submit Proposals determined to be reasonably susceptible to be selected for award for purpose of clarification to assure full understanding of, and responsiveness to the solicitation requirements. In addition to price, the criteria set forth in the Instruction to Offerors and any specific criteria listed below, may be considered in judging which Proposal is in the best interests of the City: Project understanding; Platform; Vehicles; Wheel chair accessibility; Drivers; Data collected, Project management; Reference responses. BY ORDER OF THE CITY OF ASPEN, COLORADO Rebecca Hodgson, Purchasing P17 II. ATTACHMENT A REQUEST FOR PROPOSALS APP BASED ON-DEMAND TRANSPORTATION SERVICES 1. PROJECT BACKGROUND AND GOALS The City of Aspen is committed to reducing traffic congestion, improving mobility options and maintaining the vibrancy of its downtown core. As such, the City of Aspen is seeking innovative ways to improve first/last mile access to and around the downtown area as well as to the Rubey Park Transit Center and its local and regional fixed-route transit services. The City is targeting service to: · areas not well-served by traditional fixed route transit due to geography, seasonality, low density or similar factors; · areas potentially not well-suited to bicycling and/or walking options; and/or · times of day and/or season during which fixed route transit is less available in such as manner as to: · promote innovation in the provision of public transportation services; · reduce barriers to the use of public transportation services; · decrease reliance on personal single-occupant vehicles; and · collect data to analyze the long-term feasibility of flexible, on-demand services. 2. SERVICE CONCEPT 2.1) Customers will request service within the defined service area and span of hours and will receive confirmation information related to that request. 2.2) Customer wait times and travel times will meet the Level of Service (LOS) goals outlined in section 3.1.1. 2.3) Service may be fare free to the customer (fully subsidized by the City of Aspen) or require a partial fare (partially subsidized by the City of Aspen). The City requires respondents to provide pricing models for both alternatives as outlined in section 4.7. 2.4) Customers requiring a wheelchair accessible vehicle (WAV) will be provided an equivalent service. 2.5) Vehicles will be assigned to complete multiple trips at one time, aiming to maximize vehicle occupancy and minimize the program’s vehicle miles traveled (VMT) impact. 2.6) The Contractor will share with the City the required data elements to facilitate thorough analysis of the service. P18 II. ATTACHMENT A 3. SCOPE OF WORK 3.1 Level of Service, Service Area, Span of Service 3.1.1) The City’s target Level of Service (LOS) provides customer pick-up times of no more than 10 minutes post-request and in-vehicle times of less than 10 minutes. Ultimately, the LOS parameters at service launch will be agreed upon between the City and the Contractor during project scoping. 3.1.2) The City will award higher value to proposals able to demonstrate, based on their operational model and experiences elsewhere, their ability to deliver the target LOS or higher, while minimizing the total number of vehicle miles traveled per-passenger. 3.1.3) Proposals should be developed considering that the services will be offered door-to-door or very nearby within the area outlined in Exhibit A. The final service area will be defined during project scoping and may be expanded or contracted with an agreed upon lead time. 3.1.4) Proposals should be developed considering that services will be offered daily from 8:00am-11:00pm in the winter season and 11:00am-11:00pm during the remainder of the year, with flexibility for extension of hours with an agreed upon lead time. 3.1.5) Proposals should outline the lead time and process required for addition of vehicles and/or hours of service on request for special events or other unforeseen circumstances. 3.2 Trip Request, Confirmation, Routing and Dispatching Platform 3.21) The Contractor will offer a smartphone app (compatible with the last 3 major versions for both iOS and Android) as the primary tool to request service. 3.2.2) The customer will input their desired origin-destination pair. Upon confirmation that the requested trip is indeed qualified, the customer will receive a confirmation along with the estimated time of arrival of the assigned vehicle as well as the location of the assigned vehicle displayed on a map. 3.2.3) Higher value will be awarded to bids offering a smartphone app that: i) allows customers to book trips at least 2 hours in advance of the desired pick up time; ii) is available in both English and Spanish; iii) offers special functionalities for customers that are blind or low-vision. 3.2.4) Higher value will be awarded to bids offering a call center as a second option to make trip requests, both on-demand and at least 2 hours in advance. Call centers offering services in both English and Spanish as well as TTY (Text Telephone) will be awarded further value. 3.2.5) The Contractor will deploy a centralized software platform able to complete the following tasks in a fully automated manner without human intervention: a. Receiving all trip requests through the smartphone app and call center (if available). P19 II. ATTACHMENT A b. Processing the origin-destination pair for each trip request to confirm whether the trip is indeed a qualified trip. c. Identifying whether the customer is requesting a regular service or a WAV service and assigning a vehicle appropriately. d. Assigning and dispatching a vehicle to complete that trip on the most efficient route while ensuring that the agreed upon LOS for all customers in that vehicle will be met. e. Routing the driver around closed roads, detours and areas determined as off limits. f. Higher value will be placed on platforms that offer functionality to match riders into trips so that the VMT is reduced and HOV capacity is increased. g. Providing accurate real time estimations of time of pick-up and time of arrival to the customers. h. Providing an approximation of the pickup vehicle location so the customer knows from which direction it will be approaching. i. Following up with customers in a manner such that they may rate their experience and answer questions related to trip purpose, mode shift and other items based on the City’s needs. 3.3 Fleet Vehicles 3.3.1) The Contractor’s fleet will be defined as the pool of vehicles made available to provide the proposed service. These vehicles may be owned by the Contractor or accessed via an affiliation agreement. The Contractor should specify the fleet size considered sufficient to ensure service provision at the agreed upon LOS at any given time during the defined service hours including periods of peak demand. 3.3.2) The Contractor should provide information on its ability to add vehicles upon the City’s request for large events or other needs. The Contractor should detail its planned spare ratio and method of handling mechanical issues without service interruption. 3.3.3) The City does not request any particular vehicle specification in terms of brand, fuel-type, et cetera, so long as each vehicle used is licensed to provide the transportation service offered by the Contractor. Priority scoring will be provided to vendors able to operate an electric fleet. 3.3.4) Each vehicle shall carry a minimum of five adult passengers with seatbelts. The vehicles should allow for the carriage of pets as well as winter ski/snowboard gear. 3.3.5) The Contractor should provide a plan for the storage of the necessary vehicles including charging needs related to any electric vehicles proposed. 3.3.6) All vehicles will be equipped with the necessary data and voice connectivity, hardware, and software tools to receive customer trip requests on-demand, and passenger pick-up and/or drop-off locations as assigned by the central trip-dispatching platform. All drivers will be trained in using these tools while operating their vehicles before they provide the proposed service. 3.3.7) Vehicles will be wrapped in a branded design approved by the City of Aspen. No other P20 II. ATTACHMENT A exterior advertising will be allowed. Interior advertising (including via tablets) will be limited to that related specifically to the public transportation options provided by the City of Aspen. Higher scoring will be awarded to options which allow for cross promotion of public transportation services. 3.4 Wheelchair Accessible Vehicle / ADA Service 3.4.1) The Contractor will deploy a WAV-based on-demand service as part of the project, ideally at the same target LOS as the one proposed for standard vehicles. 3.4.2) Equivalent WAV service may be achieved by: i) making the full service fleet wheelchair- accessible or; ii) having a share of the fleet be WAVs, and ensuring that there is always a sufficient number of WAVs available during service hours to deliver the target LOS. 3.4.3) The City will not prescribe any particular approach to deliver the WAV service, but higher value will be awarded to bids approximating the target LOS for the WAV services. 3.4.4) Each WAV vehicle used must be licensed to provide the transportation service offered by the Contractor in its proposal by the corresponding licensing authority. 3.5 Driver Requirements 3.5.1) Drivers may be employees of the Contractor (or one of the entities that make up the Contractor), individual subcontractors of the Contractor, or affiliated drivers to any of the entities that make up the Contractor. 3.5.2) The City will not request the Contractor to have any particular number of affiliated drivers, so long as the Contractor can ensure that it will have provide a sufficient number of drivers to provide the agreed upon LOS at any given time during service provision hours, including periods of peak demand. 3.5.3) All drivers must hold a valid Colorado State driver’s license providing legal authority to operate the specific service and vehicle type offered by the Contractor in its proposal. 3.5.4) The Contractor should provide information on the following driver policies: i.) customer service training including training related to ADA and WAV requests, ii) customer service policies, iii) method of handling customer complaints, iv) progressive discipline employed, v) drug and alcohol policies. 3.6 Fare Collection and Tipping 3.6.1) Respondents shall include financial models based on both services that are fare-free as well as fare-based services, as outlined in section 4.7. 3.6.2) The City is not interested in a model that includes the expectation of a gratuity either in cash or via app. No tips will be solicited for service provided, either on an app or with the P21 II. ATTACHMENT A provision of an on-board tip jar. No materials related to the service (app, business cards, decals) will refer to acceptance of gratuity in any manner. 3.6.3) The applicant shall provide a unit cost for additional hours of service (per hour) should additional vehicles or hours of service be requested by the City of Aspen. 3.7 Data Sharing 3.7.1) The Contractor will provide the City with the following data elements from each individual customer trip on a minimum of a monthly basis: a. Date: month, day, year b. Trip request method: App, call center c. Requested origin location: xy coordinates, or similar d. Requested destination location: xy coordinates, or similar e. Trip length (in units of miles) f. Trips rejected due to service area: locations requested g. Service type requested: Regular, WAV h. Passengers on initial stop, number i. Time of trip request: hour, minute j. Time of pick-up at origin: hour, minute k. Time of drop-off at destination: hour, minute l. Number of additional pick-ups during trip: number m. Number of additional passengers during trip: number n. Customer rating of service: excellent, good, mediocre, poor, or similar o. Customer mode shift information: simple survey question p. Trip purpose information: simple survey question 3.7.2) The Contractor will provide the City with the following data elements on a monthly basis. a. Total number of trips b. Total number of passengers c. Total miles and hours d. Passengers per hour e. Cost per passenger f. Summary of origin and destination, including time of request g. Average trip length h. LOS summary (average wait time, average trip time) i. Summary of customer complaints and safety-related incidents j. Summary of operational issues including maintenance, dropped runs, accidents k. Summary of technology issues such as planned or unplanned service outages 3.7.3) The City of Aspen is not interested in acquiring any type of Personally Identifiable Information (PII) either willfully or incidentally collected by the Contractor and will expect the Contractor to anonymize any customer data to the greatest extent possible before it is passed on to the City. P22 II. ATTACHMENT A 3.8 Program Management 3.8.1) The Contractor will offer a program team charged with collaborating with City staff in all matters related to the planning and implementation phases of the program, from attending general phone calls, emails, in-person meetings, etc., to conducting analyses, preparing reports, and invoicing the City for the services provided. The City will award higher value to applicants able to offer an Aspen-based manager for daily operations and staff point of contact. 3.8.2) Invoices: The Contractor will invoice the City once a month for the services completed. Invoices will include general information of the services provided and must be accompanied by the required monthly reports. 3.8.3) Marketing and Promotion: The Contractor will have the primary responsibility to market the new services prior to and during implementation. The Contractor should include a marketing/promotional plan in their proposal. The Contractor and the City will agree to a marketing and promotional plan prior to project launch. No marketing partnerships between the vendor and any other entities without approval of the City of Aspen. The Contractor and the City will review any material prepared prior to its use by the other party with the City reserving the right to final approval. The City reserves the right to prepare and post information about other mobility services within the Contractor’s vehicles. The City will award higher value to bids in which the app, the vehicle interior and/or other service elements may be branded with the City’s logo and provide information on other City mobility services. 4.0 Technical Proposal Requirements 4.1) Company Information 1. State the name of your company, or companies, their area of expertise, and their experience in that area of expertise. 2. State name of company’s representative and contact information. 3. Introduce key points of contact, including resumes. 4. Provide references related to this specific project, including current contact information. 4.2) Understanding of Project Goals and Service Concepts 1. Summarize your understanding of the project goals and objectives and the company’s general fit to meet such goals and objectives. 2. Summarize the company’s understanding of and suggestions related to the service concept. P23 II. ATTACHMENT A 3. Summarize your company’s view of the Level of Service goals and proposed service area for the project. Describe the pros and cons of offering door-to-door service vs. nearby pick-up/drop- off locations, given your company’s vehicle fleet and routing platform proposal, and your company’s ultimate recommendation on this service parameter. 4. Summarize the process via which the City of Aspen may request addition of service hours and/or vehicles for unforeseen circumstances, including unit cost and lead time required. 4.3) Trip Routing and Dispatching Platform 1. Describe the smartphone app proposed by your company to submit trip requests under the program. Is it available for the last 3 major versions of iOS and Android? Will it send a confirmation message to the customer? Will it provide a real-time estimate of the time of pick- up? Besides English, does it support any other language? Are there special functionalities for customers who are blind or low-vision? Can trips be booked 2-hours in advance? What other types of functionalities and customizations are available to support this project? 2. State whether your company is offering a call center solution to make trip requests, its hours of operation, available languages, and whether TTY is also available. If there is no call center, do you have a recommendation to make the service available to customers that do not own smartphones? 3. Describe how your company’s platform would identify if a trip request qualifies under the program? How does it intake requests from the smartphone app and call center (if available)? How does it process such requests, and with what level of accuracy? 4. Describe how your company’s platform dispatches a specific vehicle to attend a specific trip request and how the most efficient route to do so is identified. Explain how it compares to other similar tools in the market. 5. Describe tools made available for customers to know in real time their estimated pick up time and estimated time of arrival to their destination. 6. Describe how the platform can match the most trips as possible into one vehicle in order to maximize efficiency and minimize vehicle miles traveled. 7. Describe tools available to allow customers to rate their trips, report problems and answer short survey questions. 8. Describe your method of handling platform upgrades, service outages and requests for customizations. 4.4) Fleet Vehicles 1. Describe your company’s proposed vehicle type(s) including brand, technology, passenger capacity and licensing. Explain how your vehicle type(s) best matches the City’s needs. P24 II. ATTACHMENT A 2. Detail special vehicle features such as ability to carry pets, skis, etc. 3. Describe the proposed model for fleet ownership as well as the proposed fleet size and spare ratio. Explain how additional vehicles can be accessed if needed due to mechanical issues or periods of high demand, including required lead time. 4. Explain the parking, staging, storage and infrastructure needs related to the proposed vehicles. 5. List the hardware and software that will be installed in each vehicle related to this project. 6. Describe the maintenance protocols in place to ensure that the fleet is in top condition for service provision. 4.5) Wheelchair Accessible Vehicles / ADA requests 1. Explain your company’s proposal to deliver equivalent service to customers requiring a WAV. 4.6) Driver Requirements 1. Identify the drivers’ licenses required to operate the vehicles in the fleet, and additional background checks and training considered necessary to greenlight any driver’s operation of a vehicle. 2. State the drivers’ affiliation to your company. 3. State the proposed size of your drivers’ roster to deliver the proposed LOS at service launch. What would be the time table to have that roster readily available and properly licensed for service launch? 4. What type of regular testing and supplementary protocols does your company plan to put in place to ensure that all drivers are in top condition for service provision? Include drug and alcohol policies. 5. What tools will your company deploy in each vehicle to guide drivers to each passenger pick up and drop off location? How are drivers trained in the use of these tools? 6. Describe how you will hire and retain drivers in a competitive, seasonal environment. 7. What type of customer service training does your company employ? How are driver-related complaints handled? What is the protocol for progressive discipline? 4.7) Pricing for Free and Fare Collection Models 1. Detail your proposed pricing for the contract period based on a fare-free (fully subsidized) model. Include detailed pricing justification, total price and monthly invoice sample. P25 II. ATTACHMENT A 2. Detail your proposed pricing for the contract period based on a passenger fare (partially subsidized) model. Include detailed pricing justification, total price and monthly invoice sample. 3. Describe your recommended model including pros and cons. 4.8) Data Sharing 1. Based on the data elements detailed in section 3.7, enumerate and describe the data elements your company will share including samples. 2. Explain the protocols your company will put in place to anonymize any customer data to the greatest extent possible before it is passed on to The City. 4.9) Project Management 1. Describe the team in charge of managing this project, their areas of specialty, their dedication to the project based upon a 40-hour work week, their professional experience, and their location. 2. State your ability to comply with the required submission of invoices and reports. Recommend an alternative approach if needed. 3. Describe your suggested marketing and promotional strategy. 4.10 General Solution Review and Added Value 1. Use this final space to describe how your company’s proposal provides a comprehensive solution to the different program goals, highlight any key elements that may have not been covered in the questions above, and underscore the added value to The City of contracting with your company. 2. Complete the table below related to items for which the City has prioritized as allowing for higher scoring. ITEM PROVIDED (include page number within your proposal on which item is detailed). NOT PROVIDED Ability to meet LOS targets for pickup and drop off. Provision of app that allows customers to reserve trips up to two hours in advance. Provision of app that is available in English and Spanish Provision of app that offers special functionalities for customers that are blind or low-vision Provision of a call center option P26 II. ATTACHMENT A for requesting service Call center offers English and Spanish language options and TTY Platform matches riders into groups (carpools). Aspen-based manager for management of daily operations. App, or other service elements may be branded with the City’s logo or similar. App or other media provide promotion of other public transportation services. Vehicle technology is electric. 5. EVALUATION CRITERIA 5.1) The City reserves the right to reject any or all Proposals or accept what is, in its judgment, the Proposal which is in the City's best interest. The City further reserves the right, in the best interests of the City, to accept a late submittal or to waive any technical defects or irregularities in any and all Proposals submitted. Discussion may be conducted with responsible offerors who submit Proposals determined to be reasonably susceptible to be selected for award for purpose of clarification to assure full understanding of, and responsiveness to the solicitation requirements. 5.2) Scoring Completeness of proposal 5% Project understanding 5% Platform / including HOV 20% Vehicles/WAV 15% Drivers 10% Pricing 10% Data 15% Project Management 10% Added Value Elements 10% P27 II. ATTACHMENT A 6. PROPOSAL SUBMISSION 6.1) Proposals must be submitted electronically through the Bidnet Direct website, www.bidnetdirect.com. Submissions must be compiled into a single Word or .pdf document named “2017-116 from XYZ Company”. Proposals must be uploaded on or before 2:00pm, January 15, 2018 in order to be considered. Please note once you upload the proposal, you must ensure it is published. The City cannot accept faxed or emailed proposals. 7 QUESTIONS AND COMMUNICATION 7.1) Questions must be submitted online through the Bidnet Direct website. Answers are public for interested parties to review and consider. It is the supplier responsibility to check the website for addendums, Q&As, and other important information. 8. LEGAL 8.1) Offerors must review the attached Instructions to Offerors of Professional Services (attachment B) and the Professional Services Agreement (Attachment C) to fully understand the technical, legal, contractual and other requirements of the City. By participating in the procurement process, you agree to the terms and conditions without change. The City understands supplier’s contract language may need to be added. 8.2) Pursuant to the Colorado Open Records Act, C.R.S. Section 24-72-200.1 (CORA), any and all of the documents that are submitted to the City of Aspen may be deemed public records subject to examination and inspection by third parties. The City of Aspen reserves the right, at its sole discretion, to release for inspection or copying any document, plan, specification, proposal or other writing submitted pursuant to this request. 9. ATTACHMENTS 9.1) Proposed Service Area 9.2) Instructions to Offeror of Professional Services 9.3) Professional Services Agreement P28 II. ATTACHMENT A 9.1) Proposed Service Area P29 II.