First To Serve, Inc.

Request for Proposal TRANSPORTATION SERVICES

1017 W 50th St, Los Angeles, CA 90037

E-Mail Address:

Estimated Timeline:

Key Milestone: / Date:
Issue Date / October 24, 2014
Questions Due / November 4th, 2014 no-later-than 3:00PM
Bid Due Date / November 7, 2014 @ 3:00 pm
Anticipated Contract Start Date / November 24, 2014

TRANSPORTATION SERVICES

LOCATION SPECIFICATIONS

Pickup /Drop-off locations to be determined

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Table of Contents

Article 1 – Statement of Work (SOW)

1.010Project Identification

1.011Project Request

1.012Background

1.020Scope of Work and Deliverables

1.021In Scope

1.22Work and Deliverable

1.23Description of Service

1.030Roles and Responsibilities

1.031Contractor Staff Roles and Responsibilities

1.032FTS Staff Roles and Responsibilities

1.033Contract Implementation Period / Transition / Orientation

1.040Project Plan

1.041Project Plan Management

F.Annual Service Review and Progress Meeting

1.050Acceptance

1.051Criteria

Criteria for Vendor Performance

1.060Proposal Pricing

1.061Proposal Pricing

Article 2, Terms and Conditions

2.024Change Requests

2.025Relationship of the Parties

2.026Covenant of Good Faith

2.027Assignments

2.030General Provisions

2.033Permits

2.040Financial Provisions

2.044Invoicing and Payment – In General

2.047Final Payment

2.050Taxes

2.051Employment Taxes

2.052Sales and Use Taxes

2.060Contract Management

2.061Contractor Personnel Qualifications

2.063Re-assignment of Personnel at FTS’s Request

2.064Contractor Personnel Location

2.065Contractor Identification

2.066Cooperation with Third Parties

2.067Contractor Return of FTS Equipment/Resources

2.068Contract Management Responsibilities

2.070Subcontracting by Contractor

2.071Contractor Full Responsibility

2.072FTS Consent to Delegation

2.073Subcontractor Bound to Contract

2.080FTS Responsibilities

2.081Equipment

2.082Facilities

2.100Confidentiality

2.101Confidentiality

2.102Protection and Destruction of Confidential Information

2.110Records and Inspections

2.111Inspection of Work Performed

2.112Examination of Records

2.113Retention of Records

2.114Audit Resolution

2.115Errors

2.120Warranties

2.121Warranties and Representations

2.128Consequences For Breach

2.130Insurance

2.131Liability Insurance

2.132Subcontractor Insurance Coverage

2.133Certificates of Insurance and Other Requirements

2.140Indemnification

2.141General Indemnification

2.143Employee Indemnification

2.144Patent/Copyright Infringement Indemnification

2.145Continuation of Indemnification Obligations

2.146Indemnification Procedures

2.150Termination/Cancellation

2.151Notice and Right to Cure

2.152Termination for Cause

2.153Termination for Convenience

2.154Termination for Non-Appropriation

2.155Termination for Criminal Conviction

2.156Termination for Approvals Rescinded

2.157Rights and Obligations upon Termination

2.160Termination by Contractor

2.161Termination by Contractor

2.170Transition Responsibilities

2.171Contractor Transition Responsibilities

2.172Contractor Personnel Transition

2.173Contractor Information Transition

2.175Transition Payments

2.176FTS Transition Responsibilities

2.180Stop Work

2.181Stop Work Orders

2.182Cancellation or Expiration of Stop Work Order

2.183Allowance of Contractor Costs

2.190Dispute Resolution

2.191In General

2.192Informal Dispute Resolution

2.193Injunctive Relief

2.194Continued Performance

2.200Federal and FTS Contract Requirements

2.201Nondiscrimination

2.202Unfair Labor Practices

2.210Governing Law

2.211Governing Law

2.212Compliance with Laws

2.213Jurisdiction

2.220Limitation of Liability

2.221Limitation of Liability

2.230Disclosure Responsibilities

2.231Disclosure of Litigation

2.240Performance

2.241Time of Performance

2.258Final Acceptance

3.024Award Recommendation

3.025Reservations

3.026Award Decision

3.027Protests

3.028FTS Administrative Board

3.030Laws Applicable to Award

3.033Independent Price Determination

3.034Taxes

3.040Possible Additional Considerations/Processes

3.041Clarifications

3.042Past Performance

3.043Financial Stability

3.046Pricing Negotiations

3.050Proposal Details

3.051Complete Proposal

3.060Submitting Bids and Proposals

3.061Sealed Bid Receipt

3.062Proposal Submission

3.063Responses

4.033RFP Preparation

Article 3 – Required Bidder Information

5.010 Bidder Information

5.011 Company Information

5.012 Prior Experience

5.013 Staffing

5.014 Past Performance

5.015 Contract Performance

5.016Place of Performance

5.017Disclosure of Litigation

5.018Quality Assurance / Customer Service

5.019Location Work Plan

Article 1 – Statement of Work (SOW)

Note to Bidders: Bidders should provide thorough responses to each task, and/or, when appropriate, FTS their agreement that the Bidder will provide the requested services. Bidders are encouraged to provide detailed responses in order to allow FTS to fully evaluate the Bidder’s capabilities.

Bidders are reminded that the sole point of contact concerning the RFP is the Buyer, listed on the cover page of this document. Any communication by a potential Bidder in regards to this RFP with anyone other than the Buyer during the RFP process may result in disqualification.

Throughout this RFP, language referring to Contract or Contractor(s) refers to any Contract awarded from this RFP. This RFP in itself is not to be construed as a Contract.

1.010Project Identification

1.011Project Request

This is a Request for Proposal (RFP) for Transportation Services for homeless populations within L.A. County. This is a formal request to qualified Transportationservices vendorsto solicit proposals or price quotations. Bidders must submit written proposals according to the instructions contained within this document, discussing how they will meet the specific requirements.

The pickup/drop-offlocations are:

TBD,withinService Planning Area 6, or SPA 6 (South Central L.A.)

1.012Background

First to Serve, Inc. (FTS) operates the Winter Shelter programs which includes transportation services for homeless persons. The winter shelter program sites are open every day from December 1 through March 15. Consideration for award(s) for Transportation Services will include attendance at mandatory meetings and/or site visits, technical proposal, and/or Bidder Responses to this RFP, and price quotation. All responses/proposals must be in accordance with the specifications and the terms and conditions, as stated within this RFP.

Failure to respond to any requirement may disqualify the Bidder from further consideration and/or participation in this solicitation. To insure a quality bid result and fair evaluation, the information a Bidder submits in response to these sections must be appropriate and relevant to the project(s) described in this RFP.

1.020Scope of Work and Deliverables

1.021In Scope

The Contractor shall provide all personnel, equipment, materials, supervision and other items and services necessary to perform the services as described. The required objective is to provide safe, timely, and comfortable transportation for the homeless population to designated locations.

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1.22Work and Deliverable

Contractor must provide Deliverables/Services and staff, and otherwise do all things necessary for or incidental to the performance of work.

1.23Description of Service

Contractor shall perform the task descriptions that follow, which are the minimum acceptable performance standards under this Agreement:

  1. Upon the request of FTS, CONTRACTOR agrees to provide FTS with transportation services for clients to designated pickup locations per assigned schedules (tbd)
  1. CONTRACTOR agrees to transport all clients by safe and reliable means of transportation that meet the safety standards and regulations established by all governmental bodies with jurisdiction over the areas traveled by CONTRACTOR. If there is a conflict between the standards and regulations, the more stringent shall apply.
  1. CONTRACTOR shall be solely responsible for the safety of all clients while in the CONTRACTOR’s care.
  1. CONTRACTOR shall adhere to standards which provide for humane treatment of clients while in the care of CONTRACTOR.
  1. Notwithstanding anything to the contrary contained herein, CONTRACTOR agrees to abide by all laws, rules, codes and regulations concerning the care of clients even if such laws, rules, codes and regulations are more stringent than the standards provided herein.
  1. CONTRACTOR agrees to provide the FTS with a list of the names, ID Card numbers, and signatures of CONTRACTOR’s employees or agent authorized to pickup clients on CONTRACTOR’s behalf. The CONTRACTOR shall be responsible for providing FTS with updates to such list.
  1. FTS shall provide CONTRACTOR with a pickup deadline for all clients.
  1. CONTRACTOR shall be fully responsible for insuring that all clients are picked up before the designated pickup deadline. In the event a client is unavailable for pickup due to the CONTRACTOR’s failure to meet the pickup deadline, FTS shall be relieved of any and all costs associated with such pickup.
  1. FTS shall have the right to cancel its pick up order within forty-eight (48) hours after placing the order. Any other cancellations may be made only with the consent of the CONTRACTOR. If the CONTRACTOR is en route or attempts to pick up a client and then that pick up is canceled, the FTS, at the option of the CONTRACTOR, is subject to a cancellation charge equivalent to CONTRACTOR’s standard minimum transportation charge, but in no event will such charge exceed fifty percent (50%) of the total Agreement price for the applicable trip.
  1. CONTRACTOR is required to have a 24-hour phone number allowing direct contact with an agent that is knowledgeable of all active trips and is available to answer emergency questions that may arise regarding the transport of clients at any given time OR provide access or the ability to view all travel logs of FTSclients from the pickup point.
  1. CONTRACTOR agrees to perform its duties and obligations under the resultant Agreement in accordance with all applicable federal and state laws, statutes, rules, codes, and regulations.
  1. CONTRACTOR agrees that the services provided under the resultant Agreement shall be provided by employees that are educated, trained, experienced, certified, and licensed in all areas encompassed within their designated duties. CONTRACTOR agrees to furnish FTS any and all documentation, certifications, authorizations, licenses, permits, or registrations currently required by applicable laws or rules and regulations. CONTRACTOR further certifies that it and its employees will maintain all licenses, permits, registrations, authorizations, or certifications required by applicable laws or regulations in full force and effect during the term of the resultant Agreement. Failure of CONTRACTOR to comply with this paragraph shall constitute a material breach of the Agreement.
  1. CONTRACTOR’s employees shall exhibit the utmost professional appearance and demeanor while providing the services contemplated herein
  1. CONTRACTOR shall be liable for medical costs incurred by clients during transportation, which are attributed to the acts or omissions of the CONTRACTOR, its employees, agents, or servants.
  1. CONTRACTOR agrees that its employees, agents, or servants transporting client(s) shall be trained in first aid, CPR, and any statutory or regulatory mandated medical procedure.
  1. Patient Confidentiality. CONTRACTOR and its agents, directors, employees, officers, and servants shall comply with any applicable state or federal laws or regulations concerning patient confidentiality or protected health information. Unauthorized disclosure of confidential information, patient information or protected health information shall be a material breach of this Agreement and shall constitute cause for the immediate termination of this Agreement. CONTRACTOR shall immediately notify FTS of any unauthorized disclosure of confidential information, patient information or protected health information that comes to its knowledge. CONTRACTOR will not enter into any agreements with third persons to whom confidential information, patient information or protected health information would be provided without the express written consent of the FTS and the imposition upon such third persons of the same duty to safeguard said information. CONTRACTOR’s records relating to the use and disclosure of said information shall be available to inspection upon reasonable notice to FTS or any federal or state authority entitled to access to such information. Failure to comply with the provisions of this Section shall constitute a material breach of this Agreement. The provisions of this section shall survive the expiration or termination of this Agreement.
  1. In the event of unusual incidences, emergencies, delays, or other extenuating circumstances arising during the transportation of any client, the CONTRACTOR shall promptly notify the FTS CEO (Richard Reed)
  1. CONTRACTOR shall be responsible for all client costs incurred during any delay in transportation. Client costs shall include, but not be limited to, food and lodging.

1.030Roles and Responsibilities

1.031Contractor Staff Roles and Responsibilities

A. PERSONNEL

  1. Contractor must be Legally Authorized to do Business in the State of California: Proposer shall provide documentation that the Proposer is legally authorized to do business in the State of California, or, alternatively, will obtain a certificate to conduct business in the State of Californiaprior to Agreement execution.
  1. Company Background and Qualifications: Proposer should have a track record of providing quality, reliable Client Transportation Services with a high level of performance while maintaining cost efficiencies. Must have satisfactorily performed similar services for similar scope of services. Reference checks may be performed as a method of verifying prior performance. Other verification methods may be utilized. Must be licensed, insured and completely knowledgeable in all aspects of work required for services listed in this RFP.
  1. Must comply with all Federal, State and Local laws, ordinances for work required for services listed in this RFP.
  1. Must be licensed as required by the State of California, in addition to any and all licenses as may be required by other jurisdictions including Federal Requirements.
  1. Contractor shall be responsible for all administrative functions and resources related to its personnel, including staff recruitment, interviewing, use of electronic equipment (e.g., computers, telephones, etc).
  1. Contractor shall authorize a project-manager to oversee this Contract, and provide contact information (that includes contact-availability 24 hours per day, seven days per week, in case of an emergency or in case FTS otherwise needs to contact Contractor outside of the approved, regular schedule).
  1. Contractor must provide name of all staff authorized to be in the building, and include the contact-telephone number(s) of any supervisor(s) for that staff.
  1. Contractor shall identify and provide personnel requirements by number and skillas well as contact information for all staff employed in the implementation of this agreement and shall indicate the specific functions of each assigned individual staff for at least the following positions:
  • Project Manager
  • Supervisor(s)
  • Staff providing or implementing service(s)
  • Subcontractor(s)
  1. Contractor agrees that FTS shall issue final determination and approval of Contractor staff and suitability for assignment to a specific location. [Issues, problems, or denial of a staff appointment will be addressed with the Contractor's Project Manager.]
  1. Contractor further agrees that:
  • FTS reserves the right to approve all personnel for this Contract and to require replacement of any staff determined to be unacceptable at any time during implementation of the project.
  • FTS may require Contractor to immediately remove any of its staff from FTS premises; and, that
  • It will assume any and all responsibilities relating to such a removal; and, further agrees that,
  • Any Contractor employee so removed may not be placed relocated to another FTSlocation.
  1. Contractor shall be responsible for repair, replacement, or cleanup as necessary due to the contractor or its staff’s implementation of services under this Agreement.

B.SUPERVISION

Contractor shall provide all supervision as may be necessary to oversee its personnel:

1.The Contractor’s site supervisor or superintendent shall be a qualified and trained person whom, on a full time basis and is designated in writing, as the Contractor’s representative at the rest area site. Any person who functions as an attendant is not considered a supervisor.

2.Contractor shall exercise all supervisory control and general control over all day-to-day operations of his/her employees, including control over all workers duties. At the conclusion of each service, the Contractor shall inspect the location for completion and performance quality of the required services. The Contractor shall also be responsible for payment of all wages to employees, taxes and fringe benefits, sick leave, pension benefits, vacations, medical benefits, life insurance, or unemployment compensation or the like. The Contractor shall discipline his/her employees, as needed including firing and hiring.

3.Contractor must maintain a secure environment while servicing the facility. The Contractor shall comply with all safety regulations and special working conditions as required by the agency:

  • No one is allowed into the facility other than those individuals responsible for performing services.
  • In locations that include a safety alarm system, Contractor must properly set the safety alarm when leaving (if applicable).
  • Failure to maintain a secure environment and set the safety alarm (where applicable) will result in issuance of a complaint and possible cancellation of the Contract.
  • Any cost incurred from a safety service or local police for false alarms caused by failure of the Contractor to properly set the safety alarm will be the responsibility of the Contractor.

C. EMPLOYEE CONDUCT:

  1. Contractor hereby AGREES that its employees, subcontractor personnel, and all other individuals Contractor permits on FTS property, for purposes of implementing this Agreement, shall be subject to the rules and guidelines established by FTS, as well as subject to the respective departmental policies and procedures relating to the location site.
  1. Further, Contractor AGREES that its employees, subcontractor personnel, and all other individuals Contractor permits on FTS property, for purposes of implementing this Agreement, shall:
  2. Wear a badge in plain view indicating the employee's name and company name in letters.
  1. Wear clean and neat clothing or uniforms, supplied by the Contractor, at all times while working.
  1. Report immediately and turnover all lost and found articles recovered to FTS
  1. Not bring or meet personal visitors (i.e., children, relatives, etc.) at the location-site.
  1. Not consume food or beverages in public view while on duty.
  1. Not consume alcoholic beverages nor use narcotics while on duty nor be under the influence when reporting for duty.
  1. Not receive or initiate personal telephone calls from FTS owned or operated telephones or other communication equipment.
  1. Not play radios or other sound equipment without the Contract Compliance Inspector’s approval.
  1. Not fraternize with agency staff, clients, tenants, or visitors to the building nor unnecessarily disrupt tenants from their work while performing their contractual duties.
1.032FTS Staff Roles and Responsibilities

FTS shall assign a departmental designee for each location, who:

  1. Shall provide the Contractor, prior to the term of the contract, the general and specific orders detailing Transportation services at each contracted location.
  1. Give additional written or oral instructions to clarify the desired performance as is determined by FTS to be needed.
  1. Provide necessary, registered and returnable keys, or other needed safety information, for the Contractor's entrance to areas of the buildings necessary for the completion of described work after award of contract.
  1. Assure that an area is furnished, when necessary, for storage of the Contractor's equipment and supplies; however, Contractor must be held solely responsible for all items stored or secured on FTS premises.
  1. FTS Facility Site Manager(s):

FTSis the day-to-day Facility / Site-Manager, and is identified on the Location Specification(s) now incorporated with this contract by reference.

  1. This role includes:
  2. Inspection, and monitoring;
  3. Verifying timely service and work product delivery;
  4. Validation of contractor invoices prior to final FTS approval and payment; and,
  5. Contractor performance evaluation.
  6. However, management or administration of any contract implies no authority to change, modify, clarify, amend, or otherwise alter the prices, terms, conditions, and specifications to this contract: that authority is retained solely by President/Owner Richard Reed.
1.033 Contract Implementation Period / Transition / Orientation

FTS will administer the contract on a day-to-day basis during the term of the impending contract. However, administration of any contract implies no authority to change, modify, clarify, amend, or otherwise alter the terms, conditions and specification of such contract. That authority is retained President/Owner Richard Reed.