Request for Proposals ("erfp")

Vehicles equipped with DVD players and displays may only be used to play University-provided promotional/informational materials. Supplier may not advertise or place non-University approved DVD materials and components for use within the PantherExpress vehicles without advance written University permission.

The selected supplier should have in effect maintenance and safety plans which should include, but not be limited to, the following:

1. 
   Implement a Maintenance and Safety report, which will be annually updated to the University's Auxiliary and Support Services. The first set of plans must be submitted ten (10) days after the Agreement has been awarded.
   
2. 
   Upon commencement of the Agreement, a working copy of the Operational Plans for Safety, Maintenance, Repair, and Emergency Personnel; to include names, addresses, emails, fax numbers, mobile numbers, and telephone numbers of key personnel, should be initially supplied to the University representative and routinely updated during the term of the Agreement.
   
3. 
   Submit to routine inspections by the University's Parking and Transportation and/or Safety and Risk Management personnel, as designated by the University.
   
4. 
   Non-compliance issues (designated by either the University or other deemed responsible safety­ risk entity) must be resolved within a period of time designated by the University. Non­compliance issues should be given in writing by the designated authority to the selected supplier.
   
5. 
   The selected supplier must inform Auxiliary and Support Services in writing as to any non-compliance issues (verbal or written). If the non-compliance concern is not resolved within the specified time, the University has a right to request appropriate action within ten (10) business days or terminate the Agreement, but will do such termination judiciously.
   

Provide pro-active and regular communication with University management.

Provide pro-active suggestions on operational improvements, upgrades, and implement once approved by University management.

Additional customer services processes as requested by University management shall be implemented by the selected supplier.

If applicable for charter services or for special event services, provide staffing at University functions (i.e., Incept, Panther Preview, Staff Benefits and Information Day, Commencement event planning, etc.).

Ensure full and adequate staffing every business day during the designated periods of operations and enhance full staffing to assure complete coverage for timely services during rush periods such as at the beginning of the semesters, as well as during Brave evening games, in order that the services maximizes ingress and egress to and from the University and its facilities.

The Shuttle Services consist of but are not limited to, the following:

Current route information is listed in Section 4.1.2.1. Hours may be extended for peak periods and for special campus events; however, normally the Shuttle Service only operates during the semesters when classes are in session.

At present, the service consists of an average of approximately one hundred forty four (144) hours of operation per day, Monday – Thursday, one hundred twenty four (124) hours on Friday and seven (7) hours on Saturday and Sunday.

8. 
   PantherExpress Charter Service
   

The selected supplier will provide a standardized price quote (which would include cost per hour, per day, cost per mile/route and any other expenses of this Shuttle Service) for the distribution and use by the University community, for charter services requiring use of a third party other than the selected Supplier.

Arrangements for charter operations will be coordinated through designated personnel within Parking and Transportation/Auxiliary and Support Services and the selected supplier’s staff for consideration. All processing of chartering operations including, but not limited to marketing, reservations. billing, etc., will be coordinated through the designated personnel within Parking and Transportation/Auxiliary and Support Services, with the University reserving the right to request changes in the process as determined necessary by the University.

If the selected supplier agrees to accept the charter assignment, the selected supplier will notify the designated Parking and Transportation/Auxiliary and Support Services representative of said acceptance and separately invoice or bill Georgia State University, Auxiliary and Support Services, Parking and Transportation for each charter, at the agreed-upon hourly charter rate. Responsive proposers will be expected to provide a per-hour rate separate from the PantherExpress fixed-route rate for use in charter assignments.

Charter services will be available, for travel outside of the fifty (50) miles of campus, including out of State, as well as to and from Canada or Mexico. If and when a charter is requested and Auxiliary and Support Services deems approval for that charter, all licenses, permits, and other pertinent requirements should be met with applicable documents provided to Auxiliary and Support Services for such longer chartered trips.

8. 
   Minimum Expectations
   

The selected supplier must have the appropriate valid business license to operate as a Shuttle Services provider. All the pertinent and applicable licenses; safety and health inspection documents; mechanical or operational maintenance credentials must be made available to the University representative. This must also include valid and appropriate Liability Insurance as outlined in this document. The University may require an affidavit from the selected supplier to this effect.

All licenses and documents regarding operations must be kept current and meet the standards of all applicable federal, state, University and city mandated requirements and laws. Copies of these documents may be routinely requested by the-Auxiliary and Support Services Office and be kept on file at the selected supplier's Office and, if applicable, on campus location for accessibility and review upon demand with or without prior notification by Georgia State University.

Highly trained personnel, in sufficient numbers of staff members, technology and expertise to support the Shuttle Services operations, as specified herein, shall be provided by the selected supplier.

Recognizing that the successful operation of the Shuttle Service operation is dependent on a favorable response from the users of the services, the selected supplier will maintain maximum efficiency, good public relations with students, faculty, and staff as well as maintain a close working relationship with the individuals designated by the University to serve as the University's liaisons.

1. 
   The selected supplier, management and employees of the Shuttle, will provide efficient customer service during normal operations, and during peak periods and/or during high traffic periods.
   
2. 
   The selected supplier and its employees will greet the users of the Shuttle Service in a cordial and helpful manner and verbally inform the riders regarding the PantherExpress routes and/or any other pertinent information including limited parking at Turner Field due to a Braves game or other Turner Field event and other changes in PantherExpress operations that may occur.
   
3. 
   The operation will be staffed by adequate numbers of appropriately trained and experienced personnel to efficiently accommodate customers, and to respond to the customer's inquiries.
   
4. 
   There will be a direct communication between the selected supplier and the University outlining any changes or rescheduling or hours, changes in services, or, about any pamphlets or materials for distribution to the University community through the Shuttle Service. Auxiliary and Support Services prior approval is required for the distribution of any material.
   
5. 
   Complaints involving selected supplier management and personnel. equipment, services, etc., must be investigated by the selected supplier and corrective action taken. Shuttle Services personnel must be notified by the selected supplier of any complaint against them, unless due to confidentiality of the complaint, the University requests that the confidentiality be maintained. The University must be notified that the complaint has been received and investigated within two (2) hours of the incident. A follow-up call at the conclusion of investigation will also be made to inform Georgia State University of the outcome with no incident outcomes to be unresolved beyond two (2) business days from the date of the incident. The University reserves the right to require immediate dismissal of selected supplier personnel from the selected supplier’s operations in providing PantherExpress services for the University due to less than satisfactory or unacceptable performance at the discretion of the University. If the selected supplier does not notify or comply regarding any and all complaints and the corrective actions take, the University may assess the selected supplier liquidated damages as outlined in Section 4.1.9 of this eRFP.
   

Controls on the use and record keeping of the Auxiliary and Support Services invoices for the Shuttle Services as well as, if applicable, for charters, University Interdepartmental Charges, cash, or credit card payments. Tracking and reporting of this information and other data will be used as benchmarks for improvement.

There will be a direct communication between the University representative and the selected supplier as to the procedures and policies when dealing with items that are lost and found. The items will be sent directly to the Georgia State University Police Department on campus, unless otherwise requested by the University. The routine procedures for lost and found items will be communicated by the selected supplier's employees to any customers inquiring as to the whereabouts of their property. The selected supplier and/or his/her employees will notify the University representative regarding the selected supplier's procedure and any notable incidents.

The selected supplier will be required to provide any and all equipment needed for the day-to-day operations of the Shuttle. Any of the University owned equipment, if used by the selected supplier, will remain the property of the University and upon termination of the Agreement should be returned in the same condition as when accepted except for the normal wear and tear expected with routine use.

Along with estimated costs and plans to be provided at selected supplier's expense (including any necessary drawings and color boards, etc.), the selected supplier shall provide to the University the selected supplier's written recommendations and requests for University approval of any Shuttle vehicles signage, and/or anticipated equipment changes. Tentative and final estimate as to the time needed for completion of such a project, as well as an estimate and actual cost of such projects, must be included in the packet of initial, approved, and final packets of information given to the Auxiliary and Support Services representative prior to and after the completion of the initial project for the readiness of the Shuttle vehicles. The design specifications must meet all federal, state, University, city and University regulations and laws applicable to the signage, design and safety standards of these agencies.

8. 
   Service Requirements and Liquidated Damages
   

1. 
   Waiting Period
   

• 
  If the selected supplier’s vehicles exceed the prescribed intervals as listed in Section 4.1.2.1 because of the selected supplier's failure to have sufficient staff and/or vehicles, then the selected supplier will be assessed One Hundred Dollars and No Cents ($100.00) for each incident.
  

2. 
   Staffing
   

• 
  The selected supplier shall at all times provide the numbers of properly trained and uniformed drivers on duty which are required for daily operations. The selected supplier will be separately assessed Three hundred Dollars and No Cents ($300.00) for each hour and Three Hundred Dollars and No Cents ($300.00) for each vehicle. A total of Six Hundred Dollars and No Cents ($600.00), for instance, would be assessed for one (1) hour and one (1) vehicle for which the selected supplier fails to provide such properly trained, licensed and uniformed driver and vehicle. Further, such periods of non-service will be non-billable due to loss of services from the selected supplier.
  

3. 
   Service Interruptions Due to Driver Breaks
   

• 
  The selected supplier shall at all times ensure that no service interruption occurs due to driver breaks for lunch or restroom usage. The selected supplier will be separately assessed Three Hundred Dollars and No Cents ($300.00) for each hour within which a driver break causes a service interruption.
  

4. 
   On Board Heating and Cooling
   

• 
  With regard to all of the Shuttle Services vehicles, the selected supplier shall at all time, maintain properly working air conditioning, ventilation, and heating systems. The selected supplier will be assessed Two Hundred Dollars and No Cents ($200.00) per day, per vehicle in service with inoperable or malfunctioning air conditioning, ventilation and heating systems.
  

5. 
   Passenger Complaints
   

• 
  For not reporting or not taking corrective action regarding complaints, a total of Three Hundred Dollars and No Cents ($300.00) would be assessed for each vehicle and Fifty Dollars and No Cents ($50.00) for each day if the incident outcomes are unresolved beyond the two (2) business days from the incident.
  

6. 
   Scheduled Hours to Actual Hours
   

• 
  The selected supplier shall complete all scheduled hours on a daily basis.
  
• 
  All scheduled hours will be at least 97 percent complete on a monthly basis.
  
• 
  Liquidated damages equal to one (1) percent of the month’s invoice amount will be assessed for any month in which less than 97 percent of scheduled hours are actually operated. This penalty will be assessed in addition to credit given for the loss of service.
  
• 
  Liquidated damages equal to five (5) percent of the month’s invoice amount will be assessed for any month in which less than 90 percent of scheduled hours are actually operated. This penalty will be assessed in addition to credit given for the loss of service.
  

8. 
   Added Value
   

8. 
   Reporting Requirements
   

1. 
   Daily Reports
   

1. 
   Daily Dispatch Log that shall record on a daily dispatch log all radio communication received from operators, supervisors, and safety including time, vehicle number, route number and brief summary of any incident.
   
2. 
   Daily Operating Report
   
   1. 
      Total runs dispatched.
      
   2. 
      Total revenue hours operated.
      
   3. 
      Total dispatched runs.
      
   4. 
      Total revenue hours that were missed/loss of service hours.
      
   5. 
      Total dispatched runs that were delayed.
      
   6. 
      Total number of trips monitored by the selected supplier, including the name of the supervisor who did the monitoring and the location where the monitoring took place.
      
   7. 
      Total monitored trips recorded as late or early.
      
   8. 
      Total number of authorized extra trips.
      
   9. 
      Accidents (any University vehicle or passenger).
      
   10. 
       Total number of bus failures (identified as major or minor) by bus number and run number.
       
   11. 
       Total number or buses (in service) with inoperable wheelchair ramps/lifts identified by bus number.
       
   12. 
       List of supervisors driving routes and run number.
       
   13. 
       Number of dispatchers and supervisors on duty (not driving).
       
   14. 
       Number of open runs (drivers) and run number.
       

2. 
   Weekly Reports
   

1. 
   Weekly Out of Service Reports – To be submitted Monday of each week.
   
2. 
   Daily Units Out of Service – Reason and Location.
   
3. 
   Major and Minor Vehicle Damage Report.
   
4. 
   Buses with Inoperable Wheelchair Lifts and Reason.
   
5. 
   Buses with Inoperable P.A. Systems, Destination Signs.
   
6. 
   Vehicle Fuel, Fluids and Oil Consumption and Mileage by Bus Number.
   
7. 
   Weekly cumulative summary of revenue hours that were missed/loss of service hours.
   

3. 
   Monthly Reports
   

1. 
   Monthly Operations Reports - To be submitted to the University prior to the 10th day of the following calendar month.
   

1. 
   Total runs dispatched.
   
2. 
   Total revenue hours operated.
   
3. 
   Total dispatched runs and revenue hours that were missed.
   
4. 
   Total dispatched runs that were delayed.
   
5. 
   Total number of trips monitored by the selected supplier, including the name of the supervisor who did the monitoring and the location where the monitoring took place.
   
6. 
   Total monitored trips recorded as late or early.
   
7. 
   Total number of authorized extra trips.
   
8. 
   Accidents (any University vehicle or passenger).
   
9. 
   Total number of bus failures (identified as major or minor) by bus number and run number.
   
10. 
    Total number or buses (in service) with inoperable wheelchair lifts identified by bus number.
    
11. 
    List of supervisors driving routes and run number.
    
12. 
    Number of dispatchers and supervisors on duty (not driving).
    
13. 
    Monthly cumulative summary of revenue hours lost/loss of service hours.
    

2. 
   Summary of customer complaints including date of receipt, date of action and resolution.
   
3. 
   Results of drug and alcohol testing reports for PantherExpress and charter drivers.
   
4. 
   Summary of monthly charter sales.
   
5. 
   Number of open runs (drivers) and run number.
   
6. 
   Monthly Maintenance Reports - To be submitted to the University prior to the 10th day of the following calendar month.
   

1. 
   Monthly cumulative Out of Service Reports
   
2. 
   Daily Units Out of Service – Reason and Location
   
3. 
   Major and Minor Vehicle Damage Report
   
4. 
   Buses with Inoperable Wheelchair Ramps/Lifts and Reason
   
5. 
   Buses with Inoperable P.A. Systems, Destination Signs
   
6. 
   Vehicle Fuel, Fluids and Oil Consumption and Mileage by Bus Number
   
7. 
   Preventive Maintenance Inspection (PMI) Report by Bus Number.
   

• 
  Vehicle Life Miles
  
• 
  Scheduled PMI Mileage
  
• 
  Data of PMI
  
• 
  Next PMI Mileage
  
• 
  Summary of PMI’s Early, On-time, Late, or Missed
  

8. 
   Overall Monthly Summary Report listing each vehicle, vehicle life mileage, vehicle miles since last preventive maintenance inspection, vehicle fuel and lubricants consumption, vehicle in service failures, ADA accessory equipment failures, and maintenance/repair work performed as of the end of the month.
   
9. 
   Monthly Management Report of the Major maintenance problems that will include all Major maintenance work performed on vehicles and equipment during the month (i.e. engine replacement, transmission replacement).
   

7. 
   Monthly Key Performance Indicator Report
   

1. 
   Mean Distance Between Failures
   
2. 
   Total Missed Trips in number and total hours and total miles
   
3. 
   Accidents per 10K Miles
   
4. 
   On Time Performance
   
5. 
   Complaints per 10K Passengers
   
6. 
   # of Days Vehicles are out of Service
   
7. 
   Percentage of Preventative Maintenance Inspections Completed On Time
   

1. 
   The selected supplier will provide passenger counts from the APC system for each vehicle on each route per trip. Auxiliary and Support Services will use these cumulative passenger counts as historical data for managerial analysis and decision-making purposes. In addition to the weekly passenger count reports, the selected supplier will provide other pertinent information on a weekly basis regarding charters or any other deemed and approved use of the Shuttle Services vehicles. Along with the weekly counts, the University will use this data to formulate its Shuttle Services monthly key indicators data regarding Panther Express Shuttle operations.
   

1. 
   Independent certification for vehicle inspection as stated in Section 4.1.5.
   
2. 
   Regarding the University assigned personnel, the selected supplier will quarterly update Georgia State University, driver information as to:
   

1. 
   Names of drivers assigned to drive PantherExpress Shuttle.
   
2. 
   Number of accidents, companywide, for a total or three (3) years, including the previous two (2) years and the present year of each term of the agreement.
   
3. 
   The number of accidents the selected supplier's drivers have had for a total of three (3) years, including the past two (2) years and the present year, per driver, and in aggregate for each term of the agreement.
   
4. 
   Approximate company experience averaged as to the number of month/years the drivers have been with the company.
   
5. 
   Written results of a quarterly maintenance inspections/repairs and preventative records of vehicles in the Panther Express operation.
   

3. 
   The selected supplier will quarterly report competitor pricing contrast with selected supplier's pricing for charter and any Shuttle Service marketing.
   
4. 
   The selected supplier will be responsible for his/her representatives as to the immediate reporting to the Georgia State University Police and Auxiliary and Support Services all the facts relating to losses incurred, equipment damaged, or break-in to the selected suppliers equipment while it is on campus property. Quarterly, the selected supplier will submit a summary report to Auxiliary and Support Services as to these incidents and the resolution of same.
   

1. 
   At least once during each semester, the selected supplier, in compliance with any associated requirements of the University pertaining to surveys, will conduct a user survey to identify attitudes and degree of satisfaction with the Shuttle Services provided to the University by the selected supplier.
   
2. 
   The results of the survey will be used by the University in evaluation of customer service levels.
   
3. 
   Each Semester, or more frequently if personnel changes occur within the selected supplier’s staff assigned to the PantherExpress services, the selected supplier shall provide the University with an updated contact and emergency telephone listing of all pertinent personnel.
   

In addition to the above referenced reports, the selected supplier shall provide and update copies to the University on the following on an annual basis with the first report upon inception of Agreement and due annually no later than July 1:

1. 
   An inventory list of transportation equipment that must include A) which items are owned, leased, and/or subleased by the selected supplier; and B) the total number of vehicles in the selected supplier's inventory with the percentage and types of vehicles planned to be used for the PantherExpress Shuttle operation.
   
2. 
   A listing of the types of vehicles to be used for the Shuttles with a brief summary of required equipment (i.e., air conditioning, heating, type of communications equipment, wheelchair access, seating arrangement, etc.). The vehicle listing must also include each vehicle’s age, fuel type and seating capacity.
   
3. 
   A complete list of preventive maintenance requirements and intervals for service. Listing of local service and repair facilities to be used as in-house, contracted, subcontracted, or per-diem, to include names, addresses and contact personnel at these sites or facilities.
   
4. 
   Procedures as to operational malfunctions of any inoperative vehicles, time factor for re-establishing service; handling of inconvenienced customers; methods of handling immediate traffic and congestion, etc. The selected supplier will provide a written policy outlining procedures for handling emergency maintenance and repair services during the hours of 7:00 a.m. to 12:00 midnight. This policy shall include the names, phone numbers, and mobile numbers of the responsible personnel to be contacted in the event of an emergency during non-operating hours. Should a vehicle or equipment continue to malfunction or repeatedly break down, the selected supplier shall advise Georgia State University as to the need for maintenance or replacement, notification to customers, if necessary, and other details as to servicing of equipment or vehicles. Should the operation of a particular route area be affected, the selected supplier will promptly notify Auxiliary and Support Services personnel.
   

The selected supplier in coordination with the University shall develop annual action plans based on the academic year customer surveys to improve customer service benchmarks for approval by the University.

8. 
   
   Directory: PRSapp -> bid-documents -> EQ Folder
   EQ Folder -> 6 Full Power Racks with Pull Up Bar (Maximum 8 feet tall)
   bid-documents -> Request for Qualifications
   bid-documents -> Invitation to bid your firm is hereby invited to submit to the City of Atlanta, Department of Procurement “dop
   bid-documents -> Invitation to bid your firm is hereby invited to submit to the City of Atlanta, Department of Procurement “dop
   bid-documents -> Wednesday, September 10, 2014 addendum number 1 Solicitation Number: itb 900 15-625 Title: Parking Areas & Decks Cleaning & Sweeping
   bid-documents -> Invitation to bid your firm is hereby invited to submit to the City of Atlanta, Department of Procurement “dop
   bid-documents -> Atlanta Falcons Stadium Company, llc (“Falcons”) Georgia World Congress Center Authority (“Authority”)
   EQ Folder -> Attachment "E"
   EQ Folder -> Georgia department of corrections
   
   
   
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