THE PURCHASING DIVISION AND THE TRANSPORTATION DEPARTMENT/TRANSIT DIVISION RECOMMEND APPROVAL OF THE ABOVE MOTION.
This item supports the Board’s Vision and Goals for an "Efficient and Accessible Regional Intermodal Transportation Network" and its Goal No. 2, to "enhance our efficient, safe, clean, attractive and interconnected multi-modal transportation systems".
Since December 1996, Broward County has provided paratransit transportation services through its Transportation Options Program (TOPS). The current contract with three firms providing TOPS service expires on December 31, 2014.
On March 7, 2014 at the Board Retreat, the Transit Division presented a proposed alternative to the County providing all of the TOPS Program Paratransit transportation services under one sole contract. The County envisioned several benefits in developing a program that would allow pre-qualified agencies to provide paratransit transportation services directly to TOPS-eligible riders. Data collected during the existing TOPS service contract revealed that approximately 40% of the trips provided consist of trips to and from 15 non-profit congregate service centers or “Agencies” which provide adult day care and nutrition services. With a goal to provide the most reliable, efficient, cost-effective paratransit transportation services, the Transit Division developed the Agency Coordination Transportation (ACT) Program to function within the TOPS Program. The ACT Program allows pre-qualified agencies to provide Paratransit transportation services directly to TOPS-eligible riders. On April 25, 2014, the Transit Division held an informational meeting to discuss the merits of the ACT Program with potential ACT Program participants and feedback from agencies confirmed that there was interest in participating in the ACT Program.
The purpose of this solicitation, RFQ No. V1251706R1, is the first step in identifying qualified agencies under the ACT Program to provide transportation services, reducing the dependency on the Paratransit Program. Agencies that are part of the ACT Program will run a transportation program, servicing only their facilities, using vehicles provided and dispatched by the agency. Eligible paratransit clients retain the right to request a TOPS ride at any time; however, allowing each qualified ACT Program agency to retain control of consistent daily trips to and from its facility will further the County’s goal to provide the most reliable, efficient, cost-effective transportation services possible.
The operational benefits of the ACT Program include: reduced higher-cost demand service trips; increased agency responsibility and control over their clients’ transportation; reduced operational service delays; improved efficiency of trip delivery; assistance to clients that require higher personal service. The service provision benefits include: a flat-rate per-hour reimbursement; a daily service schedule based on per hour vehicle needs to provide necessary client trips; a total annual vehicle hour schedule at an agreed-upon, not-to-exceed basis; agency established routes and scheduled pick-ups, complaint investigation, and efficient utilization of existing vehicles.
The pre-defined qualifications of this RFQ for determining the eligibility of ACT Program agencies based upon the required specialized expertise are: must be a non-profit congregate service center (agency) that provides non-sponsored transportation trips to its center; agency must own or provide the vehicles necessary to operate the agreed-upon service; agency must propose service that demonstrates it will reduce demand service trips to its facility (currently provided under the TOPS program).
The proposers' experience and qualifications along with a proposal to provide reliable, safe and consistent transportation services are of greater importance to the evaluation process. The RFQ, in substantially the same form as presented to the Board during its 2014 Retreat, will identify qualified agencies to participate in an Agreement for the ACT Program Paratransit transportation services. The RFQ solicitation document is expected to be completed in July. The ranking and number of firms recommended as a result of the RFQ process will be brought before the Board of County Commissioners for approval. The RFQ method was selected as the best first-step in evaluating agencies, as the complexity of this project necessitates that overall price should not be the sole evaluation criteria. Step Two, the invitation to negotiate phase, will consist of: the detailed scope of work; hourly reimbursement rates; approved hours of operation; etc.
This authorization is limited to the advertisement of the RFQ. RFQ ranking (Step One-- Qualifications) will be approved by the Board of County Commissioners, as will subsequent Service Provision/Scope of Work agreements (Step Two) with qualified providers. |