peel rfp training presentation october 24 2012 - osba · 2012-10-25 · rfp workshop supporting...

RFP WORKSHOP

Supporting Ontario’s School Bus Operators for the Student Transportation of Peel Region RFP P93- 2012

Presented by Jack Senechal, Dijon Group October 24, 2012

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RFP Workshop

This workshop is focused on helping operators:

• Be more prepared to respond to the Consortium RFP

• Review common elements in Consortium RFP

OVERV I EW

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• “It is the objective of STOPR to provide accessible transportation for eligible students of DPCDSB and PDSB in a safe, efficient and reliable manner. STOPR is interested in working with Proponents who will work in conjunction with STOPR to provide exceptional service to all its stakeholders. ”

• 5 year contract commencing August 1, 2013• Option for three one-year extensions at the discretion of the consortium.

Notice by December 1 of preceding year. Option years are not priced into the contract and priced on an increase based on CPI.

• No amendments to the Model Agreement will be allowed

• Definitions are ruled by the appropriate sections of the Agreement

Section 1: Service & Contract Goals

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Section 1: Service & Contract Goals

• 1280 routes spread over 13 zones:

• Max award of 30%

• Zones awarded in their entirety – no partial zone awards

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Key Dates:

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Submission Deadline:

November 21, 2012 before 11:00 am EST

Deliver to:Dufferin-Peel Catholic District School Board

40 Matheson Boulevard West

Mississauga, ON L5R 1C5

Attention: Dena Chiarelli, Buyer, Supply Chain

Submissions should be turned in at the Reception Desk in the Bid Box. Proponents are solely responsible for the method and timing of delivery of their Proposals.

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Terms and Conditions of the RFP Process

• Instructions and Definitions matter!

• Use and pay attention to language very carefully

• Read everything carefully

• Do not hesitate to ask for clarification

• Only what is in writing matters

• Do not assume. There will no exceptions.

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Communication only with RFP Authority:

Dena Chiarelli, Buyer Supply Chain Management Department

By email at: [email protected]

No oral responses to be provided except at any official information session. Even then, the Consortium assumes no responsibility for any information provided orally to a Qualified Supplier.

Talk to no one else or risk disqualification.

Communication

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• Only those documents detailed and released on Biddingo as part of the RFP are relevant.

• All the RFP documents have elements that can affect competitiveness, costs, or how the relationship between Consortia and suppliers will function.

• Addenda matter! Changes to RFP only by way of Addenda.

• Final Addenda issued November 12 at 12:00 noon.

• Addenda to be sent by via Biddingo. (Use the notification feature)

• Must confirm receipt in the Form of Offer, Appendix D

• Consortium may or may not answer questions, but will not be responsible for any misunderstanding.

RFP Documents

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• Information session scheduled October 25

• No informal partnerships or joint proposals

• Page limits

• Conflict of Interest & No Influence

• Developed Proposal alone and without collusion

Other Terms and Conditions

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• Legal names to be used. Signing officers must sign.

• Proposals must be delivered. No email or fax submissions.

• Must be tax compliant though not stated in RFP

• Proposal is irrevocable upon submission.

• Consortium has many options in the running and award of the RFP.

• Proposals property of Consortium. MFIPPA & PIPEDA apply.

Other Terms and Conditions

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At discretion of Consortium and could include:

• Verifying you can do what you said and what is required

• Interview reference checks or anyone identified in the RFP

• Anyone else they want to talk to

• Site visits▫ Requests for clarification or third party review

▫ Could adjust scoring and award

• right to audit (Contract 15.8)

• Clarification may be sought (s.2.1.3)

2.6 Due Diligence/Verification

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• Consortium is the primary interpreter of compliance with and terms of the RFP and Contract.

• Proponent will hold in confidence all information about everything.

After the bid closes

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Bid Protest Procedure (4.12)

Protest in writing within 10 days of debriefing shall include the following:

• a. A specific identification of the provision and/or procurement procedure that is alleged to have been breached;

• b. A specific description of each act alleged to have breached the procurement process;

• c. A precise statement of the relevant facts;

• d. An identification of the issues to be resolved;

• e. The Proponent’s arguments and supporting documentation; and

• f. The Proponent’s requested remedy.

After the bid closes

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1. Mandatory Requirements (2.1.1& 3.1)

2. Technical or Quality (Rated) Requirements (2.1.2 & 3.2)

3. Financial Bid (2.1.5/3.3)

65% Technical and 35% Financial

• Always a detailed submission process

Usually a Three Step Process

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• Form of Offer signed by an authorized representative (Appendix B) including:

▫ Addenda read acknowledgement

▫ Bid irrevocable for 270 days

▫ Conflict of Interest Declaration

▫ Legal Liabilities

• References (Appendix C). Three, prefers non STOPR

• Rate Bid Form in Canadian funds, all inclusive except for taxes usually without conditional rates, sealed separately.

Step 1: Mandatory Requirements (4.1)

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• Proof of Insurance

• Proof of financial soundness (Reference letter is easiest)

• Technical submission on a fully completed Consortium Submission Form

• Proof of financial soundness (Reference letter is easiest)

Step 1: Mandatory Requirements (4.1)

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1. Driver Education & Training (3 pages)

2. Driver Retention/Recruitment Strategy (4 pages)

3. External Communication Strategy (3 pages)

4. Internal Communications Strategy (3 pages)

5. Fleet Maintenance & Management (3 pages)

6. Fuel Efficiency (2 pages)

7. Administrative/Operations Team (3 pages)

Step 2: Technical Requirements (4.2)

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8. Operational & Administrative Facilities (4 pages)

9. Accident Procedures * (3 pages)

* Company Vision and Mission

10. CVOR level II Abstract

Step 2: Technical Requirements (4.2)

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Five level scoring scale

• 5 = Superior Response: A highly comprehensive, excellent response.

Step 2: Rated (Scored) Requirements (3.2)

S UBMISS ION E VALUAT ION

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• 4 = Good Response: A good response that demonstrates a clear, concise and thorough knowledge of the requirements with no deficiencies noted.

• 3 = Satisfactory Response: A fair response that demonstrates the ability to address the Requirements, and basic knowledge of the subject matter.



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• 2 = Limited Response: A limited response does not address ALL the Requirements and knowledge of the subject matter; does not meet the basic Requirements.

• 1 = Inadequate Response: An inadequate response containing little detail, structure or insufficient knowledge of the subject matter.

• 0 = Zero Response : A response where the Proponent has not demonstrated knowledge of the subject matter or where no information has been provided.



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Criteria Weighted

Present each response in order and tabbed

Page limits include everything

Address facilities if you are not currently in the region



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Everything can be sold.

Not everyone can sell.

OVERV I EW

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• Always Be Clear

• Always Be Complete

• Always Be Concise

• Show A, then B, then C

• It’s All aBout the Criteria

Make it Easy for Reviewers

ABC S OF P ROPOSALS

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• Always Be Closing - You are Selling

• Do A, then B, then C

• Ask – Be Certain

• Always Be Careful

• Always Be sure to double Check

Make it Easy for You

ABC S OF P ROPOSALS

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Sell what you will do for the Consortium

Use your past performance & examples to show why the Consortium should believe you

Do not assume that the Consortium already know.

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• Highly comprehensive (It covers everything) • Excellent (It is concise. Easy to read & understand.)

• It is better than the other responses. • This becomes a good, better and best analysis.

Superior Responses

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COMPREHENSIVE

• Answer ALL of the exact questions ASKED

• and THEN add more. (* It does have to matter!)

• Use their language (show that you are using it)

Make it easy to score you well

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EXCELLENT

• Answer ALL of the exact questions ASKED and add more

• Use their language (show that you are using it)

• Respond in clear & concise answers that:

▫ stay on point

▫ get to the point

▫ prove the point


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Proactively provide more, do more

• Make sure you sell all that you provide

• Show it and demonstrate how it provides more value

• Go beyond the stated requirements

• Get inside the question in real life terms.

• This is where you distinguish yourselffrom competitors. Imagine their strengths.Match them or better yet, go beyond them.


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Provide evidence that proves what you state• Copies of program manuals (training, etc.)

• Pictures or layouts of facilities

• Facts and figures (Not the place to talk $)

• And any other demonstrables that prove what you are saying

• Reference proof and put it into an Appendix


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Imagine your competitors’ response• Why are you different, unique, special?

• What extra value do you and can you bring that is better than others, or better than most?

• Do this for each requirement

Bring Yourself to the Table

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Get behind the Consortium’s words• Why is this requirement important to them?

• Put yourself in their shoes

• Imagine their strategies to get what they want

• Remember that THEY are people

Read the Need

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Make the connections between what you say and what they need

• Tell them how what YOU DO matters to them

• How does it deliver their service objectives?

“accessible transportation for all students eligible for service in a safe, efficient and reliable manner and to

ensure that the bus delivers students to school safely, on-time and ready to learn.”

Connect the Dots

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Make it EASY for the reviewers• Short sentences

• Point form is easy to read for lists

• Simple language

• Executive Summary by Section or Journalist Style

• Use White Space

Stay Read-able

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Get fresh eyes• Proof read

• Get someone else’s opinion on what you wrote

• Read it out loud

• Leave time to review and edit

Read What You Write

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1. Gather information and data you will need to answer the technical sections

2. Sharpen your pencil and understand your costs

What Can You Do Now

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• This is a word that you will see often.

• Ensure means:▫ You actively train/prepare based on expectations

▫ You test to be sure that what is trained/prepared meets expectations

▫ You document what has been trained and tested

▫ You monitor to prove that what is trained/prepared is still meeting expectations.

▫ You correct deficiencies / reward excellence

ENSURE

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Drivers must receive any and all training needed to provide a safe and efficient service.

• Describe your training program for drivers transporting regular and special needs students.

• Describe the tools, techniques and facilities used for the driver training programs.

Driver Education &TrainingSHOW ME TABLE•Driver Training Program•Trainer qualifications•Training facilities•Tools, brochures, flyers, etc..•Key performance indicators?•Driver training logs/plans•VRS process•Cold weather strategy•Communication protocols for cold weather and inclement weather

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• Proponents should provide its approach to validating the results of driver training.

• Describe the frequency and the manner in which drivers receive updated education when required.

Driver Education &TrainingSHOW ME TABLE•Driver Training Program•Trainer qualifications•Training facilities•Tools, brochures, flyers, etc..•Key performance indicators?•Driver training logs/plans•VRS process•Cold weather strategy•Communication protocols for cold weather and inclement weather

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• Proponents are asked to submit their driver training plan that details how the Proponent will train the appropriate number of drivers required to ensure excellent customer service and otherwise be fully operational by September 2013.

• Total of 10 points

• Limit of 3 pages

Driver Education &TrainingSHOW ME TABLE•Driver Training Program•Trainer qualifications•Training facilities•Tools, brochures, flyers, etc..•Key performance indicators?•Driver training logs/plans•VRS process•Cold weather strategy•Communication protocols for cold weather and inclement weather•Driver training plan

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• It is in the best interest of the Operator, STOPR and the children using the buses that continuity among drivers is preserved.

• Proponents are asked to submit their driver retention and recruitment plan that details how the Proponent will maintain and hire the appropriate number of drivers required to ensure that contractual obligations are met and excellent customer service is provided to be fully operational by September 2013.

Driver Retention StrategySHOW ME TABLE•Hiring/recruitment strategy•Length of service statistics•Key Performance Indicators & statistics•Driver retention / recruitment plan

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• Proponents should describe its driver retention/recruitment strategy and how it determines whether that strategy is successful.

• Proponents should provide its level of driver turnover expressed as a percentage to support the success of their retention/recruitment plan.



Driver Retention StrategySHOW ME TABLE•Hiring/recruitment strategy•Length of service statistics•Key Performance Indicators & statistics

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• Timely and accurate information passed between STOPR, the Proponent, the schools and parents is critical to a smooth, safe and efficient school bus service.

• Proponents should describe its customer service strategy and how it will ensure excellent customer service to all of the stakeholders, including the process it follows to address concerns raised by a parent/guardian, a school and STOPR.

External Communication Strategy

SHOW ME TABLE•Communication training programs•Communication protocols•Key Performance Measures & statistics

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• Proponents should describe any equipment, technologies, methodologies and personnel training used in its customer service strategy including:

• The use of any key performance indicators;

• How the Proponent tracks and evaluates its customer service level;

• The frequency in which the Proponent tracks and evaluates its customer service level; and

• Strategies that the Proponent uses to address identified deficiencies


SHOW ME TABLE• Communication training programs•Communication protocols•Key Performance Measures & statistics

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• Proponents should describe its inclement weather and abnormal or emergency situations, policies and procedures.




SHOW ME TABLE• Communication training programs•Communication protocols•Key Performance Measures & statistics

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• Internal communication is a critical component to ensure the safe and successful delivery of services on a daily basis.

• Proponents should outline the strategy used by which your company delivers and receives information from their drivers, office staff, maintenance staff and managers including:

Internal Communications Strategy

SHOW ME TABLE•Communication training programs•Communication schedules•Communication protocols•Key Performance Measures & statistics

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• The use of any key performance indicators;

• How the Proponent tracks and evaluates internal communication;

• The frequency in which the Proponent tracks and evaluates its internal communication strategy; and

• Strategies that the Proponent uses to

address identified deficiencies

Internal Communications Strategy

SHOW ME TABLE•Communication training programs•Communication schedules•Communication protocols•Key Performance Measures & statistics

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Vehicle maintenance is a critical component to providing safe, reliable and successful Services. Proponents should describe its fleet management approach including:

• Preventative maintenance program;

• Parts inventory management; and

• How the Proponent monitors and documents compliance with the Ministry of Transportation requirements

Fleet Maintenance & ManagementSHOW ME TABLE•Maintenance polices & procedures•Parts facility, inventory list & parts buying plan•HR files for Maintenance team•Job descriptions•Employee/contract records showing qualifications, education & experience

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• The Proponent should provide its approach to ensuring the continuation of Services during a vehicle breakdown or delay.

• Proponents should provide their average vehicle change off response times for urban and rural Routes relating to Peel Region.


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• Proponents should describe its cold weather program and include any dedicated staff, resources and/or technology the Proponent employs to facilitate the program. Also indicate the temperature threshold that initiates implementation of the program.


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• The Proponent should describe its maintenance team including the roles and responsibilities of each member.

• For each maintenance team member identified above, the Proponent should substantiate the degree to which the maintenance team member has relevant experience for the proposed maintenance role including number of years, qualifications, education and training.


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Fleet Maintenance, ManagementSHOW ME TABLE•Maintenance polices & procedures•Parts facility, inventory list & parts buying plan•HR files for Maintenance team•Job descriptions•Employee/contract records showing qualifications, education & experience

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• It is in the best interest of all stakeholders to promote green driving practices to promote maximum fuel efficiency to support environmental responsibility.

• Proponents should describe what type of training is provided to drivers to promote fuel efficiencies. Include information on how the effectiveness of this training is measured and how often the training is refreshed.

Fuel Efficiency

SHOW ME TABLE• Fuel efficiency training• Fuel efficiency tools• Fuel efficiency policies• Key performance indicators

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• Proponents should describe any policies or procedures in place to support fuel efficiency, including any information on any green initiative or consideration of alternate fuel technologies or fuel consumption reduction programs.



Fuel Efficiency

SHOW ME TABLE• Fuel efficiency training• Fuel efficiency tools• Fuel efficiency policies• Key performance indicators

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Through the inclusion of an organizational chart, describe your administrative team including:

• the roles and responsibilities and location of each member of the team.

• It is acknowledged that one individual may accomplish multiple roles.

Administration/Operations TeamSHOW ME TABLE• Organization chart• Job descriptions for all staff• Employee/contract records showing qualifications, education & experience• Facilities list/location(s)• Equipment list by location• Office description/details

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• For example, please address the typical roles and personnel required to run a business that provides services for the transportation of students which may encompass the following functions:

• Dispatcher, • Operations Manager, • Contract Manager, • Financial Manager, • Driver Trainer, • Safety Officer


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For each team member identified above, the Proponent should describe how it will ensure that its key resources, which would be responsible for the Services on a day to day basis, understand and are informed of the Agreement.




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• Preference will be given to facility locations that support the Services objectives of STOPR whether currently in place or actively planned.

• Proponents should include a detailed business plan to support the potential of a minimum and maximum award of zones according to the submission requirements below.

Operational/Admin. FacilitiesSHOW ME TABLE•Job descriptions•Equipment list by location•Shop capacity•Office description/details•Facility location(s)•Facilities details/ pictures/plan•Spare parts inventory details•Facilities inventory•Detailed business plan

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• Proponents should describe its garage and maintenance facility in terms of size, vehicle storage facilities and supporting infrastructure.

• Proponents should describe administrative facility. Proponents currently not operating in Peel Region should identify specific properties and facilities being considered and acquisition and implementation plans.


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• Proponents should describe how it monitors and manages its drivers on a day to day basis, including information on human resources issues.




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• Proponents should describe the processes and steps that it will use to report, manage and investigate accidents.

• In particular what actions and steps does the Proponent take to retrain, educate or otherwise work with drivers involved in an accident?

Accident Procedures

SHOW ME TABLE•Accident procedures•Evacuation procedures•Emergency procedures•Training and monitoring•Investigation and rehabilitation process•Key Performance Measures & statistics

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• Proponents should describe the company’s vision, mission and an outline of their strategic plan.

• Proponents should describe any formal safe driving award programs which it may be involved with.



Accident Procedures

SHOW ME TABLE•Accident procedures•Evacuation procedures•Emergency procedures•Training and monitoring•Investigation and rehabilitation process•Key Performance Measures & statistics

SHOW ME TABLE• Vision• Mission• Strategic Plan outline

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• Proponents are to provide a full CVOR LEVEL II Abstract obtained within the last six months.

• STOPR will be ranking the Proponent’s overall Safety Violation Rate.

CVOR Level II Abstract

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• Instructions for proper submission of the CVOR LEVEL II Abstract are set out in Enclosure 1 – STOPR Submission Form.

• Each Proponent will receive a percentage of the total possible points for this category by dividing the lowest overall safety violation rate into that Proponent’s overall safety violation rate multiplied by the number of available points.



CVOR Level II Abstract

SHOW ME TABLE•CVOR Level II abstract from last six months

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SCHEDULE A – First Aid Training

SCHEDULE B – Driver Training Standards & Safety Program

SCHEDULE C – Routes (to be filled in later)

SCHEDULE D – Applicable Acts, Statutes And Regulations

Schedules

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SCHEDULE E – Contract Management▫ Vehicles and Safety Standards

▫ Communication and Organizational Standards

▫ Training

▫ Document Controls

• SCHEDULE F – Rates (to be filled in later)▫ Cancellation (100% of base)

▫ Mid-Day (Flat rate $60)

▫ Late Start ($90 per day) Schedule to be sent?

▫ Summer School (RFP issued every spring)

Schedules

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• SCHEDULE G – Responsibilities of the Bus Operators & Drivers

• SCHEDULE H – Annual Driver Sign-off Sheet

Schedules

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• Non-disclosure beyond August 15th = $200/day fine

• Each violation of the Standards of Performance may be penalized with a $200.00 per occurrence fine. This fine will be levied on the payment in the month following the occurrence. (13.3 of the contract)

Section 14.3: Performance Standards

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• Insufficient drivers to cover all existing routes = 100% of daily rate fine for each vehicle each day if without a dedicated or spare driver.

• For greater clarification, meaning for Routes covered as an additional assignment to another driver in addition to his/her normal Route and/or Routes performed by a member of the office staff.

• Should the condition continue for greater than five (5) operational days, the unassigned Routes will be assigned to another operator.

Section 14.3: Performance Standards

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Rate Technical Category Requirement WeightDriver education and training 10Driver retention strategy 15External communication strategy 10Internal communication strategy 10Fleet maintenance & management 10Fuel Efficiency 5Administrative and operations team 10Operational/Administrative Facilities 15Accident 10CVOR Level II Abstract 5

TOTAL POINTS TECHNICAL: 100

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• Opened only after the Technical has been scored. Usually only those who make it to Step 3 will get their Financial evaluated, but no rule stated in current RFP.

• Base and Variable rate for each vehicle type per Zone for each of the 5 years of the contract

• All prices shall be stated in Canadian funds, exclusive of all applicable taxes.

• No conditional bids accepted

Step 3: Rate Bid Form

P RIC ING

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a. amortized purchase and interest costs of vehicle over lifespan of vehicle less disposal value, b. vehicle peripherals (additional equipment beyond standard vehicle features as required by this Agreement), c. maintenance (scheduled or otherwise), d. licensing, e. insurance, f. the wage and all other costs to provide a driver for the vehicle for a standard day including current and new driver training (including first aid and CPR training), insurance, licensing, benefits and all other employee costs, g. spare driver costs, h. the Operators profit,

Total Daily Rate includes:

P R IC ING

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i. parking and maintenance facilities, j. administration staff and facilities, k. fuel component pegged at $0.936 per litre (excluding H.S.T. and for the term of the Agreement – fuel will be adjusted in accordance with Section 7.5 of the Agreement)*, l. GPS unit and data communications with STOPRs’ server, m. deadhead, n. safety programs and training for students inclusive of Young Riders and Evacuation Training, o. pre-trip inspection costs, and p. any other operating costs.

Total Daily Rate includes:

P R IC ING

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Base Rate

• The Base Rate applies to all Routes by vehicle type and is the agreed cost to operate the vehicle for one day for a minimum of 100 km for all Zones listed in the RFP.

Variable Rate

• The Variable Rate will be used to compensate Proponents for vehicle usage in excess of the 100 km for all Zones listed in the RFP.

• Kilometres are based on first pick up to last drop off, and then shortest distance back to the first pick up both morning and afternoon as calculated using the planning software as used by STOPR. These kilometres are otherwise known as Ministry calculated kilometres.

Base Rate and Variable Rate

P R IC ING

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• In addition, the Consortium acknowledges that a significant cost to the Operator is fuel and has established a fuel fluctuator mechanism for the direct cost fluctuations as defined in Schedule E of the attached Agreement.

• Within 30 days each month basis, fuel adjustments will be invoiced by the Operator and amounts confirmed by the Consortium.

s.7.5 - Fuel Fluctuator

P R IC ING

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F

No formula provided for how Total Evaluated Cost calculated.

Bid Rate Form

P R IC ING

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• Proponents are required to propose a Base Rate and Variable Rate for each vehicle type per Zone for each of the five (5) years in the Agreement. The Pricing will be scored on a relative pricing formula using the 5 year total cost for all vehicle types for each Zone. STOPR will calculate the Total Evaluated Cost ("TEC") for the 5 years of the Agreement. Each Proponent will receive a portion of the total possible points allocated to price for the particular Zone it has bid on using the formulas contained in the Rate Bid Form.

• The lowest TEC will receive 100% of the points allocated for pricing and the remaining Proponents will receive points based on a conversion factor from the lowest TEC for each Zone and vehicle type times.

Evaluation of Pricing

P R IC ING

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• The conversion factor is based on the range of Technical scores after the Threshold established in Stage II which is established at 23.4 points (41.6 - 65) representing 36% of possible Technical scores and the high and low TEC pricing proposed by Proponents. To calculate the conversion factor the pricing scores will be using 36% of possible point available in price score, which equates to a range of 12.6 (35*.36). This number will be used to determine the conversion factor as follows:

• 12.6/(lowest TEC/lowest TEC x 35) - (lowest TEC/highest TEC x35) = Price conversion factor

• The formula used to calculate the pricing score will be as follows: • Points Available –( ( Points Available – Lowest TEC/Proponents TEC

x 35) x Conversion Factor) = Pricing Score


P R IC ING

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Key Definitions and Numbers:

Total Evaluated Cost (TEC): Formula not provided. Comes from Rate Bid form for each Zone.

Lowest TEC: The lowest TEC provided for a Zone

Highest TEC: The highest TEC provided for a Zone

Points available = 35 per s.2.1.5


P R IC ING

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Conversion Factor:

The conversion factor is based on:

1. the range of Technical scores after the Threshold established in Stage II which is established at 23.4 points (41.6 - 65) representing 36% of possible Technical scores and

2. the high and low TEC pricing proposed by Proponents.


P R IC ING

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Conversion Factor:

Based on range of technical scores after the Threshold established by Stage II which is established at 23.4 (41.6 -65)

41.6 – 65 = -23.4, not 23.4

The Threshold is 65%. 41.6/65 = 64%

“The range of 36% of possible Technical Scores”

Possible Technical scores by Stage 3 are 65 to 100.


P R IC ING

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Conversion Factor:

To calculate the conversion factor the pricing scores will be using 36% of possible point available in price score, which equates to a range of 12.6 (35 x .36)


P R IC ING

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Conversion Factor:

12.6 divided by

(lowest TEC/lowest TEC x 35) minus which always = 1

(lowest TEC/highest TEC)


P R IC ING

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Conversion Factor Calculation


P R IC ING

A B C D E F

Final Bids 12.6 Lowest TEC Highest TEC A/(B/B) B/C D‐EProponent A 925.37 12.60 925.37 1,018.03 12.60 0.91 11.69 Proponent B 953.23 12.60 925.37 1,018.03 12.60 0.91 11.69 Proponent C 962.19 12.60 925.37 1,018.03 12.60 0.91 11.69 Proponent D 1,000.00 12.60 925.37 1,018.03 12.60 0.91 11.69 Proponent E 1,008.96 12.60 925.37 1,018.03 12.60 0.91 11.69 Proponent F 1,012.94 12.60 925.37 1,018.03 12.60 0.91 11.69 Proponent G 1,018.03 12.60 925.37 1,018.03 12.60 0.91 11.69

Conv'n Factor

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Pricing Score:

Points Available (35) minus

Total of:

[Points Available (35) minus

(Lowest TEC divided by Proponent’s TEC x 35) times

Conversion Factor]


P R IC ING

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Pricing ScoreA B C D E F G H

Final Bids% Diff from Fair Price

Points Available Lowest TEC

Proponent TEC B/C x 35 35‐D

Conv'n Factor F‐E A‐G

Proponent A 923.00 ‐7.70% 35 923.00 923.00 35.00 ‐ 3.86 ‐ 35.00

Proponent B 935.25 ‐6.48% 35 923.00 935.25 34.54 0.46 3.86 1.77 33.23

Proponent C 941.11 ‐5.89% 35 923.00 941.11 34.33 0.67 3.86 2.60 32.40

Proponent D 1,000.00 0.00% 35 923.00 1,000.00 32.31 2.70 3.86 10.39 24.61

Proponent E 1,008.96 0.90% 35 923.00 1,008.96 32.02 2.98 3.86 11.50 23.50

Proponent F 1,012.94 1.29% 35 923.00 1,012.94 31.89 3.11 3.86 11.98 23.02

Proponent G 1,018.03 1.80% 35 923.00 1,018.03 31.73 3.27 3.86 12.60 22.40


P R IC ING

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P R IC ING

Final Bids% Diff from Fair Price Pricing Score

% Diff from Fair Price

Proponent A 923.00 ‐7.70% 35.00 42.24%

Proponent B 935.25 ‐6.48% 33.23 35.05%

Proponent C 941.11 ‐5.89% 32.40 31.68%

Proponent D 1,000.00 0.00% 24.61 0.00%

Proponent E 1,008.96 0.90% 23.50 ‐4.49%

Proponent F 1,012.94 1.29% 23.02 ‐6.47%

Proponent G 1,018.03 1.80% 22.40 ‐8.97%

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P R IC ING





Proponent A 1.00 ‐99.90% 35 1.00 1.00 35.00 ‐ 0.36 ‐ 35.00

Proponent B 935.25 ‐6.48% 35 1.00 935.25 0.04 34.96 0.36 12.59 22.41

Proponent C 941.11 ‐5.89% 35 1.00 941.11 0.04 34.96 0.36 12.59 22.41

Proponent D 1,000.00 0.00% 35 1.00 1,000.00 0.04 34.97 0.36 12.59 22.41

Proponent E 1,008.96 0.90% 35 1.00 1,008.96 0.03 34.97 0.36 12.59 22.41

Proponent F 1,012.94 1.29% 35 1.00 1,012.94 0.03 34.97 0.36 12.59 22.41

Proponent G 10,000.00 900.00% 35 1.00 10,000.00 0.00 35.00 0.36 12.60 22.40

SLIDE | 91

Technical ScoreP R IC INGTechnical Scores

Driver Training

Driver Retentio

n

External Com

m.

Internal Com

m.

Fleet Mgm

t

Fuel efficien

cy

Admin/O

ps Te

amOps/Adm

in

Facilities

Accide

nts

CVOR Level II

Proponent A 2 4 4 4 2 4 4 4 2 0.4Proponent B 3 4 4 2 4 4 3 3 3 0.2Proponent C 4 4 4 4 2 4 3 3 3 0.3Proponent D 3 3 4 4 2 3 4 4 4 0.25Proponent E 3 3 3 3 4 4 4 4 4 0.2Proponent F 4 4 4 4 4 4 4 4 4 0.15Proponent G 5 4 4 4 5 4 4 4 4 0.1

Weight 10 15 10 10 10 5 10 15 10 5 100 % 65Proponent A 4 12 8 8 4 4 8 12 4 1.25 65.3 65.3% 42.4Proponent B 6 12 8 4 8 4 6 9 6 2.5 65.5 65.5% 42.6Proponent C 8 12 8 8 4 4 6 9 6 1.67 66.7 66.7% 43.3Proponent D 6 9 8 8 4 3 8 12 8 2 68.0 68.0% 44.2Proponent E 6 9 6 6 8 4 8 12 8 2.5 69.5 69.5% 45.2Proponent F 8 12 8 8 8 4 8 12 8 3.33 79.3 79.3% 51.6Proponent G 10 12 8 8 10 4 8 12 8 5 85.0 85.0% 55.3

SLIDE | 92

Pricing Score

P R IC ING

Pricing ScoreA B C D E F G H





Proponent A 923.00 ‐7.70% 35 923.00 923.00 35.00 ‐ 3.86 ‐ 35.00

Proponent B 935.25 ‐6.48% 35 923.00 935.25 34.54 0.46 3.86 1.77 33.23

Proponent C 941.11 ‐5.89% 35 923.00 941.11 34.33 0.67 3.86 2.60 32.40

Proponent D 1,000.00 0.00% 35 923.00 1,000.00 32.31 2.70 3.86 10.39 24.61

Proponent E 1,008.96 0.90% 35 923.00 1,008.96 32.02 2.98 3.86 11.50 23.50

Proponent F 1,012.94 1.29% 35 923.00 1,012.94 31.89 3.11 3.86 11.98 23.02

Proponent G 1,018.03 1.80% 35 923.00 1,018.03 31.73 3.27 3.86 12.60 22.40

SLIDE | 93

Cumulative Score

P R IC ING

Final Bids% Diff from Fair Price Technical Score Pricing Score

Cumulative Score Rank

Proponent A 923.00 ‐7.70% 43.7 35.0 78.7 1

Proponent B 935.25 ‐6.48% 42.6 33.2 75.8 2

Proponent C 941.11 ‐5.89% 43.3 32.4 75.7 3

Proponent D 1,000.00 0.00% 44.2 24.6 68.8 6

Proponent E 1,008.96 0.90% 45.2 23.5 68.7 7

Proponent F 1,012.94 1.29% 52.7 23.0 75.7 4

Proponent G 1,018.03 1.80% 53.0 22.4 75.4 5

SLIDE | 94

◦ This is the contract that you will be signing.

◦ Read every word – it will be your operating rules for the rest of your career as bus operators

◦ It has financial, operational, risk, contract management, performance and legal implications.

◦Many of its features will be familiar and many will be quite new

FORM OF AGREEMENT

F ORM OF AGREEMENT

SLIDE | 95

• Based on Warranty Card date as of August 1each year

• Average age doesn’t apply to spares; maximum age does.

• Consortium can approve non-compliant vehicles.

• 10 % spares rounded up

Vehicle Age

F ORM OF AGREEMENT

SLIDE | 96

• Route numbers

• Radios on at all times

• Notification of Delays immediately with breakdown or more than 15 minutes

• Drivers to report discipline issues immediately on delivery of the student using the appropriate student misconduct form

• Driver should radio their Operator immediately for further instructions.

• Request for Transportation Changes

• Operator and Driver Actions in Event of Accident follows Consortium policies and procedures including Consortium Emergency Procedures.

• Copy of Driver Training Manual available upon request

• Designated Safety Officer

Communication – Other Stuff

SLIDE | 97

• No changes will be allowed.

• Definitions are important s.1.3 (Definitions and Interpretation)

• Rate for Operator Labour Disputes – no compensation

• Consortium Labour Disputes 50% of base rate for 30 days

• Cancelled Service Rate = 100% of Base Rate

There are some reference errors in the definitions.

• Agreement can’t be assigned and is binding on successors

The Contract: Form of Agreement

F ORM OF AGREEMENT

SLIDE | 98

• Routing is the Consortium’s to manage

• Inadmissibility of Charter Runs (bad title because the text says that charter runs can’t interfere with Board runs)

• Evidence of Financial Ability – Audit rights of Consortium

• Right to Audit• to request documents for audit and review; • to visit the premises of the Operator; and/or • to inspect any and all aspects of the Operator’s business premises,

equipment, services and business practices to determine and confirm compliance with any part of this Agreement.


F ORM OF AGREEMENT

SLIDE | 99

Driver and Vehicle Qualifications• the Operator's Workers' Insurance and Safety Board Firm Number; • Consent to Disclosure• a Vulnerable Police Record check for all drivers and attendants.


F ORM OF AGREEMENT

SLIDE | 100

Insurance coverage• $5M for vehicle with seating capacity of 7 persons or less• $10M for vehicles with seating capacity of 8 or more

• Automobile insurance, including mandatory provincial accident benefits in an amount of not less than $10,000,000.00 per occurrence for vehicles with a seating capacity of eight (8) or more persons, and $5,000,000.00 per occurrence for vehicles with a seating capacity of not more than seven (7) persons.

• b. Commercial general liability in an amount not less than $5,000,000.00 per occurrence WITH NO AGGREGATE, including bodily injury and property damage, as well as non-owned vehicle liability insurance if vehicles are leased from another company


F ORM OF AGREEMENT

SLIDE | 101

Notices can be sent by:

registered mail (4 day delivery assumption)

Hand delivery to any adult at the office

by email (if acknowledged)


F ORM OF AGREEMENT

SLIDE | 102

• Basis for Payments – Know this. Use this.

• Fuel adjustment formula not given. Price changes won’t kick in until 3%. Ruled by GSN. Semi Annual adjustment.

• Dispute Resolution - Know this. Also applies to RFP.• Hope you don’t have to use it.


SLIDE | 103

Reference Form: Three references for student transportation

• Provide reference from current customers (at least one (1) must be from a consortium and/or School Board) other than from the Consortium or Member School Boards.

• The References will be verified by telephone or e-mail contact –please verify the accuracy of the contact information which you have provided.

References

SLIDE | 104

• Proposal submissions are to be prominently marked in a sealed box with the RFP title and number (see RFP cover), with the full legal name and return address of the Proponent, and the Proposal Submission Deadline;

Submissions:

SLIDE | 105

No details provided for how to submit Mandatory items but they usually go in the same envelope as the Technical Submission – Envelope 1.

Submissions: Mandatory Elements

SLIDE | 106

Technical:

• One (1) Original printed copy of the FULLY COMPLETED and Initialed Consortium Submission Form marked “Original” &including all signatures from an authorized officer

• Six (6) printed copies of the FULLY COMPLETED Consortium Submission Form

• One (1) copy of the FULLY COMPLETED Consortium Submission Form in digital form (CD, DVD, USB)

Submissions: Envelope 1

SLIDE | 107

Financial:

• One (1) Original printed copy of the FULLY COMPLETED and INITIALED Enclosure II – Rate Bid Form signed by an authorized officer FOR EACH ZONE IN A SEPARATE SEALED ENVELOPE FOR EACH ZONE.

• EACH ZONE ENVELOPE SHOULD CLEARLY SHOW THE ZONE NUMBER.

• One (1) copy of the FULLY COMPLETED Enclosure II – Rate Bid Form in digital form (CD, DVD, USB) FOR EACH ZONE

Submissions: Envelope 2

SLIDE | 108

• Both Envelope 1 and Envelope 2 should be SEALED and EACH labeled with :

• RFP Title and number (see front page of RFP)

• Submission deadline date and time, and

• the full LEGAL Name and return mailing address of the Qualified Supplier who is responding.

Submissions of Responses to RFP

SLIDE | 109

Put both SEALED Envelopes 1 and 2 into a 3rd Envelope that also get sealed and labeled with:

• RFP Title and number (see front page of RFP)

• Submission deadline date and time, and

• the full LEGAL Name and return mailing address of the Qualified Supplier who is responding.

Submissions of Responses to RFP

SLIDE | 110

Questions &Comments

[email protected]

www.dijongroup.com

Cell: 416.890.5279

C ONCLUS ION