triboard rfp training presentation sept 26 2012 · 2020-05-03 · • consortium and specifically...

D I J O N G R O U Pthe power of uncommon sense

RFP WORKSHOP

Supporting Ontario’s School Bus Operators for the Tri-Board Student Transportation Services

Presented by Jack Senechal, Dijon Group September 26, 2012

SLIDE | 2 D I J O N G R O U Pthe power of uncommon sense

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


• “It is the objective of the Consortium to provide safe, efficient, reliable and economical transportation for its students. The Consortium is interested in working with proponents who will work as partners with the Consortium”

• 5 year contract commencing September 1, 2013 ending August 31 2018

• Option for two one-year extensions at the discretion of the consortium at same terms and conditions exclusive of rates and routes or other changes pending acceptance by operator.

Section 1: Service & Contract Goals


• “A Proponent who submits conditions, options, variations or contingent statements to the terms set out in the Agreement, either as part of its Proposal or after receiving notice of selection, may be disqualified..”

• No amendments to the Model Agreement will be allowed.

• Definitions are ruled by the appropriate sections of the Agreement




• 608 routes all available in this RFP• No proponent will get more than

122 routes• Must state the maximum number of

routes proponent wants on the Consortium Response Form (should this read Bid Rate form?)

Sydenham 64Ernestown & Napanee 90

Sharbot Lake 27

North Addington 10

Bayridge, Frontenac & Holy Cross

35

Kingston 41

LaSalle 49

Trenton - St. Paul 55

Belleville 96

Tweed, Marmora, Madoc & Centre Hastings

49

Prince Edward 40

Bancroft, NHSS 52


Fairness Commissioner

Jamie Theriault

P1-Consulting Inc.

2 Carlton St, Suite 1010

Toronto, ON M5B 1J3

[email protected]


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.


Key Dates


Proponents must direct all questions in writing regarding the RFP via the Question Board Facility on the Biddingo Site.

Questions will be accepted and answered up to 5 pm October 17th 2012.

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 except the Fairness Commissioner for matters relating to fairness.

Communication


• Only those documents detailed and released on Merx 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 October 24, 2012 at 12:00 noon.

• Addenda to be sent by via Biddingo and actually on Biddingo.

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

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

RFP Documents


• No informal partnerships or joint proposals (minor confusion)

• Usually submit only in English

• Page limits and no off-page information will be considered

• Conflict of Interest & No Influence

• Developed Proposal alone and without collusion

• No submission by fax, email

Other Terms and Conditions


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

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

• Must be tax compliant (Appendix B)

• 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


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

Verification of Submissions


• Consortium and specifically the CEO or their designate is the primary interpreter of compliance with and terms of the RFP and Contract.

• Proponent will hold in confidence all information about everything.

• Proponent cannot talk to media about this RFP or contract awarded without permission

• Debriefing within 60 days of notification of award.

After the bid closes


Bid Protest Procedure (6.12)

Must first attend a debriefing

Protest in writing within 10 days of debrief 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


1. Mandatory Requirements (4.1)

2. Technical or Quality (Rated) Requirements (4.2)2 Part Technical

3. Financial Bid (4.3)

65% Technical and 35% Financial

• Always a detailed submission process

Bid Elements


• Consortium Submission Form (Enclosure I)

• Rate Bid Form (Enclosure II)

• Demonstrate Ability to meet Insurance Requirements

• Demonstrate Financial Standing

Step 1: Mandatory Requirements (4.1)


• References (Appendix C)

Appendix B• Form of Offer

• Agreement to abide by the Established Process

• No lawsuits with Consortium 5 years

• No conflict of interest

• Non disclosure agreement

Step 1: Mandatory Requirements (4.1)

Both Appendix B & C provided in separate Word Document


1. Student Safety Programs – 5 points (3.5 pages)

2. Driver Education & Training – 15 points (3.5 pages)

3. Driver Recruitment & Retention - 10 points (almost 3.5 pages)

4. Customer Service – 10 points (about 4.5 pages)

5. Fleet Maintenance, Management & Garage – 15 points (4.5 pages)

6. Administrative/Operations Team & Facility – 15 points (4.5 pages)

7. Accidents – 5 points (4.5 pages)

Step 2: Technical Requirements


Five level scoring scale

• Superior Response (5): A highly comprehensive, excellentresponse. In addition, this may cover areas beyond the Submission Requirements that would prove both valuable and beneficial to the Consortium.

Step 2: Rated (Scored) Requirements (3.2)

S UBMISS ION E VALUAT ION


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

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




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

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

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




• No subdivisions of scoring below that which is disclosed in the Consortium Submission Form.

• Evaluators will independantly consider each question and score based on the overall completeness of each answer

• Score will be assigned in the range of 0 to 5

• Score will be finalized at a consensus meeting

• Score will be weighted by its individual section weight

• Score will be adjusted as a fraction of 65 points

Scoring is holistic 3.1.2



• No subdivisions of scoring below that which is disclosed in the Consortium Submission Form.

• Evaluators will independantly consider each question and score based on the overall completeness of each answer

• Score will be assigned in the range of 0 to 5

• Score will be finalized at a consensus meeting

• Score will be weighted by its individual section weight

• Score will be adjusted as a fraction of 65 points

Proponent’s proposals may be clarified



Criteria Weighted

Page limits include everything

Address facilities if you are not currently in the region




Everything can be sold.

Not everyone can sell.

OVERV I EW


• 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


• 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


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.


• Highly comprehensive (It covers everything) • Excellent (It is concise. Easy to read & understand.)• Proactively give more, do more, provide more value• The value is clearly visible to the reader (measureable)

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

Superior Responses


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


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



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.



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



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


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


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

Connect the Dots


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


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


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


• 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


It is very important that students and schools are educated as needed throughout the school year in the safe and efficient usage of the school bus service provided by each Operator.

• Briefly describe your capability to deliver a training program and

• indicate your approach and

• (Indicate your) prior experience in delivery of training programs for students.

Student Safety ProgramsSHOW ME TABLE•Safety Training Programs•Schedules•Evacuation Procedures•Tools, brochures, flyers, etc.• Examples•Job descriptions


• Describe your evacuation procedures.

• Indicate

• how these programs are delivered to students,

• who is responsible for training,

• how the training programs are refreshed and

• what is the frequency of retraining.

Student Safety ProgramsSHOW ME TABLE•Safety Training Programs•Schedules•Evacuation Procedures•Tools, brochures, flyers, etc.• Examples•Job descriptions


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

• The Consortium expects that at a minimum the Proponent shall provide the required training as set out in Schedule A –First Aid Training and Schedule B – Driver Training in the Agreement attached as Appendix A.

Driver Education &TrainingSHOW ME TABLE•Driver Training Program•Trainer qualifications•Training facilities•Tools, brochures, flyers, etc..•Key performance indicators?•Driver training logs/plans


Briefly describe your training program, any tools and techniques and facilities used, its frequency and the way in which Drivers receive updated education when required.

How are you working with Drivers to promote green driving and safe driving habits?

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


• What steps are taken to validate the results of Driver training?

• Proponents are asked to describe their Driver training strategy that details how the Proponent will hire and train the appropriate number of Drivers required to ensure excellent customer service that is fully operational by September 2013.

Driver Education &TrainingSHOW ME TABLE•Driver Training Program•Trainer qualifications•Training facilities•Tools, brochures, flyers, etc..•Key performance indicators?•Driver training logs/plans


• It is clearly in the best interests of the Operator, the Consortium and the children using the buses that continuity among drivers is preserved.

• What actions

will you take and/or

have you taken to promote driver retention?

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


• What level of turn-over have you experienced in the last three years?

• Please provide an indication of the success of this strategy in prior years.

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


It is essential that students arrive at school on time ready to learn.

Timely and accurate information passed between

the Consortium,

the Operator,

the schools and

parents

is critical to a smooth, safe and efficient school bus service.

Customer Service

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


Describe the means by which you will • ensure excellent customer service to all of the stakeholders,

• paying particular attention, but do not limit your discussion to,

• communications during inclement weather and any other abnormal situations.

Please provide an example of communicating to stakeholders during an inclement weather situation. Describe the actions taken and the results of your actions.

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


Proponents are asked to submit their customer service plans that detail how the Proponent will hire and train the appropriate number of staff members required to ensure excellent customer service that is fully operational by September 2013.

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


Describe the equipment, technologies and personnel training used in your customer service strategy

Including any key performance indicators you have and

how you track and evaluate your customer service level;

how often, and

what strategies you have in place to address identified deficiencies.

Customer Service

SHOW ME TABLE•Communication training programs•Communication protocols•Equipment/Technology details•Key Performance Measures & statistics


Vehicle maintenance is a critical component to a safe, reliable and successful service.

Describe your fleet management approach including

• your preventative maintenance program,

• spare parts and vehicle storage facilities &

• how you monitor and document compliance with Ministry of Transportation requirements.

Fleet Maintenance, Mgmt, Garage

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


Describe the garage and maintenance facility in terms of size, location, personnel and training provided.

Preference will be given to garage locations that support the customer service objectives of the Consortium whether currently in place or actively planned.

Describe your maintenance team’s experience and qualifications and their roles and responsibilities.



Include data on fleet age,

including but not limited to maximum fleet age and average fleet age for all vehicle types.

Include information on any green initiatives or consideration of alternate fuel technologies or fuel consumption reduction programs.

The maximum and average fleet age are outlined in Article 7.3 of the Agreement attached as Appendix A to this RFP.


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


Describe your cold weather program and include

any dedicated staff,

resources and/or

technology you employ

to facilitate the program.

Also indicate the temperature threshold that initiates implementation of the program.


SHOW ME TABLE• Cold weather policies• Cold weather training• Specific technology you use


In consideration of the quantity of routes that you are proposing on, describe

your administrative team and administrative facility and the experience, qualifications, including education and professional development, roles and responsibilities and location of each member of the team.

It is acknowledged that one individual may accomplish multiple roles.

Administration/Operations Team

SHOW ME TABLE• Organization chart• Job descriptions for all staff• Employee/contract records showing qualifications, education & experience• Facilities list with descriptions


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.


SHOW ME TABLE• Organization chart• Job descriptions for all staff• Employee/contract records showing qualifications, education & experience• Facilities list with descriptions


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


SHOW ME TABLE• Organization chart• Job descriptions for all staff• Employee/contract records showing qualifications, education & experience• Facilities list with descriptions• Pictures• Lease agreements


Describe the processes and steps that you take to investigateaccidents.

In particular what actions and steps do you take toretrain, educate or otherwise work with Drivers involved in such accidents?

Describe any formal safe driving awards program which you 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•Awards/Safe driving reward program details


SCHEDULE A – FIRST AID TRAINING

SCHEDULE B – DRIVER TRAINING STANDARDS & SAFETY PROGRAMS

SCHEDULE C – ROUTES

SCHEDULE D – APPLICABLE ACTS, STATUTES AND REGULATIONS

Schedules


SCHEDULE E – STANDARDS OF PERFORMANCE

Annual Service Cycle Requirement

Route Audits, Late & Early Arrival

General Contract Compliance

Confidentiality agreements

Route updates

Key Performance Measurement Definitions

Schedules


• 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)

• Insufficient drivers to cover all existing routes = 50% of daily rate fine for each route not covered each day.

Schedule E : Performance Standards


• Vehicles and Safety Standards

• Communication and Organizational Standards

• Training

• Document Control

Schedule E : Performance Standards


SCHEDULE F: Rates increase after year 5 based on CPI capped by GSN

Monitor Rates at $210/day or $105/half day

Overtime after 4 hours per period: $0.2563 per minute

SCHEDULE G – Responsibilities of the Bus Company

SCHEDULE H – Responsibilities of the Bus Driver

Sign off sheet

Schedules


Appendix F: Video Recorder Specifications

Schedules


Rate Technical Category Requirement WeightStudent Safety Programs 5Driver Education & Training 15Driver Retention Strategy 10Customer Service 10Fleet Maintenance, Management & Garage Facility 15Administrative and/or Operations Team & Facility 15Accident procedures 5

Sub Total for Part 1 75


• Opened only after the Technical has been scored.

• 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


Step 3: Rate Bid FormP RIC ING


• The Base Rate applies to all routes by vehicle type and is the agreed cost to operate the vehicle for one day up to for 3.5 hours of operation for each of 188 operating days per year. (Everything but fuel)

• Proponents are asked to provide in the Enclosure II - Rate Bid Form for a Base Rate and a Variable Rate and an Overtime Rate.

• These will be combined, for evaluation purposes, to create the Total Daily Rate.

Base Rate includes:

P R IC ING


a. amortized purchase and interest costs of vehicle over lifespan of vehicle less disposal value,vehicle peripherals (additional equipment beyond standard vehicle features asrequired 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 training, insurance, licensing, benefits and all other employee costs, up to 210 minutes,

Base Rate includes:

P R IC ING


spare driver costs,

h. the Operators profit,

i. parking and maintenance facilities,

j. administration staff and facilities,

k. the GPS unit and data communications with the Consortium’s server,

l. deadhead,

m. pre-trip inspection costs, and

n. any other operating costs.

Base Rate includes:

P R IC ING


• The Variable Rate will be used to compensate Proponents for vehicle usage after 210 minutes for each vehicle in each zone.

• Variable Rate is expressed as a cost per km including fuel but not driver wages.

Variable Rate:

P R IC ING


• The Overtime Rate will be used to compensate for all runs or routes exceeding 210 minutes per day. Variable Rate Wages is expressed as an amount per ONE minute increment of driver wages.

Overtime Rate:

P R IC ING


Base Rate

+ (Variable Rate x 154) Average route length

+ (Overtime Rate x 26) Average daily O/T

Total Evaluated Cost

Bid is based on all proposed rates being fixed for 5 years

Base Rate and Variable rate MAY be adjusted.

Total Evaluated Cost

P R IC ING


• Cameras: Quote on an option price to be added as an increment to the Base Rate to supply cameras for all vehicles

• A 4 camera system

• All buses, including spare vehicles must be equipped with an Everyday Solutions’ EveryPoint-National Real-Time School Bus Tracking Unit

Cameras and GPS

P RIC ING


• “As the Base Rate and the Variable Rate do not include fuel, Operators will be compensated separately for fuel (“Fuel Compensation”). Fuel Compensation shall be subject to a price adjustment based on fuel cost escalation and de-escalation (“Fuel Price Adjustment”). (per 6.6 of the contract.”

• “This rate should include all variable costs, including fuel at the standard rates noted below” (per 4.3.1 of RFP)

Fuel

P R IC ING


• “Fuel Variable Rates – Actual Fuel price and fuel price fluctuations for the actual distance travelled will be compensated based upon published Ministry of Education guidelines.

▫ Full Size – chrome yellow 72 passenger seating capacity (Based on Manufacturers Rating)

▫ Mid Size – chrome yellow 54 passenger seating (Based on Manufacturers Rating)

▫ Mini Size – chrome yellow passenger seating 18 to 30 (based on Manufacturers Rating)

▫ Mini Van – 7 Passenger seating capacity (NTD Check Rate Bid Form)” (per 4.3.1 of RFP)

Fuel

P R IC ING


• The Fuel Price Adjustment shall be based on the adjustments set out in the yearly Budget Grants for Student Needs

• 3% collar up or down

• Paid out only twice a year – March 1 and September 1

Fuel Escalator

P R IC ING


Total of 35 points

2 point penalty for every 1% or part thereof difference between your price and the lowest price

It’s a price war with a need to get over a steeper technical hurdle.

Calculating Financial


P R IC INGTechnical Scores

Stud

ent S

afety

Driver Ed.

Driver Retentio

n

Custom

er Service

Fleet Mgm

t./Garage

Admin/O

peratio

ns

Accide

nts

Proponent A 2 4 2 4 4 4 3Proponent B 3 4 4 2 4 4 2Proponent C 4 4 4 4 2 4 4Proponent D 4 4 4 4 3 3 4Proponent E 3 4 3 3 4 4 4Proponent F 4 4 4 4 4 4 4Proponent G 5 5 4 4 5 4 5

Weight 5 15 10 10 15 15 5 75 % 65Proponent A 2 12 4 8 12 12 3 53.0 70.7% 45.9Proponent B 3 12 8 4 12 12 2 53.0 70.7% 45.9Proponent C 4 12 8 8 6 12 4 54.0 72.0% 46.8Proponent D 4 12 8 8 9 9 4 54.0 72.0% 46.8Proponent E 3 12 6 6 12 12 4 55.0 73.3% 47.7Proponent F 4 12 8 8 12 12 4 60.0 80.0% 52.0Proponent G 5 15 8 8 15 12 5 68.0 90.7% 58.9


P R IC ING

Differences Financial ScoringTechnical Scoring Final

Final Bids $ % Penalty Score % Score Score Proponent A 465.00 ‐ 0.0% ‐ 35.00 70.7% 45.9 80.9 Proponent B 479.00 14.00 3.0% 8.00 27.00 70.7% 45.9 72.9 Proponent C 483.50 18.50 4.0% 8.00 27.00 72.0% 46.8 73.8 Proponent D 502.50 37.50 8.1% 18.00 17.00 72.0% 46.8 63.8 Proponent E 507.00 42.00 9.0% 20.00 15.00 73.3% 47.7 62.7 Proponent F 509.00 44.00 9.5% 20.00 15.00 80.0% 52.0 67.0 Proponent G 511.56 46.56 10.0% 22.00 13.00 90.7% 58.9 71.9


P R IC ING

Scoring the Financial Bid

Proponent A 465.00 ‐7.5%Proponent B 479.00 ‐4.7%Proponent C 483.50 ‐3.8%Proponent D 502.50 0.0%Proponent E 507.00 0.9%Proponent F 509.00 1.3%Proponent G 511.56 1.8%


◦ 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


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

• Rolling Stock Report due August 15 within 15 days of any request

▫ Make, Model, Model Number and Year of Manufacture excluding spares

• 10% spares. Average age not applicable. Max age is applicable.

Vehicle Age

F ORM OF AGREEMENT


• 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


• No changes will be allowed.

• Definitions are important s.1 (Definitions and Interpretation)

• Rate for Consortium Labour Disputes 50% of per Base Rate and no variable rate.

• Temp Cancellation rate is 75% of Base Rate and no variable rate.

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

The Contract: Form of Agreement

F ORM OF AGREEMENT


• 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


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


Insurance coverage• $8 Million per vehicle.• $5 Million general

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


• Basis for Payments – Know this. Use this.• Invoicing required: Not clear how fuel is billed or paid• Payment terms are 45 days

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

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



1 copy of all Mandatory elements (THIS IS NOT CLEAR IN THE RFP)

No checklist

Some of the Mandatory Elements are part of the Consortium Submission form

Submissions: Mandatory Elements


In a separate sealed envelope clearly marked Envelope # 2, one (1) original copy signed by an authorized representative (prominently marked “Original”) and one (1) electronic copy (USB flash drive) of Enclosure II – Rate Bid Form.

Envelope # 2 should also be prominently marked with the RFP title (??) and number (RFP #CTSE11-01) and with the full legal name of the Proponent.

Submissions: Financial - Envelope 2


In a BIGGER ENVELOPE, put

• A Proponent must submit one (1) original copy signed by an authorized representative (prominently marked “Original”) and one (1) electronic copy (USB flash drive) of Enclosure I –Consortium Submission Form

• And all of the loose remaining Mandatory Requirements (This is not very clear in the RFP so a question should be asked)

Submissions: Envelope 1


• Consortium Submission Form (Enclosure I)

• Rate Bid Form (Enclosure II)

• Demonstrate Ability to meet Insurance Requirements

• Demonstrate Financial Standing\

• References (Appendix C)

• Appendix B

• Form of Offer

• Agreement to abide by the

• Established Process

• No lawsuits with Consortium 5 years

• No conflict of interest

• Non disclosure agreement

Submissions: Mandatory Elements


Envelope 1 MUST BE 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 Proponent who is responding.

“Proposal submissions are to be prominently marked with the RFP title and number (RFP #2012-001), with the full legal name and return address of the Proponent,

and the Proposal Submission Deadline”

Submissions of Responses to RFP


Proposals are to be received on or before 2:00:00 P.M. EST, local time (‘local time’ shall mean the time as measured by the clock maintained by the Consortium, on October 31, 2012 (the “Submission Deadline”) at the following address:

81 Dairy Avenue Napanee OntarioAttention: Steve Wowk

Submissions: Envelope 1


• Verification

• Additional information requests

• Negotiations possible

After Submission


Questions &Comments

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C ONCLUS ION