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County Administrator's Report 9. 3.

BCC Regular Meeting

Discussion

Meeting Date:	09/24/2020
Issue: Exercising the First of Two Possible One-Year Renewal Periods Related to PD 16- 17.068, Re-Solicit Operator For Paratransit Services
From:	TONYA ELLIS
Department:	Mass Transit
CAO Approval:

RECOMMENDATION:

Recommendation Concerning a Discussion Exercising the First of Two Possible One-Year Renewal Periods for PD 16-17.068, Re-Solicit Operator for Paratransit Services - Paul Nobles, Purchasing Manager, Office of Purchasing through Tonya Ellis, Mass Transit Department Director

That the Board discuss and approve the renewal for PD 16-17.068, Re-Solicit Operator for Paratransit Services, between Escambia County and Innovative Transport & Logistics Solutions, LLC, for a term of 12 months or 24 months effective October 1, 2020, per the terms and conditions approved by the Board August 17, 2017.

A. Option 1

Approve the first of two possible one-year renewals for PD 16-17.068, Re-Solicit Operator for Paratransit Services, between Escambia County and Innovative Transport & Logistics Solutions, LLC, for a term of 12 months effective October 1, 2020, per the terms and conditions approved by the Board August 17, 2017.

Year 4

Per Trip rate, which includes a minimum living Wage of $11.23 for all employees, Ambulatory trip rate of $31.04, Wheelchair trip rate of $43.82; In the amount of $2,875,740, based on a total of 84,000 trips, with 75% Ambulatory trips and 25% Wheelchair trips.
The terms of Contract PD 16-17.068 include Escambia County paying fuel costs for the contractor. In Fiscal Year 2019, the total cost of fuel paid by Escambia County under this Contract totaled $213,297.17.
Previously for Year 4, the trip rate was predicated on averaging 84,000 trips on an annual basis. ITL Solutions has proposed approximately 99,000 trips annually, this would be the cap under the contract terms.
Additional trips over 84,000 are currently not budgeted under the Mass Transit Department Cost Center Fund 104. Florida Commission for the Transportation Disadvantaged (TD) trips are funded with state grants. Excess TD trips are prohibited to be funded using American with Disabilities Act or other FTA federal funding sources.
On the 10^th of every month, the contractor will be required to meet with County staff to review all monthly maintenance invoices, trips invoiced, and the driver trip manifests from the previous month. Both parties will agree and resolve any concerns by the 20^th of each the month.
Staff to include the Option 1 terms and conditions into the Amendment of PD 16-17.068, Re-Solicit Operator for Paratransit Services, between Escambia County and Innovative Transport & Logistics Solutions, LLC, to be effective October 1, 2020.

Vendor/Contractor	Funding	Amount	Contract Number
Innovative Transport & Logistics Solutions, LLC	Fund 104, Mass Transit, Cost Center 320406, Object Code 53405/53416	$2,875,740 (84,000 trips)	PD 16-17.068

OR

B. Option 2

Amend the contract for PD 16-17.068, Re-Solicit Operator for Paratransit Services, between Escambia County and Innovative Transport & Logistics Solutions, LLC, approved by the Board August 17, 2017, for a term of 24 months effective October 1, 2020, with the following amended terms and conditions:

Year 4

Per Trip rate, which includes a minimum living Wage of $11.23 for all employees, Ambulatory trip rate of $35.04 (proposed by ITL Solutions), Wheelchair trip rate of $43.82 based on a total of 84,000 trips; In the amount of $3,127,740 based on 75% Ambulatory trips and 25% Wheelchair trips.
The terms of Contract PD 16-17.068 include Escambia County paying fuel costs for the contractor. In Fiscal Year 2019, the total cost of fuel paid by Escambia County under this Contract totaled $213,297.17.
Previously for Year 4, the trip rate was predicated on averaging 84,000 trips on an annual basis. ITL Solutions has proposed approximately 99,000 trips annually, this would be the cap under the contract terms.
Per Trip rate, which includes a minimum living Wage of $11.23 for all employees, Ambulatory trip rate of $35.04 (proposed by ITL Solutions), Wheelchair trip rate of $43.82 based on a cap of 99,000 trips; In the amount of $3,686,265 based on 75% Ambulatory trips and 25% Wheelchair trips.
Additional trips over 84,000 are currently not budgeted under the Mass Transit Department Cost Center Fund 104. Florida Commission for the Transportation Disadvantaged (TD) trips are funded with state grants. Excess TD trips are prohibited to be funded using American with Disabilities Act or other FTA federal funding sources.
Excess trips over 84,000 will require an alternative funding source. Request the Board to approve to fund the estimated budget shortfall from $299,628.00 to $858,153 from the General Fund for the PD 16-17.068 Year 4 additional trips and $4 rate increase.
Amend Section 2.6 of PD 16-17.068 to adequately reflect the County’s and contractor’s responsibilities for the eligibility application process. Contractor ITL Solutions, LLC provided application eligibility services under Section 2.6 of PD 16-17.068 for a period of 21 months starting October 1, 2017 ending on June 30, 2019. ECAT Staff assumed those duties beginning July 1, 2019.
Contractor ITL Solutions, LLC has agreed to write off $146,536.61 in eligibility application salaries and expenses, contingent if Escambia County writes off the outstanding maintenance invoices for the period of April 2019 to August 2020, which currently totals $225,134.51. The amount is currently scheduled to be written off by the Clerk’s Office.
On the 10^th of every month, the contractor will be required to meet with County staff to review all monthly maintenance invoices, trips invoiced, and the driver trip manifests from the previous month. Both parties will agree and resolve any concerns by the 20^th of each the month.
Staff to include the Option 2 terms and conditions into the Amendment of PD 16-17.068, Re-Solicit Operator for Paratransit Services, between Escambia County and Innovative Transport & Logistics Solutions, LLC, to be effective October 1, 2020.

Vendor/Contractor	Funding	Amount	Contract Number
Innovative Transport & Logistics Solutions, LLC	Fund 104, Mass Transit, Cost Center 320406, Object Code 53405/53416	$3,127,740 (84,000 trips) Or $3,686,265 (99,000 trips)	PD 16-17.068

NON-ADA COMPLIANT DOCUMENTS TO BE DISTRIBUTED UNDER SEPARATE COVER:

Original Contract PD 16-17.068

BACKGROUND:

The legal advertisement for this Request for Proposal was advertised in the Pensacola News Journal on Friday, June 23, 2017. The Contract was approved by the Board on September 26, 2017.

During the term of Contract PD 16-17.068 there has been two Amendments to the Contract and one Amendment to the Lease Agreement. At the October 3, 2019, Board meeting, an Amendment to the Contract was approved by the Board to add additional language to Article XI Uniform Requirements. At the same Board meeting, an Amendment to the Lease Agreement was approved to add missing Title VI language. The Board voted to pay the contractor an additional $200,000 over and above the agreed Contract, as a contribution to the contractors increased insurance costs, at the December 5, 2019, Board Meeting. The Lease Agreement covers a minimum of 10 vehicles to be provided by Escambia County. Currently there are 24 County owned vehicles leased to the contractor for $1 per year.

BUDGETARY IMPACT:

Vendor/Contractor	Funding	Amount	Contract Number
Innovative Transport & Logistics Solutions, LLC	Fund 104, Mass Transit, Cost Center 320406, Object Code 53405/53416	$2,875,740 (84,000 trips)	PD 16-17.068

Vendor/Contractor	Funding	Amount	Contract Number
Innovative Transport & Logistics Solutions, LLC	Fund 104, Mass Transit, Cost Center 320406, Object Code 53405/53416	$3,127,740 (84,000 trips) Or $3,686,265 (99,000 trips)	PD 16-17.068

LEGAL CONSIDERATIONS/SIGN-OFF:

Kristin Hual, Assistant County Attorney will review the Contract Amendment prior to signature.

PERSONNEL:

N/A

POLICY/REQUIREMENT FOR BOARD ACTION:

This Recommendation is in compliance with the Code of Ordinances of Escambia County, FL 1999, Chapter 46, Finance, Article II Purchases and Contracts.

IMPLEMENTATION/COORDINATION:

The Mass Transit Department will administer PD 16-17.068, Re-Solicit Operator for Paratransit Services, while the Office of Purchasing will issue the Purchase Orders.

NON-ADA COMPLIANT DOCUMENTS TO BE DISTRIBUTED UNDER SEPARATE COVER:

Original Contract PD 16-17.068

Attachments
Contractor ITL Solutions RFP Proposal Rates
PD 16-17.068 Contract Extension-Year 4 Rate Proposal Costs
09/10/20 ITL Solutions Email
08/25/20 TD Quarterly Report - Ridership Excerpt
Aged Receivables
09/11/20 ITL Solutions Letter
ITL Solutions ADA Coordinator Payroll Records