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 10th 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 20th 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 10th 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 20th 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
|
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
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 |
|