P18-197 - Bus Transportation Services

Description:
Objectives
Campus Services and Business Operations (CSBO), is inviting Proponents to provide annual shuttle services for Tennis Canada Rogers Cup event patrons to and from the various York parking lots (Keele Campus) and the designated Tennis Canada drop off/pick up point, located near Aviva Centre, 1 Shoreham Drive. The Selected Proponent shall also provide shuttle service for short notice and short destination events.
York’s intention is to select and establish a primary and secondary Vendor of Record (“VOR”) to provide services. The primary proponent shall have first right of refusal for any Service requested. If the primary proponent cannot provide services for whatever reason, the secondary proponent shall provide York with the Service as described in this proposal.
The following is intended to clarify the Scope of Work for this Request for Proposal. It is not to be construed as a complete listing of Work to be performed during the Agreement.
1.1      Deliverables
Shuttle services are required by the Selected Proponent during the annual Tennis Canada Rogers Cup event at the Aviva Centre, York University.
Shuttle services for the Tennis Canada Rogers Cup event are required for a nine (9) day period. All tournament dates and schedules will be provided to the Selected Proponent by a York representative. Tournament dates will be provided approximately one (1) year in advance of the event.
Shuttle service start times shall be scheduled by a York representative. Shuttle service schedule and number of buses will be provided approximately two (2) months ahead of the event. Shuttle services will operate until thirty (30) minutes after the end of game play each day. One additional shuttle bus shall service the Volunteer Parking lot for an additional thirty (30) minutes. Hours may be adjusted due to rain delays and other contingencies at the sole and absolute discretion of York. The event is based on two (2) sessions per day on most days. As such, the traffic pattern varies throughout the day. However, buses are expected to continue their routes throughout the day, regardless of slow periods.
The Selected Proponent shall provide the following services:

• The number of vehicles required to provide shuttle services will range from six (6) to twelve (12) per day throughout the event.
• Buses provided shall be standard nineteen (19) to forty-eight (48) seat yellow school buses except for upgraded buses. The upgraded buses must be equipped with plush seats and air conditioning. The upgraded forty-eight (48) seat buses shall not be coach buses.
• Combination of standard nineteen (19) to forty-eight (48) seat vehicles for shuttle services. This could be a combination of mini buses, activity/school buses, and/or transit vehicles in good condition and subject to York's approval.
• Spare buses to ensure continuous coverage through the event shall be one (1) nineteen (19) seat and one (1) forty-eight (48) seat bus.
• The Selected Proponent will participate in a test run with York to drive through the parking lots to locate the pickup and drop-off locations around the campus prior to the event. Test run will be for approximately two (2) hours and will be scheduled approximately one (1) week prior to the start of the event. All drivers working on the event are required to come to York to attend the test run.Test run should be provided at no cost to York.
• The main transportation loop is across from Keele campus to Aviva Centre and there will be six (6) or seven (7) parking lots used for pickup locations. The parking plan and location schedule is finalized prior to the event each year. This information will be supplied to the Selected Proponent when it is finalized.
• Provide, at York’s discretion, removable signage on each bus to identify route or service being provided.
• Drivers shall be required to work cooperatively on any last minute route changes with a York representative.
• Drivers shall be professional, courteous, polite, and provide good customer service to patrons and York personnel.
• Drivers will be required to sign in with a York representative at the time the vehicle is ready to commence Work. Drivers shall also sign out with a York representative prior to leaving the grounds of the Keele Campus. Drivers shall be given contact information to call or a meeting place shall be designated to sign in and out.
• Shuttle buses used for the event are permitted to be parked for free at York’s property during the tournament dates. Drivers’ personal vehicles parked at York’s property will be subject to a parking fee.
• The Selected Proponent’s supervisor shall be accessible for daily briefing with a York representative, either by phone or in person, prior to the commencement of scheduled shuttle service. Following the daily briefing with a York representative, the Selected Proponent’s supervisor must ensure that briefings with the drivers are carried out prior to the commencement of scheduled shuttle service at the start of each day.
• A communication method shall be instituted between a York representative and the Selected Proponent’s lead driver and/or supervisor. This could be achieved by way of cell phone communication with one lead driver as a main contact to other drivers if the Selected Proponent’s supervisor is not available. The Selected Proponent shall provide on a daily basis and for the duration of the event, a lead driver/supervisor on the site to identify and resolve any issues.
• A core team of drivers shall be maintained throughout the duration of the event to facilitate familiarity with York's representative and to ensure continuity and consistency in the level of service delivered to shuttle patrons. Core team must include a spare driver to cover breaks and emergencies and an on-call mechanic to address any repairs to the buses provided.
• Provide a supervisor or a lead person that is not assigned to driving but will act as a liaison between the core team of drivers and York representative.
• Provide a list of drivers (core team) to be assigned to the event, which shall be reviewed and approved by a York representative prior to the test run. A penalty for the inconvenience of providing training to a new driver shall be applied for any deviation from or change to the list of core team drivers. The penalty applied shall be one (1) hour, equal to the unit cost as set out in Appendix A - Financial Considerations for each substituted driver from the core team list. Where possible, the Selected Proponent, shall use previously York approved drivers from the preceding annual event for each subsequent annual event.

• Manager, Parking Facilities, Parking Services, CSBO
• Transportation Supervisor & Driver Trainer, Transportation Services, CSBO
• Only the York representative may invoke the services stipulated in this RFP.

1. Qualifications and Experience
2. Methodology
3. Timetable/Work Plan
4. Past Experience/References
5. Pricing Schedule
6. Insurance Document
7. Section 9.0 – Acknowledgement

1. Mandatory Requirements
2. Qualifications, Experience
3. Approach
4. Financial Evaluation; and