Kristen Wells
Kristen Wells is the current Director of Gadabout.
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RFP 19-01 Questions and Answers
Answer: Gadabout has scheduled up to 450 trips per day.
Answer: Gadabout is uncertain about upgrading the Microsoft Office Suite, however there are plans to update Windows OS and the Windows Server at the end of 2019. Microsoft SQL has been upgraded to the most recent 2017 packet running on a 2016 Server.
Answer: While Gadabout would prefer that the test environment be located at Gadabout, as long as software updates and configuration changes, and future updates or upgrades can be tested by Gadabout prior to being implemented in the production system, it is acceptable for the test environment to be located in the Contractor’s data center.
Answer: The current number of individual users is 10.
Answer: Gadabout’s IT is provided in house by Tompkins Consolidated Area Transit’s (TCAT) IT manager. Any questions regarding IT can be directed to Kristen Wells, Gadabout Executive Director, 737 Willow Ave., Ithaca, NY 14850.
Answer: The proposer should identify the most appropriate approach for data communication hardware, given all of the on-board technology requirements and future capabilities (e.g., integrate electronic fare media) (outlined in Section 8 of the specifications).
Answer: Please see answer to Question 6.
Answer: For pricing purposes, please assume that four (4) access points will be needed. Please note that this number may change once the successful proposer is under contract.
Answer: All of the installations will take place at 737 Willow Ave., Ithaca, NY 14850.
Answer: If installation were to occur evenings or weekends no more than 60% of the fleet would be available for installations.
Answer: Please review all of Section 9.2.1 for all required functionality.
Answer: Being within a certain distance of a major pick-up or drop-off location, such as the Tompkins County Public Library or Hospital could be used to update real-time information provided to riders.
Answer: Please note that this is a Request for Proposal (RFP), not a bid. If the proposer proposes to comply with a requirement by making a modification to the requirement, proposal evaluation scoring for that proposal will not be affected negatively. As mentioned in the Compliance Matrix, if the proposer can comply if the requirement is modified, describe the modified requirement in the matrix.
Answer: Price is one of the evaluation criteria that will be considered. While Gadabout has estimated the cost of implementing a system as described in the RFP, a specific budget has not been specified for the project.
Answer: If an app-based, on-demand service model can meet Gadabout’s requirements as stated in the RFP, a proposal describing this approach will be considered. Please ensure that the Compliance Matrix is filled out appropriately if the proposer can propose with requirements if they are modified.
Answer: Price is one of the evaluation criteria that will be considered. While Gadabout has estimated the cost of implementing a system as described in the RFP, a specific budget has not been specified for the project.
Answer: Gadabout’s Pricing Form must be utilized so that a proper comparison can be made between vendor responses. Pricing can include other items not listed on the form with additional notes made as to what supplementary or added elements it contains.
Answer: Rider statistics can be found below, however of those listed, a rider may fall within multiple criteria/categories. Example: a rider may be ADA certified, that works at Challenge, however a particular trip may be “New Freedom” if it exceeds beyond the ¾ mile ADA corridor or it may be a trip paid for by Medicaid. The criteria are used for billing and determination of funding sources.
32583 were for people 60 years and over
35242 were for ADA
8006 were Medicaid
379 were WG to Challenge – I used the Watkins AM count
3467 were other trips to Challenge
3972 were New Freedom trips
Answer: No, the vendor will not be required to provide drivers. Gadabout utilizes its own staff and volunteer drivers to provide service.
Answer: Please read Section III and Proposal Sign-Off Sheet of the RFP. Yes. Electronic copies should be e-mailed to kw1@tcatmail.com in addition to the required mailed paper copies.
Answer: No, electronic copies must be submitted by e-mail.
Answer: Additional materials can be provided but are not required and will not be considered in the proposal evaluation.
Answer: No, all response items should be submitted in the same envelope.
Answer: Please see answer to Question 17.
Answer: Please read Section 6.1 which notes the existing software, EasyRides scheduling software, which was purchased in the early 2000’s. The RFP is intended to replace the existing software.
Answer: Please read RFP Section I.A. The current scheduling software is outdated and needs to be replaced with one that is more efficient, and meets the needs of both clients and staff.
Answer: Gadabout does not offer any other services at the moment other than those outlined on page 2 in the System Specifications attachment.
Answer: This requirement should be submitted within the response under RFP Section IV.A.2. “A list of similar work for small size transit or paratransit agencies including name, location, date, for which services were provided during the last three years. Identify work as completed or underway. Provide at least three references with contact information including the name, address, phone number and e-mail of the contract officer of the awarding entity.” It should not be submitted as a seperate document.
Answer: A combination of local funds and State funding will be used.
Answer:
Answer: No, Gadabout does not have a preferred cellular network.
Answer: Please read Section 9.2.1.1 in the System Specifications Attachment.
Answer: No.
Answer: Currently there are 10 users in the office.
Answer: Please read Section 10.7 in the System Specifications Attachment. The vendor shall provide initial training courses to current Gadabout vehicle operators. Members of the Gadabout staff will train any new drivers hired after the initial training.
Answer: 4
Answer: All of Gadabout’s operation is housed at 737 Willow Ave., Ithaca, NY 14850.
Answer: No.
Answer: N/A
Answer: Gadabout does not use subcontractors to provide service.
Answer: No.
Answer: Those proposers whose proposals are in the competitive range will be invited to an interview, in which demonstrations may be included.
Answer: Please note that this is a Request for Proposal (RFP), not a bid. If the proposer proposes to comply with a requirement by making a modification to the requirement, proposal evaluation scoring for that proposal will not be affected negatively. As mentioned in the Compliance Matrix, if the proposer can comply if the requirement is modified, describe the modified requirement in the matrix.
Answer: Please read Section 6.1 of the System Specifications attachment.
Answer: No external interfaces currently exist and are not required for this proposal. However, please read Section 8 of the System Specifications Attachment.
Answer: Please read Sections 6.8 and 7 in System Specifications Attachment.
Answer: Please see answer to Question 43.
Answer: Please read Section III.A.4 in the RFP and Section 10.2 in the System Specifications Attachment. Gadabout has not established a specific deadline for this project. A proposed project work plan including a proposed schedule from notice to proceed for delivery, installation, system training, testing and full implementation is a required submission.
Answer: Please see the answer to Question 45.
Answer: Please read Section 5 of the Price Proposal Form and Section 9.2.1 of the System Specifications Attachment.
Answer: A total of 30-35 drivers will need to be trained.
Answer: One primary and two (2) backup.
Answer: There are three (3) primary reservation agents, however ten (10) people will need access to the reservation system.
Answer: Of the 10 office positions, four (4) have hybrid positions of reservations/ dispatch/ scheduling.
Answer: No.
Answer: No.
Answer: The current service area is within Tompkins County with the addition of one Watkins Glen route that services Schuyler County. This bus brings a group of riders in from Watkins Glen in the morning and returns them in the afternoon. This is not a committed commuter route as the bus will also take and deliver other riders along the route.
Answer: Yes. Less than 5% of the total trips provided are for groups.
Answer: 20
Answer: Gadabout operates 360 days per year. There is no service on New Years Day, Memorial Day, 4th of July, Thanksgiving, and Christmas. There is reduced service on President’s Day, Labor Day, the Friday after Thanksgiving, and weekends. An average of 4-6 vehicles are utilized per day for weekend or reduced service.
Answer: Gadabout service along with the ADA paratransit service is provided Monday through Friday 8:00am-4:30pm EST. The ADA service extends to off peak hours during the evenings and weekends. The ADA paratransit service is required to operate paralell service times to the TCAT fixed route. TCAT operates 20 hours per day and Gadabout would be required to provide trips should one be requested. Currently the ADA trips are finished by 9:30pm, however Gadabout would be expected to operate later should a ride be requested that falls within the ADA paratransit service times and areas of service. Information on TCAT routes can be found on their website www.tcatbus.com.
Answer: See the answer to Question 58 response
Answer: No.
Answer: 2.04 trips/hour, 2018 had 54,196 trips with 26,163 vehicle revenue hours.
Answer: Weekday M-F 200 completed trips, 45 Weekend trips
Answer: 9.0 miles/trip
Answer: Gadabout currently does not offer ”will call” service. There are anywhere from 4-6 rides that are not scheduled by the end of the day and they are considered ”add-ons” and the dispatcher will work those rides in the next day. Gadabout has on average 8-10 ”call when done” rides where the person may not be finished from a medical appointment and the dispatcher will work in their pickup when done.
Answer: The only rides that are ”declined” are those where adequate notice was not given to book the ride or their ride does not fall within the ADA service requirements. These trips are currently not tracked.
Answer: 1,000
Answer: Yes. 35%
Answer: Gadabout provides demand response service. We do not provide a deviated fixed route service.
Answer: Last year Gadabout served 2,781 individuals.
Answer: The client population growth rate is not tracked.
Answer: None
Answer: 4,400 calls per month
Answer: Calls are tracked in ½ hr. increments. The peak times are between 3:00-4:30 pm EST when riders call to get their pickup times for the following days.
3:00pm-3:29pm 223
3:30pm-3:59pm 195
4:00pm-4:29pm 110
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