CITY OF MISSION VIEJO NOTICE INVITING PROPSALS AND SEALED BIDS FOR SENIOR MOBILITY TAXI TRANSPORTATION SERVICE
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CITY OF MISSION VIEJO
NOTICE INVITING PROPSALS AND SEALED BIDS
FOR
SENIOR MOBILITY
TAXI TRANSPORTATION SERVICE
NOTICE IS HEREBY GIVEN that the City of Mission Viejo (“City”) is seeking proposals,
including a sealed bid, from qualified firms to provide taxi transportation services for the
City’s Senior Dial-a-Taxi Program. This program is only available to Mission Viejo
residents who are 60 years of age or older. Funding for this program is provided by the
Orange County Transportation Authority’s Senior Mobility Program. It is the intent of the
City to execute a 3-year term contract with an option for a 2-year extension for taxi
transportation services. Contract services are to begin July 1, 2021.
Proposals and sealed bids will be received at the Civic Center until 2:00 p.m. on April
29, 2021. No proposals/bids will be accepted after this date and time.
Sealed bids shall be marked as “Competitive Bid for Senior Dial-a-Taxi Service” on the
outside of the sealed envelope.
You may obtain the City’s “Senior Mobility Taxi Transportation Service Request for
Proposals” document by accessing the City’s website at www.cityofmissionviejo.org and
then clicking on “Government” then clicking on “Request for Proposals & Bid
Opportunities.” You may also contact Andrew Fine at (949) 470-3003 or
afine@cityofmissionviejo.org with any questions regarding the RFP or to request a copy
of this document to be emailed to you.REQUEST FOR PROPOSALS
SENIOR MOBILITY
TAXI TRANSPORTATION SERVICE
Issued by:
City of Mission Viejo
200 Civic Center,
Mission Viejo, California 92691
April 15, 2021
Proposals and Bids Due: April 29, 20211 INTRODUCTION
The City of Mission Viejo (“City”) is seeking proposals from qualified firms (“Proposer”) to
provide taxi transportation services for the City’s Senior Dial-a-Taxi Program (“Services”).
Funding for this program is provided by OCTA’s Senior Mobility Program (“SMP”). The scope
of work for Services is listed in Section 2 of this RFP document. It is the intent of the City to
execute a 3-year term contract with an option for a 2-year extension.
The tentative schedule for this procurement process is as follows:
RFP Issued April 15, 2021
Deadline for all RFP Questions April 27, 2021 (5pm)
Proposals/Bids Due April 29, 2021 (2pm)
Public Bid Opening April 29, 2021 (2pm)
City Council Award of Contract May 25, 2021; or June 8, 2021
Contract Start Date July 1, 2021
1.1 City of Mission Viejo Senior Dial-a-Taxi Program Information
The City’s Senior Dial-a-Taxi program began in 2006. This program is offered to only Mission
Viejo residents who are 60 years of age or older. The Service Area for this program is any
destination within the city limits of Mission Viejo, Laguna Hills, Laguna Woods, Lake Forest, and
Rancho Santa Margarita. Transportation outside of the Service Area is offered to the following
destinations (“Satellite Destinations”):
• Age Well Adult Day Health Care, Laguna Woods
• Family Assistance Ministries, San Clemente
• Irvine Metrolink Station
• John Wayne Airport
• Kaiser Hospital, 6640 Alton Pkwy, Irvine
• Laguna Niguel/Mission Viejo Metrolink Station
• Serving People in Need (SPIN), Costa Mesa
• South County Outreach, Irvine
• VA Community Resources and Referral Center, Santa Ana
The City sets the co-pay amount and can change this amount anytime during the term of the
contract. However, the total cost per trip will remain the same as established in the agreement
between the City and Proposer. It is the City’s desire to keep the same cost per trip for any
destination location within the Service Area as is the case with our current program.
12 Scope of Work
Below is the Scope of Work that will be required to effectively perform the tasks required for this
contract. The term “Contractor” is used where the applicable company’s name would be located
in the contract.
1. Services to be performed by CONTRACTOR under this AGREEMENT shall be as follows:
a. Accept telephone requests from pre-approved residents of Mission Viejo for taxi
service and dispatch a vehicle to the pickup location. Transportation program shall
be both demand responsive and advanced pre-scheduled reservations. Trips to be
included will be limited to Senior Center, Standard Medical Appointments, Personal
Care, Shopping, and the following Social/Recreational destinations: Restaurants,
Parks, Lake Mission Viejo, Movies Theaters, Visit Family and Friends, Places of
Worship, City Hall, Library, Elk's Lodge, Banks, Schools, Concert Venues, Funeral
Homes, Hospitals, and Post Office within the City limits of Mission Viejo and
Laguna Hills. Additional locations include Lake Forest Nursing Center in Lake
Forest, Freedom Village in Lake Forest, Age Well Adult Health Care in Laguna
Woods, Mission Viejo-Laguna Niguel Metrolink Station, Irvine Transportation
Center, South County Outreach, Serving People in Need, VA Community Resources
and Referral Center, and Family Assistance Ministries. The vehicle shall arrive at
the scheduled pickup location at the designated time or no later than 20 minutes
after.
b. Days and Hours of Operation: CONTRACTOR shall provide reservations and taxi
services twenty four hours per day, seven days per week, including holidays.
c. CITY taxi passengers shall pay $5.00 co-pay per one way trip. Eligible patrons
must show their client ID badge when entering the taxi. CONTRACTOR shall
invoice the CITY at the rate agreed to by the CITY and identified in Exhibit B
Compensation Service Rates.
d. Complaints: CONTRACTOR will provide the CITY with the name and phone
number of a contact person to call for reporting customer complaints. Within
twenty-four (24) hours of a reported complaint, CONTRACTOR’S assigned
customer service representative will contact the client to resolve the problem and
report client complaint to CITY. Within forty eight (48) hours of the reported
complaint, CONTRACTOR’S customer service representative will email to the
CITY the steps they are taking to address the client’s problem.
e. CONTRACTOR shall gather ridership data and report such information to the CITY
with the monthly invoice.
f. Telephone Line: CONTRACTOR shall provide a toll-free telephone number for use
by the CITY’s taxi passengers.
2g. Vehicles, Maintenance, Appearance/Inspections:
i. Vehicles: It shall be CONTRACTOR’S responsibility to maintain and
operate all participating vehicles at its sole cost and expense, and
CONTRACTOR shall pay all costs relating to maintenance, insurance, fuel,
taxes, fringe benefits, licensing, dispatching, radio equipment, training,
supervisions, management, service monitoring and vehicular accident
reporting. All such liability shall be the sole responsibility of
CONTRACTOR. Taxis shall have a taxi meter with a current inspection and
approval by the Department of Weights and Measures. CONTRACTOR
shall assure that participating vehicles meet all applicable codes and laws.
ii. Appearance: All taxis shall be uniformed in appearance and have the
CONTRACTOR logo and color scheme.
All taxis interior and exterior shall be kept clean throughout the day.
Floors shall be free of stains, paper or other debris, gum or other sticky
substances. Windows shall be free of dirt, dust, smudges, hands or
fingerprints, exterior or interior. Dashboards, wheel wells, rails and ledges
shall be kept clean, dirt and grease free. Seating areas shall be kept clean
and in good repair with attention paid to cleaning upholstery on a regular
basis. Wheelchair lifts shall be kept clean and in good repair.
h. Upon receipt of notice from the CITY, the CONTRACTOR shall promptly correct
any deficiency in CONTRACTOR’S performance of the Agreement.
2. Reporting Requirements:
a. Daily Records: CONTRACTOR shall keep records of customer service
reservations taken. Reservations shall include clients name, telephone number,
pick-up and drop-off address, time the call was received and time the call
dispatched.
b. Monthly Summaries: A monthly summary shall be attached to the
CONTRACTOR’s billing invoice and shall include the following: Date, Passenger
ID #, Passenger Name, Pick up address, Drop off address, Pick up time, Drop off
time, Trip Miles, Co Pay, Trip type, Number of trips per client, No shows and
Cancellation.
c. Incident Report: Drivers shall be required to complete “incident reports” after any
out of the ordinary occurrence during service. Such reports must be submitted to
CITY review within 24-hours and should be submitted after such incidents as
disputes with or between passengers, passenger injury or accidents (during boarding
or on vehicle), passenger misconduct.
d. Vehicle Accidents: CONTRACTOR shall have sole responsibility, at its own
3expense, for repair of taxi’s damaged in a vehicular accident. CITY shall retain the
right or accident investigation as it sees fit; and may request drug/alcohol screening
of a driver found to be at fault under specific circumstances.
e. Patron Complaints: CITY and CONTRACTOR shall investigate and document all
complaints or citizen concerns as a part of program administration by collecting as
much pertinent information regarding the complaint as possible from the
complaining party. CITY may require complaint investigation on the part of the
CONTRACTOR. City may require complaint investigation on the part of
CONTRACTOR. City reserves the right to exclude any of the Contractor’s
employees or drivers from participating in the program due to findings relating to a
complaint or service issues.
f. Retention/Review of Records: The CONTRACTOR will maintain all records
pertaining to the services performed under this Agreement for a period of five years.
The Contractor shall make its records pertaining to the Agreement available to the
CITY upon request during regular business hours either for inspection or audit.
3. Contractor acknowledges awareness of Section 3700 et seq. of the California Labor Code,
which requires every employer to be insured against liability for workers’ compensation or
to undertake self-insurance in accordance with the provision of that code. Contractor
covenants that it shall comply with such provisions prior to commencement of work
performed for this Agreement.
4. Drivers Qualifications: All drivers shall be legally licensed to operate a taxi and hold a
current permit issued by OCTAP. Drivers must have a satisfactory Department of Motor
Vehicles record. Drivers must receive sensitivity and safety training. Drivers shall assist
any passenger having difficulty in boarding. Drivers shall assist passengers in wheelchairs
with boarding and tie downs. Drivers are to be alert, clean, careful, courteous and
competent in their driver skills. Drivers shall conform to CONTRACTOR’S dress code.
3 RFP TERMS AND CONDITIONS
3.1 Proposal and Bid Submittal Instructions
The Proposer shall submit a proposal and bid that are complete and contain a substantial level of
detail to allow adequate evaluation on a technical and financial basis by the City. All data,
documents and other products used or developed during the RFP process become the property of
the City upon submission. A current IRS W-9 and Vendor Application form are required.
By submitting a proposal, the respondent agrees to provide the City with the agreed upon services
described in the solicitation in accordance with these standard terms and conditions, at the agreed
upon price and in compliance with the stated specifications, any subsequent addendums issued prior
to the date of the opening, and any negotiated terms subsequent to the acceptance of proposals.
The Proposer shall submit one (1) original (signed) and one (1) copy of the proposal in its entirety,
4including all other requirements as specified herein. The proposal shall be typed or printed on 8-1/2
by 11-inch paper. All proposals shall be appropriately bound and may contain preprinted and
photographic material at the option of the Proposer. Any oversize documents must be folded to
size and secured in the proposal.
Proposals and sealed bids shall be received by the City, in the Recreation & Community Services
Department, no later than 2:00 p.m., Local Time, on April 29, 2021, addressed as follows:
Andrew Fine
City of Mission Viejo
200 Civic Center
Mission Viejo, CA 92691
Proposals/bids received after the deadline may be returned and will not be considered. Postmarks
will not be accepted as proof of receipt.
Legal Compliance
Proposer must comply with all Federal, State and Local laws, statutes, ordinances, regulations
and standards in effect at the time of delivery of goods and services, and must maintain any and
all required licenses and certificates required under the same laws, statutes, ordinances,
regulations and standards for services and/or goods provided in response to this solicitation.
Modifications and Addendums
The City shall have the right to modify any of the solicitation documents prior to submission
deadline and will endeavor to notify potential proposers, but failure to notify shall impose no
liability or obligation on the City. All modifications and addendums must be in written form
prepared by the City department issuing the solicitation. Proposers are responsible for
incorporating any and all modifications and addendums into their submissions.
Interpretation of Solicitation Documents
The City is the final judge of the meaning of any word(s) sentences, paragraphs or other parts
of the solicitation documents. Proposers are encouraged to seek clarification, before submitting
a proposal, of any portion of the proposal documents that appears to be ambiguous, unclear,
inconsistent, or otherwise in error. Clarifications will be in writing.
Minor Irregularities
The City reserves the right to waive any minor irregularities that do not materially affect the
scope or pricing of submitted proposals.
Responsiveness of Proposals
Proposal submissions that fail to meet significant requirements outlined in the solicitation
documents will be considered “non-responsive”.
Withdrawal of Proposals
Proposers may withdraw any submitted proposals prior to the submission deadline. Proposers
may not withdraw after the proposal due date (April 29, 2021) without the approval of the City’s
purchasing manager. Proposers who no longer wish to negotiate with City will be allowed to
5withdraw proposals. However, once a proposal has been withdrawn, it can no longer be
considered.
Disqualification of Proposer
The City may disqualify proposers, and their proposals not be considered, for any of the
following reasons: Collusion among proposers; Proposer’s default on an existing or previous
contract with the City, including failure to deliver goods and/or services of the quality and price
proposed or agreed upon; Proposer’s lack of financial stability; any factor concerning the
proposer’s inability to provide the quantity, quality, and timeliness of services specified in the
solicitation; proposer involved in a current or pending lawsuit with City; proposer’s attempt to
influence the outcome of the solicitation through unauthorized contact with City officials
outside of those listed in the solicitation documents; and proposer’s attempt to offer gifts,
gratuities, or bribes to any City employee or elected official in connection with a solicitation.
Right to Reject All Proposals
The City reserves the right to reject all bids for any reason whether or not said bids are
responsive or non-responsive. The City reserves the right to reject any bid that is non-
responsive to this RFP. The City may, but shall not be required to, solicit additional
information, orally or in writing, from one or more of the applicants relating to the content of
their proposal(s). The City may, but shall not be required to, meet with one or more of the
applicants prior to a preliminary selection of one or more applicants with which the City may
choose to negotiate.
Cost of Submission
The cost of submitting proposals shall be borne by the proposers, and the City will not be liable
for any costs incurred by a proposer responding to this solicitation.
4. REQUIRED PROPOSAL FORMAT AND INSTRUCTIONS
The following section format must be followed by all Proposers. Proposals received that do
not follow the requested proposal format below will be considered unresponsive and will be
returned to the Proposer.
1) Executive Summary: Please include within your executive summary the
following:
• Explain what sets your company apart from others in the field of taxi service
and why your company is a good fit for the City of Mission Viejo and its Senior
Dial-a-Taxi Program.
• Exhibit that your company is in good financial condition.
• Notice of Litigation—provide information regarding any filed, pendingor
threatened claims or litigation by clients (current or past) during the last five
years against your firm.
62) Scope of Work: Establish your firm’s understanding of the City’s scope of work
requirements and substantiate your firm’s ability to satisfy the City’s objectives and
requirements. A listing of individuals that will be assigned to the City of Mission Viejo to
administer and support the City’s program shall be included in this section.
3) Insurance Requirements: Please note the City’s insurance requirements. Your firm should
demonstrate that these insurance requirements can be met by attaching proof of insurance
certificates.
The City must comply with OCTA’s SMP program guidelines, and thereby, the selected
vendor will also need to comply with OCTA SMP guidelines. A statement from your firm
that you understand that the OCTA SMP guidelines will become part of the City’s
agreement for Services and will be followed by your firm shall also be included within
this section.
4) References: Provide a list of municipal clients where your firm has provided similar
Services within the last (5) five years. Please include the contact information for each
reference.
5) Proposal Bids: Bids shall be sealed as directed in this RFP. The total cost per one way trip
that is bid by Proposer shall include the resident “co-pay” amount and the cost to the
City. The City is responsible for setting the co-pay amounts during the term of the contract.
Please use a grid similar to the one below:
Trips To/From Co-Pay Bill to City Total Trip % Match
City Facilities: $0 $ $ %
Norman P. Murray Center
City Hall
Oso Creek Golf Course
Mission Viejo Library
MV Animal Shelter
Montanoso Recreation Center
Sierra Recreation Center
Felipe Tennis Center
Marguerite Tennis Center
Within City Limit of: $5 $ $ %
Mission Viejo
Within City Limits of: $5 $ $ %
Lake Forest
Laguna Hills
Rancho Santa Margarita
Laguna Woods
Satellite Destinations: $5 $ $ %
South coast Orthopedic
Specialists
Irvine Transportation Center
7MV/LN Metrolink Station
AgeWell Adult Day Health Care
Freedom Village Retirement
Village
Lake Forest Nursing Center
Kaiser in Irvine $5 $ $ %
South County Outreach
John Wayne Airport $20 $ $ %
Serving People in Need (SPIN) $5 $ $ %
VA Community Resources & $5 $ $ %
Referral Center
Family Assistance Ministries $5 $ $ %
6) No mention shall be made in bids of Sales Tax, Use Tax, or any other tax, as all amounts
bid will be deemed and held to include any such taxes which may be applicable.
The City’s desire is to fix all costs for Service for the initial 3-year term of the contract;
and to also set the same costs for Service for all destinations within the Service Area. An
option for a 2-year extension (or Renewal Term) to the contract will be available and the
Proposer has an option, if applicable, topropose a cost increase to Services for the Renewal
Term. It is also the City’s desire to fix the cost for the 2-year extension term.
5. PROPOSAL EVALUATION AND SELECTION PROCESS
In order to be considered responsive to this RFP, Proposers must have:
• Abided by the City’s Process Integrity Rules;
• Delivered a proposal by the submission deadline; and
• Complied with the proposal format requirements of this RFP
If the requirements are met, proposals will be considered responsive and will continue through the
evaluation process. If the requirements have not been met, a Proposer shall be disqualified.
Proposals and bids will be evaluated based on the best qualified vendor selection criteria listed
below:
In determining the best qualified vendor, consideration is to be given to price, quality,
and performance of the goods and supplies, equipment, or materials to be purchased or
nonprofessional services to be provided by the vendor. Criteria for determining the best
qualified vendor shall include but not be limited to the following:
A. The cost and quality of the goods and supplies, equipment, materials, or nonprofessional
services;
8B. The ability, capacity, and skill of the vendor to perform the contract and to provide the
goods and supplies, equipment, materials, or non-professional services requested;
C. The ability of the vendor to provide the goods and supplies, equipment, materials, or
nonprofessional services requested promptly or within the time specified, without delay,
interference, or service interruption;
D. The ability of the vendor to demonstrate the attributes of trustworthiness, quality, fitness,
capacity, and experience to satisfactorily perform;
E. The character, integrity, reputation, judgment, references, experience, and efficiency of the
vendor;
F. The quality of vendor’s performance history and record on previous purchases or contracts
with the city;
G. The ability of the vendor to provide future maintenance, repair parts, and services for the
use of the goods and supplies, equipment, or materials purchased; and
H. The ability of the vendor to demonstrate its prior, current, and continued complianceduring
the contract term with all applicable federal, state, and local laws, statutes,ordinances and
all lawful orders, rules, and regulations promulgated thereunder.
Representatives of the City may contact references listed, or other public/private entities known to
have contracted with Proposer, as part of the evaluation process.
Interviews may be coordinated with the top candidates.
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