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HomeMy WebLinkAboutP-23-255 Next Step Transports.pdf cO County of Fresno INTERNAL SERVICES DEPARTMENT Facilities• Fleet•Graphics• Purchasing •Security•Technology O� 185 O ORES PROCUREMENT AGREEMENT Agreement Number P-23-255 June 13, 2023 Next Step Transports 2945 McMillan Ave Ste 236 San Luis Obispo, CA 93401 The County of Fresno (County) hereby contracts with Next Step Transports (Contractor)to provide non- emergency client transport in accordance with the text of this agreement, Attachment"A", County of Fresno Request for Quotation No: 23-030 and the attached contractors response to County of Fresno Request for Quotation No: 23-030 by this reference made a part hereof. TERM: This Agreement shall become effective July 1, 2023 and shall remain in effect through June 30, 2024. EXTENSION: This Agreement may be extended for four(4) additional one (1)year periods by the mutual written consent of all parties. MINIMUM ORDERS: Unless stated otherwise there shall be no minimum order quantity. The County reserves the right to increase or decrease orders or quantities. CONTRACTOR'S SERVICES: Contractor shall perform the services as described in Attachment"A" attached, at the rates set forth in Attachment"A". ORDERS: Orders will be placed on an as-needed basis by Fresno County Public Defender's Office under this contract. PRICES: Prices shall be firm for the contract period. MAXIMUM: In no event shall services performed and/or fees paid under this Agreement be in excess of One Hundred Twenty-Five Thousand Dollars ($125,000.00). ADDITIONAL ITEMS: The County reserves the right to negotiate additional items to this Agreement as deemed necessary. Such additions shall be made in writing and signed by both parties. DELIVERY: The F.O.B. Point shall be the destination within the County of Fresno. All orders shall be delivered complete as specified. All orders placed before Agreement expiration shall be honored under the terms and conditions of this Agreement. DEFAULT: In case of default by Contractor, the County may procure the articles/services from another source and may recover the loss occasioned thereby from any unpaid balance due the Contractor or by any other legal means available to the County. The prices paid by County shall be considered the prevailing market price at the time such purchase is made. Inspection of deliveries or offers for delivery, which do not meet specifications, will be at the expense of Contractor. 333 W. Pontiac Way, Clovis, CA 93612 / (559) 600-7110 *The County of Fresno is an Equal Employment Opportunity Employer* PROCUREMENT AGREEMENT NUMBER: P-23-255 Page 2 Next Step Transports June 13, 2023 INVOICING: An itemized invoice shall be sent to requesting County department in accordance with invoicing instructions included in each order referencing this Agreement. The Agreement number must appear on all shipping documents and invoices. Invoice terms shall be Net 45 Days. INVOICE TERMS: Net forty-five (45) days from the receipt of invoice. TERMINATION: The County reserves the right to terminate this Agreement upon thirty (30)days written notice to the Contractor. In the event of such termination, the Contractor shall be paid for satisfactory services or supplies provided to the date of termination. LAWS AND REGULATIONS: The Contractor shall comply with all laws, rules and regulations whether they be Federal, State or municipal, which may be applicable to Contractor's business, equipment and personnel engaged in service covered by this Agreement. AUDITS AND RETENTION: Terms and conditions set forth in the agreement associated with the purchased goods are incorporated herein by reference. In addition, the Contractor shall maintain in good and legible condition all books, documents, papers, data files and other records related to its performance under this contract. Such records shall be complete and available to Fresno County, the State of California, the federal government or their duly authorized representatives for the purpose of audit, examination, or copying during the term of the contract and for a period of at least three years following the County's final payment under the contract or until conclusion of any pending matter(e.g., litigation or audit), whichever is later. Such records must be retained in the manner described above until all pending matters are closed. LIABILITY: The Contractor agrees to: Pay all claims for damage to property in any manner arising from Contractor's operations under this Agreement. Indemnify, save and hold harmless, and at County's request defend the County, its officers, agents and employees from any and all claims for damage or other liability, including costs, expenses (including attorney's fees and costs), causes of action, claims or judgments resulting out of or in any way connected with Contractor's performance or failure to perform by Contractor, its agents, officers or employees under this Agreement, and from any and all costs and expenses (including attorney's fees and costs), damages, liabilities, claims, and losses occurring or resulting to any person, firm or corporation who may be injured or damaged by the performance, or failure to perform, of Contractor, its officers, agents, or employees under this Agreement. INSURANCE: Without limiting the COUNTY's right to obtain indemnification from CONTRACTOR or any third parties, CONTRACTOR, at its sole expense, shall maintain in full force and effect, the following insurance policies or a program of self-insurance, including but not limited to, an insurance pooling arrangement or Joint Powers Agreement(JPA)throughout the term of the Agreement: A. Commercial General Liabilitv: Commercial General Liability Insurance with limits of not less than Two Million Dollars ($2,000,000.00) per occurrence and an annual aggregate of Four Million Dollars ($4,000,000.00). This policy shall be issued on a per occurrence basis. County may require specific coverage including completed operations, product liability, contractual liability, Explosion-Collapse- Underground, fire legal liability or any other liability insurance deemed necessary because of the nature of the contract. B. Automobile Liability: Comprehensive Automobile Liability Insurance with limits of not less than One Million Dollars ($1,000,000.00) per accident for bodily injury and for property damages. Coverage should include any auto used in connection with this Agreement. C. Professional Liabilitv: If Contractor employs licensed professional staff, (e.g., Ph.D., R.N., L.C.S.W., M.F.C.C.) in providing services, Professional Liability Insurance with limits of not less than One Million Dollars ($1,000,000.00) per occurrence, Three Million Dollars ($3,000,000.00)annual aggregate. D. Worker's Compensation: A policy of Worker's Compensation insurance as may be required by the California Labor Code. P-23-255 Next Step Transport.docx PROCUREMENT AGREEMENT NUMBER: P-23-255 Page 3 Next Step Transports June 13, 2023 Additional Requirements Relating to Insurance: Contractor shall obtain endorsements to the Commercial General Liability insurance naming the County of Fresno, its officers, agents, and employees, individually and collectively, as additional insured, but only insofar as the operations under this Agreement are concerned. Such coverage for additional insured shall apply as primary insurance and any other insurance, or self-insurance, maintained by County, its officers, agents and employees shall be excess only and not contributing with insurance provided under Contractor's policies herein. This insurance shall not be cancelled or changed without a minimum of thirty (30) days advance written notice given to County. Contractor hereby waives its right to recover from County, its officers, agents, and employees any amounts paid by the policy of worker's compensation insurance required by this Agreement. Contractor is solely responsible to obtain any endorsement to such policy that may be necessary to accomplish such waiver of subrogation, but Contractor's waiver of subrogation under this paragraph is effective whether or not Contractor obtains such an endorsement. Within Thirty(30) days from the date Contractor signs and executes this Agreement, Contractor shall provide certificates of insurance and endorsement as stated above for all of the foregoing policies, as required herein, to the County of Fresno, Fresno County Public Defender's Office, Attn: Business Manager, 2135 Fresno St. Ste 100, Fresno CA 93721, stating that such insurance coverage have been obtained and are in full force; that the County of Fresno, its officers, agents and employees will not be responsible for any premiums on the policies; that such Commercial General Liability insurance names the County of Fresno, its officers, agents and employees, individually and collectively, as additional insured, but only insofar as the operations under this Agreement are concerned; that such coverage for additional insured shall apply as primary insurance and any other insurance, or self-insurance, maintained by County, its officers, agents and employees, shall be excess only and not contributing with insurance provided under Contractor's policies herein; and that this insurance shall not be cancelled or changed without a minimum of thirty(30) days advance, written notice given to County. Certificates of Insurance are to include the contract number at the top of the first page. In the event Contractor fails to keep in effect at all times insurance coverage as herein provided, the County may, in addition to other remedies it may have, suspend or terminate this Agreement upon the occurrence of such event. All policies shall be with admitted insurers licensed to do business in the State of California. Insurance purchased shall be purchased from companies possessing a current A.M. Best, Inc. rating of A FSC VII or better. COMING ON COUNTY PROPERTY TO DO WORK: Contractor agrees to provide maintain and furnish proof of Comprehensive General Liability Insurance with limits of not less than $500,000 per occurrence. INDEPENDENT CONTRACTOR: In performance of the work, duties and obligations assumed by Contractor under this Agreement, it is mutually understood and agreed that Contractor, including any and all of Contractor's officers, agents, and employees will at all times be acting and performing as an independent contractor, and shall act in an independent capacity and not as an officer, agent, servant, employee,joint venturer, partner, or associate of the County. Furthermore, County shall have no right to control or supervise or direct the manner or method by which Contractor shall perform its work and function. However, County shall retain the right to administer this Agreement so as to verify that Contractor is performing its obligations in accordance with the terms and conditions thereof. Contractor and County shall comply with all applicable provisions of law and the rules and regulations, if any, of governmental authorities having jurisdiction over matters the subject thereof. Because of its status as an independent contractor, Contractor shall have absolutely no right to employment rights and benefits available to County employees. Contractor shall be solely liable and responsible for providing to, or on behalf of, its employees all legally-required employee benefits. In addition, Contractor shall be solely responsible and save County harmless from all matters relating to payment of Contractor's employees, including compliance with Social Security, withholding, and all other regulations governing such P-23-255 Next Step Transport.docx PROCUREMENT AGREEMENT NUMBER: P-23-255 Page 4 Next Step Transports June 13, 2023 matters. It is acknowledged that during the term of this Agreement, Contractor may be providing services to others unrelated to the County or to this Agreement. NON-ASSIGNMENT: Neither party shall assign, transfer or sub-contract this Agreement nor their rights or duties under this Agreement without the written consent of the other party. AMENDMENTS: This Agreement constitutes the entire Agreement between the Contractor and the County with respect to the subject matter hereof and supersedes all previous negotiations, proposals, commitments, writings, advertisements, publications, Request for Proposals, Bids and understandings of any nature whatsoever unless expressly included in this Agreement. This Agreement supersedes any and all terms set forth in Contractor's invoice. This Agreement may be amended only by written addendum signed by both parties. INCONSISTENCIES: In the event of any inconsistency in interpreting the documents which constitute this Agreement, the inconsistency shall be resolved by giving precedence in the following order of priority: (1)the text of this Agreement(excluding Attachment"A", County's Request for Quotation No. 23-030 and the Contractor's Quote in response thereto); (2)Attachment"A"; (3)the County's Request for Quotation No. 23- 030 and (4)the Contractor's quotation made in response to County's Request for Quotation No. 23-030. GOVERNING LAWS: This Agreement shall be construed, interpreted and enforced under the laws of the State of California. Venue for any action shall only be in County of Fresno. ELECTRONIC SIGNATURES: The parties agree that this Agreement may be executed by electronic signature as provided in this section. A. An "electronic signature" means any symbol or process intended by an individual signing this Agreement to represent their signature, including but not limited to (1) a digital signature; (2)a faxed version of an original handwritten signature; or(3) an electronically scanned and transmitted (for example by PDF document) of a handwritten signature. B. Each electronic signature affixed or attached to this Agreement (1) is deemed equivalent to a valid original handwritten signature of the person signing this Agreement for all purposes, including but not limited to evidentiary proof in any administrative or judicial proceeding, and (2) has the same force and effect as the valid original handwritten signature of that person. C. The provisions of this section satisfy the requirements of Civil Code section 1633.5, subdivision (b), in the Uniform Electronic Transaction Act(Civil Code, Division 3, Part 2, Title 2.5, beginning with section 1633.1). D. Each party using a digital signature represents that it has undertaken and satisfied the requirements of Government Code section 16.5, subdivision (a), paragraphs (1)through (5), and agrees that each other party may rely upon that representation. This Agreement is not conditioned upon the parties conducting the transactions under it by electronic means and either party may sign this Agreement with an original handwritten signature. Please acknowledge your acceptance by returning all pages of this Agreement to my office via email or USPS. Please refer any inquiries in this matter to Yvette Jamison, Purchasing Technician, at 559-600-7110 or 0amisyCabfresnocountyca.gov. P-23-255 Next Step Transport.docx PROCUREMENT AGREEMENT NUMBER: P-23-255 Page 5 Next Step Transports June 13, 2023 FOR THE COUNTY OF FRESNO Digitally signed by Gary Cornuelle Gary C O r n U e I I e Date:2023.06.14 06:42:40-07'00' Gary E. Cornuelle Purchasing Manager 333 W. Pontiac Way Clovis, CA 93612 GEC:YJ P-23-255 Next Step Transport.docx PROCUREMENT AGREEMENT NUMBER: P-23-255 Page 6 Next Step Transports June 13, 2023 CONTRACTOR TO COMPLETE: Company: Next Step Transports Type of Entity: ❑ Individual ❑ Limited Liability Company ❑ Sole Proprietorship ❑ Limited Liability Partnership ® Corporation ❑ General Partnership 2945 McMillan Ave Suite 236 San Luis Obispo CA 93401 Address city State Zip 805-858-0987 _805-855-6250 Ben&nextste tp ransports.com TELEPHONE NUMBER FAX NUMBER E-MAIL ADDRESS Print Name&Title:Benjamin Jacobsen, Owner Print Name&Title: Signatur Signature: ACCOUNTING USE ONLY ORG No.: 2880 Account No.: 7295 Requisition No.: 2880230101 (08/2022) P-23-255 Next Step Transport.docx PROCUREMENT AGREEMENT NUMBER: P-23-255 Attachment Page 1 of 46 Next Step Transports June 13, 2023 A TTACHMENT "A " Description Cost Annual Average Extended Cost Rate per mile $3.25-3.75 4500 miles $14,625.00 Rate per mile empty $3.25-3.75 4,500 miles $14,625.00 Wait time (per 15 minute increments) $15.00 1 240 increments $3,600.00 TOTAL $32,850.00 Additional Charges Cost Flat rate per trip n/a No Show Cost of trip Short Notice (Less than 2 hours) n/a Hoilday/Weekend per mile $4.00 Other n/a Explain (other) $3.25 per mile M-F 7am - 7pm ; $3.7 per mile M-F 7pm-7am & Sat, Sun, $4.00 per mile holidays P-23-255 Next Step Transport.docx Contractor's Response to County of Fresno Request for Quotation No. 23-030 P-23-255 Next Step Transport.docx COUNTY OF FRESNO ti coU� 0 1s o FRES REQUEST FOR QUOTATION NUMBER: 23-030 TRANSPORTATION SERVICES Issue Date: March 28, 2023 Closing Date: MAY 4, 2023 AT 10:00 AM All Questions and Responses must be electronically submitted on the Bid Page on Public Purchase. For assistance, contact Yvette Jamison at Phone (559) 600-7110. BIDDER TO COMPLETE Undersigned agrees to furnish the commodity or service stipulated in the attached at the prices and terms stated in this RFQ. Bid must be signed and dated by an authorized officer or employee. COMPANY CONTACT PERSON ADDRESS CITY STATE ZIP CODE ( ) TELEPHONE NUMBER E-MAIL ADDRESS AUTHORIZED SIGNATURE PRINT NAME TITLE Purchasing Use:YJ:st ORG/Requisition:2880/2880230101 23-030 Transportation Services.docx Quotation No. 23-030 Page 2 TABLE OF CONTENTS PAGE KEYDATES .................................................................................................................... 3 OVERVIEW..................................................................................................................... 3 BIDINSTRUCTIONS ......................................................................................................4 GENERAL REQUIREMENTS & CONDITIONS............................................................... 5 INSURANCE REQUIREMENTS ................................................................................... 11 PARTICIPATION........................................................................................................... 12 REFERENCE LIST........................................................................................................ 13 SCOPEOF WORK........................................................................................................ 14 QUOTATION SCHEDULE............................................................................................. 15 CHECKLIST ................................................................................................................. 16 23-030 Transportation Services.docx Quotation No. 23-030 Page 3 KEY DATES RFQ Issue Date: March 28, 2023 Written Questions for RFQ Due: April 13, 2023 at 10:00 AM Questions must be submitted on the Bid Page at Public Purchase. RFQ Closing Date: May 4, 2023 at 10:00 AM Quotations must be electronically submitted on the Bid Page. OVERVIEW The County of Fresno on behalf of the Public Defender's Office is requesting quotations from qualified vendors to provide all labor, materials equipment, permits, fees, taxes and insurance etc., to provide non- emergency client transport as specified herein. 23-030 Transportation Services.dou Quotation No. 23-030 Page 4 BID INSTRUCTIONS • Bidders must electronically submit bid package in pdf format, no later than the quotation closing date and time as stated on the front of this document, to the Bid Page on Public Purchase. The County will not be responsible for and will not accept late bids due to slow internet connection or incomplete transmissions. • Bids received after the closing time will NOT be considered. • All quotations shall remain firm for 180 days. • Interpretation: Should any discrepancies or omissions be found in the bid specifications or doubt as to their meaning, the bidder shall notify the Buyer in writing at once. The County shall not be held responsible for verbal interpretations. Questions regarding the bid must be received by Purchasing prior to the date and time stated within this document. All addenda issued shall be in writing, duly issued by Purchasing and incorporated into the contract. • ISSUING AGENT/AUTHORIZED CONTACT: This RFQ has been issued by County of Fresno, Purchasing. Purchasing shall be the vendor's sole point of contact with regard to the RFQ, its content, and all issues concerning it. All communication regarding this RFQ shall be directed to an authorized representative of County Purchasing. The specific buyer managing this RFQ is identified on the cover page, along with his or her telephone number, and he or she should be the primary point of contact for discussions or information pertaining to the RFQ. Contact with any other County representative, including elected officials, for the purpose of discussing this RFQ, its content, or any other issue concerning it, is prohibited unless authorized by Purchasing. Violation of this clause, by the vendor having unauthorized contact (verbally or in writing)with such other County representatives, may constitute grounds for rejection by Purchasing of the vendor's quotation. The above stated restriction on vendor contact with County representatives shall apply until the County has awarded a purchase order or contract to a vendor or vendors, except as follows. First, in the event that a vendor initiates a formal protest against the RFQ, such vendor may contact the appropriate individual, or individuals who are managing that protest as outlined in the County's established protest procedures. All such contact must be in accordance with the sequence set forth under the protest procedures. Second, in the event a public hearing is scheduled before the Board of Supervisors to hear testimony prior to its approval of a purchase order or contract, any vendor may address the Board. • APPEALS: Appeals must be submitted in writing within seven (7)working days after notification of proposed recommendations for award. A"Notice of Award" is not an indication of County's acceptance of an offer made in response to this RFQ. Appeals shall be submitted to County of Fresno Purchasing, 333 W. Pontiac Way, Clovis, CA 93612 and in Word format to gcornuelle(cDFresnoCountyCA.gov. Appeals should address only areas regarding RFQ contradictions, procurement errors, proposal rating discrepancies, legality of procurement context, conflict of interest, and inappropriate or unfair competitive procurement grievance regarding the RFQ process. Purchasing will provide a written response to the complainant within seven (7) working days unless the complainant is notified more time is required. If the appealing bidder is not satisfied with the decision of Purchasing, bidder shall have the right to appeal to the County Administrative Office within seven (7)working days after Purchasing's notification; if the appealing bidder is not satisfied with CAO's decision, the final appeal is with the Board of Supervisors. Please contact Purchasing if the appeal will be going to the Board of Supervisors. 23-030 Transportation Services.dou Quotation No. 23-030 Page 5 GENERAL REQUIREMENTS & CONDITIONS LOCAL VENDOR PREFERENCE AND DISABLED VETERAN BUSINESS ENTERPRISE BID PREFERENCE: The Local Vendor Preference and Disabled Veteran Business Enterprise Preference do not apply to this Request for Quotation. DEFINITIONS: The terms Bidder, Proposer, Contractor and Vendor are all used interchangeably and refer to that person, partnership, corporation, organization, agency, etc. which is offering the quotation and is identified on page one of this Request For Quotation (RFQ). INTERPRETATION OF RFQ: Vendors must make careful examination of the requirements, specifications and conditions expressed in the RFQ and fully inform themselves as to the quality and character of services required. If any person planning to submit a quotation finds discrepancies in or omissions from the RFQ or has any doubt as to the true meaning or interpretation, correction thereof may be requested in writing from Purchasing by April 13, 2023 at 10:00 AM, cut-off. Questions must be submitted on the Bid Page at Public Purchase or contact Yvette Jamison at (559) 600- 7110. NOTE: Time constraints will prevent County from responding to questions submitted after the cut-off date. Any change in the Request for Quotation will be made by written addendum issued by the County. The County will not be responsible for any other explanations or interpretations. EXCEPTIONS: Please provide any exceptions to the general requirements and conditions taken by the bidder. If exceptions are not noted, the County will assume that the bidder's quotation meets those requirements. AWARD: Award will be made to the vendor(s) offering the services, products, prices, delivery, equipment and system deemed to be to the best advantage of the County. Past performance (County contracts within the past seven years) and references may factor into awarding of a contract. The County shall be the sole judge in making such determination. Award Notices are tentative: Acceptance of an offer made in response to this RFQ shall occur only upon execution of an agreement by both parties or issuance of a valid written Purchase Order by Fresno County Purchasing. RIGHT TO REJECT BIDS: The County reserves the right to reject any and all bids and to waive informalities or irregularities in bids. Failure to respond to all questions or not to supply the requested information could result in rejection of your quotation. CODES AND REGULATIONS: All work and material to conform to all applicable Federal, State, local and special district building codes, laws, ordinances, and regulations. SALES TAX: Fresno County pays California State Sales Tax regardless of vendor's place of doing business. TAXES, PERMITS & FEES: The successful bidder shall pay for and include all federal, state and local taxes direct or indirect upon all materials; pay all fees for, and obtain all necessary permits and licenses, unless otherwise specified herein. TAXES, CHARGES AND EXTRAS: A) DO NOT include Federal Excise Tax. County is exempt under Registration No. 94-73-03401-K. B) County is exempt from Federal Transportation Tax. Exemption certificate is not required where shipping papers show consignee as County of Fresno. C) Charges for transportation, containers, packing, etc. will not be paid unless specified in bid. VENDOR ASSISTANCE: Successful bidder shall furnish, at no cost to the County, a representative to assist County departments in determining their product requirements. 23-030 Transportation Services.dou Quotation No. 23-030 Page 6 MINOR DEVIATIONS: The County reserves the right to negotiate minor deviations from the prescribed terms, conditions and requirements with the selected vendor. BIDDERS' LIABILITIES: County of Fresno will not be held liable for any cost incurred by vendors in responding to the RFQ. PRICE RESPONSIBILITY: The selected vendor will be required to assume full responsibility for all services and activities offered in the quotation, whether or not they are provided directly. Further, the County of Fresno will consider the selected vendor to be the sole point of contact with regard to contractual matters, including payment of any and all charges resulting from the contract. The contractor may not subcontract or transfer the contract, or any right or obligation arising out of the contract, without first having obtained the express written consent of the County. PRICES: Bidder agrees that prices quoted are for the initial one year contract period, and in the event of a price decline such lower prices shall be extended to the County of Fresno. Pricing will be firm for one year. Price increases thereafter will be agreed upon mutually. Prices shall be quoted F.O.B. destination. CONFIDENTIALITY: Bidders shall not disclose information about the County's business or business practices and safeguard confidential data which vendor staff may have access to in the course of system implementation. HIPAA: All services performed by vendor shall be in strict conformance with all applicable Federal, State of California and/or local laws and regulations relating to confidentiality, including but not limited to, California Civil Code, California Welfare and Institutions Code, Health and Safety Code, California Code of Regulations, Code of Federal Regulations. Vendor shall submit to County's monitoring of said compliance. Vendor may be a business associate of County, as that term is defined in the "Privacy Rule" enacted by the Health Insurance Portability and Accountability Act of 1996 (HIPAA). As a HIPAA Business Associate, vendor may use or disclose protected health information ("PHI")to perform functions, activities or services for or on behalf of County as specified by the County, provided that such use or disclosure shall not violate HIPAA and its implementing regulations. The uses and disclosures if PHI may not be more expansive than those applicable to County, as the "Covered Entity" under HIPAA's Privacy Rule, except as authorized for management, administrative or legal responsibilities of the Business Associate. Vendor shall not use or further disclose PHI other than as permitted or required by the County, or as required by law without written notice to the County. Vendor shall ensure that any agent, including any subcontractor, to which vendor provides PHI received from, or created or received by the vendor on behalf of County, shall comply with the same restrictions and conditions with respect to such information. NEWS RELEASE: Vendors shall not issue any news releases or otherwise release information to any third party about this RFQ or the vendor's quotation without prior written approval from the County of Fresno. BACKGROUND REVIEW: The County reserves the right to conduct a background inquiry of each proposer/bidder which may include collection of appropriate criminal history information, contractual and business associations and practices, employment histories and reputation in the business community. By submitting a quotation/bid to the County, the vendor consents to such an inquiry and agrees to make available to the County such books and records the County deems necessary to conduct the inquiry. ADDENDA: In the event that it becomes necessary to revise any part of this RFQ, addenda will be provided to all agencies and organizations that receive the basic RFQ. 23-030 Transportation Services.dou Quotation No. 23-030 Page 7 CONFLICT OF INTEREST: The County shall not contract with, and shall reject any bid or quotation submitted by the persons or entities specified below, unless the Board of Supervisors finds that special circumstances exist which justify the approval of such contract: 1. Employees of the County or public agencies for which the Board of Supervisors is the governing body. 2. Profit-making firms or businesses in which employees described in Subsection (1) serve as officers, principals, partners or major shareholders. 3. Persons who, within the immediately preceding twelve (12) months, came within the provisions of Subsection (1), and who were employees in positions of substantial responsibility in the area of service to be performed by the contract, or participated in any way in developing the contract or its service specifications. 4. Profit-making firms or businesses in which the former employees described in Subsection (3)serve as officers, principals, partners or major shareholders. 5. No County employee whose position in the County enables him to influence the selection of a contractor for this RFQ, or any competing RFQ, and no spouse or economic dependent of such employee, shall be employees in any capacity by a bidder, or have any other direct or indirect financial interest in the selection of a contractor. INVOICING: All invoices are to be delivered to Public Defender at PDlnvoices(c-)fresnocountyca.gov. Each invoice shall reference the purchase order or contract number and the equipment number if applicable. PAYMENT: County will make partial payments for all purchases made under the contract/purchase order and accumulated during the month. Terms of payment will be net forty-five (45) days. County will consider the Bidder's Cash discount Offer, in lieu of the net forty-five (45)days payment terms. CONTRACT TERM: It is County's intent to contract with the successful bidder for a term of one (1) year. RENEWAL: Agreement may be renewed for a potential of four(4) one (1)year periods, based on the mutual written consent of all parties. QUANTITIES: Quantities shown in the bid schedule are approximate and the County guarantees no minimum amount. The County reserves the right to increase or decrease quantities. ORDERING: Orders will be placed as required by County of Fresno, Public Defender TERMINATION: The County reserves the right to terminate any resulting contract upon written notice. INDEPENDENT CONTRACTOR: In performance of the work, duties, and obligations assumed by Contractor under any ensuing Agreement, it is mutually understood and agreed that CONTRACTOR, including any and all of Contractor's officers, agents, and employees will at all times be acting and performing as an independent contractor, and shall act in an independent capacity and not as an officer, agent, servant, employee,joint venturer, partner, or associate of the COUNTY. Furthermore, County shall have no right to control or supervise or direct the manner or method by which Contractor shall perform its work and function. However, County shall retain the right to administer this Agreement so as to verify that Contractor is performing its obligations in accordance with the terms and conditions thereof. Contractor and County shall comply with all applicable provisions of law and the rules and regulations, if any, of governmental authorities having jurisdiction over matters the subject thereof. 23-030 Transportation Services.dou Quotation No. 23-030 Page 8 Because of its status as an independent contractor, Contractor shall have absolutely no right to employment rights and benefits available to County employees. Contractor shall be solely liable and responsible for providing to, or on behalf of, its employees all legally-required employee benefits. In addition, Contractor shall be solely responsible and save County harmless from all matters relating to payment of Contractor's employees, including compliance with Social Security, withholding, and all other regulations governing such matters. It is acknowledged that during the term of the Agreement, Contractor may be providing services to others unrelated to the County or to the Agreement. SELF-DEALING TRANSACTION DISCLOSURE: Contractor agrees that when operating as a corporation (a for-profit or non-profit corporation), or if during the term of the agreement the Contractor changes its status to operate as a corporation, members of the Contractor's Board of Directors shall disclose any self-dealing transactions that they are a party to while Contractor is providing goods or performing services under the agreement with the County. A self-dealing transaction shall mean a transaction to which the Contractor is a party and in which one or more of its directors has a material financial interest. Members of the Board of Directors shall disclose any self-dealing transactions that they are a party to by completing and signing a Fresno County Self-Dealing Transaction Disclosure Form and submitting it to the County prior to commencing with the self-dealing transaction or immediately thereafter. HOLD HARMLESS CLAUSE: Contractor agrees to indemnify, save, hold harmless and at County's request, defend the County, its officers, agents and employees, from any and all costs and expenses (including attorney's fees and costs), damages, liabilities, claims and losses occurring or resulting to County in connection with the performance, or failure to perform, by Contractor, its officers, agents or employees under this Agreement and from any and all costs and expenses (including attorney's fees and costs), damages, liabilities, claims and losses occurring or resulting to any person, firm or corporation who may be injured or damaged by the performance, or failure to perform, of Contractor, its officers, agents or employees under this Agreement. COORDINATE WORK WITH OWNER: Successful bidder shall coordinate and schedule the work with the County so that any interruption to the normal business operations be kept to a minimum. INSPECTION: All material and workmanship shall be subject to inspection, examination and test by the County at any and all times during which manufacture and/or construction are carried on. The County shall have the right to reject defective material and workmanship or require its correction. SUPERVISION: The Contractor shall give efficient supervision to the work, using therein the skill and diligence for which he is remunerated in the contract price. He shall carefully inspect the site and study and compare all drawings, specifications and other instructions, as ignorance of any phase of any of the features or conditions affecting the contract will not excuse him from carrying out its provisions to its full intent. STANDARD OF PERFORMANCE: All work shall be performed in a good and workmanlike manner. SAFEGUARDS: The contractor shall provide safeguards, in conformity with all local codes and ordinances as may be required. PERFORMANCE BOND: The successful bidders may be required to furnish a faithful performance bond. DISPUTE RESOLUTION: The ensuing contract shall be governed by the laws of the state of California. Any claim which cannot be amicably settled without court action will be litigated in the U.S. District Court for the Eastern District of California in Fresno, CA or in a state court for Fresno County. DEFAULT: In case of default by the selected bidder, the County may procure the services from another source and may recover the loss occasioned thereby from any unpaid balance due the selected bidder, or by any other legal means available to the County. Regardless of F.O.B. point, vendor agrees to bear all risks of loss, injury or destruction to goods and materials ordered herein which occur prior to delivery and such loss, injury or destruction shall not release vendor from any obligation hereunder ASSIGNMENTS: The ensuing proposed contract will provide that the vendor may not assign any payment or portions of payments without prior written consent of the County of Fresno. 23-030 Transportation Services.dou Quotation No. 23-030 Page 9 ASSURANCES: Any contract awarded under this RFQ must be carried out in full compliance with the Civil Rights Act of 1964, the Americans With Disabilities Act of 1990, their subsequent amendments, and any and all other laws protecting the rights of individuals and agencies. The County of Fresno has a zero tolerance for discrimination, implied or expressed, and wants to ensure that policy continues under this RFQ. The contractor must also guarantee that services, or workmanship, provided will be performed in compliance with all applicable local, state, or federal laws and regulations pertinent to the types of services, or project, of the nature required under this RFQ. In addition, the contractor may be required to provide evidence substantiating that their employees have the necessary skills and training to perform the required services or work. OBLIGATIONS OF CONTRACTOR: Contractor warrants on behalf of itself and all subcontractors engaged for the performance of the ensuing contract that only persons authorized to work in the United States pursuant to the Immigration Reform and Control Act of 1986 and other applicable laws shall be employed in the performance of the work hereunder. TIE BIDS: With all other factors being equal, the contract shall be awarded to the Fresno County vendor or, if neither or both are Fresno County vendors, the tied vendors will be granted the opportunity to submit new bids or the entire bid may be rejected and re-bid. If the General Requirements of the RFQ state that they are applicable, the provisions of the Fresno County Local Vendor Preference shall take priority over this paragraph. DATA SECURITY: Individuals and/or agencies that enter into a contractual relationship with the County for the purpose of providing services must employ adequate controls and data security measures, both internally and externally to ensure and protect the confidential information and/or data provided to contractor by the County, preventing the potential loss, misappropriation or inadvertent access, viewing, use or disclosure of County data including sensitive or personal client information; abuse of County resources; and/or disruption to County operations. Individuals and/or agencies may not connect to or use County networks/systems via personally owned mobile, wireless or handheld devices unless authorized by County for telecommuting purposes and provide a secure connection; up to date virus protection and mobile devices must have the remote wipe feature enabled. Computers or computer peripherals including mobile storage devices may not be used (County or Contractor device)or brought in for use into the County's system(s)without prior authorization from County's Chief Information Officer and/or designee(s). No storage of County's private, confidential or sensitive data on any hard-disk drive, portable storage device or remote storage installation unless encrypted according to advance encryption standards (AES of 128 bit or higher). The County will immediately be notified of any violations, breaches or potential breaches of security related to County's confidential information, data and/or data processing equipment which stores or processes County data, internally or externally. County shall provide oversight to Contractor's response to all incidents arising from a possible breach of security related to County's confidential client information. Contractor will be responsible to issue any notification to affected individuals as required by law or as deemed necessary by County in its sole discretion. Contractor will be responsible for all costs incurred as a result of providing the required notification. AUDITS AND RETENTION: The Contractor shall maintain in good and legible condition all books, documents, papers, data files and other records related to its performance under this contract. Such records shall be complete and available to Fresno County, the State of California, the federal government or their duly authorized representatives for the purpose of audit, examination, or copying during the term of the contract and for a period of at least three (3) years following the County's final payment under the contract or until conclusion of any pending matter(e.g., litigation or audit), whichever is later. Such records must be retained in the manner described above until all pending matters are closed. 23-030 Transportation Services.dou Quotation No. 23-030 Page 10 BIDDER TO COMPLETE: SUBCONTRACTORS: List all subcontractors that would perform work in excess of one/half of one percent of the total amount of your bid, and state general type of work such subcontractor would be performing. The primary contractor is not relieved of any responsibility by virtue of using a subcontractor: 23-030 Transportation Services.dou Quotation No. 23-030 Page 11 INSURANCE REQUIREMENTS INSURANCE: Without limiting the County's right to obtain indemnification from Contractor or any third parties, Contractor, at its sole expense, shall maintain in full force and effect, the following insurance policies or a program of self-insurance, including but not limited to, an insurance pooling arrangement or Joint Powers Agreement(JPA) throughout the term of the Agreement: A. Commercial General Liability: Commercial General Liability Insurance with limits of not less than Two Million Dollars ($2,000,000.00) per occurrence and an annual aggregate of Four Million Dollars ($4,000,000.00). This policy shall be issued on a per occurrence basis. County may require specific coverage including completed operations, product liability, contractual liability, Explosion-Col lapse- Underground, fire legal liability or any other liability insurance deemed necessary because of the nature of the contract. B. Automobile Liability: Comprehensive Automobile Liability Insurance with limits of not less than One Million Dollars ($1,000,000.00) per accident for bodily injury and for property damages. Coverage should include any auto used in connection with this Agreement. C. Professional Liability: If Contractor employs licensed professional staff, (e.g., Ph.D., R.N., L.C.S.W., M.F.C.C.) in providing services, Professional Liability Insurance with limits of not less than One Million Dollars ($1,000,000.00) per occurrence, Three Million Dollars ($3,000,000.00)annual aggregate. D. Worker's Compensation: A policy of Worker's Compensation insurance as may be required by the California Labor Code. Additional Requirements Relatinq to Insurance: Contractor shall obtain endorsements to the Commercial General Liability insurance naming the County of Fresno, its officers, agents, and employees, individually and collectively, as additional insured, but only insofar as the operations under this Agreement are concerned. Such coverage for additional insured shall apply as primary insurance and any other insurance, or self-insurance, maintained by County, its officers, agents and employees shall be excess only and not contributing with insurance provided under Contractor's policies herein. This insurance shall not be cancelled or changed without a minimum of thirty(30) days advance written notice given to County. Contractor hereby waives its right to recover from County, its officers, agents, and employees any amounts paid by the policy of worker's compensation insurance required by this Agreement. Contractor is solely responsible to obtain any endorsement to such policy that may be necessary to accomplish such waiver of subrogation, but Contractor's waiver of subrogation under this paragraph is effective whether or not Contractor obtains such an endorsement. Within thirty (30)days from the date Contractor executes this Agreement, Contractor shall provide certificates of insurance and endorsement as stated above for all of the foregoing policies, as required herein, to the County of Fresno, Public Defender, 2135 Fresno Street, Suite 100, Fresno, CA 93721, stating that such insurance coverage have been obtained and are in full force; that the County of Fresno, its officers, agents and employees will not be responsible for any premiums on the policies; that such Commercial General Liability insurance names the County of Fresno, its officers, agents and employees, individually and collectively, as additional insured, but only insofar as the operations under this Agreement are concerned; that such coverage for additional insured shall apply as primary insurance and any other insurance, or self-insurance, maintained by County, its officers, agents and employees, shall be excess only and not contributing with insurance provided under Contractor's policies herein; and that this insurance shall not be cancelled or changed without a minimum of thirty (30) days advance, written notice given to County. Certificates of insurance are to include the contract number at the top of the first page. In the event Contractor fails to keep in effect at all times insurance coverage as herein provided, the County may, in addition to other remedies it may have, suspend or terminate this Agreement upon the occurrence of such event. All policies shall be with admitted insurers licensed to do business in the State of California. Insurance purchased shall be purchased from companies possessing a current A.M. Best, Inc. rating of A FSC VII or better. 23-030 Transportation Services.dou Quotation No. 23-030 Page 12 BIDDER TO COMPLETE THE FOLLOWING: PARTICIPATION The County of Fresno is a member of the Central Valley Purchasing Group. This group consists of Fresno, Kern, Kings, and Tulare Counties and all governmental, tax supported agencies within these counties. Whenever possible, these and other tax supported agencies co-op (piggyback)on contracts put in place by one of the other agencies. Any agency choosing to avail itself of this opportunity, will make purchases in their own name, make payment directly to the contractor, be liable to the contractor and vice versa, per the terms of the original contract, all the while holding the County of Fresno harmless. If awarded this contract, please indicate whether you would extend the same terms and conditions to all tax supported agencies within this group as you are proposing to extend to Fresno County. r171Yes, we will extend contract terms and conditions to all qualified agencies within the Central Valley Purchasing Group and other tax supported agencies. FE] No, we will not extend contract terms to any agency other than the County of Fresno. (Authorized Signature) Title 23-030 Transportation Services.dou Quotation No. 23-030 Page 13 VENDOR MUST COMPLETE AND RETURN WITH REQUEST FOR QUOTATION. Firm: REFERENCE LIST Provide a list of at least five (5) customers for whom you have recently provided similar products/services. If you have held a contract for these or similar services with the County of Fresno within the past seven (7) years, list the County as one of your customers. Please list the person most familiar with your contract. Be sure to include all requested information. Reference Name: Contact: Address: City: State: Zip: Phone No.: ( ) Date: Service Provided: Reference Name: Contact: Address: City: State: Zip: Phone No.: ( ) Date: Service Provided: Reference Name: Contact: Address: City: State: Zip: Phone No.: ( ) Date: Service Provided: Reference Name: Contact: Address: City: State: Zip: Phone No.: ( ) Date: Service Provided: Reference Name: Contact: Address: City: State: Zip: Phone No.: ( ) Date: Service Provided: Failure to provide a list of at least five (5) customers may be cause for rejection of this RFQ. 23-030 Transportation Services.dou Quotation No. 23-030 Page 14 SCOPE OF WORK The County of Fresno on behalf of the Public Defender's Office (PDO) is seeking vendor(s)to provide services to transport clients to and from out-of-county and in-county locations as requested by the County on an as-needed basis. CONTRACTOR'S RESPONSIBILITIES: 1. Service will include traveling to facilities designated by PDO to pick up identified persons and transport them to a residence, facility, or alternative location as per discharge instructions. The residence, facility, or alternative location for drop-off of individuals may be anywhere within Fresno County limits, including the metropolitan area of Fresno/Clovis as well as all rural communities in Fresno County. Locations of designated facilities outside of Fresno County to pick up persons may include, but not be limited to, San Francisco, Sacramento. 2. Transports may include but are not limited to: a. Jail release to rehabilitative program—may include stops such as to Probation or County Wellness Center b. Juvenile Hall release to program or transitional housing c. Temporary jail release to attend funeral and return to jail d. Client home to courthouse for court hearing, evidentiary hearing, or Probation interview e. Client home to court ordered programming back to home d. Case witness' home to court and back to home 3. Transports may be required more than once per day for round trips, etc. 4. Transports may include between one and three passengers per trip. 5. Contractor(s) may request compensation for transport requests scheduled outside of traditional business hours (Monday-Friday, 8:00-5:00), such as weekends and holidays, if the contractor's rate schedule includes premium rates for those types of requests. 6. Contractor(s)shall coordinate directly with County Sheriff's Office when picking up from jail. 7. Contractor(s)shall work closely with the County PDO staff that request transport of individuals with any specialized needs to ensure the transport is safe and secure. 8. Respond to the departments' request for service within four(4) hours of request. COUNTY'S RESPONSIBILITIES: 1. County PDO shall provide as much advance notice as possible when requesting transportation; however, some requests for transportation may be placed with less than five (5) business days' notice. 2. County PDO shall notify Contractor(s)of the pickup location of each person and the destination of each passenger(s)to be transported. 3. County PDO shall provide contact(s) information for appropriate County PDO staff to help resolve any issues that may arise before, or during, transports, such as individuals not being present or ready at pick up site, or drop off location not being appropriate, or willing, to receive individuals. 6. Initial request for transportation service from County PDO will provide the contact name of the County representative requesting the service, passenger(s) information, pickup and drop off location, payment information and any special instructions with regard to the transport. 7. Wait time shall commence after 15 minutes and shall be billed in 15-minute increments. 23-030 Transportation Services.dou Quotation No. 23-030 Page 15 QUOTATION SCHEDULE Bidder to identify each type of vehicle and specify the number of Vans, Cars, and Wheelchair Accessible Vans available for transport services. Please ensure to factor all costs as the County will not accept price increases during the initial contract term. Mileage rates may not exceed the current Internal Revenue Service (IRS) mileage reimbursement rate. Description Cost Annual Average Extended Cost Flat rate per trip $ 72 trips $ Rate per mile $ 4,500 miles $ Rate per mile empty $ 4,500 miles $ Wait time(per 15 minute increments) Is 240 increments $ No Show Is 24 times $ TOTAL $ Vehicle Type Number Available for Number Available with Maximum Service Safety Enclosure Passengers (per vehicle) Van Wheelchair Accessible Van Car Bus Additional Charges Cost Short Notice(Less than 2 hours) $ Holiday/Weekend per mile $ Other $ Explain (other) 23-030 Transportation Services.dou Quotation No. 23-030 Page 16 CHECK LIST This Checklist is provided to assist the vendors in the preparation of their bid response. Included in this list, are important requirements and is the responsibility of the bidder to submit with the bid package in order to make the bid compliant. Because this checklist is just a guideline, the bidder must read and comply with the bid in its entirety. Check off each of the following: 1. The Request for Quotation (RFQ) has been signed and completed. 2. Addenda, if any, have been signed and included in the bid package. 3. The completed Reference List as provided with this RFQ. 4. The Quotation Schedule as provided with this RFQ has been completed, price reviewed for accuracy and any corrections initialed. 5. Indicate all of bidder exceptions to the County's requirements, conditions and specifications as stated within this RFQ. 6. The Participation page as provided within this RFQ has been signed and included 7. Bidder to Complete page as provided with this RFQ. 8. Return checklist with RFQ response. 9. Completed RFQ in pdf format, electronically submitted to the Bid Page on Public Purchase. 23-030 Transportation Services.dou COUNTY OF FRESNO co � p x>g REQUEST FOR QUOTATION NUMBER: 23-030 TRANSPORTATION SERVICES Issue Date: March 28, 2023 Closing Date: MAY 40 2023 AT 10:00 AM All Questions and Responses must be electronically submitted on the Bid Page on Public Purchase. For assistance, contact Yvette Jamison at Phone (559) 600-7110. BIDDER TO COMPLETE Undersigned agrees to furnish the commodity or service stipulated In the attached at the prices and terms stated in this RFQ. Bid must be signed and dated by an authorized officer or employee. COMPANY � CONTACT PERSON aIki 5 Ni t N�tl� ADDRESS S CITY STATE ZIP CODE 1 " TELEPHO NUMBER E-MAIL ADDRES AU' ORIZED SIGNATURE G`V1n i/� I ticc�C�utl� VVti , PRINT NA#AE TITLE Purchasing Use:YJ:st ORGIRequisition:2880/2880230101 23-030 Transportation Servim.dom Quotation No. 23-030 Page 2 TABLE OF CONTENTS PAGE KEYDATES ....................................................................................................................3 OVERVIEW.....................................................................................................................3 BIDINSTRUCTIONS ......................................................................................................4 GENERAL REQUIREMENTS & CONDITIONS...............................................................5 INSURANCEREQUIREMENTS ................................................................................... 11 PARTICIPATION........................................................................................................... 12 REFERENCELIST........................................................................................................ 13 SCOPEOF WORK........................................................................................................ 14 QUOTATIONSCHEDULE............................................................................................. 15 CHECKLIST................................................................................................................. 16 23-030 Transportation Services dou Quotation No. 23-030 Page 3 KEY DATES RFQ Issue Date: March 28, 2023 Written Questions for RFQ Due: April 13, 2023 at 10:00 AM Questions must be submitted on the Bid Page at Public Purchase. RFQ Closing Date: May 4, 2023 at 10:00 AM Quotations must be electronically submitted on the Bid Page. OVERVIEW The County of Fresno on behalf of the Public Defender's Office is requesting quotations from qualified vendors to provide all labor, materials equipment, permits, fees, taxes and insurance etc., to provide non- emergency client transport as specified herein. 23-030 Transportation Services.doex Quotation No. 23-030 Page 4 BID INSTRUCTIONS • Bidders must electronically submit bid package in pdf format, no later than the quotation closing date and time as stated on the front of this document, to the Bid Page on Public Purchase.The County will not be responsible for and will not accept late bids due to slow internet connection or incomplete transmissions. • Bids received after the closing time will NOT be considered. • All quotations shall remain firm for 180 days. • Interpretation: Should any discrepancies or omissions be found in the bid specifications or doubt as to their meaning, the bidder shall notify the Buyer in writing at once. The County shall not be held responsible for verbal interpretations. Questions regarding the bid must be received by Purchasing prior to the date and time stated within this document. All addenda issued shall be in writing, duly issued by Purchasing and incorporated into the contract. • ISSUING AGENT/AUTHORIZED CONTACT: This RFQ has been issued by County of Fresno, Purchasing. Purchasing shall be the vendor's sole point of contact with regard to the RFQ, its content, and all issues concerning it. All communication regarding this RFQ shall be directed to an authorized representative of County Purchasing. The specific buyer managing this RFQ is identified on the cover page, along with his or her telephone number, and he or she should be the primary point of contact for discussions or information pertaining to the RFQ. Contact with any other County representative, including elected officials, for the purpose of discussing this RFQ, its content, or any other issue concerning it, is prohibited unless authorized by Purchasing. Violation of this clause, by the vendor having unauthorized contact (verbally or in writing)with such other County representatives, may constitute grounds for rejection by Purchasing of the vendor's quotation. The above stated restriction on vendor contact with County representatives shall apply until the County has awarded a purchase order or contract to a vendor or vendors, except as follows. First, in the event that a vendor initiates a formal protest against the RFQ, such vendor may contact the appropriate individual, or individuals who are managing that protest as outlined in the County's established protest procedures.All such contact must be in accordance with the sequence set forth under the protest procedures. Second, in the event a public hearing is scheduled before the Board of Supervisors to hear testimony prior to its approval of a purchase order or contract, any vendor may address the Board. • APPEALS: Appeals must be submitted in writing within seven (7)working days after notification of proposed recommendations for award. A Notice of Award" is not an indication of County's acceptance of an offer made in response to this RFQ.Appeals shall be submitted to County of Fresno Purchasing, 333 W. Pontiac Way, Clovis, CA 93612 and in Word format to c jelle(cD-FresnoCountyCA.4ov. Appeals should address only areas regarding RFQ contradictions, procurement errors, proposal rating discrepancies, legality of procurement context, conflict of interest, and inappropriate or unfair competitive procurement grievance regarding the RFQ process. Purchasing will provide a written response to the complainant within seven (7)working days unless the complainant is notified more time is required. If the appealing bidder is not satisfied with the decision of Purchasing, bidder shall have the right to appeal to the County Administrative Office within seven (7) working days after Purchasing's notification; if the appealing bidder is not satisfied with CAO's decision, the final appeal is with the Board of Supervisors. Please contact Purchasing if the appeal will be going to the Board of Supervisors. 23.030 Transportation Swices.docx Quotation No. 23-030 Page 5 GENERAL REQUIREMENTS & CONDITIONS LOCAL VENDOR PREFERENCE AND DISABLED VETERAN BUSINESS ENTERPRISE BID PREFERENCE: The Local Vendor Preference and Disabled Veteran Business Enterprise Preference do not apply to this Request for Quotation. DEFINITIONS: The terms Bidder, Proposer, Contractor and Vendor are all used interchangeably and refer to that person, partnership, corporation, organization, agency, etc. which is offering the quotation and is identified on page one of this Request For Quotation (RFQ). INTERPRETATION OF RFQ: Vendors must make careful examination of the requirements, specifications and conditions expressed in the RFQ and fully inform themselves as to the quality and character of services required. If any person planning to submit a quotation finds discrepancies in or omissions from the RFQ or has any doubt as to the true meaning or interpretation, correction thereof may be requested in writing from Purchasing by April 13, 2023 at 10:00 AM, cut-off. Questions must be submitted on the Bid Page at Public Purchase or contact Yvette Jamison at(559)600- 7110. NOTE: Time constraints will prevent County from responding to questions submitted after the cut-off date. Any change in the Request for Quotation will be made by written addendum issued by the County. The County will not be responsible for any other explanations or interpretations. EXCEPTIONS: Please provide any exceptions to the general requirements and conditions taken by the bidder. If exceptions are not noted, the County will assume that the bidder's quotation meets those requirements. AWARD: Award will be made to the vendor(s)offering the services, products, prices, delivery, equipment and system deemed to be to the best advantage of the County. Past performance (County contracts within the past seven years)and references may factor into awarding of a contract. The County shall be the sole judge in making such determination. Award Notices are tentative:Acceptance of an offer made in response to this RFQ shall occur only upon execution of an agreement by both parties or issuance of a valid written Purchase Order by Fresno County Purchasing. RIGHT TO REJECT BIDS: The County reserves the right to reject any and all bids and to waive informalities or irregularities in bids. Failure to respond to all questions or not to supply the requested information could result in rejection of your quotation. CODES AND REGULATIONS: All work and material to conform to all applicable Federal, State, local and special district building codes, laws, ordinances, and regulations. SALES TAX: Fresno County pays California State Sales Tax regardless of vendor's place of doing business. TAXES, PERMITS & FEES: The successful bidder shall pay for and include all federal, state and local taxes direct or indirect upon all materials; pay all fees for, and obtain all necessary permits and licenses, unless otherwise specified herein. TAXES, CHARGES AND EXTRAS: A) DO NOT include Federal Excise Tax. County is exempt under Registration No. 94-73-03401-K. B) County is exempt from Federal Transportation Tax. Exemption certificate is not required where shipping papers show consignee as County of Fresno. C) Charges for transportation, containers, packing, etc.will not be paid unless specified in bid. VENDOR ASSISTANCE: Successful bidder shall furnish, at no cost to the County, a representative to assist County departments in determining their product requirements. 23-030 Transportation Services.docx Quotation No. 23-030 Page 6 MINOR DEVIATIONS: The County reserves the right to negotiate minor deviations from the prescribed terms, conditions and requirements with the selected vendor. BIDDERS' LIABILITIES: County of Fresno will not be held liable for any cost incurred by vendors in responding to the RFQ. PRICE RESPONSIBILITY: The selected vendor will be required to assume full responsibility for all services and activities offered in the quotation, whether or not they are provided directly. Further,the County of Fresno will consider the selected vendor to be the sole point of contact with regard to contractual matters, including payment of any and all charges resulting from the contract. The contractor may not subcontract or transfer the contract, or any right or obligation arising out of the contract,without first having obtained the express written consent of the County. PRICES: Bidder agrees that prices quoted are for the initial one year contract period, and in the event of a price decline such lower prices shall be extended to the County of Fresno. Pricing will be firm for one year. Price increases thereafter will be agreed upon mutually. Prices shall be quoted F.O.B. destination. CONFIDENTIALITY: Bidders shall not disclose information about the County's business or business practices and safeguard confidential data which vendor staff may have access to in the course of system implementation. HIPAA: All services performed by vendor shall be in strict conformance with all applicable Federal, State of California and/or local laws and regulations relating to confidentiality, including but not limited to, California Civil Code, California Welfare and Institutions Code, Health and Safety Code, California Code of Regulations, Code of Federal Regulations. Vendor shall submit to County's monitoring of said compliance. Vendor may be a business associate of County, as that term is defined in the "Privacy Rule" enacted by the Health Insurance Portability and Accountability Act of 1996 (HIPAA). As a HIPAA Business Associate, vendor may use or disclose protected health information ("PHI")to perform functions, activities or services for or on behalf of County as specified by the County, provided that such use or disclosure shall not violate HIPAA and its implementing regulations. The uses and disclosures if PHI may not be more expansive than those applicable to County, as the"Covered Entity" under HIPAA's Privacy Rule, except as authorized for management, administrative or legal responsibilities of the Business Associate. Vendor shall not use or further disclose PHI other than as permitted or required by the County, or as required by law without written notice to the County. Vendor shall ensure that any agent, including any subcontractor, to which vendor provides PHI received from, or created or received by the vendor on behalf of County, shall comply with the same restrictions and conditions with respect to such information. NEWS RELEASE: Vendors shall not issue any news releases or otherwise release information to any third party about this RFQ or the vendor's quotation without prior written approval from the County of Fresno. BACKGROUND REVIEW: The County reserves the right to conduct a background inquiry of each proposer/bidder which may include collection of appropriate criminal history information, contractual and business associations and practices, employment histories and reputation in the business community. By submitting a quotation/bid to the County, the vendor consents to such an inquiry and agrees to make available to the County such books and records the County deems necessary to conduct the inquiry. ADDENDA: In the event that it becomes necessary to revise any part of this RFQ, addenda will be provided to all agencies and organizations that receive the basic RFQ. 23-030 Transportation Services.dxx Quotation No. 23-030 Page 7 CONFLICT OF INTEREST: The County shall not contract with, and shall reject any bid or quotation submitted by the persons or entities specified below, unless the Board of Supervisors finds that special circumstances exist which justify the approval of such contract: 1. Employees of the County or public agencies for which the Board of Supervisors is the governing body. 2. Profit-making firms or businesses in which employees described in Subsection (1)serve as officers, principals, partners or major shareholders. 3. Persons who, within the immediately preceding twelve (12) months, came within the provisions of Subsection (1), and who were employees in positions of substantial responsibility in the area of service to be performed by the contract, or participated in any way in developing the contract or its service specifications. 4. Profit-making firms or businesses in which the former employees described in Subsection (3)serve as officers, principals, partners or major shareholders. 5. No County employee whose position in the County enables him to influence the selection of a contractor for this RFQ, or any competing RFQ, and no spouse or economic dependent of such employee, shall be employees in any capacity by a bidder, or have any other direct or indirect financial interest in the selection of a contractor. INVOICING: All invoices are to be delivered to Public Defender at PDlnvoices@fresnocountvca.gov. Each invoice shall reference the purchase order or contract number and the equipment number if applicable. PAYMENT: County will make partial payments for all purchases made under the contract/purchase order and accumulated during the month. Terms of payment will be net forty-five (45)days. County will consider the Bidder's Cash discount Offer, in lieu of the net forty-five (45) days payment terms. CONTRACT TERM: It is County's intent to contract with the successful bidder for a term of one (1) year. RENEWAL: Agreement may be renewed for a potential of four(4)one (1)year periods, based on the mutual written consent of all parties. QUANTITIES: Quantities shown in the bid schedule are approximate and the County guarantees no minimum amount. The County reserves the right to increase or decrease quantities. ORDERING: Orders will be placed as required by County of Fresno, Public Defender TERMINATION: The County reserves the right to terminate any resulting contract upon written notice. INDEPENDENT CONTRACTOR: In performance of the work, duties, and obligations assumed by Contractor under any ensuing Agreement, it is mutually understood and agreed that CONTRACTOR, including any and all of Contractor's officers, agents, and employees will at all times be acting and performing as an independent contractor, and shall act in an independent capacity and not as an officer, agent, servant, employee,joint venturer, partner,or associate of the COUNTY. Furthermore, County shall have no right to control or supervise or direct the manner or method by which Contractor shall perform its work and function. However, County shall retain the right to administer this Agreement so as to verify that Contractor is performing its obligations in accordance with the terms and conditions thereof. Contractor and County shall comply with all applicable provisions of law and the rules and regulations, if any, of governmental authorities having jurisdiction over matters the subject thereof. 23-030 Transportation Services.docx Quotation No. 23-030 Page 8 Because of its status as an independent contractor, Contractor shall have absolutely no right to employment rights and benefits available to County employees. Contractor shall be solely liable and responsible for providing to, or on behalf of, its employees all legally-required employee benefits. In addition, Contractor shall be solely responsible and save County harmless from all matters relating to payment of Contractor's employees, including compliance with Social Security, withholding, and all other regulations governing such matters. It is acknowledged that during the term of the Agreement, Contractor may be providing services to others unrelated to the County or to the Agreement. SELF-DEALING TRANSACTION DISCLOSURE: Contractor agrees that when operating as a corporation (a for-profit or non-profit corporation), or if during the term of the agreement the Contractor changes its status to operate as a corporation, members of the Contractor's Board of Directors shall disclose any self-dealing transactions that they are a party to while Contractor is providing goods or performing services under the agreement with the County. A self-dealing transaction shall mean a transaction to which the Contractor is a party and in which one or more of its directors has a material financial interest. Members of the Board of Directors shall disclose any self-dealing transactions that they are a party to by completing and signing a Fresno County Self-Dealing Transaction Disclosure Form and submitting it to the County prior to commencing with the self-dealing transaction or immediately thereafter. HOLD HARMLESS CLAUSE: Contractor agrees to indemnify, save, hold harmless and at County's request, defend the County, its officers, agents and employees,from any and all costs and expenses (including attorney's fees and costs), damages, liabilities, claims and losses occurring or resulting to County in connection with the performance, or failure to perform, by Contractor, its officers, agents or employees under this Agreement and from any and all costs and expenses (including attorney's fees and costs), damages, liabilities, claims and losses occurring or resulting to any person, firm or corporation who may be injured or damaged by the performance, or failure to perform, of Contractor, its officers, agents or employees under this Agreement. COORDINATE WORK WITH OWNER: Successful bidder shall coordinate and schedule the work with the County so that any interruption to the normal business operations be kept to a minimum. INSPECTION: All material and workmanship shall be subject to inspection, examination and test by the County at any and all times during which manufacture and/or construction are carried on.The County shall have the right to reject defective material and workmanship or require its correction. SUPERVISION: The Contractor shall give efficient supervision to the work, using therein the skill and diligence for which he is remunerated in the contract price. He shall carefully inspect the site and study and compare all drawings, specifications and other instructions, as ignorance of any phase of any of the features or conditions affecting the contract will not excuse him from carrying out its provisions to its full intent. STANDARD OF PERFORMANCE: All work shall be performed in a good and workmanlike manner. SAFEGUARDS: The contractor shall provide safeguards, in conformity with all local codes and ordinances as may be required. PERFORMANCE BOND: The successful bidders may be required to furnish a faithful performance bond. DISPUTE RESOLUTION: The ensuing contract shall be governed by the laws of the state of California. Any claim which cannot be amicably settled without court action will be litigated in the U.S. District Court for the Eastern District of California in Fresno, CA or in a state court for Fresno County. DEFAULT: In case of default by the selected bidder, the County may procure the services from another source and may recover the loss occasioned thereby from any unpaid balance due the selected bidder, or by any other legal means available to the County. Regardless of F.O.B. point, vendor agrees to bear all risks of loss, injury or destruction to goods and materials ordered herein which occur prior to delivery and such loss, injury or destruction shall not release vendor from any obligation hereunder ASSIGNMENTS: The ensuing proposed contract will provide that the vendor may not assign any payment or portions of payments without prior written consent of the County of Fresno. 23-030 Transportation Services.doa Quotation No. 23-030 Page 9 ASSURANCES: Any contract awarded under this RFQ must be carried out in full compliance with the Civil Rights Act of 1964, the Americans With Disabilities Act of 1990, their subsequent amendments, and any and all other laws protecting the rights of individuals and agencies. The County of Fresno has a zero tolerance for discrimination, implied or expressed, and wants to ensure that policy continues under this RFQ. The contractor must also guarantee that services, or workmanship, provided will be performed in compliance with all applicable local, state, or federal laws and regulations pertinent to the types of services,or project, of the nature required under this RFQ. In addition, the contractor may be required to provide evidence substantiating that their employees have the necessary skills and training to perform the required services or work. OBLIGATIONS OF CONTRACTOR: Contractor warrants on behalf of itself and all subcontractors engaged for the performance of the ensuing contract that only persons authorized to work in the United States pursuant to the Immigration Reform and Control Act of 1986 and other applicable laws shall be employed in the performance of the work hereunder. TIE BIDS: With all other factors being equal, the contract shall be awarded to the Fresno County vendor or, if neither or both are Fresno County vendors, the tied vendors will be granted the opportunity to submit new bids or the entire bid may be rejected and re-bid. If the General Requirements of the RFQ state that they are applicable, the provisions of the Fresno County Local Vendor Preference shall take priority over this paragraph. DATA SECURITY: Individuals and/or agencies that enter into a contractual relationship with the County for the purpose of providing services must employ adequate controls and data security measures, both internally and externally to ensure and protect the confidential information and/or data provided to contractor by the County, preventing the potential loss, misappropriation or inadvertent access, viewing, use or disclosure of County data including sensitive or personal client information; abuse of County resources; and/or disruption to County operations. Individuals and/or agencies may not connect to or use County networks/systems via personally owned mobile, wireless or handheld devices unless authorized by County for telecommuting purposes and provide a secure connection; up to date virus protection and mobile devices must have the remote wipe feature enabled. Computers or computer peripherals including mobile storage devices may not be used (County or Contractor device)or brought in for use into the County's system(s)without prior authorization from County's Chief Information Officer and/or designee(s). No storage of County's private, confidential or sensitive data on any hard-disk drive, portable storage device or remote storage installation unless encrypted according to advance encryption standards (AES of 128 bit or higher). The County will immediately be notified of any violations, breaches or potential breaches of security related to County's confidential information, data and/or data processing equipment which stores or processes County data, internally or externally. County shall provide oversight to Contractor's response to all incidents arising from a possible breach of security related to County's confidential client information. Contractor will be responsible to issue any notification to affected individuals as required by law or as deemed necessary by County in its sole discretion. Contractor will be responsible for all costs incurred as a result of providing the required notification. AUDITS AND RETENTION: The Contractor shall maintain in good and legible condition all books, documents, papers, data files and other records related to its performance under this contract. Such records shall be complete and available to Fresno County, the State of California,the federal government or their duly authorized representatives for the purpose of audit, examination, or copying during the term of the contract and for a period of at least three (3)years following the County's final payment under the contract or until conclusion of any pending matter(e.g., litigation or audit),whichever is later. Such records must be retained in the manner described above until all pending matters are closed. 23-030 Transpodahn Smim.docx Quotation No. 23-030 Page 10 BIDDER TO COMPLETE: SUBCONTRACTORS: List all subcontractors that would perform work in excess of one/half of one percent of the total amount of your bid, and state general type of work such subcontractor would be performing. The primary contractor is not relieved of any responsibility by virtue of using a subcontractor 23-030 Transportation Services.docx Quotation No. 23-030 Page 11 INSURANCE REQUIREMENTS INSURANCE: Without limiting the County's right to obtain indemnification from Contractor or any third parties, Contractor, at its sole expense, shall maintain in full force and effect, the following insurance policies or a program of self-insurance, including but not limited to, an insurance pooling arrangement or Joint Powers Agreement(JPA)throughout the term of the Agreement: A. Commercial General Liability: Commercial General Liability Insurance with limits of not less than Two Million Dollars ($2,000,000.00) per occurrence and an annual aggregate of Four Million Dollars ($4,000,000.00). This policy shall be issued on a per occurrence basis. County may require specific coverage including completed operations, product liability, contractual liability, Explosion-Collapse- Underground, fire legal liability or any other liability insurance deemed necessary because of the nature of the contract. B. Automobile Liability: Comprehensive Automobile Liability Insurance with limits of not less than One Million Dollars ($1,000,000.00) per accident for bodily injury and for property damages. Coverage should include any auto used in connection with this Agreement. C. Professional Liability: If Contractor employs licensed professional staff, (e.g., Ph.D., R.N., L.C.S.W., M.F.C.C.) in providing services, Professional Liability Insurance with limits of not less than One Million Dollars ($1,000,000.00) per occurrence, Three Million Dollars ($3,000,000.00)annual aggregate. D. Worker's Compensation: A policy of Worker's Compensation insurance as may be required by the California Labor Code. Additional Requirements Relating to Insurance: Contractor shall obtain endorsements to the Commercial General Liability insurance naming the County of Fresno, its officers, agents, and employees, individually and collectively, as additional insured, but only insofar as the operations under this Agreement are concerned. Such coverage for additional insured shall apply as primary insurance and any other insurance, or self-insurance, maintained by County, its officers, agents and employees shall be excess only and not contributing with insurance provided under Contractor's policies herein. This insurance shall not be cancelled or changed without a minimum of thirty(30)days advance written notice given to County. Contractor hereby waives its right to recover from County, its officers, agents, and employees any amounts paid by the policy of worker's compensation insurance required by this Agreement. Contractor is solely responsible to obtain any endorsement to such policy that may be necessary to accomplish such waiver of subrogation, but Contractor's waiver of subrogation under this paragraph is effective whether or not Contractor obtains such an endorsement. Within thirty (30) days from the date Contractor executes this Agreement, Contractor shall provide certificates of insurance and endorsement as stated above for all of the foregoing policies, as required herein, to the County of Fresno, Public Defender, 2135 Fresno Street, Suite 100, Fresno, CA 93721, stating that such insurance coverage have been obtained and are in full force;that the County of Fresno, its officers, agents and employees will not be responsible for any premiums on the policies; that such Commercial General Liability insurance names the County of Fresno, its officers, agents and employees, individually and collectively, as additional insured, but only insofar as the operations under this Agreement are concerned; that such coverage for additional insured shall apply as primary insurance and any other insurance, or self-insurance, maintained by County, its officers, agents and employees, shall be excess only and not contributing with insurance provided under Contractor's policies herein; and that this insurance shall not be cancelled or changed without a minimum of thirty (30)days advance, written notice given to County. Certificates of insurance are to include the contract number at the top of the first page. In the event Contractor fails to keep in effect at all times insurance coverage as herein provided, the County may, in addition to other remedies it may have, suspend or terminate this Agreement upon the occurrence of such event. All policies shall be with admitted insurers licensed to do business in the State of California. Insurance purchased shall be purchased from companies possessing a current A.M. Best, Inc. rating of A FSC VII or better. 2M30 Transportation Services.docx Quotation No. 23-030 Page 12 BIDDER TO COMPLETE THE FOLLOWING: PARTICIPATION The County of Fresno is a member of the Central Valley Purchasing Group. This group consists of Fresno, Kern, Kings, and Tulare Counties and all governmental, tax supported agencies within these counties. Whenever possible, these and other tax supported agencies co-op (piggyback) on contracts put in place by one of the other agencies. Any agency choosing to avail itself of this opportunity,will make purchases in their own name, make payment directly to the contractor, be liable to the contractor and vice versa, per the terms of the original contract, all the while holding the County of Fresno harmless. If awarded this contract, please indicate whether you would extend the same terms and conditions to all tax supported agencies within this group as you are proposing to extend to Fresno County. Yes, we will extend contract terms and conditions to all qualified agencies within the Central Valley Purchasing Group and other tax supported agencies. ❑ No,we will not extend contract terms to any agency other than the County of Fresno. (Authorized Signature) Title 23-030 Transportation Services.docx Quotation No. 23-030 Page 13 VENDOR MUST COMPLETE AND RETURN WITH REQUEST FOR QUOTATION. Firm: REFERENCE LIST Provide a list of at least five (5) customers for whom you have recently provided similar products/services. If you have held a contract for these or similar services with the County of Fresno within the past seven (7)years, list the County as one of your customers. Please list the person most familiar with your .contract. Be sure to include all requested information. [ Reference Name: (C/ti� ` (i� " Contact: Address: City: CJ7MY\- J ' '2 State: Gam" Zip: 0 Phone No.: -- $ 3 {3 te: Service Provided: J! (.,u t�) �0i.A'.pi,Ni.A'id',k'.A�i,+Cipib'.A Y/A`/AY, Reference Name: Y1, LA Contact: �' S Address: 1 S A-V` City: State: &Vq� Zip: Phone No.: ( C9 ) G `33 Date.. G q -- '-- Service Provided: �, >- 'y tca zs-ieviaien.Miws�rioiariwurrsar�f e;n,/ecs r�~,r�rs-,.r,�mrs ,� .r,.r//w e:.n,�t' /ra.�yhzrrsnisoisaisois�ic�imiw,;roc nriuziavrro..c> �riwri.�,r /ir.v .r ,er - .w Reference Name: � AContact: .r d' Address: I r1SG City: 211t'(30 State: Zip: d Phone No.: ( `'f i kyO Dat - Service Provided: t G�vf Rvi.. 5 A L C-2Q Q d.A;H%///,IP '/.Y �/ Reference Name: F to'l Contact: ��'�r1 A4'I Address; 5 c Y1 City: r a 0 State: Zip: Phone No.: ( ) 3 Date; Service Provided: L rc f S 'I'A'.Ad/l//.P%R. 'rr ua;sr.ab/iz/A'.tridr�/,t'/Niss i,�-iw'�aiar;aiFiA�.ri�ris/Aiw��1�rw.aa iyrim.r u..�„r c;®.9,9�//,d;o r A'.fl r•-'�F'.v:wrairi arri imrc/l/i s�rrimix Reference Name: Contact: (AcP1�f�'t" Pc,-ie�1��iL NS Address: 1 -2 City: (-z-Calf%4� M-f kck- State: G4p�'r Zip: Phone No.: ( ) Date: ( 'S_ a Service Provided: \ c-G�(� _ c r A A:.f;.Y..f: l-J'h-/.• Failure to provide a list of at least five (5) customers may be cause for rejection of this RFQ. 23-030 Transporlabon Services.doax Quotation No. 23-030 Page 14 SCOPE OF WORK The County of Fresno on behalf of the Public Defender's Office (PDO) is seeking vendor(s)to provide services to transport clients to and from out-of-county and in-county locations as requested by the County on an as-needed basis. CONTRACTOR'S RESPONSIBILITIES: 1. Service will include traveling to facilities designated by PDO to pick up identified persons and transport them to a residence, facility, or alternative location as per discharge instructions. The residence, facility, or alternative location for drop-off of individuals may be anywhere within Fresno County limits, including the metropolitan area of Fresno/Clovis as well as all rural communities in Fresno County. Locations of designated facilities outside of Fresno County to pick up persons may include, but not be limited to, San Francisco, Sacramento. 2. Transports may include but are not limited to: a. Jail release to rehabilitative program—may include stops such as to Probation or County Wellness Center b. Juvenile Hall release to program or transitional housing c. Temporary jail release to attend funeral and return to jail d. Client home to courthouse for court hearing, evidentiary hearing, or Probation interview e. Client home to court ordered programming back to home d. Case witness' home to court and back to home 3. Transports may be required more than once per day for round trips, etc. 4. Transports may include between one and three passengers per trip. 5. Contractor(s) may request compensation for transport requests scheduled outside of traditional business hours (Monday-Friday, 8:00-5:00), such as weekends and holidays, if the contractor's rate schedule includes premium rates for those types of requests. 6. Contractor(s) shall coordinate directly with County Sheriffs Office when picking up from jail. 7. Contractor(s) shall work closely with the County PDO staff that request transport of individuals with any specialized needs to ensure the transport is safe and secure. 8. Respond to the departments' request for service within four(4) hours of request. COUNTY'S RESPONSIBILITIES: 1. County PDO shall provide as much advance notice as possible when requesting transportation; however, some requests for transportation may be placed with less than five (5) business days' notice. 2. County PDO shall notify Contractor(s)of the pickup location of each person and the destination of each passenger(s)to be transported. 3. County PDO shall provide contact(s) information for appropriate County PDO staff to help resolve any issues that may arise before, or during, transports, such as individuals not being present or ready at pick up site, or drop off location not being appropriate, or willing, to receive individuals. 6. Initial request for transportation service from County PDO will provide the contact name of the County representative requesting the service, passenger(s) information, pickup and drop off location, payment information and any special instructions with regard to the transport. 7. Wait time shall commence after 15 minutes and shall be billed in 15-minute increments. 23-030 Transportation Services.dou QUOTATION SCHEDULE Bidder to identify each type of vehicle and specify the number of Vans, Cars, and Wheelchair Accessible Vans available fc services. Please ensure to factor all costs throughout the three-year contract term.The County will not accept price incre initial contract term. Mileage rates may not exceed the current Internal Revenue Service(IRS) mileage reimbursement ri Description Cost Annual Average Extended Cost Flat rate per trip $ j 72 trips $ Rate per mile $ '�, —6, 7"5' 4,500 miles $ Rate per mile empty $ 4,500 miles $ y Wait time (per 15 minute increments) $ 240 increments $ S boo No Show $ of 24 times $ 1 TOTAL $ Vehicle Type Number Available for Number Available with Maximum Passengers Service Safety Enclosure (per vehicle) Van Wheelchair Accessible Van IJ l-f k r\1 " N Car Q- Bus fV I �l Additional Charges Cost Short Notice (Less than 2 hours) $ Al; Hoilday/Weekend per mile $ 00 Other $ Explain (other) 5T c7 i S C�=l� b �.o�J � Y`'1��'G' ►�'�— � Quotation No. 23-030 Page 12 BIDDER TO COMPLETE THE FOLLOWING: PARTICIPATION The County of Fresno is a member of the Central Valley Purchasing Group. This group consists of Fresno, Kern, Kings, and Tulare Counties and all governmental,tax supported agencies within these counties. Whenever possible, these and other tax supported agencies co-op(piggyback)on contracts put in place by one of the other agencies. Any agency choosing to avail itself of this opportunity, will make purchases in their own name, make payment directly to the contractor, be liable to the contractor and vice versa, per the terms of the original contract, all the while holding the County of Fresno harmless. If awarded this contract, please indicate whether you would extend the same terms and conditions to all tax supported agencies within this group as you are proposing to extend to Fresno County. ] Purchasing Yes, we will extend contract terms and conditions to all qualified agencies within the Central Valley Group and other tax supported agencies. No, we will not extend contract terms to any agency other than the County of Fresno. (' (Authorized Signature) - Owner Title 23-030 Transportation Su*es.doex Quotation No. 23-030 Page 10 BIDDER TO COMPLETE: SUBCONTRACTORS: List all subcontractors that would perform work in excess of one/half of one percent of the total amount of your bid, and state general type of work such subcontractor would be performing. The primary contractor is not relieved of any responsibility by virtue of using a subcontractor: 23-030 Transportation Smim.do Quotation No. 23-030 Page 8 Because of its status as an independent contractor, Contractor shall have absolutely no right to employment rights and benefits available to County employees. Contractor shall be solely liable and responsible for providing to, or on behalf of, its employees all legally-required employee benefits. In addition, Contractor shall be solely responsible and save County harmless from all matters relating to payment of Contractor's employees, including compliance with Social Security, withholding, and all other regulations governing such matters. It is acknowledged that during the term of the Agreement, Contractor may be providing services to others unrelated to the County or to the Agreement. SELF-DEALING TRANSACTION DISCLOSURE: Contractor agrees that when operating as a corporation (a for-profit or non-profit corporation), or if during the term of the agreement the Contractor changes its status to operate as a corporation, members of the Contractor's Board of Directors shall disclose any self-dealing transactions that they are a party to while Contractor is providing goods or performing services under the agreement with the County. A self-dealing transaction shall mean a transaction to which the Contractor is a party and in which one or more of its directors has a material financial interest. Members of the Board of Directors shall disclose any self-dealing transactions that they are a party to by completing and signing a Fresno County Self-Dealing Transaction Disclosure Form and submitting it to the County prior to commencing with the self-dealing transaction or immediately thereafter. HOLD HARMLESS CLAUSE: Contractor agrees to indemnify, save, hold harmless and at County's request, defend the County, its officers, agents and employees,from any and all costs and expenses (including attorney's fees and costs), damages, liabilities, claims and losses occurring or resulting to County in connection with the performance, or failure to perform, by Contractor, its officers, agents or employees under this Agreement and from any and all costs and expenses(including attorney's fees and costs), damages, liabilities, claims and losses occurring or resulting to any person, firm or corporation who may be injured or damaged by the performance, or failure to perform, of Contractor, its officers, agents or employees under this Agreement. COORDINATE WORK WITH OWNER: Successful bidder shall coordinate and schedule the work with the County so that any interruption to the normal business operations be kept to a minimum. INSPECTION: All material and workmanship shall be subject to inspection, examination and test by the County at any and all times during which manufacture and/or construction are carried on. The County shall have the right to reject defective material and workmanship or require its correction. SUPERVISION: The Contractor shall give efficient supervision to the work, using therein the skill and diligence for which he is remunerated in the contract price. He shall carefully inspect the site and study and compare all drawings, specifications and other instructions, as ignorance of any phase of any of the features or conditions affecting the contract will not excuse him from carrying out its provisions to its full intent. STANDARD OF PERFORMANCE: All work shall be performed in a good and workmanlike manner. SAFEGUARDS: The contractor shall provide safeguards, in conformity with all local codes and ordinances as may be required. PERFORMANCE BOND: The successful bidders may be required to furnish a faithful performance bond. DISPUTE RESOLUTION: The ensuing contract shall be governed by the laws of the state of California. Any claim which cannot be amicably settled without court action will be litigated in the U.S. District Court for the Eastern District of California in Fresno, CA or in a state court for Fresno County. DEFAULT: In case of default by the selected bidder,the County may procure the services from another source and may recover the loss occasioned thereby from any unpaid balance due the selected bidder, or by any other legal means available to the County. Regardless of F.O.B. point, vendor agrees to bear all risks of loss, injury or destruction to goods and materials ordered herein which occur prior to delivery and such loss, injury or destruction shall not release vendor from any obligation hereunder ASSIGNMENTS: The ensuing proposed contract will provide that the vendor may not assign any payment or portions of payments without prior written consent of the County of Fresno. 23-030 Transportation Services.dom N _- : T STEP T R A N S P O R T S Business Plan Presented by: Ben Jacobson 2945 McMillan Ave Ste 236 San Luis Obispo, California 93401 (805) 540-8646 Ben Onextsteptransports.co rn Nextsteptransports.com I. EXECUTIVE SUMMARY Next Step Transports (referred to from hereon as the "Company") is intended to be established as a Limited Liability Company at 2945 McMillan Ave Ste 236, San Luis Obispo, California 93401 with the expectation of rapid expansion in the behavioral health transportation industry. Business Description The Company shall be formed as Limited Liability Company under California state laws and headed by Ben Jacobson. Ben Jacobson has grown up on the Central Coast. He attended Arroyo Grande High School and graduated in 2002 and later went on to get an AA from Cuesta College and Bachelors from Cal Poly. Ben got his drug and alcohol counseling certification and worked in that field for about 10 years before transitioning over to the mental health side almost 7 years ago. Ben has ran the Mental Health Evaluation Team for over 6 years and knows what is needed during these growing times of mental health crisis. Ben also attended Law School at night during this time and earned a Masters and JD. Ben is very excited to provide an additional mental health service in San Luis Obispo County for all ages, 7 days per week, 365 per year. The Company will be ran by Owner/CEO Ben Jacobson and will also consist of a full-time dispatcher, 4 part-time dispatchers, 4-6 drivers, and 2 caged vehicles to start. We will increase staff and vehicles as needed. Management Team The Company has assembled an experienced management team: Owner/CEO -Ben Jacobson, Ben helped start the first residential treatment center for drug and alcohol abuse in San Luis Obispo. He then went on to become Executive Director of Middle House, a 16 bed sober living house for men,for 5years in San Luis Obispo. Ben started with Sierra Mental Wellness Group in July 2015, when they took over the Crisis contract for San Luis Obispo County. Since then, Ben has helped start and implement 8 more contracts for the county that are more mental health services for the community. Ben knows how bad the mental health crisis have rose in the past few years,for all ages, and he knows what is still needed in order for these individuals to get the best mental health treatment in the fastest, safest, most reliable way. That is where Next Step Transports comes in. Business Mission Next Step transports is a safe, secure, reliable behavioral health transportation company. We are strictly the next step in getting behavioral health individuals of all ages, on a WIC 5150/5585 or voluntary, from the medical hospital that they are at, to an impatient psychiatric facility anywhere in California. New Service The Company is prepared to introduce the following service to the market: Behavioral Health Transportation: Next Step Transports is a professional company on the central coast specializing in getting individuals out of the hospital they are sitting at not getting any mental health treatment, pick them up 7 days per week, 24 hours per day, and get them to the psychiatric hospital they need to be at for their mental health treatment. Next Step Transports is located at 2945 McMillan Ave Ste 236, San Luis Obispo, CA 93401. Next Step Transports will be ran at that location, including but not limited to, CEO, dispatch, fleet of vehicles, Administration. Next Step Transports will have a driver ready within one hour M-F 7am-7pm and three hours M-F 7pm-7am, weekends, and holidays. There will be one central number to request a driver. II. BUSINESS SUMMARY Industry Overview In the United States, more and more Americans are experiencing mental health illness every year and we as a community need to make sure they get the help they need. Next Step Transports wants to make a small part in making this happen. We are dedicated to making sure that no one is waiting in a medical hospital, not receiving mental health treatment, due to waiting for a driver to pick them up and get them to the facility that will help them. Business goals and objectives Short Term: To take over all behavioral health drives in San Luis Obispo County and to provide relief for our four hospitals by getting the behavioral health patients out of their medical hospital and get them to a psych facility where they can start getting the treatment they need in an efficient way that works for all agencies involved, including patient. Long Term: To become a growing business in San Luis Obispo and provide much needed mental health services. Next Step Transports wants to create a great working relationship with all other providers in San Luis Obispo County and beyond. III. MARKETING SUMMARY Target Markets The Company's major target markets are as follows: Individuals of all ages in San Luis Obispo County that are experiencing mental health crisis and need to be transported to a higher level of care, either involuntarily or voluntary, to a psychiatric hospital anywhere in California. Pricing Strategy The Company has completed a thorough analysis of its competitors' pricing. Keeping in mind our competition's pricing and the costs of customer acquisition, we have decided on the following pricing strategy: • Fifty dollars ($50.00) per client passenger pick-up • Three dollars and twenty-five cents ($3.25) per mile Monday- Friday lam - 7pm • Three dollars and seventy-five cents ($3.75) per mile Monday - Friday 7pm - 7am • Three dollars and seventy-five cents ($3.75) per mile Friday- Monday 7pm - 7am • Four dollars ($4.00) per mile on Holidays. (We can provide the list of holidays) • Sixty dollars ($60.00) client no show or refusal to go with driver (SLO County) • Full cost of transport for client no show or refusal to go with driver (outside SLO County) • Forty dollars ($40)/hour driver wait time; shall be billed in thirty (30)-minute increments Services First-rate service is intended to be the focus of the Company and a cornerstone of the brand's success. All clients will receive conscientious, honest, confidential, and timely service in all capacities. This is expected to create a loyal brand following and return business. 1 N :=4( T STEP T R A N S P O R T S COST SHEET • Fifty dollars ($50.00) per client passenger pick up. • Three dollars and twenty-five cents ($3.25) per mile Monday-Friday 7 am-7 pm. • Three dollars and seventy-five cents ($3.75) per mile Monday-Friday 7 pm-7 am. • Three dollars and seventy-five cents ($3.75) per mile Friday-Monday 7 pm- 7 am. • Four dollars ($4.00) per mile on Holidays (We can provide the list of holidays). • Sixty dollars ($60.00) client no show or refusal to go with driver (SLO County). • Full cost of transport for client no show or refusal to go with driver(outside SLO County). • Forty dollars ($40.00/hour) driver wait time; shall be billed in thirty(30) minute increments. �T STEP T R A N S P 0 R T 5 2945 McMillian Avenue,Suite 236 San Luis Obispo,CA 93401 (805)391-7442