CC - Item 5B - Consideration of Award of Contract for Operation of the City Transit ServicesROSEMEAD CITY COUNCIL
STAFF REPORT
TO: THE HONORABLE MAYOR AND CITY COUNCIL
FROM: GLORIA MOLLEDA, CITY MANAGER, M
DATE: FEBRUARY 25, 2020
SUBJECT: CONSIDERATION OF AWARD OF CONTRACT FOR OPERATION OF
THE CITY TRANSIT SERVICES
SUMMARY
The City of Rosemead Transit system includes the Dial -A -Ride and Rosemead Explorer Fixed
Route services. The City's Transit system has been providing local transportation services to
residents since the 1980's. and currently operates with the use of five City -owned propane
fuel buses. Since the inception of City transit services, independent contractors have been
utilized to provide full "turn -key" management and operation services. The current management
and operations contract is held with MV Transportation, Inc., whose Agreement was for a one
(1) year period that was set to expire on February 15, 2020. However, on February 11, 2020, the
Agreement was extended by the City Council to March 31, 2020.
Following a comprehensive RFP process which included a thorough vetting of each proposal,
clarifying questions to each company regarding specifics to their proposal, and an interview with
each company, staff is recommending the City award a contract for City transit services to First
Transit, Inc., for a base term of three (3) years, plus two one-year option terms.
DISCUSSION
The City of Rosemead released a Request for Proposal (RFP - Attachment A) for Management
and Operation of Rosemead Transit System services on November 25, 2019. Addendum No.1
was released on December 24, 2019, extending the submittal deadline to January 14, 2020. The
City Clerk's Office received proposals from three companies as follows: First Transit, Inc., MV
Transportation, Inc. and Transportation Concepts.
After receiving the proposals, staff with the assistance of a transit consultant, Mr. Roy Glauthier,
sent each company "clarifying questions" to their respective proposal so that there would be no
ambiguity as to their submitted response. Each company responded accordingly. Staff then
thoroughly vetted each proposal.
AGENDA ITEM 5.13
City Council Meeting
February 25, 2020
Page 2 of 6
Interviews were conducted on Wednesday, January 29, 2020. Mr. Glauthier administered
interview questions to assess each firm's ability to meet aspects of the Scope of Work
(Attachment B). The interview panel consisted of the City of Rosemead's Assistant City
Manager, Director of Public Works, and Ms. Chau Vu, the Public Works Director for the City of
Bell Gardens. The following is a summary of the three (3) firms that were interviewed:
First Transit, Inc.
First Transit, Inc., is a corporation based out of Cincinnati, Ohio, providing transportation and
management services for over 60 years. The corporation has extensive experience providing
successful management and operation of transit operations to over 35 separate California
contracts. First Transit has received recognition for safety and quality of operations by APTA
and the National Safety Council. With its regional office in Phoenix, AZ, First Transit is
proposing to operate the Rosemead service from their facility in El Monte. The El Monte facility
is a 140 ASE Blue Seal of Excellence Recognized Shop. Mr. Drian "Zack" Deukmajian is the
proposed Project Manager for the service. Mr. Deukmajian is highly experienced having
previously held the General Manager position with LADOT DASH. For the Rosemead service,
First Transit proposes to leverage El Monte's call center, dispatch, and road supervisor staff to
enable cost sharing, reduce operator hours and preserve the useful life of City -owned vehicles.
First Transit proposes to provide a high level of technology in support of the City's transit
program within their proposed price. This technology would include real-time vehicle tracking,
Interactive Voice Response to remind riders of their trips, and a mobile phone app showing the
location of Explorer vehicles, among other features.
The following local staff would be assigned to Rosemead per the proposal:
POSITION
STAFF NIENIBER :�
EXPERIENCE
Project Manager
Drian "Zack"
Deukmajian
15 years of experience in transportation management
Operations &
Safety Manager
Juan Casillas
5 years of experience in the transportation industry
Maintenance
Martin Rodriguez
23 years of experience in fleet maintenance
Manager
MV Transportation, Inc.
MV Transportation Inc., is a corporation based out of Dallas, Texas, and is currently the City's
service Transit provider, as well as providing services to more than 20 other agencies within the
Los Angeles area and 70 overall agencies in California. The company is the largest service
(paratransit and fixed route) provider in California offering the City a wide network of support
resources. MV Transportation is proposing to store vehicles and have drivers report for the
Rosemead service from their West Covina facility (9 miles outside Rosemead). Maintenance and
City Council Meeting
February 25, 2020
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dispatch operations would be located at a MV Transportation facility out of Paramount (15 miles
outside of Rosemead) which would result in additional fuel expenses and wear and tear on
vehicles. Mr. Keith Everage is the proposed General Manager for the Rosemead service. Mr.
Everage has substantial managerial and operational experience in the transportation industry.
MV Transportation has also proposed a technology package, including GPS tracking of vehicles,
website and mobile app for customers to locate buses, and automatic notification of vehicle
maintenance service due, though much of this technology would be an additional fee to the City.
The following local staff would be assigned to Rosemead per the proposal:
POSITION
STAFF NIENIBER
EXPERIENCE
General Manager
Keith Everage
More than a decade of experience in transportation management
Operations
Kay Lea
30 years of experience in transportation management
Supervisor
Safety & Training
Lina Parten
16 years of experience in the transportation industry
Manager
Monterroza
Assistant General
Lupe Flores
18 years of supervisory and management in the transportation
Manager
industry
Maintenance
Martin Camargo
25 years of experience in transportation maintenance management
Manager
Transportation Concepts
Transportation Concepts is a California based company with headquarters in Irvine and 20 -years
of experience operating fixed -route and demand response services for public transit agencies in
the region. Transportation Concepts proposes to establish a local office in South El Monte by
negotiating a lease agreement upon award of contract. The company will provide Rosemead
operation and maintenance services from this location. Transportation Concepts will provide a
dedicated project manager solely responsible for Rosemead and no other municipal contracts.
The company presently manages 16 separate contracts in areas with similar challenges as
Rosemead Transit. The following local staff would be assigned to Rosemead per the proposal:
POSITION
STAFF NIENIBER
EXPERIENCE
Project Manager
Ernesto Lizarraga
7 years of experience in transit operational oversight
Area Regional
Brian Connell
20 years of experience in the transit management
Manager
Lead Mechanic
Luis "Mario'
15 years of experience in fleet maintenance
Monterroza
City Council Meeting
February 25, 2020
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The fuel cost category is based upon each proposer's estimated propane fuel expense for the base
three (3) year period. Based on information obtained from the proposals, a summary of the
estimated operating costs for the 3 -year base contract period is provided below:
Estimated 3- Year Operation and Fuel Cost
FIRM
OPERATION
FUEL
TOTAL
First Transit, Inc.*
$2,947,834.00
$241,570.00
$3,189,404.00
MV Transit, Inc.
$3,635,423.00
$314,350.00
$3,949,773.00
Transportation Concepts
$3,692,288.00
$452,401.00
$4,144,689.00
*Denotes the lowest cost proposal
It should be noted, that after the interviews on January 29, the City received an unsolicited email
from MV Transportation on Friday, January 31, 2020, with adjusted fees as follows:
Year one $1,131,690, Year two 1,184, 651, year three $1, 239, 406 for an operational cost
of- $3,555, 747. The total cost for operations and fuel would amount to $3,8 70,097.
As the above email was unsolicited and the City never requested alternative bids, Staff has
rejected the unsolicited revised bid and included in the above matrix the original proposal costs.
The interviews were scored on a 100 point scale based on the panel's scoring of the following
categories:
• Experience and Technical Compliance for a maximum of 25 points,
• Staffing and Personnel for a maximum of 20 points,
• Vehicle Maintenance Program for a maximum of 15 points,
• Vehicles/Facilities/ Equipment for a maximum of 10 points,
• Proposed Cost for a maximum of 20 points, and
• Financial Viability for a maximum of 10 points.
Based on the results of the interviews, and after analyzing the cost proposals, Staff is
recommending that the City Council award the Transit Services contract to First Transit.
The interview panel rated First Transit the highest. First Transit's cost proposal was by far the
least expensive. Additionally, First Transit's facility is only 1.4 miles from the City of
Rosemead. The closeness of the facility is extremely appealing in that it reduces deadhead miles,
wear and tear of City of Rosemead equipment, fuel costs, operator hours and enables a quick
response should there be an issue with equipment in the field. Additionally, City Staff visited the
First Transit facility and was impressed with its operation. For the reasons stated above, First
Transit was the clear choice of staff.
City Council Meeting
February 25, 2020
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STAFF RECOMMENDATION
It is recommended that the City Council authorize the City Manager to enter into an agreement
with First Transit for the management, operation, and maintenance of the Rosemead Transit
system for a Base Term of three (3) annual years plus two one-year annual option terms.
• The first year is $939,813 for operation and $76,617 for fuel totaling $1,016,430.00
The second year is $984,047 for operation and $80,550 for fuel totaling $1,064,597.00
The third year is $1,023,974 for operation and $84,403 for fuel totaling $1,108,377.00
Each one year option will be negotiated between parties (per the RFP) but in no case shall that
compensation for each year option increase by no more than the annual increase in the Consumer
Price Index for the State of California (Los Angeles -Riverside -Orange County statistical area)
for the most recently reported calendar year.
FISCAL IMPACT
The City's transit operations are funded through the Los Angeles County Proposition A and
Proposition C Local Return programs. Both Proposition A and Proposition C are transportation
taxes included in Los Angeles County Sales Tax and earmarked for cities and the County of Los
Angeles to develop and/or improve public transit and related infrastructure.
In Fiscal Year 2019-20 the City allotted $1,100,000 in Proposition A and Proposition C fund
allocations for the Rosemead Transit system. There is little variation in Proposition A and
Proposition C allocation amounts from year to year, however, the variation trends favorable with
slight increases. Therefore, sufficient funding is available annually in Proposition A Account
215-3040-5470 and Proposition C Account 220-3040-5470 to award the recommended
agreement.
STRATEGIC PLAN IMPACT
In Vision 2020 and Key Organizational Goals, it states that Amenities for Rosemead residents
and business will include "convenient modes of transportation".
PUBLIC NOTICE PROCESS
This item has been noticed through the regular agenda notification process.
City Council Meeting
February 25, 2020
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Prepared by:
e �n / —/. -,; t � �
Christopher bast
Director of Public Works
Attachment A: Request for Proposals
Attachment B: Scope of Work
Attachment C: Proposals
Attachment D: Professional Service Agreement - Draft
Attachment A
Request for Proposals
REQUEST FOR PROPOSAL NO. 2019-17
MANAGEMENT AND OPERATION
OF THE ROSEMEAD TRANSIT SYSTEM
DESCRIPTION OF THE PROJECT
The Rosemead Transit system, initiated by the City of Rosemead in the 1980's,
provides Dial -A -Ride and community fixed route transit services. Dial -A -Ride service is
provided to seniors (55+) and individuals with permanent disabilities within the city, to
destinations within 5 miles of the city limits, and for medical appointments to the Kaiser
Hospital facility in Baldwin Park and the Huntington Memorial Hospital area in
Pasadena. The Explorer operates a community fixed route service entirely within the
city with two buses operating a single route in opposite directions.
The combined Rosemead Transit services carried a total of 67,165 passenger trips in
the 2018/2019 year while operating a total of 13,572 revenue vehicle hours and 158,856
revenue vehicle miles. Attachment B contains Rosemead Transit operating and financial
data and basic performance indicators for the past three years.
The City finances the Rosemead Transit system through Los Angeles County
Proposition A and C Local Return funding and fare revenues. The City does not receive
any Federal or State transit funding. -
A. Rosemead Dial -A -Ride
The Rosemead Dial -A -Ride provides advance -reservation, curb -to -curb demand
responsive transportation to senior residents of the city age 55 and above, and to
individuals with permanent disabilities as certified by City staff. Requests for service
may be made up to 14 days in advance of the service day or, for trips that are taken on
a regular basis at the same day and time each week, can be set up as subscription
trips. Same day and immediate trip requests are accommodated if capacity is available.
This is not an ADA paratransit service.
Dial -A -Ride service operates the following days and hours:
Weekdays (Monday — Friday): 6:00 am — 7:00 pm
Weekends (Saturday and Sunday): 6:00 am — 7:00 pm
Holidays: 8:00 am — 4:00 pm
The Dial -A -Ride is to operate 365 days a year, with reduced operation of only one (1)
vehicle on these holidays: New Year's Day, Memorial Day, July 4'h, Labor Day,
Thanksgiving Day, and Christmas Day. The CITY reserves the right to direct the
operation of reduced levels of service on unofficial holidays and during holiday periods.
City of Rosemead — Rosemead Transit Page 4
2020 Request for Proposal No. 2019-17
A maximum of two (2) ADA -compliant paratransit vehicles will be operated in Dial -A -
Ride service at peak periods. The Contractor will be responsible for managing and
operating Rosemead Dial -A -Ride services so as to achieve the City's performance
goals for this service and is expected to manage the level of services provided to reflect
actual trip demand.
Dial -A -Ride service is provided within the city and to destinations within 5 miles of the
city limits and for medical appointments to the Kaiser Hospital facility in Baldwin Park
and the Huntington Memorial Hospital area in Pasadena.
B. Rosemead Explorer Fixed Route
The Explorer is a general public, community fixed route service operating bi-directional
on a single route through the city.
Explorer services are operated 362 days a year during the following hours:
Weekdays (Monday — Friday): 6:00 am — 8:00 pm
Weekends (Saturday and Sunday): 10:00 am — 5:00 pm
Two Explorer vehicles are to be operated during each of these periods. Service will be
suspended on Christmas Day, Thanksgiving Day and New Year's Day.
C. General
The Rosemead City Council is the policy, making body for the Rosemead Transit
system. Overall administration, planning, monitoring and marketing of the system is
vested in the City's Public Works Department, under the direction of the Director of
Public Works.
Since the inception of Rosemead Transit, the City has utilized the services of an
independent management and operations Contractor to provide full "turn -key"
management and operation of the system. The City provides only policy direction,
general supervision and monitoring of services, service and system planning, marketing
support and materials, fare media and qualification of residents to use the Dial -A -Ride,
and five (5) transit service vehicles for operation of the Dial -A -Ride and Explorer
services. [See RFP Section 2 herein for "City Duties and Responsibilities."]
The current management and operations contract is with MV Transportation, Inc., which
has operated these services since February 15, 2019. Prior to MV Transportation,
Rosemead Transit was operated by Southland Transportation. The current contract may
be reviewed on the City's website at http://www.cityofrosemead.org under "Bids and
RFPs" on the City Clerk's page.
City of Rosemead — Rosemead Transit Page 5
2020 Request for Proposal No. 2019-17
D. Pendina Issues
Zero Emission Buses (ZEBs)
In response to the ZEB, requirements of the California Air Resources Board adopted in
2019, the City will be developing its Zero -Emission Bus Rollout Plan prior to July 1,
2023. Although the timing of ZEB acquisition may be impacted by the availability of
funding, it is not presently anticipated that the City will order or receive any such electric
buses during the term of this proposed contract. However, it should be expected that
the City will, at a minimum, rely on the successful contractor for operational and
management input into the ZEB compliance planning process along with siting and
design assistance for future ZEB infrastructure on possible operating facility sites. ZEB
experience will therefore be a consideration in the selection of the successful contractor.
Revenue Vehicle Replacement
As noted in Section 2.1, Revenue Vehicles, CITY shall be responsible for replacement
of revenue vehicles on a schedule that maximizes the useful life of these resources
without negatively impacting service reliability or incurring excessive maintenance costs.
CITY shall coordinate vehicle replacement schedule and specifications with
CONTRACTOR. CITY recognizes that the existing revenue vehicles are approaching
the end of their useful lives and is in the early stages of placing an order for
replacement vehicles.
II. INSTRUCTIONS, CONDITIONS AND NOTICES TO OFFERORS
The following shall be considered an essential part of this Request for Proposals
("RFP").
A. General Information
The City of Rosemead, California, referred to as "CITY" herein, is requesting proposals
for the management and operation of the Rosemead Transit system, which operates the
Rosemead Dial -A -Ride and Explorer services. For purposes of this RFP, independent
contractors interested in submitting proposals are referred to as "CONTRACTOR".
The term of this Agreement will be for a Base Term of three (3) years from May 1, 2020
through April 30, 2023, plus one Option Term of two (2) years, for a total possible
contract term of five (5) years. The successful CONTRACTOR to whom an award is
made will be required to enter into a Professional Services Agreement ("PSA") with
CITY substantially similar to the DRAFT AGREEMENT provided here as Attachment A.
Section VI to this RFP is the Scope of Work detailing the services to be provided by the
CONTRACTOR. All proposals shall be for the complete "turn -key" management and
operation of the Rosemead Transit system, as specified and in all respects, so that the
proposal contemplates and ensures a complete "Turn -Key" system such that nothing
remains to be purchased, provided or supplied by CITY, other than as noted within the
provisions of this RFP. It is understood by each potential CONTRACTOR that this RFP
City of Rosemead - Rosemead Transit Page 6
2020 Request for Proposal No. 2019-17
requires, in all cases, all elements of a complete operating system for Rosemead
Transit.
B. Procurement Schedule
The schedule and description of events for this procurement are given below. Unless
indicated all times are Pacific Standard Time (PST).
Date
Mon., November 25, 2019
Tues., December 10
Mon., December 16
Thur., December 19
Tues., January 7
Wed., January 22
Mon., January 27
Tues., February 25, 2020
Fri., May 1, 2020
Activity
Request for Proposal (RFP) Issued
Optional Pre -proposal Meeting @ 10:30am
Deadline for submitting questions @ 3:OOpm
Final Addenda and Answers Issued
Proposal Due @ 3:00 pm
Interviews (If Needed)
Best and Final Offers Due (If Needed)
Selection recommendation made to City Council and
Contract awarded
Start of Services
The indicated dates, including start-up date, are subject to change at the sole discretion
of the CITY.
C. Optional Pre -Proposal Conference and Submission of Questions
An optional pre -proposal conference will be held on Tuesday, December 10, 2019 at
10:30 A.M. PST in the City Hall Conference Room, 8838 E. Valley Blvd., Rosemead,
California, for the purpose of receiving questions and comments pertaining to this RFP.
Any firm not attending the optional pre -proposal meeting but wishing to receive any
addenda shall contact Silvia Llamas, City Administrative Analyst at 626-569-2117 or by
email to sllamas@cityofrosemead.org and provide the firm name, address, contact
name, telephone and email.
Questions and comments may be submitted to the Director of Public Works, City of
Rosemead, by mail to 8838 E. Valley Blvd., Rosemead, California 91770, by email to
cdaste@cityofrosemead.org or by facsimile copy to 626-307-9218. All questions must
be received no later than 3:00 P.M. on Monday, December 16, 2019.
In the event of that questions and comments are received, a CITY response will be sent
to all parties in the form of an addendum (or addenda) to this RFP no later than
Thursday, December 19, 2019.
City of Rosemead — Rosemead Transit Page 7
2020 Request for Proposal No. 2019-17
D. RFP Addenda
Any changes to the RFP requirements will be made by written addendum or email with
confirmation of receipt. Addenda will be emailed or mailed to CONTRACTORS at the
addresses provided by CONTRACTORS. All addenda must be specifically
acknowledged in CONTRACTOR'S proposal using Form C, Addenda
Acknowledgement. Failure to acknowledge receipt of addenda shall cause the proposal
to be considered non-responsive. Such proposals will be rejected.
E. Verbal Agreement or Conversation
No prior or current verbal conversations or agreements with any officer, agent, or
employee of the CITY shall affect or modify any terms or obligations of this RFP, or any
contract resulting from this procurement.
F. Required Submittal Information
Each CONTRACTOR must submit one (1) signed original, six (6) copies and one (1)
electronic copy on flash drive of the complete proposal in sealed package marked
clearly "Transit Service RFP" and the name of the CONTRACTOR. Proposal
submissions shall be in 3 -ring binders and pages must be numbered sequentially.
Please note that proposals are limited to a total of seventy-five (75) single -sided, letter -
sized sheets using a typeface no smaller than 11 point. The seventy-five (75) pages
shall include all text pages, tables, figures, exhibits, divider and cover pages, but shall
not include required proposal forms, appendices and attachments to the proposal.
Proposers are warned against placing material information in appendices and/or
attachments. "Material" is defined as information or documents, without which the
Offeror's proposal could be deemed noncompliant.
Proposed costs must be submitted on the COST PROPOSAL FORM provided as Form
A and must include all required attachments. All prices and notations must be in ink or
typewritten. Mistakes may be crossed out and corrections typed or written with ink
adjacent thereto, and all corrections must be initialed in ink by the person signing the
COST PROPOSAL FORM.
Unacceptable conditions, limitations, provisos, or failure to respond to specific
instructions or information requested may result in rejection of the proposal.
If the proposal consists of a "prime" contractor and one or more subcontractors, the
CONTRACTOR shall identify all subcontractors and the areas of their responsibility.
Notwithstanding the use of subcontractors by the prime CONTRACTOR, the CITY will
enter into an AGREEMENT only with the prime CONTRACTOR who shall be
responsible for all services required by the attached AGREEMENT.
CONTRACTOR certifies by submission of a response to the RFP (proposal) that neither
it nor its principals is presently debarred, suspended, proposed for debarment, declared
City of Rosemead — Rosemead Transit Page 8
2020 Request for Proposal No. 2019-17
ineligible, or voluntarily excluded from participation in this transaction with federal, state,
or local department or agency.
Upon award of the contract, all proposals shall be public record except financial
statements submitted under a separate cover with a request for confidentiality, which
shall be disclosed only upon order of a court with competent jurisdiction. Following
contract award, information contained in any proposal or information regarding the
number or identity of CONTRACTORS will be made available during the course of
normal City business hours. Specific requests for proposal information shall be made
by request to the Director of Public Works.
No proposal shall be withdrawn after the deadline for submission of proposals and all
proposals shall remain in effect for a minimum of one hundred twenty (120) days after
the final proposal submission date.
G. Submission of Proposals
Proposals must be received by the City Clerk's Office of the City of Rosemead before
3:00 P.M. PST on Tuesday, January 7, 2020.
All proposals either mailed or hand delivered will be received at the following location:
City of Rosemead.
City Clerk's Office
RFP No. 2019-17 - Transit Service
8838 E. Valley Blvd.
Rosemead, California 91770
The City will not accept proposals submitted by facsimile copy or electronically.
Responsibility for submitting the proposal and pricing to the City on or before the above
stated time is SOLELY AND STRICTLY that of the CONTRACTOR. The City will in no
way be responsible for delays in the delivery of the mail or delays caused by any other
occurrence. The City will not be responsible for premature opening of proposals not
properly marked. Any submission received after the designated time will be returned
unopened.
H. Screening, Selection, and Award
Screening and selection will take place through the process described below. Contract
award will be made to the CONTRACTOR which (a) meets REQUIRED
QUALIFICATIONS OF CONTRACTOR specified in Part III of this RFP, and (b) submits
the proposal considered most advantageous to CITY based on EVALUATION
CRITERIA set forth below.
Negotiations may or may not be conducted with CONTRACTORS, therefore, the
proposal should include the CONTRACTORS' most favorable terms and conditions
since selection may be made without discussion with any CONTRACTOR.
City of Rosemead— Rosemead Transit Page 9
2020 Request for Proposal No. 2019-17
The screening and selection process shall be as follows:
Step 1. Sealed proposals will be opened and evaluated to determine compliance with
REQUIRED QUALIFICATIONS OF CONTRACTOR. Proposals meeting specified
requirements will be considered responsive and will be included in Step 2.
Step 2. Responsive proposals will be reviewed and scored by an evaluation panel
based on EVALUATION CRITERIA shown in Table 1 of this RFP. Ordinal rankings will
be assigned to the evaluations done by each panel member and those rankings
combined to indicate a preliminary scoring of the proposals. Based on this initial
evaluation, a decision will be made whether to recommend awarding a contract without
further discussion to the CONTRACTOR receiving the highest score, or to interview the
CONTRACTORS within the competitive range.
Step 3. If a decision is made to conduct interviews, CONTRACTORS within the
competitive range will be interviewed on Wednesday, January 22, 2020. The purpose
of such interviews will be to obtain additional information or clarification of
CONTRACTORS' proposals. CONTRACTORS will be limited to no more than four (4)
representatives, which shall include the proposed Project Manager and Maintenance
Manager and the manager to whom this project would report.
City of Rosemead — Rosemead Transit Page 10
2020 Request for Proposal No. 2019-17
Attachment 6
Scope of Work
VI. SCOPE OF WORK
SECTION 1: DEFINITIONS
As used throughout the Request For Proposals, exhibits and attachments, the following
terms shall have the meanings set forth below:
Advanced Reservation — Describes the process of requesting trips and receiving trip
confirmation prior to the day service is requested.
Americans with Disabilities Act of 1990 (ADA) — Federal civil rights legislation which
mandates accessibility for people with disabilities. Included is a requirement that all
public transit agencies operating fixed route bus service provide complementary
paratransit service to persons functionally unable to use accessible fixed route systems.
CITY — Shall indicate the City of Rosemead.
Contractor — Shall signify a firm submitting a proposal to provide the services
described herein and the vendor selected and under contract with CITY to provide
transportation services.
Curb -to -Curb Service — A type of paratransit service where, on both the origin and
destination end of the trip, the driver gets out of the vehicle and assists the passenger
between the vehicle and a sidewalk or other waiting area no more than 15 feet from the
vehicle.
Deadhead — For paratransit services, refers to either miles or hours when a vehicle is
not in revenue service including travel from the yard to the first pick-up, from the last
drop-off back to the yard when released by the dispatcher and travel during driver
breaks and other 'but of service" times. The travel between scheduled pickups and
drop offs, regardless of whether a passenger is on board, is not deadhead.
Demand Responsive — Describes a service that does not require advance reservation
and trips can be requested the same day [also referred to as "same day," "real-time" or
"immediate response"].
Door -to -Door Service — A type of paratransit service where, on both the origin and/or
destination end of the trip, the driver gets out of the vehicle and meets/escorts the
passenger to the door of the main lobby, residence, or building. The driver is
responsible for assisting the passenger throughout the trip. Drivers are not allowed to
enter a residence and must keep the vehicle in sight at all times.
Dwell Time — The amount of time spent by vehicle and driver at each pick-up and drop-
off waiting for the passenger(s) to appear, during passenger boarding, deboarding and
wheelchair securement. Dwell time is included in the Revenue Vehicle Hour
computation.
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2020 Request for Proposal No. 2019-17
Federal Transit Administration (FTA) — A branch of the U.S. Department of
Transportation (USDOT) established to improve transportation throughout the nation.
The FTA provides funding and assistance to regional transportation agencies, among
various other programs.
Holidays — The official City holidays are: New Year's Day; Memorial Day;
Independence Day; Labor Day; Thanksgiving Day; and Christmas Day.
Late Trip — For Dial -A -Ride service, any trip on which the vehicle arrives for the pick up
more than 15 minutes after the scheduled time. For fixed route service\, any arrival at a
time point more than 5 minutes after the scheduled time.
Missed Trip — Any scheduled trip on which the Dial -A -Ride vehicle arrives more than
60 minutes after the scheduled pick up time or does not arrive at all.
No -Show — A scheduled passenger who does not appear at the designated location for
vehicle boarding within 5 minutes of an on-time vehicle arrival or calls the Rosemead
Dial -A -Ride to cancel the trip less than one (1) hour before the scheduled pick-up time.
On -Time Pickup — For paratransit services, a vehicle shall be on-time if it arrives at the
designated pickup location no more than 15 minutes prior to the scheduled pickup time
or no more than 15 minutes after that time. For fixed route services, a vehicle shall be
on-time if it arrives at a designated bus stop not earlier than or no more than 3 minutes
after the scheduled arrival time.
Subscription Service — Paratransit trips to and from the same origin and destination at
the same time and day at least once a week. Subscription services do not require the
passenger to call in their request for each trip; only to cancel for one or more days.
Revenue Vehicles — Refers to vehicles used to transport passengers in transit and
paratransit revenue services. Also called "Transit Service Vehicles."
Vehicle Revenue Hour — For Rosemead's fixed route services, a vehicle revenue hour
shall be defined as any sixty -minute increment of time, or portion thereof, that a vehicle
is in revenue service, including layover/recovery time but excluding deadhead, training
operators prior to revenue service and road tests.
For the Rosemead Dial -A -Ride service, a vehicle revenue hour shall be defined as any
sixty -minute increment of time, or portion thereof, that a vehicle is available for
passenger transport within the established hours of service. A vehicle is available for
passenger transport from the time it arrives at its first pick-up address and ends when it
has completed its last passenger drop-off and is released from service by the
dispatcher. If the first scheduled pick-up is a no-show, the vehicle arrival time at'that
stop shall still be used for computation of revenue vehicle hours, however, this rule shall
not apply to late trip cancellations. Revenue vehicle hours are also known as "revenue
vehicle hours" and "vehicle service hours." It is intended that this definition of vehicle
revenue hours be identical to that defined under the National Transit Database.
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2020 Request for Proposal No. 2019-17
Revenue vehicle revenue hours, for both services, shall exclude any meal breaks,
service breaks, mechanical breakdowns and time a vehicle is down due to an accident.
Vehicle Revenue Miles — The mileage incurred by a vehicle while operating a Vehicle
Revenue Hour.
SECTION 2: CITY DUTIES AND RESPONSIBILITIES
CITY shall accept the following responsibilities and perform the following duties with
respect to Rosemead Transit. To the extent reasonable and feasible, CONTRACTOR
shall assist CITY in this regard.
2.1 Revenue Vehicles
The CITY will provide three (3) Class C Cutaway ADA -Compliant buses and two (2)
Class B Cutaway ADA -Compliant buses as listed in the Transit Fleet Schedule posted
on the City's website at http://www.cityofrosemead.org under "Bids and RFPs" on the
City Clerk's page. All of these vehicles have been retrofitted to use propane fuel. Two of
the Class C buses will be used to operate the Explorer fixed route services and the two
Class B buses will be used to operate the Dial -A -Ride. The third Class C bus will be
used as a spare in either service. The Class C buses shall be rotated in service so as to
equalize the mileage and wear and tear on these vehicles.
CITY shall be responsible for replacement of revenue vehicles on a schedule that
maximizes the useful life of these resources without negatively impacting service
reliability or incurring excessive maintenance costs. CITY shall coordinate vehicle
replacement schedule and specifications with CONTRACTOR.
With prior written approval, the CITY will reimburse CONTRACTOR for the
repair/replacement of engine or transmission excluding the costs of labor unless failure
is due to misuse of the vehicle or failure of the CONTRACTOR to maintain the vehicle
pursuant to this Contract or industry standards, whichever are more rigorous.
CITY shall be responsible for all signage on the exterior of the buses.
2.2 System Planning and Administration
CITY shall be responsible for all policy decisions and activities relative to Rosemead
Transit routes, schedules, days and hours of operations, stop locations, street
furnishings, preparation of planning documents, budgets, grant applications and related
documentation, and other such activities to overall system administration.
2.3 Advertising and Promotion
CITY shall prepare, place, schedule, and pay for all advertising and promotional
materials designed to inform the public of Rosemead Transit operations and to promote
ridership.
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2020 Request for Proposal No. 2019-17
2.4 Fuel
CITY will reimburse CONTRACTOR for fuel supplied by CONTRACTOR for use in the
CITY -provided Revenue Vehicles and, with prior CITY approval, any CONTRACTOR -
owned or provided vehicles which are operated in Rosemead Transit service. CITY
shall not reimburse CONTRACTOR for fuel used in non -revenue vehicles.
CONTRACTOR shall utilize a dispensing system, approved by CITY, which accurately
records all fueling purchases to allow CITY to reconcile all fuel transactions by date and
vehicle number. The CITY expressly reserves the right in its sole discretion to establish
fueling procedures as determined by CITY to be in CITY'S best interest.
CONTRACTOR and all of its employees shall adhere to any and all operating,
administrative, and accounting procedures required by CITY in connection with all
fueling operations.
2.5 Schedules, Passes, Tickets,
At CITY's discretion, CITY may develop and implement a form of fare media that will be
accepted in lieu of cash fares. CITY shall prepare, print, and provide to CONTRACTOR
all schedules, passes, tickets, and like materials required by Rosemead Transit
operations. CONTRACTOR shall distribute and disseminate such materials in
accordance with the provisions.of the AGREEMENT and any directions supplemental
thereto provided by CITY.
2.6 Street Furnishings
CITY shall be responsible for the purchasing and maintenance of all transit related
street furnishings within the CITY limits related to Rosemead Transit. CONTRACTOR
and its employees shall cooperate with CITY by advising CITY of any such irregular
conditions to street furnishings observed during Rosemead Transit operations.
2.7 Complaints and Comments
CITY shall receive all complaints and comments regarding Rosemead Transit services
and enter them into the City's complaint tracking system. Within one business day of
receiving a complaint or comment, CITY shall email a copy of the transcribed complaint
or comment to CONTRACTOR for investigation as appropriate. CITY shall maintain a
chronological record of all complaints and comments received, the results of
CONTRACTOR's investigation and any action taken to resolve the complaint.
2.8 Notification: Potential Interference with Rosemead Transit Operations
CITY shall make a reasonable effort to notify CONTRACTOR in advance of any road
closures, detours, parades, or other events under CITY jurisdiction that may interfere
with Rosemead Transit operations or require deviations from routes or schedules.
CONTRACTOR and CITY shall mutually agree upon such deviations.
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2020 Request for Proposal No. 2019-17
SECTION 3: CONTRACTOR DUTIES AND RESPONSIBILITIES -OPERATIONS
CONTRACTOR shall perform the duties and accept the responsibilities set forth below
in connection with its operation of Rosemead Transit. The omission of a duty or
responsibility herein below shall not relieve CONTRACTOR of its obligation to perform
such duty or accept such responsibility, so long as it is usual, customary, and generally
accepted within the public transportation industry as being an integral element of
operating public transportation system and services of a kind and character such as
Rosemead Transit.
3.1 Operations: General
CONTRACTOR shall provide the necessary management, technical, and operating
services for the operation of Rosemead Transit services as specified by the CITY.
CONTRACTOR shall assist and cooperate with CITY in meeting the objectives of
providing quality transportation services. CONTRACTOR shall establish and maintain
close liaison activities, coordination, and cooperation with CITY on matters relating to
operations, monitoring, reporting and service performance measurements.
All staff, facilities, equipment other than the five (5) specified revenue vehicles, fuel,
supplies and services required for the operation and management of Rosemead Transit
shall be furnished by CONTRACTOR unless CITY 'specifically identifies an element of
equipment or aspect of service to be its responsibility.
3.2 Operations
3.2.1 Dial -A -Ride
The Rosemead Dial -A -Ride provides advance -reservation, curb -to -curb demand
responsive transportation to senior residents of the city age 55 and above and
individuals with permanent disabilities as certified by CITY staff. Requests for
service may be made up to 14 days in advance of the service day or, for trips
that are taken on a regular basis at the same day and time each week, can be
set up as subscription trips. Non -emergency medical trips are given priority and
same day and immediate trip requests are accommodated if capacity is
available. This is not an ADA complementary paratransit service.
Dial -A -Ride service operates the following days and hours:
Weekdays (Monday — Friday): 6:00 A.M. — 7:00 P.M.
Weekends (Saturday and Sunday): 6:00 A.M. — 7:00 P.M.
Holidays: 8:00 A.M. — 4:00 P.M.
The Dial -A -Ride is to operate 365 days a year, with reduced operation of only
one (1) vehicle on these holidays: New Year's Day, Memorial Day, July 4th, Labor
Day, Thanksgiving Day, and Christmas Day. The CITY reserves the right to
direct the operation of reduced levels of service on unofficial holidays and during
holiday periods.
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2020 Request for Proposal No. 2019-17
A maximum of two (2) ADA -compliant paratransit vehicles will be operated in
Dial -A -Ride service at peak periods. The CONTRACTOR will be responsible for
managing and operating Rosemead Dial -A -Ride services so as to achieve the
CITY's performance goals for this service and is expected to manage the level of
services provided to reflect actual trip demand.
Dial -A -Ride service is provided within the city and to destinations within 5 miles
of the city limits and for medical appointments to the Kaiser Hospital facility in
Baldwin Park and the Huntington Memorial Hospital area in Pasadena. See the
current Rosemead Transit brochure for more Dial -A -Ride information. The
brochure can be downloaded from the City's website at
http://www.cityofrosemead.org under "Bids and RFPs" on the City Clerk's page.
3.2.2 Operations: Fixed Route Services
The Rosemead Explorer is a general public, community fixed route operating bi-
directional service on a single route through the city.
Rosemead Explorer services operate the following days and hours:
Weekdays (Monday — Friday): 6:00 A.M. — 8:00 P.M.
Weekends (Saturday and Sunday): 10:00 A.M. — 5:00 P.M.
Two shuttle vehicles are to be operated during each of these periods. Service will
be suspended on Christmas Day, Thanksgiving Day and New Year's Day. The
current Rosemead Transit brochure can be downloaded from the City's website
at http://www.cityofrosemead.org under "Bids and RFPs" on the City Clerk's
page.
3.2.3 Special Services
In addition to regular Rosemead Transit operations, CONTRACTOR may from time to
time upon receiving specific written authorization by CITY, provide special
transportation services within the Los Angeles Urbanized Area using Rosemead Transit
vehicles, provided that such special services are determined by CITY to be in the public
interest, do not interfere with regular Rosemead Transit operations, and are in
compliance with applicable federal and state statutes. CONTRACTOR shall be entitled
to compensation beyond the established maximum obligation for such services at the
normal rate per vehicle revenue hour specified in the AGREEMENT.
3.3 Service Standards
CONTRACTOR shall strive at all times to provide service in a manner that will increase
system productivity while achieving or surpassing customer service expectations.
Recognizing that the goals of productivity and customer service levels may conflict, the
following standards are intended to be reasonably attainable by CONTRACTOR, fair to
the customer, and consistent with CITY expectations.
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2020 Request for Proposal No. 2019.17
CONTRACTOR and CITY shall periodically meet to evaluate performance of the system
based upon these standards. If the standards are not fulfilling their intended purpose,
they shall be adjusted based upon recommendations made by CONTRACTOR with
concurrence and final decision by CITY. Should it be found that CONTRACTOR'S
performance has contributed to CONTRACTOR'S failure to achieve these standards,
Rosemead Transit Service Standards
Performance Criteria
Standard
1. Service Productivity
Dial -A -Ride: 2.4 Passenger Trips per
Revenue Vehicle Hour
Rosemead Explorer: 13.0 Passenger Trips per
Revenue Vehicle Hour
2. Dial -A -Ride On -Time Performance
95% or better
3. Dial -A -Ride: Failure to wait a
minimum of 90 seconds after on-time
Zero (0) occurrences
vehicle arrival.
4. Dial -A -Ride: Missed Trip
[Arrival at pick-up location more than
Zero (0) occurrences
60 minutes after the scheduled time
or not at all
5. Telephone Hold Times
90% of all calls shall be answered in less than
3 minutes
100% of all calls shall be answered in 5
minutes or less
5. Vehicle Cleanliness
As defined in SOW
6. Driver Uniform
As defined in SOW
7. Monthly Management Report
As defined in SOW
Submission
8. Customer Complaints
No more than 3 per month
CONTRACTOR shall take all reasonable actions requested by CITY to correct
deficiencies in performance. Should deficiencies persist, CITY may take whatever
additional action is necessitated by the circumstances and provided for in the
AGREEMENT of which this Scope of Work is a part, up to and including replacement of
management personnel and Termination of the Agreement.
3.4 Operations Management
CONTRACTOR shall provide operations management at a level and capability sufficient
to oversee its functions and employees.
CONTRACTOR shall designate and provide the services of a full-time Project Manager,
subject to the approval of the CITY, who shall provide overall management and
supervision of Rosemead Transit under the terms of this AGREEMENT. It is understood
that, while full-time to the designated facility, the Project Manager may have other
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2020 Request for Proposal No. 2019-17
project management responsibilities in addition to Rosemead Transit and these are to
be disclosed in CONTRACTOR'S proposal. Project Manager responsibilities shall not
be increased without prior written notice to and approval by the CITY.
The Project Manager must have a minimum of five years' experience in public
transportation operations and at least three years' supervisory experience in systems
similar to Rosemead Transit. A bachelor's degree in a transportation or related field is
preferred but not required.
The Project Manager shall be available to and work cooperatively with CITY'S assigned
transit staff in matters relating to service quality, providing operational and other data as
described in this Scope of Work, responding to comments from Rosemead Transit
riders and the general public, and responding to specific requests for other assistance
as the need arises. CITY shall be provided with the Project Manager's cell phone
number for use in emergency or accident situations only.
CONTRACTOR shall assure CITY that the Project Manager designated for this project
will not be replaced during the base term of this contract without the written consent of
CITY. Should the services of the Project Manager become unavailable to
CONTRACTOR, the resume and qualifications of the proposed replacement shall be
submitted to CITY for approval as soon as possible, but in no event later than five (5)
working days prior to the departure of the incumbent Project Manager unless
CONTRACTOR. is not provided with such notice by the departing employee. CITY shall
respond to CONTRACTOR concerning acceptance of the candidate for replacement
Project Manager. Should the position of Project Manager remain unfilled for a period of
thirty (30) days or more, the CITY may deduct the Project Manager's compensation
from CONTRACTOR's payments.
The CONTRACTOR shall further designate one or more Operations Supervisor(s) to
assist the Project Manager in carrying out all activities relative to Rosemead Transit
operations.
The office of the Project Manager will be physically located at the facility designated by
CONTRACTOR for management and operation of Rosemead Transit. During all times
when Rosemead Transit services are in operation either the Project Manager or an
Operations Supervisor designated to act for the Project Manager shall be available
either by phone or in person at the CONTRACTOR's facility to make management and
operational decisions regarding Rosemead Transit operations and provide coordination,
as necessary, and shall be authorized to act on behalf of CONTRACTOR regarding all
matters pertaining to this Scope of Work.
3.5 Employee Selection and Supervision
CONTRACTOR shall be responsible for the employment and supervision of all
employees necessary to perform Rosemead Transit operations. Such responsibilities
shall include employee recruitment, screening, selection, training, supervision,
employee relations, evaluation, discipline, retention and termination.
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2020 Request for Proposal No. 2019-17
CONTRACTOR shall use appropriate driver screening and selection criteria in order to
employ drivers. These criteria will include Department of Motor Vehicles license check
and physical examination sufficient to meet all applicable requirements for Rosemead
Transit vehicle operations.
CONTRACTOR shall develop, implement, and maintain an employee substance
abuse/alcohol abuse -testing program for all employees in safety -sensitive positions
including personnel engaged in the operation, maintenance and control of Rosemead
Transit vehicles and equipment. Such program will meet all applicable federal
requirements promulgated to implement the Omnibus Transportation Employee Test
Act of 1991 and related supplements and amendments.
CONTRACTOR shall make all reasonable efforts to ensure that employees having
contact with the public in the course of their duties are of good moral character. Any
such employee who is convicted of a felony or a crime involving moral turpitude before
or during the time of his/her employment shall not be permitted to continue operating
Rosemead Transit services.
CONTRACTOR shall be responsible to recruit a sufficient number of bilingual
employees to ensure that the bilingual communications requirement under subsection
3.17, herein below, is met.
CONTRACTOR shall at all times comply with applicable state and federal employment
laws, including section 1735 of the California Labor Code and Title VI of the Civil Rights
Act of 1964, as amended.
Nothing in this section shall be construed by either CONTRACTOR or CITY to be in
conflict with the language and intent of Article 3.5, Independent Contractor, of the
AGREEMENT.
3.6 Retention of Existing Employees
Pursuant to Senate Bill No. 158 (California Labor Code, Chapter 4.6, Section 1070 to
Part 3 of Division 2), CITY shall grant a ten percent (106/6) bidding preference to any
CONTRACTOR who agrees to retain, for a period of at least ninety (90) days, the
employees of the previous CONTRACTOR. CONTRACTOR shall declare, as part of
their proposal, whether or not their firm shall retain the employees of the prior
CONTRACTOR for a period of at least ninety (90) days. CONTRACTOR shall ensure
these transitioned employees will be utilized in similar positions and perform essentially
same services as they did under the previous CONTRACTOR. "Employee" is defined
as any person who works for a CONTRACTOR under the prior contract but does not
include executive, administrative, or professional employees that are exempt from the
payment of overtime compensation within the meaning of Subdivision (a) of Section 515
or any person who is not an employee as defined under Section 2(3) of the National
Labor Relations Act (29 U.S.C. Sec. 152(3)). In accordance with Senate Bill No. 158,
the following obligations apply:
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2020 Request for Proposal No. 2019.17
A successor CONTRACTOR or subcontractor who agrees to retain employees,
pursuant to subdivision (a) [of Senate Bill No. 158] shall retain employees who have
been employed by the prior CONTRACTOR or subcontractors, except for reasonable
and substantiated cause. That cause is limited to the particular employee's
performance or conduct while working under the prior contract or the employee's failure
of any controlled substances and alcohol test, physical examination, criminal
background check required by law as a condition of employment, or other standard
hiring qualification lawfully required by the successor CONTRACTOR or subcontractor.
If a successor CONTRACTOR determines that fewer employees are needed than under
the prior contract, qualified employees shall be retained by seniority within the job
classification. In determining those employees who are qualified, the successor
CONTRACTOR may require an employee to possess any license that is required by law
to operate the equipment that the employee shall operate as an employee of the
successor CONTRACTOR.
Nothing in this section requires the successor to pay the same wages or offer the same
benefits provided by the prior CONTRACTOR.
In accordance with the California Labor Code, the successful CONTRACTOR or
subcontractor shall make a written offer of employment to each employee to be rehired.
That offer shall state the time within which the employee must accept that offer, but in
no case less than ten (10) days. An employee who has not been offered employment
or who has been discharged in violation of this chapter, or his or her agent, may bring
an action against the successor CONTRACTOR in any superior court having jurisdiction
over the successor CONTRACTOR.
The existing service CONTRACTOR shall make available the number of employees
who are performing services under the service contract and the wage rates, benefits,
and job classifications of those employees to CITY or to any entity that CITY identifies
as a bona fide CONTRACTOR. See Attachment C to the RFP.
3.7 Training of Drivers and Operations Personnel
CONTRACTOR shall develop, implement, and maintain a formal training and retraining
program that shall be subject to review and approval by CITY. An outline of the training
program, including periodic updates, shall be on file with the CITY. All drivers,
dispatchers, telephone information personnel, and supervisors shall participate in the
program. CONTRACTOR shall implement and maintain specific training and retraining
programs for drivers and non -driving staff.
The driver training program must provide a fixed minimum number of hours of training
for new employees both with and without prior transit driving experience, including
classroom instruction, behind the wheel training under supervision of a certified
instructor, and in-service training. The program shall include, but not necessarily be
limited to, instruction covering applicable laws and regulations and defensive driving
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2020 Request for Proposal No. 2019-17
practices, Rosemead Transit operating policies and procedure, employee work rules,
vehicle safety inspection, equipment care and maintenance, customer relations and
passenger conduct. Drivers shall be trained to operate all type vehicles, passenger lifts
and inter -lock systems, and other equipment that they may be expected to use in the
Rosemead Transit services to competency.
All drivers shall be certified as having completed CONTRACTOR'S formal training
course for new drivers or experienced drivers as approved by CITY, and be licensed
with a valid California Class B operator's license with appropriate certifications) and
medical card. Drivers shall meet all applicable requirements as established by the
California Highway Patrol (CHP). GPPV certification of vehicles and operators is not
needed as the Dial -A -Ride only transports seniors and individuals with disabilities.
CONTRACTOR shall prepare and furnish an Employee Handbook to CITY prior to
initiation of service and maintain a current copy on file with the CITY throughout the
term of this contract. The Employee Handbook will be provided to all drivers,
dispatchers, telephone operators, and supervisors and shall include, at a minimum, the
following subject areas: driver's rules; accident/!ncident policies; radio policies and
procedures; farebox policies and procedures; fog and inclement weather policy; vehicle
inspection, care and maintenance policy and procedures, reporting procedures and
pertinent sample forms.
Dispatchers, telephone operators, supervisors, and any other personnel who may from
time to time be assigned to provide telephone information on the Dial -A -Ride telephone
reservation lines shall be trained in customer relation skills, telephone manners,
accident/incident procedures, fares, Dial -A -Ride reservation procedures, Access
Services information numbers, and operating policies. Operations control personnel
assigned to Dial -A -Ride trip scheduling and vehicle dispatching duties shall have a
detailed knowledge of applicable procedures and professional techniques.
3.8 Driver's Responsibilities
Drivers will, when requested by CITY, hand out notices to passengers or otherwise
render assistance in CITY'S customer relations, promotion, monitoring, and supervisory
functions.
Drivers will be required to honor special passes; collect, cancel and/or validate passes
and tickets as determined by CITY. Drivers will verify cash fares deposited in farebox,
but will not handle money. Drivers will record ridership information in accordance with
procedures approved by CITY.
Drivers shall have available at all times during operation of any vehicle an accurate time
piece.
The following shall be minimum service requirements and vehicle operator
responsibilities. Failure to carry out these responsibilities shall result in a vehicle
operator being prohibited from driving any vehicle covered by this contract, unless
City of Rosemead — Rosemead Transit Page 39
2020 Request for Proposal No. 2019-17
subsequently approved in writing by CITY. CONTRACTOR shall ensure vehicle
operators shall:
■ Appear neat, clean, well groomed, and in an acceptable uniform;
■ Always be helpful and courteous to passengers;
■ Operate the vehicle safely and legally;
■ Assist elderly and physically impaired passengers in boarding and deboarding
(Dial -A -Ride drivers);
■ In cases of emergency, shall immediately contact the Contractor for
assistance;
■ Notify passengers of stops and when transfers are required;
■ Must allow gany passenger who requests to use the passenger lift to board the
vehicle to do so without explaining or justifying their request;
■ Not allow animals in vehicle except service animals or small animals
contained in an accepted transport cage, box or carrier;
■ Not deviate from route and schedule without City's permission;
■ Notify City and Contractor in cases of emergencies or breakdowns;
■ Make sure the vehicle stays on schedule but never ahead of schedule;
■ Not smoke in the vehicle and enforce no smoking rules;
■ Enforce Rosemead passenger. rules;
■ Not carry or make change;
■ Not accept tips;
■ Not eat or drink aboard Rosemead vehicles;
■ Not use any device that plays video, music or amplifies sound aboard
Rosemead vehicles;
■ Not use cellular telephones, pagers, or other communications devices
(including text messaging) while operating Rosemead vehicles;
■ If a passenger becomes unruly after boarding and is not a threat to the
vehicle operator may request that the passenger exit the vehicle. If the
passenger refuses to disembark, the driver may contact dispatch for assistance;
■ If a passenger becomes unruly after boarding and is a threat to the safety of the
vehicle operator and/or passengers, the vehicle operator shall contact dispatch
for emergency assistance, when it is safe to do so; and
■ Take charge of a safety and security incident scene until the arrival of
supervisory or emergency personnel.
3.9 Removal of Employee From Project
The CITY may require the immediate removal of any of CONTRACTOR's employees
from Rosemead service for any reason, including, but not limited to, the following:
0 Committing unsafe or inappropriate acts while providing service;
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2020 Request for Proposal No. 2019-17
• Revocation, suspension, or non -renewal of a valid California driver's
license;
• Conviction of any felony criminal offense;
• Unacceptable customer service as reported by customers, other vehicle
operators, or directly observed by CITY staff or its agents;
• Non-compliance with CITY -specified appearance standards; or
• Failure to comply with any criteria or standards in the RFP.
3.10 Uniforms
Drivers and other operating staff shall be in uniform at all times while in service or
otherwise on duty. CONTRACTOR shall provide driver uniforms to its employees. The
design, type, and logo of the uniforms shall be subject to CITY'S approval. Drivers shall
be required to maintain a neat and clean appearance at all times while on duty.
3.11 Safety Program
CONTRACTOR shall assume full responsibility for assuring that the safety of
passengers, operations personnel, and Rosemead Transit vehicles and equipment are
maintained at the highest possible level throughout the term of this AGREEMENT.
CONTRACTOR shall comply with all applicable FTA, CHP and OSHA requirements.
CONTRACTOR shall develop, implement, and maintain in full compliance with
California Law (SB 198) a formal safety illness and injury prevention program including
periodic safety meetings, participation in safety organizations, safety incentives offered
by CONTRACTOR to drivers and other employees, and participation in risk
management activities under the auspices of CONTRACTOR'S insurance carrier or
other organization.
CONTRACTOR shall provide a copy of said Safety Program, including evidence of
compliance with SB -198, to CITY prior to initiation of services under this contract and
shall maintain a current copy of the Program with CITY throughout the term of this
contract.
CONTRACTOR shall participate in the State of California Department of Motor Vehicles
"Employer Pull Program" for appropriate monitoring of employer driver license activity.
CONTRACTOR will require all drivers, control room personnel, vehicle maintenance
staff, and supervisors to participate in the safety program.
3.12 Road Supervision
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2020 Request for Proposal No. 2019-17
CONTRACTOR shall provide road supervision as necessary to monitor drivers and
vehicles, to assist drivers in revenue service, and to respond to accidents and in-service
incidents as needed during all times when Rosemead Transit vehicles are in-service.
3.13 Accident, Incident, and Complaint Procedures
Prior to initiating services under this agreement, CONTRACTOR shall develop,
implement and maintain formal procedures, subject to CITY review and approval, for
response to accidents, incidents, service interruptions, and complaints. Such
occurrences to be addressed include, but are not necessarily limited to: vehicle
accidents, passenger injuries, passenger disturbances, in-service vehicle failures, lift
failures on vehicles in service, and Rosemead Explorer and Dial -A -Ride vehicles
operating more than thirty (30) minutes behind promised or published schedule. All
traffic accidents involving transit system vehicles, irrespective of injury, shall be reported
to the Los Angeles County Sheriff or California Highway Patrol, as appropriate.
CONTRACTOR will advise such agency of the accident and request a police unit to
investigate the accident.
The CITY's Director of Public Works or his designee shall be notified in person or by
telephone within thirty (30) minutes of the occurrence of any accident or incident
involving a Rosemead Transit vehicle or service that requires emergency services
and/or the transport for medical treatment of a passenger, a member of the public or an
employee ' of the CONTRACTOR. A written follow-up report shall be provided to the
CITY within one (1) business day of such accident or incident. In the event of an
accident or incident that results in property damage or loss only, CONTRACTOR shall
notify the CITY in writing within 1 business day of the event and provide a written report
within three (3) business days.
All Comments and Complaints regarding Rosemead Transit services shall be received
by CITY, recorded in the complaint tracking system, and a copy of each complaint
transmitted to the CONTRACTOR within one business day of receipt. CONTRACTOR
shall investigate all complaints and, within ten (10) business days of the initial report,
send the CITY a summary of the investigation's findings and the actions taken to
resolve any valid issue.
3.14 Vehicle Scheduling and Dispatching
CONTRACTOR shall utilize a systematic, organized and documented method to record,
schedule and dispatch reservations for Dial -A -Ride trips. The method should be
capable of accommodating advanced reservations, subscriptions, requests for same-
day and immediate service requests and of integrating all trip requests into efficient
vehicle tours that maximize productivity and assure service quality to levels prescribed
in this Scope of Work. Proposal shall provide a thorough description of
CONTRACTOR's proposed reservations and scheduling system and the equipment to
be provided in the dispatch office and transit vehicles. The current and prior contractors
have both used Trapeze software.
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2020 Request for Proposal No. 2019-17
CONTRACTOR shall also create and maintain a Daily Dispatch Log to record vehicles
in service by time, operator assignments, breaks/lunches, in-service events and other
notable occurrences. This Log may be in either hard -copy or electronic format and must
be approved by CITY prior to service initiation. The completed Log for each service day
must be retained by CONTRACTOR throughout the term of this contract and any
extensions thereof, and will be made available to the CITY upon request.
CONTRACTOR shall provide an adequate number of trained and qualified persons to
staff the Dial -A -Ride scheduling and system vehicle dispatching functions and satisfy
the Service Standards defined herein [See Section 3.3]. These staff shall also be
responsible for maintaining radio control with all vehicles in service and for maintaining
the daily dispatch log. Dispatch shall be staffed to answer telephones and monitor radio
traffic at all times that Rosemead Transit vehicles are in service.
3.15 Vehicles and Equipment
CONTRACTOR shall provide all vehicles (other the specified five (5) revenue vehicles
to be provided by CITY) and equipment necessary for the operation of the Rosemead
Transit system. Prior to initiation of services under this agreement, CONTRACTOR shall
procure or otherwise provide the following vehicles and associated equipment:
3.15.1 Inspection and Transfer of City -Provided Revenue Vehicles
At a mutually -agreed upon time and place, incoming CONTRACTOR and current
CONTRACTOR will jointly conduct an inspection of each CITY -owned revenue vehicle
to identify any defects, damages, and deferred maintenance excluding normal wear and
tear. The inspection reports shall be provided to CITY, which shall review and mediate
any differences of opinion as to defects, damages or deferred maintenance to be
corrected by current CONTRACTOR.
3.15.2 Non -Revenue Vehicles
CONTRACTOR shall provide all non -revenue vehicles deemed to be necessary for the
efficient operation and maintenance of the Rosemead Transit services, including but not
limited to maintenance vehicles, on -street exchange vehicles and administrative
vehicles. All costs associated with these non -revenue vehicles, including fuel, shall be
the responsibility of the CONTRACTOR and specified in the Cost Proposal.
3.15.3 Additional Revenue Vehicles
Should CONTRACTOR believe that additional transit service vehicles are needed over
the five to be provided by CITY, CONTRACTOR may propose to provide additional
vehicles, in which case the proposal should clearly state, at a minimum, the year of
manufacture, make, model, passenger capacity, and fuel of the vehicle(s) to be
provided and clear state the justification for these additional vehicles. All vehicles must
be ADA compliant.
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2020 Request for Proposal No. 2019-17
3.15.4 Radios
All vehicles used in Rosemead Transit service, including back-up vehicles, shall be
equipped with two-way radios under central dispatch control. All mobile and base radio
equipment shall be provided, installed and maintained by CONTRACTOR.
CONTRACTOR shall provide City with a copy of the necessary radio license and will be
responsible for proper radio procedures and for any actions or fines imposed by the
FCC for improper use of the system.
3.15.5.0n -Board Camera Systems
CONTRACTOR shall maintain the on -board REI Model HD800 camera systems which
are installed in the five (5) CITY -provided revenue vehicles. Each vehicle system
includes 8 cameras, audio, day/night operational capability and a GPS location
capability. The CONTRACTOR will be provided with two (2) replacement hard drive
units and any specialized software needed to view the digital recordings. Recordings
shall be retained for a minimum period of 60 days before being recorded over.
3.15.6 Fareboxes
All CITY -owned Revenue Vehicles used in Rosemead Transit service, including back-
up vehicles, will be provided with Diamond Model D fareboxes and two (2) vaults for
each farebox. All fareboxes and vaults shall be maintained by CONTRACTOR.
3.16 Operations and Maintenance Facility
CONTRACTOR shall be responsible for securing, establishing and maintaining a facility
for the operation, maintenance and administration of Rosemead Transit. With the
approval of the CITY, such facility may be shared with operation of similar services for
another client agency.
At a minimum, the operations and maintenance facility shall have the following:
• A location that is located within the City of Rosemead or no more than five (5) miles
outside the city limits or which has been agreed to in writing by CITY.
• An enclosed workspace sufficient to allow maintenance personnel to service at least
three (3) Type C transit vehicles concurrently and be protected from the weather.
• A paved shop floor capable of withstanding the weight of a Type C transit vehicle.
• Adequate area to clean the vehicles in accordance with the AGREEMENT.
• Adequate secured storage area for tools, equipment and parts.
• A security -fenced, paved and lighted area for overnight vehicle parking with
adequate space for all vehicles.
• Adequate appropriately equipped space for administrative personnel, dispatching
and information staff, driver lounge or ready room, and training/safety meetings.
• A furnished control room, including computer equipment, maps, scheduling/dispatch
equipment, time clock, adequate desks, tables, chairs, and other equipment as may
be appropriate.
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2020 Request for Proposal No. 2019-17
3.17 Telephone Reservation and Information System
CONTRACTOR shall provide telephone equipment and all telephone information and
dispatch personnel necessary to effectively respond to incoming calls at a quality and
level consistent with Rosemead Dial -A -Ride patron demand, and in strict accordance
with the operating days and hours set forth herein.
CONTRACTOR shall make special efforts to respond to telephone service and
information requests from patrons who have hearing disabilities or whose primary
language is other than English. CONTRACTOR will provide TDD equipment for
communications with patrons who have hearing disabilities and will provide the
capability to receive and accommodate telephone calls from callers speaking Mandarin,
Cantonese, Spanish and Vietnamese during all hours when Dial -A -Ride reservations
may be made. An answering machine shall be available for recording trip cancellations
for the Dial -A -Ride service when the administrative and dispatch offices are closed.
CONTRACTOR will provide a telephone system using the current Rosemead Dial -A -
Ride reservations number of (626) 572-4099 with a minimum of three lines in rotary. A
separate TDD number will need to be provided by the CONTRACTOR. Upon
termination of the AGREEMENT of which this Scope of Work is a part, CITY reserves
the rights to these telephone numbers as indicated above herein, and CONTRACTOR
agrees to transfer said telephone numbers upon request.
CONTRACTOR shall provide an automatic call director (ACD) unit which shall answer
all telephone calls for Rosemead Transit, including Dial -A -Ride service request calls,
calls to cancel Dial -A -Ride trips, and calls for information about Rosemead Transit
services. If calls cannot be answered immediately, the ACD system shall hold the calls
in a queue and cause the calls to be answered in the order in which they were received.
Once answered by a human, Rosemead Transit calls are not to be terminated before
the call is completed or placed on hold without the explicit approval of the caller. The
ACD shall capture and allow for the reporting of data on telephone system performance,
including, but not limited to, total calls received; total calls abandoned; average hold
time; number of calls by length of time on hold and maximum hold time.
CONTRACTOR shall provide ACD reports to the CITY monthly.
3.18 Fares; Fare Collection
CITY shall establish all fares of any kind or character to be paid by Rosemead Transit
patrons. CONTRACTOR shall ensure that each patron pays the appropriate fare prior
to being provided transportation service. All cash fares will be paid by patrons in the
exact amount due for their appropriate fare classification and shall be deposited by
patrons in fareboxes installed in each vehicle. CONTRACTOR will collect or otherwise
process in the manner directed by CITY all non-cash fares (transfers, passes and like).
All fares collected are the sole property of CITY.
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2020 Request for Proposal No. 2019-17
CONTRACTOR shall, in accordance with a procedure specified by CITY, account for
revenues collected on Rosemead Transit vehicles and deposit such revenues on a
timely basis into a local bank account approved by CITY for that purpose. CITY
reserves the right to audit fare revenue collection and accounting at reasonable times
without prior notification to CONTRACTOR.
3.19 Ticket Sales
CITY may elect to sell or provide tickets to Rosemead Transit patrons. CONTRACTOR
shall collect, record, and deposit ticket sales according to instructions of the CITY.
3.20 Books, Records, and Reports
3.20.1 Record Retention and Audit
CONTRACTOR shall maintain all books, records, documents, accounting ledgers, and
similar materials relating to work performed for CITY under this AGREEMENT on file for
at least three (3) years following the date of final payment to the CONTRACTOR by
CITY. Any duly authorized representative(s) of CITY shall have access to such records
for the purpose of inspection, audit, and copying at reasonable times, during
CONTRACTOR'S usual and customary business hours. CONTRACTOR shall provide
proper facilities to CITY representative(s) and CITY shall be permitted to observe and
inspect any or all of CONTRACTOR'S facilities and activities during CONTRACTOR'S
usual and customary business hours for the purposes of evaluating and judging the
nature and extent of CONTRACTOR'S compliance with the provisions of this
AGREEMENT. In such instances, CITY'S representative(s) shall not interfere with or
disrupt such activities.
3.20.2 Required Operatina and Performance Data
CONTRACTOR shall collect, record, and report all operational data required by the
CITY in a format approved by the CITY. Such data shall be collected and maintained
by service type and include, at a minimum:
o passenger count data by fare category,
o total vehicle hours,
o total vehicle miles,
o revenue vehicle hours,
o revenue vehicle miles,
o wheelchair boardings
o Dial -A -Ride passenger no-shows and cancellations
0 on-time performance (Dial -A -Ride)
o average telephone hold time
o number of calls on hold 3, 5, and 10 minutes or more
o passenger mile sampling data in accordance with a method approved by
the FTA for NTD purposes.
o And any other data as directed by CITY or Metro.
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2020 Request for Proposal No. 2019-17
Information concerning vehicle activity shall be collected daily on the Dial -A -Ride
driver's log, fixed route drivers report, dispatch log, and/or other forms as developed by
CONTRACTOR and approved by CITY.
The operations data shall be collected and complied daily, weekly, monthly, quarterly,
and annually, and shall be recorded according to the individual routes, modes and total
system. Individual totals shall be provided for peak -hour services, weekdays, Saturdays
and Sundays.
Daily logs, reports, farebox revenue records and summaries shall be available, upon
request, for CITY review at the operations facility by 3:00 PM on the next business day
following data collection.
3.20.3 Reporting
Following the close of each calendar month, a Monthly Management Report shall be
prepared by CONTRACTOR and submitted to the CITY no later than the 10th business
day of the following month. The Monthly Management Report shall provide City with a
clear and concise summary of Rosemead Transit performance during the prior month.
The City reserves the right to modify the Monthly Management Report at any time.
Quarterly reports shall be compiled on a year-to-date cumulative basis and shall be
submitted within 30 days after the close of the each quarter.
CONTRACTOR shall collect, record, and report to the CITY on a quarterly basis all
accounting data for the Rosemead Transit operation in accordance with the National
Transit Database, Section 99243 of the California Publics Utilities Code, and/or as
specified by the Los Angeles County Metropolitan Transportation Commission (Metro).
All worksheets and detail information used to prepare these reports shall be available to
CITY within one month after the close of the applicable quarter.
3.20.4 Creation of Approved Rider Records
All applications to become eligible to ride the Dial -A -Ride or to use the Explorer service
at no fare must be approved by the CITY. Approved applications are faxed to the
CONTRACTOR's dispatch office and their receipt confirmed by phone. Once received,
CONTRACTOR staff are required to enter the new rider data into the reservation
computer system within one (1) day of receipt. Staff shall note on each application the
date and time when entered into the computer and retain entered applications for a
period of at least one year.
3.21 System Promotion
All development, preparation and production of advertising and/or promotional activities
with respect to Rosemead Transit shall be the responsibility of the CITY.
CONTRACTOR shall, however, cooperate with CITY in any such activities initiated by
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2020 Request for Proposal No. 2099-97
the CITY by making available needed equipment, facilities, and reason levels of
personnel assistance at no additional cost or expense to CITY. CONTRACTOR also
shall dispense Rosemead Transit informational materials and publications, respond to
patron requests for information, act as liaison and provider of information with and to
community agencies and groups, and assist and support CITY'S advertising and public
informational efforts.
3.22 System Recommendations
CONTRACTOR shall continually monitor Rosemead Transit operations, facilities, and
equipment; and shall, from time to time and as warranted, advise CITY and make
recommendations to CITY based upon observed deficiencies and needed
improvements. CITY shall retain all authority, however, to make determinations and to
take action on such recommendations.
3.23 ADA Compliance
In performance on this agreement, CONTRACTOR shall ensure compliance at all times
with the Provision of Service requirements of the Americans with Disabilities Act [37
CFR Subpart G, Sections 37.161 through 37.167] including, but not limited to:
■ Maintenance of accessible features;
■ Keeping vehicle lifts in operative condition;
■ Lift and securement'use;
■ Assisting individuals with disabilities in use of securement systems, ramps
and lifts;
■ Permitting individuals who do not use wheelchairs, including standees, to use
a vehicle's lift or ramp to enter the vehicle;
■ Announcing of stops on fixed route buses;
■ Permitting service animals to accompany individuals with disabilities in
vehicles and facilities;
■ Making available adequate information concerning transportation services in
accessible formats or technology;
■ Not prohibiting an individual with a disability from traveling with a respirator or
portable oxygen supply;
■ Ensuring that adequate time is allowed for individuals with disabilities to
complete boarding or disembarking from the vehicle; and
■ Adhering to the City's Reasonable Modification Policy.
CONTRACTOR shall ensure that all employees
administering the reservations, scheduling and
vehicles are trained to competence as
responsibilities.
City of Rosemead— Rosemead Transit
2020 Request for Proposal No. 2019-17
operating Rosemead Transit services,
dispatch, and maintaining the revenue
appropriate for their positions and
Page 48
3.24 Emergencies; Natural Disasters
In the event of an emergency or natural disaster, CONTRACTOR shall make available,
to the maximum extent possible, transportation and communications services as
directed by CITY. In the absence of direction from the CITY, CONTRACTOR shall
follow directions of appropriate law enforcement/emergency management agencies.
To the extent CITY requires CONTRACTOR to provide such emergency services,
CONTRACTOR shall be relieved of the obligation to fulfill the duties and responsibilities
to operate Rosemead Transit as herein described.
CONTRACTOR shall be reimbursed for documented and reasonable costs in excess of
normal Rosemead Transit operating costs.
SECTION 4: CONTRACTOR DUTIES AND RESPONSIBILITIES: MAINTENANCE
CONTRACTOR shall perform the duties and accept the responsibilities set forth below
in connection with the maintenance of Rosemead Transit vehicles and equipment. The
omission of a duty or responsibility herein below shall not relieve CONTRACTOR of its
obligation to perform such duty or accept such responsibility, so long as it is usual,
customary and generally accepted within the public transportation industry as being an
integral element of operating a public transportation system of a kind and character
such as Rosemead Transit. -
CONTRACTOR'S duty. and responsibility to maintain all vehicles and equipment shall
not be delegated to any other person, firm or corporation without explicit written City
approval.
4.1 Maintenance — General
CONTRACTOR shall be responsible for the maintenance of all vehicles, communication
systems, on -board camera system, farebox system, and all other equipment,
furnishings, and accessories required in connection with its operation of Rosemead
Transit in a clean, safe, sound, and operable condition at all times, and fully in
accordance with any manufactured -recommended maintenance procedures and
specifications, as well as with the applicable requirements of any federal or state statute
or regulation. In this regard, CONTRACTOR shall provide all labor, repairs, parts,
supplies, maintenance tools and equipment, lubricants, solvents, service facilities and
such other components, and services which may be required to fulfill its maintenance
responsibilities, at CONTRACTOR'S sole cost and expense.
4.2 Maintenance and Operations Facility
CONTRACTOR shall establish and maintain an operations and maintenance facility as
detailed in Section 3.15 herein. In addition to those requirements, said facility shall, at a
minimum, meet the following requirements to support the maintenance of Rosemead
Transit vehicles:
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2020 Request for Proposal No. 2019-17
• All tools and equipment necessary to perform periodic repairs and the
preventive maintenance activities for propane powered vehicles.
• All tools and equipment necessary to perform periodic service and
adjustments and make mechanical repairs.
• Facilities and equipment necessary to clean the vehicles and equipment in
accordance with the specifications.
• Propane storage and fueling equipment.
4.3 Maintenance Management and Personnel
4.3.1 Maintenance Management
CONTRACTOR shall designate and provide the services of a qualified Maintenance
Manager, subject to the approval of CITY. This individual may be the lead mechanic
and shall be assigned to Rosemead Transit maintenance operations on an acceptable
fleet to mechanic ratio.
The Maintenance Manager shall provide proactive resource management including but
not limited to: preventive maintenance scheduling and supervision, repair supervision,
technical training, and such other activities as may be necessary to ensure the
performance of CONTRACTOR's maintenance duties and responsibilities.
The Maintenance Manager shall have a minimum of three years' experience managing
and supervising the maintenance functions of a shop similar in size and complexity to
the services herein described. The Maintenance Manager shall have a minimum of five
years journeyman level experience with propane and gasoline engines, air conditioning
systems, wheelchair lifts, and farebox systems. This experience shall include work on
vehicles similar to those used in the Rosemead services.
Should the services of the Maintenance Manager become unavailable to
CONTRACTOR, the resume and qualifications of the proposed replacement shall be
submitted to CITY for approval as soon as possible, but in no event later than five (5)
working days prior to the departure of then incumbent Maintenance Manager, unless
CONTRACTOR is not provided with such notice by the departing employee, in which
case said resume and qualifications will be provided to CITY within 5 days of Manager's
departure. CITY shall respond to CONTRACTOR within three (3) working days
following receipt of these qualifications concerning acceptance of the candidate for
replacement Maintenance Manager.
4.3.2 Maintenance Personnel
In addition to the Maintenance Manager, CONTRACTOR shall hire and employ other
maintenance and service personnel as necessary to properly maintain and service the
Rosemead Transit vehicles.
Maintenance personnel assigned to work on Rosemead Transit vehicles and equipment
shall have the necessary skills to:
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2020 Request for Proposal No. 2019-17
• Conduct preventive maintenance inspections and complete associated
paperwork;
• Inspect vehicle engines, transmissions, and other mechanical, electric, and
electric parts and components;
• Diagnose vehicle engine, transmission, electrical and electric component system
problems; and
• Repair vehicle engines, transmissions, and other mechanical, electric, and
electronic parts and components.
4.4 Preventive Maintenance
CONTRACTOR shall document and submit a proactive preventive maintenance
program for review and approval by CITY prior to the effective date of this
AGREEMENT. As a minimum, CONTRACTOR'S preventive maintenance program
shall adhere to the preventive maintenance schedules and standards of the industry,
and shall be sufficient so as not to invalidate or lessen warranty coverage of any
Rosemead Transit vehicle or associated equipment. Adherence to preventive
maintenance schedules shall not be regarded as reasonable cause to defer
maintenance in specific instances where CONTRACTOR'S employees observe that
maintenance is needed in advance of scheduled maintenance.
CONTRACTOR shall not defer maintenance for reasons of shortage of maintenance
staff or operable vehicles, nor shall service be curtailed for the purpose of performing
maintenance without prior written consent of CITY. Preventive maintenance. and
running repairs shall receive first priority in the use of CONTRACTOR'S maintenance
resources. CONTRACTOR shall adjust the work schedules of its employees as
necessary to meet all scheduled services and complete preventive maintenance
activities according to the schedule approved by CITY.
4.5 General Maintenance Policies
• All wheelchair lift -related equipment shall be inspected, serviced and lubricated
at intervals necessary to insure that the wheelchair lifts are fully operational
whenever the vehicle is used in revenue service.
• Brake inspections and adjustments shall be performed at intervals that insure the
safe and efficient operation of the braking system.
• All components of the vehicle bodies, appurtenances, and frames shall be
maintained in a safe, sound and undamaged condition at all times. Damage
(including body, glass, and all appurtenances) shall be repaired in a professional
manner within three weeks (21 calendar days) of occurrences.
• All mechanical, electrical, fluid, air, and/or hydraulic systems shall be maintained
in a safe and fully functional, as designed, condition at all times.
• The interior passenger compartment shall be free of exhaust fumes from the
engine, engine compartment, and exhaust system of the vehicle.
• Heating, ventilation and air conditioning (HVAC) systems shall be maintained and
used to insure that the passenger compartment temperature is comfortably
maintained under all climatic conditions at all times on all in-service hours.
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2020 Request for Proposal No. 2019-17
CONTRACTOR shall maintain the A/C systems in an operable condition
throughout the entire year.
All parts, materials, tires, lubricants, fluids, oils and procedures used by
CONTRACTOR on all Rosemead Transit vehicles and equipment shall meet or
exceed OEM Specifications and requirements.
4.6 Daily Driver's Inspection
13 CCR 1234 lists the records required by regulation to be kept by motor vehicle
carriers. Section 1234, 13 CCR reads, in part: (e) Daily Vehicle Inspection Reports:
Motor carriers shall require drivers to submit a documented daily vehicle inspection
report pursuant to section 1215(b). Reports shall be carefully examined, defects shall
be corrected before the vehicle is driven on the highway, and carriers shall retain such
reports for at least one month.
13 CCR 1215 (a) reads: "Prior to operation, the driver shall inspect each vehicle daily to
ascertain that it is in safe condition, it is equipped as required by all provisions of law,
and all equipment is in good working order." The requirement to perform a daily pre -trip
inspection applies to all drivers of all vehicles listed in 34500 CVC, without exception.
There is no legal provision for this task to be delegated to someone other than the
driver, such as to a mechanic who may arrive at work early to start all of the vehicles.
and "check them out".
The Drivers Daily Vehicle Inspection Report is not required to be submitted or otherwise
documented until the end of the driver's work period. This is so that any defects that
become apparent during the course of the work period can be included in the report.
This report is required whether or not any defects are found.
4.7 Daily Vehicle Servicing
CONTRACTOR shall perform daily vehicle servicing to all Rosemead Transit vehicles
and equipment used in revenue service. For purposes of this AGREEMENT, daily
servicing shall include, but not be limited to:
• Fueling
• Engine oil, coolant, water and transmission fluid check/add
• Farebox check
• Wheelchair lift check
• Brake check
• Light and Flasher check
• Interior sweeping and dusting
• Exterior and interior visual inspection
• Check all vehicle performance defects reported by drivers to identify potential
safety and reliability items requiring immediate attention.
CONTRACTOR shall develop, implement, and maintain a written checklist of items
including in the daily servicing of each vehicle. The checklist shall be utilized and kept
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2020 Request for Proposal No. 2019-17
on file for CITY and California Highway Patrol review. This checklist requirement may
incorporate or supplement CHP required driver's pre -trip safety inspections.
4.8 Vehicle Cleaning
CONTRACTOR shall maintain Rosemead Transit vehicles in a clean and neat condition
at all times.
The interior of all vehicles shall be kept free of litter and debris to the maximum
practicable extent throughout the operating day. Vehicles shall be swept and dusted
daily. Interior panels, windows, and upholstery shall be cleaned of marks as necessary.
The interiors of all vehicles shall be thoroughly washed at least once per week,
including all windows, seats, floor, stanchions and grab rails. All foreign matter such as
gum, grease and dirt shall be removed from interior surfaces during the interior cleaning
process. Any damage to seat upholstery and graffiti shall be repaired/ removed
immediately upon discovery. Ceilings and walls shall be thoroughly cleaned at least
once per month, or more often as necessary.
Exteriors of all Rosemead Transit vehicles shall be washed as required to maintain a
clean, inviting appearance and in no event less than once per week. Exterior washing
shall include vehicle body, all windows and wheels. Rubber or vinyl exterior components
such as tires, bumper fascia, fender skirts and door edge guards shall be cleaned and
treated with a preservative at least once per month, or as necessary to maintain an
attractive appearance.
Vehicles shall be kept free of vermin and
exterminate all vermin and insects from all
utilizing safe and non -hazardous materials.
insects at all times. CONTRACTOR shall
vehicles immediately upon their discovery,
CONTRACTOR shall perform complete vehicle detailing on each vehicle, twice per year
on a schedule approved by the CITY. Detailing shall include, at a minimum: the cleaning
of all interior surfaces using an appropriate cleaner and treatment using an appropriate
protectant; cleaning of the vehicle exterior followed by the application of an appropriate
polish and wax; and cleaning, polishing and treatment of all wheels, rims and tires.
CONTRACTOR shall use the following detailing materials or equivalent:
Exterior: Polish: 3M Machine Polish
Wax: Auto Magic Banana Wax
Windows: Spot Off heavy duty water stain remover
Interior Seat Cleaning: Citrus Salt Cherry Scent
CONTRACTOR shall schedule vehicle detailing in a manner that does not adversely
affect the Rosemead Transit services.
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2020 Request for Proposal No. 2019-17
4.9 Fuel
CONTRACTOR shall purchase fuel required for the operation of all Rosemead Transit
vehicles utilizing a system that accurately records purchase of all fuel by
CONTRACTOR for billing purposes and that will allow CITY to reconcile all fuel
transactions by date and vehicle number. CONTRACTOR shall identify and utilize fuel
vendors with the best possible cost to CITY while minimizing deadhead mileage
incurred in fueling operations.
CONTRACTOR shall be responsible, on behalf of CITY for its Rosemead Transit
operation, to obtain state and federal tax exemptions applicable to the purchase and
consumption of fuel for use in public transit vehicles. In this regard, CONTRACTOR
shall obtain required permits and administer fuel transactions in a manner that fully
complies with all applicable state and federal requirements.
CONTRACTOR shall maintain accurate records of all fuel utilized for fueling Rosemead
Transit revenue vehicles. On a monthly basis, CONTRACTOR shall invoice CITY for
the documented cost of fuel used in the operation of Rosemead Transit and provide a
monthly report to CITY detailing gallons dispensed and miles per gallon for each
Rosemead Transit vehicle for the previous month and for the year to date.
4.10 Vehicle Towing
In the event that towing of any Rosemead Transit vehicle is required due to mechanical
failure or damage, CONTRACTOR shall be responsible to provide such towing at
CONTRACTOR'S sole expense.
4.11 Emissions Control Programs
CONTRACTOR shall perform and certify such tests of equipment required to meet
CITY, other local, State, and Federal requirements related to exhaust smoke and
engine emissions.
CONTRACTOR shall be responsible to maintain any applicable California Air
Resources Board (CARE) Voluntary Compliance Program objectives subject to
Rosemead Transit operations.
CONTRACTOR shall be responsible for administration of a Smog Check program for
Rosemead Transit vehicles. CONTRACTOR shall be responsible for emissions testing,
and shall further be responsible to conduct repairs as required to meet emissions
standards.
4.12 Maintenance Evaluations
CONTRACTOR shall allow CITY to access to CONTRACTOR'S facilities and records to
monitor CONTRACTOR'S maintenance performance, as CITY deems necessary. CITY
may perform regular, unannounced maintenance inspections of vehicles and equipment
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2020 Request for Proposal No. 2019-17
maintained by CONTRACTOR that are used in this project using both CITY personnel
and independent consultants to assist in determining CONTRACTOR'S maintenance
performance. CITY shall be permitted to view and copy any vehicle maintenance
records, inspect vehicles and equipment, and request CONTRACTOR personnel to
drive vehicles as is necessary to evaluate the condition of vehicles and equipment used
in the performance of this AGREEMENT.
4.13 Out -of -Service Designation
A vehicle shall be designated as unfit for revenue service if, upon inspection, any of the
following conditions are found:
• Brakes out of adjustment
• Loose steering components
• Wheelchair lift and related equipment not functioning properly
• Air conditioner unable to maintain a temperature 20 degrees F lower than
ambient 72 degrees F
• Heating or defrosting inoperable
• "Missed" Preventive Maintenance Inspection
• Tires with tread depth of less than 2/32"
• Failure to clean each vehicle as outlined above
• Failure to repair vehicle body damage within twenty-one days of the date
damage occurred
• Inoperable Emergency Exits/Doors/Windows
• Inoperable two-way radio
• Inoperable farebox
• Failure to achieve a satisfactory rating in any category of the annual California
Highway Patrol Safety Compliance report (CHP 343)
• Removal from road -worthy status by CHP of any vehicle used under this
AGREEMENT
• Any condition not in compliance with ADA
• Any condition not in compliance with applicable Federal or State Regulations
Vehicles shall continue to have the Out of Service Designation until it is brought into
compliance, subject to approval by CITY.
CONTRACTOR shall not be paid for hours operated in Rosemead Transit revenue
service by vehicles that are in an Out of Service condition. CITY may, at its sole
discretion, correct any unresolved Out of Service condition, and withhold the costs
related to such correction(s) from payment to the CONTRACTOR.
4.14 Maintenance Records and Reports
CONTRACTOR shall prepare, maintain, make available to CITY, and reduce to written
form, records and data relative to Rosemead Transit vehicles and equipment
maintenance. Maintenance records shall be maintained on all vehicles indicating all
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2020 Request for Proposal No. 2019-17
warranty work, preventive maintenance, and repairs performed on each vehicle. All
such records and reports shall be prepared and maintained in such a manner so as to
fulfill any applicable state or federal requirements, as well as any needs of CITY to
enable it to accurately evaluate CONTRACTOR'S maintenance performance and the
operating expense associated with various vehicles and equipment.
Records of all maintenance and inspections shall be made available to CITY, the CHP
and/or such other regulatory agencies with jurisdiction when requested. CITY maintains
the right to inspect, examine and test, at any reasonable time, any vehicles used in
performance of this AGREEMENT and any equipment used in the performance of
maintenance work in order to ensure compliance with this AGREEMENT. Such
inspection shall not relieve the CONTRACTOR of the obligation to continually monitor
the condition of all vehicles and to identify and correct all substandard or unsafe
conditions immediately upon discovery.
CONTRACTOR shall transport any or all vehicles and equipment to any required
inspection facilities when requested. In the event that the CONTRACTOR is instructed
by CITY or any other regulatory agency to remove any equipment from service due to
mechanical reasons, CONTRACTOR shall make any and all specified corrections and
repairs to the equipment and resubmit the equipment for inspection and testing before it
is again placed in service.
CONTRACTOR shall prepare maintenance records and reports in a form and according
to a schedule approved by -CITY. Such records and reports shall include, but not be
limited to, the following:
• Daily vehicle inspection and servicing checklist
• Work orders for all maintenance inspections, warranty repairs and other vehicle
repairs including materials, parts and labor consumed.
• Road call reports, or work order, for each road call identifying date and time, vehicle
number, problem and mileage of vehicle.
• Monthly vehicle summary to be included as part of the Monthly Management Report,
listing, at a minimum, the operation status of each vehicle, vehicle mileage, vehicle
mileage since last preventive maintenance inspection, vehicle fuel and lubricants
consumption, vehicle road calls and maintenance or repair work done during that
month.
• Semi-annual fleet summary listing each vehicle; vehicle mileage; vehicle year-to-
date total miles; vehicle year-to-date fuel consumption and miles per gallon; vehicle
year-to-date maintenance costs and cost per mile; route service total road calls and
miles per road call; CONTRACTOR'S summary of maintenance problems,
particularly components with high incidences of in-service failures, and steps taken
or recommendations to reduce such problems and in-service failures.
CONTRACTOR shall submit to CITY copies of the California Highway Patrol (CHP)
Annual Safety Compliance Report (CHP 343) and Vehicle Inspection Reports (CHP
343a) within one (1) business day of the conclusion of any such CHP inspection.
CONTRACTOR shall attain satisfactory rating in each category of the Safety
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Compliance Report (maintenance records, driver records, regulated equipment and
terminal). CONTRACTOR shall expeditiously correct any deficiencies noted on any
CHP vehicle inspection report.
Receipt of an unsatisfactory rating on a CHP terminal inspection may constitute grounds
for sanctions by the CITY, up to and including contract termination.
4.15 Vehicle Maintenance Record Keeping
CONTRACTOR shall maintain an up-to-date vehicle file for each vehicle containing, at a
minimum, the following information:
• Make
• Model
• Serial number/ fleet number
License number
• Date received
• Date placed in service
• Life miles
• Major vehicle repairs
• Preventive Maintenance Inspection Reports
• Daily "Vehicle Condition" Reports
• Work Orders
The "Preventive Maintenance Inspection" Reports shall be kept for two years. Daily
"Vehicle Condition" Reports shall be kept for the period required by the CHP.
Copies of the "Preventive Maintenance Inspection" Reports shall be made available to
CITY upon request. Including, all work accomplished with the manufacturer's
instructions and warranty conditions, and daily "Vehicle Condition" Reports.
CONTRACTOR shall submit the entire vehicle file to the CITY upon request and upon
expiration or termination of this agreement.
4.16 Environmental Compliance
For the purposes of this Section:
"Applicable Environmental Laws" means any and all laws concerning the
protection of human health and the environment which include, but will not
be limited to, the Comprehensive Environmental Response,
Compensation and Liability Act, 42 U.S.C. §§ 9601 et M.; the Resource
Conservation and Recovery Act, 42 U.S.C. §§ 6901, et seq.; the Federal
Water Pollution Control Act, 33 U.S.C. §§1251 et sea.; the Clean Air Act,
42 U.S.C. §§ 7401 et se .; the Hazardous Materials Transportation Act,
49 U.S.C. §§ 1471 et seg.; the Toxic Substances Control Act, 15 U.S.C.
§§ 2601 through 2629; and the Safe Drinking Water Act, 42 U.S.C. §§
300f through 300j; as they have been or will be amended from time to
City of Rosemead - Rosemead Transit Page 57
2020 Request for Proposal No. 2019-17
time, and the regulations implementing such statutes; and any similar
state, county, municipal or other local laws and ordinances concerning the
protection of human health and the environment and the regulations
implementing such statutes.
"Hazardous Substance(s)" means any substance, material, chemical or
waste that is or will be listed or defined as hazardous, toxic or dangerous
under any Applicable Environmental Law, or any petroleum products, or
any substance, material, chemical or waste which is or may become,
directly or indirectly, by chemical reaction or otherwise, hazardous, toxic
or dangerous to life, health, property or the environment by reason of
toxicity, flammability, explosiveness, corrosivity or any other reasons.
In performing its maintenance obligations under this Contract, CONTRACTOR shall be
responsible for the proper storage, handling, use, transportation and disposal of all
Hazardous Substances in accordance with Applicable Environmental Laws, including
without limitation, all lubricants, solvents, motor oil and other petroleum products.
CONTRACTOR shall only dispose of such materials at facilities which are permitted or
licensed in accordance with Applicable Environmental Laws. Furthermore, in the event
that CONTRACTOR engages the services of a disposal company for the transportation
and disposal .of any Hazardous Substances, CONTRACTOR shall ensure that such
company is properly licensed and that it transports and disposes of Hazardous
Substances in accordance with the terms of this Contract. CONTRACTOR shall
maintain procedures for its employees and any subcontractors who handle Hazardous
Substances and shall retain records regarding compliance with the responsibilities
contained herein.
VII. REQUIRED FORMS
The following forms must be completed, properly executed, and included in each
Proposal in order for that Proposal to be valid. Missing, incomplete or unexecuted forms
may render a Proposal noncompliant and cause that Proposal to be rejected for cause.
The forms appearing here will also be provided in Microsoft Word or Excel on the City's
website to expedite proposal preparation.
Form A. Rosemead Transit Cost Proposal [Pages1-3] — Included in Section IV
Cost Proposal
Form B. Contractor Contact Information
Form C. Addenda Acknowledgement
Form D. Non -Collusion Affidavit for Contractor
Form E. References
Form F. Drug -Free Workplace Certification
City of Rosemead — Rosemead Transit Page 58
2020 Request for Proposal No. 2019-17
FORM B
CONTRACTOR CONTACT INFORMATION
Contractor
Firm Name:
Authorized Representative Name:
Authorized Representative Title:
Telephone Number:
Email Address:
Secondary Contact Name:
Secondary Contact Title:
Telephone Number:
Email Address:
Is Firm a qualified DBE? ❑ No ❑ Yes, Qualifying Agency:
Annual Dollar value of participation: $
Subcontractors to Contractor
Firm Name:
Address:
City, State, Zip
Authorized Representative Name:
Authorized Representative Title:
Telephone Number:
Email Address:
Work to be performed:
Is Firm a qualified DBE? ❑ No ❑ Yes, Qualifying Agency:
Annual Dollar value of participation: $
Firm Name:
Address:
City, State, Zip
Authorized Representative Name:
Authorized Representative Title:
Telephone Number:
Email Address:
Work to be performed:
Is Firm a qualified DBE? ❑ No ❑ Yes, Qualifying Agency:
Annual Dollar value of participation: $
Attach additional pages as necessary.
City of Rosemead — Rosemead Transit Page 59
2020 Request for Proposal No. 2019-17
FORM C
ADDENDA ACKNOWLEDGEMENT FORM
CONTRACTOR:
CONTRACTOR acknowledges that it has received and read the following Addenda:
Addendum #
Signature _
Addendum #
Signature
Addendum #
Signature _
Addendum #
Signature _
Addendum #
Signature _
City of Rosemead — Rosemead Transit Page 60
2020 Request for Proposal No. 2019.17
FORM D
NON -COLLUSION AFFIDAVIT FOR CONTRACTOR
STATE OF CALIFORNIA
COUNTY OF LOS ANGELES
declares and says:
1. That he/she is the (owner, partner, representative, or agent)
of , hereinafter referred to as
(CONTRACTOR) or (subcontractor).
2. That he/she is fully informed regarding the preparation and contents of this proposal
for certain work in the City of Rosemead, State of California.
3. That his/her proposal is genuine, and is not collusive or a sham proposal.
4. That any of its officers, owners, agents, representatives, employees, or parties in
interest, including this affiliate, has not in any way colluded, conspired, connived or
agreed, directly or indirectly, with any other CONTRACTOR, firm, or person to submit a
collusive or sham proposal in connection with such contract, or to refrain to submitting a
proposal in connection with such contract, or has in any manner, directly or indirectly,
sought by unlawful agreement or connivance with any other CONTRACTOR, firm, or
person to fix the price or prices in said proposal, or to secure through collusion,
conspiracy, connivance, or unlawful agreement any advantage against City, or any
person interested in the proposed contract; and,
5. That the price or prices quoted in the proposal are fair and proper, and are not
tainted by any collusion, conspiracy, connivance, or unlawful agreement on the part of
the CONTRACTOR, or any of its agents, owners, representatives, employees, or
parties in interest, including this affiliate.
I certify (or declare) under penalty of perjury, that the foregoing is true and correct.
Dated this day of , 2020, at , California.
Signed:
Title:
City of Rosemead — Rosemead Transit Page 61
2020 Request for Proposal No. 2019-17
FORM E
REFERENCES
Contractor's Name
Please list a minimum of at least four references of similar size and type of transit
services, including governmental agencies, if available.
Reference 1
AGENCY/COMPANY NAME:
ADDRESS:
CONTACT PERSON:
EMAIL ADDRESS:
PHONE NUMBER:
LENGTH OF CONTRACT:
NUMBER OF VEHICLES OPERATED:
DESCRIPTION OF SERVICES PROVIDED: .
Reference 2
AGENCY/COMPANY NAME:
ADDRESS:
CONTACT PERSON:
EMAIL ADDRESS:
PHONE NUMBER:
YEARS
LENGTH OF CONTRACT: YEARS
NUMBER OF VEHICLES OPERATED:
DESCRIPTION OF SERVICES PROVIDED:
City of Rosemead — Rosemead Transit Page 62
2020 Request for Proposal No. 2019-17
Reference 3
AGENCY/COMPANY NAME:
ADDRESS:
CONTACT PERSON:
EMAIL ADDRESS:
PHONE NUMBER:
LENGTH OF CONTRACT: YEARS
NUMBER OF VEHICLES OPERATED:
DESCRIPTION OF SERVICES PROVIDED:
Reference 4
AGENCY/COMPANY NAME:
ADDRESS:
CONTACT PERSON:
EMAIL ADDRESS:
PHONE NUMBER:
LENGTH OF CONTRACT: YEARS
NUMBER OF VEHICLES OPERATED:
DESCRIPTION OF SERVICES PROVIDED:
City of Rosemead — Rosemead Transit Page 63
2020 Request for Proposal No. 2019-17
FORM F
CITY OF ROSEMEAD
ROSEMEAD TRANSIT
DRUG-FREE WORKPLACE CERTIFICATION
COMPANY/ORGANIZATION NAME
The contractor named above hereby certifies compliance with Government Code Section 8355
in matters relating to providing a drug-free workplace. The above named contractor will:
Publish a statement notifying employees that unlawful manufacture, distribution,
dispensation, possession, or use of a controlled substance is prohibited and
specifying actions to be taken against employees for violations, as required by
Government Code Section 8355 (a).
2. Establish a Drug -Free Awareness Program as required by Government Code
Section 8355 9b), to inform employees about all the following:
(a) The dangers of drug abuse in the workplace,
(b) The person's or organization's policy of maintaining a drug-free workplace,
(c) Any available counseling, rehabilitation and employee assistance programs,
and
(d) Penalties that may be imposed upon employees for drug abuse violations.
3. Provide as required by Government Code Section 8355 (c), that every employee
who works on the proposed contract:
(a) Will receive a copy of the company's drug-free policy statement, and
(b) Will agree to abide by the terms of the company's statement as a condition
of employment on the contract.
CERTIFICATION
I, the official named below, hereby swear that I am duly authorized legally to bind the
contractor to the above described certification. I am fully aware that this certification,
executed on the date and in the county below, is made under penalty of perjury under the
laws of the State of California.
OFFICIAL'S NAME:
DATE EXECUTED:
EXECUTED IN THE COUNTY OF:
CONTRACTOR SIGNATURE:
TITLE: FEDERAL I.D. NUMBER:
City of Rosemead— Rosemead Transit Page 64
2020 Request for Proposal No. 2019-17
Attachment_ C
Proposals (3 Companies)
FORM A
ROSEMEAD TRANSIT COST PROPOSAL, PAGE 1
Summary of Proposed Cost
CONTRACTOR hereby proposes a total three-year cost for management and operation
of the Rosemead Transit services as defined in the Request for Proposals, including
any and all addenda, of:
[Insert Total Proposed Base Term Cost]
Two million, nine hundred forty seven thousand, eight hundred thirty four
Dollars [$ 2,947,834
OFFEROR'S Representations & Acknowledgement
.00]
In submitting a proposal, the CONTRACTOR affirms that it is familiar with all
requirements of the RFP and has sufficiently informed itself in all matters affecting the
performance of the work or the furnishing of the labor, supplies, materials, equipment,
or facilities .called for in .this RFP; that it has .checked the proposal for errors and
omissions; that the prices stated are correct and as intended by the CONTRACTOR.
CONTRACTOR acknowledges that this is a "turnkey" contract and that the proposed
cost amount is for all staff, facilities, -non-revenue vehicles and equipment, supplies and
services required for the operation and management of Rosemead Transit except for
those duties and responsibilities of the CITY specifically identified in the RFP.
This proposal and proposed cost are a firm, fixed offer for a period of one hundred
twenty (120) calendar days from the Proposal Due Date of January 7, 2020.
NAME OF CONTRACTOR: First Transit, Inc
ADDRESS: 600 Vine St., #1400
Cincinnati, UH 452UZ
NAME OF AUTHORIZED REPRESENTATIVE FOR NEGOTIATIONS:
George Lee
PHONE NUMBER:
AUTHORIZED SIGNATUR
NAME & TITLE OF SIGNE
DATE:
y WAA'-•.
City of Rosemead — Rosemead Transit Page 24
2020 Request for Proposal No. 2019-17
ROSEMEAD TRANSIT COST PROPOSAL FORM A, PAGE 2
Proposer's Name: First Transit
This Cost Proposal Form is to be used to submit the proposed contractor's firm cost proposal for all work described In
the RFP and Scope of Work. The detailed Cost By Category for Hourly and Fixed Costs should support and add to the
Cost Per Vehicle Revenue Hour and Monthly Fixed Costs being proposed.
TOTAL PROPOSED ANNUAL COST
This table auto -fills from Hourly and Fixed Cost Tables. Do not overwrite formulas.
COST FORMULA
Year One
12 Months
Year Two
12 Months
Year Three
12 Months
1. Cost per VRH
$27.10
$28.80
$30.26
2. Monthly Fixed Cost
$43,640.24
$45,161.60
$46,606.58
Projected Annual VRH
15,355
15,355
15,356
3. Annual Hourly Costs
$416,130
$442,228
$464,695
4. Annual Fixed Costs
$523,683
$541,819
$559,279
TOTAL PROPOSED ANNUAL
COST (3+4)
$939,813
$984047
y
$1,023,974
a
PROPOSED TOTAL VEHICLE REVENUE HOUR COSTS
TOTAL VRH COST BY
CATEGORY
Year One
Year.Two
Year Three
Driver Wages
$291,377.24
$306,039.33
$320,276.42
Driver Fringe Benefits
$81,417.69
$88,953.19
$90,654.99
Maintenance Parts
$29,228.95
$32,265.55
$37,464.38
Maintenance Supplies
$12,567.88
$13,271.97
$14,328.21
Outside Repairs
$1,538.37
$1,698.19
$1,971.81
Other(specify)
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
TOTAL HOURLY COSTS
$416,130.13
$442,228.22
$464,694.80
ROSEMEAD TRANSIT COST PROPOSAL FORM A, PAGE 3
Proposer's Name: First Transit
PROPOSED FIXED COSTS
M ... r 4 ehnutn nra 4n he 4hn fnfa! firmd rnatc by rafagaryi
TOTAL FIXED COST BY
CATEGORY
Year One
Year Two
Year Three
Project Manager Salary
$13,968
$14,119
$14,284
Project Manager Fringe
$5,110
$5,200
$6,296
Maintenance Mgr Salary
$56,376
$58,066
$59,808
Maint. Mgr Fringe
$23,763
$24,896
$26,083
Operation Supervisor Salary
$40,093
$41,167
$42,269
Operation Supervisor Fringe
$17,078
$17,860
$18,680
Dispatch Staff Wages
$33,691
$34,600
$35,535
Dispatch Staff Fringe
$12,599
$13,153
$13,733
Maintenance Staff Wages
$42,548
$43,697
$44,877
Maintenance Staff Fringe
$19,864
$20,788
$21,758
Other Wages (Specify)
$34,234
$35,169
$36,108
$12,285.-
$12,823.
$13,386
$7,183
$7,242
$7,303
Other Fringe (Specify)
$2,901
$2,941
$2,983
$0
$0
$0
$0
$0
$0
Hlringlrraining
$1,659
$1,701
$1,546
Safety
$1,368
$1,715
$1,760
Uniforms
$0
$0
$0
Non -Revenue Vehicles
$204
$209
$214
Facility Lease/Rent Costs
$21,148
$21,677
$22,219
Janitorial
$322
$331
$339
Telephone
$6,566
$6,730
$6,899
Utilities
$1,722
$1,765
$1,809
Office Sup Iles
$1,156
$1,184
$1,213
Accounting
$2,256
$2,313
$2,371
INSURANCE:
General Liability
$2,838
$2,927
$3,008
Automobile Liability
$28,379
$29,268
$30,084
Collision/Comprehensive
$5,676
$6,864
$6,017
Workers Compensation
$27,405
$29,611
$31,622
Computer Hardware
$3,217
$3,217
$3,217
Computer Software
$25,593
$26,232
$26,888
On -Board Camera Costs
$0
$0
$0
Other (Specify):
$3,067
$3,067
$3,067
$0
$0
$0
$0
$0
$0
$0
$0
$0
$0
$0
$0
Start Up Costs
$8,346
$8,345
$8,345
Overhead
$37,693
$39,362
$40,959
Management FeelProflt
$23,495
$24,601
$25,599
TOTAL FIXED COSTS
$523,683
$541,819
$559,279
[Note: Listing of typical cost items on this proviaea torm aces not require uuntrautur LU NIUV!uo ll 1l0 jJV01 U 1J, 4N11.Y
or service.]
CQTr11AA"rCn AAIAIIIAI 1:II1=I (%.r)ST
Year One Year Two Year Three
Projected Total Vehicle Mlles 200,743 200,998 200,583
Estimated Annual Fuel Cost $76,617 $80,550 $84,403
Assumed Propane cost/Gal $ 2.29 $ 2.40 $ 2.52
Assumed Cost/Gal Gasoline $ 3.68 1 $ 3.86 1 $ 4.06
FORM A
ROSEMEAD TRANSIT COST PROPOSAL, PAGE 1
Summary of Proposed Cost
CONTRACTOR hereby proposes a total three-year cost for management and operation
of the Rosemead Transit services as defined in the Request for Proposals, including
any and all addenda, of:
[Insert Total Proposed Base Term Cost]
-M rez rn't I l i Dn S i Irl U rlcl red -{� i r �/ ` -r,' ve-�I�'?i i�LSq nci
%Ar hu A&eA CIM cool (ars Dollars [$ Sa (666j42-3 .00]
OFFEROR'S Representations & Acknowledgement
In submitting a proposal, the CONTRACTOR affirms that it is familiar with all
requirements of the RFP and has sufficiently informed itself in all matters affecting the
performance of the work or the furnishing of the labor, supplies, materials, equipment,
or facilities called for in this RFP; that it has checked the proposal for errors and
omissions; that the prices stated are correct and as intended by the CQNTRACTOR.
CONTRACTOR acknowledges that this is a "turn -key" contract and that the proposed
cost amount is for all staff, facilities, non -revenue vehicles and equipment, supplies and
services required for the operation and management of Rosemead Transit except for
those duties and responsibilities of the CITY specifically identified in the RFP.
This proposal and proposed cost are a firm, fixed offer for a period of one hundred
twenty (120) calendar days from the Proposal Due Date of January 7, 2020.
NAME OF CONTRACTOR: MV Transportation, Inc.
ADDRESS: 2711 N. Haskell Avenue, Suite 1500 LB -2
Dallas TX 75204
NAME OF AUTHORIZED REPRESENTATIVE FOR NEGOTIATIONS:
PHONE NUMBER:
AUTHORIZED SIGNATURE:
NAME & TITLE OF SIGNER:
Laura Bailey, Vice President
(_2l 0 ) 347 - 7955
- Dorothea DePrisco, Assistant Corporate Secretary
DATE: January 13, 2020
ROSEMEAD TRANSIT COST PROPOSAL FORM A, PAGE 2
y Proposer's Name: MV Transportation, Inc.
This Cost Proposal Form is to be used to submit the proposed contractor's firm cost proposal for all work
described in the RFP and Scope of Work. The detailed Cost By Category for Hourly and Fixed Costs should
support and add to the Cost Per Vehicle Revenue Hour and Monthly Fixed Costs being proposed.
TOTAL PROPOSED ANNUAL COST
This table auto -fills from Hourly and Fixed Cost Tables. Do not overwrite formulas.
COST FORMULA
Year One
12 Months
Year Two
12 Months
Year Three
12 Months
1. Cost per RVH
$42.54
$45.37
$48.30
2. Monthly Fixed Cost
$42,074.10
$42,845.54
$43,727.36
Projected Annual RVH
15,355
15,355
15,355
3. Annual RVH Cost
$653,266
$696,712
$741,681
4. Annual Fixed Costs
$504,889
$514,147
$524,728
TOTAL COST (3+4)
$1,158,155
$1,210,859
$1,266,410
This Cost Proposal Form is to be used to submit the proposed contractor's firm cost proposal for all work described
In the RFP and Scope of Work. The detailed Cost Breakdowns of the Cost Proposal Form should be consistent with
proposed Cost Per Revenue Vehicle Hour and Monthly Fixed Costs.
PROPOSED TOTAL VEHICLE REVENUE HOUR COSTS
COST PER VRH COST
BY CATEGORY
Year One
Year Two
Year Three
Driver Wages
$390,286.32
$418,028.76
$445,063.29
Driver Fringe Benefits
$147,154.30
$156,330.05
$167,456.68
Maintenance Parts
$19,412.34
$20,382.95
$21,402.10
Maintenance Supplies
$8,766.71
$9,031.77
$9,302.72
Outside Repairs
$5,601.23
$6,721.57
$7,266.34
Contracted Veh. Cleaning
$2,586.90
$2,063.53
$2,085.97
Interest Expense
$4,301.73
$4,000.88
$3,777.96
Overhead
$28,905.58
$30,827.98
$32,817.75
Management Fee/Profit
$46,248.92
$49,324.76
$52,508.41
TOTAL HOURLY COSTS
$653,266.02
$696,712.25
$741,681.23
CONFIDENTIAL
ROSEMEAD TRANSIT COST PROPOSAL FORM A, PAGE 3
Proposer's Name: MV Transportation, Inc.
PROPOSED FIXED COSTS
Note: Costs shown are to be the total fixed costs by ategory)
TOTAL FIXED COST BY
CATEGORY
Year One
Year One
Year Two
Year Three
Project Manager Salary
$
10,867.87
$
11,139.57
$ 11,418.06
Project Manager Fringe
$
1,371.83
$
1,412.19
$ 1,454.00
Maintenance Mgr Salary
$
4,925.99
$
5,049.14
$ 6,175.36
Maint. Mgr Fringe
$
946.71
$
972.40
$ 998.88
Operation Supervisor Sala
$
69,048.45
$
70,774.67
$ 72,544.03
Operation Supervisor Fringe
$
13,027.75
$
13,425.47
$ 13,839.43
Dispatch Staff Wages
$
69,048.45
$
70,774.67
$ 72,544.03
Dispatch Staff Fringe
$
13,027.75
$
13,425.47
$ 13,839.43
Maintenance Staff Wages
$
51,311.79
$
52,692.66
$ 53,871.55
Maintenance Staff Fringe
$
12,473.38
$
12,831.69
$ 13,164.01
Other Wages (Specify)
$
-
$
-
$ "
Other Fringe (Specify)
$
-
$
-
$ -
Hirin raining
$
10,654.56
$
10,974.20
$ 11,303.43
Safety
$
5,709.27
$
5,819.83
$ 5,933.72
Uniforms
$
1,909.41
$
1,966.70
$ 2,025.70
Non -Revenue Vehicles
$
14,426.94
$
14,762.55
$ 15,108.23
Facility Lease/Rent Costs
$
47,102.84
$
48,515.92
$ 49,971.40
Janitorial
$
-
$
-
$ -
Tele hone
$
9,481.28
$
9,765.72
$ 10,058.69
Utilities
$
6,765.71
$
5,938.68
$ 6,116.85
Office Supplies
$
3,656.30
$
3,765.99
$ 3,878.97
Accounting
INSURANCE:
General Liability
Automobile Liability
$
8,756.53
$
8,756.53
$ 8,756.53
Collision/Comprehensive
$
26,367.65
$
26,584.63
$ 26,803.77
Workers Compensation
Com uter Hardware
$
2,521.50
$
1,800.00
$ -
Computer Software
$
54,513.70
$
56,149.11
$ 57,833.68
On -Board Camera Costs
$
-
$
-
$ -
Fareboxes
Radio's
$
5,126.40
$
3,055.39
$ 3,147.05
System/Vehicle Technology
Business Licensefraxes
$
385.25
$
396.81
$ 408.71
Start Up Costs
$
-
$
-
$
Interest Expense
$
1,875.31
$
1,698.83
$ 1,565.37
Overhead
$
20,195.57
$
20,565.86 1
$ 20,989.13
Management Fee/Profit
$
40,390.95
$
41,131.851
$ 41,978.36
TOTAL FIXED COSTS
$
504,889.14
$
514,146.52 1
$ 524,728.28
[Note: Listing of typical cost items on this provided form does not reouire Contractor to provide this position,
utility or service.]
ESTIMATED ANNUAL FUEL COST
'For Year 1 we have assumed $2.5 ftal, year 2 accounts for a 3% increase in fuel price.
CONFIDENTIAL
Year One
Year Two
Projected Total Vehicle Mlles
233,507
233,507
233,507
Estimated Annual Fuel Cost
$101,702
$104,753
$107,895
Assumed Cost/Gal Propane*
$2.500
$2.575
$2.652
Assumed Cost/Gal Gasoline
$3.600
$3.708
$3.819
'For Year 1 we have assumed $2.5 ftal, year 2 accounts for a 3% increase in fuel price.
CONFIDENTIAL
FORM A
ROSEMEAD TRANSIT COST PROPOSAL, PAGE 1
Summary of Proposed Cost
CONTRACTOR hereby proposes a total three-year cost for management and operation
of the Rosemead Transit services as defined in the Request for Proposals, including
any and all addenda, of:
[Insert Total Proposed Base Term Cost]
Three Million Six Hundred Ninety Two Thousand Two Hundred Eighty Eight
Dollars [$ 3,692,288 .00]
OFFEROR'S Representations & Acknowledgement
In submitting a proposal, the CONTRACTOR affirms that it is familiar with all
requirements of the RFP and has sufficiently informed itself in all matters affecting the
performance of the work or the furnishing of the labor, supplies, materials, equipment,
or facilities called for in this RFP; that it has checked the proposal for errors and
omissions; that the prices stated are correct and as intended by the CONTRACTOR.
CONTRACTOR acknowledges that this is a "turn -key" contract and that the proposed
cost amount is for all staff, facilities, non -revenue vehicles and equipment, supplies and
services required for the operation and management of Rosemead Transit except for
those duties and responsibilities of the CITY specifically identified in the RFP.
This proposal and proposed cost are a firm, fixed offer for a period of one hundred
twenty (120) calendar days from the Proposal Due Date of January 7, 2020.
NAME OF CONTRACTOR: Transportation Concepts
ADDRESS: 12 Mauchly, Building I
Irvine, CA 92618
NAME OF AUTHORIZED REPRESENTATIVE FOR NEGOTIATIONS:
Rich Rogers
PHONE NUMBER: ( 949) J§4:7 3493
AUTHORIZED SIGNATURE:
NAME & TITLE OF SIGNER: Rich Ro s, Chi Operating Officer
DATE: Januaty 9. 20
ROSEMEAD TRANSIT COST PROPOSAL FORM A, PAGE 2
Proposer's Name: Transportation Concepts
This Cost Proposal Form Is to be used to submit the proposed contractor's firm cost proposal for all work described In
the RFP and Scope of Work. The detailed Cost By Category for Hourly and Fixed Costs should support and add to the
Cost Per Vehicle Revenue Hour and Monthly Fixed Costs being proposed.
TOTAL PROPOSED ANNUAL COST
This table auto -fills from Hourly and Fixed Cost Tables. Do not overwrite formulas.
COST FORMULA
Year One
12 Months
Year Two
12 Months
Year Three
12 Months
1. Cost per VRH
$31.07
$32.49
$33.75
2. Monthly Fixed Cost
$60,042.19
$60,644.72
$62,480.72
Projected Annual VRH
15,355
15,355
15,355
3. Annual Hourly Costs
$477,148.63
$498,905.96
$518,221.40
4. Annual Fixed Costs
$720,506.28
$727,736.65
$749,768.61
TOTAL PROPOSED ANNUAL
COST (3+4)
$1,197,654.92
$1,226,642.61
$1,267,990.02
PROPOSED TOTAL VEHICLE REVENUE HOUR COSTS
TOTAL VRH COST BY
CATEGORY
Year One
Year Two
Year Three
Driver Wages
$309,195.09
$320,009.15
$331,329.99
Driver Fringe Benefits
$106,615.25
$115,850.11
$121,818.28
Maintenance Parts
$26,345.79
$27,004.44
$27,949.59
Maintenance Supplies
$14,186.20
$14,611.78
$15,050.14
Outside Repairs
$2,026.60
$2,087.40
$2,150.02
Other(specify)
Bus Wash/Detail
$7,260.00
$7,477.80
$7,702.13
Tires
$9,119.70
$9,393.29
$9,675.09
Towing
$2,400.00
$2,472.00
$2,546.16
TOTAL HOURLY COSTS
$477,148.63
$498,905.96
$518,221.40
ROSEMEAD TRANSIT COST PROPOSAL FORM A, PAGE 3
Proposer's Name: Transportation Concepts
PROPOSED FIXED COSTS
Mnfe- Cnsts shown are fn he fha total n,rad costs by cetenorvt
TOTAL FIXED COST BY
CATEGORY
Year One
Year Two
Year Three
Project Manager Sala
$0
$0
$0
Project Manager Fringe
$0
$0
$0
Maintenance Mgr Sala
$0
$0
$0
Maint. Mgr Fringe
$0
$0
$0
Operation Supervisor Salary
$62,400
$64,272
$66,200
Operation Supervisor Fringe
$11,274
$11,612
$11,961
Dispatch Staff Wages
$90,115
$92,818
$95,603
Dispatch Staff Fringe
$10,742
$11,064
$11,396
Maintenance Staff Wages
$100,339
$103,349
$106,450
Maintenance Staff Fringe
$21,179
$21,814
$22,469
Other Wages(Specify)
Road Supervisor Wages
$74,880
$77,126
$79,440
Other Fringe (Specify
Road Supervisor Fringe
$9,249
$9,526
$9,812
Hldng[Trelnlng
$2,746
$2,828
$2,913
Safely
$3,600
$3,708
$3,819
Uniforms
$1,500
$1,545
$1,591
Non -Revenue Vehicles
$5,000
$5,000
$5,000
Facility Lease/Rent Costs
$79,200
$81,576
$84,023
Janitorial
Telephone
$5,760
$5,933
$6,111
Utilities
Office Supplies
$3,900
$4,017
$4,138
Accounting
INSURANCE:
General Liability
$2,335
$2,405
$2,477
Automobile Liability
$21,015
$21,646
$22,295
Collision/Comprehensive
$6,900
$7,107
$7,320
Workers Compensation
$43,989
$46,188
$48,498
Computer Hardware
$2,667
$2,667
$2,667
Computer Software
On -Board Camera Costs
$0
$0
Other (Specify):
Dispatch Scheduling Fee
$7,200
$7,416
$7,638
Phone System / Vehicle Radios
$11,001
$11,331
$11,671
Support Vehicle
$5,664
$5,664
$5,684
Office Equipment
$5,833
$5,833
$5,833
Shop Equipment
$9,288
$9,288
$9,288
Siad Up Costs
$25,283
$0
$0
Overhead
$47,920
$49,080
$50,760
Management Fee/Profit
$49,527
$62,921
$64,730
TOTAL FIXED COSTS
$720,506
$727,737
$749,769
(Note: Listing of typical cost Items on this provided form does not require Contractor to provide this position, utility
or service.]
ESTIMATED ANNUAL FUEL COST
Annual fuel cost based on Propane
Year One
Year Two
Year Three
Projected Total Vehicle Mlles
202,660
202,660
202,660
Estimated Annual Fuel Cost
$146,366
$150,766
$155,279
Assumed Propane Cosl/Gal
$3.25
$3.35
$3.45
Assumed Cost/Gal Gasoline
$3.75
$3.86
$3.98
Annual fuel cost based on Propane
Attachment D
Professional Service Agreement - Draft
1.
2.
PROFESSIONAL SERVICES
MANAGEMENT AND OPERATION
PARTIES AND DATE.
transit service
Contractor repre
operations to publi
plans of City.
2.2 Project.
(FIRST TJWIT, INC.)
EMENT
SYSTEM
lis day of , 20
:ad,Ntnsit,
al organization organized
ca of business at 8838 E.
Inc. with its principal
Cin i, Ohio 45202 ("Contractor").
rred to herein as "Party" and collectively
b assume responsibility for the provision of certain
e terms and conditions set forth in this Agreement.
ced in providing transit system management and
in the State of California and is familiar with the
City desires to engage Contractor to render such management and operations
services for the Rosemead Transit System ("Project"), also referred to as "Services" as set
forth in this Agreement.
3. TERMS.
3.1 Scope of Services and Term.
3.1.1 General Scope of Services: Contractor promises and agrees to
First Transit, Inc.
furnish to the City all labor, materials, tools, equipment, services, and incidental and
customary work necessary to fully and adequately supply the transit system operations and
management services necessary for the Project, herein referred to as "Services". The
Services are more particularly described in Exhibit "A" attached hereto and incorporated
herein by reference. All Services shall be subject to, and performed in accordance with, this
Agreement, the exhibits attached hereto and incorporated herein by reference, and all
applicable local, state and federal laws, rules and regulations.
3.1.2 Term. The term of this Agreement shall be for April 1, 2020 through
March 31, 2023 unless earlier terminated as provided herein. The City shall maintain the
option to extend the contract for two additional one-year terms spelled out in the RFP 2019-
17. Contractor shall complete the Services within the term of this Agreement and shall meet
any other established schedules and deadline. The Parties may, by mutual, written consent,
extend the term of this agreement is necessary to complete the Services.
3.2 Responsibilities of Contractor.
3.2.1 Control and Payment of Subordinates; Independent Contractor. The
Services shall be performed by Contractor or under its supervision. Contractor will determine
the means, methods and details of performing the Services subject to the requirements of
this Agreement. City retains Contractor on an independent contractor basis and not as an
employee. Contractor retains the right to perform similar or different services for others during
the term of this Agreement. Any additional personnel performing the Services under this
Agreement on behalf of Contractor shall also not be employees of City and shall at all times
be under Contractor's exclusive direction and control. Contractor shall pay all wages, salaries,
and other amounts due such personnel in connection with their performance of Services
under this Agreement and as required by law. Contractor shall be responsible for all reports
and obligations respecting such additional personnel, including, but not limited to: social
security taxes, income tax withholding, unemployment insurance, disability insurance, and
workers' compensation insurance.
3.2.2 Schedule of Services: Contractor shall perform the Services
expeditiously, within the term of this Agreement. Contractor represents that it has the
professional and technical personnel required to perform the Services in conformance with
such conditions. In order to facilitate Contractor's conformance with the Schedule, City shall
respond to Contractor's submittals in a timely manner. Upon request of City, Contractor shall
provide a more detailed schedule of anticipated performance to meet the Schedule of
Services.
3.2.3 Conformance to Applicable Requirements: All work prepared by
Contractor shall be subject to the approval of City.
3.2.4 Substitution of Key Personnel: Contractor has represented to City that
certain key personnel will perform and coordinate the Services under this Agreement. Should
one or more of such personnel become unavailable, Contractor may substitute other
personnel of at least equal competence upon written approval of City. In the event that City
First Transit, Inc.
fail or refuse to perform the Services in a manner acceptable to the City, or who are
determined by the City to be uncooperative, incompetent, a threat to the adequate or timely
completion of the Project or a threat to the safety of persons or property, shall be promptly
removed from the Project by the Contractor at the request of the City.
3.2.5 City's Representative: The City hereby designates the Director of
Public Works, or his or her designee, to act as its representative for the performance of
this Agreement ("City's Representative"). City's Representative shall have the power to
act on behalf of the City for all purposes under this Agreement. Contractor shall not accept
direction or orders from any person other than the City's Representative or his or her
designee. Ak
3.2.6 Contractor's Representative:
act as its representative for the performar
Representative"). Contractor's Representativ
act on behalf of the Contractor for all purpo
Representative shall supervise and dir e
attention, and shall be responsible for all
procedures and for the satisfactory coordinate
Agreement.
3.2.7 Coordination
staff in the performance of Services
other staff at all reasonatimes.
will designate a designee to
Agreement ("Contractor's
authority to represent and
ent. The Contractor's
si s/her best skill and
tech s, sequences and
S of the Wices under this
agrees to work closely with City
City's staff, Contractors and
;,35 dar Care; cmployees: Contractor shall
perform all Service er this eemen skillful an competent manner, consistent
with the standards ge re zed as g employed by professionals in the same
discipline' a of cto resents and maintains that it is skilled in
the pro nec to p t Services. Contractor warrants that all
emplo and subc for II have cient skill and experience to perform the
Services igned to th Fin Contractor represents that it, its employees and
subcontrac ave all lice s, pe , qualifications and approvals of whatever nature
that are legal uired to p rm the Services, including a City Business License, and
that such licens nd ap als shall be maintained throughout the term of this
Agreement. As pro fo a indemnification provisions of this Agreement, Contract
shall perform, at its o nd expense and without reimbursement from the City, any
services necessary to co ct errors or omissions which are caused by the Contractor's
failure to comply with the standard of care provided for herein.
3.2.9 Laws and Regulations: Contractor shall keep itself fully informed of
and in compliance with all local, state and federal laws, rules and regulations in any manner
affecting the performance of the Project or the Services, including all Cal/OSHA
requirements, and shall give all notices required by law. Contractor shall be liable for all
violations of such laws and regulations in connection with Services. If the Contractor
performs any work knowing it to be contrary to such laws, rules and regulations and without
giving written notice to the City, Contractor shall be solely responsible for all costs arising
First Transit, Inc.
therefrom. Contractor shall defend, indemnify and hold City, its officials, directors, officers,
employees and agents free and harmless, pursuant to the indemnification provisions of this
Agreement, from any claim or liability arising out of any failure or alleged failure to comply
with such laws, rules or regulations.
3.2.10 Insurance: Contractor shall maintain prior to the beginning of and for
the duration of this Agreement insurance coverage as specified in Exhibit B attached to
and part of this agreement.
3.2.11 Safety: Contactor shall execute and maintain its work so as to avoid
injury or damage to any person or property. In carrying aut its Services, the Contractor
shall at all times be in compliance with all applicable I tate and federal laws, rules
and regulations, and shall exercise all necessary pr ns for the safety of employees
appropriate to the nature of the work and the c der which the work is to be
performed. Safety precautions as applicable s clude, shall not be limited to: (A)
adequate life protection and life saving a nt and pr res; (B) instructions in
accident prevention for all employees ubcontractors, as safe walkways,
scaffolds, fall protection ladders, bridges, ng planks, confin ace procedures,
trenching and shoring, equipment and othe ete
ces, equi t and wearing
apparel as are necessary or la required accidents or ries; and (C)
adequate facilities for the proper i arid.mae of all safety measures.
3.3.2 Pa t a ompensation: Contractor shall submit to City a
monthly iNY
tem whic icates work completed and hours of Services
rendered r. Th temen hall describe the amount of Services and supplies
provided ial com cement date, or since the start of the subsequent billing
periods, a, thro the date of the statement. City shall, within 45 days of
receiving the statement and pay all approved charges thereon.
3.3.3 Reim rsement for Expenses: Contractor shall not be reimbursed for
any expenses unless authorized in writing by City.
3.3.4 Extra Work: At any time during the term of this Agreement, City may
request that Contractor perform Extra Work. As used herein, "Extra Work" means any work
which is determined by City to be necessary for the proper completion of the Project, but
which the parties did not reasonably anticipate would be necessary at the execution of this
Agreement. Contractor shall not perform, nor be compensated for, Extra Work without
written authorization from City's Representative.
First Transit, Inc.
3.4 Accounting Records.
3.4.1 Maintenance and Inspection: Contractor shall maintain complete and
accurate records with respect to all costs and expenses incurred under this Agreement.
All such records shall be clearly identifiable. Contractor shall allow a representative of City
during normal business hours to examine, audit, and make transcripts or copies of such
records and any other documents created pursuant to this Agreement. Contractor shall
allow inspection of all work, data, documents, proceedings, and activities related to the
Agreement for a period of three (3) years from the date of final payment under this
Agreement.
3.5 General Provisions.
3.5.1 Independent Contractor:
warrants that Contractor is not a regular or
venturer or partner of the City, but rather an i
not be construed as a contract of emplo
benefits which accrue to City employee
Agreement. Due to the independent contract
City shall not withhold state or eral incor
Contractor's sole responsibility.
3.5.2 Termination of
Contractor, termin
cause by giving wr
date thereof, at le,,
termination, tr
adequat
Contr ravno
provided he
Data and oth
performance of
such document
0
on
ur
Gro s for I ' tionmay, by written notice to
or an N
m t at any time and without
ntractterms n, and specifying the effective
s beective date of such termination. Upon
y for those services which have been
Ccbe entitled to no further compensation.
greept for cause.
t of Termination: If this Agreement is terminated as
Co t to provide all finished or unfinished Documents/
my kind prepared by Contractor in connection with the
this Agreement. Contractor shall be required to provide
ation within fifteen (15) days of the request.
3.5. Additional Services: In the event this Agreement is
terminated in whole or in part as provided herein, City may procure, upon such terms and
in such manner as it may determine appropriate, services similar to those terminated.
3.5.3 Delivery of Notices. All notices permitted or required
under this Agreement shall be given to the respective parties at the following address, or
at such other address as the respective parties may provide in writing for this purpose:
First Transit, Inc.
CONTRACTOR:
CITY:
First Transit, Inc.
600 Vine Street, Suite 1400
Cincinnati, Ohio 45202
Attn: Bradley A. Thomas, President
Phone: (513) 241-2200
City of Rosemead
8838 Valley Boulevard
Rosemead, CA 91770
Attn: Chris Dastb, Director
Phone: (626) 569-2158
Fax: (626) 569-230;AA
Such notice shall be deemed mad
forty-eight (48) hours after deposit in the
addressed to the party at its apple* address.
notice on the date actual notice o egarc
Ownership of
ally deli or when mailed,
t class p e prepaid and
Mice shall be ed adequate
: method of service.
3 Docu is iceffog of Intellectual Property:
This Agreement c a xclusi rp 'cense for City to copy, use,
modify, reuse, or su se an d all co ts, design , and other intellectual property
embodied in plans, sp atio tudies, ings, estimates, and other documents or
works of fixe me of expression, including but not limited
to, phy da gnetic o rwise recorded on computer diskettes,
which prepared use be pre ed by Contractor under this Agreement
("Docum & Data"). act o II require all subcontractors to agree in writing that
City is gra a non-exc a an rpetual license for any Documents & Data the
subcontractor ares and is Agreement. Contractor represents and warrants that
Contractor has t al right icense any and all Documents & Data. Contractor makes
no such representa nd anty in regard to Documents & Data which were prepared
by design professiona han Contractor or provided to Contractor by the City. City
shall not be limited in an ay in its use of the Documents and Data at any time, provided
that any such use not within the purposes intended by this Agreement shall be at City's
sole risk.
3.5.4.2 Confidentiality: All ideas, memoranda, specifications,
plans, procedures, drawings, descriptions, computer program data, input record data,
written information, and other Documents and Data either created by or provided to
Contractor in connection with the performance of this Agreement shall be held confidential
by Contractor. Such materials shall not, without the prior written consent of City, be used
by Contractor for any purposes other than the performance of the Services. Nor shall such
First Transit, Inc.
materials be disclosed to any person or entity not connected with the performance of the
Services or the Project. Nothing furnished to Contractor which is otherwise known to
Contractor or is generally known, or has become known, to the related industry shall be
deemed confidential. Contractor shall not use City's name or insignia, photographs of the
Project, or any publicity pertaining to the Services or the Project in any magazine, trade
paper, newspaper, television or radio production or other similar medium without the prior
written consent of City.
3.5.5 Cooperation; Further Acts: The Parties shall fully cooperate with one
another, and shall take any additional acts or sign any additional documents as may be
necessary, appropriate or convenient to attain the purpo f this Agreement.
3.5.6 Attorney's Fees: If either party c ces an action against the other
party, either legal, administrative or otherwise, of or in connection with this
Agreement, the prevailing party in such litigatio be e d to have and recover from
the losing party reasonable attorney's fees other cost uch action.
3.5.7 Indemnification: Toth est extent permitteNcause
ontractor shall
defend, indemnify and hold the City, its o s, offi , emlunteers, and
agents free and harmless from and all c nds, action, costs,
expenses, liability, loss, damage in law or , to propons, including
wrongful death, in any manner ari pertain o, or relating to any negligence,
errors or omissions, recklessness, o . 'if nduct ntractor, its officials, officers,
employees, agents, an tractors ng o in c tion with the performance
of the Contractor's luding out a ment of all consequential
damages, expert ss fees, attorn s and related costs and expenses.
Contractor shall def at Co ctor's o cost, expense and risk, any and all such
aforesaid suits ---actions h roce s of every kind that may be brought or
its
yrs, , o rs, employees, agents, or volunteers.
ny Ju , award or decree that may be rendered
fficers, employees, agents, or volunteers, in any such
di Contractor shall reimburse City and its directors,
nts, /or volunteers, for any and all legal expenses and
connection therewith or in enforcing the indemnity herein
)n to indemnify shall not be restricted to insurance
City, its directors, official's officers, employees, agents,
3.5.8 Entire Agreement: This Agreement contains the entire Agreement of
the parties with respect to the subject matter hereof, and supersedes all prior negotiations,
understandings or agreements. This Agreement may only be modified by a writing signed
by both parties.
3.5.9 Governing Law: This Agreement shall be governed by the laws of the
State of California. Venue shall be in Los Angeles County,
3.5.10 Time of Essence: Time is of the essence for each and every provision
of this Agreement.
First Transit, Inc.
3.5.11 City's Right to Employ Other Contractors: City reserves right to
employ other Contractors in connection with this Project.
3.5.12 Successors and Assigns: This Agreement shall be binding on the
successors and assigns of the parties.
3.5.13 Assignment or Transfer: Contractor shall not assign, hypothecate, or
transfer, either directly or by operation of law, this Agreement or any interest herein without
the prior written consent of the City. Any attempt to do so shall be null and void, and any
assignees, hypothecates or transferees shall acquire no amnor interest by reason of such
attempted assignment, hypothecation or transfer.
3.5.14 Construction; References; C ' ce the Parties or their agents
have participated fully in the preparation of this ent, nguage of this Agreement
shall be construed simply, according to its f ' aning, and trictly for or against any
Party. Any term referencing time, day eriod for perfor a shall be deemed
calendar days and not work days. All re ces to Contractor de all personnel,
employees, agents, and subcontractors of Con or, t as othe specified in this
Agreement. All references to Cit de its elec Is, officers, a yees, agents,
and volunteers except as othe ified in greement. The captions of the
various articles and paragraphs 'ar ience ase of reference only, and do
not define, limit, augment, or describ sc ntent, tent of this Agreement.
17 No ThiWation
arty lneficiaries: There are no intended third party
QWM
beneficiaries of fight oro assumed by the Parties.
3.5.18 idFontinue
everability: If any portion of this Agreement is declared
invalid, illegal, or oth enforceable by a court of competent jurisdiction, the
remaining provisions sha in full force and effect.
3.5.19 Prohibited Interests: Contractor maintains and warrants that it has not
employed nor retained any company or person, other than a bona fide employee working
solely for Contractor, to solicit or secure this Agreement. Further, Contractor warrants that
it has not paid nor has it agreed to pay any company or person, other than a bona fide
employee working solely for Contractor, any fee, commission, percentage, brokerage fee,
gift or other consideration contingent upon or resulting from the award or making of this
Agreement. Contractor further agrees to file, or shall cause its employees or
subcontractors to file, a Statement of Economic Interest with the City's Filing Officer as
First Transit, Inc.
required under state law in the performance of the Services. For breach or violation of this
warranty, City shall have the right to rescind this Agreement without liability. For the term
of this Agreement, no member, officer or employee of City, during the term of his or her
service with City, shall have any direct interest in this Agreement, or obtain any present or
anticipated material benefit arising therefrom.
3.5.20 Equal Opportunity Employment: Contractor represents that it is an
equal opportunity employer and it shall not discriminate against any subcontractor,
employee or applicant for employment because of race, religion, color, national origin,
handicap, ancestry, sex or age. Such non-discrimination shall include, but not be limited
to, all activities related to initial employment, upgrading,
recruitment advertising, layoff or termination. Contractia
provisions of City's Minority Business Enterprise pr
related programs or guidelines currently in effect E
that it is aware of the provisions of Section
every employer to be insured against liab
self-insurance in accordance with the pro,
such provisions before commen
3.5.22 Authority to E
authority to conduct its business a
Party warrants that the
right, and authority t
of which shall con
of the wig
written app
to all provi:
recruitment or
also comply with all relevant
rmative Action Plan or other
Contractor certifies
Code which require
ion or to undertake
Ift to comply with
as all requisite power and
)rm the Agreement. Each
ent have the legal power,
counterparts, each
ntractor shall not subcontract any portion
t, except as expressly stated herein, without prior
,act ny, shall contain a provision making them subject
Agreement.
(Signatures on next Page)
First Transit, Inc.
CITY OF ROSEMEAD
(CONTRACTOR)
By:
Gloria Molleda, City Manager Date Date
Name:
Attest:
Erick Hernandez, City Clerk
[I rporation, TWO
IATURES,ent OR Vice
dent AND ecretary, AND
PORATE SEAL OF
JJRACTOR REQUIRED]
Approved as to F
Name:
City Attorney
Date
EXHIBIT A
SCOPE OF SERVICES
ENCUMBERS CITY ISSUED REQUEST FOR PROPOSAL DOCUMENTS AND
VI. SCOPE OF WORK
SECTION 1: DEFINITIONS
As used throughout the Request For Proposals, exhibits and attachments, the following
terms shall have the meanings set forth below:
Advanced Reservation - Describes the process of requesting trips and receiving trip
confirmation prior to the day service is requested.
Americans with Disabilities Act of 1990 (ADA) - Federal civil rights legislation which
mandates accessibility for people with disabilities. Included is a requirement that all
public transit agencies operating fixed route bus service provide complementary
paratransit service to persons functionally unable to use accessible fixed route systems.
CITY - Shall indicate the City of Rosemead.
Contractor - Shall signify a firm submitting a proposal to provide the services
described herein and the vendor selected and under contract with CITY to provide
transportation services.
Curb -to -Curb Service - A type of paratransit service- where, on both the origin and
destination end of the trip, the driver gets out of the vehicle and assists the passenger
between the vehicle and a sidewalk or other waiting area rio more than 15 feet from the
vehicle.
Deadhead — For paratransit services, refers to either miles or hours when a vehicle is
not in revenue service including travel from the yard to the first pick-up, from the last
drop-off back to the yard when released by the dispatcher and travel during driver
breaks and other "out of service" times. The travel between scheduled pickups and
drop offs, regardless of whether a passenger is on board, is not deadhead.
Demand Responsive — Describes a service that does not require advance reservation
and trips can be requested the same day [also referred to as "same day," "real-time" or
"immediate response"].
Door -to -Door Service — A type of paratransit service where, on both the origin and/or
destination end of the trip, the driver gets out of the vehicle and meets/escorts the
passenger to the door of the main lobby, residence, or building. The driver is
responsible for assisting.the passenger throughout the trip. Drivers are not allowed to
enter a residence and must keep the vehicle in sight at all times.
Dwell Time — The amount of time spent by vehicle and driver at each pick-up and drop-
off waiting for the passenger(s) to appear, during passenger boarding, deboarding and
wheelchair securement. Dwell time is included in the Revenue Vehicle Hour
computation.
City of Rosemead - Rosemead Transit Page 29
2020 Request for Proposal No. 2099-17
Federal Transit Administration (FTA) — A branch of the U.S. Department of
Transportation (USDOT) established to improve transportation throughout the nation.
The FTA provides funding and assistance to regional transportation agencies, among
various other programs.
Holidays — The official City holidays are: New Year's Day; Memorial Day;
Independence Day; Labor Day; Thanksgiving Day; and Christmas Day.
Late Trip — For Dial -A -Ride service, any trip on which the vehicle arrives for the pick up
more than 15 minutes after the scheduled time. For fixed route service\, any arrival at a
time point more than 5 minutes after the scheduled time.
Missed Trip — Any scheduled trip on which the Dial -A -Ride vehicle arrives more than
60 minutes after the scheduled pick up time or does not arrive at all.
No -Show — A scheduled passenger who does not appear at the designated location for
vehicle boarding within 5 minutes of an on-time vehicle arrival or calls the Rosemead
Dial -A -Ride to cancel the trip less than one (1) hour before the scheduled pick-up time.
On -Time Pickup — For paratransit services, a vehicle shall be on-time if it arrives at the
designated pickup location no more than 15 minutes prior to the scheduled pickup time
or no more than 15 minutes after that time. For fixed route services, a vehicle shall be
on-time if it arrives at a designated bus stop not earlier than or no more than 3 minutes
after the scheduled arrival time.
Subscription Service — Paratransit trips to and from the same origin and destination at
the same time and day at least once a week. Subscription services do not require the
passenger to call in their request for each trip; only to cancel for one or more days.
Revenue Vehicles — Refers to vehicles used to transport passengers in transit and
paratransit revenue services. Also called "Transit Service Vehicles."
Vehicle Revenue Hour — For Rosemead's fixed route services, a vehicle revenue hour
shall be defined as any sixty -minute increment of time, or portion thereof, that a vehicle
is in revenue service, including layover/recovery time but excluding deadhead, training
operators prior to revenue service and road tests.
For the Rosemead Dial -A -Ride service, a vehicle revenue hour shall be defined as any
sixty -minute increment of time, or portion thereof, that a vehicle is available for
passenger transport within the established hours of service. A vehicle is available for
passenger transport from the time it arrives at its first pick-up address and ends when it
has completed its last passenger drop-off and is released from service by the
dispatcher. If the first scheduled pick-up is a no-show, the vehicle arrival time at that
stop shall still be used for computation of revenue vehicle hours, however, this rule shall
not apply to late trip cancellations. Revenue vehicle hours are also known as "revenue
vehicle hours" and "vehicle service hours." It is intended that this definition of vehicle
revenue hours be identical to that defined under the National Transit Database.
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2020 Request for Proposal No. 2019-17
Revenue vehicle revenue hours, for both services, shall exclude any meal breaks,
service breaks, mechanical breakdowns and time a vehicle is down due to an accident.
Vehicle Revenue Miles — The mileage incurred by a vehicle while operating a Vehicle
Revenue Hour.
SECTION 2: CITY DUTIES AND RESPONSIBILITIES
CITY shall accept the following responsibilities and perform the following duties with
respect to Rosemead Transit. To the extent reasonable and feasible, CONTRACTOR
shall assist CITY in this regard.
2.1 Revenue Vehicles
The CITY will provide three (3) Class C Cutaway ADA -Compliant buses and two (2)
Class B Cutaway ADA -Compliant buses as listed in the Transit Fleet Schedule posted
on the City's website at http://www.cityofrosemead.org under "Bids and RFPs" on the
City Clerk's page. All of these vehicles have been retrofitted to use propane fuel. Two of
the Class C buses will be used to operate the Explorer fixed route services and the two
Class B buses will be used to operate the Dial -A -Ride. The third Class C bus will be
used as a spare in either service. The Class C buses shall be rotated in service so as to
equalize the mileage and wear and tear on these vehicles.
CITY shall be responsible for . replacement of revenue vehicles on a schedule that
maximizes the useful life of these resources without negatively impacting service
reliability or incurring excessive maintenance costs. CITY shall coordinate vehicle
replacement schedule and specifications with CONTRACTOR.
With prior written approval, the CITY will reimburse CONTRACTOR for the
repair/replacement of engine or transmission excluding the costs of labor unless failure
is due to misuse of the vehicle or failure of the CONTRACTOR to maintain the vehicle
pursuant to this Contract or industry standards, whichever are more rigorous.
CITY shall be responsible for all signage on the exterior of the buses.
2.2 System Planning and Administration
CITY shall be responsible for all policy decisions and activities relative to Rosemead
Transit routes, schedules, days and hours of operations, stop locations, street
furnishings, preparation of planning documents, budgets, grant applications and related
documentation, and other such activities to overall system administration.
2.3 Advertising and Promotion
CITY shall prepare, place, schedule, and pay for
materials designed to inform the public of Rosemead
ridership.
City of Rosemead — Rosemead Transit
2020 Request for Proposal No. 2019-17
all advertising and promotional
Transit operations and to promote
Page 31
2.4 Fuel
CITY will reimburse CONTRACTOR for fuel supplied by CONTRACTOR for use in the
CITY -provided Revenue Vehicles and, with prior CITY approval, any CONTRACTOR -
owned or provided vehicles which are operated in Rosemead Transit service. CITY
shall not reimburse CONTRACTOR for fuel used in non -revenue vehicles.
CONTRACTOR shall utilize a dispensing system, approved by CITY, which accurately
records all fueling purchases to allow CITY to reconcile all fuel transactions by date and
vehicle number. The CITY expressly reserves the right in its sole discretion to establish
fueling procedures as determined by CITY to be in CITY'S best interest.
CONTRACTOR and all of its employees shall adhere to any and all operating,
administrative, and accounting procedures required by CITY in connection with all
fueling operations.
2.5 Schedules, Passes, Tickets,
At CITY's discretion, CITY may develop and implement a form of fare media that will be
accepted in lieu of cash fares. CITY shall prepare, print, and provide to CONTRACTOR
all schedules, passes, tickets, and like materials required by Rosemead Transit
operations. CONTRACTOR shall distribute and disseminate such materials in
accordance with the provisions of the AGREEMENT and any directions supplemental
thereto provided by CITY.
2.6 Street Furnishings
CITY shall be responsible for the purchasing and maintenance of all transit related
street furnishings within the CITY limits related to Rosemead Transit. CONTRACTOR
and its employees shall cooperate with CITY by advising CITY of any such irregular
conditions to street furnishings observed during Rosemead Transit operations.
2.7 Complaints and Comments
CITY shall receive all complaints and comments regarding Rosemead Transit services
and enter them into the City's complaint tracking system. Within one business day of
receiving a complaint or comment, CITY shall email a copy of the transcribed complaint
or comment to CONTRACTOR for investigation as appropriate. CITY shall maintain a
chronological record of all complaints and comments received, the results of
CONTRACTOR's investigation and any action taken to resolve the complaint.
2.8 Notification: Potential Interference with Rosemead Transit Operations
CITY shall make a reasonable effort to notify CONTRACTOR in advance of any road
closures, detours, parades, or other events under CITY jurisdiction that may interfere
with Rosemead Transit operations or require deviations from routes or schedules.
CONTRACTOR and CITY shall mutually agree upon such deviations.
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2020 Request for Proposal No. 2019-17
SECTION 3: CONTRACTOR DUTIES AND RESPONSIBILITIES -OPERATIONS
CONTRACTOR shall perform the duties and accept the responsibilities set forth below
in connection with its operation of Rosemead Transit. The omission of a duty or
responsibility herein below shall not relieve CONTRACTOR of its obligation to perform
such duty or accept such responsibility, so long as it is usual, customary, and generally
accepted within the public transportation industry as being an integral element of
operating public transportation system and services of a kind and character such as
Rosemead Transit.
3.1 Operations: General
CONTRACTOR shall provide the necessary management, technical, and operating
services for the operation of Rosemead Transit services as specified by the CITY.
CONTRACTOR shall assist and cooperate with CITY in meeting the objectives of
providing quality transportation services. CONTRACTOR shall establish and maintain
close liaison activities, coordination, and cooperation with CITY on matters relating to
operations, monitoring, reporting and service performance measurements.
All staff, facilities, equipment other than the five (5) specified revenue vehicles, fuel,
supplies and services required for the operation and management of Rosemead Transit
shall be furnished by CONTRACTOR 'unless CITY specifically identifies an element of
equipment or aspect of service to be its responsibility.
3.2 Operations
3.2.1 Dial -A -Ride
The Rosemead Dial -A -Ride provides advance -reservation, curb -to -curb demand
responsive transportation to senior residents of the city age 55 and above and
individuals with permanent disabilities as certified by CITY staff. Requests for
service may be made up to 14 days in advance of the service day or, for trips
that are taken on a regular basis at the same day and time each week, can be
set up as subscription trips. Non -emergency medical trips are given priority and
same day and immediate trip requests are accommodated if capacity is
available. This is not an ADA complementary paratransit service.
Dial -A -Ride service operates the following days and hours:
Weekdays (Monday — Friday): 6:00 A.M. — 7:00 P.M.
Weekends (Saturday and Sunday): 6:00 A.M. — 7:00 P.M.
Holidays: 8:00 A.M. — 4:00 P.M.
The Dial -A -Ride is to operate 365 days a year, with reduced operation of only
one (1) vehicle on these holidays: New Year's Day, Memorial Day, July 41h, Labor
Day, Thanksgiving Day, and Christmas Day. The CITY reserves the right to
direct the operation of reduced levels of service on unofficial holidays and during
holiday periods.
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2020 Request for Proposal No. 2019-17
A maximum of two (2) ADA -compliant paratransit vehicles will be operated in
Dial -A -Ride service at peak periods. The CONTRACTOR will be responsible for
managing and operating Rosemead Dial -A -Ride services so as to achieve the
CITY's performance goals for this service and is expected to manage the level of
services provided to reflect actual trip demand.
Dial -A -Ride service is provided within the city and to destinations within 5 miles
of the city limits and for medical appointments to the Kaiser Hospital facility in
Baldwin Park and the Huntington Memorial Hospital area in Pasadena. See the
current Rosemead Transit brochure for more Dial -A -Ride information. The
brochure can be downloaded from the City's website at
http://www.cityofrosemead.org under "Bids and RFPs" on the City Clerk's page.
3.2.2 Operations: Fixed Route Services
The Rosemead Explorer is a general public, community fixed route operating bi-
directional service on a single route through the city.
Rosemead Explorer services operate the following days and hours:
Weekdays (Monday — Friday): 6:00 A.M. — 8:00 P.M.
Weekends (Saturday and Sunday): 10:00 A. -M. — 5:00 P.M.
Two shuttle vehicles are to be operated during each of these periods. Service will
be suspended on Christmas Day, Thanksgiving Day and New Year's Day. The
current Rosemead' Transit brochure can -be downloaded from the City's website
at http://www.cityofrosemead.org under "Bids and RFPs" on the City Clerk's
page.
3.2.3 Special Services
In addition to regular Rosemead Transit operations, CONTRACTOR may from time to
time upon receiving specific written authorization by CITY, provide special
transportation services within the Los Angeles Urbanized Area using Rosemead Transit
vehicles, provided that such special services are determined by CITY to be in the public
interest, do not interfere with regular Rosemead Transit operations, and are in
compliance with applicable federal and state statutes. CONTRACTOR shall be entitled
to compensation beyond the established maximum obligation for such services at the
normal rate per vehicle revenue hour specified in the AGREEMENT.
3.3 Service Standards
CONTRACTOR shall strive at all times to provide service in a manner that will increase
system productivity while achieving or surpassing customer service expectations.
Recognizing that the goals of productivity and customer service levels may conflict, the
following standards are intended to be reasonably attainable by CONTRACTOR, fair to
the customer, and consistent with CITY expectations.
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2020 Request for Proposal No. 2019-17
CONTRACTOR and CITY shall periodically meet to evaluate performance of the system
based upon these standards. If the standards are not fulfilling their intended purpose,
they shall be adjusted based upon recommendations made by CONTRACTOR with
concurrence and final decision by CITY. Should it be found that CONTRACTOR'S
performance has contributed to CONTRACTOR'S failure to achieve these standards,
Rosemead Transit Service Standards
Performance Criteria
Standard
1: Service Productivity
Dial -A -Ride: 2.4 Passenger Trips per
Revenue Vehicle Hour
Rosemead Explorer: 13.0 Passenger Trips per
Revenue Vehicle Hour
2. Dial -A -Ride On -Time Performance
95% or better
3. Dial -A -Ride: Failure to wait a
minimum of 90 seconds after on-time
Zero (0) occurrences
vehicle arrival.
4. Dial -A -Ride: Missed Trip
[Arrival at pick-up location more than
Zero (0) occurrences
60 minutes after the scheduled time
or not at all
5..Telephone Hold Times
90% of all calls shall be answered in less than
3 minutes
100% of all calls shall be answered in 5
minutes or less
5. Vehicle Cleanliness
As defined in SOW
6. Driver Uniform
As defined in SOW
7. Monthly Management Report
As defined in SOW
Submission
8. Customer Complaints
No more than 3 per month
CONTRACTOR shall take all reasonable actions requested by CITY to correct
deficiencies in performance. Should deficiencies persist, CITY may take whatever
additional action is necessitated by the circumstances and provided for in the
AGREEMENT of which this Scope of Work is a part, up to and including replacement of
management personnel and Termination of the Agreement.
3.4 Operations Management
CONTRACTOR shall provide operations management at a level and capability sufficient
to oversee its functions and employees.
CONTRACTOR shall designate and provide the services of a full-time Project Manager,
subject to the approval of the CITY, who shall provide overall management and
supervision of Rosemead Transit under the terms of this AGREEMENT. It is understood
that, while full-time to the designated facility, the Project Manager may have other
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2020 Request for Proposal No. 2019.17
project management responsibilities in addition to Rosemead Transit and these are to
be disclosed in CONTRACTOR'S proposal. Project Manager responsibilities shall not
be increased without prior written notice to and approval by the CITY.
The Project Manager must have a minimum of five years' experience in public
transportation operations and at least three years' supervisory experience in systems
similar to Rosemead Transit. A bachelor's degree in a transportation or related field is
preferred but not required.
The Project Manager shall be available to and work cooperatively with CITY'S assigned
transit staff in matters relating to service quality, providing operational and other data as
described in this Scope of Work, responding to comments from Rosemead Transit
riders and the general public, and responding to specific requests for other assistance
as the need arises. CITY shall be provided with the Project Manager's cell phone
number for use in emergency or accident situations only.
CONTRACTOR shall assure CITY that the Project Manager designated for this project
will not be replaced during the base term of this contract without the written consent of
CITY. Should the services of the Project Manager become unavailable to
CONTRACTOR, the ' resume and qualifications of the proposed replacement shall be
submitted to CITY for approval as soon as possible, but in no event later than five (5)
working days prior to the departure of the incumbent Project Manager unless
CONTRACTOR is not provided with such notice by the departing employee. CITY shall
respond to CONTRACTOR concerning acceptance of the candida a for replacement
Project Manager. Should the position of Project Manager remain Ailed for a period of
thirty (30) days or more, the CITY may deduct the Project Manager's compensation
from CONTRACTOR's payments.
The CONTRACTOR shall further designate one or more Operations Supervisor(s) to
assist the Project Manager in carrying out all activities relative to Rosemead Transit
operations.
The office of the Project Manager will be physically located at the facility designated by
CONTRACTOR for management and operation of Rosemead Transit. During all times
when Rosemead Transit services are in operation either the Project Manager or an
Operations Supervisor designated to act for the Project Manager shall be available
either by phone or in person at the CONTRACTOR's facility to make management and
operational decisions regarding Rosemead Transit operations and provide coordination,
as necessary, and shall be authorized to act on behalf of CONTRACTOR regarding all
matters pertaining to this Scope of Work.
3.5 Employee Selection and Supervision
CONTRACTOR shall be responsible for the employment and supervision of all
employees necessary to perform Rosemead Transit operations. Such responsibilities
shall include employee recruitment, screening, selection, training, supervision,
employee relations, evaluation, discipline, retention and termination.
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2020 Request for Proposal No. 2019-17
CONTRACTOR shall use appropriate driver screening and selection criteria in order to
employ drivers. These criteria will include Department of Motor Vehicles license check
and physical examination sufficient to meet all applicable requirements for Rosemead
Transit vehicle operations.
CONTRACTOR shall develop, implement, and maintain an employee substance
abusetalcohol abuse -testing program for all employees in safety -sensitive positions
including personnel engaged in the operation, maintenance and control of Rosemead
Transit vehicles and equipment. Such program will meet all applicable federal
requirements promulgated to implement the Omnibus Transportation Employee Test
Act of 1991 and related supplements and amendments.
CONTRACTOR shall make all reasonable efforts to ensure that employees having
contact with the public in the course of their duties are of good moral character. Any
such employee who is convicted of a felony or a crime involving moral turpitude before
or during the time of his/her employment shall not be permitted to continue operating
Rosemead Transit services.
CONTRACTOR shall be responsible to recruit a sufficient number of bilingual
employees to ensure that the bilingual communications requirement under subsection
3.17, herein below, ,is met.
CONTRACTOR shall at all times comply with applicable state and federal employment
laws, including section 1735 of the California Labor Code and Title VI of the Civil Rights
Act of 1964, as amended.
Nothing in this section shall be construed by either CONTRACTOR or CITY to be in
conflict with the language and intent of Article 3.5, Independent Contractor, of the
AGREEMENT.
3.6 Retention of Existing Employees
Pursuant to Senate Bill No. 158 (California Labor Code, Chapter 4.6, Section 1070 to
Part 3 of Division 2), CITY shall grant a ten percent (10%) bidding preference to any
CONTRACTOR who agrees to retain, for a period of at least ninety (90) days, the
employees of the previous CONTRACTOR. CONTRACTOR shall declare, as part of
their proposal, whether or not their firm shall retain the employees of the prior
CONTRACTOR for a period of at least ninety (90) days. CONTRACTOR shall ensure
these transitioned employees will be utilized yin similar positions and perform essentially
same services as they did under the previous CONTRACTOR. "Employee" is defined
as any person who works for a CONTRACTOR under the prior contract but does not
include executive, administrative, or professional employees that are exempt from the
payment of overtime compensation within the meaning of Subdivision (a) of Section 515
or any person who is not an employee as defined under Section 2(3) of the National
Labor Relations Act (29 U.S.C. Sec. 152(3)). In accordance with Senate Bill No. 158,
the following obligations apply:
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2020 Request for Proposal No. 2019-17
A successor CONTRACTOR or subcontractor who agrees to retain employees,
pursuant to subdivision (a) [of Senate Bill No. 158] shall retain employees who have
been employed by the prior CONTRACTOR or subcontractors, except for reasonable
and substantiated cause. That cause is limited to the particular employee's
performance or conduct while working under the prior contract or the employee's failure
of any controlled substances and alcohol test, physical examination, criminal
background check required by law as a condition of employment, or other standard
hiring qualification lawfully required by the successor CONTRACTOR or subcontractor.
If a successor CONTRACTOR determines that fewer employees are needed than under
the prior contract, qualified employees shall be retained by seniority within the job
classification. In determining those employees who are qualified, the successor
CONTRACTOR may require an employee to possess any license that is required by law
to operate the equipment that the employee shall operate as an employee of the
successor CONTRACTOR.
Nothing in this section requires the successor to pay the same wages or offer the same
benefits provided by the prior CONTRACTOR.
In accordance with the California Labor Code, the successful CONTRACTOR or
subcontractor shall- make a written offer of employment to each employee to be rehired.
That offer shall state the time within which the employee must accept that offer, but in
no case less than ten (10)' days. An employee who has not been offered employment
or who has been discharged in violation of this chapter, or his or her agent, may bring
an action against the successor CONTRACTOR in any superior court having jurisdiction
over the successor CONTRACTOR.
The existing service CONTRACTOR shall make available the number of employees
who are performing services under the service contract and the wage rates, benefits,
and job classifications of those employees to CITY or to any entity that CITY identifies
as a bona fide CONTRACTOR. See Attachment C to the RFP.
3.7 Training of Drivers and Operations Personnel
CONTRACTOR shall develop, implement, and maintain a formal training and retraining
program that shall be subject to review and approval by CITY. An outline of the training
program, including periodic updates, shall be on file with the CITY. All drivers,
dispatchers, telephone information personnel, and supervisors shall participate in the
program. CONTRACTOR shall implement and maintain specific training and retraining
programs for drivers and non -driving staff.
The driver training program must provide a fixed minimum number of hours of training
for new employees both with and without prior transit driving experience, including
classroom instruction, behind the wheel training under supervision of a certified
instructor, and in-service training. The program shall include, but not necessarily be
limited to, instruction covering applicable laws and regulations and defensive driving
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2020 Request for Proposal No. 2019-17
practices, Rosemead Transit operating policies and procedure, employee work rules,
vehicle safety inspection, equipment care and maintenance, customer relations and
passenger conduct. Drivers shall be trained to operate all type vehicles, passenger lifts
and inter -lock systems, and other equipment that they may be expected to use in the
Rosemead Transit services to competency.
All drivers shall be certified as having completed CONTRACTOR'S formal training
course for new drivers or experienced drivers as approved by CITY, and be licensed
with a valid California Class B operator's license with appropriate certifications) and
medical card. Drivers shall meet all applicable requirements as established by the
California Highway Patrol (CHP). GPPV certification of vehicles and operators is not
needed as the Dial -A -Ride only transports seniors and individuals with disabilities.
CONTRACTOR shall prepare and furnish an Employee Handbook to CITY prior to
initiation of service and maintain a current copy on file with the CITY throughout the
term of this contract. The Employee Handbook will be provided to all drivers,
dispatchers, telephone operators, and supervisors and shall include, at a minimum, the
following subject areas: driver's rules; accidenttincident policies; radio policies and
procedures; farebox policies and procedures; fog and inclement weather policy; vehicle
inspection, care and maintenance policy and procedures, reporting procedures and
pertinent sample forms.
Dispatchers, telephone operators, supervisors, and any other personnel who may from
time to time be assigned to provide telephone information *on the Dial -A -Ride telephone
reservation , lines shall be trained in customer relation skills, telephone manners,
accident/incident procedures, fares, Dial -A -Ride reservation procedures, Access
Services information numbers, and operating policies. Operations control personnel
assigned to Dial -A -Ride trip scheduling and vehicle dispatching duties shall have a
detailed knowledge of applicable procedures and professional techniques.
3.8 Driver's Responsibilities
Drivers will, when requested by CITY, hand out notices to passengers or otherwise
render assistance in CITY'S customer relations, promotion, monitoring, and supervisory
functions.
Drivers will be required to honor special passes; collect, cancel and/or validate passes
and tickets as determined by CITY. Drivers will verify cash fares deposited in farebox,
but will not handle money. Drivers will record ridership information in accordance with
procedures approved by CITY.
Drivers shall have available at all times during operation of any vehicle an accurate time
piece.
The following shall be minimum service requirements and vehicle operator
responsibilities. Failure to carry out these responsibilities shall result in a vehicle
operator being prohibited from driving any vehicle covered by this contract, unless
City of Rosemead — Rosemead Transit Page 39
2020 Request for Proposal No. 2019-17
subsequently approved in writing by CITY. CONTRACTOR shall ensure vehicle
operators shall:
■ Appear neat, clean, well groomed, and in an acceptable uniform;
■ Always be helpful and courteous to passengers;
■ Operate the vehicle safely and legally;
■ Assist elderly and physically impaired passengers in boarding and deboarding
(Dial -A -Ride drivers);
■ In cases of emergency, shall immediately contact the Contractor for
assistance;
■ Notify passengers of stops and when transfers are required;
■ Must allow � passenger who requests to use the passenger lift to board the
vehicle to do so without explaining or justifying their request;
■ Not allow animals in vehicle except service animals or small animals
contained in an accepted transport cage, box or carrier;
■ Not deviate from route and schedule without City's permission;
■ Notify City and Contractor in cases of emergencies or breakdowns;
■ Make sure the vehicle stays on schedule but never ahead of schedule;
■ Not smoke in the vehicle and enforce no smoking rules;
■ Enforce Rosemead passenger rules;
■ Not carry or make change;
■ Not accept tips;
■ Not eat or drink aboard Rosemead vehicles;
■ Not use any device that plays video, music or amplifies sound aboard
Rosemead vehicles;
■ Not use cellular telephones, pagers, or other communications devices
(including text messaging) while operating Rosemead vehicles;
■ If a passenger becomes unruly after boarding and is not a threat to the
vehicle operator may request that the passenger exit the vehicle. If the
passenger refuses to disembark, the driver may contact dispatch for assistance;
■ If a passenger becomes unruly after boarding and is a threat to the safety of the
vehicle operator and/or passengers, the vehicle operator shall contact dispatch
for emergency assistance, when it is safe to do so; and
■ Take charge of a safety and security incident scene until the arrival of
supervisory or emergency personnel.
3.9 Removal of Employee From Project
The CITY may require the immediate removal of any of CONTRACTOR's employees
from Rosemead service for any reason, including, but not limited to, the following:
• Committing unsafe or inappropriate acts while providing service;
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2020 Request for Proposal No. 2019-17
• Revocation, suspension, or non -renewal of a valid California driver's
license;
• Conviction of any felony criminal offense;
• Unacceptable customer service as reported by customers, other vehicle
operators, or directly observed by CITY staff or its agents;
• Non-compliance with CITY -specified appearance standards; or
• Failure to comply with any criteria or standards in the RFP.
3.10 Uniforms
Drivers and other operating staff shall be in uniform at all times while in service or
otherwise on duty. CONTRACTOR shall provide driver uniforms to its employees. The
design, type, and logo of the uniforms shall be subject to CITY'S approval. Drivers shall
be required to maintain a neat and clean appearance at all times while on duty.
3.11 Safety Program
CONTRACTOR shall assume full responsibility for assuring that the safety of
passengers, operations personnel, and Rosemead Transit vehicles and equipment are
maintained at the, highest possible level throughout the term of this AGREEMENT.
CONTRACTOR shall comply with all applicable FTA, CHP and OSHA requirements.
CONTRACTOR shall develop, implement, and maintain in full compliance with
California Law (SB 198) a formal safety illness and injury prevention program including
periodic safety meetings, participation in safety organizations, safety incentives offered
by CONTRACTOR to drivers and other employees, and participation in risk
management activities under the auspices of CONTRACTOR'S insurance carrier or
other organization.
CONTRACTOR shall provide a copy of said Safety Program, including evidence of
compliance with SB -198, to CITY prior to initiation of services under this contract and
shall maintain a current copy of the Program with CITY throughout the term of this
contract.
CONTRACTOR shall participate in the State of California Department of Motor Vehicles
"Employer Pull Program" for appropriate monitoring of employer driver license activity.
CONTRACTOR will require all drivers, control room personnel, vehicle maintenance
staff, and supervisors to participate in the safety program.
3.12 Road Supervision
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2020 Request for Proposal No. 2019-17
CONTRACTOR shall provide road supervision as necessary to monitor drivers and
vehicles, to assist drivers in revenue service, and to respond to accidents and in-service
incidents as needed during all times when Rosemead Transit vehicles are in-service.
3.13 Accident, Incident, and Complaint Procedures
Prior to initiating services under this agreement, CONTRACTOR shall develop,
implement and maintain formal procedures, subject to CITY review and approval, for
response to accidents, incidents, service interruptions, and complaints. Such
occurrences to be addressed include, but are not necessarily limited to: vehicle
accidents, passenger injuries, passenger disturbances, in-service vehicle failures, lift
failures on vehicles in service, and Rosemead Explorer and Dial -A -Ride vehicles
operating more than thirty (30) minutes behind promised or published schedule. All
traffic accidents involving transit system vehicles, irrespective of injury, shall be reported
to the Los Angeles County Sheriff or California Highway Patrol, as appropriate.
CONTRACTOR will advise such agency of the accident and request a police unit to
investigate the accident.
The CITY's Director of Public Works or his designee shall be notified in person or by
telephone within thirty (30) minutes of the occurrence of any accident or incident
involving a Rosemead Transit vehicle or service that requires emergency services
and/or the transport for medical treatment -of a passenger, a member of the public or an
employee of the CONTRACTOR. A written follow-up report shall be provided to the
CITY within . one (1) business day , of such accident or incident. In the event of an
accident or incident that results in property damage or loss only, CONTRACTOR shall
notify the CITY in writing within 1 business day of the event and provide a written report
within three (3) business days.
All Comments and Complaints regarding Rosemead Transit services shall be received
by CITY, recorded in the complaint tracking system, and a copy of each complaint
transmitted to the CONTRACTOR within one business day of receipt. CONTRACTOR
shall investigate all complaints and, within ten (10) business days of the initial report,
send the CITY a summary of the investigation's findings and the actions taken to
resolve any valid issue.
3.14 Vehicle Scheduling and Dispatching
CONTRACTOR shall utilize a systematic, organized and documented method to record,
schedule and dispatch reservations for Dial -A -Ride trips. The method should be
capable of accommodating advanced reservations, subscriptions, requests for same-
day and immediate service requests and of integrating all trip requests into efficient
vehicle tours that maximize productivity and assure service quality to levels prescribed
in this Scope of Work. Proposal shall provide a thorough description of
CONTRACTOR's proposed reservations and scheduling system and the equipment to
be provided in the dispatch office and transit vehicles. The current and prior contractors
have both used Trapeze software.
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2020 Request for Proposal No. 2019-17
CONTRACTOR shall also create and maintain a Daily Dispatch Log to record vehicles
in service by time, operator assignments, breaks/lunches, in-service events and other
notable occurrences. This Log may be in either hard -copy or electronic format and must
be approved by CITY prior to service initiation. The completed Log for each service day
must be retained by CONTRACTOR throughout the term of this contract and any
extensions thereof, and will be made available to the CITY upon request.
CONTRACTOR shall provide an adequate number of trained and qualified persons to
staff the Dial -A -Ride scheduling and system vehicle dispatching functions and satisfy
the Service Standards defined herein [See Section 3.3]. These staff shall also be
responsible for maintaining radio control with all vehicles in service and for maintaining
the daily dispatch log. Dispatch shall be staffed to answer telephones and monitor radio
traffic at all times that Rosemead Transit vehicles are in service.
3.15 Vehicles and Equipment
CONTRACTOR shall provide all vehicles (other the specified five (5) revenue vehicles
to be provided by CITY) and equipment necessary for the operation of the Rosemead
Transit system. Prior to initiation of services under this agreement, CONTRACTOR shall
procure or otherwise provide the, following vehicles and associated equipment:
3.15.1 Inspection and Transfer of City -Provided Revenue Vehicles
At a mutually -agreed upon time and place, incoming CONTRACTOR and current
CONTRACTOR will jointly conduct an inspection of each CITY -owned revenue vehicle
to identify any defects, damages, and deferred maintenance excluding normal wear and
tear. The inspection reports shall be provided to CITY, which shall review and mediate
any differences of opinion as to defects, damages or deferred maintenance to be
corrected by current CONTRACTOR.
3.15.2 Non -Revenue Vehicles
CONTRACTOR shall provide all non -revenue vehicles deemed to be necessary for the
efficient operation and maintenance of the Rosemead Transit services, including but not
limited to maintenance vehicles, on -street exchange vehicles and administrative
vehicles. All costs associated with these non -revenue vehicles, including fuel, shall be
the responsibility of the CONTRACTOR and specified in the Cost Proposal.
3.15.3 Additional Revenue Vehicles
Should CONTRACTOR believe that additional transit service vehicles are needed over
the five to be provided by CITY, CONTRACTOR may propose to provide additional
vehicles, in which case the proposal should clearly state, at a minimum, the year of -
manufacture, make, model, passenger capacity, and fuel of the vehicle(s) to be
provided and clear state the justification for these additional vehicles. All vehicles must
be ADA compliant.
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2020 Request for Proposal No. 2019-17
3.15.4 Radios
All vehicles used in Rosemead Transit service, including back-up vehicles, shall be
equipped with two-way radios under central dispatch control. All mobile and base radio
equipment shall be provided, installed and maintained by CONTRACTOR.
CONTRACTOR shall provide City with a copy of the necessary radio license and will be
responsible for proper radio procedures and for any actions or fines imposed by the
FCC for improper use of the system.
3.15.5 On -Board Camera Systems
CONTRACTOR shall maintain the on -board REI Model HD800 camera systems which
are installed in the five (5) CITY -provided revenue vehicles. Each vehicle system
includes 8 cameras, audio, day/night operational capability and a GPS location
capability. The CONTRACTOR will be provided with two (2) replacement hard drive
units and any specialized software needed to view the digital recordings. Recordings
shall be retained for a minimum period of 60 days before being recorded over.
3.15.6 Fareboxes
All CITY -owned Revenue Vehicles used in Rosemead Transit service, including back-
up vehicles, .will be provided with Diamond Model D fareboxes and two (2) vaults for
each farebox. All fareboxes and vaults shall be maintained by CONTRACTOR.
3.16 Operations and Maintenance Facility
CONTRACTOR shall be responsible for securing, establishing and maintaining a facility
for the operation, maintenance and administration of Rosemead Transit. With the
approval of the CITY, such facility may be shared with operation of similar services for
another client agency.
At a minimum, the operations and maintenance facility shall have the following:
e A location that is located within the City of Rosemead or no more than five (5) miles
outside the city limits or which has been agreed to in writing by CITY.
e An enclosed workspace sufficient to allow maintenance personnel to service at least
three (3) Type C transit vehicles concurrently and be protected from the weather.
e A paved shop floor capable of withstanding the weight of a Type C transit vehicle.
e Adequate area to clean the vehicles in accordance with the AGREEMENT.
e Adequate secured storage area for tools, equipment and parts.
o A security -fenced, paved and lighted area for overnight vehicle parking with
adequate space for all vehicles.
e Adequate appropriately equipped space for administrative personnel, dispatching
and information staff, driver lounge or ready room, and training/safety meetings.
e A furnished control room, including computer equipment, maps, scheduling/dispatch
equipment, time clock, adequate desks, tables, chairs, and other equipment as may
be appropriate.
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2020 Request for Proposal No. 2099-97
3.17 Telephone Reservation and Information System
CONTRACTOR shall provide telephone equipment and all telephone information and
dispatch personnel necessary to effectively respond to incoming calls at a quality and
level consistent with Rosemead Dial -A -Ride patron demand, and in strict accordance
with the operating days and hours set forth herein.
CONTRACTOR shall make special efforts to respond to telephone service and
information requests from patrons who have hearing disabilities or whose primary
language is other than English. CONTRACTOR will provide TDD equipment for
communications with patrons who have hearing disabilities and will provide the
capability to receive and accommodate telephone calls from callers speaking Mandarin,
Cantonese, Spanish and Vietnamese during all hours when Dial -A -Ride reservations
may be made. An answering machine shall be available for recording trip cancellations
for the Dial -A -Ride service when the administrative and dispatch offices are closed.
CONTRACTOR will provide a telephone system using the current Rosemead Dial -.A -
Ride reservations number of (626) 572-4099 with a minimum of three lines in rotary. A
separate TDD number will need to be provided by the CONTRACTOR. Upon
termination of the AGREEMENT of which this Scope of Work is apart, CITY reserves
the rights to these telephone numbers as indicated above herein, .and CONTRACTOR
agrees to transfer said telephone numbers*upon request.
CONTRACTOR shall provide an automatic call director (ACD) unit which shall answer
all telephone calls for Rosemead Transit, including Dial -A -Ride service request calls,
calls to cancel Dial -A -Ride trips, and calls for information about Rosemead Transit
services. If calls cannot be answered immediately, the ACD system shall hold the calls
in a queue and cause the calls to be answered in the order in which they were received.
Once answered by a human, Rosemead Transit calls are not to be terminated before
the call is completed or placed on hold without the explicit approval of the caller. The
ACD shall capture and allow for the reporting of data on telephone system performance,
including, but not limited to, total calls received; total calls abandoned; average hold
time; number of calls by length of time on hold and maximum hold time.
CONTRACTOR shall provide ACD reports to the CITY monthly.
3.18 Fares; Fare Collection
CITY shall establish all fares of any kind or character to be paid by Rosemead Transit
patrons. CONTRACTOR shall ensure that each patron pays the appropriate fare prior
to being provided transportation service. All cash fares will be paid by patrons in the
exact amount due for their appropriate fare classification and shall be deposited by
patrons in fareboxes installed in each vehicle. CONTRACTOR will collect or otherwise
process in the manner directed by CITY all non-cash fares (transfers, passes and like).
All fares collected are the sole property of CITY.
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2020 Request for Proposal No. 2019-17
CONTRACTOR shall, in accordance with a procedure specified by CITY, account for
revenues collected on Rosemead Transit vehicles and deposit such revenues on a
timely basis into a local bank account approved by CITY for that purpose. CITY
reserves the right to audit fare revenue collection and, accounting at reasonable times
without prior notification to CONTRACTOR.
3.19 Ticket Sales
CITY may elect to sell or provide tickets to Rosemead Transit patrons. CONTRACTOR
shall collect, record, and deposit ticket sales according to instructions of the CITY.
3.20 Books, Records, and Reports
3.20.1 Record Retention and Audit
CONTRACTOR shall maintain all books, records, documents, accounting ledgers, and
similar materials relating to work performed for CITY under this AGREEMENT on file for
at least three (3) years following the date of final payment to the CONTRACTOR by
CITY. Any duly authorized representative(s) of CITY shall have access to such records
for the purpose of inspection, audit, and copying at reasonable times, during
CONTRACTOR'S usual and customary business hours. CONTRACTOR shall provide
proper facilities to' CITY. representative(s) and CITY shag be permitted to observe and
inspect any or all of CONTRACTOR'S facilities and activities during CONTRACTOR'S
usual and customary business hours for the purposes of evaluating and judging the
nature and extent of CONTRACTOR'S compliance with the provisions of this
AGREEMENT. In such instances, CITY'S representative(s) shall not interfere with or
disrupt such activities.
3.20.2 Required Operating and Performance Data
CONTRACTOR shall collect, record, and report all operational data required by the
CITY in a format approved by the CITY. Such data shall be collected and maintained
by service type and include, at a minimum:
o passenger count data by fare category,
o total vehicle hours,
o total vehicle miles,
o revenue vehicle hours,
o revenue vehicle miles,
o wheelchair boardings
o Dial -A -Ride passenger no-shows and cancellations
o on-time performance (Dial -A -Ride) '
o average telephone hold time
o number of calls on hold 3, 5, and 10 minutes or more
o passenger mile sampling data in accordance with a method approved by
the FTA for NTD purposes.
o And any other data as directed by CITY or Metro.
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2020 Request for Proposal No. 2099-97
Information concerning vehicle activity shall be collected daily on the Dial -A -Ride
driver's log, fixed route drivers report, dispatch log, and/or other forms as developed by
CONTRACTOR and approved by CITY.
The operations data shall be collected and complied daily, weekly, monthly, quarterly,
and annually, and shall be recorded according to the individual routes, modes and total
system. Individual totals shall be provided for peak -hour services, weekdays, Saturdays
and Sundays.
Daily logs, reports, farebox revenue records and summaries shall be available, upon
request, for CITY review at the operations facility by 3:00 PM on the next business day
following data collection.
3.20.3 Reporting
Following the close of each calendar month, a Monthly Management Report shall be
prepared by CONTRACTOR and submitted to the CITY no later than the 10th business
day of the following month. The Monthly Management Report shall provide City with a
clear and concise summary of Rosemead Transit performance during the prior month.
The City reserves the right to modify the Monthly Management Report at any time.
Quarterly reports shall. be compiled on a year-to-date cumulative basis and shall be
submitted within 30 days after the close of the each quarter.
CONTRACTOR shall collect, record, and report to the CITY on a quarterly basis all
accounting data for the Rosemead Transit operation in accordance with the National
Transit Database, Section 99243 of the California Publics Utilities Code, and/or as
specified by the Los Angeles County Metropolitan Transportation Commission (Metro).
All worksheets and detail information used to prepare these reports shall be available to
CITY within one month after the close of the applicable quarter.
3.20.4 Creation of Approved Rider Records
All applications to become eligible to ride the Dial -A -Ride or to use the Explorer service
at no fare must be approved by the CITY. Approved applications are faxed to the
CONTRACTOR's dispatch office and their receipt confirmed by phone. Once received,
CONTRACTOR staff are required to enter the new rider data into the reservation
computer system within one (1) day of receipt. Staff shall note on each application the
date and time when entered into the computer and retain entered applications for a
period of at least one year.
3.21 System Promotion
All development, preparation and production of advertising and/or promotional activities
with respect to Rosemead Transit shall be the responsibility of the CITY.
CONTRACTOR shall, however, cooperate with CITY in any such activities initiated by
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2020 Request for Proposal No. 2019-17
the CITY by making available needed equipment, facilities, and reason levels of
personnel assistance at no additional cost or expense to CITY. CONTRACTOR also
shall dispense Rosemead Transit informational materials and publications, respond to
patron requests for information, act as liaison and provider of information with and to
community agencies and groups, and assist and support CITY'S advertising and public
informational efforts.
3.22 System Recommendations
CONTRACTOR shall continually monitor Rosemead Transit operations, facilities, and
equipment; and shall, from time to time and as warranted, advise CITY and make
recommendations to CITY based upon observed deficiencies and needed
improvements. CITY shall retain all authority, however, to make determinations and to
take action on such recommendations.
3.23 ADA Compliance
In performance on this agreement, CONTRACTOR shall ensure compliance at all times
with the Provision of Service requirements of the Americans with Disabilities Act [37
CFR Subpart G, Sections 37.161 through 37.167] including, but not limited to:
■ Maintenance of accessible features;
■ Keeping vehicle lifts in operative condition;
■ Lift and securement use;
■ Assisting individuals with disabilities in use of securement systems, ramps
and lifts;
■ Permitting individuals who do not use wheelchairs, including' standees, to use
a vehicle's lift or ramp to enter the vehicle;
■ Announcing of stops on fixed route buses;
■ Permitting service animals to accompany individuals with disabilities in
vehicles and facilities;
■ Making available adequate information concerning transportation services in
accessible formats or technology;
■ Not prohibiting an individual with a disability from traveling with a respirator or
portable oxygen supply;
■ Ensuring that adequate time is allowed for individuals with disabilities to
complete boarding or disembarking from the vehicle; and
■ Adhering to the City's Reasonable Modification Policy.
CONTRACTOR shall ensure that all employees operating Rosemead Transit services,
administering the reservations, scheduling and dispatch, and maintaining the revenue
vehicles are trained to competence as appropriate for their positions and
responsibilities.
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2020 Request for Proposal No. 2019-17
3.24 Emergencies; Natural Disasters
In the event of an emergency or natural disaster, CONTRACTOR shall make available,
to the maximum extent possible, transportation and communications services as
directed by CITY. In the absence of direction from the CITY, CONTRACTOR shall
follow directions of appropriate law enforcement/emergency management agencies.
To the extent CITY requires CONTRACTOR to provide such emergency services,
CONTRACTOR shall be relieved of the obligation to fulfill the duties and responsibilities
to operate Rosemead Transit as herein described.
CONTRACTOR shall be reimbursed for documented and reasonable costs in excess of
normal Rosemead Transit operating costs.
SECTION 4: CONTRACTOR DUTIES AND RESPONSIBILITIES: MAINTENANCE
CONTRACTOR shall perform the duties and accept the responsibilities set forth below
in connection with the maintenance of Rosemead Transit vehicles and equipment. The
omission of a duty or responsibility herein below shall not relieve CONTRACTOR of its
obligation to perform such duty or accept such responsibility, so long as it is usual,
customary and generally accepted within the public transportation industry as being an
integral element of operating a public transportation system of a kind and character
such as Rosemead Transit.
CONTRACTOR'S duty and responsibility to maintain all vehicles and equipment shall
not be delegated to any other person, firm or corporation without explicit written City
approval.
4.1 Maintenance — General
CONTRACTOR shall be responsible for the maintenance of all vehicles, communication
systems, on -board camera system, farebox system, and all other equipment,
furnishings, and accessories required in connection with its operation of Rosemead
Transit in a clean, safe, sound, and operable condition at all times, and fully in
accordance with any manufactured -recommended maintenance procedures and
specifications, as well as with the applicable requirements of any federal or state statute
or regulation. In this regard, CONTRACTOR shall provide all labor, repairs, parts,
supplies, maintenance tools and equipment, lubricants, solvents, service facilities and
such other components, and services which may be required to fulfill its maintenance
responsibilities, at CONTRACTOR'S sole cost and expense.
4.2 Maintenance and Operations Facility
CONTRACTOR shall establish and maintain an operations and maintenance facility as
detailed in Section 3.15 herein. In addition to those requirements, said facility shall, at a
minimum, meet the following requirements to support the maintenance of Rosemead
Transit vehicles:
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2020 Request for Proposal No. 2099-97
• All tools and equipment necessary to perform periodic repairs and the
preventive maintenance activities for propane powered vehicles.
• All tools and equipment necessary to perform periodic service and
adjustments and make mechanical repairs.
• Facilities and equipment necessary to clean the vehicles and equipment in
accordance with the specifications.
• Propane storage and fueling equipment.
4.3 Maintenance Management and Personnel
4.3.1 Maintenance Management
CONTRACTOR shall designate and provide the services of a qualified Maintenance
Manager, subject to the approval of CITY. This individual may be the lead mechanic
and shall be assigned to Rosemead Transit maintenance operations on an acceptable
fleet to mechanic ratio.
The Maintenance Manager shall provide proactive resource management including but
not limited to: preventive maintenance scheduling and supervision, repair supervision,
technical training, and such other activities as may be necessary to ensure the
performance of CONTRACTOR's maintenance duties and responsibilities.
The Maintenance Manager shall. have a minimum of three years' experience managing
and supervising the maintenance functions of a shop similar in size and complexity to
the services herein described. The Maintenance Manager shall have a minimum of five
years journeyman level experience with propane and gasoline engines, air conditioning
systems, wheelchair lifts, and farebox systems. This experience shall include work on
vehicles similar to those used in the Rosemead services.
Should the services of the Maintenance Manager become unavailable to
CONTRACTOR, the resume and qualifications of the proposed replacement shall be
submitted to CITY for approval as soon as possible, but in no event later than five (5)
working days prior to the departure of then incumbent Maintenance Manager, unless
CONTRACTOR is not provided with such notice by the departing employee, in which
case said resume and qualifications will be provided to CITY within 5 days of Manager's
departure. CITY shall respond to CONTRACTOR within three (3) working days
following receipt of these qualifications concerning acceptance of the candidate for
replacement Maintenance Manager.
4.3.2 Maintenance Personnel
In addition to the Maintenance Manager, CONTRACTOR shall hire and employ other
maintenance and service personnel as necessary to properly maintain and service the
Rosemead Transit vehicles.
Maintenance personnel assigned to work on Rosemead Transit vehicles and equipment
shall have the necessary skills to:
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2020 Request for Proposal No. 2019-17
• Conduct preventive maintenance inspections and complete associated
paperwork;
• Inspect vehicle engines, transmissions, and other mechanical, electric, and
electric parts and components;
• Diagnose vehicle engine, transmission, electrical and electric component system
problems; and
• Repair vehicle engines, transmissions, and other mechanical, electric, and
electronic parts and components.
4.4 Preventive Maintenance
CONTRACTOR shall document and submit a proactive preventive maintenance
program for review and approval by CITY prior to the effective date of this
AGREEMENT. As a minimum, CONTRACTOR'S preventive maintenance program
shall adhere to the preventive maintenance schedules and standards of the industry,
and shall be sufficient so as not to invalidate or lessen warranty coverage of any
Rosemead Transit vehicle or associated equipment. Adherence to preventive
maintenance schedules shall not be regarded as reasonable cause to defer
maintenance in specific instances where CONTRACTOR'S employees observe that
maintenance is needed in advance of scheduled maintenance.
CONTRACTOR shall not defer maintenance for reasons of shortage of maintenance
staff or operable vehicles, nor shall service be curtailed for the purpose .of performing
maintenance without prior written consent of CITY. Preventive maintenance and
running repairs shall receive first priority in the use of CONTRACTOR'S maintenance
resources. CONTRACTOR shall adjust the work schedules of its employees as
necessary to meet all scheduled ,services and complete preventive maintenance
activities according to the schedule approved by CITY.
4.5 General Maintenance Policies
• All wheelchair lift -related equipment shall be inspected, serviced and lubricated
at intervals necessary to insure that the wheelchair lifts are fully operational
whenever the vehicle is used in revenue service.
• Brake inspections and adjustments shall be performed at intervals that insure the
safe and efficient operation of the braking system.
• All components of the vehicle bodies, appurtenances, and frames shall be
maintained in a safe, sound and undamaged condition at all times. Damage
(including body, glass, and all appurtenances) shall be repaired in a professional
manner within three weeks (21 calendar days) of occurrences.
• All mechanical, electrical, fluid, air, and/or hydraulic systems shall be maintained
in a safe and fully functional, as designed, condition at all times.
• The interior passenger compartment shall be free of exhaust fumes from the
engine, engine compartment, and exhaust system of the vehicle.
• Heating, ventilation and air conditioning (HVAC) systems shall be maintained and
used to insure that the passenger compartment temperature is comfortably
maintained under all climatic conditions at all times on all in-service hours.
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2020 Request for Proposal No. 2019-17
CONTRACTOR shall maintain the A/C systems in an operable condition
throughout the entire year.
All parts, materials, tires, lubricants, fluids, oils and procedures used by
CONTRACTOR on all Rosemead Transit vehicles and equipment shall meet or
exceed OEM Specifications and requirements.
4.6 Daily Driver's Inspection
13 CCR 1234 lists the records required by regulation to be kept by motor vehicle
carriers. Section 1234, 13 CCR reads, in part: (e) Daily Vehicle Inspection Reports:
Motor carriers shall require drivers to submit a documented daily vehicle inspection
report pursuant to section 1215(b). Reports shall be carefully examined, defects shall
be corrected before the vehicle is driven on the highway, and carriers shall retain such
reports for at least one month.
13 CCR 1215 (a) reads: Prior to operation, the driver shall inspect each -vehicle daily to
ascertain that it is in safe condition, it is equipped as required by all provisions of law,
and all equipment is in good working order." The requirement to perform a daily pre -trip
inspection applies to all drivers of all vehicles listed in 34500 CVC, without exception.
There is no legal provision for this task to be delegated to someone other than the
driver, such as to a mechanic who may arrive at work early to start all of the vehicles
and "check them out". .
The .Drivers Daily Vehicle Inspection Report is not required to be submitted or otherwise
documented until the end of the driver's work period. This is so that any defects that
become apparent during the course of the work period can be included in the report.
This report is required whether or not any defects are found.
4.7 Daily Vehicle Servicing
CONTRACTOR shall perform daily vehicle
and equipment used in revenue service.
servicing shall include, but not be limited to:
• Fueling
servicing to all Rosemead Transit vehicles
For purposes of this AGREEMENT, daily
• Engine oil, coolant, water and transmission fluid check/add
• Farebox check
• Wheelchair lift check
• Brake check
• Light and Flasher check
• Interior sweeping and dusting
• Exterior and interior visual inspection
• Check all vehicle performance defects reported by drivers to identify potential
safety and reliability items requiring immediate attention.
CONTRACTOR shall develop, implement, and maintain a written checklist of items
including in the daily servicing of each vehicle. The checklist shall be utilized and kept
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2020 Request for Proposal No. 2019-17
on file for CITY and California Highway Patrol review. This checklist requirement may
incorporate or supplement CHP required driver's pre -trip safety inspections.
4.8 Vehicle Cleaning
CONTRACTOR shall maintain Rosemead Transit vehicles in a clean and neat condition
at all times.
The interior of all vehicles shall be kept free of litter and debris to the maximum
practicable extent throughout the operating day. Vehicles shall be swept and dusted
daily. Interior panels, windows, and upholstery shall be cleaned of marks as necessary.
The interiors of all vehicles shall be thoroughly washed at least once per week,
including all windows, seats, floor, stanchions and grab rails. All foreign matter such as
gum, grease and dirt shall be removed from interior surfaces during the interior cleaning
process. Any damage to seat upholstery and graffiti shall be repaired/ removed
immediately upon discovery. Ceilings and walls shall be thoroughly cleaned at least
once per month, or more often as necessary.
Exteriors of all Rosemead Transit vehicles shall be washed as required to maintain a
clean, inviting appearance and in no event less than once per week. Exterior washing
shall include vehicle body, all windows and wheels. Rubber or vinyl exterior components
such as tires, -bumper.fascia, fender skirts and door edge guards shall- be cleaned and
treated with a preservative at least once per month, or as necessary to maintain an
attractive appearance.
Vehicles shall be kept free of vermin and insects at all times. CONTRACTOR shall
exterminate all vermin and insects from all vehicles immediately upon their discovery,
utilizing safe and non -hazardous materials.
CONTRACTOR shall perform complete vehicle detailing on each vehicle, twice per year
on a schedule approved by the CITY. Detailing shall include, at a minimum: the cleaning
of all interior surfaces using an appropriate cleaner and treatment using an appropriate
protectant; cleaning of the vehicle exterior followed by the application of an appropriate
polish and wax; and cleaning, polishing and treatment of all wheels, rims and tires.
CONTRACTOR shall use the following detailing materials or equivalent:
Exterior: Polish: 3M Machine Polish
Wax: Auto Magic Banana Wax
Windows: Spot Off heavy duty water stain remover
Interior Seat Cleaning: Citrus Salt Cherry Scent
CONTRACTOR shall schedule vehicle detailing in a manner that does not adversely
affect the Rosemead Transit services.
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4.9 Fuel
CONTRACTOR shall purchase fuel required for the operation of all Rosemead Transit
vehicles utilizing a system that accurately records purchase of all fuel by
CONTRACTOR for billing purposes and that will allow CITY to reconcile all fuel
transactions by date and vehicle number. CONTRACTOR shall identify and utilize fuel
vendors with the best possible cost to CITY while minimizing deadhead mileage
incurred in fueling operations.
CONTRACTOR shall be responsible, on behalf .of CITY for its Rosemead Transit
operation, to obtain -state and federal tax exemptions applicable to the purchase and
consumption of fuel for use in public transit vehicles. In this regard, CONTRACTOR
shall obtain required permits and administer fuel transactions in a manner that fully
complies with all applicable state and federal requirements.
CONTRACTOR shall maintain accurate records of all fuel utilized for fueling Rosemead
Transit revenue vehicles. On a monthly basis, CONTRACTOR shall invoice CITY for
the documented cost of fuel used in the operation of Rosemead Transit and provide a
monthly report to CITY detailing gallons dispensed and miles per gallon for each
Rosemead Transit vehicle for the previous month and for the year to date.
4.10 Vehicle Towing
In the event that towing of any Rosemead Transit vehicle is required due to mechanical.
failure or damage, CONTRACTOR shall be responsible to provide such towing at
CONTRACTOR'S sole expense.
4.11 Emissions Control Programs
CONTRACTOR shall perform and certify such tests of equipment required to meet
CITY, other local, State, and Federal requirements related to exhaust smoke and
engine emissions.
CONTRACTOR shall be responsible to maintain any applicable California Air
Resources Board (CARB) Voluntary Compliance Program objectives subject to
Rosemead Transit operations.
CONTRACTOR shall be responsible for administration of a Smog Check program for
Rosemead Transit vehicles. CONTRACTOR shall be responsible for emissions testing,
and shall further be responsible to conduct repairs as required to meet emissions
standards.
4.12 Maintenance Evaluations
CONTRACTOR shall allow CITY to access to CONTRACTOR'S facilities and records to
monitor CONTRACTOR'S maintenance performance, as CITY deems necessary. CITY
may perform regular, unannounced maintenance inspections of vehicles and equipment
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2020 Request for Proposal No. 2019.17
maintained by CONTRACTOR that are used in this project using both CITY personnel
and independent consultants to assist in determining CONTRACTOR'S maintenance
performance. CITY shall be permitted to view and copy any vehicle maintenance
records, inspect vehicles and equipment, and request CONTRACTOR personnel to
drive vehicles as is necessary to evaluate the condition of vehicles and equipment used
in the performance of this AGREEMENT.
4.13 Out -of -Service Designation
A vehicle shall be designated as unfit for revenue service if, upon inspection, any of the
following conditions are found:
• Brakes out of adjustment
• Loose steering components
• Wheelchair lift and related equipment not functioning properly
• Air conditioner unable to maintain a temperature 20 degrees F lower than
ambient 72 degrees F
• Heating or defrosting inoperable
• "Missed" Preventive Maintenance Inspection
• Tires with tread depth of less than 2/32"
• Failure to clean each vehicle as outlined above
• _ Failure to repair vehicle body damage within twenty-one days of the date
damage occurred
• Inoperable Emergency Exits/Doors/Windows
• Inoperable two-way radio
• Inoperable farebox
• Failure to achieve a satisfactory rating in any category of the annual California
Highway Patrol Safety Compliance report (CHP 343)
• Removal from road -worthy status by CHP of any vehicle used under this
AGREEMENT
• Any condition not in compliance with ADA
• Any condition not in compliance with applicable Federal or State Regulations
Vehicles shall continue to have the Out of Service Designation until it is brought into
compliance, subject to approval by CITY.
CONTRACTOR shall not be paid for hours operated in Rosemead Transit revenue
service by vehicles that are in an Out of Service condition. CITY may, at its sole
discretion, correct any unresolved Out of Service condition, and withhold the costs
related to such correction(s) from payment to the CONTRACTOR.
4.14 Maintenance Records and Reports
J
CONTRACTOR shall prepare, maintain, make available to CITY, and reduce to written
form, records and data relative to Rosemead Transit vehicles and equipment
maintenance. Maintenance records shall be maintained on all vehicles indicating all
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warranty work, preventive maintenance, and repairs performed on each vehicle. All
such records and reports shall be prepared and maintained in such a manner so as to
fulfill any applicable state or federal requirements, as well as any needs of CITY to
enable it to accurately evaluate CONTRACTOR'S maintenance performance and the
operating expense associated with various vehicles and equipment.
Records of all maintenance and inspections shall be made available to CITY, the CHP
and/or such other regulatory agencies with jurisdiction when requested. CITY maintains
the right to inspect, examine and test, at any reasonable time, any vehicles used in
performance of this AGREEMENT and any equipment used in the performance of
maintenance work in order to ensure compliance with this AGREEMENT. Such
inspection shall not relieve the CONTRACTOR of the obligation to continually monitor
the condition of all vehicles and to identify and correct all substandard or unsafe
conditions immediately upon discovery.
CONTRACTOR shall transport any or all vehicles and equipment to any required
inspection facilities when requested. In the event that the CONTRACTOR is instructed
by CITY or any other regulatory agency to remove any equipment from service due to
mechanical reasons, CONTRACTOR shall make any and all specified corrections and
repairs to the equipment and resubmit the equipment for inspection and testing before it
is again placed in service.
CONTRACTOR shall prepare maintenance records and reports in a form and according
to a schedule approved by CITY. Such records and reports shall include, but not be
limited to, the following:-
• Daily vehicle inspection and servicing checklist
• Work orders for all maintenance inspections, warranty repairs and other vehicle
repairs including materials, parts and labor consumed.
• Road call reports, or work order, for each road call identifying date and time, vehicle
number, problem and mileage of vehicle.
• Monthly vehicle summary to be included as part of the Monthly Management Report,
listing, at a minimum, the operation status of each vehicle, vehicle mileage, vehicle
mileage since last preventive maintenance inspection, vehicle fuel and lubricants
consumption, vehicle road calls and maintenance or repair work done during that
month.
• Semi-annual fleet summary listing each vehicle; vehicle mileage; vehicle year-to-
date total miles; vehicle year-to-date fuel consumption and miles per gallon; vehicle
year-to-date maintenance costs and cost per mile; route service total road calls and
miles per road call; CONTRACTOR'S summary of maintenance problems,
particularly components with high incidences of in-service failures, and steps taken
or recommendations to reduce such problems and in-service failures.
CONTRACTOR shall submit to CITY copies of the California Highway Patrol (CHP)
Annual Safety Compliance Report (CHP 343) and Vehicle Inspection Reports (CHP
343a) within one (1) business day of the conclusion of any such CHP inspection.
CONTRACTOR shall attain satisfactory rating in each category of the Safety
City of Rosemead— Rosemead Transit Page 56
2020 Request for Proposal No. 2019-17
Compliance Report (maintenance records, driver records, regulated equipment and
terminal). CONTRACTOR shall expeditiously correct any deficiencies noted on any
CHP vehicle inspection report.
Receipt of an unsatisfactory rating on a CHP terminal inspection may constitute grounds
for sanctions by the CITY, up to and including contract termination.
4.15 Vehicle Maintenance Record Keeping
CONTRACTOR shall maintain an up-to-date vehicle file for each vehicle containing, at a
minimum, the following information:
• Make
• Model
• Serial number/ fleet number
License number
• Date received
• Date placed in service
• Life miles
• Major vehicle repairs
• Preventive Maintenance Inspection Reports
• Daily "Vehicle Condition" Reports
• Work Orders
The "Preventive Maintenance Inspection" Reports shall be kept for two years. Daily
"Vehicle Condition" Reports shall be kept for the period required by the CHP.
Copies of the "Preventive Maintenance Inspection" Reports shall be made available to
CITY upon request. Including, all work accomplished with the manufacturer's
instructions and warranty conditions, and daily "Vehicle Condition" Reports.
CONTRACTOR shall submit the entire vehicle file to the CITY upon request and upon
expiration or termination of this agreement.
4.16 Environmental Compliance
For the purposes of this Section:
"Applicable Environmental Laws" means any and all laws concerning the
protection of human health and the environment which include, but will not
be limited to, the Comprehensive Environmental Response,
Compensation and Liability Act, 42 U.S.C. §§ 9601 et seg.; the Resource
Conservation and Recovery Act, 42 U.S.C. §§ 6901, et seg.; the Federal
Water Pollution Control Act, 33 U.S.C. §§1251 et seq.; the Clean Air Act,
42 U.S.C. §§ 7401 et seq.; the Hazardous Materials Transportation Act,
49 U.S.C. §§ 1471 et seg.; the Toxic Substances Control Act, 15 U.S.C.
§§ 2601 through 2629; and the Safe Drinking Water Act, 42 U.S.C. §§
300f through 300j; as they have been or will be amended from time to
City of Rosemead— Rosemead Transit Page 57
2020 Request for Proposal No. 2019-17
time, and the regulations implementing such statutes; and any similar
state, county, municipal or other local laws and ordinances concerning the
protection of human health and the environment and the regulations
implementing such statutes.
"Hazardous Substance(s)" means any substance, material, chemical or
waste that is or will be listed or defined as hazardous, toxic or dangerous
under any Applicable Environmental Law, or any petroleum products, or
any substance, material, chemical or waste which is or may become,
directly or indirectly, by chemical reaction or otherwise, hazardous, toxic
or dangerous to life, health, property or the environment by reason of
toxicity, flammability, explosiveness, corrosivity or any other reasons.
In performing its maintenance obligations under this Contract, CONTRACTOR shall be
responsible for the proper storage, handling, use, transportation and disposal of all
Hazardous Substances in accordance with Applicable Environmental Laws, including
without limitation, all lubricants, solvents, motor oil and other petroleum products.
CONTRACTOR shall only dispose of such materials at facilities which are permitted or
licensed in accordance with Applicable Environmental Laws. Furthermore, in the event
that CONTRACTOR engages the services of a disposal company for the transportation
and disposal of any Hazardous Substances, CONTRACTOR shall ensure that such
company is properly licensed and that it transports and disposes of Hazardous
Substances in accordance with -the terms of this Contract. CONTRACTOR shall
maintain procedures for its employees and, any subcontractors who handle Hazardous
Substances and shall retain records regarding compliance with the responsibilities
contained herein.
VII. REQUIRED FORMS
The following forms must be completed, properly executed, and included in each
Proposal in order for that Proposal to be valid. Missing, incomplete or unexecuted forms
may render a Proposal noncompliant and cause that Proposal to be rejected for cause.
The forms appearing here will also be provided in Microsoft Word or Excel on the City's
website to expedite proposal preparation.
Form A. Rosemead Transit Cost Proposal [Pages1-3] — Included in Section IV
Cost Proposal
Form B. Contractor Contact Information
Form C. Addenda Acknowledgement
Form D. Non -Collusion Affidavit for Contractor
Form E. References
Form F. Drug -Free Workplace Certification
City of Rosemead— Rosemead Transit Page 58
2020 Request for Proposal No. 2019-17
FORM A
ROSEMEAD TRANSIT COST PROPOSAL, PAGE 1
Summary of Proposed Cost
CONTRACTOR hereby proposes a total three-year cost for management and operation
of the Rosemead Transit services as defined in the Request for Proposals, including
any and all addenda, of:
[Insert Total Proposed Base Term Cost]
Two million, nine hundred forty seven thousand, eight hundred thirty four
Dollars [$ 2,947,834 .00]
OFFEROR'S Representations & Acknowledgement
In submitting a proposal, the CONTRACTOR affirms that it is familiar with all
requirements of the RFP and has sufficiently informed itself in all matters affecting the
performance of the work or the furnishing of the labor, supplies, materials, equipment,
or facilities called for in this RFP; that it has checked the proposal for errors and
omissions; that the prices stated are correct and as intended by the CONTRACTOR.
CONTRACTOR acknowledges that this is a "turn=key" contract and that the proposed
cost amount is for all staff, facilities, -non-revenue vehicles and equipment, supplies and
services required for the operation and management of Rosemead Transit except for
those duties and responsibilities of the CITY specifically identified in the RFP.
This proposal and proposed cost are a firm, fixed offer for a period of one hundred
twenty (120) calendar days from the Proposal Due Date of January 7, 2020.
NAME OF CONTRACTOR: First Transit, Inc
ADDRESS: 600 Vine St., #1400
Cincinnati, UH 4bZU2
NAME OF AUTHORIZED REPRESENTATIVE FOR NEGOTIATIONS:
George Lee ,
PHONE NUMBER:
AUTHORIZED SIGNATUR
NAME & TITLE OF SIGNE
DATE:
I WAAL„
City of Rosemead — Rosemead Transit
2020 Request for Proposal No. 2019-17
Page 24
ROSEMEAD TRANSIT COST PROPOSAL FORM A, PAGE 2
Proposer's Name: First Transit
This Cost Proposal Form is to be used to submit the proposed contractor's firm cost proposal for all work described in
the RFP and Scope of Work. The detailed Cost By Category for Hourly and Fixed Costs should support and add to the
Cost Per Vehicle Revenue Hour and Monthly Fixed Costs being proposed.
TOTAL PROPOSED ANNUAL COST
This table auto -fills from Hourly and Fixed Cost Tables. Do not overwrite formulas.
COST FORMULA
Year Ong
12 Months
Year Two
12 Months
Year Three
12 Months
1. Cost per VRH
$27.10
$28.80
$30.26
2. Monthly Fixed Cost
$43,640.24
$45,151.60
$46,606.58
Projected Annual VRH
15,355
15,355
15,355
3. Annual Hourly Costs
$416,130
$442,228
$464,695
4. Annual Fixed Costs
$523,683
$541,819
$559,279
TOTAL PROPOSED ANNUAL
COST (3+4)
$939,813
$984,047
$1,023,974
PROPOSED TOTAL VEHICLE REVENUE HOUR COSTS
TOTAL VRH COST BY
CATEGORY
Year One
Year. Two
Year Three
Driver Wages
$291,377.24
$306,039.33
$320,275.42
Driver Fringe Benefits
$81,417.69
$88,953.19
$90,654.99
Maintenance Parts
$29,228.95
$32,265.55
$37,464.38
Maintenance Supplies
$12,567.88
$13,271.97
$14,328.21
Outside Repairs
$1,538.37
$1,698.19
$1,971.81
Other(specify)
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
TOTAL HOURLY COSTS
$416,130.13
$442,228.22
$464,694.80
1
ROSEMEAD TRANSIT COST PROPOSAL FORM A, PAGE 3
Proposer's Name: First Transit
PROPOSED FIXED COSTS
Mnfn• (:ncfc chnwn nm fn he fhP total fixed costs by cateaorv)
TOTAL FIXED COST BY
CATEGORY
Year One
Year Two
Year Three
Project Manager Salary
$13,958
$14,119
$14,284
Project Manager Fringe
$5,110
$5,200
$5,296
Maintenance Mgr Salary
$56,375
$58,066
$59,808
Maint. Mgr Frfnge
$23,763
$24,895
$26,083
Operation Supervisor Salary
$40,093
$41,167
$42,269
Operation Supervisor Fringe
$17,078
$17,860
$18,680
Dispatch Staff Wages
$33,691
$34,600
$35,535
Dispatch Staff Fringe
$12,599
$13,153
$13,733
Maintenance Staff Wages
$42,548
$43,697
$44,877
Maintenance Staff Fringe
$19,864
$20,788
$21,758
Other Wages (Specify)
$34,234
$35,159
$36,108
$12,285
$12,823
$13,386
$7,183,
$7,242
$7,303
Other Fringe (Specify)
$2,901
$2,941
$2,983
$0
$0
$0
$0
$0
$0
HiringlTraining
$1,659
$1,701
$1,546
Safety
$1,358
$1,715
$1,760
Uniforms
$0
$0
$0
Non -Revenue Vehicles
$204
$209
$214
Facility Lease/Rent Costs
$21,148
$21,677
$22,219
Janitorial
$322
$331
$339
Telephone
$6,566
$6,730
$6,899
Utilities
$1,722
$1,765
$1,809
Office Supplies
$1,155
$1,184
$1,213
Accounting
$2,256
$2,313
$2,371
INSURANCE:
General Liability
$2,838
$2,927
$3,008
Automobile Liability
$28,379
$29,268
$30,084
Collision/Comprehensive
$5,676
$5,854
$6,017
Workers Compensation
$27,405
$29,611
$31,622
Computer Hardware
$3,217
$3,217
$3,217
Computer Software
$25,593
$26,232
$26,888
On -Board Camera Costs
$0
$0
$0
Other (Specify):
$3,067
$3,067
$3,067
$0
$0
$0
$0
$0
$0
$0
$0
$0
$0
$0
$0
Start Up Costs 1
$8,345
$8,345
$8,345
Overhead
$37,593
$39,362
$40,959
Management Fee/Profit
$23,495
$24,601
$25,599
TOTAL FIXED COSTS
$523,683
$541,819
$559,279
[Note: Listing of typical cost items on this provided form does not require Contractor to provide this position, utility
or service.]
ESTIMATED ANNUAL FUEL COST
Year One Year Two Year Three
Projected Total Vehicle Miles 200,743 200,998 200,583
Estimated Annual Fuel Cost $76,617 $80,550 $84,403
Assumed Propane Cost/Gal $ 2.29 $ 2.40 $ 2.52
Assumed Cost/Gal Gasoline $ 3.68 $ 3.86 $ 4.06
FORM B
CONTRACTOR CONTACT INFORMATION
Contractor
Firm Name: First Transit, Inc.
Authorized Representative Name:
Authorized Representative Title:
Telephone Number:
Email Address:
Secondary Contact Name:
Secondary Contact Title:
Telephone Number:
Email Address:
Bradley A. Thomas
President
513-419-8604
brad.thomas@firstgroup.com
George Lee
Senior Director of Business Development
310-908-7150 (preferred)
george.lee@firstgroup.com (preferred)
Is Firm a qualified DBE? ® No ❑ Yes, Qualifying Agency:
Annual Dollar value of participation: $
Subcontractors to Contractor
Firm Name: NIA
Address:
City, State, Zip First Transit is not hiring subcontractors for this bid
Authorized Representative Name:
Authorized Representative Title:
Telephone Number:
Email Address:
Work to be performed:
Is Firm a qualified DBE? ❑ No
Annual Dollar value of participation: $
Firm Name:
Address:
City, State, Zip
Authorized Representative Name:
Authorized Representative Title:
Telephone Number:
Email Address:
Work to be performed:
Is Firm a qualified DBE? ❑ No
Annual Dollar value of participation: $
Attach additional pages as necessary.
City of Rosemead— Rosemead Transit
2020 Request for Proposal No. 2019-17
❑ Yes, Qualifying Agency:
❑ Yes, Qualifying Agency:
Page 59
FORM C
ADDENDA ACKNOWLEDGEMENT FORM
City of Rosemead — Rosemead Transit Page 60
2020 Request for Proposal No. 2019-17
First Transit, Inc.
CONTRACTOR:
CONTRACTOR
"" 1111(,.
acknowledges that it has received and read the fob Fonda:
Addendum #
1 (received Dec. 24, 2019)
5����
Mike Petrucci, SVP General Goul�sel n=
Signature
- \•
DELN
Addendum #
Signature
Addendum #
Signature
Addendum #
Signature
Addendum #
Signature
City of Rosemead — Rosemead Transit Page 60
2020 Request for Proposal No. 2019-17
FORM D
NON -COLLUSION AFFIDAVIT FOR CONTRACTOR
STATE OF CALIFORNIA
COUNTY OF LOS ANGELES
Bradley A. Thomas declares and says:
1. That he/she is the (owner, partner, representative, or agent)
of First Transit, Inc. , hereinafter referred to as
(CONTRACTOR) or (subcontractor).
2. That he/she is fully informed regarding the preparation and contents of this proposal
for certain work in the City of Rosemead, State of California.
3. That his/her proposal is genuine, and is not collusive or a sham proposal.
4. That any of its officers, owners, agents, representatives, employees, or parties in
interest, including this affiliate, has not in any way colluded, conspired, connived or
agreed, directly or indirectly, with any other CONTRACTOR, firm, or person to submit a
collusive or sham proposal in connection with such contract, or to refrain to submitting a
proposal in connection with such contract, or has in any manner, directly or indirectly,
sought by unlawful agreement or connivance with any other CONTRACTOR, firm, or
person to fix the price or prices in said proposal, or to secure through collusion,
conspiracy, connivance, or unlawful agreement any advantage against City, or any
person interested in the proposed contract; and,
5. That the price or prices quoted in the proposal are fair and proper, and are not
tainted by any collusion, conspiracy, connivance, or unlawful agreement on the part of
the CONTRACTOR, or any of its agents, owners, representatives, employees, or
parties in interest, including this affiliate.
I certify (or declare) under penalty of perjury,
Dated thy J 3rd day of Jan.
Signed: /44-ZG
Title: President
City of Rosemead — Rosemead Transit
2020 Request for Proposal No. 2019-17
1969
foregoing is true and correct.
'10111. Ohio
Page 61
FORM E
REFERENCES
Contractor's Name First Transit, Inc.
Please list a minimum of at least four references of similar size and type of transit
services, including governmental agencies, if available.
Reference 1
AGENCY/COMPANY NAME:
ADDRESS:
City of Sierra Madre
4337 Rowland Ave., EI Monte, CA 91731
CONTACT PERSON: James Carlson
EMAIL ADDRESS: _Ica rlson0,cityofsierramad re. com
PHONE NUMBER: 625-355-7135
LENGTH OF CONTRACT: 10+
NUMBER OF VEHICLES OPERATED:2
DESCRIPTION OF SERVICES PROVIDED:
Reference 2
YEARS
Paratransit and fixed -route operations and maintenance
AGENCY/COMPANY NAME: City of San Gabriel
ADDRESS: 4337 Rowland Ave., EI Monte, CA 91731
CONTACT PERSON: Rebecca Perez
EMAIL ADDRESS: rperez@sgch.org
PHONE NUMBER: 626-308-2875
LENGTH OF CONTRACT: 5 YEARS
NUMBER OF VEHICLES OPERATED: 4
DESCRIPTION OF SERVICES PROVIDED:
Paratransit operations and maintenance
City of Rosemead — Rosemead Transit Page 62
2020 Request for Proposal No. 2019.97
Reference 3
AGENCY/COMPANY NAME: City of Arcadia
ADDRESS: 240 West Huntington Drive, Arcadia, CA 91007
CONTACT PERSON: Linda Hui
EMAIL ADDRESS:
PHONE NUMBER:
Ihui@arcadiaca.gov
626-574-5435
LENGTH OF CONTRACT: 5 YEARS
NUMBER OF VEHICLES OPERATED: 18
DESCRIPTION OF SERVICES PROVIDED:
Paratransit/fixed-route operations and maintenance
Reference 4
AGENCY/COMPANY NAME: City of Monterey Park
ADDRESS: 320 West Newmark Ave., Monterey Park, CA 91754
CONTACT PERSON: RnnniP Tam
EMAIL ADDRESS: btam@montereyparkxa.gov
PHONE NUMBER:
626-307-1383
LENGTH OF CONTRACT: 4 YEARS
NUMBER OF VEHICLES OPERATED: —i3—_
DESCRIPTION OF SERVICES PROVIDED: Fixed route operations and maintenance
City of Rosemead— Rosemead Transit
2020 Request for Proposal No. 2019-17
Page 63
FORM F
CITY OF ROSEMEAD
ROSEMEAD TRANSIT .
DRUG-FREE WORKPLACE CERTIFICATION
First Transit, Inc.
COMPANY/ORGANIZATION NAME
The contractor named above hereby certifies compliance with Government Code Section 8355
In matters relating to providing a drug-free workplace. The above named contractor will:
1. Publish a statement notifying employees that unlawful manufacture, distribution,
dispensation, possession, or use of a controlled substance is prohibited and
specifying actions to be taken against employees for violations, as required by
Government Code Section 8355 (a).
2. Establish a Drug -Free Awareness Program as required by Government Code
Section 8355 9b), to inform employees about all the following:
(a) The dangers of drug abuse in the workplace,
(b) The person's or organization's policy of maintaining a drug-free workplace,
(c) Any available counseling, rehabilitation and employee assistance programs,
and,
(d) Penalties that may be.imposed upon employees for drug abuse violations.
3. Provide as required by Government Code Section 8355 (c), that every employee
who works on the proposed contract:
(a) Will receive a copy of the company's drug-free policy statement, and
(b) Will agree to abide by the terms of the company's statement as a condition
of employment on the contract.
CERTIFICATION
I, the official named below, hereby swear that I am duly authorized legally to bind the
contractor to the above described certification. I am fully aware that this certification,
executed on the date and In the county below, Is made under penalty of perjury under the
laws of the State of California.
OFFICIAL'S NAME: Bradley A. Thomas
DATE EXECUTED: January 3, 2020
EXECUTED IN THE COUNTYQ?`_7 Hamilton
CONTRACTOR SIGNATURE:
TITLE. President FEDERAL 1.12, NUMBEf 23-171fi119
.........
CityofRosemead —Rosemead Transit """'* ` Page 64
2020 Request for Proposal No. 2099-97
EXHIBIT B
INSURANCE REQUIREMENTS
Prior to the beginning of and throughout the duration of the Work, Contractor will maintain
insurance in conformance with the requirements set forth below. Contractor will use
existing coverage to comply with these requirements. If tLwt existing coverage does not
meet the requirements set forth here, Contractor a to amend, supplement or
endorse the existing coverage to do so. Contract nowledges that the insurance
coverage and policy limits set forth in this sectute the minimum amount of
coverage required. Any insurance proceeds a e to excess of the limits and
coverage required in this agreement and is applica a given loss, will be
available to City.
Contractor shall provide the following types
Commercial General Liability I
General Liability" policy form C
paid in addition *to limits. There
one insured against another.
$2,000,000 per occudilbMi
injury, and prope ag
I
been amended. A dor
will not be accepted.
Busir
symb
to be
no vehiclis i
general liabi
personal autos
auto liability cove
Services O "Commercial
ivalent. Defense costs must be
clusion for claims or suits by
ut in no event less than
at r bodily injury, personal
tractual liability that has not
"insured contract" language
O Coverage form CA 00 01 including
quival its are subject to review, but in no event
d single limit for each accident. If Contractor owns
y tisfied by a non -owned auto endorsement to the
abo . If Contractor or Contractor's employees will use
s project, Contractor shall provide evidence of personal
ich person.
With respect to the ve be used under the terms of this Contract, Contractor shall
maintain in full force and ect be
covering vehicles against physical damage from
comprehensive and collision, in an amount equal to the vehicles' actual cash value. Any
deductible shall not exceed Ten Thousand Dollars ($10,000.00) Per Incident, must be
stated in writing to the City and shall be the sole responsibility of the Contractor.
Workers Compensation on a state -approved policy form providing statutory benefits as
required by law with employer's liability limits no less than $1,000,000 per accident or
disease.
Excess or Umbrella Liability Insurance (Over Primary) if used to meet limit requirements,
shall provide coverage at least as broad as specified for the underlying coverages. Any
such coverage provided under an umbrella liability policy shall include a drop down
provision providing primary coverage above a maximum $25,000 self-insured retention
for liability not covered by primary but covered by the umbrella. Coverage shall be
provided on a "pay on behalf' basis, with defense costs payable in addition to policy limits.
Policy shall contain a provision obligating insurer at the time insured's liability is
determined, not requiring actual payment by the insured first. There shall be no cross
liability exclusion precluding coverage for claims or suits b one insured against another.
Coverage shall be applicable to City for injury to employ f Contractor, subcontractors
or others involved in the Work. The scope of covera vided is subject to approval of
City following receipt of proof of insurance as req ' .. Limits are subject to review
but in no event less than $1,000,000.00 per oc ce.
Sexual abuse/molestation insurance. Q
Abuse/Molestation Liability coverage w
occurrence and $4,000,000 general aggr
Commercial General Liability covqLage, P
policy.
Insurance procured pursuant to
licensed carriers in the state of
and a minimum finanaM9fthaYl,
General c
Contractor
Contractor:
1.
or shall pi
mits of not
and maintain Sexual
less n $2,000,000 per
may b vided as part of
coverag as a separate
written by insurers that are
Bests rating of A- or better
coverage by Contractor.
to insurance provided by
`dorse the third party general liability
"lu s additional insureds City, its officials,
standard ISO endorsement No. CG 2010 or
�s to require all contractors, and subcontractors
2. No liability ranc verage provided to comply with this Agreement shall
prohibit Contr ntractor's employees, or agents, from waiving the right of
subrogation prio oss. Contractor agrees to waive subrogation rights against
City regardless of a applicability of any insurance proceeds, and to require all
contractors and subcontractors to do likewise.
3. All insurance coverage and limits provided by Contractor and available or
applicable to this agreement are intended to apply to the full extent of the policies.
Nothing contained in this Agreement or any other agreement relating to the City or
its operations limits the application of such insurance coverage.
4. None of the coverages required herein will be in compliance with these
requirements if they include any limiting endorsement of any kind that has not been
first submitted to City and approved of in writing.
5. No liability policy shall contain any provision or definition that would serve to
eliminate so-called "third party action over" claims, including any exclusion for
bodily injury to an employee of the insured or of any contractor or subcontractor.
6. All coverage types and limits required are subje approval, modification and
additional requirements by the City, as the nee s. Contractor shall not make
any reductions in scope of coverage (e.g. tion of contractual liability or
reduction of discovery period) that may a i rotection without City's prior
written consent. AL
7. Proof of compliance with these in ce requirements, c ' ting of certificates
of insurance evidencing all of the co es re ' ed and ditional insured
endorsement to Contracto ' general Iia , shall be del d to City at or
prior to the execution of t Bement. I ent such proof o any insurance
is not delivered as require event s surance is canceled at any time
and, no replacement covera d, City the right, but not the duty, to
obtain any insuraa it deems cess rote interests under this or any
other agreem pay th emiu rem so paid by City shall be
charged to pro paid rac deducted from sums due
Contractor, optio
8 C f re to lid sur ill provide 30 days notice to City of any
ellatio ver Contra es to require its insurer to modify such
ificates to an ulpatory ording stating that failure of the insurer to
M ritten notic can ion imposes no obligation, or that any party will
"en r" (as opp to be required) to comply with the requirements of the
certific
9. It is acknowle a parties of this agreement that all insurance coverage
required to be p d by Contractor or any subcontractor, is intended to apply
first and on a primary, noncontributing basis in relation to any other insurance or
self insurance available to City.
10. Contractor agrees to ensure that subcontractors, and any other party involved with
the project who is brought onto or involved in the project by Contractor, provide the
same minimum insurance coverage required of Contractor. Contractor agrees to
monitor and review all such coverage and assumes all responsibility for ensuring
that such coverage is provided in conformity with the requirements of this section.
Contractor agrees that upon request, all agreements with subcontractors and
others engaged in the project will be submitted to City for review.
11. Contractor agrees not to self -insure or to use any self-insured retentions or
deductibles on any portion of the insurance required herein and further agrees that
it will not allow any Contractor, subcontractor, Architect, Engineer or other entity or
person in any way involved in the performance of work on the project contemplated
by this agreement to self -insure its obligations to City. If Contractor's existing
coverage includes a deductible or self-insured retention, the deductible or self-
insured retention must be declared to the 4City,.Atat time the City shall review
options with the Contractor, which may iuction or elimination of the
deductible or self-insured retention, subother coverage, or other
solutions.
12.
The City reserves the right at any
the amounts and types of insurani
days advance written notice of suc
additional cost to the Contractor,
proportional to the increa ene
13. For purposes of applying
to have been ex ted i
can be deernegINOWAW
14. Contractor
of City ii
15. Co for
emplo
this agre
or terminate
executes a
This
any
add
contract to change
ntractor ninety (90)
ults in substantial
ft1compensation
Agreement will be deemed
Preto taking any steps that
mance of this Agreement.
any actual or alleged failure on the part
ince with any insurance requirement in
p on City nor does it waive any rights
e r ' ed coverage annually as long as City, or its
e an posure from operations of any type pursuant to
Cation applies whether or not the agreement is canceled
on. Termination of this obligation is not effective until City
ent to that effect.
16. Contractor shall provide proof that policies of insurance required herein expiring
during the term of this Agreement have been renewed or replaced with other
policies providing at least the same coverage. Proof that such coverage has been
ordered shall be submitted prior to expiration. A coverage binder or letter from
Contractor's insurance agent to this effect is acceptable. A certificate of insurance
and/or additional insured endorsement as required in these specifications
applicable to the renewing or new coverage must be provided to City within five
days of the expiration of the coverages.
17.The provisions of any workers' compensation or similar act will not limit the
obligations of Contractor under this agreement. Contractor expressly agrees not
to use any statutory immunity defenses under such laws with respect to City, its
employees, officials and agents.
18. Requirements of specific coverage features or limits contained in this section are
not intended as limitations on coverage, limits or other requirements nor as a
waiver of any coverage normally provided by any given policy. Specific reference
to a given coverage feature is for purposes of clarification only as it pertains to a
given issue, and is not intended by any party sured to be limiting or all-
inclusive.
Contract
Contractor a
obligation or Iia
handling of any
and distinct from any
e parties here to be
Ser sections provisions of
n or provision nflicts with or
%req
ontract used by any party
t o charge City or Contractor
by this agreement. Any such
e to City. It is not the intent of City to
nplying with these requirements. There
pnt of premiums or other amounts with
to pro im to notice to City of any claim or loss against
out of th ork pReor
under this agreement. City assumes no
M. by suc tice, but has the right (but not the duty) to monitor the
im aims if they are likely to involve City.