HomeMy WebLinkAboutAgenda Report - February 19, 2003 I-06kITY OF LODI
COUNCIL COMMUNICATION
AGENDA TITLE: Approve Scope of Work for Transit Operations Contract and Authorize
Advertisement for Request for Proposals (Grapeline and Dial -A -Ride)
MEETINGDATE: February '19,2003
PREPARED BY: Public Works Director
RECOMMENDED ACTION: Approve the Scope of Work for the Transit Operations contract and
authorize staff to advertise for Request for Proposals (RFP) -
BACKGROUND INFORMATION: The City's transit program began in January 1978 through a
contmct with the local taxi company. The system was designed to
meet the needs of seniors, disabled and economically
disadvantaged persons who were unable to travel by car. The City
took over the Diai-A-Ride program in September 1992 and operated it with City contract employees until
1996. The City added its Fixed Route service in November 1994, in response to community interest.
Services are currently provided by a contract with Laidlaw Transit Services, Inc.
The City of Lodi's current contract is seven (7) years old. The new contract shall ensure that the level of
professionalism that currently exists is maintained or exceeded. Staff has been working on the enclosed
Scope of Work to ensure that any necessary items which were previously absent from the service
contract have been included. Staff intends to incorporate this Scope of Work into a complete RFP
package with a release of RFP date set for March 6, 2003. In addition to the Scope of Work, the RFP
documents will require the submittal of references, experience, and a wage and benefits schedule.
These will be evaluated in the RFP review process to insure they are comparable to the existing
provider. The RFP will consist of a flat monthly charge for administration and dispatch, plus an houdy
rate per vehicle revenue hour. The contract term shall be for three (3) years with two (2) one year
extensions.
FUNDING� Funding for this Transit Operations contract will be from Transportation Development Act
(TDA) and Federal Transit Administration (FTA) funds.
Aj e
0,
Richard C. Prima, ma, Jr. <
Public Works Director
Prepared by Tiffani M. Fink, Transportation Manager
RCP!TFij_-)mf
Enclosures
ApPROVE-D-
City Manager
C T,3n1,.tSC0Pe0f'VVN-k V P— 02,112103
Qpfinitiorj_qf Terms
Whenever the following terms are used, the intent and meaning shall be interpreted as
follows,
A. US- DOT or DOT shall mean the United States Department of Transportation.
B. CITY shall mean the CITY OF LORI.
C. FTA shall mean the Federal Transit Administration of the United States Department of
Transportation.
D. RFP shall mean this Request for Proposals including all of the attachments to it.
E, Transportation Manager shall mean the City of Lodi's Transportation Manager.
F. Dial -A -Ride shall mean the City of Lodi's demand -response and reservation transit
system,
G, Grapellne and Fixed -Route shall mean the City of Lodi transit system fixed -route
service.
H, Deadhead shall refer to non -revenue time for the movement of vehicles to the
Municipal Service Center for fueling and repairs, time required for bus washing and
upkeep, training, and travel between the Station and first pickup and the last drop-off
and the Station (for Dial -A -Ride).
11. introduction
A, General
The City of Lodi is seeking sealed proposals to furnish all necessary services for the
daily operation of their respective transit systems.
Seven (7) (two (2) with original signatures and clearly marked] copies of each
proposal must be received no later than 200_p.m, on April 18, 2003, at the office of
the 'Transportation Manager, 221 West Pine Street Lodi, California, 95240, at which
time the proposals will be opened.
Further information regarding proposals is contained within this Request for
Proposals. A description of the transit system is included in Appendix 1 of Section A.
RF PDomandResponseContract A-1 2111103
B. Disadvantaged Business Enterprises
Disadvantaged Business Enterprises are encouraged to submit proposals.
The City of Lodi, in accordance with Title VI of the Civil Rights Act of 1964, 78 Stat.
252, 42, U.S.C. 20OOd-4 and Title 49, Code of Federal Regulations, Department of
Transportation, Federally -Assisted Programs of the Department of Transportation
issued pursuant to such Act, hereby notifies all bidders and proposers that they will
affirmatively ensure that in regard to any contract or procurement entered into
pursuant to this solicitation, disadvantaged business enterprises will be afforded full
opportunity to submit bids and proposals in response to this invitation and will not be
discriminated against on the grounds of race, color, sex, or national origin in
consideration for an award.
C_ MMscellaneous
The City of Lodi reserves the right to reject any or all proposals to operate its Dial -A-
bide and Fixed Route systems. The City Council of the City of Lodi reserves the
right to award a contract to the proposer which best suits the City of Lodi's needs as
determined by the City Council, whether or not such determination is consistent with
the City of Lodi staff recommendation for award.
The Lodi City Council will make an award consistent with Federal guidelines in order
to better assure funding, and may take into account both objective and subjective
impressions gained from the evidence and arguments presented at the public
hearing, and on the product of such individual investigation as councilmembOrS may
make prior to the final decision.
The City of Lodi reserves the right to withdraw or modify this RFP at any time for any
reason. The City of Lodi makes no representations that any agreement will be
awarded to any proposer responding to this RFP. The City of Lodi expressly
reserves the right to reject any and all proposals or to waive any irregularity or
informality in any proposal or in the RFP procedure and to be the sole judge of the
responsibility of any proposer and of the suitability of the materials and/or services to
be rendered.
The successful proposer will be required to comply with all applicable Equal
Employment Opportunity laws and regulations.
All proposers will be required to certify that they are not on the Comptroller General's
list of ineligible contractors.
111. Service Overview
An overview of each transit system is included in Appendix A of Section A.
RFPDemandRespanseContrad A-2 2/11103
IV, Procurement Schedule
The schedule and description of events for this procurement are give below and are
subject to modification by the City of Lodi without prior notice.
.,.,-_._.________.___._ _________.. _.___...,._.........._ ____._.W...,. _T.._. ,..-........_..._ _____..
Event
1 Issue IFP.Larch 6, 2003
PremPre�posal conference. anddeadline fear submitting __.._....__
March 26, 24013
°` ! questions and Pre -Award Protest to City of Lodi. _
City of Lodi responds to Pre -Proposal Conference andApril 2, 2003
questions by issuing an addendum.
4 . Proposals Due Public opening i held. - .._._ _.__.._�_ 2:00 P.M. 18, 2000
Panels evaluate Proposals, determining which are _ .
5 responsive and fall within a Competitive flange. (Tentative) April 21-25 20103
Panels interview preaposers within a Competitive Mange. � April 26- day 2, 2003i
6 (Tentative)
7 i Contract(s) approved by 01ity Council. (Tentative) May 7, 2003 !
3 Contractor() starts service. (Tentative) _ July 1, 20103
V. Erg -Pr l conference Questions and Comments
A pre -proposal conference will be held can March 26, 2003 at 10:04 a,m. in Council
Chambers, 3035 West Pine Street, Lodi, California, 95240 for the purpose of receiving
questions and comments regarding this IFP. Questions may also be submitted in
writing to the Transportation Manager, City of Lodi Public Works, 221 West Pine
Street, Lodi, CA, 95240, or FAXED to (209) 333-6710. While attendance at this
meeting is not mandatory, it is highly recommended. Proposers are encouraged to
submit questions pricer to the meeting if possible.
A response to questions raised at the pre -proposal conference and questions
received by lurch 26 2403 will be mailed to all parties by Apff 2_,2003, as an
addendum to this RFP, Addenda will be mailed to proposers at the address provided
by the proposers, if the addenda is short, and all proposers have FAX machines, the
City of Lodi may elect to FAX said addenda.
VI. 0;larifications and Protests
A, Clarification and Pre -Award Protests
Clarification requests and protests regarding any aspect of the attached materials
and City of Lodi selection procedures included therein must be submitted in writing by
moon, April 4, 2003, (via Express mail or FAX) to the Transportation Manager, City of
Lodi Public Works, 221 West Pine Street, Lodi, CA, 952.40 (FAX- (209) 3336710).
The Transportation Meager will respond to these requests by Aril 9, 2403 with an
addendum to this RFP, by Express Mail and/or FAX.
RF PDemandResponseContr-act A-3 2111/03
B. Protests and Contract Award
Protests related to the award of contracts must be filed in accordance with the City of
Lodi procedures included in Section H.
VIL ul Lmittal -information
X Receint. of Trois
D2gsais
Proposals must be received no later than 2-00 p.m, on A
Each proposing firm must submit at least seven (7) sets of each individual proposal,
[two (2) with original signatures] in sealed envelope(s), Five (5) copies of the
proposer's response to the General Questionnaire are sufficient if submitted in a
clearly marked separate envelope. Proposers are encouraged to submit proposals
printed on both sides of the paper.
On the outside of each proposal envelope, the proposer shall mark:
Proposals shall be delivered to:
Transportation Manager
City of Lodi, Public, Works
221 West Pine Street
Lodi, CA 95240
13_Pr000samust b received on time,
It is the sole responsibility of the proposer to see that his proposal is received in time
at the proper place and time as stated in this RFP. Proposals lost by commercial mail
carriers or in the mail system, either the U.S. Mail or internal City of Lodi mail, are the
responsibility of the proposer. Any proposal received after the scheduled closing time
for the receipt of proposals shall be returned to the proposer unopened.
C. Propos als will not be returned.
No proposal snail be returned after the date and time set for opening thereof.
D, tP r
_�okqsqls Will be Avail lel for-Eubjig Inspection.
All proposals will be available for public inspection during City of Lodi of hours
after the City issues a "Notice of Intent to Award a Contract" to a specific firm, It is
the responsibility of proposers to identify information in their proposals that they
consider to be confidential under the California Public Records Act. To the extent
that the City of Lodi agrees with that designation, such information will be held in
confidence whenever possible. All other information will be considered public.
RFPDemandR&sponseContract A-4 2/11/03
E. Qspurns jpLEropods and Contract Awards
if any contract awards are made, the City Council of the City of Lodi will award a
contract for operation of Dial -A -Ride and Fixed Route services,
F. qqestionnaires
As described below, all proposers, regardless of the number of proposals submitted,
must complete a questionnaire (Questionnaire 1) addressing items of general interest.
Questio
All proposers must submit an answer sheet responding to the questions in this
questionnaire. Seven (7) sets of answer sheets must be submitted, The
seven (7) sets may be submitted in an envelope labeled "General
Questionnaire". If the seven (7) sets are not submitted in one (1) envelope as
described above, they must be included with each individual proposal. This
questionnaire is included in Section E (page E-1).
G, Price Pro pp�ial FoCrns
A separate and distinct Price Proposal form is included. The proposer must complete
a price proposal form.
The price that will be included in any contracts that may be awarded is described as
follows:
The proposer must complete a cost detail sheet for each proposal and submit it with
the applicable price sheet.
H,Excqjq��nd Alternatives
If alternatives are proposed, the proposer must clearly identify such. The City of Lodi
expressly reserves the right in their sole discretion to consider such alternatives and
to award a contract based thereon if determined to be in the City of Lodi's best
interest.
Use of Proposal Forms
Proposals must be submitted in the required format. Proposals submitted in
any other format may be considered non-responsive and may be rejected.
Responses to the Questionnaires shall be provided on separate paper as
required by the Questionnaires, Proposals submitted by facsimile
transmission (FAX) will not be accepted.
2, Attention is directed to the fact that this RFP includes draft Agreements.
These are for the convenience of proposers and are not to be filled out or
executed. Separate copies of the Agreements will be provided to the
successful proposer for execution.
RF PDemandResponseContract A-5 2/11103
3. All amounts inserted in the proposal shall be stated in figures. The signature
of the person signing the proposal shall be in longhand. The completed form
of proposal shall be without lineations, alternations, or erasures.
4. if the proposal is made by an individual, it shall be signed with his full name
and his address shall be given; if it is made by partnership, it shall state the
partnership name and be signed by a member of the partnership, who shall
also list the name and address of each member; and if it is made by a
corporation, it shall be signed by two (2) officers or by one (1) officer with the
corporate name attested by the affixation of the corporate seal on the bid
sheet.
Additionally, all corporate officers' names and addresses shall be listed in the
space provided on the bid sheet.
J. Modifications of proposals will only be accepted prior to the deadline for receipt of
proposals. No oral, telegraphic, facsimile, or telephonic modification will be,
considered.
K, -PEo
Rgsers S11 11 Qa�refull �Exam�ine th�eRFP�
Before submitting a proposal, the proposer shall carefully examine the RFP and shall
fully inform himself as to all the existing conditions and limitations, and shall state in
the proposal a sum to cover the cost of services proposed.
VAHM, JEW'S
L. Use of Subcontractor
If the proposal consists of a "prime" contractor and one (1) or more subcontractors,
the proposer shall identify the subcontractors in the areas of their responsibility, but
the City of Lodi will enter into an agreement only with the prime contractor who shall
be responsible for all services required by the attached agreement.
M, Waiver
In submitting a proposal, the proposer affirms that he/she has sufficiently informed
hir-nself/herself in all matters affecting the provision of the services specified, that
he/she has checked his/her proposal for errors and omissions; that the price stated in
his/her proposal is correct and as intended by him/her and is a complete and correct
statement of his/her price for providing the services described in this RFP and as
such services may have been modified in the proposal,
N. Effective Period ofRWosal
All proposals received shall remain in effect for a minimum of one hundred twenty
(1 g) days from proposal opening,
RFPDemandResponseContract A-6 2/11103
Vill
0
OIithdrawal of ELopgsai
Any proposer may withdraw his proposal, either personally or by telegraphic,
facsimile (FAX), or written request, at any time prior to the time fixed for the opening
of proposals.
R 'Bid -Bond
Each proposal shall be accompanied by cash, certified or cashier's check, bid bond,
or other surety acceptable to the CITY in the amount of ten (10%) of the first year's
cost to the CITY Said surety shall be made payable to the order of the City of Lodi,
California, Said cash, check, bond, or other acceptable surety shall be given by a
corporate surety licensed to do business in the State of California as a guarantee that
the proposer will enter into the contract if awarded to him/her at the price and
contract terms agreed upon, and will be declared forfeited if the successful proposer
refuses to enter into said contract after being notified to do so by the CITY.
Q. Non -Collusive Affidavit
The proposer's attention is called to the fact that a proposal is not completely
executed and will not be considered for any purpose unless the non collusive affidavit
attached as Form 5 of Section G is completely and correctly executed.
R, Penaltv for Collusion
If at any time it shall be found that the person, firm, or corporation to whom a contract
has been awarded has, in presenting any proposal or proposals, colluded with any
other party or parties, then the Agreement so awarded shall be null and void and the
proposer shall be liable to the City of Lodi for all loss or damages which the CITY
may suffer thereby, and the CITY may advertise for a new Agreement for the services
contemplated herein.
Interest of City Lodi Personnel
The proposer shall represent and warrant that no official, or employee, of the City of Lodi is
in any manner interested directly or indirectly in the proposal or in the Agreement, which
may be under it, or any expected profits to arise therefrom. This section shall not apply to
an Agreement awarded to a corporation in which the only interest of the official or employee
is the ownership of less than one percent (1 %) of the entire capital stock of said corporation.
RFP Addendums
Any changes to the RFP requirements will be made by written addenda by the
Transportation Manager and shall be considered part of the RFP. Upon issuance, such
addenda shall be incorporated into the Agreement documents, and shall prevail over
inconsistent provisions of earlier issued documentation.
FR F P Do mandRes ponseCo ntract A-7 2111/03
X viral Agreement or Conversation
No prior, current, or post award verbal conversations or agreement(s) with any officer,
agent, or employee of the City of Lodi shall affect or modify any terms or obligations of this
RFP, or any contract resulting from this procurement.
X!, 5
Any contract with the City of Lodi resulting from this RFP will be financed primarily with
funds available under the California Transportation Development Act (TDA) and/or the FTA.
The contract for this service is contingent upon the provision of these funds to the City of
Lodi, In the event that service is eliminated or reduced due to a lack of funds, the City of
Lodi reserve the right to terminate or revise any contract.
X11, Performance Bonds/Security
As a method of providing the CITY security that the CONTRACTOR shall perform the
services requested to the level and standards outlined in this RFP, CITY is requesting a
performance bond in the amount of 100% of the proposed first year annual contract cost.
X111. PrecontractualE
J��ns�es
Precontractual expenses are defined as expenses incurred by proposers and selected
contractor in:
A, Preparing proposals in response to this RFP-,
B. Submitting proposals;
C, Negotiations with any of the transit agencies on any matter related to proposal;
D. Other expenses incurred by Contractor or proposer prior to date of award of any
agreement.
In any event, the City of Lodi shall not be liable for any precontractual expenses incurred by
any proposer or selected contractor. Proposers shall not include any such expenses as part
of the price proposed in response to this IFP. The City of Lodi shall be held harmless and
free from any and all liability, claims, or expenses whatsoever 'incurred by, or on behalf of,
any person or organization responding to this RFP.
XIV, geeRj9gqeIectLqn and Award
Staff recommendations to the City Council of the City of Lodi for contract awards will take
piace through the multi -phase process described below. Staff recommendation for contract
award will be given to the firm which: a) falls within a competitive range based on a panel's
evaluation-, and b) receives the highest evaluation in Phases I through IV (based on original
proposal, interviews, negotiations, and best and final offer). Price is one, but not the only
criteria being evaluated. The City Council of the City of Lodi reserves the right to award a
contract to the proposer which best suits the CITY's needs as determined by the City
Council whether or not said award is consistent with staff recommendation for award. The
Council will make the award consistent with Federal guidelines in order to better assure
funding, and may take into account both objective and subjective impressions gained from
the evidence and arguments presented at the public hearing, and on the product of such
individual investigation as councilmembers may make prior to the final decision,
RF PiDemandResponseContract A-8 2111(03
Prior to and during evaluation of the proposals staff may need to obtain clarification of
proposals. In such cases, staff may communicate with a proposer to obtain the needed
clarification,
APhase I
All responsive proposals will be evaluated using the evaluation criteria and
weighted scoring system referenced in Paragraph XV,
A competitive range will be established. The evaluation panel will determine
which proposals fall within the competitive range.
B, Phase 11
In Phase 11, representatives from firms with proposals within the competitive
range will be interviewed by the evaluation panels and given an opportunity to
present their proposals and answer questions from the interview panel. The
interview will cover all proposals submitted by each proposer, At a minimum,
the proposed site manager and a senior manager authorized to commit the
firm shall be present. If determined by the evaluation panel to be in the best
interest of the City of Lodi, at the conclusion of each interview proposers may
be requested to submit "best and final" offers in a format and at a time
specified by the City of Lodi. At the conclusion of each interview, areas for
proposal improvement may be identified by the interview panel members for
the benefit of the proposers.
C, Phase M
After submission of "best and final" offers, the evaluation panel will determine
scores for each proposal using the same evaluation criteria and weighted
scoring system described herein, based on the proposal, interviews, and "best
and final" offers.
Weighted scores from the members of each panel will be summed for each
firm's proposal.
D, Phase IV
The evaluation panel representing the City of Lodi will then make
recommendations based on the results of the final scoring,
R F PDe. mandRes po nse,,Con tract A-9 2/11/03
E. Phase V
The Lodi City Council will award the contract to the firm which it
believes best suits the City of Lodi's needs, taking into consideration
the evaluation panel's recommendation and other factors which it may
deem pertinent to the award of the contract, The Lodi City Council
reserves the right to -award a contract to the proposer which best suits
the City of Lodi's needs as determined by the Lodi City Council,
whether or not such determination is consistent with the evaluation
panel's recommendation for award.
W I ro a l vaivatio kriteria and Corin eM
The staff evaluation panels will evaluate and score each proposal utilizing the following
criteria, which are presented in descending order of relative importance. The weighting of
each category is shown as a percentage of total points available. In accordance with
Federal guidelines, the following criteria set forth are the minimum essential characteristics
and standards which must be satisfied by a successful proposal. Nevertheless, award will
be made to the responsible firm whose proposal is viewed by the Lodi City Council as most
advantageous to its program with price and other factors considered.
X Technical PrODosal (40%)
Understanding of requirements as reflected by proposal
2. Operations approach — organization of the system's operation, handling
of absenteeism, method of service quality monitoring, number of
employees at driver, dispatcher, customer service, and supervisory
positions
3. Proposed demand-msponse dispatching system
4. 'Training and safety programs
5, Facility and safety programs
6. Start-up procedures, transition plan demonstrating the ability to
transition smoothly from existing contract to new one, continuity of
system from passenger's viewpoint, continuity of system operations
knowledge to ensure minimal City staff effort during start-up
7- Utilization of current drivers, dispatchers and supervisors-, and proposed
wage and benefit levels for employees
8. Qualifications of proposed on-site manager
RFPDemandResponseContr act A-10 2M 1 W
B. -0rgani atioan s r ngth (30%)
1. Company experience with similar transit services, references
2, Financial stability
3. Corporate support of the local operation
4, Other vehicles available for transit service should the City desire to
expand service
5. Other services proposed to be provided at no charge to the City
6. Additional proposer resources available for the City to draw upon
7. Knowledge of requirements of the Americans With Disabilities Act and
regulations promulgated by the U.S, DOT to implement it
8, Prior Safety Record
C. Cost Proposal (30%)
Proposed price, how the City of Lodi's costs would be affected by any other
aspect of the proposal, how costs are distributed among various components
of the proposed services to be provided, and other services available to the
City of Lodi and the cost of said services,
XVL E-_xqputiMqf Agreements
A. Execution of Agreements
Subsequent to negotiations with a selected firm and after the City of Lodi at its sole
discretion determines that contract negotiations are concluded, and within. ten (10)
calendar days after the final Agreement offered by the City of Lodi is personally
delivered to the successful proposer or placed in the U.S. Mail postage prepaid, the
proposer to whom the contract is offered shall execute and deliver to the City of Lodi
the Agreement offered in such number of counterparts as the CITY may require.
If the proposer to whom the award is made fails to enter into the Agreement as herein
provided the City may annul the award.
13. Federal Certifications:
The selected firm will be required to complete and submit the following Federally
required forms included in Section I for proposals to operate.
Form 1 A list of all subcontractors proposed for the project and the
annual value of the work being performed.
A-11 2111103
Form 2 A signed Certification of Primary Participant Regarding
Debarment, Suspension, and Other Responsibility Matters.
A signed form must be submitted if the Proposer will receive
$100,000 or more in payment for their participation in this
contract.
Form 3 A signed Certification of Lower -Tier Participants Regarding
Debarment, Suspension, and Other Ineligibility and Voluntary
Exclusion,
FTA requires third party contractors to submit this certificate to
the grantee for any subcontractor doing work valued at $100,000
or more. The proposer or bidder shall be responsible to obtain
complete forms from its subcontractors and submit them with its
proposal or bid. This form must be completed and submitted
with the proposal for each firm listed on Form 1 expected to
receive $100,000 or more for their participation during the term
of this contract.
Form 4 A signed Certification of Restrictions on Lobbying
FTA requires that each third party contractor submit this
certification, Any subcontractor doing work valued at more than
$100,000 during the term of the contract is required to submit a
certification to CITY, The proposer or bidder shall be responsible
to obtain complete forms from its subcontractors and submit
them to CITY with its proposal or bid. This form must be
completed and submitted with the proposal for each firm listed
on Form 1 as doing work valued at $100,000 or more for the
term of the contract.
Form 5 A signed Disclosure of Lobbying Activities (it applicable)
The Disclosure Statement must be submitted by any third party
contractor or subcontractor whose participation exceeds
$100,000 and who is involved in lobbying activities. The
proposer or bidder shall be responsible to obtain complete forms
from its subcontractors and submit them to the CITY.
Form 6 A signed Certification Regarding Dort -Discrimination of the
Handicapped
Form 7 A signed Equal Opportunity Employment Certification
RFPDeniandResponseContract A-12 2/11/03
t. GENERAL INTENT
It is the Intent of the CITY .for the CONTRACTOR to:
A. Provide all porno€ nel €€ceded to properly operate the CITY's Dial -A -Ride (DAR)
and Fixed Route services in compliance with the Agreement and this Scope of
Work including, but not limited to, drivers, dispatchers, telephone receptionists,
and supervisory and management personnel.
B. i-ovit e all sem vice; i€n a manner that meets all requirements of the Americans with
Disabilities Act (ADA), Federal, State and local laws; and this Supe of Work.
!-.-:SERVICE A A.
DAR and Fixed Route service shall be provided within the boundaries shown ill
Appendix A of this Scope of Work. CITY reserves the right to unilaterally an -Lend these
boundaries during the term or this agroe.m.en.t.
3. HOURS AND DAYS OF SER—Vj—CESL4N' CE —RESURICTIONS
The C11 -V C11-Valso operates fot€r (4) Express Routes as part of its Fixed Route service. Tllrce
(3) ofthe Express Routes (Routes 1, 2 and 3) operate three- (3) roundtrips in the mornings
anti three (3) round.trips in the afternoons. Express Routes 1, 2 and 3 operate Monday
through Friday, with the exception of holidays and school closure days. The fourth
pxpr�oss Route operates Monday through Friday, with the exception of regu? u.-ly
scheduled holidays.
4, PRIORITY FOR IA -A-RIDE ADVANCE TRIP RESERVATIONS
A. For individuals who wish to ride DAR and who call to request DAR service prior
to ft, clay they wish to aide, such individuals shall be app€ nited a boarding time
within one (1) hour of their requested time. Individuals may request reservation
s r ice at any time up to the day before their desired ride. Requests received. on
the, day of desired ,service shall. be on a Demand Response basis. CITE= reserves
the right to limit the amount of reservations during any time period.
B_ Subscription service (standing reservations) shall continue to be provided to LAR
passengers as specified by the CITE'. Previa-usly scheduled reservations shall be
tr-arnlLrred :Born current, CONTRACTOR to new CONTRACTOR to ensure
eonsistenc:v in scheduling. The CITE' reserves the right to a erid these policies at
its sole: discretion.
. VEMICLES USED IN SERVICE
CITY currently has twenty-five, (25) vehicles for DAR and Fixed Route use, The vehicle
fleet Consists of 11.1rr.ctee✓11 (19) eut<aways, live (5) NABI (North Arnerican Bus Industries)
ureses used fo., Fixed Route, and one (1) replica trolley. The rnaximurn number- of
vehicles which may tic used in service at any one (1) Mier shall be specified by either the
'"I'ransportation Manager ager or t_he Fleet and Facilities Manager. (See attached Vehicle
Sci�edtale.)
CONTRACTOR shall utilize the vehicles in a manner that maximizes the number- of
passengers carried per vehicle service hour- while meeting the service standards described
m this Scope of Work. CONTR-ACTOR shall not operate any unnecessary vehicle
service hours, The CITY's Trarasport£ation. Manager shall make all determinations of
nccessit� should any question arise; as to such necessity during the term of dais
agreente✓r)t.
6. PICK-UP OF PASSENGERS
A, ReservationService: l"or DAR passengers who reserve their trip in advance (at
least l day prior) of their boarding time, CONTRACTOR shall arrive at the
appointed passenger pick-up location not more than tern (10) m.mutews Prior to the
appointcd pick-up time nor move than twenty (20) minutes after the; appointed
pick Lip time, CONTRACTOR shall notify passengers at time of reservation that
they raced to be ready tela (W) rninutes before their scheduled pick -tap time to
facilitate scheduling if the service is running ahead of schedule. Passengers may
be picked up earlier than ten (l 0) rriiautes prior to the appointed tinxes if
C:'ONTRAC;TOR receives their permission. CONTRACTOR shall notify
passengers by telephone, wl CnQver possible if the DAR vehicle scheduled to pick
111orar up is expected to arrive; at th€; appointed pick -tip location more than twenty
(20) 1-010 rtes later than. the appointed time.
Blei and Response: For DAR passengers who do not reserve their trip at least I.
day in advance;, the CONTRACTOR shall arrive at the passenger picl(-up .location
riot more Haan 45 minutes after the CONTRACTOR's promised time,
CO INTTRACTOR shall notify passengers by telephone whenever possible if the
DAR vehicle is going to be, move than 45 minutes bast the promiscd time.
2
Upon arrival of the DAIS vehic;ic at the passenger's pick-up point, the driver shall
notify Chc passenger of their presence by a knock on the front doer or ringing o(.'
the doorbell, Should the passenger reside in an assisted -living facility or be
picked Lip at a medical facility, the driven- shall notify the front office staff of their
arrival and provide the passenger's nnarne. The driver shall wait no more than
three; (3) minutes to pick up a passenger, Should the passenger not appear during
that tinhae lramc, thc� driver shall resuinne service anad proceed to the next scheduled
reservation and/or Dick -up. The: missed pick-up shall be considered a "no-show"
and the procedures for no-show (as provided in this Scope of Work) shall be
l:ollowed.
C. Fixed Route passengers shall be picked up at regailarly assigned stoles according
to the time posted in the Rider's Guide. Should any vehicle on any route be more
than 11) niitnutes behind schedule, the Transportation Manager s.ln<al.l be notified of
the cause for the, dela-y, anticipated lag tim.o and the proposed remedy to get the
route back on schedule,
D. C ONTP ACTOR. shall nnake every possible attempt to notify hiders vee lease pick -Lein
Sand/or drop-off ti_rnhe has been unhilatorally changed by the CONTRACTOR for
,.tny reason,. Riders who aro not: notified of a scheduled change shall not be
C01111ted as a "no-show" if they miss the ride.
E. Riders who use the DAR system on a Dennatnd Response basis shall not wait
longer than 45 minutes, past: confirmed pleb: -up time for pick-up. If this
raq€nirement cannot the r net, the CONTRACTOR Must contact the Transportation
Mannag,er and the. passenger with details describing how long the proposed wait
shall be, why the wait benne is so long, and what the CONTRACTOR is doing to
meet this need. A monthly log shall. be submitted to the CITY detailing response
pick-anp times. CITY reserves the right to limit the number of reservations
accepted. during certalin times, as needed.
eAS I�C.;E :SSS STANC E
DAR passerhgers shall be assisted whenever possiblefrom the primary critraznce of their
ongitn to the primary entrance of their destination, CONTRACTOR shall use the highest
reasonable de,yree of care in assisting passengers, Assistance to passengers shall, at a
Fninr.int u nn. nn:hcet the, requirements of the Annericans with Disabilities Act. Driver shall
provide assistance to passengers, when needed, by carrying groceries/parcels between the
vehicle and tlhe entrancoway of the place of origin or destinnation, CONTRACTOR shall
bark as close: as sanely passible to each passenger's origin and destination, including
onateri.nng parka g lots as anccessary.
F iNed route passengers requiringassistance shall be assisted on and off of the vehicle by
the driven- maintaining, at a minimum, ADA requirements. .Driver shall assist passengers
reclaririrrg assisia.nna;c with groc;e,ries/parcels while entering and exiting the vehicle.
3
CONTRACTOR small implement the following no-show policy for DAR service, which
shall be subject to revs%on at CITY's sole discretion:
I assengers are to be instructed to notify dispatch personnel at least two (2) Fours prior to
the schcdtfled pick-up time if cancellation is necessary. Reservations cancelled less than
fifteen (15) minutes prior notice are to be recorded as a "no-show-. Passengers who
repeatedly f al l to present reasonable cause for "no-show" are subject to a temporary
suspension of e igibility following the third occurrence. A formal progression of
r�oti.ficat'on. precedes any action to suspend eligibility. 'rhe following notices, the .format
of vvhich shall bias approved by the CITY, shall be prepared and sent certified nail (return.
rcecipt: not rcqu:ired) by the CONTRACTOR:
A, For die first no --show.- A first letter of notification documents the date of the
no-show aiA Mf€arms the cuslonter that three (:3) no-shows within a one (1) year
peiiod is the basis for a two (2) week suspension of ellgibillty.
B, r,o.r tho secured no-show: A second letter of notification documents the date of tine
=no-show and restates the policy kzf eligibility,
C, For the, third no-show and all subsequent oto -shows: A third letter of notification
documents the date of the no-show and provides notice of suspension of ellgibi.lity
for two (2) weeks. A copy of'the third (or more) iso -show letter shall. be sent to
the CITY's Transportation Manager.
The no-show policy shall be effective for ozne year after the passenger's first notification
of a ono -show. Oia the anniversary of the first offense, the passenger's status shall lie
returned to no rrtnal with the no-show procedure started over for the up-commayear.
CONTRACTOR shall make personnel. available to discuss with the no-show letter
reeipients the details of the no-show and reniove .no-shows as justified.
I O.__ CUSTOMER SERVICE
CONTRACTOR shall. have personnel available to answer telephones from at least thirty
(30) analn tes prior the first scheduled pick-up until the last scheduled passenger is
dropped off as shown in Section 3 of this Scope of Work, CONTRACTORshall
maintain a. minima ni of four (4) telephone limes (provided by CITY) dedicated to service:
requests. Gene (1) of said hries shall be connected to a Telecommunications Device for
the Deaf (`DD) consistent with the requirements of ADA for cotillnunication with
hearing H -repaired persons. Additionally, CONTRACTOR shall maintain a business office
phone with a number (provided by CITY) different than the service request numbers.
CONTRACTOR shall list the service request number in the Pacific Bell White Pages
ander `"Dial -A -.l id," and " Grapeline" and in the Yellow Pages under "Bus brines," and
"Cily of I-odi. l'razasit„v
4
CONTRACTOR shall add tclephom receptionist and/or dispatchli-g person el if CITY
determines that an unacceptable pattern or practice is established of service request
callers being placed on. "hold" because insufficient personnel are available to answer
wfephont,s or handle dispatching duties. An unacceptable pattern or practice shall exist if
dL)dng the /'tours of service more than tan percent: (I0%) ofcallers are placed on Bold 1.or
ri,ore ih an t.l roc (7) minutes before personnel begirt assisting the caller. Answering the
telephcsnc to ask the caller to remain on bald is not "assisting the caller."
CONTRACTOR personnel shall treat all passengers in a courteous and respectful
manner, consistent with the rccluiremerats of the ADA and good Business practice. If
CITY deteriniues that a pattern of indefensible customer service relations coriaplaints is
established, ("IONTRACTOR shall upgrade its customer relations training program to
C`ITY's satisfaction and retrain its personnel. as necessary to reduce complaints.
Alternatives to the proposed custorrier service requirements which rnect the needs of the
requirenients rimy be submitted in writing to the CITY prior to the pre-bid conference.
Any acc cpted alternatives will be recorded and provided to all bid holders to allow for all
alen;ies to offer t1�e alternative service.
1 l a i1 _A1NT l l C` STC .�C�> ® C DCII I`I MSS
(:."l"1 Y shall provide office and facilities for DAR and Fixed Route adn'l.iDistration and
dispatch services. Said office fac.i.lity shall be open to the public between 8 a,rn. and 5
p.ni. on a Monday through 1"riday basis, with the exception of legal holidays (included. as
Altac;hnient 2). Any a.dditio.nal. office space needed shall be provided by
CO TRA(.'TOR at no additional cost to CITY. All dispatch services and supervisory
positions shall be located. at the Lodi. Station. All training utilizing CITY vehicles shall
take place; within the CITY service boundary.. Additionally, maintenance on the
CITY owned vehicles shall be provided by the CITY shop located at the Municipal
Serv]cQ Coater in Lodi.
Parking: for CONTRACTOR employees is available at the Lodi Station Parking
Structure locerted adjacent to the CITY's transit facility. Employees shall be prohibited
froiji parkiiig in the Transit Station's parking lot.
Ise VEHICLES AND ASSOCIATEP_EQUIPMENT
The vehicles shall be kept in good condition at all times when in passenger -carrying
service as cvidenced by, but not limited to, the following -
1. No deals or significant scratches
?. paint in. goad condition
3. No broken or cracked windows
4. No toric interior surfaces, including seats
5. Clean interior surfaces
CONTRACTOR shall be responsiblc for notification of any repairs (minor or Ingjor) to
the personnel at the shop. Daily upkeep of -the vehicles (including, but: not limited to,
routlue cleaning and washiaa.g) shall be the resperssi.bility of the, CONTRACTOR,
Vehicle Micriors shall be cleaned daily, Vehicle exteriors shall be cleaned a miniz uni. of
one (l) £iaxae eaa.ch week. Vehicle interiors shall be professionally detailed a mininlu.ni of
cameo every six (6) months. CITY shall assist in finding cleaving personnel. with cast to
be paid by CONTRACTOR.
C"TOR.
CITY reserves tke tight to periodically inspect all vehicles and equipment, Ally vehicle
,, ich does not meet the conditions listed above shall be removed froai3 service and
cleaned by CITY staff with the cost for souvices passed oil to CONTRACTO. R with all
sac dl6oaaal ` :�f ,00 adad nistrativc fee,
CITY sliall procure and maintain replacement tires, radio communication equipment and
license. fare collecti€au systems, and maintenance equipment and tools. CITY shall be
responsible f:or any and. all required. rnainteraarnce (both mechanical and. body repairs), to
ensure drat the operation of call CITY -supplied equipment will, at all times, rneet or
exceed the requirements stated hereiaa. CITY shall notify CONTRACTOR of any
vch.k1cs failing to pass any inspection conducted by the California Highway Patrol.
Alternat€vos to the proposed radio service which meet the needs of the requirements m.4ay
be submittod in. writing to the CITY prion- to the pre-bid conference. Any accepted
alternatives will he recorded and provided to all bid holders to allow for all agencies to
ofle:r the aaltevtaative service.
13. FARE REVENUE,C`01,LEC"T ON AND DEPOSIT
CITY shall daerminv passenger fare rates and the method of collecting and depositing
farts and reserves the right to change fare rates and methods o[`collectitig and depositing
l -£gyres at any t3inie it deems appropriate. All fare, pass and. ticket revenues collected for the
C"ITY's DAR nand Fixcd Donate services shall. remain the propefty of the CITY. It shall be
tlic responslblhty of the CONTRACTOR to assure that its employees collect the proper
flare, pasta and ticket arnounts from. DSR and Fixed Route patrons following procedures
established heroin. .Drivers shall not handle the, fare unless required to do so in assisting a
passenger, CONTRACTOR small be responsible for the safe passages of fares to the
CITY, CITY may require, CONTRACTOR to reimburse the CITY for fare revenue least,
mispiaaccd, stolen or o `aeiNmsc missing while under the CONTRACTOR's care and
control, . ntii_ otherwise directed, CONTRACTOR shall delivor fares daily, in
EaCeord.aracc with the procedures provided by the Finance Department (included as
Attachment 3).
CITY sbaall provide a sufficient n ariber of farebox vaults; so that slulultal-Leously while
oaic (1.) set is being transferred to the CITY, another set is in the vehicles.
CITY is to provide a change rnachln.e for use at Lodi Station during open boors. The
('101\"FRACTOR shall be responsible for stocking, servicing and anaa.int4lu ng the,
6
CITY-funushed. machine and paying all fees associated with securing adequate change
for the r.aiachirie. Repairs due to machine failure to be handled by CONTRACTOR witli
cosi: reimbursed by CITE' fior expenditures.
CI�I_Y will SUpply CONTRACTOR with tickets and CONTRACTOR shall crake thean
availatite for purchase at the Lodi Station or as otherwise directed by the CITY. Proceeds
collected frons the sale: of these items shall be submitted to the CITY once a week or as
c3t4�erwi5 -
directed by the C'trITY. (.',ONTRACTOR shall maintain a proper accounting of
acrd be firianc ially responsible for any tickets ander C ONTRACTOR's control.
c=conrztI . g mir -thod shall be sub set to CITY's approval.
45 RA>l() IC111V T
CITY shall procure, install and maintain a radio commu-nicaiiorns system for each vehicle,
as well as two ('2) base statior�-is for dispatching to allow for the arzaely and efficientdispatch, coordination and response to service calls.
No vehicle shall operate in service without a cot munications system unless othenvi.se
approved by the Transportation Manager, "Land held" Waits may be used on vehicles
when the regular unit is not functi€ rung.
C"l')'Y shall provide and maintain licenses on radio system.
Altoma.ti es to the proposed radio system which meet the needs of the reguir-e€ ients may
be submitted M wrltiiig to the CITE' prior to the pre-bid conference. Any accepted
alternatives will be recorded and provided to all bid holders to allow for all agencies to
offer the alWnlafive, ServieQ.
L a R ,N�.1�3 MATE e f� F
A. Printed materials intended for distribution outside of CONTRACTOR's office
ELIC lit)! for thQ purpose of promoting ridership shall be supplied by the CITY,
However, ridor's guides and tickets for the Dial -A -Ride and Fixed Route services
shall he the responsibility of the CONTRACTOR to prepare, purchase and
distribute. All rider's guides and tickets must be approved by the TransportatiOrl
Manager pr.iore to printing and distribution. Rider's guides Must be stocked at
locations de;te.riniried by the CITY including, but not limited to, City Hall, Lodi
Statioei., City Library, and City FMance Department.
B. All Pll lterisls used Mter-rrally by the CONTRACTOR shall. be supplied by the
i:'ON TRACTOR.
7
10. ft R4ONI NF ,
A. CONTRACTOR. shall provide, at all tines, management, supervision, drivers,
dispatchers, trainers, on -board supervision, and such other- personnel necessary to
v sp€ nsibly operate the DAR and Fixed Route systems.
B. 10 -lin (en (10) days of corm-nenc ernent of the Agreement, CONTR AC" l OR. shall.
provide CITY a roster of existing drivers and with a tirTie frarrie to be specified by
the Transportation Manager, shall provide CITY with inform. ation about
newly -hired. drivers as may be required by CITY at C ONTRACTOR's expense.
C`', Itis the CTTY's expectation that the CONTRACTOR will give preference to
employees who are, currently providing this service, as long as the employees
meet the 'hiring qualifications of the CONTRACTOR.
D, Drivers shall be assigned to the CITY location. Drivers shall not routinely rotate
from ilie CITY location to other locations managed by the CONTRACTOR.
E= All Drivers shall. be enrolled at tht. CONTRACTOR's expense into the California
H ighwavy' Patrol Pell Program, Additionally, procedures addressing
C ONTRACTOR's notification and reporting process for dealing with reports
recti.€ved from the prograr i are t€) be submitted to the CITY.
17. EMPLOYEE RKKIRKME�
A. Employee Standards
In order to respect the public and. to avoid exposure to liability and risk, CITY
reser-ves the -fightto approve the hiring of and to require the removal of any of
C NTR CTOR's employees who do not meet the iniiaimum employment
€ tia.li�fications outlined below.
(1) Driver I.nstroctors
(a) Valid Class B license; and
(b) Valid iiistrti€ for training consistent with "Train-tbe-Trainer" or other
fornia.l training program recognized by the State of California
Department of Motor Vehicles as having met Mate requirements.
(2) Bus Drivers
(a) A valid California Class B driving license and appropriate Transit
Certificate, and
(b) A minimum of two (2) years licensed driving experience; and
(c) Department of 3i.astice criminal background clearance and
fragerprinting; and
(d) Completion of CONTRACTO 's driver training program, which
shall comply with applicable State and federal laws and regulations,
(3) river Disqualifications
At a minimum, CONTRACTOR shall riot hire or continue to employ as a
bus driver any of the following persons:
(a) Any person who has been. convicted of a crime involving moral
turpitude or narcotics within the two (2) years imracd:iately
preceding consideration of such person for employment or during
that person's term of employment with CONTRACTOR.
(b) Any person who has been convicted of driving a vehi.cale recklessly
within the two (2) years iramediately preceding consideration of
such person for employment or during that person's term of
erg-tployment with. CONTRACTOR,
(c;) Any person who has been convicted of driving a vehicle while under
the influence of intoxicating liquors and/or drugs, or of reckless
driving involving the use of alcohol grid/or drugs within the five: (5 )
vears it itnediately preceding consideration of such person for
empl.oynrent or during that person's tenni of e mployrnent with.
CONTRACTOR,
(4) Driver Evaluation System
CONTRACTOR small develop, maintain and enforce a driving
perforrnaric (L and safety evaluation system for the evaluation of its bus
driver- employees throughout the: terra of this Agreement. Drivers not
nweting aunirriurn performance requirements shall not be eligible to drive.
Said evaluation system shall be provided to CITY prior to initiation of
service under terms of this Agreement. CITY reserves the right to have
C"ONTR—A C`TOR modify, expand or revise said performance evaluation
systen-i.
(5) Driver Courtesy
CONTRACTOR shall s€ pervi.se all. drivers to ensure that they are
courteous to all patrons at all tirnes and accurately respond to patron's
€ ue.stions regarding use of the CITY'S DAR or Fixed Route systems or
any connecting systems.
(6) UnI forrns
Drivers shall wear uniforms satisfactory to the CITY. At Gr minin-rum.,
uniforrxr.s shall consist of identical shirts with a. company paten, trousers
(jeans are unacceptable) or professional -appearing shorts made of the
9
sande material as uniform trousers, and professional -appearing clip/pint
narnetag indicating the driver's name. While on duty, drivers must be
rrcatly groomed and dressed its unifon-n at all times, except during special
theme -oriented days designated by CONTRACTOR or as exempted by the
`I rartspoilatiotr .Manager,
18 r A —CC I—DE —NT S/ I.—NC ILiFE. NSS/ leaL'I NMIENT IAl�I�1.C�ll� S AND REPAIRS
A CONTRACTOR shall report any and all accidents in a manner- satisfactory to
CITY. CONTRACTOR shall report any unusual incidents occurring onboard
either the DAR or Fixed Route systems in a manner satisfactory to the CITY.
Vehicular accidcrits shall be re;pomd, as shall passenger incidents.
B. -til iit(ort-ration, regarding accidents shall be cosffide.ntial. .Employees shall refrain
froth speaking to arryoiie concerning the accident, unless it is to police,
supervisory personnel, CITY Risk Manager, Transportation ,Manager, or other
person(s) involved in the accident as required by law,
Should the CONTRACTOR be deemed at fault io an accident which requires
removal. of a vehicle froth. service, CONTRACTOR shall be responsible for
acquiring a replace.€ -lent vehicle for the duration time required to fix the CITY
vehicle at a cost to the CONTRACTOR.
1). CONTRACTOR shall maintain a log of all accidents and incidents in. a manner
satisfactory to the CITY and submit a copy of said log to CITY wi.t.h:in tell (10)
days fi:ollowing the last day of the preceding n onth.
L;. CITY shall not. be responsible for the payment of any traffic tickct firtes incurred
by any of the CONTRACTO 's employees.
-19. -OPERATING POLICIES
'I"he 'CollowitlLP operating policies, Subject to modification by the Transportation ;Manager,
shall be enforced by the CONTRACTOR:
A.Passengers shall not be pernfitted to smoke, cat or drink anything aboard the buses
at any time,
B, No one shall be permitted. to solicit on the vehicles, with the exception of
personnel specifically authorized to do so by the Transportation N4anager.
C". No vehicle shall be opexated wheii its condition is unsafe.
D. Wheelchair lifts shall be operated its compliance with the procedure recomin.ended
by the aianufacturer and required by the ADA,
CONTRACTOR shall enforce all rules applying to passenger behavior on board
alae vela.ic.les as may be established, revised or modif ed by the Transportation
Manager,
20, FUELING
�Vhe majority of the twenty-five (25) fleet vehicles provided by the CITY for use by the
CONTRACTOR tern on Compressed Natural Gas (CNC). The CITY is providing these
vehicles along N,,,ith a CNC fueling station located inside the, corporation yard at the
Municipal Service Center. A back-up fbel.ing station is located at Kludt Station on
Pirie S 'e,e east ofthe Transit Station. in Lodi. All NABI vehicles and the Trolley are to
be =breed prior to daily wrvice, �N-iib Dial -A -Ride fall -tips coordinated during off-peak
hours as needed,
Prior- to starting, all drivers rust undergo a. fueling instruction course offered by the
CITY, it will be the responsibility of the CONTRACTOR to contact the Fleet and
Facilities Manager o.r :Fleet Supervisor to schedule this training, Auy constraints oil
fueling times shall be comrraunIc,ated to the CONTR-ACTOR by the Transportation.
Manager, Fleet and Facilities Manager or I:{teet Supervisor. Vehicles shall be adequately
fueled. pnor to the stmt of daily operat.i.ons.
No employee is to faael any vehicle prior to receiving the proper instructions from.
designated CITY personnel.
C ONT:PWTOR shall, at its expense, provide !raining acrd retraining for all. bus drivers
operating vehicles, all dispatchers and all. telephone receptionists, All employees shall_
sati s facto rdy con'.rplete training specific to their job assignments before being assigned to
work. At a rrainimurn., said driver training program shall:
(I.) Comply with all. Federal and State regulations regarding the training of
drivers and driver trainers.
(2) Contain persodle safely meetings to be attended by all drivers and driver
superv.isors.
() Contain training components, as necessary, to erasure that all personnel are
trained to proficiency, as appropriate to thein duties, so that they operate
vehicles and equipment safely and properly assist and treat individuals
with disabilities who use the service In a respectful and courteous way,
with appropriate attention to the differences among individuals with
disabilities.
CONTRACTOR shall ensure that all employees are trained to be knowledgeable of and
sensitive to the disabilities of the individual passengers and treat each passenger in a
nianne;r £.appropriate for the; passenger's disability. All employees shall receive customer traming to ensure, to the extent possible, that patrons have no cause to comphlin about
CONT 2 crOR's customer r-olations. CONTRACTOR shall conduct its training
program its strict accordance with said training program on file with tlae CITY.
Docun-ientation of driver attendance at training meetings and a copy of meeting minutes
shall be kept onfilo. by CONTRACTOR and submitted to CITY quarterly.
Docurneratation of a.ttendanc e <and rxroefing n-iinutes shall be in a format acceptable to the
(11 1 Y,
e SAFETY ANtD INSURANCE
CONTIG CTOR, shall, at its expense, provide ongoing safety training for all workers
during the t.erni of the contract. It is the, sole responsibility of the CONTRACTOR to
Go.;reply with all Federal and State regulations regarding safety.
CITY is as member of the California Transit Insurance Pool which covers all transit
vehicles provided. to CONTRACTOR by CITY. CONTRACTOR shall be responsible
For all coasts not covered by insurance incurred by the CITY for accidents,
?3a QP RAI ING DATA C01I;F-C" ION. REPORTS,, RECQRDS, FINANCIAL
REPORTING
A.. DAR Trip hit"bri-nation
CONTRACTOR shall record inforn-iation for each trip and categorize the
information into the following categories: Senior/Disabled DAR and General
Public DAR, Additiona1 criteria.Icla.ssifications may be added upon request of the
CITY. For each trip, the following information shall be collected, at a mi.r-riMurra
and be furnished to the CITY monthly:
C. a Nan -ie
(2) Origin
()) Destination
(4) Trip Distance (intenths of idles)
(5) Time Passenger in on -board vehicle
(Ca) Schcduled pick-up tura€:
(}
'Time boarded
(8) Time alighted
(9) Any unusuM oircurnstartces encountered
(10) Senior/Disabled or General Public eligibility
(1 1.) Fare paid
(12 ) lumber of passengers in. party
I3. General
In addition to the other records and reports required herein, CONTRACTOR shall
compile, maintain and furnish to CITY certain reports and statistical data for the
month and yeaar-to-date and cornpazc it with the; sane data for the previous rr orith.,
sarne inorith previous year and year-to-date for the previous fiscal year.
12
(1 } Dotal ridership by fare category: Senior/Disabled DAR passengers,
General Public DAR passengers and Fixed Route passengers.
Additionally, account for the number of wheelchairs transported.
(2) Total vehiele segvicc. miles for each system
0) Total RevefaUe ser-Viec Iz111es for each system
(4) Total vehicle service hours broken out by Weekday, Saturday and Sunday
for each system
d
(5) Average passengers per vehicle service hour and per vehicle service naile
for each system
(ti) Average wait time for passengers with reservations versus passengers
without: resci-v ztions (DAR system only)
(i) umber of passengers boarded within twenty (20) rninutes of appointed
boarding r1me in five (5) minute increments, (DAR)
(8) Number o.f'passengers boarded outside of twenty (20) minutes of
appointed boarding time in. five (5) Miraute Increments (DAR)
(9 Number of appointed passengers not picked up (DAR)
(1 )} Average: rid€ t.irne per passcal _,er by service area (DAR)
(l 1) Number of passengers whose; trips are completed within the ride time limit
(DAR)
(1-1 Nu ber of passe,ngers whose trips are not completed v"Abizl the time limit
(DAR )
(1 3) Transfers collected and sold (Fixed Route)
(14) Attendants transported (DAR)
(15) Accidents (both systems)
Ronainde:r: Passen� ers are not to be denied service daze to their requested trip time r -lot
Mug available. However, alternate pick. -up times may be necessary to handle the
;.amount of -calls received. CITY reserves the right to limit the i-.iurn.ber of reservations .at
any giver time,.
C". Reports
(1) Within thirty (30) days of the end of each nionttr, a rarrdoni four (4) day
per month statistical surni-nation report, indicating ridership distribution by
true ofdayacrd trip purpose, Vehicle assi�r went distribution and
wheelchair ridership distribution by time of day shall be submitted to the
CITY. Selection of vehicle and day for survey shall comply with the
National 'Transit Database requirements.
(2) Witbin thirty 30 days of the: end of each month, a n-onthly complaint lo;
indicating c;oraiplaints received by CONTRACTOR regarding the service
provided and CONI'RACTOR"s response. Report to be on S 1/2" x l f"
paper.
W
(3) Telephone CITY within sixty (60) minutes, regardless of f4 lt, if vehicles
are not o€1 the road like they should be, for whatever cause, and the
arnourtt of time said service was interrupted.
(4) A telephone usage report: showing number of telephone calls received by
time of day, usage duration by time of day, and trunk r€ti.lization during
each hour of the day.
(5) Such other reports as are requested from time to time by CITY.
z3. Special Reports
CONTRACTOR shall cooperate, as required by CITY, in
conducting four (4) surveys of ridership, taking ridership counts,
and summarizing rider- characteristics.
b, National Transit Database (NTD) Reporting
(1) CONTRACTOR shall maintain the following linforr atio€a
and submit it to CITE' monthly:
(a) 'actual Vehicle biles: The miles that vehicles
travel while in revenue service (actual vehicle
revQnue miles) plus deadhead miles. Actual vehicle
miles exclude miles for operator training and
maintenance,
(la) Actual Vehicle Hours: The hours that vehicles
travel while in revenue service (actual vehicle
revenue hours) plus deadhead hours. Actual vehicle
b..ours exclude hours for operator training and
€-naintunance testing,
(c) Adual Vehicle Revenue Miles: The miles that
vehicles travel while in revenue service. Vehicle
re;vonue males exclude deadhead miles, and miles
for training operators prior to revenue service and
road tests_
(d) Actual Vehicle Revenue Fours: 'The lours that
vehicles travel while in reverme service. Vehicle,
revenue hours include Iayoverlrecovery time but
exclude deadhead hour and .flours for training
operators prior to revenue service and road tests.
14
(6) CONTRACTOR shall perform on -beard daily passenger counting and
sump-rarization as required by the FTA NTD Reportirl z Frcrgralll (FTA
Circular 271; O.2 4 as arrrended) and as directed. by CITY, and tabulate the
survey data in a report :Cormat required by CITY_
(7) CONTRACTOR shall report to CITY by September 1 of each year the
number of full-time equivalent employees working in the service
addressed by this agreemen.t.
a. Computerization ol'Roports
Data required under this paragraph shall be tabulated with a
computerized spreadsheet program. CONTRACTOR shall
ma.irr.tain proper backups of all required data on c;ompa.c? disc. Said
backups shall be dated no more than orie (1) day prier to last file
change, Data disks to be made available to CITY upon request by
Clrl.'Y for transfer of data to CITY computer.
b. Financial Reporting Requirements
CONTRACTOR shall. establish and maintain Cull and complete
books of account for services provided. hereunder which are
separate from its other operations. Such books of account and
accounting procedures shall be established. using the accrual basis
of accounti g and shall be subject to approval, inspection, and
audit by authorized employees and agents of CITY.
(8) Upon demand by CITY, CONTRACTOR shall furnish to CITY within
thirty (30) clays after Vie crud of each calendar quarter a quarterly report of
operating revonues and expenses. Upon demand by CITY, within ninety
(`ail) days alter the end oi'CONTRACTOR's fiscal year, CONTRACTOR
shall submit to CITY a statement of revenues a-nd expenses certified by a
CertiliQd Public .Ac;cora.ntant. CI'I`Y, at its option, may require additional
financial reports as necessary.
a. Ct. ry reserves the right to revise the reporting requirements
specified. hereinabove at its sole discretion.
24e CONTROL OF DRUG AND ALCOHOL USE
CONTRACTOR shall, at its expense, develop and Impler ent a drug control. program and
conduct drag testing in compliance with Federal and State laws and regulations. At a
nainim ni, said drug control program shall:
A. C o.ntain a policy on dreg use in the workplace.
1.5
F3. Contain an employee and supervisor education and drug awareness -training
program.
C. Contain a drug -testing program for employees and applicants for employment in
sensitive safety positions. Categories for testing shall include pre-employment,
reasonable cause, post accident, and return to duty. The dating testing grogram
shall also include: sample collection procedures outlining methods for sampling
and methods for collection; drug testing procedures outlining analyses for testing
of amphetamines, cocaine, opiates, phencyclidine, and marijuana; laboratory
findings procedures and reporting reviews; methods and policies on violations and
consequences for violating the rules and regulations of this policy (disciplinary
actions).
D. Contain an employee assistance and rehabilitation program.
E. Contain procedures for record and report keeping outlining positive test results,
releasing of information on tests. certification of compliances from laboratories
and medical review officer, and administrative actions to meet all State or Federal.
regulations regarding the drug policy.
F. Contain a policy which requires that any employee performing a sensitive safety
tinction, as defined in 44 C.F.R. Part 653, who refuses to take a drug test
authorized in the approved drug program or does not pass said gest may not return
to a sensitive safety function until that employee has passed an approved
return -to -duty test.
CONTRACTOR shall submit to CITY copy of CONTRACTOR's drug and
alcohol policy. CONTRACTOR shall submit to CITY annually FTA alcohol
testing and drug testing MIS "EZ" Data Collections Forms.
26. 1. CEliJ.f4(NEOUS
A. CONTRACTOR shall resolve citizen complaints to the best of its ability utilizing
a written procedure subject to CITY approval and revision at direction of CITY.
IJnresoived complaints should be directed to CITY Transportation Manager.
B, CONTRACTOR shall cooperate with CITY to develop an emergency
transportation procedure to enable the efficient provision of DAR and Fixed
Route transportation in emergency situations when requested by CITY or by
outside agencies and authorized by CITY.
C. If directed to do so by CITY, CONTRACTOR shall work with other transit
operators to coordinate transfers between them and DAR and Fixed Route,
D. CONTRACTOR shall cooperate with CITY staff in the modification of any
aspect of DAR and/or Fixed Route operating policies, procedures, programs or
16
any other area of public transit operations that affects the DAR and/or Fixed
Route service provided by CONTRACTOR under the terms ofthis Agreement.
P. Once each quarter as directed by CITY, CONTRACTOR shall, at its own
expense, mail to a maximum of five hundred (500) DAR patrons, selected at
random from its data base, a survey form furnished by CITY. CONTRACTOR
shall furnish to CITY a copy of the mailing list for each survey distribution. The
surveys are to be returned to CITY by client. Survey data will be tabulated by
CITY.
CONTRACTOR shall have a working knowledge of all aspects of the rules and
regulations for ADA, FTA, and TDA as they apply to the operation of the services
specified herein. CONTRACTOR shall notify CITY at any time that it becomes
aware of an issue that is not being properly addressed.
G. If requested by CITY, CONTRACTOR shall provide services specified by CITY
to other communities within a forty-five (45) mile radius of downtown Lodi,
CONTRACTOR and CITY shall mutually agree upon compensation due
CONTRACTOR for the provision of such service.
27a_i FT SPQNSIBIL,ITIES d)F TIIk CITY oF I CiJ3I
Base service will be met by utilizing vehicles, parking, maintenance and office facilities
provided by the CI'T'Y. CITY shalt ensure that all vehicles provided by it will be in a
roadworthy condition, CITY shall maintain and repair all vehicles and equipment
provided by CITY hereunder,
If vehicles are for any reason not available for service during the term of this contract, the
CITY shall have the option of providing suitable replacement or back-up vehicles ducting
the remaining term of the Agreement or requiring the CONTRACTOR to provide such
vehicles pursuant to a separately negotiated agreement,
CITY shall perform the following duties and accept the following responsibilities with
respect to the performance of the CITY's transit services. To the extent reasonable and
feasible. CONTRACTOR shall assist CITY in this regard.
A. System Planning d Administration
CITY shall be responsible for all planning, coordination and policy activities
relative to the Fixed Route and DAR services, service areas, fares, schedules, days
and hours of operations, preparation of planning documents, budgets, grant
applications and related documentation, and other such activities relative to
overall system administration and contract compliance monitoring. CITY shall
establish criteria for eligibility on "specialized" (elderly and disabled) demand -
response and subscription DAR services.
17
CITY shall act as the final step and/or body of appeals in the resolution of any
service complaints that the CONTRACTOR is unable to resolve.
S. Nomotio_ nz_Markenno and Customer Service
C'I'fY shall be responsible for development and preparation of all marketing
materials for the Lodi transit services. CONTRACTOR shalt cooperate with
CITY in the placement, scheduling and distribution of all advertising and
promotional materials designed to inform patrons ofthe CITY's services and to
promote ridership.
CITY will provide the use of its normal customer service lines, processes and
procedures to receive, investigate and resolve customer service complaints.
CONTRACTOR shall cooperate with CITY and provide access needed to
employees and records to resolve all customer service and service complaints.
(1. FACILITIES AND EOUIF'r _W
T Ire office facilities are located at 24 South Sacramento Street in Lodi, This
facility is provided to CONTRACTOR for use during term of this agreement.
Included with the office facility are the present office furniture, desks, chairs,
book cases, file cabinets, tables, workstations, telephones, personal computers,
copier and fax machine. Not included with the facilities are utilities, janitorial
services or office supplies.
28. 1 0DI TRANSIT SERVICES POLICIES AND STANDARDS
The CONTRACTOR will make every effort to meet the following CITY transit service
policies and standards in the operation of the CITY Fixed Route and DAR services.
Penalty payments shall be assessed in accordance with the Performance Rased Penalty
Prgg aul, designated as Attachment I to this Exhibit.
A. Performance Standards
(F) DAR Demand Response: 100% of passengers will receive service within
45 minutes of their initial call
(2) DAR Reservations: Pick-up time within 15 minutes of promised time (30 -
inmate window)
(3) DAR average trip time not to exceed 20 minutes
(4) Operate service with accidents at less than one per 50,000 miles.
W
B. Productivity Standards
M Trips per DAR revenue vehicle mile shall not fall below 0.40.
(2) Passengers per Fixed Route revenue mile shalt not fall below 1.0.
(3) Trips per revenue vehicle hour shall not fall below 4.0 for
Demand -Response service.
(4) Passengers per revenue hour shall not fall below 10.0 for Fixed Route
service.
(51 Revenue hours per FTE shall not fall below 1200.
(6) Farebox recovery ratio of 20% or more for CITY Transit Services.
These policies and standards are subject to change or modification by the CITY at any
time. CONTRACTOR will be consulted regarding any change prior to its final adoption.
C'hc fallowing definitions and measurements shall apply to the Performance Monitoring
Program:
(1) Accidents per k miles is calculated by dividing the number of accidents in
the reporting period by the number of vehicle service miles in that
reporting period.
(2) Vehicle breakdowns per R miles is calculated by dividing the number of
breakdowns or road calls in the reporting period by the number of vehicle
service miles in that reporting period.
(3) Passengers per vehicle service hour is calculated by dividing the number
of passengers by the number of vehicle service hours in a reporting period.
19
All proposers must submit an answer sheet addressing questions included in this questionnaire.
The answer sheet must respond to each of the following questions in the precise order as
presented. Answers to each question may be inserted in a binder or spiral bound with tabbed
sections addressing one (1) or more questions but must be addressed in the same order as shown
in this questionnaire. Proposals which do not address each question may be considered non-
responsive and rejected. Responses must be submitted on paper separate from this
questionnaire. Proposers should note that the Scope of Work contains minimum requirements for
some areas which the proposer is required to address in this questionnaire. Submittals not
addressing such minimum requirements may be considered non-responsive and rejected.
1 Describe your firm's proposed program to accommodate "no-shows," absenteeism, vacation
and turnover of employees. What assurance that drivers will always be available as needed
can be given?
2. Describe how service quality would be monitored.
1 In three (3) pages or less, outline your firm's training and safety program for new drivers
and retraining program for veteran drivers. Included, at a minimum, must be an outline of
the topics covered, the time which would be devoted to each topic, the number of classroom
hours, the number of behind -the -wheel hours with trainers only, the number of driving hours
in revenue service with a trainer or instructor, the amount of time devoted to customer
relations and sensitivity training. In addition to the above, a complete detailed description of
the driver training program must be submitted with the proposal.
4. Submit a brief description of the training program for dispatchers and telephone
receptionists including an outline of topics covered and time devoted to each topic. The
description must address customer relations and sensitivity training in addition to other
topics which might be covered.
5. How does the firm propose to ensure that, during the transition from the current contract to
the new contract, service will be provided in a continuous, uninterrupted manner and that
the breadth of system knowledge among employees which must be transferred to system
passengers is no less than that which was provided prior to the beginning of the new
contract? How will the proposer's knowledge of the intricacies of each transit system be
sufficient to ensure that transit agency staff will not need to spend time educating the
proposers staff on such matters?
6. How does the firm propose to compensate its employees for increases in the cost of living?
7. List the experience your firm has providing and/or managing publicly funded demand -
response, door-to-door paratransit service, fixed -route and fixed -route -deviated transit
services. For each system, list dates of service, annual vehicle mileage, number of
vehicles, number of annual passengers, and the name and telephone numbers of
M
responsible individuals who can verify service. Attach additional descriptive material, if
necessary-, however, the following format must be used for the information required above.
---_ .-------- _...---.----- -i-
System Type* Dates Number ( Annual Contact Phone
Name & of of of I Passengers Name Number
Address j S_-ervice.',_Se Vehicles- —------
____- -- - —
G
-1- - .
- -- - -- -----
----
_ #- fixed -route, m
deand-res- - -- — -
- — pones, route deviation, etc.
& Is there any recent, current or pending litigation involving transit services operated by your
firm due to accidents involving death or serious injury? ("Recent" shall be defined as any
judgement entered or settlement reached within the past five (5) years which resulted in a
dismissal of a lawsuit). Answer "yes" or "no". If the answer is "yes", give details, including
court and number of each case.
0. Are there any past, current or pending financial/legal issues which might jeopardize your
firm's ability to provide services per the requirements of the attached agreement at the
prices quoted by you for the five (5) year term? (Answer "yes" or "no", If the answer is
"yes`, give details.)
10. Attach Financial statements (last year-end income statement and balance sheet and most
current interim income statement) in the following descending order of preference:
a. Statements audited by a certified public accountant (CPA) or government auditing
agency or 10K Report.
b. CPA -reviewed statements
11 Has your firm applied for credit protection under any bankruptcy proceeding over the past
five (5) years? (Answer "yes" or "no"). If the answer is "yes", give details.
12. Since January 1, 1998, has your firm or a public or a private non-profit agency with which it
contracted, terminated a contract involving your firm's provision of transportation services
prior to the contract's intended expiration date? Your response must state "yes" or "no". If
the answer is "yes", the following information must be provided for each contract
termination.
a. Transit operator name and address,
b. Name and telephone number of contract administrator for said transit operator,
C. Explanatory information,
13. Complete and submit the "Non -Collusive Affidavit" included in Section G of the RFP.
14, Complete and submit the "Eligible Bidder Certification" included in Section G of the REP.
15. Provide the name of the firm's contact person, address, telephone number, and facsimile
(FAX) number (if available), If no FAX machine available, state such,
Instruct ons:
With each proposal submitted, an answer sheet addressing each of the following questions must
be submitted. The answer sheet must respond to each of the following questions in the precise
order as presented. Answers to each question may be inserted in a binder or spiral bound with
tabbed sections addressing one (1) or more questions but must be addressed in the same order as
shown in this questionnaire. Proposals, which do not address each question, may be considered
non-responsive and rejected. Responses must be submitted on paper separate from this
questionnaire. Where a tabular format for an answer is specified, the proposer must provide a
response for each column and row heading and may use the term "Not Applicable" where
appropriate. Proposers should note that the Scope of Work contains minimum requirements for
some areas that the proposer is required to address in this questionnaire. Submittals not
addressing such minimum requirements may be considered non-responsive and rejected
1. Describe how your proposed operation would be organized. An organization chart must be
attached for each proposal submitted indicating all job classifications in the organization
and the number of full-time employee equivalents (split between full-time and part-time),
that would be allocated to each job classification. Provide an organization chart showing
how many positions (or fractions thereof) would be assigned to each job classification
during a typical peak hour. Provide a brief description of the duties of each position. At a
minimum, the chart and description should address the position, or equivalent, of manager,
supervisor, telephone receptionist, dispatcher, bus driver, and mechanic. Provide any
information that would assist in determining the quality of the proposed organizational
approach.
2. How does proposer intend to utilize the current contractor's drivers, dispatchers,
supervisors, and other existing staff?
3. For each job classification shown in the organization chart submitted for question #1 above,
list the proposed wage scale including step increases and the time period between step
increases. Utilize the format shown below. Expand the table to show additional step
increases if necessary. The City has included the minimum pay guidelines. They are:
New Hires: $12,25
1 year of service: $12.65
2 years of service: $13.05
3 years of service: $1145
4 years of service: $13,85
5-8 years of service: !CM 425
9 years of service: $15.25
Years of service shall include the cumulative number of years an employee has been
employed driving a City of Lodi revenue vehicle. CONTRACTOR agrees to insure all full-
time drivers for health, dental and vision insurance. CONTRACTOR shall pay all premiums,
including increases in premiums on behalf of the driver.
The column showing the number of positions for the site manager, supervisor and trainer job
classifications should reflect the number of full time employee equivalents (FTE's) devoted
to the transit system in question. If less than 100% of an employee's time in one of those
three (3) classifications would be devoted to the system, the entry in the "number of
positions" column should reflect the fraction of an FTE that would be devoted to the system.
—,---- -- ----- - Time
Period
Job Classification Number of Hourly Wage At Each Step Between
Positions Step
---- - +— -- -
A B C D E Increases
__- _--- E
Site Manager (FTE)-----
_. - - -- ---
I
Supervisors (FTE)--
- - --
Trainers (FTE)
Drivers - Full Time � �-
$
Drivers Part Time -
-- -- -- — _J1 --
Dispatchers - Full Time
Dispatchers - Part Time
- - -- ---- -J - —
Vehicle Cleaning Full Time -- —
Vehicle Cleaning Part Time
Telephone Receptionist- Full T. j
- -;--- ---��-- ----jam-- -
Telephone Receptionist -Part Time
� Other--
Full Time (list)
Other - Full Time (list,
-- �- --
Other Part Time (list)
--- -----
Other
-- Other Part Time (list)
-- -- ---- ---- — —--- — J
4. Specifically identify and describe the experience and qualifications of the proposed on-site
manager who will be responsible for day-to-day operations. A resume" for this individual
must be attached. Identify references (including phone numbers) who can verify the
proposed on-site transit manager's experience. if the proposed manager obtained his or
her experience with the proposer's firm, proposer certifies that the proposed manager has
the experience identified.
F-2
5, Describe the telephone system you propose to use. Include the number of lines to be
installed and any feature of the system which increases service efficiency, provides more
convenience for clients and customers in connecting with the trip reservation taker,
receptionist, or information providers, or provides for monitoring of telephone system usage
by the transit agency. Indicate if the system has the capability of recording conversations
and how that aspect of the system functions,
6. Describe your firm's proposed dispatch system for demand -response service. Describe the
specific software proposed for use, hardware required in the office and on the vehicles for it
to function. Describe the proposed on-site manager's experience with this system.
7. Provide an overview of your start-up approach and transition plan from existing contractor
to new contractor and attach an implementation schedule outlining the steps to be taken
and timing up to the point of the beginning of the operation of the service. This transition
plan must demonstrate that the proposer has thoroughly considered all that needs to be
done to transition to the new contract with minimal disruption to existing transit service and
with minimal assistance from the Transportation Manager.
8. indicate additional resources possessed by your firm which would be available (with or
without cost) for the transit agency to draw upon should the use of such resources be
considered by the City of Lodi to be of benefit.
9. Please list and price any other items you propose to offer as an option in addition to the
service required by the RFP, the Agreement and the Scope of Work.
10. List any service, program, resource, new or creative idea or proposal detail not mentioned
earlier that would be of benefit to the City of Lodi and would be available to the City of Lodi
at no additional charge.
11, Complete and submit the "Price Proposal" and "Cost Summary" forms included in Section
G of the RFP. Be sure to include a fixed rate monthly fee, per service month, not to exceed
$49,681.39.
12. Provide the name of the firm's contact person, address, telephone number, and facsimile
(FAX} number (if available). If no FAX machine available, state such.
F-1