CITY OF SAN GABRIEL LETTER OF INVITATION REQUEST ...

CITY OF SAN GABRIEL LETTER OF INVITATION

REQUEST FOR PROPOSAL (RFP) 2020-16

CONTRACT OPERATIONS FOR DIAL-A-RIDE TRANSPORATION SERVICES

Date: October 5, 2020 Attention: Proposers and Interested Parties Subject: Contract Operations for City of San Gabriel Dial-A-Ride Notice is hereby given that the City of San Gabriel is soliciting proposals for the above described service. You are invited to submit a proposal for the performance of the service described fully in the Request for Proposal which is available on the City’s website at https://www.sangabrielcity.com/1397/Bids-RFPs. Provision of service will commence on December 1, 2020. The proposal process, terms and conditions will be in strict accordance with the following parts of the Request for Proposal document:

I. General Information II. General Requirements III. Instructions to Firms Submitting Proposals IV. Description of City of San Gabriel Dial-A-Ride V. Proposal Forms and Attachments

An original and five (5) copies of your proposal and one (1) PDF file on thumb drive, using the Proposal Forms included within the Request for Proposal and including all information required by the Proposal documents, must be addressed and delivered to:

City of San Gabriel City Hall 425 South Mission Drive San Gabriel, CA 91776 Attention: Dial-A-Ride Proposal

All proposals must be in writing, sealed and clearly identified as “Dial-A-Ride Proposal”. To be considered, a complete proposal packet must be received at City Hall no later than 5:00 p.m. on Wednesday, October 28, 2020. Postmarks will not be accepted. The City of San Gabriel assumes no responsibility for errors or delays by public or private carriers in delivering any proposal. Proposals received later than the above date and time will be rejected and returned to the proposer unopened. Proposals shall be valid for a period of ninety (90) days after the final proposal date of October 28, 2020. The City of San Gabriel reserves the right to reject any or all proposals, to waive any informality or irregularity in any proposal received, and to be the sole judge of the merits of respective proposals received. Rebecca Perez Community Services Director Publish: San Gabriel Sun Date: October 5, 2020

Exhibit BRequest for Proposals 2020-16

https://www.sangabrielcity.com/1397/Bids-RFPs

CITY OF SAN GABRIEL

REQUEST FOR PROPOSAL (RFP) 2020-16

for

CONTRACT OPERATIONS FOR DIAL-A-RIDE

TRANSPORTATION SERVICES

City of San Gabriel Community Services Department

250 South Mission Drive San Gabriel , CA 91776

Proposal Due Date Wednesday, October 28, 2020

5:00 p.m.


CITY OF SAN GABRIEL REQUEST FOR PROPOSAL (RFP) 2020-16

FOR DIAL-A-RIDE OPERATIONS TABLE OF CONTENTS

SECTION I PAGE GENERAL INFORMATION Overview 1 Tentative Schedule 1 Proposal Deadline 2 Rights of the City of San Gabriel 2 Discrepancies and Misunderstandings 2 Interpretation of Documents; Questions and Responses 3 Legal Responsibilities 3 Proposer Interested in More than one Proposal 3 Modifications and Alternative Proposals 3 Contract Sum 3 Cost Proposal 4 Signing of Proposal/Authorization to Negotiate 4 Withdrawal of Proposal 4 Interview and Presentation 4 Facilities Inspection 4 Award of Contract 4 Term of Contract 5 Contract Payment 5 Implementation of Contract 5

SECTION II GENERAL REQUIREMENTS ADMINISTRATION/MANAGEMENT Administration 5 Licenses/Fees/Taxes/Permits 6 Operations Management 6 Project Manager 6 Subcontractors 6 Personnel Practices 6 Fair Employment Practices 6 Alcohol/Drug Screening Practices 7 Staff Support and Training 7 Driver Knowledge 7 Dispatch/Reservations/Customer Service 7 Tips and Gratuities 7 Fare Boxes 7 Staff Appearance 8 Removal of Unsatisfactory Personnel 8 COVID-19 Health and Safety Measures 8


Public Health Protocols 8 Technical Equipment 8 Computer Assisted Dispatch/Routing System 8 Telephone Equipment 9 Radio Equipment 9 Vehicles 9 Fleet 9 Maintenance Facility 10 Preventative Maintenance Program 10 Vehicle Condition 10 Cleanliness of Vehicles 11 Vehicle Inspections 11 Removal of Vehicle from Service 12 Vehicle Lifespan 12 Back-Up Vehicles 12 Vehicle Fueling 12 Vehicle Towing 12 City Conducted Inspections 12 Emissions Control Programs 13 Maintenance Records and Reports 13 Vehicle Maintenance Record Keeping 14 Environmental Compliance 14 Record Keeping and Reporting 15 Record Keeping Requirements 15 Report Requirements 15 Incident Reports 16 Accident Reports 16 Inspection of Operation Records 16 Failure to Report as Required 16 Complaints 16 Liquidated Damages 16 Assessment of Liquidated Damages 16 Payment of Liquidated Damages 17 Failure to Satisfy Liquidated Damages 17 Service Hours 17 Hours of Operation 17 City Recognized Holidays 17 Service Adjustments 18 Scope of Changes 18 Determination of Changes 18 Implementation of Modifications 18 Insurance Requirements 18 Indemnification 21 Suspension/Cancellation of the Contract for Clause 22 Failure to Meet Specifications 22 Termination for Convenience 22 Performance Bond 23 Non-Assignability 23 Non-Collusion 23 Additional Conditions 23


SECTION III INSTRUCTIONS TO FIRMS SUBMITTING PROPOSALS Proposal Document 23 Introduction to Firm 25 Cover Letter 25 Proposing Firm Information 25 Table of Contents 25 Firm’s Qualifications and Corporate Capability 25 Background Information 25 Reference List of Past and Current Clients 25 Pending or Past Litigation 25 Proposed Organization Structure and Staff Qualifications 25 Staff Positions and Functions 25 Project Organizational Chart 26 Resumes of Key Personnel 26 Staff Wages and Benefits 26 Description of Subcontractor Arrangements 26 Personnel Practices 26 Compliance with State and Federal Employment Laws 26 Description of Firm’s Employee Standards 26 Description of “DMV Pull Check” Practices 26 Description of Physical Examinations and Practices 27 Description of Alcohol/Drug Screening Practices 27 Description of Personnel Policies and Procedures 27 Description of Established Accident/Emergency Procedures 27 Description of Sensitivity/Empathy Training for Elderly & Disabled Patrons 27 Description of Initial/Ongoing Training of Personnel 27 Technical Proposal 27 Description of Method and Resources to Perform Work 27 Description of Preventative Vehicle Maintenance Program 27 Description of Vehicle Maintenance and Storage Facilities 27 Description of Administrative Office/Dispatch Facilities 28 Description of Telephone Equipment 28 Description of Radio Equipment 28 Description of Computer Equipment/Capabilities 28 Record Keeping Practices 28 Description/Sample of Current Record-Keeping Forms 28 Description of Approach for Compliance with City Reporting Requirements 28 Description of Approach for Compliance for with MTA National Transit 28 Database Reporting Requirements Community Outreach/Marketing 28 Description of Proposed Community Outreach Efforts 28 Cost Proposal 28 Proposal Forms 28 Proposal Bond 28 Conflict of Interest Statement 29 Financial Viability Statement 29 Description of Insurance Coverage 29 Acceptance of Conditions 29


Additional Data 29

SECTION IV Description of San Gabriel Dial-A-Ride Program Operation 29

SECTION V FORMS AND ATTACHMENTS 33 Proposal Form 1 Proposing Firm Information 34 Proposal Form 2 References 36 Proposal Form 3 Past or Pending Litigation 37 Proposal Form 4 Designation of Subcontractors 38 Proposal Form 5 Conflict of Interest Statement 39 Proposal Form 6 Sample Line Item Budget 40 Cost Proposal for Dial-A-Ride 42 Sample Faithful Performance Bond 43 Map of the City of San Gabriel 44 Proposal Form 7 Acceptance of Conditions 45


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CITY OF SAN GABRIEL REQUEST FOR PROPOSAL (RFP) 2020-16

FOR DIAL-A-RIDE OPERATIONS GENERAL INFORMATION

The City of San Gabriel ("City") is soliciting proposals from qualified firms (referred to herein as proposers or contractors) for the contract operations of the Dial-A-Ride (“Dial-A-Ride”) paratransit system. The successful candidate firm will provide turn-key management and operation of the City of San Gabriel’s Dial-A- Ride program. Operations include management, fueling, vehicle procurement, repair and maintenance, reporting requirements, and assistance with marketing and promotional activities. The City of San Gabriel is the policy-making body for the San Gabriel Dial-A- Ride program. Overall administration, planning, monitoring and marketing of the program is vested in the City’s Community Services Department, under the direction of the Community Services Director.

All proposals will be reviewed by a selection committee familiar with contract operations, municipal government requirements and performance standards. Those contractors whose proposals meet the City's qualifications may be invited to an oral interview at which time they may make a presentation on behalf of their firm. In order to be considered for selection, a project proposal must incorporate all of the information required in this document.

Tentative Schedule: To assist firms in the preparation of their proposals, the following is a tentative schedule for the RFP process. The City reserves the right to modify this schedule or cancel the RFP process at its sole discretion.

October 5, 2020 Distribution of the Request for Proposals October 9, 2020 Questions/Proposal Clarifications due by 4:00 p.m. October 12, 2020 Responses out to any Questions/Proposal Clarifications

October 28, 2020 Proposals Due by 5:00 p.m. November 2-3, 2020 Tentative Contractor Interviews November 2-6, 2020 Review of Proposals—Facility Inspections, Contractor Interviews,

Reference Checks-if necessary

November 17, 2020 City Council Award of Contract to New Service Provider December 1, 2020 Start Date of New Contract


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Proposal Deadline: Submit an original and five (5) copies of the proposal and one (1) PDF file on thumb drive. All proposals must be submitted in writing, sealed, clearly identified as to content and received and time/date stamped at San Gabriel City Hall. Proposals received after the deadline date and time will be rejected and returned to the proposer, unopened. Send proposals to:

City of San Gabriel City Hall 425 South Mission Drive San Gabriel, California 91776 Attention: Dial-A-Ride Request for Proposal

The City of San Gabriel hereby notifies all proposers that it will affirmatively ensure that in any contract entered into pursuant to this RFP, minority and women business enterprises will be afforded full opportunity to submit proposals in response to this notice and will not be discriminated against on the basis of race, color, national origin, ancestry, gender, religion or disability in consideration for the award of contract. Attention is directed to the provisions of Section 1777.5 (Chapter 1411, Statutes of 1968) of the Labor Code concerning the employment of apprentices by the contractor or any subcontractor under hire. Affirmative action to ensure against discrimination in employment practices on the basis of race, color national origin, ancestry, gender, religion, or disability will be ensured. Rights of the City of San Gabriel: The City of San Gabriel may investigate the qualifications of any proposer under consideration, or require confirmation of information furnished in the proposal or require other evidence of managerial, financial or other capabilities considered necessary for the successful performance of the contract. The City reserves the right to reject any or all of the proposals at the City's sole discretion; issue subsequent Request for Proposals; cancel the Request for Proposal process; remedy technical errors in the Request for Proposal documents through addenda; appoint members of an evaluation committee; seek the assistance of outside technical expertise; approve or disapprove the use of particular subcontractors as proposed; establish a "short list" of most qualified proposers to be invited to an interview; negotiate with any, all or none of the proposers; solicit a best and final offer from the successful proposer; accept and award the contract to a firm other than the proposer submitting the lowest price offer; or waive minor informalities or irregularities in the proposals. The City shall not be liable for any costs incurred in connection with the preparation and submittal of any proposal. Discrepancies and Misunderstandings: Proposers must satisfy themselves by personal examination of the RFP documents, and by any other means that they may believe necessary, as to the actual physical conditions, requirements and difficulties under which the work must be performed. No proposer shall at any time after submission of a proposal make any claim or assertion that there was any misunderstanding or lack of information regarding the nature or amount of work necessary for the satisfactory performance of the turn-key management and operation of the Dial-A- Ride program. Any errors, omissions or discrepancies found in the Request for Proposal document shall be called to the attention of the City and clarified prior to the submission of proposals.


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The failure or omission of any proposer to receive or examine the RFP documents, addendum, or other document or to acquaint themselves with the conditions existing shall not relieve any proposer from obligations with respect to their proposal or to any contract entered into between City and proposer. Interpretation of Documents; Questions and Responses: If any person is in doubt as to the meaning of any part of the RFP documents, or finds discrepancies in, or omissions from the specifications, they may submit to the City a written request for an interpretation or correction thereof. Any requests for, interpretations or corrections must be submitted by email to the Community Services Director, Rebecca Perez, at [email protected] and received no later than 4:00 p.m., October 9, 2020. Any subsequent interpretation or correction of the RFP documents will be made in writing. Responses from the City to the proposer can tentatively be expected by 4:00 p.m., October 12, 2020. Legal Responsibilities: All proposals must be submitted, filed, made and executed in accordance with state and federal laws relating to proposals for contracts of this nature whether the same or expressly referred to herein or not. Any proposer submitting a proposal shall by such action thereby agree to each and all of the terms, conditions, provisions, and requirements set forth, contemplated and referred to in the RFP documents, and shall agree to full compliance therewith. Proposer Interested in More than one Proposal: No person, firm or corporation shall be allowed to make or file or be interested in more than one proposal for the same work unless alternate bids are specifically called for. A person, firm or corporation that has submitted a proposal or is quoting prices to other proposers is ineligible to make a prime proposal. Modifications and Alternative Proposals: Proposers are cautioned to limit exceptions, conditions, limitations or provisions attached to any parts of the proposal as they may be deemed significant enough to cause its rejection. A proposer submitting basic conforming proposals may choose to submit alternate proposals as complete and separate offers, if the alternate proposal offers technical or other improvements or modifications which are to the overall benefit of the City of San Gabriel and its transit patrons, in the City’s sole and exclusive judgement. Any and all alternate proposals must be submitted in writing and included with the original proposal conforming to the requirements as stated herein. No verbal modifications will be accepted. Contract Sum: All proposals shall include specific proposals for an annual contract fee, based upon the description of services to be performed in this RFP. Charges for service shall be based on:

Fixed Costs which include profit, administration, management, full-time personnel salaries and benefits, rent or lease payments on facilities, etc.;

Variable Costs which include vehicle maintenance and repair, part-time salaries,

office supplies, telephone costs, etc.; and Although a firm's fixed price proposal shall be submitted, the terms and conditions of the contract are subject to negotiation. Rates and payment for additional years shall be


mailto:[email protected]

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negotiated between the contractor and the City, but in no case shall an adjusted rate exceed five (5) percent and/or exceed the adjusted Los Angeles area based Consumer Price Index (CPI) for the month of April each year, so that the City may account for the adjustment as part of its annual budget process. The price ceiling for any fiscal year may be increased by the City only if the City negotiates for increased scope of service or levels of service provided by the contractor. Cost Proposal: Each proposal must include a cost proposal form (Proposal Form 6). Signing of Proposal/Authorization to Negotiate: An authorized representative of the proposing organization, with authority to negotiate with the City on the organization's behalf must sign the Proposer Information form, Proposal Form 1.

Withdrawal of Proposal: To withdraw a proposal, a firm must submit a written request to the City, signed by the authorized representative of the proposing firm, by October 29, 2020 by 4:00 p.m. Interview and Presentation: The City reserves the right to hold proposer interviews. The interview process will include a question and answer period which will address a variety of topics including an in-depth discussion of the proposer's line-item budget and cost proposal, and time for the proposer to make a brief presentation describing the proposal's merits. It is expected that, at a minimum, the interview will be attended by the representative of the firm who signed Proposal Form 1, the proposed Project Manager, a fiscal officer, and the firm's Vehicle Maintenance Manager. The information garnered during the course of the interview will contribute to the selection of the firm most qualified to provide the services described herein. Facilities Inspection: The City reserves the right to request an inspection of a proposer's facilities. If deemed necessary, qualified proposers can expect an inspection of the facilities they have designated for vehicle maintenance, administration and operation of the Dial-A-Ride program. The inspection will be made by one or more individuals assigned by the City. Award of Contract: Any contract resulting from the Request for Proposal process will be awarded to the firm whose proposal meets or exceeds the requirements of the RFP and who is evaluated as offering the best advantage to the City. The City is under no obligation to enter into discussions or negotiations with any proposer and may accept and award a contract on the basis of the offer received in the proposal. Award of contract will be made to the most qualified firm and will not be awarded solely on the basis of lowest responsible bidder. Cost, although an important component, is only one of several criteria being used to evaluate proposals. Criteria for award of contract will include, but is not limited to qualifications and experience of the proposer; quality of technical approach; qualifications and availability of proposed staff; cost/price proposal; financial qualifications of the proposer; and thoroughness of the proposal. Factors include competence, financial viability, operational management, suitability of facilities, and the relevant paratransit experience of each proposing firm. The contractor is selected through a competitive negotiation process. The information presented in the written proposal,


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oral interview, firm's presentation, and facilities inspection will all be considered. The City of San Gabriel is looking for a progressive organization whose key players are creative problem solvers, possess an innovative approach to service provision, can meet or exceed established performance standards, maintain a high level of customer service, and provide high quality vehicle maintenance and repairs. Award of contract will be made by the City of San Gabriel City Council. Proposers may be required to participate in negotiations and to submit additional costs, technical or other revisions to its proposal (or a Best and Final Offer) as may result from discussions and negotiation. The selected contractor shall enter into a standard form professional services agreement with the City. The executed agreement between the parties will include the RFP documents, any addenda, the proposal and subsequent submissions as may be presented. Term of Contract: The term of the contract is from December 1, 2020 through December 1, 2021, and will include four one-year renewal options pending satisfactory performance and upon recommendation of the Community Services Director. Contract Payment: Once an award of contract has been made by the City of San Gabriel City Council and all compliance documents have been submitted and deemed acceptable by the City, a purchase order in the agreed upon contract amount will be established encumbering funds for provision of service. This shall be done prior to the commencement of service. Payment to the contractor will be made in arrears on a monthly basis for services performed, provided that the contractor is not in default under any provisions of the contract. It is the City's intent to pay annual insurance costs in one lump sum to avoid premium/ penalty charges. The contractor shall submit invoices to the City no later than the 10th day of the month for service provided the previous month. Invoices submitted in a timely manner will result in prompt payment (about 14 working days) to the contractor. Invoices submitted after the 10th day of the month will be processed by the City the following month. Under no circumstances can the contract amount be exceeded without the advance express written consent of the City of San Gabriel. Implementation of Contract: Assuming approval of the City Council, the contractor should be prepared to commence operation of the City of San Gabriel Dial-A-Ride program on December 1, 2020. It will be the sole responsibility of the contractor to perform all duties and tasks as may be necessary for start-up of operations, including driver and office staff hiring, training and certification, fleet vehicle inspections and other necessary turn-over activities prior to December 1, 2020. II. GENERAL CONTRACTOR REQUIREMENTS ADMINISTRATION/MANAGEMENT

Administration: The contractor must provide all necessary management and administrative personnel whose expertise, experience and responsiveness will ensure efficient operation of the type described herein. In this context, proposing firms shall assume provision of a service level at least equivalent to the existing service described herein. All facilities, fleet, equipment, supplies and services required in the operation of the Dial-A-Ride program shall be furnished by the contractor unless otherwise specifically identified in this document. Service shall be managed by the contractor in accordance with City policies and procedures


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and within the parameters established herein. The Dial-A-Ride program is presently financed through City Proposition A and C Local Return funds. Contractor shall familiarize themselves with and agree to comply with any and all conditions required by the City or the Los Angeles County Metropolitan Transportation Authority. Licenses/Fees/Taxes/Permits: Contractor shall have the sole obligation to pay all license fees, assessments, and taxes, including but not limited to, sales tax, business licenses, property or other taxes, plus applicable penalties and interest which may be imposed upon the contractor by any governmental entity. Operations Management: Management of the day-to-day operation of the Dial-A-Ride program shall be vested in the contractor. It is the City's desire to have a full time, salaried employee assigned as Project Manager. At all times during hours of operation, there shall be sufficient knowledgeable personnel to cover operational and management aspects of the Dial-A-Ride program, including drivers, office personnel, dispatchers and management staff. Project Manager: A Project Manager shall be assigned and identified as the Project Manager. The City is interested in a high level of contractor responsiveness and requires that the Project Manager be available by telephone, cell phone or email during all hours in which the Dial-A-Ride is operational. At a minimum, the City desires to hire a contractor whose designated Project Manager is a responsible, caring individual with an empathy for the disabled and elderly who utilize the service. This person must be aggressive in their approach to problem-solving, self-motivated, and a proven manager in paratransit operations. The Project Manager must be competent in all areas of service provided. The assigned individual shall be on-site (at the facilities designated for the Dial-A-Ride operation) a minimum of 70% of the time, and must be available by telephone during all operating hours to answer questions, make decisions, supervise staff and provide coordination as necessary. The Project Manager shall be required to attend regular meetings with City staff to determine contract compliance, adherence to performance standards, to troubleshoot problem areas, and to discuss operations, marketing and promotional activities. The City reserves the right to remove the Project Manager, at its discretion, and require that the contractor replace said individual with another Project Manager who is acceptable to the City. Subcontractors: Each proposer shall submit a list of any proposed subcontractors on this project as required by the Subletting and Subcontracting Fair Practices Act (Govt. Code Sec. 4100 et seq.). Forms for this purpose are furnished with the contract documents. See Proposal Form 4.

PERSONNEL PRACTICES

Fair Employment Practices: The contractor must not discriminate in its recruitment, hiring, promotion, demotion or termination practices on the basis of race, religious creed, color, national origin, ancestry, gender, age or physical disability in the performance of any agreement with the City, and shall comply with the provisions of the State Fair Employment Practices Act, the Federal Civil Rights Act of 1964 and all amendments thereto, and the Americans with Disabilities Act of 1990. Alcohol/Drug Screening Practices: The contractor must have a substance abuse screening


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policy for personnel involved with operations. At a minimum, the contractor must apply all current Department of Transportation standards. The above-mentioned screening shall be utilized as a pre-employment screening procedure or shall be used in the event that an accident or incident warrants this type of investigation. Staff Support and Training: The contractor must provide a minimum of sixty (60) hours of new-hire orientation and driver training in the following areas: vehicle handling and safety; defensive driving techniques; emergency first aid; cardiopulmonary resuscitation; passenger assistance and handling; empathy/sensitivity training; and customer service training. Each and every driver must receive this training before assignment to a vehicle or within sixty (60) days of hire. The City also requires ongoing training for office personnel and the Project Manager. This training shall consist of more than just attendance at regularly scheduled safety meetings and corporate management meetings. In the instance of the Dial-A-Ride contract, a quarterly meeting/training will be scheduled with City staff and contractor’s personnel (drivers, dispatchers and the Project Manager). The intent of this meeting will be to resolve any issues brought to the attention of the City. The contractor shall provide a written policy statement in its employee handbook or manual that stresses the importance of employee customer service and interaction with patrons (i.e., answering telephone calls promptly, conveying a friendly attitude, and providing a quick response to requests for service or information). The City's goal is to receive no citizen complaints in any given month. The contractor will be expected to have a plan developed for customer retention and attraction that could be jointly implemented by the contractor in cooperation with the City. Driver Knowledge: The contractor's drivers must be knowledgeable of the operation of the Dial-A-Ride vehicles (communications equipment), customer service requirements, and must be familiar with the street network in the City of San Gabriel and the surrounding community areas included in the service area as described herein. The City will not require a new contractor to hire the current contractor’s staff. Each proposer must make that determination and should include such intent in the proposal. An ability to communicate with non-English speaking clients such as Mandarin/Cantonese and Spanish speakers is a benefit. Dispatch/Reservations/Customer Service: Contractor must propose adequate telephone- answering personnel to have calls answered by a person, rather than voice- mail or messages and to avoid long hold times. Hold times shall not exceed five (5) minutes. Dispatch personnel must notify clients that additional time will be required to resolve their inquiry at five (5) minute intervals. Contractor must be able to service non-English speaking clients such as Mandarin/Cantonese and Spanish speakers. A numeric menu of options is not acceptable. Tips and Gratuities: Drivers shall at no time accept tips, gifts or other gratuities from patrons.

Fare boxes: All vehicles used in San Gabriel Dial-A-Ride service, including back-up vehicles, shall be equipped with fare boxes equal to or better than Diamond Model D fare boxes. The contractor shall supply two (2) vaults for each fare box. All fare boxes and vaults


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shall be provided, installed and maintained by the contractor. The City shall establish all fares of any kind or character to be paid by the Dial-A-Ride patrons. The 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 the patrons in the fare boxes provided by the contractor in each vehicle. All fares collected are the sole property of the City. The City may elect to waive Dial-A-Ride fares for a certain period of time. The contractor shall, in accordance with a procedure specified by the City, account for revenues collected on Dial-A-Ride vehicles. The City reserves the right to audit fare revenue collection and accounting at reasonable times without prior notification to the contractor. Staff Appearance: Drivers must appear neat and clean at all times. Driver attire should include a standard uniform shirt, at a minimum which clearly identifies the company name and a badge or other means of identifying the staff member by name. Removal of Unsatisfactory Personnel: The City reserves the right to demand the removal of any personnel connected with the Dial-A-Ride operation whom the City determines to be unsatisfactory in the City’s sole discretion. COVID-19 Health and Safety Measures: Contractor shall follow County of Los Angeles Department of Public Health, California Department of Public Health and Centers for Disease Control and Prevention (CDC) COVID-19 public health and safety requirements, guidelines and protocols for transit operators to protect personnel and passengers and to reduce the spread of COVID-19. Protocols shall include, but not be limited to, adhering to sanitization and hygiene measures, following social distancing and symptom screening guidelines, requiring drivers and passengers to wear face masks, and modifying service to essential trips such as medical facilities, grocery stores, financial institutions and pharmacies. Contractor shall develop and implement a workplace-specific COVID-19 plan and ensure all workers are properly trained in COVID-19 prevention policies and protocols. Public Health Protocols: Contractor must comply with all Los Angeles County Department of Public Health (LACDPH) orders for Commercial Van and Car Pool Operators and incorporate into its personnel manual all health protocols required and recommended by the LACDPH for Commercial Van and Car Pool Operators. Contractor’s protocols must address the COVID-19 pandemic. For information regarding the LACDPH requirements and recommendations for Commercial Van and Car Pool Operators, visit www.publichealth.lacounty.gov.

TECHNICAL EQUIPMENT Computer Assisted Dispatch/Routing System: The contractor shall provide the hardware, software, telephone line, accompanying equipment and necessary training to create and fully implement a computer-assisted dispatch/routing/reservation system. Such a system should be fully described in the proposal. Telephone Equipment: The contractor shall provide telephone equipment and all telephone information and dispatch personnel necessary to effectively respond to incoming calls at a


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quality and level consistent with San Gabriel Dial-A-Ride patron demand, and in strict accordance with the operating days and hours set forth herein. The 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. The 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 Chinese, 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. The contractor will provide its own telephone system 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 RFP is a part, the City reserves the rights to these telephone numbers as indicated above herein, and the contractor agrees to transfer said telephone numbers upon request. The City wishes to retain the present public telephone number for Senior Ride trip reservations (626-448-9446) to maintain those numbers as local calls for San Gabriel residents and program patrons. A telephone system is required to have multiple lines and such capabilities as to handle the number of calls expected. An after-hours answering/information system is desirable. A separate direct telephone line must be provided for the Project Manager. The after-hour answering/information system must have the capacity to provide information to non-English speaking clients. Radio Equipment: Each Dial-A-Ride vehicle, including the back-up vehicle, shall be equipped with a two-way radio system and/or a tablet connecting it to dispatch facilities. All mobile and base radio equipment and/or tablet shall be provided, installed and maintained by the contractor. The contractor shall provide the 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 Federal Communications Commission for improper use of the system.

VEHICLES

The contractor shall provide all vehicles and equipment necessary for the operation of the San Gabriel Dial-A-Ride program. Prior to initiation of services under the agreement, the contractor shall procure or otherwise provide the following: Fleet: The contractor shall procure and provide two (2) Cutaway buses, two (2) small vans, and one (1) back-up fleet for the Dial-A-Ride operation. Fleet must be ADA accessible and provide wheelchair access for the patrons. The contractor shall be responsible for maintenance and upkeep of all fleet. Fleet must employ clean technology and run on alternative fuel. Where practical, the use of clean diesel and/or gasoline is preferred. For the purposes of costing and submitting proposals, all vehicles to be used for the Dial-A-Ride service, including the back-up vehicles, shall be quoted as painted a uniform color with two 5” reflective stripes per the Caltrans specifications and clearly designated “San Gabriel Dial-A-Ride” on front, back and both sides.

Maintenance Facility: The contractor shall be responsible for securing, establishing and maintaining a facility for the operation, maintenance and administration of the Dial-A-Ride.


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With the approval of the City, such facility may be shared with operation of similar services for other client agencies. At a minimum, the operations and maintenance facility shall have the following:

If feasible, a location that is located within the City of San Gabriel or no more than five (5) miles outside the City limits or which has been agreed to in writing by the City.

An enclosed workspace sufficient to allow maintenance personnel to service Dial-A-Ride vehicles and be protected from the weather.

A paved shop floor capable of withstanding the weight of Dial-A-Ride vehicles. 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 furniture, fixtures and equipment as may be appropriate.

Preventative Maintenance Program: The contractor shall document and provide proactive and an ongoing preventative maintenance program for review and approval by the City prior to the effective date of the agreement, on the fleet utilized for the Dial-A-Ride program that meets or exceeds the manufacturer's standards. The 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 the City. Preventive maintenance and running repairs shall receive first priority in the use of the contractor’s maintenance resources. The 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 the City.

Vehicle Condition: The contractor shall be responsible for assuring that all components of the vehicle body, appurtenances, and frame shall be sound and undamaged. All mechanical, electrical, and hydraulic systems shall be maintained in proper working condition at all times. Vehicles shall be maintained to, or exceed, the manufacturer's suggested standards to protect warranties. There shall be no lapse in service delivery for reasons of preventive maintenance or vehicle repair. General maintenance policies include the following:

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


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(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. The 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 the contractor on all San Gabriel Dial-A-Ride vehicles and equipment shall meet or exceed Original Equipment Manufacturer (OEM) specifications and requirements.

Cleanliness of Vehicles: All vehicle interiors shall be cleaned daily, prior to service. Vehicle exteriors shall be washed not less than twice per week and after every rain that affects the appearance of cleanliness. Vehicle floors shall be free of water, stains, paper, gum or other sticky substances or debris. Interior and exterior windows shall be free of dirt, dust smudges, hand or fingerprints. Dashboards, wheel wells, rails and ledges shall be kept clean and free of dirt and grease. Seating areas and upholstery shall be vacuumed weekly. The. City reserves the right to remove any vehicle from service that does not meet the City's cleanliness standards. Exteriors of all San Gabriel Dial-A-Ride 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. The contractor shall exterminate all vermin and insects from all vehicles immediately upon their discovery, utilizing safe and non-hazardous materials. Without limiting the foregoing, the contractor shall take all actions necessary to adhere to COVID-19 sanitization and hygiene requirements, guidelines and protocols issued by the County of Los Angeles Department of Public Health, California Department of Public Health and Centers for Disease Control and Prevention (CDC). For information regarding the LACDPH cleanliness requirements and recommendations for Commercial Van and Car Pool Operators, visit www.publichealth.lacounty.gov. Vehicle Inspections: The contractor shall maintain its own fleet in satisfactory condition, and shall assure that Dial-A-Ride vehicles meet or exceed all applicable codes and laws for operating paratransit systems on public streets and highways in California and pass any and all vehicle inspections required by the Department of Motor Vehicles, California Highway Patrol or others agencies. In the event of a "Fail" rating from any agency, the contractor will notify the City in writing (by email or personal delivery of a notice) within 24 hours and will provide corrective actions to bring the vehicle into compliance with motor vehicle inspection standards. The expense of the corrective action will be borne solely by the contractor.


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Removal of Vehicle from Service: In the event that the contractor is instructed by the City or other regulatory agency to remove any equipment from service due to mechanical failure or failure of any kind relating to the specifications included in this RFP or pertaining to any state code or law, the contractor shall make any and all corrections and repairs to the equipment, at its own expense, and submit the vehicle for re-inspection prior to it being released back into service. Vehicle Lifespan: Recommended lifespan for the Dial-A-Ride vans and vehicles is 4 years or 100,000 LTD (Life to Date) miles. Back-Up Vehicles: At least one designated back-up vehicle, provided by the contractor, must be available for service hours to serve as back-ups in the event that a primary vehicle must be removed from service. These back-up vehicles must be identical to the primary Dial-A-Ride vehicles in passenger capacity and specifications but may be used, model year 2015 or newer, subject to City approval of vehicle condition. The contractor shall place a back-up vehicle in service within fifteen (15) minutes of a reported break-down of an in-service vehicle. Unless new at the initiation of service under the agreement, the back-up vehicle shall be promptly removed from service as soon as repairs can be effected on the primary vehicle. Vehicle Fueling: The contractor shall purchase fuel required for the operation of the Dial-A-Ride Vehicles at contractor’s expense. The operator shall be responsible for fueling vehicles at their facility. Where practical, the use of clean diesel and/or gasoline is preferred. Contractor shall utilize a system that accurately records purchase of all fuel by the contractor for billing purposes and that will allow the City to reconcile all fuel transactions by date and vehicle number. The successful bidder may request an annual cost-of-living adjustment in accordance with the most current Consumer Price Index (CPI) for the Los Angeles area, provided that in no event shall annual cost-of-living adjustment exceed five (5) percent and/or exceed the adjusted amount for the month of April each year. The contractor shall be responsible, on behalf of the City for its San Gabriel Dial-A-Ride operation, to obtain state and federal tax exemptions applicable to the purchase and consumption of fuel for use in public Dial-A-Ride vehicles. In this regard, the contractor shall obtain required permits and administer fuel transactions in a manner that fully complies with all applicable state and federal requirements. Vehicle Towing: The contractor shall be responsible to provide vehicle towing due to mechanical failure or damage, at the contractor’s sole expense. City Conducted Inspections: The City reserves the right to, at any time inspect, examine or test any equipment used in the performance of operations as described herein in order to ensure compliance with these specifications. The inspections may take the form of vehicle inspections, ride-a longs, visual vehicle cleanliness inspections, inspections of records pertinent to the program operations, or other inspections as needed. The contractor can expect to have inspections conducted monthly, at a minimum. Emissions Control Programs: The contractor shall perform and certify such tests of equipment required to meet City, other local, state, and federal requirements related to


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exhaust smoke and engine emissions. The contractor must both provide and maintain vehicles at the current level of compliance with both (CARB) California Air Resources Board and (SCAQMD) South Coast Air Quality Management District rules and regulations. The contractor shall be responsible for administration of a Smog Check program for San Gabriel Dial-A-Ride vehicles. The contractor shall be responsible for emissions testing and shall further be responsible to conduct repairs as required to meet emissions standards. MAINTENANCE RECORDS AND REPORTS The contractor shall prepare, maintain, make available to the City, and reduce to written form, records and data relative to San Gabriel Dial-A-Ride vehicles and equipment maintenance. Maintenance records shall be maintained on all vehicles indicating all 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 the City to enable it to accurately evaluate the 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 the City, the CHP and/or such other regulatory agencies with jurisdiction when requested. The City maintains the right to inspect, examine and test, at any reasonable time, any vehicles used in performance of the agreement and any equipment used in the performance of maintenance work in order to ensure compliance with the 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. The 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 the City or any other regulatory agency to remove any equipment from service due to mechanical reasons, the 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. The contractor shall prepare maintenance records and reports in a form and according to a schedule approved by the 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 a 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.


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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; the 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.

The contractor shall submit to the City copies of the California Highway Patrol (CHP) Annual Safety Compliance Report (CHP 343) and Vehicle Inspection Reports (CHP 343a). The contractor shall attain satisfactory rating in each category of the Safety Compliance Report (maintenance records, driver records, regulated equipment and terminal). The contractor shall expeditiously correct any deficiencies noted on any CHP vehicle inspection report. VEHICLE MAINTENANCE RECORD KEEPING The 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. The Preventive Maintenance Inspection Reports shall be made available to the City upon request. Including, all work accomplished with the manufacturer instructions and warranty conditions, and daily Vehicle Condition Reports. The contractor shall submit the entire vehicle file to the City upon request. 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 seq.; 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 seq.; the Clean Air Act, 42 U.S.C. §§ 7401 et seq.; the Hazardous Materials Transportation Act, 49 U.S.C. §§ 1471 et seq.; 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 time, and the regulations implementing such statutes; and any similar state, county,


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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 the contract, the 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. The 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 the contractor engages the services of a disposal company for the transportation and disposal of any Hazardous Substances, the contractor shall ensure that such company is properly licensed and that it transports and disposes of Hazardous Substances in accordance with the terms of the contract. The 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. RECORD KEEPING AND REPORTING Record Keeping Requirements: As a part of the management and administration of the Dial-A-Ride program, the contractor shall be required to maintain all project records for good business practices or as required by the City, the Los Angeles County Metropolitan Transportation Authority (MTA), National Dial-A-Ride Database, Section 99243 of the California Public Utilities Code, and state or federal laws and regulations, for at least three (3) years following the date of final payment to the contractor by the City. Any duly authorized representative(s) of the City shall have access to such records for the purpose of inspection, audit, and copying at reasonable times, during the contractor’s usual and customary business hours. The contractor shall provide proper facilities to the City representative(s) and the City shall be permitted to observe and inspect any or all of the contractor’s facilities and activities during the contractor’s usual and customary business hours for the purposes of evaluating and judging the nature and extent of the contractor’s compliance with the provisions of the agreement. In such instances, City’s representative(s) shall not interfere with or disrupt such activities. The contractor must be familiar with the MTA's National Transit Database (NTD) reporting requirements for municipalities.

Report Requirements: All reporting documents shall be produced accurately and in a timely manner as indicted herein on a monthly or weekly basis as required by the City, and at the frequency established by the City. These reports shall be submitted to the Community Services Department in a form compatible with existing City record keeping. The contractor shall submit additional written reports as requested by the City for specific purposes. Reports include, but are not limited to:

Monthly statistical reports that include updates on the vehicle maintenance and repair history;


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Monthly invoices; Weekly Project Manager reports; Drivers' logs and office logs for dates requested for the purpose of documenting on-

time performance standards; Quarterly National Transit Database reports; Corrective action plan for legitimate performance issues; and Daily dispatch logs sent via facsimile with information on vehicles in service, unusual

status, etc. Incident Reports: Drivers shall be required to complete "Incident Reports" arising out of any unusual occurrence during service. Such reports must be submitted for City review within 48 hours and should be submitted after incidents such as, but not limited to, disputes with passengers, passenger injury, illness or misconduct, or accidents while boarding or disembarking a Dial-A-Ride vehicle. Accident Reports: All vehicle accidents must be reported to City staff (regardless of the amount of damage or lack of damage) and a police report must be filed immediately. The contractor must submit a written Accident Report to the City within twenty-four (24) hours of any accident. The contractor shall bear sole responsibility and expense for repair of any property and/or vehicle damaged in a vehicular accident regardless of fault or determination of legal liability. The City shall retain the right to investigate any accident as it sees fit and may request drug and alcohol screening of a driver involved in any accident or incident. Inspection of Operation Records: The City reserves the right to audit all the firm's operational records related to the Dial-A-Ride program. Failure to Report as Required: Failure to abide by any of the reporting requirements described in this RFP shall constitute a material breach of the agreement. (See next section, LIQUIDATED DAMAGES, for failure to submit reports as required in a timely manner). Complaints: The contractor shall log complaints and citizen concerns and forward copies to respective Dial-A-Ride City staff for their attention. As part of the program administration, the City shall document all legitimate complaints and citizen concerns. The City may at its own discretion, require employee disciplinary action, up to and including employee dismissal or require the contractor to investigate and prepare a report concerning the complaint and its resolution.

LIQUIDATED DAMAGES

Assessment of Liquidated Damages: In operating the Dial-A-Ride program for the City of San Gabriel, the contractor must maintain the quality and reliability of services outlined in these specifications. In the event that the contractor fails to operate the required number of vehicles, or if service is not rendered in accordance with on-time performance standards, or if service is interrupted due to equipment failure, or for any other reason within the control of the contractor, the contractor may be charged liquidated damages by the City. The contractor agrees to pay liquidated damages to the City as follows:


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1. $100 for each complaint or citizen concern, in excess of three (3) in any given calendar month, deemed legitimate/chargeable by the City;

2. $100 a day in the event on-time performance standards drop below standards indicated

herein (95% on-time performance); 3. $100 per day, per vehicle, for each day vehicles are inspected and do not meet interior

and exterior cleanliness standards as described herein; 4. $100 per incident in the event a Dial-A-Ride patron appointment is canceled by the

contractor, except when an existing non-medical appointment is "bumped" due to a demand-response request for a medical trip;

5. $100 per incident for each scheduled Dial-A-Ride patron pick-up that is not made by

the contractor; 6. $100 per day for each reporting document that is not produced and/or provided to City

on time; 7. $100 per day, per vehicle for any time preventative maintenance inspections that are

not completed in a timely manner (within 250 miles of every 3000 miles standard); 8. $100 per day, per vehicle for every day over thirty (30) days that reported vehicle

operating system failures are not repaired to proper working conditions and manufacturer standards;

9. $100 per day, per vehicle for failure to achieve a "pass" satisfactory rating in any category of the annual CHP inspection or on any spot check conducted.

10. $100 per day for any day or portion of a day, in excess of 15 minutes, telephone systems are not operating properly.

Payment of Liquidated Damages: Upon receipt of an invoice and accompanying letter outlining the charges for liquidated damages owed to the City, fees will be deducted from payments, otherwise due the contractor by the City. Liquidated damages or any portion of them for any reason may be waived at the discretion of the City. Failure to Satisfy Liquidated Damages: Failure to satisfy any liquidated damages claim by the City within thirty (30) calendar days from the receipt of the letter and invoice from the City, shall constitute a material breach of the agreement. SERVICE HOURS Hours of Operation: Hours of operation for the Dial-A-Ride program is Sunday through Saturday (7 days per week), from 7:00 a.m.-7:00 p.m. City Recognized Holidays: Service is not provided on City-recognized holidays which are established by the City Council for each fiscal year. Specific holiday observances may vary from year to year. Dial-A-Ride service is provided on Easter Sunday to accommodate the large number of patrons desiring transportation to various religious services. Service is also


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required on three City Holidays, New Year’s Eve, the Day after Thanksgiving and Christmas Eve. The following is a list of holidays observed by the City of San Gabriel in which service will not be offered:

New Year's Day Labor Day Martin Luther King Day Veterans Day Presidents' Day Thanksgiving Day Memorial Day Christmas Day Independence Day

SERVICE ADJUSTMENTS Scope of Changes: It is anticipated that the initial services outlined herein may be adjusted to accommodate changes in operation or demand. The following may be changed at the City's discretion:

Days and times of service provisions The number of hours of operation The number of vehicles providing service Fares to be charged and how fares are collected Service area Eligibility requirements of patrons Publicity and promotional materials marketing Dial-A-Ride program

Determination of Changes: The contractor and the City shall mutually determine how many service hours, the number of vehicles and employees involved in such adjustments, and the timeline for instituting changes. Implementation of Modifications: During the term of the agreement, including any extensions thereto, the City shall have the option of requiring modifications to be made after thirty (30) calendar days’ written notice to the contractor. If the contractor cannot provide or elects not to provide the modifications as requested, the City shall have the option of retaining the services of another contractor. Upon reassignment to another contractor, the services provided by the original contractor may be curtailed, suspended or canceled at the City's discretion. INSURANCE REQUIREMENTS

Without limiting contractor’s indemnification of the City, and prior to commencement of work, contractor shall obtain, provide and maintain at its own expense during the term of the agreement, policies of insurance of the type and amounts described below and in a form that is satisfactory to the City. General liability insurance. Contractor shall maintain commercial general liability insurance with coverage at least as broad as Insurance Services Office form CG 00 01, in an amount not less than $5,000,000 per occurrence, $10,000,000 general aggregate, for bodily injury, personal injury, and property damage, which may arise from or in connection with the performance of the work hereunder by contractor, their agents, representatives,


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employees or subcontractors. The policy must include contractual liability that has not been amended. Any endorsement restricting standard ISO “insured contract” language will not be accepted. Sexual abuse/molestation liability. Contractor shall maintain sexual abuse/molestation coverage with limits of not less than $1,000,000 per occurrence and $2,000,000 general aggregate. Coverage may be provided as part of commercial general liability, or as a separate policy. Automobile liability insurance. Contractor shall maintain automobile insurance at least as broad as Insurance Services Office form CA 00 01 covering bodily injury and property damage for all activities of the contractor arising out of the operation or in connection with work to be performed under the agreement, including coverage for any owned, hired, non-owned or rented vehicles, in an amount not less than $10,000,000 combined single limit for each accident. Additionally, all vehicles shall be insured against comprehensive and collision damage at a level satisfactory to the City. Physical damage insurance shall be maintained on a replacement cost basis to provide for comprehensive collision losses. Deductibles shall not be greater than one thousand dollars ($1,000) for collision or comprehensive coverage. The City shall be listed as a loss payee on all property insurance to include the Dial-A-Ride program.

Umbrella or excess liability insurance. Contractor shall obtain and maintain an umbrella or excess liability insurance policy with limits that will provide bodily injury, personal injury and property damage liability coverage at least as broad as the primary coverages set forth above, including commercial general liability and employer’s liability. Coverage shall “pay on behalf,” with defense costs payable in addition to policy limits. There shall be no cross-liability exclusion of claims or suits by one insured against another. Workers’ compensation insurance. Contractor shall maintain Workers’ Compensation Insurance (Statutory Limits) and Employer’s Liability Insurance (with limits of at least $1,000,000). Other provisions or requirements Proof of insurance. Contractor shall provide certificates of insurance to the City as evidence of the insurance coverage required herein. Insurance certificates and any endorsements must be approved by the City’s Risk Manager prior to commencement of performance. Current certification of insurance shall be kept on file with the City at all times during the term of the contract. The City reserves the right to require complete, certified copies of all required insurance policies, at any time. Primary/noncontributing. Coverage provided by contractor shall be primary, and any insurance or self-insurance procured or maintained by the City shall not be required to contribute with it. The limits of insurance required herein may be satisfied by a combination of primary and umbrella or excess insurance. Any umbrella or excess insurance shall contain


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or be endorsed to contain a provision that such coverage shall also apply on a primary and non-contributory basis for the benefit of the City before the City’s own insurance or self-insurance shall be called upon to protect it as a named insured.

The Agency’s rights of enforcement. In the event any policy of insurance required under the agreement does not comply with these specifications or is canceled and not replaced, the City has the right but not the duty to obtain the insurance it deems necessary and any premium paid by the City will be promptly reimbursed by contractor or the City will withhold amounts sufficient to pay premium from contractor payments. In the alternative, the City may cancel the agreement.

Acceptable insurers. All insurance policies shall be issued by an insurance company currently authorized by the Insurance Commissioner to transact business of insurance or is on the List of Approved Surplus Line Insurers in the State of California, with an assigned policyholders’ Rating of A- (or higher) and Financial Size Category Class VII (or larger) in accordance with the latest edition of Best’s Key Rating Guide, unless otherwise approved by the City’s Risk Manager.

Waiver of subrogation. All insurance coverage maintained or procured pursuant to the agreement shall be endorsed to waive subrogation against the City, its elected or appointed officers, agents, officials, employees and volunteers or shall specifically allow contractor or others providing insurance evidence in compliance with these specifications to waive their right of recovery prior to a loss. Contractor hereby waives its own right of recovery against the City and shall require similar written express waivers and insurance clauses from each of its subcontractors.

Enforcement of contract provisions (non estoppel). Contractor acknowledges and agrees that any actual or alleged failure on the part of the City to inform contractor of non-compliance with any requirement imposes no additional obligations on the City nor does it waive any rights hereunder.

Requirements not limiting. Requirements of specific coverage features or limits contained in the agreement are not intended as a limitation on coverage, limits or other requirements, or a waiver of any coverage normally provided by any insurance. 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 or insured to be all inclusive, or to the exclusion of other coverage, or a waiver of any type. If the contractor maintains higher limits than the minimums shown above, the City requires and shall be entitled to coverage for the higher limits maintained by the contractor. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to the City.

Notice of cancellation. Contractor agrees to oblige its insurance agent or broker and insurers to provide to the City with a thirty (30) day notice of cancellation (except for nonpayment for which a ten (10) day notice is required) or nonrenewal of coverage for each required coverage.

Additional insured status. General liability policies shall provide or be endorsed to provide


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that City and its officers, officials, employees, and agents shall be additional insureds under such policies. This provision shall also apply to any excess/umbrella liability policies.

Prohibition of undisclosed coverage limitations. 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.

Separation of Insureds. A severability of interests’ provision must apply for all additional insureds ensuring that contractor’s insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the insurer’s limits of liability. The policy(ies) shall not contain any cross-liability exclusions.

The Agency’s right to revise specifications. The City reserves the right at any time during the term of the contract to change the amounts and types of insurance required by giving the contractor ninety (90) days advance written notice of such change. If such change results in substantial additional cost to the contractor, the City and contractor may renegotiate the contractor’s compensation.

Self-insured retentions. Any self-insured retentions must be declared to and approved by the City. The City reserves the right to require that self-insured retentions be eliminated, lowered, or replaced by a deductible. Self-insurance will not be considered to comply with these specifications unless approved by the City.

Timely notice of claims. Contractor shall give the City prompt and timely notice of claims made or suits instituted that arise out of or result from contractor’s performance under the agreement, and that involve or may involve coverage under any of the required liability policies.

Additional insurance. Contractor shall also procure and maintain, at its own cost and expense, any additional kinds of insurance, which in its own judgment may be necessary for its proper protection and prosecution of the work hereunder.

Indemnification

Contractor shall indemnify, defend, and hold harmless the City, and its officers, employees and agents, from and against any and all causes of action, claims, liabilities, obligations, judgments, or damages, including reasonable legal counsels’ fees and costs of litigation (“claims”), arising out of the contractor’s performance of its obligations under the agreement or out of the operations conducted by contractor, except for such loss or damage arising from the sole negligence or willful misconduct of the City. In the event the City indemnitees are made a party to any action, lawsuit, or other adversarial proceeding arising from contractor’s performance of the agreement, the contractor shall provide a defense to the City indemnitees or at the City’s option, reimburse the City indemnities their costs of defense, including reasonable legal fees, incurred in defense of such claims. Payment by City is not a condition precedent to enforcement of this indemnity. In the event of any dispute between contractor and the City, as to whether liability arises from the sole negligence of the City or its officers, employees, or agents, contractor will be obligated to pay for the City’s defense until such time as a final judgment has been entered adjudicating

Exhibit B Request for Proposals 2020-16

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the City as solely negligent. Contractor will not be entitled in the absence of such a determination to any reimbursement of defense costs including but not limited to attorney’s fees, expert fees and costs of litigation.

Suspension/Cancellation of the Contract for Cause

The following will constitute a material breach of the agreement and serve as the basis for termination by the City:

1. Bankruptcy of the contractor, being placed into receivership, or assignment by it for the benefit of creditors;

2. Failure or refusal of the contractor (after written warning by the City) to perform services

and meet the City's goals and objectives, in a satisfactory manner, including a satisfactory level of vehicle maintenance;

3. Failure or refusal of the contractor to comply with City instructions or with applicable

local, state or federal codes and laws; 4. Failure of the contractor to receive a "pass" rating from the California Highway Patrol

Carrier Motor Safety inspector: Contractor must notify the City within 24 hours if it has received a "fail" rating on any vehicle used in the City’s Dial-A-Ride program, including back-up vehicles. Contractor must provide evidence that its maintenance facilities and/or vehicles have been re-inspected and received a "pass" rating within sixty (60) days. Failure to notify the City, take action to correct the problem, or present the vehicle for re-inspection may result in suspension/termination of the contract;

5. Failure by the contractor to perform any of its obligations shall not constitute a breach

of contract, if such failure is caused by an act of God responsible for interruption or cessation of service; neither will the City be held liable to make payment for such services which are not provided as described herein;

6. Failure by contractor to satisfy any liquidated damages claim by the City within thirty (30) days, as described herein; 7. Failure or refusal by the contractor to abide by the reporting requirements as

described herein; 8. Failure to maintain the insurance coverages as described in this document.

Failure to Meet Specifications: The City reserves the right to withhold payment to contractor, suspend the contract, provide substitute service with all charges in excess of contract rates to be paid by the contractor, in the event contractor fails to meet any of the specifications in regards to vehicle maintenance, or service quality as described in this document, until such time as the City determines that contractor has satisfactorily corrected any deficiencies. Such suspension shall be considered for cause, and the contractor may not claim any liquidated damages against the City for any action or suspension.


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Termination for Convenience: At any time prior to the expiration of the contract (or subsequent extensions thereof) the City shall have the sole discretion to cancel, suspend or terminate the agreement after thirty (30) days written notice to the contractor.

Performance Bond: Before commencing service, contractor shall furnish and file with the City of San Gabriel, a performance bond, in a form satisfactory to the City, in the sum of fifty percent (50%) of the contract price for one year, conditioned upon the faithful performance of said contract. The bond shall name the City of San Gabriel as an obligee. Non-Assignability: The contract entered into by and between the contractor and the City shall not be sold, transferred, or assigned in whole or in part, voluntarily or otherwise, without prior written approval of the City. Non-Collusion: Only persons or parties interested in this proposal as principals must be named herein. No officer, agent, or employee of the City can be personally interested, directly or indirectly, in this proposal. This proposal must be made without connection to any other individual, firm, or corporation making a bid for the same work. This proposal must be, in all respects, fair and without collusion or fraud. Additional Conditions: An agreement signed by both parties shall bind and inure to the benefit of both parties, their heirs, executors, administrators, successors and assignees, except as may be otherwise provided herein. III. INSTRUCTIONS TO FIRMS SUBMITTING PROPOSALS

Proposal Document: Proposals must include all information, including all supporting documentation, which will assist in the decision- making process. All responses shall assume the provision of service at least equivalent to the existing level of services currently being provided. The proposal document included in this set of specifications shall be completed and submitted along with the information below. The following list shall serve as a checklist for bidders to assure that all necessary elements are included in their proposals. Proposals must be organized in the same order as the elements listed below. Failure to include all elements requested shall disqualify the proposal. I. Introduction of Firm

A. Cover Letter B. Proposing Firm Information (Proposal Form 1)

II. Table of Contents III. Firm's Qualifications and Corporate Capability

A. Background Information B. Reference List of Past and Current Clients (Proposal Form 2) C. Pending or Past Litigation (Proposal Form 3)


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IV. Proposed Organizational Structure and Staff Qualifications A. Staff Positions and Functions B. Project Organizational Chart C. Resumes of Key Personnel D. Staff Wages and Benefits E. Description of Subcontractor Arrangements (Proposal Form 4)

V. Personnel Practices

A. Compliance with State and Federal Employment Laws B. Description of Firm's Employee Standards C. Description of "DMV Pull Check" Practices D. Description of Physical Examinations Practices E. Description of Alcohol I Drug Screening Practices F. Description· of Personnel Policies and Procedures G. Description of Established Accident I Emergency Procedures H. Description of Sensitivity/Empathy Training for Elderly & Disabled Patrons I. Description of Initial/Ongoing Training of Personnel

VI. Technical Proposal A. Description of Method and Resources to Perform Work B. Description of Preventative Vehicle Maintenance Program C. Description of Vehicle Maintenance and Storage Facilities D. Description of Administrative Office / Dispatch Facilities E. Description of Telephone Equipment/Capabilities F. Description of Radio Equipment G. Description of Computer Equipment/Capabilities

VII. Record Keeping Practices A. Description of/Sample of Current Record Keeping Forms B. Description of Approach for compliance with City Reporting Requirements C. Description of Approach for Compliance with Los Angeles County Metropolitan

Transportation Authority’s National Transit Database Reporting Requirements

VIII. Community Outreach/Marketing A. Description of Proposed Community Outreach Efforts

IX. Financial Proposal A. Cost Proposal (Proposal Form 6) B. Proposal Bond C. Conflict of Interest Statement (Proposal Form 5)

X. Financial Viability Statement A. Certified Financial Statement

XI. Description of Insurance Coverage

XII. Acceptance of Conditions

XIII. Additional Data


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I. Introduction to Firm

A. Cover Letter: Include a one-page cover letter, including the firm's name, address and telephone number of the person or persons to be used for contact and who will be authorized to make the presentation on behalf of the firm. The cover letter must bear the signature of the person authorized to sign on behalf of the proposer and to bind the applicant in a contract.

B. Proposing Firm Information: Include a completed Proposing Firm Information

Statement (Proposal Form 1), duly executed by the Chief Executive Officer of the firm.

II. Table of Contents: Include a comprehensive table of contents, detailing the material

included in the proposal package. III. Firm's Qualification and Corporate Capability

A. Background Information: Provide relevant background information to ensure that the prospective contractor has the capacity to perform the required services. The firm submitting the proposal must have a minimum of five (5) years as a corporation or other entity in providing paratransit services, particularly those of a demand-response system serving the elderly and physically disabled, including experience in routing, scheduling, and problem-solving.

B. Reference List of Past and Current Clients: Include a list of all clients (using Proposal

Form 2) for whom the firm has provided contract transportation service within the last five (5) years, stating the period of service provision, addresses, names and telephone numbers of the contact person for each contract. The contact person should be in a position to attest to the firm's capabilities and ability to meet performance standards.

C. Pending or Past Litigation: Provide a list of any pending or past litigation, for non-performance or non-compliance with contract conditions, within the past three years, and the outcome, if any, of said litigation. Use Proposal Form 3.

IV. Proposed Organizational Structure and Staff Qualifications

A. Staff Positions and Functions: This section should show that the organization is adequately staffed and trained to perform the required service or should demonstrate the capability for recruiting such staff. Each proposal shall contain a list of all personnel who will be directly involved in the service provision of the Dial-A-Ride program, their qualifications, job duties and full or part-time status assigned each position. Because the City boasts a rich diversity of cultures and languages, indicate which of the staff has bilingual communication capabilities, and in which language. Describe the method of recruitment used to attract employees of diverse ethnic backgrounds.

B. Project Organizational Chart: Provide an organizational chart identifying the level and

responsibility of each individual who will be connected with the Dial-A-Ride program.


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C. Resumes of Key Personnel: Include a detailed resume of the Project Manager

and a synopsis of the resumes of other key administrative and operations personnel. Provide job descriptions and areas of responsibility for each of the key management and operations personnel.

D. Staff Wages and Benefits: For purposes of hiring and retaining quality personnel at all

levels of operation, include the salary range for all full-time personnel anticipated to be assigned to the Dial-A-Ride program. A combination of full-time and part-time staff is acceptable. Where part-time personnel are assigned to the program, indicate the number of hours per week, hourly rate of pay and at what level any benefits are offered.

Where you are indicating that only a portion of an employee's hours are assigned to the Dial-A-Ride program, and the employee is not dedicated to the City’s program, but performs other tasks and assignments within your organization, indicate the approximate number of hours per week the employee will perform work related to the City’s Dial-A-Ride program, and indicate the employee's approximate hourly rate of pay.

E. Description of Subcontractor Arrangements: Using Proposal Form 4 include the name,

address and telephone number of any subcontractors; describe the work they will perform for the operation of the project; give a description of the arrangements the subcontractor has made with the contractor and include all relevant experience of the subcontractor in transit or paratransit operations.

V. Personnel Practices

A. Compliance with State and Federal Employment Laws: Include a brief statement of intent to comply with the State Fair Employment Practices Act, the Federal Civil Rights Act of 1964, the American's with Disabilities Act of 1990, and all amendments and provisions of the Federal Immigration and Nationality Act.

B. Description of Firm's Employee Standards: Include a brief description of the

contractor's hiring and disciplinary practices, including a description of employee training, counseling, and disciplinary procedures. Give a brief description of the contents of your firm's employee manual and state the ways in which this document applies to the Dial-A-Ride program.

C. Description of "DMV Pull Check" Practices: Include a description of how employees

and prospective employees are screened with respect to holding a valid driver's license for the type of vehicle to be driven; how often DMV checks are made on existing employees, with respect to driving infractions, outdated licenses, failure to appear, etc. State the firm's standards regarding drivers' records, and what steps are taken with those who do not meet those standards.

D. Description of Physical Examinations Practices: Include a description of any

general pre-employment physical examination required by the contractor.


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E. Description of Alcohol I Drug Screening Practices: Include a description of the firm's compliance methods for all current Department of Transportation standards regarding alcohol and drug screenings of employees, including pre-employment, for cause and random testing.

F. Description of Personnel Policies and Procedures: Include a description of the

contractor's personnel policies and procedures regarding at a minimum: reimbursement for sick leave; holiday and vacation pay; wage scales; overtime policy; and family leave. Contractor's personnel policies shall be in conformance with all applicable state and federal laws.

G. Description of Established Accident I Emergency Procedures: Include a description

of the procedures the contractor has established to address the needs of passengers (particularly the frail, elderly and disabled) in emergency situations (vehicle accident, patron injury or on-board illness, earthquake, fire or related physical episodes) and a statement of how these procedures are conveyed to the drivers. Also included shall be a copy of formalized written instructions the firm has established outlining the duties of a driver following an accident.

H. Description of Sensitivity I Empathy Training for Elderly & Disabled Patrons: Include a full description of the firm's special training for drivers working with the elderly and disabled and the certification process.

I. Description of Initial / Ongoing Training of Personnel: Provide a detailed description of the contractor’s initial driver’s training program, training procedures for office personnel (dispatcher/ scheduler/ reservation clerks), training for mechanics and automotive personnel, a description of the training the Project Manager receives and a description of ongoing training procedures for different levels of personnel.

VI. Technical Proposal

A. Description of Method and Resources to Perform Work: Include a clearly written narrative proposal section describing the contractor's operational methods and resources to perform the work as described herein.

B. Description of Preventative Vehicle Maintenance Program: Describe the contractor's

intended approach to procuring, maintaining and repairing Dial-A-Ride vehicles, including a detailed description of the preventative maintenance program and schedule of same for each type of vehicle.

C. Description of Vehicle Maintenance and Storage Facilities: Identify by address and

describe the facilities intended to be used for vehicle maintenance and storage of Dial-A-Ride vehicles. Include a description of the manner in which communication between the vehicle maintenance staff and the Project Manager will take place.

D. Description of Administrative Office I Dispatch Facilities: Identify by address and

describe the facilities intended to be used in the management and operation of the Dial-A-Ride program. If the administrative office differs from the dispatch facility, include a description of each and the manner in which communication between the administration staff and dispatch staff will take place.


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E. Description of Telephone Equipment / Capabilities: Describe the proposed telephone

system and the firm's ability to address current and future operational needs. F. Description of Radio Equipment: Include a description of the contractor's intention to

use existing equipment (including radio frequency) or otherwise describe proposed changes to accommodate another system.

G. Description of Computer Equipment I Capabilities: Include a detailed description of the contractor's computer equipment and capabilities to be used in the operations described herein. A detailed description of both hardware and software shall be included.

VII. Record Keeping Practices

A. Description ofI Sample of Current Record-Keeping Forms: Provide sample forms that will be used in the day-to-day operations of the program, as well as sample forms used for preventative maintenance, repair and deferred maintenance.

B. Description of Approach for Compliance with City Reporting Requirements:

Include a statement on how the firm intends to meet the reporting requirements established by the City.

C. Description of Approach· for Compliance with Los Angeles County Metropolitan

Transportation Authority's National Transit Database Reporting Requirements: Include a statement verifying the contractor's familiarity with the Los Angeles County Metropolitan Transportation Authority's National Transit Database reporting requirements for municipalities and the contractor's capabilities to complete the reports in a timely and proficient manner.

VIII. Community Outreach I Marketing

A. Description of Proposed Community Outreach Efforts: Describe the contractor's ability to assist in marketing the programs. Include any experience the firm has had in marketing for outreach to minorities, the elderly and the disabled which may be of assistance to the City. Describe the firm's customer service plan for retaining existing ridership.

IX. Financial Proposal

A. Cost Proposal: Include a completed copy of the following cost proposal statements:

Proposal Form 6, Cost Proposal for Dial-A-Ride. B. Proposal Bond: Each proposal shall be accompanied by a certified check, cashier's

check or surety bond, payable to the City of San Gabriel, in an amount equivalent to ten percent (10%) of the total aggregate proposal price of the first years’ service cost, as a guarantee that your firm, if your proposal is accepted, will enter into and execute the awarded contract. The proposal bond will be returned if your proposal is not accepted or upon successful execution of a contract by both parties.


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C. Conflict of Interest Statement: Include a fully executed Conflict of Interest Statement, (Proposal Form 5).

X. Financial Viability Statement: Include a certified statement of financial viability.

XI. Description of Insurance Coverage: Include a description of the insurance carried by your firm, including carrier names, types and amounts of insurance.

*Note: A separate line item in the cost proposal submitted by the prospective contractor shall indicate annual insurance costs.

XII. Acceptance of Conditions: Include a statement offering the proposer's acceptance of all conditions listed in the "Request for Proposal" document. Any exception on the contractor's behalf must be clearly stated in the proposal (Proposal Form 7).

XIII. Additional Data: This section may include photographs of facilities, marketing materials prepared in conjunction with past or current contracts, letters of reference, recognition or awards, etc. In addition, this section may include a full, description of any and all additional services your firm provides, and all attendant costs, that have not heretofore been described in these specifications, but which the proposer believes will benefit the City of San Gabriel and its paratransit patrons.

XIV. DESCRIPTION OF SAN GABRIEL CURRENT DIAL-A-RIDE PROGRAM OPERATION

Background of Program: San Gabriel's Dial-A-Ride operates under the City of San Gabriel, Community Services Department. The department offers a wide range of activities and services for the older adult population. Programs include Dial-A-Ride, Senior Nutrition Program and a variety of recreational activities. Since the inception of Dial-A-Ride, the City has utilized the services of an independent management and operation contractor to provide full “turn-key” management and operation of the system. The City provides policy direction, general supervision and monitoring of services, service and system planning, marketing support and materials, and qualification of residents to use Dial-A-Ride. The Community Services Director administers and monitors the transportation contract and works closely with the contractor's Project Manager to coordinate efforts. Public satisfaction is of paramount importance; therefore, the City conducts annual satisfaction surveys, the results of which are shared with the contractor. Service: Dial-A-Ride program is a curb-to-curb service. ALL patrons are to be assisted on and off every vehicle. If a hazardous situation (i.e. parking on a busy street in a red curb area) does not exist and if other passengers will not be left unattended on a vehicle, frail elderly or physically disabled patrons can be assisted to the door of their destination by drivers. On occasion a driver may enter a facility (i.e. lobby of doctor office or the Adult Recreation Center) to find a participant who is not waiting outside. Drivers will assist patrons with shopping bags, onto or off a vehicle but are not obligated to handle large heavy items such as flats of water and are not obligated to carry groceries to the patron's door. At no time is a driver to enter a residence. Drivers are expected to report signs of physical or mental failings to the Community Services Director for intervention. Patrons needing


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substantial assistance are asked to bring a companion (someone eligible for Dial-A-Ride or who is serving as an "escort") to assist them in their travels. It is important to keep these extra assistance considerations in mind when preparing your proposal. This service is limited to San Gabriel residents, 60 years of age and older and disabled persons of any age. Revenue Service Hours: Revenue service hours are defined as the hours the vehicle is in revenue service, that is: from its first pick up in the morning to its last drop off. This excludes travel to and from the contractor's maintenance and repair facilities, fueling facilities, all driver breaks, training, road tests, vehicle breakdown, downtime and or deadhead time. Service Area: Transportation is provided within the City limits for any reason and up to five miles outside the City limits for any reason. Registered Patrons: Dial-A-Ride currently has more than 1,003 registered patrons. The City maintains the registration process and will forward client information to the contractor for scheduling operations. The contractor is responsible for maintaining registration information and providing the City with an up-to-date client "master list' on or before January of the current year, and provide mailing labels as needed, approximately two times annually. Cost to Patrons: The service charges patrons $.50 per ride.

Hours of Operation: San Gabriel Dial-A-Ride operates year-round, seven (7) days per week. The City reserves the right to make changes to the operational hours. Proposals should be based on a maximum of 7,500 revenue service hours. The contractor will not be allowed to exceed this maximum without express written permission from the City. This number is derived using the hours of service and deducting approximately 9 holidays for which there will not be service. Operating hours are: Sunday-Saturday, 7:00 a.m. - 7:00 p.m. (7 days per week) Basic Service: There are 3 types of service available from the current Dial-A-Ride operation: A. SUBSCRIPTION: Allows participants to request a ride on a regularly scheduled basis without further telephone calls to Dial-A-Ride (i.e. transportation to the Adult Recreation Center daily for the nutrition program); B. ADVANCE RESERVATION: Allows participants to arrange for transportation up to a week in advance (i.e. transportation to attend a special program presented at the Adult Recreation Center). This is the most popular type of service; C. DEMAND / RESPONSE: Allows participants to request same day transportation service for medical appointments. Service is provided on an emergency basis, as space allows.

D. RESCHEDLING / ADJUSTMENT: The practice of adjusting the clients’ original appointment time is highly discouraged, however rescheduling a pickup time is warranted when accommodating a medical related trip. In the event that a pickup time is rescheduled, a client must be informed of the adjusted pickup time. The City shall also be notified of the adjustment and be provided with all pertinent information related to the rescheduled trip.


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Special Service: The City encourages the scheduling of "group trips" to accommodate requests for grocery shopping, attendance at activities at the Adult Recreation Center, and other group transportation opportunities where feasible. Currently, this service is not offered to San Gabriel patrons. Special group trips shall be scheduled on a weekly and monthly basis to provide transportation to a variety of frequently requested locations (i.e., group trips to local grocery stores including Ralph's, Trader Joe’s markets). The contractor, upon request from the City, serves areas outside the immediate service area for special one-time purposes (i.e. recreational field trips to places such as the Westfield Shopping Center in Arcadia) or for purposes of coordination with other agencies. These special services take place during regular operating hours and utilize the existing fleet and regular drivers of the Dial-A-Ride program. Vehicles: The Dial-A-Ride fleet is currently owned by the contractor. It consists of three (3) vehicles, which are in operation Sunday through Saturday, and one (1) back-up vehicle. Each vehicle is equipped to meet ADA requirements. All vehicles have a wheelchair lift, which can also be used to bring ambulatory patrons on board, who are not able to climb stairs onto the vehicle.

Past Performance Indicators: During the period of January through December 2018 ride performance included 6,900 revenue service hours (defined as the time a vehicle is on the road for passenger service within the defined service area excluding driver breaks, fueling time and servicing time). During the period of January through December 2019 rider performance included 7,150 revenue service hours. Passenger trips totaled 9,618 for 2018 calendar year and 9,629 for 2019 calendar year. Service miles (defined as the miles from the vehicle's first patron pick up in the morning to its last patron drop off of the day and excluding travel to and from the contractor's maintenance facility, fueling facilities, all driver breaks, training, road tests, vehicle breakdown, and deadhead miles) totaled 46,000 for 2018 calendar year and 48,000 for 2019 calendar year.

Goals and Objectives: The City desires to contract operation of the City of San Gabriel Dial-A-Ride program to a professional, experienced, productive and caring organization that is committed to teamwork, customer-service, and quality service provision through ongoing staff training and support, efficient management of resources, and that will work with the City in a partnership to increase productivity, community awareness and ridership, and maintain a high degree of customer satisfaction. The City desires a contractor that will work with the City in focusing on economy of costs, improved service delivery, expansion of services and in working towards successfully attaining the following objectives:

1. First Choice Appointments Successfully Provided: Objective: Provide 95% of patrons with their first-choice appointment. Annually the contractor will need to provide a review/update on the system to the way they track patron accommodation (i.e., first choice, second choice, could not accommodate etc.). The contractor will report the appointment data in the monthly reports to the City by the 10th of the following month. The contractor will evaluate the data and make recommendations to the City to provide service that will accommodate 95% of patrons' first choice appointments.


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2. Ridership Productivity (per vehicle): Current statistics not available. Objective: Work to establish baseline and, once baseline is established, work with City staff to evaluate and increase ridership productivity revenue hour. Any change the City elects to make to obtain this goal (i.e., reduce service hours or numbers of vehicles on the road), it is agreed, would allow renegotiation of operator's cost per revenue service hour. Contractor will report trips per revenue hour statistics on the monthly report to the City.

3. On-Time Performance (defined as patron pickup within a ten-minute window on

either side of the scheduled appointment time): Objective: Minimum 95% on-time performance. Annually the contractor will need to provide a review/update on the system to the way they track and report for on-time performance. This information will be included in the monthly reports to the City. The contractor will develop and implement an improvement plan, if performance drops below 95% in any given month.

4. Cancellations: Current statistics not available. Objective: Work to establish baseline.

Since every time a participant cancels a ride, extra time is spent by the reservation staff in re-routing a vehicle, it is the City's desire to substantially reduce the number of cancellations. Once baseline is established, work with the City to evaluate and establish a reasonable goal by which to decrease the number of cancellations where feasible. This may include developing a system of reporting cancellations to staff who will in turn contact patrons with an excessive or chronic cancellation history to assist in problem solving the participants need for cancellations, thereby reducing the amount of time spent on rescheduling routes.

5. No-Shows: Current statistics show that "no-shows" for calendar year 2018 is 577; and for calendar year 2019 is 647. Objective: Since "no-show" patrons create non-productive holes in the system, it is the City's desire to reduce the number of no-shows by a reasonable percentage annually. This may be done by the driver distributing "door-hanger" reminder cards for “no-show” patrons, by reporting "no-shows" to City staff who will make follow up calls to the patron, and by accurately report the "no-show" statistics on the monthly report to the City.

The objectives noted above are some of the performance indicators which the City will use to measure the quality and efficiency of service provision. The City intends to work closely with the contractor to achieve and/or exceed these results. Several of the items will depend largely on the competency of the contractor to schedule and route vehicles efficiently. The City is aware that other items will depend upon patron demand and vehicle availability. The success of the contractor in achieving these objectives will be a consideration in determining the City's desire to extend the agreement beyond the initial one-year term.

END OF SECTION


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XV. FORMS AND ATTACHMENTS

Proposal Form 1 - Proposing Firm Information

Proposal Form 2 - References

Proposal Form 3 - Past or Pending Litigation

Proposal Form 4 - Designation of Subcontractors

Proposal Form 5 - Conflict of Interest Statement

Proposal Form 6 - Sample Line Item Budget Cost Proposal for Dial-A-Ride Sample Faithful Performance Bond for San Gabriel Dial-A-Ride Map of the City of San Gabriel

Proposal Form 7 – Acceptance of Conditions


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Proposal Form 1 CITY OF SAN GABRIEL

SAN GABRIEL DIAL-A-RIDE REQUEST FOR PROPOSAL

PROPOSING FIRM INFORMATION

PROPOSER certifies that the following information is true and correct:

Company Name

_______________________________________________________________________________

Form of legal Entity (i.e., Individual, partnership, Corporation, etc.) ____________________ _______________________________________________________________________________________

Business Address: ________________________________________________________________________________

_____________________________________________________________________________ ____________

Telephone Number: _____________________________________________________________

Facsimile Number: _____________________________________________________________

Email: ________________________________________________________________________

The following are the names, titles, addresses and telephone numbers of all individuals, firms, members, partners, joint ventures, and/or corporate officers having a principal interest in this proposal: _______________________________________________________________________________________

________________________________________________________________________

_________________________________________________________________________

The date of any voluntary or involuntary bankruptcy judgments against any principal having an interest in this proposal are as follows:


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Proposal Form 1 Page 2 All current and prior D.B.A.'s, alias, and/or fictitious business names for any principal having an interest in this proposal are as follows:

Previous contract performance history: Was any contract terminated previously for nonperformance or noncompliance?

If the answer to the above is "Yes", please provide the following information for every contract terminated: Contract/project name Date of termination

Reason for termination

Name of agency/owner who issued contract & telephone number:

IN WITNESSWHEREOF, PROPOSER executes and submits this proposal with the names,

titles, hands and seals of all aforenamed principals this__________day of __________________, 2020.

PROPOSER

Authorized Signature, Title Date

Subscribed and sworn to this day of , 2020 NOTARY PUBLIC


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Proposal Form 2

CITY OF SAN GABRIEL


REFERENCES

The following are the names, addresses and telephone numbers of all clients for whom my firm has provided contract transportation services, within the last five (5) years. Copy this page as needed. The City reserves the right to contact any of the references listed for additional information regarding your firm's qualifications. 1. Name and Address of owner

Name and telephone number of person familiar with project

Contract Amount Period of service provision 2. Name and Address of owner


Contract Amount Period of service provision

3. Name and Address of owner


Contract Amount Period of service provision


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Proposal Form 3

CITY OF SAN GABRIEL SAN GABRIEL DIAL-A-RIDE REQUEST FOR PROPOSAL

PAST OR PENDING LITIGATION

List any pending or past litigation for nonperformance or noncompliance with contract conditions within the past three years, and the outcome, if any. (Make copies of this form as needed.)

Name and Address of Entity Involved

Name and telephone number of person familiar with project Contract Amount

Period of service provision Outcome


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Proposal Form 4 CITY OF SAN GABRIEL SAN GABRIEL DIAL-A-RIDE REQUEST FOR PROPOSAL

DESIGNATION OF SUBCONTRACTORS

Proposer proposes to subcontract portions of the project as described below (make copies of this form as needed, for each subcontractor):

NAME, ADDRESS, TELEPHONE NUMBER OF SUBCONTRACTOR WORK TO BE SUBCONTRACTED

ARRANGEMENTS WITH CONTRACTOR

SUBCONTRACTOR EXPERIENCE


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Proposal Form 5 CITY OF SAN GABRIEL


CONFLICT OF INTEREST STATEMENT

The following statement shall be signed by an authorized officer of the proposing firm and included as a part of any proposal submitted: "The undersigned being cognizant of the pages, documents and attachments contained herein, agrees to provide the City of San Gabriel with the services described in the: Request for Proposals for Dial-A-Ride Transportation Services." "The stated proposal costs shall be firm for a period of ninety (90) days from the date shown below." "The proposing firm hereby affirms that this proposal is genuine, not sham or collusive in nature, nor made in the interest of any person not herein named; that the proposing firm has not directly nor indirectly induced or solicited any other firm to submit a sham proposal or to refrain from submitting a proposal; and that the proposing firm has not in any manner sought by collusion to secure for himself/herself an advantage over any other proposing firm." "The proposing firm also hereby affirms that no employee, officer, or agent of the City shall participate in the selection, award or administration of a contract resulting from this proposal if a conflict of interest, real or apparent, would be involved. Such a conflict would arise when: (a) the employee, officer or agent; (b) any member of his/her immediate family; his/her partner; or (c) an organization which employs or is about to employ the employee, officer or agent or any member of their family, has financial or other interest in the firm selected, for an award of contract." "The proposing firm affirms that the City's officers, employees or agents have neither solicited nor accepted gratuities, favors, or anything of monetary value from the proposing firm nor any proposed subcontractors."



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Proposal Form 6 SAMPLE LINE ITEM BUDGET

COMPLETE ONE FOR EACH SAN GABRIEL DIAL-A-RIDE LABOR, SALARIES AND WAGES FIXED VARIABLE

A. Operators ________________ ________________

B. Vehicle Maintenance ________________ ________________

C. Maintenance of Buildings ________________ ________________

Grounds and Equipment ________________ ________________

D. Other Labor ________________ ________________

List on a separate page, the wage rates and the number of full-time and part-time

employees by job category.

FRINGE BENEFITS

A. Total Benefits ________________ ________________

OUTSIDE SERVICE

A. Custodial Service ________________ ________________

B. Security Services ________________ ________________

C. Subcontracted Vehicle ________________ ________________

Repair Services

D. Other Services ________________ ________________

(Should not exceed 20% of total category or must provide detail)

MATERIALS AND SUPPLIES

A. Fuels and Lubricants ________________ ________________

B. Tires and Tubes ________________ ________________

C. Vehicle Repair Parts ________________ ________________

D. Other Materials and Supplies ________________ ________________


UTILITIES

A. Total Utilities ________________ ________________


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Sample Page 2 PREMIUMS FOR LIABILITY AND PROPERTY DAMAGE INSURANCE

A. Premiums for General Liability

Insurance: ________________ ________________

Deductible Levels: ________________ ________________

B. Premiums for Vehicle Liability and

Physical Damage Insurance: ________________ ________________

Deductible Levels: ________________ ________________

C. If self-insured, list dollar limits: ________________ ________________

TAXES AND LICENSING

A. Vehicle Licensing and Registration ________________ ________________

B. Fuel and Lubricant Taxes ________________ ________________

C. Sales Tax Occupation/ Operating Lic. ________________ ________________

MISCELLANEOUS EXPENSE

A. Membership Dues and subscriptions ________________ ________________

B. Travel and Meetings ________________ ________________

C. Bad Debt Expense ________________ ________________

D. Start-up Expenses ________________ ________________

Term: ____________ (Will the expense be allocated in the first period only or throughout the

complete term of the contract.)

E. Other Miscellaneous Expense ________________ ________________


PURCHASED EQUIPMENT, LEASES AND RENTALS

A. Vehicle Costs ________________ ________________

B. Facilities ________________ ________________

C. Other Equipment ________________ ________________

D. Financing Costs ________________ ________________

ALLOCATIONS AND PROFIT

A. Overhead and Allocations ________________ ________________

B. Profit ________________ ________________

TOTAL COSTS


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1. Rates:

CITY OF SAN GABRIEL SAN GABRIEL DIAL-A-RIDE REQUEST FOR PROPOSAL COST PROPOSAL FOR DIAL-A-RIDE

Fixed Costs for Dial-A-Ride: $

Variable Costs for Dial-A-Ride: $

Insurance Costs for Dial-A-Ride: $

2. Revenue Service Hour Cost for Dial-A-Ride: $ (based on maximum of 7,500 hours)

3. Additional Charges: Identify item or services to be provided:

Dial-A-Ride $ $ $

4. Total Proposed annual cost for provision of Dial-A-Ride at an equivalent level of service as is described herein: $

Proposer Signature Proposer Name and Title

Proposer Organization or Company

Note: Companies may be invited to an oral interview to determine the most qualified to provide the service. Include a line item budget that supports the amounts listed above. (A sample budget is included in this packet.)


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SAMPLE FAITHFUL PERFORMANCE BOND FOR SAN GABRIEL DIAL-A-RIDE

KNOW ALL MEN BY THESE PRESENTS that,

as CONTRACTOR and as SURETY, are held and firmly bound unto the City of San Gabriel in the penal sum of dollars ($ ), which is fifty percent of the total contract amount for the above stated project, for the payment of which sum, CONTRACTOR and SURETY agree to be bound, jointly and severally, firmly by these presents.

THE CONDITIONS OF THIS OBLIGATION ARE SUCH that, whereas CONTRACTOR has been awarded and is about to enter into the annexed contract with the City of San Gabriel for the above stated project, if CONTRACTOR faithfully performs and fulfills all obligations under the contact documents in the manner and time specified therein, then this obligation shall be null and void, otherwise it shall remain in full force and effect in favor of the City of San Gabriel; provided that any alterations in the obligations or time for completion pursuant to the terms of the contract documents shall not in any way release either CONTRACTOR or SURETY, and notice of such alterations is hereby waived by SURETY.

IN WITNESS WHEREOF the parties hereto have set their names, titles, hands, and seals this day of , 2020.

CONTRACTOR

SURETY

Provide CONTRACTOR/SURETY name, address and telephone number and the name, title, address and telephone number of authorized representative.

Subscribed and sworn this day of , 2020

NOTARY PUBLlC


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Proposal Form 7

CITY OF SAN GABRIEL SAN GABRIEL DIAL-A-RIDE REQUEST FOR PROPOSAL

ACCEPTANCE OF CONDITIONS

The proposer accepts all conditions listed in the “Request for Proposal”. Any exception on the proposer’s behalf must be clearly stated on this form.

PROPOSER



CITY OF SAN GABRIEL LETTER OF INVITATION REQUEST ...

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