IVT MedTrans Paratransit Services Request For Proposal FY 2015-16 Requested by: Mark Baza, Executive Director Imperial County Transportation Commission 1405 N. Imperial Ave. Suite 1 El Centro, Ca. 92243 PHONE: 760-592-4494 FAX: 760-592-4497 [email protected]
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IVT MedTransIVT MedTrans Paratransit Services Request For Proposal FY 2015-16 Requested by: Mark Baza, Executive Director Imperial County Transportation Commission 1405 N. Imperial
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IVT MedTrans
Paratransit Services Request For Proposal
FY 2015-16
Requested by: Mark Baza, Executive Director Imperial County Transportation Commission 1405 N. Imperial Ave. Suite 1 El Centro, Ca. 92243 PHONE: 760-592-4494 FAX: 760-592-4497 [email protected]
IMPERIAL COUNTY TRANSPORTATION COMMISSION (ICTC) February 2016 IVT MedTrans PARATRANSIT SERVICES REQUEST FOR PROPOSAL
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I. INTRODUCTION The Imperial County Transportation Commission (ICTC) administers several turnkey contracted fixed route transit and paratransit systems in the Imperial Valley. ICTC is requesting proposals for a non-emergency paratransit service to San Diego area medical facilities. The current MEDEPXRESS contract terminates June 30, 2016. The service is for a specific passenger ridership including disabled and transit dependent persons and is currently operated by a local non-profit agency. The Imperial County Transportation Commission shall hereinafter be referred to as “ICTC”. The contract will be regulated according to the provisions of the Federal Transportation Administration (FTA), the Americans with Disabilities Act (ADA), and Transportation Development Act (TDA) as amended and other applicable Federal, State and local laws or regulations. Qualified transportation Providers are invited to submit written proposals for consideration in accordance with this request. A Proposal Evaluation Committee will review the proposals. The Executive Director of the ICTC will make recommendations to the Commission for award of contract. In accordance with this RFP, it is anticipated that one (1) new contract would be administered by the ICTC. All responses will be considered and evaluated, however, the ICTC is not guaranteeing to accept any Provider’s proposals, recommendations and cost estimates. The successful Provider(s) will provide a turnkey operation, daily on-line management, marketing, dispatch and operation of the services, as well as, all personnel, maintenance, fuel supply, maintenance and supervisory vehicles and the fixed facilities in which to house the services. ICTC has received grant funds for the acquisition of three (3) new cutaway style buses and a large van. II. BACKGROUND The region of the Imperial Valley contains approximately 4,598 square miles. Agriculture through the use of irrigation is the second largest industry, behind employment in the government sector. Most of the area’s geography is flat, at or below sea level. The climate is described as arid desert with summer temperatures reaching 115° Fahrenheit. The Provider must be able to maintain adequate on-board passenger comfort. Due to the proximity of the operating area to the international border with Mexico, the region has a high percentage of Spanish speaking monolingual passengers. Specific bilingual (English and Spanish) requirements are in place for all drivers and customer contact personnel including dispatchers, to accommodate this issue and are contained in this document. Passengers typically are paratransit-dependent seniors age 60 and over, and individuals with disabilities.
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In addition, because there is a regional fixed-route bus system, complementary ADA Paratransit service and intra city paratransit services, there may be opportunities for transfers between transit services. Open communication and cooperation between agencies and the service provider(s) is mandatory. III. ESTIMATED PROJECT SCHEDULE Issue RFP February 19th 2016 Non Mandatory Pre-Submittal Conference March 4th 2016 Proposal Due March 25th 2016 Provider Ranking and Staff Recommendation Week of April 4th 2016 (non-public opening) Oral Interviews (if necessary) Week of April 11th 2016 Best and Final Offer (if necessary) April 2016 ICTC Commission Action/Award of Contract April 27th 2016 Service Target Start Date July 1, 2016 VI. PROJECT DESCRIPTION AND SUMMARY ICTC is currently seeking a qualified Provider to enter into a contractual relationship to continue to provide demand response paratransit service according to the specific scope of work attached to this RFP.
The Medexpress service has been in operation since 1994. The contracted service has remained essentially unchanged during that time frame. Due to comments contained in a recent update to the 2009 Coordinated Plan for the region, and a desire to meet increased demand ICTC has developed several new features for this new service contract.
A. A new brand and logo using the primary colors of black, white and purple will be introduced. For the purposes of this competitive bid, the new service brand under consideration shall be known as “IVT MedTrans”.
B. ICTC will provide four (4) revenue service hour vehicles for this service.
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C. The service model will be changed from one (1) cutaway bus, alternating four (4) days a
week to the following, based on demand and optimum utilization of resources:
1. Two cutaway (2) buses alternating four days a week. 2. The two (2) cutaway buses will leave at staggered hours; departing the Imperial
Valley at approximately 7:00 AM and returning at approximately 3:00PM, and, departing the Imperial Valley at approximately 11:00 AM and returning at approximately 6:00PM.
3. The cutaway buses will originate in Calexico (as necessary) and meet a van in El Centro, whereby the buses will depart to San Diego. The van will generally provide a sweep service to pick up and drop off passengers from areas North of El Centro through to Brawley (as necessary) in the AM and PM.
D. In the event of inclement weather or other event that leads to a closure of the State highway
between San Diego and Imperial Counties for the return trip to Imperial County, the Provider will be required to find lodging and meals for the overnight stay for the persons on board the bus. Invoices substantiating these expenses must be attached to the regular monthly invoice for reimbursement.
E. The successful Provider will participate in multiple bi-lingual public outreach events organized by ICTC or a marketing consultant to distribute information and assist ICTC with the project Start Up and implementation. Public Outreach events thereafter will be conducted on an as needed basis.
F. The successful Provider shall participate in quarterly management team meetings with ICTC staff throughout the term of this contract. The Provider shall present performance related and operational information including but not limited to: operational statistics, maintenance data, no show rate and other items for ICTC’s review and consideration.
The region has been declared to be under the Urban Bus Fleet Rule and the Transit Fleet Rule by the California Air Resources Board. In 2004, ICTC examined the use of alternative fuel for the transit systems. ICTC selected the ultra-low sulfur diesel fuel path for fixed route and ADA paratransit service operations. For the purposes of this project, diesel, gasoline or alternative fuel powered vehicles are acceptable. Providers must make the arrangements for procurement of fuel and maintenance of ICTC owned vehicles. The ICTC desires to sign a three (3) year, fixed-price (per revenue hour) contract, effective from the anticipated service start date of July 1, 2016, with two (2) one-year extension options. An itemized price sheet is required from the Provider for the full five year period. In the event of a major emergency, Provider shall make transit facilities, vehicles and equipment, and communication resources available to the degree possible for emergency assistance. Line of
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Instruction will first and foremost be with the ICTC. However in the event that contact cannot be established, the Provider shall take instruction from the organization, i.e., County’s Office of Emergency Services (OES) field site that has assumed responsibility for the evacuation and/or transport of injured and ambulatory wounded and movement of persons to food and shelter facilities. Reservation, dispatch and communications software/hardware is not currently in use for the service. Providers can recommend alternatives and introduce technology not currently in place; however, it is important that the alternatives be effective and economical, compatible with future transit service plans, minimize disruption of start-up of services and contain or reduce costs if practical. ICTC will review but is not obligated to accept any recommendations. In the event that the successful Provider is not the current operator of the service, the successful Provider will be required to offer employment to the qualified non-management employees who meet the minimum qualifications in the job descriptions of the IVT MedTrans, of the current operator and are in good standing of the current operator who may otherwise be laid off as a result of a contract award. Therefore, in order to be in accordance with State Labor Code Section 1072, ICTC will offer an additional 10% preference in the scoring and evaluation process, if the provider declares as part of their proposal for a service contract whether or the provider will agree to retain the employees of the prior transit contractor for a period of not less than 90 days. This 10% preference will be added to the total score on the proposal evaluation sheet. All new hire drivers and first line customer contact staff, are required to be bilingual in Spanish and English. In the event of a contract transition, existing drivers and existing customer contact staff of current operators who otherwise meet the hiring requirements but are not bilingual, may be able to be grandfathered into the new service contract. Any contract resulting from this RFP will be financed with funds available to the ICTC. Such funds may include Federal Transit Administration (FTA) Section 5307, 5310, 5311 and 5316, 5317 and 5339 Grants, Transportation Development Act (TDA), Local Transportation Authority (LTA) and State Transportation Assistance funds (STA). For all procurement activities and third-party contracts, Providers and sub-contractors must comply with:
A. 49 CFR Part 18, Uniform Administrative Requirements for Grants and Cooperative Agreements to State and Local Governments,
B. FTA Circular 4220.1F- Third Party Contracting Guidance, and C. FTA Best Practices Procurement Manual.
The contract is contingent upon the receipt of federal and State funds by ICTC. In the event that funding from these sources is eliminated or reduced, ICTC reserves the right to terminate any
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contract or modify it accordingly. ICTC will notify Provider in writing thirty (30) days in advance of the date such actions are to be implemented. This RFP does not commit the ICTC to award a contract or pay any costs associated with the preparation of a proposal. The ICTC reserves the right to cancel this RFP in part or in its entirety, should this be in the best interest of the ICTC and the City. This service may be operated in conjunction with other services operated locally by the Provider. However, this contract will require that resources including vehicles and staff that are dedicated to this contract not be utilized for other purposes without prior written authorization from the ICTC.
V. PROPOSAL SUBMISSION A. SUBMISSION
By submitting a proposal, the Provider represents that it has thoroughly examined and familiarized itself with the services required, and states that it is capable of performing said services. Provider, by submitting a proposal, declares itself to be qualified and experienced in the field of public paratransit operations. Additional service opportunities and/or reasonable recommendations for alterations or changes in services made by a Provider in a proposal shall all be considered. However, ICTC is not required to accept any suggestions or recommendations for any changes to service.
B. DATE/TIME PROPOSAL DUE
Proposals are due on March 25th, 2016 on or prior to 3:00PM. Proposals received after this date and time will be rejected and unopened.
C. ICTC ADDRESS
Proposals are to be mailed/delivered to:
Mark Baza, Executive Director Imperial County Transportation Commission 1405 N. Imperial Ave. Suite 1 El Centro, CA 92243
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D. GENERAL FORMAT FOR PROPOSAL SUBMITTAL
Proposals shall be submitted in two (2) sealed packages. Each package shall be clearly marked and indicating which services the responses pertain to. The proposal shall be held in confidence until the award of the contract. At that time it becomes a matter of public record. The individual price proposal sheet shall be retained as “proprietary” and “confidential”, if so marked. See Section VI. A. 1. for specific instructions regarding proposal page limit.
1. Provider shall submit package No. 1 with one (1) original and four (4) copies each marked “IVT MedTrans Technical Proposal”. The package shall bear the Provider’s name and address. 2. Provider shall submit package No. 2 with one (1) original and four (4) copies in a sealed envelope marked “IVT MedTrans Price Proposal”. The envelope shall bear the Provider’s name and address.
E. ACCEPTANCE OF PROPOSALS
The ICTC reserves the right to accept or reject any and all proposals or any item or part therein, or to waive any irregularities or informalities in any proposal. The ICTC reserves the right to withdraw this RFP at any time without prior notice. The ICTC makes no representation that any contract will be awarded to any Provider responding to this RFP.
F. PRECONTRACTUAL EXPENSES
Pre-contractual expenses are defined as expenses incurred by the Provider in preparing, submitting and/or negotiating or expenses incurred prior to the date of award. The ICTC shall not be liable or responsible for pre-contractual expenses. Providers shall not include any such expenses in any part of the proposal. G. JOINT PARTICIPANT PAYMENTS The ICTC will review the options of contracting with a single or multiple Providers. ICTC will examine any economies of scale and service efficiencies such as single administration and management, coordinated or consolidated maintenance, coordinated or consolidated dispatching etc.
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Where two or more Providers desire to submit a single service proposal, this should be done on a prime-subcontractor basis. The ICTC is not responsible for the payments made by the prime to the subcontractor. H. CONTRACTUAL AGREEMENT The contract agreement will be with the ICTC, and will incorporate the Scope of Work and the technical and cost proposals. The final contract agreement may be modified to reflect the result of final negotiations with a best and final offer. The Provider’s inability or unwillingness to meet any requirements set forth as a condition must be identified and stated as an exception in a section in the proposal with sufficient explanation and reference to the location or page number in the RFP. I. FUTURE CONTRACTUAL SERVICE ADJUSTMENTS The future service demand has not been defined and public outreach for the new service has not yet been conducted by ICTC. After a contract has been signed, service levels may fluctuate. The service level may require the addition or deletion of service hours to accommodate ridership demand. Adjustments may take place to the days or hours that will affect the service level. The ICTC or the Provider may initiate a discussion to adjust the level of service. If necessary ICTC will then develop a modification to the contract agreement and adjust compensation using the identified cost per hour per the pricing originally agreed to for the corresponding fiscal year, and as stated in the Provider’s multi-year proposal. Changes will not be made to the contract during the first thirty (30) days of operation. Changes may not be made unilaterally or solely at the request of a passenger.
VI. PROPOSAL CONTENT A. PROPOSAL CONTENT AND REQUIRED INFORMATION
1. Presentation
Proposals should be typed and submitted on eight-and-a-half inch (8 ½”) by eleven (11”) inch size paper unless absolutely necessary for tables or charts etc., using a binder and with appropriate signatures. Proposal shall not exceed 100 pages in length. The 100 page maximum requirement does not include section dividers, required forms, Letter of Transmittal or the price proposal. The presentation style should be concise without lengthy narrative and elaborate promotional materials.
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2. Letter of Transmittal/Executive Summary
The letter of transmittal shall be addressed to Mark Baza, Executive Director, and must at a minimum, contain the following:
i. Identification of the Provider, including legal name, legal form of
company, address, email address, fax and telephone numbers;
ii. Identify that the proposal is for the ICTC paratransit service “IVT MedTrans”;
iii. Number of years the Provider’s company has been in business;
iv. If applicable, proposed working relationship between the Provider and
subcontractors who supply or provide services that are ten percent (10%) or greater of the total component costs and provide the subcontractors name, address and telephone numbers;
v. Acknowledgement of receipt of all RFP addenda, if any;
vi. Name, title, address, telephone number, and e-mail address of contact
person during period of proposal evaluation;
vii. A statement to the effect that the proposal shall remain valid for a period of not less than 120 days from the date of submittal; and
viii. The signature of a person authorized to bid/negotiate the terms of the
proposal. 3. Technical Proposal a. Qualifications and Related Experience
This section of the proposal should establish the ability of the Provider to satisfactorily perform the required work by demonstrating experience in performing work of a similar nature; competence in the services to be provided; strength and stability of the Provider; staffing capability; work load; record of meeting schedules on similar projects; and supportive client references.
i. Provide a brief profile of the Provider, including the types of
services offered; the year founded; form of the organization
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(corporation, partnership, sole proprietorship); number, size and location of offices; and number of employees.
ii. Provide a general description of the Provider’s financial
condition and identify any conditions (e.g., bankruptcy, pending litigation, planned office closures, impending merger, and potential labor disputes) that may affect the Provider’s ability to complete the project. An audited financial statement, a Dun & Bradstreet report or a one (1) page summary from a licensed Certified Public Accountant shall be submitted. The statement shall clearly identify the financial status and condition of the Provider’s immediate business entity, as well as the overall company. The document(s) provided should be dated no more than twelve (12) months prior to the date of submission.
iii. Describe the Provider’s experience in performing work of a
similar nature to that solicited in this RFP. Include, at a minimum, name of the contracting agency type of service(s) provided, contract period, annual revenue miles or hours, quantity, size and fuel of vehicles used, and the name, address and telephone number of a contact person.
iv. If applicable, identify subcontractors and suppliers who provide
supplies or services that are ten percent (10%) or greater of the total services costs by company name, address, contact person, telephone number and project function. Describe the Provider’s experience working with each subcontractor or supplier and information specific to the subcontractor’s qualifications to perform the identified services.
b. Project Staffing and Project Organization
This section of the proposal should establish the method which will be used by the Provider to manage the project and subcontractors as well as identify key personnel assigned.
i. Submit a project organization chart which clearly shows all
communication/reporting relationships among the project staff, subcontractors and suppliers and assigned work tasks.
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ii. Provide name(s) and resumes of the proposed Project Manager and all key personnel that will be assigned to the ICTC’s project including the Project Manager, Assistant Project Manager, On-site Maintenance Manager/Supervisor and Road Supervisors. Describe the roles and abilities of the Project Manager, Assistant Project Manager and the Onsite Maintenance Manager/Supervisor to respond immediately to issues relating to the service herein is required. The Provider should demonstrate how this will be ensured and should indicate the percent of time each individual is dedicated to this project, and other non-ICTC projects, if applicable.
iii. Include the statement that key personnel will be available to the
extent proposed for the duration of the project acknowledging that no person designated as “key” to the project shall be removed or replaced without the prior written concurrence of the ICTC.
iv. Indicate adequacy of labor resources utilizing a table projecting
the labor-hour allocation to the project for each position category. Indicate the number of full-time and part-time employees for all operations (include numbers for subcontracted work).
c. Work Plan
The Provider shall develop a detailed narrative which addresses the Scope of Work requirements and shows the Provider’s understanding of the Local environment and relevant laws and ICTC’s requirements. Throughout the narrative, the Provider should include references for each section in the Scope of Work that refers to the requirements.
i. Start-up and Ongoing Service Operations
Provide a comprehensive detailed service start-up and ongoing service operations plan to include a discussion of the following: personnel recruitment processes and procedures (including criteria for employee hiring and retention); facility considerations (selection, utilization, functionality); day-to-day operating approaches, considerations and key issues; procedures for handling emergencies and unforeseen situation relative to paratransit operations (e.g., traffic congestion, accidents). Providers should quantify the difference between vehicle
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revenue service hours and the deadhead hours in the service plan section of their proposal submittal to demonstrate the viability of the proposed site location.
Providers should demonstrate their capability to complete service start-up activities in a timely fashion and should demonstrate their knowledge of maintaining a smooth-running operation.
This service start up should also address any transitional issues between Providers. Provide plans of the proposed transition of the employees to Providers firm.
ii. Facilities and Equipment
Provide a complete description of operational facilities and equipment available and/or planned for use. This description should include the location(s) and Start-up and Ongoing Service Operations
The Provider should include a detailed implementation schedule that demonstrates how the service will be implemented, configuration(s) of facilities proposed and plans for space utilization in accordance with requirements outlined in the Scope of Work.
iii. Vehicles
ICTC will provide cutaway style paratransit vehicles and a van for the revenue service hours operation. Identify other quantities and types of supervisory/maintenance vehicles.
iv. Personnel Training and Testing The Provider shall include a detailed training program and schedule to the ICTC demonstrating how personnel (including drivers, mechanics and other support personnel as applicable) will be trained and tested prior to and after the start-up of service operations. v. Maintenance Plan It is preferred that the Provider complete maintenance services
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in-house. The Provider must describe their proposed maintenance service procedures in detail through a comprehensive vehicle and equipment maintenance plan. The maintenance plan must include a discussion of the specific locations, actions and work necessary to ensure that a high-level of vehicle maintenance and vehicle availability is maintained with IVT MedTrans vehicles throughout the duration of the Agreement. vi. Written Policies and Procedures
The Provider must provide one (1) copy of all written policies and procedures to be included in a separate binder from the Technical Proposal. This policies provided are not subject to the 100 page maximum proposal page limit. These policies should include, but not be limited to the following:
• Drug and Alcohol Policy • Injury and Illness Prevention Program • Personnel Practices and Policies • Vehicle Maintenance Procedures • Emergency Response
vii. Data Collection and Reporting
The ICTC has specific data and reporting requirements. The Provider should describe their process for collecting and reporting operational, performance and maintenance data, and demonstrate their understanding of various daily data collection activities and reporting requirements for a federally funded system.
d. ICTC’s Disadvantaged Business Enterprise (DBE) Program
Proposers are urged to obtain disadvantaged business enterprise (DBE) participation on this project. The specific goal for DBE participation is 0.0% for the project. It is ICTC policy to provide disadvantaged, minority, and women-owned business enterprises, as defined in Part 26, Title 49 CFR, an equitable opportunity to participate in all contracting opportunities. ICTC’s DBE Program, which includes minority and women-owned business enterprises, is designed so that contract administration, consultant selection, and all related procurement activities are conducted without regard to race, color, religion, disability, political beliefs, age, national origin, gender, or cultural background. Accordingly,
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no firm or individual shall be denied the opportunity to compete for ICTC contracts by reasons so stated or implied.
ICTC requires all potential ICTC consultants/contractors/subcontractors comply with Title VI and Title VII of the Civil Rights Act of 1964, the Americans with Disabilities Act, the Age Discrimination in Employment Act, and the California Fair Employment and Housing Act, as amended, and all other applicable discrimination laws. ICTC will not tolerate illegal discrimination or harassment by its consultants/contractors/subcontractors.
Describe the proposer’s overall plan to make contracting opportunities available to all interested and qualified firms. This includes a strategy to identify the available subcontracting resources and a willingness to make subcontracting opportunities available to such firms.
Submit a subconsultant/subcontractor list, if applicable, which lists any subconsultant/subcontractor for this project, DBE status (if applicable), scope of work, and approximate percentage of the work performed by subconsultant/subcontractor (as a percentage of the total award to the prime consultant). In accordance with current federal regulations, DBEs and joint ventures involving DBEs must be certified for eligibility by Caltrans, by other qualified Department of Transportation recipients or by other certifying public agencies. Documentation verifying DBE status must be submitted in the proposal for all firms (prime consultant or subconsultant/subcontractor) claiming such status. e. References
Provide a minimum of three (3) references for the projects cited as related experiences, and furnish the name, title, address and telephone number of the person(s) at the client organization who is most knowledgeable about the work performed. The Provider may also supply references from other work not cited in this section as additional related experience. f. Exceptions/Deviations State any exceptions to or deviations from the requirements of this RFP, segregating “technical” exceptions from “contractual agreement” exceptions. Each technical exception must reference the particular section and page in the RFP or Scope of Work that refers to the ICTC’s requirements for easy reference.
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g. Confirmation of Addenda to this Request for Proposal The proposer shall confirm the receipt of all addenda issued for this RFP.
4. Pricing Proposal
The Provider shall complete an itemized and detailed three (3) year price list with two (2) option years, and furnish any narrative required to explain the prices quoted in the schedules. Providers are requested to use the pricing proposal sheet provided in the appendices. Upon request to ICTC staff, the pricing proposal sheet can be provided in Excel format. Subcontractors are to be listed separately.
All line items in the categories of expenditure shall be clearly explained for each service indicating the variable rate per service hour and a fixed rate. An annual fixed hourly rate per fiscal year shall apply for each vehicle service or revenue hour. The fixed hourly rate shall apply for the assigned fiscal year. Vehicle revenue hours will be calculated based upon the actual time that each revenue service vehicle is in service and available to passengers. Vehicle revenue hours shall specifically exclude deadhead hours, including time for travel to and from the first stop and after the last stop, storage facilities, fueling facilities, road tests, inspections training, personnel lunches and breaks. The annual fixed hourly rate per fiscal year will be determined by the use of the combination of two other rates, divided by the total annual vehicle service hours.
1. A variable monthly rate shall compensate Provider for all cost elements assigned to Provider that can fluctuate.
2. A fixed monthly rate shall compensate Provider for all cost elements assigned to Provider with known quantities that are not included in the variable monthly rate.
Identify any management fees, corporate support services and profit as a separate line item. The required fare box collected in effect for each fiscal year will be subtracted from the Provider’s cost by the ICTC and the City, resulting in the actual not to exceed annual subsidy. The annual subsidy will be paid as a reimbursement in monthly installments to the Provider.
Vague descriptions (e.g., “other staff expenses,” “other operating expenses,” “management support” and “support services”) without adequate, reasonable description in a footnote is not acceptable and may render a proposal non-responsive to this RFP which will result in the rejection of the proposal.
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If the Provider decides to lease facilities, vehicles or equipment to fulfill any of the requirements for the RFP, a lease versus purchase summary must be provided that illustrates at a minimum;
1. Financial and operational comparison indicating reasons and
possible advantages of lease versus purchase 2. Terms and conditions of the lease including total cost 3. Transportation, financing and installation costs as appropriate 4. Trade in or salvage value
Fuel escalators are in effect in ICTC current transit contractual agreements. Should
a fuel escalator be requested, a brief statement illustrating the recommended language for the contractual agreement and the methodology for calculation can be included. There is standard ICTC language in the draft agreement attached.
The current required farebox ratio in effect is 15% for the paratransit services. The
Provider will retain the fare revenue and submit an invoice monthly to ICTC. The invoice will list the expenses for the month and subtract the fare revenue. ICTC will pay the resulting amount as a monthly subsidy up to the annual contracted subsidy amount. ICTC will not pay more than 85% of the costs for service annually. Each invoice must be accompanied by the required reports.
5. Marketing Plan After the award of the contract, the Provider shall work with ICTC and marketing consultant staff to develop a basic annual marketing plan that is the equivalent to a 5% percentage of the total price proposal. The marketing plan may include: the design and publishing of a printed schedule/informational flyers, brochures, installation of unique color graphics and logos for MedTrans on board the vehicles, printing of various transfer tickets and fare coupons, participation by Provider staff in community job fairs, static displays and print ads. The use of outside on-board advertising will not be allowed, nor is the use of tobacco products or alcohol in advertising. All artistic and budget details are subject to review and approval of the ICTC. The Provider is encouraged but not required to provide concepts, alternatives and ideas for the marketing plan in their proposal. The exact cost and specific details of the marketing plan will be further refined after the award of the contract. Therefore this proposal should not include any costs associated with a marketing plan.
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6. Miscellaneous Appendices Information considered by the Provider to be pertinent to this project and which has not been specifically solicited in any of the aforementioned sections may be placed into a separate appendix section. However, the Provider is cautioned that this appendix is considered to be a part of the 100 page limit. 7. Drug Free Work Place The Provider shall sign and include a certification that the Provider’s operation and all subcontractors working under this contract will comply with all matters relating to providing a drug free workplace. All forms must be completed and submitted with the proposal. Failure to complete this certification shall render a proposal non-responsive to this RFP and will result in the rejection of the proposal. 8. Party and Participant Disclosure Forms In conformance with the statutory requirements of California Government Code Section 84308, part of the Political Reform Act and Title 2, California Code of Regulations, Sections 18438 through 18438.8, regarding campaign contributions to members of appointed Board of Directors, the Provider is required to complete the Party and Participant Disclosure Forms provided in the Annex of this RFP and submit as part of the proposal, if applicable. Both the Provider and its subcontractors must complete the form entitled “Party Disclosure Form.” Forms must be completed and submitted with the proposal. Failure to complete this certification shall render a proposal non-responsive to this RFP and will result in the rejection of the proposal. 9. Certification of Debarment Unless otherwise permitted by law, any person or firm that is debarred, suspended or voluntarily excluded, as defined in FTA Circular 2015.1 dated April 28, 1989, may not take part in any federally-funded transaction, either as a participant or a principal, during the period of debarment, suspension, or voluntary exclusion. Accordingly, the ICTC and the Cities may not enter into any transaction with such debarred, suspended or voluntarily excluded persons or firms during such period. A certification process has been established by 49 Code of Federal Regulations Part 29 as a means to ensure that debarred, suspended or voluntarily excluded persons or firms do not participate in a federally-assisted project. The inability to provide the
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required certification will not necessarily result in denial or participation in a covered transaction. A person or firm that is unable to provide a positive certification as required by this RFP must submit a complete explanation attached to the certification. FTA will consider the certification and any accompanying explanation in determining whether or not to provide assistance for the project. Failure to furnish a certification or an explanation may disqualify the Provider from participating in the project. In general, subcontracts of less than twenty-five thousand dollars ($25,000) will not be covered by the certification procedures. Forms must be completed and submitted with the proposal. Failure to complete this certification shall render a proposal non-responsive to this RFP and will result in the rejection of the proposal. 10. Affidavit of Non-Collusion This form must be completed and submitted with the proposal. Failure to complete this certification shall render a proposal non-responsive to this RFP and will result in the rejection of the proposal. 11. Restriction on Lobbying As a recipient of federal funds, the ICTC is required to certify compliance with the influencing restrictions and efforts of the Provider to influence federal officials regarding specific procurements in excess of one hundred thousand dollars ($100,000) that must be disclosed pursuant to Section 1352, Title 31, United States Code. This RFP contains the following: a certification form entitled “Certification of Restrictions on Lobbying,” the Office of Management and Budget (OMB) Standard Form LLL entitled “Disclosure of Lobbying Activities” and a document entitled “Limitation on Payments to Influence Certain Federal Transactions.” The Provider is required to complete and submit the certification form entitled “Certification of Restrictions on Lobbying” whether or not any lobbying efforts took place. If the successful Provider did engage in lobbying activities, then OMB Standard form LLL “Disclosure of Lobbying Activities” must also be completed and submitted to the ICTC. All forms must be completed and submitted with the proposal. Failure to complete this certification shall render a proposal non-responsive to this RFP and will result in the rejection of the proposal.
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12. DBE Forms These forms must be completed and submitted with the proposal. Failure to complete these documents shall render a proposal non-responsive to this RFP and will result in the rejection of the proposal. 13. Public Records Policy All proposals submitted in response to this RFP become the property of ICTC and are public records and, as such, may be subject to public review. Proposals and the documents constituting any contract entered into thereafter become the exclusive property of the ICTC and shall be subject to the California Public Records Act (Government Code Sections 6250 et seq.; “the Act”). The ICTC’s use and disclosure of its records are governed by the Act. Those elements in each proposal which the Provider considers to be trade secrets, as that term is defined in Civil Code Section 3426.1(d), or otherwise exempt by law from disclosure, should be prominently marked as “CONFIDENTIAL” or “PROPRIETARY” by the Provider. The ICTC will use its best efforts to inform the Provider of any request for disclosure of any such document. The ICTC shall not in any way be liable or responsible for the disclosure of any such records including, without limitation, those so marked if disclosure is deemed to be required by law or by an order of the Court. In the event of litigation concerning disclosure of information the Provider considers exempt from disclosure, the ICTC will act as stakeholder only, holding the information until otherwise ordered by a court or other legal process. If the ICTC is required to defend an action arising out of a request pursuant to the Act for any of the contents of the Provider’s proposal marked “Confidential” or “Proprietary,” the Provider shall defend and indemnify the ICTC from all liability, damages, costs and expense, including attorneys’ fees, in any action or proceeding arising under the Act. To ensure confidentiality, the Provider is instructed to enclose all “Confidential,” “Proprietary, data in so marked sealed envelopes, which should then be included with the proposal. Because the proposal is available for review by any person after award of a contract resulting from an RFP, the ICTC shall not in any way be held responsible for disclosure of any “Confidential” or “Proprietary” documents that are not contained in envelopes and prominently marked.
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VII. PRE-SUBMITTAL ACTIVITIES
A. Non Mandatory Pre-Proposal Meeting and Questions Concerning Request for Proposals
The non-mandatory pre-proposal conference will be held at 9:00AM on March 4, 2016 at the ICTC conference room at 1405 N. Imperial Ave. Suite 1, El Centro CA, 92243. Attendance is encouraged but not mandatory.
Questions must be received in writing via mail, facsimile, E-mail or hand delivery no later than 3 P.M. local time, on March 2nd, 2016 addressed to:
Kathi Williams, Project Manager
Imperial County Transportation Commission 1405 N. Imperial Ave. Suite 1 El Centro, CA 92243
760-592-4494 e-mail: [email protected] B. Revision/Addendum to the Request for Proposals
Clarification desired by the Provider relating to definition or interpretation shall be requested in writing via mail, fax or email with sufficient time to allow for a response and prior to the date RFPs are due, and will be made in the form of an addendum. Oral explanation or instructions shall not be considered binding.
ICTC reserves the right to revise the RFP and issue addendums prior to the date that proposals are due. Revisions or addendums to the RFP shall be posted on the www.imperialctc.org web site at least one full business day prior to the deadline for proposals. It is the responsibility of the proposer to contact the project manager and/or check the web site for any revisions related to this RFP.
VIII. ADDITIONAL CONDITIONS
A. Reservations This RFP does not commit ICTC to award a contract, to defray any costs incurred
in the preparation of a proposal pursuant to this RFP, or to procure or contract for work. ICTC may reject bids without providing the reason(s) underlying the declination. A failure to award a contract to the lowest bidder will not result in a
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cause of action against ICTC. B. Right to Cancel ICTC reserves the right to cancel for any reason, in part or in its entirety, this
RFP. If ICTC cancels the RFP prior to the deadline for proposals a notification will be placed on ICTC’s Web site. www.imperialctc.org
IX. RESPONSIBILITIES OF THE ICTC
A. The ICTC will administer the service contract, provide management oversight, coordinate quarterly MedTrans Management Team meetings and other communications.
B. The ICTC will pay an agreed upon amount within 30 days after submittal of the complete invoice(s).
X. EVALUATION AND AWARD
A. EVALUATION CRITERIA
RFPs will be evaluated based on the following criteria:
1. Project Technical and Related Experience (20%) Technical experience in performing paratransit work of a similar nature; experience working with public or governmental agencies; strength, stability, experience and technical competence of Provider and subcontractors to perform and meet all management and operating requirements. 2. Methodology and Approach (20%) Depth of the Provider’s understanding of the ICTC’s requirements and overall quality, logic, clarity and specificity of work plan; appropriateness of labor distribution among the activities; ability to meet the project deadlines; reasonableness of proposed start-up plan; logic of project organization and adequacy of labor commitment and utility of suggested technical or procedural innovations. 3. Staff Qualifications and Disadvantaged Business Enterprise (DBE) (15%)
Qualifications of project staff, particularly key personnel and the Project Manager; key personnel’s level of involvement in performing related work; effort to secure DBEs.
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4. Facilities and Equipment (20%) Suitability/availability of proposed facilities, maintenance/supervisory vehicles and equipment. 5. Price/Cost (15%) Reasonableness and competitiveness of the total price with other offers received; adequacy of data provided in support of figures quoted and the basis on which prices are quoted. 6. Completion of Response and References (10%) Completeness of response in accordance with RFP instructions; references for similar work 7. State Labor Code Section 1072 (10%) ICTC will offer an additional 10% preference in the scoring and evaluation process, if the provider declares as part of their proposal for a service contract that he or she will agree to retain the employees of the prior transit contractor for a period of not less than 90 days.
B. EVALUATION PROCEDURE
The ICTC will arrange for an Evaluation Committee to conduct proposal review and scoring. The Committee may be comprised of various staff from the ICTC, the Metropolitan Planning Organization - the Southern California Association of Governments (SCAG), CALTRANS and involved Social Service Agencies. The Evaluation Committee may utilize a two (2) step selection process in that Providers that submit proposals deemed responsive may be contacted for oral interviews prior to final selection. If an oral interview is scheduled, the project manager or a suitable alternative within the proposal team is required to be present. The project manager must be able to demonstrate that his or her team is the best suited for the project. The Provider may not utilize sales or corporate staff exclusively for the oral interview process. The Evaluation Committee will review all proposal deemed “Responsive” and determine if qualifications are met. A Best and Final Offer may be issued by ICTC staff after the
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proposals are submitted but before contract award. During the evaluation period, the Evaluation Committee reserves the right to conduct site visits or inspections of some or all of the Provider’s facility. Negotiations may or may not be conducted with Providers; therefore, the proposal submitted should contain the Provider’s most favorable terms and conditions, since the selection and recommendation may be made without discussion with any Provider. C. AWARD
The ICTC Executive Director will submit a final recommendation to the ICTC Commission for the final approval regarding a contract award.
D. NOTIFICATION OF AWARD AND DEBRIEFING
Providers who submit a proposal in response to this RFP shall be notified in writing regarding the identity of the Provider that was awarded the contract. Such notification shall be made within ten (10) days of the date the contract is awarded. Providers not recommended can schedule a debriefing by ICTC staff on their proposal, after the award of the contract.
XI. PROTESTS
ICTC will consider all protests regarding the contracting process or the award of a contract submitted by 3:00 P.M. on the deadlines discussed below. ICTC will only review protests submitted by an actual or prospective proposer. A protest must be made in writing, contain an original signature and must be mailed or hand delivered to ICTC. Protests which do not strictly comply with ICTC’s protest procedures will be rejected. Protests relating to the content of the RFP package must be filed on or before the date the response is due. Protests relating to the intent to make an award, must be filed within three days before the award. Untimely protests will be rejected. If deemed necessary, ICTC shall notify all proposers of record that a protest has been filed and that the award has been postponed until further notice. If necessary, proposers will be asked to extend the time for acceptance of their proposal in order to avoid the need for re-advertisement of the solicitation. A. Protest Contents A letter of protest must set forth detailed grounds for the protest and be fully
supported with technical data, documentary evidence, names of witnesses and other pertinent information related to the subject being protested. The protest must also state the law, rule, regulation or practice on which the protest is based.
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The protestor must demonstrate or establish a clear violation of a specific law or regulation.
If the protestor considers that the protest contains proprietary material which
should be withheld, a statement advising of this fact must be affixed to the front page of the protest document, and alleged proprietary information shall be so identified wherever it appears.
Protests shall be addressed to:
Kathi Williams, Project Manager Imperial County Transportation Commission 1405 N. Imperial Ave. Suite 1 El Centro, CA 92243 B. Reply to Protest An ICTC Protest Committee appointed by the Executive Director will review all
protests in a timely manner and reply to the protest in writing, within ten (10) business days. All relevant material submitted by the protestor will be considered. Such material will not be withheld from any interested party outside of ICTC or any agency which may be involved with the contract except to the extent that the withholding of information is permitted or required by law or regulation.
C. Request for Protest Reconsideration Upon receipt of an adverse decision by the Executive Director of the ICTC, the
protestor may file a request for protest reconsideration. A request for protest reconsideration must be directed to the Executive Director in writing and received within ten (10) full business days from the postmark date of the reply from ICTC. The Executive Director will respond to the request for protest reconsideration within ten (10) full business days and schedule a review with the Commission. The decision of the Commission will be final. No further protests will be heard by ICTC.
D. State Appeal Process
Under certain limited circumstances, and after the protester has exhausted all administrative protest remedies made available at the local level, an interested party may protest to the California Department of Transportation (Department) the award of a contract pursuant to a Federal Transit Administration (FTA) grant.
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Department review of any protest will be limited to:
• Local agency’s failure to have or follow its own protest procedures or its
failure to review a complaint or protest. • Violations of the Federal or State law or regulations.
The protest filed with Department shall include:
• The name and address of the protester. • Clear identification of the local agency responsible for the RFP process. • A statement of the grounds for protest and any supporting documentation (the
grounds for protest filed with Department must be fully supported to the extent feasible. Additional materials in support of an initial protest will only be considered if authorized by the FTA regulations).
• A copy of the protest filed with the local agency, and a copy of local agency’s decision, if any.
• Indication of the desired ruling or relief from Department.
Such support should be sent to:
The California Department of Transportation Division of Rail and Mass Transportation P.O. Box 942874 - MS 39 Sacramento, CA 942874-0001
APPENDICES:
A. Scope of Work B. Sample Proposal Evaluation Form C. Proposal Pricing Sheet D. Three Years of Operational Statistics E. Monthly Report Format F. Annual Report Format G. Required Forms H. Incumbent Staff Salary and Benefits I. Sample Table of Liquidated Damages J. Draft Agreement
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IVT MedTrans Paratransit Services Scope of Work FY 2016-2017 through FY 2020-21 This Scope of Work describes the tasks and duties to be undertaken by ICTC, and by the Provider under contract with ICTC to provide IVT MedTrans Paratransit services for non-emergency transportation to medical facilities in the metropolitan San Diego area. This paratransit service does not provide service to facilities that do not provide medical services. 1.0 GENERAL OPERATIONS
1.1 The service is to be provided under the agreement with ICTC is on behalf of the eight
member agencies of the Imperial County Transportation Commission. ICTC has developed service alternatives and corresponding service hours.
1.2 This agreement is for paratransit service and implies a service that operates its services
based upon a set, designated pattern and routes of travel, within a designated operating area and with specific hours of operation:
1.3 The system when viewed in its entirety must achieve a negotiated farebox. 1.4 Services are currently scheduled to be operated on varying days to accommodate the
various schedules of clinics and doctors’ offices in San Diego area. The service departs the Imperial Valley in the morning and returns in the afternoon or early evening hours. Provider’s dispatch offices are therefore expected to be open one hour before and one hour after the hours of operation for the public. Reservations for service are allowed up to thirty (30) days ahead of time. Subscription trips are a significant portion of the passenger traffic.
1.5 Provider shall furnish all daily online management, dispatch and operation of paratransit
service, as well as, drivers, maintenance and the facilities in which to operate the service.
2.0 ICTC RESPONSIBILITIES
2.1 ICTC will provide management oversight, establish priorities for service delivery, perform ongoing planning and programming and establishing related policies for all activities relative to the services, service areas, fares, schedules, days and hours of operations, preparation of planning documents, budgets, specific grant applications and related documentation, certification and eligibility and other such activities relative to overall system administration and contract compliance monitoring.
2.2 ICTC will provide in consultation with Provider, revenue service hour vehicles.
2.3 ICTC will pay a not-to-exceed annual subsidy thirty (30) days after receipt of monthly
invoices pertaining to the service. Reimbursement will be in arrears. Provider shall establish and maintain accounting records as required by ICTC’s Auditor-Controller. Provider may be subject to annual audits.
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2.4 Disputes between passengers and Provider will first be handled by Provider management
personnel. ICTC will be informed by Provider of all disputes and actions taken. ICTC shall act as the final step and/or body of appeals in the resolution of any service complaints that Provider is unable to resolve.
2.5 ICTC reserves the right to impose financial penalties for situations or items in the contract
which are violated. (See Appendix for Table of Liquidated Damages). Adjustments would be made at the time of monthly compensation.
2.6 Administration, monitoring and determination of compliance with contract requirements
will be handled by an authorized agent of ICTC. All aspects of daily operations will be available to inspection/observation by an authorized representative of ICTC.
3.0 RESPONSIBILITIES OF PROVIDER
3.1 In providing the services and oversight provided under this Scope of Work, Provider will act in the capacity of an independent contractor and will provide management, technical and operating personnel, services, equipment and facilities necessary for the operation of ICTC's paratransit services.
3.2 In the event of a major emergency, Provider shall make transportation and
communication resources available to the degree possible for emergency assistance. Line of Instruction may or may not be direct through ICTC. The Provider shall take instruction from the organization, i.e., local police or ICTC’s Office of Emergency Services (OES) field site that has assumed responsibility for the evacuation and/or transport of injured and ambulatory wounded and movement of persons to food and shelter facilities.
4.0 SERVICE IMPLEMENTATION
The paratransit service will pick up passengers at public parking facilities in Brawley, El Centro and Calexico. Additional locations may be utilized by the Provider, as long as the departure and return windows are maintained.
Passengers may walk, use private transportation, other transit and paratransit services to reach the pick up locations. Communication between the Provider and passengers, Provider and sponsoring social service agencies, and Provider and other transit service providers is vital to the success of this operation.
4.1 SERVICE HOURS
The Provider will allow the service schedule to rotate during the month so that service is provided Monday through Thursday and the subsequent week Tuesday through Friday.
Subsidized service is to be provided four days a week:
a. Two cutaway (2) buses and (1) van alternating four days a week. b. The two (2) cutaway buses will leave at staggered hours; departing the Imperial
Valley at approximately 7:00 AM and returning at approximately 3:00PM, and,
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departing the Imperial Valley at approximately 10:00 AM and returning at approximately 6:00PM.
c. The cutaway buses will originate in Calexico (as necessary) and meet a van in El Centro, whereby they will depart to San Diego. The van will provide a sweep service to pick up and drop off passengers from areas North of El Cento through to Brawley (as necessary) in the AM and PM.
ESTIMATED SERVICE ALLOCATION TABLE (Service hours are anticipated to increase by 1% per year)
Monday through Thursday, Tuesday through Friday (two vehicles leaving 3 to 4 hours apart) 6:00 AM departure span to 7:00 PM return at El Centro = 20 service hours/day approximate
4.2 SERVICE MILES (Service miles are anticipated to increase by 1% per year) Estimated Annual Mileage = 95,000 miles
4.3 ROAD CLOSURES
4.2.1 In the event of inclement weather or other event that leads to a closure of the State highway between San Diego and Imperial Counties for the trip to San Diego County, the Provider will be required to contact the passengers by telephone in advance as practical, after the decision to cancel the trip, and make every attempt to reschedule the trips at no additional charge to the passenger.
4.3.2. In the event of inclement weather or other event that leads to a closure of the State
highway between San Diego and Imperial Counties for the return trip to Imperial County, the Provider will be required to find lodging and meals for the overnight stay for the persons on board the bus. Invoices substantiating these expenses must be attached to the regular monthly invoice for reimbursement.
4.4 NO SHOW/LATE CANCELLATION
Provider shall utilize and provide reporting monthly on the No Show/Late Cancellation Policy as adopted by ICTC. Provider will submit a list monthly for ICTC staff’s use, to issue letters of suspension as needed.
4.5 Service does not operate on the following holidays or the day the holiday is observed:
New Year’s Day, Martin Luther King Jr. Day, Presidents’ Day, Memorial Day, Independence Day, Labor Day, Veteran’s Day, Thanksgiving Day and Christmas Day.
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5.0 COMPENSATION
Provider shall receive compensation monthly based upon two formats. 5.1 An annual fixed hourly rate shall apply for each vehicle service or revenue hour. The
fixed hourly rate for that fiscal year shall apply for the assigned fiscal year including if a modification to service hours is agreed upon. Vehicle revenue hours will be calculated based upon the actual time that each revenue service vehicle is in service and available to passengers. Vehicle revenue hours shall specifically exclude deadhead hours, including time for travel to and from the first stop and after the last stop, storage facilities, fueling facilities, road tests, inspections training, personnel lunches and breaks.
The annual fixed hourly rate per fiscal year will be determined by the use of the combination of two other rates, divided by the total annual vehicle service hours.
1. A variable monthly rate shall compensate Provider for all cost elements assigned to Provider that can fluctuate.
2. A fixed monthly rate shall compensate Provider for all cost elements assigned to Provider with known quantities that are not included in the variable monthly rate.
5.2 In the event that fuel costs are increased beyond Provider’s control and negotiated rate,
ICTC will offer Provider an additional amount to offset the increase in costs. A fuel escalator clause shall contain the following provisions:
5.2.1 The fuel escalator shall be calculated as follows: the full amount that fuel costs
exceed the vehicle fuel budget line item shall be adjusted downward by any savings in any other line item category which has not been fully utilized.
5.2.2 The request for reimbursement for the fuel escalator shall be submitted to the Executive Director or his designee each month in which the costs are incurred. The request shall be accompanied by an accounting with documentation developed by ICTC and Provider, and invoices substantiating said increase.
5.3 Provider shall submit invoices on a monthly basis or before the 15th day of each month.
Invoices shall be accompanied by supporting documentation and reports as required by ICTC.
5.4 The required farebox ratio for the paratransit services is 15%. The Provider will retain the fare revenue and submit a monthly invoice to ICTC. The invoice will list the expenses for the month and subtract the fare revenue. ICTC will pay the resulting amount as a monthly subsidy up through the annual contracted subsidy amount. ICTC will not provide more than 85% of the costs for service annually.
6.0 FAREBOX
6.1 Farebox Revenue
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Fareboxes are optional and can be installed at the discretion of the Provider. Vehicle operators will not make change for passengers.
6.2 Fare Collection
Provider's vehicle operators and reservationists shall collect fares as established by ICTC and maintain an accurate count of all boarding passengers by fare category. Farebox revenue will be counted by Provider’s office employees daily and reconciled against the stated number of passenger trips. Any shortages must be investigated and corrected by Provider. Provider will deposit farebox revenue daily. Farebox revenue is the property of ICTC, and Provider will submit written reports to ICTC of revenue collection.
6.3 Transfers
Provider shall also develop a transfer procedure and collect transfers from ICTC fixed-route operations or other public agency paratransit services. Provider shall account for it in its report of revenue collected.
6.4 Prepaid Fare Revenue
Provider is required to develop and collect prepaid fare revenue from individuals, educational facilities and social service agencies. Revenue will be collected by Provider personnel as needed but at a minimum on a monthly basis.
7.0 PERFORMANCE STANDARDS Standards and evaluation criteria will be utilized to annually measure performance and efficiency of services, and Provider performance. Annually, this criterion is reported to ICTC and other State and Federal agencies. For the purposes of this agreement, the following criteria will be negotiated and established:
XX.X Passengers Per Day X.X Passengers Per Hour, $X.XX Cost Per Passenger $X.XX Subsidy Per Passenger $XX.XX Cost Per Hour $XX.XX Cost per Mile 15% Farebox Ratio X Vehicle Service Hour Per Employee
8.0 MARKETING
8.1 Approval Not later than thirty (30) days after the execution of this agreement and thirty (30) days prior to the end of the fiscal year thereafter, Provider shall work with ICTC and ICTC’s marketing consultant to develop a marketing plan. ICTC will have final approval. The marketing plan shall indicate all proposed activities with a corresponding budget of up to 5% of the total cost of the service for the fiscal year. Provider shall be responsible for development and preparation of various marketing materials i.e. schedule and brochures for the paratransit services.
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Provider will coordinate the placement, scheduling and distribution of all advertising and promotional materials designed to inform patrons of ICTC transit services and to promote ridership.
8.2 Preparation Provider shall be ultimately responsible for the preparation and printing of all necessary brochures, passes, tickets, and transfers to be used in the paratransit service.
8.3 Distribution
Provider shall distribute and disseminate such materials in accordance with the provisions of this agreement and any directions supplemental thereto provided by ICTC.
8.4. Promotion
Provider shall promote the service for ICTC, and distribute brochures and other materials.
8.5 Presentation
Provider shall, under the direction of ICTC provide contact on an as-needed basis with private and non-profit community agencies, job resource centers and local governing bodies to promote interest, awareness and use in the paratransit services of ICTC. These contacts shall include, but not be limited to speaking engagements and displays. Provider will participate as a technical resource contact with user groups or agencies as required, including meetings of ICTC or ICTC committees, or ICTC Board upon request.
8.6 Comment Cards
Provider shall develop and distribute passenger comment cards. Provider will respond to all comments with copies of response provided to ICTC. Provider will provide statistical summaries of frequency and patterns of comments to ICTC on a monthly basis.
9.0 CUSTOMER SERVICE
9.1 Phone
Provider shall establish sufficient local and toll free phone lines and staffing for phone services so that callers are not kept waiting more than 3 minutes. Provider shall provide bilingual telephone information service during all hours of system operation, up to one hour before and one hour after routes have started and returned from daily operations. Provider will provide statistical summaries of frequency and patterns of telephone comments to ICTC on a monthly basis.
9.2 Communication with the Hearing disabled/TDD/FAX
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Provider’s telephone system shall be able to accommodate persons with hearing disabilities i.e. have ATT Language Line/TDD equivalent and FAX capabilities. Provider shall publish these phone numbers in the local telephone directory(ies).
9.3 Exclusivity of Phone Services
These lines shall be used solely for the purpose of providing customer information, serving trip requests, and those activities required under the Scope of Work, and shall not be used by Provider for any other non transit related purpose or business. These telephones shall be answered as specified by the Executive Director o his designee.
9.4 Rollover of Phone
Upon termination of the agreement, such phone numbers remain within the jurisdiction of ICTC.
9.5 Provider shall provide fluent and bilingual (Spanish and English speaking) drivers, dispatchers and information reservationists / operators who are knowledgeable of all of the transit services of ICTC as is necessary to answer customer information requests, refer passengers to other public transit service providers and/or questions in a courteous, timely and professional fashion. Staffing need also be capable of speaking in a correct, clear and easy to understand manner regardless of the primary language spoken.
10.0 COORDINATION
10.1 Consultation
Provider represents itself as an expert in the field of public paratransit. As such Provider shall provide ICTC with minor technical assistance and consultation in such matters as operating policies, funding, and coordination with other transit providers at no additional charge to ICTC. At no time will Provider be required to prepare intensive or in-depth studies without mutually agreed upon compensation. Periodically, consultants will request information or interviews with Provider’s staff. Provider is required to cooperate with all ICTC administered consultant projects.
10.2 Service Recommendations
Provider will report to the Executive Director or his designee and will make recommendations as to changes i.e. pickup locations, to improve paratransit service on a case-by-case basis. Provider may not make any permanent changes which affect the quantity, quality or nature of the service without obtaining ICTC's written permission.
10.3 Coordination of Passenger Transfers Between Modes
Provider will refer telephonic requests as appropriate to the transit service that best meets the needs of the passenger. Provider shall accept and transfer passengers under the tenets of the Americans with Disabilities Act. In certain situations, a passenger may be better
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served by the use of an intra-city system or the fixed route system. Provider staff shall provide referrals that suit the passenger’s needs.
11.0 MANAGEMENT
11.1 Site Supervisor/ Operations Manager
ICTC shall participate in the selection or approval of the person serving as Director of Transportation/Operations Manager/Site Supervisor. In the event that the Operations Manager must be replaced, ICTC will participate in the selection of the replacement
11.2 Day-to-Day
Provider will manage the day-to-day operation in accordance with an operations plan and good management practices. Management of day-to-day operations of the system will be vested in at least one local management individual who will be experienced in all aspects of public paratransit operations. The individual will be responsible for managing and monitoring all aspects of the system operation including but not limited to: maintenance, repair, fueling, security, supply of on-line and spare vehicles, warranty work, quality of service, accounting, fare collection, personnel, and contract administration. Provider shall supply ICTC with a 24-hour emergency telephone number at which Provider can be reached.
11.3 Priority of Service
ICTC intends that the local management shall be on a full-time basis and shall consider the IVT MedTrans as having a priority over any other local non public transit services that Provider operates.
11.4 Executive Level Availability
Provider shall also designate a responsible executive level employee of Provider to be available at all times either by phone or in person, to make decisions or provide coordination as necessary. This executive must be authorized to act throughout the service area on behalf of Provider. This individual may not be the same individual as the local management.
11.5 Operational Efficiency
Provider shall seek out and implement methods of improving system operations, service and cost effectiveness along with improvements to correct deficiencies and substandard performance. Results will be reported to ICTC via the monthly management summary (MSS) report activity report or direct memo along with any corrective actions, which have been taken. Provider shall review and comment on plans, equipment purchases, operative changes, and related proposals of ICTC.
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12.0 GENERAL REPORTS AND RECORDKEEPING
Provider shall collect data on the operation of the paratransit system and supply the data to ICTC on a monthly basis, or as may otherwise be directed below. All such information supplied by Provider shall be certified as accurate. 12.1 Management Information System
Provider's Management Information System shall utilize WORD, EXCEL, POWERPOINT, ACCESS, Adobe Acrobat and email, and provide an adequate methodology to gather, store, retain, calculate, compute, cross reference and display in textural, tabular and graphic form all operating, performance and financial data associated with this contract. In addition, email capability is required to communicate with ICTC. ICTC uses IBM-compatible computer equipment.
12.2 Monthly Reports
Provider will report the information on a monthly basis in the format as described in the appendix.
12.3 Annual Reports
Provider will report the information on an annual basis in the format as described in the appendix.
12.4 Miscellaneous Reports
In addition to the monthly reporting, Provider shall supply any and all reports necessary to comply with requirements of ICTC and other local, State, or Federal authorities. These reports will include but not be limited to all required California Air Resource Board Urban or Medium Bus Operators Emission Requirements, California Transportation Development Act and Federal Transit Administration and National Transit Database reporting requirements.
12.5 Accident Reporting
Provider shall provide ICTC with immediate telephone notice of accidents and written copies of accident reports (written reports within one (1) business day for injury accidents, three (3) business days for non-injury accidents) and CHP Safety Compliance Reports (within two business days after CHP submission to Provider).
12.6 Survey/Study /Analysis Data
ICTC may periodically conduct surveys of ridership during the term of the agreement. These surveys may determine matters including socio-economic, origination and destination and fare-type characteristics of system users. Provider shall cooperate in the
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conduct of all surveys, including having its in-service drivers participate, where operationally possible, at no additional charge to ICTC.
12.7 Proprietary Restriction
Provider agrees that all information required to be furnished by this agreement shall be free from proprietary restrictions unless identified during negotiation and mutually agreed upon. Provider further agrees that other such data is public and in the public domain.
12.8 Maintenance of Data
Provider shall maintain accurate and complete books, records, data and documents on generally accepted accounting principles in accordance with Uniform System of Accounts and Records adopted by the State Controller pursuant to Section 99243 of the Public Utilities Code, and as required by ICTC or Caltrans. Such records shall be kept in such detail and form so as to meet applicable local, State and Federal requirements.
12.9 Accountability
A complete and separate set of books, accounts, and/or records shall be maintained by Provider, which shall show details of transactions pertaining to the management, maintenance and operation of only this system under the terms of the agreement. System transactions shall not be co-mingled with Provider's other operations. Provider's records shall be kept with sufficient detail to constitute an audit trail to verify that any and all costs charged to the system created by the agreement are in fact due to operations pursuant to the agreement, and not due to separate or charter operations by Provider.
On an annual basis, auditors from ICTC will perform a random audit of the financial records of the service.
12.10 Maintenance Records
Provider shall keep and maintain (separated by vehicle) all work orders, warranty dockets and maintenance records on vehicles and equipment until the agreement is terminated, releasing all such documents to ICTC upon request or upon termination of the agreement.
12.11 Access
ICTC, and its authorized agents, Caltrans, FTA, the Comptroller General of the United States or any of their duly authorized representatives shall have access to any books, documents, papers and records of Provider which are directly pertinent to this Agreement, for the purpose of making audit, examination, excerpts, and transcription of Provider's files. Provider shall maintain all these records for a period of at least five (5) years following contract close-out to allow for audits, examinations, excepts and transcriptions of Provider's files.
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13.0 MAINTENANCE , EQUIPMENT AND SUPPLIES
13.1 Provider shall provide all facilities, tools, equipment, tires, fuel, oil, batteries, parts, cleaning supplies, office supplies, office equipment and such other items or materials required to professionally operate ICTC paratransit services including phone system and service.
13.2 Provider shall provide, operate and maintain the radio communications system for the paratransit service, including but not limited to, securing of FCC frequency, base station, transmitter, repeater, if needed, and a mobile unit for each vehicle and spare. Provider must comply with ICTC policies and FCC procedures for radio use.
13.3 Any vehicles made available by ICTC for paratransit services shall not be used for any
other purpose without specific written approval from ICTC. No other vehicles will be used for IVT MedTrans revenue service without written approval from ICTC.
13.4 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. All wheelchair lifts must be cycled at least daily. Provider shall make every reasonable effort to repair non-operational lifts within three (3) days as required by the Americans with Disabilities Act.
13.5 Brake inspections and adjustments shall be performed at intervals that ensure the safe and
efficient operation of the braking system. 13.6 All lubrication and oil filter change intervals shall be performed in accordance with OEM
specifications, requirements and the schedule provided in proposal to operate ICTC’s paratransit system.
13.7 All components of the vehicle bodies, appurtenances and frames shall be maintained in a
safe, sound and undamaged condition at all times. Repairs (including body, glass and all vehicle appurtenances) shall be made expeditiously.
13.8 All mechanical, electrical, fluid, air and/or hydraulic systems shall be maintained in a
safe and working condition at all times. 13.9 The interior passenger compartment shall be free of exhaust fumes from the engine,
engine compartment and exhaust system of the vehicle. 13.10 Heating and air conditioning (A/C) systems shall be maintained and used to ensure that
the passenger compartment is comfortably maintained under all climatic conditions at all times on all in-service runs. Thorough A/C inspections and repairs shall be executed and completed on all vehicles no later than April 1st of each year. Provider shall maintain the A/C systems in a state of operating condition throughout the entire year.
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13.11 Seats shall be maintained in proper operating condition at all times. All tears, gum, graffiti and other damage shall be repaired in a professional manner immediately upon their discovery. Provider shall replace seat covers which are worn or cannot be professionally repaired using material which is identical in design and color as those materials being replaced.
13.12 All equipment shall be reasonably clean both inside and out prior to each service run.
Exteriors of all vehicles, including wheels, shall be washed at least once per week, or more often as necessary. Backs of vehicles shall be cleaned daily on all vehicles used in service. Windows and stanchions shall be washed and floors mopped at least once per week, or more often as necessary, on all vehicles. Driver windows shall be kept clean at all times. Ceilings and walls shall be thoroughly cleaned at least once per month, or more often as necessary, on all vehicles.
13.13 Vehicles shall be kept free of insects and vermin at all times. Provider shall exterminate
all insects and vermin from all vehicles immediately upon their discovery, utilizing materials which are safe and not noxious to passengers.
13.14 Interiors shall be dusted and swept, with trash removed, on a daily basis, or more often as
necessary on all vehicles used in service. 13.15 Provider shall notify ICTC and conform to all instructions and make all corrections
required by the CHP and other applicable regulatory agencies regarding use and maintenance of vehicles.
13.16 Provider and/or Provider's maintenance subcontractor shall establish and maintain an on-
going spare parts inventory sufficient to permit that vehicle requirements are met at all times.
13.17 Provider will provide an adequate number of vehicles during the entire term of the
Agreement for use in providing this service. All vehicles will be equipped with operating wheelchair lifts.
14.0 FACILITIES
14.1 All facilities and arrangements including office space, furniture, dispatch, maintenance bays, paved, secured and lit parking areas, security cameras, storage, on/off site fueling, radio, telephone and computer connections are the responsibility of Provider and shall be sufficient to support the operation of the services described herein.
14.2 Provider shall ensure that facilities provided are maintained as needed to ensure a safe,
hygienic, professional and attractive working environment which is in compliance with Federal, State and local regulations.
14.3 Services will be operated on an inter-regional basis. Vehicles dispatched out of the
facilities will travel to various destinations. ICTC does not specify a preference for location, however, the location will be evaluated for practicality and functionality for the
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administration, operations and maintenance of the system.
14.4 Provider shall locate facilities so as to be able to bring a back up vehicle into service
within 60 minutes from the location.
14.5 The facilities should be able to accommodate the walk-in passenger, receive fare payments, provide a centralized site for operations and a distribution point for information and brochures.
15.0 VEHICLES
15.1 Provider shall supply all non-revenue vehicles for the services. Provider must examine the service history and schedule to determine vehicles recommended for efficient service operation. ICTC will provide 3 (three) cutaway style vehicles and one van for revenue service.
15.2 Provider must maintain adequate air conditioning and passenger comfort on board at all
times.
15.3 ICTC may inspect a vehicle on- or off-route and pull a vehicle out of service at any time due to perceived or reported safety violations, lack of air conditioning, lack of functional wheelchair lifts or other condition that impacts the health and welfare of passengers.
16.0 PERSONNEL
16.1 Provider shall provide all management, office staff, drivers, dispatchers, mechanics, maintenance clerk, cleaners, service workers, telephone information operators, road supervision and such other personnel necessary to responsibly operate ICTC paratransit system, including any on-board security or supervision. It is understood that Provider may subcontract components of its operations; however, no such subcontract shall relieve Provider from responsibility to ensure compliance with the terms of this Scope of Work and accompanying agreements.
16.2 Provider will recruit, screen, hire, discipline and train personnel as necessary, conduct
monthly safety and other related employee meetings as necessary, and perform liaison activities with ICTC and other agencies related to execution of the agreement. A copy of employee benefits, work rules, and union contracts shall be provided to ICTC. Provider shall meet and coordinate with ICTC on a frequent basis.
16.3 Provider shall supervise all drivers to the end that they are courteous to all patrons at all
times and respond to patron's questions regarding use of the transit system or connecting systems accurately.
16.4 Provider shall provide ICTC with an organizational chart prior to start-up. After startup,
Provider shall provide a drivers list to ICTC and shall update said list annually. Provider shall not place a driver into service without completing training program. Failure to comply with this section may result in termination of the agreement.
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17.0 TRAINING
17.1 Provider shall provide full training for Provider's drivers. This training shall be a minimum of eighty (80) hours per employee, of which at least thirty (30) shall be behind the wheel. This training must be completed before a driver can enter unsupervised passenger service. Provider shall maintain and certify driver records, subject to review by ICTC and California CHP.
17.2 All Provider employees, including dispatchers and supervisors, must be trained and
certified as drivers. Such training shall meet all requirements of the State of California, including but not limited to VTT, GPPV and the Commercial Drivers' License. A detailed description of Provider's proposed training program shall be submitted. Provider's training plan shall provide a minimum of eight (8) hours of annual refresher training per driver.
17.3 Provider shall conduct classroom training in at least the following areas: Multi-media first aid training, cardiopulmonary resuscitation (CPR), National Safety Council (or approved equivalent) Defensive Driving Course, customer service, sensitivity/empathy training, emergency and accident procedures, and wheelchair loading and securement procedures.
17.4 Provider will have all drivers obtain a class of license as required by law, and
certification in CPR and first aid. All Provider employees must pass a pre-employment physical examination, paid for by Provider, prior to start of training. All of Provider's drivers shall be subject to a pre-employment background check, review of DMV records, and VTT certification.
17.5 Drivers will be trained by a trainer or trainers who are certified by the National Safety
Council (or other approved agency) to instruct the Defensive Driving course and are certified by either the American Heart Association or Red Cross (or another approved agency) to instruct the drivers in Red Cross and CPR. Provider shall certify their trainer in customer service, sensitivity training, emergency and accident procedures and wheelchair loading and securement procedures, or as may otherwise be required by State or Federal law or regulations.
17.6 Provider shall require all drivers to attend a monthly safety meeting, which shall be a
minimum of one (1) hour in duration. Provider shall implement a planned program of safety retraining to be conducted at the safety meetings. ICTC and ICTC representatives shall be allowed to attend said safety meetings.
18.0 LICENSES
18.1 Provider shall provide and maintain licenses for the radio system. 18.2 Provider shall be responsible for any locally required business or other licenses, including
Federal Communications Commission and Public Utilities Commission certificates as required and necessary. Provider shall also be solely responsible for any parking and traffic violations of vehicles operated in connection with ICTC's paratransit program.
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19.0 UNIFORMS
Provider shall provide and maintain clean, color-coordinated and identical uniforms to be approved by ICTC for all Providers’ employees. Provider shall enforce a dress and appearance code. At a minimum, dress requirements shall include: shirts, slacks or shorts. Headgear is optional but if worn will be a design of a baseball type hats. Jackets will be uniform for use in cold or rainy weather. All shirts and jackets will have sewn name badges and identification patches with ICTC-approved logo. Sandals or open-toed shoes are not allowed.
20.0 SAFETY AND SECURITY
20.1 Provider shall be responsible for safety and security of passengers during operations and for all related equipment and facilities. Provider shall develop specific procedures, which define the safety and security program for ICTC paratransit services. Safety and organizational meetings shall be held with all employees at least once per month.
20.2 Provider shall report all hazardous conditions (e.g., trees, signs, slides, etc.) in the service
area to ICTC and any other appropriate authority and take necessary precautions to safeguard passengers and personnel.
20.3 Provider shall comply with all CHP, Cal-OSHA, and OSHA requirements. Provider shall
not permit drivers to bear weapons of any type while operating a vehicle under this contract.
21.0 EMPLOYEE WORK RULES
Provider shall enforce the following employee rules:
21.1 Uniforms: 21.1.1 Must be worn at all times when on duty. 21.1.2 Shall be clean and presentable at all times. 21.1.3 Uniforms designs, colors and ID tags subject to ICTC approval.
21.2. Gratuities: 21.2.1 Shall NOT be accepted. 21.2.2 All cash shall go into farebox without being handled by the driver, unless required
by the passenger's disability.
21.3 Knowledge of Service and Service Area: 21.3.1 Drivers shall have a thorough knowledge of all ICTC transit services and service
areas. 21.3.2 Drivers shall also have a basic knowledge of potential transfer locations for all
ICTC transit services.
21.4 General Rules: 21.4.1 No one will be permitted to smoke, eat or drink aboard vehicles at any time. This
includes passengers and staff.
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21.4.2 Boisterous language, profanity, or incivility to anyone shall not be allowed while in uniform, while on or off duty representing the Provider or the ICTC.
21.4.3 While in uniform, no employee shall purchase, consume, or be under the influence of any narcotic, intoxicant, or harmful drug.
21.4.4 Drivers shall be responsible for keeping all vehicles clean and sanitary during their shift.
21.4.5 All employees are responsible for reporting any defects a vehicle may have to the supervisor and maintenance department immediately. Drivers shall conduct a "walk-around" and in-vehicle inspection of their vehicle and fill out a "squawk" sheet. Drivers shall have maintenance or management personnel resolve any doubt about the safety of a vehicle prior to placing a vehicle in passenger service.
21.4.6 Employees may use vehicles only in accordance with their assigned duties. 21.4.7 Employees must conduct themselves and operate vehicles in a safe and courteous
manner at all times. 21.4.8 No one shall be permitted to solicit on the vehicle. 21.4.9 No item longer than five (5) feet will be permitted on the vehicle. 21.4.10All information regarding accidents shall be confidential. Employees shall refrain
from speaking to anyone concerning any accident unless it is to police, supervisory personnel, or other person(s) involved in the accident as required by law.
21.4.11Persons under the influence of any intoxicant, narcotic, or harmful drug shall not be permitted on the vehicle.
21.4.12Drivers providing service will be required to travel over prescribed routes (corridors) and maintain time (window) schedules. If it becomes necessary to leave the deviated from the expected route, the dispatcher or immediate supervisor shall be notified immediately.
21.4.13Drivers will provide the assistance required to help elderly and disabled persons boarding and de-boarding vehicles, moving to their seat and or maneuvering and securing wheelchairs. Under no circumstances will drivers enter a passenger's residence or physically lift a passenger.
21.4.14No vehicle shall be operated when its condition is unsafe or uncertain. 21.4.15No driver shall operate the wheelchair lift: a) until he/she has received the
required training; and b) if there is any doubt whosoever about the mechanical condition of the lift or safety of the passenger as a result from using the lift. Wheelchair lift operation shall be in compliance with the methodology recommended by the OEMs.
22.0 ICTC POLICIES AND STANDARDS
Provider will be required to meet ICTC transit service policies and standards in the operation of ICTC IVT MedTrans paratransit services. Penalty payments shall be assessed in accordance with the Table of Liquidated Damages.
23.0 CONFLICT OF INTEREST
Provider covenants that it presently has no interest and shall not acquire any interest, direct or indirect, which would conflict in any manner or degree with the performance of service required to be performed.
MED-EXPRESS Historical Data for 2016 RFPFY 2013-2015
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Appendix E
Monthly Reports in EXCEL format - to be attached to the monthly invoice. Failure to provide will delay processing and payment of the invoice:
1. Monthly Operating Statistics (MOS) monthly consolidated report listed by day to include: number of operating days in month, total and revenue mileage, total and revenue hours, total passengers, total wheelchairs, fare revenue (by category where appropriate).
2. Monthly Route Report (MRR) monthly summary of statistics of each specific route
by individual trip indicating mileage and passengers,
3. Management Summary Statement (MSS) monthly report to include: wheelchair lift failure ratio, accidents, on time performance date, incidents relating to i.e. weather, traffic or road construction, missing bus stop signage, vandalism, key personnel changes, updated fleet listings and topics requiring immediate attention from ICTC.
4. Passenger Service Report (PSR) monthly report to include a summary of telephonic and written complaints, comments and compliments. Report will indicate statistics for what type and frequency of comments.
Appendix F Annual Reports I in EXCEL format – to be submitted prior to 90 days after the close of the fiscal year.
1. Annual Summary of MOS, MRR and MSS Reports. Include additional details such as
recommendations for service changes
Annual Reports II – to be submitted on or prior to 30 days after the start of the fiscal year.
1. Marketing Activities Report (MAR) – Plan to be approved by the Executive Director or his designee, to indicate what activities will be conducted for the fiscal year and a corresponding budget. Report will indicate a review of the previous year’s budget and an analysis of positive and negatives of previous activities.
Annual Reports III – to be submitted at due date as listed.
1. Various Reports, these reports will be conducted on an as needed basis and may
include but not be limited to specific information regarding a particular demographic group or community, unique route characteristic or recommendations on service improvements.
CERTIFICATION OF DRUG FREE WORKPLACE
I, ___________________________________________, hereby certify on behalf of (name of authorized official) _____________________________________________ that (name of company) The PROVIDER named above, and all sub-contractors working on this contract, will comply with Government Code Section 8355 in matters relating to providing a drug-free workplace. The PROVIDER and all sub-contractors will therefore:
Publish a statement notifying employees that unlawful manufacture, distribution, dispensation, possession, or use of a controlled substance are prohibited and that specified actions will be taken against employees for violation of these prohibitions, as required by Government Code Section 8355(a).
Establish a Drug-free Awareness Program, as required by Government Code Section 8355 (b), to inform employees all of the following:
1. The dangers of drug abuse in the workplace. 2. The firm’s policy of maintaining a drug-free workplace. 3. Any available counseling, rehabilitation and employee assistance programs, and 4. Penalties that may be imposed upon employees for drug abuse violations,
including that no employee who tests positive for use of a controlled substance shall be permitted to work on this contract.
Provide, as required by Government Code Section 8355(c), that every employee who works on the proposed contract:
1. Will receive a copy of the firm’s drug-free policy statement, and 2. Will agree to abide by the terms of the firm’s statement as a condition of
employment on the contract. CERTIFICATION: I, ____________________________________________, hereby certify that the above-named company, which I am duly authorized to represent, will comply with the Drug Free Workplace requirements of this contract. I understand that this certification is made under penalty of perjury, under the laws of the State of California. Executed this _________ day of _______________, 20___ By _____________________________________________ (signature of authorized official) _____________________________________________ (title of authorized official)
PARTY DISCLOSURE FORM Information Sheet
Imperial County Transportation Commission
and Affiliated Agencies
The attached Party Disclosure Form must be completed by applicants for, or persons who are the subject of, any proceeding involving a license, permit, or other entitlement for use pending before the Imperial County Transportation Commission (ICTC) or any of its affiliated agencies. (Please see below for definitions of these terms.) IMPORTANT NOTICE Basic Provisions of Government Code Section 84308 A. If you are an applicant for, or the subject of, any proceeding involving a license, permit,
or other entitlement for use, you are prohibited from making a campaign contribution of more than two hundred fifty dollars ($250) to any council member or his or her alternate. This prohibition begins on the date your application is filed or the proceeding is otherwise initiated, and the prohibition end three months after a final decision is rendered by the ICTC. In addition, no council member or alternate may solicit or accept a campaign contribution of more than two hundred fifty dollars ($250) from you during this period.
B. These prohibitions also apply to your agent(s), and, if you are a closely held corporation,
to your majority shareholder(s) as well. These prohibitions also apply to your subcontractor(s), joint venture(s) and partner(s) in this proceeding. Also included are parent companies and subsidiary companies directed and controlled by you, and political action committees directed and controlled by you.
C. You must file the attached disclosure form and disclose whether you or your agent(s)
have in the aggregate contributed more than two hundred fifty dollars ($250) to any council member or his or her alternate during the 12-month period preceding the filing of the application or the initiation of the proceeding.
D. If you or your agent(s) have in the aggregate contributed more than two hundred fifty
dollars ($250) to any individual council member or his/or her alternate during the 12-month period preceding the decision on the application or proceeding, that council member or alternate must disqualify himself or herself from the decision. However, disqualification is not required if the council member or alternate returns the campaign contribution within thirty (30) days from the time the director knows, or should have known, about both the contribution and the fact that you are a party in the proceeding. The Party Disclosure Form should be completed and filed with your proposal, or with the first written document you file or submit after the proceeding commences.
1. A proceeding involving “a license, permit, or other entitlement for use” includes all
business, professional, trade and land use licenses and permits, and all other entitlements for use, including all entitlements for land use, all contracts (other than competitively bid, labor or personal employment contracts) and all franchises.
2. Your “agent” is someone who represents you in connection with a proceeding involving a license, permit or other entitlement for use. If an individual acting as an agent is also acting in his or her capacity as an employee or member of a law, architectural, engineering or consulting firm or similar business entity, both the business entity and the individual are “agents”.
3. To determine whether a campaign contribution of more than two hundred fifty
dollars ($250) has been made by you, campaign contributions made by you within the preceding twelve (12) months must be aggregated with those made by your agent(s) within the preceding twelve (12) months or the period of the agency, whichever is shorter. Contributions made by your majority shareholder(s) (if a closely held corporation), your subcontractor(s), your joint venture(s), and your partner(s) in this proceeding must also be included as part of the aggregation. Campaign contributions made to different directors or their alternates are not aggregated.
4. A list of the members and alternates of the ICTC is attached.
This notice summarizes the major requirements of Government Code Section 84308 of the Political Reform Act and 2 Cal. Adm. Code Sections 18438-18438.8.
ICTC AND ITS AFFILIATED AGENCIES
To be completed only if campaign contributions have been made in the preceding twelve (12) months. Party’s Name: Party’s Address: Street City State Zip Phone Application or Proceeding Title and Number: Council Member(s) or Alternate(s) to whom you and/or your agent made campaign contributions and dates of contributions(s) in the preceding 12 months: Name of Member: Name of Contributor (if other than Party): Date(s): Amount(s): Name of Member: Name of Contributor (if other than Party): Date(s): Amount(s): Name of Member: Name of Contributor (if other than Party): Date(s): Amount(s): Name of Member: Name of Contributor (if other than Party): Date(s): Amount(s): Date: Signature of Party and/or Agent
ICTC AND AFFILIATED AGENCIES
Commissioners
1. George Nava, Councilperson City of Brawley 420 W. Main Street Brawley, CA 92227 2. Bill Hodge, Councilperson City of Calexico 608 Heber Avenue Calexico, CA 92231 3. Larry Ritchie, Councilperson City of Westmorland P.O. Box 699 Westmorland, CA 92281 4. Maria Nava-Froelich, Councilperson City of Calipatria P.O. Box 1200 Calipatria, CA 92233 5. Sedalia Sanders, Councilperson City of El Centro 1275 Main Street El Centro, CA 92243 6. Mark Gran, Councilperson City of Imperial 420 S. Imperial Avenue Imperial, CA 92251 7. David Bradshaw, Councilperson City of Holtville 704 Fig Holtville, CA 92250 8. Supervisor Ryan Kelley County of Imperial 940 Main Street El Centro, CA 92243 9. Supervisor Jack Terrazas County of Imperial 940 Main Street El Centro, CA 92243
PARTICIPANT DISCLOSURE FORM Information Sheet
Imperial County Transportation Commission
and affiliated agencies
The attached Participant Disclosure Form must be completed by participants in a proceeding involving a license, permit, or other entitlement for use. (Please see below for definitions of these terms.) IMPORTANT NOTICE Basic provisions of Government Code Section 84308 A. If you are a participant in a proceeding involving a license, permit, or other entitlement
for use, you are prohibited from making a campaign contribution of more than two hundred fifty dollars ($250) to any council member or his or her alternate. This prohibition begins on the date you begin to actively support or oppose an application for license, permit, or other entitlement for use pending before the Imperial County Transportation Commission or any of its affiliated agencies, and continues until three (3) months after a final decision is rendered on the application or proceeding by the ICTC.
No council member or alternate may solicit or accept a campaign contribution of more than two hundred fifty dollars ($250) from you and/or your agency during this period if the council member or alternate knows or has reason to know that you are a participant.
B. The attached disclosure form must be filed if you or your agents have contributed more
that two hundred fifty dollars ($250) to any council member or alternate for the ICTC or any of its affiliated agencies during the 12-month period preceding the beginning of your active support or opposition. (The disclosure form will assist the council members in complying with the law.)
C. If you or your agent have made a contribution of more than two hundred fifty dollars
($250) to a council member or alternate during the 12-month period preceding the decision in the proceeding, that council member or alternate must disqualify himself or herself from the decision. However, disqualification is not required if the member or alternate returns the campaign contribution within thirty (30) days from the time the director knows, or should have known, about both the contribution and the fact that you are a participant in the proceeding.
The Participant Disclosure Form should be completed and filed with the proposal submitted by a party, or should be completed and filed the first time that you lobby in person, testify in person before, or otherwise directly act to influence the vote of the council members of the ICTC or any of its affiliated agencies. 1. An individual or entity is a “participant” in a proceeding involving an application for
a license, permit, or other entitlement for use if:
a. The individual or entity is not an actual party to the proceeding, but does have a significant financial interest in the ICTC or one of its decisions in the proceeding.
AND
b. The individual or entity, directly or through an agent, does any of the
following:
(1) Communicates directly, either in person or in writing, with a council member or alternate of the ICTC or any of its affiliated agencies for the purpose of influencing the member’s vote on the proposal;
(2) Communicates with an employee of the ICTC or any of its affiliated
agencies for the purpose of influencing a member’s vote on the proposal; or
(3) Testifies or makes an oral statement before the ICTC or any of its
affiliated agencies.
2. A proceeding involving “a license, permit, or other entitlement for use” includes all business, professional, trade and land use licenses and permits, and all other entitlements for use, including all entitlements for land use, all contracts (other than competitively bid, labor, or personal employment contracts) and all franchises.
3. Your “agent” is someone who represents you in connection with a proceeding
involving a license, permit, or other entitlement for use. If an agent acting as an employee or member of a law, architectural, engineering or consulting firm or a similar business entity or corporation, both the business entity or corporation and the individual are agents.
4. To determine whether a campaign contribution of more than two hundred fifty
dollars ($250) has been made by a participant or his or her agent, contributions made by the participant within the preceding 12-month period shall be aggregated with those made by the agent within the preceding 12-month period or the period of the agency, whichever is shorter. Campaign contributions made to different members or alternates are not aggregated.
5. A list of the members and alternates of the Commission is attached.
This notice summarizes the major requirements of Government Code Section 84308 and 2 Cal. Adm. Code Sections 18438-1, 8438.8.
ICTC AND ITS AFFILIATED AGENCIES
To be completed only if campaign contributions have been made in the preceding twelve (12) months. Party’s Name: Party’s Address: Street City State Zip Phone Application or Proceeding Title and Number: Council Member(s) or Alternate(s) to whom you and/or your agent made campaign contributions and dates of contributions(s) in the preceding 12 months: Name of Member: Name of Contributor (if other than Party): Date(s): Amount(s): Name of Member: Name of Contributor (if other than Party): Date(s): Amount(s): Name of Member: Name of Contributor (if other than Party): Date(s): Amount(s): Name of Member: Name of Contributor (if other than Party): Date(s): Amount(s): Date: Signature of Party and/or Agent
ICTC REGIONAL COUNCIL AND AFFILIATED AGENCIES
Commissioners
1. George Nava, Councilperson City of Brawley 420 W. Main Street Brawley, CA 92227 2. Bill Hodge, Councilperson City of Calexico 608 Heber Avenue Calexico, CA 92231 3. Larry Ritchie, Councilperson City of Westmorland P.O. Box 699 Westmorland, CA 92281 4. Maria Nava-Froelich, Councilperson City of Calipatria P.O. Box 1200 Calipatria, CA 92233 5. Sedalia Sanders, Councilperson City of El Centro 1275 Main Street El Centro, CA 92243 6. Mark Gran, Councilperson City of Imperial 420 S. Imperial Avenue Imperial, CA 92251 7. David Bradshaw, Councilperson City of Holtville 704 Fig Holtville, CA 92250 8. Supervisor Ryan Kelley County of Imperial 940 Main Street El Centro, CA 92243 9. Supervisor Jack Terrazas County of Imperial 940 Main Street El Centro, CA 92243
CERTIFICATION OF PRIMARY PARTICIPANT Regarding Debarment, Suspension and Other Responsibility Matters
The ____________________________________ certifies to the best of its knowledge and (provider/principal) belief, that it and its principals:
1. Are not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from covered transactions by any Federal department or agency;
2. Have not within a three year period preceding this proposal been convicted of or had
a civil judgment rendered against them for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public (Federal, State or local) transaction or contract under a public transaction; violation of Federal or State antitrust statutes or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property;
3. Are not presently indicted for or otherwise criminally or civilly charged by a
governmental entity (Federal, State or local) with commission of any of the offenses enumerated in paragraph (2) of this certification; and
4. Have not within a three-year period preceding this application/proposal had one or
more public transactions (Federal, State or local) terminated for cause or default.\ If unable to certify to any of the statements in this certification, the provider shall attach an explanation to this certification. The primary participant, _________________________________________ certifies or (provider/principal) affirms the truthfulness and accuracy of the contents of the statements submitted on or with this certification and understands that the provisions of 31 U.S.C. sections 3801 et seq. are applicable thereto. _____________________________________ Signature and Title of Authorized Official
CERTIFICATION OF LOWER-TIER PARTICIPANTS
Regarding Debarment, Suspension and Other Ineligibility and Voluntary Exclusion
The __________________________________________________________________________ (provider/principal) certifies by submission of this proposal, that neither it nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participant in this transaction by any Federal department or agency. If unable to certify to any of the statements in this certification, such provider shall attach an explanation to this proposal. The __________________________________________________________________________ (provider/principal) certifies or affirms the truthfulness and accuracy of the statements submitted on or with this certification and understands that the provisions of 31 U.S.C. sections 3801 et seq. are applicable thereto. _______________________________________ Signature and Title of Authorized Official
AFFIDAVIT OF NON-COLLUSION STATE OF CALIFORNIA ) COUNTY OF IMPERIAL ) CITY OF EL CENTRO ) , being duly sworn deposes and says that he/she is (Insert “Sole Owner”, “Partner”, “President”, “Secretary”, or other title) of the party making the foregoing bid; that such bid is not made in the interest of or on behalf of any undisclosed person, partnership, company, association, organization, or corporation; that such bid is genuine and not collusive or sham; that said Bidder has not directly or indirectly induced or solicited any other Bidder to put in a false or sham bid, and has not directly or indirectly colluded, conspired, connived, or agreed with any Bidder or anyone else to put in a sham bid, nor that anyone shall refrain from bidding; that said Bidder has not in any manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fix the bid price of said Bidder or of any other Bidder, nor to fix any overhead profit, or cost element of such bid price, nor of that of any other Bidder, nor to secure any advantage against the public body awarding the contract or anyone interested in the proposed contract; that all statements contained in such bid are true. And further, that said Bidder has not directly or indirectly submitted his bid price or any breakdown thereof, nor paid and will not pay fees in connection therewith to any corporation, partnership, company, association, organization, bid depository, nor to any member or agent thereof, nor to any other individual except to such person or persons as have a partnership or other financial interest with said Bidder in his general business. SIGNED: PROVIDER By: Title: SUBSCRIBED AND SWORN TO BEFORE ME This day of , . Notary Seal and Date
CERTIFICATION
OF
RESTRICTIONS ON LOBBYING
I, _________________________________, hereby certify on behalf (name of proposer) of __________________________________ that: (Providere) (1) No Federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the awarding of any Federal contract, the making of any Federal grant, the making of any Federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any Federal contract, grant, loan, or cooperative agreement. (2) If any funds, other than Federal appropriated funds, have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this Federal contract, grant, loan, or cooperative agreement, the undersigned shall complete and submit Standard Form – LLL, “Disclosure of Lobbying Activities,” in accordance with its instructions. (3) The undersigned shall require that the language of this certification be included in all subcontracts and that all subcontractors shall certify and disclose accordingly. This certification is a material representation of fact upon which reliance is placed when this transaction was made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by Section 1352, Title 31, U.S. Code. Any person who fails to file the required certification shall be subject to civil penalty of not less than $10,000 and not more than $100,000 for each such failure. Executed this _________ day of ______________, 20___ By ________________________________________ (signature of authorized official) ________________________________________ (title of authorized official)
DISCLOSURE OF LOBBYING ACTIVITIES Approved by OMB
Complete this form to disclose lobbying activities pursuant to 31 U.S.C. 1352 0348-0046
(See reverse for public burden disclosure.) 1. Type of Federal Action: 2. Status of Federal Action: 3. Report Type:
a. contract a. bid/offer/application a. initial filing b. grant b. initial award b. material change c. cooperative agreement c. post-award For Material Change Only: d. loan year _________ quarter _________ e. loan guarantee date of last report ______________ f. loan insurance
4. Name and Address of Reporting Entity: 5. If Reporting Entity in No. 4 is a Subawardee, Enter Name and Address of Prime:
Tier ______, if known :
Congressional District, if known : Congressional District, if known : 6. Federal Department/Agency: 7. Federal Program Name/Description:
CFDA Number, if applicable: _____________
8. Federal Action Number, if known : 9. Award Amount, if known :
$
10. a. Name and Address of Lobbying Registrant b. Individuals Performing Services (including address if ( if individual, last name, first name, MI): different from No. 10a )
(last name, first name, MI ):
11. Signature:
Print Name:
Title:
Telephone No.: _______________________
Authorized for Local Reproduction
Standard Form LLL (Rev. 7-97)
Information requested through this form is authorized by title 31 U.S.C. section 1352. This disclosure of lobbying activities is a material representation of fact upon which reliance was placed by the tier above when this transaction was made or entered into. This disclosure is required pursuant to 31 U.S.C. 1352. This information will be available for public inspection. required disclosure shall be subject to a not more than $100,000 for each such failure.
Prime Subawardee
Federal Use Only:
Date:
who fails to file the Any person $10,000 and than civil penalty of not less
INSTRUCTIONS FOR COMPLETION OF SF-LLL, DISCLOSURE OF LOBBYING ACTIVITIES
This disclosure form shall be completed by the reporting entity, whether subawardee or prime Federal recipient, at the initiation or receipt of a covered Federal action, or a material change to a previous filing, pursuant to title 31 U.S.C. section 1352. The filing of a form is required for each payment or agreement to make payment to any lobbying entity for influencing or attempting to influence an officer or employeeof any agency, a Member of Congress, an officer or employeeof Congress, or an employeeof a Member of Congress in connectionwith a coveredFederalaction. Completeall items that apply for both the initial filing and material change report. Refer to the implementing guidance published by the Office of Management and Budget for additional information.
1. Identify the type of covered Federal action for which lobbying activity is and/or has been secured to influence the outcome of a covered Federal action.
2. Identify the status of the covered Federal action.
3. Identify the appropriateclassification of this report. If this is a followup report caused by a material change to the information previously reported, enter the year and quarter in which the change occurred. Enter the date of the last previously submitted report by this reporting entity for this covered Federal action.
4. Enter the full name, address, city, State and zip code of the reporting entity. Include CongressionalDistrict, if known. Check the appropriateclassification of the reporting entity that designates if it is, or expects to be, a prime or subaward recipient. Identify the tier of the subawardee,e.g., the first subawardee of the prime is the 1st tier. Subawards include but are not limited to subcontracts, subgrants and contract awards under grants.
5. If the organization filing the report in item 4 checks "Subawardee," then enter the full name, address, city, State and zip code of the prime Federal
recipient. Include Congressional District, if known.
6. Enter the name of the Federal agency making the award or loan commitment. Include at least one organizationallevel below agency name, if known. For
example, Department of Transportation, United States Coast Guard.
7. Enter the Federal program name or description for the covered Federal action (item 1). If known, enter the full Catalog of Federal Domestic Assistance
(CFDA) number for grants, cooperative agreements, loans, and loan commitments.
8. Enter the most appropriate Federal identifying number available for the Federal action identified in item 1 (e.g., Request for Proposal (RFP) number; Invitation for Bid (IFB) number; grant announcement number; the contract, grant, or loan award number; the application/proposal control number assigned by the Federal agency). Include prefixes, e.g., "RFP-DE-90-001."
9. For a covered Federal action where there has been an award or loan commitment by the Federal agency, enter the Federal amount of the award/loan
commitment for the prime entity identified in item 4 or 5.
10. (a) Enter the full name, address, city, State and zip code of the lobbying registrant under the Lobbying Disclosure Act of 1995 engaged by the reporting entity identified in item 4 to influence the covered Federal action.
(b) Enter the full names of the individual(s) performing services, and include full address if different from 10 (a). Enter Last Name, First Name, and Middle Initial (MI).
11. The certifying official shall sign and date the form, print his/her name, title, and telephone number.
According to the Paperwork Reduction Act, as amended, no persons are required to respond to a collection of information unless it displays a valid OMB Control Number. The valid OMB control number for this information collection is OMB No. 0348-0046. Public reporting burden for this collection of information is estimated to average 10 minutes per response, including time for reviewing instructions, searching existing data sources, gathering and maintaining the data needed, and completing and reviewing the collection of information. Send comments regarding the burden estimate or any other aspect of this collection of information, including suggestions for reducing this burden, to the Office of Management and Budget, Paperwork Reduction Project (0348-0046), Washington, DC 20503.
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DISADVANTAGED BUSINESS ENTERPRISE (DBE) Paratransit Assurances
The ICTC annually sets an overall goal for services and work to be reached by Disadvantaged Business Enterprise (DBE) participation. The expected project specific goal percentage will vary from contract to contract due to the availability of DBE’s for service and work.
The ICTC shall not discriminate on the basis of race, color, national origin, or sex in the award and
performance of any U.S. Department of Transportation (DOT) assisted contract, or in the administration of its DBE Program, or the requirements of 49 CFR part 26.
The ICTC will take all necessary and reasonable steps under 49 CFR part 26 to ensure non-discrimination
in the award and administration of DOT-assisted contracts. It is the policy of the ICTC to ensure non-discrimination in the award and administration of DOT-assisted
contracts and to create a level playing field on which DBEs can compete fairly for contracts and subcontracts relating to the ICTC’s construction, procurement and professional services activities.
Implementation of this DBE Program is a legal obligation and failure to carry out its terms shall be treated as a violation of the contract. Upon notification of failure to carry out its approved program, the Federal Transit Administration (FTA) may impose sanctions as provided for and may, in appropriate cases, refer the matter for enforcement under and/or the Program Fraud Civil Remedies Act of 1986 (31 U.S.C. 3801 et seq.).
Providers agree to pursue in good faith, ICTC’s DBE goal of 2.0% for all Providers contracting and sub-contracting opportunities for the term of this Agreement. Forms must be completed and submitted with the Proposal. Failure to complete this section shall render a Proposal non-responsive to this solicitation and will result in the rejection of the Proposal. Providers will complete the following forms as applicable and include them in their response to the RFP:
1. List of Participating firms 2. Provider DBE/Non DBE Participation 3. Unavailability Certification of Disadvantaged Business Enterprises 4. Summary of Subcontract and Monthly Payments forms
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PROVIDERS LIST OF PARTICIPATING FIRMS DBE PROJECT NAME ________________________________________ DATE __________________________________ PRIME PROVIDER NAME/ADDRESS
DBE?
FIRM AGE/YEARS IN BUSINESS
ANNUAL GROSS $$ REVENUE
WORK TYPE*
SUBCONTRACTORS
*P = PROFESSIONAL CONSULTING SERVICES, C = CONSTRUCTION, S = SUPPLIES, E = EQUIPMENT, O = OTHER (describe) Report prepared by: ______________________________________Signature: ____________________________________________ Title: __________________________________________________Date: _________________________________________________
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DBE/ NON-DBE PARTICIPATION
PROJECT NAME ________________________________________ DATE __________________________________ SUBCONTRACTOR NAME/ADDRESS
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UNAVAILABILITY CERTIFICATION DISADVANTAGED BUSINESS ENTERPRISES
Project Provider’s Name In order to demonstrate a good faith effort to utilize Disadvantaged Business Enterprises, Provider’s who cannot meet their DBE participation goals must respond to either Item A or Item B below: ITEM A Name and Address Dates Method of Firms Contacted DBE Contacted of Contact Results ITEM B There exists no opportunity for subcontracting as part of this project. It is the general practice of (Name of Bidder) to perform all work of this nature solely with its own work force and to do otherwise would I, , of (Name) (Title) , do hereby certify that the above information is true and correct, and that (Name of Firm) I have made a good faith effort as documented in Item A or Item B above to obtain Disadvantaged Business participation in the performance of this contract. (Signature) (Date)
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SUMMARY OF SUBCONTRACT AWARD AND MONTHLY PAYMENTS REPORT
PROJECT NAME: ________________________________________ PROVIDER NAME: __________________________ REPORTING PERIOD: From ______________ To: _______________ SUBCONTRACTOR NAME/ADDRESS
Through the award of the contract, ICTC and Provider agree to this system of incentive rewards and penalties to insure the performance required in the contract. It is the goal of ICTC to foster and maintain a cooperative relationship with ICTC and Provider. The Performance Based Incentive Program will be used as an outline for measuring Provider’s performance and building a cooperative relationship under the agreement.
(1 ) On- Time Performance
Standard: 95% of pick-ups 0 minutes early at no more than 5 minutes late Performance above 97.5% +$0.01 per service mile Performance below 93% -$0.01 per service mile
(2) Unsubstantiated Missed Pick ups
Penalty: $500.00 per infraction
(3) Miles Between Road Calls
Standard: Average of 20,000 miles between road calls Performance above 20,000 miles +$0.01 per service mile Performance below 20,000 miles -$0.01 per service mile
(4) Miles Between Accidents
Standard: 50,000 to 70,000 miles between accidents Performance above 70,000 miles +$0.01 per service mile Performance below 50,000 miles -$0.01 per service mile
(5) Safety Inspection Report
Standard: Failure to achieve a satisfactory rating in any category of the annual CHP Safety Compliance Report.
Penalty: $500.00 per infraction and possible termination of contract
(6) Preventive Maintenance
Standard: Any preventive maintenance inspection (PMI) not completed within 300 miles of scheduled interval. Penalty: $250.00 per infraction
(7) Non-Compliance with Vehicle Appearance Requirements Penalty
$25.00 per infraction /per vehicle/per day should any vehicle not display the appropriate appearance or logo. Any damage to said vehicle or logo will be corrected within 7 business days or penalty shall apply.
(8) Non-Compliance with Reporting Requirements Penalty
$250.00 for first infraction $500.00 for subsequent infractions (9) Non-Compliance with Uniform Requirements Penalty $25.00 per infraction/per employee/per day (10) Non compliance with standard Passenger Comfort standards including air conditioning $500/per vehicle/per day based up observations or substantiated passenger complaints Definitions re: Performance Monitorinq
The following definitions and measurement shall apply to the Performance Monitoring Program. Executive Director or his designee would measure these standards.
Accidents per miles are calculated by dividing the number of accidents in the reporting period by the number of vehicle service miles in that reporting period.
Vehicle breakdowns per miles is calculated by dividing the number of breakdowns or roadcalls in the reporting period by the number of vehicle service miles in that reporting period.
1. Miles between road calls based on ICTC's review of Provider's reports, passenger complaints, on-site inspection, review of vehicle maintenance records and data supplied in monthly reports.
2. On-time service performance will be based on a review of Provider's activity, records and, as required, a survey of passengers.
3. Miles between accidents will be based on a review of Provider’s records, accident reports, police reports, monthly reports and visual inspection of vehicles.
4. Uniform/dress code compliance will be based on ICTC’s visual observation.
5. Vehicle appearance will be based on Provider’s records, field inspections and passenger complaints.
Provider shall deliver to ICTC evidence acceptable to ICTC of the foregoing within thirty days
of execution of this Agreement.
IN WITNESS WHEREOF, the parties have executed this Agreement on the day and year first
above written.
IMPERIAL COUNTY PROVIDER: TRANSORTATION COMMISSION: ________________ By:__________________________________ By:__________________________________ Chairman ATTEST: CRISTI LERMA, Secretary to ICTC APPROVED AS TO FORM: MICHAEL L. ROOD County Counsel By: GEOFFREY P. HOLBROOK Senior Deputy County Counsel