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REQUEST FOR PROPOSALS

Countywide Bee-Line

ParaTransit Services

Westchester County Department of Public Works and Transportation

Office for the Disabled September 12th, 2014

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Bee-Line ParaTransit Services

Request For Proposals (RFP)

Notice is hereby given that Westchester County, through The Department of Public Works and Transportation, is seeking proposals from qualified firms to provide ParaTransit services as specified in the RFP in compliance with the Americans with Disabilities Act of 1990, as amended, and Section 15-c of the NYS Transportation Law. The RFP document may be obtained by contacting Chris D. Andritsopoulos at the Department of Public Works and Transportation, 100 East First Street, Mount Vernon, New York 10550, telephone (914) 813-6425 or online at www.westchestergov.com/rfp. The deadline for the receipt of proposals is 3:00 p.m., October 17th, 2014. Proposals received after the deadline will be considered late and will be returned unopened to the proposer. All proposers are required to attend a mandatory proposers meeting on September 24th, 2014 at 11:00 AM in Room 314 of the Michaelian Office Building, 148 Martine Ave., White Plains, New York 10601. The deadline for all technical questions is October 3rd, 2014 The start date of the contract associated with this RFP is January 1, 2015. The term of the contract will be three years, with one two-year option. All proposers will be required to comply with all applicable Equal Opportunity laws and regulations. Pursuant to Local Law No. 27-1997, it is the goal of the County to encourage and support significant, meaningful participation by business enterprises owned and controlled by people of color and/or women (MBE/WBE) in contracts and projects funded by the County. The County of Westchester reserves the right to reject any and all proposals, in whole or in part, to enter into multiple contracts, and to make an award(s) as deemed in the best interest of the County. Further, the County reserves the right to waive any formalities or informalities contained in the RFP. Proposals may not be withdrawn for sixty (60) days after the RFP due date noted above. Jay T. Pisco, P.E. Commissioner Westchester County Department of Public Works and Transportation Release Date: September 12th, 2014 White Plains, New York

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TABLE OF CONTENTS

Section I - Administrative Information

1. Purpose of RFP and Background Information 2. Coordinating Departments 3. Evaluation Committee 4. Administrative and Technical Questions 5. Due Date for Proposals 6. Number of Copies 7. RFP Policies and Procedures 8. Public Disclosure of Proposal Contents 9. Intellectual Property Rights 10. MBE/WBE Participation 11. Drug and Alcohol Testing 12. Proposal Format 13. Subcontracting 14. Cost Proposal 15. Evaluation of Proposals and Award Criteria 16. Contract Term and Other Provisions 17. Performance Security 18. Liquidated Damages 19. Notice of Award 20. Negotiations with Selected Firm 21. Indemnification for Displaced Union Employees 22. Audit and Maintenance of Documents

Section II - Proposal Contractor Profile/Statement of Qualifications 1. Identification of Respondent and General Information 2. Experience and Background of Responding Organization 3. Staffing 4. Vehicle and Fleet Management Capabilities 5. Insurance 6. Statement of Financial Condition 7. Transition Plan 8. References 9. Additional Information

Section III - Technical Specifications and Scope of Work 1. Profile of County 2. Service Areas 3. Days and Hours of Operation 4. Fares 5. Background Statistical Information

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6. Unique Bee-Line Service Features 7. Definitions 8. Summary of WC Responsibilities 9. Summary of Provider Responsibilities 10. Performance Measures

Section IV - Cost Proposal/Forms Form 1V-1A Price offer forms – Options One and Two with 2 work sheets Form IV-2 Affirmation Form IV-3 Provider's acknowledgment Form IV-4 Certificate of Authority Form IV-5 Affirmative Action Plan Requirement Form IV-6 Receipt of Addenda Statement Form IV-7 MacBride Certification Form IV-8 Questionnaire Regarding Business Enterprises Owned and Controlled by Persons of Color or Women Form IV-9 Qualified Transportation Fringe Program Form IV-10 Disclosure of Relationships to County

APPENDICES Appendix “A” Equipment Covered by Lease Agreement Appendix “B” Standard Insurance Provisions Appendix “C” Sample Operating Agreement Form Appendix “D” Performance and Payment Bond Appendix “E” Sample Lease Form Appendix “F” Criminal Background Disclosure Instructions Appendix “G” Vendor Direct Payment Appendix “H” Monthly Financial and Maintenance Report k/d/dtr/2014 Paratransit RFP 9.10.14

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SECTION I

ADMINISTRATIVE & GENERAL INFORMATION

I.1. Purpose of RFP & Background Information

This Request for Proposals (“RFP”) is issued to solicit responses from qualified, experienced transportation vendors interested in providing ParaTransit services in Westchester County. Service is to be provided in two zones; interstate 287 essentially serves as the boundary between the two zones. Proposers must submit offers for both of the following zones:

1) Southern Westchester County (“South County Areas” - Zone S) 2) Northern Westchester County (“North County Areas” - Zone N)

The County of Westchester (“the County”) provides ParaTransit services through a program called Bee-Line ParaTransit (“ParaTransit”). ParaTransit is a seven day a week, demand-responsive, advance-reservation, curb-to-curb service for individuals traveling within Westchester County and to or from limited areas of- Bronx County, Putnam County and Connecticut who do not have the functional capability to ride fixed-route buses due to a disability. This service has been in operation since 1983. Currently and throughout the contract period associated with this RFP, Bee-Line ParaTransit may, upon prior request from a rider, approve the provision of additional assistance to the rider from the curb to the building’s entrance. This is known as “Origin-to-Destination Service” (See Section III, 7.0 Definitions). The Westchester County Office for the Disabled (WCOFD) is responsible for determining eligibility, registering customers, accepting trip reservations, managing complaints, booking trips and monitoring the day-to-day operation of the service. However, the successful proposer must accept and schedule “same day trip” requests Monday through Sunday including holidays upon availability. The Provider must also reserve and schedule “next day trip” requests on all Saturdays, all Sundays, and holidays when County offices are closed. The County uses a software system (Trapeze) that offers real-time, automated scheduling and dispatching capabilities. The ParaTransit service vendor ties into this system for dispatching and scheduling purposes. The County will provide the necessary number of workstations and printers. The successful proposer (hereinafter referred to also as the “Provider” or “Contractor”) will be responsible for hiring and training drivers, mechanics, dispatchers, road supervisors and office staff. The Provider will also be responsible for dispatching, maintaining the County owned fleet in accordance with WCDPW&T specifications,

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manufacturer recommendations and State regulations so that vehicles pass New York State Department of Transportation inspections; investigating complaints; maintaining certain financial and operating statistics, and generally insuring that the highest quality service is provided in accordance with the service-specification. The Provider will be paid either on a “Per Trip” or “Per Hour” basis. Each proposer must provide a cost for each option (1) Per Trip and (2) Per Hour. Upon a review of the submitted proposals, the County will select one of the options. The County will provide the successful proposer with the vehicles used in service as well as vehicle insurance and fuel for the vehicles. The County- owned fleet currently consists of Ford E-350 (gas and diesel engines) vans which have a seating capacity of either 6 ambulatory riders, 1 wheelchair and 4 ambulatory riders, or 2 wheelchair and 2 ambulatory riders. The County’s Ford E-450 (diesel engine) vans have a capacity of 7 ambulatory riders, 1 wheelchair and 4 ambulatory riders, 2 wheelchair and 2 ambulatory riders, or 3 wheelchairs and 1 ambulatory rider. The County’s Ford Transit Connects (gas engines) carry a maximum of 3 ambulatory riders; they are not wheelchair accessible. There are also two Shuttle vehicles with a seating capacity of up to 20 ambulatory riders and 2 wheelchair positions. All vehicles listed in Appendix A with the exception of the Transit Connects are equipped with Braun lifts and Q’straint wheelchair securement systems. They are “conversion” type vans manufactured by Coach and Equipment Corp. and are built on Ford chassis. These vehicles are generally replaced every four years. Each vehicle will be leased to the successful proposer for $1.00 per vehicle per year. Vehicles leased to the Provider shall only be used to provide services covered by this Agreement. The County expects to supply the successful proposer with sufficient vehicles to meet service and have an adequate spare ratio. However, from time to time, the Operator may be called upon to provide vehicles in the event of a growth in demand. The Operator will be paid for the use of the vehicles in accordance with the provisions of the Agreement. Any vehicles the County might lease from the operator must be similar to those supplied to the operator. The successful proposer must supply and equip each vehicle used in service with a mobile data terminal (MDT) or equivalent smart device and/or cell phone with a hands free device. The provider must also supply a form of communication between the driver and dispatch. The successful proposer must also provide a garage or similar base of operations within Westchester County. Specifics on the contractor’s responsibilities are found in Section III. Note that these provisions will be incorporated into the final contract.

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I.2 Coordinating Departments The Office for the Disabled is responsible for eligibility determinations of paratransit riders as well as for the day to day operations of paratransit service. The Department of Public Works and Transportation is responsible for the Administration and over sight of the contract including compliance with all terms and conditions, and is responsible for all contract payments. I.3 Evaluation Committee

The RFP Evaluation Committee shall be established exclusively for the purpose of this project and will include representatives from the following County agencies: Office for the Disabled, Department of Public Works and Transportation, and the Westchester County Budget Office.

I.4 Administrative and Technical Questions Questions regarding this RFP must be submitted in writing by October 3rd to:

Chris D. Andritsopoulos Westchester County Department of Public Works and Transportation 100 East First Street Mount Vernon, New York 10550 Tel: (914) 813-6425 Email: cda4@westchestergov.com Questions may be submitted by e-mail to expedite communications.

The Evaluation Committee will develop responses to questions. Questions and answers will be shared with all firms which attend the mandatory proposers’ conference. If necessary, an Addendum to this RFP will be released.

I.5 Due Date for Proposals

Proposals must be submitted to the attention of the Commissioner of Public Works and Transportation at the address listed below, by 3:00 PM on October 17th, 2014.

Jay T. Pisco, P.E., Commissioner

Westchester County Department of Public Works and Transportation Room 518, MOB1 148 Martine Avenue White Plains, NY 10601

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In the interest of fairness to all participants, no extensions or exceptions will be permitted unless issued as an Addendum to this RFP and applicable to all Proposers. Notification of any change in deadline for submission of proposals will be issued in writing by the County to all known prospective contractors.

I.6 Number of Copies

Proposals required: one (1) original and four (4) printed copies plus one (1) in PDF format to be e-mailed to: cda4@westchestergov.com

I.7 RFP Policies and Procedures/Legal Representations & Understandings

By submission of a proposal in response to this request for proposals, proposing entity agrees to and understands:

that any proposal, attachments, additional information, etc. submitted pursuant to this Request for Proposals constitutes merely a suggestion to negotiate with the County of Westchester and is not a bid under Section 103 of the New York State General Municipal Law;

submission of a proposal, attachments, and additional information shall not entitle the proposing entity to enter into a service agreement with the County of Westchester for the required services;

by submitting a proposal, the proposing entity agrees and understands that the County of Westchester is not obligated to respond to the proposal, nor is it legally bound in any manner whatsoever by submission of same;

that any and all counter-proposals, negotiations or any communications received by a proposing entity, its officers, employees or agents from the County, its elected officials, officers, employees or agents, shall not be binding against the County of Westchester, its elected officials, officers, employees or agents unless and until a formal written agreement for the services sought by this RFP is duly executed by both parties and approved by the Westchester County Board of Acquisition & Contract, and the Office of the Westchester County Attorney.

In addition to the foregoing, by submitting a proposal, the proposing entity also understands and agrees that the County of Westchester reserves the right, and may at its sole discretion exercise, the following rights and options with respect to this Request for Proposals:

To reject any or all proposals;

To issue additional solicitations for proposals and/or amendments to this RFP;

To waive any irregularities in proposals received after notification to proposers affected;

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To select any proposal as the basis for negotiations of a contract, and to negotiate with one or more of the proposers for amendments or other modifications to their proposals;

To conduct investigations with respect to the qualifications of each proposer;

To exercise its discretion and apply its judgment with respect to any aspect of this RFP, the evaluation of proposals, and the negotiations and award of any contract;

To enter into an agreement for only portions (or not to enter into an agreement for any) of the services contemplated by the proposals with one or more of the proposers;

To select the proposal that best satisfies the interests of the County and not necessarily on the basis of price or any other single factor;

While this is a Request For Proposals and not a bid, the County reserves the right to apply the case law under General Municipal Law § 103 regarding bidder responsibility in determining whether a proposer is a responsible vendor for the purpose of this RFP process;

The County assumes no responsibility or liability of any kind for costs incurred in the preparation or submission of any proposal;

The County is not responsible for any internal or external delivery delays which may cause any proposal to arrive beyond the stated deadline. To be considered, proposals MUST arrive at the place specified herein and be time stamped prior to the deadline.

Evaluation criteria are not necessarily listed in order of importance. The County reserves the right to weigh its evaluation criteria in any manner it deems appropriate.

The award of any contract will be made as judged to be in the best interest of the County. It is the County’s intent to select the Proposer(s) that provides the best solutions for the needs of the WCDPW&T and the Office for the Disabled.

Reference is made to the, Sample Operating Agreement (Appendix “C”) enclosed, for the terms and conditions of the Agreement to be entered into, including indemnification and insurance. The Sample Operating Agreement is subject to revision arising out of the terms and conditions imposed by law and/or deemed appropriate by the County Attorney’s office and/or final contract negotiations. The Proposer must identify any items not set forth in the Sample Operating Agreement which the Proposer requests be negotiated. The Proposer’s responses to this RFP, as may be subsequently modified in negotiations with the County, may be included as exhibits in any contracts that the County may execute with the Proposer.

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The decision to award a contract shall be based on the Proposer’s ability to provide quality services and products and to comply with all applicable laws, rules and regulations.

Each Proposal will be examined to determine whether it is responsive to the requirements of this RFP. All responsive proposals will be evaluated in accordance with the criteria set forth herein. Proposals may be rejected if they show any alteration of terms, conditions, or alternate proposals not invited, in complete forms, or irregularities of any kind. Alternate Proposals will be considered only at the discretion of the County. More than one Proposal from an individual, firm, partnership, corporation, or association under the same or different names for each license offered will not be considered.

The County will not necessarily choose the Proposer with the lowest proposed fees. A competitive range consisting of those proposals which are acceptable to the County, or which could be made acceptable following written or oral presentations, will be determined. Following discussions and clarifications, if necessary, it is anticipated that a final selection will be made.

As part of the proposal review process, the County may opt to conduct on-site inspection(s) of facilities proposed by prospective contractors for the purposes of this contract. In such cases, the prospective contractor will permit County personnel to visit the facilities, conduct inspection(s), and make available to the County, during and for the purpose of the inspection, responsible, knowledgeable personnel to answer questions regarding these facilities and the prospective Contractor’s proposal as it relates to those facilities.

I.8 PUBLIC DISCLOSURE OF PROPOSAL CONTENTS

The New York State Freedom of Information Law as set forth in Public Officers Law, Article 6, Sections 84-90, mandates public access to government records. However, proposals submitted in response to this RFP may contain technical, financial background or other data, public disclosure of which could cause substantial injury to the proposer's competitive position or constitute a trade secret. Proposers who have a good faith belief that information submitted in their proposals is protected from disclosure under the New York Freedom of Information Law shall:

a) Insert the following notice in the front of its proposal

NOTICE

The data on pages ___ of this proposal identified by an asterisk (*) contains technical or financial information constituting trade secrets or information the disclosure of which would result in substantial injury to the proposer’s competitive position.

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The proposer requests that such information be used only for the evaluation of the proposal, but understands that any disclosure will be limited to the extent that the County considers proper under the law. If the County enters into an agreement with this proposer, the County shall have the right to use or disclose such information as provided in the agreement, unless otherwise obligated by law.”

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b) clearly identify the pages of the proposals containing such information by typing in bold face on the top of each page “ * THE PROPOSER BELIEVES THAT THIS INFORMATION IS PROTECTED FROM DISCLOSURE UNDER THE STATE FREEDOM OF INFORMATION LAW.”

The County assumes no liability for disclosure of information so identified, provided that the County has made a good faith legal determination that the information is not protected from disclosure under applicable law or where disclosure is required to comply with an order or judgment of a court of competent jurisdiction. The contents of the proposal, which is accepted by the County, except portions “Protected from Disclosure”, may become part of any agreement resulting from this RFP.

I.9 INTELLECTUAL PROPERTY RIGHTS

The proposer accepts and agrees that language in substantially the following form will be included in the contract between the proposer and the County: All deliverables created under this Agreement by the Proposer are to be considered “works made for hire”. If any of the deliverables do not qualify as “works made for hire”, the Proposer hereby assigns to the County all right, title and interest (including ownership of copyright) in such deliverables and such assignment allows the County to obtain in its name copyrights, registrations and similar protections which may be available. The Proposer agrees to assist the County, if required, in perfecting these rights. The Proposer shall provide the County with at least one copy of each deliverable. The Proposer agrees to indemnify and hold harmless the County for all damages, liabilities, losses and expenses arising out of any claim that a deliverable infringes upon an intellectual property right of a third party. If such a claim is made, or appears likely to be made, the Proposer agrees to enable the County’s continued use of the deliverable, or to modify or replace it. If the County determines that none of these alternatives is reasonably available, the deliverable will be returned.

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All records compiled by the Proposer in completing the work described in this Agreement, including but not limited to written reports, studies, drawings, blueprints, negatives of photographs, computer printouts, graphs, charts, plans, specifications and all other similar recorded data, shall become and remain the property of the County. The Proposer may retain copies of such records for its own use.

I.10 MBE/WBE Participation

Pursuant to Local Law No. #27-1997 of Westchester County, it is the policy of the County to encourage the meaningful and significant participation in County contracts for business enterprises owned by persons of color and women: Minority Business-Enterprise (MBE) and Women Business Enterprise (WBE). In furtherance of that policy, contractors will be required to complete a MBE/WBE questionnaire.

I.11 Drug and Alcohol Testing

All contractors shall comply with the U.S Department of Transportation, Federal Transit Administration, 49 CFR Parts 40 and 655 – Controlled Substance Testing. A current copy of the Contractor’s drug and alcohol testing program that is compliant with all pertinent Federal Transit Administration regulations shall be submitted as part of the Statement of Qualifications.

I.12 Proposal Format

In order to be considered for selection, Proposers must submit a complete response to this RFP.

In addition to other requirements specified herein, Proposals must include the following:

a. Transmittal Letter signed by a corporate officer or an authorized agent. The

letter shall state the contact person who will be responsible for answering any questions asked by the Evaluation Committee. A telephone number and e-mail address shall be provided for such contact person.

b. Completion of all schedules attached hereto. c. Proposer’s Profile Response to Questions set forth in Section II.

This section will be used in the County’s evaluation of the Proposer’s general qualifications.

d. Proposer’s Proposed Tech. Services - Response to items set forth in Section III. This section will be used in the County’s evaluation of the Proposer’s submitted technical services.

I.13 Subcontracting The use of sub-contractors will not be permitted with this contract.

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I.14 Cost Proposal

The format (expand as appropriate) set forth in Section IV, entitled “Cost Proposal/Forms” must be used for the submittal. The Cost Proposal should be submitted in the same package as other items required by this RFP.

I.15 Evaluation of Proposals and Award Criteria

The final selection of the successful proposer will be made by the Evaluation Committee after careful review of the proposals and, at its option, site visits and interview(s) with the most responsive firm(s). Evaluation criteria are listed in descending order of importance.

Criteria a. General Qualifications:

The firm’s history, expertise, experience, reliability, financial viability, references, and completeness of response to RFP, including but not limited to copies of reports, certificates etc. will all be considered. See Section II, entitled “Statement of Qualifications,” for specific requirements.

b. Proposed Technical Services/Products:

Strategies, methodologies, service, management and staffing plans, hiring, training and safety programs, fleet maintenance capabilities, maintenance and history and adequacy of operations facility, and the transition plan, will all be considered. See Section III entitled “Technical Proposal Requirements & Scope of Work”.

c. Cost Proposal After evaluations of a. and b. above, Section IV Cost Proposals will be considered.

Selection Investigation Criteria

The County may make such investigation as it deems necessary to determine the ability of the proposer to perform the work, and the proposer shall furnish all information and data for this purpose as may be requested. The County (also referred to as “WC” herein) reserves the right to reject any proposal if the evidence submitted by, or the investigation of such proposer fails to satisfy WC that the proposer is properly qualified to carry out the obligations of the contract and to complete the contemplated

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work.

Criteria for Disqualification

Failure to properly complete all forms.

Failure to have a minimum of five (5) years experience providing demand responsive service (i.e. service which is scheduled less than 24 hours in advance including a minimum of eight vehicles in service on a weekday) or a minimum of five (5) years providing public transit service.

Failure to submit a drug and alcohol testing plan or which submit one that does not comply with the Omnibus Transportation Employee Testing Act of 1991 and specifically 49 CFR part 653, 49 CFR part 654 and 49 CFR part 40 (as amended).

I.16 Contract Term and Other Provisions

a. Reference is made to the Sample Operating Agreement Form and Sample

Lease Form, both of which are attached hereto in Appendices “C” and “D”, for the terms and conditions of the Agreements to be entered into, including indemnification and insurance. The sample agreements are subject to revisions arising out of the terms and conditions imposed by law and/or deemed appropriate by the County.

b. The agreement to be executed pursuant to this project is a professional

services agreement, subject to a maximum annual budget. Reimbursements for transportation costs will be based upon the actual number of trips or hours (Section III, 7.0 - Definitions) of service operated, less any penalties, fines or monies withheld pursuant to the terms of the agreement.

c. It is anticipated that the Term of Agreement will be for three years (3)

commencing on January 1, 2015 and one two (2) year option.

d. The Proposer must identify any items not set forth in the Sample Operating Agreement that the Proposer requests be negotiated.

e. The Proposer’s responses to this RFP, as may be subsequently modified in

negotiations with the County, may be included as exhibits in any contracts that the County may execute with the Proposer.

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I.17 Performance Security

The Provider shall furnish within ten (10) days of the award and at its own expense, a performance and payment bond in the form attached to the Sample Operating Agreement (Appendix “C”) and as approved by the County Attorney’s Office (from a surety that appears on the U.S. Treasury’s listing of approved sureties, Department Circular 570, and is licensed to transact business in New York State) or certified check payable to Westchester County in a sum equal to twenty-five percent (25%) of the estimated annual payments to ensure the faithful performance of the contract and for the payment of all persons performing labor and furnishing materials in connection with the contract. In the alternative, the County shall retain 25% of the payments due the contractor (up to a maximum of 25% of the estimated annual payment due the contractor) until the provider has satisfactorily completed its obligations under the contract. An updated performance bond, payment retainage, irrevocable letter of credit, or certified check shall be submitted annually 30 days prior to the commencement of each subsequent year of the contract. Estimated annual payments for all subsequent years of the agreement shall be determined by Westchester County after evaluating ridership and service trends during the prior 12 month period. If at any time the surety shall be or become unsatisfactory to the County, the operator shall, upon ten (10) days notice thereof in writing from the County, furnish a new bond in place of the original bond.

I.18 Liquidated Damages The final contract between the County and the successful proposer will provide for liquidated damages. The liquidated damages will be assessed for non-compliance with service specifications. Please refer to the sample Operating Agreement for detailed information on the liquidated damages.

I.19 Notice of Award

The successful Proposer will be notified of the award of contract in writing by the County. All firms submitting a proposal in response to this RFP will be notified of the County’s selection of the successful Proposer. The County reserves the right to reject any and all proposals. No contract becomes valid until it has been approved by the County Attorney and signed by the County Executive or his designee.

I.20 Negotiations with Selected Firm

The County will negotiate with the selected firm to establish a contract. If unsuccessful, the County may elect to proceed with the next most highly rated firm until an agreement in the County’s best interest has been reached or all efforts are exhausted.

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I.21 Indemnification for Displaced Union Employees

The successful proposer must be familiar with the provisions of 49 U.S.C. Section 5333(b) of the Federal Transit Law (recodification of Section 13(c) of the Urban Mass Transportation Act of 1964, as amended 49 U.S.C. Section 1609(c)). The successful proposer will be required to protect the rights of the employees of the current provider of ParaTransit service to the County as provided for in that Act and indemnify the County and hold the County harmless for any liability, costs or penalties incurred by the County in connection with the displacement of union employees of the County’s current provider, including, but not limited to:

The worsening of the position of any of such employees with regard to rights, privileges and benefits under any existing collective bargaining agreement, or

Any worsening of the position or other rights, privileges or benefits of any employees determined to be protected by Section 13(c).

1.22 Audit and Maintenance of Documents Expenditures related to the contract with Westchester County shall be maintained

pursuant to the format and other requirements as identified in this RFP, Section III, 9.12 (Billing, Payment, Back-up Documentation and Reporting Requirements). Records and source documentation supporting contractual per Trip reimbursement rate, operating data and reports and maintenance records and any other records required shall be made available for review and submission at the request of the WCOFD or the WCDPW&T pursuant to federal, state or county requirements.

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SECTION II

STATEMENT OF QUALIFICATIONS

All respondents must use this packet in developing their qualification submission. The enclosed outline is structured to assist in the evaluation process and has ample opportunity at its conclusion for submission of additional information which may be relevant but has not been specifically requested. If insufficient space is provided to respond to a particular request, please attach exhibits as necessary.

II.1. Identification of Respondent and General Information: Name of Organization: Business Address: Telephone Number: ( ) II.1.1 Legal Status of Organization (check one): For-profit corporation or joint venture corporation Non-profit corporation Public agency Other (identify) II.1.2 Name of Chief Executive Officer (or Administrator) of Organization: II.1.3 Name of individual designated or authorized to bind the organization contractually: Name: Title: Telephone No. ( )

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II.1.4 Are there any liens against the property owned by your organization or existing

legal suits (pending) which potentially impact the financial stability of your organization.

YES NO If YES, please explain: II.2.0 Experience and Background of Responding Organization II.2.1 How many years has your organization been in the transportation business?

II.2.2 Does your organization have a minimum of 5 years experience providing demand responsive service involving a minimum of least 8 vehicles in service simultaneously on a weekday or 10 years experience providing public transit?

II.2.3 Do you have authority from NYSDOT to operate as a carrier of passengers by motor vehicle within Westchester, Putnam, and Rockland Counties, Bronx

County and/or New York City?

YES NO Westchester Putnam Rockland Bronx/New York City

If YES to any of the above, what is your case number?

For those counties for which you answered no, provide information about what steps have been taken, or will be taken, to obtain this authority (include date that the application was/will be filed):

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II.2.4 Is your organization certified with the NYS Department of Social Services to provide medical transportation to Medicaid recipients?

YES NO If YES, what is your Medicaid Provider Number? If NO, please describe the steps taken to obtain the Provider Number.

II.2.5 List all contracts for ParaTransit service your organization has had over the previous 3 years. Contract 1 Agency/Organization Address/City/State/Zip Contact Person & Title Telephone Number Value of Contract Term of Contract Population

SERVICE PROVIDED BY YOUR ORGANIZATION FOR CONTRACT 1: Number of Vehicles

______ Eligibility certification ______ Road Supervision ______ Reservations ______ Complaint Investigation ______ Scheduling ______ Complaint Response ______ Vehicles ______ Vehicle Insurance ______ Vehicle maintenance ______ Property/worker compensation ______ Body work ______ Radios & radio communications ______ Staff training ______ Other (Specify) ______ Staff supervision

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Contract 2

Agency/Organization

Address/City/State/Zip

Contact Person & Title

Telephone Number

Value of Contract

Term of Contract

Population

SERVICE PROVIDED BY YOUR ORGANIZATION FOR CONTRACT 2: Number of Vehicles

______ Eligibility certification ______ Road Supervision ______ Reservations ______ Complaint Investigation ______ Scheduling ______ Complaint Response ______ Vehicles ______ Vehicle Insurance ______ Vehicle maintenance ______ Property/worker compensation ______ Staff training ______ Other (Specify) ______ Staff supervision

Contract 3

Agency/Organization

Address/City/State/Zip

Contact Person & Title

Telephone Number

Value of Contract

Term of Contract

Population

SERVICE PROVIDED BY YOUR ORGANIZATION FOR CONTRACT 3:

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Number of Vehicles

______ Eligibility certification ______ Road Supervision ______ Reservations ______ Complaint Investigation ______ Scheduling ______ Complaint Response ______ Vehicles ______ Vehicle Insurance ______ Vehicle maintenance ______ Property/worker compensation ______ Staff training ______ Other (Specify) ______ Staff supervision

II.3.0 Staffing Please attach a copy of your proposed organizational chart for this contract. Show

titles, and number of person(s) holding each title, and a job description for each title. Also attach one copy of your operating plan. The operating plan should, at a minimum, identify who within the organization is responsible for each one of the areas identified below, the resumes of the individual proposed to be in the position and the number of people in each position. • safety • hiring training • accidents (reporting, review, prevention) • quality control (i.e. insuring each individual does their job properly and that each

trip provided is of the highest quality and is done in accordance with the standards set by the County.

• billing • vehicle maintenance • complaint resolution (i.e. reviewing and responding, analyzing trends,

developing strategies for minimizing the reoccurrence of problems, implementing strategies).

• computer equipment • data management • dispatching

Additionally the plan must include a staffing plan showing coverage on weekdays, Saturdays, Sundays and holidays. Identify who will serve as the project manager and attach his/her resume. Name: Email: _______________________________________________

II.3.1. What are the minimum hiring criteria for your drivers?

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___________________________________________________________

II.3.2 Describe the screening process an applicant must go through prior to being hired as a driver (e.g., pre-employment drug testing, review of driver's abstract/maximum points on the license allowed, references, previous employment verification, etc.):

II.3.3 Are all of your drivers New York State DMV 19A certified? Do all of your drivers have CDLs? ________________________ Are your drivers represented by a union? YES NO If YES, indicate which union:

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II.3.4 Describe the driver training program, both initial and “refresher” beyond what is prescribed by 19A, used by your organization:

II.3.5 What was the driver turnover rate in 2011? ________ 2012 ? _______ 2013 ? _______ (number of new hires/average number employed)

II.3.6 How many chargeable accidents was the company involved in during 2011 ? _______ 2012 ? _______ 2013? _______

II.3.7 Does the company have an established Accident Review Board? YES NO If YES, please describe the composition of the board, the frequency with which it meets and its procedures.

II.3.8 Maintenance

If vehicle maintenance is performed in-house, check here and answer questions II.3.8.1 to II.3.8.6. If vehicle maintenance is contracted out, check here and skip to question II.3.8.7 If both of the above apply, check here……………………... and answer all questions in Section II.3.8.

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II.3.8.1. What is your ratio of full time mechanics to total fleet size? _________ II.3.8.2 How many full-time mechanics (or full time equivalents) are on your staff? _______ II.3.8.3 What are the minimum hiring criteria or certifications for your mechanics? _________ _________ _________ _________ II. 3.8.4 Describe the screening process an applicant must go through prior to being hired as a mechanic (e.g., pre-employment drug testing, reference check, previous employment verification, etc.): _________ _________ _________ _________ _________

II.3.8.5 Are your mechanics represented by a union? YES NO If YES, indicate which union:

II.3.8.6 Describe the mechanic training program, both initial and “in-service”, used by your organization:

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II.3.8.7 What kind of maintenance work is contracted out?

II.3.8.8 List the names of the maintenance contractors below.

A) Name of Company: Address: Services Provided: B) Name of Company: Address: Services Provided: C) Name of Company: Address: Services Provided:

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II.3.3 Other Personnel II.3.3.1 What kind of training is given to office staff to sensitize them to working with

individuals with disabilities?

II.4.0 Vehicle and Fleet Management Capabilities

II.4.1 Does your organization have a vehicle maintenance facility located in Westchester County?

YES NO If YES, provide below the address of this facility at which you propose to operate this

service below: Address: II.4.2 Does your organization own or lease this facility? Own Lease Years remaining on lease ______ II.4.3 On a separate piece of paper describe the facility. At a minimum include the following

information identified. Include photographs of the facility.

Overall square footage Diagram of the interior office space specifically identifying features such as the

dispatch office, manager’s office, driver’s break room, training room, maintenance office, restrooms and utility closets (including the storage area for network communications equipment identified herein.

Diagram of the maintenance area specifically identifying areas such as

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maintenance bays, lifts/pits and vehicle washing area. Scale diagram of the vehicle storage area specifically identifying how the security

of the lot is maintained and a preliminary vehicle parking plan. II.4.4 From where does your organization plan to run its operations? Address:

II.4.5 Describe the vehicle maintenance program presently utilized by your organization including both preventive and corrective maintenance programs. Note which activities are performed directly by your organization and those that are subcontracted to other organizations.

II.4.6 How many full-time mechanics will be assigned to work on the vehicles used to service this contract ? ____________

II.4.7 Are your vehicles routinely inspected by NYSDOT? YES NO If NO, please explain why:

II.4.8 What was your NYSDOT vehicle out of service rate for 2012?

II.4.9 What was your NYSDOT vehicle out of service rate for 2013?

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II.4.10 If you presently own or lease radio or any other communications equipment that could be made available for this service, describe that equipment:

1. Base Station • Location of transmitter…. • Power…………………… • Frequencies……………… • Effective Range…………..

2. Mobile Units/Cell Phones

Types/Number of Units………

Effective Range………….

Frequencies…………………

3. Mobile Data Terminals (MDT’s) or equivalent smart devices

Types/Number of Units………

Effective Range………….

Frequencies…………………

4. Cable Connections

. Band width………………… ___________________________

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II.5.0 Insurance Westchester County will provide the insurance for all vehicles leased to the contractor.

The Contractor will supply the required insurance as indicated in Appendix B – Standard Insurance Provisions.

II.6.0 Statement of Financial Condition

Each proposer must submit a statement of financial condition which demonstrates that the organization is in sound financial condition or that appropriate measures are being taken to address any identified financial problems.

II.6.1 Certified audited financial statements for the most recently completed last two (2) fiscal years of the organization must be submitted. An organization submitting a certified audit shall be considered, for qualification purposes, to be in sound financial condition if the auditor has rendered an unqualified opinion and the organizations assets exceed its liabilities. If the auditor has issued a qualified opinion or the organization's liabilities exceed its assets (or both), a detailed statement identifying measures being taken to address such deficiencies and/or deficits, including a projected date for the achievement of sound financial condition, or an acceptable explanation of such deficiencies and/or deficits must accompany the certified audit.

The statement must be signed by the organization's authorized signatory. If a satisfactory statement of remedial measures is not submitted as required, the proposal will be automatically rejected. If the submitted certified audit contains a disclaimer of opinion, an adverse opinion, or a special report opinion, the proposal will be automatically rejected, unless it is accompanied by a statement that a new financial statement which complies with the requirements of this section will be made available to the Westchester County Department of Public Works & Transportation and the WCOFD prior to commencement of the contract.

II.6.2 In the case of a for-profit organization that is a subsidiary whose financial statements are consolidated into the parent company's financial statement, submit the consolidated financial statements as required above.

II.6.3 Provide information on any bankruptcy proceedings which the proposer or any of its affiliates have been involved in within the last 10 years.

II.6.4 Provide information on any fines or liquidated damages which have been paid by the

Proposer or any of its affiliates within the last 5 years.

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II.7.0 Transition Plan

Attach a copy of a preliminary transition plan. The transition plan should highlight key target dates and the steps the organization will take to accomplish these dates. At a minimum, the plan should address:

Recruitment and selection of staff (manager, dispatcher, office support, drivers);

Staff training plans;

Obtaining a maintenance facility;

Modifications required to the facility;

Installation of phones and telecommunication equipment; and

Obtaining appropriate operating authority Note: Provider must be fully operational on January 1, 2015.

II.8.0 References Please indicate at least three client references for similar projects.

1. _______________________________________________________

2. _______________________________________________________

3. _______________________________________________________

Provide a list of all contracts with the County of Westchester within the last five years (regardless of type of service), the time period for those services and your primary County contact.

__________________________________________________________

__________________________________________________________

II.9.0 Additional Information

Provide or describe any additional information which you believe may be relevant to the evaluation of your organization's qualifications. Attach additional pages if necessary.

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SECTION III

TECHNICAL SPECIFICATIONS & SCOPE OF WORK III.1.0 Profile of the County

Westchester County is located immediately north of New York City (the Bronx) and encompasses approximately 450 square miles. Westchester County is served by the Bee-Line bus system and by three MTA Metro-North commuter rail lines which are also utilized by Amtrak. Several of the commuter rail stations are fully accessible to people with disabilities. Air service is provided at the Westchester County Airport. According to the 2010 U. S. Census, the population of the Westchester County is 949,113. There are 5,900 individuals registered with Bee-Line ParaTransit system.

III.2.0 Service Areas

As previously stated, the County is seeking response to this RFP from qualified firms who will provide traditional paratransit services to eligible riders. For the purposes of this RFP, the County has been divided into two services areas:

1) Southern Westchester County (South County - Zone S) 2) Northern Westchester County (North County - Zone N)

For purposes of the contract associated with this RFP, the boundary between Zone N and Zone S is generally Interstate 287. Each zone is comprised of “exclusive” and “shared” municipalities (Cities, Towns and Villages) as follows: North County “Zone N” Exclusive: Bedford, Briarcliff Manor, Buchanan, Cortlandt, Croton-on-Hudson, Lewisboro, Mount Kisco, Mount Pleasant, New Castle, North Castle, North Salem, Ossining, Peekskill, Pleasantville, Pound Ridge, Sleepy Hollow, Somers, and Yorktown. Shared Municipalities: Elmsford, Greenburgh, Harrison (north of I-287), Rye Brook, Tarrytown, and White Plains. South County “Zone S” Exclusive: Ardsley, Bronxville, Dobbs Ferry, Eastchester, Hastings-on-Hudson, Irvington, Larchmont, Mamaroneck, Mount Vernon, New Rochelle, Pelham, Pelham Manor, Port Chester, Rye, Scarsdale, Tuckahoe, White Plains and Yonkers. Shared Municipalities: Elmsford, Greenburgh, Harrison (south) of I-287), Rye Brook, Tarrytown and White Plains.

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III.2.1 Coordination with Adjacent Transit Agencies Westchester County is located between New York City on the south, the State of

Connecticut on the east, Putnam County to the north and the Hudson River and Rockland County on the west. The present transfer locations are listed below but are subject to change.

Transfer Locations

Coordinating Agency Location

MTA New York City Transit 259th Street & Riverdale Ave., Bronx

Boston Road and Ropes Ave. Bronx

Putnam County Transportation (PART Service)

Jefferson Valley Mall, Yorktown Hghts.

Rockland County T.R.I.P.S. Tarrytown Railroad Station

White Plains Trans Center

III.3.0 Days, Hours and Categories of Service

ParaTransit will provide curb-to-curb service to all ParaTransit eligible individuals anywhere within Westchester County during the following “core service” days/hours:

Monday through Friday 6:00 a.m. – 7:00 p.m. Saturdays 8:00 a.m. – 7:00 p.m. Sundays None

At other times, “ADA ¾ mile mandated service” is provided. Under that service parameter, ParaTransit will provide curb-to-curb service to all ParaTransit eligible individuals within ¾ mile of all routes of the Bee-Line System fixed-route bus service, but only during the service hours of each route. Note that service hours on routes of the fixed-route system vary. Therefore, ADA mandated service currently operates seven days-a-week, but the service area varies on those days by time of day depending on the service hours of each bus route.

Proposers should be aware that the some routes of the Bee-Line fixed-route system operate according to the following span of service:

Monday through Friday 5:00 a.m. – 1:40 a.m. Saturdays 5:30 a.m. – 1:40 a.m. Sundays 5:50 a.m. – 12:35 a.m.

Bee-Line ParaTranist also provides “origin to destination” service upon the request of the rider. Origin to destination service is defined as the provision of additional

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assistance for the rider between the curb and the building’s entrance. The

Westchester County Bee-Line ParaTransit Origin-to-Destination Policy is included in Section III, 7.0 (Definitions) of this RFP document.

III.3.1 Holidays Served

Holiday Schedule type New Years Day Sunday Martin Luther King’s Birthday Saturday Lincoln’s Birthday Weekday President’s Day Saturday Memorial Day Sunday Independence Day Sunday Labor Day Sunday Columbus Day Weekday Election Day Weekday Veteran’s Day Weekday

ParaTransit does not operate on Christmas and Thanksgiving. III.4.0 Fares

The Westchester County Commissioner of Public Works and Transportation sets the fares for the Bee-Line System, including that of paratransit. Fares are periodically modified after following the required public input procedure. The operator will be notified in writing when a fare change is proposed which will impact paratransit riders. Passengers can pay their fare with either cash or with a Westchester County Bee-Line ParaTransit ticket. Tickets are purchased through WCDPW & T. The current fare structure is detailed below.

Category Amount Fares (cash or ticket)

$4.00

Transfers between ParaTransit vans Free Transfers between ParaTransit and Bee-Line Fixed Route

Free

Transfers between Bee-Line Fixed Route and ParaTransit

Free

III.5.0 Background Statistics & Information

Approximately 80% of ParaTransit Eligible Riders are currently classified as ambulatory passengers, 19% use wheelchairs and 1% use scooters.

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Table 1 provides system-wide statistical information for years 2011, 2012, and 2013 for traditional service. While it is expected that ParaTransit service will remain around 220,000 Trips per year, various factors may affect ridership. The primary influences are expected to be an increase in the aging population and increased efforts to enforce “trip-by-trip” eligibility.

Table 1 – System-Wide Statistical History of ParaTransit for 2011, 2012, 2013

2011 2012 2013

Fare Paying Eligible Passenger Trips Fare Paying Companions

219,735

2,639

220,169

2,501

222,585

3,138

Total Hours 170,652.73 174,691.79 176,389.37

Total Miles 3,085,473 3,192,181 3,202,121

Passengers per Hour 0.78 0.79 0.79

Passengers per Mile 14.04 14.50 14.39

It should be noted that fare paying passengers include both Eligible Riders and Companions. See Section III, 7.0 (Definitions). However, for the per Trip rate that the Provider will be paid by the County under the contract associated with this RFP, the Provider will be paid for Eligible Passenger trips only. WCOFD is responsible for scheduling service by employing reservation agents who accept reservations and do preliminary scheduling (Booking the trip) and a scheduler to review and adjust bookings. The duration of the runs may change from day to day depending on demand. However, the Provider must also accept and schedule “same day trip” requests Monday through Sunday including holidays. The Provider must also reserve and schedule “next day trip” requests on all Saturdays, all Sundays, and all holidays when County offices are closed. The Provider may be required to accommodate unscheduled trips into daily manifests. Since demand is less on weekends, less service is operated on Saturdays and Sundays.

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Table 2 – Zone N Statistical History of ParaTransit for 2011, 2012, 2013

2011 2012 2013

Fare Paying Eligible Passenger Trips

69,769 70,860 71,739

Total Hours 61,850.48 62,331.48 62,829.26

Total Miles 1,382,325 1,319,193 1,394,997

Passengers per Hour 0.89 0.88 0.88

Passengers per Mile 19.81 18.62 19.45

Table 3 – Zone S Statistical History of ParaTransit for 2011, 2012, 2013

2011 2012 2013

Fare Paying Eligible Passenger Trips

140,921 138,121 142,883

Total Hours 105,153.83 108,294.9 111,132.24

Total Miles 1,613,312 1,777,115 1,755,237

Passengers per Hour 0.75 0.78 0.78

Passengers per Mile 11.45 12.87 12.28

Table 4 – Shuttle Statistical History of ParaTransit for 2011, 2012, 2013

2011 2012 2013

Fare Paying Eligible Passenger Trips

9,045 11,188 7,963

Total Hours 3,648.42 4,065.41 2,427.87

Total Miles 89,836 95,873 51,887

III.6.0 Unique Bee-Line Service Features III.6.1 Transfers

Passengers traveling between the North and South parts of the County are generally required to transfer in White Plains and Tarrytown. Connecting trips are scheduled with a maximum 30 minute layover for the passenger. The number of trips involving a transfer of this type is approximately 443 per month. All transfers occur in Lane D of the White Plains Bus Terminal or at the Tarrytown Railroad Station.

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III.6.2 Backing-Up

Vehicles are not permitted to enter driveways, dead-end streets or parking lots where backing-up is required to exit or enter. Exceptions to this policy need the express approval of the Office For the Disabled. .

III.6.3 Supplemental Service Contracts

Proposers should be aware that the County is currently under contract with four taxi companies providing service to eligible paratransit riders within the municipalities of Yonkers, Peekskill, New Rochelle, White Plains. In addition, the County may at any given time look for additional innovative service alternatives to provide service to ambulatory eligible ParaTansit riders throughout the County.

III.7.0 Definitions: The following key definitions apply to this document:

ADA - the Americans with Disabilities Act, which requires Westchester County to provide “complementary” ParaTransit to persons whose disability or disabilities preclude their use of its fixed-route system.

ADA SERVICE AREA - This includes a corridor ¾ of a mile on either side of every

non-commuter Bee-Line Bus System fixed-route. ADVANCE CANCELLATION (CA) - This is a phone-in cancellation that is received

from the rider prior to two hours of their scheduled trip.

ADVANCE RESERVATION TRIP - This is a non-subscription trip that is requested between 1 and 7 days in advance of the trip date. All trips will be accommodated on a space available basis only.

CANCELLED AT DOOR (CAD) - This is a cancellation where upon arrival at the pick-

up location between 0 and 30 minutes after the scheduled pick-up time, the customer notifies the driver at the pick-up location that she/he will not be making the trip. It also includes instances where the phone-in cancellation is not received by two (2) hours prior to the scheduled pick-up time. More than 3 CAD’s in a 30-day period can result in suspension based on reason.

NOTE: CAD’s by definition are the “fault” of the customer. At the same time, CAD’s

are moot after 30 minutes-past the scheduled pick-up time, because at that point, the fault no longer is attributable to the customer. The distinction between a NSH (No Show) and a CAD is that in the case of a CAD a rider provides notice that they do not require a trip. No notice is given on NSH’s.

CANCELLATION - This is a communication that is received from the rider that the trip

is no longer required or wanted.

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CANCELED- VENDOR ERROR - This type of incident occurs when a trip was cancelled by the passenger either the day before or at least two hours before the pick-up was scheduled and the van shows up anyway. COMPANION - A companion is a person who accompanies a customer on a trip but is not required to provide assistance to that person; a companion pays a fare. A companion must board and leave the vehicle at the same location as the customer.

COMPLEMENTARY PARATRANSIT - Accessible, demand-responsive, advance-

reservation (1 to 7 days in advance of the trip date), curb-to-curb transportation service that is provided to eligible persons for eligible trips within the similar service hours and same service areas as the Bee-Line fixed-route bus system.

CONTRACTOR - Any agency, association, partnership, company, corporation, or combination thereof which contracts to provide some or all ParaTransit service. Also referred to herein as PROVIDER. CURB-TO-CURB SERVICE - Driver assistance ends at the curb; this service is not a door-to-door service, nor a door-through-door service.

ELIGIBLE RIDER – An individual who has been authorized to use ParaTransit service and issued a ParaTransit photo ID by the Westchester County Office for the Disabled. FARE PAYING PASSENGER TRIP – A ParaTransit TRIP taken by an ELIGIBLE RIDER or a COMPANION.

LATE TRIP - A trip will be contractually defined as being late if (1) it is a reserved, going trip and the passenger is dropped-off more than 15 minutes beyond the scheduled drop-off time; (2) it is an unreserved, going trip and the Provider arrives at the pick-up point 15 or more minutes beyond the scheduled pick-up time; or (3) it is a return trip and the Provider arrives at the pick-up point more than 15 minutes beyond the scheduled pickup time. (Note that in the latter two cases, stop arrival and departure times will be recorded.)

NO-SHOW (NSH) - This is an instance where a driver arrives at a pick-up location between 0 and 30 minutes after the scheduled pick-up time and the customer does not appear within five (5) minutes.

NOTE: NSH’s by definition are the “fault” of the customer. At the same time, NSHs are moot after 30 minutes past the scheduled pick-up time, because at that point, the fault no longer is attributable to the customer. The distinction between a NSH and a CAD is that in the case of a CAD a rider provides notice that they do not require a trip. No notice is given on NSHs.

ORIGIN-TO-DESTINATION SERVICE – This service is defined by the Westchester County Bee-Line ParaTransit Origin-to-Destination Policy as follows:

Upon prior request, ParaTransit may approve providing additional assistance

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between the curb and the building’s entrance. To receive such assistance, passengers can either request it at the time they reserve their trip or ask for assistance from the driver. ParaTransit reserves the right to evaluate each request for safety before determining whether or not additional assistance will be provided. All anticipated barriers will be evaluated with respect to the safety of all riders and the appropriate assistance will be provided by the driver. To receive origin-to-destination service, all of the following conditions must be met:

The first exterior door at the building’s entrance must be no more than 100 feet from the bus.

The driver must be able to maintain sight of the vehicle at all times.

There must be a safe and accessible path of travel from the vehicle to the building’s entrance.

There must be a safe place to park on a public roadway or public parking lot.

The parked vehicle must not block or impede traffic.

If any of the above conditions are not met, the location is considered “non-serviceable for origin-to-destination service”, and the driver will render curb-to-curb service for that location. Westchester County ParaTransit drivers will provide the following additional assistance:

Drivers will ask the passenger, “How may I assist you?”

Drivers will accompany and assist the passenger along the entire accessible path of travel between the bus and the building’s exterior door.

Westchester County ParaTransit drivers will not:

Enter or unlock the door to a passenger’s private residence at any time

Assist a passenger using a wheelchair up or down steps or curbs

Wait with passengers at their destination

Handle a service animal

Carry bags for the passenger

Westchester County ParaTransit bus drivers are not Personal Care Attendants (PCA) and are not permitted to provide assistance beyond what is outlined in this policy. Passengers are responsible for making their own arrangements for any additional assistance needed. Passengers who have noted a Personal Care Attendant (PCA) on their original ParaTransit application know that their PCA rides free with them to provide that extra help.

PARATRANSIT - Public transit service for persons whose disability or disabilities preclude the use of conventional fixed-route transit. When spelled as ParaTransit, it is the name of Westchester County’s paratransit service. Passengers are charged a fare for the service. ParaTransit is provided by Westchester County in response to Section

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504 of the Rehabilitation Act of 1973 and the Americans with Disabilities Act of 1990, as amended.

PERSONAL CARE ATTENDANT (PCA) – A Personal Care Attendant or PCA is an individual who is a necessary part of the eligible person’s mobility, thereby enabling him/her to make the trip. Persons traveling with a PCA must register that fact in advance, when applying for ParaTransit and when making a trip reservation. WCOFD may require that certain individuals travel with a PCA. A PCA does not pay a fare. A PCA must board and leave the vehicle at the same location as the customer.

PROVIDER - Any agency, association, partnership, company, corporation, or

combination thereof which contracts to provide some or all ParaTransit service. Also referred to herein as CONTRACTOR

SAFETY-SENSITIVE POSITIONS - With respect to the FTA-required drug testing

program, these positions include, but are not limited to, any paid employee of the Contractor (or a paid subcontractor) who operates a vehicle providing ParaTransit service, as well as those who perform maintenance on the vehicles used to provide ParaTransit Service, schedulers, dispatchers and the immediate supervisors of those employees.

SAME-DAY TRIP - A trip which is requested by the customer on the same day of the trip. Same-day trips will be accommodated on a space-available basis. Same-Day trip requests are generally handled by the contractor.

SERVICE AREAS - The County is divided into two sub-regions, each comprised of

“exclusive” and “shared” municipalities. These areas, Zone S and Zone N, are defined in Section III.2.0 of this RFP. A service area may overlap one or both of the other two service areas. A Contractor will be assigned to each service area.

SERVICE HOURS - Service hours is the number of hours between the vehicle’s departure from the garage for its first pick-up of the service day, until the time it returns to the garage after completing its last drop off of the day. It excludes scheduled interruptions in service such as lunch and scheduled driver breaks.

SERVICES - The contractual responsibilities of the Contractor.

SERVED TRIP – A served trip is completed when a customer is picked up and taken to his/her destination. SHUTTLE TRIP – A one-way ParaTransit ride for a group of passengers originating from or destined to one location. Included in the ParaTransit fleet are two (2) shuttle size vans that can accommodate up to 20 passengers and up to 2 wheelchair positions. Transportation of 2 wheelchair passengers will reduce the seating to 16. STANDING ORDER OR SUBSCRIPTION TRIP - A trip which is taken by a customer at least twice per week on a recurring basis. The origin, destination, pickup time, and drop-off time for each trip are the same. Customers who receive subscription service

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must-confirm the continuation of their standing order(s) each quarter. Those subscription trips which are not confirmed will be deleted from the schedule. All trips will be accommodated on a space-available basis.

TRIP – A single one-way paratransit ride from pick-up location to drop-off location for one eligible fare-paying rider. UNSERVED TRIP - An unserved trip occurs when a customer does not take the pre-scheduled travel between two locations. The trip could be unserved because of a CAD, a no-show or because the vendor failed to provide it.

WCDPW&T - Westchester County Department of Public Works and Transportation

WCOFD – Westchester County Office for the Disabled

III.8.0 Summary of Westchester County Responsibilities Westchester County shall:

1. Procure a Provider for the service areas and arrange with the Provider for the delivery of Services.

2. Provide all fuel and gasoline to the provider in order to operate ParaTransit services.

3. Provide public information including distribution of ParaTransit applications.

4. Determine the eligibility of each applicant and notify each applicant of the decision.

5. Advise each eligible individual: (a) how to make trip requests; (b) the level of

service to expect; (c) rider procedures, rules and regulations; and (d) how to communicate cancellations, complaints, etc.

6. Register each eligible applicant on the ParaTransit computer system and maintain

a customer file.

7. Take trip requests from customers and provide information to the Provider so that trips can be scheduled onto vehicles operated by the Provider, when necessary.

8. Establish a mechanism for the Provider to electronically access the ParaTransit

computer in order to: (a) view the trips that need to be scheduled: (b) generate driver sheets; (c) record dispatching; and (d) enter actual trip data.

9. Ensure that the Provider has the required number of computer workstations and

printers in order to permit access to the ParaTransit computer system; arrange for routine maintenance of computer hardware and software.

10. Provide the vendor with a sufficient number of County-owned vehicles to operate

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ParaTransit service. The current roster of ParaTransit vehicles is included in Appendix A. Replace aged paratransit vans when required.

11. Provide insurance coverage on County-owned vehicles.

12. Receive and process advance cancellations and notify the Provider of advance

cancellations.

13. Cause the Provider to comply with the standards and requirements regarding vehicles that are used to provide services. This will include inspecting and maintaining vehicles, providing driver training programs and monitoring for substance abuse. Note that WCDPW/T and WCOFD will have the right to reject or have a Provider withdraw from service any vehicle deemed unsuitable.

14. WCOFD will review the credentials of any driver or other employee involved in

providing services and shall have the right to reject any driver deemed unsuitable. WCOFD also reserves the right to require a driver to attend an additional training session, if, in the judgment of WCOFD staff, the additional training is needed. WCOFD reserves the right to require a driver to be removed from service.

15. Cause the Provider to deliver service according to the service standards as

specified herein.

16. Establish appropriate procedures for verifying and ensuring that any particular passenger trip has been performed in a timely and otherwise satisfactory manner. This includes receiving passenger complaints and working with the Provider in satisfactorily resolving them.

17. Be responsible for promptly and fully making payments to the Provider for

providing services in accordance with the terms of the contract, subject to sub- mission of supporting trip documentation and the resolution of discrepancies.

18. Establish the fare for service; determine what methods of payment are acceptable,

and provide a minimum of 15 days notice prior to fare changes.

19. Allow and urge the Provider to exercise flexibility to adjust the trip schedules provided to them the evening before the day of service in order to increase productivity, while maintaining a high level of service quality.

III. 9.0 Summary of Proposer Responsibilities Options: Specific Responsibilities The County is requesting that proposers submit costs for two different methods of billing: Option 1, reimbursement is made on a Per Trip basis and Option 2, reimbursement is made on a Per Hour basis. The responsibilities are slightly different for each Option.

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Option: 1 The Provider of this contract on a “Per Trip” basis will schedule all the booked trips for the next day service provided by WCOFD. The Provider will have the responsibility of calling each rider the evening before with the proper pick up time(s) of their scheduled trip(s). The provider must also enter an hourly rate for shuttle van services. Option 2: The provider of this contract on a “Per Hour” basis will provide the most efficient way to maximize ridership per vehicle and per route without affecting the quality of the service. The WCOFD will provide manifests and schedules the night prior to the provider in order to perform services the next day. Each Proposer for each option will be required to provide such personnel as may be necessary to provide transportation services for the response to a public emergency and/or training exercises which may be specified in various emergency plans of the County. An hourly fee for the provision of these services shall be categorized as Supplemental Services and will be submitted on the price offer forms. The Successful Proposer will also be responsible for providing rides to one common location via a shuttle vehicle. A separate hourly rate for the use of shuttle vehicles should also be included in the price offer forms. In General, the Provider shall:

1. With maximum efficiency, serve the trips that have been assigned to it by WCOFD,

and perform all administrative services that support the operation, including hiring, supervising, disciplining drivers and support staff, dispatching, collecting and recording fares, vehicle maintenance, documenting actual trip data, record keeping, reporting and invoicing.

2. Comply with all Federal, State and County regulations governing the provision of

public transit services, including but not limited to operating authority, licensing, vehicle maintenance and inspection, drug testing, accounting, record keeping, etc.

3. Ensure that pre-trip inspection forms are completed and are kept with each

vehicle’s maintenance records which will be reviewed during the semiannual NYSDOT inspection.

4. Establish an accident review board, consisting of the Provider’s safety director, the

Contract manager, dispatcher, driver and a representative of WCOFD and WCDPW&T to review all accidents and report findings regarding preventability to WCOFD.

5. Comply with the standards and requirements regarding vehicles that are used to

provide services. This includes inspecting and maintaining vehicles, providing driver training programs and monitoring for substance abuse. Note that WCOFD will have the right to reject or have a Provider withdraw from service any vehicle that WCOFD deems unsuitable.

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6. Maintain an operations facility within Westchester County. The maintenance area of the facility shall have an enclosed heated workplace repair area where

personnel can service multiple vehicles simultaneously. The operations facility shall also provide for sufficient and safe storage of vehicles and shall be secure from crime.

The maintenance facility shall have, at a minimum:

a vehicle lift that will be used by maintenance personnel for inspecting and servicing the undercarriage of the vehicle;

a paved or concrete shop floor capable of withstanding the weight of the vehicles.

a source(s) of electricity to support the operation of WCOFD computers and phone lines for ParaTransit in the event of a power outage (Generator).

an air compressor;

tire changing equipment or a proposed tire changing subcontractor;

battery maintenance equipment;

lubrication equipment;

all tools, equipment and facilities necessary to perform the preventive maintenance inspection activities required in this section;

all tools, equipment and facilities necessary to perform all required New York State Department of Transportation inspections;

facilities and equipment necessary to clean the vehicles in accordance with the following provisions or a proposed vehicle cleaning subcontractor;

a tow truck or a proposed tow contractor.

facilities for secure storage of County-owned vehicles and related equipment.

dispatcher’s office which is large enough to accommodate enough personnel to provide daily operations and functions. This facility needs to have adequate security to prevent unauthorized personnel from entering.

a manager’s office

the following equipment and facilities: 8 phone lines (6 to receive incoming calls from customers, 1 administrative fax line, and 1 for outgoing calls). Note: The 6 incoming customer service lines must be routed to a single phone number. (The customer service lines may not be routed through a switchboard.)

a suitable area for network communications equipment. This area must have an electrical circuit dedicated for use only by the communications equipment used in support of this contract; sufficient air conditioning to maintain the temperature under 80 degrees; capacity for fiber optics circuits and cable wire connecting the site to the County Network.

category 6 network cable “home run” from the communications equipment area to each workstation where the computers using the ParaTransit software will be located.

a fax machine

a safe or strongbox for the storage of fares, collected tickets, etc.

a fuel tank with a minimum capacity of 8,000 gallons.

a fuel dispensing system to document the use of fuel in ParaTransit vehicles.

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7. Be responsible for accommodating equipment and connections to establish network connectivity to County servers in White Plains, in accordance with the requirements set forth in this Section III, 9.18 (Information Technology requirements).

III.9.1 Provider Owned Vehicle Requirements

1. Assure that all Provider-owned vehicles are equipped with signs affixed to each side of the vehicle which say “Bee-Line ParaTransit” .

2. Assure that County-owned vehicles leased to the provider are not used for any purpose other than to provide the services covered by this agreement.

III.9.2 Vehicle Maintenance

The Provider will be solely responsible for maintenance of all vehicles (i.e. provider owned vehicles and County owned vehicles) including preventive maintenance to keep vehicles in regular and safe operating condition. The preventive maintenance standards set below shall be adhered to as a minimum; standards may be revised by the Commissioner of Public Works and Transportation or his designee. Records documenting PM work will be submitted to WCDOT as per the contractual responsibilities.

PM6 - Every 6,000 miles or three months (whichever comes first)

Check, correct and/or replace all of the following items found deficient during the inspection:

Change engine oil

Tire tread and pressure

Wheel rims (cracks)

Lug nuts (tightness) ,

Oil and water leaks and belt condition

Brakes including master cylinder fluid level

Exhaust system

Seatbelts

Passenger seats, seat belts and wheelchair tie-downs

Wheelchair lift

Windshield wipers and fluid

All interior and exterior mirrors and replace as appropriate

Lubricate vehicle

Check two-way radio

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Check all of the following lights:

Headlights (high and low beam)

Backup lights and alarm

Tail lights

Top lights

License plate light and plate tail light

Turn signals

Hazard warning light

Dashboard lights

Interior lights

PM12 - Every 12,000 miles or six months (whichever comes first)

All of PM6 checks, plus check and repair or replace all items found deficient during inspection:

Steering wheel for play

Parking brake

Any abnormal noise or vibration, both internal and external

Brake and accelerator pedals

Sun visor

Horn

DOT required signs/decals (signs required/NYS DOT such as “No Smoking”, etc.)

All window glass, door glass and window operation

Power steering fluid level

Transmission fluid level

Batteries

Antifreeze, amounts and condition

Exterior for body damage and condition of paint, lettering, decals,

and molding

Air filter

Shock absorbers and springs

Fuel tank condition

Alternator mountings for tightness

All engine mounts for tightness

A/C system

Steam clean engine area

Change engine oil and oil filter

III.9.3 Vehicle Cleaning

All vehicles shall be cleaned daily and have exteriors which are free of grime, cracks, breaks, dents, and damaged paint that noticeably detract from the overall appearance

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of the vehicle. In addition, passenger compartments must be clean and free from torn upholstery or floor coverings, damaged or broken seats and protruding sharp edges. The Provider shall assure that all vehicles are cleaned according to the following cleaning schedule:

Daily

All vehicles shall be washed, swept or vacuumed on a daily basis weather permitting, without interruption of service. The exterior of all vehicles shall be washed with a detergent. All wheels and wheel wells shall be steam cleaned. All loose garbage shall be removed.

Weekly

The interior of all vehicles shall be wet mopped with an environmentally safe (green) detergent and disinfectant solution. All seats and the dashboard area shall also be cleaned with a similar solution.

All interior glass windows on all vehicles shall be washed with an environmentally safe (green) glass cleaning agent. NOTE: Manufacturer instructions must be followed when cleaning special floor or window material.

Semi-Annually All vehicles shall be waxed.

III.9.4 Inspections Periodic inspections of the County-owned fleet will be conducted at the Central County

Garage in White Plains. Typically, six vehicles are inspected on a Saturday. The provider is responsible for transporting the vehicles to and from the Central County Garage. The provider will be sent a written report outlining the results within 7 days of the inspection. Designated officials from Westchester County shall be permitted to make both scheduled and unscheduled inspections of vehicles at any time during the contract.

III.9.5 Vehicle Insurance The County shall provide appropriate insurance (property, liability and comprehensive) for all county-owned vehicles leased to the provider.

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III.9.6 Drivers, Driver Training and Driver Duties

To ensure a quality ParaTransit service, the Provider shall employ a sufficient number of qualified, responsible, courteous, and properly licensed drivers appropriate for the type of vehicle being driven. This will include New York State Department of Motor Vehicle (DMV) Section 19-A-certified drivers or 19-A conditional bus drivers who have at least one year driving experience with 3 months of that year driving multi-passenger vehicles. Drivers shall have the appropriate and valid license to operate such motor vehicles including a Commercial Drivers License with endorsements that are appropriate for the type of vehicle being driven.

Each Provider shall provide Westchester County with the following information about each driver, prior to the driver providing services under this contract: name, age, license number, a statement showing him/her to be of good moral character, and verification that the driver has not had his/her license revoked. The following information must be submitted to Westchester County for review prior to the driver being placed in service:

As appropriate, a copy of DS-870, “APPLICATION FOR POSITION OF REGULAR OR SUBSTITUTE BUS DRIVER”;

Copy of recent (2 year ) driving abstract;

Copy of license;

As appropriate, a copy of Qualification letter from NYSDMV - Bus Driver Certification Unit;

Westchester County has the right to review the qualifications of proposed drivers and reject drivers who do not meet County standards. These include the requirement of a minimum of one year driving experience in public transportation such as bus, ambulance, ambulate and/or school bus service.

The provider shall assure that all drivers involved in providing ParaTransit services receive adequate training to perform their duties as specified below. Training will include, but will not be limited to the National Highway Safety Institute Defensive Driving Course or comparable (minimum of 6 hours) and a sensitivity course on transporting individuals with disabilities.

Additional training will include, but will not be limited to:

Preventing accidents;

Responding to brake failure

Responding to vehicle stalling

Responding to skids and hydro-planning

Responding to inclement weather; and

Passenger assistance techniques (minimum of 4 hours of classroom and “hands on” training). This training will include, but is not limited to:

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Loading and unloading passengers who use wheelchairs and scooters

Assisting ambulatory passengers and blind passengers in boarding vehicles

Procedures for securing wheelchairs and other mobility devices

Procedures for evacuating the vehicle in an emergency

Locating safe places to park to load and unload passengers

Seatbelt Securement

Sensitivity Training (minimum of 3 hours). This training will include, but will not be limited to:

Discussion of the major types of functional deficits -- loss of muscle control, loss of speech, loss of balance, loss of limbs, breathing disabilities, pain, loss of skin sensation, loss of vision, loss of hearing, loss of hearing and vision, loss of mental functions, loss of mobility and how these functional deficits affect an individual’s ability to travel. This training will also include assisting passengers who are experiencing seizures and other medical emergencies.

Discussion of the basic characteristics of personal assistance devices -- crutches, canes, walkers, wheelchairs, braces, prostheses and service animals.

General guidelines as to when and how to offer assistance.

General guidelines for handling inter-personal problems that arise on the vehicles.

Map reading (minimum of 2 hours). The map reading training will include the following:

How to use the map index to locate streets.

Location of major facilities in Westchester such as hospitals, colleges, shopping centers and the major roads that serve the facilities.

How to identify and follow the most direct route between any points.

What the driver should do when he or she cannot find a location.

Policies and Procedures of the Curb-to-Curb Service (minimum of 1 hour): This training will include the following:

How to prepare the driver’s log.

How long the driver should wait for a rider and what to do in the event of a CAD or a no show.

What the fare is and when it is to be collected.

The amounts and types of assistance the driver is required to provide to riders.

Emergency reporting procedures.

Equipment: Drivers will be trained on how to use the special equipment on the vehicles. This will include, but will not be limited to:

Wheelchair lifts.

Two-way radios and or cell phones (hands free device).

Wheelchair securement devices.

Passenger seatbelts.

Air conditioners and heaters.

Fire extinguisher.

Reflective triangles.

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NOTE: All training courses shall be provided to drivers prior to their providing ParaTransit services. Training shall be in compliance with the definitions set forth in Section III, 7.0 (Definitions) for curb-to-curb and origin-to-destination service. The Provider shall provide the training at its expense. Costs of compensation incurred in the course of attending training sessions shall be borne by the Provider. Each Provider shall document the completion of said training on the permanent record for each employee. Drivers may not provide ParaTransit services until they have received this required training.

The provider will maintain documentation for all training given including dates and attendees.

The Provider will take out and maintain Worker’s Compensation, Disability, and Unemployment or equivalent insurance on all drivers providing Services, in accordance with the laws of the State of New York. Details of these requirements are found in Appendix B of this RFP.

III.9.7 Driver Duties The Provider shall:

1. Assure that all drivers arrive at the scheduled drop-off point no earlier than fifteen (15) minutes prior to -- and no later than 15 minutes after -- the scheduled drop-off time; and assure that all drivers, when serving a return trip, arrive at the scheduled pick-up point no more than 15 minutes beyond the scheduled pick-up time. Drivers shall contact the dispatcher if there is an occurrence which will cause the vehicle to arrive/depart outside these time parameters.

2. Require a driver-trainer to ride with each driver for at least a 6-hour period at least

once per year to observe the driver’s driving techniques; passenger assistance techniques and knowledge of the equipment. If the driver-trainer determines that a driver is deficient in any area, the name of that driver will be submitted to WC, as appropriate, for retraining in the area of deficiency. The Provider shall also instruct a specific driver to re-attend one or more of the above training sessions per the request of the WC. The driver trainer shall ride along and observe all new drivers to determine their competency to perform the required duties.

3. Assure that drivers, in providing services, are careful, temperate, keep vehicular

speed within posted speed limits and at a speed that is appropriate to road and weather conditions present at all times, operate their vehicles with the highest degree of safety for the passengers, and otherwise obey all laws directed toward the safe operation of motor vehicles.

4. Assure that drivers are courteous at all times, exemplary in speech and action and

provide passengers with all necessary assistance in entering and exiting the vehicle. Prior to operating the vehicle after a pick-up, drivers should offer to assist passengers in securing their seat belts. Drivers may not operate the vehicle until

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the seat belts of all passengers are properly secured.

5. Assure that drivers, in providing services, never discipline a passenger under any

circumstances. Whenever passenger misbehavior occurs that, in the judgment of the driver, warrants further action, the driver shall submit a written report to the Provider, who, in turn, shall submit the report to the WC within twenty-four hours of the incident. In addition to the report, matters requiring more immediate attention shall be called into the dispatcher, who will immediately notify WC following the process detailed herein.

6. Assure that drivers, in providing services, do not carry unauthorized passengers,

pets or cargo, distribute food, beverages or other substances to passengers or allow any other person to occupy the driver’s seat.

7. Assure that drivers, in providing services, do not eat, drink, or smoke in the vehicle,

and request riders to refrain from eating, drinking or smoking in the vehicle.

8. Assure that drivers, in compliance with Article 33 of the Vehicle and Traffic Law of the State of New York, never leave any passenger or vehicle unattended, except in an emergency. In such an emergency, riders may be left in the vehicle or removed to a surrounding environment, whichever is safer. This requirement does not apply to circumstances when a driver leaves the vehicle to assist passengers in entering and leaving the vehicle or when the driver is providing “origin-to-destination” service. See Section III, 7.0 (Definitions) for Westchester County Office for the Disabled Origin-to-Destination Policy. If at any time the driver must leave the vehicle, the driver shall -- before leaving the vehicle -- turn off the engine and remove the ignition key.

9. Assure that drivers, never push another vehicle with their vehicle or allow their vehicle to be pushed by another vehicle.

10. Assure that drivers, check to ensure that all doors of the vehicle are kept closed and locked while the vehicle is in motion.

11. Assure that all drivers never fuel a vehicle while there are passengers on board the vehicle.

12. Assure that drivers, prior to departing provider’s garage to provide services, have 15 minutes to make a safety check of the vehicle. After checking the vehicle, the driver shall record his/her findings on a Pre-Trip Inspection Form, as required by NYSDOT.

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13. Assure that drivers, in providing services, never board or discharge a passenger into a traffic lane of a street and never board or discharge passengers between double parked cars. All passengers must be boarded or discharged with the

passenger door or lift door at the curb side.

14. Assure that drivers, in providing services, never enter a private driveway, parking lot or dead end street if it requires the vehicle having to be “backed-up” in order to exit unless otherwise instructed by WCOFD.

15 . Assure that drivers, in the event-of a NSH, notify the dispatcher, who, in turn, shall immediately enter NSH’s and CAD’s into the WC computer system. The driver may continue on to the next stop after waiting five (5) minutes, and after the dispatcher has indicated that the driver may continue on.

16. Assure that drivers, when using the lift, check that the wheels of the wheelchair are locked prior to raising the platform. While the raising the lift, drivers shall stand on the ground in front of lift, facing the rider. After the lift is raised, drivers shall push the wheelchair into the van, before stepping into the van through the passenger door (not the lift door). Once in the van, drivers shall secure the wheelchair with suitable restraints, set wheel locks, and securely fasten the restraining belt around wheelchair and rider. For power wheelchairs or scooters, drivers shall follow the same procedures except that the driver does not push the mobility device, the passenger will position it with controls.

17. Assure that drivers, in the event of an accident involving a vehicle that is used to provide services, or an incident involving a passenger, immediately notify the dispatcher. The Provider, in turn, will notify WC in accordance with the provisions herein and submit a typed report to OFD within twenty-four (24) hours of the accident.

18. Permit drivers to not provide service, if in the judgment of the driver, snow and/or

ice conditions at the rider’s home render getting to/from the home as hazardous. The driver must consult with the dispatcher, who must contact and consult with the

WCOFD before authorizing the driver to proceed without the rider.

19. Provide one spare driver for every ten drivers needed to provide service to assure uninterrupted service. Spare drivers must meet all the requirements for regular drivers.

20. Provide each driver with a copy of the route schedule daily. Provide the driver with

15 minutes (prior to leaving the provider’s garage) to review schedule. This schedule must be in the driver’s possession at all times during his/her provision of

services and must be in evidence during inspections. The route and schedule must be strictly followed unless the driver makes the determination that a particular drop off makes better sense and is more efficient for service. Every effort must be made to assure the confidentiality of customer information.

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21. Provide each driver with a detailed road atlas of Westchester County. The atlas must be in the driver’s possession at all times during his/her provision of services and must be in evidence during inspections.

22. Require drivers to collect the correct fare from passenger when the passenger boards the vehicle. A fare shall be paid each time a passenger (and companion) boards a vehicle. Drivers shall not collect the fare for the return trip when the passenger (and companion) boards the vehicle for the going trip, even if that driver is scheduled to serve that passenger’s return trip later that day. Unless instructed to the contrary by WC, a driver shall not refuse to transport any passenger and/or

companion who refuses to pay the correct fare. The provider shall immediately notify WC when there is a fare collection problem.

23. Instruct its drivers not to solicit or accept tips from the passengers.

24. Require its drivers to document on the driver sheet -- or through-another approved method -- the actual arrival time and departure time at each stop and the actual odometer reading at each stop.

25. Require all drivers to wear a uniform and carry an identification badge. The

uniform will consist of dark slacks, a light blue buttoned shirt that has a collar, and shoes with non-slip soles, and a functioning watch set to the clock in the dispatch office or other uniform as required by each Provider and approved by the WC. (Denim jeans, shorts or cutoffs are not permitted.) The uniform may have a patch that identifies the driver as an employee of a Provider. The uniform must also include a cold weather coat. The coat shall be the same color as the uniform slacks. It shall be an “Eisenhower” or “Flight” style jacket or ¾ length coat. Dark color sweaters or vests may also be worn. No outerwear with unauthorized patches, pictures or logos of any kind is permitted. The identification badge shall have on it: the driver’s picture, name, and name of the Provider. The WCOFD reserves the right to require inappropriately attired drivers to be immediately removed from providing Services.

26. Require all drivers to follow and abide by Westchester County’s idling law.

III.9.8 Dispatchers and Dispatching Duties The Provider shall:

1. Employ a sufficient number of qualified, responsible, courteous, and properly trained dispatchers necessary to operate a quality ParaTransit service. Dispatchers should fulfill dispatching duties one hour before service hours, during service hours and 1/2 hour after the last vehicle has returned to base at the end of service hours.

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2. Assure that dispatchers attend the sensitivity training course, policy and

procedures training course, and computer training course prior to providing services.

3. Assure that the dispatcher’s responsibilities are dedicated exclusively to the

Westchester County ParaTransit program during his/her shift.

4. Assure that dispatchers review driver schedules prior to start of scheduled service.

5. Assure that dispatchers monitor driver schedules during service hours.

6. Assure that dispatchers are able to contact all vehicles by radio or cell phone at

all times.

7. Assure that dispatchers are familiar with the computerized scheduling and dispatching system.

8. Assure that dispatchers receive and enter immediately into the computer system

advance (prior to trip date) cancellations from the WC, and same day cancellations from the customer (on the trip date).

9. Assure that dispatchers immediately enter NSH and CAD information into

computer system when driver transmits same via radio system.

10. Assure that dispatchers follow accident and incident reporting procedures as outlined in this document.

11. Assure that dispatchers receive and schedule same day trip requests on an as

available basis and receive and schedule next day trip requests on Saturdays, Sundays and other days on which Westchester County offices are closed.

12. Assure that dispatchers enter actual shift/trip/and stop data (times, odometer

readings, and dispositions of incomplete trips) into the WC computer system.

13. Assure that dispatchers notify passengers, at the direction of WC, of changes in his/her schedules.

14. Assure that dispatch staff is available for training a minimum of two weeks prior

to the start of the contract or beginning an assignment as a Westchester County ParaTransit dispatcher.

15. Assure that all dispatchers meet with WCOFD for meetings to discuss concerns

about service issues.

16. Assure that dispatchers record all ParaTransit phone calls and maintain recordings for a seven (7) day period.

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III.9.9 Contract Manager and Other Required Staff The Provider Shall:

1. Designate a Contract Manager responsible for supervising all actions taken by the Provider pertinent to providing Services and who shall be the focal point for communication with WCOFD. At a minimum, he/she will be available during regular business hours and or/on call for operations of ParaTransit.

2. Assure that the Contract Manager responsibilities are dedicated exclusively to the

ParaTransit program during his/her shift.

3. Require the Contract Manager (or the manager’s designee) to report to WCOFD all accidents, service disruptions, and complaints.

4. Require the Contract Manager to attend all meetings of the Transportation Advisory

Committee of the Westchester County Office for the Disabled. The manager will also attend other meetings as requested by the WC including, but not limited to, service meetings and public hearings.

5. Assure that the Contract Manager is available one month in advance of the start of

the contract or beginning an assignment as the Contract Manager so that individual can receive training.

6. Provide a safety director to oversee the training of staff, especially drivers; oversee

drug testing; oversee an accident review board; oversee driver compliance with all Federal and State driver regulations, respond as appropriate to accidents and investigate service issues.

7. Provide a staff person to accept same day trip cancellations, same day trip

requests, and provide other operational information to the County and customers. This person shall be available at least one hour before the start of each service day.

8. Provide a maintenance director to insure that the equipment used to provide

service is maintained in accordance with the standards set forth in this document, to report and recommend solutions to ongoing maintenance issues and to prepare required maintenance reports.

9. Assure that there are a sufficient number of road supervisors active and on call at all

times during ParaTransit operations to properly monitor operations.

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III.9.10 Reporting of Accidents

The following events are considered reportable accidents regardless of severity:

Personal injury, regardless of severity.

A motor vehicle collision when two or more vehicles are involved.

A motor vehicle collision when the total accrued damages to all vehicles or property exceeds $800.

A motor vehicle accident when there is any destruction of public property.

A motor vehicle accident involving a pedestrian.

Report these situations or emergencies according to the following procedures:

Before, during or after regular business hours, the vendor must immediately contact the ParaTransit Director via cell phone to report any and all accidents. The contact phone number is 914-879-8526.

Prepare and submit to the WCOFD within 24 hours of the accident a written report which describes the events surrounding the accident, lists the names of the passengers onboard the vehicle, identify which - if any - has been injured, estimates the cost of repair of physical damage, and includes photographs that show the damage to the vehicle.

The police report shall also be sent as soon as it is received.

Enter incident report in computer system within 1 hour of the accident.

III.9.11 Reporting Incidents/Service Disruptions

The following events are considered incidents and must be reported in writing to the OFD within 24 hours of their occurrence:

Any incident on board a van that results in physical contact, whether between two passengers or between a passenger and the driver must be reported.

Any incident where a passenger falls on the van, whether or not injury .is reported or denied by passenger.

Any incident where a driver witnesses a passenger fall even if the passenger is a distance from the vehicle.

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Service disruptions such as breakdowns, accidents, traffic, etc., that might result in pick-ups and/or drop off being made more than 15 minutes past the scheduled time.

A driver is unable to locate a passenger who is scheduled to be picked up during the last hour of service.

The vendor wants to curtail service because of weather conditions or other situations or emergencies which arise from time to time.

Report these situations or emergencies according to the following procedures:

1) During or after regular business hours, the vendor must contact the ParaTransit Administrator to report incidents. The contact phone number is:

(W) 914-995-2958 (C) 914-879-8526

2) Enter an incident report which describes the events surrounding the incident, lists

the passengers on the vehicle, and a description of what happened in the computer system within one hour of the incident.

III.9.12 Billing, Payment, Back-up Documentation and Reporting Requirements

1. Claims for payment are to be submitted to the WCOFD within 7days after the

conclusion of each month for ParaTransit services provided. Claims will be processed within 30 days of the submission of complete and accurate claims.

2. Under the contract associated with this RFP, Providers will be paid for “Per Trip”, or

“Per hour”, provided except that the County will pay half of the “Per Trip” rate established under this contract for “No-Show” (NSH) or “Cancelled-at-Door” (CAD) trips as long as it falls under the guide lines that the County has set forth. For definitions of Trip, No-Show and Cancelled-at-Door trips, see Section III, 7.0 (Definitions). The Provider should be aware that the number of vehicles required for service, the number of hours the vehicle will provide service and the number of trips for each vehicle will be determined by WCOFD on a daily basis.

3. All fares collected whether from eligible riders or their companion(s) will be credited and kept by the provider in accordance with the applicable options of service.

4. The Provider will be paid a daily vehicle lease rate for use of any Provider owned equipment when their use is authorized by Westchester County. The vehicle lease rate is paid in addition to the per trip service rate.

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5. A complete monthly claim for payment will consist of the following items:

A “Monthly Statistical and Reimbursement Report” (Form G-1, Appendix G)

A Period Recap Report (PRR) for each day of the month, for each type of vehicle (standard ParaTransit vans, Shuttle vans, Ford Transit Connect vehicles/Equivalent), detailing the following:

- Number of trips (provided, No-Shows, CADs) - Number of hours - Amount of cash collected - Number of tickets collected - Number of transfers from fixed-route bus - Number of ParaTransit transfers (at White Plains TransCenter/at

Tarrytown RR Station)

A “Monthly ParaTransit Section 15 (NTD) Employee Report” (Form G-2, Appendix G)

A “Monthly Maintenance Performance Report” (Form G-3, Appendix G)

A “Monthly Detailed Fuel and Gasoline Report” itemizing gallons and vehicles used in service.

All ParaTransit tickets collected during the month should also be submitted with the claim.

Claim procedures are subject to modification. Westchester County will make other adjustments to the claim for such items when reviewed.

6. The Provider is required to sign-up for participation in the County’s electronic transfer

of funds payment program.

7. Drivers logs will be preprinted with the following information to be completed by the

driver: o Time departed garage o Time returned to the garage o Mileage on departure from and return to garage o Arrival time at each stop o Departure time from each stop o Type of fare collected from each passenger and companion o Trip status information (i.e. provided, NSH, CAD) o Mileage at each stop o Vehicle number

8. All monthly completed drivers logs must be kept by the Provider in a safe area but be

available for back up and inspection by WCOFD. These driver sheets will be kept by the Provider for a period of no less than two (2) years, not exceeding a period of three (3) years, and thereafter will be delivered to the County. The County will then retain the records for storage.

9. The Provider shall collect and provide any detailed operating and financial information

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that may be required for State, Federal and County reporting. III.9.13 Record Keeping

1. The Provider shall preserve and make available its records during the term of the agreement and for a period of six (6) years from the date of the final payment.

2. The Provider shall retain records which are related to litigation or the settlement of claims arising out of the performance of this agreement, or costs under the agreement as to which exception has been taken by the auditors, until such litigation, claims, or exceptions have reached final disposition.

III.9.14 Right of Entrance upon the Provider’s Property/Vehicle Inspections

The Provider shall permit and allow any and all duly authorized WC employees or representatives to enter upon any part of a Provider’s facilities, or vehicles for the purpose of inspecting facilities and equipment, inspecting and/or auditing books and records, and for other matters relevant to the project upon sufficient notice by WC of its intent to make such entry. NO notice shall be required for vehicle on-road inspections to be conducted by WC. The Provider shall instruct its drivers to allow WC personnel to have right of entry on vehicles upon display of proper identification.

III.9.15 Substance Abuse Program

The Provider shall: 1. Adopt and distribute to “affected” employees an approved substance abuse

policy that is compliant with US DOT’s Omnibus Transportation Employees Testing Act. Substance abuse includes abuse of drugs and alcohol. For the purposes of this Agreement, “affected” employees are defined as employees who are in safety-sensitive positions, including, but not limited to, drivers, maintenance personnel, schedulers, dispatchers, and their supervisors.

2. Maintain a current list of all affected employees. The Provider must submit this

list to WCOFD.

3. Notify WCOFD of all persons seeking to be hired or transferred into safety sensitive positions. Such individuals may not assume their duties until a pre-employment drug test has been verified negative.

4. Cooperate with WCOFD in making its affected employees available for pre-

employment, random, reasonable suspicion, post-accident, and return-to-duty/follow-up drug testing, and must agree not to allow individuals failing such tests to perform in safety-sensitive positions except as permitted by law.

5. Random drug testing is to be carried out at a rate that tests the equivalent of

half the covered workforce each year.

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6. Require affected employees to sign a release allowing positive test results to

be made available to WCOFD.

7. Submit certification of compliance with Federal drug testing regulations as requested by the WCOFD. The form of the certification shall comply with the Federal regulations.

III.9.16 Fair Employment Practices

1. The Provider shall not discriminate against any employee or applicant for employment because of race, creed, color, sex, disability, religion, Vietnam-era veteran status or national origin. The Provider will take affirmative action to assure that applicants employed are treated equally regardless of race, creed, color, sex, disability, Vietnam-era veteran status or national origin. Such action shall include, but not be limited to the following: employment, upgrading, demotion, or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. The Provider agrees to post in conspicuous places, available to employees and applicants for employment, notices to be provided setting forth the provisions of this non-discrimination clause.

2. In all solicitations or advertisements for employees placed by or on behalf the

Provider, state that all qualified applicants will receive consideration for employment without regard to race, religion, color, sex, disability, Vietnam-era veteran status or national origin.

3. Each labor union or representative of workers with which the Provider has a collective

bargaining agreement or other contract or understanding pursuant to any contract resulting from this RFP, shall be sent a notice advising the said labor union or workers’ representatives of the Provider’s commitments under this section, and shall post copies of the notice in conspicuous places available to employees and applicants for employment.

4. Access to books, records, and accounts will be permitted by the Provider to the

County for purposes of investigation to ascertain compliance with such rules, regulations, and orders pertaining to fair employment practices.

5. Written personnel procedures, which shall include provisions for familiarizing

employees with statutes, rules, and regulations concerning confidentiality, affirmative action, and nondiscrimination in service delivery and employment as set forth herein shall be kept on file by the Provider.

III.9.17 Minority Business Participation

The proposer is required to complete the Questionnaire Regarding Business Enterprises Owned and Controlled by Persons of Color or Women (see Form IV-8).

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III.9.18 Information Technology Requirements

The County of Westchester will coordinate and pay for the installation of data connectivity from Westchester County to the Provider’s operations facility. If after the original installation, the Provider relocates, the Provider will be responsible for the cost of re-installing the data connectivity at the new location. The Provider shall be responsible for accommodating network communication equipment to establish a network connection to County Servers in White Plains. The overall protocol to do so involves the following:

1. The County will arrange for connectivity to be established to the Provider’s building;

however, the Provider must provide space for a rack that may be as large as 19” wide x 19” deep x 6’ tall; or 23” wide x 23” deep x 6’ tall with three feet of clearance on three sides. The Provider must also permit the Internet Service Provider and County of Westchester to install their equipment in the rack and provide 2 dedicated NEMA 20 AMP twist lock outlets, dedicated 20 AMP Quad Outlet of electrical power for this equipment.

2. The County will also install its own network equipment and will require either a 5’x5’

piece of plywood mounted on a wall with 4 ½ feet of clearance and with 2 dedicated NEMA 20 AMP QUAD electrical outlets.

3. The County will install a wall mount rack to house network equipment and UPS. All

networking equipment must be in an area with adequate overhead lighting as well as cooling, heating and ventilation sufficient to keep the area between 40 and 80 degrees Fahrenheit.

4. The Provider shall arrange for installation of individual certified Cat6 network circuits

and patch panel from the location of equipment in item 2 above (with adequate service loop) to the location of each PC or network printer that will connect with the County ParaTransit scheduling system.

The Provider must provide access to all equipment described above to Westchester County and Internet Service Provider staff as required for installation, circuit testing and troubleshooting network problems. The Provider must also provide a contact list with names, e-mail addresses and phone numbers of those persons responsible for arranging access.

III.10.0 Performance Measures

WCOFD will monitor the quality of service by the contractor. Service performance measures will include:

Valid Complaint Frequency (VCFR) - Comments received from the public or riders defined as complaints when they concern issues other than those relating to on-time performance. Such comments would pertain to driver rudeness, jack-rabbit starts,

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vehicle safety issues, vehicle cleanliness, wheelchair handling and securement, etc. in the event that there is a dispute between the Provider and WCOFD as to what is a valid complaint, the good faith determination of the Director of OFD is final. Percent Late Trips (PLT) - A trip will be contractually defined as being late if (a) it is a going trip and the passenger is dropped-off more than 15 minutes beyond the scheduled drop-off time: (b) it is a return trip, and the Provider arrives at the pick-up point more than 15 minutes beyond the scheduled pick-up time. (Note that in these cases, stop arrival and departure times will be recorded.)

In addition, the extent to which a Provider is late for any particular trip (see table below) will govern whether a Provider will be paid for the trip and how much they will be paid (or paid at a reduced rate due to the assessment of liquidated damages). Lateness caused by weather conditions or other Acts of God will not be counted nor will the vendor be fined in this circumstance.

Minutes Late Liquidated Damages 30 - 45 min $50.00 per occurrence 46 – 60 min. $75.00 per occurrence Over 60 min. $100.00 per occurrence

Average Lateness (AL) of Late Trips - This is the degree to which late trips were late. Note a trip is not late until 16 minutes after the scheduled drop-off/pick-up as stipulated above. They do not include trips that are late for reasons beyond the control of the provider such as severely inclement weather and road congestion induced delays. Percent Missed Trips (PMT) - These are the trips that are not served due to the fault of the Provider. They do not include missed trips that are beyond the control of the Provider, such as severely inclement weather. Accident Frequency Rate (AFR) – For accidents which are defined as preventable, a Provider’s AFR will be measured by the number of accidents per million vehicle miles (A/MVM). In the event of a dispute between the Provider and WCDPW&T, as to which incidents are preventable accidents, the good faith determination of the Commissioner is final.

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Thresholds for acceptable service performances are identified below. When a

provider exceeds these thresholds, it is performing poorly.

Service Performance Measures Thresholds Valid Complaint Frequency Rate (VCFR)

3 Complaint/1000 Trips

Percent Late Trips (PLT) 10% Average Lateness (AL) 20 minutes Percent Missed Trips (PMT) 1 Accident Frequency Rate (AFR) 20 A/MVM

The purpose of the service performance measures is to insure that high quality ParaTransit services are provided to WCOFD’s customers. WCOFD reserves the right to change the performance standards by up to 30% during each contract period. Sixty-day notice will be given to the Provider, prior to any change in performance standards.

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SECTION IV

REQUIRED FORMS

Form IV-1A: Price Offer Form – Option 1 with Worksheet Form IV-1B: Price Offer Form – Option 2 with Worksheet Form IV-2: Affirmation Form IV-3: Provider's Acknowledgment Form IV-4: Certificate of Authority Form IV-5: Affirmative Action Plan Requirement Form IV-6: Receipt of Addenda Statement Form IV-7: MacBride Certification Form IV-8: Questionnaire Regarding Business Enterprises Owned and Controlled by

Persons of Color or Women Form IV-9: Qualified Transportation Fringe Program Form IV-10: Disclosure of Relationships to County

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IV.0 Prices Required Option 1: Proposers shall submit a price “Per Trip” (“Trip” defined below) using

County owned ParaTransit vehicles.

TRIP – A single one-way ParaTransit ride from pick-up location to drop-off location for one Eligible ParaTransit Rider.

The Provider will be paid for “each trip” except that the County will pay half of the Per Trip rate established under the contract associated with this RFP for “No-Show” or “Cancelled-at-Door” trips. Please note: Provider will be responsible to return vehicle to No Show address if the ParaTransit rider calls within a 15 minute time frame of scheduled pick up time and not charge County for a No Show, for See Section III, 7.0 (Definitions). For all “No-Show” and Cancelled-at-Door”, drivers must note ”Point of Site” (POS) on the Driver Log. i.e. note a landmark as proof of arrival. In 2013 with a total of 222,585 eligible fare paying passenger trips, there were 2,561 No-Shows and 4,470 Cancelled-at- Door trips. In addition to a “Per Trip” price, the proposer shall also propose a “Per Hour” rate for two shuttle vehicles based on route length allowing a half hour deadhead before the first pick up and a half hour deadhead after the last drop off. Option 2: Proposers shall submit a price “Per Hour”. This price will be based on scheduled route length allowing a half hour deadhead before the first pick up and a half hour deadhead after the last drop off. For both Option 1 and Option 2, the proposer shall also propose a rate “Per Hour” for Supplemental services such as emergency services as required by the County. (See Provider responsibilities: Section 9.1) Note that the County is exempt from payment of all federal, state and local taxes – including fuel taxes - in connection with this contract and said taxes shall not be included in the price offer. The County will provide the successful proposer with sufficient fuel for the operation of all ParaTransit services that the Provider operates. The County will arrange to have the fuel delivered to the Provider’s facility. The provider must supply a storage tank of a minimum of 8,000 gallons on site of their facility The County procurement of fuel is through the New York State Office of General Services fuel contracts.

Prices proposed are to be entered on both of the Price Offer Forms attached hereto (Forms IV-1A and IV-1B).

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INSTRUCTIONS

Individual prices must be submitted for the North County- Zone N and the South County- Zone S.

For Option 1, enter a price per Trip for each of the service areas. The definition of Trip is found in Section III.7.

For Option 2, enter a price per hour for service for each of the service areas.

For both Option 1 and Option 2, enter a price per hour for services by shuttle van vehicles for the entire service area.

For both Option 1 and Option 2, enter a price per hour for Supplemental services for County requested emergencies services and training. NOTE: In the event of an emergency as determined by the County Commissioner of Public Works and Transportation, or his authorized designee, the Provider will be required to provide drivers and vehicles to transport passengers, as directed.

NOTE 1: All rates are required. A submission that omits a rate will not be considered a valid proposal. NOTE 2: The Provider will be keeping all fares paid by customers - whether eligible riders or their companions. Please note the price per trip should be less the eligible rider’s fare (not companions) and the per trip rate submitted. NOTE 3: The chart below indicates statistics reflecting the number of fare paying passenger trips for a projection of five (5) years. The 2015 statistics is an approximation of anticipated traditional ParaTransit service demand. An annual increase of 3% has been projected for the years 2016 thru 2019. Please refer to section 5.1 Table1: (System Wide Statistics) When determining the volume of trips for the North zones (Refer: Table 5.2) and South zones (Refer: Table 5.3). NOTE 4: The proposer should be aware that the approximate number of trips and revenue hours indicated on Price Offer Form sheets Form IV-1A and Form IV-1B are provided as an estimate only for services anticipated to be required under the new contract awarded pursuant to this RFP. There is no guarantee as to the yearly amount of services to be required in years going forward and the actual amount of service required may be up to 15% either higher or lower based on future ridership needs.

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Form IV-1A: PRICE OFFER FORM OPTION: 1 – PER TRIP

2015 2016 2017 2018 2019

Price per Fare Paying Eligible Passenger Trip Approx.236,000

Price per Fare Paying Eligible Passenger Trip Appox.243,080

Price per Fare Paying Eligible Passenger Trip Approx.250,375

Price per Fare Paying Eligible Passenger Trip Approx.257,885

Price Per Fare Paying Eligible Passenger Trip Approx.265,620

Approx. 65%

$_____________

South Zone

Approx. 65%

$____________

South Zone

Approx. 65%

$___________

South Zone

Approx. 65%

$___________

South Zone

Approx. 65%

$____________

South Zone

Approx. 35%

$____________

North Zone

Approx. 35%

$____________

North Zone

Approx. 35%

$_____________

North Zone

Approx. 35%

$_____________

North Zone

Approx. 35%

$____________

North Zone

Hourly Fee for

Supplemental

Service

$______________

Hourly Fee for

Supplemental

Service

$_____________

Hourly Fee for

Supplemental

Service

$_____________

Hourly Fee for

Supplemental

Service

$_____________

Hourly Fee for

Supplemental

Service

$____________

Hourly Rate for

Shuttle Vehicles

$______________

Hourly Rate for

Shuttle Vehicles

$______________

Hourly Rate for

Shuttle Vehicles

$_____________

Hourly Rate for

Shuttle Vehicles

$_____________

Hourly Rate for

Shuttle Vehicles

$_____________

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64

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Form IV-1B: PRICE OFFER FORM OPTION: 2 PER HOUR

2015 2016 2017 2018 2019

Price per revenue hour approx. 188,800 Hours

Price per revenue hour approx . 194,464 Hours

Price per revenue hour approx 200,300 Hours

Price per revenue hour approx 206,308 Hours

Price per revenue hour approx 212,496 Hours

Approx. 65% $______________ South Zone

Approx. 65% $______________ South Zone

Approx. 65% $______________ South Zone

Approx. 65% $_____________ South Zone

Approx. 65% $ ____________ South Zone

Approx. 35% $______________ North Zone

Approx. 35% $______________ North Zone

Approx. 35% $______________ North Zone

Approx. 35% $_____________ North Zone

Approx. 35% $____________ North Zone

Hourly Fee for Supplemental Service $_____________

Hourly Fee for Supplemental Service $_____________

Hourly Fee for Supplemental Service $______________

Hourly Fee for Supplemental Service $____________

Hourly Fee for Supplemental Service $____________

Hourly Rate for Shuttle Vehicles $_____________

Hourly Rate for Shuttle Vehicles $________________

Hourly Rate for Shuttle Vehicles $_______________

Hourly Rate for Shuttle Vehicles $____________

Hourly Rate for Shuttle Vehicles $___________

Offer: I certify that I understand and will abide by the terms and conditions of this RFP and the prices are firm for 60 days from the opening date of the RFP. _____________________________ _____________________________ Authorized Official Name of Firm ______________________________ _____________________________ Title Address _____________________________ ______________________________ Date

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CONTRACT REIMBURSEMENT RATE PER HOUR DETAIL

(NEW YORK STATE - UNIFORM SYSTEM OF ACCOUNTS)

COST BREAKDOWN

PER HOUR 410 MAINT. & GARAGE EXPENSE

------------------------ 411.1 Supervision-Labor 411.2 -Supervision-Other 412 Repairs/Maint Garage Eqt 413 Repairs Maint. Service Cars 414.1 Repairs Maint. Gar Blg-Labor 414.2 Repairs Maint Gar Blg other 415 Utilities 416.1 Other Garage Exp-Labor 416.2 Other Garage Exp Other 417.1 Bus Repairs Labor 417.2 Bus Repairs Other 418.11 Bus Servicing Labor 418.12 Bus Servicing-other 418.22 Tires and Tubes ------------------------ TOTAL 410 Expenses $ 420 TRANSPORTATION EXPENSE ------------------------ 421.1 Supervision-Labor 421.2 Supervision-Other 422.1 Drivers Wages 423 Fuel 424 Engine Oil 427 Tolls 429 Other Transp Exp ------------------------ TOTAL 420 Expenses $ 440 TRAFFIC SOL & ADVERT. ------------------------ 443 Tarrifs & Schedules 444 Tickets & Bag Chks 447 Advertising/Bus Wrap ------------------------ TOTAL 440 Expenses $ 450 INSURANCE & SAFETY ------------------------ 451.1 Salaries & Wages 451.2 Supplies & Exp 452 P.L.& P.D. Insurr 453 Injury & Damage Pmts 454 Wkms Comp 458-459 Fire Theft & Coll& Other ------------------------ TOTAL 450 Expenses $

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CONTRACT REIMBURSEMENT RATE PER HOUR DETAIL

(NEW YORK STATE - UNIFORM SYSTEM OF ACCOUNTS)

COST BREAKDOWN

PER HOUR

460 Admin and General ------------------------ 461 Sal of Gen Officers 463 Office Empl Salaries 464 Office Empl Expense 465 Law Expense 466 Office Supplies& Exp 467 Communications 468 Outside Auditing 469.1 Union Pension 469.1a Non-Union Pension 469.2 Other-Health Benefits 470.1 Purch & Stores-Labor 470.2 Purch & stores Other 471.2 Other Gen Exp 475 Reg Commission Exp ------------------------ TOTAL 460 Expenses $ 501 DEPRECIATION ------------------------ 501.6 Service Cars & Eqt 501.7 Shop & Gar Eqt 501.8 Furniture & Off Eqt 502.2 Inprovemnt & Leasehold ------------------------ TOTAL 501 Expenses $ 505 Depreciation Adjustment $ 521 OPERATING TAXES ------------------------ 521.11 FICA 521.12 Fed Unempl 521.21 NYS Unemploy 521.25 NYS Veh Reg 521.41 Yonkers Real Estate 521.31 NYC Franchise 521.15 Federal Lust Fuel Tax ------------------------ TOTAL 521 Expense $ 532 Other Operating Rents-Dbt 535 Equipment Rents-Crdt 539 Joint Facility Rents-Crdt

Service Fee (PROFIT)

$

TOTAL OF ALLOCATED TRIP EXPENSES

CONTRACT REIMBURSEMENT RATE PER HOUR

$

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FORM IV-2 AFFIRMATION

Date: I, , of

NAME TITLE COMPANY affirm the following to be true. The information contained in this submission is accurate and complete as of the date of submission.

The willing to comply with contractual requirements (responding organization) pertaining to equal employment opportunity and fair employment practices.

The has (or can demonstrate the ability to obtain) all (responding organization) necessary permits, authorities to carry disabled and fare-paying passengers in Westchester County, and between Westchester County, the Bronx, and Putnam County including Common Carrier authority obtained from the State of New York.

I, , have read and understand the service specifications contained in this RFP and will inform the drivers, dispatchers, and other parties within the organization of their responsibilities upon contract award and prior to the start of service.

__________________________________ (Signature) __________________________________ (Name, Title – Printed) __________________________________ (Witness)

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FORM IV-3 PROVIDER'S ACKNOWLEDGMENT

(If Corporation) STATE OF NEW YORK ) ss: COUNTY OF WESTCHESTER ) On this day of , 2015, before me personally came to me known, and known to me to be the of the corporation described in and which executed within instrument, who being by me duly sworn did depose and say that the said , resides at and that he is of said corporation; that the seal affixed to the within instrument is such corporate seal and that it was so affixed by order of the Board of Directors of said corporation, and that he signed his name thereto by like order.

Notary Public

PROVIDER’S ACKNOWLEDGMENT (If Individual) STATE OF NEW YORK ) ss: COUNTY OF WESTCHESTER) On this day of , 2015, before me personally came to me Known, and known to me to be the same person described in and who executed the within instrument and he duly acknowledged to me that he executed the same for the purpose herein mentioned and, if operating under any trade name, that the certificate required by the New York State General Business Law Section 130 has been filed with the County Clerk of Westchester County.

Notary Public

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FORM IV-3 (con’t)

PROVIDER’S ACKNOWLEDGMENT (If Partnership) STATE OF NEW YORK ) ss COUNTY OF WESTCHESTER ) On this day of , 2015, before me personally came to me known, and known to me to be a member of the firm of and the person described in, and who executed the within instrument in behalf of said firm, and he acknowledged to me that he executed the same in behalf of, and as the act of said firm for the purposes herein mentioned and that the certificate required by the New York State General Business Law Section 130.

Notary Public

PROVIDER’S ACKNOWLEDGMENT (If Sole Proprietorship) STATE OF NEW YORK ) ss.: COUNTY OF ) I, , being duly sworn, deposes and says: 1. I am the of (Title) (Corporation) which is a corporation with a principal place of (State) business at (Address) 2. I own all the issued and outstanding capital stock of (Corporation) and I am the sole officer and Director of said corporation. By: (Name) Sworn to before me this day of , 2015 NOTARY PUBLIC

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FORM IV-4 CERTIFICATE OF AUTHORITY

(Provider) I, , certify that I am the (Officer other than officer signing agreement) (Title) of the the “Provider”), a corporation (Name of Provider) duly organized and in good standing under the LAW UNDER WHICH ORGANIZED, E.G., THE NEW YORK BUSINESS CORPORATION LAW) the foregoing agreement; that (Person executing agreement) who signed said agreement on behalf of the Provider was at the time of execution of the Provider that said agreement was duly signed (Title of such person) for and in behalf of said Provider by authority of its Board of Directors, thereunto duly authorized, and that such authority is in full force and effect at the date hereof.

(Signature)

STATE OF NEW YORK ) ss.: COUNTY OF ) On this day of , 2015, before me personally came to me known, and known to me to be the of the said corporation, that the seal (Title) affixed to the above certificate is such corporate seal and that it was so affixed by order of the Board of Directors of said corporation, and that he signed his name thereto by like order. ______________________________

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FORM IV-5 AFFIRMATIVE ACTION PLAN REQUIREMENT

Affirmative Action Plan An approved Affirmative Action Plan shall be required in all contracts where the actual

contract amount - as awarded - exceeds $50,000.00.

Regardless of the foregoing an approved Affirmative Action Plan is suggested, not required,

of a Provider where the total number of persons employed by such contractor is 14 or fewer.

Does your firm participate in an approved Affirmative Action Plan? If YES, give name of Plan: An approved Affirmative Action Plan means a plan approved or adopted by Westchester

County including but not limited to the Westchester-Putnam Affirmative Action Plan, the

Recruitment Training Program or any other affirmative action plan meeting the requirements

of the State or federal government.

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FORM IV-6 RECEIPT OF ADDENDUM, if any

ADDENDA RECEIVED (if none received, write “none received”) Addendum No. Date Received ___________________ Addendum No. Date Received ___________________ Addendum No. Date Received ___________________ Addendum No. Date Received ___________________ Name: __________________________________________ Title: ___________________________________________ Date: ___________________________________________

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FORM IV-7 CERTIFICATION REGARDING BUSINESS DEALINGS

WITH NORTHERN IRELAND

A. The Contractor and any individual or legal entity in which the Contractor holds a ten percent (10%) or greater ownership interest and any individual or legal entity that holds a ten percent (10%) or greater ownership interest in the Contractor (a) has no business operations in Northern Ireland, or (b) shall take lawful steps in good faith to conduct any business operations in Northern Ireland in accordance with the MacBride Principles. B. For purposes of this Certification, “MacBride Principles” shall mean those principles relating to nondiscrimination in employment and freedom of workplace opportunity which require employers doing business in Northern Ireland to: (1) increase the representation of individuals from underrepresented religious groups in the work force, including managerial, supervisory, administrative, clerical and technical jobs; (2) take steps to promote adequate security for the protection of employees from underrepresented religious groups both at the workplace and while traveling to and from work; (3) ban provocative religious or political emblems from the workplace; (4) publicly advertise all job openings and make special recruitment efforts to attract applicants from underrepresented religious groups; (5) establish layoff, recall and termination procedures which do not in practice favor a particular religious group; (6) abolish all job reservations, apprenticeship restrictions and differential employment criteria which discriminate on the basis of religion; (7) develop training programs that will prepare substantial numbers of current employees from underrepresented religious groups for skilled jobs, including the expansion of existing programs and the creation of new programs to train, upgrade and improve the skills of workers from underrepresented religious groups; (8) establish procedures to assess, identify and actively recruit employees from underrepresented religious groups with potential for further advancement; and (9) appoint a senior management staff member to oversee affirmative action efforts and develop a timetable to ensure their full implementation. C. For purposes of this Certification, “Northern Ireland” shall be understood to be the six counties partitioned from the Irish Province of Ulster, and administered from London and/or from Stormont. D. The Contractor agrees that the warranties and representation in paragraph “A” are material conditions of this Agreement. If the County receives information that the Contractor is in violation of paragraph “A,” the County shall review such information and give the Contractor opportunity to respond. If the County finds that such a violation has occurred, the County may declare the Contractor in default, and/or terminate this Agreement. In the event of any such termination, the County may procure the supplies, services or work from another source in accordance with applicable law. The Contractor shall pay to the County the

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difference between the contract price for the uncompleted portion of this Agreement and the cost to the County of completing performance of this Agreement either by itself or by engaging another contractor. If this is a contract other than a construction contract, the Contractor shall be liable for the difference in price if the cost of procurement from another source is greater than what the County would have paid the Contractor plus any reasonable costs the County incurs in any new procurement and if this is a construction contract, the County shall also have the right to hold the Contractor in partial or total default in accordance with the default provisions of this Agreement. In addition, the Contractor may be declared not to be a responsible bidder or proposer for up to three (3) years, following written notice to the Contractor, giving the Contractor the opportunity for a hearing at which the Contractor may be represented by counsel. The rights and remedies of the County hereunder shall be in addition to, and not in lieu of, any rights and remedies the County has pursuant to this Agreement or by operation of law or in equity. Agreed: Name of Contractor__________________________________________ By: (Authorized Representative)________________________________ Title:__________________________ Date_______________________

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FORM IV-8 QUESTIONNAIRE REGARDING BUSINESS ENTERPRISES

OWNED AND CONTROLLED BY PERSONS OF COLOR OR WOMEN As part of the County's program to encourage the meaningful and significant participation of business enterprises owned and controlled by persons of color or women in County contracts, and in furtherance of Local Law No. 27-1997 we request that you answer the questions listed below. The term persons of color means a United States citizen or permanent resident alien who is and can demonstrate membership of one of the following groups: (a) Black persons having origins in any of the Black African racial groups; (b) Hispanic persons of Mexican, Puerto Rican, Dominican, Cuban, Central or South American descent of either Indian or Hispanic origin regardless of race; (c) Native American or Alaskan native persons having origins in any of the original peoples of North American; or (d) Asian or Pacific Islander persons having origins in any of the Far East countries, South East Asia, the Indian sub-continent or the Pacific Islands. An enterprise owned and controlled by persons of color or women means a business enterprise including a sole proprietorship, limited liability partnership, partnership, limited liability corporation or corporation that is (a.) at least 51 % owned by one or more persons of color or women; (b.) an enterprise in which such ownership by persons of color or women is real, substantial and continuing; (c.) an enterprise in which such ownership interest by persons of color or women has and exercises the authority to control and operate, independently, the day-to-day business decisions of the enterprise; and (d.) an enterprise authorized to do business in this state which is independently owned and operated. In addition, a business enterprise owned and controlled by persons of color or women shall be deemed to include any business enterprise certified as an MBE or WBE pursuant to Article 15-a of the New York State Executive Law and implementing regulations, 9 NYCRR subtitle N Part 540 et seq., or as a small disadvantaged business concern pursuant to the Small Business Act, 15 U.S.C. 631 et seq., and the relevant provisions of the Code of Federal Regulations as amended. 1. Are you a business enterprise which is owned and controlled by persons of color or women in accordance with the standards listed above? ________ No ________ Yes (as a business owned and controlled by persons of color) ________ Yes (as a business owned and controlled by women) 2. If you are business owned and controlled by persons of color, please specify the minority classifications which apply:

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3. Are you certified with the State of New York as a minority business enterprise (“MBE”) or a women owned business enterprise (“WBE”)? ________ No ________ Yes (as a MBE) ________ Yes (as a WBE) 4. If you are certified with the State of New York as an MBE, please specify the minority classifications which apply: 5. Are you certified with the Federal Government as a small disadvantaged business concern?

________ No ________ Yes

Name of Firm/Business Enterprise: Address: Name/Title of Person Completing MBE/WBE Questionnaire: Signature:

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FORM IV-9 STATEMENT OF ENROLLMENT IN A

QUALIFIED TRANSPORTATION FRINGE PROGRAM

Westchester County Executive Order No. 7-2005 requires that contractors, concessionaires and vendors doing business with the County enroll in a Qualified Transportation Fringe Program as defined in §132(f)(1) of the IRS Tax Code for all contracts for goods or services of $100,000 or more in any twelve month period during the contract term if such contractor, concessionaire or vendor employs more than 25 individuals who utilize public transportation and/or pay for commuter parking at least 1 day per week regardless of whether those employees are engaged in work pursuant to the contract.

Proposers shall submit the signed statement below; however, a Proposer may submit to the Commissioner a Waiver Application in the form attached hereto.

1. I am the ______________________ of _____________________________________ (title) (Bidder's/Proposer's full legal name)

2. This statement is not applicable because (check all that apply, skip number 3 and sign below):

The total value of the contract is less than $100,000 in any twelve month period during the contract term.

and/or pay for commuter parking at least 1 day per week.

(If question 2 does not apply proceed with question 3 and sign below). 3. This Statement is applicable and is submitted in order to comply with the requirements of Executive Order No. 7-2005 of the County of Westchester which requires prospective contractors, concessionaires and vendors to submit a signed statement at the time of procurement of the contract that they are enrolled in or have initiated the process to enroll in a Qualified Transportation Fringe Program as defined in §132(f)(1) of the IRS Tax Code.

As of the date hereof the above indicated Proposer:

is enrolled in a Qualified Transportation Fringe Program as set forth in §132(f) of the Internal Revenue Service Tax Code, or

has initiated the process of enrolling in a Qualified Transportation Fringe Program as

set forth in §132(f) of the Internal Revenue Service Tax Code and will notify the appropriate County personnel in wiring upon the commencement of their participation in such a program.

signature date

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FORM IV-9, (Con’t)

WAIVER APPLICATION

Qualified Transportation Fringe Program

Date: ____________________

Name: ____________________

Company: ____________________

Address: ____________________

____________________

This Application for a Waiver from the requirements of Executive Order No. 7-2005 is being

submitted based upon one of the following:

an inability to comply with Executive Order No. 7-2005, or

hardship would result from such compliance.

Provide detailed explanation below:

_______________________________________________________________________

_______________________________________________________________________

_______________________________________________________________________

_______________________________________________________________________

_______________________________________________________________________

__________________________________

signature of authorized company official

Approved: ____________________

Disapproved: __________________

Date: __________________

_________________________________

Commissioner or Department Head

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FORM IV-10

REQUIRED DISCLOSURE OF RELATIONSHIPS TO COUNTY

(Prior to execution of a contract by the County, a potential County contractor must complete, sign and return this form to the County)

Contract Name and/or ID No.: Name of Contractor:_____________________________ (To be filled in by Contractor)

A.) Related Employees: 1. Are any of the employees that you will use to carry out this contract with Westchester

County also an officer or employee of the County, or the spouse, or the child or dependent of such County officer or employee? Yes ______ No ______

If yes, please provide details:________________________________________________ ________________________________________________________________________________________________________________________________________________________________________________________________________________________

B.) Related Owners: 1. If you are the owner of the Contractor, are you or your spouse, an officer or employee

of the County?

Yes ______ No ______

If yes, please provide details:________________________________________________ __________________________________________________________________________________________________________________________________________________________________________________________________________________

To answer the following question, the following definition of the word “interest” shall be used:

Interest means a direct or indirect pecuniary or material benefit accruing to a county officer or employee, his or her spouse, child or dependent, whether as the result of a contract with the county or otherwise. For the purpose of this chapter, a county officer or employee shall be deemed to have an "interest" in the contract of:

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i. His/her spouse, children and dependents, except a contract of

employment with the county; ii. A firm, partnership or association of which such officer or employee is a

member or employee; iii. A corporation of which such officer or employee is an officer, director or

employee; and iv. A corporation of which more than five (5) percent of the outstanding

capital stock is owned by any of the aforesaid parties. 2. Do any officers or employees of the County have an interest in the Contractor or in any subcontractor that will be used for this contract?

Yes ______ No ______

If yes, please provide details:________________________________________________ _______________________________________________________________________________________________________________________________________________________________________________________________________________

Authorized Company Official shall sign below and type or print information below the signature line:

Name: Title: Date: