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IVT ACCESS ADA Paratransit System

Paratransit Services Request For Proposal

FY 2019

Requested by: Mark Baza, Executive Director Imperial County Transportation Commission 1503 N. Imperial Ave. Suite 104 El Centro, Ca. 92243 PHONE: 760-592-4494 FAX: 760-592-4410 [email protected]

IMPERIAL COUNTY TRANSPORTATION COMMISSION (ICTC) March 2019 IVT ACCESS ADA Paratransit Services Request for Proposal

T:\projects\IVT ACCESS\2019 RFP\ IVT ACCESS rfp2019 1

I. INTRODUCTION The Imperial County Transportation Commission (ICTC) administers several turnkey contracted fixed route transit and paratransit systems in the Imperial Valley. ICTC is requesting proposals for a paratransit service that is in compliance with the Americans’ with Disabilities Act (ADA) and complimentary to the fixed route service, Imperial Valley Transit. The current IVT ACCESS contract will terminate this year. The service is for a specific passenger ridership and is currently operated by a local for profit under contract with ICTC. The Imperial County Transportation Commission shall hereinafter be referred to as “ICTC”. The contract will be regulated according to the provisions of the Federal Transportation Administration (FTA), the Americans with Disabilities Act (ADA), and Transportation Development Act (TDA) as amended and other applicable Federal, State and local laws or regulations. Qualified transportation providers are invited to submit written proposals for consideration in accordance with this request. A Proposal Evaluation Committee will review the proposals. The Executive Director of the ICTC will make recommendations to the Commission for award of contract. In accordance with this RFP, it is anticipated that one (1) new contract would be administered by the ICTC. All responses will be considered and evaluated, however, the ICTC is not guaranteeing to accept any Provider’s proposals, recommendations and cost estimates. The successful Provider(s) will provide a turnkey operation, daily on-line management, marketing, dispatch and operation of the services, as well as, all personnel, maintenance, fuel supply, maintenance and supervisory vehicles and the fixed facilities in which to house the services. ICTC will provide ten (10) cutaway style buses, a van and an MV1 administrative vehicle for this service. II. BACKGROUND The region of the Imperial Valley contains approximately 4,598 square miles. Agriculture through the use of irrigation is the second largest industry, behind employment in the government sector. Most of the area’s geography is flat, at or below sea level. The climate is described as arid desert with summer temperatures reaching 115° Fahrenheit. The Provider must be able to maintain adequate on-board passenger comfort. Due to the proximity of the operating area to the international border with Mexico, the region has a high percentage of Spanish speaking monolingual passengers. Specific bilingual (English and Spanish) requirements are in place for all drivers and customer contact personnel including dispatchers, to accommodate this issue and are contained in this document. Passengers typically are paratransit dependent including seniors age 60 and over, and individuals with disabilities.



In addition, because there is a regional fixed-route bus system and intra city paratransit services, there may be opportunities for transfers between transit services. Open communication and cooperation between agencies and the service provider(s) is mandatory. III. ESTIMATED PROJECT SCHEDULE Issue RFP March 20th 2019 Non Mandatory Pre-Submittal Conference April 17th 2019 Proposal Due May 10th 2019 Provider Ranking and Staff Recommendation Week of May 13th 2019 (non-public opening) Oral Interviews (if necessary) May 24th 2019 Best and Final Offer (if necessary) June 2019 ICTC Commission Action/Award of Contract July 24th 2019 Vehicle Turnover Inspection Week of August 5th 2019 Service Target Start Date September 1, 2019 VI. PROJECT DESCRIPTION AND SUMMARY ICTC is currently seeking a qualified Provider to enter into a contractual relationship to continue to provide ADA demand response paratransit service according to the specific scope of work attached to this RFP.

The IVT ACCESS service under its current configuration has been in operation since 2011. IVT Access provides the ADA complimentary paratransit using the ¾ mile corridor and 30 minute system per the fixed route schedule. Additional information can be found at www.ivtaccess.com.

The IVT fixed route bus service is provided from 6:00 AM until approximately 12:30 PM weekdays, 6:00 AM to approximately 8:30 PM on Saturdays and 7:00 AM to approximately 5:00 PM on Sundays, within the areas classified as the Primary Zone; a North-South axis throughout Brawley, Imperial, El Centro, Heber and Calexico, and from 6:00 AM until approximately 7:00 PM in the Secondary Zones; outlying cities and communities of Niland, Calipatria, Westmorland,

http://www.ivmedtrans.com/



Seeley and Holtville. The outlying Remote Zone communities such as Ocotillo and Bombay Beach are not served by IVT ACCESS. There are intra city circulators called the IVT- Blue and Green Lines in the City of El Centro. The Blue and Green Lines provide service in coordination with the regular fixed route system. The service consists of two (2) routes, Eastbound and Westbound, and operates between 6:00 AM and until approximately 6:30 PM Monday through Friday in the City of El Centro. There is also an intra city circulator called the IVT- Gold Line in the City of Brawley. The Gold Line provides service in coordination with the regular fixed route system. The service consists of one (1) route, Eastbound, and operates from 6:00 AM until approximately 7:00 PM Monday through Friday in the City of Brawley. The service fleet will consists of ten (10) cutaway buses, a van and an MV1. Eight of the cutaways and the van, will be in revenue service, based on demand and optimum utilization of resources.

The successful Provider will participate in multiple bi-lingual public outreach events organized by ICTC or a marketing consultant to distribute information and assist ICTC with the project Start Up and implementation. Public Outreach events thereafter will be conducted on an as needed basis.

Quarterly management team meetings are conducted with ICTC staff throughout the term of this contract. The Provider shall present performance related and operational information including but not limited to: operational statistics, maintenance data, no show rate and other items for ICTC’s review and consideration. The region has been declared to be under the Urban Bus Fleet Rule and the Transit Fleet Rule by the California Air Resources Board. In 2004, ICTC examined the use of alternative fuel for the transit systems. ICTC selected the ultra-low sulfur diesel fuel or gasoline path for fixed route and ADA paratransit service operations. For the purposes of this project, diesel, gasoline or alternative fuel powered vehicles for administrative and maintenance purposes are acceptable. Providers must make the arrangements for procurement of fuel and maintenance of ICTC owned vehicles. The ICTC desires to sign a three (3) year, fixed-price (per revenue hour) contract, effective from the anticipated service start date of July 1, 2019, with two (2) one-year extension options. An itemized price sheet is required from the Provider for the full five year period. It is ICTC’s practice to have it’s transit contractor retain the farebox collection, as well as, the ticket, pass or coupon sales. The cash management process requires that the provider have a secure, double custody counting system with daily banking deposits. A detailed accounting is provided with the provider’s monthly invoice in arrears for the remaining requested subsidy or payment amount. ICTC staff will monitor this process periodically and an independent accountant will verify the cash management process as a part of annual fiscal audit.



Within that contract will be a 10 hour community service hour requirement per month. The community service hours “bank” is available on a first come first served basis for activities that support the mission of IVT ACCESS. ICTC will manage the use of the “bank” for unique community services i.e. disabled student services events at the local community college etc. In addition, in the event of a major local emergency, the Provider shall make transit facilities, vehicles and equipment, and communication resources available to the degree possible for emergency assistance. Line of Instruction will first and foremost be with the ICTC. However in the event that contact cannot be established, the Provider shall take instruction from the organization, i.e., County’s Office of Emergency Services (OES) field site that has assumed responsibility for the evacuation and/or transport of injured and ambulatory wounded and movement of persons to food and shelter facilities. Insurances types and limits required for this contract are located in the standard contractual agreement attached in Appendix J. Each transit service contract with ICTC requires its own insurance certificate with the name of the transit service by name. During the term of this contract, ICTC has plans to develop/construct a transit operations and maintenance facility. In the meantime, the Provider will be required to provide a facility for all aspects of bus operations and administration, including in house maintenance during the term of this contract. The incumbent operator is located at a leased facility at 792 E. Ross Rd, El Centro Ca. 92243. The private land owner has indicated that they will continue to lease the facility for the use of public transit services. ICTC is not the current lease holder and will not enter into a property lease for this purpose. Providers are not required to use this facility. Providers are encouraged to contract the property owner directly should there be interest in the use of this facility. The property owner POC of contact is: Ed or Mary Mealey 702 Industry Way # A, El Centro, CA 92243 (760) 352-2002 Reservation, dispatch and communications software/hardware is currently in use for the service. The service is Trapeze/Novus and is not owned by ICTC. Radios are also used however, ICTC does not own the the radios. Providers can recommend alternatives and introduce technology not currently in place; however, it is important that the alternatives be effective and economical, compatible with future transit service plans, minimize disruption of start-up of services and contain or reduce costs if practical. ICTC will review but is not obligated to accept any recommendations. ICTC has several RFPs out at this time for public transit services including: IVT, fixed route bus service IVT ACCESS, ADA paratransit service



IVT MedTrans, non emegergency transportation to San Diego area medical facilities IVT RIDE, intracity dial-A-ride in Brawley, Calexico, El Centro, Imperial and the West Shores communities. ICTC is interested in retaining the existing consolidated nature and operational efficiency currently in place for these four services, under one Provider. There are economies of scale and cost savings attributed to the consolidation of operational, dispatch, maintenance and administrative facilities. Therefore, Providers interested in all four of the service contracts are required to submit separated subtotal price sheets for each of the four transit services, and, a grand total pricing sheet. All responses will be considered, however, ICTC cannot guarantee to accept any Provider’s proposals, recommendations and cost estimates. In the event that the successful Provider is not the current operator of the service, an vehicle turnover inspection process will be conducted to insure the vehicles are brought to vehicle industry standards, match contractual requirements, as well as, meet industry standard State of Good Repair. In addition, the successful Provider will be required to offer employment to the qualified employees who meet the minimum qualifications in the job descriptions of the IVT ACCESS, of the current operator and are in good standing of the current operator who may otherwise be laid off as a result of a contract award. Therefore, in order to be in accordance with State Labor Code Section 1072, ICTC will offer an additional 10% preference in the scoring and evaluation process, if the provider declares as part of their proposal for a service contract whether or the provider will agree to retain the employees of the prior transit contractor for a period of not less than 90 days. This 10% preference will be added to the total score on the proposal evaluation sheet. In addition, the successful Provider is highly encouraged to offer employment to management or supervisory level employees that would maintain the level of service, institutional knowledge of the customer service base and the locations served. All drivers and first line customer contact staff, are required to be bilingual in Spanish and English. In the event of a contract transition, existing drivers and existing customer contact staff of current operator who otherwise meet the hiring requirements but are not bilingual, may be able to be grandfathered into the new service contract. Any contract resulting from this RFP will be financed with funds available to the ICTC. Such funds may include Federal Transit Administration (FTA) Section 5307, 5310, 5311 Grants, Transportation Development Act (TDA) and Local Transportation Authority (LTA) funds. For all procurement activities and third-party contracts, Providers and sub-contractors must comply with:



A. 49 CFR Part 18, Uniform Administrative Requirements for Grants and Cooperative

Agreements to State and Local Governments, B. FTA Circular 4220.1F- Third Party Contracting Guidance, and C. FTA Best Practices Procurement Manual.

The contract is contingent upon the receipt of federal and State funds by ICTC. In the event that funding from these sources is eliminated or reduced, ICTC reserves the right to terminate any contract or modify it accordingly. ICTC will notify Provider in writing thirty (30) days in advance of the date such actions are to be implemented. This RFP does not commit the ICTC to award a contract or pay any costs associated with the preparation of a proposal. The ICTC reserves the right to cancel this RFP in part or in its entirety, should this be in the best interest of the ICTC and the City. This service may be operated in conjunction with other services operated locally by the Provider. However, this contract will require that resources including vehicles and staff that are dedicated to this contract not be utilized for other purposes without prior written authorization from the ICTC.

V. PROPOSAL SUBMISSION A. SUBMISSION

By submitting a proposal, the Provider represents that it has thoroughly examined and familiarized itself with the services required, and states that it is capable of performing said services. Provider, by submitting a proposal, declares itself to be qualified and experienced in the field of public ADA paratransit operations. Additional service opportunities and/or reasonable recommendations for alterations or changes in services made by a Provider in a proposal shall all be considered. However, ICTC is not required to accept any suggestions or recommendations for any changes to service.

B. DATE/TIME PROPOSAL DUE

Proposals are due on May 10th, 2019 on or prior to 3:00PM. Proposals received after this date and time will be rejected and unopened.

C. ICTC ADDRESS

Proposals are to be mailed/delivered to:



Mark Baza, Executive Director Imperial County Transportation Commission 1503 N. Imperial Ave. Suite 104 El Centro, CA 92243 D. GENERAL FORMAT FOR PROPOSAL SUBMITTAL

Proposals shall be submitted in two (2) sealed packages. Each package shall be clearly marked and indicating which services the responses pertain to. The proposal shall be held in confidence until the award of the contract. At that time it becomes a matter of public record. The individual price proposal sheet shall be retained as “proprietary” and “confidential”, if so marked. See Section VI. A. 1. for specific instructions regarding proposal page limit.

1. Provider shall submit package No. 1 with one (1) original and four (4) copies each marked “IVT ACCESS Technical Proposal”. The package shall bear the Provider’s name and address. 2. Provider shall submit package No. 2 with one (1) original and four (4) copies in a sealed envelope marked “IVT ACCESS Price Proposal”. The envelope shall bear the Provider’s name and address.

E. ACCEPTANCE OF PROPOSALS

The ICTC reserves the right to accept or reject any and all proposals or any item or part therein, or to waive any irregularities or informalities in any proposal. The ICTC reserves the right to withdraw this RFP at any time without prior notice. The ICTC makes no representation that any contract will be awarded to any Provider responding to this RFP.

F. PRECONTRACTUAL EXPENSES

Pre-contractual expenses are defined as expenses incurred by the Provider in preparing, submitting and/or negotiating or expenses incurred prior to the date of award. The ICTC shall not be liable or responsible for pre-contractual expenses. Providers shall not include any such expenses in any part of the proposal. G. JOINT PARTICIPANT PAYMENTS The ICTC will review the options of contracting with a single or multiple Providers. ICTC will examine any economies of scale and service efficiencies such as single administration



and management, coordinated or consolidated maintenance, coordinated or consolidated dispatching etc. Where two or more Providers desire to submit a single service proposal, this should be done on a prime-subcontractor basis. The ICTC is not responsible for the payments made by the prime to the subcontractor. H. CONTRACTUAL AGREEMENT The contract agreement will be with the ICTC, and will incorporate the Scope of Work and the technical and price proposals. The final contract agreement may be modified to reflect the result of final negotiations with a best and final offer. The Provider’s inability or unwillingness to meet any requirements set forth as a condition must be identified and stated as an exception in a section in the proposal with sufficient explanations and references to the location or page number in the RFP. I. FUTURE CONTRACTUAL SERVICE ADJUSTMENTS After a contract has been signed, service levels may fluctuate. The service level may require the addition or deletion of service hours to accommodate ridership demand. Adjustments may take place to the days or hours that will affect the service level. The ICTC or the Provider may initiate a discussion to adjust the level of service. If necessary, ICTC will then develop a modification to the contract agreement and adjust compensation using the identified cost per hour per the pricing originally agreed to for the corresponding fiscal year, and as stated in the Provider’s multi-year proposal. Changes will not be made to the contract during the first thirty (30) days of operation. Changes may not be made unilaterally or solely at the request of a passenger.

VI. PROPOSAL CONTENT A. PROPOSAL CONTENT AND REQUIRED INFORMATION

1. Presentation

Proposals should be typed and submitted on eight-and-a-half inch (8 ½”) by eleven (11”) inch size paper unless absolutely necessary for tables or charts etc., using a binder and with appropriate signatures. Proposal shall not exceed 100 pages in length. The 100 pages can be doublesided. The 100 page maximum requirement does not include section dividers, required forms, Letter of Transmittal, written policies and procedures or the price proposal.



The presentation style should be concise without lengthy narrative and elaborate promotional materials.

2. Letter of Transmittal/Executive Summary

The letter of transmittal shall be addressed to Mark Baza, Executive Director, and must at a minimum contain the following:

i. Identification of the Provider, including legal name, legal form of

company, address, email address, fax and telephone numbers;

ii. Identify that the proposal is for the ICTC paratransit service “IVT ACCESS”;

iii. Number of years the Provider’s company has been in business;

iv. If applicable, proposed working relationship between the Provider and

subcontractors who supply or provide services that are ten percent (10%) or greater of the total component costs and provide the subcontractors name, address and telephone numbers;

v. Acknowledgement of receipt of all RFP addenda, if any;

vi. Name, title, address, telephone number, and e-mail address of contact

person during period of proposal evaluation;

vii. A statement to the effect that the proposal shall remain valid for a period of not less than 120 days from the date of submittal; and

viii. The signature of a person authorized to bid/negotiate the terms of the

proposal. 3. Technical Proposal a. Qualifications and Related Experience

This section of the proposal should establish the ability of the Provider to satisfactorily perform the required work by demonstrating experience in performing work of a similar nature; competence in the services to be provided; strength and stability of the Provider; staffing capability; work load; record of meeting schedules on similar projects; and supportive client references.



i. Provide a brief profile of the Provider, including the types of

services offered; the year founded; form of the organization (corporation, partnership, sole proprietorship); number, size and location of offices; and number of employees.

ii. Provide a general description of the Provider’s financial

condition and identify any conditions (e.g., bankruptcy, pending litigation, planned office closures, impending merger, and potential labor disputes) that may affect the Provider’s ability to complete the project. An audited financial statement, a Dun & Bradstreet report or a one (1) page summary from a licensed Certified Public Accountant shall be submitted. The statement shall clearly identify the financial status and condition of the Provider’s immediate business entity, as well as the overall company. The document(s) provided should be dated no more than twelve (12) months prior to the date of submission.

iii. Describe the Provider’s experience in performing work of a

similar nature to that solicited in this RFP. Include, at a minimum, name of the contracting agency type of service(s) provided, contract period, annual revenue miles or hours, quantity, size and fuel of vehicles used, and the name, address and telephone number of a contact person.

iv. If applicable, identify subcontractors and suppliers who provide

supplies or services that are ten percent (10%) or greater of the total services costs by company name, address, contact person, telephone number and project function. Describe the Provider’s experience working with each subcontractor or supplier and information specific to the subcontractor’s qualifications to perform the identified services.

b. Project Staffing and Project Organization

This section of the proposal should establish the method which will be used by the Provider to manage the project and subcontractors as well as identify key personnel assigned.



i. Submit a project organization chart which clearly shows all communication/reporting relationships among the project staff, subcontractors and suppliers and assigned work tasks.

ii. Provide name(s) and resumes of the proposed Project Manager

and all key personnel that will be assigned to the ICTC’s project including the Project Manager, Assistant Project Manager, On-site Maintenance Manager/Supervisor and Road Supervisors. Describe the roles and abilities of the Project Manager, Assistant Project Manager and the Onsite Maintenance Manager/Supervisor to respond immediately to issues relating to the service herein is required. The Provider should demonstrate how this will be ensured and should indicate the percent of time each individual is dedicated to this project, and other non-ICTC projects, if applicable.

iii. Include the statement that key personnel will be available to the

extent proposed for the duration of the project acknowledging that no person designated as “key” to the project shall be removed or replaced without the prior written concurrence of the ICTC.

iv. Indicate adequacy of labor resources utilizing a table projecting

the labor-hour allocation to the project for each position category. Indicate the number of full-time and part-time employees for all operations (include numbers for subcontracted work).

c. Work Plan

The Provider shall develop a detailed narrative which addresses the Scope of Work requirements and shows the Provider’s understanding of the Local environment and relevant laws and ICTC’s requirements. Throughout the narrative, the Provider should include references for each section in the Scope of Work that refers to the requirements.

i. Start-up and Ongoing Service Operations

Provide a comprehensive detailed service start-up and ongoing service operations plan to include a discussion of the following: personnel recruitment processes and procedures (including criteria for employee hiring and retention); facility considerations (selection, utilization, functionality); day-to-day



operating approaches, considerations and key issues; procedures for handling emergencies and unforeseen situation relative to paratransit operations (e.g., traffic congestion, accidents). Providers should quantify the difference between vehicle revenue service hours and the deadhead hours in the service plan section of their proposal submittal to demonstrate the viability of the proposed site location.

Providers should demonstrate their capability to complete service start-up activities in a timely fashion and should demonstrate their knowledge of maintaining a smooth-running operation.

This service start up should also address any transitional issues between Providers. Provide plans of the proposed transition of the employees to Providers firm.

ii.Facilities and Equipment

Provide a complete description of operational facilities and equipment available and/or planned for use. This description should include the location(s) and Start-up and Ongoing Service Operations

The Provider should include a detailed implementation schedule that demonstrates how the service will be implemented, configuration(s) of facilities proposed and plans for space utilization in accordance with requirements outlined in the Scope of Work.

iii. Vehicles

ICTC will provide cutaway style paratransit vehicles and a van for the revenue service hours operation. Identify other quantities and types of supervisory/maintenance vehicles.

iv. Personnel Training and Testing The Provider shall include a detailed training program and schedule to the ICTC demonstrating how personnel (including drivers, mechanics and other support personnel as applicable) will be trained and tested prior to and after the start-up of service operations.



v. Maintenance Plan It is preferred that the Provider complete maintenance services in-house. The Provider must describe their proposed maintenance service procedures in detail through a comprehensive vehicle and equipment maintenance plan. The maintenance plan must include a discussion of the specific locations, actions and work necessary to ensure that a high-level of vehicle maintenance and vehicle availability is maintained with IVT ACCESS vehicles throughout the duration of the Agreement. vi. Written Policies and Procedures

The Provider must provide one (1) copy of all written policies and procedures to be included in a separate binder from the Technical Proposal. This policies provided are not subject to the 100 page maximum proposal page limit. These policies should include, but not be limited to the following:

• Drug and Alcohol Policy • Injury and Illness Prevention Program • Personnel Practices and Policies • EEO Plan • Vehicle Maintenance Procedures • Security and Safety Plan • Emergency Response

vii. Data Collection and Reporting

The ICTC has specific data and reporting requirements. The Provider should describe their process for collecting and reporting operational, performance and maintenance data, and demonstrate their understanding of various daily data collection activities and reporting requirements for a federally funded system.

d. ICTC’s Disadvantaged Business Enterprise (DBE) Program

Proposers are urged to obtain disadvantaged business enterprise (DBE) participation on this project. The specific goal for DBE participation is 1.0% for the project. Biannual reporting is required with Good Faith Effort (GFE) documentation. It is ICTC policy to provide disadvantaged,



minority, and women-owned business enterprises, as defined in Part 26, Title 49 CFR, an equitable opportunity to participate in all contracting opportunities. ICTC’s DBE Program, which includes minority and women-owned business enterprises, is designed so that contract administration, consultant selection, and all related procurement activities are conducted without regard to race, color, religion, disability, political beliefs, age, national origin, gender, or cultural background. Accordingly, no firm or individual shall be denied the opportunity to compete for ICTC contracts by reasons so stated or implied.

ICTC requires all potential ICTC consultants/contractors/subcontractors comply with Title VI and Title VII of the Civil Rights Act of 1964, the Americans with Disabilities Act, the Age Discrimination in Employment Act, and the California Fair Employment and Housing Act, as amended, and all other applicable discrimination laws. ICTC will not tolerate illegal discrimination or harassment by its consultants/contractors/subcontractors.

Describe the proposer’s overall plan to make contracting opportunities available to all interested and qualified firms. This includes a strategy to identify the available subcontracting resources and a willingness to make subcontracting opportunities available to such firms.

Submit a subconsultant/subcontractor list, if applicable, which lists any subconsultant/subcontractor for this project, DBE status (if applicable), scope of work, and approximate percentage of the work performed by subconsultant/subcontractor (as a percentage of the total award to the prime consultant). In accordance with current federal regulations, DBEs and joint ventures involving DBEs must be certified for eligibility by Caltrans, by other qualified Department of Transportation recipients or by other certifying public agencies. Documentation verifying DBE status must be submitted in the proposal for all firms (prime consultant or subconsultant/subcontractor) claiming such status. e. References

Provide a minimum of three (3) references for the projects cited as related experiences, and furnish the name, title, address and telephone number of the person(s) at the client organization who is most knowledgeable about the work performed. The Provider may also supply references from other work not cited in this section as additional related experience. f. Exceptions/Deviations



State any exceptions to or deviations from the requirements of this RFP, segregating “technical” exceptions from “contractual agreement” exceptions. Each technical exception must reference the particular section and page in the RFP or Scope of Work that refers to the ICTC’s requirements for easy reference. g. Confirmation of Addenda to this Request for Proposal The proposer shall confirm the receipt of all addenda issued for this RFP.

4. Pricing Proposal

The Provider shall complete an itemized and detailed three (3) year price list with two (2) option years, and furnish any narrative required to explain the prices quoted in the schedules. Providers are required to use the pricing proposal sheet provided in the appendices. Upon request to ICTC staff, the pricing proposal sheet can be provided in Excel format. Subcontractors are to be listed separately.

All line items in the categories of expenditure shall be clearly explained for each service indicating the variable rate per service hour and a fixed rate. An annual fixed hourly rate per fiscal year shall apply for each vehicle service or revenue hour. The fixed hourly rate shall apply for the assigned fiscal year. Vehicle revenue hours will be calculated based upon the actual time that each revenue service vehicle is in service and available to passengers. Vehicle revenue hours shall specifically exclude deadhead hours, including time for travel to and from the first stop and after the last stop, storage facilities, fueling facilities, road tests, inspections training, personnel lunches and breaks. The annual fixed hourly rate per fiscal year will be determined by the use of the combination of two other rates, divided by the total annual vehicle service hours.

1. A variable monthly rate shall compensate Provider for all cost elements assigned to Provider that can fluctuate.

2. A fixed monthly rate shall compensate Provider for all cost elements assigned to Provider with known quantities that are not included in the variable monthly rate.

Identify any management fees, corporate support services and profit as a separate line item. The required fare box collected in effect for each fiscal year will be subtracted from the Provider’s cost by the ICTC and the City, resulting in the actual not to exceed annual subsidy. The annual subsidy will be paid as a reimbursement in monthly installments to the Provider.



Vague descriptions (e.g., “other staff expenses,” “other operating expenses,” “management support” and “support services”) without adequate, reasonable description in a footnote is not acceptable and may render a proposal non-responsive to this RFP which will result in the rejection of the proposal.

If the Provider decides to lease facilities, vehicles or equipment to fulfill any of the

requirements for the RFP, a lease versus purchase summary must be provided that illustrates at a minimum;

1. Financial and operational comparison indicating reasons and

possible advantages of lease versus purchase 2. Terms and conditions of the lease including total cost 3. Transportation, financing and installation costs as appropriate 4. Trade in or salvage value

Fuel escalators are in effect in ICTC current transit contractual agreements. Should

a fuel escalator be requested, a brief statement illustrating the recommended language for the contractual agreement and the methodology for calculation can be included. There is standard ICTC language in the draft agreement attached.

The current required farebox ratio in effect is 10% for the paratransit services. The

Provider will retain the fare revenue and submit an invoice monthly to ICTC. The invoice will list the expenses for the month and subtract the fare revenue. ICTC will pay the resulting amount as a monthly subsidy up to the annual contracted subsidy amount. ICTC will not pay more than 90% of the costs for service annually. Each invoice must be accompanied by the required reports.

5. Marketing Plan After the award of the contract, the Provider shall work with ICTC and marketing consultant staff to develop a basic marketing plan annually, that is the equivalent to a 5% percentage of the total price proposal. This 5% is in addition to the subsidy for the transit services and is subject to annual budget approval. The marketing plan may include: the design and publishing of a printed schedule/informational flyers, brochures, installation of unique color graphics and logos for IVT ACCESS on board the vehicles, printing of various transfer tickets and fare coupons, participation by Provider staff in community job fairs, static displays and print ads. The use of outside on-board advertising will not be allowed, nor is the use of tobacco products or alcohol in advertising. All artistic and budget details are subject to review and approval of the ICTC. The Provider is encouraged but not required to provide concepts, alternatives and ideas for the marketing plan in their proposal. The exact cost and specific details of the



marketing plan will be further refined after the award of the contract. Therefore this proposal should not include any costs associated with a marketing plan. 6. Miscellaneous Appendices Information considered by the Provider to be pertinent to this project and which has not been specifically solicited in any of the aforementioned sections may be placed into a separate appendix section. However, the Provider is cautioned that this appendix is considered to be a part of the 100 page limit. 7. Drug Free Work Place The Provider shall sign and include a certification that the Provider’s operation and all subcontractors working under this contract will comply with all matters relating to providing a drug free workplace. All forms must be completed and submitted with the proposal. Failure to complete this certification shall render a proposal non-responsive to this RFP and will result in the rejection of the proposal. 8. Party and Participant Disclosure Forms In conformance with the statutory requirements of California Government Code Section 84308, part of the Political Reform Act and Title 2, California Code of Regulations, Sections 18438 through 18438.8, regarding campaign contributions to members of appointed Board of Directors, the Provider is required to complete the Party and Participant Disclosure Forms provided in the Annex of this RFP and submit as part of the proposal, if applicable. Both the Provider and its subcontractors must complete the form entitled “Party Disclosure Form.” Forms must be completed and submitted with the proposal. Failure to complete this certification shall render a proposal non-responsive to this RFP and will result in the rejection of the proposal. 9. Certification of Debarment Unless otherwise permitted by law, any person or firm that is debarred, suspended or voluntarily excluded, as defined in FTA Circular 2015.1 dated April 28, 1989, may not take part in any federally-funded transaction, either as a participant or a principal, during the period of debarment, suspension, or voluntary exclusion. Accordingly, the ICTC and the Cities may not enter into any transaction with such debarred, suspended or voluntarily excluded persons or firms during such period.



A certification process has been established by 49 Code of Federal Regulations Part 29 as a means to ensure that debarred, suspended or voluntarily excluded persons or firms do not participate in a federally-assisted project. The inability to provide the required certification will not necessarily result in denial or participation in a covered transaction. A person or firm that is unable to provide a positive certification as required by this RFP must submit a complete explanation attached to the certification. FTA will consider the certification and any accompanying explanation in determining whether or not to provide assistance for the project. Failure to furnish a certification or an explanation may disqualify the Provider from participating in the project. In general, subcontracts of less than twenty-five thousand dollars ($25,000) will not be covered by the certification procedures. Forms must be completed and submitted with the proposal. Failure to complete this certification shall render a proposal non-responsive to this RFP and will result in the rejection of the proposal. 10. Affidavit of Non-Collusion This form must be completed and submitted with the proposal. Failure to complete this certification shall render a proposal non-responsive to this RFP and will result in the rejection of the proposal. 11. Restriction on Lobbying As a recipient of federal funds, the ICTC is required to certify compliance with the influencing restrictions and efforts of the Provider to influence federal officials regarding specific procurements in excess of one hundred thousand dollars ($100,000) that must be disclosed pursuant to Section 1352, Title 31, United States Code. This RFP contains the following: a certification form entitled “Certification of Restrictions on Lobbying,” the Office of Management and Budget (OMB) Standard Form LLL entitled “Disclosure of Lobbying Activities” and a document entitled “Limitation on Payments to Influence Certain Federal Transactions.” The Provider is required to complete and submit the certification form entitled “Certification of Restrictions on Lobbying” whether or not any lobbying efforts took place. If the successful Provider did engage in lobbying activities, then OMB Standard form LLL “Disclosure of Lobbying Activities” must also be completed and submitted to the ICTC.



All forms must be completed and submitted with the proposal. Failure to complete this certification shall render a proposal non-responsive to this RFP and will result in the rejection of the proposal. 12. DBE Forms These forms must be completed and submitted with the proposal. Failure to complete these documents shall render a proposal non-responsive to this RFP and will result in the rejection of the proposal. 13. Public Records Policy All proposals submitted in response to this RFP become the property of ICTC and are public records and, as such, may be subject to public review. Proposals and the documents constituting any contract entered into thereafter become the exclusive property of the ICTC and shall be subject to the California Public Records Act (Government Code Sections 6250 et seq.; “the Act”). The ICTC’s use and disclosure of its records are governed by the Act. Those elements in each proposal which the Provider considers to be trade secrets, as that term is defined in Civil Code Section 3426.1(d), or otherwise exempt by law from disclosure, should be prominently marked as “CONFIDENTIAL” or “PROPRIETARY” by the Provider. The ICTC will use its best efforts to inform the Provider of any request for disclosure of any such document. The ICTC shall not in any way be liable or responsible for the disclosure of any such records including, without limitation, those so marked if disclosure is deemed to be required by law or by an order of the Court. In the event of litigation concerning disclosure of information the Provider considers exempt from disclosure, the ICTC will act as stakeholder only, holding the information until otherwise ordered by a court or other legal process. If the ICTC is required to defend an action arising out of a request pursuant to the Act for any of the contents of the Provider’s proposal marked “Confidential” or “Proprietary,” the Provider shall defend and indemnify the ICTC from all liability, damages, costs and expense, including attorneys’ fees, in any action or proceeding arising under the Act. To ensure confidentiality, the Provider is instructed to enclose all “Confidential,” “Proprietary, data in so marked sealed envelopes, which should then be included with the proposal. Because the proposal is available for review by any person after award of a contract resulting from an RFP, the ICTC shall not in any way be held



responsible for disclosure of any “Confidential” or “Proprietary” documents that are not contained in envelopes and prominently marked.

VII. PRE-SUBMITTAL ACTIVITIES

A. Non Mandatory Pre-Proposal Meeting and Questions Concerning Request for Proposals

The non-mandatory pre-proposal conference will be held at 9:30AM on April 17th, 2019 at the ICTC conference room at 1503 N. Imperial Ave. Suite 104, El Centro CA, 92243. Attendance is encouraged but not mandatory. An option to attend via teleconference is also available. Participants of the teleconference do so at their own risk. ICTC will not be responsible for loss of connections or inability to hear and participate in the conversation due to other technical issues.

Call in Number : 1-800-920-7487 Participant Code: 5514367#

Questions must be received in writing via mail, facsimile, E-mail or hand delivery no later than 3 P.M. local time, on April 15th, 2019 addressed to:

Kathi Williams, Procurement Coordinator

Imperial County Transportation Commission 1503 N. Imperial Ave. Suite 104 El Centro, CA 92243

760-592-4494 e-mail: [email protected] B. Revision/Addendum to the Request for Proposals

Clarification desired by the Provider relating to definition or interpretation shall be requested in writing via mail, fax or email with sufficient time to allow for a response and prior to the date RFPs are due, and will be made in the form of an addendum. Oral explanation or instructions shall not be considered binding.

ICTC reserves the right to revise the RFP and issue addendums prior to the date that proposals are due. Revisions or addendums to the RFP shall be posted on the www.imperialctc.org web site at least one full business day prior to the deadline for proposals. It is the responsibility of the proposer to contact the project manager and/or check the web site for any revisions related to this RFP.

http://www.imperialctc.org/



VIII. ADDITIONAL CONDITIONS

A. Reservations This RFP does not commit ICTC to award a contract, to defray any costs incurred

in the preparation of a proposal pursuant to this RFP, or to procure or contract for work. ICTC may reject bids without providing the reason(s) underlying the declination. A failure to award a contract to the lowest bidder will not result in a cause of action against ICTC.

B. Right to Cancel ICTC reserves the right to cancel for any reason, in part or in its entirety, this

RFP. If ICTC cancels the RFP prior to the deadline for proposals a notification will be placed on ICTC’s Web site. www.imperialctc.org

IX. RESPONSIBILITIES OF THE ICTC

A. The ICTC will administer the service contract, provide management oversight, coordinate quarterly IVT ACCESS Management Team meetings and other communications.

B. The ICTC will pay an agreed upon amount within 30 days after submittal of the complete invoice(s).

X. EVALUATION AND AWARD

A. EVALUATION CRITERIA

RFPs will be evaluated based on the following criteria:

1. Project Technical and Related Experience (20%) Technical experience in performing paratransit work of a similar nature; experience working with public or governmental agencies; strength, stability, experience and technical competence of Provider and subcontractors to perform and meet all management and operating requirements.

http://www.imperialctc.org/



2. Methodology and Approach (20%) Depth of the Provider’s understanding of the ICTC’s requirements and overall quality, logic, clarity and specificity of work plan; appropriateness of labor distribution among the activities; ability to meet the project deadlines; reasonableness of proposed start-up plan; logic of project organization and adequacy of labor commitment and utility of suggested technical or procedural innovations. 3. Staff Qualifications and Disadvantaged Business Enterprise (DBE) (15%)

Qualifications of project staff, particularly key personnel and the Project Manager; key personnel’s level of involvement in performing related work; effort to secure DBEs. 4. Facilities and Equipment (20%) Suitability/availability of proposed facilities, maintenance/supervisory vehicles and equipment. 5. Price/Cost (15%) Reasonableness and competitiveness of the total price with other offers received; adequacy of data provided in support of figures quoted and the basis on which prices are quoted. 6. Completion of Response and References (10%) Completeness of response in accordance with RFP instructions; references for similar work 7. State Labor Code Section 1072 (10%) ICTC will offer an additional 10% preference in the scoring and evaluation process, if the provider declares as part of their proposal for a service contract that he or she will agree to retain the employees of the prior transit contractor for a period of not less than 90 days.

B. EVALUATION PROCEDURE

The ICTC will arrange for an Evaluation Committee to conduct proposal review and scoring. The Committee may be comprised of various staff from the ICTC, the Metropolitan Planning Organization - the Southern California Association of Governments (SCAG),



Caltrans and involved Social Service Agencies. The Evaluation Committee may utilize a two (2) step selection process in that Providers that submit proposals deemed responsive may be contacted for oral interviews prior to final selection. The Evaluation Committee will review all proposals deemed “Responsive” and determine if qualifications are met. A Best and Final Offer may be issued by ICTC staff after the proposals are submitted but before contract award. During the evaluation period, the Evaluation Committee reserves the right to conduct site visits or inspections of some or all of the Provider’s facility. If an oral interview is scheduled, the project manager or a suitable alternative within the proposal team is required to be present. The project manager must be able to demonstrate that his or her team is the best suited for the project. The Provider may not utilize business development or other corporate marketing staff exclusively for the oral interview process. Negotiations may or may not be conducted with Providers; therefore, the proposal submitted should contain the Provider’s most favorable terms and conditions, since the selection and recommendation may be made without discussion with any Provider. C. AWARD

The ICTC Executive Director will submit a final recommendation to the ICTC Commission for the final approval regarding a contract award.

D. NOTIFICATION OF AWARD AND DEBRIEFING

Providers who submit a proposal in response to this RFP shall be notified in writing regarding the identity of the Provider that was awarded the contract. Such notification shall be made within ten (10) days of the date the contract is awarded. Providers not recommended can schedule a debriefing by ICTC staff on their proposal, after the award of the contract.

XI. PROTESTS

ICTC will consider all protests regarding the contracting process or the award of a contract submitted by 3:00 P.M. on the deadlines discussed below. ICTC will only review protests submitted by an actual or prospective proposer. A protest must be made in writing, contain an original signature and must be mailed or hand delivered to ICTC. Protests which do not strictly comply with ICTC’s protest procedures will be rejected. Protests relating to the content of the RFP package must be filed on or before the date the response is due. Protests relating to the intent to make an award, must be filed within three days before the award. Untimely protests will be rejected.



If deemed necessary, ICTC shall notify all proposers of record that a protest has been filed and that the award has been postponed until further notice. If necessary, proposers will be asked to extend the time for acceptance of their proposal in order to avoid the need for re-advertisement of the solicitation. A. Protest Contents A letter of protest must set forth detailed grounds for the protest and be fully

supported with technical data, documentary evidence, names of witnesses and other pertinent information related to the subject being protested. The protest must also state the law, rule, regulation or practice on which the protest is based. The protestor must demonstrate or establish a clear violation of a specific law or regulation.

If the protestor considers that the protest contains proprietary material which

should be withheld, a statement advising of this fact must be affixed to the front page of the protest document, and alleged proprietary information shall be so identified wherever it appears.

Protests shall be addressed to:

Kathi Williams, Procurement Coordinator Imperial County Transportation Commission 1503 N. Imperial Ave. Suite 104 El Centro, CA 92243 B. Reply to Protest An ICTC Protest Committee appointed by the Executive Director will review all

protests in a timely manner and reply to the protest in writing, within ten (10) business days. All relevant material submitted by the protestor will be considered. Such material will not be withheld from any interested party outside of ICTC or any agency which may be involved with the contract except to the extent that the withholding of information is permitted or required by law or regulation.

C. Request for Protest Reconsideration Upon receipt of an adverse decision by the Executive Director of the ICTC, the

protestor may file a request for protest reconsideration. A request for protest reconsideration must be directed to the Executive Director in writing and received within ten (10) full business days from the postmark date of the reply from ICTC.



The Executive Director will respond to the request for protest reconsideration within ten (10) full business days and schedule a review with the Commission. The decision of the Commission will be final. No further protests will be heard by ICTC.

D. State Appeal Process

Under certain limited circumstances, and after the protester has exhausted all administrative protest remedies made available at the local level, an interested party may protest to the California Department of Transportation (Department) the award of a contract pursuant to a Federal Transit Administration (FTA) grant.

Department review of any protest will be limited to:

• Local agency’s failure to have or follow its own protest procedures or its failure to review a complaint or protest.

• Violations of the Federal or State law or regulations.

The protest filed with Department shall include:

• The name and address of the protester. • Clear identification of the local agency responsible for the RFP process. • A statement of the grounds for protest and any supporting documentation (the

grounds for protest filed with Department must be fully supported to the extent feasible. Additional materials in support of an initial protest will only be considered if authorized by the FTA regulations).

• A copy of the protest filed with the local agency, and a copy of local agency’s decision, if any.

• Indication of the desired ruling or relief from Department.

Such support should be sent to:

The California Department of Transportation Division of Rail and Mass Transportation P.O. Box 942874 - MS 39 Sacramento, CA 942874-0001



APPENDICES:

A. Scope of Work A-1 Performance Standards A-2 IVT Access Fleet A-3 Table of Liquidated Damages

B. Sample Proposal Evaluation Form C. Proposal Pricing Sheet D. Three Years of Operational Statistics E. Monthly/Annual Report Format F. Required Forms G. Incumbent Staff Salary and Benefits H. IVT ACCESS Service Brochure I. Vehicle Turnover Inspection J. Draft Contractual Agreement

Appendix A IVT ACCESS Scope of Work

T:\projects\ivt access\ 2019 rfp\ ada scope of services 1

IVT ACCESS ADA PARATRANSIT SERVICES SCOPE OF WORK FY 2019-2020 through FY 2023-2024

This Scope of Work describes the tasks and duties to be undertaken by the Imperial County Transportation Commission (ICTC) and by Provider under contract with ICTC to provide Americans with Disabilities (ADA) Paratransit services throughout Imperial County.

1.0 GENERAL OPERATIONS

1.1 The service to be provided under the agreement with ICTC is on behalf of the member agencies of the Imperial County Transportation Commission (ICTC). ICTC has developed and approved ADA service alternatives, operating windows and corridors and corresponding service hours.

1.2 This agreement is for specific paratransit service and implies a complimentary service that operates its services based upon the public fixed route bus schedules. This set, designated pattern and routes of travel, within a designated operating area and with specific hours of operation are called windows and corridors. There may be fixed route trips or routes that are in a demonstration phase throughout the term of this ADA service agreement. These demonstration routes will not be subject to ADA paratransit service until they are officially made a permanent part of the transit system. The Remote Zones are provided service utilizing fixed route deviation upon request and not subject to this agreement.

1.3 The system when viewed in its entirety must achieve a negotiated farebox of 10%.

1.4 Fixed-route services and therefore ADA paratransit in the service area is currently scheduled to be operated on varying hours, from Monday through Friday between the hours of 6:00 A.M. through approximately 12:30 AM, Saturday between the hours of 6:00 a.m. through 8:30 P.M. and Sunday between the hours of 7:00 a.m. through 5:00 P.M. Provider’s dispatch offices are therefore expected to be open one hour before and one hour after the hours of operation for the public.

1.5 Provider shall furnish all daily online management, dispatch and operation of paratransit service, as well as, drivers, admin and maintenance vehicles, maintenance and the facilities in which to operate the service.

2.0 ICTC RESPONSIBILITIES

2.1 ICTC will provide management oversight, establish priorities for service delivery, perform ongoing planning, programming and establishing related policies for all activities relative to the services, service areas, fares, schedules, days and hours of operations, preparation of planning documents, budgets, specific grant applications and related documentation, certification and eligibility and other such activities relative to


overall system administration and contract compliance monitoring.

2.2 ICTC will pay a not-to-exceed annual subsidy thirty (30) days after receipt of monthly invoices pertaining to the service. Reimbursement will be in arrears. Provider shall establish and maintain accounting records as required by ICTC, the Federal Transit Administration (FTA) the State Department of Transportation (Caltrans) and the County of Imperial’s Auditor-Controller. Provider will be subject to annual audits.

2.3 Prior to any adjustments to a contract, ICTC shall take the necessary steps to ensure

justification for changes are valid. Negotiations between ICTC and Provider shall commence when said changes are justified.

2.4 Disputes between passengers and Provider will first be handled by Provider’s management personnel. ICTC will be informed by Provider of all disputes. ICTC shall act as the final step and/or body of appeals in the resolution of any service complaints that Provider is unable to resolve.

2.5 ICTC reserves the right to impose financial penalties for situations or items in the contract

which are violated. (See Annex A-3 of Table of Liquidated Damages). Adjustments would be made at the time of monthly compensation.

2.6 Administration, monitoring and determination of compliance with contract requirements

will be handled by an authorized agent of ICTC. All aspects of daily operations will be available to inspection/observation by an authorized representative of ICTC.

2.7 Should ICTC determine to implement a different concept or design for operating the

transit system, ICTC shall confer with Provider as to the most appropriate level and description of services and may adopt an appropriately altered Scope of Work document, replacing the one in use at the time. In the event that there is a redesign of the transit system such that there is a cumulative increase or decrease in service hours or pay hours of 10% or greater service is added, any resulting savings and or costs will be renegotiated

3.0 RESPONSIBILITIES OF PROVIDER

3.1 In providing the services and oversight provided under this Scope of Work, Provider will act in the capacity of an independent contractor and will provide management, technical and operating personnel, services, equipment and facilities necessary for the operation of ICTC's ADA paratransit services.

3.2 In the event of a major emergency, Provider shall make transportation and

communication resources available to the degree possible for emergency assistance. Line of Instruction may or may not be direct through ICTC. The Provider shall take instruction from the organization, i.e., County’s Office of Emergency Services (OES) field site that has assumed responsibility for the evacuation and/or transport of injured and ambulatory wounded and movement of persons to food and shelter facilities.

3.3 Provider will provide a 10 hour community service hour requirement per month. The

community service hours “bank” is available on a first come first served basis for


activities that support the mission of IVT. ICTC will manage the use of the “bank” for unique community services i.e. senior appreciation day in Brawley, or homeless task force event in Calexico etc.

3.4 Provider will administer training and the related drug and alcohol testing and safety programs.

3.5 Provider will provide all equipment, parts and supplies for the safe and continuous operation of the transit system.

3.6 Provider shall develop operator work schedules to assure that reliable service is

provided using the type of vehicle provided by ICTC for a specific route. The Provider is responsible for having sufficient operators, maintenance, supervisory, and other personnel available to assure the service is provided as scheduled, including back-up vehicle operators.

3.7 A supervisory level employee is required to be on duty at all times when buses are

in service. The supervisor will be required to monitor and respond radio communications and communicate with operators, supervisors, and maintenance personnel concerning operations, service, safety and customer service issues.

3.8 Provider shall conduct on street supervision through the use of road supervisors and

management staff to assure routine monitoring of the fixed-route service.

3.9 Unless expressly authorized in writing by ICTC, the Provider shall not use any bus or other equipment, which is part of the ICTC's transit system other than in connection with the services to be provided under the Contract. The Provider shall not use any such bus or other equipment for any private charters or any purpose other than as may be specifically permitted by ICTC.

4.0 SERVICE IMPLEMENTATION

The fixed route service area is designated into service zones entitled the Primary, Secondary and Remote Zones. The Primary Zone is on a north/ south axis with the cities of Brawley, Imperial, El Centro and Calexico and corresponding area of ICTC in between. The two Secondary Zones are: (1) The cities of Calipatria and Westmorland and the community of Niland, and (2). The City of Holtville and the community of Seeley, with corresponding parts of County in between. There are four (4) Remote Zones: 1. Winterhaven, 2. Bombay Beach and East Shores Communities (3) the Salton City and the West Shores Communities and (4) the community of Ocotillo.

For planning purposes there are two Travel Corridors and three Zones; the North-South Corridor which is a north and south axis, and the East-West Corridor on an east-west axis. Service is provided six days a week in the Primary and Secondary Zones. Service is provided once a week of a lifeline nature in the Remote Zones. ADA Paratransit service is provided in the Primary and Secondary service areas. ADA Paratransit service is not provided in the Remote Zones.


4.1 SERVICE HOURS: Subsidized service is to be provided daily, Monday through Sunday. FY 2019-20

ESTIMATED SERVICE HOUR ALLOCATION TABLE Monday through Friday 6:00 AM to 12:30 AM = approximate 55 service hours/day/eight buses Saturday 6:00 AM to 8:30 PM = approximate 13 service hours/day/two buses Sunday 7:00 AM to 5:00 PM = approximate 10 service hours/day/one bus Total Annual Weekdays 252 weekdays Total Annual Saturdays 52 Total Annual Sundays 52 Estimated Annual Hours 14,400 (adjustments will be made to eliminate denials, if any, after

changes to the fixed route service schedule are implemented, per the SRTP)

SERVICE MILES Estimated Annual Mileage = 300,000 miles FY 2020-21




ESTIMATED SERVICE HOUR ALLOCATION TABLE Monday through Friday 6:00 AM to 12:30 AM = approximate 55 service hours/day/eight buses Saturday 6:00 AM to 8:30 PM = approximate 13 service hours/day/two buses Sunday 7:00 AM to 5:00 PM = approximate 10 service hours/day/ one bus Total Annual Weekdays 252 weekdays Total Annual Saturdays 52 Total Annual Sundays 52 Estimated Annual Hours 14,400 (adjustments will be made to eliminate denials, if any, after


SERVICE MILES


Estimated Annual Mileage = 300,000 miles FY 2022-23






SERVICE MILES Estimated Annual Mileage = 300,000 miles 4.2 NO SHOW/LATE CANCELLATION

Provider shall utilize and provide reporting monthly on the No Show/Late Cancellation Policy as adopted by ICTC. Provider will submit a list monthly for ICTC staff’s use, to issue letters of suspension as needed.

4.3 Service does not operate on the following holidays or the day the holiday is observed:

New Year’s Day, Martin Luther King Jr. Day, Presidents’ Day, Memorial Day, Independence Day, Labor Day, Veteran’s Day, Thanksgiving and Christmas.


5.0 COMPENSATION

Provider shall receive compensation monthly based upon two formats.

5.1 A fixed hourly rate shall apply for each vehicle service or revenue hour. The fixed hourly rate shall apply for the assigned fiscal year unless modifications are agreed to during the year. Vehicle revenue hours will be calculated based upon the actual time that each revenue service vehicle is in service and available to passengers. Vehicle revenue hours are identified by the fixed route schedule listing in the “IVT Riders Guide”. Vehicle revenue hours shall specifically exclude deadhead hours, including time for travel to and from the first stop and after the last stop, storage facilities, fueling facilities, road tests, inspections, training, personnel lunches and breaks. The fixed hourly rate shall compensate Provider for all hourly cost elements.

5.2 A fixed monthly rate shall compensate Provider for all cost elements assigned to Provider not included in the fixed hourly rate.

5.3 In the event that fuel costs are increased beyond Provider’s control and negotiated rate, ICTC will offer Provider an additional amount to offset the increase in costs. A fuel escalator clause shall contain the following provisions:

5.3.1 The fuel escalator shall be calculated as follows: the full amount that fuel costs exceed the vehicle fuel budget line item shall be adjusted downward by any savings in any other line item category which has not been fully utilized.

5.3.2 The request for additional subsidy shall be submitted to ICTC at the conclusion of the fiscal year in which the costs are incurred. The request shall be accompanied by an accounting developed by Provider, and invoices substantiating said increase.

5.4 Provider shall submit invoices on a monthly basis or before the 15th day of each month. Invoices shall be accompanied by supporting documentation and reports as required by ICTC.

6.0 INSTALLED FAREBOX

6.1 Collection of Farebox Revenue

Fareboxes are required. Vehicle operators will not make change for passengers.

6.2 Fare Collection

Provider's vehicle operators shall collect fares as established by ICTC and maintain an accurate count of all boarding passengers by fare category. Farebox revenue will be counted by Provider’s office employees daily and reconciled against the stated number of passenger trips. Any shortages must be investigated and corrected by Provider. Provider


will deposit farebox revenue daily. Farebox revenue is the property of ICTC, and Provider will submit written reports to ICTC of revenue collection.

6.3 Transfers

Provider shall also develop a transfer procedure and collect transfers from ICTC fixed-route operations or other public agency transit services. Provider shall account for it in its report of revenue collected.

6.4 Prepaid Fare Revenue

Provider shall develop and collect prepaid fare revenue from individuals, educational facilities and social service agencies. Revenue will be collected by Provider personnel as needed but at a minimum on a monthly basis.

7.0 PERFORMANCE STANDARDS

Standards and evaluation criteria will be utilized to annually measure performance and efficiency of services, and Provider performance. Annually, this criterion is reported to ICTC and other State and Federal agencies. For the purposes of this agreement, the following criteria will be negotiated and established:

Passengers Per Day, Passengers Per Hour, Cost Per Passenger, Subsidy Per Passenger, Passenger Per Mile, Cost Per Hour, Cost per Mile, Fulltime Equivalent Employee per Vehicle Service Hour and Farebox

8.0 MARKETING

8.1 General Approval Not later than thirty (30) days after the execution of this agreement and ninety (90) days prior to the end of the fiscal year thereafter, Provider shall deliver a marketing plan for ICTC’s final approval. The marketing plan shall indicate all proposed activities with a corresponding budget of 5% of the total cost of the service for the fiscal year. Provider shall be responsible for development and preparation, subject to the approval of ICTC, of all marketing materials for the fixed-route services. Provider will coordinate the placement, scheduling and distribution of all advertising and promotional materials designed to inform patrons of ICTC services and to promote ridership.

In addition, Provider will coordinate the creation of a professionally designed website. This website will not be listed on the operator’s corporate website but be hosted separately under the domain name of the service. The website design process and artistic attributes will be subject to the approval of the ICTC. The purpose of the website is to provide information regarding the transit services and customer service related items. Provider is not precluded from subcontracting the development and implementation of marketing services and the web design and hosting services to a qualified marketing firm


or agency. The Provider shall use a competitive process to solicit the services and will utilize reasonable efforts to obtain proposals from qualified DBE firms.

8.2 Preparation

Provider shall be ultimately responsible for the preparation and printing of all necessary brochures, passes, tickets, and transfers to be used in the paratransit service.

8.3 Distribution

Provider shall distribute and disseminate such materials in accordance with the provisions of this agreement and any directions supplemental thereto provided by ICTC.

8.4. Promotion

Provider shall promote the service for ICTC, and distribute brochures and other materials.

8.5 Presentation

Provider shall, under the direction of ICTC provide contact on an as-needed basis with private and non-profit community agencies, job resource centers and local governing bodies to promote interest, awareness and use in the paratransit services of ICTC. These contacts shall include, but not be limited to speaking engagements and displays.

Provider will participate as a technical resource contact with user groups or agencies as required, including meetings of ICTC or ICTC committees, or ICTC Board of Supervisors upon request.

8.6 Comment Cards

Provider shall develop and distribute passenger comment cards. Provider will respond to all comments with copies of response provided to ICTC. Provider will provide statistical summaries of frequency and patterns of comments to ICTC on a monthly basis.

9.0 CUSTOMER SERVICE

9.1 Phone

Provider shall establish at least two (2) numbers. One phone number shall be toll-free. Provider shall provide bi-lingual telephone information service during all hours of system operation, up to one hour before and one hour after routes have started and returned from daily operations. Provider will provide statistical summaries of frequency and patterns of telephone comments to ICTC on a monthly basis.


9.2 TDD/FAX Provider’s telephone system shall be able to accommodate persons with hearing disabilities i.e. have ATT Language Line/TDD equivalent and FAX capabilities. Provider shall publish these phone numbers in the local telephone directory(ies).

9.3 Exclusivity of Phone Services

These lines shall be used solely for the purpose of providing customer information, serving trip requests, and those activities required under the Scope of Work, and shall not be used by Provider for any other non-transit related purpose or business. These telephones shall be answered as specified by ICTC.

9.4 Rollover of Phone

Upon termination of the agreement, such phone numbers remain within the jurisdiction of ICTC. (The incumbent service Provider has established telephone lines and numbers; any new Provider would be responsible for transferring those lines and number to their service.)

9.5 Bilingual Capability

During system operating hours, Provider shall provide bilingual (Spanish and English speaking) dispatchers or information operators who are knowledgeable of schedules, routes, windows corridors, and transit services of ICTC as is necessary to answer customer information requests, refer passengers to other public transit service providers and/or questions in a courteous, timely and professional fashion.

10.0 COORDINATION

10.1 Consultation

As an expert in the field of public paratransit, provider shall provide ICTC with minor technical assistance and consultation in such matters as operating policies, funding, and coordination with other transit providers at no additional charge to ICTC. At no time will Provider be required to prepare intensive or in-depth studies without mutually agreed upon compensation. Periodically, consultants will request information or interviews with Provider’s staff. Provider is required to cooperate with all ICTC administered consultant projects.

10.2 Service Recommendations

Provider will report to ICTC and will make recommendations as to changes to improve paratransit service on a case-by-case basis. Provider may not make any permanent changes which affect the quantity, quality or nature of the service without obtaining ICTC's written permission.


10.3 Coordination of Passenger Transfers Between Modes

Provider will refer telephonic requests as appropriate to the transit service that best meets the needs of the passenger. Provider shall accept and transfer passengers under the tenets of the Americans with Disabilities Act. In certain situations, a passenger may be better served by the use of a Dial-A- Ride or the fixed route system. Provider staff shall provide referrals that suit the passenger’s needs.

11.0 MANAGEMENT

11.1 General Manager/ Operations Manager

ICTC shall participate in the selection and approval of the person serving as the General Manager/ Operations Manager. In the event that this position must be replaced, ICTC will participate in the selection of the replacement.

11.2 Day-to-Day

Provider will manage the day-to-day operation in accordance with an operations plan and good management practices. Management of day-to-day operations of the system will be vested in at least one local management individual who will be experienced in all aspects of public paratransit operations. The individual will be responsible for managing and monitoring all aspects of the system operation including but not limited to: maintenance, repair, fueling, security, supply of on-line and spare vehicles, warranty work, quality of service, accounting, fare collection, personnel, and contract administration. Provider shall supply ICTC with a 24-hour emergency telephone number at which Provider can be reached.

11.3 Priority of Service

ICTC intends that the local management shall be on a full-time basis and shall consider the ADA paratransit operation as having priority over any other local services that Provider operates.

11.4 Executive Level Availability

Provider shall also designate a responsible executive level employee of Provider to be available at all times either by phone or in person, to make decisions or provide coordination as necessary. This executive must be authorized to act throughout the service area on behalf of Provider. This individual may not be the same individual as the local management.

11.5 Operational Efficiency

Provider shall seek out and implement methods of improving system operations, service and cost effectiveness along with improvements to correct deficiencies and substandard performance. Results will be reported to ICTC via the monthly management summary


(MSS) report activity report or direct memo along with any corrective actions, which have been taken. Provider shall review and comment on plans, equipment purchases, operative changes, and related proposals of ICTC.

12.0 GENERAL REPORTS AND RECORDKEEPING

Provider shall collect data on the operation of the paratransit system and supply the data to ICTC on a monthly basis, or as may otherwise be directed below. All such information supplied by Provider shall be certified as accurate.

12.1 Management Information System

Provider's Management Information System shall utilize WORD, EXCEL, POWERPOINT, ADOBE ACROBAT, OUTLOOK and provide an adequate methodology to gather, store, retain, calculate, compute, cross reference and display in textural, tabular and graphic form all operating, performance and financial data associated with this contract. In addition, email capability is required to communicate with ICTC. ICTC uses Windows and Microsoft products.

12.2 Monthly Reports

Provider will report the information on a monthly basis in the format as described in Annex E

12.3 Annual Reports

Provider will report the summarized information on an annual basis in the format as described in Annex E

12.4 Miscellaneous Reports

In addition to the monthly reporting, Provider shall supply any and all reports necessary to comply with requirements of ICTC, State, or Federal authorities. These reports will include but not be limited to all required California Air Resource Board Requirements, California’s Transportation Development Act, Federal Transit Administration and National Transit Database reporting requirements.

12.5 Accident Reporting

Provider shall provide ICTC with immediate telephone notice of accidents and written copies of accide

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