DocuSign Envelope ID: D718E85E-33BF-400D-9D1E-61BA96354DC4 Subtotal for Tasks and Categories Hours Cost
Task 1: Account Management 230.00 $23,000.00
Task 2: Maintenance and Technical Support 230.00 $23,000.00 Task 3: Training 0.00 $0.00
Software Licenses & Related Items N/A $12,600.00
Other Costs N/A $0.00
Total 460.00 $58,600.00
Years Hours Cost
Base Year (Years 1-2) 3,536.00 $141,440.00
Option Year 3 1,768.00 $70,720.00
Option Year 4 1,768.00 $70,720.00
Option Year 5 1,768.00 $70,720.00
Total 8,840.00 $353,600.00
Contract Years Cost
Base Contract (Years 1-2) $105,840.00
Option Year 3 $58,600.00
Option Year 4 $58,600.00
Option Year 5 $58,600.00
Subtotal $281,640.00
Option: Call Center Service (All 5 Years) $353,600.00
GRAND TOTAL $635,240.00
* Proposed cost shall be in strict accordance with all conditions of the RFP including addenda. * Proposal shall be valid for at least 120 days from BAFO due date.
OPTION YEAR 5
OPTION: CALL CENTER SERVICE
DATE
GRAND TOTAL
PROPOSER NAME, TITLE
PROPOSER SIGNATURE
Lara Johnson, Senior Program Manager
16 June, 2023
DocuSign Envelope ID: D718E85E-33BF-400D-9D1E-61BA96354DC4 Sub Totals
1 N/A - virtual training included in set up fee and/or licensing fee 0.00
2 0.00
3 0.00
4 0.00
5 0.00
0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00
Rate per Hour Cost:
Total $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00
Sub Totals
1 N/A - included in set up fee and/or licensing fee 0.00 2 0.00
3 0.00
4 0.00
5 0.00
0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00
Rate per Hour Cost:
Total $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Sub Totals
1 N/A - included in set up fee and/or licensing fee 0.00 2 0.00
3 0.00
4 0.00
5 0.00
0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00
Rate per Hour Cost:
Total $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Sub Totals
1 Per vehicle installation only - tablet and mounting
hardware not included 3.00 3.00
2 Per vehicle installation only - tablet and mounting
hardware not included 3.00 3.00
3 Per vehicle installation only - tablet and mounting
hardware not included 3.00 3.00
4 Per vehicle installation only - tablet and mounting
hardware not included 3.00 3.00
5 0.00
12.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 12.00
Rate per Hour $120.00 Cost:
Total $1,440.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $1,440.00 Sub Totals
1 Customer Success team support. 230.00 230.00
2 0.00
3 0.00
4 0.00
5 0.00
230.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 230.00
Rate per Hour $100.00 Cost:
Total $23,000.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $23,000.00 Sub Totals
1 Ongoing technical support of the SAAS platform.
Responding to Zendesk tickets. 238.00 238.00
2 0.00
3 0.00
4 0.00
5 0.00
238.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 238.00
Rate per Hour $100.00 Cost:
Total $23,800.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $23,800.00 Sub Totals
1 N/A - included in set up fee and/or licensing fee 0.00 2 0.00
3 0.00
4 0.00
5 0.00
Subtotal of Hours
TASK 5: PROJECT & ACCOUNT MANAGEMENT JOB TITLES
Description of Tasks
Subtotal of Hours
TASK 6: TECHNICAL SUPPORT JOB TITLES
Description of Tasks
Subtotal of Hours
TASK 7: SYSTEM AND USER TRAINING JOB TITLES
Description of Tasks
RFP 2022-04 MICROTRANSIT SOFTWARE
Description of Tasks
TASK 1: TIMELINE JOB TITLES
Firm Name:
BAFO COST PROPOSAL
BASE CONTRACT YEAR (YEAR 1 AND YEAR 2)
RideCo
Subtotal of Hours
TASK 2: SOFTWARE SOLUTION DESIGN JOB TITLES
Description of Tasks
Subtotal of Hours
Description of Tasks
TASK 3: PROGRESS REPORTS JOB TITLES
Description of Tasks
Subtotal of Hours
TASK 4: INSTALLATION JOB TITLES
DocuSign Envelope ID: D718E85E-33BF-400D-9D1E-61BA96354DC4
0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00
Rate per Hour Cost:
Total $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Subtotal of Hours
DocuSign Envelope ID: D718E85E-33BF-400D-9D1E-61BA96354DC4 Task/Description Unit Price Quantity Extended Price
1 Software License (Cost Per Revenue Mile) 0.21 60,000 $12,600.00 2 3
4 5
6 $12,600.00
Task/Description Unit Price Quantity Extended Price
1 Set-Up Fee 20000 1 $20,000.00
2 Training Materials and Programs
3 Marketing Hours & Products
4 Maintenance/Support
5 Customer Support
6 Other Equipment Costs
$20,000.00
1 $20,000.00
2 $5,000.00
3 4
5 $25,000.00
Call Taker Sub Totals
1 Trip Booking by 1 call center agent (Years 1 & 2) 3,536.00 3,536.00 2 0.00
3 0.00
4 0.00
5 0.00
3,536.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 3,536.00
Rate per Hour $40.00 Cost:
Total $141,440.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $141,440.00
HOURS COST
0.00 $0.00
0.00 $0.00
0.00 $0.00
12.00 $1,440.00
230.00 $23,000.00
238.00 $23,800.00
0.00 $0.00
480.00 $48,240.00
$12,600.00
$20,000.00
$25,000.00
$105,840.00
3,536.00 $141,440.00
$247,280.00
Sub Total for Task 5
Description of Cost Breakdown
#4 - Milipitas and How-To Video - English and Spanish for each (4 videos) - ~45 seconds for Milpitas English and Spanish and ~90 seconds How-To English Spanish (One Time Charge) #5 - Spanish language option for software (One Time Charge) Subtotal of Hours
Sub Total Other Costs
OTHER COSTS (Description Required)
Sub Total Software
Description of Cost Breakdown
ONE-TIME PURCHASES
Sub Total Software
SOFTWARE LICENSE & RELATED ITEMS
BASE YEAR GRAND TOTAL
OPTION: Call Center Service
OPTION: Call Center Service JOB TITLES
Description of Tasks
Other Costs
BASE YEAR SUBTOTAL
Sub Total for Task 1
Sub Total for Task 7
TASK TOTAL
Software Licenses & Related Items
One-Time Purchases
Sub Total for Task 6
Sub Total for Task 2
Sub Total for Task 3
Sub Total for Task 4
DocuSign Envelope ID: D718E85E-33BF-400D-9D1E-61BA96354DC4 Sub Totals
1 Customer Success team support. 230.00 230.00
2 0.00
3 0.00
4 0.00
5 0.00
230.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 230.00
Rate per Hour $100.00 Cost:
Total $23,000.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $23,000.00 Sub Totals
1 Ongoing technical support of the SAAS platform.
Responding to Zendesk tickets. 230.00 230.00
2 0.00
3 0.00
4 0.00
5 0.00
230.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 230.00
Rate per Hour $100.00 Cost:
Total $23,000.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $23,000.00 Sub Totals
1 N/A - included in set up fee and/or licensing fee 0.00 2 0.00
3 0.00
4 0.00
5 0.00
0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00
Rate per Hour Cost:
Total $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Task/Description Unit Price Quantity Extended Price
1 Software License (Cost Per Revenue Mile) 0.21 60,000 $12,600.00 2 3
4 5
$12,600.00
1 2
3 4
5 $0.00
Sub Totals
1 Trip Booking by 1 call center agent 1,768.00 1,768.00 2 0.00
3 0.00
4 0.00
5 0.00
1,768.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 1,768.00
Rate per Hour $40.00 Cost:
Total $70,720.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $70,720.00
HOURS COST
230.00 $23,000.00
230.00 $23,000.00
0.00 $0.00
460.00 $46,000.00
$12,600.00
$0.00
$58,600.00
1,768.00 $70,720.00
OPTION YEAR 4 SUBTOTAL
OPTION: Call Center Service
Sub Total for Task 1
Sub Total for Task 2
Sub Total for Task 3
TASK TOTAL
Software Licenses & Related Items
Other Costs
Subtotal of Hours
OTHER COSTS (Description Required)
Sub Total Other Costs
OPTION: Call Center Service JOB TITLES
Description of Tasks
Sub Total Software
OPTION TASK 3: TRAINING JOB TITLES
Description of Tasks
Subtotal of Hours
SOFTWARE LICENSE & RELATED ITEMS
Description of Cost Breakdown
Subtotal of Hours
RFP 2022-04 MICROTRANSIT SOFTWARE
BAFO COST PROPOSAL
OPTION YEAR 3
Firm Name: RideCo
OPTION TASK 1: ACCOUNT MANAGEMENT JOB TITLES
Description of Tasks
Subtotal of Hours
OPTION TASK 2: MAINTENANCE & TECHNICAL SUPPORT JOB TITLES Description of Tasks
DocuSign Envelope ID: D718E85E-33BF-400D-9D1E-61BA96354DC4 $129,320.00OPTION YEAR 4 GRAND TOTAL
DocuSign Envelope ID: D718E85E-33BF-400D-9D1E-61BA96354DC4 Sub Totals
1 Customer Success team support. 230.00 230.00
2 0.00
3 0.00
4 0.00
5 0.00
230.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 230.00
Rate per Hour $100.00 Cost:
Total $23,000.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $23,000.00 Sub Totals
1 Ongoing technical support of the SAAS platform.
Responding to Zendesk tickets. 230.00 230.00
2 0.00
3 0.00
4 0.00
5 0.00
230.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 230.00
Rate per Hour $100.00 Cost:
Total $23,000.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $23,000.00 Sub Totals
1 N/A - included in set up fee and/or licensing fee 0.00 2 0.00
3 0.00
4 0.00
5 0.00
0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00
Rate per Hour Cost:
Total $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Task/Description Unit Price Quantity Extended Price
1 Software License (Cost Per Revenue Mile) 0.21 60,000 $12,600.00 2 3
4 5
$12,600.00
1 2
3 4
5 $0.00
Sub Totals
1 Trip Booking by 1 call center agent 1,768.00 1,768.00 2 0.00
3 0.00
4 0.00
5 0.00
1,768.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 1,768.00
Rate per Hour $40.00 Cost:
Total $70,720.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $70,720.00
HOURS COST
230.00 $23,000.00
230.00 $23,000.00
0.00 $0.00
460.00 $46,000.00
$12,600.00
$0.00
$58,600.00
1,768.00 $70,720.00
OPTION TASK 1: ACCOUNT MANAGEMENT JOB TITLES
RFP 2022-04 MICROTRANSIT SOFTWARE
BAFO COST PROPOSAL
OPTION YEAR 4
Firm Name: RideCo
Sub Total Other Costs
Description of Cost Breakdown
Description of Tasks
Subtotal of Hours
OPTION TASK 2: MAINTENANCE & TECHNICAL SUPPORT JOB TITLES Description of Tasks
Subtotal of Hours
OPTION TASK 3: TRAINING JOB TITLES
Description of Tasks
Subtotal of Hours
SOFTWARE LICENSE & RELATED ITEMS
Sub Total Software
OTHER COSTS (Description Required)
OPTION: Call Center Service JOB TITLES
Other Costs
OPTION YEAR 4 SUBTOTAL
OPTION: Call Center Service
Description of Tasks
Subtotal of Hours
Sub Total for Task 1
Sub Total for Task 2
Sub Total for Task 3
TASK TOTAL
Software Licenses & Related Items
DocuSign Envelope ID: D718E85E-33BF-400D-9D1E-61BA96354DC4 $129,320.00OPTION YEAR 4 GRAND TOTAL
DocuSign Envelope ID: D718E85E-33BF-400D-9D1E-61BA96354DC4 Sub Totals
1 Customer Success team support. 230.00 230.00
2 0.00
3 0.00
4 0.00
5 0.00
230.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 230.00
Rate per Hour $100.00 Cost:
Total $23,000.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $23,000.00 Sub Totals
1 Ongoing technical support of the SAAS platform.
Responding to Zendesk tickets. 230.00 230.00
2 0.00
3 0.00
4 0.00
5 0.00
230.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 230.00
Rate per Hour $100.00 Cost:
Total $23,000.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $23,000.00 Sub Totals
1 N/A - included in set up fee and/or licensing fee 0.00 2 0.00
3 0.00
4 0.00
5 0.00
0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00
Rate per Hour Cost:
Total $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Task/Description Unit Price Quantity Extended Price
1 Software License (Cost Per Revenue Mile) 0.21 60,000 $12,600.00 2 3
4 5
$12,600.00
1 2
3 4
5 $0.00
Sub Totals
1 Trip Booking by 1 call center agent 1,768.00 1,768.00 2 0.00
3 0.00
4 0.00
5 0.00
1,768.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 1,768.00
Rate per Hour $40.00 Cost:
Total $70,720.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $70,720.00
HOURS COST
230.00 $23,000.00
230.00 $23,000.00
0.00 $0.00
460.00 $46,000.00
$12,600.00
$0.00
$58,600.00
1,768.00 $70,720.00
OPTION YEAR 4 SUBTOTAL
OPTION: Call Center Service
Sub Total for Task 1
Sub Total for Task 2
Sub Total for Task 3
TASK TOTAL
Software Licenses & Related Items
Other Costs
Subtotal of Hours
OTHER COSTS (Description Required)
Sub Total Other Costs
OPTION: Call Center Service JOB TITLES
Description of Tasks
Sub Total Software
OPTION TASK 3: TRAINING JOB TITLES
Description of Tasks
Subtotal of Hours
SOFTWARE LICENSE & RELATED ITEMS
Description of Cost Breakdown
Subtotal of Hours
RFP 2022-04 MICROTRANSIT SOFTWARE
BAFO COST PROPOSAL
OPTION YEAR 5
Firm Name: RideCo
OPTION TASK 1: ACCOUNT MANAGEMENT JOB TITLES
Description of Tasks
Subtotal of Hours
OPTION TASK 2: MAINTENANCE & TECHNICAL SUPPORT JOB TITLES Description of Tasks
DocuSign Envelope ID: D718E85E-33BF-400D-9D1E-61BA96354DC4 $129,320.00OPTION YEAR 4 GRAND TOTAL
DocuSign Envelope ID: D718E85E-33BF-400D-9D1E-61BA96354DC4 RFP Number: 2022-04
Date: April 16, 2023
Microtransit Software
System Examples
RideCo Inc., 2023 – On-Demand Transit Software and Solutions City of Gardena, 2022-04 56
SYSTEM PERFORMANCE
With RideCo’s powerful passenger channeling technology and the batched scheduling of ride bookings, we can ensu re that most rides are shared – something that simple “ride queue” technology cannot do.
Unlike that of any other microtransit software provider, RideCo’s system not only books trips instantly, but schedules them instantly as well. When a passenger books a trip in advance (as opposed to on - demand), it is automatically assigned to an actual live manifest. Our software begins making vehicle itineraries the second a single trip is booked and builds the rest of that itinerary around existing trips as new trips are added. Our algorithm optimizes for vehicle utilization (maximizes the number of shared rides) but never presents passengers with trip options that violate the promised arrival time of any other passenger’s already booked trip.
T
he following Passenger App walkthrough demonstrates the process through which passengers use the app to book rides, designate pick-up, and drop-off locations, view real-time pick-up and drop-off data, get to flex stops, and enjoy demand- responsive dynamic service with less walki ng, shorter wait times, and faster trip times.
RideCo Inc., 2023 – On-Demand Transit Software and Solutions City of Gardena, 2022-04 57
6.4.1 Passenger App Walkthrough
RideCo Inc., 2023 – On-Demand Transit Software and Solutions City of Gardena, 2022-04
58 RideCo Inc., 2023 – On-Demand Transit Software and Solutions City of Gardena, 2022-04
59 6.5 Dispatching/Dashboard Interface
6.5.1 Operations Center
RideCo’s Operations Center comprises a comprehensive suite of data dashboards tailored to support role within GTrans operations. There are seven (7) dashboards available to GTrans , and access can be permissioned depending on individual job functions. RideCo’s goal with our dashboard suite is to provide an autonomous experience for RideCo and t GTrans staff while delivering complete visibility into the current and historical on-demand options. The system generates significant and digestible data that can be leveraged by the service planning and executive teams to make informed decisions about future network enhancements to improve the passenger experience system-wide while optimizing the budget.
Lead Project Manager and Executive Use
Typically Lead Project Managers and Executives leverage the overview dashboard to view high-level KPIs for the current and historical service days. Additionally, the overview highlights the current vehicle supply, upcoming operator breaks, and high -level passenger demand trends. Unique to RideCo, Lead Project Managers or Executives can view search performance of RideCo’s platform to distill information about how quickly passengers receive trip options and if any failed rides have occurred throughout the service.
This is a good opportunity to adjust vehicle supply accordingly if resources are available.
The program statistics dashboard is a great tool to evaluate and analyze vehicle utilization and capacity trends while benchmarking vehicle supply with passengers’ demand during a service day or over a specific operating period. Additionally, this dashboard can be used to monitor overall operator performance and analyze on-trip driving time versus unoccupied driving time. Once again, this enables RideCo and GTrans
RideCo Inc., 2023 – On-Demand Transit Software and Solutions City of Gardena, 2022-04
60 to make data-driven decisions to align vehicle supply to experience-based demand profiles, lowering the cost per passenger.
To perform broader ad- hoc analysis on the service, the exports dashboard provides access to real-time and historical raw data that encompasses all r eporting aspects of the on -demand operations in a .CSV format. This can be viewed per zone or on a global consolidated basis. If the Agency wishes, the raw data exports can be integrated into the Agency reporting and analytics tool through an exposable API . More information about our exports and data analysis can be found in Data & Reporting below.
Dispatch & Day-to-Day Use
The RideCo’s dashboard suite is autonomous and does not require constant monitoring from the RideCo team or GTrans staff; however, we know the Operations Manager will want to view real- time vehicle locations, monitor past, and tentatively assigned future itineraries while tracking the overall health of the system. This day -to-day viewpoint can be seamlessly accessed on the itinerary tra cker dashboard .
Operations Managers can also leverage this dashboard to track operator performance in real- time, monitor newly on-boarded operators’ behavior, and perform investigative inquiries.
RideCo Inc., 2023 – On-Demand Transit Software and Solutions City of Gardena, 2022-04
61 For live tracking of origin and destinations, imminent ride performance and ride investigations, the ride tracker and user tracker dashboards provide granular snapshots of each passenger’s experience from the time of booking to completion of the trip and r ide rating. The ride tracker provides a holistic view of the service and trips completed/upcoming within a particular service day.
The user tracker provides a specific view of all trips booked/canceled/completed for an individual passenger within a defined period. This tool is great for performing investigations to understand when operators accept trips, how long passengers are onboard specific vehicles, and to address issues with no- shows, cancelations, and potentially lower-rated trips. Leveraging the user tracker, GTrans can also view fare payment methods and the fare level that was charged to a specific passenger type.
RideCo Inc., 2023 – On-Demand Transit Software and Solutions City of Gardena, 2022-04
62 It is important to reiterate the dashboard suite is autonomous and live monitoring is not required. The comprehensive view is designed to be a support tool that enables real-time transparency for GTrans staff to oversee passenger and operator behavior.
Additionally, the Operations Manager would leverage our driver and fleet management tools. This enables RideCo staff to change vehicle schedules, add or remove vehicle types, manage multiple vehicle operations, make operators unavailable for trips in emergency situations, for example, vehicle breakdowns, and effectively schedule operator breaks that dynamically optimize around real- time passenger demand within defined parameters or shift windows.
For driver breaks or floating lunches, agencies set the rules or requirements for the system to follow.
Agencies should consider union rules, contract s, government regulations, and more, when determining how to set up break windows. For example, after considering those factors, agencies may tell the system to give all drivers a half hour lunch break between 11 a.m. and 1 p.m. Then, our autonomous routing and scheduling platform handles the rest. Our optimization engine treats the driver’s break just like it would a ride and rearranges it in the driver’s schedule accordingly. This means drivers are consistently going to get their breaks at the best possible time, while still adhering to the rules or requirements set by agencies. The
RideCo Inc., 2023 – On-Demand Transit Software and Solutions City of Gardena, 2022-04
63 feature is useful for agencies that have frequent changes to their schedule. If a driver is out sick, or a vehicle is broken down, the system accommodates these challenges autonomously.
Call Center & Customer Support Use – GTrans Staff
RideCo’s reservationist portal is built with the same user-friendly booking flow as the Passenger App. Call center staff/live agents can log in into a passenger’s account and book rides, provide ride updates and vehicle information as requested. In line with the Passenger App, all trips are autonomously scheduled into the system and re -optimized based on new search requests and changes to the operating environment. Like the Operations Manager, call center staff, and customer support can have permissions to the User Tracker to conduct potential service investigations.
Besides through the RideCo web-based graphical/dashboard suite, GTrans will be able to access service performance metrics through both raw data exports and daily, weekly, or monthly KPI reports.
RideCo Inc., 2023 – On-Demand Transit Software and Solutions City of Gardena, 2022-04
64 6.6 Vehicle Operator Interface
RideCo’s driver mobile application is powered by standard off-the-shelf Android smartphones or tablets; we typically recommend transit agencies use the Galaxy Tab A as a powerful yet affordable device. To set up an account, vehicle operators must input their name, phone number, and email address. Accounts are then approved for service by a transit agency administrator or driver supervisor. A new driver can b e added to the system in a matter of minutes.
The driver mobile app offers user -friendly step- by-step instructions to facilitate fully automated dispatching and dynamic routing. Automated updates of dispatched trips are sent to the mobile data terminals/tablets. The app provides real -time, turn-by-turn navigation support – including audiovisual directions and notifications through Google Maps. The app is powered by the RideCo’s backend routing engine, which integrates real-time traffic data with drive time estimates and route generation. Since the Driver App routes drivers using Google Maps, all the audiovisual capabilities of that application/platform are available to drivers, including a dark mode for night driving and instructions in multiple languages (if a driver is more comfortable with a language other than English).
Operators are required to sign -in to their personal account at the beginning of each shift and log out at the end of each shift. Signing on and off is easily done by having an operator enter their username and password into the app. Therefore, the same tablet/device can be used by multiple operators by having one sign out and the other sign in which takes just a matter of seconds.
RideCo Inc., 2023 – On-Demand Transit Software and Solutions City of Gardena, 2022-04
65 Our software begins making vehicle itineraries as soon as a trip is booked and builds the rest of that itinerary around existing trips as new trips are added. Because schedules are constantly being optimized, we provide the driver’s itinerary one step at a time. This way, we can adapt to changes in sch edules if a new booking comes in, or if a vehicle falls behind schedule.
CANCELATIONS AND NO-SHOWS
Users may cancel a ride before their vehicle arrives after booking. Cancelations have limited impact on the system as our software is continually optimizing every 20-seconds. Canceled rides are simply removed from the tentative schedule, and no vehicle is dispatched. Since drivers are only seeing one step at a time (their next pick-up or next drop -off location), they will not experience anything when a ride i s canceled and removed from their itinerary.
No-shows do occur from time to time. When a driver arrives at the pick -up location, and presses “I have arrived” the Driver App will begin a wait timer and once its timer expires, the driver have the option to press “no show.” After confirming “no show” the driver will be provided with the next step, which could be another pick -up or drop -off. The system has passenger restriction capability, which means it can temporarily limit or suspend a user from booking new rides based on high cancelations or no shows, subject to the agency’s defined parameters. A Driver App walkthrough is provided below:
RideCo Inc., 2023 – On-Demand Transit Software and Solutions City of Gardena, 2022-04
66 6.6.1 Driver App Walkthrough
•
3 Upon trip acceptance, the app displays the name of the passenger, the pick- up location, and any additional pick-up instructions provided by the passenger. The app displays one trip at a time to mitigate confusion and the platform fully automates all itineraries.
Once an operator has entered their login credentials, the RideCo platform sends them the first ride in their itinerary and prompts them to accept the ride. After the operator has accepted their first trip, they are sent in-app turn-by-turn navigation to the pick-up location – though they may also launch a third-party navigation app (e.g., Waze or Google Maps).
RideCo Inc., 2023 – On-Demand Transit Software and Solutions City of Gardena, 2022-04
67 3
1. Confirm passenger’s name, number of additional riders and onboarding notes (if any), and pick-up location.
2. Click “Launch Navigation” to launch the operator’s preferred navigation app (the destination is automatically entered by the RideCo app)
3. Operators can also choose to view the pick-up location on an in-app map.
4. Once arriving at the destination, the driver selects “I Have Arrived” – which tells the passenger their vehicle is at the pick-up location.
1 2
3 4
RideCo Inc., 2023 – On-Demand Transit Software and Solutions City of Gardena, 2022-04
68 1. At the destination, operators either confirm that the passenger is picked up or marks them as a no-show.
2. Operators confirm their passenger’s identity and validate their chosen method of payment as displayed in the app.
3. Once the passenger is safely onboard the vehicle, the operator selects “Get Next Destination” to launch the next phase of their itinerary.
3 1
2 City of Gardena
Gardena City Council Meeting
AGENDA REPORT SUMMARY
Agenda Item No. 18.B
Section: DEPARTMENTAL
ITEMS - TRANSPORTATION
Meeting Date: June 27, 2023
TO: THE HONORABLE MAYOR AND MEMBERS OF THE GARDENA CITY COUNCIL AGENDA TITLE:
Approve a Pilot Beach Trolley Service
COUNCIL ACTION REQUIRED:
Staff Recommendation: Approve Service
RECOMMENDATION AND STAFF SUMMARY:
At the City Council meeting on June 13, 2023, Mayor Cerda issued a Directive, seconded by Council Member Love, for GTrans to develop a proposal to deploy trolley service to Redondo Beach for the City of Gardena. The purpose of this service is to enhance quality of life for the City of Gardena residents by providing transportation access and increasing options for more outdoor activities. This would be especially beneficial for senior citizens, youth, and others who may not have an easy access to a car to travel to the beach.
GTrans is recommending deployment of a beach trolley service - G to the Sea - for an 8-week pilot period between July 11, 2023 and September 2, 2023, ending on the Labor Day holiday weekend. Potential service would operate hourly on Tuesdays, Thursdays, and Saturdays during this timeframe, approximately between 9:00 a.m. and 6:00 p.m. GTrans intends to have several boarding locations within the City of Gardena, likely at a few City parks and City Hall, and then conduct a direct, closed-door service to a neighboring South Bay beach. While the pick-up and drop-off locations are proposed to be only within the City of Gardena and the final beach destination, the service will be open to the general public in accordance with Federal Transit Administration (FTA) regulations. GTrans is proposing that this service be free of charge to its customers during this pilot phase.
Based on GTrans' operating costs and the proposed service parameters, GTrans estimates the overall cost of the beach trolley service to be between $61,686 and $68,179, subject to final destination location.
Option A is to travel from City of Gardena to the Redondo Beach Pier and Option B is to travel from City of Gardena to Hermosa Beach Pier. Both options will give passengers direct access to the beach, the ocean, shops and restaurants at each pier. The main difference between the two options are the total miles and operating hours, which will affect the overall cost of running the service. Option A to Redondo Beach Pier is estimated to be
26.18 m
iles roundtrip, and GTrans anticipates the entire service to cost approximately $68,179. Option B to Hermosa Beach Pier is estimated to be 23.65 miles roundtrip, and GTrans anticipates the entire service to cost approxima tely $
61,686.
Staff is currently
coordinating with other transit agencies, such as Torrance Transit and Beach Cities Transit, to ensure that GTrans has the appropriate approvals to utilize the existing bus stops and layover locations by the beach. In addition, GTrans anticipates to work with the City of Redondo Beach and City of Hermosa Beach to finalize various factors and details of the pilot service.
GTrans is currently developing a marketing and outreach campaign to notify all residents of this new pilot service. This campaign will include brochures, car cards on GTrans' buses, website and social media postings, printed advertisements on Gardena Valley News, and more. GTrans will also partner with other City departments, local libraries, summer schools and youth organizations to help disseminate the information through its social media channels and other means of outreach to residents.
After the completion of 8-week pilot, Staff will evaluate the effectiveness and efficiency of the service. If the service is deemed successful, GTrans will conduct a public hearing in accordance with GTrans' Major Service Change Policy and bring the results back to City Council for approval of a permanent seasonal service.
Therefore, GTrans recommends that the City Council approve the pilot beach trolley service and authorize the City Manager to implement Option A to Redondo Beach Pier or Option B to Hermosa Beach Pier, pending partnership with other jurisdictions.
FINANCIAL IMPACT/COST:
The estimated cost to operate this servic
e is between $61,686 and $68,179,
which can be
accommodated within the FY24 operating budget previously approved by City Council.
ATTACHMENTS:
Pilot Beach Trolley Service Option A - Redondo Beach Pier.pdf Pilot Beach Trolley Service Option B - Hermosa Beach Pier.pdf
APPROVED:
___________________________________
Clint Osorio, City Manager
Beach Trolley Service – Option A
Gardena to Redondo Beach Pier
1. Overall Cost and Parameters
Gardena to Redondo Beach Pier
Stops within Gardena: 3-4 Stops | Last Stop: Redondo Beach Pier | 26.18 Miles Roundtrip 2 Buses Daily Totals Overall Total
60 min. frequency Cost Per Day Hours # of
Trips
Total
Miles
Overall
Service Cost Hours # of
Trips
Total
Miles
9:00 AM – 6:00 PM
$2,922 18 20 261.77 $68,179 420 480 6,283
Runtime: 105 minutes
1. Gardena to Redondo Beach Pier Map (Inbound and Outbound)
Beach Trolley Service – Option B
Gardena to Hermosa Beach
1. Overall Cost and Parameters
Gardena to Hermosa Beach Pier
Stops within Gardena: 3-4 Stops | Last Stop: Hermosa Beach Pier | 23.65 Miles Roundtrip 2 Buses Daily Totals Overall Total
60 min. frequency Overall
Service Cost Hours # of
Trips
Total
Miles
Overall
Service Cost Hours # of
Trips
Total
Miles
9:00 AM – 6:00 PM
$2,598 16 20 236.47 $61,686 380 480 5,675
Runtime: 95 minutes
1. Gardena to Hermosa Beach Map (Inbound and Outbound)
City of Gardena
Gardena City Council Meeting
AGENDA REPORT SUMMARY
Agenda Item No. 18.C
Section: DEPARTMENTAL
ITEMS - TRANSPORTATION
Meeting Date: June 27, 2023
TO: THE HONORABLE MAYOR AND MEMBERS OF THE GARDENA CITY COUNCIL AGENDA TITLE:
Approve Contract with Merrimac Petroleum, Inc. for the Purchase of Unleaded Fuel for a Two-Year Term with Three, One-Year Options at a Cost Not-To-Exceed the Annual Budget Approved by City Council
COUNCIL ACTION REQUIRED:
Staff Recommendation: Approve Contract
RECOMMENDATION AND STAFF SUMMARY:
The Transportation Department (GTrans) and Public Works Department each utilize unleaded gasoline fuel to operate vehicle fleets and/or equipment. In seeking out a more cost effective and efficient way of obtaining fuel, GTrans and Public Works join to purchase projected fuel requirements on a contractual basis.
In May 2023, GTrans issued an Invitation for Bid (IFB) through PlanetBids for the supply of unleaded gasoline fuel on behalf of both Departments. The IFB was advertised using PlanetBids, which notified 26 firms, including 3 Disadvantaged Business Enterprises (DBE), 4 Minority Business Enterprises (MBE), and 2 Women Business Enterprises (WBE). In addition, the solicitation was advertised in the Daily Breeze, Gardena Valley News (GVN), Transit Talent, several professional organizations and over 74 minority and small businesses and professional organizations.
GTrans received bids for unleaded fuel from
seven
firms.
Merrimac Petroleum, Inc. provided the lowest responsive and responsible bid.
Bid Results:
Ranking
1 2
3 4
5 6
7 Bidder
Name
Merrimac
Petroleum
Pinnacle
Petroleum
TAC
Energy
Stan
Boyett &
Son
AAA Oil,
Inc.
Mansfield
Oil
Company
Royal
Aquarian
Consultancy
Base Year
1 - $0.2951
- $0.2797
- $0.2714
- $0.2251
- $0.2018
- $0.2107
+ $0.15
Base Year
2 - $0.2951
- $0.2797
- $0.2714
- $0.2251
- $0.1938
- $0.2091
+ $0.15
Option
Year 3
- $0.2911
- $0.2797
- $0.2414
- $0.2251
- $0.1832
- $0.2025
+ $0.15
Option
Year 4
- $0.2911
- $0.2797
- $0.2114
- $0.2251
- $0.1775
- $0.2009
+ $0.15
Option
Year 5
- $0.2911
- $0.2797
- $0.1814
- $0.2251
- $0.1690
- $0.1993
+ $0.15
The purchase price of unleaded fuel would be tied to the average daily rack rate via a wholesale index called Oil Price Information Service (OPIS). Merrimac Petroleum's low bid would establish the price for unleaded gasoline at $0.2951 discount per gallon for the base years and $0.2911 discount per gallon for the option years under the OPIS price, plus applicable freight and required taxes. The pricing rates would remain fixed for the first two years of the base contract, and also for each of the three option years. For example, if the average OPIS price is $5.00 per gallon, Merrimac would discount $0.2951 per gallon and will charge GTrans $4.7049 per gallon, before taxes and fees.
GTrans recommends that the City Council approve the award of a two-year, fixed contract for the purchase of unleaded fuel with Merrimac Petroleum, Inc. with an additional three, one- year options, at a cost not to exceed the annual budgets approved by the Council.
FINANCIAL IMPACT/COST:
Each fiscal year as part of the annual budget process, GTrans and Public Works recommend their respective fuel budgets for Council approval, based on fuel usage estimates and estimated fuel prices for the coming year. In approving the contract, the Council authorizes the City to purchases needed fuel supplies within the approved fiscal year budget. For GTrans, the cost of fuel for FY24 is $2,011,560 and is funded using local sources available to GTrans, with no impact to the General Fund. For Public Works, the FY24 budget for unleaded fuel is $120,000 and funded by the General Fund.
ATTACHMENTS:
IFB 2022-05 Contract Package with Merrimac Petroleum Inc.pdf
APPROVED:
___________________________________
Clint Osorio, City Manager
IFB 2022-05 Page 1 of 10
Unleaded Gasoline Contract
AGREEMENT BETWEEN
THE CITY OF GARDENA
AND
MERRIMAC PETROLEUM, INC.
This contract, hereinafter referred to as Agreement, is entered into by and between THE CITY OF GARDENA (“City”) and MERRIMAC PETROLEUM, INC. (“Consultant”). Based on the mutual promises and covenants contained herein, the Parties hereto agree as follows:
1. Recitals.
A. City is desirous of obtaining as-needed unleaded gasoline.
B. Consultant is qualified by virtue of experience, training, education and expertise to provide these services.
C. City has determined that the public interest, convenience and necessity require the execution of this Agreement.
2. Services.
A. The services to be performed by Consultant shall consist of the scope of services outlined in Invitation for Bid #2022-05, “Unleaded Gasoline Contract”, and any associated addendum, incorporated herein by reference, unless otherwise instructed by City.
B. The Services shall be performed in accordance with the Project Schedule. Consultant shall not be liable for any failure or delay in furnishing proposed services resulting from fire, explosion, flood, storm, Act of God, governmental acts, orders or re gulations, hostilities, civil disturbances, strikes, labor difficulties, difficulty in obtaining parts, supplies, or shipping facilities, inability to obtain or delays in obtaining suitable material or facilities required for performance, temporary unavailability of qualified personnel, failure by City to provide appropriate access to equipment or personnel, or other causes beyond Consultant’s reasonable control.
3. Additional Services. If City determines that additional services are required to be provided by Consultant in addition to the Services set forth above, City shall authorize Consultant to perform such additional services in writing (“Additional Services”). Such Additional Services shall be specifically described and approved by City in writing prior to the performance thereof. Consultant shall be compensated for such Additional Services in accordance with the amount agreed upon in writing by the Parties. No compensation shall be paid to Consultant for Additional Services which are not specifically approved by City in writing.
4. Agreement Administrator. For purposes of this Agreement, City designates Rachel Yoo as the Agreement Administrator who shall monitor Consultant’s performance under this Agreement. All notices, invoices or other documents shall be addressed to the Agreement Administrator, as well as all substantive issues relating to this contract. City reserves the right to change this designation upon written notice to Consultant.
5. Consultant’s Proposal. This Agreement shall include and incorporate therein City’s Invitation for Bid #2022 -05, “Unleaded Gasoline Contract” and Consultant’s proposal in response incorporated herein by reference. In the event of any inconsistency between the terms of the proposal and this Agreement, this Agreement shall govern.
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Unleaded Gasoline Contract
6. Timing of Performance. Time is of the essence with respect to Consultant’s performance of the Services required by this Agreement. Consultant shall diligently and timely pursue and complete the performance of the Services required of it by this Agreement City, in its sole discretion, may extend the time for performance of any Service.
7. Compensation. Compensation for the Services shall be billed as set forth in Attachment A, attached hereto. The Compensation is inclusive of a ll costs that may be incurred by Consultant in performance of the Services, including but not limited to such items as travel, copies, delivery charges, phone charges, and facsimile charges.
8. Term of Agreement/Termination.
A. This Agreement shall be effective as of the date of execution by the City and shall remain in effect until all Services are completed or until terminated as provided for herein.
B. City may terminate this Agreement without cause by providing written notice to Consultant not less than three days prior to an effective termination date. City’s only obligation in the event of termination will be payment of fees and allowed expenses incurred up to and including the effective date of termination.
C. Unless for cause, Consultant may not terminate this Agreement.
D. Upon receipt of a termination notice, Consultant shall: (1) promptly discontinue all Services, unless the notice directs otherwise; and (2) within ten (10) days, deliver to City all files, data, reports, estimates, summaries, and such other information and materials as may have been accumulated or prepared to date by Consultant in performing the Services under this Agreement, whether completed or in progress. Consultant shall provide these documents by both hard copy and in electronic format if available. In the event of termination for other than cause attributable to Consultant, Consultant shall be entitled to reasonable compensation for the services it performs up to the date of termination and shall be deemed rele ased from liability for any work assigned but not completed as of the effective date of termination.
9. Invoices and Payments.
A. Payment shall be made upon receipt and approval of invoices for Services rendered. In order for payment to be made, Consultant’s inv oice must include an itemization as to the services rendered, date(s) of service, direct and/or subcontract costs, and be submitted on an official letterhead or invoice with Consultant’s name, address, and telephone number referenced.
B. The Agreement Administrator shall review the invoices to determine whether services performed and documents submitted are consistent with this Agreement. Payment shall be made within forty-five (45) days following receipt of the invoice or the Agreement Administrator shall provide Consultant with a written statement objecting to the charges and stating the reasons therefore.
C. Payment by City under this Agreement shall not be deemed a waiver of defects, even if such defects were known to City at the time of payment.
10. Records/Audit.
A. Consultant shall be responsible for ensuring accuracy and propriety of all billings and shall maintain all supporting documentation for a minimum of three (3) years from the completion date of the Services under this agreement the following records:
1. All accounts and records, including personnel, property and financial, adequate to identify and account for all costs pertaining to this Agreement and assure proper accounting for all DocuSign Envelope ID: 13061AF2-45AE-42CA-A0EE-1EABCBFE8DAD IFB 2022-05 Page 3 of 10
Unleaded Gasoline Contract
funds.
2. Records which establish that Consultant and any subconsultant who renders Services under this Agreement are in full compliance with the requirements of this Agreement and all federal, state and local laws and regulations.
3. Any additional records deemed necessary by City to assume verification of full compliance with this Agreement.
B. City shall have the right to audit Consultant’s invoices and all supporting documentation for purposes of compliance with this Agreement for a period of three years following the completion of Services under this Agreement.
C. Upon reasonable notice from City or any other governmental agency, Consultant shall cooperate fully with any audit of its billings conducted by, or of, City and shall permit access to its books, records and accounts as may be necessary to conduct such audits.
11. Successors and Assignment. This Agreement covers professional services of a specific and unique nature. Except as otherwise provided herein, Consultant shall not assign or transfer its interest in this Agreement or subcontract any services to be performed without amending this Agreement. This Agreement shall be binding upon the heirs, executors, administrators, successors and assigns of the parties hereto.
12. Change in Name, Ownership or Control. Consultant shall notify the Agreement Administrator, in writing, of any change in name, ownership or control of Consultant’s firm or subconsultant. Change of ownership or control of Consultant’s firm may require an amendment to the Agreement.
13. Key Personnel . City has relied upon the professional training and ability of Consultant to perform the services hereunder as a material inducement to enter into this Agreement. Consultant shall provide properly skilled professional and technical personnel to perform all services under this Agreement. In the event that City, in its sole discretion, at any time during the Agreement, desires the removal of any person or persons assigned by Consultant to perform Services pursuant to this Agreement, Consultant shall remove any such person immediately upon receiving notice from City.
14. Use of Materials.
A. City shall make available to Consultant such materials from its files as may be required by Consultant to perform Services under this Agreement. Such materials shall remain the property of City while in Consultant’s possession. Upon termination of this Agreement and payment of outstanding invoices of Consultant, or completion of work under this Agreement, Consultant shall return to City any property of City in its possession and any calculations, notes, reports, electronic files, or other materials prepared by Consultant in the course of performance of this Agreement.
B. City may utilize any material prepared or work performed by Consultant pursuant to this Agreement, including computer software, in any manner, which City deems proper without additional compensation to Consultant. Consultant shall have no responsibility or liability for any revisions, changes, or corrections made by City, or any use or reuse pursuant to this paragraph unless Consultant accepts such responsibility in writing.
15. Confidentiality. Consultant acknowledges that some of the material and information that may come into its possession or knowledge in connection with this Agreement or its performance may consist of information that is exempt from disclosure to the public or other unauthorized persons under either state or federal statutes ("Confidential Information"). Confidential Information includes, but is not limited to, names, addresses, Social Security numbers, e -mail addresses, telephone numbers, financial DocuSign Envelope ID: 13061AF2-45AE-42CA-A0EE-1EABCBFE8DAD IFB 2022-05 Page 4 of 10
Unleaded Gasoline Contract
profiles, credit card infor mation, driver's license numbers, medical data, law enforcement records, agency source code or object code, agency security data, or information identifiable to an individual that relates to any of these types of information. Consultant agrees to hold Conf idential Information in strictest confidence and not to make use of Confidential Information for any purpose other than the performance of this Agreement, to release it only to authorized employees or Sub-consultants requiring such information for the purposes of carrying out this Agreement, and not to release, divulge, publish, transfer, sell, disclose, or otherwise make the information known to any other party without City's express written consent or as provided by law. Consultant agrees to release such information or material only to employees or Sub-consultants who have signed a nondisclosure agreement, the terms of which have been previously approved by City. Consultant agrees to implement physical, electronic, and managerial safeguards to prevent unauthorized access to Confidential Information.
"Personal information" including, but not limited to, "Protected Health Information" (PHI) under Health Insurance Portability And Accountability Act (HIPAA), individuals' names, addresses, phone numbers, birth dates, and social security numbers collected, used, or acquired in connection with this Agreement shall be protected against unauthorized use, disclosure, modification or loss.
HIPAA establishes national minimum standards for the use and disclosure of certain health information.
The Consultant must comply with all HIPAA requirements and rules when determined applicable by the City. If City determines that (1) City is a "covered entity" under HIPAA, and that (2) Consultant will perform "business associate" services and activities covered under HIPAA, then at City's request, Consultant agrees to execute City's Agreement in compliance with HIPAA.
Consultant shall ensure its directors, officers, employees, Sub-consultants or agents use personal information solely for the purposes of accomplishing the services set forth herein. Consultant and its Sub-consultants agree not to release, divulge, publish, transfer, sell or otherwise make known to unauthorized persons personal information without the express written consent of the City or as otherwise required by law.
Any breach of this provision may result in termination of the Agreement and demand for return of all personal information. Moreover, Consultant will indemnify and hold the City harmless from and against all losses and damages resulting from any unauthorized or improper disclosure, dissemination or use of the information as a result, in whole or in part, of Consultant’s action or inaction.
16. Nonuse of Intellectual Property of Third Parties. Consultant shall not use, disclose or copy any intellectual property of any third parties in connection with work carried out under this Agreement, except for intellectual property for which Consultant has a license. Consultant shall indemnify and hold City harmless against all claims raised against City based upon allegations that Consultant has wrongfully used intellectual property of others in performing work for City, or that City has wrongfully used intellectual property developed by Consultant pursuant to this Agreement.
17. Ownership of Work Product. All documents or other information created, developed, or received by Consultant shall, for purposes of copyright law, be deemed worked made for hire for City by Consultant and shall be the sole property of City. Consultant shall provide City with copies of these items upon demand, and in any event, upon termination of this Agreement.
18. Legal Requirements.
A. Consultant shall secure and maintain all licenses or permits required by law, including a City business license, and shall comply with all ordinances, laws, orders, rules, and regulations DocuSign Envelope ID: 13061AF2-45AE-42CA-A0EE-1EABCBFE8DAD IFB 2022-05 Page 5 of 10
Unleaded Gasoline Contract
pertaining to the work.
B. Consultant warrants that it shall perform the services required by this Agreement in compliance with all applicable Federal and California employment laws, including, but not limited to, those laws related to minimum hours and wages; occupational health and safety; fair employment and employment practices; workers’ compensation; and all other Federal, State and local laws and ordinances applicable to the services required under this Agreements.
C. Consultant covenants that thee shall be no discrimination based upon race, color, creed, religion, sex, marital status, age, handicap, national origin or ancestry, or any other category forbidden by law in performance of this Agreement.
19. Conflict of Interest and Reporting.
A. Consultant shall at all times avoid conflicts of interest or the appearance of a conflict of interest in the performance of this Agreement. If required, Consultant shall comply with the City’s Conflict of Interest reporting requirements. Consultant understands that pursuant to Gardena Municipal Code sections 2.24.020H and 2.24.025G, it is forbidden to make any contribution to a candidate or committee of a candidate for a municipal office of the City, or to an officeholder, until the completion of services to be performed under this Agreement.
B. Consultant and its representatives shall refrain from lobbying City of Gardena officials, employees and representatives for the duration of this Agreement.
20. Guarantee and Warranty. Consultant warrants to City that the material, analysis, data, programs and SERVICES to be delivered or rendered hereunder will be of the kind and quality designated and will be performed by qualified personnel. Without waiver of City’s other rights or remedies, City may require Consultant to re - perform any of said services, which were not performed in accordance with these standards. Consultant shall perform the remedial services at its sole expense.
21. Insurance.
A. Commencement of Work. Consultant shall not commence work under this Agreement until it has obtained City approved insurance. Before beginning work hereunder, during the entire period of this Agreement, for any extensions hereto, and for periods after the end of this Agreement as may be indicated below, Consultant must have and maintain in place all of the insurance coverage required in this Section. Consultant’s insurance shall comply with all items specified by this Agreement.
Any subcontractors shall be subject to all of the requirements of this Section and Consultant shall be responsible to obtain evidence of insurance from each subcontractor and provide it to City before the subcontractor commences work. Alternatively, Consultant’s insurance may cover all subcontractors.
B. Insurance Company Requirements. All insurance policies used to satisfy the requirements imposed hereunder shall be issued by insurers admitted to do business in the State of California. Insurers shall have a current Best’s rating of not less than A-: VII, unless otherwise approved by City.
C. Coverage, Limits and Policy Requirements. Consultant shall maintain the types of coverage and limits indicated below:
1. Commercial General Liability Insurance - a policy for occurrence coverage for bodily injury, personal injury and property damage, including all coverage provided by and to the extent afforded by Insurance Services Office Form CG 2010 ed. 10/93 or 11/85, with no special limitations affecting City. The limit for all coverage under this policy shall be no less than one million dollars ($1,000,000.00) per occurrence.
DocuSign Envelope ID: 13061AF2-45AE-42CA-A0EE-1EABCBFE8DAD IFB 2022-05 Page 6 of 10
Unleaded Gasoline Contract
2. General Auto Liability Insurance - a policy including all coverage provided by and to the extent afforded by Insurance Services Office form CA 0001, ed. 12/93, including hired and non-owned autos with no special limitations affecting City. The limit for bodily injury and property damage liability shall be no less than one million dollars ($1,000,000.00) per accident.
3. Worker’s Compensation and Employer’s Liability Insurance - a policy which meets all statutory benefit requirements of the Labor Code, or other applicable law, of the State of California. The minimum coverage limits for said insurance shall be no less than one million dollars per claim. The policy shall be issued by an insurance company which is admitted to do business in the State of California and shall contain a clause that the policy may not be canceled without thirty (30) days prior written notice, return receipt requested, is mailed to City.
4. Professional Errors & Omissions - a policy with minimum limits of one million dollars ($1,000,000.00) per claim and aggregate. This policy shall be issued by an insurance company which is admitted to do business in the State of California and shall contain a clause that the policy may not be canceled until thirty (30) days written notice, unless cancelled for non-payment, then ten (10) calendar days notice shall be given, is mailed to City.
5. Policy Requirements. The policies set forth above shall comply with the following, as evidenced by the policies or endorsements to the policies:
a. The City, its appointed and elected officers, employees, agents and volunteers shall be added as additional insured to the policy. b. The insurer shall agree to provide City with thirty (30) days prior written notice, of any cancellation, non-renewal or material change in coverage, unless cancelled for non-payment, then ten (10) calendar days notice shall be given. c. For any claims with respect to the Services covered by this Agreement, Consultant’s insurance coverage shall be primary insurance as respects the City, its elected and appointed officers, employees, agents and volunteers. Any insurance or self-insurance maintained by the City, its elected and appointed officers, employees, agents and volunteers shall be excess of Consultant’s insurance and shall not contribute with it.
D. Additional Requirements. The procuring of such required policies of insurance shall not be construed to limit Consultant’s liability hereunder or to fulfill the indemnification provisions and requirements of this Agreement. There shall be no recourse against City for payment of premiums or other amounts with respect thereto. City shall notify Consultant in writing of changes in the insurance requirements. If Consultant does not deposit copies of acceptable insurance policies or endorsements with City incorporating such changes within sixty (60) days of receipt of such notice, Consultant shall be deemed in default hereunder.
E. Deductibles. Any deductible or self -insured retention over $25,000 per occurrence must be declared to and approved by City. Any deductible exceeding an amount acceptable to City shall be subject to the following changes: either the insurer shall eliminate or reduce such deductibles or self-insured retentions with respect to City, its offic ers, employees, agents and volunteers (with additional premium, if any, to be paid by Consultant); or Consultant shall provide satisfactory financial guarantee for payment of losses and related investigations, claim administration and defense expenses.
F. Verification of Compliance. Consultant shall furnish City with original policies or certificates and endorsements effecting coverage required by this Agreement. The endorsements are to be signed by a person authorized by the insurer to bind coverage on its behalf. All endorsements are to be received and approved by City before work commences. Not less than fifteen (15) days prior to the DocuSign Envelope ID: 13061AF2-45AE-42CA-A0EE-1EABCBFE8DAD IFB 2022-05 Page 7 of 10
Unleaded Gasoline Contract
expiration date of any policy of insurance required by this Agreement, Consultant shall deliver to City a binder or certificate of insurance with respect to each renewal policy, bearing a notation evidencing payment of the premium therefore, or accompanied by other proof of payment satisfactory to City.
Consultant shall provide full copies of any requested policies to City within three (3) days of any such request by City.
G. Termination for Lack of Required Coverage. If Consultant, for any reason, fails to have in place, at all times during the term of this Agreement, including any extension hereto, all required insurance and coverage, City may immediately obtain such coverage at Consultant’s expense and/or terminate this Agreement.
22. Indemnity.
A. Consultant assumes all risk of injury to its employees, agents, and contractors, including loss or damage to property.
B. Consultant shall defend, indemnify, and hold harmless the City, including its officials, officers, employees, and agents from and against all claims, suits, or causes of action for injury to any person or damage to any property arising out of any intentional or negligent acts or errors or omissions to act by Consultant or its agents, officers, employees, subcontractors, or independent contractor, in the performance of its obligations pursuant to this Agreement. This indemnity shall apply to all cl aims and liability regardless of whether any insurance policies are applicable. The policy limits do not act as a limitation upon the amount of indemnification to be provided by Consultant. This indemnity shall not apply if the claim arises out of the sole negligence or willful misconduct of City, its officers, agents, employees or volunteers.
C. No official, employee, agent or volunteer of City shall be personally liable for any default or liability under this Agreement.
23. Independent Contractor. Consultant agrees to furnish consulting services in the capacity of an independent contractor and neither Consultant nor any of its employees shall be considered to be an employee or agent of City.
24. PERS Eligibility Indemnification. In the event that Consultant or any employee, agent, or subcontractor of Consultant providing services under this Agreement claims or is determined by a court of competent jurisdiction or the California Public Employees Retirement System (PERS) to be eligible for enrollment in PERS as an employee of the City, Consultant shall indemnify, defend, and hold harmless City for the payment of any employee and/or employer contributions for PERS benefits on behalf of Consultant or its employees, agents, or subcontractors, as well as for the payment of any penalties and interest on such contributions, which would otherwise be the responsibility of City.
Notwithstanding any other agency, state or federal policy, rule, regulation, la w or ordinance to the contrary, Consultant and any of its employees, agents, and subcontractors providing service under this Agreement shall not qualify for or become entitled to, and hereby agree to waive any claims to, any compensation, benefit, or any incident of employment by City, including but not limited to eligibility to enroll in PERS as an employee of City and entitlement to any contribution to be paid by City for employer contribution and/or employee contributions for PERS benefits.
25. Notices. Any notice or communication given under this Agreement shall be effective when deposited, postage prepaid, with the United States Postal Service and addressed to the contracting parties. Name, address, telephone and facsimile numbers of the parties are as follows:
DocuSign Envelope ID: 13061AF2-45AE-42CA-A0EE-1EABCBFE8DAD IFB 2022-05 Page 8 of 10
Unleaded Gasoline Contract
City of Gardena – GTrans
Attn: Rachel Yoo
13999 S. Western Avenue
Gardena, California, 90249
Email: [email protected]
Merrimac Petroleum, Inc.
Attn: Katie Bark
3738 Bayer Avenue, Suite 204
Long Beach, California, 90808
Email: [email protected]
Either party may change the information to which notice or communication is to be sent by providing advance written notice to the other party.
26. Severability. If any provision of this Agreement shall be held illegal, invalid, or unenforceable, in whole or in part, such provision shall be modified to the minimum extent necessary to make it legal, valid, and enforceable, and the legality, validity, and enforceability of the remaining provisions shall not be affected thereby.
27. Jurisdiction and Venue. This Agreement shall be deemed a contract under the laws of the State of California and for all purposes shall be interpreted in accordance with such laws. Both parties hereby agree and consent to the exclusive jurisdiction of the courts of the State of California and that the venue of any action brought hereunder shall be Los Angeles County, California.
28. Waiver. No delay or failure by either Party to exercise or enforce at any time any right or provision of this Agreement shall be considered a waiver thereof or of such Party’s right thereafter to exercise or enforce each and every right and provision of this Agreement. To be valid a waiver shall be in writing but need not be supported by consideration. No single waiver shall constitute a continuing or subsequent waiver.
29. Entire Agreement. This Agreement contains the entire understanding between City and Consultant.
Any prior agreement, promises, negotiations or representations not expressly set forth herein are of no force or effect. Subsequent modifications to this Agreement shall be eff ective only if in writing and signed by both parties. This Agreement may be signed by the parties hereto in separate counterparts, including both counterparts that are executed on paper and counterparts that are in the form of electronic signatures. Electr onic signatures include facsimile or email electronic signatures. Each executed counterpart shall be deemed an original. All counterparts, taken together, constitute the executed Agreement. If any term, condition or covenant of this Agreement is held by a court of competent jurisdiction to be invalid, void or unenforceable, the remaining provisions of this Agreement shall be valid and binding.
The parties hereby acknowledge and agree that electronic records and electronic signatures, as well as facsimile signatures, used in connection with the execution of this Agreement and electronic signatures, facsimile signatures or signatures transmitted by electronic mail in so -called pdf format shall be legal and binding and shall have the same full force and effect as if a paper original of this Agreement had been delivered and had been signed using a handwritten signature. City and Consultant (i) agree that an electronic signature, whether digital or encrypted, of a party to this Agreement is intended to authenticate this writing and to have the same force and effect as a manual signature, (ii) intend to be bound by the signatures (whether original, faxed or electronic) on any document sent or delivered by facsimile or, electronic mail, or other electronic means, (iii) are aware that the other party will reply on such signatures, and (iv) hereby waive any defenses to the enforcement of the terms of this Agreement based on the foregoing forms of signature. If this Agreement has been executed by electronic signature, all parties executing this document are expressly consenting under the United States Federal Electronic DocuSign Envelope ID: 13061AF2-45AE-42CA-A0EE-1EABCBFE8DAD IFB 2022-05 Page 9 of 10
Unleaded Gasoline Contract
Signatures in Global and National Commerce Act of 2000 ("E -SIGN") and California Uniform Electronic Transactions Act ("UETA")(Cal. Civ. Code § 1633.1, et seq.), that a signature by fax, email or other electronic means shall constitute an Electronic Signature to an Electronic Record under both E-SIGN and UETA with respect to this specific transaction.
30. Joint Drafting. Each party acknowledges that it has had an adequate opportunity to review each and every provision in this Agreement and to submit the same to counsel and other consultants for review and comment and that the parties jointly drafted this Agreement. No provision of this Agreement or any Assignment shall be construed more strictly against one party than the other party by reason that one or the other party proposed, drafted or modified such provision or any other existing or proposed provision.
31. Public Records Act Disclosure. Consultant has been advised and is aware that this Agreement and all reports, documents, information and data, including, but not limited to, computer tapes, discs or files furnished or prepared by Consultant, or any of its subcontractors, pursuant to this Agreement and provided to City may be subject to public disclosure as required by the California Public Records Act (California Government Code section 6250 et seq.). Exceptions to public disclosure may be those documents or information that qualify as trade secrets, as that term is defined in the California Government Code section 6254.7, and of which Consultant informs City of such trade secret. The City will endeavor to maintain as confidential all information obtained by it that is designated as a trade secret. The City shall not, in any way, be liable or responsible for the disclosure of any trade secret including, without limitation, those records so marked if disclosure is deemed to be required by law or by order of the Court.
32. Counterparts. This Agreement may be executed in one or more counterparts, each of which shall be deemed an original. All counterparts shall be construed together and shall constitute one agreement.
33. Authority to Execute. The persons executing this Agreement on behalf of t he parties warrant that they are duly authorized to execute this Agreement.
34. Attorney’s Fees. In the event that legal action is necessary to enforce the provisions of this Agreement, or to declare the rights of the parties hereunder, the parties agree that the prevailing party in the legal action shall be entitled to recover attorney’s fees and court costs from the opposing party.
DocuSign Envelope ID: 13061AF2-45AE-42CA-A0EE-1EABCBFE8DAD IFB 2022-05 Page 10 of 10
Unleaded Gasoline Contract
IN WITNESS WHEREOF, the parties have hereunto affixed their names as of the day and year written below.
CITY OF GARDENA
By ______________________
Tasha Cerda
Mayor
Date ____________________
ACCEPTED: MERRIMAC PETROLEUM, INC.
By ______________________
Date ____________________
APPROVED AS TO FORM:
________________________
Carmen Vasquez
City Attorney
DocuSign Envelope ID: 13061AF2-45AE-42CA-A0EE-1EABCBFE8DAD 6/19/2023
DocuSign Envelope ID: 13061AF2-45AE-42CA-A0EE-1EABCBFE8DAD DocuSign Envelope ID: 13061AF2-45AE-42CA-A0EE-1EABCBFE8DAD