2. If a unit employee is off-duty and has a notice to appear in court, the employee will notify Fire Management if they are selected for a jury in a trial or if the jury selection process continues in excess of the first day. If the employee is selected for a jury in a trial or if the jury selection process continues in excess of the first day, they will immediately notify Fire Management and will become an employee of the court, thereby being placed on the court’s schedule for the duration of jury duty. Upon release from jury duty, the unit employee will notify Fire Management and return to work on their next regularly scheduled work shift.
G. Further Details
When an employee is released from jury duty they will immediately be returned to their 56-hour status. If the employee’s shift is on duty that day, the employee will immediately report to duty at their assigned station. If the employee’s shift is on days off, the employee will immediately be released from their court schedule and return to their assigned station for their next regular work shift. When an employee is released from jury duty, the City will not “owe” an employee additional time off for extra hours worked during jury duty, nor will an employee “owe” the City additional time for a lack of hours worked during jury duty. Further details regarding the Fire Department’s jury duty policy are set forth in the Fire Department Policy and Procedure Manual.
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H. Jury Duty Documentation
The hours as a jury member need to be documented for each day served by the jury coordinator and submitted to Fire Management by the employee when they return to work. This shall accompany a completed City request for leave.
XI. OTHER LEAVES - WITHOUT PAY
A. Leave of Absence Without Pay - Up to 7 Days
The Fire Chief may grant a leave of absence without pay to unit employees for a period up to seven (7) calendar days in any month.
B. Leave of Absence Without Pay - Excess of 7 Days
The Fire Chief may grant leave of absence without pay to unit employees in excess of seven (7) calendar days in any month with the approval of the City Manager.
C. Leave of Absence Without Pay - Early Return
Any unit employee granted a leave of absence without pay may, with the approval of the Fire Chief and the City Manager, return to duty prior to the time fixed for the expiration of such leave.
D. Leave of Absence - Excess of 6 Months
Any unit employee returning to work from any leave of absence in excess of six (6) months shall not be permitted to return to work until completing a physical examination, and released by the City Medical Examiner and the Human Resources Department, Worker's Compensation Section, to return to work.
E. Limitations
Unit employees should first utilize all of their accrued vacation, holiday, and compensatory time before a leave of absence without pay is granted, except as approved by the Fire Chief.
XII. ELIGIBLE LEAVE BENEFITS
A. Accrual/Debiting of Leave Benefits
All leave benefits (vacation, holidays, sick leave, bereavements or any other leaves) shall be accrued and debited in hourly (hour earned, hour taken) increments based on current benefit accrual rates.
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B. Example
1. A unit employee who works a 56-hour Fire Operations shift work schedule accrues sick leave at the rate of twelve (12) hours per month, and if they take a 24-hour sick leave shift, they shall be debited twenty-four (24) hours from their sick leave accrual.
2. A unit employee who works any other shift (9/80, 4/10, etc.) accrues sick leave time at the rate of eight (8) hours per month and if they take a sick leave day, they shall be debited the total time they were scheduled to work that day from their sick leave accrual.
C. Leave of Absence - Family and Medical Care Leave
Unit employees requiring unpaid Family and Medical Care Leave will be granted leave pursuant to the City’s Family and Medical Care Leave Policy set forth in the City’s Administrative Policy Manual.
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ARTICLE SIX
WORKING CONDITIONS
I. ALCOHOL AND SUBSTANCE ABUSE
A. Mutual Agreement
City and Association agree to mutually work together for the prevention of alcohol and substance abuse in the workplace for the benefit of the employees, City, and its citizens.
B. Determent, Detection and Treatment
The City and Association also agree to support and commit themselves to the support of all City programs, policies, and procedures currently implemented to deter, detect and treat the problems of alcohol and substance abuse in the workplace. Such policies, programs, and procedures include the City's Employee Assistance Program, Drug and Alcohol Educational and Training Programs, Policy of Consumption of Alcoholic Beverages and Illegal or Controlled Substances, Drug Screening for pre-placement candidates, promotional candidates, employee renewal of Class A and B Motor Vehicle Licenses, and reasonable suspicion of employees' under the influence on work time, and medical standards.
C. Support of EAP
The City and Association agree to encourage and support the rehabilitation of employees with alcohol and substance abuse problems through the constructive use of the Employee Assistance Program.
D. EAP Counseling
It is understood EAP counseling sessions are confidential except for compliance with mandatory EAP referral evaluations and program requirements. Records kept under this mandatory EAP program shall be available only to those persons who administer the program or monitor, and/or manage employees participating in the program.
II. EMPLOYEE DRIVER'S LICENSE REQUIREMENTS
A. Driver's License Requirements
Unit employees who are in a classification which requires the possession and maintenance of a valid California driver's license and/or are required to drive a vehicle for the City are required to inform their department management of any restrictions, suspensions or revocation of their said driver's license. 209 of 253
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B. Vehicle Code Violations
Any unit employee covered in "A" above shall be required, when convicted or pleads no contest of driving under the influence of alcohol or drugs or receives a license restriction, suspension or revocation of their driver's license shall, as a result thereof, meet at least once with the City employees' assistance counselor for substance abuse counseling. EAP counseling sessions are further defined in Article Six, Section I. D.
C. Consequence of Non-Compliance
Failure by unit employees to comply with any of the provisions set forth in this Section II.A. and II.B. shall be grounds for disciplinary action up to and including removal.
III. TEMPORARY MODIFIED WORK PROGRAM
The Fire Department has a temporary modified work program for temporarily convalescing employees. The program is administered as follows:
A. Eligibility
1.Non-Job-Related Illness or Injury
Any unit employee who is temporarily incapable of performing normal assigned duties because of a non-job-related illness or injury may request assignment and be approved by Fire Management to participate in the temporary modified work program.
2.Job-Related Illness or Injury
Any unit employee who is temporarily incapable of performing normal assigned duties because of a job-related illness or injury may request or be required by Fire Management to participate in the temporary modified work program.
B. Limitations
Participation in the program is limited to unit employees who shall:
1. Not have an industrial disabling injury, illness, or sickness that exceeds a projected recovery date of 130 working days from the date such temporary modified work program is scheduled to commence; or
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2. Not have a non-industrial disabling injury, illness, or sickness that exceeds a projected recovery date of 65 working days from the date such temporary modified work program is scheduled to commence; or
3. Not be in a Vocational Rehabilitation Plan approved by the City; or
4. Be assigned to the Temporary Modified Work Program and shall remain in assignment for a maximum period not to exceed 130 working days unless mutually agreed to an extension by both the employee and Fire Management.
5. The program shall be administered to comply with the requirements to accommodate pregnant employees as set forth in applicable laws and regulations.
C. Application and Acceptance
Application for the program shall be in writing by the unit employee when they request consideration for the work program and by written direction when Fire Management requires the employee to participate. Fire Management shall make a determination of admission to the program based upon such factors as:
1. The attending physician's release to temporary modified work program;
2. Availability of department work stations suitable to accommodate the employee's specific limitations; and
3. The employee's ability to perform satisfactorily in a selected temporary assignment.
D. Outside Employment – Approval by Management
All outside employment must be approved by Fire Management pursuant to City and Fire Department Rules and Regulations.
E. Outside Employment – Limitation
During convalescence and/or modified work assignment, it shall be expressly forbidden for the employee to engage in any outside employment that would interfere with their convalescence.
F. Final Decision
Fire Management shall make the final decision based upon stated criteria, and the affected unit employee shall be notified in writing.
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IV. PERMANENT MODIFIED WORK PROGRAM
A.The City offers a permanent modified work program for unit employees who have incurred job related illness or injury that have rendered them medically incapable of performing the full range of duties within their classification. This program is contingent upon employees meeting the minimum requirements for alternative positions.
B.This program provides an opportunity for unit employees to continue employment as a safety member in the Fire Department when alternate positions are determined by the Human Resources Department to be available.
C.The unit employee would remain in the same safety classification and benefits structure as at the time of injury, unless changes are agreed to by both the employee and the City.
V. PEACE OFFICER POWERS
A. Authorization
Unit employees having an illness or injury, with approved firearm and peace officer powers, may carry a firearm and exercise peace officer powers unless medical reports by a licensed physician and approved by City Medical Examiner indicate the affected unit employee is not capable of performing peace officer powers because of a specific mental disorder or physical condition.
B. Limitation
The Fire Chief shall make the final decision based upon stated criteria and if peace officer power is to be limited, the unit employee so affected shall be notified in writing.
VI. EMPLOYEE WELLNESS/FITNESS PROGRAM
A. The Program
The Association and management agree to participate in a comprehensive Wellness/Fitness program.
B. Annual Examination
The City shall provide a stress EKG and appropriate related physical examination annually for all unit employees.
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C. Examinations and Scheduling
Such stress EKG and appropriate related physical examination, including laboratory test, spirometer test and chest X-ray for unit employees shall be administered on duty as scheduled by the City. Unit employees agree to take such stress EKG and physical examination when scheduled.
D. Agreement to Abide to Examinations Findings
Unit employees agree to abide by the findings of the medical examination and to comply with the medical examiner's prescribed plan to correct medical deficiencies, including excess weight. Any subsequent additional medical examinations shall be arranged for and paid for by unit employees. This understanding is not intended to waive any rights of the employees under State law.
E. Findings Made Known to City and Employee
Medical findings determined through such examination shall be made known to the employee in writing. The City shall be notified of any work restrictions resulting from said examination, if applicable.
F. Participation in Fitness Program
Unit employees agree to actively participate in the Fire Department physical fitness program.
G. Wellness/Fitness Committee
Fire Management will manage a Wellness/Fitness Committee with representation comprised of both Fire Management and representatives of the Association.
H. Purpose of the Committee
The purpose of the Committee is to maintain a comprehensive Wellness/Fitness program to improve the physical and general health of all unit employees.
I. Wellness/Fitness Program
Unit employees shall participate in a Wellness/Fitness program conducted by Santa Ana College or other mutually agreed upon provider.
The evaluation, blood chemistry panel and physician’s examination shall be conducted annually. All medical information and results are strictly confidential in accordance with state and federal laws.
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1.Comprehensive Fitness Assessment and Profile
The fitness evaluation may include, but is not limited to:
a. 12 lead EKG printout with computer interpretation at rest b. Pulmonary function recording of lung capacity and flow rates c. Resting and exercise blood pressure measurement
d. 12 lead EKG printout during graded exercise treadmill test e. Body composition evaluation
f. Abdominal endurance crunch test
g. Pushup evaluation of upper body strength and endurance h. Grip strength
i. Lower body strength test
j. Trunk, legs, shoulder and spinal flexibility tests
k. Health appraisal and coronary risk questionnaire
l. Individual fitness profiles compiled from above evaluations
2.Blood Chemistry Panel
The blood chemistry panel shall include, but is not limited to the following:
a. Glucose, Bun, Creatine, Bun/Creatine Ratio, SGOT, SGPT, LDH, GGTP, Billirubin, Alkaline Phosphate, Calcium, Phosphorus, Magnesium, Sodium, Potassium, Chloride, Uric Acid, Triglyceride, Cholesterol (HDL & LDL and Coronary risk ratio), Globulin, Albumin, Total Protein and A/G Ratio, PSA for male and OCS for female employees.
3.Lecture Series and Individual Presentations
The Wellness Portion of the program includes the following:
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a. Lecture series on health, nutrition, injury prevention, and exercise science topics.
b. Literature for topic specific needs or interests dealing with wellness and fitness to be provided at each work site.
4.Physician Examinations
a. A mutually agreed upon medical physician (Cardiologist), shall provide each employee with a physical examination. Each male unit employee shall also receive a digital prostate exam and hernia examination. The physician shall provide all female unit employees a mammogram and Pap Smear examination.
b. The physician will evaluate all employees’ EKG, fitness and blood chemistry panel results.
VII. NON-SMOKING REQUIREMENTS
The City and Association agree to the provisions regarding non-smoking requirements for Fire Department sworn employees:
A. Condition of Employment - New Employees
New prospective unit employees will be required to sign a condition of employment statement that they do not smoke or use tobacco products and agree to not use tobacco products while on duty during their employment with the City.
B. Non-Smoking Conditions
The Association and Fire Management agree that unit employees shall not smoke as follows:
1. Inside all structures or space assigned to the Fire Department.
2. Inside all vehicles assigned to the Fire Department.
3. While in public.
4. Unit employees hired by the Fire Department after May 5, 1987 shall not smoke on duty.
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VIII. OUTSIDE EMPLOYMENT AND MEDICAL LIMITATION
A. Approval by Fire Management
All outside employment must be approved by Fire Management pursuant to City policy.
B. Limitation
During convalescence and/or modified or permanent work assignment, it shall be expressly forbidden for a unit employee to engage in any outside employment that would interfere with their convalescence.
IX. MANDATORY STATION MEAL (“MESS”) PARTICIPATION
Unit employees shall be required to participate in station meals (“mess”) unless religious, dietary, medical considerations, or other good causes as determined by the Fire Chief preclude them from participating.
X. FIRE CADET/AMBULANCE OPERATOR PROMOTIONAL ELIGIBILITY A. Eligibility
1. Employees in the classification of Fire Cadet or Ambulance Operator may be considered for promotional eligibility to the position of Firefighter Recruit, provided that they meet the following criteria:
a. Have completed a minimum of six (6) months and six-hundred (600) hours of service with the Glendale Fire Department immediately preceding the final filing date. Such service may include non-paid volunteer work;
b. Have received a minimum of “meets standards” on a majority of all performance evaluations; and
c. Possess a valid EMT certification.
d. Have completed the designated task book.
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2. Fire Cadets or Ambulance Operators eligible for promotional consideration to Firefighter Recruit will participate in an oral interview process consisting of equal representation from both Fire Management and the Glendale Firefighters’ Association. Furthermore, both the Association and the Fire Chief must mutually agree upon the oral interview panel members.
3. Fire Cadets or Ambulance Operators who successfully pass the oral panel interview will be placed on the eligibility list for Firefighter Recruit. Eligible candidates must further successfully pass all of the following examination components:
a. Designated Physical Ability Test;
b. Updated background investigation; and
c. Pre-placement medical examination
B. Limitation
1. At no time shall the number of Fire Cadet positions within the Glendale Fire Department exceed fifteen (15) at any one time.
2. Effective November 1, 2018, the number of Fire Cadets and/or Ambulance Operators being considered for the fire training period shall not exceed fifty percent (50%) of the total number of recruits over the course of two consecutive academies, or every two academies, in pairs, thereafter, except as provided in B(2)(a).
a. Exception
i. Fire Cadets or Ambulance Operators participating in the “Open” Firefighter Recruit examination process shall be exempt from the above limitation.
ii. Effective September 1, 2015, Fire Cadets and Ambulance Operators participating in the “open” Firefighter Recruit examination process shall be required to successfully pass the written examination to continue on in the further stages of the recruitment process.
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3. In conjunction with the increase in the percentage of Fire Cadets and Ambulance Operators participating in the fire training period, the City and Association agree to engage in meaningful discussions regarding the Fire Cadet and Ambulance Operator Programs in order to improve various aspects of the respective programs to yield the best possible candidates for the position of Firefighter Recruit.
XI. Firefighter Over-Hire Agreement
Effective January 1, 2012, the City and Association agree to increase the over-hire of Firefighters from a maximum of six (6) to whatever number is necessary until full implementation of Paramedic Engine Program (anticipated to be on June 30, 2013).
Effective September 1, 2015, the City and Association agree to an over-hire of Firefighters or Firefighter/Paramedics to a maximum of six (6).
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ARTICLE SEVEN
GRIEVANCE PROCEDURE
I. CITY'S GRIEVANCE PROCEDURE - REPRINTING
Unit employees who need to resolve a dispute relating to work related matters may utilize the City's grievance procedure, provided that the subject matter of that grievance falls within the definition of a grievance, provided in the following section. The City's grievance procedure is reprinted from the City's Employer-Employee Relations Ordinance here solely for the convenience of unit employees and Fire Management, and the fact that it is reprinted here is not intended to add or detract from its status as a City-wide grievance procedure, and is not a formal part of this Memorandum of Understanding.
II. GRIEVANCES
A. Definition
A grievance is any dispute concerning the interpretation or application of this Ordinance, or of an ordinance resulting from a Memorandum of Understanding, or of rules or regulations governing personnel practices or working conditions.
B. Grievance - Informal - Verbal
When an employee feels they have been unfairly treated or does not agree with their supervisor on policy interpretation, they may initiate formal action to secure review of the grievance by top management. Such action should be used, however, only after informal appeal through discussion with the immediate supervisor has not been successful. It is the spirit and intent of this procedure that all grievances be settled quickly and fairly, without any subsequent discrimination against employees who may seek to adjust a grievance, real or imagined.
C. Grievance - Formal - Written
If the informal answer given by the employee's supervisor is not satisfactory, the employee may appeal their grievance in the following manner:
1.Step I - Supervisor
Within ten (10) working days following time occurrence of the alleged grievance, the employee will present their views to their supervisor on a grievance form, in duplicate, obtainable from the Human Resources Department. The supervisor will, within five (5) working days, enter their decision and the reasons for it, and return it to the employee. If the 219 of 253
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employee is not satisfied with the answer given, they may appeal as follows:
2.Step II - Department Head
Within five (5) working days of receipt of the supervisor's answer, the employee will forward the grievance to their department head. The department head will, within five (5) working days, enter their decision, the reasons for it, and return it to the grievant. If the employee is not satisfied with the decision, they may appeal as follows:
3.Step III - City Manager
Within five (5) working days of receipt of the department head's answer, the employee will forward the grievance to the City Manager. The City Manager will, within five (5) working days, enter their decision, the reasons for it, and return it to the employee and to Fire Management. The decision of the City Manager is final and binding on all parties.
D. General
1.Time Limits
a.Time Elapse
If the time limit at any step should elapse, the decision rendered at the previous step will be understood to have been accepted. For example, if an employee does not forward a Step I decision to Step II within five (5) working days, it is understood that they have accepted the Step I decision and the matter is closed.
b.Time Extension
Time limits may be extended by mutual consent by parties involved or by the Director of Human Resources.
c.Suppression Shift Employees
Due to the unique work schedule of fire suppression shift employees, response time shall be ten (10) calendar days for each step of the grievance appeal process for both the grieved employee, and the Fire Supervisor and Fire Management.
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2.Grievance Settled - Form Distribution
When a grievance is settled, the employee will keep the duplicate of the form, and the original will be placed in the grievance file in the Human Resources Department.
3.Representation
An employee utilizing this procedure may be represented or assisted by, not to exceed three, authorized representatives in the preparation, presentation and hearing of a grievance. The supervisor, department head and City Manager may also be accompanied by other persons in confer- ences or hearings. Witnesses may be called and questioned by both parties.
4.Time of Hearings
All grievances will be heard during working hours if practicable. Aggrieved employees, their representatives, and all witnesses will be given reasonable time off without loss of pay, and benefits for the purpose of presenting grievances.
5.Grievances Not Appealable to Civil Service Commission The grievance procedure is not intended as a means of appealing actions under the jurisdiction of the Civil Service Commission (examination, demotion, suspension, removal, etc.).
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ARTICLE EIGHT
GENERAL PROVISIONS
I. WAIVER PROVISION ON BARGAINING DURING TERM AGREEMENT Except as specifically provided for in this agreement or by mutual agreement in writing during the terms of this Agreement, the Association and City hereby agree not to seek to negotiate or bargain with respect to any matters pertaining to rates, wages, hours, and terms and conditions of employment covered by this Memorandum of Understanding or in the negotiations leading thereto, and irrespective of whether or not matters were discussed or were even within the contemplation of the parties hereto during negotiations leading to this Agreement, and any rights in that respect are hereby expressly waived during the term of this agreement.
II. EMERGENCY WAIVER
In the event of circumstances beyond the control of the City, such as acts of God, fire, flood, insurrection, civil disorder, national emergency, or similar circumstances, as determined by Fire Management, the provisions of this Memorandum of Understanding which restrict the City's ability to respond to these emergencies shall be suspended for the duration of such emergencies. After the emergency is over, the Association shall have the right to meet with the City regarding the impact on employees of the suspension of these provisions in this Memorandum of Understanding.
III. SEVERABILITY PROVISION
Should any article, section, subsection, subdivision, sentence, clause, phrase, or provision of this Memorandum of Understanding be found to be inoperative, void, or invalid by a court of competent jurisdiction, all other provisions of this Memorandum of Understanding shall remain in full force and effect for the duration of this Memorandum of Understanding.
IV. PROVISIONS OF MEMORANDUM
A. Sole and Entire Memorandum of Understanding
It is the intent of the parties hereto that the provisions of this Memorandum of Understanding shall supersede all prior written agreements and Memorandums of Understanding, oral or written, expressed or implied, between the parties, and shall govern their entire relationship of any and all rights or claims which may be asserted hereunder or otherwise. This Memorandum of Understanding is not intended to cover any matters preempted by Federal or State Law or City Charter.
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1. It is understood and agreed that there exists within the City, in written form, Civil Service and Departmental Rules and Regulations.
2. Except as specifically modified by this Memorandum of Understanding (MOU), these rules and regulations and any subsequent amendments thereto, shall be in full force and effect.
3. Before any new or subsequent amendments to these Civil Service and/or departmental rules and regulations directly affecting wages, hours, and terms and conditions of employment, are implemented the City shall meet and confer with the Association regarding such changes.
4. Nothing provided herein shall prevent the City from implementing such rules and regulations changes provided it has met with the Association as required.
V. AMENDMENTS TO MEMORANDUM OF UNDERSTANDING
The provision of this Memorandum of Understanding can be amended, supplemented, rescinded or otherwise altered only by mutual agreement in writing, hereafter signed by the designated representatives of the City and the Association.
VI. TERM OF MEMORANDUM OF UNDERSTANDING
The term of this Memorandum of Understanding shall be for the period of three (3) years commencing on July 1, 20241 and terminating after June 30, 20274.
VII. RATIFICATION AND IMPLEMENTATION
A. Acknowledgment
The City and Association acknowledge that this Memorandum of Understanding shall not be in full force and effect until ratified by a simple majority vote of unit employees voting who are in classifications represented by the Association set forth in this agreement and adopted in the form of a resolution of the City Council.
B. Binding Agreement
When approved, as set forth in Section VII-A above, this agreement constitutes the binding agreement between the City and Association pursuant to Government Code 3500, as amended, and expresses all rights obligations and duties herein relating to wages, hours, fringe benefits and other terms and conditions of employment for unit employees represented by the Association. 223 of 253
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C. Ratification
Subject to the foregoing, this Memorandum of Understanding is hereby ratified and agreed to be recommended for approval by the authorized representatives of the City and Association and entered into this 16 th day of November February 20241.
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CITY OF GLENDALE, CALIFORNIA
REPORT TO THE CITY COUNCIL
AGENDA ITEM
Report: Beeline Fixed-Route and Dial-A-Ride Transit Services Contract 1) Resolution dispensing with competitive bidding and authorizing the City Manager, or his designee, to execute a contract with MV Transportation, Inc., for the operation and maintenance of the City’s Beeline fixed-route and Dial-A-Ride transit services in a not to exceed amount of $82,546,667 for a six-year term, with two, two-year extensions; if the 1st extension is exercised, the amount will not exceed $115,485,858 for a total eight-year term; and, if the 2nd extension is exercised, the amount will not exceed $150,920,828 for a total ten-year term.
COUNCIL ACTION
Item Type: Action Item
Approved for February 13, 2024 calendar
EXECUTIVE SUMMARY
The Beeline fixed-route bus and Dial-A-Ride (DAR) paratransit services afford the Glendale community mobility and cleaner transportation options to travel around town.
These services are operated by a contractor.
On October 10, 2023, Council approved and authorized the release of the Request for Proposals (RFP) for the Beeline fixed-route and DAR transit services with an optional on-demand DAR. The RFP was issued on October 12, 2023.
After a comprehensive proposal evaluation process, a new ten-year total agreement is recommended with MV Transportation, Inc., to operate and maintain the Beeline fixed- route and DAR transit services. The total contract amount will be for a not to exceed $150,920,828 for the ten-year term. This amount includes the contracted operations as well as pass through expenses for major vehicle and equipment repairs, special equipment needs, fuel for the DAR vehicles, and minor service modifications as needed.
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RECOMMENDATION
Adopt a resolution dispensing with competitive bidding and authorizing the City Manager to execute a contract with MV Transportation, Inc. for the operation and maintenance of the City’s transit services in a not to exceed amount of $82,546,667 for a six-year term, with two, two-year extensions; if the first extension is exercised, the amount will not exceed $115,485,858 for a total eight-year period; and if the second extension is exercised, the amount will not exceed $150,920,828 for a total ten-year term.
ANALYSIS
The City of Glendale provides the Beeline fixed-route bus and DAR paratransit services for the community. The services are operated by a contractor. The current service contracts with MV Transportation, Inc. will expire on July 31, 2024. The Beeline contract was last awarded in 2015 and the DAR contract in 2016, both through a competitive procurement process.
On June 13, 2023, Public Works staff presented to City Council a proposed operations and maintenance contract with MV Transportation, Inc., (MV Transportation) based on proposals received pursuant to a competitive RFP process. City Council instead directed staff to negotiate one-year extensions to the current Beeline and DAR operations contracts. On July 11, 2023, Council approved one-year extensions and directed staff to repeat the procurement process.
On October 10, 2023, Council approved and authorized the release of the RFP for fixed route, DAR and an optional on-demand service. As a recipient of Federal Transit Administration (FTA) grant funding, the Operations and Maintenance of Fixed Route and Dial-A-Ride Transit Services RFP is federalized and follows the FTA procurement guidelines and contract requirements. Failure to adhere to the contracting selection guidelines may result in the FTA disallowing grant funding, jeopardizing the City’s participation in future federal grant opportunities.
The FTA requires transit agencies to use a Best Buy selection process. Best Buy requires full and open competition to obtain the best quality of goods and services for the least cost for internal customers (and passengers, funding partners, and local community).
On October 12, 2023, an RFP was issued for the operation and maintenance of fixed route and DAR transit services. The RFP was emailed to ten firms known to operate transit services and was posted on the City website under the “RFP/RFQ/BID Page.” Non-mandatory preproposal and facility/fleet inspection meetings were held on October 25 and October 28, 2023, respectively. The virtual preproposal meeting was attended by nine firms and the in-person facility and fleet inspection meeting by eight firms. Two addendums were issued in response to questions and a ten-week submittal timeframe was provided.
On December 20, 2023, the City received four proposals from Keolis, MV Transportation, Southland Transit and Transdev.
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Selection
The proposals from Keolis, MV Transportation, Southland Transit and Transdev were reviewed and scored by a committee comprised of Glendale’s Transit Manager and five other transit professionals representing Antelope Valley Transit Authority (AVTA), Los Angeles Metro, City of Redondo Beach/Beach Cities Transit, City of Pasadena Transit and Dan Boyle from Dan Boyle & Associates, the consultant assisting staff with this procurement. Collectively, they provided extensive expertise on contracted transit services as well as zero-emission bus deployment and operations.
The selection committee interviewed the proposer teams on January 24, 2024, and reviewed and scored the proposals based on the RFP evaluation criteria. The individual scores were averaged to provide the final ranking.
MV Transportation scored the highest in all evaluation categories and has the highest overall score of 103.75. All six evaluators ranked MV Transportation the highest. MV Transportation also submitted the lowest cost proposal.
MV Transportation
MV Transportation is the largest privately owned transportation provider in North America. MV Transportation began its more than 45-year history here in California and offers paratransit, fixed route, school bus, commuter and shuttle, fleet and facility maintenance, transit management technologies, labor management, and service model design services. MV Transportation also provides transportation services for our neighboring communities including for the City of Los Angeles, Department of Transportation (LADOT); AVTA, and the Cities of Santa Clarita and Burbank. They also provide services to LA Metro, the regional transit operator in Los Angeles County.
MV Transportation has been an excellent partner operating the Beeline bus service for over 22 years and the DAR paratransit service for over 7 years. They have a great local Evaluation Criteria Possible Points Keolis MV SouthlandTransdev Part I. Background, Affirmations, Certifications, and Financial Sustainability 5 5.00 5.00 5.00 5.00 Part II. Qualifications and Technical ProposalTechnical Capacity - Operations 15 12.08 14.50 10.50 12.58Technical Capacity - Vehicle Maintenance 10 8.92 9.58 7.33 8.17Technical Capacity - Facilities and Equipment 5 4.75 4.75 4.33 4.42Technical Capacity - Administration 10 8.00 9.00 6.75 8.50Safety Program & Employee Training 10 8.08 9.08 8.00 8.42Experience, References, and Performance Record 15 12.00 13.42 10.33 11.33 Part III. Price Proposal, Incentives, and Staffing PlanPrice Proposal 20 11.62 18.83 11.00 13.70Staffing Plan 10 7.17 9.58 7.25 6.33Bidding Preference for Retention of Employees 10 10.00 10.00 10.00 10.00Totals 110 87.62 103.75 80.50 88.45 Evaluation Scoring Summary
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management team and employees who are committed to serving the public. Their regional and corporate teams have been accessible and responsive to City needs.
During economic downturns, MV Transportation has provided cost discounts at the City’s request. During the pandemic, they initiated additional safety and cleaning measures and kept their Glendale workforce intact, operating services without cancellations and disruptions, making it possible for transit dependent riders and essential workers to get around.
Following are some highlights from MV Transportations proposal:
▪Experienced Local Management Team – The current MV Transportation management staff will remain assigned to the Glendale contract, providing service continuity and extensive Beeline and DAR operations knowledge.
▪Strong Employee Relations – Teamsters Local 848 representing the operators, dispatchers, and reservationists had provided a letter of support for MV Transportation. Teamsters and MV Transportation had negotiated a 5-year labor agreement in 2022 which is in effect until June 30, 2027. They offer competitive wages, benefits and a positive labor environment. Longtime Beeline and DAR employees, some serving the Glendale community for over 20 years are also a sign of local commitment and strong employee relations.
▪Superior Safety and Training Programs – MV Transportation’s training program provides ongoing annual skill enhancement training for the bus operators, above and beyond what is required and training programs for all employees. MV Transportation’s safety program is very strong resulting in zero reportable Beeline and DAR incidents in the last seven years.
▪Electrification Support – MV Transportation operates the most electric bus fleets in the United States and offers operational support and unlimited maintenance support. 231 of 253
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Cost Proposal
The RFP cost proposals for all four proposes are listed below. MV Transportation has the overall lowest cost proposal.
In addition to the RFP proposed operating cost, there are several one-time and ongoing pass-through expenses. These cost items are traditionally excluded from the RFP process to avoid having proposers cloud their proposals with expenses outside of their control. The additional contract activities and related costs include special vehicle equipment needs, vehicle major component repairs/replacement, DAR vehicle fuel, and minor service adjustments. An additional 2.9% is added for these items as noted in the tables following.
Keolis MV Southland TransdevYear 1 $14,367,069 $11,836,904 $14,939,973 $13,204,655Year 2 $15,080,073 $12,534,792 $16,018,725 $14,080,039Year 3 $15,772,673 $13,227,471 $16,612,551 $14,764,195Year 4 $16,427,096 $13,861,839 $17,327,188 $15,509,873Year 5 $17,039,487 $14,537,775 $17,903,580 $16,233,428Year 6 $17,833,206 $15,143,091 $18,499,069 $16,944,432Subtotal $96,519,604 $81,141,872 $101,301,086 $90,736,622Start Up Cost $570,751 $0 $451,080 $868,154TOTAL $97,090,355 $81,141,872 $101,752,166 $91,604,776 ET1 - Year 7 $18,104,666 $15,715,371 $19,119,684 $17,942,228ET1 - Year 8 $18,900,424 $16,295,505 $19,763,100 $18,889,885ET1 - Subtotal $37,005,090 $32,010,876 $38,882,784 $36,832,1138-Year TOTAL $134,095,445 $113,152,748 $140,634,951 $128,436,889 ET2 - Year 9 $19,682,983 $16,873,716 $20,430,178 $19,833,076ET 2 - Year 10 $20,549,132 $17,562,600 $21,121,809 $20,921,327ET2 - Subtotal $40,232,115 $34,436,316 $41,551,987 $40,754,40310-Year TOTAL $174,327,560 $147,589,064 $182,186,938 $169,191,292 Proposal CostsFixed-Route, DAR & On-Demand Proposal Costs 232 of 253
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* Year 1 annual proposal amount in table above reflects 11 months of service. Current contract extension extends one month into FY 2025.
STAKEHOLDERS/OUTREACH
The contract award for the operation and maintenance of the Beeline, DAR and on- demand transit services will provide continued transportation options for the public.
Public Works reached out to industry businesses known to operate transit services. The department directly emailed the businesses as well as posted the RFP on the City’s website.
FISCAL IMPACT
The contract with MV Transportation will cost a not to exceed amount of $150,920,828 for the total 10-year term. The cost for the first year, $11,231,855 will be requested as part of the FY 2024-25 budget process. Future year costs will be budgeted as part of the annual budget process.
Annual Proposal Cost
Additional Pass-Through Cost (2.9%) TOTALYr 1* FY 2025 $10,915,311 $316,544 $11,231,855Yr 2FY 2026 $12,534,792 $363,509 $12,898,301Yr 3FY 2027 $13,227,471 $383,597 $13,611,068Yr 4FY 2028 $13,861,839 $401,993 $14,263,832Yr 5FY 2029 $14,537,775 $421,595 $14,959,370Yr 6FY 2030 $15,143,091 $439,150 $15,582,241$80,220,279 $2,326,388 $82,546,667 Annual Proposal Cost
Additional Pass-Through Cost (2.9%) TOTALYr 7FY 2031 $15,715,371 $455,746 $16,171,117Yr 8FY 2032 $16,295,505 $472,570 $16,768,075$32,010,876 $928,315 $32,939,191$112,231,155 $3,254,703 $115,485,858 Annual Proposal Cost
Additional Pass-Through Cost (2.9%) TOTALYr 9FY 2033 $16,873,716 $489,338 $17,363,054Yr 10FY 2034 $17,562,600 $509,315 $18,071,915$34,436,316 $998,653 $35,434,969$146,667,471 $4,253,357 $150,920,82810-Year Total 1st Extension
2nd Extension
6-Year Total
1st Ext Total8-Year Total
2nd Ext Total
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Proposed FY 2024-25 Appropriation
Amount Account String Funding Source
$11,231,855 GL: 43110-2580-PWD-7533-P0000- Transit Utility Fund
ENVIRONMENTAL REVIEW (CEQA/NEPA)
The project has been reviewed for compliance with the California Environmental Quality Act (CEQA) and is exempt per Section 15061 (b) (3). The project is covered by the general rule that CEQA only applies to projects that have the potential for causing a significant effect on the environment. The proposed action pertains to a contract that will allow the continuation of existing Beeline fixed-route and Dial-A-Ride transit services. This contract will not result in any significant change in services or physical changes to the environment.
CAMPAIGN DISCLOSURE
The names and business addresses of the members of the board of directors, the chairperson, CEO, COO, CFO, Subcontractors and any person or entity with more than 10% interest in the company are attached in Exhibit 1, in accordance with the City Campaign Finance Ordinance No. 5744.
ALTERNATIVES TO STAFF RECOMMENDATION
Alternative 1: Elect not to award a contract. This may result in stoppage of valuable transit services to the public with adverse consequences for dependent riders who rely on the services as their means of transportation.
Alternative 2: The City Council may consider any other alternative not proposed by staff.
ADMINISTRATIVE ACTION
Submitted by:
Daniel Hernandez, Interim Director of Public Works
Prepared by:
Martha D’Andrea, Transit Manager
Approved by:
Roubik R. Golanian, P.E., City Manager
EXHIBITS/ATTACHMENTS
Exhibit 1 – Campaign Disclosure Forms
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RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GLENDALE, CALIFORNIA, DISPENSING WITH COMPETITIVE BIDDING; APPROVING A
CONTRACT AWARD THROUGH A COMPETITIVE REQUEST FOR PROPOSAL PROCUREMENT PROCESS; AND AUTHORIZING THE CITY MANAGER OR A DESIGNEE TO EXECUTE A 6-YEAR AGREEMENT, WITH TWO, 2-YEAR RENEWAL OPTIONS WITH MV TRANSPORTATION, INC.,
TO PROVIDE OPERATIONS AND MAINTENANCE OF
BEELINE FIXED-ROUTE AND DIAL-A-RIDE TRANSIT SERVICES
WHEREAS, the City of Glendale has provided Beeline fixed-route bus service since 1984 and Dial-A-Ride paratransit service since 1988 for the community; WHEREAS, since their inception, both transit services have been operated by professional contractors whose expertise is required in providing high quality, efficient, reliable Beeline and Dial-A-Ride transit services to the public that meet federal, state and local regulations and safety laws;
WHEREAS, the contracts with the City’s current Beeline and Dial-A-Ride transit operations and maintenance contractor, MV Transportation, Inc., expire on July 31, 2024; WHEREAS, procurement of the transit services contractor does not readily lend itself to a formal competitive bidding process and a contract award to the lowest responsible bidder, as required by the City’s Charter and the Glendale Municipal Code, because of the distinctive nature of operating and maintaining public transit services— which requires consideration of additional important factors, such as service quality and technical expertise;
WHEREAS, issuance of a competitive Request for Proposal (RFP) procurement process is better suited for obtaining a qualified transit services contractor, as it allows for an evaluation of proposals based on important criteria that cannot be considered if the traditional competitive bidding/lowest responsible bidder procurement process were used;
WHEREAS, the City being a subrecipient of both federal and state grant funds, and to facilitate qualifying for any future potential federal or state funding, must comply with state and Federal Transit Administration (FTA) procurement and contracting requirements;
WHEREAS, on October 12, 2023, the Public Works Department issued an RFP, inviting proposals to operate and maintain the Beeline and Dial-A-Ride transit services; WHEREAS, on December 20, 2023, four firms submitted proposals and after 235 of 253
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review and evaluation of the four proposals, MV Transportation, Inc., had the highest score and the lowest cost proposal;
WHEREAS, MV Transportation, Inc. has the experience, personnel, resources, and desire to operate and maintain the City’s transit services; WHEREAS, MV Transportation, Inc., has proven that as the incumbent contractor, operating the Beeline transit service for 22 years and the Dial-A-Ride paratransit service for 7 years, it possesses the ability to reliably and efficiently operate and maintain the City’s transit services;
WHEREAS, the Council finds that sufficient budgetary funds exist to authorize the City Manager to execute a 6-year agreement, with two 2-year extensions for a total of ten years with MV Transportation, Inc., to operate and maintain the City’s transit services; WHEREAS, Glendale City Charter, Article VI, Sec. 9 provides an exemption to competitive bidding when the Council determines it is in the best interest of the City to dispense with competitive bidding; and
WHEREAS, given the need to continue providing transit services to the public, it appears that adequate justification exists and it is in the City’s best interest― upon recommendation of the Director of Public Works― to dispense with competitive bidding and the requirement that the Council award a contract to the lowest responsible bidder, and to authorize the City Manager or a designee to execute a six-year contract, with two 2-year extensions, with MV Transportation Inc. to operate and maintain the Beeline fixed- route and Dial-A-Ride transit services.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF GLENDALE:
1. The foregoing facts are deemed to be true and correct, and are a basis for dispensing with competitive bidding, approving a contract award through a competitive request for proposal procurement process and authorizing the execution of an agreement with the highest scoring RFP proposer.
2. The Council hereby:
A. Dispenses with competitive bidding;
B. Accepts and approves the proposal submitted by MV Transportation, Inc. in response to the Request for Proposals issued by the Public Works Department— to operate and maintain the Beeline fixed-route and Dial-A-Ride transit services; and
C. Authorizes the City Manager or a designee to enter into and execute a 6-year agreement, from August 1, 2024 to June 30, 2030— subject to approval by the City Attorney— with MV Transportation, Inc. to 236 of 253
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provide the services in a not to exceed amount of $82,546,667 for a 6-year term, with two 2-year extensions; if the 1st renewal extension is exercised, the amount will not exceed $115,485,858 for a total 8- year term; and, if the 2nd extension is exercised, the amount will not exceed $150,920,828 for a total 10-year term.
Adopted this day of , 2024.
Mayor
ATTEST:
City Clerk
STATE OF CALIFORNIA )
) SS
COUNTY OF LOS ANGELES )
I, Suzie Abajian, Ph.D., City Clerk of the City of Glendale, certify that the foregoing Resolution No. was adopted by the Council of the City of Glendale, California, at a regular meeting held on the day of , 2024, by the following vote:
Ayes:
Noes:
Absent:
Abstain:
City Clerk
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