Upon receipt of said notice, the Consultant shall immediately cease all work under this Agreement, unless the notice prov ides otherwise. Unless expressly agreed upon in writing by the City, the City shall not be obligated to pay for any services rendered nor any costs or expenses paid or incurred after the date of termination. The effective date of termination shall be upon the date specified in the written Notice of Termination.
Consultant agrees that in the event of such termination, Consultant must refund the City its prorated share, except for services satisfactorily rendered prior to the effective date of termination. Immediately upon receiving written Notice of Termination, Consultant shall discontinue performing services, preserve the product of the services and upon payment for services, tum over to City the product of the services in accordance with written instructions of City.
In the event this Agreement is terminated pursuant to this Section, the City shall pay to Consultant the actual value of the work performed up to the time of termination, provided that the work performed is of value to the City. Upon termination of the Agreement pursuant to this Section, the Consultant will submit an invoice to the City.
9. Personnel. Consultant represents that it has, or will secure at its own expense, all personnel required to perform the services under this Agreement. All of the services required under this Agreement will be performed by Consultant or under its supervision, and all personnel engaged in the work shall be qualified to perform such services.
Consultant reserves the right to determine the assignment of its own employees to the performance of Consultant's services under this Agreement, but City reserves the right, for good cause, to require Consultant to exclude any employee from performing services on City's premises.
10. Non-Discrimination and Equal Employment Opportunity.
A. Consultant shall not discriminate as to race, color, creed, religion, sex, marital status, national origin, ancestry, age, physical or mental handicap, medical condition, or sexual orientation, in the performance of its services and duties pursuant to this Agreement, and will comply with all rules and regulations of City relating thereto. Such nondiscrimination shall include but not be limited to the following: employment, upgrading, demotion, transfers, recruitment or recruitment advertisin g; layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship.
B. Consultant will, in all solicitations or advertisements for employees placed by 423
7 or on behalf of Consultant state either that it is an equal opportunity employer or that all qualified applicants will receive consideration for employment without regard to race, color, creed, religion, sex, marital status, national origin, ancestry, age, physical or mental handicap, medical condition, or sexual orientation.
C. Consultant will cause the foregoing provisions to be inserted in all subcontracts for any work covered by this Agreement except contracts or subcontracts for standard commercial supplies or raw materials.
11. Assignment. Consultant shall not assign or transfer any interest in this Agreement nor the performance of any of Consultant obligations hereunder, without the prior written consent of City, and any attempt by Consultant to assign this Agreement or any rights, duties, or obligations arising hereunder shall be void and of no effect.
12. Performance Evaluation. For any Agreement in effect for twelve months or longer, the City Manager may require a written annual administrative performance evaluation within ninety (90) days of the first anniversary of the effective date of this Agreement, and each year thereafter throughout the term of this Agreement. The work product required by this Agreement shall be utilized as the basis for review, and any comments or complaints received by City during the review period, either orally or in writing, shall be considered. City shall meet with Consultant prior to preparing the written report. If any noncompliance with the Agreement is found, City may direct Consultant to correct the inadequacies, or, in the alternative, may terminate this Agreement as provided herein.
13. Compliance with Laws. Consultant shall keep itself informed of State, Federal and Local laws, ordinances, codes and regulations which in any manner affect those employed by it or in any way affect the performance of its service pursuant to this Agreement. Consultant shall at all times comply with such laws, ordinances, codes and regulations. The City, its officers and employees shall not be liable at law or in equ ity occasioned by failure of Consultant to comply with this Section.
14. Licenses. At all times during the term of this Agreement, Consultant shall have in full force and effect all licenses (including a City business license) required of it by law for performance of the services hereunder.
15. Non-Waiver of Terms, Rights and Remedies. Waiver by either party of any one or more of the conditions of performance under this Agreement shall not be a waiver of any other condition of performance under this Agreement. In no event shall the making by City of any payment to Consultant constitute or be construed as a waiver by City of any breach of covenant, or any default which may then exist on the part of Consultant, and the making of any such payment by City shall in no way impair or prejudice any right or remedy available to City with regard to such breach or default.
16. Attorney's Fees. In the event that either party to this Agreement shall commence any legal or equitable action or proceeding to enforce or interpret the provisions of this
424
8 Agreement, the prevailing party in such action or proceeding shall be entitled to recover its costs of suit, including reasonable attorney's fees and costs, including costs of expert witnesses and Consultant.
17. Notices. Any notices, bills, invoices, or reports required by this Agreement shall be deemed received on (a) the day of delivery if delivered by hand during Consultant regular business hours or by facsimile before or during Consultant regular business hours; or (b) on the third business day following deposit in the United States mail, postage prepaid, to the addresses heretofore set forth in the Agreement, or to such other addresses as the parties may, from time to time, designate in writing pursuant to the provisions of this section.
18. Governing Law. This Agreement shall be construed and interpreted both as to validity and to performance of the Parties in accordance with the laws of the State of California. Legal actions concerning any dispute, claim or matter arising out of or in relation to this Agreement shall be instituted in the Superior Court of the County of Los Angeles, State of California. However, the Parties may agree to submit any dispute to non-binding arbitration.
19. Counterparts. This Agreement may be executed in any number of counterparts, each of which shall be deemed to be the original, and all of which together shall constitute one and the same instrument.
20. Severability. If any provision or any part of any provision of this Agreement is found to be invalid or unenforceable, the balance of this Agreement shall remain in full force and effect.
21. Entire Agreement. This Agreement, and any other documents incorporated herein by specific reference, represents the entire and integrated agreement b etween Consultant and City. This Agreement supersedes all prior oral or written negotiations, representations or agreements. This Agreement may not be amended, nor any provision or breach hereof waived, except in a writing signed by the Parties which expressly refers to this Agreement. Amendments on behalf of the City will only be valid if signed by the Mayor and attested by the City Clerk.
22. Authority. The person or persons executing this Agreement on behalf of Consultant warrants and represents that he/she has the authority to execute this Agreement on behalf of Consultant and has the authority to bind Consultant to the performance of its obligations hereunder.
23. Force Majeure. A Party's performance of any obligation under this Agreement shall be suspended if, and to the extent that, the Party is unable to perform because of any event of Force Majeure. In any such event, the Party unable to perform shall be required to resume performance of its obligations under this Agreement upon the termination of the event or cause that excused performance hereunder. "Force Majeure" herein means an event which is beyond the reasonable control of a Party, 425
9 including without limitation, (a) acts of God including flood, fire, earthquake, hurricane or explosion, pandemic; (b) war, invasion, hostilities (whether war is declared or not), terrorist threats or acts, riot or other civil unrest; (c) government order or law that prevents either Party from performing its obligations as set forth in this Agreement; (d) actions, embargoes or blockades in effect on or after the date of this Agreement; (e) action by any governmental authority that prevents either Party from performing its obligations as set forth i n this Agreement; (f) national or regional emergency; (g) strikes, labor stoppages or slowdowns or other industrial disturbances, other than those involving the affected parties employees; (h) shortage of adequate power or transportation facilities.
Neither Party shall be liable for any delay or default in, or failure of, performance resulting from or arising out of any Force Majeure event, and no such delay, default in, or failure of performance shall constitute a breach by either Party hereunder. Where a Force Majeure event gives rise to a failure or delay in either Party performing its obligations under this Agreement (other than obligations to make payment), those obligations will be suspended for the duration of the Force Majeure event. A Party who becomes aware of a Force Majeure event which gives rise to, or which is likely to give rise to, any failure or delay in performing its obligations under this Agreement, will forthwith notify the other and inform the other of the period for which it is estimated that such failure or delay will continue. The affected Party shall take reasonable steps to mitigate the effects of the Force Majeure event.
426
RESOLUTION NO. 2026-____
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LYNWOOD AUTHORIZING AN
EMERGENCY MONTH-TO-MONTH AGREEMENT WITH ALL CITY MANAGEMENT SERVICES, INC. FOR CROSSING GUARD SERVICES FOR A PERIOD NOT TO EXCEED THREE MONTHS AND IN A TOTAL AMOUNT NOT TO EXCEED $102,255.36
WHEREAS, the City of Lynwood has contracted with All City Management Services, Inc. ("ACMS") to provide crossing guard services at designated locations at and around schools throughout the City, and the prior agreement expired on June 30, 2026; and
WHEREAS, ACMS has provided crossing guard services to the City since 2011; and
WHEREAS, the City's crossing guard program currently includes thirteen (13) crossing guard positions and one (1) crossing guard supervisor position serving fourteen (14) locations within the City, supporting pedestrian and student safety during school arrival and dismissal periods; and
WHEREAS, on July 27, 2026, the City issued a Request for Proposals ("RFP") for crossing guard services, with proposals due on August 27, 2026; and
WHEREAS, additional time is required after the proposal deadline to evaluate submissions, conduct interviews if necessary, complete negotiations, and return to the City Council with a recommendation for a new crossing guard services agreement; and
WHEREAS, the 2026-27 school year began on August 12, 2026, and leaving the City's fourteen (14) school crossing locations unstaffed during school arrival and dismissal would present an immediate concern for student and pedestrian safety; and
WHEREAS, Section 6 -3.12(a)(1) of the Lynwood Municipal Code defines an emergency as a situation in which there is an immediate threat to life or property, or when there is or would be a loss or impairment of a vital public service; and
WHEREAS, Section 6 -3.12(a)(1) of the Lynwood Municipal Code provides that competitive bidding is not required when an emergency requires an order to be placed with the most available source of supply; and
WHEREAS, the City Council finds that a lapse in crossing guard coverage would create an immediate threat to student and pedestrian safety and impair a vital public service, and that ACMS is the most available source of supply because it has provided crossing guard services to the City since 2011 and has the sta ffing, training, and site knowledge necessary to continue coverage without a transition period; and
WHEREAS, because the total three-month agreement amount is between $50,001 and $200,000, City Council approval is required pursuant to Section 6-3.7(b)(2) of the Lynwood Municipal Code; and
WHEREAS, the proposed agreement is effective retroactively to August 1, 2026, and is intended solely as a short-term bridge until a new crossing guard services agreement is awarded and executed or for a maximum of three (3) months, whichever occurs first; and
WHEREAS, ACMS has provided a 2026-2027 client worksheet reflecting an updated billing rate of $34.15 per hour and an estimated monthly program cost of $34,085.12; and
WHEREAS, the total cost of a three-month agreement will not exceed $102,255.36; and 427
WHEREAS, the Fiscal Year 2026-2027 budget includes $400,000 for the crossing guard program, and sufficient funds are available within the approved budget to support the proposed agreement.
NOW, THEREFORE, THE C ITY COUNCIL OF THE CITY OF LYNWOOD DOES HEREBY FIND, DETERMINE, ORDER, AND RESOLVE AS FOLLOWS:
SECTION 1. The City Council finds and declares that the foregoing recitals are true and correct and incorporates them herein as findings and as a substantive part of this Resolution.
SECTION 2. Pursuant to 6-3.12(a)(1) of the Lynwood Municipal Code, the City Council finds that an emergency exists because a lapse in crossing guard coverage would create an immediate threat to student and pedestrian safety and impa ir a vital public service. The City Council further finds that competitive bidding is therefore not required for this emergency procurement and that All City Management Services, Inc. is the most available source of supply based on its existing staffing, training, and site knowledge.
SECTION 3. The City Council hereby authorizes and ratifies an emergency month -to-month crossing guard services agreement with All City Management Services, Inc., effective retroactively to August 1, 2026, at an estimated amount of $34,085.12 per month, for a period not to exceed three (3) months and for a total amount not to exceed $102,255.36. The ion shall continue only until a new crossing guard services agreement is awarded and executed or the three-month maximum is reached, whichever occurs first. This approval ratifies crossing guard services provided on and after August 1, 2026.
SECTION 4. The Mayor is authorized to execute the agreement on behalf of the City of Lynwood, subject to approval as to form by the City Attorney.
SECTION 5. This Resolution shall take full force and effect immediately upon its adoption by the City Council.
SECTION 6. The City Clerk shall certify as to the adoption of this City Council Resolution.
428
PASSED, APPROVED, AND ADOPTED this 18th day of August, 2026.
ATTEST:
_______________________________
Maria Quinonez
CITY CLERK
_______________________________
Gabriella Camacho
MAYOR
APPROVED AS TO FORM:
_______________________________
Noel Tapia
CITY ATTORNEY
APPROVED AS TO CONTENT:
_______________________________
Suja Lowenthal, DPPD
CITY MANAGER
429
AGENDA STAFF REPORT
DATE:
August 18, 2026
TO:
Honorable Mayor and Members of the City Council
APPROVED BY:
Suja Lowenthal, City Manager
PREPARED BY:
Mark Flores, Director of Recreation & Community Services Jose Trejo, Deputy Director of Recreation & Community Services SUBJECT:
AWARD OF CONTRACT FOR DIAL-A-RIDE TRANSPORTATION
SERVICES
Agenda Item # 10.1.
Recommendation:
Staff recommends City Council consider the information provided in this staff report and approve one of the following options.
Option 1
1 .
Adopt a resolution
(Attachment 5)
awarding a contract to Fiesta Taxi Cooperative, Inc.
to provide Dial-a-Ride transportation services for a two-year term, with City options to renew for three additional one-year terms, in an amount not to exceed $1,130,000 over the total contract term;
2 .
Authorize the City Manager to negotiate the final terms and conditions; and 3 .
Authorizing the Mayor to execute the agreement, subject to City Attorney approval as to form.
Option 2
1 .
Adopt a resolution
(Attachment 6)
awarding contracts to Fiesta Taxi Cooperative, Inc.
and Uber Transit for Dial-a-Ride transportation services for a two-year term, with City options to renew for three additional one-year terms, in an amount not to exceed $1,000,000 for Fiesta Taxi Cooperative, Inc. and $200,000 for Uber Transit; 2 .
Authorize the City Manager to negotiate the final terms and conditions; and 3 .
Authorize the Mayor to execute the agreements, subject to City Attorney approval as to form.
Executive Summary:
City Council City Council Regular Meeting 430
The City's Dial-a-Ride (DAR) program has provided continuous demand-response transportation to eligible Lynwood residents for approximately 25 years. To ensure continued high-quality, cost-effective service, the City issued a Request for Proposals (RFP) and received four submissions. An independent consultant evaluated each proposal against criteria including cost, qualifications, operational approach, and customer service.
Based on this evaluation and staff’s analysis of the findings, staff recommends a dual-provider service delivery model:
1 .
Fiesta Taxi as the primary provider.
2 .
Uber Transit as the secondary provider to offer supplementary, restricted service.
The recommended dual-provider approach balances reliability and continuity with expanded flexibility, shorter wait times, and improved accessibility for eligible, tech-savvy riders, while remaining cost-competitive relative to the traditional paratransit proposals. (REC) Background:
The City has provided Dial-a-Ride (DAR) transportation services to eligible residents using a taxi-based, demand-response program for approximately 25 years. This Proposition A-funded program has consistently provided reliable, flexible, and customer-focused transportation that meets the mobility needs of eligible riders.
To ensure that the City continues to provide a high-quality and cost-effective transportation program, the City issued a Request for Proposals (RFP) for Dial-a-Ride transportation services. Staff recommends awarding an agreement with an initial two-year term plus City options for three additional one-year extensions, for a possible total term of up to five years.
The RFP (Attachment 1) was intentionally structured to solicit proposals from both traditional ADA paratransit services and alternative, innovative transportation models that would best meet the community’s needs.
The City received four proposals: two from traditional paratransit providers (HBSS and SMS Transportation), one from a taxi-based provider (Fiesta Taxi), and one from a transportation network company (Uber). The City retained an independent consultant to evaluate and analyze the proposals
(Attachments 2 and 3)
using the evaluation criteria established in the
RFP.
Past Council Actions
Meeting Date
Description
November 6, 2018
City Council approved the Dial-A-Ride contract with Fiesta Taxi Cooperative, Inc.
October 18, 2022
City Council approved the first amendment to the Dial-A-Ride contract with Fiesta Taxi Cooperative, Inc.
City Council City Council Regular Meeting 431
Meeting Date
Description
December 17, 2024
City Council approved the second amendment to the Dial-A-Ride contract with Fiesta Taxi Cooperative, Inc
.
January 20, 2026
City Council approved the third amendment to the Dial-A-Ride contract with Fiesta Taxi Cooperative, Inc.
June 16, 2026
City Council approved the fourth amendment to the Dial-A-Ride contract with Fiesta Taxi Cooperative, Inc. to continue uninterrupted transportation services to the public while RFP process is finalized (effective through September 30, 2026)
Discussion and Analysis:
The four proposals were evaluated based on the criteria identified in the RFP. This included evaluation of the proposals in the areas of:
Completeness and responsiveness
Cost and competitiveness of the proposed pricing
Proposer qualifications and experience
Firm’s proposed operational approach
Customer service approach and standards
Cost was an important factor in the analysis, but the final recommendation is based on a balance of the broader criteria set.
The proposals received
(Attachments 4A, 4B, 4C, and 4D)
include:
Table A: SUMMARY OF PROPOSALS RECEIVED
Proposing Firm
Service Model
Proposed Five-Year
Cost
A.
HBSS
Traditional Paratransit
$2,226,633
B.
SMS Transportation
Traditional Paratransit
$1,859,668
C.
Fiesta Taxi
Taxi-Based
$1,130,000
D.
Uber Transit
Transportation Network Company
$821,363
Recommended Dual-Provider Service Delivery Model
The evaluation found that each firm’s proposal offered its own unique strengths and competencies. However, no individual proposal presented a package of service features that offered a full suite of flexible transportation services to the program’s qualified users. As a result, staff considered options for combining the strengths of two service models that would best achieve the City’s operational, customer service, and fiscal objectives. The following is an overview of the new, dual-provider model that staff recommends:
Primary Service Provider
The taxi-based proposal (Fiesta Taxi) demonstrated the ability to best continue the City’s long- standing demand response model while providing reliable service, operational flexibility, and City Council City Council Regular Meeting 432
continuity for existing riders. Given the success of this service model over the past 25 years, staff determined that it remains the most appropriate primary service delivery method for the City’s DAR program.
Supplemental (Secondary) Service Provider
Staff also recommends supplementing the primary, taxi-based service with the Uber-based service. The Uber proposal offers additional program flexibility by providing a supplemental transportation option that would be offered during periods of increased demand, provide lower average wait times for riders, and allow the City to better evaluate rider preferences and service performance or operational needs. Supplementing the City’s primary, taxi-based transportation option with the Uber-based model (within a controlled-use structure) has several benefits, including, but not limited to:
1 .
Expanded transportation options for eligible riders—especially beneficial to the more tech-savvy, eligible program users.
2 .
Program resiliency—Senior transportation programs are gradually shifting away from traditional taxis and legacy transit models toward a hybrid, tech-enabled model.
Rideshare providers such as Uber and Lyft are increasingly replacing traditional taxis due to superior technology, greater accessibility, upfront pricing, and more seamless integration with healthcare services.
3 .
Improved service options and availability—without replacing the existing primary (taxi- based) service model.
Examples of Controlled-Use Limits for Uber Supplementary Service* Four-hour window for transportation to and from the Lynwood Senior Center to participate in the daily senior lunch program (Monday through Friday, 10:00 a.m. to 2:00 p.m.), and transportation to pre-selected medical locations.
Individual riders would be responsible for covering ride costs above the City’s per- ride subsidy.
*Final parameters to be part of agreement negotiations.
Proposals from the Two Traditional Paratransit Models
The two traditional paratransit proposals (HBSS and SMS) were also thoroughly evaluated.
Both offered several positive operational features, along with well-structured operations and specialized transportation experience. Staff carefully considered the traditional paratransit proposals and recognizes the various benefits of their service model. However, the analysis did not identify service improvements or upgrades substantial enough to justify the significantly higher proposed costs when compared to the Fiesta and Uber options.
Table B: SUMMARY OF TRANSPORTATION DELIVERY MODEL OPTIONS
Service Model
Notes
A.
Paratransit Only
Significantly higher cost proposals.
B.
Fiesta Taxi Only
Incumbent provider and proven service model. Room for
additional service delivery options.
City Council City Council Regular Meeting 433
Service Model
Notes
C.
Uber Only
Technology reliant model that may be challenging to
navigate for older senior users. Potentially higher cost to users per ride (contingent upon final negotiated
subsidy). Shorter wait times.
D.
Dual-model: Fiesta Taxi
Primary with Uber Supplement
Allows City to offer a closer to full-service transportation model that better meets the demands of evolving
transportation service delivery.
Staff Recommendation
Based on the comprehensive, independent analysis and on staff’s evaluation, staff determined that awarding contracts for a primary taxi-based service supplemented by a controlled, Uber- based transportation option would provide the best overall service options model for customers. The recommended dual-provider approach balances fiscal responsibility, service reliability, operational flexibility, customer convenience, and continuity of service while maintaining the City’s ability to adapt to changing transportation demands.
The dual-provider approach would allow the City to introduce additional transportation capacity while maintaining the reliability and accessibility of the existing taxi-based program. The recommendation provides the City with flexibility to adapt its DAR program as program user needs, technology, and transportation options continue to evolve. The proposed dual-provider system is consistent with authority reserved in the RFP and represents the best overall value allowing the City to leverage the strengths of both service models.
Under either model, services would begin on October 1, 2026.
Fiscal Impact:
The FY 2026–27 Adopted Budget Transportation Fund 2401 has sufficient funds to cover the contractual obligations.
Option 1—Single Contract
(taxi model only): Approval of this option would authorize a five-year agreement with Fiesta Taxi Cooperative, Inc. in an amount not to exceed $1,130,000, at a cost of $200,000 in Year 1. The City budgeted $200,000 in FY 2026–27 for Dial-a-Ride services under Proposition A Transportation Funds (2401.60.725). The contract amount increases annually, from $210,000 in Year 2 to $255,000 in Year 5.
Staff would include the incremental increases in future budgets.
Option 2—Two Contracts
(dual-provider model): Approval of this option would
authorize a five-year agreement with Fiesta Taxi Cooperative, Inc. in an amount not to exceed $1,000,000 and a five-year agreement with Uber Transit in an amount not to exceed $200,000, for a total estimated cost of $1,200,000. The combined annual cost is approximately $240,000 per fiscal year. Sufficient budget is included in the FY 2026–27 Adopted Budget, as the Uber Transit contract would not be implemented until December 2026.
City Council City Council Regular Meeting 434
ATTACHMENT 1 - DAR Senior Transit RFP 01 _021026 FINAL RELEASED on 022426.pdf
ATTACHMENT 1A - Taxi RFP Addendum
2 - Responses to Questions 041526 FINAL.pdf
ATTACHMENT 2 - DAR Lynwood Bid Analysis_Summary Memorandum.pdf ATTACHMENT 3 - AG DAR Detailed Bid Analysis.pdf
ATTACHMENT 4A - HBSSCC Proposal.pdf
ATTACHMENT 4B - SMS Transportation Proposal.pdf
ATTACHMENT 4C - Fiesta Taxi Coop Proposal.pdf
ATTACHMENT 4D - UBER Proposal v2 REDACTIONS v3_Redacted_FINAL redux.pdf Resolution - OPTION_ONE_-_DAR__Taxi_Only.docx
Resolution - OPTION_2_-_DAR__DUAL_Fiesta_and_Uber.docx
Coordinated With:
City Manager's Office
Finance and Administration Department
City Attorney's Office
ATTACHMENTS:
Description
City Council City Council Regular Meeting 435
2 NOTICE OF REQUEST FOR
PROPOSALS
BY CITY OF LYNWOOD FOR
DIAL-A-RIDE (ON DEMAND
RESPONSE TRANSPORTATION
SERVICES)
REQUEST FOR PROPOSALS
FOR
DIAL-A-RIDE
(DEMAND RESPONSE SERVICE)
Key RFP Dates
RFP Release Date: Tuesday, February 10, 2026
Pre-Proposal Conference Wednesday, March 11, 2026
Proposals Due Wednesday, May 6, 2026
Contract Award Date Tuesday, June 9, 2026
Anticipated Contract Start Date Wednesday, July 1, 2026
City Clerk’s Office
Attn: City Clerk
11330 Bullis Road
Due Date for Proposals:
Wednesday, May 6, 2026 by 3:00 P.M. (Pacific Time)
CITY OF LYNWOOD
RECREATION AND COMMUNITY SERVICES DEPARTMENT
11330 Bullis Road, Lynwood, CA 90262
436
3 REQUEST FOR PROPOSALS
FOR
DIAL-A- RIDE (DEMAND RESPONSE SERVICES)
SUBJECT: NOTICE OF REQUEST FOR PROPOSAL - ADA/Dial-a-Ride Services and Call Center Services
The City of Lynwood invites proposals from qualified transit co mpanies to provide demand response transportation service for its ADA/Dial-a-Ride (DAR) program. The DAR program is on demand, curb-to-curb service reserved for both Seniors (65 years of age or older) and residents with disabilities living within the City limits.
Proposals are due no later than 3:00 p.m. P ST on Wednesday, May 6 , 2026.
Companies must submit in accordance with the instructions contained in this RFP. Each proposer must provide one (1) original, five (5) bound copies and one (1) digital copy of the completed proposal on a flash drive in a sealed envelope and clearly marked: “DIAL -A-RIDE DEMAND RESPONSE SERVICES, RFP NO.01- 021026 ” and submitted to the following address:
City Clerk’s Office
City of Lynwood
11330 Bullis Road
Lynwood, CA 90262
Attention: Maria Quinonez, City Clerk
Any proposals received after the submittal time will be rejected and returned unopened to the sender. No faxed proposal s will be accepted . The City will not be responsible for any liability claims or costs incurred by the proposer in the preparation, transportation, and submission of proposals. All proposals become the property of the City once they are submitted.
All proposals and evaluations will be kept strictly confidential throughout the evaluation, negotiation and selection process. Only the review panel and other City staff and officials, representatives and agents having a legitimate interest will be provid ed access to the proposals and evaluation results.
The City reserves the right to reject any and all proposals should it choose to do so, and to solicit additional service providers should those providers responding to this RFP be found, in opinion of the City of Lynwood, to be inadequate or not cost-effective in providing the services described herein. In addition, the City reserves the right to withdraw this RFP at any time without prior written notice, or to extend its due date.
An award of the contract will be made only after such contract is judged to be mutually beneficial to both parties, is approved by the City of Lynwood, and after the proposer has executed the final version of the contract.
437
4 There will be a Pre -Proposal Meeting held on Tues day, March 17, 2026 at 10:00 a.m. at Bateman Hall, 11331 Ernestine Avenue, Lynwood, CA, 90262. All prospective proposers are urged to attend the pre-proposal meeting.
Companies interested in obtaining a copy of this Request for Proposals, may do so by visiting the City’s webpage at www.lynwoodca.gov . From there, view the drop-down list for “Services” and click on “Bids and RFP’S.”
All questions regarding the clarity or substance of this RFP must be directed to, and only to Mark Flores, Recreation and Community Services Director in writing by email at [email protected]
no later than Thursday, April 2, 2026.
No interpretation of the meaning of the descriptions, specifications, or other pre- proposal documents will be made to any proposer orally. Every request for such interpretations shall be in writing addressed to the above person by electronic mail.
438
5 CITY OF LYNWOOD
RECREATION AND COMMUNITY SERVICES
DEPARTMENT
TABLE OF CONTENTS
PAGE(S)
NOTICE FOR REQUEST FOR PROPOSAL
SECTION I INTRODUCTION 6
SECTION II SCOPE OF WORK 7
SECTION III INSTRUCTIONS TO POTENTIAL PROPOSERS 14
SECTION IV GENERAL INFORMATION 16
SECTION V GENERALTERMS AND CONDITIONS 17
EXHIBIT A & B SAMPLE AGREEMENT 21-34
ATTACHMENTS REQUIRED FORMS 35-42
FORM 1 - Checklist
FORM 2 - C ost Proposal
FORM 3 - Company’s Certification
FORM 4 - Organizational Chart
FORM 5 - Affidavit of Non-Collusion
439
6 INTRODUCTION
SECTION I.
A. Introduction
The City of Lynwood is soliciting proposals from interested, high qualified, and experienced companies to provide transportation services for its ADA/Dial -a-Ride Program. Through this procurement, the initial contract term will be for two (2) years, with the option to annually extend the contract for three (3) one-year periods. The anticipated start of the service date is July 1, 2026.
Overview
The City of Lynwood is located in the industrial heartland of Los Angeles County, nestled less than 20 miles between two of the busiest ports in the world, Port of Long Beach and Port of Los Angeles. Major transportation corridors bound the City of Lynwood: I-710 Long Beach Freeway to the east, I-105 running east and west, and the Alameda Corridor to the west.
The city consists of 4.9 square miles. The city is a general law city operating under a Council-Manager form of government. The City’s policymakers are comprised of five (5) members elected at large in overlapping terms. It has an annual operating budget of about $155 million dollars and 160 employees.
The city currently utilizes contracted service through Fiesta Taxi to operate its Dail -a- Ride program through a taxi cab service system. The City plans to continue to offer this transportation system to serve its seniors 65-years and older, and residents with disabilities that prohibit them from using regular public transportation. The service has its own registration form and trip vouchers. General public riders are not eligible to use this service.
Registrants may use the services for any purpose within City limits, such as shopping and other errands. Use of the program outside of City limits is exclusively for medical purposes only within the cities of Bellflower, Compton, Downey, South Gate, and the unincorporated community of Willowbrook.
Currently, the Dial-A-Ride (DAR) program averages 40 trips per day, from a rider list of over 800 patrons; for which there are about 160 active riders being served.
FY 2023/24 and FY 2024/25 Service Data
Table 1
Fiscal
Year
Number of
Passengers
Number
of Trips
Service
Hours
Revenue
Miles
Wheel
Chair Trips
23/24 17,262 10,694 1,345 18,232 891
24/25 20,562 13,305 1,679 22,816 1,088
440
7 The above table reflects service provided in FY 2023-25. Actual service levels may be adjusted either up or down by the City depending on the availability of funds.
The population of the City of Lynwood is approximately 72,000 with approximately 9% of the population aged 65-years and older. Through this RFP, the City seeks to retain professional transportation services from the contractor that provides the highest level of service to senior citizens and persons with disabilities living in the City.
SCOPE OF WORK
SECTION II.
A. The party responding to this RFP (“ Proposer”, “Company” or “Contractor”) of must meet the following requirements:
1. Provide a minimum of two (2) vehicles in compliance with the requirements listed in Section II, Subsection C-1.
2. Provide qualified drivers to operate all vehicles. All drivers shall be licensed by the Department of Motor Vehicles and shall meet and abide by applicable laws, regulations, and guidelines for drivers of public transportation, including minimum wage requirements.
3. In addition to # 1 above, provide a minimum of two (2) vehicles equipped with a hydraulic lift to transport registrants in wheelchairs.
4. All vehicles, drivers and services provided under this program are required to comply with the California Vehicle Code, Americans with Disabilities Act, and all applicable laws, rules, regulations, and guidelines.
5. Contractor shall be available to provide demand responsive transportation services to seniors ages 6 5 and older and disabled residents Monday through Sunday, 24 hours a day, 7 days a week, inclusive of dispatch service, coordination of vehicle drivers, coding of transportation destinations, and statistical and clientele reports.
6. Service is to be provided within the City limits of Lynwood, and the following cities to medical destinations:
a) City of Downey & City of Bellflower Kaiser Hospital
b) City of Cudahy Kaiser Hospital
c) M artin Luther King Jr. Care Center
d) Downey Regional Medical Center -PHI
e) Any Medical Facility within the City of South Gate
f) City of Downey Rancho Los Amigos Hospital
The selected Co ntractor shall provide for all other requirements for the operation of Dial-a-Ride Services, including but not limited to: management, personnel, reservations and scheduling, dispatching, operations, maintenance, vehicles, fuel, insurance, record keeping and reporting, computer hardware, and administrative software, telecommunications equipment and system, and vehicles for driver relief and road supervision.
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8 B. Contract Term & Levels of Services
The term of the contract awarded pursuant to this RFP is intended to be for a two (2) year term, with an option to extend for three (3) one-year terms. The City nevertheless reserves the right to modify such term upon award of the contract. Additionally, the city will reserve the right to terminate services with or without cause before the end of the term.
The Contract shall be a firm-fixed price Contract with a Not-to-Exceed Total Amount.
Call Center – Service Hours
The hours of operation for the Dial-a-Ride Program should be available from 7:00 a.m. to 5:00 p.m., Monday through Friday and weekends from 8:00 a.m. to 5 :00 p.m. on Saturday and Sunday.
Annual Estimated Service Levels
The following information represents the City’s best estimate at this time and does not constitute any guarantee of vehicle service hours. This information is based upon historical data from the City’s existing service. Actual service levels may be adjusted either up or down by the City.
Table 2
The definition for Vehicle Service Hours is the number of hours estimated to provide the corresponding estimated number of trips excluding deadhead time to and from the yard, meal breaks, mechanical breakdowns, and time vehicle is down due to an accident.
C. Contractor Obligations. Contractor shall be responsible for:
1. Specific Requirements:
Vehicles: At minimum two (2) vehicles must have a minimum capacity of five (5 ) passengers. Vehicles shall be less than ten (10) years old, and shall not emit visible smoke or excessive noise. Vehicles shall be equipped with a two-way communication device equipment. The successful contractor shall be responsible for obtaining a licensed radio frequency on which to operate. Vehicles must be compliant with all applicable Federal, State, and City laws, rules, regulations, and guidelines. Vehicles Period Vehicle Service Hours Vehicle Revenue Mileage
Year 1 1,800 26,000
Year 2 1,900 27,500
Option Year 3 2,000 28,000
Option Year 4 2,100 28,500
Option Year 5 2,100 28,500
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9 shall be maintained in good working condition and subject to inspections by City staff at anytime.
Companies are encouraged to use alternative fuel (e.g. CNG, LPG, L/CNG, ELECTRICAL) whenever feasible.
Identification Card System: The current Contractor uses a swipe card system (EZ Transportation Card). Proposer may choose to continue similar swipe card system or propose other modern alternative systems. The card is used to identify the customer and generate billing for each trip. Each eligible resident who signs up to use the Dial- a-Ride demand response service shall have a uniquely numbered identification card bearing his/her name and photograph. The identification card will be used to pay for the service by swiping the card system in the vehicle’s mobile data terminal.
2. Personnel:
The Contractor shall be solely responsible for the provision and satis factory work performance of all of its employees and subcontractors collectively “personnel” . The Contractor is encouraged to solicit qualified personnel from within the City of Lynwood.
The City shall have the right to demand removal from service, for reasonable cause, any personnel furnished by the Contractor, throughout the term of this agreement.
Coverage of Dispatch Office: The Contractor's office shall provide the necessary personnel to ensure efficient and timely administration of reservations, scheduling, and dispatch of DAR trips during regular service hours on weekdays from 7:0 0 a.m. to 5:00 p.m. and 8:00 a.m. to 5:00 p.m. on weekends.
Project Manager: The named Project Manager will be the person in charge of all management and day-to-day operations of the Contractor. The Project Manager shall be available to City staff during regular business hours. The Project Manager must have a minimum of three years supervisory experience in public transportation operations or a related industry (at least one year being in a paratransit environment). The Project Manager will demonstrate, by decision and action, competency in all aspects of the City ’s ADA/Dial-a-Ride system. The Project Man ager must be knowledgeable about ADA rules, regulations and compliance. The Project Manager shall be assigned to general supervision, investigation and response to customer comments and complaints.
The Project Manager shall not be replaced without naming a replacement accepted by the City in writing and ensuring sufficient lead- time to prevent a gap in on- site management. Contractor shall submit a resume to the City for any proposed replacement candidate and an interview of the proposed replacement candidate may be required by the City.
Driver Qualifications: The Contractor shall furnish drivers who are at all times:
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10 a. Licensed to operate a vehicle in the State of California as well as maintain any other licenses required by applicable Federal, State or local regulations.
b. Alert, careful, courteous and competent in their driving habits. c. Neat and clean in appearance
d. Enrolled in the DMV Pull Notice P rogram, and shall meet the following criteria:
i. No more than three (3) moving violations during the five (5) year period preceding application for this program; and
ii. No more than one (1) moving violation within the twelve (12) month period preceding application for this program; this will continue to be monitored during each semi-annual review of the driving record; and
iii. No reckless driving violations shall be allowed; evidence of reckless driving violation shall be grounds for removal from this program; and
iv. Under no condition shall an applicant be accepted as a driver for this program if he or she has ever been convicted of a felony and/or he or she has ever been convicted of a drug or alcohol offense or had his or her license suspended due to a drug or alcohol offense and, if convicted after employment of such offense, shall be considered grounds for immediate dismissal from this program;
Testing and Driving Records: To the extent legally permissible, Contractor shall provide a program for drug testing of drivers and other personnel in a form reasonably acceptable to the City. Contractor shall have in place pre- employment and random testing procedures in full compliance with Federal drug- testing law (40 USC, Section 702, Drug-Free Workplace Act, 1988; 40 CFR, Part 29.600- 29.635, Subpart F.
Drug-Free Workplace).
Within the 30 days of approval of the contract and semi -annually during the term, Contractor shall submit to the City, updated listings of drivers employed to provide service to the City of Lynwood. In no event shall the Contractor employ any person as a driver who possesses a driving record with a citation for driving under the influence.
Training: All drivers shall receive initial and ongoing training in, at minimum the following:
• defensive driving
• emergency first-aid
• passenger assistance techniques, including operation of lift-equipment • general vehicle handling and safety
• passenger relations
"New Hire" training shall be no less than the minimum required by law and shall include both classroom and behind- the-wheel training. The City requires that drivers receive 444
11 at least 50% of their defensive driver training and the "hands on" portion of the sensitivity training prior to providing service in this program. All remaining new -hire driver training must be completed no more than thirty (30) days after any given driver begins providing service.
"Refresher" training is required for all drivers on an annual basis and may be addressed through routine safety meetings. Monthly safety meetings shall be conducted for all personnel associated within this contract to advise them of changes in procedure and to reinforce practices related to provision of quality service. The Contractor shall maintain records of new-hire training completion and safety meeting attendance.
Driver Responsibilities: In addition to their routine driving responsibilities, drivers shall, when requested by the City, hand out notices to passengers or otherwise render assistance in City's monitoring and marketing activities of the DAR service.
3. Fare and Tipping Policies:
Drivers shall not accept tips or other forms of gratuities. C ontractor shall develop a plan to ensure that this policy is adhered to, including conducting on- board sting investigations. C ontractor shall also have a policy that drivers will automatically be terminated for accepting tips.
D. City Obligations. The City shall be responsible to:
1. Administer the contract and for receiving and responding to program participant complaints
2. Designate hours of service and geographical boundaries of service
3. Set public fares for the service
4. Give prompt written notice to Contractor when Administrator (City’s Senior Services Manager or designee) observes or otherwise becomes aware of any deficiency in CONTRACTOR’S service
5. Participate in the marketing and outreach efforts to encourage senior use of the service
E. Invoicing
The Contractor shall submit a detailed invoice to the City on a monthly basis. The City shall remit payment within forty-five (45) days of receipt and approval of each invoice.
Without the Contractor’s timely submittal of the monthly reporting summaries , the monthly invoice will not be paid. The City may, at any time, conduct an audit of any and/or all records of the Contractor related to this service.
F. Records and Reports.
1. Accident Reporting and Follow-Up
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12 The following types of accidents/incidents shall be reported to the City immediately upon occurrence and a final written report submitted to the City by the Contractor within 24-hours:
a) Collisions between a vehicle and another vehicle, person or object b) Passenger accidents, including falls to vehicle passengers who are entering, occupying or exiting the vehicle
c) Disturbances, altercations, ejection, fainting, sickness, deaths or assaults to passengers or drivers
d) Vandalism to the vehicle while in service
e) Passenger complaints of injury or property damage or other circumstances likely to result in the filing of claims against the Contractor or City f) Any passenger, driver and service complaint that arises from an accident
The Contractor shall ensure proper follow up on any accidents or incidents, where appropriate, to ensure that any unresolved safety hazards or liability issues are addressed. The Contracted Operations Manager shall maintain reports and provide copies of reports and logs within 24 hours of demand by the Director of Recreation and Community Services Department.
2. Supervision - Customer Complaints/Comments
All customer complaints or comments related to any part of the DAR services performed under the contract that are received in Contractor’s office shall be fully documented and forwarded to City on an immediate basis. Contractor shall complete a City customer complaint form detailing the incident, investigation and resolution of the complaint. All complaints forwarded by City to Contractor shall be investigated and responded to within five (5) working days. The final decision regarding the validity of the co mplaint rests with City. City reserves the right to have the Contractor re- investigate and resolve complaints, and to conduct its own investigation if necessary.
3. Operations Reporting
On a monthly basis, Contractor shall prepare a Monthly Operating Report which shall be submitted to the City with the monthly invoice on or before the third business day of the following month. The Monthly Operating Report shall include, at a minimum, the following reports:
Operating Data:
Total Vehicle Hours by City
Total Vehicle Miles by City
Scheduled Trips
(to include late cancels/customer no-shows)
Total Trips by City
Total Passengers by City
No-Shows by City
Missed Trips
Average Ride Time
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13 All Trip Denials
Wheelchair/ADA passengers by City
Telecommunications:
Calls received
Calls answered (Number and % of total received)
Calls abandoned (Number and % of total received)
Maximum wait time for answered calls
Maximum wait time for abandoned calls
Average call time
Other Data:
Monthly roster of all personnel (including drivers’ seniority) Quarterly/annual reports of Drug and Alcohol Testing
All data collected by the Contractor shall be available upon request for audit and inspection by City.
4. Maintenance Reporting
All vehicles used in service to the City shall be maintained in safe, comfortable and clean working order. Contractor at its sole cost and expense, shall provide all repairs, parts, lubricants and supplies required for operation of vehicl es. Contractor shall ensure that adequate preventative maintenance is in place at reasonable intervals to prevent the need for major repairs. Contractor shall have the facilities and personnel to provide all routine and selected major repairs, although sub-contracts for bodywork or selected major repairs are acceptable. Maintenance records must be maintained and kept current.
All vehicle repair or maintenance work must be performed or approved by a certified vehicle mechanic. Contractor personnel must have the ability to repair or to procure service for accessory equipment such as, but not limited to, fare boxes, radios and lift equipment.
Safety Inspections: Vehicles failing the daily inspection shall not be used in service until the reason for failure is corrected. The City reserves the right to ensure that vehicles are properly maintained and in safe operating condition at all times. For passenger comfort, the heating and air -conditioning units of all vehicles must be maintained in proper working order.
Compliance with the Clean Air Act: Contractor shall comply with all Federal, State and its subdivisions, county and local pollution control laws and regulations applicable to the operation of the contractor’s transit fleet.
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14 INSTRUCTIONS TO POTENTIAL PROPOSERS
SECTION III.
A. Proposal Contents
For evaluation purposes, proposal submittals shall be organized as set forth below:
1. Cover Letter
The cover letter shall include the legal name and address of proposing company , name, title, telephone number, and email address of person legally authorized to enter into agreements on behalf of the company. The letter shall also provide a brief description of how the company plans to effectively provide transportation services in a manner that demonstrates the proposer’s understanding of the scope of work (no more than three (3) pages, single-spaced type). This description must include the number and kind of vehicles the company will use to transport the registrant population described in Section II (Scope of Work) and a statement that the company will meet all the expectations described in Section II, subsection C (Contractor Obligations).
2. Statement of Experience and Qualifications
Provide a narrative on the general overview of the Company ’s relevant experience in providing the scope of services being requested and of project(s) similar to this project in scope or size. (No more than 4 pages)
3. Cost Proposal
It is anticipated that the Agreement resulting from this solicitation, if awarded, will be a Firm Fixed Price Contract based on fixed unit prices for all services inclusive of vehicle operations, maintenance costs and call center labor and supply costs.
Contractor shall complete and submit Cost Propos al Form 2, and include a line-item budget that supports the amounts listed on the form.
4. Company’s Financial Condition and Audited Financial Statements
Provide a general description of the Company’s financial condition and identify any conditions (e.g., bankruptcy, pending litigation, planned office closures, impending merger, and potential labor disputes) that may impede Company’s ability to complete the project. Audited financial statement s from a C ertified Public Accountant shall be submitted. This statement should clearly identify the financial status and condition of the Company’ s immediate business entity, as well as that of the overall Company structure, if applicable; the date of this statement should cover a period of at least one (1) year and should be dated no more than twelve (12) months prior to the date of the proposal submission.
5. Resumes of Key Management Personnel
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15 All key personnel should be named, particularly that of the project manager. Resumes shall be provided for any of the Proposer's staff, or its consultants, who will be committed to spend a substantial portion of their overall job activities in connection with the provision of the services proposed. The proposed project manager shall have a minimum of three (3) years experience managing projects of a similar type.
6. Timeline
Provide a brief narrative of the Proposer’s timeline in assuming the transportation services upon award of the agreement and a brief narrative of the logistics involved in the transition.
7. References
Provide at least four (4) public agency references for past similar projects completed by proposer.
B. Deliverables
In order for a Contractor’s proposal to qualify for evaluation, the proposal must include documentation of the following:
1. List of all proposed vehicles including specifications and photographs. The list shall include the make and manufacturer of each vehicle, size, and type of fuel, the vehicle identification number and the license tag number.
2. Insurance Certifications
3. Maintenance Plan and Procedures: Identify and describe the facilities used for maintenance and provide maintenance logs of routine maintenance performed on the vehicles.
4. Provide copies of all available written policies and procedures, at a minimum, these policies should include: Drug and Alcohol Policy , Injury and Illness Prevention Program, and Personnel Practices and Policies . (Only one copy of each document should be included)
Proposers must complete the attached forms and include with submitted proposals:
Form 1 Checklist
Form 2 Cost Proposal
Form 3 Company’s Certification
Form 4 Company’s Organizational Chart
Form 5 Affidavit of Non-Collusion
C. Format
All proposals shall be prepared according to the following rules:
• Proposals should be typed single- spaced, with margins not less than one (1) inch on either side.
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16 • Proposals should be concise, as brief as possible, while responding in sufficient detail to the specific technical, administrative and other topics indicated. • Unnecessary promotional material should not be included. • Pages shall be numbered consecutively.
D. Service
Operating Hours: Shall be available Monday through Sunday, 24 hours a day, 7 days a week
GENERAL INFORMATON
SECTION IV.
A. Cost of Proposal Preparation. This RFP does not commit the City to the award of a contract or to pay any costs incurred by a proposer offering professional transportation services in the preparation of their proposal or related costs. Proposers assume all costs associated with the preparation of their bid proposals, negotiating with the City any matter related to this proposal, or any oral presentations that may be necessary or required by proposer prior to date of award.
B. Understanding RFP. It is the responsibility of each pr oposer to inquire about any criteria, condition, term, provision, or requirement of the RFP, or the sample draft professional services agreement, that the proposer does not understand. Responses to inquiries, if they significantly change or clarify the RFP requirements, or any aspect of the procurement process, will be forwarded by addendum to all Proposers. The City will not be bound by any oral responses to inquiries.
C. Proposal Evaluation and Award . Each of the proposals received will be evaluated for compliance with the requirements stated in this RFP. Failure to meet these requirements will be cause for eliminating the Contractor f rom further consideration.
The City shall not be liable in any way for any cost incurred by an offer or in the preparation of its proposal in response to this RFP, nor for obtaining any insurance Certificate and/or Surety Bond.
The City reserves the right to reject any and all proposals, to waive any technicalities, informalities and irregularities, to accept or reject all parts of this proposal, to be the sole judge of the suitability of the proposals offered, to negotiate directly with one or more vendors, award a contract to more than one vendor, to vary the terms of the approved proposal, and to award a contract to a qualified vendor, irrespective of whether such vendor provides the lowest bid.
In addition, negotiations may or may not be conducted with Vendors; therefore, the proposal submitted should contain Vendor’s most favorable terms and 450
17 conditions, since the selection and award may be made without discussion with any Vendor.
Evaluation of the proposals will be made by a panel of appropriate management staff. In addition to evaluation of written proposals, oral interviews may be requested. The eventual recommendation will be made by the City Manager and the contract will be reviewed and approved by the City Council.
Proposals will be evaluated generally on the following criteria, which is neither weighted nor prioritized:
1. Quality of the proposal in terms of completeness and responsiveness to the RFP;
2. Cost and competitiveness with other offers received;
3. Efficiency and experience in providing similar services;
4. Qualifications of project staff, particularly key personnel and especially the Project Manager; key personnel’s level of involvement in performing related work cited in “Personnel” Section II;
5. Proposed overall operations plan, including, but not limited to (a) level of service, (b) number and qualifications of employees, (c) effective use of personnel, (d) vehicles, including number of vehicles proposed, type, make, model, year, and condition, and (e) storage and maintenance facility;
6. Customer service standards, personnel rules and training standards, emergency response and reporting procedures, employee drug testing standards, and employee performance, surveillance, and misconduct protocols and procedures;
Further, the City of Lynwood reserves the right to modify the RFP schedule described in the following table.
Activity Date
RFP Issued Tuesday, February 24, 2026
Pre-Proposal Meeting Tuesday, March 17, 2026 @ 10 a.m.
Last Date for Questions & Clarifications Thursday, April 2, 2026 due by 12:00 p.m.
Responses out to Questions & Clarifications Thursday, April 9, 2026 Proposal Due Date Wednesday, May 6, 2026 By 3:00 p.m.
City Council Award of Contract Tuesday, June 9, 2026
Start Date of New Contract Wednesday, July 1, 2026
GENERAL TERMS AND CONDITIONS
SECTION V.
A. Professional Services Agreement. In the event the City accepts a Contractor’s proposal, a professional services agreement (the “Agreement”) will be awarded to the successful Contractor who has submitted a proposal deemed to be in 451
18 the City’s best interest. However, the City reserves the right to negotiate the final terms and conditions of the Agreement. The terms and conditions negotiated with the Contractor are subject to final approval by the City Attorney and the City Council. The sample draft professional services agreement, attached hereto as Exhibit “A”, must be agreed to and signed by the Contractor who is awarded the contract under this RFP.
The draft professional services agreement attached hereto is, however, subject to modification prior to award.
The City reserves the right to order a decrease or increase in the level of service.
B. Contract Administration. All contracts awarded pursuant to this RFP for the provision of ADA/Dial- a-Ride senior transportation services within the City shall be administered by the City Manager, or his designee.
C. Contract Extension. The contract(s) awarded pursuant to this RFP may, at the sole discretion of the City, be extended. With mutual written agreement of the parties, the Agreement may be extended for up to an additional ( 3) years. Successful past performance during the initial contract period will be a critical factor in the decision to grant an extension. The City’s decision to either grant or deny a contract extension(s) shall be final. At the end of the initial contract term, or contract extension term(s), if granted, all contract(s) awarded pursuant to this RFP shall automatically terminate. Contract extensions are, however, contingent upon the continued availability of adequate City funding.
Termination. City may terminate the Agreement at any time, at its sole discretion with or without cause. Unless expressly agreed upon in writing by the City, the City shall not be obligated to pay for any services rendered nor any costs or expenses paid or incurred after the date of termination. The effective date of termination shall be upon the date specified in the written Notice of Termination.
D. Insurance. Upon execution of the Agreement, Contractor must provide, to the satisfaction of the City, both (a) certificates of insurance and (b) endorsements evidencing the policy or policies of insurance in the types and amounts fulfilling the requirements set for th in the sample draft services agreement (attached hereto as Exhibit “A”).
E. Assignment. Contractor may not delegate or assign their rights or otherwise transfer their obligations, in whole or in part, under the Agreement to any other person or entity without the prior written consent of the City. Any such assignment without the prior writt en consent of the City shall be void and the attempted assignment shall constitute breach of the contract.
F. Audits and Inspections.
1. Business Office. At any time during normal business hours, and as often as may reasonably be deemed necessary by the City, the City may observe and inspect the Contractor’s business office, and the Contractor(s) must make promptly available to the City for its examination all Contractor records that pertain to 452
19 performance of the Agreement. The City may audit, examine, and copy any and all Contractor records pertaining to its performance of the Agreement, including but not limited to, personnel records, daily logs, safety records, vehicle maintenance records, employee training and emergency response procedures, conditions of employment, and all other data. The City’s right to inspect the Contractor’s business office and any and all records pertaining to its performance of the Agreement will be restricted to normal business hours and reasonable notice shall be given to Contractor(s) in advance of such inspection.
2. Facilities/Vehicles. The City may, at any time and without prior notice, observe and inspect Contractor vehicles, dispatch center, maintenance facilities, personnel, and/or any post location(s). City employees may be assigned to ride as observers on any Contractor vehicle at any time provided that in exercising this right to inspect and observe, City employees will conduct themselves in a professional and courteous manner, shall not interfere in any way with Contractor’s employees in the performance of their duties, and shall at all times be respectful of Contractor’s employer-employee relationships.
G. Cooperation. The Contractor(s) must cooperate with the City and take all actions necessary to ensure that all terms and conditions, and required performance levels, set forth in the Contract Documents are satisfied at all times throughout the term of the Agreement.
H. Non-Collusion Certificate. Each Contractor must execute and submit with each proposal the Non-Collusion Certificate, which is attached hereto as Exhibit D. If there is reason to believe that collusion exists among Contractor, all proposals submitted will be rejected and none of t he participants in such collusion will be considered in any future RFP.
I. Independent Contractor. Both parties in the performance of the Agreement shall be acting in an independent capacity and not as agents, employees, partners, or joint ventures with one another. Contractor and its employees are not employees of the City and are not entitled to any of the rights, benefits, or privileges of City employees, including, but not limited to, medical, unemployment, or workers’ compensation insurance.
J. Compliance with Laws. All services provided by the Contractor pursuant to the Contract Documents must be rendered in full compliance with all applicable Federal, State, and local laws, rules, statutes, and regulations, including the Americans with Disabilities Act. It will be the Contractor’s sole res ponsibility to determine which Federal, State, and local laws, rules, statutes, and regulations apply to the services to be performed pursuant to the Contract Documents, and to maintain compliance with such laws at all times throughout the term of the Agreement.
K. Responsibility. It shall be the responsibility of the Contractor(s) to provide all equipment, to satisfy all terms and conditions set forth in the Contract Documents, and to perform all required duties and responsibilities expressed in the Contract Documents at all times during the term of the Agreement.
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20 L. Insolvency. The Contractor shall not, without the prior written consent of the City, suffer either the appointment of a receiver to take possession of all, or substantially all of the assets of Contractor, or make a general assignment of such assets for the benefit of creditors. Any such action taken or suffered by Contractor under any insolvency or bankruptcy proceeding constitutes a breach of contract by Contractor(s), and all property assigned by the City for safe care shall be "released" to another assigned service provider, as specified by the City Manager.
M. Discrimination. The Contractor(s) shall not discriminate in the hiring of employees, employment of subcontractors, or the provision of services on the basis of race, religion, color, age, disability, sex, sexual orientation, marital status, or national origin.
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21 SAMPLE AGREEMENT
PROFESSIONAL SERVICES AGREEMENT
This agreement (“Agreement”) is made as of [Insert month and date] ____, [Insert Year] by and between the City of Lynwood, a municipal corporation ("City") and_______________ (“Consultant”). City and Consultant are sometimes hereinafter individually referred to as a “Party” and collectively referred to as the “Parties.”
R E C I T A L S
WHEREAS, City desires to utilize the services of Consultant as an independent contractor to [insert brief description of work] as set forth in the Scope of Services attached hereto as Exhibit A; and
WHEREAS, Consultant represents that it is fully qualified to perform such consulting services by virtue of its experience and the training, education and expertise of its principals and employees.
NOW, THEREFORE, in consideration of performance by the parties of the covenants and conditions herein contained, the parties hereto agree as follows:
1. Company's Scope of Services. The nature and scope of the specific services to be performed by Consultant are as described in Exhibit A.
2. Term of Agreement. This Agreement shall commence on [Insert month and date], [Insert year] (the “Commencement Date”) and shall remain and continue in effect until tasks described in Exhibit A are completed, but in no event later than [Insert Date], unless sooner terminated pursuant to the provisions of this Agreement.
3. Compensation.
A. City agrees to compensate Consultant for services under this Agreement in compliance with the schedule set forth in Exhibit A. Consultant shall submit proper monthly invoices in the form and manner specified by City. Each invoice shall include a monthly breakdown of all monthly services performed together with the hours spent on each service. Consultant shall maintain appropriate and necessary documentation supporting the monthly invoices detailing the type of service provided. It shall be available for review by the City at all reasonable times upon request.
B. Total payment to Consultant pursuant to this Agreement shall not exceed ______________________________.
C. If at the request of the City, Consultant is required to incur out of pocket expenses (including but not limited to, out-of-town travel and lodging) which are above and beyond the ordinary expenses associated with performance of this Agreement, Consultant shall be entitled to reimbursement of such expenses. Consultant shall only 455
22 be reimbursed for those expenses which: (I) appear on Consultant’s monthly invoices; (II) are accompanied by a copy of the City’s written authorization for Consultant to incur such expenses; and (III) receipts documenting such expenses.
4. General Terms and Conditions. The General Terms and Conditions set forth in Exhibit B are incorporated as part of this Agreement. In the event of any inconsistency between the General Terms and Conditions and any other exhibit to this Agreement, the General Terms and Conditions shall control unless it is clear from the context that both parties intend the provisions of the other exhibit(s) to control.
5. Addresses.
City of Lynwood
City of Lynwood
11330 Bullis Road
Lynwood, CA 90262
Attn: Suja Lowenthal, City Manager
Consultant
[Insert Selected Consulting Firm]
Attn: [Insert Contact Name]
6. Exhibits. All exhibits referred to in this Agreement are listed here and are incorporated and made part of this Agreement by this reference.
Exhibit A – Scope of Services and Compensation Schedule Exhibit B – General Terms and Conditions
SIGNATURES ON FOLLOWING PAGE
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23 IN WITNESS WHEREOF, the parties have executed this Agreement as of the dates written below.
CITY
CITY OF LYNWOOD
By: ______________________________ ______________________ Gabriela Camacho, Mayor Date
CONSULTANT
[Insert Consultant Name]
By: _______________________________ ________________________ [Insert Consultant Name] Date
ATTEST:
By: ______________________________ ________________________ Maria Quinonez, City Clerk Date
APPROVED AS TO FORM:
By: ______________________________ ________________________ Noel Tapia, City Attorney Date
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24 EXHIBIT A
SCOPE OF WORK
458
26 EXHIBIT B
GENERAL TERMS AND CONDITIONS
1. Status as Independent Contractor.
A. Consultant is, and shall at all times remain as to City, a wholly independent contractor. Consultant shall have no power to incur any debt, obligation, or liability on behalf of the City of Lynwood or otherwise act on behalf of Lynwood as an agent. Neither the City of Lynwood nor any of its agents shall have control over the conduct of Consultant or any of Consultant’s employees, except as set forth in this Agreement. Consultant shall not, at any time, or in any manner, represent that it or any of its agents or employees are in any manner agents or employees of the City of Lynwood.
B. Consultant agrees to pay all required taxes on amounts paid to Consultant under this Agreement, and to indemnify and hold City harmless from any and all taxes, assessments, penalties, and interests asserted against City by reason of the independent Consultant relationship created by this Agreement. In the event that City is audited by any Federal or State agency regarding the independent status of Consultant and the audit in any way fails to sustain the validity of a wholly independent Consultant relationship between City and Consultant, then Consultant agrees to reimburse City for all costs, including accounting and attorney's fees, arising out of such audit and any appeals relating thereto.
C. Consultant shall fully comply with the workers' compensation law regarding Consultant and Consultant’s employees. Consultant further agrees to indemnify and hold City harmless from any failure of Consultant to comply with applicable worker's compensation laws. City shall have the right to offset against the amount of any fees due to Consultant under this Agreement any amount due to City from Consultant as a result of Consultant’s failure to promptly pay to City any reimbursement or indemnification arising under this Section 1.
D. Consultant represents to the City, and City relies on Consultant’s representations, that Consultant shall serve solely in the capacity of an independent contractor to the City. Neither the City nor any of its agents will have control over the conduct of Consultant or any of Consultant’s employees, except as otherwise set forth in the Agreement. Consultant may not, at any time or in any manner, represent that it or any of its agents or employees are in any manner agents or employees of the City. The City has no duty, obligation, or responsibility to the Consultant’s agents or employees, including the Affordable Care Act coverage requirements. Consultant is solely responsible for any tax penalties associated with the failure to offer affordable coverage to its agents and employees under the Affordable Care Act with respect to Consultant’s agents and employees. Consultant warrants and represents that the City will not be responsible and will not be held liable for issues related to Consultant’s status as an independent contractor, including Consultant’s failure to comply with Consultant’s duties, obligations, and responsibilities under the Affordable Care Act. Consultant 459
27 further agrees to defend, indemnify, and hold the City harmless for any and all taxes, claims, and penalties against the City related to Consultant’s obligations under the Affordable Care Act.
2. Standard of Performance
Consultant shall perform all work to the highest professional standards and in a manner reasonably satisfactory to the City Manager or his/her designee. No additional or different tasks or services shall be performed by Consultant other than those specified in Exhibit A.
3. Indemnification.
A. Consultant is skilled in the professional calling necessary to perform the services and duties agreed to be performed under this Agreement, and City is relying upon the skill and knowledge of Consultant to perform said services and duties.
B. City and its respective elected and appointed boards, officials, officers, agents, employees and volunteers (individually and collectively, "Indemnities") shall have no liability to Consultant or any other person for, and Consultant shall indemnify, defend, protect and hold harmless Indemnities from and against, any and all liabilities, claims, actions, causes of action, proceedings, suits, damages, judgments, liens, levies, costs and expenses of whatever nature, including reasonable attorneys' fees and disbursements (collectively "Claims"), which Indemnities may suffer or incur or to which Indemnities may become subject by reason of or arising out of any injury to or death of any person(s), damage to property, loss of use of property, economic loss or other loss occurring as a result of or allegedly caused by Consultant’s performance of or failure to perform any services under this Agreement or by the negligent or willful acts or omissions of Consultant, its agents, officers, directors, subcontractor, sub consultant or employees, committed in performing any of the services under this Agreement.
Notwithstanding the foregoing, the provisions of this subsection shall not apply to Claims occurring as a result of the City’s sole negligence or willful acts or omissions.
C. Consultant agrees to obtain executed indemnity agreements with provisions identical to those set forth in this Section from each and every subcontractor, sub consultant or any other person or entity involved by, for, with or on behalf of Consultant in the performance of this Agreement. In the event Consultant fails to obtain such indemnity obligations from others as required in this Section, Consultant agrees to be fully responsible according to the terms of this Section. Failure of the City to monitor compliance with these requirements imposes no additional obligations on City and will in no way serve as a waiver of any rights hereunder. This obligation to indemnify and defend Indemnities as set forth herein shall survive the termination of this Agreement and is in addition to any rights which City may have under the law. This indemnity is effective without reference to the existence or applicability of any insurance coverage which may have been required under this Agreement or any additional insured endorsements which may extend to City.
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28 4. Insurance.
A. Without limiting Consultant’s indemnification of Indemnities pursuant to Section 3 of this Agreement, Consultant shall obtain and provide and maintain at its own expense during the term of this Agreement the types and amounts of insurance as described below:
(I) Consultant shall maintain Commercial General Liability Insurance with coverage at least as broad as Insurance Services Office Commercial General Liability Form CG 00 01 in an amount not less than $1,000,000 per occurrence, $2,000,000 general aggregate, for bodily injury, personal injury, and property damage. Defense costs must be paid in addition to limits. There shall be no cross liability exclusion for claims or suits by one insured against another. The policy must include contractual liability that has not been amended. Any endorsement restricting standard ISO “insured contract” language will not be accepted.
(II) Consultant shall maintain Business Auto Coverage on ISO Business Auto Coverage Form CA 00 01 covering bodily injury and property damage for all activities of the Consultant arising out of or in connection with Work to be performed under this Agreement, including coverage for any owned, hired, non-owned or rented vehicles, in an amount not less than $1,000,000 combined single limit for each accident.
(III) Consultant shall maintain Workers’ Compensation Insurance (Statutory Limits) and Employer’s Liability Insurance with on a state approved policy form providing statutory benefits as required by law with employer’s liability limits no less than $1,000,000 per accident for all covered losses;
(IV) Consultant shall maintain Professional Liability or Errors and Omissions Insurance that covers the services to be performed in connection with this Agreement, in the minimum amount of $1,000,000 per claim and in the aggregate.
Any policy inception date, continuity date, or retroactive date must be before the effective date of this Agreement and Consultant agrees to maintain continuous coverage through a period no less than three (3) years after completion of the services required by this Agreement.
B. City, its officers, officials, employees and volunteers shall be named as additional insureds on the policy(ies) as to commercial general liability and automotive liability.
C. All insurance policies shall be issued by an insurance company currently authorized by the Insurance Commissioner to transact business of insurance or is on the List of Approved Surplus Line Insurers in the State of California, with an assigned policyholders’ Rating of A- (or higher) and Financial Size Category Class VI (or larger) in accordance with the latest edition of Best’s Key Rating Guide, unless otherwise approved by the City’s Risk Manager.
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29 D. All insurance policies shall provide that the insurance coverage shall not be non-renewed, canceled, reduced, or otherwise modified (except through the addition of additional insureds to the policy) by the insurance carrier without the insurance carrier giving City thirty (30) days' prior written notice thereof. Any such thirty (30) day notice shall be submitted to CITY via certified mail, return receipt requested, addressed to “Director of Human Resources & Risk Management,” City of Lynwood, 11330 Bullis Road, Lynwood, California, 90262. Consultant agrees that it will not cancel, reduce or otherwise modify said insurance coverage.
E. Consultant shall submit to City (I) insurance certificates indicating compliance with the minimum worker's compensation insurance requirements above, and (II) insurance policy endorsements indicating compliance with all other minimum insurance requirements above, not less than one (1) day prior to beginning of performance under this Agreement. Endorsements shall be executed on City’s appropriate standard forms entitled "Additional Insured Endorsement".
F. Consultant’s insurance shall be primary as respects the City, its officers, officials, employees and volunteers. Any insurance or self-insurance maintained by the City, its officers, officials, employees and volunteers shall be excess of Consultant’s insurance and shall not contribute with it.
G. Consultant agrees that if it does not keep the aforesaid insurance in full force and effect, and such insurance is available at a reasonable cost. City may take out the necessary insurance and pay the premium thereon, and the repayment thereof shall be deemed an obligation of Consultant’s and the cost of such insurance may be deducted, at the option of City, from payments due Consultant.
5. Release of Information/Confidentiality.
A. Consultant in the course of its duties may have access to confidential data of City, private individuals, or employees of the City. Consultant covenants that all data, documents, discussion, or other information developed or received by Consultant or provided for performance of this Agreement are deemed confidential and shall not be disclosed by Consultant without written authorization by City. City shall grant such authorization if disclosure is required by law. All City data shall be returned to City upon the termination of this Agreement. Consultant, its officers, employees, agents, or subconsultants, shall not without written authorization from the City Manager, voluntarily provide declarations, letters of support, testimony at depositions, response to interrogatories, or other information concerning the work performed under this Agreement or relating to any project or property located within the City. Response to a subpoena or court order shall not be considered "voluntary" provided Consultant gives City notice of such court order or subpoena. Consultant’s covenant under this section shall survive the termination of this Agreement.
B. Consultant shall promptly notify City should Consultant, its officers, employees, agents, or subconsultants be served with any summons, complaint, 462
30 subpoena, notice of deposition, request for documents, interrogatories, request for admissions, or other discovery request, court order, or subpoena from any person or party regarding this Agreement and the work performed thereunder. City retains the right, but has no obligation, to represent Consultant and/or be present at any deposition, hearing, or similar proceeding. Consultant agrees to cooperate fully with City and to provide the opportunity to review any response to discovery requests provided by Consultant.
However, City's right to review any such response does not imply or mean the right by City to control, direct, or rewrite said response
6. Ownership of Work Product.
A. Consultant shall maintain complete and accurate records with respect to sales, costs, expenses, receipts, and other such information required by the City that relate to the performance of services under this Agreement. Consultant shall maintain adequate records of services provided in sufficient detail to permit an evaluation of services. All such records shall be maintained in accordance with generally accepted accounting principles and shall be clearly identified and readily accessible. Consultant shall provide free access to the representatives of the City or its designees at reasonable times to such books and records; shall give the City the right to examine and audit said books and records; shall permit the City to make transcripts therefrom as necessary; and shall allow inspection of all work, data, documents, proceedings, and activities related to this Agreement. Such records, together with supporting documents, shall be maintained for a period of three (3) years after receipt of final payment.
B. Upon completion of, or in the event of termination or suspension of this Agreement, all original documents, designs, drawings, maps, models, computer files, surveys, notes, and other documents prepared in the course of providing the services to be performed pursuant to this Agreement shall become the sole property of the City and may be used, reused, or otherwise disposed of by the City without the permission of the Consultant. With respect to computer files, Consultant shall make available to the City, at the Consultant's office and upon reasonable written request by the City, the necessary computer software and hardware for purposes of accessing, compiling, transferring, and printing computer files.
7. Conflict of Interest.
A. Consultant covenants that it presently has no interest and shall not acquire any interest, direct or indirect, which may be affected by the services to be performed by Consultant under this Agreement, or which would conflict in any manner with the performance of its services hereunder. Consultant further covenants that, in performance of this Agreement, no person having any such interest shall be employed by it.
Furthermore, Consultant shall avoid the appearance of having any interest which would conflict in any manner with the performance of its services pursuant to this Agreement.
B. Consultant covenants not to give or receive any compensation, monetary or otherwise, to or from the ultimate vendor(s) of services to City as a result of the 463
31 performance of this Agreement, or the services that may be procured by the City as a result of the recommendations made by Consultant’s covenants under this section shall survive the termination of this Agreement.
8. Termination. Notwithstanding any other provision, this Agreement may be duly terminated at any time by the City at its sole discretion with or without cause by serving upon the consultant at least ten (10) days prior written notice (“Notice of Termination”).
Upon receipt of said notice, the Consultant shall immediately cease all work under this Agreement, unless the notice provides otherwise. Unless expressly agreed upon in writing by the City, the City shall not be obligated to pay for any services rendered nor any costs or expenses paid or incurred after the date of termination. The effective date of termination shall be upon the date specified in the written Notice of Termination. Consultant agrees that in the event of such termination, Consultant must refund the City its prorated share, except for services satisfactorily rendered prior to the effective date of termination.
Immediately upon receiving written Notice of Termination, Consultant shall discontinue performing services, preserve the product of the services and upon payment for services, turn over to City the product of the services in accordance with written instructions of City.
In the event this Agreement is terminated pursuant to this Section, the City shall pay to Consultant the actual value of the work performed up to the time of termination, provided that the work performed is of value to the City. Upon termination of the Agreement pursuant to this Section, the Consultant will submit an invoice to the City.
9. Personnel. Consultant represents that it has, or will secure at its own expense, all personnel required to perform the services under this Agreement. All of the services required under this Agreement will be performed by Consultant or under its supervision, and all personnel engaged in the work shall be qualified to perform such services.
Consultant reserves the right to determine the assignment of its own employees to the performance of Consultant’s services under this Agreement, but City reserves the right, for good cause, to require Consultant to exclude any employee from performing services on City's premises.
10. Non-Discrimination and Equal Employment Opportunity.
A. Consultant shall not discriminate as to race, color, creed, religion, sex, marital status, national origin, ancestry, age, physical or mental handicap, medical condition, or sexual orientation, in the performance of its services and duties pursuant to this Agreement, and will comply with all rules and regulations of City relating thereto. Such nondiscrimination shall include but not be limited to the following: employment, upgrading, demotion, transfers, recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship.
B. Consultant will, in all solicitations or advertisements for employees placed by or on behalf of Consultant state either that it is an equal opportunity employer or that all qualified applicants will receive consideration for employment without regard to race, color, 464
32 creed, religion, sex, marital status, national origin, ancestry, age, physical or mental handicap, medical condition, or sexual orientation.
C. Consultant will cause the foregoing provisions to be inserted in all subcontracts for any work covered by this Agreement except contracts or subcontracts for standard commercial supplies or raw materials.
11. Assignment. Consultant shall not assign or transfer any interest in this Agreement nor the performance of any of Consultant obligations hereunder, without the prior written consent of City, and any attempt by Consultant to assign this Agreement or any rights, duties, or obligations arising hereunder shall be void and of no effect.
12. Performance Evaluation. For any Agreement in effect for twelve months or longer, the City Manager may require a written annual administrative performance evaluation within ninety (90) days of the first anniversary of the effective date of this Agreement, and each year thereafter throughout the term of this Agreement. The work product required by this Agreement shall be utilized as the basis for review, and any comments or complaints received by City during the review period, either orally or in writing, shall be considered. City shall meet with Consultant prior to preparing the written report. If any noncompliance with the Agreement is found, City may direct Consultant to correct the inadequacies, or, in the alternative, may terminate this Agreement as provided herein.
13. Compliance with Laws. Consultant shall keep itself informed of State, Federal and Local laws, ordinances, codes and regulations which in any manner affect those employed by it or in any way affect the performance of its service pursuant to this Agreement. Consultant shall at all times comply with such laws, ordinances, codes and regulations. The City, its officers and employees shall not be liable at law or in equity occasioned by failure of Consultant to comply with this Section.
14. Licenses. At all times during the term of this Agreement, Consultant shall have in full force and effect all licenses (including a City business license) required of it by law for performance of the services hereunder.
15. Non-Waiver of Terms, Rights and Remedies. Waiver by either party of any one or more of the conditions of performance under this Agreement shall not be a waiver of any other condition of performance under this Agreement. In no event shall the making by City of any payment to Consultant constitute or be construed as a waiver by City of any breach of covenant, or any default which may then exist on the part of Consultant, and the making of any such payment by City shall in no way impair or prejudice any right or remedy available to City with regard to such breach or default.
16. Attorney's Fees. In the event that either party to this Agreement shall commence any legal or equitable action or proceeding to enforce or interpret the provisions of this Agreement, the prevailing party in such action or proceeding shall be entitled to recover its 465
33 costs of suit, including reasonable attorney's fees and costs, including costs of expert witnesses and Consultant.
17. Notices. Any notices, bills, invoices, or reports required by this Agreement shall be deemed received on (a) the day of delivery if delivered by hand during Consultant regular business hours or by facsimile before or during Consultant regular business hours; or (b) on the third business day following deposit in the United States mail, postage prepaid, to the addresses heretofore set forth in the Agreement, or to such other addresses as the parties may, from time to time, designate in writing pursuant to the provisions of this section.
18. Governing Law. This Agreement shall be construed and interpreted both as to validity and to performance of the Parties in accordance with the laws of the State of California. Legal actions concerning any dispute, claim or matter arising out of or in relation to this Agreement shall be instituted in the Superior Court of the County of Los Angeles, State of California. However, the Parties may agree to submit any dispute to non-binding arbitration.
19. Counterparts. This Agreement may be executed in any number of counterparts, each of which shall be deemed to be the original, and all of which together shall constitute one and the same instrument.
20. Severability. If any provision or any part of any provision of this Agreement is found to be invalid or unenforceable, the balance of this Agreement shall remain in full force and effect.
21. Entire Agreement. This Agreement, and any other documents incorporated herein by specific reference, represents the entire and integrated agreement between Consultant and City. This Agreement supersedes all prior oral or written negotiations, representations or agreements. This Agreement may not be amended, nor any provision or breach hereof waived, except in a writing signed by the Parties which expressly refers to this Agreement.
Amendments on behalf of the City will only be valid if signed by the Mayor and attested by the City Clerk.
22. Authority. The person or persons executing this Agreement on behalf of Consultant warrants and represents that he/she has the authority to execute this Agreement on behalf of Consultant and has the authority to bind Consultant to the performance of its obligations hereunder.
23. Force Majeure. A Party’s performance of any obligation under this Agreement shall be suspended if, and to the extent that, the Party is unable to perform because of any event of Force Majeure. In any such event, the Party unable to perform shall be required to resume performance of its obligations under this Agreement upon the termination of the event or cause that excused performance hereunder. “Force Majeure” herein means an event which is beyond the reasonable control of a Party, including without limitation, (a) acts of God including flood, fire, earthquake, hurricane or 466
34 explosion, pandemic; (b) war, invasion, hostilities (whether war is declared or not), terrorist threats or acts, riot or other civil unrest; (c) government order or law that prevents either Party from performing its obligations as set forth in this Agreement; (d) actions, embargoes or blockades in effect on or after the date of this Agreement; (e) action by any governmental authority that prevents either Party from performing its obligations as set forth in this Agreement; (f) national or regional emergency; (g) strikes, labor stoppages or slowdowns or other industrial disturbances, other than those involving the affected parties employees; (h) shortage of adequate power or transportation facilities.
Neither Party shall be liable for any delay or default in, or failure of, performance resulting from or arising out of any Force Majeure event, and no such delay, default in, or failure of performance shall constitute a breach by either Party hereunder. Where a Force Majeure event gives rise to a failure or delay in either Party performing its obligations under this Agreement (other than obligations to make payment), those obligations will be suspended for the duration of the Force Majeure event. A Party who becomes aware of a Force Majeure event which gives rise to, or which is likely to give rise to, any failure or delay in performing its obligations under this Agreement, will forthwith notify the other and inform the other of the period for which it is estimated that such failure or delay will continue. The affected Party shall take reasonable steps to mitigate the effects of the Force Majeure event.
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35 FORM 1
CHECKLIST
REQUEST FOR PROPOSALS FOR
ADA/Dial-a-Ride Services and Call Center Services
SUBMIT THIS PROPOSER’S CHECKLIST WITH YOUR PROPOSAL DOCUMENTS.
Proposer shall complete and submit all documents marked with an “ Υ” in the “REQUIRED” column for bids to be responsive. Documents required on the checklist but not included may render your proposal nonresponsive.
REQUIRED DOCUMENTS
Υ 1. FORM 1 RFP SUBMITTAL INSTRUCTIONS
1) Cover Letter
2) Table of Contents
3) Statement of Experience & Qualifications
4) Cost of Proposal
5) Company’s Financial Condition
6) Resumes of Key Management Personnel
7) Timeline
8) References
Y 2. FORM 2 COST PROPOSAL
Υ 3. FORM 3 COMPANY’S CERTFICATE
Y 4. FORM 4 ORGANIZATIONAL CHART
Y 5. FORM 5 NON-COLLUSION AFFIDAVIT
SUBMITTED BY:
Name of Company__________________ Contact Name
Address
Phone No._______________________ E-Mail
468
36 FORM 2
COST PROPOSAL
The City’s intention is to award a Fixed Unit Rate price contract with a Not-to-Exceed Total Amount.
Include a line budget that supports the amounts listed above. (A sample budget is included in this packet.)
1. Fixed Monthly Rate will be based upon the estimated number of Vehicle Revenue Hours and City established hours of operation (see Sec. II – B, Annual Estimated Service Levels, page 8) and shall be calculated to include all associated costs (vehicle and call center operation) including administrative fee.
2. Vehicle Revenue Hours (variable): the time a vehicle is available for passenger transport from the time it arrives at the first passenger pick -up location and ends at the last passenger drop- off, excluding any meals, breaks, mechanical breakdowns, and time a vehicle is down due to an accident. This rate will only include costs directly associated with estimated number of revenue hours and corresponding level of vehicle operation, maintenance costs, associated call center labor costs including administrative fee.
Annual Cost (Based on Fixed Costs
and Revenue Services Hours)
Projected Annual Vehicle
Revenue Hours (VRH)
Total Annual
Cost
Total Cost for Year One Based on:
$ Fixed per month based on
$ per Vehicle Revenue Hour
1,800 (VRH)
$
Total Cost for Year Two Based on:
$ Fixed per month based on
$ per Vehicle Revenue Hour
1,900 (VRH)
$
Total Cost for Year Three Based on:
$ Fixed per month based on
$ per Vehicle Revenue Hour
2,000 (VRH)
$
Total Cost for Option Year Four Based on:
$ Fixed per month based on
$ per Vehicle Revenue Hour
2,100 (VRH)
$
Total Cost for Option Year Five Based on:
$ Fixed per month based on
$ per Vehicle Revenue Hour
2,100 (VRH)
$
Total Costs All Years (sum years 1-5) $
PROPOSER NAME AND TITLE PROPOSER SIGNATURE
NAME OF COMPANY
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37 FORM 2 (Continued)
SAMPLE LINE ITEM BUGET
Description Revenue Svcs.
Hourly Rate
Year 1
Cost
Year 2
Cost
Option
Year 3
Cost
Option
Year 4
Cost
Option
Year 5
Cost
A. Labor, Salaries and Wages
Management Salaries
Clerical Salaries
Dispatch Salaries
Maintenance Salaries
Drive Wages
Subtotal Labor Wages
B. Benefits
Payroll Taxes
Health Insurance
Subtotal Benefits
C. Insurance Costs
Property Damage
Workers’ Compensation Insurance
Subtotal Insurance Costs
D. Facilities
Lease or Amortization
Property Maintenance
Utilities
Telephone
Security
Subtotal Facility Costs
E. Vehicle Costs
Vehicle Licensing and Registration
Sales Tax Occupation/Operating Lic.
Fuel (use baseline $4.67/gallon)
Maintenance
Subtotal Vehicle Costs
F. Training and Other Costs
Radio Maintenance
Supplies Office/Misc.
Recruitment
Uniforms
Training
Subtotal Training and other Costs
G. Subtotal Start-up Costs
H. Subtotal Costs (A through F)
I. Administrative Fee
Proposed Total ( G + H + I)
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38 FORM 3
COMPANY’S CERTIFICATION
By my signature on this proposal I certify, under penalty of perjury, that the foregoing statements, pages ______ and those contained herein are true and correct.
REQUEST FOR PROPOSAL SUBMITTED BY:
Please follow instructions for each line, as explained
Line (1)
( )
Bidding Firm Phone Email
Line (2)
Character of Name in Line 1
Line (3)
Address
Line (4)
Name of Person Authorized to Sign Proposal/Signature
INSTRUCTIONS FOR SIGNATURE PAGE
CORPORATIONS: INCLUDE ACKNOWLEDGEMENT OF SIGNATURE BY NOTARY IN CORPORATE FORM (See Line 4(a), of next page)
INDIVIDUALS, PARTNERSHIPS OR JOINT VENTURES: INCLUDE
ACKNOWLEDGEMENT OF SIGNATURE BY NOTARY.
LINE1: The name of the Proposal must be the same as that under which a license is issued, if a license is required. If the Proposer is a corporation, enter the exact name of the corporation under which it is incorporated; If Proposer is an individual, enter name; If Proposer is an individual operating under a trade name, enter name and dba (trade name in full); if a partnership, enter the correct trade style of the partnership; if a joint venture, enter exact name of entities joining in the venture.
LINE 2: Identify here the character of the name shown under (1) i.e., corporation (including state of incorporation), individual, partnership, or joint venture.
471
39 LINE 3: Enter the address to which all communications and notices regarding the proposal and any contract awarded hereunder are to be addressed.
LINE 4: See selections below:
a) If the Proposer is a corporation, the proposal must be signed by an officer or employee authorized to sign contracts on behalf of the corporation evidenced by inclusion of one of the following certified by the secretary of the corporation (same certification attached): a copy of the secretary of the corporation (same certification attached): a copy of the Articles of Incorporation, a copy of the Bylaws, a copy of the Board Resolution or Minutes authorizing the officer or employee to sign contracts. A notary must acknowledge the signature of the officer or employee who signs the proposal in the corporate form.
b) If the Proposer is an individua l, he/she must sign the proposal, or if the Proposal is signed by an employee or agent on behalf of the Proposer, a copy of power of attorney must be on file with the City of Lynwood prior to the time sent for the opening of the bids or must be submitted with the proposal. Any signature must be acknowledged by a notary.
c) If the Proposer is a partnership, the proposal must be signed by all general partners; or by a general partner(s) authorized to sign contracts on behalf of the partnership; or by a general partner(s) authorized to sign contracts on behalf of the partnership evidenced by inclusion of either a copy of the Partnership Agreement or a recorded Statement of Partnership. All signature(s) must be acknowledged by a notary.
d) If the Proposer is a joint venture , the proposal must be signed by all joint venturer(s); or by a joint venturer(s) authorized to sign contracts on behalf of the joint venture evidenced by inclusion of either a copy of the Joint Venture Agreement or a recorded Statement of Joint Venture; and if the joint venturer(s) is a corporation or a partnership signing on behalf of the Joint Venture, then Paragraphs (a) and (c) above apply respectively. All signature(s) must be acknowledged by a notary.
e) Where Proposer is a partnership or a corporation, the names of all other general partners, or the names of the president and secretary of the corporation, and their business addresses must be typewritten below:
NAMES ADDRESS
1)
2)
NOTE: All addresses must be complete with street number, City, State and Zip Code. 472
40 FORM 3 (Continued)
SAMPLE CERTIFICATION IF THE PROPOSER IS A CORPORATION
I, certify that I am the secretary of the corporation named (Name)
herein; that who signed this proposal on behalf of the (Name)
corporation, was then within the of the
(Title)
said corporation; that said proposal is scope of its corporate powers and was duly signed
for and on behalf of said corporation by authority of its governing body, as evidenced by
the true and correct copy of the ,
(Name of Corporate)
which is attached.
(Document)
By: __________________________________________
Name: _______________________________________
Title: _______________________________________
Secretary: ____________________________________
Date: ________________________________________
473
41 FORM 4
ORGANIZATIONAL CHART
PROPOSER’S ORGANIZATIONAL CHART
Number of Employees and Average Years of Experience in Transportation Services
Number of
Employees
Average Years of
Experience
Management
Supervisory
Office/Dispatch/Administration
Drivers
Others (describe)
AND
ATTACH COPY OF PROPOSER’S
ORGANIZATIONAL CHART
474
42 FORM 5
AFFIDAVIT OF NON-COLLUSION CERTIFICATION
Each proposer and each person signing on behalf of any proposer certifies, and in the case of a joint proposal each party thereto certifies as to its own organization, under penalty of perjury, that to the best of knowledge and belief:
The contents of this proposal and of any subsequently submitted best and final offer have been arrived at independently without collusion, consultation, communication or agreement, for the purpose of restricting competition, as to any other matter relating to such proposal with any other proposer or with any competitor;
Unless otherwise required by law, the contents of this proposal and of any subsequently submitted best and final offer have not been knowingly disclosed by the proposer and will not knowingly be disclosed by the proposer prior to opening, directly or indir ectly, to any other proposer or to any competitor; and
No attempt has been made or will be made by the proposer to induce any other person, partnership or corporation to submit a proposal or a best and final offer for the purposes of restricting competition.
Dated: ___________________________
Proposer: ________________________
Authorized Signature: ______________
NOTARY
Subscribed and sworn before me this_______ of______________, 2026
My commission expired ____________________________, 2026
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43 THIS PAGE INTENTIONALLY LEFT BLANK
476
ADDENDUM #2
City of Lynwood 1130l Bullis Road
www.lynwoodca.gov Lynwood, CA 90262
.
ADDENDUM NO. 2
REQUEST FOR PROPOSALS (RFP) No. 01-021026
Project Title: Dial-a-Ride (On-demand Response Transportation Services) Issued by: City of Lynwood, Recreation and Community Services Department Date: April 15, 2026
Questions and Responses
This Addendum No. 2 is issued to provide responses to questions received regarding the Dial-a-Ride On -demand Transportation Services RFP . Questions were submitted by email and presented during the pre- proposal conference held on March 17, 2026. This Addendum forms part of the RFP and shall be acknowledged in the proposer’s submission.
BY ORDER OF THE CITY OF LYNWOOD, CALIFORNIA:
By: _______________________________________
Mark Flores,
City of Lynwood, Director of Recreation & Community Services
Acknowledge of Addenda
Proposers shall acknowledge receipt of this Addendum No. 2 by signing below, and previously issued addenda in their proposal submission. Failure to do so may result in disqualification.
(Print Name) (Date)
(Signature) (Company Name)
477
ADDENDUM #2
QUESTIONS/ANSWERS/CLARIFICATIONS
Questions Received by Email
1. Will the contractor be required to maintain 24/7 vehicle availability, or only during the stated call center hours (7am–5pm weekdays, 8am–5pm weekends)?
City : Contractor is required to provide on-demand transportation services to the City at any time, consistent with the 24/7 vehicle availability terms listed in Section II, Subsection A.5 of the Specifications, entitled Scope of Work.
2. Can the City clarify the full list of approved out-of-city medical destinations? The RFP lists both "City of Bellflower Kaiser Hospital" and a separate "City of Cudahy Kaiser Hospital" — are these distinct facilities, and is Cudahy a new addition to the service area?
City: Please refer to Section II, A.6 of the RFP for the full list of currently approved medical destination. Please note that the City of Cudahy Kaiser Hospital is correctly identified as Kaiser Permanente Cudahy Medical Offices, and it is a distinct destination from the City of Bellflower Kaiser Hospital and is not a new addition to the service area.
3. What is the current average trip cost per ride under the existing Fiesta Taxi contract?
City : Average cost per trip is $11.98.
4. What is the current fare charged to riders, and does the City intend to change it? City : The current fare is $0.50 per one-way trip, and the City will continue to charge this fare to riders. Currently, riders pay the fare directly to the driver at the time of service.
5. Is the proposer required to provide the EZ Transportation swipe card system, or will the City accept a fully proposed alternative from day one?
City: The City did not establish specifications for the identification card/fare payment system. However, proposers should have a card system with the ability to identify rider s and generate billing for each trip as specified in Section II, Subsection C of the RFP. City expects applicant to provide a detailed description of the system to be used in their proposals.
6. Are vehicles required to be stored/garaged within the City of Lynwood, or within a specific radius?
City: No.
7. Does the City have a preference for vehicle type (e.g., sedans vs. minivans vs. vans)? 478
ADDENDUM #2
City: The only requirements for vehicle type are listed in Section II, Subsection A.1 and C.1 of the RFP. The vehicle type should support the details needed in the Criteria and Sections noted. Beyond those requirements, the type of vehicles utilized to meet the needs of the City’s program are up to the contractor to define in their proposal.
8. Will the City facilitate an introduction or handoff meeting with the incumbent contractor (Fiesta Taxi) to support a smooth transition?
City: Yes.
9. What data or records from the current contractor will the City make available to the new contractor (e.g., rider registry, trip history)?
City: The city will make available, upon request, any data and/or records in its possession that are subject to disclosure in accordance with applicable City policies and procedures.
10. Is there a minimum number of registered riders the contractor must be capable of onboarding on day one?
City: No. The city is not able to specify a minimum number of registered riders. The Contractor should determine their daily onboarding capacity in alignment with the details outlined in Section I of the RFP.
11. Should the fixed monthly rate in Form 2 cover all call center costs, or only vehicle operations? The instructions reference both but the distinction isn't fully clear.
City: The fixed monthly rate covers both call center costs and vehicle operation costs, as noted in Section III, 3 and on the required form 2 of the RFP.
12. The sample budget references a fuel baseline of $4.67/gallon — is this a required assumption for all proposers, or a suggested estimate?
City: The reference fuel baseline of $4.67 per gallon is an assumption for the purpose of price evaluation. Proposers should use this figure when calculating and presenting their pricing, but it is not necessarily a reflection of the actual fuel price.
13. Should start-up costs (Form 2, Line G) be amortized into the annual pricing or listed as a separate one-time cost?
City: The City is not prescribing a specific approach for the treatment of start -up costs in the RFP. The inclusion and presentation of start -up costs are at the discretion of the proposer.
14. Does the City require a surety/performance bond in addition to the insurance certificates listed in Exhibit B?
City: No. However, the City reserves the right to address this matter during contract negotiations with selected provider
.
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15. Will the City accept certificates of insurance issued after contract award but before July 1, 2026, or are they required at time of proposal submission? City: The certificate of insurance is not required with proposal submission but will be required upon contract award.
16. Will all responsive proposers be invited to oral interviews, or only shortlisted firms?
City: As stated in the RFP, Section IV, Subsection C, the city may conduct oral interviews at its discretion. Interviews may be limited to proposers in the most competitive range (shortlisted), may include all proposers, or may be waived entirely.
17. Can the City provide a weighted scoring rubric for the six evaluation criteria listed in Section IV-C?
City: The city has identified the evaluation criteria as listed in Section IV, Subsection C that will be used to assess proposals in a comprehensive manner.
These criteria are not assigned specific numerical weights, as the City intends to evaluate proposals based on overall best value, taking into consideration all factors collectively rather than through a fixed scoring formula. For this reason, proposers are encouraged to address all criteria thoroughly.
18. Who is currently performing rider eligibility determinations? City: The City determines rider eligibility.
19. Section II - Will the City of Lynwood please clarify if the total vehicle count is four or two? And is the expectation that all vehicles servicing this operation be ADA accessible? (As there is a reference in item 3 to item 1 saying in addition) City: The City clarifies that proposers are required to provide a minimum of two (2) vehicles total. These vehicles must each:
• Have a minimum passenger capacity of five (5) persons; and • Be equipped with a hydraulic lift to accommodate passenger using a wheelchair
Accordingly, the requirement is not for two separate sets of vehicles. The minimum fleet consist of two (2) vehicles, provided both vehicles meet all stated capacity and accessibility requirements.
20. Will the City of Lynwood please supply two weeks of ridership data with origin and destination by time of day? Vendors need to determine when the peak service demand occurs.
City: Please refer to Attachment #1.
To assist proposers, the City provides the attached (Attachment 1) available information. Proposers should base their assumptions regarding demand patterns on their experience with similar dial-a-ride on -demand response services and clearly describe those assumptions in their proposals. 480
ADDENDUM #2
21. Will the City of Lynwood please provide annual ridership counts to the following destinations included in Section II?
Service is to be provided within the City limits of Lynwood, and the following cities to medical destinations:
a) City of Downey & City of Bellflower Kaiser Hospital
b) City of Cudahy Kaiser Hospital
c) Martin Luther King Jr. Care Center
d) Downey Regional Medical Center -PHI
e) Any Medical Facility within the City of South Gate
f) City of Downey Rancho Los Amigos Hospital
City: At this time, the City does not have the requested information compiled in a format that is readily available for distribution as part of this RFP. Therefore, this information is not available. The City has provided overall annual ridership totals and/or other relevant service data in (Attachment 1) for reference in this addendum.
No additional destination-specific ridership data will be provided.
22. Will the City of Lynwood please clarify the service hours of operation? In Section II, Item 5 refers to an operation 24 hours a day.
City: See answer to question #1.
23. Will the City of Lynwood please provide the number of trips occurring outside of the Call Center Service Hours of 7am to 5pm Monday through Friday and weekends from 8am to 5pm?
City: The city does not track trip specifically by call center hours and cannot provide exact number of trips. Based on a general assessment of service activity, the City estimates that fewer than approximately 6% of roughly 1,100 monthly trips occur outside of these hours. This estimate is provided for informational purposes only, and proposers are responsible f or making their own assumptions regarding call center after—hours demand.
24. Will the City of Lynwood please clarify the total number of employees being utilized to perform the service including dispatching, road supervision, maintenance, operators, and administrative staff?
City: The City does not have detailed information on the current contractor’s staff levels. The existing service is provided through a co-op, taxi-based model, and staffing is managed at the discretion of the current service provider. Proposers should develop and include their own staffing plans necessary to meet the requirements of this RFP.
25. Will the City of Lynwood please provide an organization chart for the service operation? City: See attachment 2 included in this addendum.
26. Will the City of Lynwood please clarify if a Push To Talk (PTT) system would be acceptable?
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ADDENDUM #2
City: The City did not established specifications for a communication/ dispatch system. However, pro posers should have a dispatch system with the ability to accommodate the demand specified in the RFP and dispatch trips accordingly. City expects applicant to provide a detailed description of the system to be used in their proposals.
27. Will the City of Lynwood please provide 12-months of operating reports including the data listed in the RFP below: Operating Data:
Total Vehicle Hours by City
Total Vehicle Miles by City
Scheduled Trips
(to include late cancels/customer no-shows)
Total Trips by City
Total Passengers by City
No-Shows by City
Missed Trips
Average Ride Time
All Trip Denials
Wheelchair/ADA passengers by City
Telecommunications:
Calls received
Calls answered (Number and % of total received)
Calls abandoned (Number and % of total received)
Maximum wait time for answered calls
Maximum wait time for abandoned calls
Average call time
City: The city does not maintain twelve (12) months of operating reports in the format requested, and such the information is not readily available. The City is therefore unable to provide the requested reports. All relevant data currently available to the City has been included in this addendum. Proposer shall rely on the information contained in the RFP and/or the Attachment 1 in this addendum in preparing their submission.
28. Will the City of Lynwood please identify if the current labor force is unionized and provide the name of the union and contact person?
City: Not applicable.
29. Will the City of Lynwood please clarify if there are any payment, performance, or bid bonds associated with this procurement?
City: No. A bid bond is not required at the time of proposal submission. The City reserves the right to consider performance bond requirements during contract negotiations, if deemed necessary. There are no provisions for penalties in the form of payments or damages as part of this procurement.
30. In order for bidders to comply with Labor Code 1070/1072 bidders will need the following information:
A. seniority list for the current employees for this contract with position, full time or part time status, length of service, and current rate of pay; 482
ADDENDUM #2
B. current rates/benefits of the current employees with specific information regarding co-pays, dependent coverage and amount of premium paid by employer;
C. information regarding retirement plans;
D. Any applicable collective bargaining agreements for employees of these services and any applicable MOUs or side letters of agreement
City: The City clarifies that the current Dial -a-Ride contractor operates using independent contractor taxicab drivers and does not have employees subject to collective bargaining agreements, seniority lists, retirement plans, or related wage schedules or benefits. Therefore, the city does not have the requested information.
Proposers remain responsible for compliance with applicable labor laws based on their proposed approach. No change to the RFP requirements is made by this clarification.
31. On page 13 of the RFP, there is a reference to fare boxes. Will the City of Lynwood please clarify what type of fare boxes are being used on the system now and what is the current fare collection procedures?
City: The City does not currently utilize traditional fareboxes for DAR services.
Each eligible rider is issued a card encoded with a monthly trip allocation (26 one- way trips, based on City authorization). The card serves both as rider identification and as stored trip media. At boarding, the driver validates the card and deducts one trip per one-way ride. that serves as identification and The current fare is $0.50 per on-way trip. The base fare is $0.50 per trip, and its paid directly to the driver via credit card or exact cash.
All fares collected are accounted for by the contractor and deducted from the contractor’s monthly invoice to the City.
Proposers shall describe their proposed fare collection approach, including any equipment or technology (e.g., fareboxes, mobile payment system, or account- based systems) and how accuracy and accountability will be ensured.
32. Will the City of Lynwood please clarify that the Project Manager position is the only named position required for submission in vendors proposals?
City: The City confirms that the Project Manager is the only position specifically required to be identified by name in the proposal. Proposers should provide qualifications and experience for this role as outlined in the RFP.
However, proposer are expected to demonstrate that they have sufficient staffing, organizational structure, and resources to successfully perform the services described in the RFP.
33. Will the City of Lynwood please clarify there will be less than 30 days for transition and start-up activities if another vendor is chosen to operate the service?
City: The anticipated transition period is less than 30 days. The selected Contractor will be responsible for all transition and start-up activities necessary to 483
ADDENDUM #2
meet the Service Commencement Date. Proposers should describe their transition approach in their proposals.
34. Will the City of Lynwood please identify what scheduling and reservation technology is currently being utilized to perform the operation?
City; The current Dial-a-Ride contractor utilizes its own scheduling and reservation technology to support operations. This system is contractor-provided and not owned by the City. Proposers are expected to provide and describe their own scheduling and reservation solutions that meet the requirements outlined in this RFP.
35. Will the City of Lynwood please consider a maximum service volume increase or decrease threshold of ten (10) percent? This lowers the risk for both parties to the agreement with variations in service volume.
City: The City is not establishing a fixed limit at this time. Service levels may vary based on demand, funding and program needs.
The selected contractor will be expected to accommodate fluctuations in service levels. The city will provide advance notice, when feasible, of significant changes and will work collaboratively with the contractor to address material impacts through appropriate contractual mechanisms, as appropriate.
36. Will the City of Lynwood please consider revising the termination language to allow for 60 days’ prior written notice of termination, and payment of Contractor’s reasonable close-out costs.
Contractor will have contract termination costs as well as employment termination obligations required by law (WARN ACT, etc.)
City: At this time, the City declines to modify the termination for convenience provisions. The city requires the ability to terminate the agreement upon shorter notice, if necessary, to protect public interest, funding availability, or service needs.
Proposers should include in their pricing any anticipated costs associated with contract termination, including but not limited to workforce-related obligations and close-out expenses. The City will not provide separate reimbursement for such costs unless otherwise expressly stated in the agreement.
37. Will the City of Lynwood please provide Exhibit A – Scope of Work as this section was not included in the RFP.
City: Exhibit A in the Sample Agreement was intentionally left blank as it is provided for illustrative purposes only. The final Scope of Work for Dial-a-Ride services has not yet been established and will be developed based on the selected Proposer’s proposal, as well as any negotiated terms, and incorporated into the final executed contract.
No changes are being made to the RFP or Sample Agreement at this time. 484
ADDENDUM #2
38. Will the City of Lynwood please identify any specific requirements for the provision of an operating facility for this service?
City: The City did not include specific requirement in the RFP regarding an operating facility for the Dial-a-Ride service and intends to allow Proposers flexibility in structuring their operations.
Proposers may use existing, leased, shared, or other suitable facilities, provided they demonstrate the ability to meet all service requirements in the RFP, include dispatch, vehicle storage, and applicable regulatory compliance,
If an operating facility is part of the proposed approach, it should be described in the proposal and related costs included in the cost proposal.
The City encourages competitive, innovative, and cost -effective operational solutions that meet or exceed the RFP requirements.
39. Will the City of Lynwood please specify any minimum age or mileage requirements are expected for the provision of the revenue fleet?
City: Please reference Section II, Subsection C-1 of the RF, entitled “Specific Requirements: Vehicle ”.
40. Will the City of Lynwood please provide invoices from the service provider for the last 12-months?
City: The City does not provide contractor invoices as part of this procurement process. Proposers should rely on the information provided within the RFP, and through this addendum, including (Attachment 1) for reference . No additional invoice-level information will be provided through this procurement process. The requested documents are a public record and may be obtained through a formal Public Records Act request submitted to the City Clerk’s office. Instructions for submitting a public records request are available n the City’s website:
www.lynwoodca.gov
41. Will the City of Lynwood please provide a copy of the current operating contract for this service?
City: The City does not provide copies of existing contracts through the RFP process. The requested document is a public record and may be obtained through a formal Public Records Act request submitted to the City Clerk’s office.
Instructions for submitting a public records request are available n the City’s website: www.lynwoodca.gov
42. Will the City of Lynwood please provide any amounts of liquidated damages assessed against the current provider and classification of those liquidated damages?
485
ADDENDUM #2
City: The City has not assessed any liquidated damages against the current provider.
43. Regarding Form 3 (Company’s Certifications, p.39), the instructions state “A notary must acknowledge the signature of the officer or employee who signs the proposal in the corporate form." Since Form 3 does not contain a dedicated space for notarization, could you please clarify if notarization is required and if so, where the notary should sign and stamp?
City: Yes, notarization is required. While the form does not include a designated notary block, the notary may sign and stamp on the signature page or attach a separate acknowledgement page. The notarization must clearly correspond to the signer and the executed form.
44. From the City’s perspective, what aspects of service delivery could be improved under the new contract?
City: The City is generally satisfied with the current service delivery and expects the new contract to maintain all required standards while allowing for continuous improvement over time. The City is interested in proposals that may enhance overall service delivery through industry best practices and innovation in areas such as operational efficiency, customer communication, accessibility, technology use, and performance reporting, provided such enhancements are consistent with contractual requirements and available resources.
45. The RFP indicates that the City currently operates the Dial-A-Ride program through Fiesta Taxi using a taxicab service system. Is the intent to continue exclusively with a taxicab service model?
City: The City does not intend to limit Dial -a-Ride service delivery to taxicab -only model. Proposers may propose a taxicab-based model, a traditional paratransit-like model, or any other compli ant service delivery approach, provided that all requirements of the RFP are met, including ADA compliance, quality standards and service reliability.
46. Form 2 of the RFP requests pricing based on a Fixed Monthly Rate plus a Variable Vehicle Revenue Hour (VRH) rate. However, the current taxi-based service model is typically billed on a per-trip or per-mile basis rather than by vehicle revenue hour. Would the City consider modifying Form 2 to allow proposers to submit pricing on a per-trip or per-mile basis, consistent with how the current taxi-based service is billed today?
City: The City will not modify the Cost Proposal Form. The form is required to ensure consistency and a fair evaluation of all proposals. The City will consider all submitted pricing information to ensure a fair and reasonable evaluation of differing services models.
Proposers may submit supplement pricing (e.g., per-trip or pre-mile) as a separate attachment for informational purposes only. Such supplement information will not replace the required Cost Proposal Form 2 but may be considered by the City as part of its evaluation.
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ADDENDUM #2
47. If the VRH-based pricing structure in Form 2 is mandatory, could the City provide guidance on how it expects taxi-based operators — whose costs are trip-driven — to translate their cost model into the VRH format?
City: See answer to question #46.
48. Page 6, Section A: Who handles passenger eligibility to use the service? Please describe any responsibilities the contractor has for this process.
City: The City manages rider eligibility, including the intake and review of application and final approval of eligible participant. The Contractor is responsible for providing and managing a rider identification and fare media solution for approved riders, including enabling access to services, applying prepaid trips, and ensuring the system is fully operational, regardless of the technology used.
The Contractor’s responsibilities are limited to post-approval implementation and system management. Specifically, the Contractor issues identification cards to approved riders, configure the cards for use within the transportation service system, load the appropriate number of pre-paid one-way trips onto each card and ensure that the fare/payment system is fully implemented and operational for service delivery.
49. Page 6 - Service Data: Please clarify how Revenue Hours are currently being billed. In reviewing the data provided for Year 24/25 the service is transporting 7.92 trips per hour (13,302 trips / 1,679 rev hours) and 1.55 Passengers per Trip for 12.25 Passengers per Hour
City: The incumbent contractor is not billed based on revenue hours. The current service operates under a taxicab-based model compensation structure. Revenue hours referenced in the RFP are provided for informational and workload estimation purpose only and are not used for billing. The City may utilize different compensation methodologies in future contracts depending on the selected service model, and historical description of current operations do not define future contract requirements.
50. Page 7, Section II.A: Please clarify the number of vehicles used in revenue service by day of week, the peak service hours and number of buses in service at these times.
City: The City does not maintain the requested information in the format described. The existing Dial-a-ride service is operated under a taxicab-based service model rather than a fixed-fleet or traditional paratransit structure. As such, vehicle deployment (including the number of vehicles in service by day of week or time of day) is determined by the current contractor based on demand and is not tracked by the City.
As noted in the RFP, the City anticipates a similar service delivery approach; however, proposers are responsible for determining the appropriate level of resources and service design necessary to meet the service requirements, performance standards and demand reflected in this RFP.
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ADDENDUM #2
51. Page 7: Is there currently a Collective Bargaining Agreement in place? If so, please provide a copy of the current CBA or a contact at the local union.
City: See answer to question #30.
52. Page 7: We intend to hire as many of the existing employees as possible in line with CA Labor Code Section 1070-1074. In order for us to ensure that they make at least as much, or more than they do now, please provide a seniority list for the current employees for this contract, and indicate position, full time or part time, length of service, and current rate of pay. Please include benefit participation and any details about the medical plans provided.
City: See answer to question #30.
53. What is the current turnover rate for drivers?
City: The incumbent contractor operates under a co-op, taxicab-based service delivery model and does not maintain a dedicated Dial-a-Ride driver workforce in the same manner as traditional paratransit or fixed -employee transportation providers. As a result, a comparable driver turnover rate for Dial-a-Ride drivers is not tracked or available.
Driver assignment and availability under the current model are managed through the contractor’s taxicab fleet operations, where drivers may be affiliated with multiple services types and are not exclusively assigned to Dial-a-ride service.
Proposers should rely on their own experience and operating assumptions for similar demand-response or paratransit services.
54. Page 7, Section II.A: Please clarify the total number of vehicles needed. • Item 1 notes a minimum of two (2) vehicles with capacity of 5 passengers and Item 3 indicates in "addition" to Item 1 need two (2) vehicles that are wheelchair accessible.
• Can the contractor provide the service with two (2) vehicles that are wheelchair accessible and at least room for 5 passengers, or is the requirement to have a total of four (4) vehicles?
City: See answer to question #19.
55. Page 8, DAR Service:
1) Please provide a productivity report from the dispatching software daily for one week and monthly for the last 12 months that shows data that includes: Breakdown of Hours covering:
a. Total vehicle hours;
b. Service/Live hours;
c. Deadhead Hours;
d. Break/Lunch Hours;
e. Refuel Hours;
f. and Any Other Hours;
2) Breakdown of Miles covering;
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ADDENDUM #2
a. Total Miles;
b. Service/Live Miles;
c. Deadhead Miles;
d. Break/Lunch Miles;
e. Refuel Miles;
f. and Any Other Miles;
3) Average Distance in miles per Trip; Average Length in minutes per trip; Trips per Revenue Hour.
City: The City does not maintain or retain detailed data from the current contractor’s dispatching system, including the productivity metrics requested above in items 1-3 (e.g., break/lunch hours, deadhead hours, refueling miles, milage categories , or average trip distance and duration)
Proposers should not rely on the availability of such data and are responsible for developing their own assumptions and methodologies for service delivery, scheduling, cost estimation based on the information provided in this RFP, and through this addendum.
To ensure a fair and consistent procurement process, the City will not obtain or distribute contractor-specific dispatching system data in response to this request.
56. Page 8: Please provide the revenue miles and hours; deadhead miles and hours; and total miles and hours for these services for each month for the past 24 months.
City: The City has provided totals for revenue miles, revenue hours, and total serve levels within the RFP and through this addendum. Monthly breakdowns for the past 24 months are not readily available and cannot be complied within the timeframe of this procurement.
Proposers are advised to utilize the annual data set provided in this RFP when developing their proposal. No additional detailed historical data is available at this time.
57. Please provide the average number of revenue hours for each day of the week.
City: This information is not available. Proposers shall rely on the information provided within the RFP, and through this addendum, all the data and information in its possession that it deems material to the presentation of responsive proposals.
58. Page 8: Please clarify if revenue hours begin at the first pick-up, even if that pick up is a no show.
City. Revenue hours begin when the vehicle departs from the staging location to serve the first scheduled passenger trip and continue until the last passenger is dropped off or the vehicle is released from revenue service. If the first scheduled pick-up is a no-show, the time the vehicle is en route to or waiting at the pick-up location is still considered revenue service and must be included in the reported revenue hours.
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59. Please clarify the Contractors responsibility to be available for service. Page 8, Section B requires the Contractor to take calls and provide service Mon - Fri 7am to 5pm and on Weekends from 8am to 5pm. However, Page 7, Section A.5 indicates Contractors are required to be available to provide service 24 hours per day, 7 days per week. Having staff and operators available 24/7 when service is not available to operate seems excessive and adds costs to the contract.
City: The city requires that on-demand service be available 24/7 to riders. However, live call center staffing is preferred Monday through Friday. 7:00 a.m. to 5:00 p.m. and weekends from 8:00 a.m. to 5:00 p.m. RFP responders may propose a n automated system outside of these hours. The service provider is expected to have operational procedures in place to manage ride requests received during unstaffed hours.
The City understands that staffing a call center 24/7 may not be cost -effective. By requiring continuous service availability but limiting live call center hours, the City aims to balance accessibility for riders with cost -effective operations for the provider.
60. Page 8 - Service Level: Please clarify the annual total number of Revenue Hours billable for the contract. On a weekday, the service runs 10 hours from 7am to 5pm and on weekends service is available for 9 hours. If only 1vehicle is available for service for passengers during all hours of service, that would require a minimum of 3,442 hours [261 weekdays * 10 hours + 104 weekend days * 8 hours]. This is if only 1 vehicle is available and all trips are spread evenly across the service day
City: For the purpose of proposal evaluation, city requires that proposers base their bids on the total annual service hours outlined in the RFP. These hours are provided to establish a consistent baseline for cost comparison.
Additionally, the city notes that this estimated service level is based on the current taxi-cab service delivery model. Proposers are encouraged to review this assumption and may include in their proposals any recommended operational changes, efficiencies, or alternative services approaches that could impact total service hours and/or overall cost.
Any such proposed adjustment should be clearly identified and supported with sufficient detail to allow the city to evaluate their potential benefits, including impacts on service quality, availability, and cost-effectiveness.
61. Page 8, Section B Call Center: When are passengers able to request trips and are same day trips available or required to be provided? If same day trips are required, then a vehicle would have to be available and in service during the full-service day from 7am to 5pm in case a passenger calls and requests a trip for that day.
City: See answer to question 59.
62. Page 9, Section C.1: Please provide additional details about the current EZ Card Transportation Card system. Please provide a contact name, email and phone number 490
ADDENDUM #2
so that bidders can research maintaining this system for passenger and system continuity.
City: The City’s current contractor utilizes a card-based system for rider identification. While the city has general knowledge of this system, it is proprietary to the current contractor and is not being provided as part of this solicitation.
Proposer is responsible for identifying and proposing a rider identification and fare/payment system they propose to use in their response, demonstrating how the proposed solution meets the requirements outlined in Section II, Subsection C.1 of the RFP.
Proposers should not assume the availability, transferability, or compatibility of any existing system.
63. Page 11 Section F: Please provide copies of the last 12 months of management reports from the Contractor.
City: The City does not have possession of monthly management reports from the incumbent contractor for the requested period. Therefore, the City is unable to provide these documents.
Proposers should rely on the information included in the RFP, any available historical performance or ridership data provided therein, and their own professional experience and assumptions in developing their proposals. No additional reports will be issued.
64. Page 11, Section E: Please provide copies of the last twelve months of invoices from the Contractor.
City: See answer to question #40.
65. Page 13, Section E.3: Please provide the number of calls by hour and by type (reservations, where's my ride, etc.) for each day of the week for a month period of time.
City: The City does not maintain Dial-a-Ride call data at the level of detail requested. Therefore, this information is not available. Proposers should use their professional experience and industry standards to develop any necessary assumptions regarding call distributions and demands.
66. Page 13, Section E.3: Call Center - calls anticipated (quantity and peak)
City: See answer to question 65.
67. Page 13, Section E.3: Call Center - please provide average hold time, talk time, and handle time.
City: The City does not currently maintain or have readily available data regarding average hold time, average talk time, or average handle time for DAR services and therefore not provide these metrics.
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ADDENDUM #2
Proposers shall not rely on City-supplied benchmarks for these measures and must instead utilize their own operational experience and industry benchmarks for similar services. Any performance standards related to call center operations will be subject to negotiation and final approval by City upon contract award.
68. Page 13, Section E.3: Call Center - please provide call abandon rate.
City: This information is not currently tracked or maintained by the City for DAR services, therefore, call abandon rata data is not available. Proposers shall rely on their professional experience and industry benchmarks in preparing their proposals. The City makes no representation regarding historical call center performance metric, including abandon rate.
69. Page 13, Section E.3: What is the current percentage of "Subscription Service" trips compared to the total number of trips?
City: The City does not currently track or maintain data that distinguishes subscription service trips as a percentage of total trips. Therefore, the information is not readily available. Proposer should base their assumptions on their experience and industry standards. If relevant, proposers may describe their approach to managing and accommodating subscription trips within their service model.
70. Has the City considered having proposals be submitted electronically? This eliminates the challenges created by package delivery companies that require multiple days advance shipping to ensure deliver prior to deadlines that if missed make the submittal invalid? An electronic copy also makes it easy to share with the evaluation committee.
City: At this time, the City will not be accepting electronic submissions.
Proposers are required to submit in accordance with the instructions contained in the RFP.
71. Does the City have any requirements regarding support vehicles (supervisor, shop truck)? Type, number, age limit, fuel type. How many are currently being supplied by the contractor?
City: The RFP does not specify a required number or type of support vehicles.
Proposers are responsible for providing sufficient support resources, including vehicles, to meet all service and performance requirements of the RFP.
Information regarding the current contractor’s support vehicle deployment is not available and is not a requirement of this procurement. Proposers shall describe their proposed approach as part of their submission.
72. IT: Call Recordings – Are Contractors required to have call recording as part of the phone system requirements? If so, is this currently in place?
City: The RFP does not require call recording as part of the phone system.
492
ADDENDUM #2
73. At various times, state, federal, and local governments change laws, rules and regulations which require a company to increase the wages or benefits for the employees that will be employed under this contract. If such an event occurs during the term of the agreement, how will the agency respond for a request for increased compensation. For example, the recent Affordable Care Act legislation significantly affected the level and cost of medical coverage for employees. Since these events cannot be anticipated and the costs are so significant, we need to understand the risk associated with such laws, rules or regulations.
City: The City will not provide automatic adjustments to contract rates due to changes in federal, state, ort local laws or regulations, including those affecting wages, benefits, or employer obligations (e.g. Affordable Care Act or minimum wage requirements). Proposers must account for all current legal requirements and reasonably anticipated changes in their proposed pricing.
In the event a change in law materially affects the Contractor’s cost of performance, the Contractor may request a contract modification. Any adjustment is subject to City review and approval, verification of impact, availability of funds, and applicable, City Council authorization and approval, and is not guaranteed.
74. Please provide a list of the positions currently provided by the contractor for this operation. Please indicate whether these positions are 100% dedicated to this contract.
City: Not applicable. The incumbent contractor operates under a taxicab-based service delivery model. Incumbent’s workforce assignment and availability under the current model are managed through the contractor’s taxicab fleet operations, where drivers, and other personnel may be affiliated with multiple service types , and are not exclusively assigned to the city’s DAR service. Accordingly, the City does not maintain or track a roster of contractor personnel assigned exclusively to the City, nor does it require positions that are 100% dedicated to the contract.
75. Please provide a current organization chart to include management, staff and drivers.
City: Please refer to Attachment #2. Proposers are responsible for developing their own staffing and organizational approach to meet the service requirements outlined in the RFP. The City will evaluate proposals based on the ability to meet or exceed those requirements.
76. What performance standards will be used for measuring the Contractor's performance? Please provide the current contractor's performance in relation to these standards.
City: The City will measure contractor performance based on the requirements in the final contract, including the “Contractor Obligations” in Section II, Subsections C - F of the RFP. This includes expectations related to service reliability, customer service, safety, reporting, and complaint handling.
The City monitors performance throughout the contract term using available service date, reports, and customer feedback to ensure requirements are being met.
493
ADDENDUM #2
The City does maintain information on the current contractor’s performance; however, this information is not released during the procurement process. All proposers should base their responses on the requirements included in the RFP.
77. How many years has the existing contractor held this contract including extensions?
City: Seven (7) years and six (6) months.
78. Please provide a listing of any penalties charged or incentives earned over the past 12 months.
City: The City does not maintain a listing of penalties or incentives associated with incumbent provider’s contactor. This information is not applicable to this RFP.
79. Software: Please describe, including manufacturer product name and version number, the scheduling and dispatching products in place and used for this service.
City: The City does not have information regarding the current provider’s scheduling and dispatch software system. It is the responsibility of each Proposer to propose a solution that meets the requirements of the RFP and to include a description of the system in their proposal.
Questions Received During Pre-Proposal Meeting (03/17/26)
80. Is the operation 365 days including holidays?
City: Yes. Dial-a-Ride services are required to operate 365 days per year, including all holidays.
81. Do riders travel within city limits and outside?
City: Yes. As stated in the RFP Scope of Work, Dial -a-Ride services include trips both within City limits and to approved destinations outside City limits.
82. Regarding the service hours is their data available to show amount of evening trips?
City: The does not currently track Dial-a-Ride trip data in a manner that isolates trips by time-of-day (e.g., evening trips). As such , the City is unable to provide historical date specific to evening trip volumes.
Proposers should base their service planning assumptions on the overall trip demand levels and service hours identified in the RFP.
83. How many vehicles are we expected to have in fleet? Any requirements on electric?
City: The City has established a minimum requirement of two (2) vehicles, as outlined in the RFP specifications, and through this addendum. Beyond this minimum requirement, the City has not prescribed a specific fleet size. Proposers 494
ADDENDUM #2
are responsible for determining the appropriate fleet size necessary to meet the service requirements described in eth RFP.
The City encourages, but does not require, the use of alternative fuel vehicles, including electric, hybrid, or other low-emission technologies, where feasible and consistent with service needs and operational reliability.
84. How many vehicles in current fleet are dedicated to Lynwood?
City: The City does not have any vehicles dedicated solely to the current Dial-a- Ride service. Vehicles resources are not assigned on an exclusive basis to this program.
85. Is there a minimum fee that is collected per trip?
City: Yes. The minimum fare is $0.50 per one-way trip.
86. Are drivers required to have Commercial or Class C driver license?
City: As stated in Section II, Subsection C.2 of the RFP, drivers must possess a valid driver’s license issued by the State of California and be legally authorized to operate the vehicle (s) assigned to perform the services. The RFP does not specify a requirement for a commercial driver’s license.
87. Are their requirements on number of employees provider must have?
City: No. The RFP does not specify the number of employees required of the Contractor. Requirements related to personnel are set forth in Section II, Subsection C.2, “Personnel”. Proposers are responsible for providing sufficient staffing to ensure full performance of all the services required under the contract.
88. What software is used to book rides or call-in?
City: The City does not maintain detailed information regarding the specific software platform (s) used by the current contractor for these purposes. The City does not own, license, or directly manage the software utilized for Dial -a-Ride reservations, scheduling, or call-taking. These functions are currently provided and administered by the City’s contracted service provider.
89. Are dispatch hours- 24 Hours on demand (no shut down) and are late calls routed next day?
City: No. See answer to question #59.
90. Are their tablets in vehicles?
City: The City does not furnish or require specific in-vehicle tablets or mobile devices for Dial-a-Ride operations. Any tablets or mobile devices currently used in vehicles are provided and maintained by the current contractor as part of its service delivery approach.
495
ADDENDUM #2
91. Is the city open to mixed service/ Ride Share?
City: Yes. The City will consider proposals that include shared-ride and /or mixed service models, provided they fully comply with ADA requirements and all RFP service standards.
92. Are current drivers considered employees or subcontractors?
City: The City does not employ Dial-a-Ride drivers. The current contractor provides service through a co-op, taxicab-based model. The current provider’s drivers are not City employees and are engaged through the contractor’s operating structure in accordance with applicable laws.
Proposers are responsible for determining their own staffing and driver classification models and ensuring compliance with all applicable laws and regulations.
93. How is the current fare paid? Ticket or other method?
City: See answer to question #31.
94. Is new provider expected to purchased new fleet?
City: No. This is not a requirement of this solicitation. 496
807 S Lemon Ave, Diamond Bar, CA 91789 / Tel: (909) 895-7146 Page 1 of 4
Memorandum
To: Mark Flores, Director of Recreation & Community Services From: Sarah Rizvi, Avant Garde Inc., Grant Writing and Funding Administration Consultant Date: June 4, 2026
Subject: RFP No. 01-021026 Bid Analysis: Dial-A-Ride Demand Response Services
Dear Mr. Flores and Lynwood Team,
Disclaimer
Avant Garde performed a 3rd-party bid analysis to assist the City of Lynwood in determining pros and cons as well as applicability of alternative versus traditional applications to their requests in the issued RFP No. 01-021026. Where possible, high-level information is extracted; some bid documents contain proprietary information.
Summary
• SMS Transportation is fully compliant but financially stressed – high debt and excluded lease assets and liabilities from the provided balance sheet. • HBSS provides advanced out-of-state technology at the highest price, with older vehicles but local Dial-A-Ride track record through main subcontractor with storage and staging facility 14 miles from Lynwood.
• Fiesta Taxi offers the smoothest transition and lowest traditional cost, but independent contractor model may pose risk.
• Uber Transit is the most economical and innovative, but cannot meet several core RFP requirements. A multi-provider model (Uber + Fiesta) could balance innovation and compliance should the City so choose.
The City may choose to conduct oral interviews (per RFP Section IV-C) or have the City Attorney review documents to clarify exceptions, especially Uber’s legal deviations and SMS’s financial viability.
SMS Transportation Services, Inc. (Traditional)
Pros
• 25+ years of demand-response experience in California. • Specializes in ADA-compliant operations for seniors and persons with disabilities. • Vehicles are less than 10 years old (2025 Ford Transit 350) – fully meets RFP. • 24/7 service coverage; call center hours exactly match RFP (7-5 weekdays, 8-5 weekends). • Physical ID card system (EZ Transportation Card) – matches current model. 497
807 S Lemon Ave, Diamond Bar, CA 91789 / Tel: (909) 895-7146 Page 2 of 4
• Comprehensive training & safety programs: SmartDrive onboard recording, safety point system, zero-tolerance policies.
• Detailed preventive maintenance (every 3,000 miles / 30 days) and annual CHP inspections. • Strong local references: Orange County Access Program, South Central LA Regional Center (since 1999).
Cons
• Financial risk: High long-term debt, high cost EIDL loan, and a high-interest loan (71.12%). • GAAP departure: Accountant’s review explicitly notes that lease right-of-use assets and liabilities were not capitalized (ASC 842 violation).
• Customer concentration: One customer accounts for 81% of revenue; one customer represents 63% of accounts receivable.
• Related-party transaction (The same shareholders owned a majority of both ButterFli Technologies, Inc. and SMS during a $472,614 transaction).
• Fixed monthly cost – City bears volume risk if vehicle revenue hours fall below projections. • No real-time dashboard for City – reporting is only monthly.
HBSS Connect Corp. (with MedSafe) – Traditional
Pros
• Combines HBSS’s QRyde® cloud-based AI scheduling and dispatch platform with MedSafe’s local Southern California operations.
• Technology-forward: real-time tracking, driver simulator, automated reporting. • Proposes 3 dedicated ADA-accessible Ford Transit vans (exceeds minimum). • Experienced project manager (Allen Saltzman, 40+ years) and strong tech team (Dr. Bhatnagar, 30 years in transit tech).
• Drug & alcohol program compliant with FTA 49 CFR Part 655. • Detailed Injury & Illness Prevention Program.
Cons
• Vehicle age: Proposed 2017-2018 Ford Transits (7-8 years old at contract start) – RFP requires <10 years, but they will approach the limit during a 5-year contract term. • Same GAAP lease issue as SMS – accountant’s report qualified for not capitalizing leases. • Highest total cost among all proposers: $2,226,633 over 5 years. • No California Dial-A-Ride experience – HBSS is primarily a software provider; MedSafe does NEMT, not public Dial-A-Ride.
• Relies on Uber/Lyft for overflow – introduces third-party dependency. • Physical ID card system not described – proposes innovative digital solution, but RFP encourages photo ID cards.
• Subcontractor risk – HBSS is based out-of-state (Massachusetts).
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Fiesta Taxi Cooperative, Inc. (via Administrative Services Cooperative) – Alternative
Pros
• Incumbent provider – seamless transition, no startup delay, “turn key operation”. • Lowest traditional cost: $1,130,000 over 5 years (about 40% less than SMS). • Massive fleet: 634 vehicles available, 87 wheelchair-accessible vans – high capacity. • 90% of pickups in under 20 minutes (self-reported).
• MJM swipe card system already in place – no setup fee, City only pays $0.50/transaction. • Paperless, real-time data via MJM – City can audit in real time. • Experience with 22 LA County cities.
• Drivers paid next day – good for driver retention and best labor practices for independent contractors.
• City only pays for completed trips (pay-per-performance). • Full Drug and Alcohol Policy included in proposal (compliant with FTA 49 CFR Part 655).
Cons
• Vehicle age – fleet includes vehicles as old as 2016 (9-10 years at contract start); many will exceed RFP’s 10-year limit during contract term.
• Pricing format deviation – uses per-trip taxi meter ($3.10 flag + $2.97/mile) instead of RFP’s Form 2 (fixed monthly + VRH). City accepts supplemental info.
• Drivers are independent contractors, but the proposal describes a mandatory and extensive training program for all drivers covering defensive driving, sensitivity, and Dial-A-Ride rules. City should clarify operational control structure esp. verification and enforcement of training. • No dedicated fleet – vehicles shared with regular taxi service. • Mixed references: Palos Verdes gave 5/5, but Montebello rated 3.5/5 citing consistency issues. • Administrative Services Cooperative profit is only 34% higher than accumulated deficit ($1.79M and $1.17M, respectively).
Uber Transit (Uber Technologies, Inc.) – Alternative
Pros
• Lowest total cost: $821,363 over 5 years (about 50% of Fiesta’s). • Pay-per-performance – City pays only for completed trips, no fixed overhead (can be viewed as neutral firm information).
• No physical ID cards – digital vouchers via Uber account (reduces administration). • Highly scalable – large driver network in Lynwood with an average wait time of <5 minutes based on Uber's internal platform data (self-reported).
• Multi-provider model – can complement existing taxi service as a pilot without financial risk. • Accessibility features: Uber Assist (door-to-door), Uber WAV, app supports screen readers and service animals.
• Robust and continuous background checks and Industry Sharing Safety Program (with Lyft). This is more extensive than other firms and indicates monitoring for new criminal offenses versus a one- time pre-employment check.
499
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• 24/7 trip requests via app, real-time tracking, in-app support.
Cons
• Pay-per-performance – costs exceeding the Dial-A-Ride voucher dollar amount must be covered by the seniors using the service. Could pose issue as many senior residents are on a fixed income and will not be able to cover differences during surge pricing. Would need to be communicated before full implementation/transition from previous provider.
• Vehicle age non-compliance – Uber allows vehicles up to 16 years old; RFP requires less than 10 years.
• Call center hours mismatch – Uber’s call center runs 8:00am-10:00pm daily; RFP requires live support from 7:00am weekdays.
• No-tip policy conflict – Uber allows tips; RFP requires no tips, Uber cannot enforce. • Cannot provide detailed incident/complaint reports – only aggregated, anonymized data due to privacy policy. This fails RFP Section F.
• Driver training minimal – only Uber Assist/WAV drivers receive extra training; standard drivers have no mandated onboarding or refresher training.
• No fixed fleet – vehicles are not dedicated to Lynwood; WAVs shared across LA. • Extensive legal exceptions – Uber requests changes to indemnification, assignment, audit rights, ownership of data, etc. City Attorney would need to review and advise before contract award. • Does not provide NTD reporting data (no vehicle hours, no deadhead, no no-shows) – cannot meet RFP operating data requirements.
500
Issued on 02/24/2026
Bid Due on May 6, 2026 3:00 PM (PDT)
Service Service
Pros Cons
HBSS Connect Corp. Yes
Cloud‑based QRyde® AI
platform; driver simulator; 3
ADA vehicles; experienced
tech team; FTA compliant
drug/alcohol policy
Vehicle age 2017‑2018
(borderline of 10 years);
highest total cost;
no CA Dial‑A‑Ride track
record; GAAP lease
qualification
$2,226,633
Uses Uber/Lyft for
overflow; subcontractor
MedSafe is local but prime
is out‑of‑state.
SMS Transportation
Services Inc. Yes
25+ years CA experience;
vehicles <10 years; 24/7
service; physical ID card;
strong safety programs
Financial Condition
concerns. High debt,
high‑interest loan; GAAP
lease departure; 81%
revenue from one client
$1,859,668
Fixed monthly cost – City
bears volume risk; no
real‑time dashboard. A
Generally Accepted
Accounting Principles
(GAAP) departure means
the financial statements do
not fully comply with
standard accounting rules.
Service Service
Pros Cons
ALTERNATIVE
SERVICE Firms
Proposal Meets
Basic RFP
Requirements
Cost Notes
City of Lynwood DIAL-A-RIDE (ON DEMAND RESPONSE
TRANSPORTATION SERVICES)
TRADITIONAL
SERVICE Firms
Proposal Meets
Basic RFP
Requirements
Cost Notes
501
Fiesta Taxi Cooperative
Inc. Yes
Incumbent – seamless
transition;
lowest traditional cost;
634 vehicles / 87 WAVs;
90% pickups <20 min;
real‑time MJM data
Vehicle age (2016
models);
independent contractor
drivers – need to verify
training compliance and
enforcement structure;
no dedicated fleet
$1,130,000
City only pays for
completed trips; positive
reference from Palos
Verdes (5/5) but mixed
from Montebello (3.5/5)
Uber Transit No (several
non‑compliances)
Lowest cost ($821k);
pay‑per‑performance;
scalable; no physical ID
cards (digital);
multi‑provider model;
strongest safety
background checks
Vehicle age up to 16
years;
call center starts at 8am
(RFP states 7am);
allows tips;
cannot provide detailed
incident reports;
legal exceptions
(indemnification, audit
rights, etc.)
$821,363
City must accept many
RFP exceptions; best for
pilot / multi‑provider
complement to taxi cab
services. A legal exception
is a formal request by a
proposer to deviate from
the standard terms and
conditions set by the
issuing agency (City). The
contract may be more
difficult to manage or
enforce.
RFP Requirement
SMS
Transportation HBSS Connect Corp. Fiesta Taxi Uber Transit Vehicles <10 years old
Yes (2025 Ford
Transit) 2017 ‑2018 (borderline) Includes 2016 models
Allows up to 16
years
Minimum 2 ADA vehicles w/
lift Yes 3 vehicles 87 WAVs (shared)
WAV available
(shared)
Physical ID card with photo Yes (EZ Card) Not specified (digital) Yes No. Digital only
(Uber account)
502
Call center hours (7‑5
weekdays, 8‑5 weekends) Yes Yes 24/7 (exceeds)
8am‑10pm (late
start)
Driver no‑tip policy Yes Yes
Needs clarification based on
existing contract data
(Independent Contractors) Tips allowed
Incident reporting (detailed,
24h) Yes Yes Limited data
Only aggregated
anonymized
Monthly operating reports
(NTD, vehicle hours, etc.) Yes Yes Yes
No vehicle hours,
no no‑shows
Financial statements
(audited/reviewed)
Reviewed w/
qualification Reviewed w/ qualification Audited (unqualified) SEC filer (strong) All forms (1‑5) completed
Yes (not incl. Form
2 - Sample Line
Item Budget or
Addendum
Acknowledgement)
Yes (incl. Form 2 - Sample
Line Item Budget)
Yes (not incl. Form 2 -
Sample Line Item Budget)
Yes (not incl.
Form 2 - Sample
Line Item
Budget)
503
City of Lynwood DIAL-A-RIDE
(ON DEMAND RESPONSE
TRANSPORTATION
SERVICES) HBSS Connect Corp. / MedSafe
SMS Transportation Services,
Inc. Fiesta Taxi Cooperative Inc. Uber Transit
Traditional Traditional Alternative Alternative
Required Documents
Proposal Checklist Yes Yes Yes Yes
Cost Proposal Yes Yes Yes Yes
Company's Certificate Yes Yes Yes Yes
Organizational Chart Yes Yes Yes Yes
Non-Collusion Affidavit Yes Yes Yes Yes
Addendum No. 1 Acknowledgement Yes No Yes Yes
Addendum No. 2 Acknowledgement Yes No Yes Yes
Company's Financial Condition Yes Yes Yes Yes
List of Proposed Vehicles Yes Yes Yes Yes
Bidder's Insurance Statement Yes Yes Yes Yes
Drug and Alcohol Policy Yes Yes Yes
**SAM.gov & Exp (NOT
REQUIRED):
VR6NWR9HMUV4; Exp: Dec
31, 2026
HDLLM5G1XWG4, Exp: Dec
14, 2021
HPL2ZS74SFM1 Exp: Feb 17,
2021 N/A
Address:
1075 Westford ST
Lowell, Massachusetts
01851-2845, United States
865 S Figueroa ST STE 2750
Los Angeles, California
90017-2627, United States
1515 W. 190TH Street Suite 250
Gardena, California
90248, United States
Uber Technologies Inc. 1725
3rd Street, San
Francisco California 94158,
United States
Responsive
Non Responsive
Aon Risk Insurance Services
West, Inc. (AIG Specialty
Insurance Company)
Responsive Responsive Responsive Responsive
Southlake Specialty Insurance
Company (Cluett Commercial)Insurer Info
RFP Insurance Agency 4401
Crenshaw Blvd, Ste 220, Los
Angeles CA 90043 (National
Interstate)
San Diego-Alliant Insurance
Services, Inc. (Golden Bear
Insurance Company)
504
City of Lynwood DIAL-A-RIDE (ON DEMAND RESPONSE TRANSPORTATION SERVICES) Issued on 02/24/2026
Bid Due on May 6, 2026 3:00 PM (PDT)
Service Year Annual Cost
Projected Annual
Vehicle Revenue
Hours (VRH) HBSS
SMS Transportation
Services, Inc.
Fiesta Taxi Cooperative
Inc. Uber Transit
Traditional Traditional Alternative Alternative
Fixed Monthly Rate 5,440.75$ 26,472.00$ 16,667.00$ N/A Vehicle Revenue Hour
Rate 1800.00 172.79$ 88.24$ 111.11$ N/A Sub Total 395,127.18$ 317,664.00$ 200,000.00$ 139,868.00$ Fixed Monthly Rate 3,848.23$ 28,781.00$ 17,500.00$ N/A Vehicle Revenue Hour
Rate 1900.00 179.74$ 90.89$ 110.52$ N/A Sub Total 407,060.35$ 345,382.00$ 210,000.00$ 152,299.00$ Fixed Monthly Rate 4,002.16$ 31,205.00$ 18,750.00$ N/A Vehicle Revenue Hour
Rate 2000.00 186.95$ 93.62$ 112.50$ N/A Sub Total 443,022.56$ 374,466.00$ 225,000.00$ 165,367.00$ Fixed Monthly Rate 4,162.24$ 33,750.00$ 20,000.00$ N/A Vehicle Revenue Hour
Rate 2100.00 194.45$ 96.43$ 114.28$ N/A Sub Total 481,197.22$ 405,000.00$ 240,000.00$ 179,100.00$ Fixed Monthly Rate 4,328.73$ 34,763.00$ 21,250.00$ N/A Vehicle Revenue Hour
Rate 2100.00 202.12$ 99.33$ 121.42$ N/A Sub Total 500,225.49$ 417,156.00$ 255,000.00$ 184,729.00$ Total 2,226,632.80$ 1,859,668.00$ 1,130,000.00$ 821,363.00$ 1 5
4 3
2 505
City of Lynwood DIAL-A-RIDE (ON DEMAND
RESPONSE TRANSPORTATION SERVICES)
Required Documents
Montachusett Regional Transit Authority
No Answer
Note: Voicemail left for listed contact at
the phone number provided. East Coast
based contact.
Summit County Dept. of Job and Family
Services
No Answer
Note: Voicemail left for listed contact at
the phone number provided. East Coast
based contact.
Penquis Community Action Program
No Answer
Note: Voicemail left for listed contact at
the phone number provided. East Coast
based contact.
Prairie Hills Transit
No Answer
Note: Voicemail left for listed contact at
the phone number provided. East Coast
based contact.
Montebello Bus Lines
1 - yes dial a ride, for senior citizens and ADA compliant 2 - complaints received. Email sent to reps. 2 days to
week response. Directly contact complaintant and work
it out
3 - yes reliability issues. Consistency can be improved. 4 - 3.5 due to the consistency issues
5 - great service, provides for community, elderly rely on it and would be detrimental if lost.
West Los Angeles College Pinellas Suncoast Transit Authority (PSTA) No Answer No Answer
Note: Voicemail left for listed contact on direct line. If number listed was not direct line, staff coordinated with operator for direct line.
Note: No phone number on file. Staff coordinated phone
numbers and left voicemail left for listed contact and/or word with an assistant.
Pierce College
1 - Serivces provided were a scheduled, closed-loop
three-mile circuit shuttle bus. Program route developed specifically for ADA services but allowed for anyone on campus to benefit (no external stops).
City of Paramount
Medical Taxi Voucher Transit Services
No Answer
3 - yes
5. Is there anything else you would like to share? 4 - Rated five (05) out of five 5 - Ridership has increased 35% in the last 12 months.
Very responsive contractor. No issues from the service
quality, data reporting, or customer service.
4. On a scale of 1-5, 5 being the highest, how would you rate their service? Access for All (AFA) City of Palos Verdes Omni Trans No Answer 1 - Dial A Ride Services (ADA access on all vehicles) No Answer Note: Listed point of contact incomplete. Refers to state- wide program contact missing title and accurate phone
number. 2 - None
Note: No phone number on file. Staff coordinated phone
numbers and left voicemail left for listed contact and/or word with an assistant.
4 - rated four out of four
5 - N/A
No Answer 1 - Dial A Ride Services No Answer
HBSS SMS Transportation Services, Inc. Fiesta Taxi Uber Transit
3. Was the project completed within the schedule,
timeframe, and manner acceptable to the agency? Note: Voicemail left for listed contact with main line.
Verbal confirmation with recepionist that information
would be distributed and City of Lynwood would receive
a call back.
2 - grown our satellite points, not in the system. Staff comms with satellite bu dispatch coord is not reaching
the driver. Improvement since Jan. residents informed
and initiators of complaints. (responsive and better)
Note: No phone number on file. Staff coordinated phone
numbers and left voicemail left for listed contact and/or word with an assistant.
3 - yes
2. Did you experience any challenges with the contractor? If so, how responsive were they to remedy the situation?
South Central Los Angeles Regional Center City of Lomita City of Carson *Disclaimer: All listed points of contact for all firm references were alotted multiple business days across 2 weeks to respond.
No Answer
1. What type of service did the contractor complete for your agency? Orange County Access Program City of Pico Rivera City of West Covina No Answer No Answer
Note: Voicemail left for listed contact on direct line. If number listed was not direct line, staff coordinated with operator for direct line.
Note: City Manager Listed as Point of Contact. City
Manager Office Staff directed Lynwood instead to Pico
Rivera Transit Analyst.
Note: No phone number on file. Staff coordinated phone
numbers and left voicemail left for listed contact and/or word with an assistant.
Voicemail left for Transit Analyst: Violet Gonzales
506
2 - Initially no issued with them, they were the lowest bidder. Then there was inconsisten working AC
conditions, the buses were older leading to frequent
interuptions for maintenance or to get replacement bus.
Customer service and handling of issues was
responsive and great. Overall drivers were responsible, available via work cell at all times on clock, on top of maintenance, and the college had two designated
representatives that assisted with coordination of bus
statuses.
Note: Listed point of contact out of date/incorrect.
3 - Yes
4 - rated four (04) out of five
5 - The college went out to bid for their services when contract expired. They got underbid and college went
with lowest responsible bidder. The main con for the
college was that this service provider is located in East LA. For a woodland hills located client this presented
longer wait times if a replacement bus was needed.
507
508
HBSS Connect Corp Proposal | RFP# 2026-020-KM-01 On-Demand Public Transportation Rideshare Program | City of Hutto.
© 2026 HBSS Connect Corp | Confidential and Proprietary 2 Table of Contents
Section 1 Cover Letter 1-3
HBSS Connect Corp Approach for the City of Lynwood ............................................................................ 1-3 Section 1 Statement of Experience and Qualifications 1-6 HBSS Connect Corp ...................................................................................................................................... 1-6 Similar Experience .................................................................................................................................... 1-7 MedSafe Non- Emergency Transportation .................................................................................................. 1-8 California Operational Coverage and Experience ................................................................................... 1-8 Relevant Client and Facility Experience .................................................................................................. 1-9 Section 2 Cost Proposal 2-10
Section 3 Company’s Financial Condition and Audited Financial Statements 3-10 Section 4 Resumes of Key Management Personnel 4-11
Project Manager ........................................................................................................................................ 4-11 Other key Personnel .................................................................................................................................. 4-11 Organizational Chart .................................................................................................................................. 4-13 Other Staff Assigned for this project ................................................................................................... 4-13 Section 5 Timeline 5-22
Detailed Timeline ....................................................................................................................................... 5-22 Post-Implementation Support & Continuous Improvement .................................................................... 5-25 Section 6 References 6-26
Section 7 Deliverables 7-28
List of all Proposed Vehicles .................................................................................................................... 7-28 Insurance Certifications ............................................................................................................................ 7-29 Maintenance Plans and Procedures ........................................................................................................ 7-33 Maintenance and Storage Facility ........................................................................................................ 7-33 Maintenance Plan .................................................................................................................................. 7-33 Written Policies and Procedures .............................................................................................................. 7-33 Drug and Alcohol Policy ........................................................................................................................ 7-33 Injury and Illness Prevention Program ................................................................................................. 7-37 Personnel Practice and Policy .............................................................................................................. 7-44 Required Forms ......................................................................................................................................... 7-44 509
HBSS Connect Corp Proposal | RFP# 2026-020-KM-01 On-Demand Public Transportation Rideshare Program | City of Hutto.
© 2026 HBSS Connect Corp | Confidential and Proprietary 1-3 Section 1 Cover Letter
City of Lynwood May 6, 2026 City Clerk’s Office, 11330 Bullis Road, Lynwood, CA 90262 Attention: Maria Quinonez, City Clerk
Dear Ms. Quinonez:
HBSS Connect Corp. (“HBSS”) i s pleased to submit this proposal to the City of Lynwood for RFP No. 01-021026 Dial-a-Ride (On-Demand Response Transportation Services. HBSS will serve as the Prime Contractor and overall program administrator, delivering a comprehensive turnkey transportation management solution along with a qualified local provider in LA, CA, Medsafe Non- Emergency Transportation as the subcontractor for this project
Proposing Company: HBSS Connect Corp
Address: 1075 Westford Street, Suite 304 Lowell, MA 01851.
Authorized Point of Contact: Mr. Stephen Pelligrini, Director of Business Development Phone & Email: 610-350-7403, [email protected]
HBSS Connect Corp. and MedSafe Non -Emergency Transportation fully understand the City of Lynwood’s objective to maintain a safe, reliable, and customer-focused Dial-a-Ride program for seniors and persons with disabilities while supporting continuous improvement in service delivery. The Lynwood DAR program serves a critical mobility function wit hin the City’s compact service area and approved regional medical destinations, currently averaging approximately 40 trips per day for eligible senior and ADA riders. HBSS recognizes that the City is generally satisfied with the current service model and i s seeking a partner capable of maintaining service quality while enhancing operational efficiency, customer communication, accessibility, technology utilization, and performance reporting.
HBSS Connect Corp Approach for the City of Lynwood
Our proposed s olution combines MedSafe’s locally based ADA transportation operations with HBSS’s QRyde® demand -response technology platform to deliver a responsive, flexible, and technology-enabled transportation program tailored to the needs of Lynwood’s senior and mobility-impaired community. Overview of the Approach:
City of Lynwood – Section II(C)
Contractor Obligations
Compliance HBSS Approach
Safe, reliable, ADA-compliant DAR
operations
Fully
Compliant
ADA-accessible Ford Transit WAV fleet with
compliant operati onal procedures and
passenger assistance.
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© 2026 HBSS Connect Corp | Confidential and Proprietary 1-4 Qualified personnel, driver
training, and D&A compliance
Fully
Compliant
Credentialed drivers with ADA, defensive
driving, and DOT/FTA -compliant safety
training.
Dispatch, scheduling,
communication, and reporting
systems
Fully
Compliant
QRyde® cloud-based scheduling, dispatch,
GPS, and reporting platform.
Vehicle maintenance, inspections,
cleanliness, and safety
compliance
Fully
Compliant
Preventive maintenance, daily inspections,
lift checks, and vehicle sanitiz ation
procedures.
Customer service, passenger
assistance, and operational
responsiveness
Fully
Compliant
Dedicated dispatch staffing, rider
communication, and trip coordination
support.
Insurance, recordkeeping, and
regulatory compliance
Fully
Compliant
Required insurance coverage, operational
reporting, and ADA/DOT regulatory
compliance.
Service continuity, operational
oversight, and quality assurance
Fully
Compliant
Three ADA vehicles, operational
redundancy, and continuous performance
monitoring.
HBSS Connect Corp. and MedSafe Non-Emergency Transportation fully acknowledge and comply with all Contractor Obligations identified under Section II, Subsection C of the City of Lynwood RFP. Our solution is specifically designed to meet or exceed all City requirements for the Lynwood Dial-a-Ride program.
HBSS will deploy the QRyde® platform as the City’s complete transportation technology solution. 511
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© 2026 HBSS Connect Corp | Confidential and Proprietary 1-5 QRyde® is a cloud -based mobility management platform designed specifically for demand - response and paratransit operations. At the core of our solution is QRyde AI, HBSS’s proven, enterprise-grade mobility platform that fully aligns with and exceeds the RFP requirements. The QRyde® platform directly aligns with the City’s stated interest in improving operational efficiency, technology utilization, customer communication, accessibility, and performance reporting while maintaining a cost-effective and rider-focused service model.
Operation with Local Expertise: MedSafe Non-Emergency Transportation is a Southern California- based transportation provider headquartered at 12444 Victory Blvd., Suite 525, Valley Glen, CA 91606. MedSafe maintains comprehensive driver operating procedures, training protocols, safety standards, customer service requirements, that support saf e, reliable, and ADA -compliant transportation service delivery throughout the Los Angeles region. For the City of Lynwood DAR program, MedSafe will oversee daily transportation operations, driver and dispatch staffing, fleet maintenance, vehicle safety com pliance, and day -to-day trip execution. Combined with HBSS’s QRyde® scheduling and dispatch platform, the proposed service model will support efficient trip coordination and responsive coverage throughout Lynwood and approved regional medical destinations, ensuring reliable and cost -effective transportation for seniors and persons with disabilities.
Proposed Fleet : To support Lynwood’s DAR service requirements, MedSafe will provide a dedicated fleet of three (3) ADA-accessible minivans (Ford Transit), each fully compliant with all requirements outlined in the RFP.
On behalf of HBSS Connect Corp., I certify that the information contained in this proposal is true and accurate. I also acknowledge receipt of any addenda issued for this RFP and confirm that I am authorized to bind HBSS to the terms of this proposal. I also certify that I am an authorized representative to bind t he Proposer to the terms of the proposal. Our team appreciates the opportunity to partner with the City of Lynwood on this important community mobility program.
Thank you for your consideration. We look forward to the opportunity to further discuss our proposal with the City.
Sincerely,
Stephen Pellegrini
Director of Business Development
HBSS Connect Corp.
Phone: 610-350-7403
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© 2026 HBSS Connect Corp | Confidential and Proprietary 1-6 Section 1 Statem ent of Experience and Qualifications
HBSS Connect Corp. and MedSafe Non -Emergency Transportation bring decades of combined experience in demand-response transportation, ADA mobility services, senior transportation, and non-emergency medical transportation operations. Established in 1997, HBSS has extensive experience managing senior transportation and statewide NEMT brokerage programs across MA, ME, MN, NY, and O R, including senior center transportation services in Chelsea and Worcester, MA and regional transit partnerships such as MART.
Established in 2010, MedSafe provides ADA -accessible and non -emergency transportation services throughout California, serving seniors, mobility -impaired riders, healthcare facilities, rehabilitation centers, and medical providers across the Los Angeles region. Together, HBSS and MedSafe offer the City of Lynwood a highly experienced, technology -enabled, and locally supported team capable of delivering safe, reliable, and customer-focused Dial-a-Ride services.
HBSS Connect Corp
Founded in 1997, HBSS Connect Corp. is a U.S. -based provider of transportation management software, with headquarters in Lowell, Massachusetts. Our flagship solution, QRyde, is a unified, cloud-hosted mobility platform serving public, Fixed Route, ADA , Microtransit and community - based transit programs nationwide. HBSS has proven statewide partnerships with MART (MA), GDOT, MDOT, and Delaware Transit Corporation (DTC).
Built on the United We Ride / Mobility Services for All Americans (MSAA) framework, our platform delivers comprehensive trip management tools including intelligent routing, real-time vehicle tracking, automated billing, complaint resolution, and performance reporting. 513
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Similar Experience
We bring nearly 30 years of experience delivering advanced scheduling, dispatch, and mobility solutions to transit agencies nationwide. Our work spans large urban systems to rural networks, consistently improving efficiency, driver productivity, and rider satisfaction through automation, analytics, and r esponsive support. Notably, as one of the key partners of the Fitchburg Consortium, HBSS was recently awarded a Non-Emergency Transportation (NET) contract in Summit County, Ohio , reflecting evaluator confidence in the HBSS’ operational model and its ability to operate within performance-accountable public-sector environments.
Agency Year Fleet Size Legacy
System
Replaced
Project Scope Key Results
Kimball
County
Transit, NE
2023 22
vehicles
Shah
Software
Cloud-based
dispatch System
Successful 3 -month
cutover; improved
OTP by 12%
Spartan
Transit, TX
2025 30
vehicles
Shah
Software
Demand-
response
scheduling and
dispatch
98% schedule
accuracy; eliminated
manual manifests
Prairie Hills
Transit, SD
2017 45
vehicles
Manual /
Excel
Multi-agency
coordination &
GPS tracking
Unified dispatch for
3 counties; reduced
idle time 18%
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MART, MA
(Ongoing)
1999 300+
providers
Legacy mix Brokerage
management, trip
optimization
30,000 daily trips
managed under one
system
Mississippi
DOT
(Statewide)
2017 159
counties
RouteMatch Statewide
paratransit SaaS
100K + daily trips; AI
optimization
reduced costs by
15%
VTrans / Tri -
Valley Transit,
VT
2022
Multi-
agency (50
towns)
Legacy
fragmented
systems
Statewide SaaS
scheduling, GTFS-
Flex integration,
DR automation
Improved
scheduling; reduced
manual trip
assignment
Delaware
Transit
Corporation
2002 250+
vehicles Trapeze
Cloud-based PT
platform, security-
compliant SaaS
Kent and Sussex
achieved ~86% OTP.
RTD Denver,
CO
2021
(RFP)
150+
vehicles;1k
trips
Routematch
Scheduling,
dispatch, APIs,
MDTs, real -time
trip negotiation
94% at RTD in
Denver up from 76%
with Routematch.
MedSafe Non - Emergency Transportation
MedSafe brings extensive Southern California
non-emergency transportation experience, an
established operational infra structure, ADA -
accessible fleet resources, and a proven
commitment to serving seniors and individuals
with disabilities throughout the Los Angeles region. Since 2010, MedSafe has continuously provided non -emergency medical transportation (NEMT) services t hroughout California, specializing in ambulatory, wheelchair-accessible, and gurney transportation services for seniors, hospitals, rehabilitation facilities, nursing facilities, assisted living communities, dialysis patients, and mobility-disadvantaged riders.
California Operational Coverage and Experience
MedSafe’s existing operations are strategically located within the greater Los Angeles region, enabling rapid deployment and highly responsive service delivery for Lynwood residents. The operational facility includes a secure 24-hour guarded and covered parking facility that supports fleet staging, dispatch coordination, vehicle readiness, and continuous operational oversight.
Importantly, Lynwood’s service area is significantly smaller and more geograp hically concentrated than MedSafe’s current operating footprint. 515
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Relevant Client and Facility Experience
MedSafe currently supports transportation services for a broad network of healthcare providers, hospitals, rehabilitation centers, dialysis faciliti es, nursing facilities, and senior -serving organizations throughout Southern California. Medsafe also has s everal contracts with Broker Network such as Call the Car and ModivCare . MedSafe’s supported medical destinations and healthcare networks include:
Healthcare Systems / Hospitals Specialized & Regional Care Facilities Providence Health & Services Davita Kidney Care
Dignity Health – Glendale Memorial
Hospital
Skilled Nursing Facilities throughout Los Angeles
County
Adventist Health Glendale Rehabilitation Facilities throughout Los Angeles County
Sherman Oaks Hospital
Kaiser Permanente Facilities
USC Verdugo Hills Hospital
Memorial Hospital of Gardena
Torrance Memorial Medical Center
Cedars-Sinai Medical Center
This exp erience is particu larly in advantage to the Lynwood DAR program because the City’s approved out -of-city medical destinations include multiple regional hospitals and Kaiser Permanente facilities similar to those MedSafe already services on a routine basis.
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© 2026 HBSS Connect Corp | Confidential and Proprietary 3-10 Section 2 Cost Proposal
HBSS pricing proposal is detailed out in the Cost Proposal Form 2. Please find the signed and attached Cost Proposal at the bottom of the proposal along with the proposal forms.
Section 3 Company’s Financial Condition and Audited Financial Statements
HBSS Connect Corp. is a financially robust, self -funded, and family -owned enterprise with close to three decades of proven stability in the transportation software industry. This independent structure, free from the pressures of external investors or venture capital, enables us to prioritize long-term innovation, operational excellence, and unwavering commitment to our clients' success. Unlike many competitors beholden to investor timelines and debt obligations, HBSS reinvests profits directly into product enhancements , such as our AI -driven Global Scheduling Engine and blockchain integrations via recent acquisitions like Colu. This self -sustained model ensures agile decision -making, full contro l over our roadmap, and the flexibility to deliver affordable, scalable solutions without compromising quality or passing on financing costs to partners.
Today, HBSS powers transportation for over 700 organizations across 34 states, from statewide rollouts with Georgia DOT and Mississippi DOT (serving 145+ operations) to partnerships with agencies like Montachusett Regional Transit Authority (MART), Spartan Public Transit in Texas, and Prairie Hills Transit under FTA's AIM Initiative. In 2025, we celebrated a landmark $2.5 million contract win with Summit County, Ohio, to deploy QRyde across their regional transit operations, underscoring our ability to secure and execute high-value public sector projects.
In addition, from 2021 to 2025, HBSS has secured key grants and contracts, including Federal Transit Administration (FTA) funding for initiatives like the statewide MOVET Veterans Transportation Coordination system in Massachusetts and recent awards from MassDevelopment to advance AI -supported features. These resources, combined with organic growth, have fueled our expansion in microtransit, paratransit, and on-demand platforms.
We are trusted by leading transit authorities nationwide, including Georgia DOT, Mississippi DOT, Delaware Transit Corporation, and MassHire Greater Lowell, all of whom have vetted our financial health and operational reliability through rigorous due diligence. As we've scaled, our business has emphasized cost efficiencies, team optimization, and continuous R&D investment, positioning us for profitability while enhancing core offerings like Dispatch360 and customer support. In accordance with the RFP requirements, HBSS confirms that there are no known factors that would impede our ability to deliver this project. Please find the H BSS Connect Corp Financial Statements attached with the submission.
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© 2026 HBSS Connect Corp | Confidential and Proprietary 4-11 Section 4 Resumes of Key Management Personnel
Project Manager
Mr. Allen Saltzman, Owner of Medsafe Transportation , will serve as the Project Manager for the City of Lynwood Dial-a-Ride program, bringing over 40 years of leadership, business management, operational oversight, and customer service experience across transportation, healthcare-related services, and operational management environments. As Owner of MedSafe Transportation, Mr.
Saltzman has been directly responsible for overseeing non-emergency transportation operations throughout the Los Angeles region, including operational coordination, staff management, healthcare partnerships, customer service oversight, and business development.
Key qualifications include:
Extensive transportation and operational management experience Strong personnel supervision and service coordination background Experience building and managing healthcare provider relationships Customer-focused management and service oversight
Familiarity with Southern California transportation operations Proven operational efficiency and performance improvement capabilities Strong communication, problem-solving, and organizational leadership skills
Other key Personnel
Dr. Himanshu Bhatnagar
CEO & Founder / Subject Matter Expert
D.Sc. Computer Science, UMass Lowell. Nationally recognized CTAA 'Transportation Innovator' with 30 years in transit technology. Provides strategic oversight and is personally accessible throughout the contract term.
Oversaw Georgia statewide paratransit (120+ counties, 80 sub - recipients)
Led Mississippi statewide contract (60+ 5310/5311 sub-recipients) Directed MART MA brokerage managing 350+ transportation providers
Pioneer of brokered transport ation technology; CTAA recognized innovator; M9
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Dr. Mital Parikh
Director of Operations / Subject Matter Expert
Ph.D. in Electrical Engineering (UMass) specializing in HBSS technology integration and RF/FSO airborne networks. Over 15 years of experience in product management and multi-agency system integration.
Integrated HBSS modules with third -party systems and managed cross-state VTCLI projects.
Managed product lifecycles for electronic fare cards, consumer portals, and driver applications.
Conducted advanced research for MIT Lincoln Labs on network connectivity and availability
Mr. Ryan Larsen
President / Brokerage & Operations Excellence / Subject Matter Expert Transit industry veteran with over 40 years of executive experience ranging from hands-on operations to corporate leadership. Former CEO of Ecolane USA and President of IntelliRide (Transdev).
Served on the Ecolane Board of Directors and led the company through its acquisition by National Express.
Directed large -scale operations and consul ting projects for national transit and paratransit providers. Rose from entry -level bus driver to executive leadership, providing 360-degree view transit management.
Ms. Melissa L’Ecuyer,
Subject Matter Expert (Training)
Ms. L’Ecuyer oversees a team o f 150+ personnel and brings comprehensive expertise in operations management, workforce supervision, compliance, and transit program oversight.
Manages 150+ staff , including hiring, training, and disciplinary actions
Leads route planning, customer relations, and operator training Oversees safety programs and drug & alcohol compliance Coordinates with union officials and participates in labor negotiations
Handles corporate tax reporting, ridership monitoring, and audit compliance
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Mr. De’Vang “Devo” Bavishi,
Subject Matter Expert (Vehicle Operations)
Mr. Bavishi , President of Ace Taxi Service, Inc. since 2007, brings extensive experience in fleet growth, operations management, and ADA- compliant transportation services.
Led company growth from 25 to 115 vehicles within 5 years Expertise in operations, training, and quality control programs Strong background in financial analysis, contracting, and regulatory compliance
Experienced in ADA transportation and passenger assistance for mobility-impaired riders
Skilled in driver relations, dispatch systems, and transportation technology (MIS)
Organizational Chart
Other Staff Assigned for this project
Position Quantity Rationale
Project / Operations
Manager
1 Overall contract management, City coordina tion, operational oversight, and performance monitoring
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© 2026 HBSS Connect Corp | Confidential and Proprietary 4-14 Operations
Supervisor
1 Oversees daily service operations, driver support, and after - hours operational coordination
Dispatchers 2 Supports reservation intake, dispatch coordination, and limited after-hours trip monitoring
Drivers (Dedicated
Fleet)
6–7 Supports 3 ADA vehicles operating with staggered 24/7 coverage, relief shifts, weekends, PTO, and operational redundancy
Please find the attached resumes of the key staffs mentioned down below on the following pages.
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© 2026 HBSS Connect Corp | Confidential and Proprietary 5-22 Section 5 Timeline
HBSS Connect Corp. will implement the City of Lynwood Dial -a-Ride (DAR) Program using a streamlined, operationally focused, and technology -enabled implementation approach designed to ensure rapid deployme nt, minimal disruption to existing riders, and full operational readiness by the City’s required July 1, 2026 go-live date.
The proposed implementation strategy leverages the existing operational infrastructure of MedSafe Non-Emergency Transportation, inc luding established Southern California operations, ADA-accessible vehicles, dispatch resources, trained personnel, and fleet management capabilities, combined with the deployment of the QRyde® cloud-based scheduling, dispatch, and reporting platform. Because the program utilizes an existing local transportation provider network and operational fleet, implementation activities will primarily focus on operational configuration, system setup, personnel readiness, rider transition coordination, and service vali dation rather than large-scale infrastructure deployment.
Detailed Timeline
Phase Timeline Key Activities Responsibility Outcomes
Phase 1:
Contract
Initiation &
Program
Alignment
June 9 –
June 13,
2026
Conduct kickoff meeting with
City stakeholders
Finalize service parameters,
operating procedures,
HBSS + City
of Lynwood
Program
framework
finalized,
operational
coordination
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© 2026 HBSS Connect Corp | Confidential and Proprietary 5-23 approved medical
destinations, and reporting
requirements
Confirm operational roles
and communication
protocols
Coordinate transition
planning with in cumbent
provider
Finalize implementation
schedule and comp liance
checklist
established,
implementation
plan confirmed
Phase 2:
System
Configuration
& Operational
Setup
June 13
– June
18, 2026
Configure QRyde platform for
Lynwood DAR operations
Configure dispatch,
scheduling, reporting, a nd
rider management workflows
Configure service zones, trip
parameters, and approved
destinations
Establish operational
dashboards and r eporting
templates
Configure communication
and dispatch procedures
HBSS (Lead) Fully configured
operational and
technology
environment
aligned to
Lynwood
requirements
Phase 3:
Fleet
Readiness &
Compliance
Validation
June 16
– June
22, 2026
Prepare and inspect ADA -
accessible Ford Transit
vehicles
Verify wheelchair lif ts,
securement systems, and
safety equipment
Finalize driver credentialing,
insurance, and compliance
verification
Confirm dispatch staffi ng
and operational schedules
Establish backup and
overflow procedures utilizing
Uber/Lyft when appropriate
MedSafe
(Lead) +
HBSS
Oversight
Fleet
operationally
ready,
personnel
verified,
compliance
requirements
completed
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© 2026 HBSS Connect Corp | Confidential and Proprietary 5-24 Phase 4:
Training &
Operational
Readiness
June 22
– June
26, 2026
Train dispatch and
operational personnel on
QRyde workflows
Conduct ADA, customer
service, and safety refresher
training
Conduct operational
simulations and scenario
testing
Validate reporting
procedures and
communication workflows
Finalize customer service
and incident management
procedures
HBSS +
MedSafe
Fully trained
operational
staff and
validated
operational
readiness
Phase 5: Pilot
Operations &
Service
Validation
June 26
– June
30, 2026
Conduct controlled
operational tes ting and pilot
trip execution
Validate dispatch
coordination and
communication systems
Monitor trip manageme nt,
response procedures , and
operational performance
Verify fleet readiness and
backup coverage
Resolve final operational
issues prior to launch
HBSS +
MedSafe
Operational
workflows
validated,
service
readiness
confirmed, final
launch approval
achieved
Phase 6: Full
Deployment
(Go-Live)
July 1,
2026
Begin full Lynwood DAR
operations
Activate live dispatch an d
customer support operations
Deploy full reportin g and
monitoring capabilities
Initiate ongoing operational
oversight and performance
monitoring
Begin continuous
optimization and service
quality management
HBSS +
MedSafe
Fully
operational
DAR program
delivering safe,
reliable, ADA -
compliant
transportation
service
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© 2026 HBSS Connect Corp | Confidential and Proprietary 5-25 Post -Implementation Support & Continuous Improvement
Following deployment, HBSS and Me dSafe will provide ongoing operational, technical, and management support to ensure long -term service quality, operational reliability, and continuous improvement of the Lynwood DAR program, including:
Real-time dispatch and operational monitoring
Ongoing fleet readiness and maintenance oversight
Trip monitoring and service performance management
Continuous QRyde system support and reporting
Customer service and complaint resolution management
Monitoring of on-time performance and trip completion Operational performance reviews and optimization
Driver oversight, coaching, and refresher training
Coordination of overflow trip management using approved TNC partners when appropriate
Ongoing reporting and analytics support for City oversight Scalable operational support to accommodate future service growth or demand changes
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© 2026 HBSS Connect Corp | Confidential and Proprietary 6-26 Section 6 References
Montachusett Regional Transit Authority (MART)
Contact Person
Name
Steven Bliss
Telephone Number 978-665-2268
Mailing Address 1427R Water Street, Fitchburg, MA 01420 E-Mail Address [email protected]
Contract Since 2001-Ongoing
Scope of Work HBSS provides Paratransit, Microtransit and NEMT transport services to MART. The Montachusett Regional Transit Authority (MART) in Massachusetts is a non -profit regional transit authority with a $132 million a year operation providing public transportation primarily outside of the Greater Boston area covering 624 square miles. HBSS brokerage management portal helped MART grow from 12 to 250+ contractors, providing 30,000 daily trips per day, without having to redesign or re - procure the system. It also allowed MART to add multiple payment formats and periods based on contract types. It embodies flexible implementation of complex cos t allocation methods and payment systems including mileage, hourly, bucket rates, and others. MART annually averages 1,531 trips per day.
Non-Emergency Transportation (NET) Services
Agency Name Summit County Department of Job and Family Services (CSDJFS) Contract Term
(Years)
Awarded recently
Contact Person Jennifer Daubenspeck, Contract Administration Manager Phone Mobile: 330-643-8989
Email [email protected]
Scope Summary HBSS as a partner in the Fitchburg Consortium delivers end-to-end Medicaid Non-Emergency Transportation services for Summit County JFS, providing broker-scheduled, ADA-compliant NEMT operations with 24/7 vehicle availability. Services are supported by advanced scheduling technology, professional and compliant drivers, and full Medicaid documentation, billing, and reporting.
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© 2026 HBSS Connect Corp | Confidential and Proprietary 6-27 Penquis Community Action Program (CAP)
Contact Person
Name
Ms. Stephanie Farrar
Telephone Number (207) 973-3698
Mailing Address 262 Harlow Street, Bangor, ME 04402
E-Mail Address [email protected]
Contract Since 2001-Ongoing
Scope of Work Penquis provides transporta tion to medical appointments, local shopping centers, work and senior centers. Penquis offers door-to-door paratransit services as well as NEMT brokered services. PCAP utilizes the QRyde Portal with the global scheduling engine to schedule rides utilizing its vehicles, volunteer drivers and taxi companies for overflow.
Using the QRyde scheduling engine. Tri ps (Routes) are offered to the volunteer drives (cheapest), followed by agency drivers and any overflow is then offered to taxi companies based on availability and cost. Penquis manages about 1500-1600 trips daily using this model.
Prairie Hills Transit
Contact Person
Name
Ms. Lisa Johnson
Telephone Number 605-642-6668
Mailing Address 2015 Tumble Weed Trail, Spearfish, South Dakota E-Mail Address [email protected]
Contract Since 2005-Ongoing
Scope of Work PHT is a non -profit corpor ation dedicated to providing public transportation for persons of all ages, including those who may require specialized transportation. Service is available to meet the needs of all people in the community, not just a specialized population. PHT service is intended to provide nonemergency medical transportation, as well as trips for shopping, banking, and nutrition. The PHT fleet consists of 21 buses up to 24 passengers, 7 vans, 6 sprinters, and 1 trolley. HBSS currently pr ovides the following technology li ke, Automated routing/scheduling system, AVL/MDT technology first implemented in 2008, Billing and Reports for back -office management & Veterans Community Living Initiative (VTCLI) portal
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© 2026 HBSS Connect Corp | Confidential and Proprietary 7-28 Section 7 Deliverables
List of all Proposed Vehicles
For the Lynwood DAR p rogram, MedSafe will provide three (3) ADA -accessible Ford Transit minivans equipped with hydraulic wheelchair lifts and wheelchair securement systems. Each vehicle is capable of safely transporting up to:
Two (2) wheelchair passengers; and
Three (3) additional ambulatory passengers simultaneously
Image No Identifica
tion
Number
Year Manu
factur
er
Make Fuel License Tag
Number
25 DP693XK 2017
Ford Transit
Van
E85/Ga
s
1FMZK1CM2
HKB43033
26 CJ980DP 2017
Ford Transit
Van
E85/Ga
s
1FTYE1CMX
HKA04615
27 CK087DP 2018
Ford Transit
Van
E85/Ga
s
1FTYE1CM4J
KA2631
Given the City’s relatively low-volume demand-response profile and geographically compact 4.9- square-mile service area, the proposed three-vehicle configuration provides more than sufficient operational capacity to maintain reliable service coverage throughout all required operating periods.
535
HBSS Connect Corp Proposal | RFP# 2026-020-KM-01 On-Demand Public Transportation Rideshare Program | City of Hutto.
© 2026 HBSS Connect Corp | Confidential and Proprietary 7-29
In addition, the operational model proposed by HBSS and MedSafe incorporates supplemental overflow support through approved Transportation Network Compani es (TNCs), including Uber and Lyft, when appropriate and consistent with ADA and contractual requirements.
Insurance Certifications
The required insurance certificates for the 3 vehicles are attached down below:
536
CALIFORNIA FLEET AUTO INSURANCE IDENTIFICATION CARD
COMPANY NUMBER COMPANY NAME AND ADDRESS
POLICY NUMBER
EFFECTIVE DATE EXPIRATION DATE
THIS POLICY MEETS THE REQUIREMENTS OF § 16056 OR § 16500.5 OF THE
CALIFORNIA VEHICLE CODE AND IS A COMMERCIAL OR FLEET POLICY
YEAR MAKE/MODEL VEHICLE IDENTIFICATION NUMBER
AGENCY/COMPANY ISSUING CARD
INSURED
SEE IMPORTANT NOTICE ON REVERSE SIDE
THIS CARD MUST BE KEPT IN THE INSURED
VEHICLE AND PRESENTED UPON DEMAND
IN CASE OF ACCIDENT: Report all accidents to your Agent/Company as soon as possible. Obtain the following information:
1. Name and address of each driver, passenger and witness.
2. Name of Insurance Company and policy number for each vehicle involved.
ACORD 52 CA (2007/07) © 2007 ACORD CORPORATION. All rights reserved.
SALTINC-01 HHEENAN
16999 Southlake Specialty Insurance Company
1301 Solana Blvd
Suite 2100
Westlake, TX 76262SKPARAU100085
01/14/2026
01/14/2027
2017 Ford Transit 1FMZK1CM2HKB43033
Cluett Commercial Insurance Agency
431 Country Club Way
Kingston, MA 02364-4116
Saltys54, Inc dba MedSafe Transportation
12444 Victory Blvd, Suite 525
Valley Glen, CA 91606
#25
537
CALIFORNIA FLEET AUTO INSURANCE IDENTIFICATION CARD
COMPANY NUMBER COMPANY NAME AND ADDRESS
POLICY NUMBER
EFFECTIVE DATE EXPIRATION DATE
THIS POLICY MEETS THE REQUIREMENTS OF § 16056 OR § 16500.5 OF THE
CALIFORNIA VEHICLE CODE AND IS A COMMERCIAL OR FLEET POLICY
YEAR MAKE/MODEL VEHICLE IDENTIFICATION NUMBER
AGENCY/COMPANY ISSUING CARD
INSURED
SEE IMPORTANT NOTICE ON REVERSE SIDE
THIS CARD MUST BE KEPT IN THE INSURED
VEHICLE AND PRESENTED UPON DEMAND
IN CASE OF ACCIDENT: Report all accidents to your Agent/Company as soon as possible. Obtain the following information:
1. Name and address of each driver, passenger and witness.
2. Name of Insurance Company and policy number for each vehicle involved.
ACORD 52 CA (2007/07) © 2007 ACORD CORPORATION. All rights reserved.
SALTINC-01
HHEENAN
16999 Southlake Specialty Insurance Company
1301 Solana Blvd
Suite 2100
Westlake, TX 76262SKPARAU100085
01/14/2026 01/14/2027
2017 Ford Transit 1FTYE1CMXHKA04615
Cluett Commercial Insurance Agency
431 Country Club Way
Kingston, MA 02364-4116
Saltys54, Inc dba MedSafe Transportation
12444 Victory Blvd, Suite 525
Valley Glen, CA 91606
#26
538
CALIFORNIA FLEET AUTO INSURANCE IDENTIFICATION CARD
COMPANY NUMBER COMPANY NAME AND ADDRESS
POLICY NUMBER
EFFECTIVE DATE EXPIRATION DATE
THIS POLICY MEETS THE REQUIREMENTS OF § 16056 OR § 16500.5 OF THE
CALIFORNIA VEHICLE CODE AND IS A COMMERCIAL OR FLEET POLICY
YEAR MAKE/MODEL VEHICLE IDENTIFICATION NUMBER
AGENCY/COMPANY ISSUING CARD
INSURED
SEE IMPORTANT NOTICE ON REVERSE SIDE
THIS CARD MUST BE KEPT IN THE INSURED
VEHICLE AND PRESENTED UPON DEMAND
IN CASE OF ACCIDENT: Report all accidents to your Agent/Company as soon as possible. Obtain the following information:
1. Name and address of each driver, passenger and witness.
2. Name of Insurance Company and policy number for each vehicle involved.
ACORD 52 CA (2007/07) © 2007 ACORD CORPORATION. All rights reserved.
SALTINC-01 HHEENAN
16999 Southlake Specialty Insurance Company
1301 Solana Blvd
Suite 2100
Westlake, TX 76262SKPARAU100085
01/14/2026 01/14/2027
2018 Ford Transit 1FTYE1CM4JKA26311
Cluett Commercial Insurance Agency
431 Country Club Way
Kingston, MA 02364-4116
Saltys54, Inc dba MedSafe Transportation
12444 Victory Blvd, Suite 525
Valley Glen, CA 91606
#27
539
HBSS Connect Corp Proposal | RFP# 2026-020-KM-01 On-Demand Public Transportation Rideshare Program | City of Hutto.
© 2026 HBSS Connect Corp | Confidential and Proprietary 7-33 Maintenance Plans and Procedure s
Maintenance and Storage Facility
MedSafe’s corporate office and secured operations facility will support the City of Lynwood DAR program through dispatch coordination, operational management, vehicle staging, storage, and fleet maintenance activities. The 24-hour guard-gated and covered vehicle storage facility will be utilized for the secure parking, readiness inspections, cleaning, preventive maintenance coordination, and day-to-day operational support of the ADA-accessible vehicles assigned to the Lynwood service.
Corporate Office: 12444 Victory Blvd., Suite 525, Valley Glen, CA 91606 Operations / Vehicle Storage Facility: 240 Venice Blvd.Los Angeles, CA 90015
Maintenance Plan
HBSS with Medsafe will ensure that all vehicles across the network, regardless of provider, adhere to a consistent maintenance and operational standard, aligned with City expectations.
Written Policies and Procedures
Drug and Alcohol Policy
HBSS Connect Corp. (“HBSS”), together with its operating subcontractor MedSafe Non - Emergency Transportation (“MedSafe”), is committed to maintaining a safe, drug -free, and alcohol-free transportation environment for the City of Lynwood Dial -a-Ride Program. HBSS recognizes that employees performing safety -sensitive transportation functions mu st remain fully fit for duty at all times to ensure the safety, security, and well -being of passengers, employees, and the public.
540
HBSS Connect Corp Proposal | RFP# 2026-020-KM-01 On-Demand Public Transportation Rideshare Program | City of Hutto.
© 2026 HBSS Connect Corp | Confidential and Proprietary 7-34 HBSS maintains a comprehensive Drug and Alcohol (D&A) Policy that complies with all applicable Federal Transit Administration (FTA), U.S. Department of Transportation (DOT), State of California, and local regulatory requirements governing drug and alcohol testing for transportation operations.
The HBSS Drug and Alcohol Program is designed to prevent prohibited drug use and alcoh ol misuse in transit operations and to ensure all personnel performing safety -sensitive duties remain free from the effects of drugs, alcohol, or any impairing substances while on duty or subject to duty.
Regulatory Compliance
The HBSS Drug and Alcohol Program complies with all applicable federal and state requirements, including but not limited to:
Title 49 CFR Part 655 – Prevention of Alcohol Misuse and Prohibited Drug Use in Transit Operations
Title 49 CFR Part 40 – Procedures for Transportation Workplace Drug and Alcohol Testing Programs
California Vehicle Code requirements applicable to passenger transportation providers California Occupational Safety and Health Administration (Cal/OSHA) workplace safety requirements
Applicable provisions of the Americans with Disabilities Act (ADA) Any additional City of Lynwood contractual safety requirements
This policy applies to all employees performing safety -sensitive functions associated with the Lynwood Dial-a-Ride service, including but not limited to:
Drivers
Dispatch personnel, where applicable
Operations supervisors
Road supervisors
Safety-sensitive management personnel
Any other employees subject to FTA or DOT drug and alcohol regulations
Drug and Alcohol Testing Program
HBSS and MedSafe will implement and enforce a comprehensive testing program for all covered employees in accordance with FTA and DOT regulations. Testing categories include:
Pre-employment drug testing
Random drug and alcohol testing
Reasonable suspicion testing
Post-accident testing
Return-to-duty testing
Follow-up testing, as applicable
541
HBSS Connect Corp Proposal | RFP# 2026-020-KM-01 On-Demand Public Transportation Rideshare Program | City of Hutto.
© 2026 HBSS Connect Corp | Confidential and Proprietary 7-35 Additional testing as required by applicable law or contractual obligations
All testing will be conducted using:
FTA- and DOT-compliant testing procedures
Certified collection sites and laboratories
Qualified Substance Abuse Professionals (SAPs)
Certified Medical Review Officers (MROs)
Testing protocols, chain -of-custody procedures, and confidentiality requirements will strictly adhere to all applicable Federal Transit Administration (FTA), U.S. Department of Transportation (DOT), and State of California regulations, including the procedural requirements established under 49 CFR Part 40 and 49 CFR Part 655
Prohibited Substances and Alcohol Misuse
Employees performing safety -sensitive duties are strictly prohibited from reporting for duty or remaining on duty while under the influence of alcohol, illegal drugs, controlled substances, or any medication that may impair safe job performance.
Prohibited substances include, but are not limited to:
Alcohol
Marijuana / THC
Cocaine
Opiates / opioids
Amphetamines / methamphetamines
Phencyclidine (PCP)
Benzodiazepines
Synthetic narcotics or controlled substances prohibited under federal law
In accordance with federal transportation reg ulations, marijuana remains prohibited for safety - sensitive employees regardless of California state legalization status.
Employees are further prohibited from:
Possessing or consuming alcohol or illegal drugs while on duty Reporting to work under the influence of any impairing substance Misusing prescription medications
Using over-the-counter medications that impair safe operation unless medically cleared and approved
Employees taking prescribed medications must notify appropriate management personnel if such medication could affect their ability to safely perform job functions.
542
HBSS Connect Corp Proposal | RFP# 2026-020-KM-01 On-Demand Public Transportation Rideshare Program | City of Hutto.
© 2026 HBSS Connect Corp | Confidential and Proprietary 7-36 Fitness for Duty Requirements
HBSS and MedSafe require all employees assigned to the Lynwood Dial-a-Ride program to remain physically and mentally fit to safely perform their assigned responsibilities.
Employees shall not perform safety-sensitive duties if they:
Exhibit signs of impairment
Fail required drug or alcohol tests
Refuse testing
Possess prohibited substances while on duty
Use medications that impair safe job performance without proper authorization
Any employee determined to be unfit for duty will be immediately removed from safety -sensitive functions pending further evaluation and action in accordance with applicable laws and company policies.
Supervisor Training and Reasonable Suspicion Procedures HBSS and MedSafe management personnel responsible for supervising safety -sensitive employees will receive training on:
Drug and alcohol policy enforcement
Recognition of substance misuse indicators
Reasonable suspicion determination procedures
Documentation and reporting requirements
Post-accident response procedures
Confidentiality requirements
Supervisors are authorized to initiate reasonable suspicion testing whenever observable behavior, appearance, speech, or conduct indicates possible impairment consistent with regulatory requirements.
Recordkeeping and Confidentiality
HBSS and MedSafe will maintain all drug and alcohol testing records in accordance with:
FTA and DOT retention requirements
California privacy and confidentiality laws
HIPAA and applicable confidentiality standards
All testing records and related medical information will be:
Maintained in secure confidential files
Accessible only to authorized personnel
Protected from unauthorized disclosure
543
HBSS Connect Corp Proposal | RFP# 2026-020-KM-01 On-Demand Public Transportation Rideshare Program | City of Hutto.
© 2026 HBSS Connect Corp | Confidential and Proprietary 7-37 Contractor Oversight and Compliance Monitoring
HBSS, as Prime Contractor, will maintain oversight responsibility for ensuring full compliance with all drug and alcohol program requirements by both HBSS personnel and MedSafe personnel assigned to the Lynwood Dial-a-Ride program.
Program oversight responsibilities include:
Monitoring testing compliance rates
Reviewing safety and compliance reports
Coordinating with laboratories and MROs
Ensuring timely corrective action when necessary
Maintaining program documentation
Supporting City audits or compliance review requests
HBSS and MedSafe are committed to maintaining the highest standards of safety, professionalism, regulatory compliance, and public trust in support of the City of Lynwood Dial-a- Ride Program.
Injury and Illness Prevention Program
HBSS Connect Corp. and MedSafe Non -Emergency Transportation maintain a comprehensive Injury and Illness Prevention Program (IIPP) designed to promote a safe, compliant, and safety - driven operating envir onment for all personnel assigned to the City of Lynwood Dial -a-Ride program. The program is structured in accordance with applicable Cal/OSHA workplace safety requirements, transportation industry best practices, ADA operational standards, and MedSafe’s established operational safety procedures governing passenger transportation, wheelchair securement, vehicle operations, and employee conduct.
The HBSS –MedSafe safety philosophy emphasizes proactive prevention, continuous training, operational accountabili ty, hazard identification, and immediate corrective action to minimize workplace injuries, vehicle incidents, operational risks, and service disruptions. Safety responsibilities are integrated into all levels of operations, including management personnel, dispatch staff, drivers, vehicle maintenance personnel, and subcontracted operational staff.
Routine Vehicle and Equipment Safety Inspections
HBSS and MedSafe maintain comprehensive vehicle and equipment inspection procedures to ensure all vehicles assign ed to the Lynwood DAR program remain safe, clean, mechanically sound, and fully operational at all times. Vehicles undergo scheduled preventive maintenance inspections, operational readiness checks, and safety equipment verification in accordance with ADA requirements, manufacturer recommendations, and transportation industry best practices.
544
HBSS Connect Corp Proposal | RFP# 2026-020-KM-01 On-Demand Public Transportation Rideshare Program | City of Hutto.
© 2026 HBSS Connect Corp | Confidential and Proprietary 7-38 Inspection and maintenance procedures include:
Routine preventive maintenance and safety inspections Daily operational readiness reviews
Wheelchair lift and securement system inspections
Brake, tire, lighting, and HVAC system checks
Emergency equipment and communication device verification Passenger safety equipment inspections
Immediate removal of unsafe vehicles from service until corrective maintenance is completed and documented
Vehicle readiness procedures include:
daily driver pre-trip safety inspections
post-shift vehicle condition reporting
supervisor verification of inspection completion
defect documentation and reporting to City staff
These procedures ensure that vehicles not meeting safety or operational standards are removed from service immediately until cleared through City maintenance protocols.
Vehicle Inspection Procedure: HBSS- MedSafe recognizes that daily vehicle inspections are a critical safety and compliance requirement. All vehicles used in City service will receive complete pre-trip and post -trip inspections in accordance with City policies, applicable federal and state regulations, and industry best practices. Drivers are trained to identify and report any mechanical defects or safety concerns that could affect vehicle
operation. If a defect is identified, the vehicle will be removed from service and reported to City maintenance
personnel for evaluation and repair.
Daily Pre-Trip and Post-Trip Inspection Procedures
All drivers are required to complete comprehensive pre-trip and post -trip vehicle inspections before and after each shift.
Prior to beginning service each day, drivers will complete a required pre-trip inspection to verify that the vehicle is safe and fully operational.
At the end of each shift, drivers will complete a post-trip inspection to document any mechanical issues, damage, or 545
HBSS Connect Corp Proposal | RFP# 2026-020-KM-01 On-Demand Public Transportation Rideshare Program | City of Hutto.
© 2026 HBSS Connect Corp | Confidential and Proprietary 7-39 operational concerns that occur during service. Inspection checks include:
brakes and steering systems
tires and wheel condition
lights and signals
mirrors and visibility equipment
doors, ramps, and wheelchair lifts
wheelchair securement systems
Supervisors review inspection reports daily to verify completion and ensure that any reporte d issues are properly addressed.
Documentation and Electronic Inspection Records: The HBSS- MedSafe will utilize vehicle tablet systems to document ins pection results electronically. Electronic documentation will allow drivers and supervisors to:
record inspection results
document defects and safety issues
maintain centralized inspection records
support compliance monitoring and audit review
Defensive Driving and Passenger Safety Training
HBSS and MedSafe require all drivers to complete defensive driving and passenger safety training focused on the safe transportation of seniors and individuals with disabilities.
Safety Management System (SMS): HBSS will operate City services under a fully integrated Safety Management System (SMS) aligned with FTA requirements and industry best practices. Our SMS includes the following core components:
Safety Risk Management – Hazards are identified through driver reports, incident trends, provider feedback, road supervisor observations, and vehicle condition reviews. Risks ar e assessed, documented, and tracked, with corrective actions assigned and monitored to resolution.
Safety Assurance – Supervisory staff conduct periodic ride -alongs, vehicle inspections, and provider audits to ensure adherence to City policies, ADA securement procedures, defensive driving practices, and customer service standards. Any deviations trigger immediate corrective action, retraining, and follow-up monitoring.
Safety Promotion – Safety awareness is reinforced through regular safety briefings, toolbox meetings, and ongoing refresher training. Drivers, dispatch personnel, and providers receive continuous feedback on safety performance indicators and expectations.
546
HBSS Connect Corp Proposal | RFP# 2026-020-KM-01 On-Demand Public Transportation Rideshare Program | City of Hutto.
© 2026 HBSS Connect Corp | Confidential and Proprietary 7-40 Safety Policy – HBSS leadership maintains a formal Safety Policy emphasizing prevention, accountability, transparency, and continuous improvement. The Safety Manager ensures all safety requirements are documented, communicated, and consistently implemented across all participating providers.
All personnel assigned to the contract, includin g retained and newly hired employees, will complete full City-required training , covering safety procedures, ADA requirements, customer service standards, operational policies, and the use of City provided systems and equipment.
Workforce Oversight and Compliance Controls
Oversight Area Compliance Approach
Safety Training Initial and refresher training aligned with City standards Drug & Alcohol
Program
Continuous compliance with federal and City requirements Performance
Monitoring
Supervisor observations and corrective action as needed Documentation Maintenance of training, testing, and qualification records Corrective Action Prompt response to performance or compliance issues
Training with CARLA- Driving Simulator
HBSS is currently implementing a d river simulator and related driver -safety technology that is being utilized by Management of Transportation Services, Inc. (MTS) as part of its operator safety and training program for the Montachusett Regional Transit Authority (MART) . The HBSS driver simulator is an immersive, data -driven, and risk -free training environment designed to be continuously enhanced to provide hazard perception, defensive driving skills, emergency response capabilities, and overall operator safety across paratransit, fixed-route, and microtransit services.
Scenarios will reflect dynamic routing, unfamiliar neighborhoods, non-traditional pick -up and drop -off locations, and schedule pressure, reinforcing safe decision -making and consistent safety performance in variable operating environments.
Capability Area Description
Simulation
Capabilities
CARLA enables highly realistic training environments, including urban and rural road layouts; variable traffic density, weather, and lighting conditions; realistic pedestrian behavior and vehicle dynamics; and advanced simulation 547
HBSS Connect Corp Proposal | RFP# 2026-020-KM-01 On-Demand Public Transportation Rideshare Program | City of Hutto.
© 2026 HBSS Connect Corp | Confidential and Proprietary 7-41 of sensors such as LiDAR, cameras, and GPS. This flexibility allows the Consortium to design highly specific training modules that reflect the environments served under the City’s contract.
Hardware &
Control
System
Integration
The simulator supports standard controller input for
ease of use, integration with steering wheels and
pedal sets to enhance realism, and real -time
responsiveness through UDP and shared memory
protocols. These integrations provide driv ers with
hands-on exposure to realistic driving mechanics
and vehicle responses.
AI-Driven
Evaluation &
Feedback
The simulator integrates AI models (e.g., NVIDIA Llama/Nemotron), also used in vehicle video analytics systems, to monitor driver responses to hazards; identify unsafe behaviors such as distraction or fatigue; deliver real -time performance feedback and scoring; and simulate advanced driving scenarios including lane changes, emergency stops, and night driving.
Feature Functionality
Hazard Response Monitoring Assesses reaction time and decision-making Behavior Detection Flags distractions, fatigue, or risky maneuvers Real-Time Feedback Provides instant corrective input and scoring Scenario Training Supports emergency drills and complex road scenarios
The simulator leverages a highly realistic virtual driving environment to simulate real-world transit scenarios reflective of City’s road conditions. It provides:
Pedestrian Detection and Lane Departure Alerts : These features enhance safety for non- motorized road users, especially in areas where pedestrian infrastructure is limited. Traffic Conflict Analysis : The system identifies near -miss incidents and traffic conflict hotspots, enabling data-informed mitigation strategies.
These technologies support a shift from reactive to preventive safety practices, aligning with Intelligent Transportation Systems (ITS) principles.
ADA Passenger Assistance and Wheelchair Securement Procedures All drivers receive specialized ADA and passenger assistance tra ining to ensure safe and respectful service for mobility -impaired riders. Training includes proper operation of hydraulic wheelchair lifts, securement system procedures, mobility aid handling, passenger sensitivity, boarding and deboarding assistance, and compliance with ADA transportation requirements.
Drivers are trained to properly secure wheelchairs and passenger restraint systems prior to vehicle movement and to provide safe ingress and egress assistance for seniors and persons with disabilities throughout each trip.
548
HBSS Connect Corp Proposal | RFP# 2026-020-KM-01 On-Demand Public Transportation Rideshare Program | City of Hutto.
© 2026 HBSS Connect Corp | Confidential and Proprietary 7-42
Incident Reporting and Corrective Action Protocols
HBSS and MedSafe maintain formal incident reporting and corrective action procedures to ensure prompt response to operational issues, accidents, injuries, passenger complaints, vehicle damage, and safety concerns. Employees are required to immediately report incidents to supervisory personnel, and all incidents are documented, investigated, and reviewed by management staff. Corrective action measures may include retraining, operational proc ess improvements, vehicle repairs, policy updates, or additional safety oversight as appropriate.
Incident trends are monitored as part of ongoing quality assurance and risk mitigation efforts.
Driver Safety Meetings and Refresher Training
Drivers and operational personnel participate in ongoing safety meetings, operational briefings, and refresher training sessions to reinforce safety procedures, ADA compliance, customer service standards, accident prevention practices, and operational consistency. Training programs ensure personnel remain informed of updated procedures, regulatory requirements, and transportation industry best practices.
Hazard Communication and Workplace Safety Awareness
HBSS and MedSafe maintain workplace safety awareness procedures fo cused on hazard identification, incident prevention, sanitation practices, emergency equipment usage, and safe operational procedures. Employees are trained to identify, report, and mitigate unsafe conditions involving vehicles, facilities, passenger interactions, and operational environments in accordance with established safety protocols and applicable workplace safety standards.
Emergency Response and Accident Procedures
Comprehensive emergency response procedures are maintained to support timely and coordinated response to vehicle accidents, passenger medical emergencies, equipment failures, roadway incidents, and unexpected operational disruptions.
HBSS ensures all drivers and providers are trained to respond promptly and effectively to emergencies b y immediately notifying dispatch. Upon notification, dispatch activates our Accident Response Protocol (ARP) , which defines response levels based on incident severity, including injuries, property damage, or other critical events.
In serious incidents, Ci ty is notified immediately, and escalation protocols are followed. The Consortium applies a structured incident management approach to guide response, resolution, and communication . City receives timely updates throughout the incident lifecycle, and all incidents are reported to insurance providers as required. The ARP applies to both vehicle-related and on-site incidents. Drivers are instructed to:
Park safely and secure the vehicle
549
HBSS Connect Corp Proposal | RFP# 2026-020-KM-01 On-Demand Public Transportation Rideshare Program | City of Hutto.
© 2026 HBSS Connect Corp | Confidential and Proprietary 7-43 Assess and report any injuries
Assist passengers as needed
Await a supervisor or replacement vehicle if required
Drivers remain at the scene (if safe to do so) to support coordination with emergency responders.
All incidents are documented, and required reports are submitted within established t imeframes in accordance with City requirements.
Safety Performance Monitoring and Oversight
Safety performance is actively monitored using both leading and lagging indicators to ensure early risk identification and continuous improvement.
Safety Area Monitoring Method Oversight
Preventable
Incidents
Incident reporting and trend analysis Safety Manager /
Supervisors
Driver Performance Ride-alongs and operational audits On-Site Supervisors Vehicle Condition Pre-trip/post-trip inspections and defect tracking Providers / Supervisors
ADA Compliance Securement checks and service observations Safety & Training Staff
Drug & Alcohol
Compliance
Testing records and compliance audits Safety Manager
Assess Needs of Those
Involveed:
passengers, driver,
operator/ passengers of other
vehicles.
Emergency Services
Requested
(if not already done)
If no fatalities, injuries and
damage is minor, the
supervisor will communicate
with Local auhorities
The road supervisor will
gather all information and
take all photographs,.
The road supervisor will
determine if Towing is
needed
Odo-reading will be recorded
of both vehicles.
Road supervisor will discuss
with parties and witnesses to
memoralize the event.
Road supervisor in
collaboration with the two
parties will record all
information
The investigative (mgmt)
team will take over the case
and if major involve City.
550
HBSS Connect Corp Proposal | RFP# 2026-020-KM-01 On-Demand Public Transportation Rideshare Program | City of Hutto.
© 2026 HBSS Connect Corp | Confidential and Proprietary 7-44 Compliance with Applicable Cal/OSHA and Transportation Safety Requirements HBSS and MedSafe mai ntain operational procedures designed to comply with applicable Cal/OSHA workplace safety standards, ADA transportation regulations, California transportation requirements, and relevant federal transportation safety standards. Safety policies incorporate industry best practices related to employee safety, passenger protection, driver fitness -for-duty, accident prevention, workplace hazard mitigation, vehicle operations, and operational oversight.
Compliance activities are supported through ongoing management review, driver training, safety monitoring, operational audits, and documented maintenance and inspection procedures.
Personnel Practice and Policy
HBSS and MedSafe maintain comprehensive personnel practices and operational policies designed to ensure p rofessional, reliable, courteous, and compliant transportation services for seniors and individuals with disabilities. All employees assigned to the Lynwood DAR program are expected to adhere to strict standards related to safety, customer service, attenda nce, conduct, confidentiality, ADA compliance, and operational professionalism.
HBSS and MedSafe place strong emphasis on hiring qualified personnel with experience serving seniors, mobility-impaired individuals, and ADA passengers in a respectful, compas sionate, and service-oriented manner. Supervisors actively monitor employee performance, customer interaction quality, operational compliance, and service reliability to ensure consistent service standards throughout the program.
These personnel practices are intended to support a stable workforce, safe transportation environment, and high -quality customer experience aligned with the City of Lynwood’s service expectations and community values. Detailed personnel policies and employee handbook materials can be provided to the City upon contract award.
Please find the Driver Policies and Rules Document from Medsafe attached with the submission.
Required Forms
All the required forms are completed, signed and attached in the following pages along with the HBSS Connect Corp financials down below.
551
35 FORM 1
CHECKLIST
REQUEST FOR PROPOSALS FOR
ADA/Dial-a-Ride Services and Call Center Services
SUBMIT THIS PROPOSER’S CHECKLIST WITH YOUR PROPOSAL DOCUMENTS.
Proposer shall complete and submit all documents marked with an “ Υ” in the “REQUIRED” column for bids to be responsive. Documents required on the checklist but not included may render your proposal nonresponsive.
REQUIRED DOCUMENTS
Υ 1. FORM 1 RFP SUBMITTAL INSTRUCTIONS
1) Cover Letter
2) Table of Contents
3) Statement of Experience & Qualifications
4) Cost of Proposal
5) Company’s Financial Condition
6) Resumes of Key Management Personnel
7) Timeline
8) References
Y 2. FORM 2 COST PROPOSAL
Υ 3. FORM 3 COMPANY’S CERTFICATE
Y 4. FORM 4 ORGANIZATIONAL CHART
Y 5. FORM 5 NON-COLLUSION AFFIDAVIT
SUBMITTED BY:
Name of Company__________________ Contact Name
Address
Phone No._______________________ E-Ma
il
Mr. Stephen Pelligrini
HBSS Connect Corp
1075 Westford Street., Suite 304 Lowell, MA 01851
[email protected]
610-350-7403
552
36 FORM 2
COST PROPOSAL
The City’s intention is to award a Fixed Unit Rate price contract with a Not-to-Exceed Total Amount.
Include a line budget that supports the amounts listed above. (A sample budget is included in this packet.)
1. Fixed Monthly Rate will be based upon the estimated number of Vehicle Revenue Hours and Cit
y established hours of operation (see Sec. II – B, Annual Estimated Service Levels, page 8) and shall be calculated to include all associated costs (vehicle and call center operation) including administrative fee.
2. Vehicle Revenue Hours (variable): the time a vehicle is available for passenger transport from the ti
me it arrives at the first passenger pick -up location and ends at the last passenger drop- off, excluding any meals, breaks, mechanical breakdowns, and time a vehicle is down due to an accident. This rate will only include costs directly associated with estimated number of revenue hours and corresponding level of vehicle operation, maintenance costs, associated call center labor costs including administrative fee.
Annual Cost (Based on Fixed Costs
and Revenue Services Hours)
Projected Annual Vehicle
Revenue Hours (VRH)
Total Annual
Cost
Total Cost for Year One Based on:
$ Fixed per month based on
$ per Vehicle Revenue Hour
1,800 (VRH)
$
Total Cost for Year Two Based on:
$ Fixed per month based on
$ per Vehicle Revenue Hour
1,900 (VRH)
$
Total Cost for Year Three Based on:
$ Fixed per month based on
$ per Vehicle Revenue Hour
2,000 (VRH)
$
Total Cost for Option Year Four Based on:
$ Fixed per month based on
$ per Vehicle Revenue Hour
2,100 (VRH)
$
Total Cost for Option Year Five Based on:
$ Fixed per month based on
$ per Vehicle Revenue Hour
2,100 (VRH)
$
Total Costs All Years (sum years 1-5) $
PROPOSER NAME AND TITLE PROPOSER SIGNATURE
NAME OF COMPANY
Mr. Stephen Pelligrini, Director of Business Developement HBSS Connect Corp
5,440.75
172.79
3,848.23
179.74
4,002.16
186.95
4,162.24
194.45
4,328.73
202.12
395,127.18
407,060.35
443,022.56
481,197.22
500,225.49
2,226,632.79
553
37 FORM 2 (Continued)
SAMPLE LINE ITEM BUGET
Description Revenue Svcs.
Hourly Rate
Year 1
Cost
Year 2
Cost
Option
Year 3
Cost
Option
Year 4
Cost
Option
Year 5
Cost
A. Labor, Salaries and Wages
Management Salaries
Clerical Salaries
Dispatch Salaries
Maintenance Salaries
Drive Wages
Subtotal Labor Wages
B. Benefits
Payroll Taxes
Health Insurance
Subtotal Benefits
C. Insurance Costs
Property Damage
Workers’ Compensation Insurance
Subtotal Insurance Costs
D. Facilities
Lease or Amortization
Property Maintenance
Utilities
Telephone
Security
Subtotal Facility Costs
E. Vehicle Costs
Vehicle Licensing and Registration
Sales Tax Occupation/Operating Lic.
Fuel (use baseline $4.67/gallon)
Maintenance
Subtotal Vehicle Costs
F. Training and Other Costs
Radio Maintenance
Supplies Office/Misc.
Recruitment
Uniforms
Training
Subtotal Training and other Costs
G. Subtotal Start-up Costs
H. Subtotal Costs (A through F)
I. Administrative Fee
Proposed Total ( G + H + I)
$294,303.57
$156,066.08
$16,333.45
$36,750.25
$19,280.48
$65,873.30
$270,580.83
$142,904.72
$14,956.02
$33,651.03
$17,977.01
$61,092.05
$ 248,239.84
$130,520.46
$13,659.91
$30,734.80
$16,744.93
$56,579.74
$227,209.17
$118,872.84
$12,440.90
$27,992.03
$15,580.68
$52,322.71
$68,483.13
$20,045.43
$38,201.44
$16,978.42
$162,228.78
$305,937.20
$21,771.58
$15,551.13
$37,322.71
$17,074.89
$23,904.85
$40,979.74
$18,695.02
$26,173.03
$44,868.05
$20,416.81
$28,583.53
$49,000.34
$21,223.02
$29,712.23
$50,935.25
$12,440.90
$9,330.68
$13,659.91
$10,244.93
$23,904.85
$21,771.58
$14,956.02
$11,217.01
$26,173.03
$16,333.45
$12,250.08
$28,583.53
$16,978.42
$12,733.81
$29,712.23
$6,829.96
$6,220.45
$7,478.01
$8,166.72
$8,489.21
$1,555.11
$1,555.11
$1,555.11
$1,555.11
$12,440.90
$1,707.49
$1,707.49
$1,707.49
$1,707.49
$13,659.91
$1,869.50
$1,869.50
$1,869.50
$1,869.50
$14,956.02
$2,041.68
$2,041.68
$2,041.68
$2,041.68
$16,333.45
$2,122.30
$2,122.30
$2,122.30
$2,122.30
$16,978.42
$3,110.23
$3,110.23
$8,646.43
$9,330.68
$24,197.56
$3,414.98
$3,414.98
$10,244.93
$9,493.64
$26,568.53
$3,739.00
$10,394.43
$3,739.00
$11,217.01
$29,089.45
$4,083.36
$4,083.36
$11,351.75
$12,250.08
$31,768.55
$4,244.60
$4,244.60
$11,800.00
$12,733.81
$33,023.02
$1,555.11
$1,555.11
$1,555.11
$5,305.11
$3,110.23
$1,707.49
$1,707.49
$5,607.49
$1,707.49
$3,414.98
$1,869.50
$1,869.50
$1,869.50
$5,925.50
$3,739.00
$2,041.68
$2,041.68
$2,041.68
$4,083.36
$6,259.92
$2,122.30
$6,509.27
$2,122.30
$2,122.30
$4,244.60
$17,120.78
$16,468.32
$15,273.01
$14,144.93
$13,080.68
$18,726.50
$336,022.60
$40,378.08
$395,127.18
$367,497.80
$39,562.55
$407,060.35
$400,940.38
$42,082.18
$443,022.56
$481,197.22
$500,225.49
$453,706.91
$46,518.58
$436,457.76
$44,739.46
554
38 FORM 3
COMPANY’S CERTIFICATION
By my signature on this proposal I certify, under penalty of perjury, that the foregoing statements, pages ______ and those contained herein are true and correct.
REQUEST FOR PROPOSAL SUBMITTED BY:
Please follow instructions for each line, as explained
Line (1)
( )
Bidding Firm Phone Email
Line (2)
Character of Name in Line 1
Line (3)
Address
Line (4)
Name of Person Authorized to Sign Proposal/Signature
INSTRUCTIONS FOR SIGNATURE PAGE
CORPORATIONS: INCLUDE ACKNOWLEDGEMENT OF SIGNATURE BY NOTARY IN CORPORATE FORM (See Line 4(a), of next page)
INDIVIDUALS, PARTNERSHIPS OR JOINT VENTURES: INCLUDE
ACKNOWLEDGEMENT OF SIGNATURE BY NOTARY.
LINE1: The name of the Proposal must be the same as that under which a license is issued, if a license is required. If the Proposer is a corporation, enter the exact name of the corporation under which it is incorporated; If Proposer is an individual, enter name; If Proposer is an individual operating under a trade name, enter name and dba (trade name in full); if a partnership, enter the correct trade style of the partnership; if a joint venture, enter exact name of entities joining in the venture.
LINE 2: Identify here the character of the name shown under (1) i.e., corporation (including state of incorporation), individual, partnership, or joint venture.
HBSS Connect Corp
601 359-7800
[email protected]
Corportation, incorporated in Delaware
1075 Westford Street., Suite 304 Lowell, MA 01851
Mr. Stephen Pelligrini
37-40
555
39 LINE 3: Enter the address to which all communications and notices regarding the proposal and any contract awarded hereunder are to be addressed.
LINE 4: See selections below:
a) If the Proposer is a c orporation, the proposal must be signed by an officer or employee authorized to sign contracts on behalf of the corporation evidenced by inclusion of one of the following certified by the secretary of the corporation (same certification attached): a copy of the secretary of the corporation (same certification attached): a copy of the Articles of Incorporation, a copy of the Bylaws, a copy of the Board Resolution or Minutes authorizing the officer or employee to sign contracts. A notary must acknowledge the signature of the officer or employee who signs the proposal in the corporate form.
b) If the Proposer is an individua l,
he/she must sign the proposal, or if the
Proposal is signed by an employee or agent on behalf of the Proposer, a copy of power of attorney must be on file with the City of Lynwood prior to the time sent for the opening of the bids or must be submitted with the proposal. Any signature must be acknowledged by a notary.
c) If the Proposer is a partnership, the proposal must be signed by all general par
tners; or by a general partner(s) authorized to sign contracts on behalf of the partnership; or by a general partner(s) authorized to sign contracts on behalf of the partnership evidenced by inclusion of either a copy of the Partnership Agreement or a recorded Statement of Partnership. All signature(s) must be acknowledged by a notary.
d) If the Proposer is a joint venture , the proposal must be signed by all joint venturer(s); or by a joint venturer(s) authorized to sign contracts on behalf of the joint venture evidenced by inclusion of either a copy of the Joint Venture Agreement or a recorded Statement of Joint Venture; and if the joint venturer(s) is a corporation or a partnership signing on behalf of the Joint Venture, then Paragraphs (a) and (c) above apply respectively. All signature(s) must be acknowledged by a notary.
e) Where Proposer is a partnership or a corporation, the names of all other general partners, or the names of the president and secretary of the corporation, and their business addresses must be typewritten below:
NAMES ADDRESS
1)
2)
NOTE: All addresses must be complete with street number, City, State and Zip Code.
Dr. Himanshu Bhatnagar
1075 Westford Street., Suite 304 Lowell,
MA 01851
556
557
41 FORM 4
OR
GANIZATIONAL CHART
PROPOSER’S ORGANIZATIONAL CHART
Nu
mber of Employees and Average Years of Experience in Transportation Services Number of
Employees
Average Years of
Experience
Management
Supervisory
Office/Dispatch/Administration
Drivers
Others (Mechanic)
AND
ATT
ACH COPY OF PROPOSER’S
ORGANIZATIONAL CHART
*
* Please find the attached organizational chart in the proposal document. 2 1
22 1
15 years average
2 years experience
7 years average
15 years experience
6 20 years average
558
559
City of Lynwood 1130l Bullis Road
www.lynwoodca.gov Lynwood, CA 90262
.
ADDENDUM NO. 1
REQUEST FOR PROPOSALS (RFP) No. 01-021026
Project Title: Dial-a-Ride (On-demand Response Transportation Services) Issued by: City of Lynwood, Recreation and Community Services Department Date: April 9, 2026
NOTICE OF SCHEDULE REVISION
This Addendum No. 1 is issued to modify the Schedule of Events outlined in the above referenced RFP. The City hereby revises the RFP timeline as follows:
• Posting of Questions and Answers: Wednesday , April 15, 2026 by 6:00 p.m. (revised from original date of April 9, 2026)
• Proposal Due Date: Tuesday, May 12, 2026 by 3:00 p.m. (revised from original due date of May 6, 2026 by 3:00 p.m.)
All other dates, deadlines, and requirements set forth in the original RFP remain unchanged.
BY ORDER OF THE CITY OF LYNWOOD, CALIFORNIA:
By: _______________________________________
Mark Flores, Director of Recreation & Community Services City of Lynwood
Acknowledge of Addenda
Proposers shall acknowledge receipt of this Addendum No. 1 by signing below, and this addendum must be returned as part of the proposal.
(Print Name) (Date)
(Signature) (Company Name)
Mr. Stephen Pelligrini
5/6/2026
HBSS Connect Corp
560
ADDENDUM #2
City of Lynwood 1130l Bullis Road
www.lynwoodca.gov Lynwood, CA 90262
.
ADDENDUM NO. 2
REQUEST FOR PROPOSALS (RFP) No. 01-021026
Project Title: Dial-a-Ride (On-demand Response Transportation Services) Issued by: City of Lynwood, Recreation and Community Services Department Date: April 15, 2026
Questions and Responses
This Addendum No. 2 is issued to provide responses to questions received regarding the Dial-a-Ride On -demand Transportation Services RFP . Questions were submitted by email and presented during the pre- proposal conference held on March 17, 2026. This Addendum forms part of the RFP and shall be acknowledged in the proposer’s submission.
BY ORDER OF THE CITY OF LYNWOOD, CALIFORNIA:
By: _______________________________________
Mark Flores,
City of Lynwood, Director of Recreation & Community Services
Acknowledge of Addenda
Proposers shall acknowledge receipt of this Addendum No. 2 by signing below, and previously issued addenda in their proposal submission. Failure to do so may result in disqualification.
(Print Name) (Date)
(Signature) (Company Name)
Mr. Stephen Pelligrini
5/6/2026
HBSS Connect Corp
561
562
563
564
565
566
567
568
569
570
571
572
573
574
575
576
577
578
Dial -A- Ride Demand Response Services
RFP No. 01 -021026
City Clerk’s Office
City of Lynwood
11330 Bullis Road
Lynwood, CA 90262
Attention: Maria Quinonez, City Clerk
S
ubmitted by: SMS Transportation Services
Submission date: May 6, 2026
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Cover Letter
5/6/2026
Maria Quinonez
City Clerk
City of Lynwood
11330 Bullis Road
Lynwood, CA 90262
Re: Proposal Submission – Dial-A-Ride Demand Response Services, RFP NO.01-021026 Dear Ms. Quinonez,
On behalf of SMS Transportation I am pleased to submit our proposal to provide ADA/Dial-A- Ride demand response transportation services for the City of Lynwood. Our company is committed to delivering safe, reliable, and accessible transportation for seniors and residents with disabilities, in full compliance with all requirements outlined in the Request for Proposals.
Company Information:
x Legal Name: SMS Transportation Services, Inc.
x Address: 865 S. Figueroa St. Suite 2750, Los Angeles, CA 90017 x Authorized Representative: Jennifer Wiltz
x Phone: 213-489-5367
x Email: [email protected]
Service Approach: We understand the importance of providing high-quality, demand- responsive transportation services. Our plan includes:
x Operating a minimum of two ADA-compliant vehicles, including two equipped with hydraulic lifts for wheelchair accessibility, all less than ten years old and maintained to the highest standards.
x Employing qualified, courteous drivers who meet all DMV and City requirements, including background checks, drug testing, and ongoing training in defensive driving, emergency first-aid, and passenger assistance.
x Providing 24/7 service coverage, with a dedicated dispatch office and robust reservation system to ensure timely and efficient trip scheduling.
x Utilizing a modern identification card system for eligible riders, ensuring accurate billing and trip tracking.
x Maintaining comprehensive records, monthly operating reports, and maintenance logs as required by the City.
580
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Table of Contents
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Executive Summary
SMS Transportation Services is pleased to submit this proposal to provide ADA-compliant, demand-response Dial-A-Ride services for the City of Lynwood. With more than 25 years of experience delivering paratransit and on-demand transportation across CalifornĖÍϠϙſôϙĺƯôŘϙ a safety-ƱŘŜťϙĺŕôŘÍťĖĺIJϠϙťŘÍĖIJôîϙÍIJîϙèĺŪŘťôĺŪŜϙŜťÍƯϠϙſôīī-maintained accessible vehicles, and a responsive dispatch/reservation function. Our approach is designed to meet all City requirements while providing reliable, on-time trips and excellent customer service for seniors and residents with disabilities.
ĺıŕÍIJƅϟŘĺƱīô
aϙŘÍIJŜŕĺ؝͝ĖĺIJϙôŘŽĖèôŜ is a California-based provider of demand-response transportation, paratransit, and shuttle services. We specialize in ADA-compliant operations and programs serving seniors and riders with disabilities.
Service Approach
SMS will deliver a safe, reliable, and accessible Dial-A-Ride service supported by trained personnel, ADA-èĺıŕīĖÍIJťϙŽôēĖèīôŜϠϙôƯĖèĖôIJťϙŜèēôîŪīĖIJČϯîĖŜŕÍťèēϠϙÍIJîϙťŘÍIJŜŕÍŘôIJťϙ reporting. We will meet or exceed the City’s requirements for vehicle condition, operator ŗŪÍīĖƱèÍťĖĺIJϠϙŜôŘŽĖèôϙèĺŽôŘÍČôϠϙîĺèŪıôIJťÍťĖĺIJϠϙÍIJîϙèŪŜťĺıôŘϙŜôŘŽĖèôϟ Project Experience
SMS Transportation is a leading provider of demand response transportation services, specializing in ADA-compliant programs for seniors and residents with disabilities. With over 25 years of experience in public transportation operations, our team has successfully managed and delivered high-quality, reliable, and safe transit solutions for municipalities across California.
Orange County Access Program (2019–Present):
x Provided ADA-compliant, demand response transportation services for seniors and individuals with disabilities throughout Orange County. x Operated a fleet of modern, wheelchair-accessible vehicles equipped with hydraulic lifts and alternative fuel options, meeting all Federal, State, and local regulations. x Offered curb-to-curb service, including registration, trip scheduling, and dispatch, mirroring Lynwood's Dial-a-Ride model.
x Maintained a swipe card identification system for trip validation and billing, similar to Lynwood's EZ Transportation Card.
x Delivered service within county limits for general purposes and extended service to medical destinations outside county boundaries, as required by Lynwood. 583
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x Provided call center support, with multilingual agents and sensitivity training for ADA and senior populations.
x Submitted comprehensive monthly operating reports, including trip data, passenger counts, vehicle hours, and incident tracking, in line with Lynwood's reporting requirements.
x Achieved high customer satisfaction and compliance through rigorous driver training, regular safety meetings, and ongoing quality assurance reviews.
South Central Regional Center Transportation Services (2001–Present):
x Provided specialized transportation for clients of the South Central Regional Center, including individuals with developmental and intellectual disabilities. x Coordinated with case managers and families to ensure safe, reliable, and personalized transit to medical appointments, day programs, and community activities. x Operated a fleet of ADA-compliant vehicles, including wheelchair-accessible vans and alternative fuel options.
x Maintained a high standard of driver training in sensitivity, emergency response, and passenger assistance.
x Delivered monthly performance reports and participated in regular quality assurance reviews with the Regional Center.
California "Access for All" Program (2022–Present):
x Participated as a designated provider in the statewide "Access for All" initiative, delivering on-demand, accessible transportation services for individuals with disabilities throughout California.
x Implemented advanced accessibility features, including wheelchair-accessible vehicles, audio/visual trip confirmation, and driver training in ADA sensitivity and passenger assistance.
x Coordinated with state and local agencies to ensure compliance with program standards and reporting requirements.
x Provided service to registered riders annually, maintaining high customer satisfaction and safety records.
x Developed and deployed technology solutions for trip scheduling, rider identification, and real-time service tracking.
Los Angeles Community College District Shuttle Services (2011–Present):
x Provided campus-to-campus and last-mile shuttle transportation for students, faculty, and staff across multiple LACCD campuses.
x Managed a fleet of ADA-compliant vehicles, including wheelchair-accessible vans x Implemented real-time tracking and notification systems for riders, enhancing reliability and safety.
x Coordinated with campus administration to ensure seamless integration with public transit and special event transportation needs.
x Delivered comprehensive monthly reports, including ridership statistics, vehicle hours, and customer feedback.
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Key Strengths and Capabilities
x Qualified Personnel:
o All drivers are licensed, enrolled in DMV Pull Notice Program, and undergo rigorous background checks and drug testing.
o Project managers have a minimum of three years' supervisory experience in public transportation, including paratransit environments. o Ongoing training in defensive driving, emergency first-aid, passenger assistance, and sensitivity.
x Fleet and Technology:
o Operate modern, well-maintained vehicles (less than ten years old), equipped with two-way communication devices and hydraulic lifts.
o Use alternative fuels where feasible to support clean air compliance. o Maintain detailed maintenance logs and records, subject to city inspection. x Customer Service and Reporting:
o Robust complaint and incident tracking system, with immediate reporting and resolution protocols.
o Monthly operating reports include vehicle hours, miles, trip data, passenger counts, and call center statistics.
o Commitment to no-tipping policy, enforced through regular audits and sting investigations.
x Compliance and Quality Assurance
x Adhere to all requirements outlined in the City of Lynwood's RFP, including service hours, vehicle standards, personnel qualifications, and reporting. x Proven track record of successful audits, high customer satisfaction, and contract renewals based on performance.
For the City of Lynwood, we propose to:
x Deploy a minimum of two ADA-compliant vehicles, including two with hydraulic lifts. x Provide 24/7 demand response service, with call center operations from 7:00 a.m. to 5:00 p.m. weekdays and 8:00 a.m. to 5:00 p.m. weekends.
x Ensure all drivers and staff meet or exceed the qualifications and training standards required by the RFP.
x Utilize a modern identification card system for trip tracking and billing. x Deliver comprehensive monthly reports and maintain open communication with city staff.
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Cost Proposal
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Financial Condition
SMS Transportation is in good financial condition and fully capable of meeting all obligations required under the City of Lynwood ADA/Dial-a-Ride contract. The company maintains a stable financial position, with no bankruptcy proceedings, pending litigation, planned office closures, impending mergers, or potential labor disputes that would impede our ability to complete the project. Our most recent audited financial statements, prepared by a Certified Public Accountant are included with this proposal. These statements demonstrate the financial strength and stability of both our immediate business entity and the overall company structure.
We are committed to maintaining the resources necessary to provide high-quality, reliable transportation services throughout the contract term, and to comply with all reporting and audit requirements as outlined in the RFP.
See Attachment “D” for full copies of two years of Financial Statements 587
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Resumes of Key Management Personnel
Je
nnifer Wiltz
Vice President of Operations
Professional Summ
ary
Experienced transit and paratransit professional with nearly two decades of service in transportation operations. Demonstrated expertise in regulatory compliance, safety programs, and paratransit management. Strong background in CHP inspections, drug and alcohol program oversight, and operational leadership. Committed to delivering safe, reliable, and compliant transportation services.
Profession
al Experience
SMS Transportation
Transit & Paratransit Professional
2007 – Present
x Provide comprehensive support in transit and paratransit operations, ensuring safe and efficient service delivery
x Maintain compliance with federal, state, and local transportation regulations x Conduct and oversee CHP inspections to ensure fleet safety and readiness x Manage and support drug and alcohol testing programs in accordance with regulatory standards
x Assist in operational coordination, scheduling, and service performance monitoring x Contribute to continuous improvement initiatives to enhance service quality and efficiency
Educ
ation & Training
Transit & Paratransit Management Course
Eberhardt School of Business, University of the Pacific Transportation Safety Institute (TSI)
Completed specialized training in transportation safety and compliance University of Phoenix
Completed coursework toward higher education studies
Core Com
petencies
x Paratransit Operations
x Transit Management
x Regulatory Compliance
x CHP Inspections
x Drug & Alcohol Program Management
x Safety & Risk Management
x Service Coordination & Scheduling
x Transportation Operations Support
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Certifications & Professional Development
x Transit Safety Institute (TSI) Training
x Transit & Paratransit Management Certification (University of the Pacific) Additional I
nformation
x Extensive hands-on experience in transit and paratransit environments x Strong knowledge of safety protocols and compliance standards x Proven ability to support high-quality transportation services for diverse populations 589
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JORGE GARCIA
Logistics | Dispatch | Operations Management
EDUCATION
California State University, Fullerton — Fullerton, CA
Bachelor of Arts, Business Administration (Finance)
May 2012
TECHNICAL SKILLS
x Bilingual: English / Spanish
x Microsoft Office Suite: Word, Excel, Outlook, PowerPoint, Access x ADP Workforce Payroll Processing
x ICIMS Applicant Tracking System
x ATBOS
x Digital Dispatch System (DDS)
x NTS Routing Software
x TSS Routing Software
PROFESSIONAL EXPERIENCE
SMS Transportation Services, Inc. — Carson, CA
November 2015 – Present
Operations Manager (2022 – Present)
Dispatch Supervisor (2019 – 2022)
Dispatcher (2015 – 2019)
x Lead workforce planning and scheduling for 100+ employees, ensuring service coverage, on-time performance, and labor compliance.
x Oversee daily transportation operations including routing accuracy, driver readiness, and real-time communication.
x Promote and support a strong safety culture through training initiatives, incident reviews, and regulatory compliance.
x Analyze operational challenges and implement effective solutions to improve efficiency and service delivery.
x Maintain accurate operational documentation, including driver logs, incident reports, and compliance records.
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x Support full-cycle recruiting efforts including sourcing, screening, interviewing, and onboarding candidates.
x Act as a primary point of contact for customer issue resolution, maintaining high service standards.
x Collaborate cross-functionally with internal departments and external stakeholders, including government and social service agencies.
Global Paratransit Inc. — Garden
a, CA
February 2008 – April 2014
Project Manager (2012 – 2014)
Lot Attendant (2008 – 2012)
x Served as primary liaison for the City of Bell transportation contract, ensuring compliance with KPIs and service requirements.
x Conducted operational audits and on-site evaluations to ensure adherence to policies and contractual obligations.
x Delivered training and education to staff and the public regarding transit services and operational updates.
x Assisted in policy development and implementation of operational procedures and improvements.
x Led process improvement initiatives to enhance efficiency, reliability, and service quality.
x Monitored and analyzed operational metrics to identify trends and performance gaps. x Built strong relationships with employees, contractors, government agencies, and community stakeholders.
CORE COMPETENCIES
x Logistics & Transportation Operations
x Dispatch & Routing Management
x Workforce Planning & Scheduling
x Regulatory Compliance & Safety
x Process Improvement
x Customer Relations & Stakeholder Management
x Data Analysis & Performance Metrics
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Monique Lee
Human Resource Manager
Professional Summ
ary
Experienced Human Resource Manager with a strong background in employee relations, benefits administration, and regulatory compliance. Proven ability to manage HR operations, support organizational growth, and maintain high employee morale. Skilled in payroll and time management systems, with specialized expertise in DOT and DOJ compliance, as well as workers’ compensation and unemployment claims.
Professional Experience
Human Resource Manager
SMS Transportation — October 2019 – Present
x Oversee daily HR operations, including recruitment, onboarding, and employee relations x Administer employee benefits programs, including 401(k), disability, and health plans x Manage unemployment, disability, and workers’ compensation claims x Ensure compliance with DOT and DOJ regulations
x Process payroll and maintain accurate timekeeping systems x Develop and implement strategies to improve employee engagement and company morale
x Advise leadership on HR policies, procedures, and workforce planning Program Staff / Administrative Support
Boys & Girls Club — June 2016 – 2019
x Supported youth development programs and administrative operations x Assisted with staff coordination and scheduling
x Maintained records and ensured compliance with organizational policies x Promoted a positive and supportive environment for members and staff Administrative Assistant
New Directions for Veterans — October 2015 – 2016
x Provided administrative support to HR and program staff x Assisted with onboarding processes and documentation
x Maintained employee and client records with a high level of confidentiality x Supported daily office operations and scheduling
Core Competencies
x Employee & Employer Benefits Administration
x Unemployment & Disability Claims Management
x Workers’ Compensation Claims
x 401(k) Administration
x DOT & DOJ Compliance
x Payroll & Time Management Systems
x Employee Relations & Engagement
x Organizational Morale Development
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Education & Certifications
Associate of Science in Business Administration / Business Management El Camino College
Human Resources Certification
Additional Information
x Strong interpersonal and communication skills
x Detail-oriented with excellent organizational abilities x Committed to fostering a positive and productive workplace culture 593
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Edward Jimenez
410 S. Poplar St Santa Ana CA 92703
714-788-1279
eddie_jmnz@y
ahoo.com
Certifications
• Transportation Safety Institute (T.S.I) Classroom Instructor Certified • Transportation Safety Institute (T.S.I.) SMS Awareness • National Transit Institute (N.T.I) Advanced Mobility Device Certified • Reasonable Suspicion Certified (T.S.I)
• Substance Abuse Management & Program Compliance (T.S.I) Certified • FEMA IS- 100.C
• FEMA IS- 700.B
Employment History
SMS Transportation Services – Gardena, California
February
2026- Present
• Facilitate new hire classes
• Ensure operators are current with training requirements of company and contract • Utilize Motive to track and analyze driving trends for improvement and training purposes • Provide post-accident retraining
• Prepare and conduct all Safety Meetings
• Manage all vehicle liability claims
• Oversight of safety incentives and programs
• Review of all vehicle and passenger accident/incidents to determine root cause. • Location site checks
• Establish Safety culture throughout location.
• Occasional assistance in operation of commercial vehicle MV Transportation LAMTA Metro – Carson, California
November 2024- September 2025
Safety Manager
• Oversight of corporate safety incentives and programs including Safety Points • Ensuring
all new hires meets minimum general qualifications for Safety Sensitive Positions • Ensuring operators are current with training requirements of company and contract • Reside as
the local Drug and Alcohol Program Manager per DOT/FTA regulations 49 CFR Part 6 • Submit all liability
and works compensation claims to the corp. team for proper handling • Establish a safety culture through operator engagement, safety blitz, in the field presence • Monitor and
track all credentials – CDL, DOT medicals, VTT per CCR Title 13 and CFR Title 49 • Monitor Pull Notice and
MVR program
• Utilize DriveCam to track
and analyze driving trends for improvement and training purposes • Actively manage employee injury prevention and minimize work comp claims • Provide oversight of all CHP, FTA, and client audit with successful completion • Provide all safety meetings
, program, and polices to meet or exceed company or client requirements
• Oversight
of operator training program
MV Transportation NCTD Breeze, Lift, NCTD +, Coaster Connection – Oceanside, California – January 2024- Nov. 2024
– Safety
and Training Manager
• Administer Drug an
d Alcohol compliance DER
• Prepare Drug
and Alcohol files for client audit
• Maintain training and personnel files
• Provide oversight of new hire classroom instruction
• Maintain effective driver training schedules
• Schedule, conduct and oversee skills course training
• Maintain all credential files CDL, DOT Medical Certification, Pull Notice, MVR • Manage all operator new hire, return to work, post-accident, post incident, customer service training
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• Schedule and track employee Drug and Alcohol testing
• Conduct Drive-Cam review of incidents, coach, and retrain as needed • Review of trainee file to ensure compliance for final approval • Prepare files for CHP and or Client audits
• Oversight of work comp claims
• Provide support with Safety Committee
• Work closely with DGM of Safety to establish Safety Culture • Prepare and coordinate Safety Blitz
• Assist Safety Supervisors with determining incident preventability • Sub-contractor oversight of drug and alcohol compliance, training files and credentials Training Manger
• Facilitate new hire classes
• Create training and personnel files
• Administer credentials for new hires
• Maintain training and personnel files
• Prepare files for client audits, re-training files, post-accident, and new hire files • Assist with monthly in-service training
• Schedule and oversee skills course training
• Manage all operator new hire, return to work, post-accident, post incident, customer service training
• Review of the trainee file to ensure compliance for final approval • Effectively manage and schedule all Trainees schedule • Schedule ETP testing for trainees
• Provide oversight of all BTW Trainers
January 2022 – August 2022First Transit OCTA Paratransit – Irvine, California Training Manager
• Establish and develop Training Program
• Recruit BTW trainers
• Train BTW to First Transit standard
• Facilitate new hire classes
• Create training and personnel files
• Administer credentials for new hires
• Enter new personnel in Samba Monitoring
• Track credentials for all personnel CDL, DOT medical, pull notice • Establish compliant drug and alcohol program
• Perform collection site mock audits to ensure compliance • Track random testing charts to ensure testing is done during all hours of operation • Enroll new safety sensitive personnel into random pool • Prepare Credentials for CHP audit
• Prepare files for client audits, re-training files, post-accident, and new hire files • Assist with monthly in-service training
• Assist with DriveCam top behavior reduction
• Work close with Safety Manager to assist in reduction of AFR • Assist with workers comp. claims
• Assisted with oversight of Road supervisors
• Part of the contract start-up team
• Member of Safety Solutions Team
• Occasionally perform facility safety walkthroughs
February 2015 – December 2021
MV Transportation OCTA Paratransit – Irvine, California Training Manager
• Maintain training and personnel files
• Conduct and provide oversight of new hire classroom instruction • Maintain effective driver training schedules
• Schedule, conduct and oversee skills course training
595
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• Maintain all credential files CDL, DOT Medical Certification, Pull Notice, MVR • Manage all operator new hire, return to work, post-accident, post incident, customer service training
• Administer drug and alcohol program compliance
• Preform collection site audits to ensure compliance
• Schedule and track employee Drug and Alcohol testing
• Conduct Drive-Cam review of incidents, coach, and retrain as needed • Review of trainee file to ensure compliance for final approval • Prepare files for CHP and or Client audits
• Assist with work comp claims
• Sub-contractor oversight of drug and alcohol compliance, training files and credentials. 596
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Timeline and Transition
Upon award of the contract, SMS Transportation will implement a structured transition plan to ensure seamless continuity of Dial-A-Ride services for Lynwood seniors and residents with disabilities. The following timeline outlines key milestones and activities:
1. Contract Award and Initial Planning (June 9–June 15, 2026) x Receive official contract award from City Council (June 9, 2026). x Conduct internal kickoff meeting with project management and operations teams. x Review contract terms, scope of work, and City expectations. x Assign Project Manager and confirm key personnel.
2. Resource Mobilization and Staff Recruitment (June 16–June 23, 2026) x Finalize procurement and inspection of required vehicles, including ADA-compliant and wheelchair-accessible units.
x Recruit and onboard qualified drivers and dispatch staff, prioritizing candidates from within Lynwood.
x Begin background checks, DMV Pull Notice enrollment, and drug testing for all new hires.
3. Training and System Setup (June 24–June 28, 2026)
x Conduct new-hire training covering defensive driving, emergency first-aid, passenger assistance, and ADA compliance.
x Set up dispatch office, reservation system, and two-way communication devices in vehicles.
x Implement identification card system for eligible riders (EZ Transportation Card or alternative).
4. Operational Testing and Community Outreach (June 29–June 30, 2026) x Perform operational tests, including vehicle inspections and dispatch simulations. x Coordinate with City staff for final readiness review. x Launch community outreach to inform registered riders of the transition and new procedures.
5. Service Launch (July 1, 2026)
x Begin full Dial-A-Ride operations as scheduled, providing 24/7 service coverage. x Monitor service quality, address any initial issues, and ensure compliance with reporting requirements.
Transition Logistics
x SMS will work closely with the City and outgoing contractor to ensure transfer of rider data, trip vouchers, and registration forms.
x All vehicles will be inspected and certified prior to service launch. x The Project Manager will be available to City staff throughout the transition for updates and troubleshooting.
x Monthly operating reports and maintenance logs will be submitted as required.
Example Implementation:
x "On June 16, our team will begin onboarding drivers, ensuring all personnel meet City and ADA requirements. By June 24, all vehicles will be equipped with communication devices and ready for inspection. On June 29, we will conduct a full operational test and 597
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coordinate with City staff for a final review. Service will launch on July 1, with ongoing monitoring and reporting."
598
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ôċôŘôIJèôŜ
iŘÍIJČôϙ
ĺŪIJťƅ èèôŜŜϙŘĺČŘÍı
îîŘôŜŜϡ 550 S. Main St Orange, CA 92868
ĺIJťÍèťϙŕôŘŜĺIJϡ Laura Castaneda
Telephone number:714-448-9421
(ıÍĖīϙÍîîŘôŜŜϙĺċϙèĺIJťÍèťϙŕôŘŜĺIJ: [email protected] "ôŜèŘĖŕťĖĺIJϙĺċϙŜôŘŽĖèôŜϙŕŘĺŽĖîôîϙſĖťēϙîÍťôŜ: Since 2023 until current, SMS provides ADA-compliant, demand response transportation services for seniors and individuals with disabilities throughout Orange County.
ĺŪťēϙ
ôIJťŘÍīϙ[ĺŜϙIJČôīôŜϙôČĖĺIJÍīϙ
ôIJťôŘ
îîŘôŜŜϡ 2500 S. Western Ave Los Angeles, CA 90018
ĺIJťÍèťϙŕôŘŜĺIJϡ Dexter Henderson
Telephone number: 213-744-8412
(ıÍĖīϙÍîîŘôŜŜϙĺċϙèĺIJťÍèťϙŕôŘŜĺIJ: [email protected]
"ôŜèŘĖŕťĖĺIJϙĺċϙŜôŘŽĖèôŜϙŕŘĺŽĖîôîϙſĖťēϙîÍťôŜϡ Since 1999 SMS has provided regularly scheduled transportation services for disabled customers to several service providers through the South Los Angeles regional center (SCLARC). Services include transportation to school, work, and service center sites.
èèôŜŜϙ>ĺŘϙīīϙϼ>Ͻ
îîŘôŜŜϡ 505 Van Ness Ave San Francisco, CA 94102
ĺIJťÍèťϙŕôŘŜĺIJϡ Geri Willis
Telephone number: 213-
(ıÍĖīϙÍîîŘôŜŜϙĺċϙèĺIJťÍèťϙŕôŘŜĺIJ: @ôŘĖЬČĺæŪťťôŘƲĖϟèĺı
"ôŜèŘĖŕťĖĺIJϙĺċϙŜôŘŽĖèôŜϙŕŘĺŽĖîôîϙſĖťēϙîÍťôŜ: Since 2023 SMS has participated as a designated provider in the statewide "Access for All" initiative, delivering on-demand, accessible transportation services for individuals with disabilities throughout California. ®ôŜťϙ[ĺŜϙIJČôīôŜϙ
ĺīīôČô
îîŘôŜŜϡ 6201 Winnetka Avenue, Woodland Hills CA 91371
ĺIJťÍèťϙŕôŘŜĺIJϡ Carlos Godoy
Telephone number:310-287-4368
(ıÍĖīϙÍîîŘôŜŜϙĺċϙèĺIJťÍèťϙŕôŘŜĺIJ: [email protected]
"ôŜèŘĖŕťĖĺIJϙĺċϙŜôŘŽĖèôŜϙŕŘĺŽĖîôîϙſĖťēϙîÍťôŜ: Since 2011 until current, SMS provides regularly scheduled shuttle services. Ambulatory and ADA services are provided at 15 ıĖIJŪťôϙĖIJťôŘŽÍīŜϙċĺŘϙŜťŪîôIJťŜϠϙċÍèŪīťƅϠϙŜťÍƯϙÍIJîϙČŪôŜťŜϟ ĖôŘèôϙ
ĺīīôČô
îîŘôŜŜϡ 6201 Winnetka Avenue, Woodland Hills CA 91371
ĺIJťÍèťϙŕôŘŜĺIJϡ Dr. Brian Silk
599
-21-
Telephone number:818-710-3342
(ıÍĖīϙÍîîŘôŜŜϙĺċϙèĺIJťÍèťϙŕôŘŜĺn: [email protected] "ôŜèŘĖŕťĖĺIJϙĺċϙŜôŘŽĖèôŜϙŕŘĺŽĖîôîϙſĖťēϙîÍťôŜ: Since 2011 until current, SMS provides regularly scheduled shuttle services. Ambulatory and ADA services are provided at 15 ıĖIJŪťôϙĖIJťôŘŽÍīŜϙċĺŘϙŜťŪîôIJťŜϠϙċÍèŪīťƅϠϙŜťÍƯϙÍIJîϙČŪôŜťŜϟ 600
35 FORM 1
CHECKLIST
REQUEST FOR PROPOSALS FOR
ADA/Dial-a-Ride Services and Call Center Services
SUBMIT THIS PROPOSER’S CHECKLIST WITH YOUR PROPOSAL DOCUMENTS.
Proposer shall complete and submit all documents marked with an “ ” in the “REQUIRED” column for bids to be responsive. Documents required on the checklist but not included may render your proposal nonresponsive.
REQUIRED DOCUMENTS
1. FORM 1 RFP SUBMITTAL INSTRUCTIONS
1) Cover Letter
2) Table of Contents
3) Statement of Experience & Qualifications
4) Cost of Proposal
5) Company’s Financial Condition
6) Resumes of Key Management Personnel
7) Timeline
8) References
Y2 . FORM 2 COST PROPOSAL
3. FORM 3 COMPANY’S CERTFICATE
Y4 . FORM 4 ORGANIZATIONAL CHART
Y5 . FORM 5 NON-COLLUSION AFFIDAVIT
SUBMITTED BY:
Name of Company__________________ Contact Name
Address
Phone No._______________________ E-Mail
SMS Transportation Services Jennifer Wiltz
213-489-5367 [email protected]
865 S. Figueroa St Suite 2750 Los Angeles, CA 90017
-22- 601
Cost Proposal
-2- 602
-2- 603
-2- 604
-2- 605
-2- 606
-2- 607
Management Organizational Chart
VP Operations
Jennifer Wiltz
Project Manager
Jorge Garcia
Safety and Training
Edward Jimenez
Customer
Experience/Dispatch
Human Resources
Monique Lee
-2
- 608
--
p.22 609
--
p.22 610
Attachment “B”
Proposed Vehicles
Make: Transit 350
Manufacturer: Ford
Year: 2025
Size: 6 Passenger, 1W/C
Fuel: Gas
VIN: 1FDAX2C89SKA26645
-- 611
Make: Transit 350
Manufacturer: Ford
Year: 2025
Size: 6 passenger, 1 W/C
Fuel: Gas
VIN: 1FDAX2C85SKA25301
-- 612
Attachment “C”
Insurance
-- 613
-- 614
-- 615
-- 616
-- 617
-
- 618
-- 619
-- 620
-- 621
-- 622
-- 623
-- 624
-- 625
-- 626
-- 627
-
- 628
-- 629
-1- 630
-- 631
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p.22 632
633
634
635
636
637
638
639
640
641
-63- 642
-64- 643
-65- 644
Maintenance Plan
SMS maintains all vehicles in safe, reliable, and clean condition through a comprehensive maintenance program. The Maintenance Manager, with over five years of fleet supervision experience, oversees all maintenance activities and ensures compliance with city and regulatory standards.
Preventive Maintenance and Repair Protocols
1. Daily Vehicle Inspections (DVIR):
x Drivers complete a Daily Vehicle Inspection Report before each route, covering brakes, tires, lights, mirrors, wheelchair lifts, fluid levels, and more. x Any defects are reported immediately; vehicles with safety issues are removed from service until repaired.
x Log books are maintained for at least one year.
2. Pre-Trip Inspection Procedures:
x Six-step method: check overall vehicle appearance, engine compartment, operator compartment, walk-around for leaks/tire tread, customer area/air conditioning, and brake systems.
x Wheelchair lifts are fully cycled daily to verify function.
3. Scheduled Preventive Maintenance (PMI):
x Inspections every 3,000 miles or 30 days.
x Major components serviced at manufacturer-recommended intervals (e.g., air/fuel filters at 18,000 miles, tune-ups at 36,000 miles, coolant replaced annually). x Air brake system dryers serviced every 20,000 miles or 6 months; exhaust system inspected every 9,000 miles.
x Smog testing biannually; air conditioning maintenance per SCAQMD laws.
4. Repairs and Unscheduled Maintenance:
x All repairs, including accident damage, are performed promptly by certified mechanics. x Vehicles failing inspection or with reported defects are not used until corrective action is taken.
x Unscheduled repairs are documented with repair orders and driver defect reports.
5. Record Keeping and Reporting:
x Maintenance logs, inspection reports, and repair orders are kept for each vehicle for the contract duration.
x PMI documentation includes vehicle info, defects, time charged, parts used, and any subcontract work.
x Master Sheets document all PMI and unscheduled servicing, including dates, mileage, description, and technician signature.
x Reports are filed electronically and made available for city review.
6. Compliance and Inspections:
x Adherence to California Vehicle Safety Standards, Title 13, and all relevant federal, state, and local regulations.
x Annual CHP inspections; reports submitted to the city within 10 days. -66- 645
x Vehicles and facilities available for city inspection at any time.
7. Vehicle Cleanliness:
x Vehicles are cleaned regularly, both inside and out.
x Inspections verify cleanliness; vehicles not meeting standards are removed from service until remedied.
-67- 646
Welcome to SMS Transportation Service, Inc.
Congratulations! You have been selected to participate in our new employee orientation and training program. Over the next few weeks you will receive a lot of valuable informatio n and training, and you may have many questions; please do not hesitate to ask. The training department of SMS Transportation is the best place for answers to your many questions. Please feel free to approach the Safety Manager, your training instructors, or the Human Resource Department with any questions you might have.
During the various stages of your training, your instructors will be evaluating your progress and you are expected to give your full attention to the instructors at all times. Our goal is fo r everyone to complete their training and become a successful employee of SMS Transportation.
Please take a moment to review the required items listed below.
Training Schedule (classroom times are subject to change) x Classroom tr aining will begin on-time, as specified by the Safety Manager. x Skills, wheelchair training, behind-the-wheel and cadet training and will be assigned daily by the safety manager or his designated person. All trainees must report to work on time and ready to learn. Failure to report on-time to training will result in disciplinary action as described and specified in the SMS Handbook and Policies. x 3 absences (excused or unexcused) during training will result in disciplinary action, up to and including termination.
Dress Code
x White shirt (polo or button down) with collar while on SMS property or in the field training. Clothing items with logos or designs are not allowed.
x Black, dark blue or navy-blue pants (Dickeys or Dockers style); No jeans, leggings, jeggings, stretch pants or sweat pants.
x Solid black shoes only. No logos or designs.
x Hats must be black or blue, no beanies, scarfs or doo rags, wave caps, etc.… NO LOGOS.
Cell phones / Electronic Devices
All cell phones and electronic devices must be turned off while in training class and while on the bus with your instructor. You are required to follow all policies regarding electronic devices and cellphone while training; this includes wearing Bluetooth listening devices, headphones and earbuds. You will have time to use your cell phones or other electronic devices during your break and lunch time.
Contact Information:
SMS Transportation Services, Inc.
18516 Broadway, Carson, CA 90248
Office: 310.527.9200 Fax: 310.527.9206
-68- 647
Request for Applicant’s Safety Performance History
Information from DOT Regulated Previous Employer
SMS Transportation Services, Inc.
865 S. Figueroa Street, Suite 2750
Los Angeles, CA 90017
FAX: (310) 527-9206 PHONE (310) 527-9200
ATTENTION: Teonie Cushinberry
Applicant
to Complete This Section
As a Commercial Motor Vehicle (CMV) Driver, I understand that per, the Federal Motor Carrier Safety Regulations (FMCSRs) Part 3 91.21, the following information will be requested from all previous employers for which I operated a CMV, subject to the FMCSR Parts 390 and/or 40, 382 & 383, within the past three years, from the date shown below. I also acknowledge that this information will be used in determining my eligibility to be hired, that I have the right to review this information and rebut any errors in these statements from my prior employers, as de scribed in the FMCSR Part 391.23.
I , hereby authorize this company to release all records of employment, including assessments of my job performance, ability and fitness, including dates of any and all alcohol or drug tests. Those confirmed results and/or my refusal to submit to any alcohol or drug tests and any rehabilitation completion under direction of (SAP/MRO) to each and every company (or their authorized agents) which may request such information in connection with my application for employment with said company. I hereby release this company, and its employees, officers, directors, and agents from any and all liability of any type as a result of providing information to the above-mentioned person and/or company.
Previous Employer: Contact Person:
Mailing Address: City, State, Zip:
Telephone Number: Fax Number:
Applicants Signature SSN Today’s Date
SECTION I – Past Employer to Complete >>> DRUG AND ALCOHOL INFORMATION Please provide the following drug and alcohol information as required by FMCSR Part 391.23 & 40.25.
If no drug and alcohol information is available on above-named applicant check here. FF
YES NO
1. Any alcohol test with a result of 0.04 or higher alcohol concentration? F F
2. Any verified positive drug test? F F
3. Any refusals to be tested (including verified adult erated or substituted drug test results)? F F
4. Any other violations of DOT agency drug and alcohol testing regulations (Part 382 or Part 40)? F F
5. If this driver did successfully complete a SAP rehabilitation referral and remained in your employ, did he/sh
e have any subsequent violations for: an alcohol test result of 0.04 or greater, a verified positive drug test or a refusal to test (including a verified adulterated/substituted drug test result)? F F
6. If yes to any of the above questions, please provide documentation of successful completion of a SAP evaluation, prescribed treatment and return-to-duty requirements (including follow-up tests) if they remained in your employ. *If this information is not available from the previous employer, you as a prospective employer, must get this information from the driver/applicant. -69- 648
Request for
Applicant’s Safety Performance History
Information from DOT Regulated Previous Employer
SECTION II – Past Employer to Co
mplete >>> ACCIDENT INFORMATION
Please provide the following information as required by 391.23(d)(1)(2) on any accidents, as defined by 390.5 and/or from your Accident Register (FMCSR 391.15) which the above-named driver/applicant was involved within the past three years while under your employment. Previous employers may include additional detailed information on minor accidents/incidents at their discretion.
If there is no accident information for this driver, please check here. FF Date Location Vehicle Towed lHazMat Spil # of Fatalities # of Injuries
SECTION III – Past Employer to Complete >>> WORK HISTORY INFORMATION Please provide the following information on the above-named driver/applicant; He/She was employed for you as a: Hire Date Last Date While under your employment was he/she:
a. Bonded: Yes F No F
b. Convicted of any traffic violations: Yes F No F
If yes, please list all, including date and type:
c. License(s) suspended, revoked or denied: Yes F No F If yes, please explain:
Reason for leaving:
Would you re-employ this person: Yes FNo FUpon Review F Please explain:
Additional Comments:
Previous Employer Representative Supplying Information:
Print Name Title
Signature
1stAttempt____________
2nd Attempt___________
3rd Attempt ____________
Comments:_______________________________________________________
FOR SMS OFFICE USE ONLY
Date
-70- 649
6 | Page
CONFIDENTIALITY PLEDGE/HIPAA
Patient and employee information from any source and in any form (ie paper, talking, computers) is confidential. I shall protec t the privacy and confidentiality of patient and employee information. Access to this information is allowed ONLY if I need to know it to do my job.
In my job, I may see or hear confidential information on:
PATIENTS AND/OR FAMILY MEMBERS
Such as patient records, conversations and financial information
EMPLOYEES, VOLUNTEERS, STUDENTS, CONTRACTORS, PARTNERS
Such as salaries, employment records, disciplinary actions
BUSINESS INFORMATION
Such as financial records, reports, memos, contracts, computer programs, technology
THIRD PARTIES
Such as vendor contracts, computer programs, technology
OPERATIONS IMPROVEMENT, QUALITY ASSURANCE, PEER REVIEW
Such as reports, presentations survey results I AGREE THAT:
1. I WILL ONLY access information I need to do my job.
2. I WILL NOT show, tell, copy, give, sell, review, change or trash any confidential information unless it is part of my job. If i t is part of my job to do any of these tasks, I will follow the correct department procedure (such as shredding confidential papers before throwing them away).
3. I WILL NOT misuse or be careless with confidential information.
4. I WILL KEEP my computer password secret and I will not share it with anyone.
5. I WILL NOT use anyone else’s password to access any system.
6. I AM RESPONSIBLE for any access using my password.
7. I WILL NOT share any confidential information even if I am no longer an employee.
8. I KNOW that my access to confidential information may be audited.
9. I WILL tell my supervisor if I think someone knows or is using my password.
10. I KNOW that confidential information I learn on the job does not belong to me.
11. I KNOW that my access can be taken away at any time.
12. I WILL protect the privacy of our patients and employees.
13. I WILL NOT make unauthorized copies of software.
14. I AM RESPONSIBLE for my use of misuse of confidential information.
15. I AM RESPONSIBLE for my failure to protect my password or other access to confidential information.
I have received a copy of and have read the policy Confidentiality of Patient Information and I AGREE TO ABIDE BY IT.
Failure to comply with this agreement may result in the termination of my employment and/or civil or criminal legal penalties.
By signing this, I agree that I have read, understand and will comply with this agreement.
Signature: _________________________________________ Date:____________________________ Print Full Name: ____________________________________
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7 | Page
Code of Conduct
Professionalism is always ex
cepted from all employees
Professionalism in the work place:
Staff is excepted to conduct themselves in a manner that creates and maintains respect for themselves and for SMS Transportation. We should always be mindful of the high standards of behavior expected of us. Please refer to the Harassment Policy
There will be No fighting tolerated amongst employees. No Rudeness to co-workers and clients will be consider a violation of company policies. There should never be any vulgar language or profanity used towards anyone at any time. There should be no yelling or shouting for any reason. Please refer to the Workplace Violence Zero Tolerance Policy
We provide transportation for mentally and physically challenged individuals that need extra care and sensitivity. Please treat all clients with respect and dignity.
If any of above codes are broken in anyway, you may be subject to termination.
I have read and CODE OF CONDUCT for SMS TRANSPORTATION SERVICES. _________________________________________ ______________________ Employee Signature Date
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8 | Page
Background Check Policy and Procedures
All offers of employment at SMS Transportation Services Inc. are contingent upon clear results of a thorough background check.
Background checks will be conducted on all final candidates and on all employees, who are promoted, as deemed necessary.
Background checks may include:
x Social Security Verification: validates the applicant's Social Security number, date of birth and former addresses. x Prior Employment Verification: confirms applicant's employment with the listed companies, including dates of employment, position held and additional information available pertaining to salary/wages, performance rating, reason for departure and eligibility for rehire. This verification will be run on the past two employers or the previous five years, whichever comes first. x Personal and Professional References: calls will be placed to individuals listed as references by the applicant. x Educational Verification: confirms the applicant's claimed educational institution, including the years attended and the degree/diploma received.
x Criminal History: includes review of criminal convictions and probation. The following factors will be considered for applicants with a criminal history:
o The nature of the crime and its relationship to the position. o The time since the conviction.
o The number (if more than one) of convictions.
o Whether hiring, transferring or promoting the applicant would pose an unreasonable risk to the business, its employees or its customers and vendors.
The following additional background searches will be required if applicable to the position:
x Motor Vehicle Records: provides a report on an individual's driving history in the state requested. This search will be run when driving is an essential requirement of the position. All drivers must be able to be covered by SMS Transportation Services’ insurance policy.
x Credit History: confirms candidate's credit history. This search will be run for positions that involve management of SMS Transportation Services Inc. funds and/or handling of cash or credit cards.
Procedure
Final candidates must complete a background check authorization form and return it to Human Resources. [Editor's Note: In states that require an employment offer prior to conducting a background check, employers should require the completion of a background check authorization form at the time the offer of employment is extended.] Human Resources will order the background check upon receipt of the signed release form, and either internal HR staff or an employment screening service will conduct the checks. A designated HR representative will review all results.
The HR representative will notify the hiring manager regarding the results of the check. In instances where negative or incomplete information is obtained, the appropriate management and the director of Human Resources will assess the potential risks and liabilities related to the job's requirements and determine whether the individual should be hired. If a decision not to hire or promote a candidate is made based on the results of a background check, there may be certain additional Fair Credit Reporting Act (FCRA) requirements that will be handled by Human Resources in conjunction with the employment screening service (if applicable). Background check information will be maintained in employees' personnel files for a minimum of five years.
SMS Transportation Services Inc. is notified of any changes adverse action that takes place on an employee’s background or Motor Vehicle record this may lead to suspension or termination. SMS Transportation Services Inc. reserves the right to modify this policy at any time without notice.
_________________________________________ ______________________ Employee Signature Date
-73- 652
9 | Page
Drug Free Work Place
All employees are required to take a drug and alcohol test.
Random Drug Testing
All employees are enrolled in Random Drug Testing. All Employees maybe randomly tested at any time by Behavior Research.
Any employee that refuses to take a drug test will be immediately terminated.
Any employee that is involved in an accident will need to perform a post-accident drug test with the designated Medical Center.
If at any time a supervisor or a manager request that you take a drug test because of reasonable suspicion, it is mandatory that the drug test be performed immediately. NO EXCEPTIONS.
I have read and understand the DRUG FREE WORK POLICY for SMS TRANSPORTATION SERVICES. _________________________________________ ______________________ Employee Signature Date
-74- 653
10 | Page
Zero Tolerance Policy/Consumer Sensitivity & Rights
Our
consumers all have some type of mental or physical disability. All clients should be treated with care and sensitivity.
Always treat our clients with respect
Always speak in a respectful tone and manner.
Never use physical force to communicate.
Never ridicule or make fun of any client.
Never rush a client onto the vehicle.
Clients have right to choose their seats on the vehicle as long as they are not harming anyone or themselves.
If there is an incident on board with a consumer or consumers family, contact dispatch immediately.
If you think the consumer is being mistreated in any way, please contact dispatch immediately.
Play appropriate music in your vehicle at all times. Make sure your music level is comfortable for everyone.
Never ask clients for money, food or any other personal items.
Never lend money to any client.
Always turn in any items left on the vehicle
Consumers’ Basic Rights
People with developmental disabilities have the same basic rights and responsibilities as all other residents of the United States and the State of California. x In addition, California law gives people with developmental disabilities the following special rights:
x A right to treatment and habilitation services and supports in the least restrictive environment. x A right to dignity, privacy and humane care.
x A right to participate in an appropriate program of publicly-supported education, regardless of degree of disability. x A right to prompt medical care and treatment.
x A right to religious freedom and practice.
x A right to social interaction and participation in community activities. A right to physical exercise and recreational opportunities.
x A right to be free from harm, including unnecessary physical restraint or isolation, excessive medication, abuse or neglect. x A right to be free from hazardous procedures.
x A right to make choices in your own life.
x A right to have relationships, marry, be part of a family, and to parent if they so choose. -75- 654
11 | Page
ZERO TOLERANCE FOR CONSUMER ABUSE POLICY
If the following is observed, it should be reported to SLARC immediately. Actual or suspected mistreatment of any consumer. x Hitting, slapping, pinching, biting or anything that causes fear, pain or discomfort to a consumer. This includes Consumer to Consumer interaction.
x Unreasonable physical constraint. (reasonable actions taken to protect a Consumer or others from a Consumer’s behavior, taken in compliance with reconized and accepted behavior protocols, are not considered abuse, but they can become abusive if the invervention is more than required to protect the Consumer and those around him or her.) x Sexual abuse, which includes sexual touching of any kind and inapproiate, suggestive and/or offensive sexual talk to or around a Consumer. Name calling, demeaning, tormenting, threatening, mean teasing, yelling, harassing or any other similar treatment.
x Disciplining by withholding food, water or preferred activties or causing pain, discomfort or trama, even if in a puported behavior modfication plan. Failure to exercise a reasonable degree of care, including but not limited to; failure to assist in personal hygiene, provision of food , water, clothing, shelter, or failure to provide medical care for physical and or mental health needs, to protect the Consumer from health and safety hazards. x Use of a physical or chemical restriant or psychotropic mediation under any of the following conditions; (1) For punishment
(2) For a period beyond what the medication was ordered pursuant to the instructions of a physician and surgeon licensed in the State of California, who is providing medical care to the Consumer at the time the instructions are given.
(3) For any purpose not authorized by the physician and surgeon. x Failure to exercise the degree of care that a reasonable person would exercise in the position of having the care and custody of an elder or dependent adult or child.
x Wrongfully taking anything from a Consumer, including but not limited to possessions, money, or anticipated income. x Denying Consumer Rights, except in accordance with the requirements of section 50530-50540 of Titlt 17 of the California Code of Regulations. If you observe or suspect Consumer abuse.
If any abuse is reported to you directly, you must do the following; x Immediately do what is reasonable and necessary to stop it and protect the health and safety of all Consumers and others who could be harmed by it.
x Immediately report it to the SCLARC by phone and in writing within 24 hours. Immediately report it to Adult Protective Serivces, Department of Children and Family Services or the Long Term Care Ombudsman. x Immediately report it to law enforcement.
x Report it to your supervisor and/ or t he perpetrator’s supervisor, as you see fit.
I have read and understand the
Consumer Sensitivity, Rights & Zero Tolerance Policy for SMS Transportation Services, Inc. _________________________________________ ______________________ Employee Signature Date
-76- 655
12 | Page
SMS Transportation Service’s Zero Tolerance Policy
All employees of SMS Transportation Service have the right to a safe, secure and violence-free work environment. SMS Transportation Service recognizes this right and acknowledges that nothing is more important than the safety and security of its employees. SMS Transportation Service’s prohibition against violent, threatening, or intimidating behavior applies to all persons involved in its operations. As such, SMS Transportation Service shall protect its employees and visitors against acts of violent, threatening or intimidating behavior that may occur in the work environment.
SMS Transportation Service is committed to providing a workplace that is free from acts of violence or threats of violence.
In keeping with this commitment, SMS Transportation Service has established a policy that provides “zero tolerance” for actual or threatened violence against co-workers, visitors, or any other persons who are either on our premises or have contact with employees in the course of their duties. We define workplace violence as actions or words that endanger or harm another employee or result in other employees having a reasonable belief that they are in danger. Such actions include:
x Verbal or physical harassment
x Verbal or physical threats
x Assaults or other violence
x Any other behavior that causes others to feel unsafe (e.g. bullying, sexual harassment) SMS Transportation Service’s policy requires an immediate response to all re ports of violence. All threatening incidents will be investigated and documented by the SMS Management. If appropriate, SMS Transportation Service may provide counseling services or referrals for employees.
The following disciplinary action will be taken TERMINATION.
It’s the responsibility of all employees to report all threatening behavior to management immediately.
Guidelines
Intimidation, threats, harassment, and assaults are prohibited and distract from a positive work environment.
Furthermore, intimidation, threats and harassment can be precursors to workplace violence. Ignoring an individual who exhibits these behaviors sends the message that such behaviors are acceptable; consequently, the behaviors are likely to continue and may even increase. Therefore, it is incumbent on all employees to identify and report these behaviors immediately so that appropriate action may be taken. Our system of ensuring that all employees, including supervisors and managers, comply with work practices that are designed to make the workplace more secure, and do not engage in threats or physical actions which create a security hazard for others in the workplace, include:
x Informing all employees of the provisions of our Workplace Anti-Violence Plan x Evaluating the performance of all employees in complying with our workplace security measures. x Recognizing employees who perform work practices which promote security in the workplace. x Providing training and/or counseling to employees wh ose performance is deficient in complying with work practices designed to ensure workplace security.
x Disciplining employees for failure to comply with workplace security practices. -77- 656
13 | Page
(SMS Transportation Service’s Zero Tolerance Policy Continues) Potential Acts of Violence by Category
Type 1 - Involves a violent act by an assailant with no legitimate relationship to the workplace who enters the workplace to commit a robbery or other criminal act.
Type 2 - Involves a violent act or threat of violence by a recipient of a service provided by our establishment, such as a client, patient, customer, passenger or a criminal suspect or prisoner.
Type 3 - Involves a violent act or threat of violence by a current or former employee, supervisor or manager, or another person who has some employment-related involvement with our establishment, such as an employee’s spouse or lover, an employee’s relative or friend, or another person who has a dispute with one of our employees.
Hazard Correction
Hazards, which threaten the security of employees, shall be corrected in a timely manner based on severity when they are first observed or discovered. Corrective measures for
Type 1 - workplace security hazards can include:
x Making the workplace unattractive to robbers.
x Utilizing surveillance measures, such as cameras or mirrors, to provide information as to what is going on outside and inside the workplace.
x Procedures for the reporting of suspicious persons or activities. x Posting of emergency telephone numbers for law enforcement, fire and medical services where employees have access to a telephone with an outside line.
x Posting of signs notifying the public that limited cash is kept on the premises. x Limiting the amount of cash on hand and using time access safes for large bills. x Employee, supervisor and management training on emergency action procedures.
Type 2- workplace security hazards include:
x Controlling access to the workplace and freedom of movement within it, consistent with business necessity. x Ensuring the adequacy of workplace security systems, such as door locks, security windows, physical barriers and restraint systems.
x Providing employee training in recognizing and handling threatening or hostile situations that may lead to violent acts by persons who are service recipients of our establishment. x Placing effective systems to warn others of a security danger or to summon assistance, e.g., alarms or panic buttons. x Providing procedures for a "buddy" system for specified emergency events. x Ensuring adequate employee escape routes.
Type 3- workplace security hazards include:
x Effectively communicating our anti-violence policy to all employees, supervisors or managers. x Improving how well our management and employees communicate with each other. x Increasing awareness by employees, supervisors and managers of the warning signs of potential workplace violence. x Controlling access to, and freedom of movement within, the workplace by non-employees, including recently discharged employees or persons with whom one of our employee's is having a dispute. x Providing counseling to employees, supervisors or managers who exhibit behavior that represents strain or pressure which may lead to physical or verbal abuse of co-workers. x Ensure that all reports of violent acts, threats of physical violence, verbal abuse, property damage or other signs of strain or pressure in the workplace are handled effectively by management and that the person making the report is not subject to retaliation by the person making the threat.
x Ensure that employee disciplinary and discharge procedures address the potential for workplace violence. -78- 657
14 | Page
(SMS Transportation Service’s Zero Tolerance Policy Continues) Training
All workers, including managers and supervisors, shall have training and instruction on general and job-specific workplace security practices.
General workplace security training and instruction includes, but is not limited to, the following:
Ways to defuse hostile or threatening situations.
x Dealing with angry, hostile or threatening individuals x Awareness of situational indicators that lead to violent acts x Location and operation of alarm systems.
x Measures to summon others for assistance.
x Worker routes of escape.
x Proper work practices for specific workplace activities, such as special events, working late/weekends x Self-protection
x Determination of when to use the "buddy" system or other assistance from co-workers. x Notification of law enforcement authorities when a criminal act may have occurred. x Emergency medical care provided in the event of any violent act upon an employee.
I have read and understand WORKPLACE VIOLENCE” Zero Tolerance” POLICY for SMS TRANSPORTATION SERVICES. _________________________________________ ______________________ Employee Signature Date
-79- 658
15 | Page
Harassment/Fraternizing Policy
All employees must comply with the following:
SMS is committed to providing a work environment that is free of discrimination and harassment including sexual harassment. It is illegal to harass, insult or intimidate others on the basis of their sex, age, race, gender, color, national origin or ancestry, religion, marital status, sexual orientation, pregnancy, child birth or related conditions, physical or mental disability, any medical conditions (as defined under California Employment Laws), citizenship, veteran status and other personal characteristics, use of family or medical leave, or any other basis protected by Federal, State or local laws.
Our policy applies to all persons, including employees, applicants, vendors, contracted workers, independent contractors, temporary agency employees, freelancers, non-employees, clients or customers, and is intended to protect SMS employees from unlawful harassment by any person in connection with the employee's performance of their job duties.
Harassment includes but is not limited to propositions, epithets, assaults, unwanted touching, blocking normal movement, interfering with work, derogatory comments or slurs, making "jokes" about ethnic or other groups, and other verbal, physical and visual behavior, threats, repeated request for dates, request for sexual favors, unwelcomed sexual advances, invitations, dirty jokes, derogatory posters, sexually provocative pictures, cartoons, drawings or gestures and any other, physical verbal or visual harassment.
ALL OF THIS IS PROHIBITED.
Harassment and/or sexual harassment is personal in orientation and may be subtle in nature, its existence may not be obvious to employees who are not its victims. In order to ensure prompt elimination of such conduct, any employee who becomes aware of an incident of harassment, whether by witnessing the incident or being told of it, must report it to the Supervisor or any management representative with whom the employee feels comfortable.
Any employee who feels harassed has the right to file a charge with the Equal Employment Opportunity Commission, and the California Department of Fair Employment and Housing. Before doing so, the employee should speak first with the Supervisor, if the Supervisor is not appropriate, they should speak to anyone else in management, in an attempt to reach a resolution. It is the Supervisor's duty to listen to such complaints and to refer them to the appropriate authority. All information disclosed during the' course of the investigation, to the extent possible, will remain confidential. The Director of Personnel will thoroughly investigate all such claims. If SMS determines that unlawful harassment has occurred, effective remedial action will be taken appropriate to the circumstances. Any employee(s) determined by SMS to be responsible for unlawful harassment will be subject to appropriate disciplinary action, up to and including termination. The Director of Personnel will advise all concerned persons of the results of our investigation. SMS will not retaliate against any employee for filing a complaint of harassment and will not tolerate retaliation by anyone against an employee complaining of unlawful harassment. If an employee has any questions regarding this policy, please feel free to contact the Director of Personnel.
Fraternizing
SMS Transportation Services strongly believes that a work environment where employees maintain clear boundaries between employee personal and business interactions is most effective for conducting business and enhancing productivity. Although this policy does not prevent the development of friendships or romantic relationships between co-workers, it does establish boundaries as to how relationships are conducted during working hours and within the working environment.
Individuals in supervisory or managerial roles, and those with authority over others’ terms and conditions of employment, are subject to more stringent requirements under this policy due to their status as role models, their access to sensitive information, and their ability to affect the terms and conditions of employment of individuals in subordinate positions.
This policy does not preclude or interfere with the rights of employees protected by the National Labor Relations Act or any other applicable statute concerning the employment relationship. -80- 659
16 | Page
(Harassment/Fraternizing Policy Continues)
Procedures
1. During working time and in working areas, employees are expected to conduct themselves in an appropriate workplace manner that does not interfere with others or with overall productivity.
2. During nonworking time, such as lunches, breaks, and before and after work periods, employees engaging in personal exchanges in nonwork areas should observe an appropriate workplace manner to avoid offending other workers or putting others in an uncomfortable position.
3. Employees are strictly prohibited from engaging in physical contact that would in any way be deemed inappropriate by a reasonable person while anywhere on company premises, whether during working hours or not.
4. Employees who allow personal relationships with co-workers to adversely affect the work environment will be subject to the appropriate provisions of SMS Transportation Services’ disciplinary policy, including counseling for minor problems.
Failure to change behavior and maintain expected work responsibilities is viewed as a serious disciplinary matter.
5. Employee off-duty conduct is generally regarded as private, as long as such conduct does not create problems within the workplace. An exception to this principle, however, is romantic or sexual relationships between supervisors and subordinates.
6. Any supervisor, manager, executive or other company official in a sensitive or influential position with SMS Transportation Services must disclose the existence of a romantic or sexual relationship with another co-worker. Disclosure may be made to the immediate supervisor or the director of human resources (HR). This disclosure will enable SMS Transportation Services to determine whether any conflict of interest exists because of the relative positions of the individuals involved.
7. With regard to Paragraph 6, when a conflict-of-interest problem or potential risk is identified, SMS Transportation Services will work with the parties involved to consider options for resolving the problem. The initial solution may be to make sure the parties no longer work together on matters where one is able to influence the other or take action for the other.
Matters such as hiring, firing, promotions, performance management, compensation decisions and financial transactions are examples of situations that may require reallocation of duties to avoid any actual or perceived reward or disadvantage.
In some cases, other measures may be necessary, such as transfer to other positions or departments.
8. With regard to Paragraph 6, if one or both parties refuse to accept a reasonable solution or to offer of alternative position, if available, such refusal will be deemed a voluntary resignation.
9. Failure to cooperate with SMS Transportation Services to resolve a conflict or problem caused by a romantic or sexual relationship between co-workers or among managers, supervisors or others employee in a mutually agreeable fashion may be deemed inappropriate and cause for immediate termination. The disciplinary policy of SMS Transportation Services will be followed to ensure fairness and consistency before any such extreme measures are undertaken.
10. The provisions of this policy apply regardless of the sexual orientation of the parties involved.
11. Any concerns about the administration of this policy should be addressed to the director of HR.
I have read and understand the HARASSMENT/FRATERNIZING for SMS Transportation Services, Inc. _________________________________________ ______________________ Employee Signature Date
-81- 660
20 | Page
Uniforms
All SMS Transportation employees must comply with the Uniform Policy. Employees that choose not to comply with the company uniform policy may be sent home, written up, suspended or terminated All employees must comply with the following:
x Company shirts must be worn at all times
x Company logo and badge must be must be visible at all times x Navy or Black pant/shorts (no jeans)
x Shorts MUST BE to the knee
x No Leggings, biker shorts, jeans, jeggings, and sweatpants. x Pants should no have stretchy material
x No hooded jackets
x No beanies
x Company issued hats only (no wave caps or doo rags allowed) x Black Shoes
x Hair must be neat and presentable manner
x Fingernails must be kept at a reasonable length
x No excessive jewelry (face piercings)
x No Tee shirts hanging lower than your uniform shirt
x There should be no grooming on board vehicle
x Please make sure good hygiene is kept at all times
If for any reason your employment comes to an end, you must return all items. Shirts, badges, gas cards or any other items issued by your employer.
I have read and understand the UNIFORM POLICY for SMS TRANSPORTATION SERVICES. _________________________________________ ______________________ Employee Signature Date
-82- 661
21 | Page
DRIVER AGREEMENT
I, ____________________ hereby acknowledge that it is my responsibility to operate all company vehicles in a safe and courteous manner.
I will complete all necessary documentation in order to assist the company in delivering safe and efficient service to our passengers.
I agree to keep current all licenses, certifications and permits as required by my employer, the CHP and all other governing agencies. I will report any accidents or citations issued to me in any vehicle that may affect my ability to drive under the policies and procedures set forth. If at any time I become una ble to be insured or denied any required certifications, I understand that I may become subject to termination.
In order to maintain the vehicles in proper working order, I will make daily inspections to each vehicle that I operate. It is my responsibility to immediately report any problems, safety issues or repairs that I may find during my inspection.
Upon my inspection, I will not drive any vehicle that is found to be unsafe.
I understand that the vehicle that I am operating is for the authorized transportation of developmentally disabled clients to and from school, workshops and work assignments. The personal use of the company's vehicle is strictly prohibited, and any violation of the policies and procedures may cause for immediate termination of my employment.
I will 'immediately report to dispatch any and all accidents and/ or injuries involving a company vehicle and all other matters that require special attention, including any matter involving passengers that I am transporting.
I understand that in the event that I am involved in an accident that is my fault due to gross negligence, I will pay for all damages, both physical and bodily injury, and hold harmless SMS Transportation Services, Inc. and their successors and assigns from any claim, action, liability, loss, damage or suit arising from my gross negligence or the unauthorized use of any company vehicles or by negligent driving.
Upon default, I agree to pay all responsible attorneys' fees necessary to enforce this agreement.
I have read and understand the Driver Agreement for SMS TRANSPORTATION SERVICES. _________________________________________ ______________________ Employee Signature Date
-83- 662
22 | Page
Driver’s Responsibilities
The following document is
to reinforce the responsibilities of SMS drivers that were outline in the employee new hire package.
* Please read the following and initial*
1. It is the driver’s responsibility to maintain the cleanliness of the vehicle. ______
2. It is the driver’s responsibility to inspect the vehicle properly before driving. (DVIR needs to be completed daily) ______
3. It is the driver’s responsibility to assist consumers on and off the vehicle safely. _______
4. The driver is responsible for getting an accurate head count of the consumers in order to ensure that SMS has received all consumers. ______
5. The driver is responsible for calling in all NO GO’s of any consumer that was not picked up that day.
Any client that was not picked up needs to be reported to dispatch and noted on route sheet. _____
6. It is the drivers responsible to work as a team with the attendant on the route. The driver should help loading and unloading all wheelchairs. ______
7. The driver is responsible for completing routes sheets and all other paper work completely. ______
8. The driver is responsible for maintaining the level of oil, coolant and transmission oil. ______
9. The driver must wear proper uniform every day. _____
10. It is the driver’s responsibility to make sure the attendant is assisting and helping the consumers in the proper manner. If the attendant is not assisting properly, the driver should report this to dispatch. The attendant should not be on any personal phone call during the duration of the route. _______
11. If attendant notifies the driver of any marks or bruises found on consumer, the driver must notify dispatch immediately. ____
12. There will be no unauthorized use of company vehicle. _____
13. It is your responsibility to call in any accidents or incidents at the time they occur. No matter how minor they seem.
I ________________________have read the above and understand my driver responsibilities.
I have read and understand the DRIVER’S RESPONSIBILITIES for SMS TRANSPORTATION SERVICES. ___________________________ ____________ ______________________ ___________ Employee Signature Date Trainer Signature Date -84- 663
23 | Page
Attendant’s Responsibilities
The following document is to reinforce the responsibilities of SMS attendants that were outline in the employee new hire package.
* Please read the following and initial*
1. Clock in 15 min after the driver. ____
2. Report to work in uniform and on time. ____
3. Assist each client specifically to their needs. ______
4. No talking on cell phone. _______
5. Attendants should ride in the back of the vehicle at all times when clients are aboard ______
6. Attendants should exit the vehicle at every stop. ____
7. Help clients on and off the vehicle. ____
8. Assist with seat belts, lunch packs, jackets and lock/secure wheelchairs, Etc. ____
9. Make sure clients are not fighting with each other or any improper touching, cursing or remove their seat belts or trying to get off the vehicle while the vehicle is still moving. _____
10. Assist in watching the clients if they are having seizures or hitting their heads up against the window. ____
11. Take special notice of clients when picking them up at their houses or centers to make sure clients do not have any physical problems such as bruises, cuts, black eyes, scratches, swelling, Etc. Report to your driver so they can contact dispatch immediately ____
12. Assist clients with making sure nothing is left on the vehicle after the clients are off the vehicle, such as jackets, cell phones, backpacks, lunch packs, Etc. ____
13. Attendants must work with drivers in doing a head count of the consumers in order to ensure that SMS has received all consumers. ____
14. Must report any incidents or accidents that happen on/to the vehicle along with the driver. _____I have read and understand the ATTENDANT’S RESPONSIBILITIES for SMS TRANSPORTATION SERVICES. ___________________________ ____________ ______________________ ___________ Employee Signature Date Trainer Signature Date -85- 664
24 | Page
Pre and Post Trip Inspections/DVIR Procedures
DVIR (Drivers Vehicle I
nspection Report) and Pre-trip procedures
It is required by law that every operator completes a DVIR for each vehicle driven on a daily basis. All operators are required to complete a pre-trip inspection on each vehicle driven on a daily basis. The operator should cover the following parts and accessories. x Brakes
x Parking brake
x Steering Mechanism
x Lighting devices and reflectors
x Tires
x Horn
x Windshield wipers
x Rear vision mirrors
x Wheels and Rims
x Emergency equipment
x Fluid levels (Engine Oil, Transmission Oil, Brake fluid & Antifreeze) x Wheelchair lift
Report content should be as follows;
The report shall identify the vehicle and list any defect or deficiency discovered by the operator which will affect the safety operation of the vehicle. If there are no defects or deficiencies discovered the report should indicate accordingly.
All operators must sign and date the report after inspecting the vehicle. All reports must be dated and identify the vehicle number.
After completing the DVIR the report should be turned into dispatch at the end of the shift. If there are any safety defects the report should be given directly to the mechanic on duty and the vehicle should not be operated until the corrective action is taken.
Procedures for Pre-Trip Inspection
SMS Trans
portation wants to ensure that all of our vehicles are safe to operate. One of the most important tasks you must complete each day is the pre-trip inspection.
PRE-TRIP INSPECTION
The following six-step method will help you remember everything.
Step 1: Check overall appearance of the vehicle
Step 2: Check engine compartment
Step 3: Start engine and inspect operator compartment
Step 4: Complete walk around inspection, look for any fluid leaks and tire tread.
Step 5: Check customer area
Step 6: Check brake systems
Your inspection should start before you reach the vehicle. While you are approaching the vehicle, notice general condition. Loo k for obvious body damage, leaks and tires.
-86- 665
25 | Page
(Pre and Post Trip Inspections/DVIR Procedures Continues) Engine Compartment
Open engi
ne compartment and look for oil and other fluid leaks. Look under the engine to see if there are any puddles of fluids under the bus. If any leaks are found, consult your supervisor and mechanic to determine if the vehicle is safe to operate. x Look in the engine compartment for any wires or hoses that are damaged or rubbing. Make sure that the belts are in place and tight.
x Check the engine oil and power steering fluid level by making sure that the level is between the low and full marks on the dipstick.
x Check the coolant level by looking in the site gauge on the tank. x With the engine running, check the transmission oil level and listen for any unusual sounds. x Note any areas if concern on the inspection report. Do not operate the bus if there are any major problems.
TIRES
Inspect tires on all axles for the following:
x Verify t
hat tread depth is at least 4/32- inch in the front and 2/32-inch in the rear x Look for objects stuck in the tire, cuts and bulges;
x Visually check tire inflation level
x Check rims for loose or missing lug nuts
x Check for excessive oil on the rims and for valve stem damage FRONT and REAR of the vehicle
Moving
to the front of the bus, check the following items:
x Verify that the clearance lights and reflectors are in good condition x Verify that the windshield glass is clean and not cracked x Confirm the wipers are in good condition
x Make sure all turn signals are working
x Check headlights (low and high beams)
x Make sure all mirrors are securely mounted.
POST – TRIP INSPECTION
At the end of your shift, make sure no customers have been left on board. Inspect your vehicle and report any damages or defect s.
The mechanics cannot make repairs if they are not notified.
Properly park and secure the vehicle and turn your DVIR report into dispatch.
I have read and understand the Pre and Post Trip Inspection/ DVIR Procedures for SMS TRANSPORTATION SERVICES. _________________________________________ ______________________ Employee Signature Date
-87- 666
26 | Page
Radio Procedures
All vehicles are equipped with CB Radios for communication wi th dispatch. Dispatch may need to call you at any time.
Your radio must be turned on at all times and the radio’s volume must be turned up so that you can hear dispatch at all times.
Notice to all Drivers
1. All drivers must give a dispatch a 10-32 (Radio Check) before leaving the yard.
2. All drivers must give a 10-98 (Arrived and
completed pick up) - Every center must be called in.
3. You must call in all NO GO’s. Any consumers that you do not pick that is on your route sheet must be reported to dispatch.
4. Any stops
made outside of the route such as; fuel, detours and/or any emergencies, must be called into dispatch.
5. All last drop
of the entire route the driver will be called into dispatch with a location and time.
6. You must
call and inform dispatch if you are waiting longer than 3 minutes at any consumer’s house.
7. You must
call in any accidents and incidents at the time they occur. No matter how minor they seem.
I have read and understand the RADIO PROCEDURES for SMS TRANSPORTATION SERVICES. _________________________________________ ______________________ Employee Signature Date
-88- 667
27 | Page
Cell Phone- Driving
There
is to be absolutely no talking on the phone while driving.
Violation of this policy maybe grounds for immediate TERMINATION.
SMS Transportation has prohibited any talking on personal cell phones and or ear pieces while driving.
We want all drivers to totally concentrate and focus on operating the vehicle. We want to ensure the safety of all clients at all times.
If you need to use your personal phone, please pull over and notify dispatch.
We want all SMS employees to understand the company policy regarding usage of cell phones while operating a company vehicle.
EFFECTIVE IMMEDIATELY
Any and all use of a personal cell phone (i ncluding blue tooth’s, and other hands free devices, texting, talking, taking pictures, music, iPods, MP3 players, etc..) while operating any company vehicle is a major violation of company work rules and will result in the following discipline:
First Violation = Termination
Operating a company vehicle is defined as: in the drivers’ seat, driving in or out of the yard, loading/unloading passengers, waiting for passenger pickups, deadheading to and from the yard, and any other safety sensitive activity.
Drivers are not allowed to use cell phones or ear buds, while in the drivers’ seat in. Drivers are not allowed to use a cell phone if it will delay service. Progressive discipline will be used for drivers caught using cell phones while in the drivers’ seat and not driving.
THIS IS A ZERO TOLERANCE POLICY
I have read and understand the CELL PHONE- DRIVING POLICY for SMS TRANSPORTATION SERVICES. _________________________________________ ______________________ Employee Signature Date
-89- 668
28 | Page
Accident Reporting
All drivers
and attendants are required to report an accident in an SMS vehicle immediately. Failure to report and accident will result in IMMEDIATE TERMINATION.
1. Call and notify dispatch
2. Stop and investigate the accident immediately.
3. Dispatch will decide if a road supervisor needs to be dispatched to the scene
4. Set out warning devices.
5. Assist injured persons, but do not move if likely to cause further injury; call for medical assistance.
6. Notify police
7. Give your name, address, company name and address, vehicle registration and operator’s license to proper authorities.
8. Secure names and addresses of witnesses or first persons at the scene.
9. If you strike an unattended vehicle and owner cannot be located, you must place your name and address of the carrier securely on the vehicle.
10. If the other driver admits fault, ask him to complete and exoneration card.
11. Protect your vehicle from further damage and theft.
12. Complete drivers report at accident scene.
13. Post-accident drug test.
14. Return completed package to your supervisor upon return to terminal.
15. An additional accident report will need to be completed once you return to terminal.
An investigation will be launched. After the investigation has been completed, disciplinary action may be issued accordingly.
I have read and understand the ACCIDENT REPORTING POLICY for SMS TRANSPORTATION SERVICES. _________________________________________ ______________________ Employee Signature Date
-90- 669
29 | Page
Incident Procedures
Drivers are responsible for reporting all incidents. Report any incidents that may affect your clients. Always perform an eye scan on your clients to make sure they don’t have any cuts, bruising and any marks that are not normal. Please report any behavior that is not consistent. If your clients have any kind of accident or incident getting on or off of the vehicle notify dispatch immediately.
It is very important to report all incidents to dispatch, so that we can notify SCLARC, caregivers and parents.
What incidents do I report?
x You must complete eye scan of the consumers before boarding. Once completed if you find any marks or bruises, you must make sure you bring it to the attention of the person you are receiving the consumer from. Then notify dispatch immediately.
x When any incident occurs you must fill out an incident report. x If a client falls or trips getting on or off the vehicle, please call dispatch immediately. x If a client is sick, please notify dispatch immediately. x If a client is having a seizure or any life threatening situations, please call 911 and then notify dispatch. x If a client is hurt at any center, please notify dispatch.
I have read and understand the INCIDENT PROCEDURES POLICY for SMS TRANSPORTATION SERVICES. _________________________________________ ______________________ Employee Signature Date
-91- 670
30 | Page
Passenger Pick up and Drop off Procedures
For the safety of every p
assenger, it is very important that all drivers strictly follow our company’s procedures; Receiving Passengers:
1. When receiv
ing a passenger, before they enter your vehicle you must conduct a quick visual eye scan. If there is any bruising, scratch or anything else out of the ordinary, you must contact dispatch immediately and report it.
2. Get off the vehicle and open the door, if you do not have an attendant. Assist client if necessary.
3. Make sure your passenger is buckled in with a seat be lt or if in a wheelchair, strapped in with four tie downs.
4. If you get to the passenger’s home and they don’t come out, please call dispatch so they can give a call out to the home. After a call, out has been issued, wait for a response from dispatch.
Dropping off Passengers:
1. When dropping off a passenger, make sure the vehicle is on the correct side of the street. No passenger should ever cross the street to get to their residence.
2. Get off of the vehicle and assist them off of the vehicle if necessary.
3. Someone has to be home to receive any South-Central Los Angeles Regional Center passengers.
Make sure that you see the passenger enter the home before leaving. If you get to a home and no one comes out to receive a client, you must notify dispatch immediately. You must never leave a client unattended. Dispatch will call the family or facility and then give you instructions of where to take the client.
4. Do not proceed with your route if a client is standing outside and has not entered the home.
I have read and understand the Passenger Pick up and Drop off Policy for SMS TRANSPORTATION SERVICES. _________________________________________ ______________________ Employee Signature Date
-92- 671
31 | Page
Passenger Seating Policy
All passengers, consumers and employees should have a seat with a seat belt while being transported on any SMS vehicle at all times. There have been several reports that employees ha ve been sitting on the floor and or step stools; this is a major violation of company policy. If at any time, you think you do not have proper seating for everyone on board, please notify dispatch and do not leave the facility until it is corrected.
Effective immediately, this is a ZERO-TOLERANCE POLICY.
Any employee found sitting on the floor, a step stool, a box, a chair or any other item of a moving vehicle that the manufacture has not labeled, as a seat in the vehicle, will be terminated.
Any driver or bus operator that allows this to occur on the vehicle, whether it’s your regular route or not, will also be terminated.
Should you have any questions regarding this policy, please contact your safety manager Daryl Action.
I have read and understand the Passenger Seating Policy for SMS TRANSPORTATION SERVICES. _______________________________ ___________________________ Employee Signature Date
-93- 672
32 | Page
SEAT BELT PROCEDURES
This form is verification and documentation that you were informed about the procedure below and that you have read and understand, and that regardless of the circumstances, you will adhere to and comply with this procedure. You further understand that failure to sign this document, or failure to adhere to, or comply with this procedure will result in disciplinary action, up to and including termination.
To ensure that our Consumers are always transported safely on our vehicles, we must always ensure the following procedures are followed:
1. The driver must ensure that each consumer is securely fastened in an individual seatbelt.
2. When there is an attendant present on the vehicle, the attendant must securely fasten each consumer in an individual seatbelt.
3. The driver must ensure that each wheelchair is securely strapped in the designated wheelchair area.
4. When there is an attendant present on the vehicle, the attendant must securely strap each wheelchair in the designated area, and must also ensure that the consumer is securely fastened in their seatbelt.
5. The driver and attendant must ensure that the consumer remains seated and securely fastened in their seatbelt until the vehicle is completely stopped at the destination.
6. The driver must ensure that the attendant remains alert at all times. The attendant must be seated so that he/she can see and monitor the consumers at all times. This means the attendant cannot be seated in the very front or very back of the vehicle.
If you have any questions regarding this procedure, you may contact the Operations Supervisor, Ricardo Figueroa at 310- 527-9200.
I have read and understand the SEAT BELT PROCEDURES for SMS TRANSPORTATION SERVICES. _________________________________________ ______________________ Employee Signature Date
-94- 673
33 | Page
GPS Communication Policy
GPS Communication has been installed in all SMS TRANSPORTATION SERVICES Company vehicles. This device tracks all movement with the vehicle from the time the vehicle starts in the morning until the vehicle is parked in the evening. This device will track every movement and stop in addition to the length of time the vehicle is parked. The device also tracks speed and miles driven.
Starting July 1
st, 2009, the GPS Communication will be used along with the time cards to determine the amount of hours actually worked. Currently, most of our employees do not come in the office on a daily basis which makes it difficult to track picks-ups and time actually worked. GPS is very accurate and is tracked via satellite.
SMS vehicles are never to be used for personal use. There are to be no unauthorized stops in any SMS Transportation Service’s company vehicle. All stops must be approved by dispatch. If there are any unauthorized in the vehicle, it may result in termination.
The GPS Communication will also be compared with fuel logs in order to track fuel costs. The fuel logs should be complete every time the vehicle is refueled. Mileage, date time, gallons and amount should be documented.
Fuel logs should be turned in with the corresponding route sheets at the end of every month.
If you have any questions or comments concerning this document, please feel free to contact Ricardo Figueroa.
I have read and understand the At Road Communication Policy for SMS TRANSPORTATION SERVICES. _________________________________________ ______________________ Employee Signature Date
-95- 674
34 | Page
Smoke-Free Workplace Policy
Introduction
SMS Transportation Services is committed to providing a safe and healthy workplace and to promoting the health and wellbeing of its employees. As required by Labor Code Section 6404.5 and also motivated by our desire to provide a healthy work environment for our employees, the following smoking policy has been adopted and shall apply to all employees of SMS Transportation Services.
Policy
It is the policy of SMS Transportation Services to prohibit smoking on all company premises in order to provide and maintain a safe and healthy work environment for all employees. The law defines smoking as the "act of lighting, smoking or carrying a lighted or smoldering cigar, cigarette or pipe of any kind."
Scope
The Smoke-Free Workplace policy applies to:
All areas of buildings occupied by company employees. There is no smoking directly in front of the business located in front of SMS All areas ne
ar or around centers.
All vehicles ow
ned or leased by the company.
All gas stations
All
employees working on company premises.
All passengers
Procedures
We
believe that the spirit of thoughtfulness and cooperation which is characteristic at the company is adequate to resolve any disputes which might arise under this policy. Where disputes cannot be so resolved, the rights of the nonsmoker shall be given precedence, as required by CA that all persons are prohibited from smoking or carrying lighted smoking materials at any time while on or within 25 feet of such a vehicle.
Employees who violate this smoking policy will be subject to disciplinary action up to and including immediate discharge.
Resolving complaints about smoking:
Any complaints about the application of the policy to the workplace should be brought to the attention of the Huma n
Resources
Manager or the Plant Manager for resolution.
The complaint should be submitted in writing and identify specific objections. SMS Transportation Services will investigate the
complaint and resolve it in accordance with the policy. No emplo
yee shall suffer any form of retaliation for raising a complaint or asking a question about this policy.
Our smoking policy is intended to comply with requirements of the California Anti-Smoking Labor Code.
Statement of Understanding
I have read and fully understand the terms of this policy.
I understand that any violation of this smoking policy will be subject to disciplinary action up to and including immediate discharge.
I understand that SMS Transportation Services reserves the right to make changes to this policy as may be required. _________________________________ _______________________________
EMPLOYEE SIGNATURE DATE
-96- 675
35 | Page
SmartDrive On-Board Recording Device Program Policy
What is the SmartDrive Program?
The SmartDrive Program is a Driver Safety Management program that dramatically reduces potentially unsafe driving behavior and vehicle collisions. The program consists of a palm-sized digital event recorder mounted in the front windshield are of the vehicle, a wireless upload system to direct data to SmartDrive, analysis of the driving events and driver coaching by our organization’s management team. When triggered, the system is designed to capture audio and video inside and outside the vehicle.
How does the SmartRecorder Work?
The SmartRecorder is an exception-based recording system; it only saves an event when the vehicle experiences unusual forces such as hard braking, swerving, excessive speed, a collision or other potentially unsafe actions that could lead to a collision .
Once triggered, a 20-second video is saved consisting of 10 seconds before the force was experienced and 10 seconds afterward.
A light on the unit will blink when it has been activated to save an event.
A solid green light will then appear indicating the video clip has been saved on the device. Many drivers may go several days before triggering an event.
Events stored on the SmartRecorder are automatically uploaded to the SmartDrive Event Center where they are then reviewed by Driving Risk Analysts. A follow up coaching session with the vehicle operator will be scheduled when a video contains driving behavior that is concerning, against policy, or represents exceptional driving behavior. During the coaching session, employees are provided an opportunity to view and comment on the video.
Positive encouragement is provided when good driving behaviors are observed. Equally true, when potentially unsafe behaviors are observed, employees are provided with constructive feedback, delivered in a manner intended to reduce further potentially unsafe behavior and improve driving skills.
There is a gray button on the SmartRecorder for the vehicle operator to activate recording manually. Other SmartDrive Program clients report this has been used by drivers to record issues such as: traffic problems causing service delays; a locked gate t hat prevents access to a property; and security concerns. The manual button should only be used when necessary. Manual events are not systematically reviewed so notify your supervisor if there is a manual event that needs to be viewed.
The SmartRecorder System
The SmartRecorder System consist of a forward facing, Road-View Video Camera with a 120° of the road; an In-Cab Video Camera with a 160°; and the SmartRecorder Controller, which is mounted under the dashboard of the vehicle. Although most collisions are automatically captured, the primary purpose of the SmartRecorder is not a crash recorder, therefore, SmartDrive recommends drivers to press the manual activation button immediately following a collision or incident, and this ensures that SmartRecorder has recorded the incident.
Key Points Regarding the SmartDrive Event Recorder
The SmartRecorder only activates when the vehicle experiences unusual forces such as hard braking, swerving, excessive speed, a collision or other potentially unsafe actions that could lead to a collision. Someone who uses proper safe driving skills and drives smoothly will rarely have a recorded event. An LED light on the event recorder will blink green when it has been triggered.
The video will show what happened in a traffic collision. This will protect you and the organization from false statements and fraudulent claims. The technology captures the 10 seconds before and the 10 seconds after activation. Managers CANNOT activate remotely or monitor your activity live through the device The driver CAN activate the SmartRecorder manually. A green exclamation mark will appear after an event has been saved on the device. Your manager will review any significant SmartDrive events with you. The program is focused on coaching and driver improvement. The video data is in a secure environment. Only those with the appropriate permissions will have access to the data.
-97- 676
36 | Page
( SmartDrive On-Board Recording Device Program Policy Continues) Tampering with the
SmartDrive Event Recorder
SMS Transportation Services, Inc. employees shall not block the view of the SmartDrive Event Recorder for any reason. Any employee found tampering, damaging or willfully disconnecting or modifying the SmartDrive Event Recorder or any portion of the system to willfully alter the primary purpose of the SmartDrive Event Recorder will be subject to disciplinary actions, up to and including termination of employment with the company.
SmartDrive On-Board Recording Device Program Policy
Tampering with the SmartDrive Event Recorder
SMS Transportation Services, Inc. employees shall not block the view of the SmartDrive Event Recorder for any reason. Any employee found tampering, damaging or willfully disconnecting or modifying the SmartDrive Event Recorder or any portion of the system to willfully alter the primary purpose of the SmartDrive Event Recorder will be subject to disciplinary actions, up to and including termination of employment with the company.
VIDEO/
PHOTOGRAPH RELEASE
I hereby grant SMS Transportation Services, Inc. the irrevocable right and permission to use photographs and/or video recordings of me while on duty or on SMS property. These items could be used for SMS websites and in publications, promotional flyers, educational materials, employee training, or for any other similar purpose.
I also understand and agree that I may be identified by name and/or title in printed, training purpose information that might accompany the photographs and/or video recordings of me. I waive the right to approve the final product. I agree that all such portraits, pictures, photographs, video and audio recordings, and any reproductions thereof, and all photos, videos and digital files are and shall remain the property of SMS Transportation.
I hereby release, acquit and forever discharge the SMS Transportation, all claims, demands, rights, promises, damages and liabilities arising out of or in connection with the use of said photographs and/or video recordings, including but not limited to any claims for invasion of privacy, appropriation of likeness or defamation.
I hereby warrant that I am eighteen (18) years old or more and competent to contract in my own name or, if I am less than eighteen years old, that my parent or guardian has signed this release form below. This release is binding on me and my heirs, assigns and personal representatives. ___________ Initials
I understand
that in the event I should have any questions regarding this policy, I will see the safety manager for more information.
I have read, received a copy and understand the SmartDrive On-Board Recording Device Program Policy dated 05/23/16. I understand that failure to comply with this policy will result in disciplinary actions, up to and including termination. _____________________________ _______________________
Employee Signature Date
-98- 677
37 | Page
Fraudulent Route Information
All drivers are responsible for any and all information written on route sheets. Your route sheets must be accurate and complete. Any fraudulent information given will result in termination All employees must comply with the following:
As we all know, SMS was affected by the budget crisis that has arisen in the State of California. We have lost numerous clients due to the budget decrease. It has come to my attention that several routes have been losing consumers but drivers still have the same number of hours.
I consider any information that is incorrect or given or not given to dispatch on route sheets to be fraudulent.
Any drivers not calling in no go’s or clients that have not picked up and any clients that have not been transported for more than a couple of days and then continue to drive by the house even though clients are not being transported to stall for time is fraudulent. Every driver needs to call in every no go and then dispatch will let you know when to return for pick up for that client. Extending your route just to make sure you get 8 hours or to get overtime is considered to be fraudulent.
Any driver falsifying information is subjected to termination. Any attendant that supports fraudulent activity will also be subject to termination. If you have any questions regarding anything in this memo, please let me know.
I have read and understand the ROUTE INFORMATION POLICY for SMS TRANSPORTATION SERVICES. _________________________________________ ______________________ Employee Signature Date
-99- 678
38 | Page
Unauthorized Stops/Passengers
There are no unauthorized stops to be permitted in any comp any vehicle. There can be no unauthorized passengers on any company vehicle.
(NO EXCEPTIONS)
All employees must comply with the following:
x If there are any stops that need to be made, dispatch must be notified, and the stop has to be approved. x Unauthorized passengers; you may not pick up any passengers that are not noted on your route sheet, or without permission from dispatch.
x Any driver that makes an unauthorized stop is subject to termination I have read and understand the UNAUTHORIZED STOPS POLICY for SMS TRANSPORTATION SERVICES. _________________________________________ ______________________ Employee Sig
-100- 679
39 | Page
Speeding Policy
Speeding can be defined as driving in excess of legally set speed limits and/or driving at speeds which are inappropriate to th e prevailing conditions.
Speeding is the main cause of road traffic collisions, deaths and serious injury. Loss of control of the driving task, and thus potentially of the vehicle, arises when the demands of the driving task exceed the available capability of the driver.
California Basic Speeding Law: No person shall drive a vehicle at a speed greater than is reasonable or prudent having due regard for weather, visibility, the traffic on, and surface and width of, the highway. In no event, shall a speed such as to endanger the safety of persons or property. California Vehicle Code § 22350.
Effective immediately, should any SMS employee be detected, observed, ticketed or received a citation for operating a company vehicle 4-6 miles over the posted speed limit or prevailing conditions, will automatically receive 2 safety points as a minor preventable incident. Should the employee be detected, observed, ticketed or received a citation again within 60 days of the f irst violation, the employee will then receive 4 safety points and be subject to suspension without pay. Should this continue to oc cur happen a third time, additional safety points will be issued, and the employee may receive other disciplinary actions, up to an d including termination.
Any SMS employee that is detected, observed, ticketed or received a citation for operating a company vehicle 7 or more miles over the posted speed limit or prevailing conditions will receive 4 safety points as a major preventable incident and may be also be removed from service and suspended without pay for not less than 5 working days and may receive further disciplinary actions, up to and including termination.
Any SMS employee that is detected, observed, ticketed or received a citation for operating a company vehicle 10 or more miles over the posted speed limit or prevailing conditions will be removed from service and suspended without pay for not less than 5 working days and may receive further disciplinary actions, up to and including termination.
Any SMS employee that is involved in a traffic collision or has a passenger incident and the speed of the SMS vehicle is a determining factor, will be terminated regardless if the accident or incident is the fault of the SMS employee or not.
When driving a SMS Transportation Services, Inc., company vehicle, it is essential that you be respectful of other drivers and the general public. Your actions on the road affect SMS Transportation Services’ reputation and our standing as a safety-conscious company.
I have read and understand SPEEDING POLICY for SMS TRANSPORTATION SERVICES. _________________________________________ ______________________ Employee Signature Date
-101- 680
40 | Page
Safe Backing Policy and Procedures
Even under the most favorable conditions, a driver choosing to back a bus or van is an extremely dangerous maneuver. The vehicle can be difficult to control, and the driver’s vision to the rear can be seriously limited.
When a driver thinks of BACKING, he or she should automatically think of DANGER, RISK, WHAT COULD HAPPEN? Almost every backing accident should be considered driver error or responsibility.
Backing has been and continues to be the cause of many preventable accidents.
In order to ensure maximum safety when backing:
x Never back up without a spotter.
x Never back your vehicle unless absolutely necessary.
x Turn on hazard lights (4-Way Flashers).
x Place the spotter or some other responsible person at the inside rear of the bus to assist you in seeing what may be behind. (Many situations may require the spotter to be outside the vehicle.) x Communicate verbally with the spotter before and as you back slowly. x Make sure you can always see your spotter when they are outside the vehicle; if not STOP the vehicle. x Sound the horn, back slowly, with no or very little acceleration. x Check the front, rear and sides while backing, using the side rear-view mirrors as necessary. Do not use the passenger mirrors to back.
Always pick up your passengers before you back up the vehicle.
I understand that should I have any questions relating to this policy, I will contact the Safety Manager Daryl Action.
____________________________ _________________________
Employee Signature Date
-102- 681
41 | Page
NO U-TURN POLICY
For the safety of our employees, passengers and the general public, SMS Transportation Services, Inc., has adopted a NO U-TURN Policy. It is against company policy for anyone driving a company vehicle to make a U- Turn on any street at any time.
This policy also covers: using the driveways on the personal property of homes to make a 3-Point Turn for the purposes of turning around.
Should you find yourself needing to position your vehicle on the other side of the street, the correct procedure is to make the block at the nearest corner possible. If this is not possible, contact your dispatcher for instructions.
Should you have any questions regarding this policy, please see your safety manager.
I have read and understand the NO U-TURN POLICY dated 8/10/15. I understand that failure to comply with this policy will result in disciplinary actions, up to and including termination.
I have read and understand NO U-TURN POLICY for SMS TRANSPORTATION SERVICES. _________________________________________ ______________________ Employee Signature Date
-103- 682
42 | Page
Wheelchair Training & Acknowledgement Form
SMS Transportation, Inc. has an obligation to provide safe, reliable and efficient transportation services. Safety is the key element that can never be compromised. The following is the wheelchair policy and training acknowledgment. 1) All wheelchairs will be secured with a four-point tie down. Powered mobility devices should have power shut off once on the lift.
2) All wheelchairs will be secured in a tie down space on the bus floor. No wheelchair will be boarded unless there is sufficient capacity per the vehicle’s wheelchair capacity. Advise dispatch if you have more wheelchairs that the vehicle is capable of boarding.
3) All wheelchairs will be boarded using four tie down straps on four secure points on the wheelchair. All passengers should be securely fastened into the wheelchair itself. If the passenger is not securely fastened into their wheelchair, you must strap them in using the Lap Band and Shoulder Strap. If the client refuses the secure straps please call dispatch immediately. Do not move the vehicle.
4) The driver is responsible for the safety of his/her passengers. Only the driver and/ or qualified aide will load passengers on the lift and secure them in the bus.
5) All wheelchair accidents must be reported immediately. Wheelchair accidents are treated the same as vehicle accidents.
Driver error in wheelchair securement will result in suspension and retraining. Serious driver error will result in termination as may be defines in the SMS Transportation, Inc., policy. 6) Any driver found not using a four point ties down will be suspended pending possible termination, regardless of the whether an accident occurred or not. Not using a Four Point tie down may result in termination on the first offense as may be defined by SMS Transportation, Inc., policy.
7) The Americans with Disabilities Act (ADA) requires that all mobility devices (wheelchairs) be boarded. Questionable devices should be brought to the attention of the manager or training staff via an Incident Report. Our staff will follow up with the passenger.
8) Training on proper wheelchair securement procedures occurred on:
_____________________________ by: ___________________________________ (Date) (Authorized Trainer) I understand the above procedures and agree to comply with them. I acknowledge that I have received training on the date above and fully understand my obligations as a professional to serve my passenger safely.
I have read and understand the WHEELCHAIR TRAINING for SMS TRANSPORTATION SERVICES. _________________________________________ ______________________ Employee Signature Date
-104- 683
43 | Page
Wheelchair/Rider Securement Procedures and Checklists
General information about securing wheelchairs
1. Proper secur
ement of the wheelchair and the rider are important duties the SMS Driver and Attendant when transporting
a person who uses a wheelchair or scooter.
2. If the shoulder belt is
used, it must be attached to the vehicle. The lap belt can be attached to the wheelchair 4- point system or to the vehicle.
3. Wheelchair s
hould be forward-facing whenever possible, for the best ride of the rider. Sideways securement is never recommended.
A. Wheelchair s
ecurement positions are inherently safer and wheelchairs and the human body B. are be
tter capable of surviving a frontal crash when facing forward.
C. Sled
tests show that side-facing wheelchairs are unstable and often collapse.
D. Lap and shoulder be
lt restraint systems are designed to be most effective in the frontal impact position.
Wheelchairs
are stronger in frontal loading conditions as opposed to side loading.
Procedures f
or securing the wheelchair Checklist
1. The wheelchair is forward facing. ප
2. Center the wheelchair with the anchorages on the floor. ප
3. Set the brakes on both sides. ප
4. If applicable, turn off the wheelchair power. ප
5. At a minimum the front straps must be the same type and the back straps the same type. ප
6. The wheelchair is anchored at 4 points using the manufacturer’s instructions. ප
7. Secure the hooks at the end of the straps to appropriate position on the front and rear of the wheelchair frame ප
8. The ratchets are used in back and the cams are used in front. ප
9. T i g h t e n t h e b a c k f i r s t . ප
10. Operating the ratchet straps:
A. Before attaching the tie-down to the wheelchair/scooter, ensure that the ratchet strap moves freely on the ratchet spool by pulling back on the release. ප
B. While holding the release back, move the ratchet handle to a fully open position (the handle should be straight). This will allow the strap to move freely on the ratchet spool for adjustment when securing the wheelchair/scooter. ප
C. The ratchet lever will move freely when Steps A and B are complete. The ratchet lever will then tighten the s t r a p s e c u r e l y . ප
D. The ratchet must be left in the fully closed position to complete the procedure. ප E. To release: pull back on the ratchet lever and open the assembly side. ප -105- 684
44 | Page
Securing the wheelchair (Continued) Checklist
11. The straps are attached properly:
A. They are at a
s close to a 45-degree angle as possible. ප
B. The angle
is no less than 30 degrees and no more than 60 degrees. ප C. They are
not attached to the wheels or any detachable portion of the wheelchair. ප D. They do not bend around any object. ප
E. They are away from sharp edges or corners. ප
F. They
don’t crisscross. ප
G. T
h e y a r e n o t t w i s t e d . ප
H. There is no forward or reverse movement. ප
General
information about securing t h e r i d e r C
h e c k l i s t
1. Always secur
e the rider.
2. The o
ccupant restraint system is separate from the wheelchair securement. ප
3. The 3-point system secures the passenger’s pelvis and torso. ප
4. The o
ccupant restraint system can be attached in several ways. ප A. To vehicl
e anchorage points.
B. To the
wheelchair securement system.
C. To the wheelchair itself.
5. Follow
manufactures guidelines. ප
Procedures
for securing the rider Checklist
1. Position the lap belt.
A. Over the pelvic bones, not the abdomen. ප
B. Inside the armrests, between the side panels and the seat cushion. ප
2. Adjust the lap belt so it is snug ප
3. Position the shoulder belt.
A. So that it does not cross the riders face or neck. ප B. Never under the rider’s arm where it would cross the rib cage. ප
4. Adjust the shoulder belt to achieve firm but comfortable tension. ප
5. N e v e r t w i s t t h e b e l t s . ප
6. Belts should always lie flat against the body. ප
I have read the SMS Transportation Services, Inc. Wheelchair/Rider Securement Procedures and understand, that failure to comply will result in disciplinary actions, up to and including termination. _______________________ __________
Employee Signature Date
-106- 685
45 | Page
Safety Points
Accruing Safety Points
Any employee who has a preventable incident will be subject to retraining and/or discipline up to and including termination based on the safety point system. Although most situations will be addressed by issuing safety points, SMS reserves the right to impose discipline up to and including termination for any unsafe act, failure to follow safe work practices and/or procedures and negligent operation of a company vehicle regardless of the point assessment under the safety point system. Unsafe behaviors are also subject to disciplinary actions regardless of whether they lead to injury.
For Non-Introductory Employees:
In any 18-month period of employment, receipt of six (6) or more safety points will result in termination. In addition, receipt of three (3) separate safety point assessments in any one-year period will result in termination, regardless of the employee’s total point count.
Accruing Safety Points
All preventable incidents will be assigned points in the following manner: Road incidents will be assessed points based on the level of the severity:
1. Unsafe maneuver(s) or acts: 1 Point
2. Failure to complete a proper pre-trip inspection 1 Point
3. Failure to cycle wheelchair lift 1 Point
4. Minor preventable accident/incident 2 Points
5. Conviction of a minor traffic accident <$25,000.00 2 Points
6. Failure to report an incident while transporting a consumer 2 Points
7. ANY Backing accident or incident 4 Points
8. Major preventable incident that does not involve serious injury: 4 Points (Death and/or property damage in excess of $25,000.00)
9. Any use of a cell phone or non-company issued electronic device 6 Points
10. Major preventable accident /incident with serious injury:
(Death and or property damage in excess of $25,000.00) 6 Points
11. Any preventable vehicle rollaway 6 Points
12. Failure to properly secure / transport a mobility device 6 Points
13. Conviction of a major traffic accident >$25,000.00 6 Points
14. Failure to immediately report an accident / incident in a company vehicle 6 Points
15. Tampering with, disabling or otherwise interfering with any monitoring device 6 Points
16. Conviction for a major traffic violation 6 P o i n t x Receiving a moving violation or other safety violation in your personal vehicle (except parking tickets), safety points shall be awarded on the same point scale listed. x A major traffic violation is any citation in either a personal or company vehicle that involves any item listed on in the SMS Employee Handbook and/or the following:
o Driving while intoxicated or under the influence of alcohol or drugs o Failure to stop and immediately report an accident or incident in which you are involved o Homicide, manslaughter or assault arising out of the operation of a motor vehicle o Driving while your license is suspended or revoked
o Reckless Driving
o Possession of an open container or alcoholic beverages o Speed contest drag racing, or attempts to flee from an officer of the law o Leaving the scene of an accident
-107- 686
46 | Page
Safety Point Hearing
If an employee feels that he/she has been issued safety points improperly, a Point Count Hearing may be requested. Point Count Hearing requests must be made within 5 business days of the point assessment to the Operations Department. The Operations Department will contact the Safety Manager to conduct the hearing within 10 business days of being notified.
The hearing panel will consist of the following people: The Safety Manager, the Operations Manager, and the Human Resource Manager. The hearing will be chaired by the Safety Manager. Decisions by the panel must be signed off and approved by the Director of Operations. The final decision will be binding.
I have read the SMS Transportation Services, Inc. Safety Point Policy and understand, that failure to comply will result in disciplinary actions, up to and including termination.
____________________________ _________________________
Employee Signature Date
-108- 687
47 | Page
Policy and Procedures for SMS Transportation Drivers at All Railroad Crossings Each year, approximately 4,000 train/vehicle collisions occur at railroad crossings. These 4,000 collisions result in about 400 fatalities and 1,100 injuries. Unfortunately, some of the crashes involve paratransit buses and vans that result in injuries and fatalities to the drivers and passengers.
In an effort to prevent these crashes, the following policy and procedures have been adopted and implemented to include ALL Dri vers of SMS Transportations Services, Inc.
ALL SMS TRANSPORTATION VEHICLES ARE TO STOP AT ALL RAILROAD CROSSINGS When making stops for railroad crossings, carefully observe all traffic. Use the vehicle hazard warning lamps, and tap the brakes to communicate to traffic that the vehicle is about to stop. Take these actions far enough in advance to avoid startling motorists behind your vehicle, which could cause panic stops or rear-end collisions.
1. This policy includes all vehicles used to transport consumers/clients/passengers. Whether or not the vehicle is carrying passengers. This includes all vehicles when there is just the driver only, you must stop.
2. On multiple-lane roads, stop only in the far right lane unless it is necessary to make a left turn immediately after crossing the railroad tracks.
3. Bring the bus to a full and complete stop (3-5 seconds) before crossing any track, Stop the bus within not less than 15 feet or more than 50 feet from the rails nearest the front of the bus.
4. After stopping the bus, fully open the driver's side window, turn off all noisy equipment (radios, fans, etc.), instruct passengers to be quiet, and look and listen in both directions along the track or tracks for approaching trains. Do not open the service door.
5. If the view of the railroad track or tracks is not adequate, do not attempt to cross the tracks until you can see that no train is approaching.
6. If a train passes from one direction, make sure that another train, possibly hidden by the first train, is not approaching on an adjacent track.
7. For railroad crossings equipped with warning devices such as lights, bells, and/or gates, always obey the signals.
Never ignore railroad crossing signals. If a police officer or flagman is present at the crossing, obey their directions, but be sure to make your own visual check.
8. Before crossing the tracks, ensure there is adequate room on the other side of the tracks and train right-of-way for the entire bus. It is always possible that the bus may have to stop immediately after crossing the railroad tracks.
9. When you are certain that the tracks are clear, place the transmission in a gear that will not require changing gears while crossing the tracks. Leave all noisy equipment turned off and continue looking in all directions as the bus crosses the tracks. After safely crossing the tracks, turn off the hazard warning lamp.
10. If the bus stalls while crossing the tracks, evacuate the passengers and move them a safe distance away from the bus as quickly as possible. Radio or telephone dispatch of the situation. If a train is approaching, have everyone walk in the direction of the train at a 45-degree angle away from the train tracks.
11. Weather conditions, such as fog, snow, rain, and wind, can affect the driver's ability to see and hear an approaching train and to determine the safety of crossing railroad tracks. Additional caution must be exercised during such conditions.
12. Report malfunctioning railroad signals or hazardous railroad crossing conditions by completing an incident report with attention to the safety department.
Should you have any questions regarding this policy or the procedures listed above, please see your safety manager.
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For the compliance of the California Vehicle Code (VC22452), and Title 13 of the California Code of Regulations (13CCR), following policy has been adopted:
ALL DRIVERS, OPERATING ANY OR ALL PASSENGER VEHICLES, LEASED, OWNED, AND/OR OPERATED BY SMS TRRANSPORTATION SERVICES, INC., IN REVENUE SERVICE OR OUT OF REVENUE SERVICE, (e.g. used to transport clients, consumers, employees, passengers, or patrons) ARE REQUIRED TO MAKE COMPLETE STOPS AT ALL RAILROAD CROSSINGS.
The only exemptions are in VC22452(c) (3) and VC22452(c) (4).
I have read and received a copy of The Railroad Crossing Policy & Procedures dated 8/10/15.
I understand that failure to comply with this policy will result in disciplinary actions, up to and including termination.
______________________________________ ____
____________________
E m p l o y e e P r i n t e d N a m e D a t e
_____________________________________
Employee Signature
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Emergency Procedures
During your career as a Driver or Attendant, you may be confronted with emergencies. It is very important that you are prepared and aware.
We have listed below four types of emergencies you may be faced with; x Fire
x Medical Emergencies
x Vehicle Collision
x Threat of violence
There are seven basic steps to manage an emergency.
1. Remain calm
2. Assess the situation
3. Protect t
he people
4. Obtai
n help
5. Reassure and assist your customers
6. Secure
the scene
7. Gather information
STEP
1 REMAIN CALM
You must remain calm to be able to execute your duties and responsibilities. It is natural during an emergency to experience the “flight or fight” reflex. This is a normal reaction; however, many people do not know how to control the massive surge in energy caused by the sudden release of adrenaline into the bloodstream.
When confronted by an emergency it may be best to “BREATHE, THINK DO.” Take a deep breath. You will then be able to better control a surge of energy and think clearly. Then apply the emergency procedures you have learned.
STEP 2 ASSESS THE SITUATION
In the event of an emergency;
x Understand the situation
x Determine the severity of the emergency
x Plan a course of action
STEP 3 PROTECT THE PEOPLE
You are a leader; your consumers, customers and all passengers are depending on you for direction. Their safety depends on your plan of action.
Protect people from injury. You must be also concerned with your own safety so you can carry out the plan of action.
STEP 4 OBTAIN HELP;
Call dispatch and request assistance from Police, Fire or Emergency Medical Services (EMS).
Have all necessary information ready:
x Location
x Bus number
x The assistance you need
STEP 5 REASSURE AND ASSIST YOUR CONSUMERS
x Keep your consumers calm
x Help your consumers to calmly follow your directions
x Maintain control of the situation so your customers feel safe and remain calm. x Assist your consumers; many of our consumers may not be able to help themselves especially if they are in a wheelchair.
STEP 6 SECURE THE SCENE
Take the necessary steps to prevent further damage or injury. -111- 690
50 | Page
(Emergency Procedures Continues)
STEP 7
GATHER INFORMATION
It is important to gather information about an incident because facts can be distorted or forgotten and evidence can be overlooked or destroyed. The information you gather is necessary to complete appropriate reports. Make notes of the time, consumers on board, descriptions and names if needed.
CONDUCTING AN EMERGENCY EVACUATION
Your first and the most impor
tant responsibility is to protect yourself and then your consumers. If you are not safe, you canno t help anyone else. In case of a fire or collision a speedy evacuation could be critical.
If you must evacuate the bus:
x Tell the consumers/customers there is a fire or a chance of fire on the bus. Keep explanations short. x Give clear directions. Tell them which exits to use, point to the exits and assist. x Make sure you have open any emergency exits on your vehicle. x Make sure all consumers/customers get off the vehicle safely. x Once everyone is off the vehicle escort them to a safe distance away from the emergency.
If you are evacuating consumers in a wheelchair lift;
x Remember the lift will not operate with the engine off. x You may have to cut or remove all consumer restraints and leave the wheelchair behind x You may have to carry or drag a consumer off of the vehicle. x Driver and attendant should be working together to get all consumers off the vehicle safely.
FIRES
Fires rarely o
ccur on buses; however, you must be prepared since a fire may threaten the lives of your consumers.
STEP 1- REMAIN CALM
x If you see any fire and or smoke from anywhere on your vehicle, this is giving you an indication that a fire is happening or is about to occur.
x If the vehicle is in motion, stop as safely and quickly as possible x Set your parking brake
x Open the doors
x Shut off the engine
STEP 2- ASSESS THE SITUATION
x Check for injuries
x Plan your action swiftly
STEP 3- PROTECT PEOPLE
x Evacuate consumers off the vehicle to a safe location. x Use the fire extinguisher, if it is safe to do so.
SIGNS OF FIRE
You must always be alert to signs of fire. The first warning signs are; x Burning odor
x Smoke
x Flames
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51 | Page
(Emergency
Procedures Continues)
EXTINGUI
SHING FIRES
Try to extinguish a fire only of it safe to do so.
Use the acronym PASS to remember how to use fire extinguisher.
1. Pull the PIN when you are in position.
2. AIM at the source or base of the fire, not up in the flames.
3. SQUEEZE the trigger. Position yourself upwind and let the wind carry the extinguishing agent to the fire rather than carrying the flames to you.
4. SWEEP the base of the fire until the extinguisher is empty. Absence of smoke or flame does not mean the fire is completely out or cannot restart.
_______________________________ ___________________________ Employee Signature Date
-113- 692
52 | Page
FIRE EXTINGUISHER POLICY AND PROCEDURES
Configuration
All vehicles must be equipped with one properly secured working fire extinguisher rated 5 B:C or better by the Underwriters Laboratories. Drivers are responsible for checking that the extinguishers are properly secured, the charge needle is in the gre en area on the gauge, the pin is secured with a seal and the tag shows that it was last recharged no more than one year from the present date.
Each driver must check their Fire Extinguisher before each trip and mark it on the Daily Vehicle Inspection Report (DVIR) form.
Accide
ntal Discharge
If this happens, cease all normal activity, pull off to the side of the road [if driving] and contact dispatch. Be specific in describing the situation so that dispatch can give instructions appropriate for the conditions. However, if unable to reach dispatch, provide ventilation immediately by opening doors and windows and/or evacuating passengers from the vehicle if practical and safe.
If the discharge is minimal and contained in a small area and not affecting clients, it may be acceptable to separate the clien ts from the contents discharged. However, do not worsen the situation by walking on the materials and dispersing them into the air. Contact with the skin and/or ingestion can be irritating.
If the driver or client comes in contact with the contents of the extinguisher, they must be decontaminated in accordance with the first aid measures described in the Safety Data Sheet (SDS) that pertains to the chemical discharged. Normally, a substitute vehicle or vehicles will be dispatched to transport passengers and client s. In more serious situations, medical response may be ordered to the scene by dispatch.
Intentional Discharge
If the extinguisher is discharged while fighting a fire, the most serious consideration is any damage/injury caused by the fire and/or smoke. Dispatch must be contacted as soon as possible. Expect for emergency personnel to be called to respond to the scene. The y are trained and prepared to react to the clients’ exposure to either the extinguisher’s contents and/or smoke/fire. Remember that B:C extinguishers are designed to work on electrical fires and burning liquids. [not paper or grass fires] Also remember not to be a hero, these are small extinguishers for small fires.
Training
All employees will be trained regarding proper use and precautions to take when using the extinguishers. Such training may occu r during initial and/or continuation training programs. Employees are responsible for pursuing answers regarding questions on the use or precautions associated with fire extinguishers and should refer all questions to the Safety and Training Manager or Operatio ns Department.
I have read and understand the Fire Extinguisher Policy for SMS Transportation Services. Failure to comply may result in disci plinary actions, up to and including termination.
_______________________________ ___________________________ Employee Signature Date
-114- 693
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928
RESOLUTION NO__________________
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LYNWOOD AWARDING A CONTRACT TO FIESTA TAXI COOPERATIVE, INC.TO PROVIDE TRANSPORTATION
SERVICES FOR A TWO-YEAR TERM, WITH CITY OPTIONS TO RENEW FOR THREE, ADDITIONAL ONE -YEAR TERMS, IN AN AMOUNT NOT TO EXCEED $1,130,000
OVER THE TOTAL CONTRACT TERM, AND AUTHORIZING THE CITY MANAGER
TO NEGOTIATE THE FINAL TERMS AND CONDITIONS AND AUTHORIZING THE
MAYOR TO EXECUTE THE AGREEMENT , SUBJECT TO CITY ATTORNEY
APPROVAL AS TO FORM
WHEREAS, the City provides Dial -A-Ride transportation services for eligible residents; and
WHEREAS, the City issued a Request for Proposals (RFP) on February 24, 2026 to solicit qualified firms to provide Dial-A-Ride transportation services; and WHEREAS, the City received four (4) responsive proposals representing multiple service delivery models, including traditional ADA paratransit services, a taxi -based demand response service, and an Uber-based Transportation Network Company service; and
WHEREAS, the City retained an independent third-party consultant to evaluate each proposal using the evaluation criteria established in the RFP to ensure an objective and impartial review process; and
WHEREAS, the City has reviewed the consultant ’s evaluation and the proposals submitted; and
WHEREAS, the evaluation demonstrated that each proposer offered distinct strengths and capabilities, but no single proposal fully satisfied all of the City’s operational objectives, service expectations, and customer service goals; and WHEREAS, the City has determined that a taxi -based demand response model best satisfies the City ’s operational requirements by providing service continuity, reliability, flexibility, and customer service needs; and WHEREAS, Fiesta Taxi Cooperative, Inc. has been selected to provide Dial-a-Ride Transportation Services; and
WHEREAS, the City Council finds that awarding the contract to Fiesta Taxi Cooperative, Inc. will ensure the continued provision of reliable and accessible Dial -a- Ride transportation services; and
WHEREAS, the City Council further finds that the recommended contract award is consistent with the evaluation criteria contained in the RFP, supported by the bid analysis report, and is in the best interest of the City and its residents. 929
NOW, THEREFORE, THE CITY OF LYNWOOD DOES HEREBY FIND, ORDER, AND RESOLVE AS FOLLOWS:
Section 1. The City Council for the City of Lynwood finds and declares that the forgoing recitals are true and correct, and incorporates said recitals fully into this Resolution as substantive findings.
Section 2. That the City Council award a contract to Fiesta Taxi Cooperative, Inc. to provide transportation services for the City of Lynwood’s Dial-a-Ride program for an initial term of two (2) years from October 1, 2026 through October 1, 2028. The Agreement shall be in a form approved by the City Attorney. The City Manager is authorized to negotiate the final terms and conditions of the Agreement.
Section 3. The contract shall include the City ’s option to renew for up to three (3) additional one -year terms, subject to satisfactory contractor performance, the availability of funding, and approval by the City in accordance with terms of the agreement.
Section 4. The total compensation payable under the contract, including the initial term and any exercised renewal options, shall not exceed One Million One Hundred Thirty Thousand Dollars ($1,130,000).
Section 5. That the Mayor is authorized to execute t he Agreement and this Resolution for and on behalf of the City of Lynwood.
Section 6. A copy of said agreement and any amendments is to be on file in the Office of the City Clerk.
Section 7. This Resolution shall take full force and effect immed iately upon adoption by the City Council.
PASSED, APPROVED AND ADOPTED this 18th day of August, 2026.
_________________________
Gabriela Camacho
Mayor
ATTEST:
______________________ __________________________
Maria Quinonez Dr. Suja Lowenthal
City Clerk City Manager
930
APPROVED AS TO FORM: APPROVED AS TO CONTENT:
________________________ __________________________
Noel Tapia, Mark Flores, Director
City Attorney Recreation & Community Services
931
STATE OF CALIFORNIA }
} SS.
COUNTY OF LOS ANGELES }
I, the undersigned, City Clerk of the City of Lynwood, do hereby certify that the foregoing
Resolution was passed and adopted by the Lynwood City Council at a regularly scheduled
meeting held on the 18th day of August, 2026.
AYES:
NOES:
ABSENT:
ABSTAIN:
__________________________
Maria Quinonez, City Clerk
STATE OF CALIFORNIA }
} SS.
COUNTY OF LOS ANGELES }
I, the undersigned, City Clerk of the City of Lynwood, do hereby certify that the above and foregoing is a full, true and correct copy of Resolution No. ______ on file in my office and that said Resolution was adopted on the date and by the vote therein stated. Dated this 18th day of August, 2026.
__________________________
Maria Quinonez, City Clerk
932
RESOLUTION NO_______________
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LYNWOOD AWARDING CONTRACTS TO FIESTA TAXI COOPERATIVE, INC. AND UBER TRANSIT FOR DIAL-
A-RIDE TRANSPORTATION SERVICES FOR A TWO -YEAR TERM, WITH CITY
OPTIONS TO RENEW FOR THREE ADDITIONAL ONE -YEAR TERMS, IN AN AMOUNT NOT TO EXCEED $1,000,000 FOR FIESTA TAXI COOPERATIVE, INC. AND $200,000 FOR UBER TRANSIT, AND AUTHORIZING THE CITY MANAGER TO
NEGOTIATE THE FINAL TERMS AND CONDITIONS AND AUTHORIZING THE
MAYOR TO EXECUTE THE AGREEME NT, SUBJECT TO CITY ATTORNEY
APPROVAL AS TO FORM
WHEREAS, the City provides Dial -A-Ride transportation services for eligible residents ; and
WHEREAS, the City issued a Request for Proposals (RFP) on February 24, 2026 to solicit qualified firms to provide Dial-A-Ride transportation services; and WHEREAS, the City received four (4) responsive proposals representing multiple service delivery models, including traditional ADA paratransit services, a taxi -based demand response service, and an Uber-based Transportation Network Company service; and
WHEREAS, the City retained an independent third-party consultant to evaluate each proposal using the evaluation criteria established in the RFP to ensure an objective and impartial review process; and
WHEREAS, the City has reviewed the consultant ’s evaluation and the proposals submitted; and
WHEREAS, the evaluation demonstrated that each proposer offered distinct strengths and capabilities, but no single proposal fully satisfied all of the City’s operational objectives, service expectations, and customer service goals; and WHEREAS, the City has determined that utilizing both a primary transportation provider and a supplemental on -demand transportation provider will enhance service reliability, operational flexibility, and customer service; and WHEREAS, Fiesta Taxi Cooperative, Inc. has been selected to provide primary Dial-a-Ride Transportation Services and Uber Transit has been selected to provide supplemental transportation services; and
WHEREAS, the City finds that the recommendation of these two combined service delivery model s provide the best overall value by balancing service quality, customer experience, operational performance, innovation, risk management and fiscal responsibility; and
933
WHERAS, although the traditional paratransit proposals offered certain operational advantages, the City finds that the additional cost- exceeding $600,000 above the combined recommended taxi-based and supplemental Uber-transit service approach -does not provide a proportional increase in service quality or public benefit sufficient to justify the additional expenditure; and
WHEREAS, the City further finds that maintaining the successful taxi -based service model as primary preserves continuity for existing riders, min imizes implementation risk, and supports the City’s transportation objectives; and WHEREAS, the City Council further finds that the recommended contract awards are consistent with the evaluation criteria contained in the RFP, supported by the bid analysis report, and is in the best interest of the City and its residents.
NOW, THEREFORE, THE CITY OF LYNWOOD DOES HEREBY FIND, ORDER, AND RESOLVE AS FOLLOWS:
Section 1. The City Council for the City of Lynwood finds and declares that the forgoing recitals are true and correct, and incorporates said recitals fully into this Resolution as substantive findings.
Section 2. That the City Council award s a contract to Fiesta Taxi Cooperative, Inc. to provide primary transportation services for an initial term of two (2) years. The agreement shall be in a form approved by the City Attorney.
Section 3. That the City Council award s a contract to Uber- Transit, Inc. to provide supplemental transportation services for an initial term of two (2) years. The agreement shall be in a form approved by the City Attorney.
Section 4. The City Manager is a uthorized to negotiate the final terms and conditions for both agreements. Both agreements shall include the City’s option to renew for up to three (3) additional one -year terms, subject to satisfactory contractor performance, the availability of funding, and approval by the City in accordance with terms of the agreement.
Section 5. The total compensation under the Fiesta Taxi Cooperative, Inc. agreement, including the initial term and any exercised renewal options, shall not exceed One Million Dollars ($1,000,000).
Section 6. The total compensation under the Uber Transit agreement, including the initial term and any exercised renewal options, shall not exceed Two Hundred Thousand Dollars ($200,000).
934
Section 7. That the City Manager is authorized to execute the agreements and amendments, renewals, or related documents consistent with this Resolution, and subject to approval as to form by the City Attorney.
Section 8. A copy of said agreements and any amendments are to be on file in the Office of the City Clerk.
Section 9. This Resolution shall take full force and effect immediately upon adoption by the City Council.
PASSED, APPROVED AND ADOPTED this 18th day of August, 2026.
_________________________
Gabriela Camacho
Mayor
ATTEST:
_______________________ __________________________
Maria Quinonez Dr. Suja Lowenthal
City Clerk City Manager
APPROVED AS TO FORM: APPROVED AS TO CONTENT:
________________________ __________________________
Noel Tapia, Mark Flores, Director
City Attorney Recreation & Community Services
935
STATE OF CALIFORNIA }
} SS.
COUNTY OF LOS ANGELES }
I, the undersigned, City Clerk of the City of Lynwood, do hereby certify that the foregoing
Resolution was passed and adopted by the Lynwood City Council at a regularly scheduled
meeting held on the 18th day of August, 2026.
AYES:
NOES:
ABSENT:
ABSTAIN:
__________________________
Maria Quinonez, City Clerk
STATE OF CALIFORNIA }
} SS.
COUNTY OF LOS ANGELES }
I, the undersigned, City Clerk of the City of Lynwood, do hereby certify that the above and foregoing is a full, true and correct copy of Resolution No. ______ on file in my office and that said Resolution was adopted on the date and by the vote therein stated. Dated this 18th day of August, 2026.
__________________________
Maria Quinonez, City Clerk
936
AGENDA STAFF REPORT
DATE:
August 18, 2026
TO:
Honorable Mayor and Members of the City Council
APPROVED BY:
Suja Lowenthal, City Manager
PREPARED BY:
Shanell Shipe, Assistant to the City Manager
SUBJECT:
REVIEW OF THE CITY'S COUNCIL COMMITTEES, DETERMINATION
OF AD HOC OR STANDING COMMITTEE STATUS, AND
CONSIDERATION OF MAYORAL APPOINTMENTS
Agenda Item # 10.2.
Recommendation:
Staff recommends City Council:
1 .
Review each of the City's Council committees and confirm, for each committee, whether it should operate as an ad hoc committee with a defined purpose and a specified end date, or as a standing committee subject to the Ralph M. Brown Act; 2 .
For each committee designated as an ad hoc committee, identify the committee's specific purpose and the end date for the committee's work; and 3 .
Direct staff to update the City's committee roster to reflect the City Council's determinations.
Following the City Council's determinations, staff recommends that the Mayor appoint members of the City Council to serve on each committee.
Executive Summary:
Members of the City Council serve on the City's Council committees, which allow individual Councilmembers to focus on specific areas of City business outside of regular City Council meetings. As part of the appointment process, staff recommends that the City Council also confirm the structure of each committee. Under the Ralph M. Brown Act, a committee composed of less than a quorum of the City Council is exempt from the Act's meeting and City Council City Council Regular Meeting 937
agenda requirements when the committee is limited to a single or time-limited purpose and does not have continuing subject matter jurisdiction. A committee intended to address a subject on a continuing basis is a standing committee and follows the Act's agenda and open meeting requirements. Both structures are available to the City Council, and the appropriate choice depends on how the City Council intends each committee to function going forward.
This item asks the City Council to confirm, for each committee, whether it should operate as an ad hoc committee with a defined purpose and end date or as a standing committee.
Following those determinations, the Mayor would appoint members of the City Council to serve on each committee, and staff would update the City's committee roster accordingly. (CM) Background:
The City Council has historically formed ad hoc committees to allow individual Councilmembers to focus on specific areas of City business outside of regular City Council meetings.
Past Council Actions
Meeting Date
Description
January 6, 2026
City Council appointed members of the City Council to serve on the City's ad hoc committees, as reflected in the current committee roster.
The table below reflects the City's current ad hoc committees and the members appointed to each. The City Council would review and update this roster as part of this action.
Ad Hoc Committee
Department
Current Members
Community and Economic
Development Committee
Community Development
Mayor Pro Tem Avila-Moore
and Council Member Cuellar
Local, State and International
Affairs Committee
Community Development
Council Member Soto and
Council Member Munoz-
Guevara
Infrastructure and Roadways
Committee
Public Works
Mayor Camacho and Council
Member Soto
Policy, Budget and State
Audit Committee
Finance and Administration
Council Member Cuellar and
Council Member Munoz-
Guevara
Recreation Committee
Recreation
Mayor Camacho and Mayor
Pro Tem Avila-Moore
Under Government Code Section 54952(b), an advisory committee composed solely of members of the City Council that are less than a quorum of the City Council is not a “legislative body” subject to the Brown Act, provided the committee is limited to a single or continuing, but time-limited, purpose and does not have continuing subject matter jurisdiction. To maintain this exemption, each ad hoc committee must have a defined purpose and a specified end date.
Committees that lack a defined purpose or end date, or that are established to address a continuing subject matter over time, are considered standing committees and are subject to City Council City Council Regular Meeting 938
the Brown Act's meeting and agenda requirements.
The City's committee roster identifies the members appointed to each committee, but does not record a stated purpose or completion date for each one. Staff is bringing this item forward so that the City Council has the opportunity to confirm how it intends each committee to function, and to document that intent in the roster, before the Mayor makes appointments for the coming year.
Discussion and Analysis:
Ad Hoc Committees
Ad hoc committees are established for a limited or single purpose and for a defined period of time. Because ad hoc committees are composed of less than a quorum of the City Council and do not have continuing subject matter jurisdiction, they are generally not subject to the Brown Act's meeting and agenda requirements. For each committee that is to remain an ad hoc committee, the City Council would need to identify the following:
The Councilmember or Councilmembers appointed to serve on the committee; The committee's specific purpose; and
An end date for the committee's work.
Staff would incorporate this information into the City's committee roster and would post it in a manner consistent with the City's practice for tracking Council committee assignments.
Standing Committees
If the City Council determines that a committee should remain available to address related topics as they arise, without a specific purpose or end date, that committee would be a standing committee. Standing committees have continuing subject matter jurisdiction, or a meeting schedule fixed by formal action of the City Council, and are therefore subject to the Brown Act, which requires the committee to post an agenda in advance of each meeting and to conduct its meetings in a manner open to the public.
Determining the Status of Each Committee
Staff recommends that the City Council take up each committee individually and confirm one of two structures. The City Council may designate the committee as an ad hoc committee, in which case it would state the committee’s specific purpose and the date by which its work is to be completed. Alternatively, the City Council may designate the committee as a standing committee, in which case the committee would follow the Brown Act’s agenda and open meeting requirements going forward.
Neither designation limits what a committee may work on; the two differ in how the committee operates. Designating a committee as a standing committee allows it to address its subject matter on a continuing basis, with an agenda posted in advance of each meeting and meetings conducted openly. Designating a committee as an ad hoc committee keeps the committee’s work within a defined scope and timeframe and does not carry the Brown Act’s City Council City Council Regular Meeting 939
Mayoral Appointments January 2026
noticed meeting requirements. Where the City Council expects a committee’s work to continue beyond a fixed date, or to cover a subject on an ongoing basis, the standing committee designation is the better fit.
Staff recommends that the City Council consider whether a specific, time-limited purpose applies to each committee before confirming whether that committee should operate as an ad hoc committee or as a standing committee. Once the City Council has made those determinations and the Mayor has made the appointments, staff would update the City's committee roster and notify the affected committees accordingly.
Fiscal Impact:
There is no fiscal impact associated with the recommended action.
Coordinated With:
City Attorney's Office
City Clerk's Office
ATTACHMENTS:
Description
City Council City Council Regular Meeting 940
941
AGENDA STAFF REPORT
DATE:
August 18, 2026
TO:
Honorable Mayor and Members of the City Council
APPROVED BY:
Suja Lowenthal, City Manager
PREPARED BY:
Nam Tran, PE, QSP/QSD, Associate Engineer
SUBJECT:
PROJECT ACCEPTANCE FOR THE CDBG STREET IMPROVEMENT
PROJECT FY 2025–26 (CIP NO. 2941.68.179)
Agenda Item # 10.3.
Recommendation:
Staff recommends City Council:
1 .
Adopt a resolution
(Attachment 3)
accepting the CDBG Street Improvement Project FY
2025–26 (CIP No. 2941.68.179) as complete, authorizing the filing of a Notice of Completion with the Los Angeles County Recorder's Office, and authorizing the release of the five percent retention 35 days after acceptance of the project.
Executive Summary:
The CDBG Street Improvement Project FY 2025–26 consisted of roadway rehabilitation, construction of ADA-compliant curb ramps, partial sidewalk replacement, and installation of new pavement striping along portions of Norton Avenue and Carlin Avenue.
On October 21, 2025, City Council awarded a construction contract to Onyx Paving Company, Inc. for the project. Construction has been completed in accordance with the approved plans and specifications, all punch list items have been satisfactorily addressed, and the project is now ready for formal acceptance by the City Council.
The total final project cost, including construction, change orders, construction management and inspection, labor compliance, and project management, is $766,994, which is within the approved project budget of $779,932.56 funded through the Community Development Block City Council City Council Regular Meeting 942
Grant (CDBG) Program. No additional appropriation is required. (PW) Background:
The U.S. Department of Housing and Urban Development (HUD) requires grantee agencies, including the City of Lynwood, to prepare a five-year Consolidated Plan and an Annual Action Plan as a condition of receiving Community Development Block Grant (CDBG) funding.
The City receives annual CDBG allocations to fund eligible capital improvement projects that primarily benefit low- and moderate-income communities. Street rehabilitation projects are an eligible use of CDBG funds and have historically been prioritized to improve roadway conditions, pedestrian safety, and accessibility.
On July 1, 2025, the City Council approved the FY 2025–26 Annual Action Plan, which included funding for street improvements along Norton Avenue and Carlin Avenue in the amount of $779,932.56.
Staff selected the street segments based on the City's Pavement Condition Index (PCI) and the City's five-year street cut moratorium policy, which preserves recently rehabilitated streets from utility trenching and pavement cuts.
The project generally consisted of:
Asphalt street resurfacing
Construction of ADA-compliant curb ramps
Partial replacement of damaged sidewalks
Installation of new pavement striping
These improvements enhance roadway safety, improve accessibility, and extend the useful life of the City's transportation infrastructure.
The project limits for the CDBG Street Improvement Project FY 2025–26 are as follows.
Segment
From
To
Norton Avenue
Martin Luther King Jr.
Boulevard
California Avenue
Norton Avenue
California Avenue
Long Beach Boulevard
Carlin Avenue
Thorson Avenue
Castle Gate Avenue
Carlin Avenue
Castle Gate Avenue
Atlantic Avenue
Carlin Avenue
Bullis Road
Bradfield Avenue
Past Board, Commission, and Council Actions
City Council City Council Regular Meeting 943
Meeting Date
Description
August 19, 2025
City Council approved plans and specifications and authorized the advertisement of notice inviting bids for the FY 2025–26 CDBG Street Improvement Project (Norton Ave and Carlin Ave)–CDBG funded project (CIP No. 2941.68.179)
October 21, 2025
City Council awarded a contract to Onyx Paving Company, Inc. for the CDBG Street Improvement Project FY 2025–26 (CIP No. 2941.68.179), authorizing the Mayor to execute the agreement and authorizing the City Manager to approve agreement amendments related to the project.
March 24, 2026
City Council approved contract change order #1 for the CDBG Street Improvement Project FY 2025–26 (CIP No. 2941.68.179).
Discussion and Analysis:
Onyx Paving Company, Inc. served as the contractor for the CDBG Street Improvement Project FY 2025–26. During construction, unforeseen field conditions required additional work to complete the project. The City Council approved two contract change orders totaling $143,294, resulting in a revised construction contract amount of $710,294.
Construction has now been completed in accordance with the approved plans and specifications. All punch list items have been satisfactorily completed, and staff recommends formal acceptance of the project.
Following City Council acceptance, staff would record a Notice of Completion with the Los Angeles County Recorder's Office. Pursuant to Public Contract Code requirements, the five percent retention would be released 35 days after project acceptance, provided no claims are filed.
Project Budget:
The table below summarizes the total estimated construction cost.
Description
Amount
Construction Cost
$567,000
Change Order No. 1
$122,000
Change Order No. 2
$21,294
Project Management, Labor Compliance, and Other
Costs (5%)
$28,350
Construction Management and Inspection (5%)
$28,350
Total Estimated Construction Cost
$766,994
Fiscal Impact:
City Council City Council Regular Meeting 944
1. CC0#1 Curb Ramp - Sidewalk RR.pdf
2. CCO#2 Traffic Control Relocation Set Up.pdf
3. Resolution - Project Acceptance_CDBG_Street_Improvement_Project_FY25-26.docx The total project cost of $766,994 was funded through the Community Development Block Grant (CDBG) Program and is within the approved project budget of $779,932.56. No additional appropriation is required.
Coordinated With:
City Manager’s Office
Finance and Administration Department
ATTACHMENTS:
Description
City Council City Council Regular Meeting 945
March 2, 2026
946
947
948
949
950
Date: 7/15/2026 CCO No.: 2
Project Title:
P.O Number: 06-010591 Item Reference: See attached CCO
Contractor:
Show as separate numbered paragraphs: (1) Reason for Change; (2) Description of Change; (3) Location of Change (Stations, etc.); (4) Change in Contract Cost; (5) Extension of Contract, if warranted; and (6) New Contract Total including all Contract Change Orders.
1. Revised Scope of Work
2. Traffic pole relocation set up. See attached CCO02
3. Carlin Ave & Bullis Rd
4. ITEM # Quantity Unit Price per unit Total
1. Traffic control plan 1 LS 500.00$ 500.00$
2. Temp signal 3 EA 4,000.00$ 12,000.00$
3. Sub-supervision/TC set up 1 LS 3,500.00$ 3,500.00$
4. Conduit Re-Route (CPE) 1 SF 5,294.00$ 5,294.00$ Total Increase 21,294.00$
5 Number of Days to Be Added: __0__ additional working day 6 ORIGINAL CONTRACT AMOUNT: 567,000.00$
THIS CONTRACT CHANGE ORDER NO.2 AMOUNT: 21,294.00$
PREVIOUS CHANGE ORDER NO.1 AMOUNT: 122,000.00$
TOTAL NEW CONTRACT AMOUNT: 710,294.00$
Is there an Attachment "A" for a sketch and / or additional information? Yes √ No Recommended By:
Date Recommended
Approved By:
Date Approved
Date Approved
SKETCH AND / OR ADDITIONAL INFORMATION:
See attached CCO02
Contractor (Signature)
Project Manager (Signature)
Director of Public Works (Signature) or
City Engineer
ATTACHMENT "A"
Contract Change Order (CCO)
EDEN Acct. No.:
2941.68.179.62015
CDBG Street Improvement Project FY26
Onyx Paving Company, Inc.
Nam Tran
7/15/2026
Suja Lowenthal
City Manager
July 15, 2026
951
ONYX PAVING COMPANY, INC
2890 E. LA CRESTA AVE. ANAHEIM CA, 92806
Office: (714) 632-6699 Fax: (714) 632-1883
LIC. No. 630360
Attn: Nam Tran Date:
Agency: City of Lynwood
Address: 1330 Bullis Road
Lynwood, CA 90262
ITEM # QTY UNIT UNIT PRICE
1 1 LS 500.00$
2 3 EA 4,000.00$
3 1 LS 3,500.00$
4 1 LS 5,294.00$
Thank you,
Jay Kirschner
Vice President
-$
TOTAL 21,294.00$
-$
TEMP SIGNAL 12,000.00$
SUB-SUPERVISION / TC SET UP 3,500.00$
CONDUIT RE-ROUTE (CPE) 5,294.00$
TRAFFIC CONTROL PLAN 500.00$
1/8/2025
CHANGE ORDER REQUEST (COR #2)
DESCRIPTION TOTAL
TRAFFIC POLE RELOCATION SET UPCHANGE ORDER DESCRIPTION:
Project Name: CDBG Street Improvement Project FY 25/26
7/6/2026
952
Bid Due Date:7/6/2026
Estimate Number
26-8506
Project Name:Carlin/Bullis
Agency: LYNWOOD, CA
Project #:
Bid Due Time:ASAP
Acceptance TOTAL:
Ph: (626) 810-1338 | Fx: (626) 810-1322 | Email: [email protected] California Professional engineering, inC.
19062 San Jose Avenue, La Puente, CA 91748
License # 793907 Exp: 04/30/2027
Classifications: A, C-10, C-20
SB-PW Certified DGS #54567
DIR #1000377609 Exp. 06/30/2026
Only Union Signatory to LiUNA (Laborers) and IBEW (Electrical) Exclusions: Bond & Premium; Overtime/Nighttime Rates; All Permits; All Training Requirements; Signage; Traffic Control, and TCP; Light Towers; CMS Boards; Shoring; Water; Sidewalk & Surface Concrete; Regulatory Signs; Hauling Dirt, Debris, & Concrete Foundation Away; Ramps; Repaving Street/Potholes; Saw Cutting; Trench Plates; USA Marking Removals; Irrigation Work; Dewatering; Striping; Survey; Fencing; Landscaping; Decorative Rock; Cold/Hot Mix; Temp. Asphalt; Inspection Fees; Testing; Temporary Loops; Temporary Signal; Compaction Testing; GIS Mapping; High Voltage Conflicts, unless otherwise noted above. Standard Certificate of Insurance will be provided upon request. Any additional requirements will be billed at cost.
Hot Mix Asphalt shall be provided by Contractor to CPE to backfill any potholes and/or excavations. If it is not provided and we utilize temporary Cold Mix, CPE will not be held liable for any claims that may derive from such pothole and/or excavated location.
If you list CPE, please inform us ASAP to avoid work overload.
Conditions Set Forth:
1. Estimate based on one (1) mobilization unless noted otherwise. Add'l mobilization at $3,500.00/ea (local) & $5,500.00/ea (out of town).
2. If loop work: stubout must be existing & marked if not called out to be replaced per plans. Cat-tracking shall be approved prior.
3. One work day based on eight (8) standard consecutive work hours per day.
4. Minimum of a 4-week notification required; subject to material/scheduling availability.
5. Quote valid for thirty (30) days. CPE reserves the right to revise our quotation as necessary. Terms: 30 days.
6. Should HKA be the acting consultant/inspectors on behalf of the Agency, CPE reserves the right to withdraw our bid.
Bid based on entire bill of material and services and is inseparable unless written authorization is provided by CPE.
CPE's work considered specialty and excludes any GC supervisional provision. Any GC supervisions shall be solely to GC's discretion.
Item #Description: UOM: Qty: Unit Price: Subtotal:
COR#2 Reroute existing conduits and wiring in conflict of proposed 1A pole location.
ls 1 5,294.00 5,294.00
Includes trench for conduit install, removal of
existing conduit in conflict, pull back and
resplicing of existing wiring
_____________________________________ $5,294.00
953
1 RESOLUTION NO. xxxx.xxx
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LYNW OOD ACCEPTING THE CDBG STREET IMPR OVEMENT PROJECT FY 2 5-26 (CIP NO. 2941.6 8.179) AS COMPLETE; AUTHORIZING THE FILING OF THE NOTICE OF COMPLETION WITH THE LOS ANGELES COUNTY RECORDER'S OFFICE; AND AUTHORIZING THE RELEASE OF THE FIVE PERCENT (5%) RETENTION THIRT Y-FIVE (35) DAYS AFT ER ACCEPTANCE OF THE PROJECT.
WHEREAS, on August 20, 2025, the Notice Inviting Bids (NIB) was advertised on the City’s website (PlanetBids) for the Project; and
WHEREAS, the Bid opening took place on the PlanetBids Platform on Thursday, September 25, 2025, at 10:00 A.M.; and
WHEREAS, Staff received nine (9) bids; and
WHEREAS, On October 21, 202 5 the City Council awarded the project to Onyx Paving Company, Inc in the amount of $567,000.00.; and
WHEREAS, the project includes street resurfacing, construction of Americans with Disabilities Act (ADA) compliant curb ramps, partial replacement of concrete sidewalks, and new street striping.; and
WHEREAS, there was one (1) contract change order to address discrepancies in working conditions totaling a revised contract amount of $689,000.00 which was approved by the City Council on March 24, 2026; and
WHEREAS, another change order was proposed in the amount of 29,294.00 regarding Pole Relocation TCP Set up which results in two (2) Change Orders with the amount of 143,294.00 was added to the total construction cost; and
WHEREAS, the total construction cost including project management, construction management and inspections, and labor compliance is $766,994.00; and
WHEREAS, the project has a FY 25-26 approved budget of $779,932.56 in ((2941) FY2025-26 CDBG Street Improvement Allocation); and
WHEREAS, no additional appropriation is needed.
954
1 NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF LYNWOOD DOES HEREBY FIND, PROCLAIM, ORDER, AND RESOLVE AS FOLLOWS:
Section 1. The City Council of the City of Lynwood hereby finds that the above recitals are true and correct and incorporates them herein by this reference.
Section 2. The City Council of the City of Lynwood accepts the CDBG Street Improvement Project FY 25-26 as complete in accordance with contract documents.
Section 3. The City Council authorizes the Director of Public Works or their designee to process the recordation and filing of the Notice of Completion with the Los Angeles County Recorder’s Office.
Section 4. The City Council authorizes the release of the 5% retention 35 days after acceptance.
Section 5. Authorize the Mayor to execute the Resolution for and on behalf of the City of Lynwood.
Section 6. The City Clerk shall attest and certify to the passage and adoption of this R esolution and enter it into the book of original resolutions, and it shall become effective immediately upon its approval.
Signatures on next page
955
3 PASSED, APPROVED and ADOPTED at a regular meeting of the City Council of the City of Lynwood, California, this 18th day of August 2026.
Gabriela Camacho
Mayor
ATTEST:
Maria Quinonez
City Clerk
APPROVED AS TO FORM: APPROVED AS TO CONTENT:
Noel Tapia Suja Lowenthal
City Attorney City Manager
956
4 STATE OF CALIFORNIA )
)
COUNTY OF LOS ANGELES )
I, the undersigned, City Clerk of the City of Lynwood, do hereby certify that the foregoing Resolution was passed and adopted by the City Council of the City of Lynwood at a regular meeting held on the 4th day of August 2026, and passed by the following votes:
AYES:
NOES:
ABSTAIN:
ABSENT:
Maria Quinonez, City Clerk
STATE OF CALIFORNIA )
)
COUNTY OF LOS ANGELES )
I, the undersigned, City Clerk of the City of Lynwood, and the Clerk of the City Council of said City, do hereby certify that the above foregoing is a full, true, and correct copy of Resolution No. XXX.XXX on file in my office and that said Resolution was adopted on the date and by the vote therein stated. Dated this 4th day of August 2026.
Maria Quinonez, City Clerk
957