PROFESSIONAL SERVICES AGREEMENT NO. 4379
SECTION 19. ATTORNEY’S FEES AND COSTS.
If litigation is reasonably required to enforce or interpret the provisions of this Agreement, the prevailing party in such litigation shall be entitled to an award of reasonable attorney's fees and costs in addition to any other relief to which it may be entitled.
SECTION 20. WARRANTIES.
Each of the parties represents and warrants to one another as follows:
a. It has received independent legal advice from its attorneys with respect to the advisability of entering into and executing this Agreement;
b. In executing this Agreement, it has carefully read this Agreement, knows the contents thereof, and has relied solely on the statements expressly set forth herein and has placed no reliance whatsoever on any statement, representation, or promise of any other party, or any other person or entity, not expressly set forth herein, nor upon the failure of any other party or any other person or entity to make any statement, representation or disclosure of any matter whatsoever; and
c. It is agreed that each party has the full right and authority to enter into this Agreement, and that the person executing this Agreement on behalf of either party has the full right and authority to fully commit and bind such party to the provisions of this Agreement.
SECTION 21. MISCELLANEOUS.
a. The descriptive paragraph headings of this Agreement are included for purposes of convenience only and shall not control or affect the construction of interpretation of any of its provisions.
b. Whenever the context hereof shall so require, the singular shall include the plural, the male gender shall include the female gender, and the neuter and vice versa.
c. In case any one or more of the provisions contained in this Agreement shall for any reason be held to be invalid, illegal, or unenforceable in any respect, such invalidity, illegality, or unenforceability shall not affect any other provision hereof and this Agreement shall be construed as if such invalid, illegal, or unenforceable provisions had never been contained herein.
d. The representations and warranties made by the parties to this Agreement shall survive the consummation of the transaction herein described.
e. This Agreement may be signed in any one or more counterparts all of which taken together shall be but one and the same Agreement. Any signed copy of this Agreement or of any other document or agreement referred to herein, or copy or counterpart thereof, delivered by facsimile transmission, shall for all purposes be treated as if it were delivered containing an original manual signature of the party whose signature appears in the facsimile and shall be binding upon such party in the same manner as though an originally signed copy had been delivered.
f. Each of the parties acknowledges that it has been represented by
PROFESSIONAL SERVICES AGREEMENT NO. 4379
independent counsel of its own choosing, or if it has not been so represented, it has been admonished to obtain independent counsel and has freely and voluntarily waived and relinquished the right to counsel. Each party who has not obtained independent counsel acknowledges that the failure to have independent legal counsel will not excuse such party’s failure to perform under this Agreement or any agreement referred to in this Agreement.
SECTION 22. NOTICE.
All notices, demands, requests or approvals to be given under this Agreement shall be given in writing and conclusively shall be deemed served when delivered via e- mail (an “Electronic Notice” as further defined below), personally or on the second (2nd) business day after the deposit thereof in the United States mail, postage prepaid, registered or certified, addressed as hereinafter provided. All notices, demands, requests, or approvals hereunder shall be given to the following addresses or such other addresses as the Parties may designate by written notice:
If to CITY: City of Montebello
Attn: Raul Alvarez, City Manager
1600 West Beverly Boulevard
Montebello, CA 90640
(323) 887-1200
Email: [email protected]
With a copy to: City of Montebello – Transportation Department Attn: John Soria, Director of Transportation Department 400 S Taylor Ave,
Montebello, CA 90640
(323) 559-1625 x1315
Email: [email protected]
If to CONTRACTOR: The Goodyear Tire & Rubber Company
Attn: Walt Welker
200 Innovation Way D/710
Akron, OH 44316
(330) 796-2868
[email protected]
An electronic communication (“Electronic Notice”) shall be deemed written notice for purposes of this section if sent to the electronic mail address specified above.
Electronic Notice shall be deemed received at the time the party sending Electronic Notice receives verification of receipt by the receiving party. Any party receiving Electronic Notice may request and shall be entitled to receive the notice on paper, in a nonelectronic form.
SECTION 23. NON-DISCRIMINATION AND EQUAL OPPORTUNITY EMPLOYER.
In the performance of this Agreement, the CONTRACTOR shall not discriminate against any employee, sub-CONTRACTOR, or applicant for employment because of race, color, creed, religion, sex, marital status, national origin, ancestry, age, physical or mental handicap, mental condition or sexual orientation. The CONTRACTOR will take affirmative action to ensure that sub- CONTRACTOR and applicants are employed, and that employees are treated
PROFESSIONAL SERVICES AGREEMENT NO. 4379
during employment, without regard to their race, color, creed, religion, sex, marital status, national origin, ancestry, age, physical or mental handicap, medical condition or sexual orientation.
SECTION 24. CONFLICT OF INTEREST.
The CONTRACTOR 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 the CONTRACTOR under this Agreement, or which would conflict in any manner with the performance of its services hereunder. The CONTRACTOR further covenants that, in performance of this Agreement, no person having any such interest shall be employed by it. Furthermore, the CONTRACTOR shall avoid the appearance of having any interest that would conflict in any manner with the performance of its services pursuant to this Agreement.
The CONTRACTOR covenants not to give or receive any compensation, monetary or otherwise, to or from the ultimate CONTRACTOR(s) of services to the CITY as a result of the performance of this Agreement, or the services that may be procured by the CITY as a result of the recommendations made by the CONTRACTOR. The CONTRACTOR's covenant under this section shall survive the termination of this Agreement.
SECTION 25. ENTIRE AGREEMENT.
This Agreement contains the entire understanding between the CITY and the CONTRACTOR. Any prior agreements, promises, negotiations or representations not expressly set forth herein are of no force or effect. Subsequent modifications to this Agreement shall be effective only if in writing and signed by each party. If any term, condition, or covenant of this Agreement is held by a court of competent jurisdiction to be invalid, void, or unenforceable, the remaining provisions of this Agreement shall be valid and binding.
[SIGNATURE PAGE TO FOLLOW]
PROFESSIONAL SERVICES AGREEMENT NO. 4379
IN WITNESS WHEREOF, the parties, through their respective authorized representatives, have executed this Agreement as of the date first written above.
(“CITY”) (“CONTRACTOR”)
CITY OF MONTEBELLO The Goodyear Tire & Rubber
Company
Raul Alvarez, City Manager Walt Welker, Manager Business Operations Mileage Sales, Lease &
Service
ATTEST:
Kimberly Guillen, Senior Deputy City
Clerk
APPROVED AS TO FORM:
Arnold M. Alvarez-Glasman, City Attorney
PROFESSIONAL SERVICES AGREEMENT NO. 4379
EXHIBITS:
Exhibit A – Request for Proposals for Services and
Contractor’s Proposal
Exhibit B – Schedule of Compensation
Exhibit C – Best and Final Offer
EXHIBIT “A”
Request for Proposals for Services and Contractor’s Proposal
EXHIBIT “B”
Schedule of Compensation
EXHIBIT “C”
CONTRACTOR’S Best and Final Offer
ITEM # 16
CITY OF MONTEBELLO
CITY COUNCIL AGENDA STAFF REPORT
TO: Honorable Mayor and City Council Members
FROM: Raul Alvarez, City Manager
BY: John Soria, Director
SUBJECT: ADOPT RESOLUTION NO. 25-81 APPROVING AN AMENDMENT TO
THE MEMORANDUM OF UNDERSTANDING (MOU) BETWEEN THE
CITY OF MONTEBELLO AND THE LOS ANGELES COUNTY
METROPOLITAN TRANSPORTATION AUTHORITY (METRO) TO
ACCEPT MONTEBELLO BUS LINES’ PARTICIPATION IN THE ZERO
EMISSION TRANSIT CAPITAL PROGRAM
DATE: September 10, 2025
RECOMMENDATIONS:
It is recommended that the City Council:
1. Adopt Resolution No. 25-81 approving an amendment to the Memorandum of Understanding (MOU) between the City of Montebello and the Los Angeles County Metropolitan Transportation Authority (LACMTA) to accept Montebello Bus Lines’ (MBL) reduced allocation amount of $1,180,848 from the Zero Emission Transit Capital Program (ZETCP), effective June 26, 2025, through June 30, 2028; and
2. Authorize the City Manager to execute the MOU on the City’s behalf; and
3. Take such additional, related, action that may be reasonable and necessary.
FISCAL IMPACT:
There is no fiscal impact to approve an amendment to the MOU between the City and LACMTA, to accept Montebello Bus Lines’ (MBL) participation in the Zero Emission Transit Capital Program (ZETCP) (Attachment A). By participating in this program, the City will receive a revised one-time allocation of $1,180,848 for Fiscal Year 2025-26.
Once these funds are allocated, the City Council will be requested to approve receipt of these funds and to amend the FY 2025-26 adopted operating budget to appropriate these funds into the accounts designated for MBL’s zero emission transition plan. Staff will
CITY COUNCIL AGENDA REPORT - MEETING OF SEPTEMBER 10, 2025
return to City Council with recommended actions to appropriate these funds at a future meeting.
BACKGROUND/DISCUSSION:
On February 12, 2025, City Council approved Resolution No. 25-09 authorizing an MOU between the City and LACMTA to accept MBL’s participation in the ZETCP where MBL was allocated funding in the amount of $3,168,129. The ZETCP funds allow agencies to use the approved allocation to fund transit operating and/or capital improvement projects.
The City’s intent was to utilize the ZETCP funds in accordance with the Los Angeles County Regional Zero Emission Bus Procurement Policy (Attachment B) adopted by the LACMTA Board on September 26, 2024.
On June 26, 2025, the LACMTA Board approved Proposition C, 40% Discretionary ZETCP funding for eligible transit operators, with funding reduced from $49.84 million to $18.5 million. Consequently, the City’s allocation was reduced from $3,168,129 to $1,180,848. LACMTA is the agency responsible for administering these funds, and the City's share of the program funding for FY 2025-26 in the amount of $1,180,848. Through this resolution, the existing MOU will be amended by attaching the revised ZETCP- Equivalent Fund Allocation. The MOU is effective as of June 26, 2025, through June 30, 2028.
ENVIRONMENTAL:
N/A
ANALYSIS:
N/A
SUMMARY:
Staff recommend the City Council adopt Resolution No. 25-81 (Attachment C) approving an amendment to the MOU between the City and LACMTA to accept MBL’s participation in the ZETCP from June 26, 2025, through June 30, 2028; authorize the City Manager to execute the MOU on the City’s behalf; and take such additional, related, action as reasonable and necessary.
ATTACHMENT(S)
1. Attachment A – Revised ZETCP MOU between the City and LACMTA
2. Attachment B – Los Angeles County Regional Zero Emission Bus Procurement Policy
3. Attachment C – Resolution No. 25-81
CITY OF MONTEBELLO
MEMORANDUM OF UNDERSTANDING NO. 25 – 15 BETWEEN THE CITY OF
MONTEBELLO AND THE LOS ANGELES METROPOLITAN TRANSPORTATION
AUTHORITY (METRO)
MOU # MOUZET25MON1000
1 MEMORANDUM OF UNDERSTANDING
TO ALLOCATE PROPOSITION C 40% DISCRETIONARY FUNDS
FOR THE LOS ANGELES COUNTY REGIONAL ZERO EMISSION TRANSIT
CAPITAL PROGRAM (ZETCP)
This Memorandum of Understanding (“MOU”) is entered into as of June 26, 2025, by and between the Los Angeles County Metropolitan Transportation Authority (“LACMTA”) and City of Montebello (“GRANTEE”).
WHEREAS, on September 26, 2024, the LACMTA Board adopted the Los Angeles County Regional Zero Emission Bus Procurement Policy; and
WHEREAS, the Board approved the Los Angeles County Regional Zero Emission Transit Capital Program (ZETCP)-Equivalent Fund Allocation Framework (“Framework”); and WHEREAS, Senate Bill (SB) 125 Zero Emission Transit Capital Program will allocate $320.6 million to Metro, as the county’s regional transportation planning agency, over four years beginning in 2024; and
WHEREAS, on September 26, 2024, the LACMTA Board approved the advancement of the total four-year allocation of $49.84 million in Proposition C 40% Discretionary funds for Included and Eligible Transit Operators; and
WHEREAS, on June 26, 2025, the Board subsequently approved the Revised ZETCP- Equivalent fund allocations effectively reducing from $49.84 million to $18.5 million to the Included and Eligible Transit Operators commensurate with current ZETCP fund availability to Metro (Exhibit A), and delegate authority to the Chief Executive Officer to negotiate any future amendments if further adjustments are made in funding availability; and WHEREAS, SB 125 ZETCP provides the flexibility to use the approved funds to fund transit operating and capital improvements; and
WHEREAS, all SB 125 ZETCP eligible projects must demonstrate that they will achieve a reduction in greenhouse gas emissions; and
WHEREAS, there are specific qualification requirement for use of ZETCP equivalent funds; and WHEREAS, the GRANTEE is an Eligible or Included Operator and desires to receive the funds from LACMTA for the Los Angeles County Regional ZETCP; and WHEREAS, LACMTA and GRANTEE desire to agree to the terms and conditions of the grant of funds.
NOW THEREFORE, in consideration of the mutual term and conditions contained herein, LACMTA and GRANTEE hereby agree as follows:
MOU # MOUZET25MON1000
2 ARTICLE 1 - TERM
1.1. This MOU will be in effect from June 26, 2025, through June 30, 2028, unless terminated earlier as provided herein.
1.2 During the term of this MOU, LACMTA and Grantee shall not pursue legislation, legal or other actions to alter the LACMTA Board approved funding sources currently subject to formula allocations.
ARTICLE 2 - ALLOCATION OF PROPOSITION C 40% DISCRETIONARY FUNDS AND
INVOICE PROCEDURE
2.1 Attached as Exhibit A is the board approved REVISED ZETCP-EQUIVALENT FUND ALLOCATIONS. GRANTEE shall receive one million one hundred and eighty thousand eight hundred forty-eight dollars ($1,180,848) in FY25 only.
GRANTEE agrees that the advanced allocation of funds allows for immediate use. LACMTA shall not be obligated to forward the funds for the ZETCP to GRANTEE until it receives an invoice, and the ZETCP Service Improvement Plan described in Article 3.1 below.
2.2 GRANTEE shall send LACMTA invoice(s) for the ZETCP funds in an amount consistent with the amount shown on the ZETCP-Equivalent Fund Allocation.
LACMTA shall disburse funds for operating purposes monthly in equal portions.
LACMTA shall disburse funds for capital purposes on a reimbursement basis.
ARTICLE 3 - USE OF FUNDS
3.1 Included in Exhibit B are the required elements of the ZETCP-Equivalent Funds Service Improvement Plan. GRANTEE shall submit a service improvement plan along with their request for funds. Funds can be used for capital and/or operating expenses. If GRANTEE intends to use for both purposes, then the plan must show the assignment of funds between operating and capital. The plan should explain how these services will achieve a reduction in greenhouse gas emissions.
The service improvement plan may be amended by Grantee in coordination with the LACMTA.
3.2 GRANTEE shall use the funds as described in the service improvement plan.
ARTICLE 4 - AUDIT AND REPORTING REQUIREMENTS
4.1 GRANTEE agrees to establish and maintain proper accounting procedures and cash management records and documents in accordance with conditions defined by this MOU. GRANTEE shall maintain all documents and records related to the ZETCP and the use of the funds for three (3) years after the end of the fiscal year in which funds were expended. LACMTA may audit as provided herein up to three years after the end of the fiscal year within which the funds were expended.
MOU # MOUZET25MON1000
3 4.2 By January 31, 2026, the GRANTEE shall submit to the LACMTA a completed TPM form including the use of the funds for operating transit service.
ARTICLE 5 – MISCELLANEOUS
5.1 This grant shall be a one-time grant subject to the terms and conditions agreed to herein. Except as otherwise provided in this MOU, the grant does not imply nor obligate any future funding commitment on the part of the LACMTA.
5.2 GRANTEE understands and agrees that in programming the funds and entering into this MOU, LACMTA is acting pursuant to its statutory authority and shall have no liability in connection with the use of these funds for public transit purposes or the projects or services described in the service improvement plan.
GRANTEE shall fully indemnify, defend and hold the LACMTA, its directors, officers, employees and agents harmless from and against any liability and expenses, including without limitation, defense costs, any costs or liability on account of bodily injury, death or personal injury of any person or for damage to or loss of risk of property, any environmental obligation, legal fees and any claims for damages of any nature whatsoever arising out of (i) breach of GRANTEE’s obligations under this MOU; (ii) misuse of the funds by GRANTEE or its officers, agents, employees or subcontractors; (iii) any act or omission of the GRANTEE or its officers, agents, employees or subcontractors in the performance and/or provision of the services provided under this MOU, the service improvement plan and/or the ZETCP-Equivalent Funds.
5.3 GRANTEE agrees to comply with all applicable local, state and federal laws and regulations in the provision of public transit services and any services rendered for the ZETCP.
5.4 LACMTA reserves the right to terminate this MOU and withhold the funds if the LACMTA Board terminates the ZETCP or if it is determined that the GRANTEE has not complied with all the terms and conditions contained herein until GRANTEE is determined to be in compliance.
5.5 No amendment or modification to this MOU shall be binding upon either party unless such amendment or modification is in writing duly executed by both parties. This MOU shall not be amended or modified by any acts or conduct of the parties.
5.6 GRANTEE is not a contractor, agent or employee of the LACMTA. GRANTEE shall not represent itself as a contractor, agent or employee of the LACMTA and shall have no power to bind the LACMTA in contract or otherwise.
5.7 This MOU and the Exhibits constitutes the entire agreement between the parties with respect to the subject matter of this Agreement and supersedes all prior and contemporaneous agreements and understandings.
MOU # MOUZET25MON1000
4 IN WITNESS WHEREOF, the parties hereto have caused this Memorandum of Understanding to be duly executed as of the dates below with all the formalities required by law.
GRANTEE LOS ANGELES COUNTY
CITY OF MONTEBELLO METROPOLITAN TRANSPORTATION
AUTHORITY
By: _______________________ By:_____________________________ Stephanie Wiggins
Name:_____________________ Chief Executive Officer
Title:_____________________ Date:___________________________
Date:___________________________
Approved As To Form: APPROVED AS TO FORM:
DAWYN R. HARRISON
By:_______________________ County Counsel
Date:______________________ By:_________________________
Date:________________________
EXHIBIT A
Included Operators:
1 Arcadia 0.0803% 128,657$ 47,954$ 2 Claremont 0.0282% 45,161 16,833 3 Commerce 0.1028% 164,790 61,422 4 Culver City 1.3009% 2,085,360 777,270 5 Foothill Transit 6.1695% 9,889,646 3,686,141 6 Gardena 1.2745% 2,042,965 761,469 7 La Mirada 0.0229% 36,667 13,667 8 Long Beach 5.7494% 9,216,219 3,435,136 9 Montebello 1.9764% 3,168,129 1,180,848 10 Norwalk 0.7545% 1,209,474 450,804 11 Redondo Beach DR 0.0143% 22,932 8,547 12 Redondo Beach MB 0.1796% 287,949 107,327 13 Santa Monica 4.9045% 7,861,768 2,930,295 14 Torrance 1.5116% 2,423,023 903,127 Eligible Operators:
15 Antelope Valley 1.5593% 2,499,459 931,617 16 Santa Clarita 1.2974% 2,079,675 775,152 17 LADOT Local 2.2998% 3,686,505 1,374,061 18 LADOT Express 1.1688% 1,873,488 698,300 19 Foothill BSCP 0.6972% 1,117,544 416,539 20 Total Municipal Operators 31.0917% 49,839,411$ 18,576,508$ Note:
(1) Based on FY24 SB1 Allocation Formula.
(2) This represents the total ZETCP allocation for all years of SB125. (3) May be revised based on actual state fund allocation
REVISED ZETCP-EQUIVALENT FUND ALLOCATIONS
Operators SB1 - STA
Allocation (1)
Revised ZETCP
Allocation per State
Budget
Reduction(2)(3)
Original ZETCP
Allocation(2)
EXHIBIT B
1 ZERO EMISSION TRANSIT CAPITAL PROGRAM (ZETCP) - EQUIVALENT FUND
QUALIFICATION REQUIREMENTS,
SERVICE IMPROVEMENT PLAN,
FINAL REPORT, AND LAPSING REQUIREMENT
QUALIFICATION REQUIREMENTS
Senate Bill (SB) 125 Zero Emission Transit Capital Program (ZETCP) will allocate $320.6 million to Metro, as the county’s regional transportation planning agency, over four years beginning in 2024.
The Metro Board of Directors approved the advancement of the total four-year allocation of $49.84 million in Proposition C 40% Discretionary funds for included and eligible transit operators to cover the provisions of ZETCP. SB 125 ZETCP provides the flexibility for operators to use the approved funds to fund transit operating and capital improvements.
Transit Capital
Transit operators must participate in Metro’s SB 125 ZETCP R egional Bus Procurement Program or equivalent multi -agency procurement. Project must meet Terms of FTA February 2024 “Dear Colleague” letter (attached) corresponding provisions for reduced customizations , standardized specifications, and milestone payments with testing and performance bond or other security. Project must also meet Clean Air Resource Board (CARB) Innovative Clean Transit (ICT) Regulations.
Transit Operations
Funds may be used for operations only after the operator has drawn down fully on federal COVID relief funding, including American Rescue Plan Act (ARPA) and Coronavirus Response and Relief Supplemental Appropriations (CRRSA) Act funding.
SERVICE IMPROVEMENT PLAN
Transit Capital
Transit operator requesting to use allocation of ZETCP-Equivalent Fund for capital projects (Zero Emission Bus Purchases/Charging Infrastructure & other Zero Emission Vehicle s used for transit service), shall submit the following for each project:
1. A summary or fact sheet that includes the following elements:
a. Implementing agency or agencies.
b. Project title.
c. Dates for the start and end of each project phase.
d. Summary of project scope.
e. Total project costs, including identification of the amount of funding used for project management as budgeted for the agency or agencies involved.
EXHIBIT B
2 2. A detailed project schedule, including the project’s current status, and the completion dates of all major delivery milestones.
3. Project location – provide a map for each of the following, where relevant:
a. Project location denoting the project site and impacted transit lines. b. Planned and existing active transportation infrastructure.
4. An explanation of greenhouse gas reducing features of the project.
5. An explanation of expected ridership benefits of the project when constructed, if any.
When requesting reimbursement for capital related expenses, operator must show proof of participation in Metro’s regional bus procurement or equivalent multi -agency procurement that meets corresponding provisions for reduced customizations and milestone or advanced payment.
Transit Operations
An operator that requests to use its allocation of ZETCP-Equivalent funding for transit operations shall include the following information:
1. Operator’s total ridership for FY22-23.
2. Amount of funding requested.
3. List of specific activities funded by the request, quantified where possible:
a. Amount of service being paid for by the additional funding expressed in both revenue service hours and by nature of service retention, restoration or increase invested in (e.g. preventing a reduction in frequency on one or more routes (or systemwide), frequency increases on particular routes or launch of new routes made possible by the funds). Costs involved in maintaining current operations may include those necessary for ensuring safety and state of good repair of the vehicles and infrastructure necessary to operate service and shall be identified with respect to the current service level they are protecting.
b. Identification of operating expenses invested in increased safety and security measures.
c. Identification of operating expenses that are intended to increase ridership, including those that fund actions to improve coordination of routes and schedules.
4. Identification of benefits to transit dependent riders of activities funded by the request.
Operators request for funding must include elements of the above information to receive their allocation of funds.
FINAL REPORT
Upon project completion, the operator must submit a Final Report that describes the improvements funded with the ZETCP-Equivalent funds and an estimate of greenhouse gas emissions reduced as a result of the project. For capital projects, operator will provide digital photographs. For transit operations related expenses, operators will provide proof of overall service improvements implemented.
EXHIBIT B
3 LAPSING REQUIREMENT
Operators have four years, that is the year of allocation plus three years, to spend the funds allocated through this ZETCP. Lapsed funds will revert to a joint municipal operator fund, which will be allocated proportionally to all other municipal operators.
ATTACHMENT B
Los
Angeles County Regional Zero Emission Bus Procurement Policy
BACKGROUND
The United States transit bus manufacturing industry is in crisis. Severe cash flow pressures caused by quality issues related to unreliable components and immature technology; outdated payment practices and delays; capital and other commercial risks; cost increases due to supply chain disruptions in the wake of the COVID-19 pandemic; and additional burdens due to Buy America, Altoona testing, 12-year design life, and other factors have contributed to marketplace turmoil.
POLICY OBJECTIVE
The Federal Transit Administration (FTA) Dear Colleague Letter dated February 7, 2024 introduced several procurement recommendations to bolster interest and competition within the U.S. bus manufacturing industry. This includes supporting the standardization of vehicle specifications across multiple agencies, introducing progress payments to relieve original equipment manufacturer (OEM) cash flow pressures, as well as reducing supply chain constraints, lead times, and costs for both OEMs and agencies.
POLICY STATEMENT
Metro, through its collaboration with the Los Angeles County Municipal Operators Association (LACMOA), will leverage funds to regionally procure zero emission buses (ZEB) and related infrastructure, increasing competition and interest among U.S. bus manufacturers. This coordinated approach is essential to resolving the challenges facing U.S. bus manufacturing and ensuring that sufficient manufacturers remain in the market to support Metro and LACMOA’s transition to zero emission fleets. Without such efforts, the pool of available bus manufacturers may shrink further, undermining the ability of agencies to meet their zero emission goals at a pivotal time.
As such, LA County transit agencies will participate in either a regional procurement or statewide procurement that meets the following criteria:
• Reduces Customization. By facilitating standardization of vehicle specifications across multiple agencies, a regional or statewide procurement process will alleviate pressures on OEMs and reduce supply chain constraints, lead times, and costs for both OEMs and transit agencies. The regional approach will reduce the need for extensive customization, streamlining production and enhancing market stability.
• Includes Milestone Payments and Performance-Based Technicial Specifications. In alignment with the American Public Transportation
Association Bus Manufacturing Task Force recommendations, prioritizing milestone payments and performance-based technical specifications, including limiting brand preferences, helps ensure a fair and competitive bidding process.
Additionally, milestone payments will be contingent upon more rigorous testing standards, enhancing quality assurance and reducing program risks for agencies transitioning to ZEB.
• Includes Pricing Standards. The regional approach also allows bus price escalation between Notice to Proceed and production, based on the Producer Price Index.
The regional procurement is an important step in strengthening U.S. bus manufacturing, and Metro will continue to collaborate with LACMOA on future procurements to support acceleration of our region’s clean vehicle future as well as to ensure our region’s communities receive reliable transit service.
ATTACHMENT C
RESOLUTION NO. 25-81
RESOLUTION OF THE CITY OF MONTEBELLO, CALIFORNIA,
APPROVING THE AMENDMENT TO MEMORANDUM OF
UNDERSTANDING (MOU) BETWEEN THE CITY OF MONTEBELLO
AND THE LOS ANGELES COUNTY METROPOLITAN
TRANSPORTATION AUTHORITY (LACMTA) TO APPROVE REVISED
CAPITAL PROGRAM FUNDS
RECITALS
WHEREAS, on June 26, 2025, the Board approved a reduction from $49.84 million to $18.5 million in ZETCP funding for the eligible transit operators; and WHEREAS, the existing MOU is amended by deleting and replacing it with the attached revised ZETCP-Equivalent Fund Allocation; and
WHEREAS, MBL was allocated a revised amount of $1,180,848 in FY 25; and WHEREAS, MBL agrees that the advance allocation of funds allows for immediate use; and
WHEREAS, the MOU will be in effect from June 26, 2025, through June 30, 2028, unless terminated earlier; and
NOW THEREFORE, THE CITY COUNCIL OF THE CITY OF MONTEBELLO HEREBY RESOLVES, FINDS, AND DECLARES AS FOLLOWS:
APPROVES THE AUTHORIZATION OF THE CITY MANAGER TO EXECUTE ALL REQUIRED DOCUMENTS TO OBTAIN FUNDS PROVIDED BY SB 125, AND
SECTION 1: Approvals and Certifications.
1. Certifies that the City Manager and appointed Designees be authorized to execute all required documents of the MOU; and
2. Agrees to comply with all applicable federal, state, and local laws, ordinances, rules, regulations, and guidelines for all ZETCP funded transit projects; and
SECTION 2: That the Senior Deputy City Clerk shall certify to the passage and adoption of this Resolution and that the same shall be in full force and effect.
RESOLUTION NO. 25-81
APPROVED AND ADOPTED THIS 10TH DAY OF SEPTEMBER 2025.
_______________________________
Salvador Melendez, Mayor
ATTEST: APPROVED AS TO FORM:
________________________________ ________________________________ Kimberly Guillen, Arnold M. Alvarez-Glasman, City Attorney Senior Deputy City Clerk
STATE OF CALIFORNIA )
COUNTY OF LOS ANGELES ) SS:
CITY OF MONTEBELLO )
I, Kimberly Guillen, Senior Deputy City Clerk of the City of Montebello, County of Los Angeles, State of California, hereby certify that the foregoing Resolution No. 25-81 was passed and adopted by the City Council of the City of Montebello, signed by the Mayor and attested by the City Clerk at a regular meeting of said Council held on the 10th day of September 2025 and that said Resolution was adopted by the following vote, to-wit:
AYES:
NOES:
ABSTAIN:
ABSENT:
The undersigned, Senior Deputy City Clerk of the City of Montebello, does hereby attest and certify that the foregoing Resolution is a true, full and correct copy of a resolution duly adopted at a meeting of said City which was duly convened and held on the date stated thereon, and that said document has not been amended, modified, repealed or rescinded since its date of adoption and is in full force and effect as of the date hereof.
DATE:
Kimberly Guillen, Senior Deputy City Clerk
ITEM # 17
CITY OF MONTEBELLO
CITY COUNCIL AGENDA STAFF REPORT
TO: Honorable Mayor and City Council Members
FROM: Raul Alvarez, City Manager
BY: John Soria, Director
SUBJECT: APPROVE AGREEMENT NO. 4381 WITH PARKING COMPANY OF
AMERICA (PCAM), LLC FOR METROLINK RAIL FEEDER SHUTTLE
SERVICE
DATE: September 10, 2025
RECOMMENDATIONS:
It is recommended that the City Council:
1. Approve Agreement No. 4381 with Parking Company of America, LLC for a three- year (3-year) term with the option for renewal of up to two (2) additional one-year (1-year) terms, for a total not-to-exceed amount of $1,703,179, for the Metrolink Rail Feeder Shuttle Service (Montebello LINK) Request for Proposals No. 25-11; and
2. Authorize the City Manager to execute and finalize Agreement No. 4381 with the Parking Company of America, LLC (PCAM) on behalf of the City of Montebello; and
3. Authorize the City Manager to approve change orders up to an additional ten percent (10%) of the total amount for each fiscal year; and
4. Take such additional, related, action that may be desirable.
FISCAL IMPACT:
On August 18, 2025, Parking Company of America, LLC (PCAM) submitted its best and final pricing of $1,703,179 (Attachment A) for provson of Metrolink rail feeder shuttle service. The final cost was established following a Best and Final Offer (BAFO) meeting to discuss and review the terms and services outlined in the proposal. Following the meeting, PCAM voluntarily reduced the total cost of the original proposal. Table 1 shows the breakdown of cost for each fiscal year as follows:
CITY COUNCIL AGENDA REPORT - MEETING OF SEPTEMBER 10, 2025
The agreement will be funded through the City’s Transportation Department's Fiscal Year 2025-26 adopted operating budget (Account No. 600-90-910-6040.10: Transit Fund, Transit Operations, Contract Services – Outside Contracts). Therefore, a budget amendment is not required. Staff will allocate additional funding within the operating budget for subsequent fiscal years.
BACKGROUND/DISCUSSION:
On June 12, 2025, the City published RFP No. 25-11 (Attachment B) seeking a vendor to provide Montebello LINK first mile/last mile shuttle services for the Montebello/Commerce Metrolink Station located at 2000 West Flotilla Street, Montebello, California. The scope of work included supplying five vehicles to transport Metrolink passengers during the morning and evening peak commute hours.
Proposals were due on Thursday, July 31, 2025, and two submissions were received from reputable vendors: PCAM and Parking Veterans Inc. On August 4, 2025, a three (3) member evaluation committee reviewed the proposals using criteria aligned with the project’s scope of work. The evaluation process considered factors such as cost, technical approach, and overall feasibility, ensuring each proposal was thoroughly and objectively assessed. The results of this review informed the selection of the most qualified vendor for the project.
The evaluation committee produced scores based on the aforesaid criteria as follows:
ENVIRONMENTAL:
N/A
ANALYSIS:
PCAM was selected based on a review of the qualitative attributes (Project Management Plan, Proposed Project Team, Experience and Qualifications, Technical Approach, and
CITY COUNCIL AGENDA REPORT - MEETING OF SEPTEMBER 10, 2025
Cost Proposal) presented in their proposal (Attachment C). The Evaluation Committee indicated that PCAM submitted the most responsive and complete proposal. In addition, PCAM provided a comprehensive, quality proposal that demonstrated to the Evaluation Committee that they can meet the requirements outlined in RFP No. 25-11.
PCAM brings deep operational familiarity, trusted relationships, and a proven track record of meeting the City’s expectations. PCAM has successfully operated the Montebello LINK shuttle program with a focus on reliability, customer satisfaction, and responsive service delivery since 1997. Established in 1964, PCAM is a 100% certified minority-owned and one-third woman-owned company with over 60 years of transportation and parking management experience providing a wide range of services to clients in both the public and private sectors, including, but not limited to, municipalities (including transportation and parking management/valet parking services for multiple municipalities in California), educational institutions, the healthcare industry, commercial real estate entities, hospitality industry, and the movie/entertainment industry. Other municipal contracts have included private individual pickups (including door-to-door and curb-to-curb service), charter operations, and general mass transit services.
PCAM’s experience in transportation is supported by decades of working with institutions, shopping centers, municipalities, and private clients. PCAM’s executive team has more than 200 combined years of industry management experience, helping distinguish them as an industry leader. Acknowledging these facts, staff recommend that the City Council award Agreement No. 4381 to PCAM for Montebello LINK first mile/last mile shuttle services, in response to RFP No. 25-11.
SUMMARY:
Staff recommend that the City Council award Agreement No. 4381, attached hereto in substantial form (Attachment D), to PCAM for the Metrolink Rail Feeder Shuttle Service, for a total not-to-exceed amount of $1,703,179 for an initial three year term; authorize the City Manager to execute and finalize Agreement No. 4381 on the City’s behalf; authorize the City Manager to approve change orders up to an additional ten percent (10%) of the total amount for each fiscal year; and direct staff to take such additional, and related, action that may be desirable.
ATTACHMENT(S)
1. Attachment A - BAFO Price Sheet
2. Attachment B - RFP 25-11
3. Attachment C - Parking Company of America Proposal
4. Attachment D - Draft Agreement No. 4381
RFP No. 25-11
Montebello Bus Lines 59
This form identifies the key cost components for the operation of this service. This cost information will be used in the evaluation of proposals (Section 4.1C4).
The initial term of this agreement shall be for three (3) years with an option for two (2) annual Best and Final Cost Proposal
renewals of one (1) year each; upon mutual consent of the parties (Ref Section 3.7). Cost evaluation will be based upon the first three (3) years. 5 Vehicles X 6 hours per day X 261
days per year = 7650 hours per year
Year 1 Year 2 Year 3 Year 4 Year 5
1. Estimated
Annual Hours 7650 7650 7650 7650 7650
2. Hourly Rate
TOTAL
Annual Cost
(1X2)
OPTIONAL – ADDITIONAL HOURS
Year 1 Year 2 Year 3 Year 4 Year 5
Regular Hourly
Rate
Overtime Hourly
Rate
Name of Company:
Address:
City: State:
Zip Code: Phone:
Email:
$72.03
$74.19
$76.42
$78.71
$81.07
$551,029.50
$567,560.39
$584,587.20
$602,124.81 $62 0,188.56
$72.03
$74.19
$76.42
$78.71
$81.07
Joseph "Pep" Valdes
Parking Company of America (PCAM, LLC)
562 862-2118
90040
3165 Garfield Ave. Commerce
CA
Commerce
[email protected]
$72.03
$74.19
$76.42
$78.71
$81.07
ATTACHMENT A
RFP No. 25-11
Montebello Bus Lines 60
Submitted By:
Printed Name:
Title:
Signature:
Date:
Parking Company of America (PCAM, LLC)
Joseph "Pep" Valdes
Executive Vice President
8/18/25
City of Montebello
REQUEST FOR PROPOSALS (RFP) No. 25-11
METROLINK RAIL FEEDER SHUTTLE SERVICE
June 12, 2025
ONLINE PROPOSAL SUBMITTAL ONLY THROUGH PLANET BIDS
NOTE: Updates, changes or addendums to the RFP are posted at:
https://pbsystem.planetbids.com/portal/33072/portal-home
ATTACHMENT B
RFP No. 25-11
Montebello Bus Lines
TABLE OF CONTENT
Section Page(s)
INTRODUCTION 3
COVER LETTER 4-6
TIMETABLE & SCHEDULE OF EVENTS 7
PROPOSAL SUBMISSION CHECKLIST 7
SECTION 1 - INSTRUCTIONS TO PROPOSERS 8-9
Proposal Format and Submittal
Examination of Proposal Documents
SECTION 2 - GENERAL TERMS AND CONDITIONS 9-16 Addenda
Clarifications
Discrepancies and Misunderstandings
Withdrawals of Proposal
References
Proposal Signatures
Pre-Contractual Expenses
City of Montebello Rights
State Credentials and Taxes
Responsibility for Compliance with Legal Requirements
Confidentiality and Public Record
Joint Offers
Company Personnel
Single Proposal Response
Protest Procedures
Incorporation of Proposal into Agreement
Time of Completion
Payment
Contract Documents
Scope of Contract
Performance of Work
Award of Contract
Point of Contact
Evaluation of Proposals
Proposal Evaluation Criteria
SECTION 3 - OTHER REQUIREMENTS 17-18 Licensing and Permit Requirement
Liquidation Damages
Bond Requirements
SECTION 4 - SCOPE OF WORK 19-27 SECTION 5 - QUALIFICATIONS 27-28 SECTION 6 - FORM OF CONTRACT (DRAFT) 28-38
RFP No. 25-11
Montebello Bus Lines
SECTION 7 - FORMS AND CERTIFICATIONS 39- 41 Letter of Transmittal
EXHIBITS 42-56 Exhibit A - Indemnification and Hold Harmless Agreement and Waiver of Subrogation and Contribution
Exhibit B – References
Exhibit C – Insurance
Exhibit D – Cost Proposal Sheet
Exhibit E – Statement of Disadvantaged Business Enterprise Participation Exhibit F – Bidder’s List of Subvendor (DBE and Non- DBE) Exhibit G – Certification Regarding Debarment, Suspension and Other Responsibility Matters - Primary Covered Transactions
Exhibit H – Performance Guarantee Certification
Exhibit I – Performance Bond
Exhibit J – Irrevocable Standby Letter of Credit Certificate Exhibit K – Bank Draft
Appendices 58 Appendix A: Cost Proposal 59-60 Appendix B: Metrolink Train Service Schedule 61-62 Appendix C: Annual Service Miles and Passenger Count
RFP No. 25-11
Montebello Bus Lines 3
INTRODUCTION
The City of Montebello, Department of Transportation, commonly known as Montebello Bus Lines (MBL), is seeking a qualified vendor to provide its Montebello Metrolink Rail Feeder Shuttle Services (Montebello Link) to and from the Montebello/Commerce Metrolink Station located at 2000 West Flotilla Street in the City of Montebello. The scope of work is to utilize five vehicles to transport Metrolink passengers during the morning and evening peak commute hours.
The city operates MBL to provide reliable and efficient public transportation services to the residents of Montebello and neighboring communities. As the third-largest municipal bus system in Los Angeles County, MBL proudly serves 1.8 million passengers a year throughout the communities of Alhambra, Bell Gardens, San Gabriel, Boyle Heights, Commerce, Downtown Los Angeles, East Los Angeles, La Mirada, Montebello, Monterey Park, Pico Rivera, Rosemead, South Gate, and Whittier.
In addition, the City reserves the right to reject any or all proposals, to waive information or irregularities to the extent permitted by law in any proposal received, and to be the sole judge of the merits of the respective proposals received.
RFP No. 25-11
Montebello Bus Lines 4 DATE: June 12, 2025
ATTENTION:PROSPECTIVE PROPOSERS
SUBJECT:REQUEST FOR PROPOSAL (RFP) NO. 25-11
TITLE: CITY OF MONTEBELLO and MONTEBELLO BUS LINES
METROLINK RAIL FEEDER SHUTTLE SERVICE
The City of Montebello(City), Department of Transportation, commonly known as Montebello Bus Lines (MBL), is seeking a qualified vendor to provide its Montebello Metrolink Rail Feeder Shuttle Services (Montebello Link) to and from the Montebello/Commerce Metrolink Station located at 2000 West Flotilla Street in the City of Montebello. The scope of work is to utilize five vehicles to transport Metrolink passengers during the morning and evening peak commute hours.
The selected vendor will also be responsible for providing Montebello Link shuttle services to bridge the commute gap from the Montebello/Commerce Metrolink station to local areas of employment. The vendor shall coordinate, manage, and control all necessary program activities that shall include providing vehicle operations, vehicle maintenance and operating personnel; providing driver and other personnel training; developing administrative procedures, performance statistics, and financial records; and developing methods to maximize service efficiency. The vendor shall not enter into an agreement with any other party for use of equipment or personnel dedicated to this service without the written approval of the City.
All service vehicles must carry valid licenses and/or permits that allow them to operate in Los Angeles County. The City will contract for operational services with payment made at a fixed rate per scheduled vehicle service hour, less any missed service. The Vendor shall provide a high quality, customer service- oriented shuttle operation. The city will monitor the service closely to ensure that all contractual responsibilities are met. Additionally, the selected vendor shall abide by and obey all applicable Federal, State, and City laws, and must also fully comply with all provisions of the Federal Americans with Disabilities Act requirements.
The term of the proposed agreement shall be a three-year (3-year) term, with the option to extend for an additional two (2), one-year (1-year) terms, commencing upon the date of execution between the City and the successful Vendor.
A Pre-Proposal Meeting will be held on Tuesday June 26, 2025. The meeting will convene at 3:00pm Pacific Standard Time in the Transportation Administration Building located at 400 South Taylor Avenue, Montebello, CA.
It is highly recommended that all potential proposers (“Proposers”) attend this important meeting. All correspondence, communications, and contact concerning any aspect of this solicitation or offers shall be
RFP No. 25-11
Montebello Bus Lines 5 only with the following person [or his designated representative if applicable] (hereinafter, the “City’s Point of Contact”).
Name: Yessica Carrasco-Garcia
Title: Management Analyst
Address: 400 S. Taylor Ave.
Montebello, CA 90640
Telephone: (323) 558-1625 ext.1345
E-mail: [email protected]
Only substantive inquiries will receive a response. All substantive questions submitted in writing as outlined below will be responded to according to the guidelines contained herein. Responses will be in writing and will be provided to all prospective Proposers and placed on the City’s website. Responses to questions or comments regarding this RFP provided by any other department, employee, or City department other than the City’s Point of Contact set forth above shall not be considered valid and the City will not be bound by any such comments or responses. Inquiries received via telephone or orally in- person will not receive a response.
Proposals must be received by 3:00pm Pacific Standard Time, on Thursday, July 17, 2025, and submitted in accordance with the instructions contained in this RFP. No exceptions will be granted regardless of reason or circumstances.
All proposals must contain an original signature by an authorized officer of the company.
The successful proposer will be required to comply with all applicable Equal Opportunity Laws and Regulations. The City hereby notifies all prospective Proposers that the City will require each proposer affirmatively demonstrate that Disadvantaged Business Enterprises are afforded full opportunity to participate in the performance of contracts and sub-contracts financed in part or in whole under this RFP and will not be discriminated against on the grounds of race, color, gender, age, or national origin in consideration for an award.
The City reserves the right to reject any or all proposals, to accept all or any part of any proposal, to waive any informality or minor irregularities in any proposal received to the extent permitted by law and where such action best serves the interest of the City, and to be the sole judge of the merits of the respective proposal received.
The City and MBL is committed to ensuring that no person is excluded from participation in, or denied the benefits of its programs and/or services on the basis of race, color or national origin in accordance with FTA Circular 4704.1 and Title VI of the Civil Rights Act of 1964, as amended ("Title VI"). In addition to Title VI, NTS also prohibits discrimination based on sex, age or disability.
Any person who believes he or she has been subjected to discrimination under Title VI can file a complaint with MBL. For more information on MBL’s Civil Rights Program, and the procedures to file a complaint, contact:
RFP No. 25-11
Montebello Bus Lines 6 Name: John Soria
Title: Director of Transportation
Address: 400 S. Taylor Ave.
Montebello, CA 90640
Telephone: (323) 558-1625, ext. 1315
Fax Number: (323) 887-4643
E-mail: RideMBL.com
You may also contact the Federal Coordination and Compliance Office, Civil Rights Division at the Title VI Hotline: 888-TITLE-06 (888-848-5306) or send a letter to:
U.S. Department of Justice
Civil Rights Division
Federal Coordination and Compliance Section, NWB
950 Pennsylvania Avenue, N.W. Washington, D.C. 20530
More information on Title VI is available from the Justice Department online at www.justice.gov
RFP No. 25-11
Montebello Bus Lines 7 TIMETABLE & SCHEDULE OF EVENTS (30-90 Days)
Scheduled Tasks Scheduled Date
Issuance of RFP Thursday June 12, 2025
Pre-Proposal Meeting Thursday June 26, 2025 at 3:00 PM PST Deadline to Submit Questions Thursday July 3, 2025, at 3:00 PM PST Responses to Questions Provided Thursday July 10, 2025
Deadline to Submit Proposals Thursday July 17, 2025, at 3:00 PM PST Presentations & Intent to Award August/September
PROPOSAL SUBMISSION CHECKLIST
This checklist must be completed and returned with the Proposal. Failure to return this checklist may be cause for considering the Proposal non-responsive.
Description Section/
Page
Proposer shall
initial here
1 Proposal Page # 5
2 Letter of Transmittal Page # 36
3 Licensing, Permits, and Certificates Page # 17
4 Indemnification and Hold Harmless Agreement and Waiver of Subrogation and Contribution
Exhibit A
5 References Exhibit B
6 Insurance Exhibit C
7 Cost Proposal Sheet Exhibit D
8 Statement Of Disadvantaged Business Enterprise Participation Exhibit E 9 Bidder’s List of Subvendor(s) (DBE and Non-DBE) Exhibit F 10 Certification Regarding Debarment, Suspension…. Exhibit G 11 Performance Guarantee Certification Exhibit H
12 Performance Bond Exhibit I
13 Irrevocable Standby Letter Of Credit Certificate Exhibit J 14 Bank Draft Exhibit K
OPTIONAL ITEMS
15 Requests for exceptions or deviations. Page # 8
Company Name:
Name of Proposer initialing document (print):
Email address of Company Contact:
Signature:
Title:
Date:
RFP No. 25-11
Montebello Bus Lines 8 SECTION 1 - INSTRUCTIONS TO PROPOSERS
PROPOSAL FORMAT AND SUBMITTAL
Proposals can be submitted via the https://pbsystem.planetbids.com/portal/33072/portal-home Portal (accessed through the City of Montebello’s official website at https://cityofmontebello.hosted2.civiclive.com/cms/One.aspx?portalId=58756&pageId=84839) up to the hour of 3:00 p.m. on Thursday, July 17, 2025.
All proposals must contain an original signature by an authorized officer of the company. Proposals received after the above listed date and time will not be considered.
Proposals shall not include a photocopy of the following:
·INSTRUCTIONS TO PROPOSERS,
· QUALIFICATIONS,
· SCOPE OF WORK.
Proposals shall be typed, single-spaced and submitted on 8 1/2“x11” paper. Proposals shall not include any unnecessarily elaborate or promotional material. Proposals may not be modified or corrected after being opened unless an addendum is issued requesting resubmissions. Proposals will not be valid until all information has been verified and proposers’ references have been checked. All proposals shall be accompanied by a completed and signed letter of transmittal provided as a part of this RFP.
All requests for exceptions or deviations because of this RFP shall be clearly identifiable by a separate section of the Proposer’s submitted proposal for review by the City. It shall be the City’s right to accept or reject any portion of the submitted requests.
Proposals shall be submitted in accordance with the form prescribed herein. Failure to respond in this manner may render the proposal non-responsive. Unauthorized conditions, limitations, or provisions attached to a Proposal will render the proposal non-conforming and non-responsive and may cause its rejection. The completed proposal shall be without interlineations, alterations, or erasures. Proposer submitting basic conforming proposals may choose to submit alternate proposals as complete and separate offers, if the alternate proposal offers technical or other improvements or modifications, which are to the overall benefit to the City. Any and all alternate proposals must be submitted in writing and included with the original proposal, conforming to the requirements as stated herein. No verbal modifications will be accepted.
Proposal documents shall be deemed to include by reference each and every one of the following:
1. Request for Proposal (RFP)
2. Addenda to RFP
3. Supplements to RFP
4. All other required forms
EXAMINATION OF PROPOSAL DOCUMENTS
RFP No. 25-11
Montebello Bus Lines 9 By submitting a proposal, proposer represents that: (1) Proposer has thoroughly examined and become familiar with the Scope of Work required under this RFP, (2) Proposer comprehends all conditions that may impact the proposal, (3) Proposer has reviewed all addenda, and (3) Proposer is capable of providing the equipment, goods and services necessary to perform the Scope of Work and/or meet the specifications outlined in this RFP, in a manner that meets the City’s objectives. Failure to examine the documents and inform itself shall be at the proposers’ own risk. A proposer shall have no claim against the City based upon ignorance of or misunderstanding of the RFP documents. Once the award has been made, failure of a proposer to have read all the conditions, instructions and the agreement shall not be cause to alter any term of the agreement nor shall such failure provide valid grounds for a Proposer to withdraw its proposal or to seek additional compensation.
SECTION 2 – GENERAL TERMS AND CONDITIONS
ADDENDA
Any changes made by the City to the requirements in this RFP will be made by written addenda. Any written addenda issued to this RFP shall be incorporated into the terms and conditions of any resulting Agreement. The City will not be bound by any modifications to or deviations from the requirements set forth in this RFP as the result of oral instructions. The City reserves the right to revise or withdraw this RFP at any time and for any reason.
CLARIFICATIONS
Should a proposer require clarifications of this RFP, the proposer shall notify the contact person identified in this RFP in writing. Should the City, in its sole discretion, determine that the point in question is not clearly and fully set forth; the City will issue a written addendum clarifying the matter. Said addendum shall be posted on the https://pbsystem.planetbids.com/portal/33072/portal-home web page.
All questions, clarifications or comments must be submitted to or no later than 3:00 pm, Thursday, July 3, 2025. No questions will be answered individually by the City or Transportation Departments.
Requests for clarification, questions and comments must be clearly posted on the PlanetBids Q & A section. The City is not responsible for failure to respond to a request that has not been submitted in accordance with this section.
Responses by the City to the clarifications, comments and questions will be communicated via PlanetBids.
Every attempt will be made to provide responses to all proposers in accordance with the procurement schedule for this RFP. Inquiries received after the deadline will not be accepted and will be returned to the sender without a response.
Requests for clarifications and questions should be formatted in the following manner:
1. Section
2. Paragraph number
3. Page number
4. Text of passage being questioned
5. Question
DISCREPANCIES AND MISUNDERSTANDINGS
Proposing companies must satisfy themselves by personal examination of any work site, drawings, Scopes of Work and by any other means as they may believe necessary, as to the actual physical conditions, requirements and difficulties under which the work must be performed. No proposing company shall at
RFP No. 25-11
Montebello Bus Lines 10 any time, after submission of the proposal, make any claim or assertion that there was any misunderstanding or lack of information regarding the nature or amount of work necessary for the satisfactory completion of the job. Any errors, omissions, or discrepancies found in any plans, specifications, or other documents provided, shall be called to the attention of the Buyer and clarified prior to the submission of proposals.
WITHDRAWAL OF PROPOSALS
Proposers may withdraw their proposals in writing, provided that such requests are received by the City prior to the scheduled deadline for Proposal submission or within six months following the scheduled deadline for Proposal submission when no contract has been awarded.
REFERENCES
All reference information requested in this RFP and specified in the form included in this RFP must be submitted with the proposal. Refer to Exhibit B.
At the discretion of the Evaluation Committee, the City may elect to perform site visits at the proposer’s customer locations. These optional site visits will be in addition to any presentations and/or technical demonstrations. Some or all RFP Evaluation Committee members may travel, at City expense, to sites at which finalist proposers are performing like services. The purpose of such visits shall be to provide the evaluation team with an increased understanding of the process and assess the proposer’s implementation and performance.
PROPOSAL SIGNATURES
If an individual makes the proposal, it shall be signed, and the full name and address of the proposer shall be given.
If a partnership makes the proposal, it shall be signed with the partnership name, by a member of the partnership who shall sign by name and the name and address of each partner shall be given.
If a corporation prepares the proposal, the name of the corporation shall be provided and signed by two (2) duly authorized Officers and, if available, stamped with the corporate seal, and the names and titles of all officers of the corporation shall be given. If a corporation provides a certified letter stating that one (1) duly authorized officer signature is binding for the corporation, this will suffice to omit the second signature requirement in the proposal. Certified letter is to be included in the proposal accompanied with the Letter of Transmittal.
PRE-CONTRACTUAL EXPENSES
The City will be under no obligation for payment of pre-contractual expenses. Pre-contractual expenses are defined as expenses incurred by proposer in:
· Preparing the proposal in response to this request.
· Submitting that proposal to the City.
· Negotiating with the City any matter related to this proposal, and/or · Any other expenses incurred by the Proposer prior to date of award.
CITY OF MONTEBELLO RIGHTS
In its discretion, the City reserves the right to:
1. Reject any and/or all proposals for no reason or any reason including but not limited to the following:
RFP No. 25-11
Montebello Bus Lines 11 a. The proposal is incomplete, non-responsive, obscure, irregular or lacking necessary detail and specificity.
b. The Proposer, in the sole judgment of the City, lacks the qualifications, experience, and/or responsibility necessary to provide the services.
c. The Proposer failed or neglected to complete and submit any information within the time specified by the City, and as may be otherwise required herein.
2. Reject any proposal that, in the opinion of the City, is so unbalanced in comparison to other proposals received and/or to the City’s internal estimates that it does not accurately reflect the cost to perform.
3. Accept all or any part of a proposal.
4. Cancel the entire RFP;
5. Issue subsequent RFPs; and/or
6. Waive any errors or informalities in any proposal, to the extent permitted by law.
STATE CREDENTIALS AND TAXES
The Proposer shall be appropriately licensed in accordance with the laws of the State of California for the work to be performed. The cost for any required licenses and/or permits shall be the responsibility of the successful Proposer. The successful Proposer is liable for any and all taxes due as a result of the contract.
RESPONSIBILITY FOR COMPLIANCE WITH LEGAL REQUIREMENTS
The Proposer’s products, services, and facilities shall be in full compliance with all applicable Federal, State and local regulations, standards and ordinances, regardless of whether or not they are referred to in the RFP.
CONFIDENTIALITY AND PUBLIC RECORD
All Proposers are hereby put on notice that each Proposal received shall become the exclusive property of the City. Notwithstanding authorized exemptions and privileges, each Proposal shall be subject to disclosure according to the California Public Records Act and/or the Federal Freedom of Information Act.
The City shall not in any way be liable or responsible for the disclosure if required to do so by law.
JOINT OFFERS
Where two or more Proposers desire to submit in response to this RFP, they shall do so on a prime-sub vendor basis rather than as a joint venture. The City intends to contract with a single firm and not with multiple firms doing business as a joint venture. Any proposal submitted on behalf of any form of joint venture or partnership between two (2) existing Proposers may be considered collusive and may be rejected as non-responsive.
COMPANY PERSONNEL
It shall be the burden of the successful proposer to ensure all personnel possesses qualifications and/or experience. All personnel required in performing the services herein shall be secured at the expense of the successful proposer. Personnel shall not be employees of or have any contractual relationship with the City. Successful proposer’s personnel shall always conduct themselves in a professional manner to all City employees. Rude or discourteous behavior by the successful proposer will not be tolerated and the offense can be justification for termination of contract. All sub-vendors of successful proposer shall abide by all the requirements set forth in this section.
RFP No. 25-11
Montebello Bus Lines 12
SINGLE PROPOSAL RESPONSE
If only one proposal is received in response to this RFP, a detailed cost/price proposal may be requested of the proposer. A cost or cost and price analysis and evaluation and/or audit of the cost may be performed in order to determine if the price is fair and reasonable. If the City determines a cost analysis is required, proposer must be prepared to provide, upon request, cost summaries of estimated costs (i.e. labor, equipment, supplies, overhead costs etc.) and documentation supporting all cost elements.
PROTEST PROCEDURES
All protests must be filed in accordance with the following:
1. The protest must be in writing and identify the solicitation (RFP) number.
2. The protest must be submitted by some return receipt method or guarantee of delivery that insures that the protest was received in a timely manner. The City is not responsible for lost or delayed deliverables.
3. The party’s standing to protest must be identified.
4. Identification of the specific provision, law, regulation, specification, procedure or policy violated.
5. A statement of the relief requested.
Protests related to the content of the RFP shall be received no later than ten (10) days before the Proposal due date. Protests related to matters other than the content of the RFP shall be received no later than five (5) days after proposal opening. If the Protest does not comply with the preceding requirements it may not be evaluated and may be returned to the Protestor.
All protests shall be submitted to the contact person identified in this solicitation. If the solicitation is funded with Federal Transit Administration (FTA) monies, a protest may be filed with the FTA. However, the FTA only accepts protests alleging that a grantee failed to have written protest procedures or did not comply with those procedures or protests that involve a conflict of interest or fraud.
INCORPORATION OF PROPOSAL INTO AGREEMENT
This RFP and the proposer’s response, including all promises, warranties, commitments and representations made in the successful proposal, shall be binding and incorporated by reference in the City’s contract with the successful proposer.
TIME OF COMPLETION
The Contract time shall commence from the date on the Notice to Proceed (NTP) as authorized in writing by the City. The services shall be completed within the time period specified in the Request for Proposal. In case the services under the terms of these provisions and related professional contract shall be necessarily delayed because of strike, injunctions, government controls, or by reasons of any cause or circumstances beyond the control of the successful vendor (the “Vendor”), the time of completion shall be extended by a number of days to be determined in each instance by mutual agreement between the Vendor and MBL.
PAYMENT
A separate invoice, referencing the respective purchase order number, shall be issued in duplicate for each invoice shown in the payment schedule, and addressed to: City of Montebello, Attn: Accounts Payable, 1600 West Beverly Boulevard, Montebello, California, 90640.
A separate invoice, referencing the respective purchase order number, shall be issued in duplicate for each invoice shown in the payment schedule, and addressed to: City of Montebello, Attn: Accounts Payable, 1600
RFP No. 25-11
Montebello Bus Lines 13 West Beverly Boulevard, Montebello, CA 90640. Payment will be made within thirty (30) days after acceptance and approval of invoice.
CONTRACT DOCUMENTS: ORAL CHANGES / CONTRACT TERMINATION Oral Changes: Oral changes and oral change orders are not permitted. All proposed changes must be submitted in writing to, and approved by, MBL prior to becoming a contract modification.
Contract Termination: MBL may terminate any resulting contract for convenience at any time by giving the Vendor five (5) days’ written notice thereof. Upon termination, MBL shall pay the Vendor his allowable cost incurred to date of termination, and those costs deemed reasonably necessary by MBL to affect such termination, determined in accordance with Part 1-8.705-1 of the Federal Procurement Regulations (41CFR 1-8) or other applicable portion(s) of said Regulations. In addition, MBL shall pay the Vendor a percentage of the project, which relates to contract work accomplished to date of termination. The effective date of termination shall be the date of Notice of Termination.
In the event the Vendor breaches the terms or violates the conditions of the contract, and does not within ten days, thereafter, cure such breach of violation, MBL may immediately terminate the Contract for default. The vendor shall be liable for all costs incurred by MBL because of such default.
SCOPE OF CONTRACT
The Vendor shall provide all services necessary as per the Scope of Work described in this Request for Proposal.
PERFORMANCE OF WORK
It is the intent of these specifications to provide only services of the highest quality. The cost to be quoted and submitted shall include all items of service and any other costs necessary to fully complete the work pursuant to the provisions. It is the aim of these specifications that the Vendor provide complete services of the type prescribed. Any items omitted from such specifications which are clearly necessary for the completion of such services shall be considered a portion of such services, although not directly specified or called for in these specifications. No advantage shall be taken by the Vendor in the omission of any detail which goes to make the services complete, even though such detail is not mentioned in these specifications.
AWARD OF CONTRACT
The contract resulting from this RFP (or the “Agreement”) will be awarded to the responsive and responsible proposer whose proposal, conforming to the requirements of the RFP, is determined to be the most advantageous (“Best Value” as described in the Federal Transit Administration Circular 4220.1F) to the City, based on the Evaluation Criteria. No agreement shall exist until the City Council or the City Manager has awarded the Agreement and it has been mutually executed. The City reserves the right to:
(a) Accept all or any part of a proposal;
(b) Reject any or all proposals for any reason;
(c) Waive any informality or minor errors to the extent permitted by law; (d) Award the Agreement as the interest of the City may require; (e) Cancel the entire RFP; or
RFP No. 25-11
Montebello Bus Lines 14 (f) Issue subsequent RFPs.
An Evaluation Committee comprised of MBL staff, in accordance with the proposal Evaluation Criteria set forth in Evaluation Criteria section of this RFP, will evaluate all the proposals. During the evaluation period, the City may interview some or all the proposing firms. Proposers should be aware; however, that award may be made without interviews or further discussions.
The City may negotiate contract terms with the selected proposer prior to award, and expressly reserves the right to negotiate with several Proposers simultaneously and, thereafter, to award a contract to the Proposer offering the most favorable terms to the City. However, negotiations may or may not be conducted with Proposers; therefore, the proposal submitted should contain the most favorable terms and conditions, since the selection and award may be made without discussion with any proposer.
No agreement shall exist until the City Council or City Manager has awarded the Agreement and it has been mutually executed. The City reserves the right to reject any and all proposals for any reason, to waive any informality or minor errors as determined by the City in any proposal and to award the Agreement as the best interests of the City may require. The award, if any, may be made by the City within ninety (90) calendar days after the opening of the proposals.
POINT OF CONTACT
This RFP is issued by the City, and the Management Analyst will be the sole point of contact (“Point of Contact”) during the RFP submission and procurement process. Communications initiated by respondents to this RFP with members of the City Council, or officers, personnel or employees of the City, other than as coordinated by the Point of Contact, may be grounds for disqualification. Any inquiries or requests during this submission or procurement process shall be submitted in writing to the following Point of Contact:
City of Montebello Transportation Department
Attention: Yessica Carrasco-Garcia
Management Analyst
400 South Taylor Ave.
Montebello, CA 90640
(323) 558-1625 ext. 1345
Email: [email protected]
If the Point of Contact determines a response to any such inquiry is warranted, said response will be issued to all prospective Proposers via PlanetBids.com
EVALUATION OF PROPOSALS
MBL uses a selection process in which proposals contain both price and qualitative components, and award is based upon a combination of price and qualitative considerations. Qualitative considerations may include experience and qualifications, technical approach, quality of proposed personnel, and/or management plan. The award selection is based upon consideration of a combination of technical and price factors to determine the offer deemed most advantageous to MBL.
An evaluation committee will be appointed to review all proposals. The committee will be comprised of MBL staff. Committee members will initially evaluate each proposal using the pass or fail criteria identified herein. Proposers who pass this first stage of testing will progress to the next step in the evaluation.
RFP No. 25-11
Montebello Bus Lines 15 MBL will evaluate the offers based on the following criteria: Pass/Fail Criteria •Proposer has demonstrated the ability to meet the insurance requirements described in the Agreement. Proof of ability, for example a sample certificate with another agency, or a statement that the proposer can meet the insurance requirements in the RFP should be attached to proposal.
•Proposer has demonstrated evidence of good standing. If the proposer is a corporation or limited liability company, provide evidence that it is in good standing in the state of its incorporation/organization and qualified to do business in California. If the Proposer is a partnership or joint venture, provide such evidence for all partners or members. The evidence provided must be in the form of (i) an official certificate of good standing issued by the state of incorporation/organization and (ii) qualification to do business issued by the California Secretary of State. If the proposer is operating under a fictitious name or trade name, provide evidence that the proposer has filed for and/or registered the fictitious name with the county where the proposer’s business is located.
On the completion of the initial Pass/Fail review, the committee will evaluate proposals using the two- step process. Qualitative considerations will be reviewed and scored first without attention to the price.
The committee will then present the cost and price proposals and evaluate and score them accordingly.
During the qualitative evaluation, the committee, at its sole discretion, may contact any or all the proposers with specific questions or requests for clarification. After both the qualitative and cost/price proposals have been evaluated and scored, the committee will arrive at a “comprehensive proposal score” for each proposal. A list of top-ranked proposals within a competitive range will be developed based upon the total comprehensive scores provided by committee members. At this time, the committee may decide that the evaluation process is complete and submit a final recommendation to the Director of Transportation.
The committee may ask the proposers to consider the dialog of negotiations and revise their proposals. A deadline will be set for the submission of the revised proposals. If a Proposer is unable to meet the deadline or chooses not to revise its proposal, its existing proposal will be rescored along with revised proposals in the same manner as the original proposals.
EVALUATION CRITERIA
Award will be made to the Offeror whose proposal offers the best value to the City. Proposals that meet the pass/ fail criteria now will be evaluated in accordance with the following criteria:
Qualitative Considerations
The proposer’s Qualitative Proposal will be evaluated based on the following factors, each having the weighted value set forth below (100 potential points in total):
1 Project Management Plan
The proposal shall contain a detailed explanation of the project and not a reiteration of the RFP itself. The information offered should be a compendium of the proposer’s knowledge of the standards outlined in the Scope of Work. 20 points
2 Proposed Project Team 10 points
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Montebello Bus Lines 16 Qualifications and experience of management and staff and other personnel; comprehensiveness of plan and team’s familiarity with the provision of shuttle services.
3 Qualifications and Experience
Demonstrate experience with shuttle services of the same or similar magnitude.
Presentation of a catalog of shuttle services experience and expertise most advantageous to the City.
15 points
4 Technical Approach
Vendor will submit with their proposal a written plan of action. Plan of action shall include contact persons and schedule adherence, as well as invoicing process.
Understanding of the RFP requirements and illustrating the ability to meet performance objectives, compliance with all technical and administrative requirements, financial viability, accounting, and reporting. 30 points
TOTAL 75 points
Price Considerations
The Price proposals will be evaluated as follows:
5 Price
The proposer’s price proposal will be compared to the proposal with the Best Value to the City. The best value responsive price will receive the total weighted value for this criterion.
25 points
TOTAL 25 points
RFP No. 25-11
Montebello Bus Lines 17 SECTION 3 - OTHER REQUIREMENTS
LICENSING AND PERMITS
The Vendor shall be licensed, bonded, and experienced in performing the services described in the Scope of Work and shall provide evidence of current licensing and permits as required by local, State, and Federal regulations in providing such services.
LIQUIDATION DAMAGES
MBL commits to working cooperatively with the Vendor to resolve personnel and Contract performance challenges as they may arise, however, certain proven contractual violations may result in the assessment of liquidated damages at MBL’s discretion.
Whenever assessed, MBL and PROPOSER/LESSOR agree that in case the item or equipment embraced in this Proposal shall not have been completed due to the failure of the PROPOSER/LESSOR, MBL should recover said sum or sums of money, equal to the cost of engineering, inspection of work, and any additional and other expenses incurred from the PROPOSER/LESSOR, from the surety or from both. The amount of these deductions shall be assessed as liquidated damages, and are not to be considered penalties. For administrative purposes, $100 per-hour “not to exceed $1,200 per-day,” for every day beyond the specified date, as extended, shall be withheld as a special reserve to be applied as liquidated damages, if any, the amount of said damages to be determined as per the above mentioned method.
BOND REQUIREMENTS
Bid Guarantee
The Vendors shall furnish a bid guarantee in the form of a bid bond, or certified treasurer’s or cashier’s check issued by a responsible bank or trust company, made payable to the City. The amount of such guaranty shall be equal to 10% of the bid price.
In submitting this bid, it is understood and agreed by the Vendor that the City reserves the right to reject all bids, or part of any bid, and it is agreed that the Bid may not be withdrawn for a period of (90) days subsequent to the opening of bids, without the written consent of City.
It is also understood and agreed that if the undersigned bidder should withdraw any part or all of his bid within (90) days after the bid opening without the written consent of the City, or refuse or be unable to enter into an agreement as provided above, or refuse or be unable to furnish adequate and acceptable Performance and Payment Bonds, or refuse or be unable to furnish adequate and acceptable insurance, as provided above, it shall forfeit its bid guarantee to the extent City’s damages occasioned by such withdrawal, or refusal, or inability to enter into an agreement, or provide adequate security thereof.
It is further understood and agreed that to the extent the defaulting Vendor's bid guarantee shall prove inadequate to fully recompense the City for the damages occasioned by default, then the undersigned Vendor agrees to indemnify the City and pay over to the City the difference between the bid guarantee and City’s total damages so as to make City whole.
The undersigned understands that any material alteration of any of the above or any of the material contained herein, other than that requested will render the bid unresponsive (Exhibit H. Performance Bid Guarantee). A copy of the bid bond can be submitted via the https://pbsystem.planetbids.com/portal/33072/portal-home Portal.
RFP No. 25-11
Montebello Bus Lines 18 Performance Guarantee
A Performance Guarantee in the amount of 40% of the Agreement value is required by the City to ensure faithful performance of the Agreement. Either a Performance Bond or an Irrevocable Standby Letter of Credit shall be provided by the Vendor and shall remain in full force for the term of the Agreement.
The successful Vendor shall certify that it will provide the requisite Performance Guarantee to the City within ten (10) business days from Agreement execution (Exhibit I. Performance Bond). The City requires all Performance Bonds to be provided by a fully qualified surety company acceptable to the City and listed as a company currently authorized under 31 C.F.R. part 22 as possessing a Certificate of Authority as described hereunder. The City may require additional performance bond protection when the contract price is increased. The increase in protection shall generally equal 100 percent of the increase in the contract price. The City may secure additional protection by directing the Vendor to increase the amount of the existing bond or to obtain an additional bond.
If the Vendor chooses to provide a Letter of Credit as its Performance Guarantee, the City shall furnish with its bid, certification that an Irrevocable Standby Letter of Credit will be furnished should the Bidder become the successful Vendor. The Vendor shall also provide a statement from the banking institution certifying that an Irrevocable Standby Letter of Credit for the action will be provided if the Contract is awarded to the Bidder. The Irrevocable Stand-By Letter of Credit will only be accepted by the City if:
1. A bank in good standing issues it. The City will not accept a Letter of Credit from an entity other than a bank.
2. It is in writing and signed by the issuing bank.
3. It conspicuously states that it is an irrevocable, non-transferable, “standby” Letter of Credit.
4. The City is identified as the Beneficiary.
5. It is in an amount equal to 100% of the Contract first year value. This amount must be in U.S. dollars.
6. The effective date of the Letter of Credit is the same as the effective date of the Contract.
7. The expiration date of the Letter of Credit coincides with the term of this Agreement.
8. It indicates that it is being issued to support the obligation of the Vendor to perform under the Contract. It must specifically reference the Contract between the City and the Vendor the work stipulated herein.
The issuing bank’s obligation to pay will arise upon the presentation of the original Letter of Credit and a certificate and draft (similar to the attached forms contained in Exhibit J. Irrevocable Stand-By Letter of Credit Certificate and Exhibit K. Bank Draft) to the issuing bank’s representative at a location and time to be determined by the parties. This documentation will indicate that the Vendor is in default under the Contract.
RFP No. 25-11
Montebello Bus Lines 19 SECTION 4 – SCOPE OF WORK
BACKGROUND
The City of Montebello, Department of Transportation, commonly known as Montebello Bus Lines (MBL), is seeking a qualified vendor to provide its Montebello Metrolink Rail Feeder Shuttle Services (Montebello Link) to and from the Montebello/Commerce Metrolink Station located at 2000 West Flotilla Street in the City of Montebello.
The selected vendor will supply five vehicles to transport Metrolink passengers during the morning and evening peak commute hours. Please see Appendix B for Metrolink arrival and departure times.
PROJECT OVERVIEW
The goal of the Montebello Link shuttle service is to bridge the commute gap from the Montebello/Commerce Metrolink station to local areas of employment. The Montebello Link will:
A. Provide convenient semi-fixed rail feeder service for the designated trains as identified in Appendix B;
B. Include dedicated rail feeder service which will wait for the trains; C. Provide a Guaranteed Ride Service back to passengers’ original Metrolink departure station should the shuttle miss the last train of the evening; and D. Provide Customer Relations services to include: reservation taking, customer comment processing, real-time assistance for changing reservations, etc.
Proposals which demonstrate the commitment to operating a high quality, cost-effective and customer- oriented service will be evaluated most favorably by the City. The City will closely monitor the operation of the shuttle service and will work closely with the selected Proposer to ensure that a high quality product will be delivered.
PROJECT DESCRIPTION
Service schedules are provided in Appendix B. Annual service miles, hours, and passenger counts are provided in Appendix C.
A. Service Area Characteristics and Route Description
The Montebello Link will provide five semi-fixed routes with five in-service vehicles for each designated train. The morning shuttles will take passengers from the Metrolink station along the semi-fixed route close to their employment sites. The evening shuttles will return passengers from the same semi-fixed routes to the Metrolink station.
B. Span of Service/Frequency/Vehicle requirement
The Montebello Link operates Monday through Friday approximately from 3:54am to 7:00am and 4:30pm to 8:00pm; the route will operate with five in-service vehicles and one spare vehicle.
C. Holidays
The Montebello Link will not operate on the Holidays designated by Metrolink. It is the Proposer’s responsibility to notify passengers at least one (1) week in advance of changes in service.
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Montebello Bus Lines 20 VENDOR’S RESPONSIBILITIES
The City of Montebello, Department of Transportation (“City”) will contract with the successful bidder (“Vendor”). The Proposer shall coordinate, manage, and control all necessary program activities that shall include: providing vehicle operations, vehicle maintenance and operating personnel; providing driver and other personnel training; developing administrative procedures, performance statistics, and financial records; and developing methods to maximize service efficiency.
The Proposer shall not enter into an agreement with any other party for use of equipment or personnel dedicated to this service without the written approval of the City. All service vehicles must carry valid licenses and/or permits that allow them to operate in Los Angeles County. The City will contract for operational services with payment made at a fixed rate per scheduled vehicle service hour, less any missed service.
The Proposer shall provide a high quality; customer service oriented shuttle operation. The City will monitor the service closely to ensure that all contractual responsibilities are met.
The selected Proposer shall abide by and obey all applicable Federal, State, and City laws. The selected Proposer must also fully comply with all provisions of the Federal Americans with Disabilities Act requirements.
PROJECT PLAN AND STAFFING PLAN
Proposer shall provide a plan in the proposal that describes in detail the performance and function of all key personnel. An essential component of this plan should be a list of positions necessary to support the provision of the service, including project manager, front line supervision, dispatchers, operations manager, drivers, pertinent maintenance management, and any other key personnel.
Proposer shall also provide a plan in the proposal that describes all supervisory tasks and requirements necessary for the project including road supervision, dispatching, schedule adherence checks, complaint investigation and response, report writing, and training. In addition, the plan should include a list of all positions necessary to meet those requirements and the percentage of time each position will be devoted to each task. If personnel are shared between various City and non-City projects, this plan shall include a list of all positions for each project, the percentage of time each person is assigned to each project, and the shuttle service hours of each project.
Since field supervision is so critical to the overall efficiency of the Montebello Link service, Proposers must include in their proposals a minimum of one (1) field supervisor. Field supervisors must be dedicated to this service and must be available for the entire span of service. Proposers must submit a detailed plan regarding the duties and responsibilities of the field supervisors. This should not reduce the number of other necessary supervisory staff and functions, i.e., dispatching. The information provided will be used to compare proposals in terms of resources dedicated in the technical approach/work plan.
Upon awarding the contract and during the term of the contract, the Proposer shall be responsible for notifying the City regarding any changes in proposed personnel duties or hours that deviate from the original proposal. The City reserves the right to approve any changes in the proposed personnel duties or hours per this project.
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Montebello Bus Lines 21
PERSONNEL
The Proposer shall be solely responsible for maintaining an adequate quality labor force, and for the satisfactory work performance of all employees as described by this RFP or any reasonable performance standard established by the City.
The Proposer shall be solely responsible for payment of all employees’ wages and benefits and sub- Proposers’ cost. Without any additional expense to the City, the Proposer shall comply with the requirements of employee liability, worker’s compensation, employment insurance and Social Security.
The Proposer shall hold the City harmless from any liability, damages, claims, costs and expenses of any nature arising from alleged violations of personnel practices. The City shall have the right to demand removal from the project, for reasonable cause (to be determined by the City), of any personnel furnished by the Proposer. The City must be notified in writing of new hires or reassignments of project personnel. The City reserves the right to approve any changes in the Proposer’s proposed key project staff.
PROJECT MANAGER
The Proposer shall designate a Project Manager, who will oversee the proper operation of the service. It is required that this person be identified and his/her resume included in the Proposer’s proposal. The City reserves the right to approve any change of the Project Manager for this service. The Project Manager will provide both front line supervision and management of the project’s accounts and operating records.
A. Project Management shall include but is not limited to the following:
1. Proposer shall be responsible for collection of acceptable National Transit Database (NTD) data and other pertinent ridership information. The Proposer shall submit monthly and annual NTD based reports to the City.
2. Maintenance of projects accounts.
3. Preparation of a monthly invoice that will document all charges minus any possible penalties, missed or incomplete service.
4. Responsibility for any operational problems and/or passenger complaints and accurately reporting these problems to the City within three (3) business days or sooner, if required.
B. Front line supervision shall include but is not limited to the following duties:
1. Training and scheduling of all regularly assigned project personnel;
2. Arranging the assignment of quality back-up personnel whenever necessary;
3. Distribution and collection of operating reports.
4. Daily monitoring of ridership.
5. Supervision of all project staff to ensure that the quality of the services meets or exceeds the requirements of this RFP and the proposal.
VEHICLE DRIVERS
Vehicle drivers will work on a schedule that ensures a consistent and overall high quality of service.
Vehicle drivers must have a valid California driver’s license and endorsements of the appropriate class and Medical Examination Certificate, if required, as well as any other certificates required by applicable federal, state and local regulations.
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Montebello Bus Lines 22 The Proposer shall conduct pre-employment DMV checks of all personnel including independent or sub-contracted employees hired for service, and shall check DMV records at least every twelve (12) months for accidents, vehicle code violations, and valid driver’s licenses of its employees whose job requires them to operate vehicles for this project. This information shall be made available for the review by the City upon request. It is the responsibility of the Proposer that driver’s licenses and appropriate certificates are always current.
While performing their duties on the route, vehicle drivers must maintain a clean and neat appearance and must be in a uniform that displays the driver’s name or identification number. The City has the right to approve or reject of the drivers’ uniform to be used for this RFP. Maintenance and replacement of uniforms remains the Proposer’s responsibility.
TRAINING
The Proposer shall provide a program of driver training in vehicle operation, safety, passenger relations, ADA requirements, route and schedule orientation, and on-time performance prior to permitting any driver to operate any vehicle in service. The Proposer shall also provide an on- going safety program to ensure a safe operating environment. Vehicle drivers must be trained in all operational procedures relating to the system.
Training must place significant emphasis on techniques for dealing with the public in a helpful and courteous manner to achieve the maximum level of customer service. Due to the importance of customer relations training for drivers, Proposers must provide a detailed description of their driver training program, including customer service training. The Proposer shall describe how it will maintain a driver sensitivity and empathy-training program directed towards the needs of disabled passengers in compliance with the Americans with Disabilities Act (ADA). The Proposer shall also describe its training and communication program for dealing with passenger disturbances. The amount of time dedicated to each aspect of the Proposer’s drivers training program should also be discussed.
The Proposer shall be required to have an on-going driver training program. The training will include various topics including the areas of defensive and safe driving, emergency crisis management, understanding work expectations, and other relevant topics. The Proposer shall be required to pre-plan a training schedule on an annual basis. A written training schedule with specific topics and objectives will be submitted to the City upon request. The Proposers may also be required to hold training that may be pertinent to the issue at the time.
SERVICE VEHICLES
Service vehicles should be 21 passenger vans or equivalent and ADA compliant with wheelchair accessibility. Alternative fuel vehicles are preferred but not required. Vehicles used for this service must meet all air quality regulatory requirements set by the California Air Resource Board and the South Coast Air Quality Management District (SCAQMD) for current standards. Vehicles that require the use of diesel fuel will not be considered.
Service vehicles must be of a solid white exterior color, display the Montebello Link design and the Proposer’s name as approved by the City prior to beginning service operation. Any changes or modifications to the exterior design must be approved by the City in advance.
RFP No. 25-11
Montebello Bus Lines 23 The Proposer will be responsible to ensure that all vehicle warranty work is performed in accordance with the warranty conditions, if applicable. When not in service, all vehicles will be stored in a secure area. The number of vehicles to be provided in this project is five (5) plus one (1) spare.
The Proposer shall maintain all in-service and spare vehicles provided as part of this project.
COMMUNICATION SYSTEM
The Proposer shall provide a radio communication system in each service vehicle that will allow for the timely and efficient dispatching, coordination, and responding to necessary service calls. The system may be of the Proposer’s choice, but must include the necessary performance elements of the system.
VEHICLE CONDITION
The Proposer shall maintain all vehicles and vehicle equipment in excellent working condition both operationally and in appearance.
APPLICABLE CODES AND REGULATIONS
All vehicles required to be utilized for this proposal shall be safe for operation on public streets over the term of the project, and meet all requirements in the California Vehicle Code. All parts of the vehicle and all equipment mounted on or in the vehicle shall conform to the California Vehicle Safety standards.
Particular attention shall be directed to the California Highway Patrol Motor Carrier Safety Regulations.
Each vehicle is required to be inspected annually by the California Highway Patrol as it pertains to the California Code of Regulations Title 13. The City shall be notified of inspections performed by a governmental agency other than the City, which meet or exceed the criteria for inspection established by the City. The results of those inspections shall be transmitted to the City immediately, and any applicable signed certification shall be displayed or carried on the vehicles.
The Proposer shall maintain a record of satisfactory California Highway Patrol (CHP) terminal inspections throughout the life of the contract. If the Proposer receives an unsatisfactory rating from the CHP, the Proposer shall notify the City immediately and state what is being done to correct the deficiency. The City reserves the right at its sole discretion to inspect and reject temporarily or permanently, by notice to the Proposer, any vehicle the Proposer proposes to use or subsequently utilizes which the City deems unacceptable.
OPERATING PERFORMANCE STANDARDS
The Proposer will be held responsible for project management according to specified operating procedures. The City may establish additional rules that are reasonable for operation of this service after consultation with the Proposer. Vehicles shall be operated with primary regard for the safety, comfort, convenience, and overall satisfaction of passengers and the general public.
Service shall be provided as scheduled or according to any adjusted schedule established by the City, including route modifications required as a result of a declared emergency. The Proposer shall strive to maintain on-time performance; however, the Proposer shall not be held responsible for failure to provide on-time service due to unusual weather or traffic conditions, unavoidable vehicle malfunctions, or naturally occurring disasters, if sufficient documentation is provided to the City. Proposers shall discuss in the proposal their proposed operational plan for maintaining on-time performance. Proposer shall also
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Montebello Bus Lines 24 discuss in their proposal their proposed operational plan for expeditiously resuming service in the event of a road call or other interruption in service. Operational difficulties that result in missed trips or vehicles not operating as required by this RFP must be reported immediately to the City.
Procedures shall be established in order to ensure that project management staff is aware of passenger complaints and operational problems. Drivers must report any passenger complaints or operational problems with the vehicle immediately to management staff, who will ensure that appropriate measures are taken by supervisory or maintenance staff to correct the problem and that all complaints are reported to the City.
Procedures shall be establish instructing drivers, supervisors, management or other staff members on the proper method for directing passengers to report customer comments to the City. Proposer shall discuss their plan for monitoring of service quality, including on-time performance, missed trips, preventive maintenance of vehicles, vehicle cleaning, driver courtesy, etc. Proposers shall discuss any plans to sub- contract with an independent firm to assist in project monitoring.
PERSONNEL PERFORMANCE STANDARDS
The proposal shall describe how the performance of the drivers and supervisory personnel will be monitored and evaluated. If the project manager is responsible for managing these activities, his or her time allocation should be reflected accordingly.
Regularly assigned drivers or a fully trained back up must be available and on time, at all times, to ensure consistent and reliable service. All personnel are responsible for knowledge of the service system design, including the routing and stops, schedules, and ADA requirements. Project personnel must maintain a courteous attitude, answering to the best of their ability any passenger questions regarding the provision of service. Personnel must also report all passenger complaints and operational problems to project management staff.
PROPOSER REPORTS
The City is requiring that the Proposer provide an extensive amount of data reporting which will serve as a database to monitor and evaluate productivity of the service and the performance of the Proposer. The success of the City’s Proposer performance evaluation program is dependent upon the timely and accurate reporting of essential operating and maintenance information by the Proposer. The Proposer, in accordance with the established reporting schedule, will prepare data reports to be submitted promptly to the City.
A. Ridership Report
A monthly trip report shall be prepared by the Proposer and submitted to the City within ten (10) working days after the end of the month, which contains daily ridership, service hours, and other desired operation information, by route. A service map should be included as reference.
B. Road Call/Missed Trip/Incidents Report
A Monthly Summary of Road Calls/Missed Trips/Incidents Report shall also be submitted to the City within ten (10) working days after the end of each month, which summarizes the information on the daily reports during each month.
RFP No. 25-11
Montebello Bus Lines 25 C. Preventive Maintenance Report
A Monthly Preventive Maintenance (PM) Report shall be submitted to the City within ten (10) working days after the end of each month indicating the date and mileage when the last PM was performed for each vehicle. This report shall match the Proposer’s maintenance records, and will be audited by the City.
D. Accident Report
An accident report shall be delivered to the City within 24 hours of each accident. Any major accident involving injuries or significant damage to servicing vehicles shall be immediately reported to the City. If any service is missed as a result of an accident, a Road Calls/Missed Trips/Incidents Report must also be completed.
E. Passenger Comment Report
Service vehicles shall clearly display information directing passengers who wish to place a customer comment to the City’s designated phone line or email address. Information shall be installed at a place approved by the City.
In addition, any customer comments received by the Proposer shall be submitted on a Passenger Comment Report including all corrective action taken to address the matter. This report shall be completed by the Proposer regardless of whether the comment (verbal or written) was received directly by the Proposer, or was forwarded to the Proposer via the City.
The Proposer is required to respond to the comment within three (3) business days after receipt of the comment. A monthly summary report shall be completed by the Proposer and submitted to the City within ten (10) working days after the end of each month.
F. On-Time Performance Report
The Proposer is required to monitor and document the on-time performance of each service vehicle. A monthly On-Time Performance Report shall be completed by the Proposer and submitted to the City within ten (10) working days after the end of each month.
G. Operating Performance Penalties
The City shall monitor the project shuttle service in order to assess the performance of the Proposer in delivering the service. The monitoring activities shall include, but not be limited to, vehicle cleanliness, completed vehicle trips, on-time submission of reports, heating and air conditioning system performance, and unsafe operations of the vehicle. The City shall maintain the right to assess performance penalties against the Proposer, as set forth herein, based on the Proposer’s failure to meet the established standards. Performance Penalties applicable thereto, shall include the following performance criteria and be charged based upon non-compliance with the standards reported by: 1) the Proposer; 2) at least three passengers; or 3) City staff. The City reserves the right to modify these performance criteria, as necessary.
1. Late Trips
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Montebello Bus Lines 26 If a shuttle arrives after the PM departure of designated train or arrives five (5) minutes late after the AM arrival of designated train at the Metrolink Station, performance penalties of $50 per vehicle incident will be assessed.
2. Missed Trips
If a shuttle is not able to complete its trip for a non-emergency reason, performance penalties of $100 per missed trip will be assessed.
3. Submission of Reports
The Proposer shall submit timely, accurate and completed reports as specified by the City. Failure to do so shall result in performance penalties of $25 per day for each day a report is due. Failure to submit annual performance reports for regulatory compliance may be cause for contract termination.
4. Falsify or Non-Submittal of Reports
If the City determines that a Proposer has intentionally not submitted a required report to the City on schedule, or has submitted inaccurate information to the City in order to avoid performance penalties, performance penalties of $500 will be assessed and the contract may be cause for contract termination.
5. Heating and Air Conditioning Performance
The Proposer shall ensure all vehicles have operating heating and air conditioning units prior to start of shuttle service each day. Failure to have a functioning air and heating unit during service will result in performance penalties of $50 per incident.
6. Driver Courtesy
If driver is reported for verified discourteous or rude behavior or refusing to operate a functioning wheelchair lift, performance penalties of $100 per incident will be imposed on the Proposer.
7. Passenger Comment Cards
The Proposer shall ensure that at least five (5) passenger comment cards are available on each vehicle during daily shuttle service. Failure to do so shall result in performance penalties of $25 per shuttle per day.
8. Other Requirements
The Proposer shall be responsible for all other functions, and their cost, not specifically discussed herein but required to provide safe, reliable, legal and efficient operation of the Services.
SECURITY
The primary law enforcement agencies for security and transit-related crimes on contracted service areas are the Montebello Police Department and Los Angeles County Sheriff Department. Local municipal law enforcement agencies will provide police service as necessary and appropriate. The Proposer is responsible for timely and efficient communication with law enforcement agencies, as well as the City.
RFP No. 25-11
Montebello Bus Lines 27 Security expenses of any type incurred by the Proposer are considered as a cost of doing business and shall not be eligible for reimbursement under the contract.
CITY’S PROJECT MANAGER RESPONSIBILITIES
The City’s Project Manager or designee will monitor the Proposer’s day-to-day operation to ensure compliance with Scope
SECTION 5 – QUALIFICATIONS
DESIRED QUALIFICATION
•Provide a brief profile of the firm, including: the types of services offered, the year founded, form of the organization (corporation, partnership, sole proprietorship) number, size and location of offices, and the number of employees.
•Describe the firm’s experience in performing work of a similar nature to that solicited in this RFP, and highlight the participation in such work by the key personnel proposed for assignment to this project. Describe an experience in similar projects, particularly in the transit and public sector environments. The Vendor must demonstrate to the satisfaction of MBL that it has sufficient resources, capabilities and experience to meet the business needs as stated in this document. The Vendor will state and identify its involvement with other clients for both past and present projects. The Vendor will state the client’s name, and references for similar projects, particularly those conducted for public transit and the public sector in general. Be specific with respect to past and current assignments elaborating on those projects of similar type, magnitude and complexity.
The Vendor’s involvement and responsibility should be defined for each project. •Identify any subProposers by company name, address, contact person, and telephone number and project function.
•Briefly describe other projects currently in process and how those projects affect the company’s current capacity and capacity during this proposed project. Identify any capacity or availability issues for any major subProposers proposed.
FIRM QUALIFICATIONS
To be considered responsive to the RFP, firms must demonstrate that they meet the following minimum qualifications by providing a thorough response and verifiable evidence of compliance. Non-compliance with these requirements may disqualify your proposal from further consideration.
A. Firm has not defaulted on a contract within the past five (5) years or declared bankruptcy or been placed in receivership or been denied credit within the past three (3) years.
B. Firm has not been assessed any penalties for non-compliance with any federal, state, local, city, or county labor laws and/or regulations within the past five (5) years.
C. Firm is currently not under investigation for any charge or claim for noncompliance with any federal, state, local, city, or county labor laws and/or regulations including, without limitation prevailing wage laws and apprenticeship laws.
D. The firm must have a minimum of five years of experience and demonstrated track record of quality work, knowledge, skills, and abilities in safety and security for public transit agencies, preferably in an environment of similar size and scope to the MBL.
E. Licensed to do business in the State of California.
RFP No. 25-11
Montebello Bus Lines 28 F. Experience with projects of similar size and scope.
SECTION 6 – FORM OF CONTRACT (DRAFT)
PROFESSIONAL SERVICES AGREEMENT FOR
METROLINK RAIL FEEDER SHUTTLE SERVICE
THIS AGREEMENT (“Agreement”) is made and entered into on …………………….., 2025, by the CITY OF MONTEBELLO, a municipal corporation (hereinafter referred to as “CITY”) and …………………………….. (Hereinafter referred to as “VENDOR”). CITY and VENDOR are sometimes referred to herein individual as a “Party,” and jointly as the “Parties.”
RECITALS
WHEREAS, CITY desires to retain a qualified professional VENDOR to ……………………….
WHEREAS, VENDOR represents the degree of specialized expertise contemplated within California Government Code, Section 37103, and is qualified to perform such services by virtue of its experience and the training, education and expertise of its principals and employees; and WHEREAS, no official or employee of CITY has a financial interest, within the provisions of Sections 1090 – 1092 of the California Government Code, in the subject matter of this Agreement; and WHEREAS, VENDOR responded to CITY’s Request for Proposals dated …………… as such is set forth fully in Exhibit “A” hereto and incorporated fully herein by this reference (hereinafter “Vendor Proposal”).
NOW THEREFORE, in consideration of performance by the Parties of the covenants and conditions herein contained, the Parties hereto agree as follows:
SECTION 1. INCORPORATION OF RECITALS AND OTHER CONTRACT DOCUMENTS A. The above-referenced Recitals constitute a material part hereof and shall hereby be incorporated by reference. Moreover, this Agreement consists of the following documents, in order of precedence, all of which are incorporated herein and made part of this Agreement, as though fully set forth herein:
a. This Agreement.
b. RFP No. 25-12, attached hereto as Exhibit “A.”
c. VENDOR’S Proposal to RFP No. 25-11 dated ……………., 2025, attached hereto as Exhibit “B”. d. VENDOR’S “Best and Final Offer” to RFP No. 25-11 dated ……………., 2025, attached hereto as Exhibit “C”.
e. All other documents, including but not limited to all applicable bonds, insurance certificates, permits, notices, schedules, forms, certifications, and affidavits.
RFP No. 25-11
Montebello Bus Lines 29 B. These documents shall be collectively referred to herein as the “Contract Documents.” In the event of a conflict among the Contract Documents, the order of precedence.
SECTION 2. SERVICES / COMPENSATION.
A. VENDOR shall provide to CITY those services that are set forth fully in the Scope of Services, as such is set forth fully in Exhibit “A” hereto and incorporated fully herein by this reference (hereinafter “Professional Services”).
B. VENDOR shall complete the Scope of Services within the time set forth in the Schedule of Performance, as such is set forth in Exhibit “B” hereto and incorporated fully herein by this reference.
B. VENDOR shall be compensated a sum not-to-exceed $……………………………………… (the “Maximum Compensation”) for performance of the Professional Services as set forth in the Schedule of Compensation attached hereto as Exhibit “C” and incorporated fully herein by this reference (“Compensation”). VENDOR shall provide an itemized billing statement to CITY each month for Professional Services performed. VENDOR shall not incur fees or costs which exceed the Maximum Compensation without the prior written consent of CITY.
C. CITY will be invoiced at the end of the first billing period following commencement of work and at the end of each billing period thereafter. Payment in full of an invoice must be received by VENDOR within thirty (30) days of the date of such invoice.
D. Work performed shall be deemed approved and accepted by CITY as and when invoiced unless CITY objects within fifteen (15) days of invoice date by written notice specifically stating the details in which CITY believes such work is incomplete or defective, and the invoice amount(s) in dispute. CITY shall pay undisputed amounts as provided for in the preceding paragraph.
E. Failure of CITY to submit full payment of an invoice within thirty (30) days of the date thereof subjects this agreement and the work herein contemplated to suspension or termination at VENDOR's discretion.
SECTION 3. TERM.
This Agreement shall commence on ………………, 2025 and shall be valid for an initial term of one year with the option to extend for an additional XXXXX.
The Parties agree that Sections 4(B), 9, 10, 11, 13, 16, 17, 18, and 19 shall survive for three (3) years following the expiration or termination of this Agreement.
SECTION 4. PERFORMANCE.
A. VENDOR shall at all times, faithfully, competently, and to the best of its ability, experience and talent, perform all tasks described herein.
B. VENDOR shall employ, at a minimum, generally accepted standards and practices utilized by companies engaged in providing similar services, as are required of VENDOR hereunder, in meeting its obligations under this Agreement.
RFP No. 25-11
Montebello Bus Lines 30 C. VENDOR shall be knowledgeable of and subject to all CITY ordinances, rules and regulations, standard operating procedures, and the supervisory chain of command.
D. VENDOR shall have the right to retain, subject to CITY's written approval, additional individuals, Vendors, or sub-Proposers to assist in the completion of services as herein defined.
Compensation for additional individuals, Vendors, or sub-Proposers shall be the sole and exclusive responsibility of the VENDOR.
E. VENDOR shall maintain full and accurate records with respect to all matters covered under this Agreement for a period of three (3) years unless otherwise provided for in Exhibit “A.” Upon CITY providing twenty-four (24) hours advanced prior notice, VENDOR shall make all records, invoices, timecards, cost control sheets and other records maintained by VENDOR in connection with this Agreement available during VENDOR’s regular working hours to CITY for review and audit by CITY.
F. All reports, documents, or other written material developed by VENDOR in the performance of this Agreement shall be and remain the property of CITY without restriction or limitation upon its use or dissemination by CITY. Such material shall not be the subject of a copyright application by VENDOR. Any alteration or reuse by the CITY of any such materials on any project other than the Project shall be at CITY’s sole risk unless CITY compensates VENDOR for such reuse.
SECTION 5. WORK PRODUCT.
A. VENDOR hereby agrees that all work produced pursuant to this Agreement and provided to CITY during and upon completion of this Agreement, shall be the property of CITY, and ownership of said work product shall be retained by CITY. VENDOR may take and retain copies of such written products as desired.
B. All data, documents, discussion, or other information developed or received by VENDOR or provided for performance of this Agreement are deemed confidential and shall not be disclosed by VENDOR without prior written consent by CITY. CITY shall grant such consent if disclosure is legally required. All such written products shall be returned to CITY upon the termination or expiration of this Agreement. VENDOR agrees that the covenants contained in this Article shall survive the expiration or termination of this Agreement.
C. Documents are provided in VENDOR’s standard software formats. CITY recognizes that electronic or magnetic data and its transmission can be easily damaged, may not be compatible with CITY’s software formats and systems, may develop inaccuracies during conversion or use, and may contain viruses or other destructive programs, and that software and hardware operating systems may become obsolete. As a condition of delivery of electronic or magnetic data, CITY agrees to defend indemnify and hold VENDOR, its sub-Proposers, agents and employees harmless from and against all claims, loss, damages, expense and liability arising from or connected with its use, reuse, misuse, modification or misinterpretation. In no event shall the VENDOR be liable for any loss of use, profit or any other damage.
SECTION 6. EXTRA SERVICES.
No extra services over and above the Compensation shall be rendered by VENDOR under this Agreement unless such extra services first shall have been duly authorized in writing by CITY’s City Manager (“City Manager”).
RFP No. 25-11
Montebello Bus Lines 31 SECTION 7. CITY SUPERVISION.
The Transportation Director shall have the right of general supervision of all work performed by VENDOR and shall be CITY’s agent with respect to obtaining VENDOR’s compliance hereunder. No payment for services rendered under this Agreement shall be made without the prior approval of the City Manager.
SECTION 8. TERMINATION.
If either Party hereto fails or refuses to perform any of the provisions of this Agreement at the time and in the manner required, the non-defaulting party shall give the defaulting party written notice of the default, the nature of the default, and of the steps necessary to cure the default.
A. Termination for Cause. In the event that any of the provisions of the Agreement are violated by either party, the non-defaulting Party may terminate the Agreement by serving written notice upon the other Party, listing the violation(s) and its intent to terminate such Agreement unless within ten (10) days after the serving of such notice, such violation shall cease or be rectified, the contract shall upon the expiration of an additional thirty (30) days cease and terminate. Violations by VENDOR which cannot be corrected within ten (10) days, said contract shall at the option of CITY cease and terminate upon the giving of like notice. In the event of any such termination for default by VENDOR, CITY may take over the work and prosecute the same to completion by contract or otherwise for the account and at the expense of VENDOR. VENDOR and his sureties shall be liable to CITY for any excess cost occasioned in the event of any such termination. This change shall not be construed to prevent the termination, for other causes authorized by law or other provisions of this contract. In the event of a termination for cause, VENDOR shall only be entitled to Compensation for those Professional Services satisfactory performed on or before the effective date of termination.
B. Termination for Convenience. CITY shall have the option, at its sole discretion and without cause, to terminate this Agreement in whole, or in part, after giving written notice to VENDOR at least five (5) business days before the termination is to be effective. Upon the termination of this Agreement as provided herein, CITY shall provide to VENDOR the part of Compensation which would otherwise be payable to VENDOR for services VENDOR had completed as of the date of termination, less the amount of all previous payment with respect to the Compensation. Further, upon such a termination for convenience by CITY, the Parties agree that VENDOR shall be reimbursed for any “non-refundable” costs that VENDOR has incurred for its services under this Agreement, provided that: (1) such “non- refundable” costs were incurred by VENDOR prior to the date of termination; (2) that VENDOR provides CITY with adequate proof that VENDOR incurred the costs, and is unable to be seek a refund for such costs; and (3) such costs were within the scope of work or services to be performed under this Agreement. Such “non- refundable” costs may include, but are not limited to, travel reservations incurred by VENDOR for its performance of services under this Agreement. VENDOR agrees to cease all work under this Agreement on or before the effective date of any notice of termination.
SECTION 9. EMPLOYMENT OF CITY EMPLOYEES.
No regular employee of CITY shall be employed by VENDOR during the Term of this Agreement.
RFP No. 25-11
Montebello Bus Lines 32 SECTION 10. NON-LIABILITY OF CITY OFFICIALS AND EMPLOYEES.
No official or employee of CITY shall be personally liable to VENDOR in the event of any default or breach by CITY, or for any amount which may become due to VENDOR.
SECTION 11. INDEPENDENT CONTRACTOR.
A. VENDOR is and shall, at all times, remain as to CITY a wholly independent vendor. Neither CITY nor any of its elected officials, officers, employees or agents shall have control over the conduct of VENDOR except as expressly set forth in this Agreement. VENDOR shall not at any time or in any manner represent that he is in any manner an elected official, officer, employee or agent of CITY. No employee benefits shall be available to VENDOR in connection with the performance of this Agreement. Except as provided in this Agreement, CITY shall not pay salary, wages, or other compensation to VENDOR for performance hereunder for CITY. CITY shall not be liable for compensation to VENDOR, VENDOR’s employees or VENDOR’s sub-vendors for injury or sickness arising out of performing services hereunder.
B. The parties further acknowledge and agree that nothing in this Agreement shall create or be construed to create a partnership, joint venture, employment relationship or any other relationship except as set forth in this Agreement.
C. CITY shall not deduct from the Compensation paid to VENDOR any sums required for Social Security, withholding taxes, FICA, state disability insurance or any other federal, state or local tax or charge which may or may not be in effect or hereinafter enacted or required as a charge or withholding on the compensation paid to VENDOR. CITY shall have no responsibility to provide VENDOR, its employees or sub-vendors with workers’ compensation insurance or any other insurance.
SECTION 12. PERS ELIGIBILITY INDEMNITY.
A. In the event that VENDOR or any employee, agent, or sub-vendor of VENDOR providing services under this Agreement claims or is determined by a court of competent jurisdiction or the California Public Employees Retirement System (PERS) to be eligible for enrollment in PERS as an employee of CITY, VENDOR shall indemnify, defend, and hold harmless CITY for the payment of any employee and/or employer contributions for PERS benefits on behalf of VENDOR or its employees, agents, or sub-vendors, as well as for the payment of any penalties and interest on such contributions, which would otherwise be the responsibility of CITY.
B. Notwithstanding any other agency, state or federal policy, rule, regulation, law or ordinance to the contrary, VENDOR and any of its employees, agents, and sub-vendors providing service under this Agreement shall not qualify for or become entitled to, and hereby agree to waive any claims to, any compensation, benefit, or any incident of employment by CITY, including but not limited to eligibility to enroll in PERS as an employee of CITY and entitlement to any contribution to be paid by CITY for employer contribution and/or employee contributions for PERS benefits.
SECTION 13. LEGAL RESPONSIBILITIES.
VENDOR shall at all times observe and comply with all applicable laws, ordinances, codes and regulations of the federal, state and local governments including, but not limited to the Montebello
RFP No. 25-11
Montebello Bus Lines 33 Municipal Code. The CITY, and its appointed or elected officers, employees, or agents, shall not be liable at law or in equity occasioned by failure of VENDOR to comply with this section.
SECTION 14. INDEMNIFICATION.
VENDOR agrees to, and shall defend, indemnify, protect and hold harmless, CITY, its elected and appointed boards, officers, officials, employees, agents and volunteers from and against any and all claims, demands, lawsuits, defense costs, civil, penalties, expenses, causes of action, and judgments at law or in equity, or liability of any kind or nature which CITY, its elected and appointed boards, officers, officials, employees, agents and volunteers may sustain or incur or which may be imposed upon them for injuries or deaths of persons, or damage to property arising out of VENDOR’S negligent or wrongful act, or omission under the terms of this Agreement, except only liability arising out of the sole negligence of CITY.
SECTION 15. INSURANCE COVERAGE.
During the Term of this Agreement, VENDOR shall carry, maintain, and keep in full force and effect all following minimum scope of insurance against claims for death or injuries to persons or damages to property that may arise from or in connection with VENDOR’s performance of this Agreement. Such insurance shall be of the types and in the amounts as set forth below:
Commercial General Liability (CGL): Broad-form, Insurance Services Office Form CG 00 01 covering CGL on an “occurrence” basis for bodily injury and property damage, including premise-operations, products- completed operations, broad form property damage, blanket contractual liability, independent vendors, personal injury or bodily injury, and advertising injury, with limits no less than Two Million Dollars and Zero Cents ($2,000,000), combined single limits, per occurrence. If a general aggregate limit applies, the limit shall be twice the required occurrence limit.
Business Automobile Liability Insurance: For owned vehicles, hired, and non-owned vehicles, Insurance Services Office Form Number CA 0001 covering, Code 1 (any auto), or if VENDOR has no owned autos, Code 8 (hired) and 9 (non-owned), with limit no less than One Million Dollars and Zero Cents ($1,000,000.00) per accident for bodily injury and property damage.
Worker's Compensation insurance as required by the laws of the State of California, with Statutory Limits, and Employer’s Liability Insurance with limit of no less than One Million Dollars and Zero Cents ($1,000,000.00) per accident for bodily injury or disease. VENDOR agrees to waive, and to obtain endorsements from its workers’ compensation insurer waiving subrogation rights under its workers’ compensation insurance policy against CITY, its elected and appointed boards, officers, officials, employees, agents and volunteers for losses arising from work performed by VENDOR for CITY and to require each of its sub-vendors, if any, to do likewise under their workers’ compensation insurance policies.
By executing this Agreement, VENDOR further certifies as follows:
I am aware of, and will comply with, Section 3700 of the Labor Code, requiring every employer to be insured against liability of Workers’ Compensation or to undertake self-insurance before commencing any of the work contemplated herein.
RFP No. 25-11
Montebello Bus Lines 34 Professional Errors and Omissions (E&O) Liability insurance appropriate to the VENDOR’s profession, with limit no less than Two Million Dollars and Zero Cents ($2,000,000.00) per occurrence or claim, Two Million Dollars and Zero Cents ($2,000,000.00) aggregate. Architects’ and engineers’ coverage shall be endorsed to include contractual liability. If the policy is written as a “claims made” policy, the retroactivity date shall be prior to the start of work set forth herein, VENDOR shall obtain and maintain said E&O liability insurance during the Term of this Agreement and for five (5) years after completion of work hereunder. If coverage is canceled or non-renewed, and not replaced with another claims-made policy form with a retroactive date prior to the effective date of this Agreement, VENDOR shall purchase “extended reporting” coverage for a minimum of five (5) years after completion of the work.
If VENDOR maintains higher limits than the minimums shown above, CITY requires and shall be entitled to coverage for the higher limits maintained by VENDOR. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to CITY.
VENDOR shall require each of its sub-vendors, if any, to maintain insurance coverage that meets all requirements of this Agreement.
The policy or policies required by this Agreement shall be issued by an insurer admitted in the State of California, with a current rating of at least A: VII in the latest edition of Best's Insurance Guide and approved by CITY.
Each insurance policy required herein shall state that coverage shall not be canceled, except after providing CITY thirty (30) days’ (or ten [10] calendar days for non-payment) prior written notice. VENDOR agrees that if it does not keep the aforesaid insurance in full force and effect CITY may either: (i) immediately terminate this Agreement for Cause; or (ii) take out the necessary insurance and pay, at VENDOR’S expense, the premium thereon.
At all times during the Term of this Agreement, VENDOR shall maintain on file with CITY’s Risk Manager a certificate or certificates of insurance showing that the aforesaid policies are in effect in the required amounts and naming CITY, its officers, agents, employees and volunteers as an additional insured. VENDOR shall, prior to commencement of work under this Agreement, file with CITY’s Risk Manager such certificate(s).
VENDOR shall provide proof that policies of insurance required herein expiring during the Term of this Agreement have been renewed or replaced with other policies providing at least the same coverage. Such proof will be furnished at least two (2) weeks prior to the expiration of the coverages.
The general liability and automobile policies of insurance required by this Agreement shall contain an endorsement naming CITY, its elected and appointed boards, officers, officials, employees, agents and volunteers as additional insureds. All policies required under this Agreement shall contain an endorsement providing that the policies cannot be canceled or reduced except on thirty (30) days’ prior written notice to CITY. VENDOR agrees to require its insurer to modify the certificates of insurance to delete any exculpatory wording stating that failure of the insurer to mail written notice of cancellation imposes no obligation, and to delete the word “endeavor” with regard to any notice provisions.
Except for professional liability and workers’ compensation policies, the policies herein are primary and non-contributing with any insurance that may be carried by CITY. Any insurance or self-insurance maintained by CITY, its officers, employees, agents or volunteers, shall be in excess of VENDOR’s insurance and shall not contribute with it.
RFP No. 25-11
Montebello Bus Lines 35 All insurance coverage provided pursuant to this Agreement shall not prohibit VENDOR and VENDOR’s employees, agents or sub-vendors, from waiving the right of subrogation prior to a loss.
VENDOR hereby waives all rights of subrogation against CITY. VENDOR agrees to obtain any endorsement that may be necessary to affect this waiver of subrogation, but this provision applies regardless of whether CITY has received a waiver if subrogation endorsement from the insurer.
Coverage not affected. Any failure to comply with the reporting provisions of the policies contemplated herein, shall not affect coverage provided to CITY, its elected and appointed boards, officers, officials, employees, agents and volunteers.
Coverage applies separately. VENDOR’s insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the limits of the insurer’s liability.
Any deductibles or self-insured retentions must be declared to and approved by CITY. At the option of CITY, VENDOR shall either reduce or eliminate the deductibles or self-insured retentions with respect to CITY, or VENDOR shall procure a bond guaranteeing payment of losses and expenses.
Procurement of insurance by VENDOR shall not be construed as a limitation of VENDOR's liability or as fall performance of VENDOR’s duties to indemnify, hold harmless and defend under Section 9 of this Agreement.
CITY, its officers and employees shall not be responsible for any claims in law or in equity occasioned by the failure of VENDOR to comply with this section.
SECTION 16. SUBCONTRACT, ASSIGNMENT OR DELEGATION.
VENDOR shall not subcontract, delegate or assign its duties or rights hereunder, either in whole or in part, without the prior written consent of CITY. Any proposed subcontract, delegation, or assignment shall provide a description of the services to be covered, identification of the proposed sub-vendor, delegee, or assignee, and an explanation of why and how the same was selected, including the degree of competition involved.
Any subcontract, delegation or assignment shall be made in the name of VENDOR and shall not bind or purport to bind CITY and shall not release VENDOR from any obligations under this Agreement including, but not limited to, the duty to properly supervise and coordinate the work of employees, assignees, delegees or sub-vendors. No such subcontract, delegation or assignment shall result in any increase in the amount of total compensation payable to VENDOR under the Agreement.
SECTION 17. NO WAIVER.
Waiver by any party hereto of any term, condition or covenant of this Agreement shall not constitute the waiver of any other term, condition or covenant hereof.
SECTION 18. DISPUTE RESOLUTION; GOVERNING LAW.
Disputes regarding the interpretation or application of any provision(s) of this Agreement shall, to the extent reasonably feasible, be resolved through good faith negotiations between the Parties. If any action at law or in equity is brought to enforce this Agreement or because of alleged dispute, breach, default or misrepresentation in connection with the provisions of this Agreement, the prevailing party in
RFP No. 25-11
Montebello Bus Lines 36 such action shall be entitled to reasonable attorney’s fees, expert fees, costs and necessary disbursements incurred in that action or proceeding, in addition to such other relief as may be sought and awarded. The venue for any litigation shall be County of Los Angeles, California. The Parties agree that the covenants contained in this Article shall survive the expiration or termination of this Agreement.
SECTION 19. ATTORNEY’S FEES AND COSTS.
If litigation is reasonably required to enforce or interpret the provisions of this Agreement, the prevailing party in such litigation shall be entitled to an award of reasonable attorney's fees and costs in addition to any other relief to which it may be entitled.
SECTION 20. WARRANTIES.
Each of the parties represents and warrants to one another as follows:
A. It has received independent legal advice from its attorneys with respect to the advisability of entering and executing this Agreement;
B. In executing this Agreement, it has carefully read this Agreement, knows the contents thereof, and has relied solely on the statements expressly set forth herein and has placed no reliance whatsoever on any statement, representation, or promise of any other party, or any other person or entity, not expressly set forth herein, nor upon the failure of any other party or any other person or entity to make any statement, representation or disclosure of any matter whatsoever; and C. It is agreed that each party has the full right and authority to enter into this Agreement, and that the person executing this Agreement on behalf of either party has the full right and authority to fully commit and bind such party to the provisions of this Agreement.
SECTION 21. MISCELLANEOUS.
A. The descriptive paragraph headings of this Agreement are included for purposes of convenience only and shall not control or affect the construction of interpretation of any of its provisions.
B. Whenever the context hereof shall so require, the singular shall include the plural, the male gender shall include the female gender, and the neuter and vice versa.
C. In case any one or more of the provisions contained in this Agreement shall for any reason be held to be invalid, illegal, or unenforceable in any respect, such invalidity, illegality, or unenforceability shall not affect any other provision hereof and this Agreement shall be construed as if such invalid, illegal, or unenforceable provisions had never been contained herein.
D. The representations and warranties made by the parties to this Agreement shall survive the consummation of the transaction herein described.
E. This Agreement may be signed in any one or more counterparts all of which taken together shall be but one and the same Agreement. Any signed copy of this Agreement or of any other document or agreement referred to herein, or copy or counterpart thereof, delivered by facsimile transmission, shall for all purposes be treated as if it were delivered containing an original manual signature of the party whose signature appears in the facsimile and shall be binding upon such party in
RFP No. 25-11
Montebello Bus Lines 37 the same manner as though an originally signed copy had been delivered.
F. Each of the parties acknowledges that it has been represented by independent counsel of its own choosing, or if it has not been so represented, it has been admonished to obtain independent counsel and has freely and voluntarily waived and relinquished the right to counsel. Each party who has not obtained independent counsel acknowledges that the failure to have independent legal counsel will not excuse such party’s failure to perform under this Agreement or any agreement referred to in this Agreement.
G. To the extent of a conflict between the terms of this Agreement and those set forth in any exhibits or attachments hereto, the terms of this Agreement shall govern.
SECTION 22. NOTICE.
All notices, demands, requests or approvals to be given under this Agreement shall be given in writing and conclusively shall be deemed served when delivered personally or on the second business day after the deposit thereof in the United States mail, postage prepaid, registered or certified, addressed as hereinafter provided. All notices, demands, requests, or approvals hereunder shall be given to the following addresses or such other addresses as the Parties may designate by written notice:
CITY MANAGER
City of Montebello
1600 West Beverly Boulevard
Montebello, California 90640
VENDOR
________________________
________________________
________________________
________________________
SECTION 23. NON-DISCRIMINATION AND EQUAL OPPORTUNITY EMPLOYER.
In the performance of this Agreement, VENDOR shall not discriminate against any employee, sub- vendor, or applicant for employment because of race, color, creed, religion, sex, marital status, national origin, ancestry, age, physical or mental handicap, mental condition or sexual orientation. VENDOR will take affirmative action to ensure that sub-vendor and applicants are employed, and that employees are treated during employment, without regard to their race, color, creed, religion, sex, marital status, national origin, ancestry, age, physical or mental handicap, medical condition or sexual orientation.
SECTION 24. CONFLICT OF INTEREST.
VENDOR and its officers, employees, associates and sub-vendors, if any, shall comply with all California conflict of interest statutes applicable to Vendor’s Services under this Agreement, including, but not limited to, the Political Reform Act (Gov. Code, § 81000 et seq.) and Government Code Section 1090.
VENDOR further 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 VENDOR under this Agreement, or which would conflict in any manner with the performance of its services hereunder. VENDOR further covenants that, in performance of this Agreement, no person having any such interest shall be employed by it. Furthermore, VENDOR shall avoid the appearance of having any interest that would conflict in any
RFP No. 25-11
Montebello Bus Lines 38 manner with the performance of its services pursuant to this Agreement.
VENDOR covenants not to give or receive any compensation, monetary or otherwise, to or from the ultimate vendor(s) of services to CITY because of the performance of this Agreement, or the services that may be procured by CITY because of the recommendations made by VENDOR. VENDOR's covenant under this section shall survive the termination of this Agreement.
SECTION 25. ENTIRE AGREEMENT.
This Agreement contains the entire understanding between CITY and VENDOR. Any prior agreements, promises, negotiations or representations not expressly set forth herein are of no force or effect. Subsequent modifications to this Agreement shall be effective only if in writing and signed by each party. If any term, condition or covenant of this Agreement is held by a court of competent jurisdiction to be invalid, void or unenforceable, the remaining provisions of this Agreement shall be valid and binding.
CITY OF MONTEBELLO VENDOR
_______________________ _____________________
Raul Alvarez Name and Title
City Manager
Dated: _____________ Dated: _____________
ATTEST:
______________________
Christopher Jimenez
City Clerk
APPROVED AS TO FORM
________________________
Arnold M. Alvarez-Glasman
City Attorney
RFP No. 25-11
Montebello Bus Lines 39 SECTION 7 - FORMS AND CERTIFICATIONS
LETTER OF TRANSMITTAL
CITY OF MONTEBELLO
Transportation Department
SUBJECT: REQUEST FOR PROPOSAL NO. 25-11
METROLINK RAIL FEEDER SHUTTLE SERVICE
In response to the subject Request for Proposal (“RFP”) and in accordance with the accompanying Instructions to proposers, the proposer hereby commits to the City of Montebello to perform the work in accordance with the provisions in the proposal Level Contract Documents and any addenda thereto and at the prices stated in the Revenue Price Sheet, which will be included and made a part of any subsequent agreement.
The proposer agrees that the proposal constitutes a firm offer that cannot be withdrawn for ninety (90) calendar days from the Proposal opening or until the Contract for the work is fully executed between the City and a third party, whichever is earlier.
If awarded a contract, the Proposer agrees to execute an agreement and deliver it to the City of Montebello within seven (7) calendar days after receiving a Letter of Award together with the necessary certificates of insurance and any applicable performance or payment bonds. The Vendor shall only proceed with the work upon receipt of a Notice to Proceed.
The proposer certifies that it has:
1. Examined and is fully familiar with all the provisions of the RFP Documents and any addenda thereto:
2. Satisfied itself as to the requirements of the Contract, the nature and location of the work, the general and local conditions to be encountered in performance of the work, and all other matters that can in any way affect the Work and/or the cost thereof.
3. Examined the experience, skill and certification requirements in Scope of Services and that the entities performing the work can fulfill the specified requirements; and
4. Carefully reviewed the accuracy of all statements and figures shown in the Proposal and attachment hereto.
Therefore, the undersigned hereby agrees that the City of Montebello will not be responsible for any errors or omissions in the Proposal.
The proposer further certifies that:
1. The only persons, firms, corporations, joint ventures/partnerships, and/or other parties interested in the Proposal as principals are those listed as such in the Proposal Forms and that,
RFP No. 25-11
Montebello Bus Lines 40
2. The Proposal has been prepared without collusion with any other person, firm, corporation, joint venture/partnership, and/or other party.
The undersigned acknowledges receipt, understanding and full consideration of the following addenda to the Proposal Documents:
Addenda No(s)
Dated Dated
Dated Dated
Dated Dated
Failure to acknowledge receipt of all addenda may cause the Proposal to be considered non-responsive to the solicitation. Acknowledged receipt of each addendum must be clearly established and included with the Proposal /offer.
Proposer’s Name
Business Address
Contact Person
Email Address
Phone
Fax
Signature of Authorized Official Signature of Authorized Official
Typed or Printed Name Typed or Printed Name
Title Title
RFP No. 25-11
Montebello Bus Lines 41
Date Date
(Joint ventures/partnerships are to provide a signed copy of their agreement with their Proposal.) For proposals requiring licenses the following information is required:
Vendor’s License No.
Expiration Date:
License Classification:
RFP No. 25-11
Montebello Bus Lines 42
EXHIBIT A
INDEMNIFICATION AND HOLD HARMLESS AGREEMENT AND WAIVER OF SUBROGATION AND CONTRIBUTION Contract/Agreement/License/Permit No. or description: RFP No.25-11, METROLINK RAIL FEEDER SHUTTLE SERVICE Indemnitor(s): __________________________________________________ (List all names)
To the fullest extent permitted by law, Indemnitor hereby agrees, at its sole cost and expense, to protect, indemnify, and hold harmless the City of Montebello and its elected officials, officers, attorneys, agents, employees, designated volunteers, successors, and assigns (collectively “Indemnitees”) from and against any and all damages, costs, expenses, liabilities, claims, demands, causes of action, proceedings, expenses, judgments, penalties, liens, and losses of any nature whatsoever, including fees of accountants, attorneys, or other professionals and all costs associated therewith (collectively “Liabilities”), resulting from any wrongful or negligent act, failure to act, error, or omission of Indemnitor or any of its officers, agents, servants, employees, subvendors, material men, suppliers or their officers, agents, servants or employees, arising or claimed to arise, directly or indirectly, out of, in connection with, resulting from, or related to the above-referenced: RFP No. 25-11 METROLINK RAIL FEEDER SHUTTLE SERVICE (the “Waiver”) or the performance or failure to perform any term, provision, covenant, or condition of the Waiver, including this indemnity provision. This indemnity provision is effective regardless of any prior, concurrent, or subsequent passive negligence by Indemnitees and shall operate to fully indemnify Indemnitees against any such negligence. This indemnity provision shall survive the termination of the Waiver and is in addition to any other rights or remedies which Indemnitees may have under the law. Payment is not required as a condition precedent to an Indemnitee’s right to recover under this indemnity provision, and an entry of judgment against the Indemnitor shall be conclusive in favor of the Indemnitee’s right to recover under this indemnity provision. Indemnitor shall pay Indemnitees for any attorney’s fees and costs incurred in enforcing this indemnification provision. Notwithstanding the foregoing, nothing in this instrument shall be construed to encompass (a) Indemnitees’ active negligence or willful misconduct to the limited extent that the underlying agreement is subject to Civil Code § 2782(a), or (b) the contracting public agency’s active negligence to the limited extent that the underlying agreement is subject to Civil Code § 2782(b). This indemnity is effective without reference to the existence or applicability of any insurance coverages which may have been required under the Waiver or any additional insured endorsements which may extend to Indemnitees.
City agrees to promptly inform Indemnitor in writing of any claim that City believes to be subject to this Waiver.
Indemnitor, on behalf of itself and all parties claiming under or through it, hereby waives all rights of subrogation and contribution against the Indemnitees, while acting within the scope of their duties, from all claims, losses and liabilities arising out of or incident to activities or operations performed by or on behalf of the Indemnitor regardless of any prior, concurrent, or subsequent non-active negligence by the Indemnitees.
In the event there is more than one person or entity named in the Waiver as an Indemnitor, then all obligations, liabilities, covenants and conditions under this instrument shall be joint and several. “Indemnitor”
Name: __________________________________________________Name:____________________________________ (Print) (Print)
By: _________________________________________________By: _________________________________________ (Signature) (Signature)
Title: ______________________________________________Title: _______________________________________ Date: ________________________________________________Date: ________________________________________
RFP No. 25-11
Montebello Bus Lines 43
EXHIBIT B
REFERENCES
List at Least Three (3) Professional References:
1 Project City/Agency/Other:
Person of Contact:
Phone Number:
E-mail Address:
Address:
City, State, Zip Code:
Description of Contract (Please
include contract value, award
date, term of contract, and
description of work):
Contract Value: $
Award Date:
Term of Contract:
Description of Work:
2 Project City/Agency/Other:
Person of Contact:
Phone Number:
E-mail Address:
Address:
City, State, Zip Code:
Description of Contract (Please
include contract value, award
date, term of contract, and
description of work):
Contract Value: $
Award Date:
Term of Contract:
Description of Work:
3 Project City/Agency/Other:
Person of Contact:
Phone Number:
E-mail Address:
Address:
City, State, Zip Code:
Description of Contract (Please
include contract value, award
date, term of contract, and
description of work):
Contract Value: $
Award Date:
Term of Contract:
Description of Work:
RFP No. 25-11
Montebello Bus Lines 44
EXHIBIT C
INSURANCE
The Proposal shall include a statement that the insurance requirements set forth in the contract documents can be obtained and will be carried without reservation or exclusion should Proposer be awarded a contract pursuant to this RFP.
The successful Proposer shall at all times during the term of the awarded Agreement, carry, maintain, and keep in force and effect, with an insurance company admitted to do business in California, rated “A” or better in the most recent A.M. Best’s Insurance Rating Guide, and approved by the CITY, a policy or policies of:
A. Commercial General Liability Insurance using Insurance Services Office Commercial General Liability form CG 00 O1 or the exact equivalent. 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.
Limits shall be no less than $2,000,000 per occurrence for all covered losses and the general aggregate limit shall be twice the required occurrence limit.
B. Business Auto Coverage on ISO Business Auto Coverage form CA 00 O1 including symbol 1 (Any Auto) or the exact equivalent. Limits shall be no less than $1,000,000 per accident, combined single limit. If Vendor owns no vehicles, this requirement may be satisfied by a non-owned auto endorsement to the general liability policy described in the preceding subsection. If Vendor or Vendor’s employees will use personal autos in any way on this project, Vendor shall provide evidence of personal auto liability coverage for each such person.
C. Workers' Compensation insurance 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.
D. Professional Liability or Errors and Omissions Insurance as appropriate to the profession, written on a policy form coverage specifically designed to protect against acts, errors or omissions of the Vendor and "Covered Professional Services" as designated in the policy must specifically include work performed under this Agreement. The policy limit shall be not less than $2,000,000 per claim and in the aggregate. The policy must "pay on behalf of' the insured and must include a provision establishing the insurer's duty to defend. The policy retroactive date shall be on or before the effective date of this Agreement. City, its officers, employees, attorneys, and designated volunteers shall be named as additional insured on the policy, or policies, as to commercial general liability bodily injury and property damage coverages and automobile coverages with respect to liability arising out of successful Proposer’s work under this Agreement.
E. 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,
RFP No. 25-11
Montebello Bus Lines 45 return receipt requested, addressed to "Risk Manager," City of Montebello, 1600 West Beverly Boulevard, Montebello, California, 90640. Vendor agrees that it will not cancel, reduce or otherwise modify said insurance coverage.
F. Vendor 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".
RFP No. 25-11
Montebello Bus Lines 46
EXHIBIT D
RFP No. 25-11
METROLINK RAIL FEEDER SHUTTLE SERVICE
COST PROPOSAL SHEET
In accordance with the Request for Proposal issued by the City of Montebello Transportation Department (hereinafter referred to as “Vendor/Proposer), the undersigned proposing company hereby agrees to furnish all necessary labor, materials and incidentals required for the above stated contract as set forth in the Scope of Work and any addenda thereto, and to perform all work in the manner and time prescribed therein. Please provide a description of a products proven equal as well as additional costs/fees below.
List other costs/fees:
Description Cost/Fees
Quantity Description of Work Cost of Needs
Lump sum METROLINK RAIL FEEDER SHUTTLE SERVICE $
$
$
$
$
$
$
TOTAL $
RFP No. 25-11
Montebello Bus Lines 47 Contact Information:
Name & Job Title:
Business Name:
Address:
City, State, Zip Code:
Phone Number:
E-mail Address:
Authorized
Signature: Date:
RFP No. 25-11
Montebello Bus Lines 48
EXHIBIT E
STATEMENT OF
DISADVANTAGED BUSINESS ENTERPRISE PARTICIPATION
This proposal provides for the following Disadvantaged Business Enterprise participation:
Disadvantaged Business Enterprise
Current DBE Certification? Yes* *No
*(If "Yes," attach copy of current Letter of Certification and copy of current Statement of Personal Net Worth.)
Firm Name
Address
Phone Number
Type of Business
Total $
% of Total Contract
Signature: Date:
RFP No. 25-11
Montebello Bus Lines 49
EXHIBIT F
Bidder’s List of Subvendors (DBE and Non-DBE)
Part I
The bidder shall list all subvendors (both DBE and non-DBE) in accordance with Section 2-1.054 the Standard Specification and per Title 49, Section 26.11 of the Code of Federal Regulations. This listing is required in addition to listing DBE Subvendors elsewhere in the proposal. Photocopy this form for additional firms.
Firm Name/
Address/
City, State, ZIP
Phone/
Fax Annual Gross
Receipts
Description of Portion of Work to be
Performed
Local Agency Use Only
(Certified DBE?)
< $1 million YESName
< $5 million NO
Phone
< $10 million If YES list DBE #:Address
< $15 million
> $15 million Age of Firm (Yrs.)City State ZIP
Fax
< $1 million YESName
< $5 million NO
Phone
< $10 million If YES list DBE #:Address
< $15 million
> $15 million Age of Firm (Yrs.)City State ZIP
Fax
< $1 million YESName
< $5 million NO
Phone
< $10 million If YES list DBE #:Address
< $15 million
> $15 million Age of Firm (Yrs.)City State ZIP
Fax
RFP No. 25-11
Montebello Bus Lines 50 Part II
The bidder shall list all subvendors who provided a quote or bid but were not selected to participate as a subvendor on this project. This is required for compliance with Title 49, Section 26 of the Code of Federal Regulations. Photocopy this form for additional firms.
Firm Name/
Address/
City, State, ZIP
Phone/
Fax Annual Gross Receipts Description of Portion of Work to be Performed
Local Agency
Use Only
(Certified DBE?)
< $1 million YESName
< $5 million NO
Phone
< $10 million If YES list DBE #:Address
< $15 million
> $15 million Age of Firm
(Yrs.)
City State ZIP
Fax
< $1 million YESName
< $5 million NO
Phone
< $10 million If YES list DBE #:Address
< $15 million
> $15 million Age of Firm
(Yrs.)
City State ZIP
Fax
RFP No. 25-11
Montebello Bus Lines 51
EXHIBIT G
CERTIFICATION REGARDING DEBARMENT, SUSPENSION AND OTHER RESPONSIBILITY MATTERS -
PRIMARY COVERED TRANSACTIONS
The certifies to the best of it’s
(Firm Name/ Principle)
knowledge and belief, that it and its principals:
1. Are not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from covered transactions by any Federal department or agency:
2. Have not within a three-year period preceding this proposal been convicted of or had a civil judgment rendered against them for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public (Federal, State or Local) transaction or contract under a public transaction; violation of Federal or State antitrust statutes or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements or receiving stolen property;
3. Are not presently indicted for or otherwise criminally or civilly charged by a government entity (Federal, State or local) with commission of any of the offenses enumerated in paragraph (2) of this certification; and
4. Have not within a three-year period preceding this application/proposal had one or more public transactions (Federal, State or local) terminated for cause of default.
If unable to certify to any of the statements in this certification, the participant shall attach an explanation to this certification.
THE PRIMARY PARTICIPANT_______________________________________________________ CERTIFIES (Firm Name/Principal)
OR AFFIRMS THE TRUTHFULNESS AND ACCURACY OF THE CONTENTS OF THE STATEMENTS SUBMITTED ON OR WITH THIS CERTIFICATION AND UNDERSTANDS THAT THE PROVISIONS OF 31 U.S.C. SECTIONS 3801 ET SEQ. ARE APPLICABLE THERETO.
Signature and Title of Authorized Official
The undersigned chief legal counsel for the _____________________________________ hereby certifies that the ____________________________________ has authority under State and Local law to comply with the subject assurances that the certification above has been legally made.
Signature of Attorney Date
RFP No. 25-12
Montebello Bus Lines
62 EXHIBIT H
PERFORMANCE GUARANTEE CERTIFICATION
The undersigned hereby certifies that the Vendor shall provide a Performance Guarantee in accordance with Specifications.
Designate below which form of Performance Guarantee shall be provided:
Performance Bond
Irrevocable Stand-By-Letter of Credit
Vendor’s Name:
Authorized Signature:
Title:
Date:
RFP No. 25-11
Montebello Bus Lines 53
EXHIBIT I
PERFORMANCE BOND
KNOW ALL MEN BY THESE PRESENTS: that
(Insert full name and address and legal title of Vendor) as Principal, hereinafter called Vendor, and,
(Insert full name and address or legal title of Surety) as Surety, hereinafter called Authority, in the amount of $_____________ for the payment whereof Vendor and Surety bind themselves, their heirs, executers, administrators, successors and assigns, jointly and severally, firmly by these presents.
WHEREAS, Vendor has by written agreement dated _______________________, 20____, entered into a contract with the City for Contract No.__________________, which contract is by reference made a part hereof, and is hereinafter referred to as the “Contract”.
NOW, THEREFORE, THE CONDITION OF THIS OBLIGATION is such that, if Vendor shall promptly and faithfully perform said Contract, then this obligation shall be null and void; otherwise it shall remain in full force and effect.
The Surety hereby waives notice of any alteration or extension of time made by the City.
Whenever Vendor shall be, and is declared by the City to be in default under the Contract, the City having performed City’s obligations thereunder, the Surety may promptly remedy the default, or shall promptly
1. Complete the Contract in accordance with it terms and conditions, or
2. Obtain a bid or bids for completing the Contract in accordance with its terms and conditions, and upon determination by Surety of the lowest responsible bidder, or, if the City elects, upon determination by the City and the Surety jointly of the lowest responsible bidder, arrange for a contract between such bidder and the Authority, and make available as Work progresses (even though there should be a default or a succession of defaults under the contract or contracts of completion arranged under this paragraph) sufficient funds to pay the cost of completion less the balance of the contract price; but not exceeding, the amount set forth in the first paragraph hereof.
The term "balance of the contract price," as used in this paragraph, shall mean the total amount payable by the City to Vendor under the Contract and any amendments thereto, less the amount properly paid by the City to Vendor.
Any suit under this bond must be instituted before the expiration of two (2) years from the date on which final payment under the Contract falls.
No right of action shall accrue on this bond to or for the use of any person or corporation other than the RECIPIENT or the heirs, executors, administrators or successors of the City.
RFP No. 25-11
Montebello Bus Lines 54 Signed and sealed this ____________________ day of 20____.
WITNESS PRINCIPLE
(SEAL)
(TITLE)
WITNESS SURETY
(SEAL)
(TITLE)
Attach hereto proof of authority of officers or agents to sign bond.
RFP No. 25-11
Montebello Bus Lines 55
EXHIBIT J
IRREVOCABLE STANDBY LETTER OF CREDIT CERTIFICATE
The undersigned states that he/she is of the of the
(Title)
(The “Beneficiary”) and hereby
(Name of Beneficiary)
Certifies on behalf of the Beneficiary to (the "Bank), with (Name of Issuing Bank)
Reference to Irrevocable Standby Letter of Credit No. Issued by the Bank (the "Letter of Credit"), that:
1. The undersigned is duly authorized to execute and deliver this certificate on behalf of the Beneficiary.
2. The Beneficiary is making a drawing under the Letter of Credit.
3. An Event of Default has occurred under Contract No.
4. The amount of the draft presented with this certificate does not exceed the total maximum amount drawable today under the Letter of Credit as provided therein.
IN WITNESS WHEREOF, this certificate is executed this __________________ day of_____, 20____.
NAME OF BENEFICIARY
By:
Its:
RFP No. 25-11
Montebello Bus Lines 56
EXHIBIT K
Bank Draft
FOR VALUE RECEIVED
Pay on the presentment to the sum of
(Name of Beneficiary) Dollars ($)
Charge to the Account of Irrevocable Standby Letter of
(Name of Issuing Bank)
Credit No. Dated:
To
(Name of Issuing Bank)
NAME OF BENEFICIARY
By
Its
RFP No. 25-11
Montebello Bus Lines 57 [THIS PAGE WAS INTENTIONALLY LEFT BLANK]
RFP No. 25-11
Montebello Bus Lines 58
APPENDICES
Appendix A: Cost Proposal
Appendix B: Metrolink Train Service Schedule
Appendix C: Annual Service Miles and Passenger Count
Appendix A RFP No. 25-11 Montebello Bus Lines 59 Cost Proposal
This form identifies the key cost components for the operation of this service. This cost information will be used in the evaluation of proposals (Section 4.1C4).
The initial term of this agreement shall be for three (3) years with an option for two (2) annual renewals of one (1) year each; upon mutual consent of the parties (Ref Section 3.7). Cost evaluation will be based upon the first three (3) years. 5 Vehicles X 6 hours per day X 261 days per year = 7650 hours per year Year 1 Year 2 Year 3 Year 4 Year 5
1. Estimated
Annual Hours7650 7650 7650 7650 7650
2. Hourly Rate
TOTAL
Annual Cost
(1X2)
OPTIONAL – ADDITIONAL HOURS
Year 1 Year 2 Year 3 Year 4 Year 5
Regular Hourly
Rate
Overtime Hourly
Rate
Name of Company:
Address:
City: State:
Zip Code: Phone:
Email:
Appendix A RFP No. 25-11 Montebello Bus Lines 60 Submitted By:
Printed Name:
Title:
Signature:
Date:
Appendix B RFP No. 25-11 Montebello Bus Lines 61 Metrolink Train Service Schedule 2024
Riverside to Los Angeles – Monday through Friday
Train #1 #2 #3 #4
401 403 405 407
Arrival Times am am am am
Montebello/Commerce 3:54 4:54 5:54 6:54
Los Angeles to Riverside – Monday through Friday
Train #1 #2 #3 #4
410 412 414 416
Departure Times pm pm pm pm
Montebello/Commerce 5:06 6:06 7:06 8:06
Appendix C RFP No. 25-11 Montebello Bus Lines 62 Annual Service Miles and Passenger Count
FY 24/25
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Total
Passengers
1,433 1,622 1,488 1,677 1,465 1,173 1,537 1,535 1,584 1,712 1,732 1,553 Vehicle Service
Miles 2,711 2,718 2,445 2,381 2,403 1,853 2,551 2,502 2,584 2,619 2,831 2,420 Vehicle Service
Hours 354 404 349 405 361 264 368 343 345 303 387 352
FY 23/24
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Total
Passengers
1,227 1872 1,717 1,646 1,776 1.553 1,533 1,595 1,642 1,576 1,604 1,554 Vehicle Service
Miles 1,268 2,858 2,683 2,618 2,812 2,343 2,710 2,534 2,904 2,570 2,757 2,744 Vehicle Service
Hours 143 348 387 317 353 300 322 329 412 345 369 397
Parking Company of America
Response to the
City of Montebello
Metrolink Rail Feeder Shuttle Service RFP #25-11
July 31, 2025
ATTACHMENT C
2 parkpca.com
Table of Contents
Proposal Checklist ............................................................................................................................................. 3 Letter of Transmittal ............................................................................................................................................. 4 Cover Letter .......................................................................................................................................................... 7 Project Management Plan ................................................................................................................................ 8 Operator and Support Personnel Training ..................................................................................................... 8 Customer Service Training ............................................................................................................................... 13 Ongoing Safety Program And Training ......................................................................................................... 15 Proposed Project Team ...................................................................................................................................... 19 Qualifications and Experience ...................................................................................................................... 22 Technical Approach ....................................................................................................................................... 25 Work Plan ......................................................................................................................................................... 25 Staffing Plan .................................................................................................................................................... 29 Reporting and Data Collection .................................................................................................................. 29 Accounting Procedure ................................................................................................................................ 31 Appendix ............................................................................................................................................................ 32 Resumes ......................................................................................................................................................... 33
3 parkpca.com
PROPOSAL CHECKLIST
4 parkpca.com
LETTER OF TRANSMITTAL
RFP No. 25-11
Montebello Bus Lines 39 SECTION 7 - FORMS AND CERTIFICATIONS
LETTER OF TRANSMITTAL
CITY OF MONTEBELLO
Transportation Department
SUBJECT: REQUEST FOR PROPOSAL NO. 25-11
METROLINK RAIL FEEDER SHUTTLE SERVICE
In response to the subject Request for Proposal (“RFP”) and in accordance with the accompanying Instructions to proposers, the proposer hereby commits to the City of Montebello to perform the work in accordance with the provisions in the proposal Level Contract Documents and any addenda thereto and at the prices stated in the Revenue Price Sheet, which will be included and made a part of any subsequent agreement.
The proposer agrees that the proposal constitutes a firm offer that cannot be withdrawn for ninety (90) calendar days from the Proposal opening or until the Contract for the work is fully executed between the City and a third party, whichever is earlier.
If awarded a contract, the Proposer agrees to execute an agreement and deliver it to the City of Montebello within seven (7) calendar days after receiving a Letter of Award together with the necessary certificates of insurance and any applicable performance or payment bonds. The Vendor shall only proceed with the work upon receipt of a Notice to Proceed.
The proposer certifies that it has:
1. Examined and is fully familiar with all the provisions of the RFP Documents and any addenda thereto:
2. Satisfied itself as to the requirements of the Contract, the nature and location of the work, the general and local conditions to be encountered in performance of the work, and all other matters that can in any way affect the Work and/or the cost thereof.
3. Examined the experience, skill and certification requirements in Scope of Services and that the entities performing the work can fulfill the specified requirements; and
4. Carefully reviewed the accuracy of all statements and figures shown in the Proposal and attachment hereto.
Therefore, the undersigned hereby agrees that the City of Montebello will not be responsible for any errors or omissions in the Proposal.
The proposer further certifies that:
1. The only persons, firms, corporations, joint ventures/partnerships, and/or other parties interested in the Proposal as principals are those listed as such in the Proposal Forms and that,
5 parkpca.com
RFP No. 25-11
Montebello Bus Lines 40
2. The Proposal has been prepared without collusion with any other person, firm, corporation, joint venture/partnership, and/or other party.
The undersigned acknowledges receipt, understanding and full consideration of the following addenda to the Proposal Documents:
Addenda No(s)
Dated Dated
Dated Dated
Dated Dated
Failure to acknowledge receipt of all addenda may cause the Proposal to be considered non-responsive to the solicitation. Acknowledged receipt of each addendum must be clearly established and included with the Proposal /offer.
Proposer’s Name
Business Address
Contact Person
Email Address
Phone
Fax
Signature of Authorized Official Signature of Authorized Official
Typed or Printed Name Typed or Printed Name
Title Title
Parking Company of America (PCAM, LLC)
3165 Garfield Ave. Los Angeles, CA 90040
Joseph "Pep" Valdes
[email protected]
562 862-2118
213 622-9007
Joseph "Pep" Valdes
Executive Vice President
1 7/16/25
2 7/24/25
6 parkpca.com
RFP No. 25-11
Montebello Bus Lines 41
Date Date
(Joint ventures/partnerships are to provide a signed copy of their agreement with their Proposal.) For proposals requiring licenses the following information is required:
Vendor’s License No.
Expiration Date:
License Classification:
7/31/25
7 parkpca.com7parkpca.com
City of Montebello
Yessica Carrasco-Garcia, Management Analyst
400 S. Taylor Ave.
Montebello, CA 90640
July 31, 2025
To Ms. Carrasco-Garcia,
Parking Company of America (PCA) is thrilled to present a proposal to continue to manage the Metrolink Rail Feeder Shuttle Service for the City of Montebello (the City). As the incumbent provider of this service, PCA brings deep operational familiarity, trusted relationships, and a proven track record of meeting the City’s expectations. We have successfully operated the Montebello Link shuttle program with a focus on reliability, customer satisfaction, and responsive service delivery since 1997.
Established in 1964, PCA is a 100% certified minority-owned and one-third woman owned company with over 60 years of transportation and parking management experience providing a wide range of services to clients in both the public and private sectors, including but not limited to municipalities (including transportation and parking management/valet parking services for multiple municipalities in California), educational institutions, the healthcare industry, commercial real estate entities, hospitality industry, and movie/ entertainment industry.
As you will see described in this proposal, PCA has a history of successfully operating transportation contracts with public agencies, including Fixed Route, Dial-A-Ride, Non-Emergency Medical Transportation and reservation driven systems. Other municipal contracts have included private individual pickups (including door-to-door and curb-to-curb service), charter operations, and general mass transit services. The vehicles have ranged from full-sized, 56-seat buses to small minivans with wheelchair ramps, using both PCA-owned vehicles as well as customer-owned vehicles. PCA’s experience in transportation is also well supported by decades of working with institutions, shopping centers, municipalities and private clients.
Our esteemed executive team, with more than 200 combined years of industry management experience, together with our premier personnel training model, distinguishes us as an industry leader.
PCA prides itself on our unparalleled customer service levels, which is evidenced by our extensive list of long-term clients and frequent positive customer feedback. PCA’s services continue to reflect our vision to become an extension of our clients’ vision and mission, along with incorporating our expertise, creating the ultimate transportation experience.
Enclosed within this proposal, you will find:
• Information about our authorized representatives
• A detailed summary of our qualifications
• Our understanding of the responsibilities outlined in the RFP • Our proposed cost structure.
We appreciate the opportunity to submit this proposal and look forward to continuing to work with the City of Montebello.
Sincerely,
Pep Valdes
PCAM, LLC, Executive Vice President
Phone: 888-220-1282 ext. 210 | Email: [email protected] 3165 Garfield Avenue Commerce, CA 90040
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PROJECT MANAGEMENT PLAN
PCA is proud to present a proposal rooted in proven performance, operational excellence, and extensive local knowledge. Our team has successfully operated transit services supporting the City of Montebello and surrounding areas for several years. We understand not only the logistical standards required for this contract, but also the nuanced needs of the passengers, city partners, and the unique geographical considerations of the region.
Our current operations support the daily transportation of passengers from the Montebello/Commerce Metrolink Station to their workplaces during morning shifts and provide timely return service in the afternoon. The proximity of our operations yard—approximately 1.5 miles from the Metrolink station— enables us to deploy vehicles quickly and respond to real-time service needs or contingencies.
Vehicle Preparation and Service Start
Each day, our drivers begin their shift by conducting a full vehicle inspection at least one hour prior to the first scheduled pickup. This proactive approach ensures the highest level of safety and readiness.
Vehicles are inspected for mechanical reliability, cleanliness, ADA compliance, and all City and CHP requirements.
Route Familiarity and Operational Consistency
Our drivers are not only professionally licensed and trained, but also deeply familiar with the specific routes, passenger schedules, worksite locations, and traffic patterns. Most of our operators have been assigned to these routes long-term, resulting in strong relationships with passengers and a precise understanding of the streets, timing, and logistical adjustments required for efficient service.
Supervisory staff and managers are equally engaged in the daily operations, maintaining oversight on route performance, responding to service issues in real time, and supporting continuous improvement.
Our operations team regularly reviews on-time performance, customer service feedback, and route efficiency to ensure consistent adherence to contract requirements and the highest standard of public service.
Commitment to Quality and Compliance
PCA operates with full compliance to all relevant safety and regulatory standards, including CHP inspections, DOT requirements, and ADA guidelines. Our management team ensures that all operations remain aligned with the Scope of Work, including service quality, vehicle readiness, and rider satisfaction.
We are committed to maintaining open communication with the City and adapting to changes or expansions in service as needed.
PCA is committed to meeting or exceeding all performance standards set forth in the RFP and acknowledges the City’s right to assess penalties for non-compliance as outlined in the agreement.
Operator and Support Personnel Training
PCA has carefully reviewed and is fully prepared to meet the training and retraining requirements specified in the scope of work. As the incumbent provider, PCA has already developed and implemented training processes tailored specifically to the Montebello Link service. More detailed information about our Training program can be found below.
• Company Employee manual distributed and explained
• Customer relations training
• Safety Procedures of Location (specific to each individual location) • Harassment Prevention training
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• Understanding and completing reports
• Passenger relations: general service, accommodate special needs, sensitivity training. • Safety (video and lecture): review vehicle specs, defensive driving, ADA equipment, passenger safety, driver safety, traffic laws and regulations
• Understanding and completing reports
• Proficiency Testing (where applicable)
• Assignment
• Familiarize attendants with the facility.
• Training: Equipment used, record keeping, cash management procedures, deposits, and ticket transactions.
• Understand and complete reports specific to the needs of the contracting authority.
Ongoing Training
• Monthly safety meetings (sample topics include avoiding slips and falls, heat exhaustion and heatstroke, and other safety protocols and best practices) • Questions from employees
• Open forum for employees and managers to discuss productivity improvement.
Evaluation
• 6-month probationary period for new hires measuring overall efficiency based on all of the criteria above
• Annual evaluation of all employees by Project Supervisor encompassing Efficiency, Safety, Customer Relations, and Attendance Customer Service Training
Driver Training And Retraining
When it comes to training and retraining our driving personnel, our Project Manager and human resources department are very hands on throughout the entire process. Specific types of training and retraining may include, but not be limited to:
• All Drivers completing a General Training Course and a Defensive Driving Course with PCA- appointed certified trainer.
• General Transportation Safety procedures, detecting unsafe conditions and the use of equipment (e.g., two-way radios); incident reporting, general record keeping, and assisting elderly and disabled customers when applicable.
• Drivers’ Safety
• Drivers’ Maneuverability Field Test
• Ensuring safe vehicle operation in heavily congested areas. • General Maneuverability in confined areas
• Route training (i.e., strict adherence to designated shuttle routes) • GPS technology
The Project Manager will monitor and evaluate employee performance. On-site training will also require a supervisor or trainer to ride with the operators in order to monitor their proficiency and ability to provide additional assistance as required.
Additional training will focus on customer relations, daily vehicle safety and operational checklist items and other operational aspects as required. Drivers undergo a safety and performance test semi-annually and additional training is offered for improving general performance or as necessary for company advancement.
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To maintain excellent service, PCA also requires employees to attend continued training in customer relations, operational procedures, and safety regularly as a condition of employment. The Transportation Management team maintains files of all training records at the office performing contract support functions. All records will be made available for inspection whenever desired by the City’s representatives.
The driver training process follows the following outline (60-80 Hours – Depending on Experience):
1. Orientation:
All employees are required to attend a formal orientation in order to ensure a high degree of courteousness and to ensure that efficient service is carried out for each project. Personal and professional characteristics such as politeness, safety, reliability, and a sense of urgency are emphasized to employees as a key part of their job. Company training stresses the importance of teamwork, which in transportation operations means cooperation by all employees to deliver the best service possible and the need for employees to respect and help each other at all times.
2. Review Various Vehicle Specifications:
• Brakes
• Steering
• Drive train
• Suspension
• Lights
• Doors
• Seating
• Heating and air conditioning
• Emergency equipment
• Communication/navigation equipment
3. Pre- and Post-Trip Inspections:
• Proper form completion
• A standardized step-by-step inspection Process
• Follow through when problems are identified
4. Defensive Driving:
• Explain time/distance ratios of large vehicles at various speeds • Braking and acceleration
• Apply gradual increases in pressure according to estimated time/distance ratio • Faster for more distance
• Slower for less distance
• Apply increases in acceleration, according to estimated time/distance ratio • Use of mirrors and signals
• Adjust speed and handling to actual conditions during daytime or nighttime, Inclement weather (rain, snow), or Emergency conditions such as earthquake, power failure, severe storms and flooding, etc.
5. Safety and Accident Procedures:
Passenger Safety
• Verify all passengers are seated or holding handrails
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• Keep passengers out of stairwells during vehicle operation • Drive 5-10 mph below speed limit when vehicle is overcrowded • Stop, turn off engine, and apply emergency brake immediately after the accident/incident occurs • Approach individual(s) professionally and courteous
• Avoid raising voice
• Inform individual(s) that they must leave the vehicle and why • Give information on filing a response to their ejection if requested • Escort individual(s) off the bus
• Ensure other passengers remain still (seated or standing) and calm • Call for security if individual(s) refuse cooperation Personal Driver Safety Habits
• Start every shift rested and fed
• ABSOLUTELY no alcohol use at least 8 hours before starting shift • ABSOLUTELY no illegal drug use at any time
• Take only appropriate dosage of prescription medication, ensure there are no adverse side effects that may affect safety-sensitive job function(s).
• Provide written authorization from physician
• Certain prescription medications disallowed (antihistamines, codeine, etc.) • Verify driver licensing and medical cards
Traffic Rules and Regulations
• Speed limits
• Posted conditions
• Procedures during emergency conditions
• Follow directions of law enforcement or other public safety authorities as required Accident Procedures
• Call for emergency medical assistance if any bodily injury occurs • Notify PCA and the contracting authority if any accident occurs immediately after • Remain accessible for interviews regarding accident
• Complete all forms, reports, or other documentation required by PCA and the contracting authority on the same day of the accident
• Driver escorted by manager for drug and alcohol testing Route Familiarity
Our drivers first gain route familiarization through a structured training process designed to ensure they are well-prepared to assist riders effectively. Initially, they study the route and specific driving conditions, gaining a detailed understanding of the path they will be navigating. To reinforce this knowledge, employees spend five days riding the designated route with a Field Supervisor or Lead Driver. This hands-on experience allows them to observe and learn the intricacies of the route firsthand. During this period, they also familiarize themselves with connecting destinations and other points of interest that are important to riders, such as schools, shopping centers, and hospitals. This comprehensive approach ensures our employees are well-equipped to provide accurate and helpful information, enhancing the overall passenger experience.
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Rapport with Passengers
PCA drivers understand the importance of greeting passengers warmly, using friendly phrases such as “hello,” “how are you,” or “welcome aboard.” We emphasize the necessity of being knowledgeable about routes, schedules, and key destinations to provide accurate and helpful information. This ensures that our employees can assist passengers in navigating the system efficiently and reaching critical locations like shopping centers and hospitals.
Furthermore, our program trains drivers to engage in friendly small talk at stops, fostering a welcoming and positive environment. These interactions not only enhance the passenger experience but also provide valuable insights into customer needs, enabling more personalized service. We also stress the importance of a pleasant farewell, encouraging employees to thank passengers for their patronage, wish them a nice day, and leave them with a smile.
Our drivers apply their comprehensive knowledge of routes to better serve customers, ensuring punctuality even amidst varying traffic conditions. They are skilled in anticipating and organizing time to accommodate special drop requests effectively. By reviewing reports to determine peak hour demand, they can judge traffic levels accurately and make informed decisions to maintain efficiency. Employees consistently adhere to speed limits, prioritizing safety while staying on schedule. Additionally, they provide physical assistance when necessary, including operating ADA equipment to assist handicapped passengers and offering support to elderly riders during boarding, seating, and departure. This ensures our team delivers reliable, considerate, and timely service to all passengers.
Lastly, employees practice patience and understanding, ensuring they are attuned to the unique needs of each passenger, especially seniors. They maintain a helpful and friendly demeanor at all times, reassuring passengers that they will make every extra effort to assist them. When actively listening to passengers’ needs and concerns, our drivers respond professionally and compassionately. They take the extra time to answer questions simply and thoroughly, ensuring that every passenger feels valued and well-informed.
By implementing these practices, our employees contribute to a higher level of customer satisfaction, which can lead to increased ridership and customer loyalty. This comprehensive approach demonstrates our commitment to exceptional service and positions us as a leader in customer-centric transportation solutions.
Drug And Alcohol Abuse Screening Policies
PCA is audited by LPM Consulting Inc. due to PCA being an FTA sub-grantee under the Los Angeles County Metropolitan Transportation Authority (LACMTA) Pass-through Program. Our goal is to ensure that we are always in compliance with the federal drug and alcohol testing rules -- 49 CFR Part 40, as amended (Procedures for Transportation Workplace Drug and Alcohol Testing Programs) and 49 CFR Part 655, as amended (Prevention of Alcohol Misuse and Prohibited Drug Use in Transit Operations).
All employees are required to undergo a pre-employment drug and alcohol test. Any new hire must have a verified negative test before performing any behind-the-wheel safety sensitive functions. The new hire is then to proceed to a two-hour substance abuse training session. Documentation of when safety sensitive functions begin will be documented and filed as well as the release of information form.
All employees conducting safety-sensitive job functions are placed on the random drug testing pool which is completed quarterly. PCA is concerned about the use of alcohol, illegal drugs, or controlled substances as it affects the workplace. Use of these substances, whether on or off the job, can detract from an employee’s work performance, efficiency, safety, and health, and therefore seriously impair the employee’s value to the Company. In addition, the use or possession of these substances on the job constitutes a potential danger to the welfare and safety of other employees and exposes the Company to the risks of property loss or damage, or injury to other persons. Furthermore, the use of prescription drugs and/or over-the- counter drugs also may affect an employee’s job performance and may seriously impair the employee’s value to the Company.
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PCA has in place comprehensive substance abuse screening policies for FTA (Federal Transit Administration) Accounts and FMCSA (Federal Motor Carrier Safety Administration) Accounts, in addition to company-wide Drug and Alcohol Policy. Copies of these policies are available upon request.
Attendance Policy
PCA’s staff is subject to following our corporate attendance policy, which will outline the accepted methods and timelines for items such as call-outs. All employees sign and acknowledge (during the new hire process) that they understand the policy and that they are expected to be punctual and regular in attendance. We ensure that they are all made aware that tardiness or absences can cause problems for their co-workers, management, and ultimately the location itself. PCA staff is expected to report to work as scheduled, on time, and prepared to start work. Employees also are expected to remain at work for their entire work schedule, except for meal periods or when required to leave on authorized Company business. The intent of our policy is to clearly define instances and events that can be categorized as attendance violations and to present the consequences and corrective action when attendance violations occur.
The policy itself defines and prescribes corrective action for three types of attendance occurrence: 1) Call offs 2) Tardiness 3) No Call-No Shows. A copy of the attendancy policy is available upon request.
Dispatcher Training
We utilize the Agent training system to help us to provide exceptional service and set PCA apart from other companies. PCA conducts a weeklong, in–house, safety and sensitivity training program conducted by our Supervisor.
These core fundamentals are the foundation of our call center training program and they include:
• Orientation to PCA Management’s policies and procedures. • Introduction to the area’s geography including trip generators (both origins and destinations) • Skills and etiquette for telephone, (and e-mail communications) • Information technology systems (ITS) training
• Understanding our customers (Sensitivity Training)
• Review of Driver’s Defensive Driving Skills (Agents must know what is expected of our drivers).
Upon completion of the core foundations training program, the agents will then be assigned to work alongside an experienced agent who will mentor them for a two-week period making sure the agent is comfortable and confident in their new role.
Customer Service Training
PCA understands that the transportation operations at the City are such that they require a considerable amount of interaction with the public. As such, PCA has identified programs that it uses as a certification process for our Project Managers (and any other preferred management team members) to utilize when training all new hires and re-training for any follow- up measures (customer complaints, concerns, etc.). These interactive programs take our designated management staff through a detailed process for resolving customer complaints and handling each customer’s needs, no matter how challenging or how different the environment may be.
Our PCA managers learn how to stay professional in emotional situations, beyond basic telephone courtesy and follow a consistent process to resolve complaints, conflicts, and emergency situations (emergency response, facility lockdowns [infant abductions, earthquake, etc.]). Most importantly, they are trained to discover how to truly engage customers and build enduring relationships. This valuable information can then be utilized to train and retrain staff on an as-needed basis.
PCA understands completely that the details of customer service can make all the difference, especially in a transportation or parking operation, as we are generally the first and last points of contact for a
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passenger. Following the proven guidelines as outlined in our programs will ensure that, at the end of the day, your customer’s emotional and practical needs are not only met but exceeded. Each issue solved will be with a positive, helpful attitude and done so in a manner meant to strengthen the relationship with our customers.
Sensitivity Training
PCA acknowledges that an extra layer of customer service sensitivity must be placed when dealing with individuals with disabilities and that maintaining an awareness of persons with disabilities is key for professional and everyday interaction. The following are some of the things PCA trains our staff to consider when interacting and providing services to individuals with disabilities:
• Always ask before you help, as people desire to be independent and treated with respect. • Be respectful about physical contact, and, again, always ask before making said contact. • Consider personal space.
• Think before you speak.
• Speak directly to the person (make eye contact whenever possible). • Don’t make assumptions.
• People are the best judge of what they can or cannot do personally. • A request for an accommodation is not out of line and should not be viewed as a complaint.
Complaint Procedures
PCA understands that at times, complaints will happen. PCA regards a complaint as an expression of dissatisfaction about our organization, our staff, our partners/clients, our contracted service providers or anyone else acting on our behalf. A complaint can be received verbally, by phone, by email, via our website, or in writing.
Procedure
The PCA employee who receives an email/written/phone or in-person complaint should: Write down the facts of the complaint, take the complainant’s name, address and telephone number, note down the relationship of the complainant to PCA, tell the complainant that we have a complaints procedure, tell the complainant what will happen next and how long it will take. Where appropriate, PCA shall ask the complainant to send a written account via email so that the complaint is recorded in the complainant’s own words.
Resolving Complaints
Stage One: The complaint will be formally acknowledged within 48 hours of receipt and will be provided to the appropriate manager for follow-up. An acknowledgment will confirm who is dealing with the complaint and when the complainant can expect a reply. In many cases, a complaint is best resolved by the person responsible for the issue being complained about. If the complaint has been received by that person, they should try to do so if possible and appropriate. If it has not already been resolved, an appropriate person (Director of Operations, Vice President of Operations, etc.) will investigate and take appropriate action within 5 working days. We may ask the member of staff who dealt with the complainant to reply to the complaint. We may also ask to meet the complainant to discuss and hopefully resolve the complaint.
This will be done within 5 days of the end of our investigation. At the very least, the employee in question who received the complaint shall receive a refresher training on the subject applicable to the concern.
Within 2 days of that meeting, we will write to the complainant to confirm what took place and any solutions agreed with you. If they do not want a meeting or it is not possible, we will send a detailed reply to the complaint. This will include suggestions for resolving the matter. This will be done within 5 days of completing our investigation.
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Escalation Process
Stage Two: If the complainant feels that the problem has not been satisfactorily resolved at Stage One, they can request that the complaint be further reviewed. At this stage, the complaint will be passed to the HR Director. The request for further review will be acknowledged within 48 hours of receiving it.
The acknowledgment will confirm who will deal with the case and when the complainant can expect a reply. The HR Director may investigate the facts of the case themselves or delegate a suitably senior- level person to do so. This may involve reviewing the case and speaking with the person who dealt with the complaint at Stage One. If the complaint relates to a specific person, they will be informed and given a further opportunity to respond. Stage 2 complaints will receive a definitive reply within 10 working days. The decision taken at this stage is final.
Continuous Improvement
PCA monitors and reviews the effectiveness of our complaints handling process to ensure that this continuously improves and that we learn from these complaints.
Ongoing Safety Program And Training
Employees receive a “safety briefing” on the first day in their position, which includes:
• Encouraging questions as they learn and face new situations • Explaining job duties in terms the individual can understand • Demonstrating all precautions and safe work practices for each job and explaining their importance • Explaining the need for protective equipment and dangers of not wearing it • Test the employee to verify he/she understands safety instructions and/or use of equipment Additional lessons may include use of:
• Fire extinguishers
• Lifting and moving heavy objects
• First-aid
• Cardiopulmonary resuscitation
• Natural disaster emergency procedures
PCA will periodically conduct unannounced checks on employees to verify safety preparedness and will schedule follow-up training sessions to foster honest dialogue among supervisors and workers. PCA Employees are trained to address situations where vandalism, rude behavior, violence, etc. occur as part of PCA’s initial and ongoing employee training. Employees will first contact their supervisor and apprise them of the incident. The Supervisor will direct the employee in the appropriate plan of action.
Above all, the safety of all will dictate the immediate solution to the problem. If outside assistance is needed, the Supervisor will coordinate the required response. Incidents and disturbances will be documented and a copy of the report will be forwarded to the City. PCA instructs all personnel to follow the instructions of police, fire, or any authorized official responsible for maintaining safety and order in an emergency. Such official instructions supersede any instructions given by the Project Manager or Supervisors.
ADA Equipment and Other Assistance to Persons with Disabilities:
• Proper areas for boarding and unloading passengers in wheelchairs • Review vehicle specs for lift-gates
• Review interior space for safe and convenient wheelchair placement • Proper use of lifts and tie-downs
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Specialized Training (when and where applicable)
• HIPAA
• EMTALA
• Emergency Response
• Health and Safety Annual Review
• Fire Safety
• Earthquake
• ADA Procedures
Facility Map Training
• DOT Compliance
• CHP Compliance
• Pre-Trip Inspections
• Road Safety Training – Behind the Wheel
• Wheelchair and Lift Procedures
• Defensive Driving
Incidents And Accidents
PCA implements procedures to handle all incidents, accidents or events that could possibly give rise to a claim for liability, thefts, vandalism, property damage, and customer complaints. Such procedure at a minimum will include:
• Inspection of vehicles on a regular basis, reporting any items of disrepair, inoperative and/or irregularities to the vehicles.
• Immediately upon occurrence, report any accident, incident, or event that can result in a claim.
PCA will provide a written report within 24 hours to the City. • Keep and maintain a log of all oral and written complaints received directly from the public. Logs will contain the following information:
1. Date
2. Nature of complaint
3. Copy of written complaints
4. What and when action was taken or why no action was taken • PCA will submit copies of complaints along with resolution within 10 days from receipt of the complaint to the City and forward copies of the logs on a monthly basis. • Have 24-hour emergency contact numbers posted (such as cell numbers and managers’ home numbers).
• Be able to resolve complaints relating to employee attitude, appearance, service, application of transportation policies, and other issues concerning the day-to-day operation of the transit services. PCA will forward any complaints outside the scope of service to the City within forty-eight (48) hours from receipt.
Vehicle Breakdowns
Every vehicle is equipped with 2-way radio communication and drivers are trained to contact the dispatch center immediately once a breakdown occurs. The following information is very imperative to be reported:
• Vehicle Number
• Address / Intersection of where vehicle is at the time of the breakdown
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• Detailed description of the problem if possible
• Dispatcher / Manager will dispatch mechanics immediately to the location • Dispatcher / Manager will dispatch spare vehicle immediately once they received the report from the driver.
• Management also will dispatch a tow truck if necessary To avoid the road safety risks associated with a breakdown, the following training is provided to the drivers for staying safe:
• Drivers will stop and park the vehicle in a safe place as far off the road as practical • Avoid stopping around blind corners, just over crests, on bridges or where roads are very narrow • Use hazard lights to warn other road users
• In poor light, activate the parking and emergency lights • Triangles must be placed on the road, front and back of vehicle • Drivers will not attempt to repair the vehicle
• If it is safe to do so, drivers and passengers will leave the vehicle and move behind a safety barrier if available. It is safer for the driver and passengers to keep away from the road and well clear of the vehicle, while waiting for help to arrive. If it is not safe to leave the vehicle, driver and passengers will stay in the vehicle and buckle up the seatbelt.
• Exit the vehicle if it’s safer for the driver and passengers to exit via the passenger side • Close the vehicle’s bonnet once help has been arranged. If other drivers see an open bonnet they may stop to render assistance which could further compromise everyone’s safety • Once the replacement vehicle arrives drivers will transfer passengers if is safe to do so and continue the route
Hazardous Conditions
PCA trains its drivers to know what constitutes unsafe road conditions and to use good judgment in operating their vehicles when such conditions occur. Accordingly, they follow these procedures:
• Drivers will notify the immediate supervisor as soon as possible if any adverse road conditions or other situations exist that potentially would interrupt scheduled service or provide a safety hazard. • The Supervisor or designated representative will notify the appropriate contracting office representative or other designated authority or local Police Department. • Schedule service will resume as soon as conditions permit.
Passenger Disturbances
Drivers are trained to address situations where vandalism, rude behavior, violence, etc. occur as part of PCA’s initial and ongoing employee training. Drivers will first contact their Supervisor and apprise them of the incident. The Supervisor will direct the driver in the appropriate plan of action. Above all, the safety of all of the passengers will dictate the immediate solution to the problem.
If outside assistance is needed, the Supervisor will coordinate the required response. Incidents and disturbances involving passengers will be documented and a copy of the report will be forwarded to the City.
Medical Assistance
PCA’s drivers will immediately contact their Supervisor upon discovery of an illness, injury, or accident involving a passenger. Supervisors will contact the appropriate authority as deemed necessary. Upon arriving at the scene, the Supervisor will complete a full report of the incident and submit a copy to the City as soon as possible.
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Accidents
Inside all vehicles are incident/accident forms. Employees are instructed to fill out all required documents, properly and completely, if an accident occurs. All drivers follow specified contract and PCA accident contact procedures and immediately contact:
• Local Security / Police Department
• Emergency fire, ambulance, or Police units
• Immediate supervisor
• Contracting Client’s designated representative
• PCA Corporate Office
Additionally, per federal regulations, after each incident, PCA’s Project Manager or Supervisor(s) shallescort the employee involved in the accident (as long as there is no injury requiring medical attention) to our nearest contracted medical clinic or facility for a post-accident drug and alcohol screening.
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PROPOSED PROJECT TEAM
The ability to seamlessly kick off operations with an experienced staff, coupled with our well-established management team, will ensure there are no obstacles to meeting the City’s service demands. PCA Executives and Project Managers pride themselves on accessibility, availability and quick problem- solving, and will be ready to assist the City and City Staff at any time during the course of the contract.
The City will find there is no red tape or delay in communicating with PCA. Readiness is a key attribute ingrained in our culture and PCA team members are equipped with the expertise, resources, and mindset to assist clients at all times. From sudden surges in staffing needs to unexpected operational hurdles and all issues in between, PCA is available to spring into action and support the City.
Information on PCA’s Executive Team, as well as our proposed Project Manager can be found below.
Full resumes are attached in the Appendix.
Executive Team
Alex Martin Chaves: Chief Executive Officer
Mr. Alex Martin Chaves is involved in the implementation of PCA’s standard operating procedures and top management decisions, while maintaining close contact with all members of the management team.
Contractual Duties: Contract Compliance
Eric Chaves: President, General Counsel
Mr. Eric Chaves is legal counsel for PCA and performs and/or oversees all legal and related activities. He is involved in the implementation of management contracts with the respective contracting authority.
Mr. Chaves implements and ensures direct compliance with all contract matters. He responds to any legal inquiries.
Contractual Duties: Contract Compliance, Vehicle/Equipment Procurement, General Contract Oversight Renee Valdes: Executive Vice President
Mrs. Renee Valdes is responsible for Auditing and Risk Management for the entire company. She works closely with our compliance departments and insurance companies to ensure that Safety and Compliance are a number one priority. Her diligence and guidance provide for a safe work environment for all of our staff.
Contractual Duties: Safety and Compliance, Accident/Incidents, Auditing Joseph “Pep” Valdes: Executive Vice President
Mr. Pep Valdes is responsible for overseeing and implementing business development activities including location start-up and management. He is based in Southern California and serves as PCA’s liaison and representative to the contracting authorities. Through his extensive experience in the parking and transportation industry, Mr. Valdes has been instrumental in the continued growth of PCA.
Contractual Duties: Contract Compliance, Direct Contract Oversight, Technology Integration Suzie Cooley: Senior Vice President
Ms. Suzie Cooley is currently the Senior Vice President for PCA and has been with the company since 2006.
She is responsible for more than 1400 employees in more than 185 locations. All Vice Presidents report directly to her. Mrs. Cooley has more than 25 years of experience in the management of Operations, Human Resources, and Safety and Compliance within the Transportation Industry.
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Contractual Duties: Contract Compliance, General Contract Oversight, Personnel Development Aaron Chaves: Vice President of Operations
Mr. Aaron Chaves is a business-focused management professional with over 18 years of experience in driving operational processes and areas that include building high-performance teams, financial management, administrative management, sales, new business development, and client relations for multiple facilities simultaneously within the parking industry. Aaron has a proven background in successfully managing strategic direction through the analysis and development of core business processes, identifying deficiencies, and developing cost-effective solutions for enhancing competitiveness, spearheading growth, and increasing both client acquisition and revenue.
Contractual Duties: Operations Management, Business Development, Contracts & Agreements, Staff & Client Relations, Parking & Traffic Control, Accounting & P&L, Field Operations, Sales Management, Team Building & Oversight, Process Improvement, Relationship Management, Auditing & Payroll Mario Cadenas (Project Manager): Vice President of Transportation Mr. Cadenas has been employed with PCA for more than 30 years, resulting in vast knowledge and experience managing transportation and parking contacts while maximizing customer service and revenues. He is responsible for the day-to-day operations of PCA’s Transportation and Parking Management Service Division, including, but not limited to, overseeing over 90 employees and management of 20 contracts, training, being a liaison between contracting authorities and PCA, cash management, monitoring contracts, enforcing company policies and procedures, safety training, preparing monthly reports, expense statements and invoices, and managing all aspects of the preventive maintenance Program.
Contractual Duties: Operations Management, Business Development, Contracts & Agreements, Staff & Client Relations, Parking & Traffic Control, Accounting & P&L, Field Operations, Sales Management, Team Building & Oversight, Process Improvement, Relationship Management, Auditing & Payroll Lorena De Leon (Field Supervisor): Director of Fleet Maintenance & Transportation Ms. De Leon brings extensive expertise in transportation planning, project management, and community- focused solutions. Her experience aligns well with the goals of this project, ensuring effective planning, coordination, and execution to meet the City’s objectives.
Staff Roles & Responsibilities
Project Manager (PM)
PCA’s Project Managers are selected based on their extensive experience and expertise in transportation service management. The PM will always be accessible and responsive. They will report directly to the City, overseeing day-to-day administration, ensuring compliance with regulations, managing training programs, maintaining records, and handling vehicle maintenance and personnel management. Our PMs demonstrate deep knowledge of all aspects of the managed service and work closely with the City to resolve any personnel or operational issues, accidents, and passenger complaints promptly and professionally. They are available for in-person or phone meetings throughout the operational day to make decisions and coordinate effectively.
Dispatchers
Our dispatchers are skilled front-line customer service representatives who ensure efficient operations by adeptly handling phone calls, addressing scheduling issues, answering general inquiries, and managing complaints. They coordinate seamlessly with in-field vehicle operators via radio, ensuring smooth communication and operations. All complaints are promptly reported to the PM for resolution.
Additionally, our dispatchers are responsible for auditing and recording vehicle arrivals using real-time GPS tracking, ensuring accuracy and accountability in service delivery.
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Vehicle Operators
Our vehicle operators are the face of our service in the field, directly interacting with the public to provide reliable transportation. They coordinate effectively with call center operators via two way communication, maintaining professional conduct and appearance at all times. Operators wear identification badges and uniforms that are neat, clean, pressed, and in good condition, reflecting the standards set by PCA and approved by the City. They adhere strictly to all applicable the City regulations while in uniform. Each vehicle operator holds the necessary certifications, including a valid California Class B or Class C driver’s license and a current Department of Transportation-approved medical examination certificate. They are committed to maintaining a drug-free environment and comply with the Federal Highway Administration’s Drug and Alcohol testing requirements (Title 49 Code of Federal Regulations), ensuring the highest standards of safety and reliability.
Field Supervisors
PCA’s approach to supervisor training is comprehensive and rigorous, ensuring that supervisors are fully equipped to manage and support their teams effectively. We train supervisors to have complete knowledge of all routes and route information, enabling them to assist and guide drivers accurately.
Supervisors are trained to observe, evaluate, and document driver performance regularly, providing constructive feedback and ensuring high standards of service.
Supervisors are also prepared to provide lunch reliefs to drivers and to step in and drive when substitute drivers are unavailable due to lateness or absence. They conduct monthly safety meetings to maintain a strong focus on safety protocols and practices. Additionally, supervisors are responsible for enforcing rules and regulations set by management, including administering necessary disciplinary actions.
Our training program ensures that supervisors are adept at training all new employees on specific route information, driver rules, and regulations. They are also trained to re-train employees who require additional guidance. At the end of each shift or business day, supervisors learn how to remove and securely “bag” all monies from fare-collecting vehicles, replace and lock empty vaults, and turn in all collected monies to the dispatcher.
Supervisors are required to submit weekly progress reports of all activities to the Operations Manager and to fill out accident/incident reports, including picking up police reports when available. They receive additional training to ensure they are on-duty at all times during working hours, oversee that all vehicles leave the yard on schedule, verify that all vehicles are properly inspected before departure, and substitute spare vehicles when necessary.
This thorough training ensures that our supervisors are well-prepared to handle the dynamic challenges of their roles, maintain operational efficiency, and uphold the highest standards of service and safety.
Maintenance Manager
PCA’s Maintenance Managers are selected carefully for their experience and skill in providing proactive resource management for activities that include, but are not limited to, preventive maintenance scheduling and supervision, repair supervision, technical training, and related needs to ensure the performance of PCA’s maintenance duties and responsibilities for the City.
By providing well-trained and dedicated personnel in each of these categories, our company guarantees that the City’s Metrolink Rail Feeder Shuttle will operate smoothly, efficiently, and to the highest standards of customer service and safety.
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QUALIFICATIONS AND EXPERIENCE
Parking Company of America (PCA) has been in business for more than 60 years, providing transportation and parking management services to both the public and private sectors. PCA strives to be an extension of the clients we serve and provide innovative solutions and services that make a difference. PCA prides itself on our superior customer service, and our never-ending mission is providing quality customer- focused service and adding value to the lives of the people we serve.
Our Core Values
• Integrity: We do what we say we will do.
• Safety: We have a safety-first, zero-incident culture. • Sustainability: We are focused on a brighter tomorrow. • Technology: We utilize state-of-the-art technology and techniques. • Leadership: Our people are by far our greatest asset. • Community Service: We believe deeply in supporting our community.
Since its founding in 1964, PCA has remained a family owned and operated business with over 1,600 employees and continues to be one of the largest privately-owned minority certified transportation companies in America. PCA currently operates the following service divisions:
• Transportation Management Services
• Parking Management
• PCA Med Non-Emergency Transportation
• Fleet Maintenance
• Healthcare Industry Management
• Hospitality & Hotel Parking Services
PCA’s Transportation Management Services Division offers fixed-route and demand-response transportation services, annually transporting over 12 million passengers, and driving over 1 million miles each year for clients such as Loyola Marymount University, Anaheim Transportation Network, the County of Los Angeles, Kaiser Permanente, and Peachy Airport Parking.
Within this proposal we will detail out some of our best practices which enable PCA to be operationally efficient and effective, while providing superior customer service to our ridership. Our proven internal controls make PCA a partner that you can trust with full-service transportation management services and will allow us to carry out the following objectives, including but not limited to:
• Turnkey transportation operations
• Highest level customer service
• The ability to staff the number of operators needed for any specific line of service • Accounting and business management infrastructures that meet Federal and State reporting requirements
• Understanding and ongoing utilization of various technological methods (Scheduling, Dispatching, GPS, Fleet Tracking, etc.)
PCA is proud of its longevity in the transportation industry, the broad range of its experience, and the high standard of excellence in its operations. PCA has a strong reputation for recruiting, training, nurturing, and maintaining a highly motivated, knowledgeable, and dedicated team with special emphasis on customer service, teamwork, and integrity; all tenets that begin with the Executive Management team and pervade to all levels of the organization. The continuous growth and financial success of PCA is the natural result of this philosophy.
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PCA also believes in supporting the industries that support us. We understand that to stay abreast of industry developments like electric vehicles, clean fuels, bus design, advanced communications, computerized scheduling and dispatching, and electronic fare collection technologies, we must be involved in the professional/trade organizations that make the transportation industry an ever-changing arena. PCA is a current member of organizations such as the American Public Transportation Association (APTA), International Parking and Mobility Institute (IPMI), and the National Parking Association (NPA) among other local and regional industry organizations.
We are confident that our knowledge of existing operations, as well as the diversity of our programs and strategies, will demonstrate our understanding of the contractual undertaking of any agreement, as well as remaining keen to the importance of the successful operation of all aspects of any given transportation services.
Municipal And Public Agency Experience
PCA has worked extensively to grow our municipal and public agency transportation operations division over the last 50+ years. PCA prides itself on providing transportation solutions that allow municipal and public agency clients to establish significant relationships with their passengers, employees, and additional stakeholders.
Below are the five ultimate ways we are able to best serve municipal and public agency clients:
1. Service Maximization - Our management solutions cover customer-facing transportation services such as reservations, payment, and any other related services that the City may need to effectively manage their transit programs. With our full-service way of management, the City no longer needs to hire additional vendors and/or think about pieces of the transportation management process (maintenance, equipment, vehicles, compliance, etc.). Our team’s knowledge and expertise in municipal and public agency transportation management will help you maximize your services while minimizing operational costs and guaranteeing passenger and stakeholder satisfaction.
2. Control Process - As a pioneer of transportation solutions, our management and frontline teams undergo regular intensive training to manage unique customer transportation needs.
3. Value-Based Care - Customer safety is one of our top priorities in any of our parking and transportation management services. We work closely with our different internal departments to implement a safe and easy-to-use transportation system for all passengers. Our goal is to leave a positive impact on the City’s passengers.
4. Health and Safety Control - Transportation systems play a significant role in strengthening the confidence of residents, visitors, and staff alike in the quality and safety of the services being managed. As a reputable transportation and parking management company, we know the unique operational challenges that come with transportation assets, especially during unique scenarios such as the recent COVID-19 pandemic. That is why we maintain safety standards that comply with the policies of the Occupational Safety and Health Administration (OSHA), the Center for Disease Control (CDC), the World Health Organization (WHO), and most importantly, you the client. PCA employees are trained on health and safety issues and current safety standards and practices.
5. Optimized Labor Resources - Our management services include various services that are designed to help you streamline operations for your transit programs. We provide hands-on management to improve the efficiency and cost-effectiveness of every area of your operation.
Commitment To Diversity
PCA recognizes that diversity is extremely important to the municipal entities we serve, and we feel exactly the same way. We have remained extremely diverse as it relates to our frontline and management staffing. Our active employees, over 94% fall into a minority classification, 20% of which are women.
PCA is a California-recognized Minority Business Enterprise (MBE) and as such, we recognize and realize the importance of embracing and encouraging our employees’ differences in age, color, disability, ethnicity, family or marital status, gender identity or expression, language, national origin, physical and
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mental ability, political affiliation, race, religion, sexual orientation, socio-economic status, veteran status, and/or other characteristics, as that is what makes our employees unique.
PCA is committed to fostering, cultivating, and preserving a culture of diversity, equity, and inclusion.
As a service provider to many different industries (Municipal, Healthcare, Commercial, Hospitality, Entertainment, etc.), our human capital is the most valuable asset that we have at PCA. The collective sum of the individual differences, life experiences, knowledge, inventiveness, innovation, self-expression, unique capabilities, and talent that our employees invest in their day-to-day work represents a significant part of not only our culture, but the reputation and overall achievement of PCA as well.
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TECHNICAL APPROACH
As the City’s incumbent provider, PCA brings a strong track record of successfully managing the City’s shuttle service and several similar contracts across California. We will continue to collaborate with the City to enhance operational efficiency and performance, providing ongoing recommendations as needed. PCA will oversee and manage all aspects of the program’s daily operations, including vehicle operations and maintenance, personnel management for both operations and maintenance staff, staff training, administrative procedures, scheduling and dispatch, data collection, reporting and analysis, and ongoing service monitoring to ensure maximum efficiency. PCA will remain committed to delivering reliable, high-quality service that aligns with the City’s goals and meets the needs of the community.
Mario Cadenas will remain the project manager and the direct contact for the City. More detailed information about his experience is located in the Proposed Project Team section and his resume is included in the Appendix.
PCA is a financially stable company. Its capacity for increasing profitability expands daily with parking, fleet maintenance and transportation services nationwide. We are confident in PCA’s financial viability and the trust that the City can place in us as a transportation management partner.
Work Plan
As the incumbent provider, PCA has a proven track record of meeting the service guidelines set by the City through strict adherence to semi fixed-route operations and scheduled service availability. The shuttle service will operate according to a semi fixed-route schedule provided by the City, with PCA ensuring that all routes and schedules are followed consistently and reliably. PCA will continue to work collaboratively with the City staff and key stakeholders to uphold safety standards and continuously optimize routes and schedules based on operational feedback and the City’s direction. Shuttle services will be operated as follows:
Metrolink Rail Feeder Shuttle Service: PCA will operate the shuttle service Monday through Friday approximately from 4:30 am to 8:30 am and 3:30 pm to 7:30 pm excluding holidays. PCA will notify passengers at least one week in advance of changes in service.
PCA will adhere to the five semi-fixed routes and provide five in-service vehicles and one spare vehicle for each designated train. Our familiarity with these routes and scheduling needs allows us to deliver consistent and efficient service with minimal adjustments. The morning shuttles will take passengers from the Metrolink station along the semi-fixed route close to their employment sites. The evening shuttles will return passengers from the same semi-fixed routes to the Metrolink station.
Guaranteed Ride Service: As the incumbent operator, PCA understands the importance of ensuring no passenger is left without transportation. In accordance with the RFP, we will continue to offer a Guaranteed Ride Service for riders who miss the final scheduled Metrolink train due to circumstances beyond their control. Our dispatch system and team are equipped to respond promptly to such instances and arrange transportation when needed.
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Vehicle Maintenance
PCA has reviewed and is fully willing to comply with the inspections and all other vehicle maintenance requirements outlined in the scope of work.
PCA believes that proper and timely maintenance of vehicles provides safe and cost-effective results.
PCA maintains a fleet vehicle program that tracks vehicle maintenance intervals by both time and mileage. PCA’s Account Manager is responsible for updating the program daily to ensure that all vehicles are serviced on time. All services include inspection, lubrication, and replacement of parts based on vehicle manufacturer’s recommended intervals and professionally accepted industry practices. State- mandated safety inspections will be performed on time and vehicles that are found to have any deficiencies will have the necessary corrections made before the vehicle is returned to service.
Our maintenance program consistently receives 100% satisfactory grades from the California Highway Patrol on our annual inspections; this is a very evident factor in our on time and break down performance
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record. PCA has, in its history, always had a very low vehicle breakdown record and having our own team of professional mechanics is the main reason for our success.
Maintenance Facility
Located within our Corporate Headquarters in Commerce, CA, PCA offers excellent logistics for the dispatch and maintenance components of this transportation service. Industrial (1.178 Acres 4 Offices, Maintenance Facility: capacity 5 vehicles at the time). Our facility is within easy access to Highway 5 and our central location allows PCA to service all routes with minimal deadhead mileage and time. This facility also houses our administrative offices, dispatch center, training center, and permitted vehicle maintenance.
Maintenance Overview
• Multiple Bay Vehicle Repair Shop
• Administration Offices
• Dispatch Offices
• Revenue Storage Vaults
Safety Inspection Regulated by CHP
• Safety Inspection every 45 days
• Tires-recording a tread depth of all tires, maintaining a minimum 3/32” tread depth, 5/32” for emergency and essential
• Lights-exterior and interior lights and gauges
• Windshield wipers
• Fluid levels
• Battery and charging system; clean terminals and check cables • Heating/air conditioning system
• Exhaust system and exhaust hangers and clamps
• Steering and suspension
• Frame, cross members, and body joints
• Driver shaft and U-joints
• Inspect critical components (hoses, belts, etc.)
• Inspect vehicle appearance (body damage, rust, interior condition, etc.) • Inspect vehicle Brake System
• Any noted defects to the vehicle must be repaired immediately after the 45 days Inspection.
PM Vehicle Service every 3000 Miles
• Engine oil and oil filter change
• Lubricate chassis, hinges, locks, etc.
• Check and service emission controls
• Brake inspection- record remaining life (replace worn, damaged, or leaking components) • Service cooling system if needed
• Starter/charging system- check and repair or replace defiant components • Inspect air cleaner element and replace as needed
• Inspect wheelchair lift if any; perform maintenance / repairs as needed When a vehicle enters a Fleet Service facility, a mechanic inspects its condition carefully to identify all mechanical deficiencies and safety needs. If the condition of a vehicle or equipment item exceeds
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normal wear and tear unexpectedly or may have been abused by the user, the assigned Technician reports this in writing to the appropriate authority. Fleet Technicians and Working Lead Men remain alert to equipment or parts requiring excessive maintenance, repair, or indications of improper use by the user. Reports and statistical data from inspection reviews reveal this, as well as any premature failure of parts. Technicians or Working Lead Men report these conditions in writing immediately.
Department of California Highway Patrol
BUS MAINTENANCE & SAFETY INSPECTION
CHP 108 ( REV 6-05 ) OPI 062
UNIT#
YEAR MAKE Plates
201 FORD xxxxxxx OK DEF OK DEF OK DEF OK DEF OK DEF OK DEF OK DEF OK DEF OK DEF OK DEF OK DEF OK DEF 1 1 1 1 1 1
2 1 1 1 1 1
3 1 1 1 1 1
4 1 1 1 1 1
5 1 1 1 1 1
6 1 1 1 1 1
7 1 1 1 1 1
*8 1 1 1 1 1
9 1 1 1 1 1
10 1 1 1 1 1
11 1 1 1 1 1
12 1 1 1 1 1
13 1 1 1 1 1
14 1 1 1 1 1
15 1 1 1 1 1
* 16 N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A * 17 N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A * 18 N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A * 19 N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A * 20 N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A * 21 N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A * 22 N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A * 23 N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A * 24 N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A 25 1 1 1 1 1 1
26 1 1 1 1 1 1
27 1 1 1 1 1 1
28 1 1 1 1 1 1
29 1 1 1 1 1 1
30 1 1 1 1 1 1
31 1 1 1 1 1 1
32 1 1 1 1 1 1
33 1 1 1 1 1 1
34 1 1 1 1 1 1
35 1 1 1 1 1 1
36 1 1 1 1 1 1
37 1 1 1 1 1 1
38 1 1 1 1 1 1
39 1 1 1 1 1 1
40 1 1 1 1 1 1
41 1 1 1 1 1 1
42 1 1 1 1 1 1
DATE
DATE
DATE DATE
9/12/23 10/16/23
SEPTEMBER INSPECTION OCTOBER INSPECTION DATE NOVEMBER INSPECTION DATE DECEMBER INSPECTION 1/0/00
DATE
5/2/23 6/15/23 7/28/23
MAY INSPECTION JUNE INSPECTION DATE JULY INSPECTION DATE AUGUST INSPECTION 1/0/00
DATE
1/0/00 1/0/00 1/0/00
JANUARY INSPECTION FEBRUARY INSPECTION DATE MARCH INSPECTION DATE APRIL INSPECTION Emergency Exit Inspection: Check Pushout Windows, Emergency Doors,Check Emergency Lights / Window Lashes
Wheelchair Inspection: Check Hydaulic Power Unit, Vehicle Interlock Lift Operation, Lifting Pivots, Platform, Handrails, Floor/Ground Level Wheel seals-leaks and/or condition
Under carriage-clean and secure
Drive shaft, universal joints, and/or guards
Transmission and differential-mounting, leaks, and/or condition Suspension system-springs, shackles, u-bolts, and/or torque rods Frame and cross members-cracks and/or condition
Steering system-mounting, free lash and components
Steering arms, drag links, and/or tie rod ends
Wheels, lug nuts, and studs-cracks, looseness, and/or condition Parking brake-able to hold the vehicle
Hoses and tubing-condition, protection
Tires-tread depth, inflation, condition
Hydraulic brake system-adjustment, components, and/or condition Hydraulic master cylinder-level, leaks, and/or condition Starting and charging system
Primary air tank-drain and test function of check valve Other air tanks-drain and check for contamination
Air filter, throttle linkage
Air hoses and tubing-leaks, condition, and/or protection Emergency stopping system-labeled, operative
Brakes do not release after complete loss of service air Air brake system-adjustment, compartments, and/or condition 1 minute air or vacuum loss test
Air compressor governor-cut in and cut out pressure (85-130) Radiator and water hoses-coolant level, condition, and/or leaks Belts-compressor, fan, water, and/or alternator
Fuel system-tank, hoses, tubing, and/or pump-leaks
Exhaust system, manifolds, piping, muffler-leaks and/or condition Engine-mounting, excessive grease and/or oil
Clutch adjustment-free play
All interior and exterior lights, signals, reflectors
Electrical wiring-condition and protection
Batteries-water level, terminals, and cables
Warning devices-air, oil, temperature, exit, and/or vacuum Heaters, defrosters, switches, and vents
Doors, exterior, paint, and marking
Fire extinguisher, first aid kit, and reflective warning devices Horn, defroster, gauges, odometer, and speedometer
Driver seat, passenger seats, padding, interior, and floor condition Windshield wipers, windows, mirrors, and supports
E-450 Super Duty
JUL AUG SEP OCT NOV DECModel JAN FEB MAR APR MAY JUN
0 142305 145135Parking Company of America xxxxx 000 0 130854 134900 139145
MILEAGE MILEAGE MILEAGE MILEAGE MILEAGE MILEAGE
* Inspections of these itmes meets the minimum requirements of 34505 CVC
CARRIER NAME MILEAGE MILEAGE MILEAGE MILEAGE MILEAGE MILEAGE Vehicle Cleaning Procedures
PCA is committed to ensuring that the vehicle cleaning facility at our Commerce headquarters is properly staffed to maintain a clean, safe, and well-maintained fleet. Below, you will find the detailed daily, weekly and monthly vehicle cleaning schedules, which outline the tasks that will be performed to ensure all vehicles are thoroughly cleaned and maintained.
Daily cleaning: Limited interior sweeping, vacuuming, mopping (with a “wet” or “moist” mop), dusting, and removal of marks on panels, windows, and upholstery (including foreign matter such as gum, grease, dirt, and graffiti).
Weekly cleaning: Interior washing of seats, floor, ceilings, walls, stanchions, grab rails, and interior glass of the destination sign.
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Monthly cleaning: All rubber or vinyl exterior components such as tires, bumper fascia, fender skirts, wheels, aluminum wheels, windows, panels, and door edge guards (with preservative) or as necessary to maintain an attractive appearance.
PCA is proud of our existing vehicle appearance program that promotes cleanliness both inside and outside the vehicle. All drivers are trained to maintain the vehicle they drive in an outstanding condition.
Although the most important priority is mechanically safe vehicles, the cleanliness of vehicles receives an equal amount of attention by drivers and maintenance personnel.
Fueling
PCA drivers fuel before or after their shift. They can also fuel during their dead time, always respecting the procedures and schedules without any kind of conflict with their routes. PCA uses the SC fuels company that has the ability to fuel at any gas station with the exception of Arco.
GPS Tracking
PCA utilizes state-of-the-art scheduling, cameras inside and outside of vehicles and GPS vehicle location software (IPS System) allowing the capability to track the overall dispatch operations on a real-time basis.
Staffing Plan
Backed by a dedicated and experienced workforce, PCA has demonstrated and will continue to support the diverse needs of the City. With strong access to local talent pools, we ensure that qualified personnel are consistently available. A detailed staffing plan is provided below.
Reporting and Data Collection
PCA has carefully reviewed the Scope of Work and reporting requirements and is fully prepared to comply. Samples of similar reports PCA provides to clients are available upon request. During the course of the Agreement, PCA shall continually monitor the operations of transit program and cooperate with the City in developing and implementing recommendations and solutions. More information on our data collection and reporting procedures is below.
Transportation Monitoring and Record Keeping
PCA maintains accurate records of daily, weekly, and monthly inventory volume or other cumulative data regarding transportation operations as required. Such records may include, but not be limited to:
Company Name
Company Address
Project
Department Name
Contract Number
Employee's Position
Facility or Location Title
Route 1 Driver 1 Driver
Route 2 Driver 1 Driver
Route 3 Driver 1 Driver
Route 4 Driver 1 Driver
Route 5 Driver 1 Driver
Manager 1 Manager
Supervisor 1 Supervisor
Dispatcher 1 Dispatcher
Mechanic 1 Mechanic
2025 Staffing Plan Montebello
PCAM LLC
3165 Garfield Ave Commerce CA 90040
Monbebello
Transportation
Work Full Time Mon. Tues. Wed. Thurs. Fri Sat Sun. Total Schedule Part Time Hours
8 Hours Full Time 8 8 8 8 8 40
8 Hours Full Time 8 8 8 8 8 40
8 Hours Full Time 8 8 8 8 8 40
8 Hours Full Time 8 8 8 8 8 40
8 Hours Full Time 8 8 8 8 8 40
Full Time
6 Hours Full Time 6 6 6 6 6
8 Hours Full Time 8 8 8 8 8
8 Hours Full Time 8 8 8 8 8
`
2025 Staffing Plan Montebello
PCAM LLC
3165 Garfield Ave Commerce CA 90040
Monbebello
Transportation
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• Ridership Reports
• Vehicle Service Hours (by vehicle revenue hours and total hours) • Total Vehicle Revenue Miles
• Total Vehicle Miles
• Total Vehicle dead head miles
• Total Vehicle Hours
• Total Dead Head Hours
• Passenger Travel Time
• Daily Vehicle Reports
• Vehicle PM Inspections
• Accident and Incident Reports
• Employee Training and Turnover
• Complaints and Compliments
• Monthly Reports and all supporting documentation
Generally, PCA retains this documentation for up to five years or as required by a contracting authority.
Records and documents may be inspected anytime with reasonable notice.
Data Entry
The data entry clerk enters trip sheet information into an Excel Workbook which includes a “Daily Input” spreadsheet. The following data is entered:
a. Driver name
b. Vehicle number
c. Time & Odometer – Leave PCA yard
d. Time & Odometer – First departure time at First Stop e. Time & Odometer – Last departure time at Last Stop
f. Time & Odometer – Ending PCA yard
g. Passenger riders
h. Disabled passengers
i. Wheelchairs
The above data is totaled in the Excel workbook by day, which links to other spreadsheets in the same workbook, including the monthly and weekend ridership summary reports. The monthly operation summary calculates:
• Total hours (Leave yard to return to yard minus fuel time) • Total miles (Leave yard to return to yard minus fuel miles) • Revenue hours (First pick-up to last drop minus fuel time) • Revenue miles (First pick-up to last drop minus fuel miles) Transportation Data Reporting
In addition to the monthly reporting requirements, PCA shall collect, maintain and report transportation data to the City in accordance with the Federal Transit Administration’s Uniform System of Accounts and Reporting System (hereinafter referred to as the National Transit Database [“NTD”]). * Monthly NTD reports including but not limited to DH Miles, RV Miles, RV Time DH Time Total Passengers per mode Etc.
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Transportation Performance Monitoring
• Vehicle Operator Review: This review serves as a review test for vehicle operators. Failure to pass this review will result in retraining.
• Daily Passengers: In house transportation analyst will review the daily passenger report from the driver to ensure accuracy.
• Unobserved Road Check: Conducted at any time during service hours to ensure that the vehicle operators are not maneuvering illegally or violating any laws. Failure to pass an unobserved road check will result in retraining and up to termination depending upon violation. • Unannounced Ride Along: Supervisors show up at any stop and ride along in the vehicle to ensure that the vehicle operator is not in violation of any law and is greeting the customers in a cordial manner as well as ensuring that the operators are in proper uniform and have a neat appearance.
Failure to pass an unannounced ride along will result in retraining and up to termination depending upon violation.
• Daily Vehicle Report (DVR): Supervisors will review the operator’s daily vehicle report to ensure that the operators are checking the vehicles properly. Failure to properly conduct a DVR may result in disciplinary action.
• Unannounced Vehicle Inspection Checks: Road supervisors, trainers, or managers will observe the vehicle operators while they conduct their daily vehicle inspections to ensure that the vehicles are inspected thoroughly. Failure to pass this inspection check will result in retraining.
Accounting Procedure
PCA’s Accounting Department currently utilizes Microsoft Dynamics for all invoicing and revenue reporting.On or before the 10th day of each month, PCA shall submit a monthly invoice to the City. The City will have the right to review the books, data and other records maintained on or offsite by PCA with reasonable notice and during business hours.
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Appendix
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Alex Martin Chaves
Chief Executive Officer
Alex Martin Chaves has worked in the parking, fleet and transportation industry his entire professional life. His expertise in developing parking, fleet and transportation service companies is the strength he possesses to lead the PCA (Parking Company of America Management) group of entities today. Under his leadership as Chief Executive Officer, PCA has embarked on an aggressive and profitable program of developing new parking locations nationwide, securing transportation accounts, and acquiring established parking service and vehicle maintenance companies.
He entered the family business during high school working weekends as a Site Manager at locations in Los Angeles and San Francisco and started his own company during his college years securing several contracts in the Los Angeles area. By the late 1980s, he facilitated impressive growth with his parking service company, 100% in three consecutive years, by employing a full-time professional sales force and by the acquisition of an established parking company in Southern California. Clients currently include Hilton, Hyatt, and Marriott Hotels, several premier office buildings, upscale restaurants, hospitals and country clubs in California and elsewhere.
In 1995, Mr. Chaves started PCA’s Transportation Division, which includes shuttle services for fixed-route continuous service, demand-response commuting service, and ADA certified transportation service of hospital patients and the disabled. Since then, Mr. Chaves has devoted much effort to acquire and develop over 250 acres of off-airport parking properties and related enterprises nationwide. He was particularly instrumental in securing private and institutional lending to purchase real estate for new parking developments, existing facilities for reorganization, and an established fleet service company which maintained fleet vehicle contacts in and around Los Angeles County.
During the past several years, he has guided the Company to another level of unprecedented growth.
From off-airport locations across the United States, he envisions continued expansion in those markets of every other division in the company: parking management, transportation, and fleet services.
In 2012, Alex opened a new facility at 3100 Sylvan Road in Atlanta, GA. Peachy Airport Parking is the closest Atlanta ATL off-airport parking facility. He purchased a 500,000 sq’ warehouse and converted it into a completely Indoor parking facility with 1,500 parking spaces. Additionally, Alex developed an Outdoor facility with 1,500 spaces for a total of 3,000 parking spaces. The indoor facility is Atlanta’s only completely enclosed, indoor & climate-controlled Parking Facility.
Mr. Chaves is a graduate of Loyola-Marymount University of Los Angeles with a Bachelor of Science in Business Administration. Currently he is an active member of the LMU Latino Alumni Association where he serves as President. He received LMU’s Distinguished Alumni Award and in 2012 he was selected as one of 58 distinguished LMU alumni who have excelled in their fields: the profiles of the honorees are featured in the “I AM LMU” exhibit lining the hallways of the Charles Von Der Ahe Building on the LMU campus.
Mr. Chaves serves on LA 2024 (Los Angeles 2024 Olympics Board of Directors). Additionally, Mr. Chaves is a former member of Loyola Marymount University Board of Trustees, a former Board Member of the East Los Angeles YMCA and a former Board Member and Chapter Chairman of the Young Presidents’ Organization (YPO) San Gabriel Valley Chapter, a prestigious international professional organization recognizing the accomplishments of company presidents and chief executive officers before age 40.
He is a member of the YPO SGV Gold and YPO Angeleno Gold Chapters. In addition, he is an avid golfer and member of the Los Angeles Country Club, and a member of the California Club. Mr. Chaves and his wife Nora have four children and reside in Manhattan Beach, California.
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Eric Chaves
President, General Counsel
Eric Chaves is President and General Counsel for PCAM, LLC d/b/a Parking Company of America (PCA) and has been with the company since 1997. He has been an important part of the company’s exponential expansion in PCA’S parking and transportation services by spear heading the company’s acquisition and organic growth strategy. He oversees the day-to-day operations of PCA which has over 1,000 employees and over $50,000,000 in annual sales. All senior management reports directly to him. As head of the Legal Department, he approves all contracts, the legal side of all transactions, manages litigation, and controls special legal work by outside counsel.
Mr. Chaves is a founder and former board member of ProAmerica Bank, in Los Angeles, the largest Hispanic owned bank in Los Angeles, which was later sold to Pacific Commerce Bank in early 2016. Mr.
Chaves is also board member of the Georgetown Law Center, Los Angles Library Foundation and Young Presidents Organization (Beverly Hills Chapter), He was also a former Civil Service Commissioner of Los Angeles.
He is or has been a member of the California State Bar, the American Bar Association, the Los Angeles County Bar Association, the Los Angeles District Court, Mexican American Bar Association and the Central District Court of California.
Mr. Chaves received his JD from Georgetown University Law Center in 1992. He earned his BA in Political Science from the University of California at Los Angeles in 1989.
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Renee Valdes
Executive Vice President
Mrs. Renee Valdes, Executive Vice President, has worked for Parking Company of America her entire professional life. Renee started working in the family business at the age of 15. Starting as parking booth cashier, Renee went on to oversee Parking Companies of America’s airport operations encompassing 21 parking operations from coast to coast.
Most recently, Renee oversees the companies Auditing, Risk Management and Human Resources Departments, encompassing compliance, insurance operations and Workman’s Compensation. Insurance Safety and Compliance are a number one priority. Her diligence and guidance has resulted in a safe work environment for PCA’s entire staff.
Mrs. Valdes is a graduate of University of California, Irvine, earning a bachelor’s Degree in business.
Currently, Renee serves on the following boards:
• Dolores Mission
• Habitat for Humanity
• Archdiocese of Los Angeles Cardinals Awards Dinner
• Catholic Education Foundation
• Catholic Association of Latino Leaders
Past Board Affiliations:
• St. Marks Episcopal School Board of Trustees
• St. Philip The Apostle School Board (President)
• Ronald McDonald Camps Board Member
• Weingart YMCA Board member
Renee is a Lady, in the Equestrian Order of the Holy Sepulcher of Jerusalem, a member of Legatus and a member of the California Club and Annandale Golf Club.
Renee has been Married for 29 years and has two adult daughters. She and her husband reside in Pasadena, CA.
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Pep Valdes
Executive Vice President
Mr. Valdes has worked for Parking Company of America for the past 15 years.
Pep is responsible for overseeing and implementing all aspects of business development activities including location start up and management. Pep based in Los Angeles and serves as PCA’s liaison and representative to the contracting authorities. Through his extensive experience in the parking and transportation industry, Mr. Valdes has been instrumental in the continued growth of PCA. Prior to joining PCA, Pep spent 30 years in the Mortgage Industry overseeing and managing a sales force 150 strong.
Mr. Valdes believe in giving back to the community, he currently serves on the following Boards:
• Board of Directors, YMCA of Metropolitan Los Angeles
• Board of Trustees at PBS So Cal
• Board of Governors at White Memorial Medical Center,
• Member and Past Board Chair of the White Memorial Medical Center Charitable Foundation, • Board of Trustees, National Association of Elected & Appointed Officials (NALEO)Education Fund • Board Member and Past President of the Los Angeles chapter of the Catholic Association of Latino Leaders (CALL)
• Committee Co-Chair for the Queen of Angels Center for Priestly Formation. • Member & Past President of Legatus
Past Board affiliations:
• Past Board President of the Board of Trustees at East L A Classic Theater • Past Board member and Secretary of the Pasadena YMCA
• Past School Board Member of Blessed Sacrament School
Mr. Valdes is a Knight of the Equestrian Order of the Holy Sepulcher of Jerusalem, a member of the California Club and Annandale Golf Club. Pep has been married for 29 years and has two adult daughters. He resides in Pasadena, CA.
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Suzie Cooley
Senior Vice President
Suzie Cooley is currently the Senior Vice President for PCA and has been with the company since 2006. She is responsible for more than 1400 employees in more than 185 locations. All Vice Presidents report directly to her. Mrs. Cooley has more than 25 years of experience in the management of Operations, Human Resources, and Safety and Compliance within the Parking and Transportation Industries.
Mrs. Cooley attended California State University Long Beach where she majored in Business Administration.
She later obtained her Masters’ Degree in Human Resources Management from Trident University International.
She maintains memberships with Society of Human Resources Management (SHRM), California Chamber of Commerce (CCC), and National Seminars (NST). Mrs. Cooley strives to continue her education in current processes and operational training programs to create new and exciting training programs for our staff.
Mrs. Cooley has spent more than 20 years volunteering to raise money for Hospice programs through CHW, where she coordinated the activities of 200 plus volunteers and provided Fund Raising Event planning. Mrs. Cooley is an ardent supporter of the Long Beach Police Officer’s Association (LBPOA).
She is also an active volunteer with Elementary and Junior High Schools and The Boys and Girls Clubs, providing counseling and guidance to our youth, as they are our future.
Mrs. Cooley is very passionate about preserving our environment for future generations and is a member of the National Parks Conservation Association (NPCA) and participates in coastal and desert cleanup activities regularly. She is also a volunteer with the Bureau of Land Management (BLM), helping to care for our nation’s natural and cultural resources.
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Aaron Chaves
Vice President of Operations
A current Board Director with the National Parking Association’s Women in Parking and a member of the organization’s “40 Under 40” Class of 2018, Aaron Chaves is a business-focused and driven management professional with over 20 years of experience in driving operational processes. His documented successes in strategic business planning, parking and transportation management operations, organizational leadership, financial management, sales management, and team building have all solidified Aaron as a respected professional within the industry.
Born into a family of parking professionals, Aaron has received his training and mentorship from industry veterans that individually each have more than 60 years’ worth of parking experience. It is this leadership that has allowed for Aaron’s vision, strategies, and operations leadership to continue to evolve as the industry evolves and to further develop his core industry competencies. Said competencies include, but are not limited to:
• Operations Management (Parking & Transportation)
• Business Development (RFP Process, Sales, Client Retention, Client Growth) • Legal Contracts and Agreements
• Staff Retention & Team Building
• Accounting
• Process Improvement
• Payroll
Throughout his professional career, Aaron has successfully led the operation and strategic direction of various facilities and business units through the management and hands-on guidance of high- performance teams, oversight of company functions, and the execution of operational management methodologies. Aaron is well versed in driving business development objectives including team building and performance, contract management, increasing sales and profitability, and cost control. Possessing strong business acumen, Aaron has earned his track record of being able to manage complex business initiatives through the conceiving, developing, and implementation of strategies that drive growth, market positioning, and exceptional, rather than expected results. This success includes the turnaround and transformation of failing business units.
Aaron is currently enrolled at the University of Phoenix, finalizing the completion of his Bachelor of Science (BS) Degree in Business Administration and Management in mid-2024. Additionally, also in 2024 Aaron will be finalizing his Certified Parking Professional (CPP) and Certified Administrator of Public Parking (CAPP) certifications.
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Mario Cadenas
Vice President of Transportation
Mr. Mario Cadenas has been employed with PCAM, LLC for more than 30 years, where he currently holds the position of Vice President of Transportation.
Mr. Cadenas’ responsibilities have increased as he continues to gain Transportation and Parking Management knowledge and experience in managing all types of transportation and parking contacts, with methods of maximizing good customer service and revenue maximization.
Mr. Cadenas is a DMV certified Driver Trainer, and his professional qualifications include driving experience with a Class “B” passenger endorsement license and a CPR certificate.
As the Vice President of Transportation for the Greater Los Angeles area, Mr. Cadenas is responsible for the day-to-day operations of our Transportation and Parking Management Service Division. His responsibilities include, but are not limited to overseeing over 90 employees and management of 20 contracts, training, being a liaison between contracting authorities and PCAM, cash management, monitoring contracts, enforcing company policies and procedures, safety training, preparing monthly reports, expense statements and invoices, managing all aspects of the preventive maintenance program and preparing monthly sales reports for our Fleet Services Division. Other responsibilities include managing all aspects of Preventive Maintenance of buses and conducting Employee safety training meetings.
At the Los Angeles Union Station Mr. Cadenas began his career with PCAM as a Valet Attendant / cashier in 1985 to 1997, working on Full time basis. Since then, Mr. Cadenas has steadily moved up the corporate ladder. In 1997, Mr. Cadenas was transferred to the Transportation Management Division bringing with him more than 12 years of experience in the parking industry. Mr. Cadenas joined PCAM’s Transportation Division as driver for SC DC contract, where he began to acquire his experience in the transportation business.
After acquiring his credentials as a DMV Certified Trainer for Class “B” License driving instructor. In early 1998, Mr. Cadenas was promoted to Transportation Supervisor where he was responsible for reviewing driver vehicle operations, training drivers, overseeing that driver conducting their vehicle inspections, conducting unobserved road checks, and conducted random inspections for safety and regulations.
Under the guidance of the Vice President of Operations and balance of the PCA Executive Team, Mr. Cadenas oversees the daily operations for all contracts including, but not limited to locations such as:
• DHS-Harbor UCLA Medical Center
• Children’s Hospital Los Angeles
• Adventist Health White Memorial
• City of Lynwood
• City of San Fernando
• City of Bell Gardens
• City of Covina
• City of Cudahy
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Lorena de Leon
Director of Fleet Maintenance and Transportation
• Directed operations and maintenance of a fleet of 65 vehicles, including transit buses, Dial a Ride vehicles, and Trolleys, ensuring minimal downtime and optimal performance. • Designed and implemented a preventive maintenance program that decreased vehicle breakdowns by properly scheduling the 45 days CHP inspections and PM services. • Established and enforced compliance with all applicable regulations of DOT and CHP • Integrated fleet management TeamWorks software to improve scheduling, reporting, and performance tracking, resulting in efficiency vehicle maintenance service. • Collaborated with senior leadership to align fleet operations with organizational objectives. • Supervised a team of technicians and support staff in maintaining a fleet vehicles, ensuring timely repairs and routine servicing.
• Optimized inventory management processes for parts and supplies. • Introduced alternative fuel vehicles into the fleet, reducing emissions • Coordinated training programs for drivers and mechanics to improve safety awareness and technical expertise.
• Developed response plans for breakdowns and emergencies, minimizing disruptions to daily operations.
• Managed scheduling and routing transportation units and employees, ensuring on-time service. • Conducted safety meetings and driver performance reviews, reducing incidents.
Core Competencies
• Strategic Fleet Management
• Preventive Maintenance Programs
• Transportation Operations Optimization
• Regulatory Compliance (CHP, DOT, EPA, OSHA)
• Staff Leadership and Training
• Safety Program Implementation
• Data Analytics for Fleet Performance
• Technology Integration (GPS, Fleet Software)
• Accidents
• Certified with commercial class B-P license
Technology Proficiency
• Fleet Management Software
• GPS Tracking and Telematics Systems, Samsara Ltyx and Azuga • Maintenance Management Systems Teamworks
• Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
parkpca.com
ATTACHMENT D
CITY OF MONTEBELLO
PROFESSIONAL SERVICES AGREEMENT NO. 4381
WITH PARKING COMPANY OF AMERICA, LLC
THIS PROFESSIONAL SERVICES AGREEMENT (“Agreement”) is made and entered into on September 10, 2025 (“Effective Date”), by and between the CITY OF MONTEBELLO, a California municipal corporation (the “CITY”) and PARKING COMPANY OF AMERICA, LLC (the “VENDOR”). The CITY and the VENDOR are sometimes referred to herein individual as the “Party,” and jointly as the “Parties.”
RECITALS
WHEREAS, the CITY desires to retain a qualified professional vendor to provide Metrolink rail feeder shuttle service in the CITY; and
WHEREAS, the VENDOR represents that it is fully qualified to perform such services by virtue of its experience and the training, education and expertise of its principals and employees.
WHEREAS, VENDOR responded to CITY’s Request for Proposals dated June 12th, 2025 (RFP No. 25-10), as such is set forth fully in Exhibit “A” hereto and incorporated fully herein by this reference (hereinafter “VENDOR’s Proposal”).
NOW THEREFORE, in consideration of performance by the Parties of the covenants and conditions herein contained, the Parties hereto agree as follows:
SECTION 1. INCORPORATION OF RECITALS AND OTHER CONTRACT
DOCUMENTS
a. The above-referenced Recitals constitute a material part hereof and shall hereby be incorporated by reference. Moreover, this Agreement consists of the following documents, in order of precedence, all of which are incorporated herein and made part of this Agreement, as though fully set forth herein:
a. This Agreement.
b. RFP No. 25-11, attached hereto as Exhibit “A.”
c. VENDOR’S Proposal to RFP No. 25-11 dated July 31, 2025, attached hereto as “Exhibit “B”.
d. VENDOR’S “Best and Final Offer” to RFP No. 25-11 dated August 18, 2025, attached hereto as “Exhibit “C”.
e. All other documents, including but not limited to all applicable bonds, insurance certificates, permits, notices, schedules, forms, certifications, and affidavits.
b. These documents shall be collectively referred to herein as the “Contract Documents.” In the event of a conflict among the Contract Documents, the order of precedence list above shall apply.
SECTION 2. SERVICES / COMPENSATION.
a. All terms, conditions, requirements, and provisions of the Request for Proposals for RFP No. 25-11 in the City of Montebello Issued 6/12/2025 (“Request
PROFESSIONAL SERVICES AGREEMENT NO. 4379
for Proposals”), as such is set forth fully in Exhibit “A” hereto, are hereby incorporated fully herein by this reference and shall be binding on the Parties. To the extent of a conflict between the terms of this Agreement and that set forth in any exhibits or attachments hereto, the terms of this Agreement shall govern.
b. The VENDOR shall provide to the CITY all labor, equipment, materials and incidental necessary to provide Metrolink rail feeder shuttle services as set forth fully in the Request for Proposals, as such is set forth fully in Exhibit “A” hereto and incorporated fully herein by this reference (hereinafter “Professional Services”).
c. The VENDOR shall be compensated a sum not-to-exceed ONE MILLION
SEVEN HUNDRED THREE THOUSAND ONE HUNDRED SEVENTY-NINE
DOLLARS ($1,703,179) for performance of the Professional Services as set forth in the Schedule of Compensation attached hereto as Exhibit “B” and incorporated fully herein by this reference (“Compensation”). The VENDOR shall provide an itemized billing statement to the CITY each month for Professional Services performed. The VENDOR shall no incur fees or costs which exceed the Compensation without the prior written consent of the CITY.
SECTION 3. TERM.
a. This Agreement shall commence upon issuance of a written “Notice to Proceed” (as further defined below) by the CITY and shall expire three (3) years from the Effective Date, unless terminated earlier as hereinafter provided. This Agreement may be extended for up to two (2) one-year extensions upon such terms and conditions mutually agreed upon by the Parties in writing.
b. Notice to Proceed. Any work or service contemplated under this Agreement shall not commence until the CITY has issued a written Notice to Proceed issued by CITY’s applicable, department head.
SECTION 4. PERFORMANCE.
a. The VENDOR shall at all times, faithfully, competently, and to the best of its ability, experience, and talent, perform all tasks described herein.
b. The VENDOR shall employ, at a minimum, generally accepted standards and practices utilized by companies engaged in providing similar services, as are required of Vendor hereunder, in meeting its obligations under this Agreement.
c. The VENDOR shall be knowledgeable of and subject to all CITY ordinances, rules and regulations, standard operating procedures, and the supervisory chain of command.
d. The VENDOR shall have the right to retain, subject to the CITY's approval, additional individuals, vendors or subvendors to assist in the completion of services as herein defined. Compensation for additional individuals, vendors or subvendors shall be the sole and exclusive responsibility of the VENDOR.
e. The VENDOR shall retain all original reports, field and office notes, correspondence, calculations, maps, and other documents specifically related to the services provided by the VENDOR pursuant to this Agreement, other than documents which are exempt from disclosure pursuant to the attorney-client privilege or any other law. Said documents shall be made available for inspection by