Visalia City Council
August 5, 2024

Attachment 3 - SCOPE OF WORK AS NEGOTIATED

The Scope of Work contains technical specifications concerning work to be performed by the independent CONTRACTOR upon entering into a written agreement with CITY.

Proposing Contractors are instructed to review the requirements outlined herein and prepare proposals which respond as indicated in this Request for Proposals, referencing the Scope of Work as appropriate.

This section describes the role of both CONTRACTOR and CITY, and how they interrelate in this AGREEMENT. This section also defines the expectations for the CONTRACTOR in the area of transit operation, maintenance, and other performance requirements along with the penalties and incentives for not meeting such criteria.

INTRODUCTION

Visalia Transit (VT), a division of the City of Visalia, is seeking a qualified PROPOSER to operate six (6) different types of public transit services in the region. They include:

Fixed-route service within the Visalia Urbanized Area
Demand-Response & Reservation Based Paratransit service within the Visalia Urbanized Area
V-LINE Commuter Service between Visalia and Fresno.

Sequoia Shuttle (SEKI) within Sequoia National Park, and to and from the City of Visalia The LOOP, for youth from schools to community and recreation centers within the City of Visalia.

Microtransit that provides on-demand service to the general public within the Visalia City Limits and may be commingled with DAR service.

Demand-response services were initiated in 1982, fixed-route in 1987, the V-LINE in 2015, SEKI in 2007, and The LOOP in 2008. An estimated population of 142,978 resides within VT's 40square mile service area (Service Area Map – RFP 23-24-14, Exhibit C).

The City finances VT primarily through a combination of fare revenues, State Transportation Development Act (TDA), Federal Transit Administration (FTA) 5307, State and Federal Grants, and Measure R local sales tax funds. A portion of the funding is contributed by the County of Tulare under a contract for the provision of VT service to County residents residing within the Visalia Transit service area.

Fixed-Route System

The VT fixed -route system currently operates thirteen (13) routes. Although headways vary slightly, generally one (1) route operates a 15-minute headway, five (5) routes operate on 30-minute headways, three (3) routes on 45 -minute headways, and three (3) routes operate hourly service. Weekday operating hours are approximately 6:00 a.m. to 9:30 p.m., Saturdays from 8:00 a.m. to 6:30 p.m., and Sundays from 8:00 a.m. to 6:30 p.m.,

excluding six (6) legal holidays. Thirty -six (36) buses are operated during base level service. This schedule results in an annual total of approximately 119,000 vehicle revenue hours and 1,760,000 vehicle revenue miles. VT’s existing marketing efforts, fare structure, and operating policies encourage transit patrons to utilize fixed -route services as their primary service to help maximize Paratransit/Dial -A-Ride capacity for Americans with Disabilities Act (ADA) patrons.

Dial-A-Ride

Demand-response Dial-A-Ride (DAR) service currently operates from 6 -9 vehicles on weekdays and 2-4 vehicles on weekends. The system is appointment based for all certified patrons. Non-certified patrons, as well as certified, can request on-demand service day of as capacity allows. DAR operates during the same days and hours as the fixed- route service. DAR operates an estimated 12,000 revenue vehicle hours and 156,000 revenue miles annually. Service requests are accepted seven days per week. Reservations can be made up to two weeks in advance via live Dial -a-ride Dispatch for certified patrons only.

Although Dial-a-Ride is available to any member of the general public, its first priority is to provide complementary paratransit service in response to the ADA.

V-Line

V-LINE is a service that connects Visalia to Fresno. Established in 2015, V-LINE provides rides for approximately 2,000-3,000 passengers per month. The V-LINE currently operates six (6) runs a day, seven days a week, between 4:00 a.m. and 9:30 p.m., excluding six (6) legal holidays. This schedule results in an annual total of approximately 6,500 vehicle revenue hours and 240,000 vehicle revenue miles. Passes are currently sold to Fresno State for students use at a discounted rate. Fresno State Ridership makes up about half of V-LINE peak ridership.

Sequoia Shuttle

In 2024 Sequoia Shuttle (SEKI) will be preparing to start its sixteenth year of operation providing service within the Sequoia National Park and service from Visalia, Farmersville, Exeter, Lemon Cove, and Three Rivers to the Sequoia Nations Park. Visalia T ransit is contracted with the U.S. National Park Service to provide a shuttle within the Sequoia National Park. SEKI consists of two separate components, an external, Sequoia Gateway Shuttle, and an internal, Sequoia Park Shuttle. The Sequoia Gateway Shutt le provides transportation linking points within Tulare County to the Sequoia and Kings Canyon National Park. The Sequoia Gateway Shuttle service is designed to serve (1) visitors arriving and staying in the Gateway Communities and visiting the Park, and (2) employees who reside in the Gateway Communities and work in the Park. The Sequoia Gateway Shuttle terminus in the Park at the Giant Forest Museum where passengers can transfer to the Sequoia Park Shuttle routes. The Sequoia Park Shuttle provides transportation for visitors and employees to several locations within Sequoia National Park.

SEKI is a seasonal service expected to be operated from the Thursday before Memorial Day weekend through Labor Day week. The range of dates varies from year to year, but the season typically concludes within the month of September. Park Shuttle operates seven (7) days a week from 8:00 a.m. to 7:00 p.m. utilizing 9-13 vehicles (Diesel Hybrids & Gasoline Shuttles) during the week, and depending upon the budgets, weekends and holidays the service may operate up to 20 vehicles. Sequoia Gateway Shuttle service t o and from the City of Visalia operates seven days a week from 6:00 a.m. to 10:00 p.m. with 6-9 shuttles depending on weekdays, weekends, or Holiday schedules. Two to six (2 -6) spares are used for either part of the service and the vehicles are interchangeable.

The LOOP

The LOOP service, established by VT in 2008, focuses on transporting youth to key recreational and community centers and school sites. The project is the result of a collaborative effort by the Tulare County Gang Intervention Task Force to keep youth focused on active and productive activities. The LOOP is funded by the Visalia Police Department with part-time recreational coordinators employed by the Visalia Parks and Recreation Department to assist youth on-board the bus. During the summer, The LOOP operating Monday through Saturday from 12:00 p.m. to 8:00 p.m.

Microtransit/On-Demand Service

CITY may during the term of this AGREEMENT implement a microtransit/on -demand service to serve passengers within VT service area. On-Demand service offers local origin to destination shared ride service(s). Other passengers will be picked-up and dropped-off along the way. This service is open to the public with no application necessary to use.

General trips are booked through a third -party application. Youth, Senior, and ADA trips may be booked by calling the reservation line designated once the CITY implements this service. Microtransit/On-Demand service may operate in four (4) communities within the County of Tulare (Goshen, Exeter, Farmersville, and Visalia).

All Microtransit/On-Demand services operate the same service hours as the Fixed Route and DAR service. Service is between the hours of 6:00 a.m. to 10:00 p.m., Monday through Friday, and limited service on Saturday and Sundays from 8:00 a.m. to 6:30 p.m.

Greenline Call Center

The Greenline is a call center which provides countywide public transportation information.

Visalia Transit (VT) staff operate this call center Monday-Thursday 8:00a.m.–5:00p.m. and Friday 8:00a.m.–4:00p.m. CONTRACTOR shall provide staff to operate the ca ll center Friday 4:00p.m.–5:00p.m., Saturday 8:30 a.m.–5:30 p.m., CITY observed Holidays 8:30 a.m.–5:30 p.m. when the CITY offices are closed but service is operating, and other times upon CITY’s request. A CITY approved format collecting data regarding the nature of the calls is to be provided to the CITY. Additional coverage of the Greenline during regular weekday hours may be requested of the CONTRACTOR.

CHANGES IN SCOPE OF WORK & AMENDMENT

It is understood and agreed by CITY and CONTRACTOR that it may be necessary, from time to time during the term of this AGREEMENT, to modify its provisions or to revise the scope and/or extent of CONTRACTOR’s work under this AGREEMENT for the management, operation, and maintenance of the VT operations. In each such instance, CITY and CONTRACTOR shall consult with each other and shall come to a mutually acceptable agreement as to the nature of the required modification or revision desired.

Each agreement to modif y or revise the scope and/or extent of CONTRACTOR’s work shall be reduced to writing, and when fully executed by both parties, shall constitute an amendment to this AGREEMENT. Each amendment will be identified and sequentially numbered as "Amendment No. 1," “Amendment No. 2,” and so forth, and shall be subject to all of the other applicable provisions of this AGREEMENT. Until an amendment has been approved by the CITY and CONTRACTOR in the foregoing manner, it shall have no force or effect.

Notwithstanding the above, CITY without invalidating the AGREEMENT may from time - to-time order minor changes in the scope and/or extent of CONTRACTOR’s work involving transit routes, schedules, bus stop locations, and so forth to respond to demand, special events and other occurrences without requiring an amendment pursuant to this ARTICLE.

The CITY may also increase or decrease the number of annual vehicle service hours without invalidating the AGREEMENT provided that the cumulative changes in annual vehicle service hours for Fixed Route, Dial-a-Ride, and V-Line do not result in a change in the number of annual vehicle service hours of more than twenty percent (20% ) increase/decrease and providing that CONTRACTOR is not required to operate for more or fewer days in a week or the service does not start earlier during the service day or end later in the service day. In the event the vehicle service hours change more t han twenty percent (20%), the CITY and/or CONTRACTOR may request a rate adjustment based on the new level of service. If the CITY and CONTRACTOR cannot mutually agree upon a new rate, the agreement may be terminated in accord with Article 13.

Changes in Sequoia Shuttle Operations

In the event CITY significantly modifies Sequoia Shuttle operations (over 20% increase or decrease over existing service level), CITY or CONTRACTOR shall meet in good faith to negotiate any reasonable rate adjustment. If CITY and CONTRACTOR cannot mutually agree upon a new rate, the AGREEMENT may be terminated in accord with Article 13

Table of Contents Page
SECTION 1 - CITY DUTIES AND RESPONSIBILITIES ............................................................ 8 CDR 1.1 System Planning and Administration ........................................................... 8 CDR 1.2 Advertising and Promotion ........................................................................... 8 CDR 1.3 Provision of Transit Facilities ....................................................................... 8 CDR 1.4 Buses, Vehicles, and Equipment ................................................................11 CDR 1.5 Fuel ............................................................................................................12 CDR 1.6 Schedules, Passes, Tickets ........................................................................12 CDR 1.7 Radio Communications Systems ................................................................12 CDR 1.8 Telephone System ......................................................................................13 CDR 1.9 On-Board Surveillance Systems ................................................................. 13 CDR 1.10 Electronic Farebox & Farebox Systems ......................................................13 CDR 1.11 Intelligent Transportation Systems (ITS) .....................................................14 CDR 1.12 Street Furnishings.......................................................................................14 CDR 1.13 Notification - Potential Interference with VT Operations ..............................14 CDR 1.14 Greenline ....................................................................................................14 SECTION 2 – CONTRACTOR’S GENERAL DUTIES AND RESPONSIBILITIES ....................16 GDR 2.1 Proposed Organizational Structure .............................................................16 GDR 2.2 Requested Removal of CONTRACTOR Staff .............................................24 GDR 2.3 Employee Selection and Supervision ..........................................................24 GDR 2.4 Professional Development and Education ..................................................25 GDR 2.5 Training of Drivers and Operations Personnel ............................................26 GDR 2.6 Code of Conduct, Appearance, & Professionalism......................................28 GDR 2.7 Safety Program ...........................................................................................33 GDR 2.8 Books, Records, and Reports .....................................................................34 GDR 2.9 VT Transit Advertising Program ..................................................................38 GDR 2.10 System Promotion ......................................................................................38 GDR 2.11 System Recommendations .........................................................................38 GDR 2.12 Emergencies and Natural Disasters ............................................................38 GDR 2.13 Pass-Through Purchases ...........................................................................39 GDR 2.14 Union Relations ..........................................................................................39 GDR 2.15 Environmentally Friendly/Recycling Program ..............................................40

GDR 2.16 Penalties & Incentives ................................................................................40 SECTION 3 – CONTRACTOR’S OPERATIONS DUTIES AND RESPONSIBILITIES ..............42 ODR 3.1 General .......................................................................................................42 ODR 3.2 Provision of Transit Facilities ......................................................................43 ODR 3.3 Buses and Equipment .................................................................................46 ODR 3.4 Fuel ............................................................................................................46 ODR 3.5 Schedules, Passes, Tickets ........................................................................47 ODR 3.6 Radio Communications Systems ................................................................47 ODR 3.7 Telephone System ......................................................................................48 ODR 3.8 On-Board Surveillance Systems ................................................................. 48 ODR 3.9 Electronic Farebox & Farebox Systems ......................................................49 ODR 3.10 Intelligent Transportation Systems (ITS) .....................................................49 ODR 3.11 Street Furnishings.......................................................................................53 ODR 3.12 Operations ..................................................................................................53 ODR 3.13 Service Performance ..................................................................................62 ODR 3.14 Operations Staff ..........................................................................................68 ODR 3.15 Passenger Rules & Announcements...........................................................68 ODR 3.16 Driver’s Responsibilities ..............................................................................68 ODR 3.17 Road Supervision .......................................................................................70 ODR 3.18 Accident, Incident, and Complaint Procedures ............................................70 ODR 3.19 Vehicle Scheduling and Dispatching ...........................................................72 ODR 3.20 Telephone Reservation and Information System ........................................72 ODR 3.21 Fares and Fare Collection ...........................................................................74 ODR 3.22 On-Board Pass Sales .................................................................................75 ODR 3.23 Planning and System Design Assistance ....................................................75 SECTION 4 – CONTRACTOR’S MAINTENANCE DUTIES AND RESPONSIBILITIES ...........76 MDR 4.1 Maintenance - General ...............................................................................76 MDR 4.2 Vehicles and Equipment .............................................................................76 MDR 4.3 Maintenance Facility ...................................................................................77 MDR 4.4 Preventive Maintenance .............................................................................79 MDR 4.5 Mechanical Maintenance Program ..............................................................80 MDR 4.6 General Maintenance .................................................................................81

MDR 4.7 Vehicle Repair ............................................................................................ 82 MDR 4.8 Major Components .....................................................................................82 MDR 4.9 Parts Inventory ...........................................................................................84 MDR 4.10 Tools and Equipment ..................................................................................84 MDR 4.11 Vehicle Towing ...........................................................................................84 MDR 4.12 Emissions Control Programs ......................................................................84 MDR 4.13 Oil Analysis ................................................................................................. 84 MDR 4.14 Daily Vehicle Servicing ...............................................................................85 MDR 4.15 Vehicle Cleaning .........................................................................................85 MDR 4.16 Maintenance Evaluations ............................................................................86 MDR 4.17 Maintenance Records and Reports .............................................................86 MDR 4.18 Out-of-Service Designation .........................................................................88 MDR 4.19 On-Board Video Surveillance Systems .......................................................89 MDR 4.20 Electronic Fare Collection System ..............................................................89 MDR 4.21 CAD/AVL/ITS Systems ...............................................................................89 MDR 4.22 Maintenance Performance Standard...........................................................89 MDR 4.23 Maintenance Personnel ..............................................................................91 MDR 4.24 Passenger Shelter, Bench, Trash Can, and Signage Cleaning ...................92 MDR 4.25 Damage to on-board equipment, and buses ...............................................92 MDR 4.26 Turnover Procedure ....................................................................................93 MDR 4.26.1 Pre-Audit Meeting .......................................................................................93 MDR 4.26.2 Initial Audit ..................................................................................................94 MDR 4.26.3 Final Audit ............................................................................................................... 94

SECTION 1 - CITY DUTIES AND RESPONSIBILITIES

CDR 1.1 System Planning and Administration

CITY shall be responsible for all planning activities relative to VT routes, schedules, days and hours of operations, bus stop locations, location of street furnishings, preparation of planning documents, budgets, grant applications and related documentation, and other such activities relative to overall system administration.

CDR 1.2 Advertising and Promotion

CITY shall prepare, place, schedule, and pay for all advertising and promotional materials designed to inform VT patrons of VT operations and to promote ridership.

CDR 1.3 Provision of Transit Facilities

CITY shall be responsible for and agrees to indemnify, defend, and hold CONTRACTOR harmless from any Environmental Conditions, as defined below, that existed on, in or under the Facility prior to when CONTRACTOR moves into the Facility. CONTRACTOR will be responsible for and agree to indemnify, defend, and hold CITY harmless from any Environmental Conditions on, in or under the Facility caused by CONTRACTOR during the term. The term “Environmental Conditions” means conditions where hazardous materials (as defined under applicable federal, state, or local laws) are present to the extent that any reporting, remediation, or other actions is required under any such federal, state, or local laws. Reference to “laws” hereunder includes all regulations, guidelines, and other requirements thereunder, as amended and supplemented from time to time. CITY shall indemnify, hold harmless, and defend CONTRACTOR against and in respect of any and all liability, claim, loss, costs, damage, expense (including attorneys’ fees and remedial costs), fine, penalty, suit, demand, or other action, including but not limited to those matters related to the death, dismemberment or other injury to any person, asserted against CONTRACTOR resulting from, arising out of, related to or in connection with the:
(i) release from or upon the premises of any hazardous or toxic substance, waste, constituent or other substance into the environment; (ii) the treatment, recycling, storage or disposal at any facility owned or operated by any person or entity of a hazardous or toxic substance, waste, constituent or other substance which has been deposited at, disposed on, or released onto the premises; and (iii) clean up or other remedial measures with regard to environmental pollution caused by CITY, its affiliates or agents, which may be required by any governmental agency pursuant to federal, state or local statutes or regulations, including without limitation, CERCLA.

CITY shall ensure the leased facility meets all building and zoning requirements. If any modification of the leased facility is required to meet any code requirement, said modification shall be done at CITY expense.

CDR 1.3.1 Visalia Transit Center – 425 East Oak Ave., Ste. 301, Visalia, California 93291

The facility includes sixteen (16) bus bays, a passenger terminal, transit administration offices, a landscaped passenger plaza, and driver breakroom. CITY shall be responsible for the maintenance of, insurance of, repairs to and utilities for the Visalia Transit Center.

CDR 1.3.2 Operations and Maintenance Facility – 525 North Cain Street, Visalia, California 93292

CITY shall provide CONTRACTOR with use of an Operations and Maintenance Facility located at 525 North Cain Street, Visalia, California. The facility shall be leased to CONTRACTOR by CITY for one dollar ($1.00) per year and the lease shall remain in effect only so long as the AGREEMENT and/or any successor agreements remain in effect. The facility is capable of housing administrative and operation’s office space, vehicle storage and vehicle maintenance. In addition, the facility provides space to house CITY ’s owned dispatch console, computer software and hardware equipment to be used for the provision of services. CITY provides an automated telephone system including dedicated voicemail that serves reservation and operational needs. The CITY will perform regular maintenance and updates on all CITY provided software, equipment, and hardware. Any issues with the CITY provided software, equipment, and hardware shall be reported to the Transit Manager or their designee to be submitted to the CITY Information Ser vices (IS) department to be addressed. In urgent situations the CONTRACTOR may find it necessary to submit service requests straight to IS. If this occurs, the submitter shall copy the Transit Manager or their designee on all service requests submitted and provide updates on the first following business day including a justification for the urgency. The CITY provides internet access & Desktop PCs for all computers in the dispatch office (3 dispatch PC’s), as well as PC’s available for camera viewing (3 total). In the future, the CONTRACTOR may occupy a second dispatch office, and internet & connections will be provided by the CITY. All phones within the facility are provided by the CITY via VOIP (voice over IP).

CDR 1.3.3 Payment of Utilities

CITY shall have in their name and pay all charges for electricity, heat, water, sewer, garbage, drainage and all other utilities and services during CONTRACTORS occupancy of the facility including any utilities associated with the CNG Station and bus charging.

CDR 1.3.4 Term of Occupying Transit Operations and Maintenance Premises

The term of CONTRACTOR’S use of the Operations and Maintenance Facility shall be for a period consistent with the AGREEMENT, including exercised option terms.

CDR 1.3.5 Care and Maintenance of Premises

CONTRACTOR shall be responsible for all repairs, except the roof, exterior walls, HVAC unit replacement, and structural foundations which the CITY will assume full responsibility, except if there is evidence that the expenses are due to improper maintenance, neglect,

negligence, accident by CONTRACTOR or its employees or subcontractor, or misuse.

Contractor is responsible to perform routine maintenance on all facility items including all equipment being utilized (ie: lifts, generators, compressors, pressure washers, etc). Routine maintenance on the facility includes HVAC system, plumbing, etc.

CDR 1.3.6 Alterations and Additions

CITY may require that CONTRACTOR remove any or all of the said alterations, improvements, additions, or utility installations at the expiration of the term of the lease and restore the premises to its prior condition at CONTRACTOR’S expense.

CDR 1.3.7 Entry and Inspection

CONTRACTOR shall permit CITY or CITY’s agents to enter upon the premises at any time for the purposes of inspecting the same. The CITY may conduct site visits of the Facilities at any time during the AGREEMENT Term for purposes of inspections, audits, and monitoring.

CDR 1.3.8 Destruction of Premises

In the event of a partial destruction of the premises during the term hereof, from any cause, CITY shall promptly repair the damage, if the CITY can make the repairs within sixty (60) days under existing governmental laws and regulations. However, the CONTRACTOR, not the CITY, is responsible for damages resulting from negligence or willful misconduct by the CONTRACTOR, or by the CONTRACTOR’s agents, employees, or invitees. In the event that CITY shall not elect to make such repairs which cannot be made wi thin sixty (60) days, this lease may be terminated at the option of either party. In the event that the building in which the demised premises may be situated is destroyed to an extent of not less than one-third of the replacement cost, CITY may elect to terminate this lease whether the demised premises be injured or not. A total destruction of the building in which the premises may be situated shall terminate this lease.

CDR 1.3.9 CITY’s Remedies on Default

If CONTRACTOR defaults in the performance of any of the covenants or conditions hereof, or any of the other covenants or conditions under this AGREEMENT, CITY may give CONTRACTOR notice of such default and if CONTRACTOR does not cure any such default within thirty (30) days, after the giving of such notice (or if such other default is of such nature that it cannot be completely cured within such period, if CONTRACTOR does not commence such curing within such fifteen (15) days and thereafter proceed with reasonable diligence and in good faith to cure such default), then CITY may terminate this lease on not less than fifteen (15) days’ notice to CONTRACTOR. On the date specified in such notice the term of this lease shall terminate, and CONTRACTOR shall then quit and surrender the premises to CITY, but CONTRACTOR shall remain liable as hereinafter provided. If this lease is terminated by CITY, CITY may at any time thereafter resume

possession of the premises by any lawful means and remove CONTRACTOR or other occupants and their effects. No failure to enforce any term shall be deemed a waiver.

CDR 1.3.10 Attorney’s Fees

In case suit should be brought for recovery of the premises or for any sum due hereunder, or because of any act which may arise out of the possession of the premises, by either party, the prevailing party shall be entitled to all costs incurred in connection with such action, including reasonable attorney’s fees.

CDR 1.3.11 CONTRACTOR Non-Exclusive Use of Facility

CITY reserves the right to use the facility provided to CONTRACTOR for other purposes which do not interfere with CONTRACTOR’s operation and maintenance of VT. CITY shall provide CONTRACTOR with seven (7) calendar days written notice prior to the commencement of such use of the facility.

CDR 1.3.12 Lease of Operations and Maintenance Facility for Other Contract Services

In the event CONTRACTOR proposes to utilize a portion of the Operations and Maintenance Facility, located at 525 North Cain Street, Visalia, California, for operation of other contracted services outside the service area of CITY, CONTRACTOR shall request prior authorization from CITY. The CITY reserves the right to deny any requests by CONTRACTOR to sublease all or part of this facility for any reason. Upon authorization from CITY, CITY shall determine lease payments based on square footage proposed to be utilized by CONTRACTOR and/or other criteria as deemed necessary by CITY. CITY shall amend the current AGREEMENT with CONTRACTOR to reflect such lease usage and annual payments.

CDR 1.3.13 Use of Operations and Maintenance Facility for Other Contract Services

Subject to the requirements of CDR 1.3.12, CONTRACTOR’s occupancy and use of Transit Operations and Maintenance premises for other contract services shall be limited to bus parking, dispatch, maintenance, and repair and washing of buses and for no other purpose. Activities performed for other contract services shall in no way interfere with or cause disruption of operations and maintenance of VT services at any time. All requirements pertaining to the use of CITY’s Operations and Maintenance Facility, as referenced herein, shall apply to the lease of said premises by CONTRACTOR for other contract services.

CDR 1.4 Buses, Vehicles, and Equipment

CITY shall provide to CONTRACTOR the vehicles and equipment set forth in RFP 23-24- 14, Exhibit E titled “CITY VEHICLE AND EQUIPMENT LIST.” These vehicles and

equipment shall be used only for activity directly related to the transit system covered by the AGREEMENT, unless otherwise authorized, in writing, by CITY. CITY VEHICLE AND EQUIPMENT LIST shall be updated annually. All equipment not affixed to the facility and non-revenue vehicles needed for operations and maintenance shall be the sole responsibility of the CONTRACTOR to prov ide. Any equipment not affixed to the facility and non-revenue vehicles listed in CITY VEHICLE AND EQUIPMENT LIST may not be replaced by CITY at the end of their useful life.

All said vehicles shall be leased to CONTRACTOR by CITY for one dollar ($1.00) per year per vehicle. Said lease shall remain in effect only so long as the AGREEMENT and/or any successor agreements remain in effect. CITY shall register each vehicle to show its name as registered owner and the true name of the legal owner the reof. CITY shall provide a valid copy of each vehicle registration to CONTRACTOR.

CITY and CONTRACTOR agree to use the Vehicle Condition Standards set forth in RFP 23-24-14, Exhibit F to govern the transition of vehicles from the CITY’s prior contractor to CONTRACTOR.

CDR 1.5 Fuel

The CITY shall pay for fuel costs associated with training vehicles.

CITY shall provide all gasoline, low-sulfur diesel, and compressed natural gas (CNG) and may exercise its option to supply other fuels required to operate VT revenue vehicles or to reimburse CONTRACTOR for fuels supplied by CONTRACTOR. The CITY expressly reserves the right at its sole discretion to establ ish fueling procedures as determined by CITY to be in CITY’s best interest.

If, during the course of this AGREEMENT, CITY instructs CONTRACTOR to use different fueling facilities which increases or decreases the amount of labor or deadhead hours required to perform the fueling function, the CITY and CONTRACTOR agree to negotiate an equitable adjustment (increase or decrease) to CONTRACTOR’s rates herein to reflect such change in cost. Any incidents identified by or reported to CITY involving the misuse of fuel are subject to penalties.

CDR 1.6 Schedules, Passes, Tickets

CITY shall prepare, print, and provide to CONTRACTOR all schedules, passes, tickets, and like materials required by VT operations.

CDR 1.7 Radio Communications Systems

CITY shall provide all radio communication systems for the sole purpose of providing radio communications between the dispatch center or supervisors and VT vehicles in connection with VT operations. CITY shall supply and maintain all licenses required to operate the radio system.

CDR 1.8 Telephone System

CITY shall provide the telephone system for the operations and maintenance facility.

Telephone lines are currently in use for such purposes and are installed at CITY provided operations and maintenance facility. The CITY will perform regular maintenance and updates on all CITY provided software, equipment, and hardware. Any issues with the CITY provided software, equipment, and hardware shall be reported to the Transit Manager or their designee to be submitted to the CITY Information Services (IS) department to be addressed. In urgent situations the CONTRACTOR may find it necessary to submit service requests straight to IS. If this occurs, the submitter shall copy the Transit Manager or their designee on all service requests submitted and provide updates on the first following business day including a justification for the urgency.

CITY shall provide and CONTRACTOR shall use the telephone system of the SEKI office located in the Sequoia National Park.

CDR 1.9 On-Board Surveillance Systems

Each CITY vehicle is equipped with surveillance cameras that capture both interior and exterior scenes. The footage is recorded onto hot swappable hard drives via REI model DVRs, located in each vehicle’s electronics cabinet. The CITY also has several spare hard drives for use in vehicles when footage is being pulled. CITY shall provide a video event recorder for all VT buses.

CITY shall provide video surveillance equipment and systems and shall replace such equipment as needed. The CITY shall provide the CONTRACTOR with eight (8) functional spare hard drives.

CITY Shall have the right to view and keep any video and data collected by all surveillance systems used on VT vehicles, including the Drive Cam if CONTRACTOR elects to implement them on VT vehicles.

All recordings are the sole property of the CITY and may not be disseminated without prior written authorization from the CITY’s Transit Manager or their designee, with the exception that CONTRACTOR may copy, and use said recordings in the defense or potential defense in insurance claims or potential claims against CITY or CONTRACTOR after notification to CITY of CONTRACTOR’s.

CDR 1.10 Electronic Farebox & Farebox Systems

CITY shall provide a GFI electronic farebox system. CITY shall pay for upgrades and trim cards for the GFI system.

The CITY shall provide an armored car service for the transport and deposit of the fare revenue collected by contractor. The CITY shall be credited by the CONTRACTOR monthly for armored car service expenses paid by CITY.

CDR 1.11 Intelligent Transportation Systems (ITS)

CITY shall assist in coordinating software and/or hardware issues with the equipment manufacturer, after being identified by CONTRACTOR. All (electronic and tangible) data collected, stored, and produced by any CONTRACTOR owned (or controlled) technology shall become the property of CITY, and CITY shall dictate to CONTRACTOR how such data shall be provided to CITY upon its request. CONTRACTOR shall further retain such data for the amount of time specified by CITY. CITY will utilize the ITS Systems to monitor routes, operator performance, collect data for reporting to local, state, and federal agencies, and other needs as desired.

CITY will retain the right to dictate the location of any equipment placed on CITY vehicles and/or facilities, and CITY equipment shall have priority consideration with regards to its placement. No modifications to CITY vehicles, equipment or facilities wi ll be permitted without written authorization from CITY’S Transportation Manager.

CDR 1.12 Street Furnishings

CITY shall design and purchase new and replacement street furnishings required for VT operations. CITY shall design and place all bus stops and bus stop signs. CITY shall repair all bus stops, bus stop signs, benches, shelters, and other street furnishings, as described in greater detail herein. Such furnishings shall include bus stop signs and posts, benches, shelters and the like. Further, CITY shall maintain or cause property owners to maintain all trees along all VT routes and stops so as to preclude damaging VT vehicles by reason of low-hanging trees and branches. CONTRACTOR and its employees shall cooperate with CITY by advising it of any such conditions observed during VT operations.

CITY shall correct all CONTRACTOR reported hazards that may cause damage to VT vehicles in a timely manner. Nothing heretofore shall relieve VT vehicle operators from exercising good care and caution in their vehicle operations in order to avoid such damage.

CITY may at its own expense contract out additional bus stop maintenance if desired.

CDR 1.13 Notification - Potential Interference with VT Operations

CITY shall make a reasonable effort to notify CONTRACTOR in advance of any road closures, detours, parades, or other such events under CITY jurisdiction which may interfere with VT operations or require deviations from established routes or schedules.

Such deviations shall be mutually agreed upon by CONTRACTOR and CITY.

CDR 1.14 Greenline

• VT Greenline staff will log into the Greenline Call Center during regular weekday hours (Monday-Thursday 8:00a.m. to 5:00p.m. & Friday 8:00a.m. to 4:00p.m.).

• CITY Greenline staff will load the CONTRACTOR call log into the Greenline database and report all call information to the FTA.
• CITY staff will review the contractor complaint log to track all complaints received by CONTRACTOR.
• City of Visalia staff will run Cisco reports and monitor call center and agent performance and may review these reports daily, weekly, monthly, or as needed to determine that all calls received by CONTRACTOR are being logged. • Performance reports will be shared with appropriate CONTRACTOR management.

SECTION 2 – CONTRACTOR’S GENERAL DUTIES AND RESPONSIBILITIES

GDR 2.1 Proposed Organizational Structure

CONTRACTOR shall submit annually , or at VT’s request, an accurate and up -to-date organizational chart that depicts all personnel utilized in the service of this AGREEMENT.

The organizational chart shall indicate titles, actual salary, filled positions, and number of vacancies.

GDR 2.1.1 Minimum Management Staff

CONTRACTOR shall provide management staff at a level and capability sufficient to oversee its functions and employees. CONTRACTOR shall provide, at a minimum, four (4) dedicated (100% of their time) management staff positions under this AGREEMENT.

The PROPOSER must submit a proposed staffing plan indicating all management and staff employee positions, the number of full-time equivalent employees at each position (a full-time equivalent employee equals 2,000 work hours), and salary and benefit schedules for each employee classification. The staffing plan should be specific to each of the first five (5) base years contemplated in the AGREEMENT.

The CONTRACTOR must provide dedicated staff according to the following minimum requirements:

Job Title Number of Positions
Regional Vice-President 1 (can be shared)
General Manager 1
Operations Manager 2 (one safety & training
focused)
Maintenance Manager 1

Road Supervisor
A minimum of 4 (or 1 for
every 30 hours of weekly
operation)
Scheduler/Dispatcher Determined by

CONTRACTOR
Clerical Support Determined by

CONTRACTOR
Full-Time Bus Operators Determined by

CONTRACTOR
Part-Time Bus Operators Determined by

CONTRACTOR

The CITY reserves the right to approve the CONTRACTOR’s proposed and successive Regional Vice-President and local management team, including but not limited to the General Manager, Assistant General Manager, Operations Manager(s), Finance Manager, and Maintenance Manager. The persons serving as General Manager, Operations Manager, and Maintenance Manager shall not perform any other duties for CONTRACTOR, being solely dedicated to management of VT transit operations unless

CITY agrees upon a shared staffing arrangement or provides written authorization to work on other projects.

The CONTRACTOR must receive approval for the transfer of the Regional Vice-President, General Manager, Assistant General Manager, Operations Manager(s), and Maintenance Manager from this project to another. Both the CITY and CONTRACTOR agree that there is a point of diminishing returns with regard to contract support by the Regional Manager as the number of contracts for which they provide oversight increases. CONTRACTOR commits to the CITY that the Regional Vice-President assigned to this AGREEMENT will not provide oversight for more than ten (10) transit agencies during the term of the AGREEMENT unless there is express written approval from the CITY.

Any General Manager, Assistant General Manager, Operations Manager(s), and Maintenance Manager assigned to this project must remain in that position for a period of one (1) year unless the CITY asks the CONTRACTOR to remove such manager(s). If for reasons other than a personal termination (voluntary resignation) , termination of
employment by CONTRACTOR with prior notice to CITY, or emergency, the approved Regional Manager, General Manager, Assistant General Manager, Operations Manager, or Maintenance Manager leaves prior terms above, the CITY at its sole discretion may within thirty (30) days assess a penalty. Any management personnel assigned to fill open management positions on a temporary basis must meet the qualifications as stated in this SCOPE OF WORK for a permanent manager. The staffing plan must include the resumes of the proposed General Manager, Assistant General Manager, Operations Manager(s), and Maintenance Manager showing all relevant education, training, and experience.

CONTRACTOR should also describe other personnel to the extent that their particular experience, skill, and availability will affect the performance of this AGREEMENT.

CONTRACTOR should submit a description of the employee benefit package that will be provided including any incentive or motivational programs.

GDR 2.1.2 Job Functions and Minimum Qualifications

GDR 2.1.2.1 General Manager

CONTRACTOR shall provide project management through a General Manager at a level and capability sufficient to oversee its functions and employees.

A. Principle Functions:

The principal function of the General Manager will be to oversee the employees of the CONTRACTOR and monitor operational activities associated with this scope of work. The General Manager will be responsible to the CITY for the safe, reliable, and effective supply of all services referenced in this scope of work. The General Manager will supervise the daily activities of all operators, supervisors, dispatchers, maintenance workers, and other personnel necessary to support system operations. The General Manager will work cooperatively with VT and be

accountable for all substantive matters pertaining to the provision of transit services as provided under this agreement. These matters include but are not limited to:

(1) Ensuring all performance goals are met.
(2) Providing effective operations design, scheduling, and management (3) Maintaining a fully and competently staffed organization (4) Providing proper fleet maintenance
(5) Ensuring effective quality assurance
(6) Providing complete and accurate data collection, compilation, analysis, and reporting
(7) Ensuring compliance with FTA and other federal, state, and local regulatory requirements, including participating in FTA Triennial Audits as requested by the CITY. Next FTA Triennial Audit is expected in late quarter 1 to quarter 2 of 2025.
(8) Maintaining effective environmental compliance and sustainability management
(9) Ensuring professional and timely response to comments from passengers and the general public
(10) Ensuring CITY provided Technology is properly utilized and accurate. (11) Providing effective response to specific requests for other assistance as the need arises
(12) Attending local and regional meetings at the CITY’s request.

CONTRACTOR shall designate and provide the services of a full -time General Manager, subject to the approval of CITY, who shall provide overall management and supervision of VT operations under the terms of the AGREEMENT.

The General Manager’s office will be physically located at VT’s Operations and Maintenance Facility in Visalia. The General Manager will be expected to remain at the facility or otherwise within the VT service area during normal working hours as appropriate to the maximum extent possible. At all times, the General Manager, or an Operations Manager designated to act for the General Manager, shall be available either by telephone or in person to make decisions regarding day-to-day VT operations or provide coordination as necessary, and shall be authorized to act on behalf of CONTRACTOR regarding all matters pertaining to this Scope of Work.

The General Manager and Regional Operations Manager for the CONTRACTOR shall meet with the CITY monthly to review the VT operation. The General Manager shall work cooperatively with CITY’s Transit Manager or their designee in matters relating to service quality, providing operational and other data as described in this Scope of Work, responding to comments from VT passengers and the general public, and responding to specific requests for other assistance as the need arises.

B. Minimum Qualifications:

The General Manager shall have a minimum of three (3) years of direct successful experience in a General Manager capacity managing a transit property/operation of similar size and scope. The General Manager shall have a minimum of five (5) years of transit operations management experience overall, or in a closely related field. Completion of a four (4) year college degree in a relevant field is desirable, although relevant education obtained through alternative methods will be considered. The CITY shall review the qualifications of any General Manager proposed by the CONTRACTOR, to provide input to the CONTRACTOR, as appropriate. The CITY may advise the CONTRACTOR regarding the individual’s performance with respect to the specifications and performance goals stated in the AGREEMENT. The CITY shall have authority to approve the CONTRACTOR’s proposed General Manager prior to his/her assignment.

C. Temporary Assignment of Project Responsibility:

Should the General Manager be unavailable to perform his/her duties (e.g., illness, vacation), the General Manager will appoint a staff member temporarily to serve in his/her place. CONTRACTOR will notify the CITY Transit Manager or their designee whenever such substitution occurs, prior to the event. If the General Manager is unavailable for more than two (2) weeks, the CONTRACTOR will be required to provide a qualified General Manager as a substitute.

D. Vacancy and Replacement:

At no time shall the General Manager position be vacant. In the event of the General Manager’s planned departure, the CONTRACTOR will ensure a qualified replacement, as described, who meets the qualifications stated herein and is permanently on site prior to the previous General Manager’s departure.

Otherwise, the CONTRACTOR will assign a corporate officer to oversee the operation on-site until a qualified replacement General Manager is in place.

As an indication of CONTRACTOR’s commitment to the City of Visalia, and this project, CONTRACTOR guarantees the following:

(1) CONTRACTOR shall not remove the General Manager assigned to this AGREEMENT during the term of this AGREEMENT, unless for personal termination (voluntary resignation), the CITY requests their removal, or if the removal is mutually agreed to in writing by both the CITY and CONTRACTOR. If the said manager is moved by the CONTRACTOR without the consent of the CITY, CONTRACTOR shall pay the CITY a penalty as outlined in RFP 23-24-14, Exhibit M.

(2) CONTRACTOR shall not be subject to pay a penalty for the General Manager’s relocation in the event CONTRACTOR removes or reassigns the manager for performance-related issues, or in the event the General

Manager chooses to pursue other opportunities. In the event a General Manager is removed or relocated, the CONTRACTOR will communicate with the CITY in advance of any such change.

(3) The resume and qualifications of the proposed replacement shall be submitted to CITY for approval as soon as possible, but in no event later than five (5) working days prior to the departure of the incumbent General Manager, unless CONTRACTOR is not provided with such notice by the departing employee. CITY shall respond to CONTRACTOR within three (3) working days following receipt of these qualifications concerning acceptance of the candidate for replacement General Manager.

GDR 2.1.2.2 Operations Managers

CONTRACTOR shall provide operations management through an Operations (Ops) Manager at a level and capability sufficient to oversee its functions and employees. There will be two staff members in this position, one of the Operations Managers is expected to be proficient with Safety and Training techniques and principles necessary to keep the System in compliance with all regulations and laws.

A. Principle Functions:

The principal function of the Ops Managers will be to oversee the operations functions and employees. The Ops Managers will be responsible to the General Manager and the CITY for safe and reliable provision of all services referenced in this Scope of Work. The Ops Manager will supervise the daily activities of all operators, supervisors, dispatchers, and other operationally focused staff. The Ops Manager will work cooperatively with the CITY and be accountable for all substantive matters pertaining to the provision of transit services as provided under this AGREEMENT. These matters include but are not limited to:

(1) Ensuring all operational performance goals are met. (2) Providing effective operations, design, system, design scheduling, and management
(3) Ensuring effective quality assurance
(4) Providing the highest quality passenger and resident service (5) Preventing and mitigating service delays, interruptions, and accidents (6) Providing complete data collection, compilation, analysis, and reporting (7) Managing compliance with FTA and other federal, state, and local regulatory requirements, including participating in the FTA Triennial Audit, as requested by CITY.
(8) Ensuring knowledge, preparedness, and professionalism of all operating personnel
(9) Providing professional and effective response to comments from passengers and the general public
(10) Responding to specific requests for other assistance as the need arises

(11) Attending local and regional meetings at the CITY’s request. (12) Responding to, investigating, and reporting to CITY all accidents

B. Minimum Qualifications:

The Ops Managers shall have a minimum of two (2) years of direct successful experience in an Operations Manager capacity managing a transit property/operation of similar size and scope. The Ops Managers should have a minimum of five (5) years of transit operations management experience with up to four (4) years being substitutable for similar experience. The CITY reserves the right to review the qualifications of any Ops Managers proposed by the CONTRACTOR and to provide input to the CONTRACTOR, as appropriate. The CITY may advise the CONTRACTOR regarding the individual’s performance with respect to the specifications and performance goals stated in the AGREEMENT.

C. Temporary Assignment of Project Responsibility:

Should an Ops Manager be unavailable to perform his/her duties (e.g., illness, vacation), the General Manager will appoint a staff member temporarily to serve in his/her place. CONTRACTOR will notify the CITY whenever such substitution occurs, prior to the event. If an Ops Manager will be unavailable for more than three (3) weeks, the CONTRACTOR shall be required to provide a qualified Ops Manager as a substitute.

D. Vacancy and Replacement:

At no time shall either of the Ops Manager positions be vacant. In the event of an Ops Manager’s planned departure, the CONTRACTOR will ensure a qualified replacement, as described herein, is permanently on-site prior to the previous Ops Manager’s departure. Otherwise, the CONTRACTOR will assign a suitable substitute to oversee the operation on- site until a qualified replacement Ops Manager is in place.

GDR 2.1.2.3 Maintenance Manager

CONTRACTOR shall provide maintenance management through a Maintenance Manager at a level and capability sufficient to oversee its functions and employees. This individual may be the lead mechanic and shall be assigned to VT maintenance operations on a full- time basis.

A. Principle Functions:

The principal function of the Maintenance Manager will be to oversee fleet maintenance functions and employees. The Maintenance Manager will be responsible to the General Manager and the CITY for proper maintenance and reliable provision of all services stipulated in this Scope of Work. The Maintenance

Manager will supervise the daily activities of all mechanics, utility workers, fare collection technicians, and other related staff. The Maintenance Manager shall provide pro-active resource management, including but not limited to, preventive maintenance scheduling and supervision, repair supervision, technical training, and such other activities as may be necessary to ensure the performance of CONTRACTOR maintenance duties and responsibilities. The Maintenance Manager will work cooperatively with the CITY and be accountable for all substantive matters pertaining to fleet and associated equipment maintenance as provided under this AGREEMENT. These matters include but are not limited to:

(1) Ensuring all maintenance performance goals are met. (2) Ensuring proper and timely preventative and corrective maintenance (3) Providing effective quality assurance on maintenance functions and outcomes
(4) Maintaining a fully staffed and competent maintenance division (5) Providing complete data collection, compilation, analysis, and reporting (6) Managing compliance with FTA and other federal, State, and local regulatory requirements, including participating in FTA Triennial Audits as requested by CITY.
(7) Providing effective environmental compliance and sustainability management
(8) Ensuring effective operability and performance of all supporting sub- systems and components
(9) Maximizing fuel efficiency
(10) Providing a clean and comfortable fleet
(11) Providing professional response to comments from passengers and the general public
(12) Ensuring effective response to specific requests for other assistance as the need arises
(13) Managing communication regarding facility needs to CITY.

B. Minimum Qualifications:

The Maintenance Manager shall have a minimum of three (3) years of direct successful experience in a Maintenance Manager capacity managing a transit property/operation of similar size, complexity and scope to the services herein described, and in supervising the work of other maintenance personnel. The Maintenance Manager shall have a minimum of eight (8) years of transit maintenance experience overall. The Maintenance Manager shall have a minimum of five (5) years journeyman level experience with large and small diesel bus engines, air conditioning systems, wheelchair lifts, and GFI electronic farebox systems. This experience shall include work on full sized (i.e., 30' or longer) diesel hybrid buses, CNG transit buses , and electric buses. CONTRACTOR shall provide evidence of the Maintenance Manager’s continuing training and education.

CITY reserves the right to review the qualifications of any Maintenance Manager proposed by the CONTRACTOR and to provide input to the CONTRACTOR, as

appropriate. CITY may advise the CONTRACTOR regarding the individual’s performance with respect to the specifications and performance goals stated in the AGREEMENT.

C. Temporary Assignment of Project Responsibility:

Should the Maintenance Manager be unavailable to perform his/her duties (e.g., illness, vacation), the Maintenance Manager will appoint a staff member temporarily to serve in his/her place. CONTRACTOR shall notify the CITY whenever such substitution will occur, prior to the event. If the Maintenance Manager is unavailable for more than three (3) weeks, the CONTRACTOR will be required to provide a qualified Maintenance Manager as a substitute.

D. Vacancy and Replacement:

At no time shall the Maintenance Manager position be vacant. In the event of the Maintenance Manager’s planned departure, the CONTRACTOR will ensure a qualified replacement, as described, who meets the qualifications stated herein and is permanently on site prior to the previous Maintenance Manager’s departure.

Otherwise, the CONTRACTOR will assign a corporate officer (or regional maintenance director) to oversee the operation on- site until a qualified replacement Maintenance Manager is in place.

Should the services of the Maintenance Manager become unavailable to CONTRACTOR, the resume and qualifications of the proposed replacement shall be submitted to CITY for approval as soon as possible, but in no event later than five (5) working days prior to the departure of the incumbent Maintenance Manager, unless CONTRACTOR is not provided with such notice by the departing employee. CITY shall respond to CONTRACTOR within three (3) working days following receipt of these qualifications concerning acceptance of the candidate for replacement Maintenance Manager.

GDR 2.1.2.4 Other Personnel

As opposed to the previous listed positions, the following positions are completely under the discretion of the CONTRACTOR to employ them in accordance with applicable laws.

However, as determined by CITY, the following positions shall be established as they play a key role in the successful operations of this public transit system.

A. Road Supervisor/Trainer

CITY believes a minimum of four (4) Road Supervisors/Trainers, or its equivalent, are required to provide the proper level of management and leadership for this AGREEMENT. CONTRACTOR shall ensure that these positions are permanently filled and that vacancies not exceed thirty (30) days. In the event of a vacancy in any one of these positions, the CONTRACTOR will notify the CITY and establish

temporary measures to ensure the functions related to those positions are effectively performed.

B. Utilities

Utility staff provides support to daily operations in the general realm of restocking, refueling, cleaning and other support functions.

C. Drivers Use for Non-Revenue Service

From time to time, CITY participates in public events or promotional opportunities and requires the assistance of the CONTRACTOR. In such cases, the CONTRACTOR may assign a driver who has demonstrated excellent public relation skills. CITY retains the right to accept or refuse the driver select ion. The CONTRACTOR may charge back an employee’s time, at no more than their regular hourly rate, when they are used away from typical operations. The CONTRACTOR cannot double charge CITY if the promotion runs parallel to their typical on-duty obligations.

GDR 2.2 Requested Removal of CONTRACTOR Staff

Upon written demand of the City, the CONTRACTOR shall remove ANY employees within 24 hours of notice whom the CITY considers unsuitable for such work activities associated with this AGREEMENT. The position must be filled by the CONTRACTOR with a suitable replacement within 45 days of written demand or removal of employee.

The CITY has the right to remove staff from the contract including, but not limited to, violating the code of conduct herein or any VT policy (whether on or off the clock), more than three (3) valid complaint within a one- year (365 days) time span, poor customer service, or any other conduct the CITY deems undesirable.

CITY may require CONTRACTOR to immediately remove, pending investigation, any driver from transit service for any one of, but not necessarily limited to, the following:

• Committing unsafe or inappropriate acts while providing service. • Revocation, suspension, or non-renewal of a valid California driver's license. • Conviction of any felony criminal offense or crime of moral turpitude. • Unacceptable customer service as reported by customers, other drivers, or as observed by CITY staff.
• Non-compliance with AGREEMENT specified appearance or other standards herein.

GDR 2.3 Employee Selection and Supervision

CONTRACTOR shall use appropriate driver screening and selection criteria in order to employ drivers. These criteria will include Department of Motor Vehicles license check

and physical examination sufficient to meet all applicable requirements for VT vehicle operations.

CONTRACTOR shall be responsible for the employment and supervision of all employees necessary to perform VT operations. Such responsibilities shall include but not be limited to employee recruitment, screening, selection, training, supervision, employee r elations, evaluations, retraining, and termination.

CONTRACTOR shall develop, implement, and maintain an employee substance abuse/alcohol abuse testing program, subject to CITY approval, for all employees in safety-sensitive positions including personnel engaged in the operation, maintenance, and control of VT vehicles and equipment. Such program will meet all applicable federal requirements promulgated to implement the Omnibus Transportation Employee Testing Act of 1991 and related supplements and amendments.

CONTRACTOR shall make all reasonable efforts to ensure that employees having contact with the public in the course of their duties are not a threat to the public in the performance of the obligations involving this AGREEMENT . CONTRACTOR, at its discretion, may refuse to employ, or may terminate any applicant or employee that has been convicted of a felony or a crime involving moral turpitude within the preceding ten (10) years. Further, pursuant to CONTRACTOR’s policies, it shall have the option not to em ploy, or at the discovery of such conviction, may terminate, any employee or applicant that has been convicted of, or pled “nolo contender” (no contest) to, any crime involving violence or sexual offenses, no matter when such conviction or plea occurs.

CONTRACTOR shall be responsible to recruit a sufficient number of bilingual (Spanish and English) employees to ensure that the bilingual communications requirement under this AGREEMENT is met. CONTRACTOR shall ensure that there is always at least one (1) bilingual (Spanish and English) person on duty at all times during service hours to assist and communicate with passengers in the field and on the phone.

CONTRACTOR shall always comply with applicable State and federal employment laws, including Section 1735 of the California Labor Code and Title VI of the Civil Rights Act of 1964, as amended.

Nothing in this section shall be construed by either CONTRACTOR or CITY to be in conflict with the language and intent of Article 4, entitled “Independent Contractor,” of the AGREEMENT of which this Scope of Work is a part.

GDR 2.4 Professional Development and Education

As part of this AGREEMENT, CONTRACTOR shall submit a Professional Development and Education Plan for all employees in the organization. The plan’s two central foci should include (1) improving the competency, professionalism, and innovation with which the transit service is provided, and (2) providing opportunities for individual employee professional development.

GDR 2.5 Training of Drivers and Operations Personnel

CONTRACTOR shall develop, implement, and maintain a formal training and retraining program which shall be subject to review and approval by CITY. An outline of the training program, including periodic updates, shall be on file in the office of the CITY Transit Manager or their designee. All drivers, dispatchers, telephone information personnel, and supervisors shall participate in the program and meet or exceed CONTRACTOR annual training hours.

CONTRACTOR shall implement and maintain a specific training and retraining program for all drivers. The program must provide a fixed minimum number of hours of training for new employees, including classroom instruction, behind the wheel training under supervision of a certified instructor, and in-service training. The program shall include, but not necessarily be limited to, instruction covering applicable laws and regulations and defensive driving practices, passenger assistance techniques, accident/inc ident procedures, radio procedures, VT operating policies and procedures, employee work rules, vehicle safety inspection, equipment care and maintenance, customer relations and passenger conduct. Drivers shall be trained to operate all types of buses, wheelchair lifts and securement systems, and other equipment which they may be expected to use in the VT Dial-A-Ride and/or fixed-route services.

All drivers shall be certified as having completed CONTRACTOR’s formal training course for new drivers as approved by CITY and be licensed with a valid California Class B operator’s license with appropriate certification(s) and medical card. Drivers of transit buses shall possess a transit bus certificate as issued by the State of California Department of Motor Vehicles, pursuant to Section 12804.6 of the California Vehicle Code.

Drivers of demand -response (Dial-A-Ride) vehicles shall possess a California General Public Paratransit Vehicle certificate. Drivers shall meet all applicable requirements as established by the California Highway Patrol. CONTRACTOR shall allow CITY staff to be certified and licensed through the CONTRACTOR’s formal training and licensing course.

Any cost associated with certifying and licensing (i.e. testing fees, licensing fees, Department of Motor Vehicle (DMV) fees, certification fees, materials, etc.) of participating CITY staff excluding CONTRACTOR’s instructor cost or fees shall be paid by the CITY.

CONTRACTOR shall prepare and furnish the CITY and to all drivers, dispatchers, telephone operators, and supervisors a DRIVER’S MANUAL. Contents of the DRIVER’S MANUAL shall include the following subject areas: driver’s rules; accident/incident policies; radio policies and procedures; electronic farebox policies and procedures; video surveillance policies and procedures, fog, and inclement weather policy; vehicle inspection, care and maintenance policy and procedures, reporting procedures and pertinent sample forms.

Dispatchers, telephone operators, supervisors, and any other personnel who may from time-to-time be assigned to radio communications, telephone information or Dial -A-Ride reservation lines shall be trained in customer relations skills, telephone manners,

accident/incident procedures, transfer & time points, fares, Dial -A-Ride reservation procedures, and operating policies. Operations control personnel assigned to Dial-A-Ride trip scheduling and vehicle dispatching duties shall have a detailed knowledge of applicable procedures and professional techniques. Dispatchers shall utilize CITY provided headsets to have any/all telephone conversations as reasonably expected.

All new employee ID numbers must be provided to the CITY three (3) days in advance of the start date, to be entered into all technology systems appropriate, designating which service the operator is to receive login information for. Logins issued to individuals by the CITY are not to be shared.

GDR 2.5.1 Training

A. General Requirement

The CONTRACTOR shall require that all employees of the Contract complete its Training Program. The CONTRACTOR shall be responsible for implementing all aspects of its Training Program throughout the term of the AGREEMENT. Training shall include courses and instruction in all aspects of the operation and maintenance of services under this AGREEMENT . Any material changes to the CONTRACTOR’s Training Program shall require prior written approval by the CITY. The CONTRACTOR shall make any and all training provided to its employees to CITY staff.

B. Drug and Alcohol

The CONTRACTOR shall require that all safety -sensitive employees, as defined by the FTA, complete Drug and Alcohol Training in accordance with 49 CFR Part 655. In addition, the CONTRACTOR shall provide a Drug and Alcohol Program Manager who has been trained, through an FTA-approved Drug and Alcohol Program Management course, within ninety (90) days after receipt of the NTP, or as soon thereafter as practical, based on course availability.

C. Required Safety and Security Training

The CONTRACTOR shall provide the following safety and security training, including annual refresher training, maintained in a separate employee file:

(1) Emergency Response training for all employees.
(2) National Incident Management System (NIMS) training and Incident Command System (ICS), all employees shall receive a minimum of the ICS 100 and ICS 200 certificates.
(3) Training in CITY and CONTRACTOR policies, procedures, and protocols, including safety, security and incident response plans for all employees, position appropriate.

(4) Security orientation/awareness training for all employees, position appropriate.
(5) Terrorism training; recognition, reaction, and awareness training; Improvised Explosive Devices & Weapons of Mass Destruction training; and Counter-Terrorism training, for all employees, position appropriate. (6) OSHA required training (i.e., Occupational Safety and Health Training, PPE, Drug -Free Workplace, Lock Out Tag Out, Confined Spaces, Hazardous Communications, etc.).
(7) Sensitive Security Information (SSI) training, position/function appropriate), in accordance with 49 CFR Part 1520.

D. Timing of Training

The CONTRACTOR shall implement its Training Program in a way that will assure that Vehicle Operator training is not conducted during peak service hour periods at the expense of providing on-time Revenue Service.

E. Costs of Training

The CONTRACTOR acknowledges and agrees that all costs of training required for this AGREEMENT are included in its Vehicle Hour Rate, including the cost of training associated with any new Revenue Vehicles. Any cost associated with training (i.e. licensing, certification, materials, etc. ) CITY staff excluding CONTRACTOR’s instructor cost or fees shall be paid by the CITY.

F. Post Training Testing Program

The CONTRACTOR shall, on a regular basis throughout the term of the AGREEMENT, conduct the post training testing program.

G. Records

The CONTRACTOR shall maintain records verifying that all training has been received. Such records shall specify course title, content, training dates and number of training hours for each employee. Such records shall be made available to the CITY on request.

GDR 2.6 Code of Conduct, Appearance, & Professionalism

CONTRACTOR employees are the face and personality of VT. As such, any time an employee is in uniform, he/she is required to comply with the rules and requirements stated herein. Upon notice from CITY concerning any conduct, demeanor, behavior, or appearance of any employee not conforming to these rules and requirements, CONTRACTOR shall take all steps necessary to remedy the violation. Violation of any of these rules and requirements may result in removal from the contract.

GDR 2.6.1 Customer Service and Relations

The CONTRACTOR and its employees shall:

• ensure that all VT customers are treated with dignity, respect, civility, and professionalism by the CONTRACTOR’s employees and subcontractors. • cooperate and comply with reasonable requests by CITY to distribute notices, schedules, or other promotional materials to passengers in connection with the Services.
• assist CITY with the review, investigation, and responses to all customer and public inquiries, complaints, requests, and commendations within five (5) Business Days of receipt.
• attend a reasonable number of public meetings convened by CITY, elected officials, community organizations, or others as requested by the CITY Management to receive feedback and input on CITY services.
• ensure that all Representatives are knowledgeable of all aspects of the VT service including routes, locations of stops, fares, connecting services, and special programs; ensure that all Representatives have general knowledge of aspects of other area mobility options.
• in the future, CITY may choose to install service alerts through apps. If and when this should occur, CONTRACTOR and CITY shall share responsibilities for updating service alerts in a manner that will be negotiated when the time comes.

GDR 2.6.2 Conduct

The efficient and effective operation of VT requires that employees adhere to certain rules that are necessary to protect the health and safety of all employees, maintain uninterrupted productivity, and protect the CITY’s property and good will within the community. The following standards are always required of all employees:

1. Employees must cooperate fully with the implementation and application of all CITY and VT policies, rules, and regulations.

2. Employees must be at their appointed workplaces, ready to work, at the scheduled starting time, and shall remain at such workplaces and at work until the scheduled quitting time, except for authorized time off, including breaks and lunch.

3. Employees must give their full attention to their assigned duties during work hours.

4. Employees shall not conduct personal business during work hours.

5. Employees must use CITY issued computers, telephones, and all other equipment for work purposes only.

6. An employee must, where it is prescribed, wear designated safety articles , use protective equipment provided , and immediately report any on- the-job injury or accident or safety concerns to his/her supervisor.

7. If an employee is unable to report for or perform work due to illness or other justifiable cause, he/she must report his/her expected absence in advance to his/her supervisor.

8. An employee must be able to meet the physical requirements of his/her job.

9. Employees must maintain all certifications and other qualifications required for the position held.

10. An employee must be available and report for work as scheduled or for overtime work as required or assigned.

11. No one shall be permitted to smoke, including e-cigs, eat or drink aboard vehicles at any time.

12. Boisterous language, profanity, or incivility to anyone shall not be allowed while in uniform, on or off duty.

13. While in uniform, no employee shall purchase, consume or be under the influence of any narcotic, intoxicant, or harmful drug.

14. Drivers shall be responsible for keeping all vehicles clean and sanitary during their shift.

15. All employees shall be responsible for reporting any defects a vehicle may have to the supervisor and maintenance department immediately. Drivers shall conduct a "walk-around" inspection of their vehicle and fill out a "Daily Vehicle Inspection" sheet.

16. Drivers shall have maintenance personnel resolve any doubt about the safety of a vehicle prior to placing a vehicle in passenger service.

17. Employees shall use vehicles only in accordance with their assigned duties.

18. Employees shall conduct themselves and operate vehicles in a safe, efficient, and courteous manner.

19. No one shall be permitted to solicit on the vehicle.

20. All information regarding accidents, incidents, and complaints shall be kept confidential.

21. Drivers providing service shall travel over prescribed routes and maintain time schedules. If it becomes necessary to leave the route, the dispatcher or immediate supervisor and the CITY shall be notified immediately. Absolutely no run shall be cut short without subsequent notification/approval to/from the CITY.

22. Drivers performing demand response service shall provide the assistance necessary to help elderly and disabled persons boarding and departing vehicles, moving to their seat and or maneuvering and securing wheelchairs. Service is to be provided on a door -to-door basis as may be required by the needs and requested by the individual passenger at the time reservation is scheduled. Under no circumstances will drivers be allowed to enter a passenger's origin facility, destination facility, or residence.

23. Drivers shall always be responsible for their vehicle and passengers during their shift. No vehicle shall be operated when its condition is unsafe or uncertain.

24. No driver shall operate the wheelchair lift:
a. Until he/she has received the required training; and/or b. If there is any doubt whatsoever about the mechanical condition of the lift or safety of the passenger as a result of using the lift.

GDR 2.6.2.1 Prohibited Acts

1. Unlawful or improper conduct off CITY premises/vehicles or during nonworking hours which adversely affects the employee’s ability to perform the job, fellow

employees, supervisors, CITY employees, or other CITY contractors/vendors, or adversely affects the CITY’s property, reputation, or goodwill in the community.

2. Unlawful or improper conduct on CITY premises/vehicles or during working hours which adversely affects the employee’s ability to perform the job, fellow employees, supervisors, CITY employees, or other CITY contractors/vendors, or adversely affects the CITY’s property, reputation, or goodwill in the community.

3. Restricting production or interfering with the performance of other employee(s) jobs, CITY employees, or other CITY contractors/vendors, or engaging or participating in any interruption of work or production.

4. Neglecting one’s own job, duties, and responsibilities, or refusing to perform work assigned.

5. Unauthorized possession and/or use of illegal narcotics, drugs, prescription medication, or alcohol in CITY owned vehicles, equipment, offices, or premises and/or reporting to work under the influence of same and/or while representing the CITY in an official capacity.

6. Falsifying any reports or records, including but not limited to personnel, employment application, absence, sickness, and production records.

7. Bringing or keeping firearms in or on CITY properties, facilities, and buildings or carrying a firearm on one’s person while on duty with or without a valid Concealed Carry Permit.

8. Falsely stating or making false claims of injury.

9. Violating any safety rule, practice, or engaging in any conduct which tends to create a safety hazard, or failure to comply with OSHA safety standards and/or CITY or CONTRACTOR safety policies.

10. Theft or removing from the premises, without authorization, CITY property, equipment, supplies, records, or any other material.

11. Fighting and/or engaging in acts of workplace violence or threats, whether direct or implied.

12. Abuse or destruction of CITY property, tools, vehicles, or equipment.

13. Misappropriation or damage of public property or waste of public funds or property through negligent or willful misconduct.

14. Failure to pay court recognized debts or failure to make reasonable provisions for payment when this failure adversely affects the employment situation.

15. Sexual harassment, harassment, discrimination, or retaliation of any employee, applicant, contractor, vendor, or customer.

16. Insubordination or insulting or demeaning the authority of a supervisor or manager; failure to cooperate with employee’s supervisor and/or fellow employees.

17. Inappropriate or unauthorized use of CITY resources, including but not limited to tools and equipment, materials and supplies, vehicles, facilities, work time and information technologies.

18. Willful or negligent disclosure of any health or medical information of another; proprietary information; confidential information of the CITY, its employees, customers, or vendors; or information not subject to public disclosure, except in the ordinary conduct of the employee’s work assignment or when the disclosure is required by law.

19. Any conduct that impairs, disrupts, or causes discredit to the CITY, the employee’s

CITY employment, to the public service or another employee’s employment.

20. Willful or negligent disobedience of, or any action inconsistent with, any law, ordinance, CITY policy, departmental regulation, or superior’s lawful order.

GDR 2.6.3 Uniforms

Employees shall not wear uniforms while off duty, except as employees are traveling to and from the workplace. CONTRACTOR’s employees shall always be in uniform while in service or otherwise on duty. Uniforms shall be provided by CONTRACTOR to its employees. The design, type, and logo of the uniforms shall be subject to CITY approval.

The VT logo shall be displayed prominently on the uniform. CONTRATOR’s logos are allowed on the uniform. However, CONTRACTOR’s logo shall be displayed secondarily to VT logos in respect to size and area. CONTRACTOR’s logo placement shall be approved by CITY. SEKI and V-LINE driver uniforms shall be distinct from uniforms used for other VT services and shall be subject to CITY approval.

CONTRACTOR’s employees shall wear name tags that clearly display their names and are visible on the outer most clothing while performing their duties. Footwear must either be black or brown and weather and terrain appropriate (Ex: non-slip shoes, boots, hiking shoes), that are professional in appearance. Tennis shoes are not allowed. Employees shall always be neatly groomed and dressed in uniform while on duty except during special theme-oriented days designated by CONTRACTOR and approved by CITY.

The CONTRACTOR is responsible for ensuring that maintenance personnel have the proper work clothes, shoes, goggles, safety glasses, personal protective equipment (PPE), etc. to ensure the safety and professionalism of its employees.

The Transit Manager or their designee will monitor that all CONTRACTOR’s employees are in appropriate uniform. Uniform non-compliance will result in a penalty. Any findings of non-compliance with CITY approved uniform/attire will result in a penalty.

GDR 2.6.4 Appearance

1. Slacks - Pants must be dark colored, clean, pressed and with no visible wear areas.

2. Collared Shirt - Shirts must be one solid color, clean, pressed, and with no visible wear areas. Shirts must always be tucked in. Rolled up sleeves are not allowed.

3. Shoes and Socks - All footwear must be conservatively styled, hard soled, with closed toe and heel. Heel heights or shoe design must not impact the safe operation of the vehicle. When wearing boots, the trouser legs must always remain outside the boot. Shoes must be shined.

4. Black Belt - All belts must be conservative in style. Belt buckles must be conservative in both style and size. Belt buckles with any design and suspenders are not allowed.

5. Name Badge - Name badge should always be displayed and visible on the right side of the outer most garment.

6. Hair - Hair shall be clean and well groomed. For safety reasons, hair must not hang over the eyes or otherwise impair vision. Hair may be placed in a braid, ponytail, or hair clips; however, hair clips must be conservative in size and professional in style. Bandanas are not permitted.

7. Facial Hair - Mustaches, Beards, and Sideburns must always be neatly trimmed and well groomed.

8. Fingernails - Fingernails must be neatly trimmed and must not impact the operator’s ability to operate the bus safely and perform other tasks as required.

9. Jewelry - Jewelry must be appropriate for the workplace.

10. Hats and Head Coverings - Hats shall not be permitted, except for Sequoia Shuttle or Religious head coverings, unless authorized only by the CITY. CITY shall approve hats and visors for any special theme- oriented days designated by CONTRACTOR or CITY.

11. Watches - Operators are required to have a reliable and accurate timepiece in their possession while on duty.

12. Sweaters/Jackets - Employees may wear a unisex pullover sweater vest, zipper vest, zipper sweater, jacket that must be black, grey, or blue in color with a VT logo/patch approved by CITY. No hooded sweatshirts or “hoodies” are permitted.

13. Tattoos - Visible tattoos must not be offensive in nature (i.e.: drug, sexually explicit, violent graphics, gang related, etc.).

14. Facial Coverings/Masks - Employees may wear personal cloth face masks with plain design. Masks may not contain any logos other than VT logo, political, sensitive, offensive, or controversial images.

GDR 2.7 Safety Program

CONTRACTOR shall assume full responsibility for assuring the safety of passengers, administration, and operational personnel. CONTRACTOR shall ensure that all of CITY’s vehicles and equipment are maintained at the highest possible level throughout the term of this AGREEMENT. CONTRACTOR shall comply with all applicable California Highway Patrol and OSHA requirements.

CONTRACTOR shall develop, implement, and maintain in full compliance with California Law (SB198) a formal safety illness and prevention program including periodic safety meetings, participation in safety organizations, safety incentives offered by CONTRACTOR to drivers and other employees, and participation in risk management activities under the auspices of CONTRACTOR’s insurance carrier or other organization.

CONTRACTOR shall provide a copy of the said Safety Program, including evidence of compliance with SB198, and subsequent program update to CITY.

CONTRACTOR shall participate in the State of California Department of Motor Vehicles “Employer Pull Program” for appropriate monitoring of employee driver license activity.

CONTRACTOR will require all drivers, control room personnel, vehicle maintenance mechanics, and supervisors to participate in the safety program. The CONTRACTOR shall ensure that regular and continuous formal safety instruction for all personnel assigned to

perform any activities under this AGREEMENT is provided and shall require them to attend regularly scheduled safety meetings at least four (4) times per year. CITY should be notified of date, time, and place of these meetings and may attend the meetings if they so choose.

CONTRACTOR shall participate in periodic emergency readiness training and drills, at the direction of CITY.

GDR 2.7.1 Public Transportation Agency Safety Plan (PTASP)

CONTRACTOR shall be responsible for implementing requirements as set forth in the CITY’s Public Transportation Agency Safety Plan (PTASP), RFP 23 -24-14, Exhibit G.

These requirements include but are not limited to the following:

• Participate in annual review and updates to the PTASP. • Assist in collecting data to monitor and revise Safety Performance Targets. • Communicate the Safety Management Policy to new CONTRACTOR employees. • Ensure that CONTRACTOR employees participate in the Employee Safety Reporting Program.
• Participate in Safety Risk Management, including safety hazard identification, safety risk assessment, and safety risk mitigation.
• Encourage Safety Communication and safety culture.
• Conduct ongoing training for staff to ensure competencies and compliance with PTASP.
• Form a safety committee per the CITY’s PTASP and hold monthly safety committee meetings.

GDR 2.8 Books, Records, and Reports

CONTRACTOR shall maintain all books, records, documents, accounting ledgers, and similar materials relating to work performed for CITY under this AGREEMENT on file for at least three (3) years following the fiscal year close date, June 30 th, that the final payment
to the CONTRACTOR by CITY was made. Any duly authorized representative(s) of CITY shall have access to such records for the purpose of inspection, audit, and copying.

CONTRACTOR shall provide proper facilities to CITY representative(s) for such access and inspection. Further, any duly authorized representative(s) of CITY shall be permitted to observe and inspect any or all of CONTRACTOR’s facilities and activities for the purposes of evaluating and judging the nature and extent of CONTRACTOR’s compliance with the provisions of the AGREEMENT. In such instances, CITY’s representative(s) shall not interfere with or disrupt such activities.

CONTRACTOR shall collect, record, and report to the CITY on a quarterly basis all accounting data for the VT operation in accordance with Level C of the Uniform Financial and Reporting Elements (FARE) as required under Section 15 of the Federal Transit Act, and Section 99243 of the California Public Utilities Code, as each of the foregoing are now in force or may hereafter be amended. All worksheets and detailed information used to

prepare these reports shall be available to CITY within one month after the close of the applicable quarter.

CONTRACTOR shall submit operating data and related information to the specification and satisfaction of the CITY. As CITY’s needs for data change from time to time, CONTRACTOR shall assist CITY in implementing revised data collection procedures and methods. CONTRACTOR shall collect, record, and report all operational data required by the CITY in a format approved by the CITY. CONTRACTOR shall be responsible for accurately completing any forms or requested reports developed by CONTRACTOR and approved by CITY at the time interval indicated. One original copy of each form shall be provided to CITY. CONTRACTOR shall duplicate forms as necessary for completion and submittal to CITY.

All Reports shall be regarded as supporting documentation of CONTRACTOR’s invoice for payment and shall be submitted on a timely basis. The data, details, summary, and format of all reports provided by CONTRACTOR shall be approved by the CITY. This data provided by CONTRACTOR should be accurate and free of errors. Any errors found within the reporting must be corrected within two (2) days , or will result in a penalty . Failure to submit the required reports on time as stated hereinbelow will result in a penalty.

GDR 2.8.1 Daily Reports

Daily reports shall be forwarded to CITY by 10:00 a.m. of the following business day, unless otherwise specified below or by CITY in writing. The following reports shall be submitted to CITY daily:

• Reports requested by CITY.
• Greenline coverage reports.
• Farebox cash count reconciliation reports shall be e-mailed to CITY. • Daily delay log indicating vehicles running more than ten (10) minutes late including the reason for performance and resolution. CITY shall receive an updated log when requested, but no less than daily.
• Daily service status logs indicating bus number, run number, and driver name each morning by 8:00 a.m. and afternoon by 1:00 p.m. Any updates after the morning or afternoon report shall be communicated to CITY staff as soon as possible.

GDR 2.8.2 Weekly Reports

Weekly reports shall be forwarded to CITY by 10:00 a.m. Tuesday of the following week.

The following reports shall be submitted to CITY on a weekly basis:

• Original Dispatch log for all services.
• Fixed Routes schedule adherence reports (time checks) • NTD surveys – which consist of the recording and summation of passenger activity. • Incident report per NTD
• Written response to comments and complaints log

GDR 2.8.3 Monthly Reports and Invoices

The following reports shall be submitted to CITY on a Monthly basis by the 10th of each month. The following reports shall be submitted to CITY monthly:

• Schedule adherence reports will include a separate summary of on -time performance for revenue services.
• Invoice for services provided.
• Fluids and fuel consumption report by vehicle.
• Hours and mileage report by route/service and by vehicle, including revenue hours/miles, non-revenue hours/miles, total vehicle service hours/miles, training hours/miles, yard hours/miles, and maintenance hours/miles. • Mechanical defects during revenue and non-revenue service • Maintenance report by vehicle including repairs and preventative maintenance. • Facility Cleanliness Report
• Passenger mile sampling data in accordance with a method approved by the FTA for NTD reporting purposes.
• DAR After Hours
• DAR Denials
• DAR Cancellations
• DAR No Shows
• Fixed-Route Camera System Health Check
• Staff Turnover
• Organization Chart (If any changes from previously submitted chart) • Contractor Complaint Log
• Drug and Alcohol Report
• Accident/Incident Report
• Safety Meeting Agenda and minutes
• Farebox Service Call Log
• Road Call History Report
• Shelter Cleaning Report
• Bus Wash Log
• Body Damage by Vehicle Report
• Monthly Maintenance Report
• Mileage Report
• Farebox Trim Card Count
• Fixed-Route Dispatch Logs
• ADA Complaints
• Training Miles Report
• Diesel Fuel Usage Log

GDR 2.8.4 Semi-Annual Reports

The following reports shall be submitted to CITY on a Semi -Annual basis by the 10th of July for the period of January 1st to June 30th and the 10th of January for the period of July 1st to December 31st. The following reports shall be submitted to CITY semi-annually:

• Complete Fleet Vehicle List
• Vehicle Lifetime Mileage Report
• Vehicle Mileage Report
• Vehicle Fuel and Lubricants Consumption Report by Vehicle • Average Miles per Gallon Report by Vehicle Type
• Cost per Miles Report by Vehicle Type
• Vehicle Maintenance Cost Report
• Total Road Calls Report by Service Type
• Miles Between Road Calls Report by Service Type
• Major Component replacement or Overhaul Report
• A summary of maintenance trends that identifies the steps taken or recommendations to reduce such problems and failures.

GDR 2.8.5 NTD Service Data Reporting

The following reports shall be submitted to CITY monthly by the 10th of each month:

• Average vehicles in operations per weekday, Saturday, and Sunday by route and service type
• Total Actual Vehicle miles and Revenue miles by route and service type. • Average Vehicle miles and Revenue miles by route and service type by Weekday, Saturday, Sunday, and total.
• Total Actual Vehicle hours and Revenue hours by route and service type. • Average Vehicle hours and Revenue hours by route and service type by Weekday, Saturday, Sunday, and total.
• Total Deadhead hours and miles (only report deadhead as defined by NTD) by route and service type.
• Average Deadhead hours and miles (only report deadhead as defined by NTD) by route and service type by Weekday, Saturday, and Sunday, and total. • Average Deadhead Speed (only report deadhead as defined by NTD) by route and service type by Weekday, Saturday, and Sunday, total.
• Total Scheduled Vehicle Revenue hours and miles (only report deadhead as defined by NTD) by route and service type.
• Average Scheduled Vehicle Revenue hours and miles (only report deadhead as defined by NTD) by route and service type by Weekday, Saturday, and Sunday, and total.
• Directional Route Miles

The operations data shall be collected and compiled daily, weekly, monthly, quarterly, and annually; and shall provide reports according to the individual routes, modes, and total

system. Individual totals shall be provided for peak-hour services, weekdays, Saturdays, and Sundays.

GDR 2.8.6 Regulatory Information and Reporting

CONTRACTOR shall be responsible for providing CITY with all required information necessary to comply with federal, state, and local regulatory requirements related to VT operations. This includes, but is not limited to, information and technical data for submittal to the FTA, California Air Resources Board (CARB), Environmental Protection Agency (EPA), and Caltrans, National Transit Database (NTD), etc.

GDR 2.9 VT Transit Advertising Program

CONTRACTOR shall make vehicles available as spare fleet exists or availability outside of service hours to VT’s advertisement contractor for bus advertisement placement, removal, and repairs. VT’s advertisement contractor from time to time may request for bus advertisements be installed at their local facility offsite to expedite the removal and/or installation of advertisements and to not tie up a bay of the VT’s Maintenance Facility or impact the CONTRACTOR’s maintenance operations. The CONTRACTOR shall make available the vehicles at a remote local location for VT’s advertisement contract upon request in an effort to speed up the down time , minimizing the impact to Operations and Maintenance.

GDR 2.10 System Promotion

CONTRACTOR shall not be responsible for creating any advertising or promotional content on behalf of VT. CONTRACTOR shall, however, cooperate with CITY in any such activities initiated by the CITY by making available needed equipment, facilities, and personnel at no cost or expense to CITY for pictures, videos, and social media posts used to promote VT’s services and educational materials. CONTRACTOR also shall dispense VT informational publications, respond to patron requests for information, act as a liaison and provider of information to community agencies and groups, and do all other things to assist and support CITY’s advertising and public information efforts.

GDR 2.11 System Recommendations

CONTRACTOR shall continually monitor VT operations, facilities, and equipment; and shall, from time-to-time and as warranted, advise CITY and make recommendations based upon observed deficiencies and needed improvements. CITY shall retain all authority to make determinations and to take action on such recommendations.

GDR 2.12 Emergencies and Natural Disasters

In the event of an emergency or natural disaster and to the extent CITY requires , CONTRACTOR shall make available, to the maximum extent possible, transportation and communication services , personnel, and facilities to assist CITY in such events .

CONTRACTOR shall be relieved of the obligation to fulfill the duties and responsibilities to operate VT herein. CONTRACTOR shall be entitled to be paid at the same hourly rate as the Fixed Route rate in the CONTRACTOR’s cost proposal, not to exceed time and half if service is provided outside of VT’s normal service hours or if additional staff above VT’s normal staffing is needed to accommodate for the emergency, for providing such emergency services and facilities.. In the event the CONTRACTOR is unable to provide a sufficient number of properly licensed personnel to operate vehicles, CITY may elect to provide alternative properly licensed vehicle operators. I f the CITY elects to provide its own operators during an emergency or natural disaster, the CITY shall indemnify the CONTRACTOR of any and all liability of the vehicles during the event. If the CITY orders the CONTRACTOR to perform a task, outside of normal service under an Emergency or Natural Disaster situation, and a vehicle experiences any damage, the CITY will assume all cost except in the event of abuse or neglect by the CONTRACTOR, its employees, or subcontractor.

GDR 2.13 Pass-Through Purchases

At times, the procurement of goods and services may be expedited if the CONTRACTOR pursues them directly and authorized by CITY. This is known in the industry as a pass - through purchase. Unless identified by CITY, the CONTRACTOR shall provide no less than three quotes or provide sole source justification for purchases above two thousand four hundred and ninety-nine dollars ($2,499) and shall not exceed twenty-five thousand dollars ($25,000) . CITY understands that it may be advantage ous to have the CONTRACTOR make purchases on behalf of CITY due to economies of scale. Any purchases by CONTRACTOR of twenty-five thousand dollars ($25,000) and above shall be authorized by CITY. Pass-through purchases shall be approved by the CITY prior to procuring the goods or service. The CITY may deny any pass-through purchase request if there is evidence that the expenses are due to improper maintenance, neglect, negligence, accident by CON TRACTOR or its employees or subcontractor, or misuse.

Back-up materials substantiating such purchase must be provided in the memo request and in the monthly invoice. Pass-through purchases shall not include any markups, fees, or profits in pricing for the CONTRACTOR and shall only be the pricing from the vendor supplying the purchased goods or services.

GDR 2.14 Union Relations

CONTRACTOR shall be responsible for all issues related to Union(s) vested in this contract. However, the GM shall keep CITY informed of issues that might or will affect the public transit system.

GDR 2.14.1 Strike, Work Stoppage, or Halt of Any Services

In the event of an employee strike, work stoppage, or other employee caused service halts or reduction in service, CONTRACTOR shall only be paid for services provided based on the service rates provided in this AGREEMENT. If all operational services are halted due to an employee strike or work stoppage, but maintenance continues to perform repairs,

CONTRACTOR shall be reimbursed per the shop rate herein and the CITY shall pay for labor of actual repair hours and parts for each repair and service performed at the provided shop rate during the strike or work stoppage. The Shop Rate calculation shall be the sum of each service type’s wages & benefits of all maintenance positions (manager, mechanics, & parts clerk excluding utility/vehicle service positions) multiplied by the contract miles per service type divided by 1,800 hours per the sum of all maintenance full- time employees. For the first year the Shop Rate, as calculated in Table 1 below, shall be equal to $70 .69 per work order hours. The shop rate shall exclude any and all costs associated with fixed monthly fees and those collected if limited service was provided during the strike or work stoppage. The total maintenance charged shall exclude those charged for any operational service performed during the strike or work stoppage. Parts shall be paid as a pass-through charge and follow the guidelines as discussed under GDR

2.13 above.

Table 1
Shop Rate Calculation (Yr. 1)
Fixed Route DAR V-Line SEKI LOOP Microtransit Total
Wage & Benefit Rate per
Mile per Service Type (A) $0.55 $0.57 $0.64 $0.61 $0.47 $0.50 $3.35 Annual Revenue Miles per
service Type (B) 1,760,000 156,000 240,000 280,000 1,700 403,875 2,841,575 Annual Cost per Miles per
Service Type (C) $972,597.78 $89,447.18 $154,157.86 $171,323.41 $803.17 $202,746.94 $1,591,076.33 FTEs per Service Type (D) 8.23 0.73 1.12 1.31 0.01 1.60 13.00

Total Annual Cost per Mile (Sum of C above) (E) $1,591,076.33 Total FTEs (Sum of D above) (F) 13.00
Total Annual Hours per FTE (G) 1,800
Work Stoppage Shop Rate $67.99 =E/(F*G)

GDR 2.15 Environmentally Friendly/Recycling Program

CONTRACTOR shall implement, maintain, and encourage a recycling program for their employees. CONTRACTOR will implement measures to reduce paper trash. Revenues derived from such Recycling Program must be used for the benefit of CONTRACTOR’s onsite staff employees.

GDR 2.16 Penalties & Incentives

CONTRACTOR acknowledges the difficulty in precisely defining the damages to CITY and acknowledges and agrees that the defined amount of penalties is a reasonable approximation thereof for CITY’S potential losses related to useful life of vehicles, additional performance oversight, responding to customer concerns elevated within the protocols established herein and otherwise.

Performance Standards shall be jointly evaluated at the beginning of each Contract year and may be adjusted by written agreement with the CITY adjusted to conform to the annual

goals of CITY. Any update to the Performance Standards shall be agreed upon no later than 30 days prior to the start of each contract year.

Penalties shall not be assessed for failure to meet Performance Standards if they are judged to be the result of events that are outside the control of the CONTRACTOR.

The assessment of Penalties as provided under this AGREEMENT shall in no way whatsoever relieve the Proposer of its obligations to provide the Services required by the terms of this AGREEMENT. Assessment of Penalties for any violation(s) on one or more occasions does not constitute a waiver of CITY to terminate the AGREEMENT for any violations on any other occasions. Remedies described in this paragraph and in the Termination of Agreement for Default clause shall be cumulative and not alternative.

Performance Incentives are difficult to precisely define the benefit to the CITY. The CITY and CONTRACTOR acknowledges and agrees that the defined amount of Incentive is a reasonable amount thereof for the CONTRACTOR’s potential expenses related to the additional performance oversight to ensure the performance and customer service of VT.

All incentives awarded to CONTRACTOR by CITY shall remain locally and used to pay for CONTRACTOR’s employee appreciation event, treats, gifts, and other items or services provided to the employees. Incentives shall be paid on a request/reimbursement basis.

The CONTRACTOR shall submit a description and quote for what the money will be spent on and shall be approved by the CITY prior to payment being issued. The CITY will keep track of the total in centives owed to the CONTRACTOR and will provide a quarterly balance report of the Incentive account. The Incentive account will roll over from quarter to quarter and year to year but shall not be paid out at the expiration or termination of the contract. The CONTRACTOR shall submit their plan on how they will inform their employees of the Incentive Program and a schedule of their program (i.e. monthly or quarterly events, treats, gifts, …). The CITY reserves the right to approve and deny any expenditures of the Incentive money.

All penalties and incentives are listed in RFP 23-24-14, Exhibit M. The CITY shall adjust invoice amount s paid to reflect any Penalties assessed to the CONTRACTOR each quarter. The CITY shall have thirty (30) calendar days from the quarter close date to provide penalties and incentive report to the CONTRACTOR and penalty adjustments may be made to the invoice of the following month after the quarter close date. Performance incentives shall be capped at 1.5% of total Revenue Service Hour payments annually.

SECTION 3 – CONTRACTOR’S OPERATIONS DUTIES AND RESPONSIBILITIES

CONTRACTOR shall perform the duties and accept the responsibilities set forth below in connection with its operation of VT. CONTRACTOR shall perform all terms and conditions included in CONTRACTOR’s Operations and Maintenance Service Proposal, which is attached to the AGREEMENT as RFP 23-24-14, Exhibit H and is incorporated therein by this reference whether or not specifically stated in this Scope of Work. CONTRACTOR’s proposal was relied upon by CITY in entering into the AGREEMENT and CITY expects CONTRACTOR to fully perform all promises made therein.

The omission of a duty or responsibility herein shall not relieve CONTRACTOR of its obligation to perform such duty or accept such responsibility, so long as it is usual, customary, and generally accepted within the public transportation industry as being an integral element of operating a fixed route and dial-a-ride public transportation system of a kind and character such as VT. In the event of a discrepancy between CONTRACTOR’s proposal and this scope of work, the more inclusive of the two documents shall prevail.

The CONTRACTOR shall be capable of managing the daily operation of dispatching and scheduling of all service operations; including utilization of technology and software to efficiently manage the daily demand of all ridership to meet “best in practice” in the following categories:

• On Time Performance
• Vehicle Operational Cost per Mile
• Vehicle Operational Cost per Hour
• Vehicle Breakdowns per 100,000 miles
• Vehicle Utilization per Route
• Load Factor - per Mile
• Load Factor - per Hour

ODR 3.1 General

CONTRACTOR shall provide the necessary management, technical, and operating services for the operation of fixed-route, Dial-A-Ride, V-LINE, Sequoia Shuttle, The LOOP bus services, and microtransit, if implemented by the CITY during the term of this AGREEMENT, as specified in the RFP and CONTRACTOR’s proposal.

CONTRACTOR shall provide all forms, documents, policies, plans, and reports requested herein by the contract start date unless otherwise specified herein.

CONTRACTOR shall assist and cooperate with CITY in meeting the objectives of providing quality transportation services. CONTRACTOR shall perform close liaison activities, coordination, and cooperation with CITY on matters related to operations, monitoring, reporting, and service performance measurements.

All facilities, equipment, and services required in the operation and management of VT shall be furnished by CONTRACTOR unless specifically identified to be furnished by CITY.

VT has a distinctive public image that must be emphasized by all of CONTRACTOR’s employees and designees, that involves: public relations skills, information and marketing announcements, and driver’s uniforms. In consideration of this distinctive public image, CITY reserves the right to approve driver(s) selection for all services, regardless of CONTRACTOR’s usual shift -bidding process. However, CITY shall not require CONTRACTOR to violate the terms of its labor agreement with the collective bargaining agent for CONTRACTOR’s employees.

ODR 3.2 Provision of Transit Facilities

ODR 3.2.1 Visalia Transit Center – 425 East Oak Ave., Ste. 301, Visalia, California 93291

CONTRACTOR shall be allowed to use this facility to the extent permitted by CITY under this AGREEMENT.

ODR 3.2.2 Operations and Maintenance Facility – 525 North Cain Street, Visalia, California 93292

CONTRACTOR shall utilize this facility for managing VT operations and vehicle maintenance during the term of this AGREEMENT, including exercised option years. (CONTRACTOR shall utilize operations and vehicle maintenance facilities located in Sequoia and Kings Canyon National Park, herein “Park”, for SEKI services, as referenced herein). The CONTRACTOR shall be responsible for all paper products and supplies, office equipment not expressly provided for in CDR 1.3.2, facsimile, and copy machines.

In the futu re, the CONTRACTOR may occupy a second dispatch office located at the Transit Center, and internet & connections will be provided by the CITY. CONTRACTOR shall ensure the CITY provided phones are available for official contract business. A phone shall be p rovided by the CONTRACTOR for communicating with operators. All internet access outside of the dispatch office is to be provided by the CONTRACTOR.

All furnishings, all non -computer equipment, and all supplies in connection with the facility(ies) are the responsibility of the CONTRACTOR. If any damage occurs to the facility(ies), furnishings or equipment supplied by CITY, the CONTRACTOR shall replace the damaged item(s) with comparable or better level of facilities or equipment.

CITY facilities may be subject to additional cleanliness and sterilization mandated by the local, state, and federal agencies. It is the CONTRACTOR’s responsibility to adhere to all local, state, and federal sterilization mandates and shall adhere to the s everest of these guidelines.

ODR 3.2.3 Term of Occupying Transit Operations and Maintenance Premises

The term of CONTRACTOR’S use of the Operations and Maintenance Facility shall be for a period consistent with the AGREEMENT, including exercised option terms.

ODR 3.2.4 Care and Maintenance of Premises

CONTRACTOR acknowledges that the premises are in good order and repair, unless otherwise indicated herein. CONTRACTOR shall, at its own expense and always maintain the premises in good and safe condition, including electrical wiring, plumbing, and heating installations and any other systems or equipment upon the premises, and shall surrender the same at termination hereof, in as good a condition as received, normal wear and tear excepted. CONTRACTOR shall be responsible for all repairs required of the facility. CONTRACTOR is responsible for making CITY aware of any necessary repairs at the leased facility within 24 hours, and CITY shall review and approve repairs prior to repairs being made by the CONTRACTOR. (CONTRACTOR shall secure all necessary plans and/or permits for repairs, if required by CITY). CONTRACTOR, not the CITY, is responsible for damages resulting from negligence or willful misconduct by the CONTRACTOR, or by the CONTRATOR’s agents or employees.

The CONTRACTOR shall at minimum comply with all local, state, and federal safety and environmental requirements. The CONTRACTOR shall also make provision for:

1. The maintenance of the facility and parking areas in a clean and orderly condition that is free of litter, debris, oil, and fluid stains, etc.

2. The maintenance of all shop equipment, including lifts and vehicle wash.

3. The maintenance of oil & water separators and other environmental compliance equipment.

4. Pest Management

5. Building Security

6. Hazardous Waste

7. The cleaning and maintenance of administrative areas and employee break rooms and locker rooms.

8. Employee amenities (refrigerators, water fountains, coolers, coffee machine, microwave)

9. Biohazards

The CONTRACTOR shall store, monitor, and dispose of all hazardous waste in accordance with all EPA, state, county, and local regulations. The CONTRACTOR shall be properly registered and file and retain all manifests in accordance with EPA regulations.

The CONTRACTOR shall comply with 29CFR Part 1910.1030, Blood borne Pathogens.

Biohazards are as defined in OSHA 29CFR Part 1910.1030. In addition to biohaza rd cleanup, Concessionaire shall implement plans and procedures to address potential pandemics in accordance with federal guidelines for mass transit systems: Pandemic Influenza–Preparedness, Response, and Recovery–Guide for Critical Infrastructure and Key Resources, Annex: Mass Transit Subsector Pandemic Guideline; and OSHA guidance: Guidance for Preparing Workplaces for an Influenza Pandemic.

ODR 3.2.5 Alterations and Additions

CONTRACTOR shall not, without CITY’s prior written consent make any alterations, improvements, additions, or utility installations, in, on, or about the premises. As used herein, “utility installations” shall mean carpeting, window coverings, air lines, power panels, lighting fixtures, air conditioning, plumbing, heating, and fencing. CITY may require that CONTRACTOR remove any or all the said alterations, improvements, additions, or utility installations at the expiration of the term of the lease and res tore the premises to its prior condition.

ODR 3.2.6 Ordinances and Statutes

CONTRACTOR shall comply with all statutes, ordinances, and requirements of all municipal, local, state, and federal authorities now in force or which may hereafter be in forced, pertaining to the premises, occasioned by , or affecting the use thereof by CONTRACTOR.

ODR 3.2.7 Entry and Inspection

CONTRACTOR shall permit CITY or CITY’s agents to enter upon the premises at any time for the purposes of inspecting the same.

The CONTRACTOR shall conduct a self -inspection on safety, security, and emergency preparedness on a semi -annual basis. The CONTRACTOR shall also participate in periodic CITY audits and monitoring. These audits/monitoring will be based upon Federal, State, and local programs and guidelines, internal/external audit results, CITY’S System Security and Emergency Preparedness Plan, Emergency Action Plan, OSHA, Public Transportation Agency Safety Plan (PTASP) and CITY established policies and procedures. The CITY may conduct site visits of the Facilities at any time during the Contract Term for purposes of inspections, audits, and monitoring. The CONTRACTOR shall make available all records, files, logs, and associated documentation to the CITY’S designated representatives as requested. The CONTRACTOR shall also assist the CITY during any local, State, or Federal audits.

ODR 3.2.8 Destruction of Premises

The CONTRACTOR, not the CITY, is responsible for damages resulting from negligence or willful misconduct by the CONTRACTOR, or by the CONTRACTOR’s agents, employees, or invitees. If CITY shall not elect to make such repairs which cannot be made within sixty (60) days, this lease may be terminated at the option of either party.

ODR 3.2.9 Lease of Operations and Maintenance Facility for Other Contract Services

In the event CONTRACTOR proposes to utilize a portion of the Operations and Maintenance Facility, located at 525 North Cain Street, Visalia, California, for operation of

other contracted services outside the service area of CITY, CONTRACTOR shall request prior authorization from CITY. Upon authorization from CITY, CITY shall determine lease payments based on square footage proposed to be utilized by CONTRACTOR and/or other criteria as deemed necessary by CITY. CITY shall amend the current AGREEMENT with CONTRACTOR to reflect such lease usage and annual payments.

ODR 3.2.10 Use of Operations and Maintenance Facility for Other Contract Services

Subject to the requirements of ODR 3.2.9, CONTRACTOR’s occupancy and use of Transit Operations and Maintenance premises for other contract services shall be limited to bus parking, dispatch, maintenance, and repair and washing of buses and for no other purpose. Activities performed for other contract services shall in no way interfere with or cause disruption of operations and maintenance of VT services at any time. All requirements pertaining to the use of CITY’s Operations and Maintenance Facility, as referenced herein, shall apply to the lease of said premises by CONTRACTOR for other contract services. CONTRACTOR’S use of the Operations and Maintenance Facility shall remain in effect only so long as the AGREEMENT and/or any successor agreements remain in effect. CONTRACTOR is responsible for ma intaining and insuring everything listed in RFP 23-24-14, Exhibit E.

ODR 3.2.11 Lease Payment of Operations and Maintenance Facility for Other Contract Services

CONTRACTOR shall pay the annual lease amount for other contract services, as determined by CITY, in equal installments in advance of the first day of each month. Lease payments for subsequent annual periods shall be determined consistent with the Consumer Price Index (CPI) formula, as described in the AGREEMENT. All payments shall be made to CITY at 425 E. Oak Street, Visalia, California 93291, or a credit can be applied to CONTRACTOR’s monthly billing for services performed under the AGREEMENT.

ODR 3.2.12 CONTRACTOR’s Right to Terminate Operations and Maintenance Facility Lease

For the entire term of the facility lease, CONTRACTOR shall not have the right to terminate this lease, for any reason.

ODR 3.3 Buses and Equipment

Vehicles not affecting revenue service may be used by CONTRACTOR for training purposes for Visalia Transit Division employees only with prior approval from the CITY. All operated miles shall be considered non -revenue service hours. Those hours shall be tracked and submitted monthly.

ODR 3.4 Fuel

The purchase of such fuels by CONTRACTOR from a vendor shall utilize a cardlock system, approved by CITY, which accurately records all fueling purchases to allow CITY to reconcile all fuel transactions by date and vehicle number. As fuel is supplied by CITY, the CONTRACTOR shall fuel VT vehicles at such location(s) and in such manner as CITY may direct. CONTRACTOR and all its employees shall adhere to any and all operating, administrative, and accounting procedures required by CITY in connection with all fueling operations. It is the CONTRACTOR’s responsibility to pay for fuel for support vehicles (i.e.:

Maintenance trucks, road supervisor vehicles, and shuttle vehicles for drivers at shift change).

If fuel is supplied by CITY, the CONTRACTOR shall fuel CITY vehicles at such location(s) and in such manner as CITY may direct. CONTRACTOR and all its employees shall adhere to any and all operating, administrative, and accounting procedures required by CITY in connection with all fueling operations. If, during this AGREEMENT, CITY instructs CONTRACTOR to use different fueling facilities which increases or decreases the amount of labor or deadhead hours required to perform the fueling function, CITY and CONTRACTOR agree to negotiate an equitable adjustment (increase or decrease) to CONTRACTOR’s rates herein to reflect such change in cost. CONTRACTOR shall provide measures to ensure fuel usage is only for use related to providing the public transit system and not for personal use.

CONTRACTOR shall be responsible, on behalf of CITY for its VT operation, to attempt to obtain State and federal tax exemptions applicable to the purchase and consumption of fuel for use in public transit vehicles. In this regard, CONTRACTOR shall obtain required permits and administer fuel transactions in a manner which fully complies with all applicable state and federal requirements.

CONTRACTOR shall maintain accurate records of all fuel utilized for fueling VT vehicles.

CONTRACTOR shall provide a monthly report to CITY detailing gallons dispensed and miles per gallon for each VT vehicle for the previous month and for the year to date.

ODR 3.5 Schedules, Passes, Tickets

CONTRACTOR shall distribute and disseminate all schedules, passes, tickets, and like materials required by VT operations in accordance with the provisions of the AGREEMENT and any directions supplemental thereto provided by CITY.

ODR 3.6 Radio Communications Systems

CONTRACTOR shall use the radio communication system provided to it by CITY solely for the purpose of providing radio communications between its dispatch center or supervisors and VT vehicles in connection with VT operations. Radios are to be always kept in proper operating condition. CONTRACTOR shall comply with all applicable federal statutes and regulations in connection with such use. The CITY will perform regular maintenance and updates on the CITY provided radio software, equipment, and hardware.

Any issues with the CITY provided radio software, equipment, and hardware shall be reported to the Transit Manager or their designee to be submitted to the radio contractor or subcontractor to be addressed. In urgent situations the CONTRACTOR may find it necessary to submit service requests straight to the radio contractor or subcontractor. If this occurs, the submitter shall copy the Transit Manager or their designee on all service requests submitted and provide updates on the first following business day including a justification for the urgency.

ODR 3.7 Telephone System

CONTRACTOR shall use the CITY telephone system which is dedicated exclusively to the reception of incoming calls from VT, V -LINE, and Sequoia Shuttle patrons for the purposes of requesting service information and Dial -A-Ride service or reservations.

Telephone lines are currently in use for such purposes and are installed at CITY provided operations and maintenance facility. CONTRACTOR shall report any unusual or required maintenance problems to CITY Transit Manager or their designee within 24 hours .

CONTRACTOR shall credit CITY monthly for telephone expenses paid by CITY for telephone utilized by CONTRACTOR for administration of services.

CITY shall provide and CONTRACTOR shall use the telephone system of the SEKI office located in the Sequoia National Park.

ODR 3.8 On-Board Surveillance Systems

Each CITY vehicle is equipped with surveillance cameras that capture both interior and exterior scenes. The footage is recorded onto hot swappable hard drives via REI model DVRs, located in each vehicle’s electronics cabinet. The CITY also has several spare hard drives for use in vehicles when footage is being pulled.

CONTRACTOR shall ensure surveillance systems utilized on VT buses, including an on- board video surveillance system (REI Armor) and Drive Cam, provided by CONTRACTOR (optional), system is properly utilized. CONTRACTOR shall test the functionality of fleet - wide on-board surveillance systems monthly.

CONTRACTOR shall provide all videos to CITY when requested by CITY, including any Drive Cam video if CONTROCTOR opts to use on any VT vehicles.

ODR 3.8.1 CITY’s Provided On-Board Video Surveillance System

In the event a vehicle is determined to be missing a hard drive while in revenue service, the CITY shall result in a penalty. CONTRACTOR shall regularly maintain and repair all components of the on-board surveillance system. CONTRACTOR shall report any unusual or required replacement issues to Transit Manager or their designee within 24 hours.

CONTRACTOR shall use equipment provided to monitor the safety of the passengers, compliance of the drivers, and any other related purpose pertaining to the operation of VT.

CONTRACTOR shall notify CITY of any safety or compliance related incidents identified.

The CONTRACTOR shall check and repair the results of monthly health checks of the fleet on-board video surveillance system. CONTRACTOR shall notify the Transit Manager or their designee within 24 hours of identifying malfunctioning equipment and repairs shall be scheduled as soon as possible, prior to returning the vehicle to service. CONTRACTOR shall notify CITY when any CITY provided spare hard drive requires repair, maintenance, or replacement to ensure CONTRACTOR always maintains eight (8) functional spare hard drives. CONTRACTOR shall review video footage while testing equipment and for other uses and immediately report any unusual activity to the CITY’s Transit Manager or their designee and to the proper authorities as necessary. If the CITY requests on-board video, CONTRACTOR shall provide the CITY the footage. All videos requested from CONTRACTOR by CITY shall include at minimum footage from 5-minutes before the time the event started till 5-minutes after the event ends.

All recordings are the sole property of the CITY and may not be disseminated without prior written authorization from the Transit Manager or their designee, with the exception that CONTRACTOR may copy, and use said recordings in the defense or potential defense in insurance claims or potential claims against CITY or CONTRACTOR after notification to CITY.

ODR 3.8.2 CONTRACTOR’s Provided On-Board Drive Cam System (Optional)

CONTRACTOR shall ensure that saved events are downloaded and analyzed, and when indicated, take appropriate action. CONTRACTOR shall assign a risk score to drivers to improve driving behavior and assess liability in the event of any collisions.

ODR 3.9 Electronic Farebox & Farebox Systems

CONTRACTOR shall account for all revenues collected. CONTRACTOR shall report any unusual or required maintenance problems to Transit Manager or their designee within 24 hours. CONTRACTOR shall utilize CITY’s farebox counting room located at the leased maintenance facility to drop farebox vaults and shall address all GFI Maintenance Report events/conditions. CONTRACTOR shall maintain the GFI computer in a clean, dust -free environment. CONTRACTOR shall always maintain all fareboxes and ensure that non- functioning and excessive misreads or misfeeds on fareboxes are repaired within 24 hours. CONTRACTOR shall be responsible for all maintenance, repairs, and updates of all fareboxes and other fare collection systems in CITY fleet and schedule regular preventative maintenance per the manufacturer’s recommendations to ensure the fare collection systems are functioning properly. If a farebox cannot be repaired within 24 hours, CONTRACTOR shall place the bus with the non-functioning farebox out of service and address the problem as soon as possible. CONTRACTOR shall inform CITY of any electronic fareboxes that remain out of service for over 48 hours. CONTRACTOR shall probe vehicles daily.

ODR 3.10 Intelligent Transportation Systems (ITS)

To the extent applicable, the CONTRACTOR agrees to conform to the National Intelligent Transportation System (ITS) Architecture and Standards as required by 23 U.S.C. Section 517(d), 23 U.S.C. Section 512 note, and 23 CFR Part 655 and 940, and follow the provisions of the FTA Notice, “FTA National ITS Architecture Policy on Transit projects,” 66 Fed. Reg. 1455 et seq., January 8, 2001, and any other implementing directives the FTA may issue at a later date, except to the extent the FTA determines otherwise in writing.

CONTRACTOR shall provide and maintain an ITS system for all services, excluding Sequoia Shuttle, that includes Computer Aided Dispatching (CAD), Automatic Vehicle Location (AVL), Automatic Passenger Counters (APC) for passenger boarding information, Automatic Voice Annunciation (AVA) system, on time performance reporting, and other key performance indicators (KPIs). The CITY’s fixed route and V-Line buses are all equipped with APC, CAD/AVL, AVA, and other ITS equipment that shall be reused if possible. The CITY’s paratransit, cutaway, fleet are equipped with CAD/AVL and other ITS equipment that shall be reused if possible. CONTRACTOR shall always properly maintain functioning ITS equipment on board all buses to ensure optimum operations. The CONTRACTOR shall be responsible for maintaining the CAD, AVL, APC, and Automatic Passenger Announcement software, data, and hardware.

CONTRACTOR shall assist CITY in developing, maintaining, and updating route schedules in a format compatible with the CAD/AVL system. CONTRACTOR shall report and repair any unusual or required maintenance problems, including malfunctioning equipment, non-functioning equipment, failed devices or features to Transit Manager or their designee within 24 hours. It is expected if a vehicle CAD/AVL is not functioning, that the vehicle be placed out of revenue service until it can be repaired. CONTRACTOR shall use ITS equipment to monitor the vehicle location, drivers’ adherence to routes, safety of the drivers, drivers’ schedule performance, and any other related purposes pertaining to the operation of VT. CONTRACTOR shall notify CITY of any compliance related incidents identified.

CONTRACTOR shall provide CITY staff with training on fixed route ITS functionality including: Computer Aided Dispatch (CAD) system, Automatic Vehicle Location (AVL) system, route/block assignments, and report generation for all ITS system provided.

CONTRACTOR shall ensure that operators are properly logged into the correct Route, Run, trip, and vehicle associated with the scheduled work piece. Failure to log in to properly functioning equipment shall result in a penalty. As soon as a failure to log in is identified, log in should be requested of the operator, immediately and/or logged in by Dispatch.

ODR 3.10.1 CAD/AVL Requirements

CONTRACTOR shall provide a computer -assisted dispatch (CAD) system, automatic vehicle location (AVL) systems, related components, and support services. The purpose of this section is to define CITY’s minimum requirements for this portion of the project.

These basic specifications/concepts define the functional, performance, installation, integration, and project implementation requirements for the deployment of this portion of the project for CITY local fixed route, commuter bus, and ADA complementary paratransit services. CITY is seeking CONTRACTOR to deploy, and/or integrate, the following technologies on CITY vehicles, at the VT Dispatch location, and for Greenline staff. CITY desires a hosted solution that is accessible and will integrate and/or replace existing CITY systems. The CONTRACTOR shall be responsible for procuring, setting up, integrating, updating, and maintaining the CAD/AVL software before the initial turnover date.

ODR 3.10.1.1 Fixed Route & V-Line CAD/AVL System

• If required by the CAD/AVL software provider the CONTRACTOR selects, CONTRACTOR shall provide a commercially off -the-shelf Wi-Fi tablet (Samsung or Apple) or equivalent and GPS receiver, capable of connecting to the CITY cellular network, to provide driver a digital manifest and vehicle monitoring from the computer-assisted dispatch (CAD) and automatic vehicle location (AVL) system. • If required by the CAD/AVL software provider the CONTRACTOR selects, CONTRACTOR shall provide and install a secure and powered tablet docking station, like HiNT Mounts Part # TS -405-PDS.
https://hintmounts.com/catalog/Tablet%20Shell/TS-405.php • CAD/AVL system shall provide vehicle and operator scheduling and service reporting.
• CAD/AVL system shall be capable of providing General Transit Feed Specification Real-Time (GTFS-RT) feed output.
• CAD/AVL system shall provide real-time detour and alert management. • CAD/AVL system shall be capable of providing and/or integrating GTFS -RT feed output into new or existing wayside systems at major bus stops and transit centers. • CAD/AVL system shall be capable of providing real-time passenger information via the CITY web site and a mobile application.
• CAD/AVL system shall be capable of Automatic Voice Annunciation (AVA) system integration.
• CAD/AVL system shall be capable of Automatic Passenger Counting (APC) system integration.
• CADAVL system shall be capable of providing a full range of reports including those required by the CITY and the National Transit Database (NTD) for the monthly, quarterly, and annual reporting.
• CONTRACTOR shall use open standard interfaces to all newly provided onboard equipment such as J1708, J1939, and ethernet.

ODR 3.10.1.2 ADA Paratransit CAD/AVL

• If required by the CAD/AVL software provider the CONTRACTOR selects, CONTRACTOR shall provide a commercially off -the-shelf Wi-Fi tablet (Samsung or Apple) or equivalent and GPS receiver, capable of connecting to the CITY cellular network, to provide driver a digital manifest and vehicle monitoring from the computer-assisted dispatch (CAD) and automatic vehicle location (AVL) system.

• If required by the CAD/AVL software provider the CONTRACTOR selects, CONTRACTOR shall provide and install a secure and powered tablet docking station, like HiNT Mounts Part # TS -405-PDS.
https://hintmounts.com/catalog/Tablet%20Shell/TS-405.php • ADA paratransit CAD /AVL system shall be capable of tracking ADA certification milestone dates, information, and documentation of the passenger’s eligibility process.
• ADA paratransit CAD/AVL system shall be capable of providing a full range of passenger/client profile management.
• ADA paratransit CAD/AVL system shall be capable of providing a full range of ADA compliant trip reservation management.
• ADA paratransit CAD/AVL system shall be capable of providing a full range of computer assisted scheduling.
• ADA paratransit CAD/ AVL system shall be capable of providing a full range of passenger, management, and service.
• ADA paratransit CADAVL system shall be capable of providing a full range of reports including those required by the CITY and the National Transit Database (NTD) for the monthly, quarterly, and annual reporting. • ADA paratransit CAD/AVL system shall be capable of providing scheduling support and route assistance.

ODR 3.10.1.2.1 ADA Paratransit Software and Hardware

CONTRACTOR shall furnish trip reservation and scheduling software and associated hardware for ADA paratransit and Dial-A-Ride operations.

The CONTRACTOR’s system shall track and communicate reservations, dispatching, and scheduling. The objectives of this system are to:

• Allow service providers to enter and identify riders’ information, including their specific disability related mobility aids and special needs requirements. • Reduce time needed to receive and process individual trip requests. • Improve the scheduling of individual trip requests, maximize vehicle productivity, and minimize service cost within established service standards. • Provide direct communication between dispatch operations and drivers. • Streamline system operations/financial reports and invoice processing and validation.
• Enhance information database on registered users.
• Provide more timely data and comprehensive management information.

The software selected by the CONTRACTOR shall utilize a systematic and up -to-date method to schedule and transport passengers. Currently the CITY is working with Via for the Microtransit software. The CITY strongly CONTRACTOR to use Via software for VT’s Paratransit service as the Paratransit may at some point be comingled with the Microtransit system. Both services utilizing the VIA software would streamline and make for a better

transition to the comingled service for the passengers, CONTRACTOR, and CITY. The software shall be capable of accommodating both advance reservations and requests for immediate service and of integrating all demand for service into efficient vehicle tours which maximize productivity and assure service quality to levels prescribed in this Scope of Work. An up-to-date computer-assisted scheduling technique is required. Scheduling software should allow for proper reporting of, at a minimum, all requirements as outlined herein and by NTD. CONTRACTOR shall maintain a complete record of the daily dispatch log and provide up-to-the-minute information if requested by CITY. CONTRACTOR shall submit a copy of the dispatch log monthly to CITY along with the monthly invoice.

CONTRACTOR shall be responsible for maintaining a data communication line for the purpose of receiving information using a computer terminal, printer and modem provided and maintained by CONTRACTOR.

CONTRACTOR will train and provide refresher training when necessary to all staff, including CITY staff, in positions to use or supervise the use of the software and related devices.

ODR 3.11 Street Furnishings

CONTRACTOR and its employees shall cooperate with CITY by advising it of all trees along all VT routes and stops so as to preclude damaging VT vehicles by reason of low - hanging trees and branches conditions observed during VT operations. CONTRACTOR shall aid in the cleanliness of bus stops and perform regular and requested trash removal from all stops owned and serviced by VT service.

ODR 3.12 Operations

CONTRACTOR shall abide by established Routes & Schedules, as set by the CITY, as well as provide feedback before, during and post implementation in order to achieve a workable transit model which best meets the community needs and yet reflects the transit system’s reasonable capabilities . See RFP 23 -24-14, Exhibit C - Service Area Map, System Map, Schedules for a complete description of Routes & Schedules.

CONTRACTOR shall provide CITY approved driver paddles (including turn by turns) and bids to operate the outlined services effectively and efficiently.

ODR 3.12.1 Fixed Route

Using vehicles and equipment provided by the CITY, CONTRACTOR will operate fixed - route bus services as specified by CITY. Fixed route bus service shall be operated in strict accordance with the operating days and hours, routes and schedules set forth in t he current schedule in RFP 23-24-14, Exhibit C and any revisions thereto, and shall provide such service in a safe, professional, and courteous manner. Operators must log into CAD/AVL services and on-board technology as requested by the CITY.

Notwithstanding the above, CONTRACTOR is hereby authorized to deviate from established routes when necessary to avoid construction detours, and vehicles or other obstructions within the public right-of-way. CONTRACTOR shall coordinate these efforts with CITY to ensure that the public is properly notified of such changes.

In the event CONTRACTOR becomes aware of routes, schedules, or portions of schedules on the fixed route system that cannot be reasonably provided on -time, CONTRACTOR shall so notify CITY in writing along with recommendations on any schedule modifications to ensure on- time performance, however, CITY shall retain al l approval over the adoption of routes and schedules.

ODR 3.12.2 Dial-A-Ride (DAR)

DAR service shall be operated in strict accordance with the operating days and hours set forth herein and any revisions thereto. CONTRACTOR shall respond to telephone and electronic requests for service within the VT service area illustrated by RFP 23-24-14, Exhibit C, and any revisions thereto. Operators must log into CAD/AVL services and on- board technology as requested by the CITY.

Every DAR vehicle in the fleet shall be equipped with an on-board MDT that dynamically updates the drivers’ manifest in real time. Dispatch has the full capability of adds, deletes, and edits for each DAR manifest. Drivers shall perform pick -ups, on-boards, drop-offs, fare, and mileage tracking on the provided MDT, data to be updated in real-time, as often as possible.

CONTRACTOR is authorized to have as many vehicles as necessary in DAR service at a given time to meet fluctuations in the demand for ADA service.

ODR 3.12.2.1 Trip Reservations, Scheduling, and Dispatching

CONTRACTOR shall be responsible for receiving, scheduling, confirming all trip requests from all passengers including their companion(s) and/or personal care assistant(s) (PCA) within the service area, as well as other eligible persons who may be visiting from outside the service area.

The CONTRACTOR shall be able to provide next -day transportation, as is required by ADA. The CONTRACTOR shall make available a mechanism for receiving trip information on Saturday, Sunday , and holidays for the next day service. Direct contact with a staff individual or an answering machine system that can accommodate all calls is acceptable.

When booking a trip, CONTRACTOR shall request the following information from the customer:

1. Day and date of customer's trip.

2. Time the customer wishes to be picked up or arrive at their destination.

3. The exact address of the customer’s origin.

4. The exact address of customer destination, including building name, entrance name, etc., if known.

5. The time customer wishes to be picked up for the return trip.

6. The exact address and place from which customer is returning.

7. Whether customer will be accompanied (at a minimum, a PCA and an additional companion must be served if customer so requests).

8. Whether customer will be accompanied by a Service Animal.

9. Read back the trip information to confirm with the customer, including making them aware of the fare for each trip.

10. Inform the customer that he/she will receive a call the evening before the trip to confirm pick-up times.

The CONTRACTOR shall call all customers back no later than 8:30PM the evening prior to the trip date to confirm the schedule details. The scheduling software proposed by contractor for the Paratransit service Interactive Voice Response (IVR) system shall be utilized for call-backs.

CONTRACTOR will provide the following types of trip request options:

1. Advance-Notice Trip Requests – Accepted by phone seven (7) days a week between the hours of 8:00 a.m. and 4:30 p.m. and one (1) to fourteen (14) calendar days in advance of customer's trip.

2. Subscription Service – Travel to and from the same destination one (1) or more times per week with the same requested pick -up and return times. Note: The Authority requires that customers with existing commitments for subscription service be so served. The CONTRACTOR
can utilize the one (1) hour scheduling
window for subscription service and riders must be informed of their pick-up times every day. CITY reserves the right to cap Subscription service if the process negatively impacts service capacity.

3. Same-Day Trip Request – Demand response requests can be accepted by the

CONTRACTOR
on the date the customer wishes to travel (starting with the close of reservations at 4:30 P.M. the prior day). Every effort should be made to accommodate these requests so as not to violate service parameters.

The CONTRACTOR may receive changes to confirmed trips at the request of the customer, e.g., time change, destination change, etc. Every attempt will be made to accommodate these changes as the schedule permits by utilizing any slots made available in the schedule that were created from cancellations, etc.

If a customer cancels a trip less than 1-hour before scheduled pick-up, the CONTRACTOR shall record and document the customer as a no-show late cancel. CONTRACTOR shall also record and document the customer as a no- show when a trip has been scheduled, a confirmation has been given by the CONTRACTOR, and the customer fails to show up for the scheduled ride. Before a customer is determined to be a no show, the dispatcher must confirm the location of CITY vehicle using the Automatic Vehicle Locator (AVL) and Mobile

Data Computer (MDC) device, which has been installed in all vehicles used for DAR service.

The driver shall wait five minutes if a customer is late before continuing to the next scheduled pick -up after receiving permission from dispatch. Dispatch shall make a reasonable effort to contact the customer before allowing the driver to continue the route (the 5-minute waiting period does not begin until the beginning of the scheduled 20-minute pick-up window). Once the dispatcher has confirmed, by using the AVL and MDC, that the driver is at the correct pick-up location, and has waited the appropriate amount of time for the customer, and has attempted to locate the customer, the dispatcher may then consider the customer a no show. The CONTRACTOR shall record all such events utilizing the Automatic Vehicle Locator (AVL) and Mobile Data Computer (MDC) of the vehicle location and enter all information pertinent to the trip in the trip log.

The CONTRACTOR shall not suspend eligibility for any reason, unless so directed by the CITY.

CITY paratransit program is a door to door upon request when applicable, thus, the Driver shall exit the vehicle and shall provide assistance for boarding or de-boarding of customers.

Currently, all dispatching is provided from centralized dispatch location, utilizing the Paratransit Software system, Automatic Vehicle Locator (AVL), and Mobile Data Computer (MDC) while being able to always maintain radio contact with all vehicles.

The CONTRACTOR shall provide an accurate estimated time of arrival (ETA) when a customer calls regarding late pickups using the AVL or any other means.

ODR 3.12.3 V-LINE

The V-LINE shall be operated as a fixed route service in a manner/schedule specified by the CITY. V-LINE shall be operating in accordance with the schedule set forth in in RFP 23-24-14, Exhibit C - Service Area Map, System Map, Schedules or any revisions thereto.

CONTRACTOR shall provide such service in a safe, professional, and courteous manner.

Operators shall log into CAD/AVL services and on-board technology as requested by the CITY.

Notwithstanding the above, CONTRACTOR is hereby authorized to deviate from established routes when necessary to avoid construction detours, and vehicles or other obstructions within the public right-of-way. CONTRACTOR shall coordinate these efforts with CITY to ensure that the public is properly notified of such changes.

ODR 3.12.4 Sequoia Shuttle (SEKI)

CONTRACTOR shall use vehicles and equipment provided by CITY to operate SEKI service, which includes the Sequoia Park Shuttle and Sequoia Gateway Shuttle. The

Sequoia Park Shuttle is a shuttle service that operates within Sequoia National Park that services the Dorst Creek Campgrounds, Wuksachi, Lodgepole, Wolverton, Sherman Tree, Giant Forest Museum, and the Moro Rock/Cresent Medows areas. The Sequoia Gateway Shuttle services the Visalia Transit Service area and takes passengers from Visalia, Farmersville, Exeter, Lemon Cove, and Three Rivers into the Sequoia National Park.

CONTRACTOR shall provide necessary management, technical, and operating services to successfully provide SEKI services, as specified by CITY. SEKI shall be operated in strict accordance with the operating days and hours, routes, and schedules as prescribed by CITY and shall provide such service in a safe, professional, and courteous manner.

SEKI service is expected to begin in the first year (and each option year thereafter) on or about the Thursday prior to Memorial Day to on/after Labor Day. CONTRACTOR shall be on site to complete required operational and familiarization training during the five (5) days prior to revenue service initiation. CONTRACTOR shall develop and conduct the operational and familiarization training to ensure safe and efficient provision of service on the first day of actual service.

ODR 3.12.4.1 SEKI Operations and Maintenance Facilities

The National Park Service (NPS) shall provide CONTRACTOR a maintenance facility located in the Park to operate SEKI services. CONTRACTOR shall not sublease or assign its rights to any part of the premises. Said facility shall remain in effect only so long as the AGREEMENT and/or any successor agreements remain in effect.

ODR 3.12.4.2 Use of SEKI Leased Premises

CONTRACTOR shall maintain SEKI vehicles, to the maximum extent possible, within the Park at designated operation facility at Red Fir maintenance facilities. CONTRACTOR’s occupancy and use of premises for SEKI services shall be limited to administration, bus parking, maintenance, and repair and washing of buses and for no other purpose.

Activities performed for SEKI services shall in no way interfere with or cause disruption of operations and maintenance of other VT services at any time. All requirements pertaining to the use of CITY’s Operations and Maintenance Facility, as referenced herein , shall apply to said premises by CONTRACTOR. CITY’s facility located at 525 N. Cain Street, Visalia, California, also shall be available to maintain SEKI vehicles, as needed.

ODR 3.12.4.3 SEKI Maintenance Equipment

CONTRACTOR shall furnish all equipment required in the operation and maintenance of SEKI service, unless specifically identified to be provided by CITY.

ODR 3.12.4.4 SEKI Driver Standards

CONTRACTOR shall ensure that any driver designated to operate a SEKI vehicle will be selected based on a minimum of two criteria (1) no valid complaints during the last twelve (12) months; and (2) no preventable accidents during the last twelve (12) months.

ODR 3.12.4.5 SEKI Telephone, Internet & Reservation System

CITY shall manage requests for Sequoia Gateway Shuttle service/reservations.

CONTRACTOR shall be responsible for responding to the CITY for any day-of operation questions. CONTRACTOR shall ensure that requests for service are effectively scheduled and accommodated through close coordination with CITY. Driver Manifests for Sequoia Gateway Shuttle Service shall be provided through the reservation system.

CONTRACTOR shall have access to this system in the Park with CITY sponsored Internet if it is available. The CITY will provide CONTRACTOR with a minimum of 10 GB of internet usage monthly, for communicating with Visalia Operations and CITY, and shall be controlled by CONTRACTOR. In the case that the CONTRACOTOR uses more than the CITY provided 10 GB internet usage, the CONTRACTOR is responsible for any additional charges associated with additional internet used.

ODR 3.12.4.6 SEKI Trailer Lease and Payment

CONTRACTOR shall lease trailers from CITY for the sum of one dollar ($1.00) per trailer used while SEKI service is operational. CONTRACTOR shall provide trailers located in the Park as optional housing for employees operating the Sequoia Park Shuttle serv ice.

CONTRACTOR may lease up to a maximum of fifteen (15) trailers at CITY’s discretion.

The NPS agreement with the CITY establishes a minimum of twelve (12) trailer pads per season will be available for SEKI operations. The number of trailers to be leased is dependent upon the total number of trailer spaces made available by NPS.

CONTRACTOR shall provide the trailers free of charge to employees engaged in SEKI operations only. CONTRACTOR may allow, at its discretion, employees, and their families to reside in the trailers. A maximum of four (4) people shall be permitted to reside in a trailer at any one time. CONTRACTOR shall maintain all leased trailers in working condition, and at a minimum, in the same condition as when first leased. CONTRACTOR also shall comply with conditions and requirements of the lease between the Park and CITY as pertains to operation of the SEKI service, as contained in RFP 23-24-14, Exhibit L. CONTRACTOR shall not sublease or assign its rights to any part of the leased trailers or assign this lease in whole or in part. If for any reason service is halted due to a natural disaster, emergency evacuation, or a driver(s) elect to not perform Sequoia Shuttle service for any reason including strike and work stoppage, they are to vacate the CITY owned trailers within 48-hours from the end of their last worked shift. CITY owned trailers shall only be occupied by CONTRACTOR’s employees that are performing services for Sequoia Park Shuttle and maximum of three (3) of the employee’s family members.

The NPS provides the property on which the trailers are located free of charge and pays for utilities, including garbage, sewer, and septic. CITY shall pay the trailer space rental fee for only those trailers used to house SEKI drivers, maintenance technician, and in-park supervisors.

ODR 3.12.4.7 Care and Maintenance of SEKI Trailers

CONTRACTOR acknowledges that the trailers are in good order and repair, unless otherwise indicated herein. CONTRACTOR shall, at its own expense, maintain the premises in good and safe condition, including electrical wiring, plumbing, and heating installations and any other system or equipment upon the premises, and shall surrender the same at termination hereof, in as good a condition as received, normal wear and tear excepted. CONTRACTOR shall be responsible for all trailer repairs required under three hundred dollars ($300) in parts and shall keep them clean both on the inside and outside.

CONTRACTOR shall be responsible for any damage to the equipment, including repair or replacement of any plumbing, tanks, amenities, and furniture damaged because of misuse, negligence, or unauthorized alterations. The CITY shall be responsible for all other repairs over three hundred dollars ($3 00) not caused by misuse, negligence, or unauthorized alterations. CONTRACTOR shall be responsible for consumable products, including propane. If CONTRACTOR requests CITY to perform repairs that fall under three hundred dollars ($ 300) in parts, CITY will charge CONTRACTOR for time at the fully loaded employee rate and materials without markup. CONTRACTOR shall relay any and all issues, failures, and needed repairs to CITY regardless of the costs.

ODR 3.12.4.8 Alterations and Additions of SEKI Trailers

CONTRACTOR shall not, without CITY’s prior written consent, make any alterations, improvements, additions, or utility installations, in, on, or about the trailers or premises including but not limited to carpeting, window coverings, air lines, power panels, lighting fixtures, air conditioning, plumbing, heating, any attachments to the trailers and fencing.

CITY may require that CONTRACTOR remove any or all of said alterations, improvements, additions, or utility installations at the expiration of the term of the Lease and restore a trailer to its prior condition. Amenities added to the leased trailer spaces in Sequoia shall be limited to CITY approved alterations. Requests for removal of alterations, improvements, additions, or utility installations shall be done within 48 hours of receipt of request.

ODR 3.12.4.9 Entry and Inspection of SEKI Trailers

CONTRACTOR shall permit CITY or CITY’s agents to enter upon a trailer at reasonable times and upon 48 -hour notice, for the purpose of inspecting the same. The CITY will inspect trailers up to twice each month when the trailers are in use at Sequoia, with no less than a 48-hour notice.

ODR 3.12.4.10 Destruction of SEKI Trailers

In the event of a partial destruction of the trailer or premises during the term hereof, from any cause, CITY shall promptly repair the damage, if the CITY can make the repairs within sixty (60) days under existing governmental laws and regulations. However, the CONTRACTOR, not the CITY, is responsible for damages resulting from negligence or willful misconduct by the CONTRACTOR, or by the CONTRACTOR’s agents, employees,

or invitees. Partial destruction shall not terminate this lease, and CITY, at its option, may make repairs within a reasonable time, this lease continuing in effect. In the event that CITY shall not elect to make such repairs which cannot be made within sixty (60) days, this lease may be terminated at the option of either party. Depending on the required repair, the time to receive the parts, and time it will take to complete the repair work, the CITY at its own discretion may opt to replace the trailer with another trailer with equivalent or similar amenities. In the event that the property on which the demised trailers may be situated is destroyed to an extent of not less than one-third of the replacement cost, CITY may elect to terminate this lease whether the demised premises be injured or not. A total destruction of property on which the trailers may be situated shall terminate this lease.

ODR 3.12.4.11 CONTRACTOR’s Right to Terminate SEKI Trailer Lease

For the entire term of the trailer lease, CONTRACTOR shall not terminate this lease, for any reason.

ODR 3.12.4.12 Attorney’s Fees – SEKI Trailer Lease

In case suit should be brought for recovery of the trailers or for any sum due hereunder, or because of any act which may arise out of the possession of the trailers, by either party, the prevailing party shall be entitled to all costs incurred in connecti on with such action, including reasonable attorney’s fees.

ODR 3.12.4.13 Insurance – SEKI

CONTRACTOR shall pay for insurance for SEKI services that covers vehicles, equipment, and trailers consistent with coverage described in the DRAFT AGREEMENT under Article 7 – Insurance; Bonds; Performance Guarantee.

ODR 3.12.5 Youth Bus “LOOP” Service – The LOOP Bus

CONTRACTOR shall ensure that it allows for sufficient flexibility in the scheduling of drivers, since The LOOP Bus does not operate on certain days and its schedule may change to accommodate the City Parks and Recreation Department summer and school schedules.

ODR 3.12.6 Special Services

In addition to regular VT operations, CONTRACTOR may from time to time upon receiving specific written authorization by CITY, provide special transportation services within the Visalia Urbanized Area and the Sequoia National Park using VT vehicles, provided that such special services are determined by CITY to be in the public interest, do not interfere with regular VT operations, and are in compliance with applicable federal and state statutes. CONTRACTOR shall be entitled to compensation for such services at the normal rates per vehicle service hour(s) and mile(s) based on the specific services provided specified in the AGREEMENT.

Using vehicles and equipment provided by the CITY, CONTRACTOR will operate trolley bus service as specified by CITY, as a special service. Trolley service shall operate upon request of the CITY, and shall provide such service in a safe, professional, and courteous manner. There is no guaranteed minimum number of hours or miles of service for the Trolley. The Trolley shall be charged at the normal Fixed -Route rates as specified in the AGREEMENT.

ODR 3.12.7 Service Change Assistance

At times, routes and schedules may need to be adjusted to reflect CITY growth, road conditions, operational functionality, changing rider needs or changes to the transit budget.

CITY will make every effort to inform the CONTRACTOR of these changes.

CONTRACTOR will provide personnel to assist in service change activities including, but not limited to, the following: new bus stop evaluations, identifying bus stop location changes, runtime evaluation, bus stop schedule information changes, rider alerts, passenger notifications, schedule deliveries, and other field work assistance necessary to implement route/schedule changes.

ODR 3.12.8 Microtransit/On-Demand Service

CITY has not yet implemented Microtransit/On-Demand service within VT service area but is planning to in the future and during the term of this AGREEMENT. This pricing shall be separate from the price provided with the PROSOSAL. The CITY will be provide Microtransit/On-Demand as of pilot project within VT service area starting at the commencement of this contract for three (3) years. If the Microtransit/On-Demand pilot is successful, the CITY may elect to continue the service under this AGREEMENT past the 3-year pilot. The CITY is looking to utilize the Via software to support the service.

Upon integration with VT service, CONTRACTOR will be responsible for dispatching and performing all trips including those made via the reservation line. Microtransit/On-Demand also serves ADA eligible passengers. ADA eligible riders requiring a trip will be placed on complementary ADA paratransit if the on-demand service is not suitable.

If additional vehicles and revenue hours are warranted to expand service, CONTRACTOR will be given a sixty (60) day notice.

Drivers shall strive to arrive at their pick-up destination in a timely manner. Upon arrival of the vehicle at the passenger’s pick-up point, the driver shall notify the passenger of their presence by a honk of the horn. Passengers who reside in an assisted living facility or are to be picked-up at a medical facility must be at the curb. Drivers will not go into the facilities.

Should the passenger not appear during the time frame (5 minutes), the driver shall note the trip as a no-show, resume service and proceed to the next scheduled reservation.

Drivers shall assist Americans with Disabilities (ADA) passengers using on -demand services whenever possible from the curb of their origin to the curb of their destination.

CONTRACTOR shall use the highest reasonable degree of care in assisting passengers.

Assistance with ADA passengers shall, at a minimum, meet the requirements of the ADA.

CONTRACTOR shall park as close and safely as possible to each passenger’s origin and destination, including parking lots when necessary.

ODR 3.13 Service Performance

CONTRACTOR shall always strive to provide service in a manner which will maximize productivity and at the same time maximize customer service. Recognizing that the goals of productivity and customer service level may conflict, the following standards are intended to be reasonably attainable by CONTRACTOR, fair to the customer, and consistent with CITY expectations.

The CONTRACTOR and the CITY shall meet at least once a bi -weekly to evaluate the performance of the system based upon these standards. If the standards are not fulfilling their intended purpose, they shall be adjusted based upon recommendations made by CONTRACTOR with concurrence and final decision by CITY. Should it be found that CONTRACTOR’s performance has contributed to CONTRACTOR’s failure to achieve these standards, CONTRACTOR shall take all reasonable actions requested by CITY to correct deficiencies in performance. Should deficiencies persist, CITY may take whatever additional action is necessitated by the circumstances and provided for in the AGREEMENT of which this Scope of Work is a part.

CONTRACTOR shall be solely responsible for the performance of its employees and shall take appropriate action to ensure employees perform in a courteous and professional manner. This shall include the regular practice of ride checks and viewing videos to monitor employee performance.

The performance standards listed herein shall be eligible for Penalties monthly/quarterly.

Violations of Law or Regulation

Any fines or penalties resulting from violations to local, state, or federal regulations (such as but not limited to OSHA, the ADA, and/or other civil rights laws and regulations) and actually assessed will be the sole responsibility of and will be paid by the contracted service provider. However, if CITY determines that such a regulatory violation has occurred (via observation of an occurrence that CITY reasonably believes constitutes a violation of law or regulation or via receipt of a report, deemed credible by CITY, attesting to such an occurrence) CITY may assess a penalty in the absence of a fine or charge from a local, state, or federal authority (For example and not for the purposes of any limitation: CITY may assess a penalty under this section whenever a passenger using a wheelchair is “passed up” by an operator). Such damages are meant to compensate CITY for the harm that occurs when such laws and/or regulations are violated in connection with CITY system.

Farebox Deposit Errors and Discrepancies

CITY and CONTRACTOR agree that the CITY will be reimbursed for any fare revenue shortage for any service provided over 1.0% of fare revenue as reported by the GFI Farebox System or in the absence of GFI data, Ridership counts presented as accurate by CONTRACTOR. Monthly Deposit totals amounting to a revenue shortage of more than 1.0% shall be paid directly by CONTRACTOR to CITY. This may be done as a credit on the monthly invoice.

ODR 3.13.1 Route Service Standards – Fixed-Route, V-LINE, SEKI, and LOOP Bus

A. Schedule Reliability/On-Time Performance/Early Departure:

A minimum of seventy-five percent ( 75%) of bus departures are on time; an on - time departure is defined as having time points adherence of 0 minutes early and no more than 5 minutes late from the scheduled departure time as indicated by published timetables. In the event that a fixed route or V-LINE operates more than ten (10) minutes behind, CONTRACTOR shall utilize established procedures, subject to CITY review and approval, to restore on- time performance. Failure to meet on-time performance shall result in a penalty.

No bus shall depart a designated time- point early or before the published times.

In the event CONTRACTOR identifies time points that require adjustment, such requirement shall be brought to the attention of Transit Manager or their designee.

B. Missed Run:

A Missed Run occurs when a scheduled departure is canceled, or when a bus departs more than fifteen (15) minutes after the published departure time from the route starting location (downtown Visalia Transit Center, Mooney and Orchard, Visalia Medical Clinic, any future transfer hubs, or the first stop for Sequoia Shuttle). CONTRACTOR shall always provide continuation/restoration of service when possible. Failure to login prior to boarding passengers and/or pull to provided CAD/AVL service will constitute a Missed Run. Departures later than five (5) minutes after the first scheduled run of the day will be considered a Missed Run.

Each occurrence of a Missed Run shall result in a penalty.

C. Failure to Stop for Passenger:

No bus shall fail to stop for a passenger waiting or requesting a stop at a designated VT or V-LINE stop location. Each designated VT and V -LINE stop is identified with CITY approved and installed signage. Sequoia Gateway Shuttle operators shall stop at all stops for which reservations are scheduled. Sequioa Gateway Shuttle Manifests are subject to change up to two (2) hours prior to the departure time. It is the CONTRACTOR’s responsibility to ensure that all Sequoia Gateway Shuttle passengers make the return trip to the Valley floor. Failure to stop for passengers shall result in a penalty.

D. Announcements:

If the Automatic Voice Annunciation (AVA) system is not functioning properly, CONTRACTOR shall ensure that all bus operators announce bus stops, major landmarks and major intersections using the on-board public address system as required by the Americans with Disabilities Act and in accordance with the list of ADA announcements provided to CONTRACTOR by CITY. In the event the on- board public address system is not functioning correctly, the bus operator shall verbally announce bus stops, major intersections, and landmarks in a decibel and tone that can be heard throughout the bus.

In the case that the Automatic Vehicle Announcement (AVA) system is unable to announce stops designated by the CITY, CONTRACTOR shall ensure that operators are announcing each stop. Failure to call out stops, as required by ADA will result in a penalty.

E. Complaints:

This section is r elated to customer service complaint s only, not service related complaints. “Service related” for the purposes of the section is defined as missed stops, missed runs, missed trips, and early departures.

Each valid complaint in excess of that defined below shall result in a penalty.

(1) Fixed Route – No more than an average of two (2) valid complaints per 1,000 passengers for each month.

(2) V- Line/LOOP – No more than an average one (1) valid complaints per 100 passengers for each month.

(3) Sequoia Shuttle – No more than one (1 ) valid complaints per 2 ,000 passengers for each month.

Fixed route service carries 2,000 passengers for the reporting period, the CONTRACTOR cannot receive more than 4 complaints from Fixed Route passengers.

F. Accidents & Incidents:

CONTRACTOR shall report all accidents/incidents by phone call or text message within 1 -hour after the occurrence to the Transit Manager or their designee.

CONTRACTOR shall submit a complete accident/incident report , as required by ODR 3.18, within two (2) days after the occurrence to the Transit Manager or their designee. Accidents are defined as any occurrence where a VT vehicle comes in contact with any other vehicle or object. An incident is defined as a situation where an individual is injured and may or may not be transported to the hospital.

Each accident or incident in excess of that defined below shall result in a penalty.

(1) Fixed Route – No more than two (2) vehicle and/or passenger accidents/incidents per 100,000 miles.

(2) V- Line/LOOP – No more than one (1 ) vehicle and/or passenger accidents/incidents per 100,000 miles.

(3) Sequoia Shuttle – No more than one (1 ) vehicle and/or passenger accidents/incidents per 100,000 miles.

Accidents per X miles are calculated by dividing the number of accidents in the reporting period by the number of vehicle service miles in that reporting period.

ODR 3.13.2 Dial-A-Ride

ODR 3.13.2.1 Productivity Standards:

A. Average number of passengers per vehicle revenue hour:

CONTRACTOR shall always strive to achieve the performance standard of 3.8 passengers per vehicle revenue hour and shall not average monthly less than 3.4 passengers per vehicle revenue hour. In the event that the monthly DAR passengers per vehicle revenue hour is less than 3.4, CONTRACTOR shall not be paid for more than the maximum vehicle revenue hours determined by dividing the number of monthly DAR passengers by 3.4. CONTRACTOR is encouraged to find a unique solution to minimize excessive slack time, for off-peak service.

Passengers per vehicle revenue hour is calculated by dividing the number of passengers by the number of vehicle revenue hours in a reporting period.

B. Average number of passengers per vehicle revenue mile:

CONTRACTOR shall always strive to achieve the performance standard of 0.38 passengers per vehicle revenue mile and shall not average monthly less than 0.34 passengers per vehicle revenue mile. In the event that the monthly DAR passengers per vehicle revenue mile is less than 0.34, CONTRACTOR shall not be paid for more than the maximum vehicle revenue miles determined by dividing the number of monthly DAR passengers by 0.34. CONTRACTOR is encouraged to find a unique solution to minimize excessive miles, for off-peak service.

Passengers per vehicle revenue miles is calculated by dividing the number of passengers by the number of vehicle revenue miles in a reporting period.

ODR 3.13.2.2 Dial-A-Ride Service Standards

A. Reservation Reliability/On-Time Performance:

Ninety-five percent (95%) of passengers shall be picked up within a 30- minute window (plus or minus 15 minutes from the recorded reservation time) of their promised pickup time. Failure to adhere to this standard shall result in a penalty.

B. Ride-Time:

The elapsed time between passenger pickup and drop off: Ride time for a DAR trip shall be comparable to the amount of time it would take to make the same trip using our Fixed Route bus service. CONTRACTOR shall ensure ninety -five percent (95%) of trips will have a ride time less than or equal to 60 minutes. Failure to adhere to this standard shall result in a penalty.

C. No-Show Ratio:

CONTRACTOR shall properly document no -show’s and it will be the CITY’s responsibility to notify passengers which do not abide by the CITY no-show policy.

D. Trip Denials:

There shall not be a pattern of trip denials. A trip is considered denied if it cannot be negotiated within 60 minutes before or after the desired departure time , the desired departure time. This applies only to reservation requests that are received in advance, not same day. Failure to report: CONTRACTOR is required to note these request denials in the DAR Dispatch software (currently Easy Rides) and submit them to the CITY monthly. Failure to report trip denials shall result in a penalty. Examples of trip denials include:

• A rider requests a trip in advance, not same day, and the CONTRACTOR is not able to provide that trip within the 60-minutes negotiating window of the desired departure time.
• A rider requests a trip in advance, not same day, and the CONTRACTOR offers a trip that is outside of the 60- minutes negotiating window of the desired departure time. This represents a denial regardless of whether the rider accepts such an offer.
• A rider requests a round-trip, not same day, and the CONTRACTOR can only provide one leg of the trip within the 60-minute negotiating window of the desired departure time. If the rider accepts the portion of the trip the CONTRACTOR can provide within the negotiating window of the desired departure time, only the portion that the CONTRACTOR cannot accommodate within negotiating window is considered denied. If the rider does not accept the portion the CONTRACTOR is able to accommodate and the portion the CONTRACTOR is unable to accommodate within the

negotiating window of the desired departure time, both portions of the trip are considered denials.

E. Missed Trips:

There shall be no missed trips. A missed trip is one that is not completed in its entirety or is more than 60 minutes late from scheduled pickup time. A missed trip occurs when a vehicle fails to pick up a passenger or when a vehicle arrives so late that the passenger will not arrive at his or her destination within 60- minutes from the scheduled pickup time.

F. Call Performance:

CONTRACTOR shall answer every call that is received. No less than ninety -five percent (95%) of calls received shall be handled, based upon reports from Cisco phone system. The average call answer time by a live operator shall be under ninety (90) seconds; average call hold time shall be under one hundred- twenty (120) seconds. Calls performance that falls below ninety -five percent (95%) of calls handled, average call answer time that is greater than ninety (90) seconds, or average call hold time s greater than one hundred- twenty (120) seconds shall result in a penalty.

G. Complaints:

Related to customer service complaint only, not service related. “Service related” for the purposes of the section is defined as missed stops, missed runs, missed trips, and early departures.

Each valid complaint in excess of that defined below shall result in a penalty.

No more than an average of two (2) valid complaints per 100 passengers for each month.

H. Accidents/Incidents:

CONTRACTOR shall report all accidents/incidents by phone call or text message within 1 -hour after the occurrence to Transit Manager or their designee .

CONTRACTOR shall submit a complete accident/incident report as required by ODR 3.18, within two (2) days after the occurrence to Transit Manager or their designee.

Each accident or incident in excess of that defined below shall result in a penalty.

No more than one (1) vehicle and/or passenger accidents/incidents per 100,000 miles.

Accidents per X miles are calculated by dividing the number of accidents in the reporting period by the number of vehicle service miles in that reporting period.

ODR 3.14 Operations Staff

As part of the transit service operating plan submitted to CITY as part of this AGREEMENT, CONTRACTOR shall submit an organizational chart for the operations department. A narrative shall be provided explaining how the organizational structure, its functions, personnel distribution, and numbers of positions (e.g., dispatchers, road supervisors, etc.) will meet the operational needs and service expectations.

CONTRACTOR shall provide, at a minimum, all telephone and dispatch personnel necessary to effectively respond to incoming calls at a quality and level consistent with ridership demand. Dispatching shall be provided to cover all hours of bus operations in strict accordance with the operating days and hours set forth for all services in this AGREEMENT. Dispatching shall occur only on site at the Operations and Maintenance Facility. The CITY expects that the CONTRACTOR determine the total number of dispatchers needed for optimal service, but no less than 2 dispatchers for every 15 vehicles in service, dispatch levels can be reduced to one (1) dispatcher when less than 4 vehicles (3 vehicles or less) are in service.

CITY may request that CONTRACTOR provide service coverage of the ticket counter on the first floor of the Transit Center to include ticket sales and customer service responsibilities to include customer complaints, lost and found procedures, ADA applications, Senior Disabled and HOP applications and provide route and trip planning information to passengers Monday through Thursday from 8:00 a.m. to 5:00 p.m., Friday from 8:00 a.m. to 4:00 p.m., and possibly during weekends from 8:00 a.m. to 4:00 p.m.

The re quested service coverage of the ticket counter as agreed between CITY and CONTRACTOR and paid for at the Fixed Route Dispatcher’s fully loaded hourly rate in the CONTRACTOR’s cost proposal.

ODR 3.15 Passenger Rules & Announcements

CONTRACTOR and employees shall enforce all rules applying to passenger behavior onboard CITY buses as established, revised, or modified by CITY, the State of California, and/or the United States Government.

ODR 3.16 Driver’s Responsibilities

Drivers shall, when requested by CITY, hand out notices to passengers or otherwise render assistance with CITY’s customer relations and promotions. Drivers will be required to honor special passes; collect, cancel and/or validate passes and tickets; and issue and collect transfers, as determined by CITY. Drivers will verify cash fares deposited in farebox but will not handle money unless required to accommodate a passenger’s disability or authorized by Transit Manager or their designee. Drivers shall accurately record ridership counts by passenger category using the GFI system, through the fare payment process,

or in accordance with procedures approved by CITY. Any circumstances or situations deviating from this, must be cleared with the Transit Manager or their designee in advance.

Drivers shall always have available during the operation of any bus an accurate time piece set each day to conform to the Pacific Standard Time. Drivers shall be provided with accurate turn-by-turn directions for each route they operate. Any instances of Off -Route performance will result in a penalty. All instances are expected to be resolved, and service restored immediately upon recognition.

In the absence of properly functioning automated bus stop annunciation equipment, drivers shall announce bus stops, major landmarks and major intersections using the on- board public address system as required by the Americans with Disabilities Act and in accordance with the list of ADA announcements provided to CONTRACTOR by CITY. In the event the on-board public address system is not functioning correctly, the bus operator shall verbally announce bus stops, major intersections, and landmarks in a decibel and tone that can be heard throughout the bus. If FTA finds CITY in violation of ADA stop announcement requirements, CONTRACTOR shall pay the financial penalties and fines imposed on CITY or CONTRACTOR, if any, and reimburse CITY for staff time and materials expended to resolve this issue with the FTA and/or other complainants.

CONTRACTOR shall monitor public address systems on each bus and report malfunctioning systems as directed by CITY.

ODR 3.16.1 Daily Driver's Inspection

Each operator shall inspect vehicles daily before pulling out of the bus yard located at the Operations & Maintenance facility in accordance with State requirements. CONTRACTOR must allow sufficient time to conduct this inspection without delaying scheduled revenue service.

If there are any defects, including exterior body damage, dents, scratches, etc., the driver must enter the defects on a Daily Vehicle Inspection (DVI) report, or similar CONTRACTOR provided document, as required by the California Vehicle Code. Even if there are no defects, the driver must sign and date the DVI report prior to leaving the yard.

A copy of the DVI of a vehicle shall remain with that vehicle for thirty (30) days.

A vehicle with a DVI showing defects must be inspected and appropriate action taken on items noted in the report. After repairs are performed, the mechanic must sign the DVI report, and the information must be transferred to the Shop Work Order or similar document.

DVI reports showing defects must be dated at the upper right front corner and filed in chronological order for inspection and verification purposes. Once this is completed, the DVI report becomes a permanent record in the vehicle file for that vehicle and must be always available for review/inspection.

Any defects noticed and not recorded on previous days’ DVI will be assumed to have occurred during operation of vehicle by previous driver. All repair costs in these instances will be borne by CONTRACTOR.

CONTRACTOR shall submit its proposed Daily Vehicle Inspection (DVI) Reports, checklists, and any other applicable reports to CITY for approval/revisions prior to service start-up. CONTRACTOR shall require operators to record pre- trip inspection prior to vehicle use and post vehicle use using a DVI Report. In addition to the DVI reports, all operators shall perform the following tasks prior to vehicle use:

1. Accident Kit. Check to ensure the accident kit is properly attached in the driver’s compartment.

2. Seat Securement. Inspect individual seat inserts to assure proper securement to the seat frame.

3. Lights. All lights, including the high beams, will be checked daily upon the morning startup.

4. Wheelchair Ramp and Lift. The wheelchair ramp and lift on each vehicle shall be cycled one complete cycle prior to departure from Operations and Maintenance Bus Yard each day. If the wheelchair ramp or lift fails to complete the cycle, the failure must be reported to Maintenance and another vehicle must be assigned for the day.

5. Conduct a full walk -around inspection of the vehicle’s exterior body, frame, bumpers, wheels to record any visible body damage, including scratches, dents, and other blemishes.

ODR 3.17 Road Supervision

CONTRACTOR shall provide road supervision as required to monitor drivers and vehicles and assist drivers in revenue service. Road supervision will include, but not be limited to, quarterly route rides with all drivers. The road supervisor may also be called upon to assist with special events. Road Supervisors are responsible for managing and directing the activities of the vehicle operators including on-time performance, lift problems, fare issues, farebox problems, accident investigation, assistance in dis putes/incidents, determining and working with detours, operator ride -a-longs, operator semi-annual evaluations, and other tasked requested by CITY. CONTRACTOR shall provide Road Supervisors with a separate, independent radio communication system. Cell phones are permissible.

ODR 3.18 Accident, Incident, and Complaint Procedures

The CONTRACTOR shall have rules and requirements in place, and shall provide such rules and requirements to each employee responsible for investigating accidents, incidents, and complaints to ensure that each employee assigned to perform investigations by the CONTRACTOR satisfies the following minimum requirements:

1. They shall take all comments and complaints seriously without bias.

2. They shall investigate all accidents, incidents, or complaints using all the tools

available to determine their validity and/or fault. These tools could include, but not be limited to, reviewing the footage and audio from the bus, interviewing the Operator in question, reaching out to customers if additional information is needed, reviewing dispatching/scheduling software, etc.

3. They shall be available to contact customers directly for escalated comments, additional information, or as directed by the CITY.

4. They shall need to have proper grammar and professional business writing skills to ensure all responses are professional.

CONTRACTOR shall develop, implement, and maintain formal procedures not set forth herein, subject to CITY review and approval, to respond to accidents, incidents, service interruptions, and complaints. Such occurrences to be addressed include, but are not necessarily limited to vehicle accidents, passenger injuries, passenger disturbances, in - service vehicle failures, lift failures of buses in service, fixed-route buses operating more than ten minutes behind schedule, customer complaints, and Dial-A-Ride buses operating more than fifteen (15) minutes behind promised schedule. CONTRACTOR is expected to follow up with all complaints received by the CONTRACTOR, CITY, or other members of the community, within 24 hours. Resolution to all complaints shall be obtained within two weeks (14 calendar days) from the original date of receiving the complaint. Additional time, exceptions and circumstances must be discussed with the CITY.

The CONTRACTOR shall report customer complaints to CITY staff within 24 hours of receipt, including the date and time of the complaint, the name of the person lodging the complaint and their contact information, and the nature of the complaint. CITY may implement software to record complaints and investigations. If said software i s implemented at any time within the period consistent with the terms of this AGREEMENT, CONTRACTOR shall record complaints and investigations within the CITY provided software for all modes of service. The CONTRACTOR shall take all complaints seriously and thoroughly investigate each complaint. For ADA and Title VI complaints, CONTRACTOR shall provide a written response to the CITY no later than 72 hours from receipt of the complaint. The CONTRACTOR shall resolve substantiated complaints to avoid repeat complaints of a similar nature. In the event of complaints of an especially serious or grievous nature, the CITY may require written documentation of comp laint resolution from the C ONTRACTOR including investigation findings, and steps taken to correct any problems resulting from the actions of the CONTRACTOR’s employees.

CONTRACTOR shall have in place a policy and procedure for disciplinary actions up to and including termination for valid complaints against employees.

All traffic accidents involving transit system vehicles, irrespective of injury, shall be reported to the Visalia Police Department, Highway Patrol, or Federal Law Enforcement (SEKI) as appropriate. CONTRACTOR will advise such agency of the accident and request a police unit to investigate the accident.

CONTRACTOR shall report all accidents/incidents by phone call or text message within 1-hour after the occurrence to Transit Manager or their designee. A Written Accident

Report shall include a Police Report number, driver report, photos and video and must be provided within two (2) Weekdays of the occurrence to Transit Manager or their designee.

ODR 3.19 Vehicle Scheduling and Dispatching

The provided phones are available for official contract business. A phone shall be provided by the CONTRACTOR for communicating with operators. All internet access outside of the dispatch office is to be provided by the CONTRACTOR. Printing equipment and f ax shall be provided by the CONTRACTOR but can be connected to CITY infrastructure.

CONTRACTOR shall provide an adequate fixed number of persons to staff the scheduling and system vehicle dispatching functions for all services. These persons shall also be responsible for maintaining radio contact with all vehicles in service and for maintaining the daily dispatch systems with accurate information as proposed by CONTRACTOR.

Dispatch staff’s responsibility is to ensure vehicles remain on time, and on route. Any instances of vehicles operating off route, early, or late shall be documented by Dispatch, and provided to the CITY as requested, but no less than monthly. Any evidence of failure to report vehicles traveling off-route, early, late, etc., will result in a penalty.

ODR 3.19.1 Schedule Change and Runcut Reports

The following reports shall be submitted to CITY five (5) working days after a minor or major schedule change: Summary format to be approved by CITY, which will include daily revenue hours and miles, non-revenue hours and miles, total hours and miles, and recover time by run, by route, by service period (AM peak, Mid- day, PM Peak, and evening) and by day type (Weekday, Saturday, Sunday, Holiday, etc.)

ODR 3.20 Telephone Reservation and Information System

CONTRACTOR shall use the CITY telephone system which is dedicated exclusively to the reception of incoming calls from VT and SEKI patrons for the purposes of requesting service information and Dial -A-Ride service or reservations. The CITY shall bill the CONTRACTOR monthly for monthly phone charges. CONTRACTOR shall credit CITY monthly for telephone expenses paid by CITY for telephone utilized by CONTRACTOR for reception of incoming calls.

CONTRACTOR shall provide dispatch personnel necessary to effectively respond to incoming calls at a quality and level consistent with VT patron demand and in strict accordance with the operating days and hours set forth in the current schedule in RFP 23- 24-14, Exhibit C and any revisions thereto.

CONTRACTOR shall make special efforts to respond to telephone service and information requests from deaf or Spanish -speaking patrons of VT. CONTRACTOR will provide Telecommunication Device for the Deaf (TDD) equipment for communications with deaf patrons and will provide bilingual (Spanish/English) telephone information personnel.

CONTRACTOR shall ensure that there is always at least one (1) bilingual (Spanish and English) person on duty at all times during service hours to assist and communicate with passengers in the field and on the phone.

ODR 3.20.1 Customer and Greenline Service

The CONTRACTOR shall be responsible for providing coverage of the Greenline service on Friday 4:00p.m.–5:00p.m., Saturday 8:30 a.m. –5:30 p.m., CITY observed Holidays 8:30 a.m.–5:30 p.m. when the CITY offices are closed but service is operating, and other times upon CITY’s request. CONTRACTOR shall collect data from calls to the Greenline on the CITY provided form or through the use of the CITY provided system. Saturday and Holiday Greenline Hours shall be covered by CONTRACTOR Dispatch staff as discussed below. Additional coverage of the Greenline during regular weekday hours may be requested of the CONTRACTOR as agreed between CITY and CONTRACTOR and paid for at the Fixed Route Dispatcher’s fully loaded hourly rate in the CONTRACTOR’s cost proposal. The hours charged by the CONTRACTOR to the CITY for the Greenline coverage shall be equal to those logged in the Cisco system. It shall be the CONTRACTOR’s and its staff’s responsibility to ensure they login to the CITY’s Cisco system and maintain an active status within the system for the duration of the Greenline coverage. CONTRACTOR staff assigned to work on the Greenline must be properly trained and document all calls as requested by the CITY.

ODR 3.20.1.1 Greenline CONTRACTOR Responsibilities

• While logged in to the CITY Cisco system , CONTRACTOR’s Dispatch staff shall provide bus, route, schedule, fares, trip planning, and other customer support information for all Transit providers within Tulare County to Greenline callers. • CONTRACTOR shall answer every call that is received. No less than ninety -five percent (95%) of calls received shall be handled, based upon call information from Cisco phone system. The average call answer time by a live operator shall be under ninety (90) seconds; average call hold time shall be under one hundred -twenty (120) seconds.
• CONTRACTOR’s Dispatch staff shall record and log information including, but not limited to, the type and basic need for each call, using an Excel spreadsheet provided by VT, or as directed by the Transit Manager or their designee. • CONTRACTOR shall, by 10:00a.m. the day following the Greenline coverage, email the call log containing all Greenline activity logged by CONTRACTOR to designated CITY staff.
• Complaints received by CONTRACTOR staff on the Greenline will be logged into the regular Contractor Complaint log and provided to the CITY on Monday according to the regular complaint procedure.

ODR 3.20.1.2 Hours Required - Greenline

• CONTRACTOR shall operate the Greenline for one (1) hour (4:00 p.m.-5:00 p.m.) each Friday and nine (9) hours (8:30AM -5:30PM), fifty -two (52) Fridays and Saturdays per year for a total of five-hundred-twenty (520) hours annually. • CONTRACTOR shall operate the Greenline for nine (9) hours (8:30AM-5:30PM) on the following City of Visalia holidays with Transit service, except those that fall on Sunday:

o Martin Luther King Jr Day (3rd Monday in January)
o President’s Day (3rd Monday in February)
o Labor Day (1st Monday in September)
o Veteran’s Day (November 11th)
o The Friday after Thanksgiving (4th Friday in November) o Christmas Eve (December 24th)
o New Year’s Eve (December 31st)

• CONTRACTOR shall schedule one additional dispatcher for the duration of Greenline coverage for any nine (9) hour period being covered.

ODR 3.20.1.3 Payment for Services - Greenline

The CITY anticipates the CONTRACTOR will work nine (9) hours on Saturdays and select Holidays. Regularly scheduled Greenline coverage shall be included in the Fixed Route Hourly Rate. CONTRACTOR shall charge the CITY for special requests to cover Greenline outside the normal Friday, Saturday, and Holiday coverage at the Fixed Route Hourly Rate. The additional hours charged by the CONTRACTOR to the CITY for the Greenline coverage shall be equal to those logged in the Cisco system.

ODR 3.21 Fares and Fare Collection

All fares of any kind to be paid by VT patrons shall be established by CITY.

CONTRACTOR shall assure that each patron pays the appropriate fare prior to being provided transportation service. All cash fares will be paid by patrons in the amount due for their appropriate fare classification and shall be deposited by patrons in the fareboxes provided by CITY with each vehicle. CONTRACTOR staff shall conduct transactions as directed by the CITY to include passes and change cards. CONTRACTOR shall collect or otherwise process in the manner directed by CITY all non-cash fares (transfers, passes and like). All fares collected are the sole property of CITY.

CONTRACTOR shall, in accordance with CITY policy and procedure, account for revenues collected on fixed -route, V -Line, and Dial -A-Ride vehicles and deposit such revenues daily into a local bank account designated by CITY for that purpose, via an armored car service. CONTRACT ORS General Manager shall be responsible for establishing procedures for staff to handle keys to the vaults and vault room. The transportation of revenues from the GFI Vault room to the bank must be conducted by an Armored car Service contracted and provided by the CITY. CITY reserves the right to audit fare revenue collection and accounting at any time without prior notification to

CONTRACTOR. All revenue is to be counted daily. CITY may request that Fixed Route, DAR, and V-Line are to be counted separately, so as not to co-mingle with other service’s revenue.

CONTRACTOR shall credit CITY monthly for armored car service expenses paid by CITY for the transportation of fare revenue collected by CONTRACTOR.

ODR 3.22 On-Board Pass Sales

CONTRACTOR shall, in accordance with CITY policy and procedure, provide On -Board pass sales (via GFI or mobile payment solutions) on fixed-route, Dial-a-Ride, and V-LINE vehicles.

ODR 3.23 Planning and System Design Assistance

CONTRACTOR shall, as requested by CITY, provide assistance with route planning, system design and policies. Upon identification of a problem or issue, CONTRACTOR shall notify CITY and assist with finding the most appropriate resolution. This also applies to periodic route changes that may be needed or requested by passengers.

SECTION 4 – CONTRACTOR’S MAINTENANCE DUTIES AND RESPONSIBILITIES

CONTRACTOR shall perform the duties and accept the responsibilities set forth below in connection with the maintenance of VT revenue and non -revenue vehicles, equipment, and facilities. CONTRACTOR shall perform all terms and conditions included in CONTRACTOR’s Operations and Maintenance Service Proposal in Attachment 2 of this AGREEMENT, of which this scope of work is Attachment 3, and is incorporated therein by this reference, whether or not specifically stated in this Scope of Work. CONTRACTOR’s proposal was relied upon by CITY in entering into the AGREEMENT and CITY expects CONTRACTOR to fully perform all promises made therein.

The omission of a duty or responsibility herein below shall not relieve CONTRACTOR of its obligation to perform such duty or accept such responsibility, so long as it is usual, customary, and generally accepted within the public transportation industry as being an integral element of operating a fixed-route and paratransit public transportation system of like size and characteristics as VT.

MDR 4.1 Maintenance - General

CONTRACTOR shall be responsible for the maintenance of all revenue and non-revenue vehicles, communication systems, video surveillance equipment, electronic farebox system, CAD/AVL system, and all other equipment, furnishings, and accessories required in connection with its operation of VT in a clean, safe, sound, and operable condition at all times, and fully in accordance with any manufacturer -recommended maintenance procedures and specifications, as well as with the applicable requirements of any federal or state statute or regulation. In this regard, CONTRACTOR shall provide all labor, repairs, parts, supplies, maintenance tools and equipment, lubricants, solvents, such other components, and services which may be required to fulfill its maintenance responsibilities.

MDR 4.1.1 Spill Containment & Cleanup Plan

In addition to regular preventative maintenance and upkeep, the CONTRACTOR shall be compliant with all applicable Oil Spills Prevention and Preparedness Regulations.

CONTRACTOR shall develop a Spill Containment Plan. This plan shall address, to the satisfaction of the Transit Manager or their designee, how spills of vehicles fluids will be mitigated, managed, and addressed. The CONTRACTOR shall also have spill containment kit(s) with proper personal protective equipment and materials to address such spills should they occur. The Transit Manager or their designee is to be notified of any and all spills within one (1) hour of the incident and a full report within 24 hours of the event. Failure to report such incidents within one (1) hour of it occurring shall result in a penalty as outline in the Accident & Incident penalty in RFP 23-24-14, Exhibit M. Since incidental vehicle fluid leakage is typical in any transit operation, the CONTRACTOR shall have staff available to immediately clean any spills at the Downtown Transit Center, upon notice.

MDR 4.2 Vehicles and Equipment

Upon commencement of this AGREEMENT, CITY will deliver CITY -owned vehicles and equipment as identified in RFP 23-24-14, Exhibit E, entitled “Fleet and Equipment Asset List,” which is attached to the AGREEMENT and incorporated therein, to CONTRACTOR at CITY’s transit operations and maintenance facility ready for use, fully equipped with tires and other accessories with no deferred maintenance or damage. The Turnover Procedure outlined herein shall be followed during this turnover period.

In the event that CITY provides CONTRACTOR with additional or removes buses and/or equipment at future times, RFP 23 -24-14, Exhibit E shall be amended to this AGREEMENT and CONTRACTOR shall acknowledge receipt of such additional items upon their delivery to and acceptance by CONTRACTOR.

CONTRACTOR shall, at its sole expense, repair or replace any CITY -owned equipment which may be damaged or lost by reason of collision, negligence, abuse, vandalism, or other like cause. However, in no event shall CONTRACTOR’s liability exceed the actual cash value or market value, whichever is higher, of the vehicle (s) and equipment so damaged.

Upon termination of the AGREEMENT, CONTRACTOR shall turnover all CITY -owned vehicles and equipment to CITY ready for use, with no deferred maintenance or damage except normal wear and tear. The Turnover Procedure outlined herein shall be followed during this turnover period. In the event that CONTRACTOR returns VT vehicles and/or equipment to CITY with deferred maintenance or damage (as identified during the Turnover Procedure), CITY shall determine the reasonable actual cost to correct such deficiency(s) and CITY shall withhold said amount from CONTRACTOR’s final payment.

If the final payment is not sufficient to cover the reasonable actual cost to correct such deficiency(s), the CONTRACTOR shall pay the difference between the withheld amount from final payment and the reasonable actual cost to correct such deficiency(s) . CITY may, at its discretion, use withheld funds to correct and resolve deferred maintenance and damage as necessary to bring fleet into compliance with acceptable standards for turnover.

MDR 4.3 Maintenance Facility

CONTRACTOR shall provide all furniture, fixtures, tools, equipment, computers, software, etc. required for the maintenance of the VT system, unless specifically identified to be contributed by CITY.

MDR 4.3.1 Provisions of Facility

Prior to the effective date of this AGREEMENT, CITY and CONTRACTOR shall perform walk through inspection(s) and prepare a report which establishes the condition of the operations and maintenance facility which will act as a benchmark for CONTRACTOR’s responsibilities with respect to care and maintenance of the facility.

CONTRACTOR hereby waives and relinquishes any indemnification by or from CITY, express or implied, for any costs or liabilities arising out of or related to the discharge, release or presence of any hazardous or toxic waste, substance or constituent or oth er substance on, in, or from the premises, which discharge, release or presence first occurs on or after the date of occupancy and before the end of the term of occupancy by CONTRACTOR. CONTRACTOR shall indemnify, hold harmless, and defend CITY against and in respect of any and all liability, claim, loss, cost, damage, expense (including attorneys’ fees and remedial costs), fine, penalty, suit, demand, or other action, including but not limited to those matters relating to the death, dismemberment or other injury to any person, asserted against CITY resulting from, arising out of, relating to or in connection with the (i) release by CONTRACTOR, its agents, contractors or employees, from or upon the premises of any hazardous or toxic substance, waste, constituent or other substance into the environment; (ii) any arrangement by CONTRACTOR for the treatment, recycling, storage or disposal at any facility owned or operated by any person or entity of a hazardous or toxic substance, waste, constituent or other default substance which has been or may be deposited at, disposed on, or released onto the premises; and (iii) clean up or other remedial measures with regard to environmental pollution caused by CONTRACTOR, which may be required by any governmental agency pu rsuant to federal, state or local statutes or regulations, including, without limitation, the Comprehensive Environmental Response Compensation and Liability Act of 1980, 42 U.S.C 9601 et seq (“CERCLA”).

The Operations and Maintenance Facility, terms herein, contains specific provisions concerning repairs, maintenance, alterations and hazardous wastes and environmental matters. CONTRACTOR hereby acknowledges the terms and conditions of the facility with respect to repairs, maintenance, alterations and hazardous wastes and environmental matters and hereby agrees to conduct itself in accordance with the terms stated herein and not take any action contrary to the terms and conditions provided herein.

CONTRACTOR may conduct a Phase I, and if necessary, a Phase II Environmental Site Assessment of the Facility, before moving in, during the term and/or within a reasonable time thereafter. The Lease Agreement may be terminated by CONTRACTOR upon no less than a thirty (30) day notice to CITY if any of the site assessments reveals any environmental conditions which CONTRACTOR deems unacceptable in its sole discretion, so long as notice is provided to CITY within thirty (30) days of CONTRACTOR’s receipt of the environmental site assessment report(s).

MDR 4.3.2 Minimum Maintenance Facility Equipment Requirements

CONTRACTOR shall provide:

a. Maintenance lifts so maintenance personnel can service and inspect the undercarriage of the buses.
b. A compressed air supply
c. Tire changing equipment
d. Battery maintenance equipment
e. Lubrication equipment

f. Engine diagnostic equipment
g. All tools and equipment necessary to perform repairs and preventive maintenance activities
h. All tools and equipment necessary to perform periodic service and adjustments and make mechanical repairs.
i. Equipment necessary to clean the vehicles and equipment in accordance with the specifications
j. Hardware support to keep all on-board technology in a properly functioning manner

MDR 4.4 Preventive Maintenance

CONTRACTOR shall document and submit a pro-active preventive maintenance program for review and approval by CITY within thirty (30) days of the effective date of the AGREEMENT. As a minimum, CONTRACTOR’s preventive maintenance program shall adhere to the preventive maintenance schedules and standards of the industry and shall be sufficient so as not to invalidate or lessen warranty coverage of any VT vehicle or associated equipment. Adherence to preventive maintenance schedules shall not be regarded as reasonable cause for deferred maintenance in specifi c instances where CONTRACTOR’s employees observe that maintenance is needed in advance of schedule.

CONTRACTOR shall not defer maintenance for reasons of shortage of maintenance staff or operable buses, nor shall service be curtailed for the purpose of performing maintenance without prior written consent of CITY. Preventive maintenance and running repairs shall receive first priority in the use of CONTRACTOR’s maintenance resources.

CONTRACTOR shall adjust the work schedules of its employees as necessary to meet all scheduled services and complete preventive maintenance activities according to the schedule approved by CITY.

MDR 4.4.1 Transit Vehicle Preventive Maintenance Schedule

"Vehicles listed in section 34500 of the California Vehicle Code (“CVC”) are subject to regulations in Chapter 6.5, Title13 of the California Code of Regulations (“CCR”), Section 1232, Vehicle Inspection and Maintenance. The following provisions apply to the inspection and maintenance of vehicles subject to this subchapter (a) Pre ventive Maintenance. Motor carriers shall ensure that all vehicles subject to their control, and all required accessories on the vehicles, are regularly and systematically inspected, maintained, and lubricated to ensure they are in safe and proper operating condition. The carriers shall have a means of indicating the types of inspection, maintenance, and lubrication operations to be performed on each vehicle and the date and mileage when these operations are due. The inspection required by this subsection is more in depth than the daily inspection performed by the driver. Motor carriers shall ensure compliance with this subsection when a vehicle is assigned away from the carrier’s regular maintenance facility for periods exceeding normal inspection, maintenance, and lubrication intervals."

MDR 4.4.2 General Public Paratransit Vehicles (GPPV) Maintenance Schedule

In addition to the above requirements for inspection, GPPV vehicles shall meet the requirements of sections in CCR Title 13 that apply only to those types of vehicle operations. All GPPV vehicles shall be maintained in compliance with all federal and state regulations governing their operation.

MDR 4.4.3 Hybrid and Electric Bus Maintenance Schedule

In addition to the above requirements for inspection and maintenance, both hybrid and electric vehicles shall meet the inspection and maintenance requirements that apply to those types of vehicles as specified by the manufacturers and approved by the CITY.

CONTRACTOR shall be responsible for the maintenance and upkeep of the Electric Vehicle Charging stations.

MDR 4.4.4 CNG Vehicle Maintenance Schedule

In addition to the above requirements for inspection and maintenance, CNG vehicles shall meet the inspection and maintenance requirements that apply to those types of vehicles as specified by manufacturer.

PMI cycles for natural gas vehicles shall be extended to 6,000 miles between oil changes and must comply with the manufacturer’s specified requirements.

MDR 4.5 Mechanical Maintenance Program

CONTRACTOR shall be responsible for the safe and efficient maintenance of required items, as listed below, in connection with its operation of VT:

a. Vehicles (revenue and non-revenue) and equipment
b. Communications systems
c. Electronic farebox systems
d. Video surveillance equipment and components
e. CAD/AVL/ITS equipment
f. All other CITY-provided equipment, furnishings, and accessories

These items are to be maintained in a clean, safe, sound, and operable condition at all times, and fully in accord with any Original Equipment Manufacturer (OEM) Specifications and Requirements, in strict conformity to CONTRACTOR’s CITY -Approved Preventive Maintenance Program, applicable requirements of any federal or State statutes, and CHP regulations and orders. CONTRACTOR’s duty and responsibility to maintain all vehicles and equipment shall not be delegated to any other person, firm, or corporation.

All parts, materials, tires, lubricants, fluids, oils, and procedures used by CONTRACTOR on all VT vehicles and equipment shall meet or exceed OEM specifications and

requirements. All parts installed by CONTRACTOR on VT vehicles and equipment shall become property of CITY.

The Maintenance Manager shall implement a pro-active Quality Assurance Plan, subject to approval by the Transit Manager or their designee , to verify the quality of work performed.

CONTRACTOR, at its sole cost and expense, shall provide all:

a. Labor
b. Repairs
c. Parts
d. Supplies
e. Maintenance tools and equipment
f. Lubricants
g. Maintenance
h. Cleaning
i. Major components
j. Component rebuilding and replacement
k. Other components, facilities, and services which may be required to fulfill its maintenance responsibilities pursuant to this AGREEMENT

MDR 4.6 General Maintenance

a. All wheelchair lifts, ramps, and related equipment shall be inspected, serviced, and lubricated at intervals necessary to ensure that the wheelchair lifts are fully operational whenever the vehicle is used in revenue service. If a vehicle is sent out with an unaddressed inoperable lift, the incident will result in a penalty. b. Brake inspections and adjustment shall be performed at intervals that ensure the safe and efficient operation of the braking system.
c. All mechanical, electrical, fluid, air, and/or hydraulic systems shall be maintained in a safe and fully functional, as designed, condition always. d. The interior passenger compartment shall be free of exhaust fumes from the engine, engine compartment, and exhaust system of the vehicle. e. Heating, ventilation, and air conditioning (HVAC) systems shall be maintained and used to ensure that the passenger compartment temperature is comfortably always maintained under all climatic conditions on all in -service runs.

CONTRACTOR shall maintain the A/C systems in an operable condition throughout the entire year.
f. Seats shall be always maintained in proper operating condition . All rips, tears, cuts, gum, graffiti, and other damage shall be cleaned or repaired in a professional manner immediately upon their discovery. CONTRACTOR shall replace seat covers which are worn or cannot be professionally repaired, using materials which are identical in design and color as those materials being replaced. g. Vehicles are to be kept free from excessive build up on the bus interiors, and vehicles shall be steam cleaned/detailed once per quarter.

h. Electronic farebox system shall be always maintained in proper operating condition.
i. Video surveillance (REI) and Drive Cam systems shall be always maintained in proper operating condition.
j. CAD/AVL/ITS systems and peripheral components shall be always maintained in proper operating condition.
k. Tires shall always be matched (by manufacturer, size, and tread pattern) on each axle. Tires shall not vary more than 3/32" between inner and outer tires and not more than 4/32" between curb side and roadside.
l. Cradle motor mounts shall be replaced in pairs.
m. Radiators shall be re-cored at the time of engine replacement.

MDR 4.6.1 Vehicle Brake Replacement Requirements

a. Drums and rotors shall be turned with hubs attached. b. Both brakes on an axle shall be replaced at the same time. c. Wheel seals shall be replaced with every brake job and bearings shall be checked.

MDR 4.7 Vehicle Repair

All repairs to VT revenue vehicles shall be performed by CONTRACTOR or other vendors and suppliers subject to prior approval by the Transit Manager or their designee. Repairs shall include, but not be limited to, work to correct loss or damage, adjustments due to normal wear and tear, and overhaul, rebuilding or replacement of components.

CONTRACTOR shall perform repair work expeditiously in response to identificati on of problems by drivers or other staff members. CONTRACTOR shall assure CITY that the required repairs shall not be deferred.

CONTRACTOR shall be familiar with vehicle and equipment warranties and shall comply with all warranty provisions in the conduct of its maintenance functions.

MDR 4.8 Major Components

Major components under this agreement are identified as engines, transmissions, differentials, turbochargers, and for Battery Electric Buses (BEB) traction motors and battery packs/energy storage system. CONTRACTOR shall be responsible to monitor the condition and performance of vehicles’ major components so as to maximize useful life and avoid costly catastroph ic failures. As a minimum, the CONTRACTOR’s monitoring program shall consider miles accumulated, fuel/oil/energy consumption trends, loss or reduction of power, erratic performance, and regular periodic laboratory analysis of engine oil, transmission fluid, differential oil, and degradation of energy storage. The monitoring program will provide the basis for recommending scheduled overhaul of engines, transmissions, and differentials or replacement of traction motors and battery packs/energy storage system.

If CONTRACTOR determines that a major component needs to be overhauled or replaced, CONTRACTOR shall notify CITY in writing detailing the reasons for such a determination. The determination shall include detailed findings of tests, oil analysis or consumables data that support the conclusion. After review, CITY may direct CONTRACTOR in writing to proceed with the recommended work. CONTRACTOR shall provide in the request memo, at a minimum, the following information:

a. Make
b. Model
c. Serial number
d. CITY fleet number
e. Date placed in service
f. Life miles
g. Date and life-miles of the vehicle’s rebuilds and major component replacements h. Preventive Maintenance Inspection Reports
i. Vehicle Down Time
j. Warranty Start and Expiration Dates, Miles, and/or Hours k. Part(s) Cost
l. Shipping/freight cost and taxable or non-taxable
m. Tax rate and amount
n. Total cost

All overhauls shall be performed by a factory-authorized repair shop, approved by CITY, in writing, in advance of work, using only OEM parts and OEM minimum overhaul standards. CITY shall reimburse CONTRACTOR only for actual cost of the major components overhauled or replaced, excluding labor and ancillary costs, following the above guidelines. If CITY determines that such work was a result of poor maintenance performance, failure to monitor overhaul criteria, neglect or abuse by CONTRACTOR, CITY will not be liable for any cost s caused by said neglect or abuse. CONTRACTOR must submit a detailed invoice to CITY for all such work.

CONTRACTOR shall be responsible for the cost of removal and replacement of the major components. In addition, during the overhaul, CONTRACTOR shall replace ancillary parts at its own cost including all cooling hoses, engine and transmission mounts, drive belts, gaskets, bolts, and rebuild or replace the radiator. CONTRACTOR shall be responsible for paying for all labor associated with the overhaul or replacement of major components.

CONTRACTOR shall assess all other components, lines, hoses, or systems. Those items determined to have never been replaced or found not to meet the OEM minimum standards for serviceability shall be rebuilt or replaced to minimum OEM specifications at the time of the overhaul.

CONTRACTOR shall remain responsible for all costs related to repair or replacement of engine driven parts such as emissions related components, generators, hydraulic pumps, water pumps, engine driven fuel pumps, valve covers, oil pans, alternators, voltage regulators, air compressors, air conditioning compressors, vacuum pumps, and starter motors. CONTRACTOR shall also remain responsible for all costs related to repair or

replacement of transmission related parts such as oil coolers, external oil lines, external filters, external linkage modulators, external speedometers, “driven” gears or sensors, neutral start switches and temperature sensors. CONTRACTOR shall also remai n responsible for all costs related to repair or replacement of differential related parts such as rear axle housing, lubricants/oils, bearings, shafts, and seals.

MDR 4.9 Parts Inventory

CONTRACTOR shall establish and maintain an ongoing spare parts inventory sufficient to minimize vehicle down- time and ensure that peak vehicle requirements are met.

CONTRACTOR may be asked to provide documentation of the Inventory, if requested by CITY.

MDR 4.10 Tools and Equipment

All tools, equipment, computers, and software used for VT maintenance shall be provided and maintained by CONTRACTOR. Any tools, equipment, computers, and software’s provided by CITY to CONTRACTOR may not be replaced at the end of useful life by CITY.

MDR 4.11 Vehicle Towing

In the event that towing of any VT vehicle is required due to mechanical failure or damage, CONTRACTOR shall be responsible to provide such towing at CONTRACTOR’s sole expense. All tows shall be performed by a professional tow company with a dedicated tow vehicle. CITY-owned vehicles shall not be used to push or tow any vehicles under any circumstances. CONTRACTOR’s staff shall not use any vehicle to push vehicle on any public roadway. Any damage to a vehicle being towed/moved shall be repaired and paid for by the CONTRACTOR within 3 weeks (21 calendar days) of the damage occurring.

MDR 4.12 Emissions Control Programs

CONTRACTOR shall perform and certify such tests of equipment required to meet CITY, local, state, and federal requirements related to exhaust smoke and engine emissions.

CONTRACTOR shall be responsible for maintaining the California Air Resources Board (CARB) Voluntary Compliance Program for the VT diesel bus fleet. This includes performance of periodic smoke emissions inspections, maintenance of records, and preparation of reports as may be required by CARB. CONTRACTOR shall be responsible for cooperating with CITY in the scheduling of emissions testing and shall further be responsible for conducting repairs as required to meet emissions standards.

MDR 4.13 Oil Analysis

A laboratory engine oil analysis shall be performed on every CITY-provided vehicle engine as required by the CITY PMI program. The analysis program used by CONTRACTOR

shall be subject to approval by Transit Manager or their designee. Results of the analysis shall be reported to CITY and kept on site for a minimum of one (1) year.

A laboratory transmission oil analysis shall be performed on every CITY-provided vehicle transmission as required by the CITY PMI program. The analysis program used by CONTRACTOR shall be subject to approval by CITY’s Transit Manager or their designee.

Results of the analyses shall be reported to CITY and kept on site for a minimum of one (1) year.

MDR 4.14 Daily Vehicle Servicing

CONTRACTOR shall perform daily vehicle servicing on all VT vehicles and equipment used in revenue service. For purposes of this AGREEMENT, daily servicing shall include, but is not limited to:

a. Fueling
b. Engine oil, coolant, water, and transmission fluid check/add c. Farebox probing, vault pulling and replacement
d. On-Board Technology functionality checks (Modem, CAD/AVL/ITS, Cameras, APC’s)
e. Wheelchair lift check
f. Brake check
g. Lights and flasher check
h. Interior sweeping, dusting, and cleaning
i. Exterior cleaning
j. Exterior and interior visual inspection
k. Check of all vehicle performance defects reported by drivers to identify potential safety and reliability items requiring immediate attention l. Additional requirements as specified by vehicle manufacturers.

CONTRACTOR shall develop, implement, and maintain a written checklist of items included in the daily servicing of each vehicle. The checklist shall be utilized and kept on file for CITY and California Highway Patrol review. This checklist requirement may incorporate, or supplement CHP required driver's pre-trip safety inspections.

MDR 4.15 Vehicle Cleaning

CONTRACTOR shall always maintain VT vehicles in a clean and neat condition . The interior of all vehicles shall be kept free of litter and debris throughout the operating day.

Vehicles shall be swept and dusted daily. The interiors of all vehicles shall be thoroughly washed at least once per week, including all dashboards, windows, seats, floors, stanchions, and grab rails. All foreign matter such as gum, grease, dirt, and graffiti shall be removed from interior surfaces during the interior cleaning process. Any damage to seat upholstery shall be repaired immediately upon disc overy. Ceilings, walls, and upholstery shall be thoroughly cleaned (detailed) at least once per month, or more often

as necessary. Destination sign interior and exterior glass shall be cleaned as necessary to maintain a clean appearance and maximize visibility.

The exteriors of all VT vehicles shall be washed as required to maintain a clean, inviting appearance and in no event less than twice per week. Exterior washing shall include bus body, all windows, and wheels. Exterior components such as tires, bumper fascia, fender skirts, and door edge guards shall be maintained as necessary to maintain an attractive appearance.

Buses shall always be kept free of vermin and insects. CONTRACTOR shall exterminate all vermin and insects from all vehicles immediately upon their discovery, utilizing safe and non-hazardous materials.

MDR 4.16 Maintenance Evaluations

CONTRACTOR shall allow CITY access to CONTRACTOR’s facilities and records to monitor CONTRACTOR’s maintenance performance as CITY deems necessary. CITY may perform regular, unannounced maintenance inspections of vehicles, equipment, and facilities maintained by CONTRACTOR. Inspections may be performed by CITY personnel and/or independent consultants to assist in determining CONTRACTOR’s maintenance performance. CITY shall be permitted to view and copy any vehicle or equipment maintenance records, inspect vehicles and equipment, and request CONTRACTOR personnel to drive vehicles or operate equipment as is necessary to evaluate the condition of vehicles and equipment used in the performance of this AGREEMENT. Inspections by CITY or a third-party contractor shall be done no less than once per quarter.

MDR 4.17 Maintenance Records and Reports

CONTRACTOR shall prepare, maintain, make available to CITY, and reduce to written form records and data relative to VT vehicles and equipment maintenance. Maintenance records shall be maintained on all vehicles indicating all warranty work, preventive maintenance, and repairs performed on each vehicle. All such records and reports shall be prepared and maintained in such a manner so as to fulfill any applicable state or federal requirements, as well as any needs of CITY to enable it to accurately evaluate CONTRACTOR’s maintenance performance and the operating expense associated with various VT vehicles and equipment.

Records of all maintenance and inspections shall be made available to CITY or its Designee, the California Highway Patrol and/or such other regulatory agencies with jurisdiction when requested. CITY or its Designee maintains the right to inspect, examine and test, at any reasonable time, any vehicles used in performance of this AGREEMENT and any equipment used in the performance of maintenance work in order to ensure compliance with this AGREEMENT. Such inspections shall not relieve the CONTRACTOR of the obligation to continually monitor the condition of all vehicles and to identify and correct all substandard or unsafe conditions immediately upon discovery.

CONTRACTOR shall transport any or all vehicles and equipment to any required inspection facilities when requested. In the event that the CONTRACTOR is instructed by CITY or any other regulatory agency to remove any equipment from service due to mechanical reasons, CONTRACTOR shall make any and all specified corrections and repairs to the equipment and resubmit the equipment for inspection and testing before it is again placed back into service.

CONTRACTOR shall prepare maintenance records and reports in a form and according to a schedule approved by CITY. Such records and reports shall include, but not be limited to, the following:

a. Daily vehicle inspection and servicing checklist.
b. Work orders for all maintenance inspections, warranty repairs and other vehicle repairs including materials, parts and labor consumed.
c. Road call report(s), or work order(s), for each road call identifying date and time, vehicle number, problem including whether it is a minor or major failure as defined by FTA, and mileage of vehicle at time of failure.
d. Oil analysis reports for each 6,000-mile interval of vehicle operation. e. Monthly summary to be attached to CONTRACTOR’s invoice listing each vehicle, vehicle mileage, vehicle miles since last preventive maintenance inspection, vehicle fuel and lubricants consumption, and vehicle road calls.

CONTRACTOR shall submit to CITY copies of the California Highway Patrol (CHP) annual Safety Compliance Report (CHP 343) and Vehicle Inspection Reports (CHP 343a).

CONTRACTOR shall attain satisfactory rating in each category of the Safety Compliance Report (maintenance records, driver records, regulated equipment, and terminal).

CONTRACTOR shall expeditiously correct any deficiencies noted on any CHP vehicle inspection report.

MDR 4.17.1 Vehicle Maintenance Record Keeping

CONTRACTOR shall maintain an up-to-date vehicle file for each vehicle containing, at a minimum, the following information:

a. Make
b. Model
c. Serial number
d. CITY fleet number
e. CITY Property ID number and serial number of installed CITY-Owned equipment f. License number
g. Date received
h. Date placed in service
i. Life miles
j. Rebuilds and major component replacements including date and life-miles k. Vehicle repairs
l. Preventive Maintenance Inspection Reports

m. Daily "Vehicle Condition" Reports
n. Work Orders
o. Vehicle Down Time
p. Warranty Start and Expiration Dates, Miles, and/or Hours

The "Preventive Maintenance Inspection" Reports shall be kept for three (3) years. Daily "Vehicle Condition" Reports shall be kept for the period required by the CHP. Oil analysis reports shall be kept for two (2) years.

All work accomplished shall be in accordance with the manufacturer's instructions and warranty conditions. Daily "Vehicle Condition" Reports shall be submitted to CITY (or its designee) upon request. CONTRACTOR shall submit the entire vehicle file to CITY (or its designee) upon request.

MDR 4.18 Out-of-Service Designation

A vehicle shall be designated as unfit for revenue service or considered “Out-of-Service” if, upon inspection, any of the following conditions are found:

a. Brakes out of adjustment
b. Loose steering components
c. Wheelchair lift/ramp and related equipment not functioning properly d. Air Conditioning unable to maintain a temperature 20°F lower than ambient e. Heating or Defroster inoperative
f. "MISSED" Preventive Maintenance Inspection, as outlined herein g. Tires with a tread depth of less than 2/32
nd on drive axel and 4/32 nd on steering
axel
h. Inoperative Emergency Exits/Doors/Windows
i. Inoperative two-way radio
j. Inoperative farebox
k. Failure to achieve a satisfactory rating in any category of the annual California Highway Patrol Safety Compliance report (CHP 343)
l. Removal by California Highway Patrol
m. Any condition not in compliance with ADA
n. Any condition not in compliance with applicable federal or state regulations o. Inoperative CAD/AVL system

Vehicle shall continue to have the “Out -of-Service” designation until it is brought into compliance. Subject to approval by CITY.

CONTRACTOR shall not be paid for hours operated in VT revenue service by coaches that are operated after an out -of-service condition is identified and before said out of service condition is repaired. CONTRACTOR shall be permitted to finish a trip with a vehicle that has an out -of-service condition, unless the out -of-service condition is safety related or could cause a catastrophic failure of any major components listed herein. CITY may, at its sole discretion, correct any unresolved out -of-service condition, and withhold

the costs related to such correction(s) from payment to the CONTRACTOR, provided CONTRACTOR has failed to correct such out-of-service condition in a reasonable period of time.

MDR 4.19 On-Board Video Surveillance Systems

CONTRACTOR shall perform all required maintenance of the video surveillance systems, including REI and Drive Cam units, located on VT vehicles. CONTRACTOR maintenance of the system shall include cleaning of all video equipment on a routine basis and, at a minimum, at manufacturer’s recommended service intervals. CONTRACTOR shall report any unusual or required maintenance problems to CITY Transit Manager or their designee within 24 hours. CONTRACTOR shall notify CITY when any CITY provided spare hard drive requires repair, maintenance, or replacement to ensure CONTRACTOR always maintains eight (8) functional spare hard drives. The CONTRACTOR is required to maintain and download incidents as needed or requested.

MDR 4.20 Electronic Fare Collection System

CONTRACTOR shall perform all required maintenance of the electronic fare collection system to ensure no disruptions in service and to ensure that all necessary data is retrievable from the system. CONTRACTOR shall maintain electronic fare collection system in accordance with manufacturer recommended maintenance procedure s and specifications.

MDR 4.21 CAD/AVL/ITS Systems

CONTRACTOR shall install, operate, and perform all required maintenance of the CAD/AVL/ITS systems located on VT vehicles. CONTRACTOR shall maintain CAD/AVL/ITS systems in accordance with manufacturer recommended maintenance procedures and specifications.

MDR 4.22 Maintenance Performance Standard

A. Maintenance:

CONTRACTOR shall maintain stated intervals between inspections. Any PMI inspection completed more than 500 miles before Preventive Maintenance Inspection (PMI) mileage interval is considered "EARLY". Any PMI inspection completed more than 500 miles past Preventive Maintenance Inspection (PMI) mileage interval is considered "LATE". Any PMI inspection completed more than 1,000 miles past PMI mileage interval is considered "MISSED". "MISSED" PMIs shall result in that vehicle being "non-serviceable" and all days operated in revenue service under such condition shall be considered non- revenue days for the bus with the "MISSED" PMI. One hundred percent (100%) of PMIs shall be completed on time as scheduled (within 500 +/ - miles of required interval) or shall result in a penalty.

B. Vehicle Cleanliness:

CONTRACTOR shall always maintain all vehicle’s exteriors and interiors in a clean and litter free condition in accordance with the CONTRACTOR’s Scope of Work as set forth in RFP 23-24-14, Exhibit F.

C. Vehicles Damage:

All components of the vehicle bodies, appurtenances, and frames shall be maintained in a safe, sound, and undamaged condition always. Vehicles shall be repaired as soon as possible, but no later than thirty ( 30) calendar days from the date of the accident/incident, without approval from the Transit Manager or their designee. Circumstances under the CONTRACTOR’s control shall not prevent a vehicle from being back in service within an approved CITY timeline proposed by the CONTRACTOR. A penalty may be assessed by the CITY for vehicles out of service longer than thirty ( 30) calendar days, unless approved in advance by the Transit Manager or their designee.

D. Breakdowns:

Vehicle breakdowns shall not exceed one per 10,000 miles. Breakdowns in excess of this standard shall result in a penalty.

Vehicle breakdowns per X miles are calculated by dividing the number of breakdowns or road calls in the reporting period by the number of vehicle service miles in that reporting period.

E. Vehicle Down Time:

The total number of days that any vehicle is down due to maintenance issues or open work orders is “down time” (excluding vehicle down due to accidents). The CONTRACOTR’s goal should be to ensure that vehicles are returned to service within 3 days. CITY in curs additional costs when vehicles are down for an extended period of time, therefore a penalty shall be imposed if unavailability extends beyond 15 consecutive calendar days. A penalty will not be assessed when down time is due to circumstances beyond the CONTRACTOR’s control, as determined solely and finally by Transit Man ager or their designee (i.e. supply chain issues, natural disasters, or weather delays).

F. Fleet Cannibalization:

Except when approved by CITY, the CONTRACTOR shall not remove any part from another vehicle, whether out of service or not, to install on another vehicle

because parts are not immediately available. Cannibalization of any buses or vehicles shall result in a penalty.

G. Major Defect:

CONTRACTOR shall ensure that no vehicle in revenue service has a major defect.

A penalty shall be assessed by CITY if a major defect is identified during a random inspection or quarterly fleet audit.

H. Required Vehicle and/or Terminal Certifications:

CONTRACTOR shall maintain both California Highway Patrol (CHP) terminal and the General Public Paratransit Vehicle (GPPV) certification of all appropriate drivers and vehicles used in the performance of this AGREEMENT.

MDR 4.23 Maintenance Personnel

CONTRACTOR shall provide, at a minimum, one (1) mechanic for every eight (8) buses in the VT total active fleet as shown in RFP 23-24-14, Exhibit E. At least eighty percent (80%) of all maintenance personnel, including the Maintenance Manager, must be ASE master certified on medium/heavy -duty trucks and/or buses or possess comparable certifications. Certifications must be kept current throughout the duration of the AGREEMENT, exceptions may be granted to the CONTRACTOR in writing by the Transit Manager or their designee. CONTRACTOR shall provide an organizational chart for the maintenance department. A narrative shall be provided explaining how the organizational structure, its functions, personnel distribution, and numbers of positions will meet the maintenance needs of the CITY’s fleet and assets.

Maintenance personnel assigned to work on CITY -owned vehicles and equipment shall have thorough knowledge of:

A. Engines, transmissions, and related mechanical equipment.

B. Methods and procedures used in servicing mechanical equipment.

C. Vehicle chassis and bodies.

D. Tools, precision instruments, equipment, and procedures used in the general repair and maintenance of vehicle equipment.

E. Decimals, fractions, and specifications related to vehicle mechanics.

F. Specialized areas such as painting, upholstering, brake relining, air conditioning, wheelchair lifts, GFI fareboxes, on- board technology and electronic destination signs.

Maintenance Personnel shall have the following skills:

A. Conduct preventive maintenance inspections and complete associated paperwork.

B. Inspect vehicle engines, transmissions, and other mechanical, electric, and electronic parts and components.

C. Diagnose vehicle engine, transmission, electrical and electronic component system problems.

D. Repair vehicle engines, transmissions, and other mechanical, electric, and electronic parts and components.

E. Repair of GFI fareboxes, on-board technology and electronic destination signs.

CONTRACTOR shall provide technical training of maintenance personnel necessary to ensure a consistent level of current, thorough knowledge in the maintenance and repair of the several types of vehicles and equipment used in fixed route and paratransit service, including air conditioning systems, wheelchair lifts, and other ancillary equipment.

CONTRACTOR shall ensure that designated personnel , as approved in writing by the Transit Manager or their designee, are capable of managing maintenance staff in the absence of the Maintenance Manager. If maintenance is undertaken during the evening hours, CONTRACTOR shall ensure that the designated personnel oversee the evening shift.

MDR 4.24 Passenger Shelter, Bench, Trash Can, and Signage Cleaning

CONTRACTOR shall inspect all CITY -owned passenger shelters, benches, trashcans, and signage and remove any accumulated trash and debris on a regular basis in conjunction with the CITY’s bus stop cleaning contractor’s schedule. Shelters, including, but not limited to the bench, schedule holder, glass surfaces, and sidewalk areas within five (5) feet of the shelter structure.

Based on regular inspection and reports from the public, CONTRACTOR shall clean benches and bus stop signage as needed, including the removal of graffiti, unauthorized notices or flyers, tape, and other foreign matters. CONTRACTOR shall report any damage to transit shelters, benches, and signage to CITY immediately upon discovery. CITY shall complete repairs required to all stop amenities.

CONTRACTOR shall be responsible for emptying and cleaning trashcans at bus stop locations. In addition to the bus stop cleaning schedule, trashcans shall be emptied and cleaned as needed or as requested by CITY to maintain a neat and sanitary condition, but at least weekly.

MDR 4.25 Damage to on-board equipment, and buses

CONTRACTOR shall ensure the safety and protection from malicious acts or damage to on-board equipment, support equipment (laptops, PC’s, ect.), bus stops, and buses. On- board equipment shall be kept in proper working order. Should On -board equipment be damaged by CONTRACTOR or its agents, CONTRACTOR shall incur any and all repair costs determined by CITY. CONTRACTOR shall incur any cost to repair damage that occurs to any of the CITY’s vehicles while under the care and control of CONTRACTOR, any of its empl oyees, or any vendor to which CONTRACTOR has subcontracted, regardless of the party that is responsible for the damage. All incidents shall be reported

to the Transit Manager or their designee within 24 -hours CITY’s determination of responsibility for damages and reimbursement amount shall be conclusive. CITY shall have sole control over the manner in which repairs are made. CONTRACTOR shall pay said reimbursement within ten (10) weekdays of CITY mailing of an invoice.

MDR 4.26 Turnover Procedure

In this section, “CONTRACTOR” shall be in reference to the vendor of the expiring or terminating agreement with the CITY. The term “successful Proposer” shall refer to the vendor award the contract of this RFP.

This procedure is designed to determine the condition of VT vehicles, equipment, and facilities at the time of turnover between contractors. This Turnover Procedure shall be implemented toward the end of the current contract term and prior to the commencement of the new contract. At the CITY's option, a Turnover Inspection may be implemented with or without a change of contractor.

Upon termination or completion of the contract term, the outgoing CONTRACTOR will be responsible for returning all vehicles, equipment, and facilities to CITY in the condition in which they were received (except for normal wear and tear), including (but not limited to) body condition, system(s) condition and function, all ancillary equipment (intact and functional), and overall vehicle operation and performance. In addition to vehicles , this requirement also applies to bicycle racks; fareboxes (installed units, spare units, and parts inventory), fareboxes and farebox portable data unit , and any other CITY provided equipment.

CITY may contract with a qualified, third -party vehicle inspection firm to assist in the vehicle turnover inspection process. The third -party inspector will conduct individual inspections on each vehicle (within its last preventive maintenance cycle), equipment, and facility prior to the return to CITY. Such inspections will ensure that any necessary repairs are completed and will require the CONTRACTOR to conduct any needed repairs. Once the CONTRACTOR is notified of any deficiencies requiring repair, the CONTRACTOR shall have no less than five (5) but no more than sixty (60) calendar days from the expected Turnover date in which to complete those repairs. If said repairs are not completed during that time frame, CITY or the successor contractor may option to complete those repairs and charge the CONTRACTOR for the cost of repair work, including labor and parts cost.

If repairs are not able to be completed prior to turnover due to supply chain or vehicle manufacture issues and not covered under warranty or recalls, CONTRACTOR, Successful Proposer, and CITY (or its designee) shall agree on the cost of parts and labor for the repairs CONTRACTOR shall pay to the CITY to remedy the deficiency.

MDR 4.26.1 Pre-Audit Meeting

Current CONTRACTOR, Successful Proposer, and the CITY (or its designee) shall meet seventy-five (75) to ninety (90) calendar days prior to turnover. All parties shall be represented by authorized personnel at this Pre-Audit Meeting. The purpose of the Pre-

Audit Meeting shall be to set guidelines for procedure during the Initial Audit. Procedures shall be agreed upon and confirmed in writing by all parties within five (5) calendar days of the Pre-Audit Meeting.

MDR 4.26.2 Initial Audit

CONTRACTOR, Successful Proposer, and CITY (or its designee) shall meet within sixty (60) to seventy-five (75) calendar days prior to turnover at the CONTRACTOR’s facility for the initial turnover audit. All parties shall be represented by authorized personnel at this Initial Audit. CONTRACTOR shall make available such personnel as necessary to move vehicles and operate hoists. CONTRACTOR shall make available to the CITY (or its designee) all preventive maintenance inspection records, daily driver inspections, oil analyses test results and other records as appropriate. CONTRACTOR, Successful Proposer, and CITY (or its de signee) shall cooperate fully during the Initial Audit as set forth in the guidelines determined at the Pre-Audit Meeting.

At this time, the CITY (or its designee) shall examine all vehicles, equipment, and facilities listed herein and in RFP 23 -24-14, Exhibit E to determine its current condition.

CONTRACTOR shall make available adequate facilities and equipment dedicated to accommodating the Initial Audit as well as provide a space that is clean and dry near the hoist for records inspection. All parties shall be provided with the draft results of this inspection at the conclusion of the Initial Audit.

After the Initial Audit, CONTRACTOR , Successful Proposer, and CITY (or its designee) shall meet to determine a plan and timeline for resolution of defects found during the Initial Audit. CONTRACTOR shall furnish CITY with timeline and specific plan for resolution of deferred maintenance prior to turnover. The “Resolution Plan” shall be submitted within fourteen (14) calendar days from the date the Initial Audit results are provided, but no less than forty-five (45) calendar days prior to the expected Turnover date.

MDR 4.26.3 Final Audit

As proposed by CONTRACTOR, at least five (5) calendar days prior to turnover, CITY (or its designee), CONTRACTOR, and Successful Proposer shall meet to physically re - examine all vehicles, equipment, and facilities. Records of the repairs and correction made since the Initial Audit shall be kept and made available to the CITY (or its designee) for review and confirmation. The current condition of all vehicles, equipment, and facilities shall be determined, likely by a third -party vendor. CONTRACTOR will utilize CITY facilities and CONTRACTOR equipment dedicated to accommodating the Final Audit as well as provide a space that is clean and dry near the hoist for records inspection. All parties shall be provided with the draft results of this inspection at the conclusion of the Turnover Audit.

The facility standard shall be the standards set forth herein and vehicles shall meet the standards contained in RFP 23-24-14, Exhibit F.