Exhibit A - Statement of Work

I. SCOPE OF THE REQUEST FOR PROPOSAL

The State of Oregon, Public Transportation Division, is seeking to contract with one qualified Contractor to provide turnkey vanpool services for commuters in urban and rural areas statewide.

The Contractor shall provide turnkey vanpool services for ODOT as described in this Statement of Work (“SOW”). The SOW includes a detailed description of the Project to which the Contract applies (“Project”), and includes the specific services and deliverables required .

II. PROJECT OVERVIEW

The Oregon Department of Transportation (ODOT) is seeking proposals from experienced vendors to provide a turnkey vanpool service for commuters in urban and rural areas of the state. The goal of the contract is to provide commuters with an alternative mode of transportation that is cost-effective, reliable and environmentally friendly. At the conclusion of the contract, ODOT will request that Urban Transit Districts continue the subsidy using FTA 5307 funds generated from reporting of

Vehicle Revenue Miles. ODOT will use the data collected during the project to determine the feasibility of providing long-term state and/or federal funding in support of a non-urban or rural vanpool program.

For the purposes of this RFP, vanpooling is defined as follows and the following policy requirements shall apply to the subsequent contract:

a. A vanpool is a group of individuals who agree to share the ride to work each workday.

b. To be eligible for federal subsidies the vanpool must have a minimum of four adult commuters not including the driver.

c. The vanpool driver is a volunteer that possess a valid driver’s license, from within the group using the van for transportation to/from work.

d. The vanpool driver shall not be paid a wage by the vanpool group, his/her employer, or any third party in exchange for driving the van.

e. All vanpools must be open to the public should any person desire to ride in a vanpool serving their work trip commute (space permitting).

III. PROJECT BACKGROUND:

Currently there is no statewide coordination of vanpool transportation in Oregon. Statistical data provides evidence that commuter traffic patterns will support vanpools in the urban areas of Oregon’s Willamette Valley. In addition, large employers in rural areas often report difficulty in recruiting and maintaining a labor force due to the lack of transportation options.

The project shall be conducted in the state of Oregon in both rural and urban areas. The Federal Transit Administration (FTA) definitions of rural and urban areas shall apply. Urban areas are defined as an area encompassing a population of not less than 50,000 people that has been defined and designated in the most recent decennial census as an “urbanized area” by the Secretary of Commerce.

A rural area is an area encompassing a population of less than fifty thousand people that has not been designated in the most recent decennial census as an “urbanized area” by the Secretary of Commerce.

IV. PROPOSED RESOLUTION:

The statewide turnkey vanpool project will allow for the support of existing vanpools and the creation of new vanpools in both rural and urban areas across the state. Reducing the number of vehicles on roadways is environmentally friendly and economically sound. In addition to reducing our carbon footprint, fewer vehicles on our roads reduces the cost of maintaining our highway infrastructure and improves safety. The vanpools will operate on a schedule determined by the commuters and will provide commuters with a reliable, economical transportation option where public transportation might not be available or convenient.

ODOT will provide subsidies per eligible vanpool using allowable federal funds. ODOT does not guarantee that any federal funded vanpool fare subsidies will be provided, and subsidies may be terminated or reduced at any time.

The monthly vanpool fees will be based on operating costs and the number of commuters participating in the vanpool. Commuters will pay a monthly fee to the Contractor(s) and ODOT will utilize the allowable funding sources as described above to provide a vanpool subsidy.

V. BUSINESS REQUIREMENTS:

The Proposer must have experienced vanpool personnel and past performance of work very similar in nature. The Proposer must demonstrate the ability to maintain human resources to operate and market the vanpool service, collect data and complete necessary reporting.

VI. PRIMARY SERVICE REQUIREMENTS:

Under the direction of ODOT, the Contractor will be required to provide the following:

a. VANS:

i. The Contractor shall manage the van fleet.

ii. The Contractor shall own and be responsible for maintaining, licensing, and insuring vans in the fleet.

iii. Contractor shall provide the appropriate size of van for the number of commuters to meet the needs of each route, i.e. from seven (7) passenger vans up to fifteen (15) passenger vans as needed. The Contractor shall not restrict a vanpool to a specific size of van. For example, if a vanpool has six (6) current commuters and three (3) waiting to join the vanpool, an appropriate size van shall be provided to accommodate all nine

(9) commuters.

iv. Contractor shall ensure all vans comply with all applicable local, state and federal laws, ordinances, rules, orders, and regulations. Refer to Section III, D. Permits, Regulations, Laws of the RFP.

v. Technology - All vans shall be equipped with mobile Wi-Fi.

vi. Van Maintenance/Service Plan - The Contractor shall keep vans in safe working order and in a state of good repair for commuter’s safety. The Contractor shall be responsible for the cost of all repairs and/or maintenance of the vans and shall coordinate the scheduled servicing and repairs. No maintenance and/or repair expenses shall be incurred by the driver or commuters.

vii. Alternative Van or Other Vehicle - In the event a van is out of service for scheduled maintenance or repairs, the Contractor shall provide an alternate van or other vehicle up to a maximum of five (5) business days. If the repairs exceed five (5) business days, the Contractor is responsible for providing a suitable replacement van and ensuring minimal disruption to the commuters.

viii. Emergency Assistance, Towing and Van Replacement - Contractor shall be responsible for providing 24- hour, 7 day/week emergency and towing assistance. Emergency services shall include but not be limited to repair of flat tires, gas delivery, battery jumps and lockout services, etc. Contractor shall provide a replacement van or alternate transportation for any vans experiencing mechanical difficulties during commutes. In the event that extended repairs are required, the Contractor shall provide an alternate van or other vehicle up to a maximum of five (5) business days. If the repairs exceed five (5) business days, the Contractor is responsible for providing a suitable replacement van and ensuring minimal disruption to the commuters. No emergency assistance services, towing, or van replacement expenses shall be incurred by the driver or commuters.

ix. Accessible Vans – Contractor shall provide wheelchair accessible vans upon request.

The vans shall meet the current Americans with Disabilities Act regulations as per FTA Circular C 4710.1.

Within 30 days of request from a rider, the Contractor shall verify a rider’s disability and provide an accessible van. Contractor shall have a procedure approved by ODOT to verify a rider’s disability.

The FTA definition of disabled persons shall apply and is as follows:

1. Persons “who by reason of illness, injury, age, congenital malfunction, or other incapacity or temporary or permanent disability (including any individual who is a wheelchair user or has semi- ambulatory capabilities), cannot use effectively, without special facilities, planning, or design,” public transportation services.

b. DRIVERS:

i. Drivers and Alternate Driver - Each vanpool shall have one primary driver and at least one back-up driver. Contractor shall conduct and maintain driving records checks on all vanpool drivers, alternate drivers and ensure that all drivers can legally operate a vehicle and that all drivers are covered by the Contractor’s Automobile Liability insurance coverage.

ii. Driver Agreement - Contractor shall enter into a Driver Agreement with the primary and back up drivers. The Driver Agreement shall set forth all costs and conditions relating to the use of the van by vanpool drivers. The Driver Agreement shall be available in any language required to meet FTA’s Limited English Proficiency (LEP) obligations as per Circular C 4702.1B.

At a minimum, the agreement shall include the following driver responsibilities:

1. Ensure the interior and exterior of the van is clean.

2. Notification to the Contractor of any commuter complaints or requests, mechanical problems, maintenance needs, or required repairs.

3. Submission of monthly ridership logs to the Contractor.

4. Notification to the Contractor of any accidents and contact law enforcement as needed and as outlined in the Driver Agreement.

5. Personal mileage is allowable but shall not exceed the mileage specified in the

Driver Agreement.

6. Only the primary driver and back up drivers are allowed to drive the van.

iii. Training – Contractor shall conduct an initial orientation with all drivers and back-up drivers to ensure they understand program requirements and the user agreement between the Contractor and driver(s). Driver safety training shall be provided by the

Contractor to new drivers and back up drivers prior to assuming any driver responsibilities. Training and information for vanpool drivers on the rules and operations of the vans shall be available in any language required to meet FTA’s Limited

English Proficiency (LEP) obligations as per Circular C 4702.1B. Contractor shall submit new driver training rosters to ODOT as training occurs.

c. PROJECT MANAGEMENT

i. Guaranteed Ride Home - Contractor shall manage a guaranteed ride home program.

The program shall provide commuters with a free ride from the workplace to home when driver or commuter emergencies or unexpected schedule changes do not allow for a return trip by vanpool. The program shall be available to all vanpool commuters up to four (4) times per calendar year.

ii. Point of Contact - Contractor shall be the main point of contact for vanpool drivers, potential new commuters, businesses and any entity requesting information about the vanpool program. Any and all service requests, emergencies, billing issues, van maintenance needs and other vanpool issues shall be directed to the Contractor.

iii. Commuter Invoice and Cost – The Contractor will provide each vanpool commuter with a monthly invoice that includes a breakdown of costs to operate the vanpool and shall include but not be limited to fuel, oil and maintenance expenses. The Contractor shall be responsible for collecting payments from all vanpool commuters. ODOT does not guarantee that any federal funded vanpool fare subsidies will be provided and subsidies may be terminated or reduced at any time.

iv. Marketing - In cooperation with ODOT, and ODOTs designated partner Transit

Agencies, Contractor shall engage in marketing activities designed to support public awareness and growth of the project. Marketing activities shall be conducted in rural and urban areas.

v. Website – Contractor shall provide accurate and timely information to ODOT and provide RideAmigos, ODOT’s trip planning software vendor, with the public vanpool route feed. Contractor shall maintain a website with all forms available online

(applications, complaint forms, volunteer driver agreement forms, etc.). Contractor’s website must allow for submission of documents and forms electronically including but not be limited to applications, complaint forms, and Driver Agreements. The website must also have the functionality to accept passenger payments electronically.

vi. Businesses - Contractor shall engage and educate local businesses in rural and urban areas regarding the program and benefits of participation.

vii. Survey - Contractor shall conduct a semi-annual survey on customer satisfaction with the vanpool program and submit a report on survey results to ODOT

viii. Safety and Accidents - Recognizing that safety is an integral part of the vanpool operation; Contractor shall develop and implement a system safety program that assures the safety of commuters, employees and assets. The program shall include safety training for drivers and commuters, a comprehensive methodology for investigating accidents, and emergency procedures training. All training and materials shall be available in any language required to meet FTA’s Limited English Proficiency (LEP) obligations as per Circular C 4702.1B. The Contractor shall be responsible for compiling and reporting data associated with the National Transit Database Safety and Security Module. Refer to their website at https://www.transit.dot.gov/ntd for all requirements. The Contractor shall inform ODOT immediately of all accidents involving property damage, injury or fatality.

ix. Reporting - Contractor shall collect and report all operating and service data required by the FTA for the National Transit Database. Refer to their website at:

https://www.transit.dot.gov/ for all requirements.

d. DELIVERABLES (REQUIRED):

The Contractor shall provide and establish turnkey vanpool services for commuters in urban and rural areas Statewide. The vanpool services shall include new, current year van models, van replacements, repairs, maintenance, licensing, insurance, management, monthly reports, training, marketing, and supervision of required or essential personnel necessary to ensure effective completion of all work and services specified in this RFP.

e. INSURANCE, MONTHLY INVOICE AND NATIONAL TRANSIT DATABASE REQUIREMENTS:

i. The Contractor shall maintain all required insurance for the life of the contact and ensure that ODOT has the most current certificate of insurance throughout the life of the contract as specified in RFP Attachment A – Sample Contract, Exhibit C - Insurance

Requirements.

http://www.transit.dot.gov/ntd http://www.transit.dot.gov/ntd http://www.transit.dot.gov/

ii. Contractor shall provide accurate monthly invoices to ODOT’s Public Transportation Division for each vanpool route eligible for ODOT subsidy. Invoice format to be determined by ODOT.

iii. Contractor shall also provide a summary of National Transit Database data for each vanpool route eligible for ODOT subsidy and send them to the corresponding jurisdictions’ transit agency. Summary shall include a minimum the following information:

1. Current vans in operation

2. Vans not in operation and explanation (no commuters, maintenance, etc.)

3. Current van drivers and commuters

4. Contact information for all commuters and drivers

5. Origination and destination locations for each van

6. Number of commuters for each van

7. Number of empty seats for each van

8. Number of commute days per month

9. Daily round trip miles

10. Marketing and outreach efforts to increase ridership

VII. CUSTOMER SERVICE

a. In addition to any specified service requirements contained in this agreement, the Contractor agrees and understands that satisfactory customer service is required. Contractor, its employees, Subcontractors, and agents must be accountable, responsive, reliable, patient, and have well-developed communication skills as set forth by the customer service industry’s best practices and processes.

VIII. EVALUATION OF PROPOSALS

All proposals that are responsive to the Request for Proposal will be evaluated. The State will conduct a fair, impartial, and comprehensive evaluation of all proposals in accordance with the criteria set forth in RFP section 4.10.