12-20260219 SOLICITATION - 26RFP036 - TROLLEY OPERATINS SERVICES.pdf

ISSUING AGENCY – CITY OF SCOTTSDALE

FORMAL REQUEST FOR PROPOSAL

TROLLEY OPERATIONS SERVICES

SOLICITATION #26RFP036

CRITICAL DATES

PROPOSAL SUBMITTAL DUE: APRIL 3, 2026 - 2:00 P.M.

PRE-BID CONFERENCE: MARCH 4, 2026 - 8:00 A.M.

QUESTIONS DUE: MARCH 26, 2026 – 2:00 P.M.

SUBMITTAL RECEIPT AND OPENING

The City of Scottsdale is utilizing Bonfire Interactive to provide a procurement portal that allows access to business opportunities and to submit bids and proposals electronically. If you are not registered as a City of Scottsdale Bonfire vendor visit the Bonfire portal at City of Scottsdale, AZ (bonfirehub.com) then follow the link to the Bonfire vendor registration page to register your company. Registration is easy and free. If you have any challenges with the registration process, please contact Bonfire Interactive Support at support@gobonfire.com.

SEALED SOLICITATION SUBMITTALS WILL BE ELECTRONICALLY RECEIVED until the time and date stated in the portal and in the CRITICAL DATES section of the solicitation document. It shall be the responsibility of the proposer to confirm that proposals contain all required documents and are submitted electronically through the City of Scottsdale procurement portal at: City of Scottsdale, AZ (bonfirehub.com).

LATE SUBMITTALS WILL NOT BE ACCEPTED The Purchasing office will conduct a remote/online Microsoft Teams Live Event meeting for the public opening of the solicitation. To virtually attend this meeting, visit us online by clicking the following link:

https://teams.microsoft.com/meet/2256119482269?p=RQcXQ6BgeQbDdT8GBP

It is strongly recommended you begin your submission upload process at least one (1) day prior to the deadline. Any technical or internet-related issues that may arise during your submission are not grounds to extend the deadline.

All potential bidders are encouraged to attend the PREBID CONFERENCE hosted via Microsoft TEAMS on March 4, 2026 AT 8:00 A.M. Use the following link to attend at the designated date/time: https://teams.microsoft.com/meet/24033846011015?p=vb2SAJQuLeYnEgZ5nF

INFORMATION REQUESTS

Requests for information relating to this solicitation shall be directed to the purchasing staff listed below:

Judie Bass Bid & Contract Analyst jbass@scottsdaleaz.gov 480-312-5744

Bidders shall not contact any City of Scottsdale employee, officer, or director other than purchasing regarding this solicitation until after the award of a contract. Any such unauthorized contact may result in bidder being disqualified from further consideration.

https://scottsdaleaz.bonfirehub.com/portal/?tab=login https://scottsdaleaz.bonfirehub.com/portal/?tab=login mailto:support@gobonfire.com https://scottsdaleaz.bonfirehub.com/portal/?tab=login https://scottsdaleaz.bonfirehub.com/portal/?tab=login https://teams.microsoft.com/meet/2256119482269?p=RQcXQ6BgeQbDdT8GBP https://teams.microsoft.com/meet/24033846011015?p=vb2SAJQuLeYnEgZ5nF

INSTRUCTIONS TO BIDDERS AND

GENERAL TERMS AND CONDITIONS

The Instructions to Bidders and General Terms and Conditions for formal solicitations, are listed as attachments A and B as outlined below and shall be downloaded by prospective Bidders as part of the solicitation.

Attachment A - Formal Solicitation Instructions to Bidders

Attachment B - Formal Solicitation General Terms and Conditions

TABLE OF CONTENTS

SECTION 1 - INTRODUCTION

A. Intent B. Background

SECTION 2 – STATEMENT OF NEED

A. Specifications B. Contractor’s Qualifications C. Contractor’s Responsibilities D. City’s Responsibilities

SECTION 3 – SPECIAL TERMS AND CONDITIONS

SECTION 4 – FEDERAL TERMS AND CONDITIONS & DBE-N CLAUSES

A. FTA/Federal Requirements B. FTA Certifications w/instructions C. Disadvantaged Business Enterprise - Neutral (DBE-N) Program D. Neutral (DBE-N) Program – Forms, Certifications & Clauses

SECTION 5 – PROPOSAL EVALUATION PROCESS

SECTION 6 –SUBMITTAL PREPARATION REQUIREMENTS, EVALUATION CRITERIA

SECTION 7 – REQUIRED FORMS, CERTIFICATIONS & INFORMATION

A. Proposal Signature Page B. Proposal Pricing Forms C. Subcontractor List D. References E. General Disclosure Form F. Litigation Disclosure Form G. Questionnaire-Company Information H. Preliminary Exit Transition Plan I. Offeror’s Exceptions J. FTA Certifications, Clauses, Forms etc.

K. DBE-N Certifications, Clauses, Forms etc.

SECTION 8 – ATTACHMENTS

A. Instructions to Bidders B. General Terms and Conditions C. SAMPLE – City Services Contract

SECTION 9 - EXHIBITS

A. Service Area Map B. Service Miles Hours C. Service Fleet Inventory D. AR123 – Operation of City Owned & Licensed Motor Vehicles E. Service Site Plan F. AR100 – Access to City Facilities G. SAMPLE FORM – City of Scottsdale Vetting Request H. SAMPLE – Monthly Service Invoice

SECTION 1 - INTRODUCTION

A. INTENT

The City of Scottsdale desires to establish a contract for the operation of the Scottsdale Trolley System. This solicitation pertains only to the City of Scottsdale’s circulator system and covers provision of service on the City’s currently existing routes which are described in detail throughout this document and its Attachments and Exhibits. The Contractor is responsible for conducting, administrating, and managing operations related transit service activities in an efficient and effective manner. The contractor shall not be responsible for maintenance work of the trolleys. The Contractor shall be responsible for the interior and exterior cleaning of the vehicles as well as graffiti removal. All preventative maintenance and regular maintenance responsibilities will be administered by the City of Scottsdale Fleet Department at the North Corp Yard, 9191 E. San Salvador Dr., Scottsdale, AZ 85258.

However, this does not exempt the Contractor from identifying potential vehicle issues and relaying them to the City.

Thorough vehicle inspections are an equal responsibility of the Contractor and the City. It is the intent of the City to begin the contracted services August 13, 2026. This contract is structured for maximum flexibility. The City may change the Trolley System and/or any one of the routes occasionally or permanently to accommodate service for seasonal events (i.e., Spring Training Games, Culinary Arts Festival, Canal Convergence, etc.) or, to accommodate regular route modifications. Additional circulator routes or fixed route service may also be added should those options become desirable during the contract period. The Contractor shall accommodate any and all such changes with thirty (30) days’ notice, providing the number of City owned vehicles is adequate.

The Federal government is a financial participant in this contract and the Contractor shall be bound by all applicable federal laws, administrative rulings, regulations, and directives.

B. BACKGROUND

The City of Scottsdale owns all the assets of the Scottsdale Trolley System including the brand name “Scottsdale Trolley”, designs, logos, copyrights, and any other intellectual property pertaining to Scottsdale Trolley. The Contractor shall consult with and obtain written permission from the City’s Contract Administrator before disseminating/submitting statistical and/or financial data to a third-party individual and/or entity.

SECTION 2 – STATEMENT OF NEED

A. SPECIFICATIONS

1. SERVICE OVERVIEW

1.1 Service Area:

The area to be served under this contract shall be as designated by the City, and the City, at its sole discretion, may adjust the service area throughout the term of the Contract. The current service area primarily encompasses Scottsdale. Trolley is the brand name for Scottsdale’s owned and operated service. The current service area map is attached and marked Exhibit A – City of Scottsdale Trolley Service area map.

1.2 Adjustments to Service Routes, Types, Hours & Frequency:

The CITY reserves the right to adjust the service routes, hours and frequency at any time and will provide minimum of three (3) days’ notice in writing if practicable, for the adjustments to become effective. Adjustments to services may include, but are not limited to, extending, deleting, or adding routes or portions of routes, and expanding or decreasing scheduled revenue hours or frequency of service etc., or types of services including, but not limited to Micro-Mobility services. Scheduled revenue hours and revenue miles are determined by the CITY. For current estimated revenue miles and hours, see attached Exhibit B – Estimated Miles and Hours.

1.3 Service Hours:

Fixed route service hours vary by route and currently range from: approximately 5:51 a.m. to 8:09 p.m. Monday-Friday. Current details by route can be found at:

https://www.scottsdaleaz.gov/trolley.

The CITY reserves the right to adjust service hours or revenue miles at any time during the term of the Agreement.

1.4 Saturday, Sunday, and Holiday Schedule:

The CITY reserves the right to operate modified service as deemed appropriate in conjunction with weekend and holiday schedules with 30 days’ notice to CONTRACTOR. There are currently no weekend or holiday services scheduled.

1.5 Passenger Service and Community Engagement:

The CITY’s and the Valley’s residents and passengers must be thought of as partners, regardless of the nature of the interaction. This relationship enhances the standard principles that define good customer service, and it seeks to forge a fuller, more equal, and more engaged relationship with residents and passengers.

CONTRACTOR’s mission is to ensure a safe, pleasant, comfortable, and engaging operating environment for passengers on-board in-service trolleys as well as at all interface points within transit facilities, (e.g., trolley stops, transit centers, park & rides, etc.). CONTRACTOR shall also ensure transit operations and employees’ conduct is respectful of residents and their homes and/or businesses.

https://www.scottsdaleaz.gov/trolley

2. SERVICE DESCRIPTION

2.1 This Contract is for the provision of fixed route transit services operated from the Scottsdale

2.1 North Corporation Yard, 9191 E San Salvador Dr, Scottsdale, AZ 85258. The current transit

2.1 service included in this Contract operated from this facility per day is approximately:

• 163.67 daily revenue hours of fixed route scheduled service Monday through Friday.

• 2,282.98 daily revenue miles of fixed route scheduled service Monday through Friday.

• 0.00 daily revenue hours/miles of fixed route scheduled service on Saturdays.

• 0.00 daily revenue hours/miles of fixed route scheduled service on

Sundays/Holidays.

The CITY reserves the right to adjust service at any time.

Current service consists of three (3) fixed routes providing transit service to approximately 27,149 passengers per month. Fixed route transit service included in this Contract are routes; 68/Camelback (68CM), Miller/Hayden (MLHD), and Mustang

(MSTG).

CONTRACTOR may be required to operate school trippers as part of its service. School trippers shall be operated in accordance with 49 CFR Part 605.3.

2.2 Scheduled Revenue Hours:

There are currently 163.67 daily revenue hours on routes operated from the Scottsdale North Corporation Yard (see Exhibit B - Estimated Miles and Hours).

Over the term of the contract the CITY may make changes to facilitate additional service hours or reductions in service. Those changes will be provided to CONTRACTOR in sufficient time to meet obligations required by the City. CITY pays for layover and in-service revenue hours (revenue hours). Deadhead, pull-in/pull-out, and preparation costs shall NOT be included within Revenue Hours. CONTRACTOR shall submit an itemized cost with their proposal identifying Revenue Hours (Table C) and Fixed Costs (Table B) for service description above. City expects that the price information be detailed to clearly understand any assumptions made by the contractor.

2.3 Special Event Service:

As directed, CONTRACTOR will be required to provide special event service as requested by the CITY. These services will vary during the term of the Contract and may include using trolleys and personnel for marketing purposes, emergency responses, special events, and evacuations. For these events, CONTRACTOR shall provide appropriate and customary levels of management, road supervision, administration, planning, and oversight that are customary during the preparations and provision of such specialized service. CONTRACTOR shall invoice the CITY separately for special event services at the established rate per service hour which shall be included in this bid on attached Table E. CONTRACTOR shall be reimbursed for the time from leaving the transit facility to the time of return to the transit facility for each trolley used. The rate per service hours shall also include any ancillary services (e.g., road supervision, maintenance, dispatch, etc.) required to complete each request. CONTRACTOR shall provide an hourly cost for special service.

3. CITY-FURNISHED VEHICLES

The CITY shall provide CONTRACTOR with air conditioned, accessible, transit vehicles.

The vehicles fleet to be operated by CONTRACTOR is comprised of approximately 6 diesel-hybrid trolleys and 11 Compressed Natural Gas (CNG) trolleys. The current inventory list of all CITY facility revenue vehicles is included as Exhibit C – Scottsdale

Trolley Fleet Inventory List. The CITY may change the number and characteristics of the vehicles during the Contract term.

3.1 The CITY shall provide a fleet of trolleys ranging in model years from 2013 to 2020.

With ongoing procurements, vehicle retirements and vehicle transitions, the CITY fleet make-up will change.

3.2 Currently, and subject to change, Trolleys are dispatched from the North

Corporation Yard. All trolleys are refueled at the City of Scottsdale’s North Corporation Yard. (EXHIBIT E).

3.3 CONTRACTOR shall operate trolleys provided by the CITY during the term of the

Contract. The CITY shall license and register CITY provided trolley vehicles. The CITY reserves the right to provide other vehicle types suitable to provide service.

3.4 All trolleys provided to CONTRACTOR by the CITY will be equipped with electronic destination signs, two-way radios, mobile-data terminals, public announcement (PA) systems, automated annunciators, electronic message signs, and bike racks. Note:

CITY trolleys do not have fareboxes.

3.5 Per Trip passenger counts and associated data (wheelchair boardings, bicycle boardings, etc.) are to be recorded daily manually by trolley operators and submitted to the CITY with all other required data. CITY may require contractor to provide Per Stop/Per Trip passenger boarding and alighting occurrences during certain periods.

3.6 The CITY reserves the right in its sole discretion to substitute vehicles for those described above during the term of the Contract and to negotiate any appropriate Contract modifications with CONTRACTOR, if necessary.

4. OPERATING MODE

The CITY provides all diesel, Diesel Exhaust Fluid (DEF), and natural gas fuel (CNG) for the operation of CITY- owned vehicles required for scheduled service. All CITY- owned vehicles are refueled at the City of Scottsdale’s North Corporation Yard, 9191 E. San Salvador Dr., Scottsdale AZ 85258. (EXHIBIT E).

CONTRACTOR shall refuel all trolley vehicles nightly to ensure service can be met the following operating day. CONTRACTOR shall report all fuel levels to the CITY on a daily basis to assist in estimating and ordering anticipated fuel needs.

All accidents and incidents involving CITY-owned trolleys shall be immediately reported to the Scottsdale Police Department, CITY Transit Department and CITY Fleet Maintenance Department. Contractor’s completed Accident Report Form shall be forwarded to the CITY Transit Department, who will forward it to the CITY Safety and Risk Management Department following each incident.

4.1 Computer Aided Dispatch/Automatic Vehicle Locator (CAD/AVL) System:

The CITY currently uses Clever Devices CAD/AVL system to manage and communicate with trolleys while in service or in the field. The CAD/AVL system helps manage transit service by providing voice and text messaging to all equipped vehicles, and by tracking and displaying vehicle location and schedule adherence using an automatic vehicle location system and a Geographic Information System (GIS). The system tracks trolley on-time performance and collects data relative to trolley operations, incidents, and accidents. Other notable events are recorded by the

CAD/AVL system as well. CONTRACTOR will be responsible for the tasks below in relation to CAD/AVL maintenance:

• CITY or third-party vendor assigned by CITY shall maintain the onboard equipment to Original Equipment Manufacturer (OEM) specifications and is financially responsible for all maintenance and support costs associated with the non-warrantied CAD/AVL parts.

• The CITY shall supply CONTRACTOR with CAD/AVL equipped vehicles that are currently maintained and warrantied by the CITY's CAD/AVL vendor.

CONTRACTOR is financially responsible for the cost of repair or replacement of warranted components that are missing or damaged due to misuse or vandalism.

• CONTRACTOR shall be well versed with the use and operations of Clever

Devices CAD/AVL, with day to day management, control and oversight of trolleys in revenue service. (Note that certification of approved CLEVER education courses may be required) See Criteria Evaluation A for additional information.

• CONTRACTOR shall make all appropriate provisions and accommodate the

CITY’s use of the Clever Devices CAD/AVL system and all of its features to fully accommodate the data and informational needs of the CITY. The Clever Devices CAD/AVL system is in place and it is expected that the CONTRACTOR understands all components and capabilities of the system at the award of this Contract. CONTRACTOR shall coordinate with the CITY with the continual tasks associated with the operations and maintenance of Clever Devices CAD/AVL system.

Contracted CONTRACTOR tasks shall include, but not be limited to:

• Attend meetings, trainings, and provide feedback for the CAD/AVL project and new features as needed to achieve system performance deliverables

• Coordinate with the CITY as needed to facilitate the installation and replacement of all necessary on-board and facility equipment associated with the operation of the Clever Devices CAD/AVL system

• Ensure all relevant system users participate in ongoing training on the Clever Devices CAD/AVL system.

• Perform pre/post on-board electronic equipment inspections as directed by the CITY.

4.2 Transit Support Vehicles

CONTRACTOR shall provide all necessary transportation and transit support vehicles that are required to operate, manage and support the services that are the subject of this contract effectively and efficiently. CONTRACTOR-supplied vehicles must not exceed five years of age or 50,000 miles as of service Contract start date.

CONTRACTOR shall ensure that all vehicles assigned to and/or operated by CONTRACTOR will bear corporate graphics or insignias as approved by the CITY.

The CITY reserves the right to reject a CONTRACTOR-supplied vehicle that does not adequately satisfy the CITY's quality standards.

CONTRACTOR shall provide fuel and maintenance for all non-revenue transit vehicles used for transit operations. CONTRACTOR shall not fuel transit support vehicles at any CITY fueling facilities. CONTRACTOR shall be in compliance with CITY

Administrative Regulation AR123. (see Exhibit D - City Administrative Regulation - Operation of City Owned & Leased Motor Vehicles).

CONTRACTOR shall provide all accessible vehicles, as part of its non-revenue fleet, necessary to comply with 49 CFR Part 37, Subpart G to support persons with disabilities whose transit service is disrupted or delayed due to mechanical failures.

All transit support vehicles must be regularly cleaned and maintained and kept neat in appearance (i.e., no missing decals, hubcaps, broken or cracked glass, etc.).

4.3 Detours:

Unplanned:

CONTRACTOR is responsible for the planning, implementation, supervision and coordination with the CITY’S Transportation Operations Coordinator (TOC) of all UNPLANNED service detours. When necessary, CONTRACTOR's detour efforts must include, but are not limited to:

A. Establishing detours for affected route(s) for all unplanned service detours B. Posting CITY-approved service change notices at affected trolley stops C. Issuing bulletins and detour notices to all affected staff and agencies D. Directly communicating information relative to detours to customers at affected trolley stops E. Assigning the requisite staff and resources to plan and implement detours as needed effectively and efficiently F. Notification to CITY of all unplanned and established detours within 2 hours of the incident occurring G. Notification to the regional customer service center of all established detours

Planned:

CITY is responsible for the planning, implementation, supervision and coordination with the CONTRACTOR of all PLANNED service detours. City will be responsible for:

i. Attendance at event planning and detour coordination meetings

ii. Establishing detours for affected route(s) for all planned service detours

iii. Posting CITY-approved service change notices at affected trolley stops.

iv. Issuing bulletins and detour notices to all affected staff and agencies.

v. Directly communicating information relative to detours to customers at affected trolley stops.

vi. Notification to CONTRACTOR of all planned detours within 24 hours of planned detour.

vii. Notification to the regional customer service center of all established detours.

4.4 Preliminary and Final Exit Transition Plan:

The Offeror shall, with their submittal, propose a Preliminary Transition Plan to explain the planned transition of all contract/service responsibilities to a successive contractor. Preliminary Transition Plan shall include a timeline, equipment transfer, and vehicle transfer at the time of the final contract expiration. The awarded Contractor shall submit a Final Exit Transition Plan within 180 days of commencement of this contract.

The Final Exit Transition Plan should include at a minimum:

I. Vehicle cleaning II. Vehicle fueling III. Office equipment, operational and files organized IV. All documents required by the contract provided in a City approved format

CONTRACTOR shall execute its Final Exit Transition Plan, as agreed upon by the Parties and submitted to the City by the deadline above.

4.5 Road Supervision:

CONTRACTOR shall provide to CITY a robust, qualitative plan detailing the number of dedicated Road Supervisors which will ensure that a sufficient number of supervisors are available to respond to calls for service regardless of vacation, sick, and/or other day-off allowances.

CONTRACTOR shall include in the plan a Standard Operating Procedures (SOP) document describing their methodology for effective road supervision based upon industry best practices. Dedicated supervisors are critical for overall operations and coordination with the CITY, maintaining headway, ensuring reliable service, identifying operational issues, and responding to incidents and accidents, and disabled vehicles.

A sufficient number of Road Supervisors must be on hand in order to support transit operations during all hours of scheduled revenue services.

4.6 Dispatch:

CONTRACTOR shall assign qualified, trained, dedicated dispatching staff to effectively and efficiently manage operator manpower, including extra board, check-ins, yard pull-outs, and trolley assignments. Dispatching staff will coordinate and communicate with CITY and maintenance staff while updating data systems, as required. CONTRACTOR shall utilize and staff the provided Clever Devices CAD/AVL workstation during all service hours listed including deadhead times before and after service hours (Service hours - 5:51 a.m. to 7:09 p.m. Monday-Friday – see section 1.3.).

4.7 Headsign Codes:

CONTRACTOR shall obtain necessary software and program and upload data to headsigns in conjunction with Service Changes and for Special Events

A. The CITY will ensure that CONTRACTOR receives headsign codes from City of Phoenix prior to each schedule change. The schedule will change a minimum of four times a year.

B. CONTRACTOR must ensure appropriate destination sign information (head sign, side sign, rear sign) is displayed when the trolley is in service and/or deadheading. If proper head sign information is not displayed the CONTRACTOR must notify CITY within 24 hours.

C. The CITY and CONTRACTOR will work together to determine appropriate C. schedules and processes for Contractor to implement the above-mentioned C. information.

4.8 Automated Annunciators:

The CITY is responsible for assigning automated annunciator images.

A. The CITY will generate the electronic automated annunciator images using each schedule change; the schedule change occurs at least twice a year in order to coincide with the regional Transit Book updates.

B. The CITY will receive updated image from City of Phoenix on a regular basis and it will be automatically uploaded to all DIS (data interchange station) workstations. Trolleys parked in the designated yard will automatically update once connected to the WIFI access point.

C. CITY will ensure that the entire fleet has been updated with the correct automated annunciator images when the new schedules become effective.

CONTRACTOR shall report any discrepancies with annunciator messages to CITY within 24 hours.

D. The CITY and CONTRACTOR will meet to determine appropriate schedules and processes for providing the above-mentioned information in order to meet CONTRACTOR's work and Transit Book timelines.

5. DIGITAL VIDEO RECORDER SYSTEM

Trolleys operated by CONTRACTOR are equipped with Apollo digital video recording systems (DVRs). The on-board mounted systems consist of interior and/or exterior mounted and focused cameras used to help mitigate insurance claims for liability and personal injury, resolve customer service issues, address crime and security problems, mitigate graffiti, investigate auto/pedestrian related accidents and review operations. The DVRS are not specifically intended to monitor trolley operator behavior.

5.1 As sole and exclusive custodian of the DVRs and the data images recorded, CONTRACTOR shall fully respond to any requests for DVR system footage from the Scottsdale Transit Department or Scottsdale Police Department.

5.2 CITY will maintain DVRs according to OEM specifications. CONTRACTOR must immediately notify CITY if a trolley is found to have an inoperable DVR system.

During the term of the Contract, CONTRACTOR may be provided with surveillance system software that will allow the remote downloading of video. The CITY will supply CONTRACTOR with all necessary in-vehicle system components.

CONTRACTOR is responsible to compile and maintain up-to-date surveillance administration and maintenance guides for the systems. CONTRACTOR is responsible for maintaining all system equipment, documentation, and software in operational order for the term of the contract.

CONTRACTOR is responsible to supply system diagnostic laptop(s) and obtain any system software necessary for maintaining such systems to OEM specifications.

6. VEHCILE INSPECTIONS

The CITY will conduct routine vehicle inspections, scheduled and unscheduled, with CONTRACTOR's designated representative at the CITY's request. The CITY will also conduct regular fleet lot and quarterly fleet inspections.

6.1 General Inspections:

During the Contract period, the CITY shall have immediate and unrestricted access to all vehicles during planned or unannounced visits or inspections of the facility. This includes total access to any electronic program or system(s), which maintain any records (present or historical) for CITY assets supplied under the Contract.

A. In its sole discretion, the CITY shall have authority, upon inspection, to take out of service any unit or fleet type for any safety reason until repairs are completed to ensure the vehicle or vehicles are safe for service. Such action does not relieve CONTRACTOR of the duty to provide service under the terms of the Contract.

B. The CITY will schedule a follow-up joint inspection to ensure that all items identified for accident repair have been corrected properly.

C. CONTRACTOR will ensure that vehicle fleet is free of graffiti. CONTRACTOR shall submit a graffiti abatement plan with their submittal to the CITY as part of the required annual Vehicle Maintenance Plan. The plan shall include steps that will be taken to address graffiti on the interior and exterior of revenue vehicles, emphasizing CONTRACTOR's best efforts in keeping graffiti on the trolleys to a minimum. At a minimum, graffiti protective film that has been damaged must be replaced on a monthly basis.

D. CONTRACTOR shall maintain a clean appearance of both the exterior and interior of the vehicle while in service at all times.

6.2 Fueling and Servicing:

During the course of the contract the CONTRACTOR shall accurately record fuel usage and vehicle miles and report this information to the CITY daily. All vehicles returning from revenue service must be serviced daily, as described below:

A. All vehicles must be fueled and cleaned daily by CONTRACTOR.

CONTRACTOR shall inspect vehicles nightly and complete a check-off list of such inspections. This check list must be provided to the CITY at the end of each service day.

B. All vehicle floors must be swept, mopped and the parking area cleaned of trash daily. Inside of Trolleys must not be hosed out for cleaning. Operator's area must be wiped down, including, but not limited to, dash controls, dashboard, above the operator area and along the front dashboard.

C. Vehicle interiors and exteriors must be cleaned daily, including windshields, as often as necessary to maintain the vehicle in a clean, dust free, and professional appearance. Interiors must be wiped down to achieve cleanliness of the entire vehicle interior. Special attention must be given to ensuring the vehicle exterior is kept clean with special attention given to the rear of the vehicle. Vehicles used in revenue service must be washed a minimum of once per week to maintain the vehicle in a clean and professional appearance.

D. Vehicle rims must be cleaned as often as necessary to maintain the vehicle in a clean and professional appearance.

E. Every 30 days, a detailed, intense cleaning of the interior and exterior must be performed and a Detail Report submitted to the City. Detailed cleaning involves such areas as engine compartments, wheels, back-ends, and underbody. Detailed interior cleaning must address the entire interior. The intent is to have 12 yearly intensive cleanings per vehicle at consistent intervals. A monthly Detail Report shall be submitted to the CITY.

F. All passenger and operator seats must be shampooed twice per year and this information should be put on the monthly detailed cleaning report.

G. CONTRACTOR shall establish a quality assurance plan to ensure the vehicles are cleaned in compliance with the requirements set forth in this statement of need and provide monthly documentation of cleaning records.

H. In order to ensure vehicle miles and hours are accumulated equally, CONTRACTOR shall put all vehicles into service on a fixed rotation schedule.

I. CONTRACTOR shall ensure all vehicles are fueled to capacity in a manner that allows for the most efficient operation and use of the fuel station and fuel inventory. This includes fueling vehicles collectively and consistently and within a consolidated timeframe.

J. CONTRACTOR shall use the City of Scottsdale’ secure, automated fuel management system to the fullest extent possible and control all fuels to minimize loss due to theft, natural gas venting due to inefficient fueling practices, or other circumstances. CONTRACTOR shall comply with all fueling methods and utilize onboard fuel pump activation sensors when fueling.

6.3 Mileage must be computed daily. The miles must be based on the vehicle’s in dash odometer. Defects must be reported on daily writeups and repaired by the City of Scottsdale or its designee.

6.4 Body Work

CONTRACTOR is responsible for all vehicle body repair work and painting. The CITY does not provide a body shop or paint booth.

No vehicle may be run in service with any type of major body damage to the vehicle, including dents, cracked glass, and major scratches to any surface of the vehicle.

CONTRACTOR shall initiate repair of external body damages within 10 calendar days of such defects being identified by CITY.

CONTRACTOR shall repair external body damages within 30 calendar days of such defects being identified by CITY. If repairs are expected to exceed 30 calendar days documentation and notification shall be provided to CITY with an anticipated date of vehicle being returned to service.

6.5 CITY shall ensure all of the components for the following systems on trolleys are programmed with current data and are fully functional prior to use in revenue service: CONTRACTOR shall immediately report any issues related to the equipment listed below to CITY no later than 24 hours after issue has been discovered.

A. All destination signs B. CAD/AVL components C. DVRs D. Radio System E. APC System F. Scrolling Marquee G. Telematics System H. On-board Mobile Router

I. PA SYSTEM

7. ONBOARD EQUIPMENT CAD/AVL EQUIPMENT

The regional CAD/AVL system utilizes onboard equipment to communicate between dispatch and bus operators as well as provide for other communications such as monitoring vehicle performance and vehicle tracking. This equipment is specialized and requires multiple technical teams to ensure that the system is optimally calibrated and operational.

The CONTRACTOR is required to notify CITY within 24 hours if first level support to onboard-electronic equipment is needed.

The CITY will provide first level support expectation for onboard equipment as follows:

ON-BOARD SYSTEM SUPPORT REQUIREMENTS

The CITY is responsible for maintaining, diagnosing, and repairing all onboard equipment.

Onboard equipment to be maintained and supported includes, but is not limited to, the following components:

1. Intelligent Vehicle Unit

2. Mobile Digital Terminal

3. Handheld Mic

4. Emergency Alarm (EA)

5. Automatic Passenger Counter (APC) system

6. Passenger Information Display (PID)

7. ODK

8. Mobile Radio

9. 8-port Ethernet Switch

10. Antennas: Radio, Smart Yard, and 6-band (WLAN, Cellular, GPS)

11. Onboard Surveillance System

12. System cables, wire harnesses

13. Cabinet exhaust fans

14. Mobile Router

15. URLC

16. DVR

17. Exterior rear, curb side, and head sign

18. Smart Yard Tag

19. Automatic Volume Control Microphone

The CONTRACTOR shall assist City with 1st Level Support of Clever Device components:

• Maintain records of Clever Devices communications failures

• Work with City to troubleshoot Clever Devices communication failures

• Maintain inventory of spare components

• Work with City to schedule vehicles for Clever Devices PM/troubleshooting as necessary

The CONTRACTOR shall not install ANY third-party equipment that may compromise CAD/AVL onboard communications systems.

TECHNICAL ENVIRONMENT GUIDELINES

CITY is responsible for providing access to CAD/AVL applications provided by Valley Metro and the City of Phoenix.

Clever/CAD system access:

The CITY will provide access to transit business related systems upon a submitted and approved business justification outlining the need for such access.

• The CONTRACTOR shall designate a primary and a secondary representative who will be responsible for the system access process and will work with the CITY in obtaining proper Clever Devices login numbers and passwords for all operators, road supervisors, and management staff.

• The CONTRACTOR shall provide the names of the primary and secondary designees upon the start of this agreement and notify the City of any updates during the term of this agreement.

• All user access requests for applications and data (i.e., Virtual Private Network (VPN), CAD/AVL, City Contractor SharePoint site etc.) will be submitted to CITY using the electronic Security Access Form (SAF). City will provide forms for Contractor completion as needed and submit for approval by City of Phoenix approval for site access.

• All CONTRACTOR staff members who are given access to city systems are given a Person of Interest (POI) account. To set up POI accounts, it is required for the contractor to provide a contact cell phone number, zip code, email address, first and last name, and job title for the requested staff on the SAF.

Other necessary information based on the type of request must be completed on the SAF.

• When submitting a request for a new user account, the City of Phoenix “IT Standards and Signature Sheet” must be attached to the SAF.

• The CONTRACTOR shall provide two weeks’ notice prior to activating user account.

• The CITY shall submit a SAF to the City of Phoenix Transit Department on behalf of CONTRACTOR to inform of any updates to accounts belonging to employees in the CONTRACTORS control.

• Upon receiving access, CONTRACTOR must register staff for Self Service Password Registration (SSPR) tool.

• CONTRACTOR staff must login within 30 days of account assignment, and every 30 days from there on. Failure to perform periodic log in as required may result in account deactivation.

• CONTRACTOR using these transit systems must provide a monthly report from their denoting all terminated employees/operators.

8. DISPATCH EQUIPMENT

The regional CAD/AVL system utilizes dispatch consoles to communicate via voice and data between dispatch and bus operators. The CITY supplies the dispatch console equipment that is comprised of a physical workstation with monitor and associated keyboard and mouse. The CONTRACTOR shall not relocate dispatch consoles and/or hardware without prior approval from the CITY.

The CONTRACTOR is responsible for providing tablets for Road Supervisor that are capable of operating the mobile CAD-AVL program.

CONTRACTOR first level dispatch workstation support expectations are as follows:

DISPATCH CONSOLE MAINTENANCE AND SUPPORT REQUIREMENTS

1. The CITY shall maintain all CITY provided dispatch equipment operational through the life of this agreement.

2. The CONTRACTOR shall power off units and restart console equipment as needed by the CITY during upgrades and/or resolving system issues.

3. The CONTRACTOR shall verify that cables are connected per instructions provided by the CITY.

4. First level support documentation, provided by CITY, is subject to change at the CITY’s discretion.

5. The CONTRACTOR shall perform system login, as requested by the CITY, to validate if system is functional.

6. The CONTRACTOR shall notify the CITY immediately to request second level support if needed.

o The CONTRACTOR is responsible for replacing dispatch equipment that is damaged due to neglect. Examples of neglect include but are not limited to,

1. Water damage

2. Physical damage

3. Breaking or Removing Vendor seal

4. Opening Proprietary Components

5. Graffiti

6. Removing serial/model information from unit o The CITY will make all final determinations regarding equipment damage. All replacement components shall be replaced according to the vendor provided hardware compatibility equipment list.

o The CITY will determine optimal dispatch equipment lifecycles.

o Dispatch radio equipment under the service and support contract via

Clever Devices is as follows:

1. Avtec Scout Plus Media Tower

2. Single PTT footswitch

3. Headset Jack box

4. PTT desk microphone

5. Dual Scout speakers o Dispatch workstation equipment under the service and support contract via Clever Devices is as follows:

o Clever Workstation o AVTEC Workstation o Dell 43in Monitor o Keyboard & Mouse o KVM o CONTRACTOR shall not install any printer devices without prior written o authorization from the CITY.

9. NORTH CORP YARD SITE

The North Corporation Yard Facility is located at 9191 E San Salvador Dr, Scottsdale AZ.

The facility is located at the northwest corner of E San Salvador Dr and E Via Linda. A site plan of the facility is provided in Exhibit E –Site Plan. The on site maintenance facility is designed and sized for the maintenance and operation of a fleet of 19 trolleys, not including non-revenue transit vehicles. The maintenance facility has one entrance/exit off E San Salvador Dr. There is a separate entrance to the parking decks to access employee parking.

9.1 Employee and Visitor Parking:

The 2nd and 3rd floor deck parking is designated for employee parking. Visitor parking is available near the main front entrance of the NCY main building.

9.2 Trolley Parking:

There is a designated Trolley parking area behind the Fleet Maintenance Building in the Fleet Yard that has a capacity for up to 21 trolleys.

9.3 Maintenance Facility:

The Fleet Maintenance Building is located west of the parking structure and only accessible through the fleet yard. This building is equipped with several maintenance bays, component shops, maintenance, administration, parts storage, mechanic locker rooms and personnel spaces, and facility maintenance shop. There is one (1) bay dedicated for transit vehicle maintenance.

9.4 Administration Facilities:

The office space located at the northwest corner of the main NCY building has been designated as the Trolley Operations Office. This area includes space for dispatch, training, offices, telecommunications/IT server rooms, and a restroom.

CONTRACTOR shall pay the CITY the current rent of $500 plus tax per month for the use of the Administrative Facilities. The City reserves the right to amend the monthly rent with 30 days written notice to the Contractor.

9.5 Servicing and Fueling Facilities:

There is a fueling island located south of the parking structure for diesel fueling, The CNG fueling station is located just to the east of the Fleet Yard entrance. The Trolley wash bay is located south of the fueling island outside of the automated vehicle wash facility. The vehicle wash facility is NOT to be used for cleaning Trolleys at any time.

9.6 Security:

The entire facility is equipped with an identification card access system, CCTV surveillance system, and intrusion detection system. At the entrance off E San Salvador Dr., there is a security kiosk. This entrance is restricted to official vehicle traffic only. Access is granted through this entrance via positive identification by the Municipal Security Guard stationed at the kiosk or via identification card access.

9.7 Furniture:

CONTRACTOR shall provide its own furniture for its employees. Only modular or free-standing furniture will be allowed. Furniture cannot be affixed to the structure of the facility.

9.8 Electric, Voice, and Data:

CONTRACTOR is responsible for its own telephone system at the facility.

CONTRACTOR shall work with the telephone utility to install and activate its own telephone service at the facility. CONTRACTOR will have access to the facility telecommunications rooms around the facility for this purpose.

9.9 Facility Maintenance:

CONTRACTOR shall maintain a clean and safe work area in all areas used by CONTRACTOR. Areas include, but are not limited to, the maintenance building, administration, the revenue vehicle parking, non-revenue transit vehicle parking, and employee parking areas.

CONTRACTOR shall not install, or have installed, vending machines or other such equipment without the prior written consent of the CITY.

The CITY at its sole discretion may perform refurbishments to upgrade and update the facility as deemed necessary. CONTRACTOR shall work collectively with the CITY during such activities.

9.10 Facility and Equipment Damage:

CONTRACTOR shall be financially responsible for any damage to the facility. In addition, Contractor shall be financially responsible for any damage to property, vehicles, trolley’s and/or equipment damage throughout the facility caused by CONTRACTOR or its subcontractors’ misuse (accidents, improper operation, theft, unauthorized installation or modification of equipment, etc.). Any damage to the Trolley while in the Contractors possession shall be the sole financial responsibility of the Contractor to repair or replace.

The repairs or replacement under this subsection 9.10 will be performed by and resolved through CITY's Fleet Maintenance Staff. All damage must be reported by CONTRACTOR to CITY. CITY will submit an “SRA – supervisors report of an accident to the CITY Risk Management Department. Once an SRA has been completed then a Fleet work order will be created by the CITY to repair damages to the Trolley. The CITY’S Risk Management department will coordinate reimbursement for damages. The CITY shall invoice CONTRACTOR for any and all damage determined to be the responsibility of CONTRACTOR, or at the discretion of City Risk Management, seek reimbursement from the Contractor’s insurance carrier. The CITY, at its sole discretion, shall determine the responsible party for all damage claims.

The protocol for recouping reimbursement by CITY for repairs of damage to vehicles resulting from accidents or incidents determined to be the responsibility of the CONTRACTOR is as follows:

CITY'S Fleet maintenance staff will provide work orders for completed repairs generated by the 'Faster' system at the close of each month. Within ten (10) days of receipt of work orders they will be reviewed by the Fleet and Transit Teams. Should Transit Team have questions regarding responsibility, they will confer with CONTRACTOR and review circumstances. Upon mutual agreement by both parties of repairs determined to be CONTRACTOR'S responsibility, CITY will issue an invoice to CONTRACTOR for full amount of agreed upon repairs. Hourly labor rate for repairs will be billed per hour for all repairs. A reasonable hourly rate will be established and agreed upon by both parties at the beginning of each contract term and may be subject to change throughout with notification

During the first ten days of the Contract start date, CONTRACTOR and the CITY shall conduct a walk through and acceptance of the facility condition. This will establish the facility condition to be used as a baseline during the contract term and for the closeout of the Contract. At the time of Contract closeout, CONTRACTOR shall be responsible for the site conditions and any damage to the facility determined to be the responsibility of CONTRACTOR.

Capital and Fixed Equipment:

The CITY will provide certain capital and fixed equipment available for CONTRACTOR's use. The CITY will retain ownership of CITY-provided equipment and CONTRACTOR will retain ownership of CONTRACTOR-provided equipment.

A complete listing of CITY-provided equipment for the North Corporation Yard is included in CAD/AVL section. CONTRACTOR shall, with like item, replace any CITY-provided equipment that becomes damaged or inoperable due to CONTRACTOR or subcontractor misuse (accidents, improper operation, theft, etc.).

The new equipment that replaces equipment damaged by CONTRACTOR will become CITY-provided equipment. The CITY, at its sole and unfettered discretion, shall determine when CITY-owned equipment has reached the end of its useful life and its value.

9.11 Contractor-Provided Equipment:

In order to render the services required in this Contract, CONTRACTOR is solely responsible for providing any additional equipment or infrastructure not explicitly discussed in this Contract or included in the exhibits that may be required in the execution of the work under the Contract. CONTRACTOR shall provide its own equipment, and maintain an updated inventory thereof, to supplement the equipment provided at the facility by the CITY. Any installation of additional equipment or infrastructure requires the authorization of CITY- designated staff and, if required, any permitting authorities having jurisdiction. All work required to install or upgrade any equipment must be performed by the facilities maintenance staff or an approved contractor by the CITY and shall be charged to CONTRACTOR.

9.12 Utility Costs:

CITY shall provide, at its sole cost and expense, all utilities at the facility, including electricity, natural gas, dedicated City Trolley Public Service telephone line, public internet service, water, refuse/recycling and sewer.

CONTRACTOR shall ensure trash is removed from all spaces daily and stored neatly in the designated area or dumpster, as directed by the CITY.

CONTRACTOR shall implement and maintain a recycling program to include receptacles in all areas of the space they are utilizing, as directed by the CITY.

9.13 Facility and Building Access:

The CITY shall establish and maintain control over the access control system for the facility, including access required for all CONTRACTOR and CITY employees at the facility. All facility and building access must comply with CITY Administrative Regulation 100 – Access to City Facilities and Administrative Regulation 225 – Damage or Loss to City Property. The policies and procedures specific to the Public

Transit Department are provided in Exhibit F - City Administrative Regulation - Security, Access, Controls and Badging Information.

10. LOST AND FOUND POLICY

10.1 CONTRACTOR shall make a reasonable attempt to identify and return lost items to the passenger within 24 hours. The CONTRACTOR shall provide lost and found tags and “found item” log sheets. When it is not possible to return the item, CONTRACTOR shall:

A. Tag the item and note the route, trip number or location where the item was found, date found;

B. Include name of person turning in the item with a brief description of the item; and C. Maintain a log of lost and found items.

11. DATA GATHERING AND REPORTING REQUIREMENTS

CONTRACTOR shall collect data as required and outlined by the CITY and provide periodic statements showing a comparison of the transit system's past performance and of various management goals and objectives. Monthly and quarterly reports are due on or before the 10th of the following month. Annual reports are due by July 1 of each year, unless otherwise indicated by the CITY.

The City of Scottsdale’s Fleet Management will provide fleet related table information for NTD forms.