2022 Transit Operations RFP.pdf

REQUESTS FOR PROPOSALS

FOR COLUMBIA COUNTY RIDER TRANSPORTATION

PUBLIC TRANSIT OPERATIONS SERVICES

COLUMBIA COUNTY, OREGON

February 14, 2022

PROPOSALS DUE:

March 28, 2022 4:00 p.m.

PROPOSALS DUE AT:

Columbia County Courthouse

Transit Department 230 Strand Street

St. Helens, Oregon 97051

SINGLE POINT OF CONTACT (SPC) FOR RECEIPT OF PROPOSALS:

John Dreeszen Transit Director

230 Strand Street St. Helens, OR 97051 john.dreeszen@columbiacountyor.gov 503-366-8503

CONTRACTORS SHALL USE RECYCLABLE PRODUCTS TO THE MAXIMUM

EXTENT ECONOMICALLY FEASIBLE IN THE PERFORMANCE OF THE CONTRACT

WORK SET FORTH IN THIS DOCUMENT.

mailto:john.dreeszen@columbiacountyor.

Table of Contents

I. REQUEST FOR PROPOSALS (RFP)

A. Service Category Summaries

1. Vehicle Operators 5

2. Dispatch Services 5

3. Vehicle and Facility Cleaning and Maintenance 5

B. Current Transit Services

1. Commuter Services 6

2. Demand Response/Dial-A-Ride Services 6

3. Non-Emergency Medical Transportation 6 C. Estimated Procurement Schedule……………………………………………………6

II. SCOPE OF SERVICES

A. Vehicle Operators

1. Operator Qualifications 7

2. Operator Training 8

3. Criminal and Driver Background Checks 8

4. Alcohol and Drug Compliance 9

5. Vehicle Logs 9

6. Program Services 9

7. Performance Standards and Reporting Requirements 12

B. Dispatch Services

1. Description 14

2. Efficiency 14

3. Reservations 14

4. Vehicle Availability 15

5. Inspection Logs 15

6. Rider Assistance 15

7. Performance Standards and Reporting Requirements 15

C. Vehicle & Facility Cleaning and Maintenance

1. Bus Washing and Sanitizing 16

2. Janitorial Duties 17

3. Vehicle Maintenance Assistance 17

4. Performance Standards and Reporting Requirements 17

D. General Requirements – All Service Areas

1. Schedules 17

2. Contractor Flexibility 17

3. Other Transit Provider Coordination 17

4. Billing 18

5. Holiday Service 18

6. Vehicle Storage 18

7. Staffing 18

8. Safety and Security 19

9. Columbia County Citizens Transportation Advisory Committee 19

10. Performance Bond 19

11. Inspection 19

12. Planning, Administration, Grant Writing and Marketing 19

13. Drug and Alcohol Program Requirements 19

14. Compliance with Law and Grant Funding Requirements 19

15. Performance Standards 20

16. Minimum Experience Requirement 20

17. Liquidated Damages 20

18. Hourly Service Rate 21

19. Columbia County Rider Logo 21

20. Fares and Other Program Revenue 21

21. Complaints, Compliments and Other Comments 22

22. Emergency Equipment 22

23. Fuel 22

24. Insurance 22

25. GPS Navigational Systems 22

26. Missed Service 22

27. Reports 22

28. County Vehicles 22

29. Vehicle Breakdowns 22

30. Inspection Records 22

31. Recycled Materials 23

III. GENERAL PROVISIONS

A. Administrative Information

B. Pre-Proposal Meeting

C. Submittal Costs

D. Proposal Submittal Copies Required

E. Submittal Deadline

F. Proposal Opening

G. Modification or Withdrawal of Proposal

H. Publicity

I. Proposal as a Public Record

IV. PROPOSAL RESPONSE

A. Title Page

B. Table of Contents

C. Technical Proposal Section 1: Qualifications of Contractor and Staff

D. Technical Proposal Section 2: Work Plan

E. Price Proposal/Cost/Budget

F. Certification of Nondiscrimination

G. Insurance

H. Required FTA Certifications

I. Performance Bond Letter

V. EVALUATION AND SELECTION

A. Evaluation Criteria

B. References

C. Interviews

D. Selection/Negotiations

E. County Contracting Discretion

F. Notice of Intent to Award

G. Contract Award and Protest Procedure

LIST OF EXHIBITS:

Sample Contract Exhibit A Transit Service Area Boundaries Exhibit B Transit Service Schedules Exhibit C Non-Emergency Medical Transportation Contract Exhibit D Reference Questionnaire Exhibit E State Grant Requirements Exhibit F Federal Requirements Exhibit G Drug and Alcohol Program Requirements Exhibit H List of County-Owned Vehicles Exhibit I Summary of Current Wage Scale, Benefits & Seniority Exhibit J Dial-A-Ride and Commuter Route Rider’s Guide Exhibit K Pre-Trip/Post-Trip Inspection Form Exhibit L Budget Form Exhibit M FTA Certifications

I. REQUEST FOR PROPOSALS (RFP)

Columbia County is requesting proposals from qualified private firms for the daily operation of the Columbia County Rider Transportation System (“CC Rider” or the “Program”), a public transit system in Columbia County, Oregon. CC Rider is a department of Columbia County and provides general public transportation, which currently consists of a weekday commuter route between St. Helens and Downtown Portland, curb-to-curb demand response/dial-a-ride services and non-emergency medical transportation (“NEMT”).

After operating at a deficit for several years, a new management team has been put in place and a number of service changes have been implemented bringing financial stability to the Program. A new contract vendor/partner will be a critical part of this evolution.

A. Service Category Summaries. Columbia County is seeking a qualified private firm to perform the following services for its CC Rider public transportation system:

1. Vehicle Operators. Provide and manage professional, customer-service oriented vehicle operators for timely and reliable commuter and demand response/dial-a-ride public transportation services that meet federal and state transit laws, rules and regulations.

2. Dispatch Services. Provide professional, customer-service oriented dispatchers to schedule rides for the system and provide rider information and travel/mobility training to riders in the use of CC Rider. Coordinate with operators on routes, rides and monitoring of the daily service. Answer questions from the public about routes and service.

3. Vehicle & Facility Cleaning and Maintenance. Provide and manage staff focused on washing bus exteriors, cleaning and sanitizing bus interiors, basic janitorial duties and assisting the County vehicle maintenance personnel with shop cleaning and basic vehicle maintenance tasks.

Note: Columbia County provides preventive maintenance and basic repairs for the vehicle fleet and oversees repair work performed by third-party shops.

The resulting contract will be for 3 years with the option to extend for two additional one-year terms at the County’s discretion. A sample contract is included in this RFP, and submittal of a proposal shall constitute proposer’s agreement to enter into the County’s form of contract. Qualified proposers must have a minimum of three years of experience providing similar services; must be able to comply with FTA, ODOT and Columbia County laws, rules and regulations; or must have the proven ability to comply on or before the first day of the service.

The chosen contractor(s) will be required to comply with all applicable federal and state laws, rules and regulations related to the Program. The Program is funded by Federal Transportation Authority and other grants. The chosen contractor will be required to comply with all such grant requirements.

B. Current Transit Services. All program services performed by the Contractor under this agreement shall be as follows and open to the general public:

1. Commuter Services, approximately 2,800 service hours/year: Weekday early morning and late afternoon/evening service between St. Helens and downtown Portland.

2. Demand Response/Dial-A-Ride Services, approximately 4,200 service hours/year: Provide weekday curb-to-curb demand response/dial-a-ride service in and around the communities of Scappoose, St. Helens, Columbia City, Vernonia, Rainier and Clatskanie. Demand response/dial-a-ride service also includes “Portland Medical Service”, which consists of once-weekly group trips to Portland Metro Area hospitals and medical facilities.

3. Non-Emergency Medical Transportation (“NEMT”) (service hours included above, under Demand Response/Dial-A-Ride): The chosen contractor will be required to provide NEMT services as required under the County’s Blanket Purchase Agreement with Tillamook County Transportation District, which is attached hereto as Exhibit C and incorporated herein by reference.

All transit services are governed by the “Dial-A-Ride and Commuter Route Rider’s Guide”, attached hereto as Exhibit J and incorporated herein by this reference.

C. Estimated Procurement Schedule. The following schedule is intended to provide general information about the County’s RFP schedule. The County reserves the right to amend the schedule. With the exception of the deadline to submit proposals and Pre-Proposal meeting, the County will not notify Proposers of any such changes.

Issue RFP February 14, 2022

Optional Pre-Proposal meeting at 10:00 a.m. March 8, 2022* Questions/Requests for Clarification due March 15, 2022 Answers to Questions/Requests for Clarification Issued March 18, 2022

Proposals Due at 4:00 p.m. March 28, 2022*

Evaluation Committee Review March 31, 2022 Contractor Interviews April 7, 2022 Notice of Intent to Award issued April 12, 2022

Contract Negotiations April 14-26, 2022

Final Contract Signing May 11, 2022 Begin Program Operations July 1, 2022

With the exception of the dates marked with an asterisk (*), the dates provided are estimated and may change in the County’s sole discretion. Proposers are responsible for determining all applicable deadlines.

This RFP sets forth the minimum requirements that all proposals shall meet. Failure to submit proposals in accordance with this RFP may result in rejection of the proposal.

This RFP is issued under the authority of the Columbia County Board of County Commissioners. All communications pertaining to this RFP shall be directed to the

SPC.

II. SCOPE OF SERVICES

A. Vehicle Operators.

Operators are the public face of CC Rider. They are responsible for providing rides for users of the transit system, collecting fares, ensuring that vehicles are road-worthy before leaving the yard and for disseminating information to passengers about routes, times and destinations. Because operators are an integral part of the Program, it is important that operators provide service that is professional, caring and empathetic to the needs of riders.

1. Operator Qualifications. The selected contractor is required to ensure that its operators meet the following minimum qualifications. Proposer shall certify that it can meet the minimum qualifications in its proposal.

a. Operators are licensed in the State of Oregon to provide the service, and are at least twenty-one (21) years of age.

b. Operators have current Commercial Drivers Licenses (CDL); Class B with Passenger and Air Brake endorsements. Exceptions may be approved on a case-by-case basis by the Program’s Transit Director, but only for operators who exclusively provide demand response/dial-a-ride service.

c. Operators are required to wear uniforms that consist of white button-down or polo shirts with slacks, shorts, or skirts in either black, navy blue or khaki color. An identification card, which has the operator’s name and photo, will be worn at all times the operator is on duty, the identification card will be readily visible to the public. Operators must be well groomed.

2. Operator Training. The chosen contractor shall provide operator training in at least the following areas:

a. Defensive driving including emergency situations;

b. Passenger sensitivity and customer service;

c. Basic knowledge of Americans with Disabilities Act responsibilities of operators;

d. Use of accessibility equipment such as lifts, tie-downs, etc;

e. All operators must complete and show proof of successful completion a minimum of 20 hours cumulative training including: behind the wheel (defensive driving) training including classroom instruction; rider assistance training; drug and alcohol training; and emergency procedure training. Geographic familiarity may also be required;

f. All costs associated with employee uniforms and training shall be the responsibility of the chosen contractor. The chosen contractor shall be responsible for ensuring that each operator is properly acquainted with the requirements for services to be provided under the contract and his/her responsibilities as an operator;

g. All operator training must be completed prior to operating a vehicle for the County transit program. The chosen contractor shall, upon request, provide the County with documentation of all required training and certifications and a schedule for refresher trainings and certification renewals.

3. Criminal and Driver Background Checks. The chosen contractor shall conduct, at a minimum, yearly evaluations that will include updated criminal and operator driving history checks. The chosen contractor shall, upon request, provide documentation that criminal and background checks have been completed within 30 days of the hiring of a qualified operator or other personnel, including management personnel, and at the beginning of each fiscal year (July 1) for all employees. The operators’ driving records shall be obtained from the Oregon Department of Motor Vehicles and be reviewed by the contractor to ensure compliance with following driving policies:

a. An operator shall have no more than one moving violation for each year of the last three years prior to the application of this program (personal and commercial records inclusive);

b. If a driver’s license has ever been suspended, the operator must have three full subsequent years with no violations;

c. If a driver’s license has ever been revoked, the operator must have three full subsequent years with no violations;

d. Under no condition may an applicant be accepted as an operator if he or she has been convicted of: (1) a felony, (2) a drug or alcohol offense in the past three years, or (3) any sexual crime; and

e. Contractor shall require that every operator must inform his or her supervisor of every conviction for a moving traffic violation immediately after such conviction.

Failure to provide proper disclosure may be grounds for suspension or dismissal.

4. Alcohol and Drug Compliance. The selected contractor will be responsible for operator hiring, orientation and on-going training, supervision, and evaluation, and shall conduct alcohol and drug testing in compliance with Federal Transit Administration 49 CFR, Part 655. In accordance with FTA and ODOT laws, rules and regulations, the County is required to monitor the chosen contractor’s Alcohol and Drug program to ensure compliance.

5. Vehicle Logs. The chosen contractor will be required to keep vehicle logs for each day of service. Logs shall include operator’s name, number of passengers, passenger names (demand response/dial-a-ride only), associated fares, scheduled and actual pick-up times, addresses, mileage, vehicle(s) utilized, no-shows and other pertinent information as required in this RFP.

6. Program Services. The chosen contractor for Vehicle Operators will provide operators for a variety of County-owned public transit vehicles, who will transport passengers, make designated stops as required, accept fares, give general directional information, ensure vehicles are road-worthy before leaving the yard, and perform other duties as stated herein. All program services performed by the contractor shall be as follows and open to the general public:

a. Commuter Services. Commuter services shall be provided in accordance with the existing schedules which are attached hereto as Exhibit B, and are incorporated herein by this reference. The schedules may be revised at any time by the County to address cost efficiencies, convenience, ridership rates and usage or if there is a reduction in funding to support the service.

(1) Definition of Service. A commuter bus service is a public transportation service that follows a regular, defined bus route and schedule, making no deviations while in route. Commuter service is also referred to as “intercity” service and such service is characterized by routes of longer distance with fewer stops.

(2) Service Details. The service hours for this service shall be between approximately 4:30 a.m. and 7:30 p.m., Monday through Friday, excluding holidays, as addressed herein. The schedule outlined in this paragraph may be reviewed at any time and may be adjusted by the County to reflect funding availability, usage, coordination with other transit agencies, and convenience of access. County approval is required before any revisions can be made to the schedules. Other stop sites may become available, such as park and ride sites. Contractor must be able to incorporate any new stop site into the schedule as it becomes available. Contractor can also suggest new stop sites, but must obtain County approval for any new stop sites so that County can assess community need and maximize system cost efficiency and effectiveness.

(3) Existing Routes.

i. Line 1 from the St. Helens Transit Center to Lincoln High School and SW 5th Avenue and Salmon Street, with interim stops in St. Helens, Scappoose and Linnton and the N.W. Portland industrial area.

(4) Route Expansion or Reduction. The County may add or reduce commuter services at any time based on funding. Any expansion or reduction in commuter services must be made in the least disruptive manner possible.

Expansion or reduction in service will not change the hourly rate for service unless there is mutual agreement to do so.

b. Demand Response/Dial-A-Ride Services. Contractor shall provide curb-to-curb demand response/dial-a-ride service in and around the communities of Scappoose, St. Helens, Columbia City, Vernonia, Clatskanie and Rainier.

Demand response/dial-a-ride services may be limited to specific days and times in some areas and also includes once-weekly “Portland Medical Service”, which consists of group (two riders or more in a single trip) trips to Portland Metro Area hospitals and medical facilities. The Contractor is encouraged to bundle rides where possible to improve efficiency and cost effectiveness for trips.

(1) Definition of Service and Service Boundaries. A demand response/dial-a-ride service is a curb-to-curb public transportation service which does not follow a fixed route and is available on a first-come, first-served basis by reservation only. Riders may call for service originating from any location within the respective service area. The demand response/dial-a-ride services provide service to the elderly and persons with disabilities, as well as to the general public. The service area boundaries for demand response/dial-a-ride services are the same as the school district boundaries in each respective community, with the exception that destinations may include Longview/Kelso, WA. and Banks, OR. The school district boundaries are shown in Exhibit A, which is attached hereto and is incorporated herein by this reference.

(2) Service Hours. Demand response/dial-a-ride service hours will vary in each service area between approximately 7:30 a.m. and 5:30 p.m., Monday through Friday, excluding the holidays listed herein. The Transit Director will set the specific hours for each service area. Service hours in each of the service areas may be reviewed at any time and may be adjusted due to changes in funding, usage, coordination with other transit agencies, and convenience of access. County approval is required before any revisions can be made to the schedule.

(3) Expansion and Reduction. County may add or reduce services at any time based on funding. Any expansion or reduction in services must be made in the least disruptive manner possible. Expansion or reduction in service will not change the hourly rate for service unless there is mutual agreement to do so.

c. Non-Emergency Medical Transportation (NEMT). During the Term of the Contract, Contractor must be eligible to provide NEMT services in accordance with Medicaid rules and the County’s Blanket Purchase Agreement, attached hereto as Exhibit C and incorporated herein by reference. The service area for NEMT service is the same as the service area for demand response/dial-a-ride service. Contractor shall not turn down general public transportation riders to provide NEMT trips, and the Contractor is encouraged to bundle rides where possible to improve efficiency and cost effectiveness for trips.

d. Rider Attendants. Contractor is not required to supply attendants, but must allow riders to be accompanied by their attendants, if so requested.

The attendants will not be charged a fare.

e. Passenger Safety. Contractor is required to use the highest degree of safety in the operation of equipment and assistance of riders. Contractor shall prohibit operators from physically lifting passengers from scooters to seats, and lifting wheelchairs/scooters into any vehicles. Contractor shall comply with all ADA laws regarding passenger assistance and safety.

g. Public information. Contractor shall provide information to the public regarding transit services in Columbia County in coordination with the Transit Director.

h. Advertising Revenues. Contractor may not affix advertising material to the outside of vehicles, nor post advertising inside of the vehicle, nor pass out advertising to passengers without express approval of the County. The County may choose to sell advertising on bus interiors and exteriors.

i. Other Assistance. Contractor will assist and advise County in managing the transportation services including, but not limited to: procurement of capital items (e.g., vehicles and radios); safety; accident investigation;

agency liaison; general administration; and cost allocation.

j. Personal Use. Contractor and its employees shall not use the vehicles provided by County pursuant to this contract for personal use (e.g., personal errands or shopping.)

k. Reporting of Accidents/Emergencies. Operators shall immediately notify dispatch in the event of any traffic accident or medical emergency that involves a vehicle used in the performance of this Contract. Dispatch shall promptly advise the appropriate authorities and County of the accident or emergency.

7. Performance Standards and Reporting Requirements. The chosen contractor for operator services shall comply with the standards and requirements in this section. The County may, at its sole discretion, assess liquidated damages as described in Section D, below, for failure to meet established performance standards and reporting requirements.

a. Commuter Performance.

(1) Standard. A commuter trip will be considered “on-time” if arrival time at each scheduled stop is within five (5) minutes +/- deviation of the scheduled arrival time. The Contractor shall provide a minimum of 90% on-time commuter trips. If a trip is not “on-time” it is either “late” or “early” if the cause of not being “on-time” is within the Contractor’s control.

Operators shall be required to stay at each stop until the scheduled departure time.

(2) Missed Runs. For commuter, missed runs include those that depart thirty

(30) minutes or more behind schedule or are not run at all.

(3) Operators shall complete the daily driver sheets provided by dispatch. All driver sheets shall be returned to dispatch at the end of shift for each route and day of service. The daily drivers sheets will show information for each trip: date, day and time of service, rider classification, rider origin, number of riders per trip, fares collected, beginning and ending odometer readings and other data and information needed to comply with all laws, rules and regulations applicable to the funding for this contract.

(4) Contractor shall keep daily vehicle inspection reports, which shall be provided to the County on a monthly basis no later than the 10th of the month. Completed daily inspection forms shall be accessible to the County at all times. County may inspect vehicles at any time and may bar a vehicle from service until problem(s) are corrected.

(5) ADA Capacity. Contractor shall assure that people with disabilities are afforded equivalent access to service as compared to individuals without disabilities.

(6) Monthly Report. Contractor shall provide a monthly on-time compliance report including the data collected from daily driver sheets on or before the 10th of the month following the report month. The report shall include the reason for any late or missed runs, the number of and details for any accidents, list of new or terminated employees for fleet fuel card purposes and number of operator complaints received.

Breakdowns. Any breakdown or accident of any kind or extent during revenue service must be reported to the Transit Director within 1 hour of incident.

b. Demand Response/Dial-A-Ride and NEMT Rides Performance.

(1) Standard. Demand response/dial-a-ride and NEMT trips will be considered “on-time” as long as they are served within a window of +/- fifteen (15) minutes deviation from the scheduled pick-up and drop-off times. The Contractor shall provide a minimum of 80% on-time demand response/dial-a-ride/NEMT trips. If a demand response/dial-a-ride trip is not “on-time” it is either “late”, or it is “early” if the cause of not being “on-time” is within the Contractor’s control. Unless advised otherwise by dispatchers, operators shall be required to stay at the pick-up location until five (5) minutes after the scheduled pick-up time if scheduled rider has not presented themselves.

(2) Missed Trips. For demand response/dial-a-ride and NEMT, missed trips include those in which the rider is never picked up or is picked up sixteen

(16) minutes or more after the scheduled pick-up time.

(3) Contractor shall keep daily vehicle inspection reports, which shall be accessible to the County at all times. County may inspect vehicles at any time and may bar a vehicle from service until problem(s) are corrected.

(4) ADA Capacity. Contractor shall assure that people with disabilities are afforded equivalent access to service as compared to individuals without disabilities.

(5) Data Collection, Records and Reporting. the reason for any missed demand response/dial-a-ride/NEMT trips, no shows, mileage, late cancellations, dead head miles, and other data as necessary to comply with and complete required reports in accordance with ODOT-PT and FTA laws, rules and regulations.

(6) Monthly Report. Contractor will provide a monthly report that provides the data points listed above, the number of and details for any accidents, a list of new or terminated employees for fleet fuel card purposes and number of operator complaints received. Monthly reports are due on or before the 10th of the month following the report month, along with Contractor’s invoices for payment.

Breakdowns. Any breakdown or accident of any kind or extent during revenue service must be reported to the Transit Director within 1 hour of incident.

B. Dispatch Services.

1. Description. The chosen contractor will provide dispatch service to schedule and coordinate rides for the transit system. A dispatcher must be available by radio or phone at all times when a driver and vehicle are in service.

a. Dispatch services include the operation of the County’s ride scheduling and dispatch system (Ecolane) and any other systems adopted for trip scheduling purposes by the County.

b. Contractor will provide dispatch training and on-going training in the County’s Ecolane dispatch system. Training can be provided through technical assistance provided by Ecolane personnel or by webinars. Dispatchers will receive training and information to allow for a level of familiarity within the area CC Rider serves and the availability of transit services and facilities on a regional level.

c. Dispatchers will coordinate scheduling with operators and riders in a positive and professional customer service oriented manner that assures riders and operators that service is important. A pleasant experience is the goal. Dispatchers and/or a direct after-hours contact person must be available to operators from the time they leave the property until the time they return.

d. Dispatch services are responsible for collecting and providing the County with rider data on all routes so that County can report such data to ODOT In compliance with ODOT and FTA reporting requirements.

e. Dispatch will provide travel and mobility training to the public seeking rider information on the CC Rider services and operations.

f. Dispatch may be required to provide follow-up on complaints and comments received from the public and from riders using our service (if requested by the CC Rider staff). All follow-up will be done in coordination with CC Rider staff in order to provide a response that is appropriate.

2. Efficiency. For demand response/dial-a-ride and NEMT rides and subject to vehicle availability, contractor is responsible for choosing the best combination of riders and routes on each vehicle trip to ensure the shortest distance/time combinations for each trip to maximize the efficiency of the service.

3. Reservations. Contractor will operate a dispatch and scheduling system at the transit administration office in St. Helens, Oregon, and coordinate, transmit and work with operators to schedule rides. County will pay for, and maintain phone lines as required for demand response/dial-a-ride and NEMT service areas.

Contractor is responsible for providing employees to answer and/or respond to requests for demand response/dial-a-ride and NEMT services. Proposers should provide details on how they will handle the dispatch and ride schedules, and provide efficient, friendly and helpful service to the public.

4. Vehicle Availability. Contractor shall coordinate with County vehicle maintenance personnel to determine vehicle availability on a daily basis to make sure that there are adequate vehicles available for service on any particular day.

5. Inspection Logs. Contractor shall collect and disperse the daily pre- and post-trip inspection sheets and work with the County vehicle maintenance personnel to maintain a record of the sheets for inspection by ODOT/FTA and County, should they be asked to provide them.

6. Rider Assistance. The chosen contractor, as part of the dispatch and scheduling, is expected to provide travel training, trip planning and information to the public regarding transit services in Columbia County and surrounding areas.

7. Performance Standards and Reporting Requirements. The chosen contractor for dispatch services shall comply with the standards and requirements in this section. The County may, at its sole discretion, assess liquidated damages as described in Section D, below, for failure to meet established performance standards and reporting requirements.

a. Rides Per Hour. Contractor shall strive to maintain a minimum monthly average of 2.5 rides per revenue hour of service.

b. In-Vehicle Time. Except in cases of extremely distant start and end points, including “Portland Medical Service”, riders shall not spend more than 60 minutes in a vehicle per trip. Aside from the exceptional cases noted above, contractor shall provide a minimum of 90% of trips under 60 minutes duration each.

c. Customer Service. Contractor shall provide a sufficient number of employees to answer and/or respond to requests for demand response/dial-a-ride and NEMT services. Maximum wait time for phone-in scheduling should be no longer than three minutes. Scheduling must be available from 7:30 a.m. to 5:30 p.m., Monday through Friday. An answering machine must be available at all other hours. Calls received after hours must be returned by 8:00 a.m. on the next business day.

Same day calls must be returned as quickly as possible.

d. ADA Capacity. Contractor shall ensure that people with disabilities are afforded equivalent access to service as compared to individuals without disabilities.

e. Data Collection, Records and Reporting. Contractor shall generate driver sheets with the required data that operators will then complete and return to dispatch. Contractor shall collect and provide rider data, including, but not limited to, trips requested, trips denied and the reason for denial, returned NEMT trips, and other data as necessary to comply with and complete required reports in accordance with ODOT-PT and FTA laws, rules and regulations.

(1) Contractor shall collect data on the number of riders including elderly and disabled riders and other data as requested by Columbia County, ODOT and FTA.

(2) Monthly Reports. Contractor shall provide monthly written reports that include the data points listed above using Excel spreadsheet software and/or dispatch software provided by the County, or in another mutually agreed upon electronic format. Monthly reports are due on or before the 10th of the month following the report month, along with Contractor’s invoice for payment.

C. Vehicle & Facility Cleaning and Maintenance.

The chosen contractor will be required to provide bus washing and sanitizing, basic janitorial duties, and assistance to the County vehicle maintenance personnel with simple repair and maintenance tasks.

1. Bus Washing and Sanitizing. Using the covered outdoor wash bay facility adjacent to the CC Rider vehicle maintenance shop, establish and maintain a schedule for washing bus exteriors and cleaning and sanitizing bus interiors that is mutually agreeable to the County Transit Director. Bus washing should be limited to buses in regular use on a daily basis and frequency of washing may be adjusted due to seasonal and inclement weather conditions and other considerations. Using equipment and supplies provided by the County, conduct interior bus cleaning and sanitizing of all buses in regular use. Cleaning shall consist of, at a minimum: cleaning all windows, removing all dust, fingerprints and handprints; removing all dust from seats, dashboards, wheel wells, rails and ledges; sweeping or vacuuming all floor areas; cleaning all liquid spills; keeping vehicle free of all paper and debris; removing all graffiti; and spray-sanitizing the entire bus interior.

2. Janitorial Duties. On schedules mutually agreeable to the County Transit Director, provide basic janitorial duties including cleaning restrooms at the CC Rider vehicle maintenance shop, the CC Rider administrative office and transit center and the Rainier transit center. Additionally, regular support should be provided to County staff with cleaning the CC Rider vehicle maintenance shop, administrative office and Rainier transit center lobby. Typical janitorial duties could include cleaning restroom and kitchen fixtures, sweeping, mopping and emptying garbage receptacles. Other duties may include tracking and stocking supplies, and assisting County office and vehicle maintenance personnel with general cleanup and organizational efforts.

3. Vehicle Maintenance Assistance. Duties in this category could vary widely depending on the skills and abilities of the provided staff, but typical duties could include cleaning of tools and vehicle parts during and after vehicle maintenance projects; helping County vehicle maintenance personnel hold and move parts and supplies; short driving trips to and from local parts and repair shops; flipping vehicle switches and/or pumping vehicle pedals while County vehicle maintenance personnel conduct tests and repairs; and assisting County vehicle maintenance personnel with physical parts inventory counts.

4. Performance Standards and Reporting Requirements. The chosen contractor for vehicle and facility maintenance services shall comply with the standards and requirements in this section. The County may, at its sole discretion, assess liquidated damages as described in Section D, below, for failure to meet established performance standards and reporting requirements.

5. Weekly Report. Based on schedules mutually agreed upon by contractor and

County Transit Director, contractor shall provide weekly reports documenting completion of all duties. Reports should identify the date, vehicle number or facility name applicable to all work.

D. General Requirements – All Service Areas.

1. Schedules. Services will be provided in accordance with existing schedules and at times listed in existing schedules which are attached hereto as Exhibit B, and are incorporated herein by this reference.

2. Contractor Flexibility. Program services and route schedules may expand or contract depending on funding available to the County. The chosen contractor is required to be flexible regarding the amount of services provided under the Contract. The agreed upon hourly rate for all service shall not change without mutual agreement of the parties due to expansion or retraction of service.

3. Other Transit Provider Coordination. The chosen contractor(s) shall coordinate with other County transit contractors to ensure the smooth and efficient operation of the transit system. Contractor shall also work with County staff for coordination and maximization of overlapping services in other city, county and state jurisdictions, for cost efficiency and effectiveness when possible. Any subcontracts must be initiated by County staff and be approved by the County.

4. Billing. The chosen contractor will invoice the County on a monthly basis. All invoices shall be timely and accurate. The invoice shall document revenue service hours for each route/service, and shall be accompanied by the monthly reports required in this RFP. Revenue service hours are defined as any sixty-minute increment of time, or portion thereof, that a driver and vehicle are available for passenger transport within the established hours of service. For Fixed Route Service, drivers and vehicles are considered available for service from the time they depart the St Helens Transit Center until the time they return to the St Helens Transit Center on each run. For Demand Response/Dial-A-Ride and NEMT Service, drivers and vehicles are considered available for service from the time of arriving at their first pick-up until the time of departure from their last drop-off.

Designated breaks and lunches, along with slack time periods of 30 minutes or more on the driver manifest are excluded from revenue service hours. Charges for additional hours of service, if authorized in writing by the County, shall be added as a separate line item. The invoice shall also include an explanation of any credits.

5. Holiday Service. No transportation services will be provided on the following holidays: New Year’s Day, Memorial Day, July 4th, Labor Day, Thanksgiving Day, and Christmas Day. Reduced service levels may be provided on other holidays by prior determination of the Transit Director.

6. Vehicle Storage. Vehicles shall be stored either where they are stationed for use or in the Columbia County Rider Transit Center and Maintenance Facility in St.

Helens, Oregon.

7. Staffing.

a. The chosen contractor must supply a sufficient number of employees to perform all necessary tasks associated with the service, consistent with the agreed-upon FTE levels outlined in contractor’s proposed work plan. Contractor is responsible for training employees and ensuring that all policies, procedures, service routes and schedules are understood. The chosen contractor shall provide documentation to the County on an annual basis that shows all training that has been provided. If, during the term of the Contract issued from this RFP, service hours are increased or decreased, Contractor shall be responsible for providing staffing for all such adjusted service hours. No less than one (1) operator and one

(1) dispatcher shall be required to complete training on reasonable suspicion of drug and alcohol abuse.

b. Columbia County expects the selected contractor to hire the existing non-supervisory employees providing transit services for CC Rider, at their current or better employment rank, salary and benefit package. A summary of the current wage scale, benefits and seniority is attached as Exhibit I and incorporated herein by reference. In accordance with 49 U.S.C. 5333(b), as amended, Contractor will ensure that the employment conditions of the Contractor’s employees remain the same or improve as a result of aid received under this Contract. Contractor shall be responsible for any 5333(b) employment obligations that arise within the scope of this Contract and with respect to individuals employed by Contractor. County will not indemnify Contractor for any 5333(b) claims.

8. Safety and Security. Contractor shall establish and manage all aspects of a safety and security program, including policies, administration and procedures, personnel and training, safety reporting, and safety training. Contractor shall document and report security expenditures, manage and account for identifying security problems, employee selection, training, public awareness, audits and drills, document control, access control and homeland security as it pertains to 49 USC Chapter 53, Federal Transit Act, Section 5307(D)(1), Security Expenditures; 49 CFR Part 630, “Uniform system of Accounts and Records and Reporting”; and 49 CFR Part 659, “Rail Fixed Guideway Systems, State Safety Oversight,” as appropriate.

9. Columbia County Citizens Transportation Advisory Committee. Contractor(s) or designee will attend scheduled meetings as necessary.

10. Performance Bond. Within 30 days of notice of award of the Contract under this RFP, the Contractor shall procure, at its own expense, and keep in effect at all times during the term of this Contract, a surety bond equivalent to 25% of the cost of the first twelve months of service in favor of Columbia County and executed by a corporate surety authorized to conduct business as a surety in the State of Oregon. Contractors shall include in their proposals a letter stating their ability to be bonded.

11. Inspection. Contractor shall permit representatives from ODOT, the Comptroller

General of the United States, and representatives from the County to inspect all vehicles, facilities, equipment, and all relevant data and records pertaining to the use of the equipment.

12. Planning, Administration, and Marketing. The Contractor will assist the County in the design and development of marketing tools including travel guides, schedules, bus passes and bus tickets, and other transportation information intended for public use.

13. Drug and Alcohol Program Requirements. Contractors must comply with

Federal Transit Administration Drug and Alcohol Regulations. Exhibit G explains the requirements of these regulations. Columbia County reserves the right to audit Contractor’s drug and alcohol program documentation as required by FTA regulations. Contractor is required to complete any reporting requirements stipulated by ODOT-PT and FTA under this contract. There are two options for Contractor to meet the FTA requirements:

a. Utilize their own compliant Drug and Alcohol Program, or

b. Utilize a Third Party Administrator (TPA) program which will perform all the functions required under the regulations.

14. Compliance with Law and Grant Funding Requirements. Contractor and its employees shall comply with all applicable federal and state statutes, regulations and rules, involving the Program, and the operation and use of motor vehicles.

Notwithstanding the generality of the foregoing, Contractor shall comply with the following specific requirements:

a. The Grant Agreements. Contractor shall comply with all provisions related to the Program as set forth in the State Grant Requirements, which are attached hereto as Exhibit E, and are incorporated herein by this reference. The County will obtain additional grants to fund the Program during the Term of the Contract (the “New Grant Agreements”). Contractor shall comply with all provisions related to the Program as set forth in any New Grant Agreements, which will be attached to this Contract upon approval of the County.

b. FTA Provisions. Contractor shall comply with all applicable provisions of the

Federal Transit Administration, which are attached hereto as Exhibit F and are incorporated herein by this reference, and FTA Drug and Alcohol Regulations, which are attached hereto and are incorporated herein by this reference.

15. Performance Standards. The chosen contractor will be required to meet the highest standards prevalent in the industry or business most closely involved in providing the services acquired through this RFP.

16. Minimum Experience Requirement. The chosen contractor must have a minimum of three years of experience providing similar services.

17. Liquidated Damages. Performance standards will be established and monitored by the County during the duration of the contract. For performance not delivered in accordance with standards as specified in the following table, the County will incur additional expense, loss of confidence by system users, negative publicity for the program, and other damages. For this reason, liquidated damages shall be assessed. The County shall have sole discretion in determining whether or not performance standards have been met and in assessing of liquidated damages. Unless otherwise noted, the County will assess liquidated damages within 30 days following the end of each month. All liquidated damages for failing to meet performance standards shall be deducted from the Contractor’s next monthly invoice. The County shall have the right to impose liquidated damages not otherwise assessed upon thirty (30) days written notice to the Contractor. Liquidated damages are elective, and County may seek actual damages in accordance with contract terms.

Category

Performance Standard

Liquidated Damages

Reports All, as outlined in RFP $100 per incident

Missed Commuter Service

Any hour of commuter service missed or delivered more than 30 minutes later than scheduled.

$250 per incident

Accessibility and Safety Equipment

Contractor shall ensure that all required accessibility equipment under the ADA including wheelchair lifts, adequate numbers of securement devices, and all standard safety equipment are well maintained and functional at all times.

$100 per incident

Demand Response/Dial-A- Ride Service

A minimum of 80% of demand response/dial-a-ride trips per month must be “on time” (+/- 15 minutes from scheduled time).

$50 per incident if less than 80%

Bus Appearance Buses must not begin service without being cleaned to the standards in RFP. Body damage shall be repaired within 14 calendar days of accident.

$100 per incident per vehicle

Rides Per Hour A minimum monthly average of 1.75 rides per hour must be provided.

$50 per incident if less than 1.75

Inappropriate Use of Vehicles

Contractor shall not use vehicle marked or signed with transit service markings for purposes other than transit service without the approval of County

$250 per incident

18. Hourly Service Rate. Proposers must provide an hourly service rate at which the requested services will be provided (“unit price”). The hourly service rate must cover the contractor’s cost to operate and provide all of the transit services.

19. Columbia County Rider Logo. All vehicles shall display the Columbia County

Rider logo on both sides of the vehicle when in service. Only vehicles approved by the County may display the Columbia County Rider logo and no other logo shall be displayed on the vehicles without County approval.

20. Fares and Other Program Revenue.

a. The County will establish and approve all fares for service and other program revenue and service contracts.

b. Fares and other program revenue are income to the County. The chosen contractor will be responsible for retrieving fare boxes from each vehicle and delivering them to the designated county representative in a secure manner, on a daily basis.

c. The chosen contractor must collect fares, tickets and other fare media on the bus and at other sale locations as they may be established. The chosen contractor shall be responsible for cash management procedures that comply with the CC Rider’s cash management policies and that will insure an accurate accounting of cash fares, bus tickets and pass sales and other medium received from passengers. All fare medium will be turned over to the County at the end of each run. The County is responsible for counting fares and depositing into the correct accounts.

The chosen contractor must promptly report any suspected passenger or operator fraud and abuse.

21. Complaints, Compliments and Other Comments. Contractor shall immediately document and refer all complaints, compliments and any other comments regarding County transportation services to the appropriate designated County representative. The County is responsible for receiving and responding to customer complaints; however, in some cases, the County may require the contractor to be involved in the customer response process.

22. Fuel. Contractor shall purchase fuel in accordance with the current procedure established by the County’s fuel provider. The County shall provide fuel cards to Contractor for Contractor’s use. Contractor shall be required to provide a list of those employees who are approved to obtain fuel for fleet vehicles and to notify the County when any employee terminates employment. The list will be updated on a monthly basis. The County will pay for the fuel used by County vehicles. Fuel used for non-revenue vehicles will not be reimbursed. Contractor is not allowed to use any county or fleet vehicles for purposes other than those expressly allowed under the Contract without prior written approval from the County

23. Insurance. Contractor shall maintain Comprehensive General Liability insurance and auto liability insurance on the County owned vehicles as required in this RFP.

24. GPS Navigational Systems. Contractor shall provide for each vehicle in service a GPS navigational system. Navigational systems may be portable.

25. Missed Service. Contractor will be responsible for successfully completing and carrying out all scheduled service in a timely manner. Contractor shall report immediately to the County any scheduled service missed for any reason.

Decisions about suspension of service in bad weather or for other emergency reasons shall be coordinated with County staff and confirmed in writing.

26. Reports. Documentation of all requests for service shall be in the County’s dispatch software. The chosen contractor shall provide monthly written reports using the reports provided by the dispatch system, if they suffice, or an Excel spreadsheet software or another mutually agreed upon format.

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