24_026 3rd Party Transportation Operator RFP.pdf

Douglas County Board of Commissioners Procurement Department

8700 Hospital Drive Douglasville, GA 30134

REQUEST FOR PROPOSAL

COVER SHEET

SOLICITATION NUMBER: 24-026

SOLICITATION TITLE: 3RD PARTY TRANSPORTATION OPERATOR

ISSUE DATE: THURSDAY, AUGUST 1, 2024

PRE-SOLICITATION MEETING NON-MANDATORY

WEDNESDAY, AUGUST 7, 2024, 2:00 PM EST

DOUGLAS COUNTY CONNECT DOUGLAS MULTI-

MODAL TRANSPORTATION CENTER LOCATED AT

8800 DORRIS RD, DOUGLASVILLE, GA 30134

QUESTION DEADLINE: WEDNESDAY, AUGUST 14, 2024, 4:00 PM EST

https://www.bidnetdirect.com/georgia/douglascounty Please only enter one question per line #

PROPOSAL CLOSING DATE: WEDNESDAY, AUGUST 28, 2024, 2:00 PM EST

The County reserves the right to modify or alter the following procurement schedule as needed.

SINGLE POINT OF CONTACT (SPC) Anthony Choice

Deputy Director of Procurement

EMAIL ADDRESS: dcpurchasing@douglascountyga.gov

DOCUMENTS INCLUDED IN THIS PACKAGE: Request for Proposal

Supplier Inclusion Program

Douglas County Board of Commissioners promotes equal opportunity for all individuals without regard to age, color, disability, marital status, national origin, race, religion or creed, sex or gender, sexual orientation, or veteran status.

Douglas County reserves the right to cancel this RFP at any time and for any reason prior to the award of a contract by the Board of Commissioners.

https://www.bidnetdirect.com/georgia/douglascounty mailto:dcpurchasing@douglascountyga.gov

OFFEROR’S RFP CHECKLIST

The 10 Most Critical Things to Keep in Mind When Responding to an RFP for the Douglas County Board of Commissioners

1. _______ Read the entire document. Note critical items such as: mandatory requirements;

supplies/services required; submittal dates; funding amount and source; contract requirements (i.e., contract performance security, insurance requirements, performance and/or reporting requirements, etc.).

2. _______ Note the procurement officer's name, address, phone numbers and e-mail address. This is the only person you are allowed to communicate with regarding the RFP and is an excellent source of information for any questions you may have.

3. _______ Attend the pre-bid, proposal conference if one is offered. These conferences provide an opportunity to ask clarifying questions, obtain a better understanding of the project, or to notify the County of any ambiguities, inconsistencies, or errors in the RFP.

4. _______ Take advantage of the “question and answer” period. Submit your questions online in BidNet by the advertised due date and view the answers given in the formal “addenda” issued for the RFP.

All addenda issued for an RFP are available online in BidNet and will include all questions asked and answered concerning the RFP.

5. _______ Follow the format required in the RFP when preparing your response. Provide point-by-point responses to all sections in a clear and concise manner.

6. _______ Provide complete answers/descriptions. Read and answer all questions and requirements.

Don’t assume the County or evaluation committee will know what your company’s capabilities are or what items/services you can provide, even if you have previously contracted with the County. The Proposals are evaluated based solely on the information and materials provided in your response.

7. _______ Check for RFP addenda. Before submitting your response, check online in BidNet for any addenda the County has issued. Submission of Bid acknowledges receipt of addendums however, recommended to include with bid submission signed copies.

8. _______ Technical and Cost/Fee Proposals MUST be submitted separately.

9. _______ Review and read the RFP document again to make sure that you have addressed all requirements.

10. _______ Submit your response on time. Note all the dates and times listed in the RFP and be sure to submit all required items on time.

Late proposals responses are never accepted. Don’t wait till last minute to upload electronically in BidNet.

This checklist is provided for assistance only and should NOT be submitted with Offeror’s Response

SECTION I – GENERAL OVERVIEW

A. PURPOSE

Douglas County is seeking an outside third-party operator to provide the operation of its public transportation Connect Douglas. The scope of this project includes all vehicle operators (drivers), minor cleaning of vehicles, supervision of services, dispatching of vehicles, administrative and customer service functions (reservationists, schedulers) marketing and promotion assistance, management oversight, and coordination with Douglas County staff to support service delivery as well as to support grants management functions, transit service enhancements or service modifications when/if applicable.

B. BACKGROUND

Douglas County is the only comprehensive government in Douglas County, providing all services to its citizens, including fire and emergency services, libraries, jail facilities, E-911, transportation planning, roadway signalization, signage and marking, vanpool and express bus service, informative and interactive website, a government access cable television channel, landfill and recycling programs, direct sponsorship and planning of events to bring our community together, and other traditional government services.

Located due west and 20 miles from Atlanta on Interstate 20, Douglas County is 200 square miles of gently rolling foothills of the Appalachian Piedmont bordered on the south by the Chattahoochee River, east by Cobb County, north by Paulding County, and west by Carroll County. The Dog River in the western portion of the County is the County’s potable water source (managed by the Douglasville-Douglas County Water and Sewer Authority, State-chartered). Other waterways include Sweetwater Creek, Anneewakee Creek, and Gothard’s Creek.

Douglas County’s strategic location as the western gateway to Atlanta, and its proximity and ease of access to Atlanta’s Hartsfield-Jackson International Airport, make it the enviable place to live, work and play.

The County is managed by a five-member Board of Commissioners: A Chairman (full-time, four-year term) elected at large, and four District Commissioners (part-time, four-year terms).

The County’s transit Vendor will be working in a multi-modal, multi-service transit environment.

Prospective transit Vendor’s work forces will interact, coordinate and provide service in support of partnership services with Douglas County. The work requirement for this Contract has been endorsed by the County Board of Commissioners, the County Administrator and County Attorney.

Funds for this Contract have been appropriated, and state and federal funding assistance has been made available for implementing the services described in this contract.

C. RESTRICTIONS ON COMMUNCATION WITH STAFF

From the issue date of the solicitation and until a supplier is selected for contract award and the selection is made public, bidders are not allowed to communicate for any reason with members of the Board of Commissioners, Douglas County employees and/or contracted agents related to the solicitation except through the issuing officer (or his/her designee) named in the solicitation.

Prohibited communication includes all contact or interaction, including but not limited to telephonic communications, emails, faxes, letters, or personal meetings, such as lunch, entertainment, or otherwise. Exceptions to this restriction on communication include the following:

• Communication during pre-bid conference/meeting provided the issuing officer is present, or

• As necessary to perform under any existing contracts with the County, or

• With Douglas County pursuant to the protest process

A bidder’s violation of the restriction on communication can lead to disqualification of the supplier’s response from consideration for contract award and/or other disciplinary action such as suspension or debarment.

D. DEFINITIONS

As used in this Part or subsequent Parts, the following terms have the meanings defined herein:

ADA: The federal guidelines as stated in the Americans with Disabilities Act of 1990 as amended.

Adequate, Appropriate, Proper, Sufficient: These terms or variations thereof as used throughout this RFP mean performing work or duties in accordance with the standards and requirements generally accepted as standards in the transit industry. Those same words converted to a negative would mean performing work or duties or failing to do so in a manner that is not generally acceptable in the transit industry.

Curb to Curb: Assistance for the User by the vehicle operator from the curb of the origin to the curb of the User’s destination.

Daily Operating Requirements: The personnel and other resources needed to meet the requirements of scheduled fixed-route requirements OR paratransit of the Contract.

Early (Fixed Route): When a bus departs the first scheduled stop, or arrives at the last scheduled stop, two (2) minutes or more before the time posted in the public timetables.

Early (ADA): Refers to a trip that arrives at the pick-up location prior to the beginning of the Time Window. Connect Douglas recognizes a 30-minute pickup window which is 20 minutes before the scheduled time and 10 minutes after the scheduled time.

Eligible User or User: A person who has been certified by the County using criteria as defined.

Late (Fixed Route): When a bus departs the first scheduled stop, or arrives at the last scheduled stop, five (5) minutes or more after the time posted in the public timetables.

Late (ADA): A trip that arrives at the pick-up location after the end of the Time Window.

Missed (ADA): A trip that does not arrive at the location or arrives at the location more than 10 minutes after the end of the Time Window.

Missed (fixed Route): When a scheduled bus trip is not made, or a replacement trip is not substituted before the next scheduled trip occurs.

Modes: All paratransit services including Paratransit ADA vehicles and Fixed Route.

No-Show: When a vehicle is On-time for a pick-up, but the User decides not to board the vehicle or is not present at the address listed on the manifest, and has not canceled the ride within the timeframe specified in the ADA Guide.

Personal Care Attendant (Monitor) or PCA: An assistant to a User who has indicated such a need in the User’s application and who rides without charge when accompanying the User.

On-time (ADA): A trip where the vehicle arrives at the pick-up location within the Time Window.

On-time: When a bus meets the arrival times of the first and last trips posted in the public timetables, or within seven (7) minutes of such posted time.

Original Equipment Manufacturer or OEM.: A part that was made by a company that is a sub- Vendor to the vehicle manufacturer.

Revenue Vehicle Hours: Starts when a vehicle arrives at the first User pick-up and ends with the last User drop-off.

Revenue Hours or Revenue Service: The time from the first timed stop to the last timed stop per bus schedule when in revenue service. This does not include deadhead hours or dwell time.

Revenue Miles: The distance from the first timed stop to the last timed stop per bus schedule when in revenue service. This calculation is not done on a gate-to-gate basis.

Service Area: An area including the County and the adjacent Counties for paratransit service trip destinations.

Service Disruption: Any event that causes a delay of 30 minutes or greater in the movement of a Revenue Vehicle scheduled to be in service, e.g. breakdown, accident, or any other incident causing delay in service such that the Revenue Vehicle is unfit or unavailable for passenger service.

Time Window: The period of the allowable deviation from the scheduled passenger pick-up time, defined in minutes. The scheduled passenger pick-up time is the time appearing on a Manifest indicated to the passenger for pick up. The pickup window is a 30 minute window that is 20 minutes before the scheduled pickup time and 10 minutes after the scheduled pickup time.

Vehicle Miles: The distance the vehicle has traveled according to its odometer.

E. PERFORMANCE REQUIREMENTS

The vendor shall provide a description of its experience with and knowledge of ITS, specifically scheduling software, AVL, and automated fareboxes and how and where it has integrated ITS into its operations. The County’s goals, which should be shared by the Vendor, for the use of ITS technology in the provision of fixed route service are:

• Monitoring and supervision of compliance with the Daily Operations Requirements

• Improve the ability to track, record, and analyze data on passengers and revenue miles for efficient scheduling and reporting

• Improve communications with drivers

• Automatically track passenger counts by route, bus, time, and location

• Better assess Vendor’s performance

• Improve fare system

• Track vehicle locations by providing information through the Internet and wayside signs

• Improve security and effective emergency response

• Improve coordination with other local and regional transportation services, agencies and emergency management.

The County or its designated representative and the Vendor selected through this RFP process will jointly inspect the buses prior to the operational date, with all identified and agreed to safety and running repairs corrected by the Douglas County Maintenance and the current Vendor, prior to the implementation date.

F. EMERGENCY PROCEDURES OR DECLARATONS

In the event that the County has declared a state of emergency, the Vendor shall transport persons including those with special needs to appropriate shelters or other medical facilities as determined by the Health Department Director or designee. Vendor shall provide any information required for the County to claim emergency or disaster grants or reimbursements from the State and/or Federal government. Vendor must maintain detailed records of all persons transported under this provision as well as Bus Operators hours and fuel usage. Vendor will be required to attend Emergency Management and Emergency Operations meetings and exercises on regular and recurring basis to ensure coordination with other County and State agencies during emergency events.

The Vendor shall develop, implement, and maintain formal written procedures to respond to emergencies, which from time to time occur in the course of providing daily transit services. Previous experience in this practice should be demonstrated in the RFP response.

G. PERSONNEL

1. Background Screenings

In accordance with FTA Safety Sensitive positions and with 49 CFR Part 655.4: Vendor agrees that all contract workers and sub-Vendors (collectively “contract worker(s)”) that Vendor provides pursuant to this Contract shall be subject to background and security checks and screening (collectively “Background Screening”) as set forth in this RFP. Vendor shall perform all such Background Screening pursuant to the provisions in this RFP. The provider of the Background Screening shall comply with all applicable laws, rules and regulations.

Vendor further agrees that the Background Screening required in this RFP is necessary to preserve and protect public health, safety and welfare. The Background Screening requirements set forth in these provisions are the minimum requirements for this Contract.

The County in no way warrants that these minimum requirements are sufficient to protect

Vendor from any liabilities that may arise out of Vendor’s services under this Contract.

Therefore, in addition to the specific measures set forth below, Vendor and its contract workers shall take such other reasonable, prudent and necessary measures to further preserve and protect public health, safety and welfare when providing services under this Contract. Vendor shall be responsible and shall warrant that all Background Screening information furnished to the County is accurate and current through the date of hire of the proposed contract worker. Vendor shall provide a background screening policy and standards with proposal submission.

2. Management and Administrative/Operations Staff

No Vacancies in Key Positions. At no time during the Contract shall the Program Manager position be identified as vacant. In the event of any of the planned or unplanned departure, the Vendor shall ensure a qualified replacement that meets the qualifications stated herein and is permanently on-site thirty (30) days prior to the departure. Otherwise, Vendor shall assign a corporate officer to oversee the job responsibilities on-site until a qualified replacement is retained and in place. Any replacement of such personnel will require County approval.

Position Guidelines. Vendor is free to suggest staffing with sufficient justifications in its proposal. If the job structure responsibilities differ from the duties as specified below, Vendor shall list the different duties with an explanation and justification for each. Vendor shall submit the anticipated percentage of time each of the listed personnel will be devoted to the services of the County as detailed in this Contract. Vendor is assumed to be able to carry out all responsibilities and activities as required by the Contract.

The Proposer shall describe the size, organization, function and capability and the firm’s management philosophy. The key personnel shall be identified by name, title and assignment under this Contract. The Proposer shall describe their unique skill set and familiarity with the service area, ridership and experience with the type of service operated in Douglas County.

The Proposer must provide the following:

• Resumes of key personnel to include the last five years of relevant employment

• Qualifications with similar contracts and services.

• Training, including accreditation, certifications, etc. related to transit administration, maintenance and operations.

• Any other information that conveys individual’s knowledge, skills and abilities.

• Describe in detail the firm’s experience with operating local fixed route, ADA paratransit and on a scale equal to or greater than what is requested in this RFP. For each listing of current or past experience, provide the following:

o Name of County/Transit Agency o Name of contact person, title and phone number o Term of Contract o Experience with fixed-route, paratransit, and on demand micro-transit vehicles o Contract Value o Services Provided and Recent Recommendations (Refer to General

Requirements. Douglas County may contact the listed agencies for references. In addition, the Proposer must indicate whether your firm has ever been debarred by a public agency or have been assessed liquidated damages in excess of $500 and have had a contract terminated, or a mutual agreement to terminate a contract due to performance issues.)

Vendor shall comply with the following staffing requirements:

Maintain sufficient administrative and operations staff to perform all required Contract activities; including but not limited to providing an adequate number of regularly scheduled and extra board Bus Operators on all days of service to ensure 100% coverage of all scheduled runs as specified herein.

Maintain Bi-lingual English/Spanish (Based on FTA and FDOT Limited English Proficiency

(LEP) requirements based on the United States Census Bureau (US Census)) data.

Bus Operators shall be available during all hours of operation.

Provide an onsite Program Manager who is authorized to make all day-to-day operational decisions and be available by telephone or other acceptable communication means twenty-four(24) hours a day, seven (7) days a week.

The Proposer shall provide management positions and accompanying position descriptions for those positions to ensure they have the capability to oversee this Contract and the functions of all employees outlined herein. The functions, roles and responsibilities, pay scales, description of benefits, retention and benefits strategies, etc. of these key positions are to be detailed by the Vendor and submitted with this proposal.

The Proposer shall not reassign or replace the proposed Program Manager prior to the start of the contract without the counties approval.

The County retains the right to review the Vendor’s personnel policies and the list of personnel assigned to the Contract. With this proposal the Vendor shall provide the New Employee Handbook which covers all federally required notices for Safety Sensitive Employees in accordance with 49 CFR Parts 40 and 655. The County must be made aware of any resignations, terminations of the aforementioned management categories. This provision is not intended to create an employment relationship with the Vendor and shall not hamper in any way any employer/employee relationship between the Vendor and its management staff. Failure to fill a key position within thirty (30) days of a vacancy may subject the Vendor to a default under any resulting contract.

Program Manager. The Program Manager shall be the person in charge of all management and day-to-day operations of the services provided by the Vendor to support this Contract.

The Program Manager shall demonstrate, by decision and action, competency in all aspects of the County’s transportation service. The Program Manager shall maintain consistent and sufficient contact and communications with the County. The Program Manager shall have a minimum of five (5) years relevant supervisory and managerial experience in public transit, transportation, fleet management to include fixed route and paratransit operations.

Vendor shall provide project management through a Program Manager at a level and capability sufficient to oversee its functions and employees and subject to County approval.

Staff assigned to take TDD calls must also be trained to proficiently use of the TDD and TDD standards and requirements. CSR’s/Reservationists shall also handle calls seeking general information about the County’s public transit services. If callers are seeking information about eligibility for the paratransit services, an application form, or assistance completing an application form, and have not made the correct telephone option selection, Reservationists shall provide assistance and transfer them to the appropriate staff to aide them beyond basic information.

The Vendor shall ensure that all Reservationists are proficient in using the trip reservations and multi-load scheduling systems. Vendor must ensure that updated training shall be provided if new versions of the software become available.

As appropriate, Reservationists shall schedule trips based on either a requested pick-up time or desired arrival time.

The CSR Dispatching Office shall insure that personnel are on duty during all hours that vehicles are in operation for fixed route and paratransit services. Support staff shall be on-duty (1) one hour before the first vehicle leaves the yard and (1) one hour after the last service vehicle returns to the yard.

3. Work Program: Bus Operators (Fixed Route and Paratransit)

The Vendor shall provide the County a copy of all training materials on an annual basis or when updated.

The Vendor shall also conduct an annual and post-accident Bus Operators refresher training session. All Vendor staff who operate assigned transit revenue vehicles for Connect Douglas will receive a Employee’s Manual (Handbook), which shall detail all policies and procedures a Bus Operator will need to know to operate a transit revenue vehicle for Connect Douglas.

The Vendor’s Bus Operator’s Manual and Bus Operators Training and Retention Program shall be subject to County review and approval and all training must be documented.

The County reserves the right to review all training materials, to monitor training sessions and amend training requirements during the course of the contract. At a minimum, Vendor shall provide bi-annual refresher training to all staff and shall at County’s direction provide additional training. All training shall comply with applicable state and federal requirements.

Vendor will also be responsible for providing remedial training for any Bus Operator who demonstrates a lack of appropriate training, policy adherence and/or present a direct hazard to transit system and/or public safety. Vendor must provide a policy and procedure to address remedial training/counseling and coaching for common preventable accidents and incidents within the Bus Operators Training and Retention Plan.

Bus Operator Training. Vendor must provide detailed information about employee training programs as part of their proposals. All training programs are subject to review and approval by the County. All training must be to the standards identified herein and must include testing to verify employee proficiency. (.)

The Vendor shall implement a continuing program of Bus Operators safety and security instructions to be maintained in a Policy/Procedure Manual. Details of the program shall be included in Proposers’ proposals and a final copy of the Safety and Security Policy/Procedure Manual shall be provided to the County within forty-five (45) days after the Notice to Proceed letter is issued.

The Vendor shall design, schedule and conduct ongoing training procedures which train and prepare all Bus Operators assigned to the Contract in a manner that conforms to all federal, state and local laws and assures the County’s operational objectives below are met.

• Provide transportation service which is safe, efficient and reliable;

• Provide transportation service which will maximize customer service; and

• Provide transportation service in a manner which will maximize productivity.

The Bus Operator training course shall, at a minimum, to cover but not limited to): A review of applicable laws and regulations;

• The County’s Service Requirements, Policies and Administrative Procedures;

• Americans with Disabilities Act (ADA) rules and regulations;

• Vehicle Orientation - Pre and Post Trip Inspections;

• Eight (8) hours of defensive driving and safe vehicle operations;

• Sensitivity Training - Minimum six (6) hours classroom and two (2) hours “hands-on”

(including respectful language, customer assistance, working with customers with various types of disabilities, driving techniques, special consideration, loading, tie-down training and role playing).

• This training shall include empathy training, which will have Bus Operators experience first- hand what customers experience when using the service (e.g., riding up and down on a lift, entering and exiting a vehicle blindfolded, etc.).

• The sensitivity training shall also involve individuals with disabilities talking about their particular needs when traveling on the paratransit service;

• Lift/wheelchair tie-down/securement techniques and procedures for the transport of customers with wheelchairs and other mobility devices;

• Operation of radio equipment and MDT equipment in accordance with federal, state and local regulations;

• Accidents/Incidents and Emergencies - Avoiding Accidents/Incidents;

Emergencies; Completing Accident/Incident Reports

• Dealing with Blood-borne Pathogens and Air-borne Pathogens;

• Fare collection and trip classification and counting;

• Policies related to harassment and sexual harassment;

• Regulations and policies regarding customer privacy and health care information;

• First Aid Training, including cardiopulmonary resuscitation (CPR).

In addition, all Bus Operators shall receive a minimum of forty (40) hours of behind-the-wheel (BTW) training in all types of vehicles to be operated under the Contract. training shall be an appropriate mix of observing the operation of service by a Bus Operators-trainer or trainer and actual operation of vehicles while being observed by a Bus Operators-trainer/trainer.

Training also shall familiarize Bus Operators with key pick-up and drop-off locations in the Douglas County service area and major highways and streets. Training shall be integrated with map reading training to ensure that Bus Operators can apply map reading skills on the road. A complete evaluation of driving skills and proficiency with all Bus Operators requirements shall be conducted at the end of training. Additional training shall be provided if deemed necessary by the trainer. Evaluation of driving skills shall also be conducted on an ongoing basis using on-board camera systems, annually, and after any chargeable or non-chargeable accident/incident.

Training requirements shall not be waived or reduced based on employment by other companies. Prior training for employees previously employed as Bus Operators by the Vendor will be considered if the prior employment was within the past twelve (12) months and was for more than three (3) years.

Mandatory refresher training shall be provided for all Bus Operators and Road Supervisors if a pattern of preventable accidents reflects limited and/or legible attention to safe vehicle operations. Failure to improve will result in the County’s right to terminate Bus Operators who pose a threat to the safety of passengers and the traveling public as a result of their ability to perform the duties of the Bus Operator position.

No Bus Operators shall provide service for the County transportation program until such Bus Operator has been reported to County, through a certification of compliance form, of their motor vehicle record, criminal background check, pre-employment drug test results, valid Bus Operator’s license, DOT physical, and documentation of all training.

All Vendor Bus Operators assigned to Connect Douglas must be able to read, write and speak English. At the request of the County, the Vendor shall remove any Bus Operators assigned to Connect Douglas services as deemed appropriate by the County.

The Vendor shall employ Bus Operators and operations staff persons who are at all times during their employment legally licensed to operate the type of transit revenue and non-revenue vehicles utilized in Connect Douglas Service. All Vendor staff who operate assigned transit revenue vehicles for Connect Douglas must have a valid Class C driver’s license (DL) with appropriate endorsements.

The Vendor shall be entirely responsible for the employment and supervision of all the Bus Operators necessary to operate Connect Douglas services. Such responsibilities shall include, although not necessarily be limited to, Bus Operators recruitment, screening, selection, training, supervision, employee relations, evaluation, discipline, retraining, and termination. The County reserves the right to object to any Bus Operators and Vendor shall remove such person from providing services under this Agreement.

Bus Operators’ Requirements. Vendor agrees to follow all federal and state standards which govern its Bus Operators. Bus Operators shall be expected to greet passengers in a pleasant manner and be sensitive to all passenger needs. Bus Operators are expected to minimize conversations with passengers while any vehicle is in motion. Bus Operators shall be expected to assist disabled, elderly, and other special needs passengers in boarding/alighting the bus, as necessary.

Vendor agrees to maintain a file on each Bus Operator that includes copies of their annual motor vehicle records check, record of complaints, commendations and accident/incident reports, performance and documentation of training completed. In compliance with the Georgia Department of Transportation, Vendor agrees to maintain a separate confidential physical and drug screen file. All records and files shall be kept on site at the Connect Douglas facility and subject to audit by authorized Connect Douglas personnel.

• Be at least 21 years of age;

• Be a full or part-time W-2 employee of the Vendor;

• Driving recorded shall not contain any of the following;

• Have received no more than two (2) moving violations within the last three (3) years prior to application for this program;

• Have received no more than one (1) moving violation within the last twelve (12) months;

• No more than two (2) at-fault accidents in the past five (5) years;

• Any conviction of a serious traffic violation (e.g. DUI, driving with a suspended license, Reckless driving. Illegal drug conviction. Leaving the scene of an accident. Evading or attempting to elude law enforcement. Vehicular homicide. Speeding in excess of County Policy.) in the past five years, and two or more such convictions of a serious traffic violation at any time; and

• Two or more violations for failing to produce proof of liability insurance within a five-year period.

• Criminal record shall not contain any of the following:

• Any conviction or deferred adjudication within the past 10 years for any felony or any drug-related offense;

• Any conviction or deferred adjudication within the past 10 years for any theft, assault, or other conviction for any offense that conflicts with the duties of the position; and

• Any conviction or deferred adjudication at any time for any offense of a serious nature

(e.g. homicide, sexual assault of any degree) that conflicts with the duties of the position.

• Have three (3) full subsequent years with no violations, if license has ever been revoked;

Bus Operator Files. The Vendor shall maintain an on-site file on each Bus Operator and provide a signed employee certification form (certifying that the items attached to it are true and correct) for each such Bus Operator with the following items attached to it:

• An Employment Application;

• A copy of their employee photo ID;

• A copy of a valid State of Georgia Operator’s license appropriate for the size of vehicle to be operated showing a non-expired expiration date;

• Copies of Motor Vehicle Records, obtained at least yearly (three year retention).

• Verification the Bus Operators is physically capable of safely operating

• a motor vehicle.

• Verification that a pre-employment drug screen has been performed.

• Verification that pre-employment drug and alcohol testing records have been obtained from previous employers as required by 49 CFR Part 40.

• Verification that a criminal background check has been completed.

• Complaints, commendations, and accident/incident reports.

• Documentation of all training received including types of vehicles or special equipment that the Bus Operator can operate with accompanying documentation of on the road training, documentation of drug abuse and alcohol misuse training.

• Copies of all paperwork required including drug screenings in compliance with all record keeping requirements set forth in 49 CFR Part 40.

Bus Operator Responsibilities. Bus Operators will, when requested by the County will distribute notices to passengers or otherwise render assistance in monitoring and supervising operations. Bus Operators will record accurate ridership counts by passenger category (bicycles, wheelchairs). Bus Operators will record ridership counts when requested to do so. Bus Operators will include accurate route/run information during their tour of duty.

The Bus Operator is required to perform a daily pre-trip inspection before taking the vehicle out of the yard including checking out the wheelchair lift/ramp operations, camera/security system, air brake systems, tire conditions, and the general exterior and interior condition of the vehicle. Any vehicle defect is to be reported to the Vendor’s maintenance manager as recorded on a Daily Vehicle Trip Sheet to be signed by a Road Supervisor and the General Manager and/or Operations Manager each day.

Vendor shall ensure that all Bus Operators refrain from using cell phones, text messaging, or using portable computer equipment while driving. Bus Operators found to be using a cell phone or other electronic device while driving will be terminated upon notice. Vendor must replace any terminated Bus Operator within twenty-four (24) hours.

Daily Pre-Trip Inspection, Vehicle Defect Cards. The Vendor shall require each Bus Operator to complete a pre-trip and post-trip inspection prior to the beginning and end of any shift. The Bus Operator shall submit a written report indicating the condition of the vehicle and listing all defects and deficiencies likely to affect safe operation or cause a mechanical malfunction.

Daily Vehicle Inspection (DVI). Each Bus Operator shall inspect his/her assigned vehicle to ensure that it meets with state safety requirements before pulling out of the yard. If there are any defects, the Bus Operator must enter the defects on their daily vehicle inspection form. If there are no defects, the Bus Operator must sign and date the daily vehicle inspection form prior to leaving the yard.

All wheelchair lift/ramp-related equipment will be inspected, serviced, and lubricated at intervals necessary to ensure that the wheelchair lifts/ramps are fully operational whenever the vehicle is used in revenue service. Records will be maintained in regards to the maintenance and inspection of all such equipment. All wheelchair securement devices shall be inspected, serviced and maintained at intervals necessary to ensure that the equipment is fully functional whenever the vehicle is used in revenue service. If any securement device or straps are missing, Vendor shall immediately report to the County for replacement.

Records must be maintained in regards to the maintenance and inspection of all such equipment.

Brake inspections and adjustments shall be performed at intervals that ensure the safe and efficient operation of the braking system. County shall maintain brake systems so as to minimize brake noise.

All components of the bus bodies, appurtenances, and frames shall be maintained in a safe, sound, and undamaged condition at all times. Repairs to damage (including body, and all bus appurtenances) shall be made as soon as possible in accordance with the maintenance requirements in Section 12.

All odometers for vehicles must be inspected on a semi-annual basis to ensure proper mileage reporting. The Vendor shall immediately notify the County if an odometer or gauge is found not to be working. Odometer mileage shall be reported to the County after the last working day at the end of each year.

County shall equip each vehicle with:

a) A dry chemical fire extinguisher, type 1A: BC, bearing the label of Underwriter’s Laboratory, Inc., of five (5) pound capacity equipped with a pressure gauge, mounted and easily accessible to the Bus Operators.

b) A first aid kit with a minimum of twenty-four (24) units as specified by the Georgia Department of Transportation, Public Transit Office, Technical Specifications for Modified Vans, mounted at a location easily accessible to the Bus Operators.

c) Three safety triangles secured in a convenient location which will not interfere with customers.

d) Blood borne pathogen spill kits (“Bio-Hazard Kit”).

The Vendor shall maintain a current vehicle record in the ride matching software.

4. Dress Code and Conduct

a) Identification. All Vendor staff shall be required to wear agreed upon clothing or uniforms including an ID.

b) Uniform/clothing Condition. Uniforms/clothing must be professional in appearance, fit well, be clean, wrinkle free and in good condition. Bus Operators shall at all times maintain proper grooming and personal hygiene.

c) Grooming. Hair and facial hair shall be clean and neatly trimmed;

d) Safety. Considerations for operator and rider safety shall be applied to all dress code components.

e) All Bus Operators, staff and management shall maintain a pleasant, courteous, professional demeanor. Rudeness or unprofessional behavior by Bus Operators or other Vendor staff and/or management is unacceptable. If a Vendor employee or subcontracted employee is not serving customers or County staff or management appropriately, and this is documented through telephone, tape recording, bus video or other evidence, the County may require that the employee not operate or use County equipment and/or require the Vendor to provide refresher training to the employee. If unprofessional conduct continues, the County may require that the employee be removed from direct service to customers, to include termination.

H. REPORTING REQUIREMENTS

1. Federal Transit Administration Reporting Requirements

a) National Transit Database. In accordance with FTA guidelines, the Vendor will be responsible for the tracking, and collecting National Transit Database monthly and annual report data. Douglas County may also require random sampling of passenger loads, as required by NTD every three years. Douglas County will work with the Vendor to develop data collection processes and procedures. The Vendor will also be required to participate in and support NTD audits and program reviews as needed.

The Vendor shall track NTD required data including but not limited to unlinked passenger trips, farebox revenue, Actual vehicle and Revenue Service Miles and Hours, ADA Passenger Miles traveled, road calls, accidents/incidents and report totals on a monthly and yearly basis or as requested.

Vendor must submit the required data to County staff no later than 10 days after the end of each month. Vendor is responsible for remaining up to date on the FTA’s NTD Safety and Security requirements. Vendor is required on an annual basis at the end of the County’s fiscal year to provide a breakdown by mode of the expenses attributed to the following categories: General Administration, Vehicle Operations, Vehicle Maintenance, and Non-Vehicle Maintenance. Vendor must submit the required data to County staff no later than 45 days after the end the County’s fiscal year. Douglas County’s fiscal year is the calendar year.

b) Federal Triennial and State Management Reviews - Vendor will participate in Triennial

Comprehensive Reviews and State Management Reviews (TR and SMR’s) and specialized reviews as required in accordance with 49 CFR.

c) Drug and Alcohol Management Information System (MIS) - Reporting Vendors will be subject to and required to comply with all FTA and USDOT drug and alcohol testing regulations and reporting and must submit their annual drug and alcohol testing data as required by the USDOT for their Drug and Alcohol Management Information System reporting requirements.

I. MEETINGS

There will be times when the services operated by the Vendor are the topic of discussion at public meetings (Board of County Commissioners, Transportation Disadvantaged Coordinating Board, MPO Boards, etc.) Vendor management staff shall be required to attend such meetings at no additional charge to the County.

Vendor shall be present and responsive to all audits and reviews to include, but not be limited to Federal Triennial and State Management Reviews and other specialized reviews as requested by the County for reporting on ADA policies, practices, or activities performed by Vendor’s staff. Vendor shall be immediately available for such events. Whenever possible, County will notify the Vendor in advance, noting particular areas of review during such audits. Should comments be directed to Vendor operational issues, the Vendor shall submit to County within seven (7) calendar days, a plan to address the issues discussed with the auditor and/or agency conducting the review of operations and/or maintenance.

Vendor shall meet weekly or as needed with County Staff to address issues of concern regarding fixed route service, paratransit service, maintenance issues, safety concerns, and any other issues germane to the transportation program.

Vendors are also expected to review and comment on plans, equipment purchases, operational changes, maintenance and other related proposals of County that affect and/or impact the County’s public transit program. Additionally, Vendor is expected to advise County on suggestions that will improve service effectiveness, efficiency and safety.

SECTION II: SCOPE OF WORK

Douglas County is seeking an outside third-party operator to provide the operation of its public transportation Connect Douglas. The scope of this project includes all vehicle operators (drivers), minor cleaning of vehicles, supervision of services, dispatching of vehicles, administrative and customer service functions (reservationists, schedulers) marketing and promotion assistance, management oversight, and coordination with Douglas County staff to support service delivery as well as to support grants management functions, transit service enhancements or service modifications when/if applicable.

The primary intent of this eRFP is to identify a single source to provide all of the needed goods and/or services; however, Douglas County reserves the right to make split awards.

This contract will be cost-reimbursement plus management fee based. Proposers are encouraged to utilize the attached Budget Worksheet (Exhibit B). If the budget worksheet is not used, anticipated expenses must be clearly defined in the proposal.

The contract will be a three (3) year contract with a maximum of two (2) one-year options and options are at the sole discretion of Douglas County. Annual budgets are required to be submitted each year before the last business working day of April.

The annual renewal of the contract shall be based on the availability of funds and successful contract performance in the preceding year but also is subject to FTA’s early termination clauses.

Contract award will be acknowledged by the issuance of a Notice to Award. Options are contingent upon the completion of renewal criteria, including but not limited to updated proposal information, costs analysis information, favorable evaluations from passengers and Connect Douglas personnel, and approval for renewal by Douglas County. The Contract(s) resulting from this RFP are contingent upon Douglas County receiving FTA operating funding.

The following is a description of the key service policies and practices relative to the transit service to be provided:

Service Description

• Provide fixed route and complementary ADA paratransit public transit services to citizens within the Douglas County service area;

• Receive and monitor telephone calls from potential passengers for purposes of providing information, accepting reservations, multi-load scheduling and dispatching trips,

• Provide day to day oversight for the overall transportation system including operations staffing and providing safe, efficient and effective public transit;

• Meet all reporting requirements as required by FTA, ARC, THE ATL and Douglas County

Douglas County Connect Douglas currently operates five (5) fixed routes within Douglas County and complementary ADA paratransit within one-mile of the fixed routes. Douglas County provides transfers to Cobb Linc with a connection to MARTA at H. E. Holmes in Atlanta.

A. SERVICE DAYS AND HOURS

Service hours are Monday through Saturday from 6 a.m. to 8 p.m. All ADA paratransit operates during the same service hours as fixed route. ADA paratransit service is curb-to-curb next day service and reservations are accepted up to seven days in advance. Reasonable accommodation is provided as needed.

Connect Douglas does not operate on the following holidays:

New Year’s Day Memorial Day Independence Day Labor Day Thanksgiving Day Christmas Day

B. THIRD-PARTY OPERATOR SERVICE DELIVERY INNOVATION

The Third-Party Operator will be encouraged to develop innovations that promote efficiencies and the overall delivery of rural public transit services throughout the region to those that need these services most. The Third-Party Operator is encouraged to optionally recommend innovations that promote access to jobs, healthcare and education as a part of the RFP and throughout the life of the contract as they might arise.

C. CUSTOMER SERVICE AND COMMUNICATION INFORMATION

Connect Douglas shall provide all telephone communications and radio communications between in-vehicle and the office. The operator shall ensure that adequate staff is assigned to answering these phone lines in a professional and courteous manner and are able to give accurate information to the public about the service and to take, record, and transmit requests to accommodate people with disabilities. Translation service into Spanish and other languages must also be provided on request. A separate (TDD) or other accommodation for hearing impaired persons shall also be provided by the operator

D. SCHEDULING SOFTWARE

The County will collaborate with the third-party operator in procuring Scheduling and dispatch software.

E. CURRENT FARES

The operator is responsible for collecting transit fares. However, the County sets and approves all fares.

F. RIDERSHIP AND OPERATIONAL DATA

Fixed route and ADA complementary paratransit annual passenger trips and vehicle revenue miles and hours for the transit service for the three most recent years are shown in the table below.

Connect Douglas fixed-route service data

2023 2022 2021

VOMS 5 4 6

UPT 27,107 25,259 15,887

VRM 327,117 342,296 37,581

VRH 20,154 20,715 20,515

Connect Douglas ADA paratransit service data

2023 2022 2021

VOMS 3 3 3

UPT 10,327 10,224 8,046

VRM 91,399 83,540 65,128

VRH 7,434 5,849 5,278

These numbers are for planning purposes only and not a guarantee of any kind by Douglas County of the number of hours or miles of service to be delivered by the operator. The County at its option will establish the number of daily, monthly, and annual service hours to be operated based upon the available funding.

All revenues, including passenger revenues received from services provided on the county vehicles will be the property of Connect Douglas.

G. OWNERSHIP OF OPERATING RECORDS

All operating data prepared or created during the course of this contract including but not limited to driver manifests, client information, drug and alcohol testing records and vehicle maintenance records shall be the property of Douglas County. At contract turnover and at any other time Douglas County makes a request for operating records, the operator shall provide these operating records and documents in an electronic format determined by Douglas County at no additional cost to Douglas County.

H. PRICE NEGOTIATION

This contract is reimbursement plus management fee. However, following selection of the proposed contractor, Douglas County may negotiate the price proposal management, including the management fee.