EXHIBIT_A-Scope_of_Services.pdf

EXHIBIT A

RFP-26-009-FH CRANERIDES OPERATOR SERVICES

Introduction The City of Altamonte Springs, Florida (the “City”) is seeking proposals from experienced and well-qualified Proposers or individuals to provide a turnkey, full-service autonomous vehicle (AV) shuttle operation within the City’s transportation network. This initiative builds upon years of successful testing, public engagement, and proven operations to transition into a permanent, reliable transit service that complements the City’s broader mobility goals and is in accordance with the scope of services described herein.

Located approximately nine miles north of downtown Orlando, the City of Altamonte Springs is a dynamic and urbanized community with a strong history of embracing technology and innovation in transportation. For decades, the City has been a regional leader in reducing automobile dependency and supporting multimodal connectivity. The AV shuttle service represents a key component of this commitment, enhancing first-mile/last-mile access, expanding local mobility options, and integrating seamlessly with regional assets like SunRail.

The current AV service will operate along a 4.4-mile corridor that connects the Altamonte Springs SunRail station to major employment, healthcare, retail, and residential destinations within the City. In addition, the City is finalizing plans to extend the service east of the SunRail station through the East Altamonte area, further broadening access to communities, connecting additional employers, and strengthening the program’s role as a high-impact mobility solution.

Through this RFP, the City is seeking a vendor capable of delivering a complete autonomous shuttle solution, including but not limited to:

- Procurement and deployment of self-driving, multi-passenger AV shuttles;

- Procurement, installation and maintenance of all required operational infrastructure, including electrical charging systems;

- Daily operations, staffing, and supervision of AV services in accordance with City performance standards;

- Integration of real-time vehicle tracking and rider communication within a customized mobile application developed and maintained by the vendor.

The Proposer must provide detailed specifications for all proposed vehicles, demonstrate operational experience with autonomous mobility services, and present a clear strategy for system performance, rider experience, safety, maintenance, and continuous improvement.

Proposals should also incorporate innovative practices in risk mitigation, cost efficiency, and data integration, consistent with evolving transportation trends and public expectations.

It shall be the responsibility of the Proposer to recommend and provide the most appropriate autonomous vehicle (AV) type for this project, accounting for technological advances and ensuring alignment with project requirements. The Proposer must demonstrate the capacity for future technology upgrades throughout the term of the contract and identify any associated costs as part of their proposal submission.

The City currently operates the CraneRIDES service under an approved National Highway Traffic Safety Administration (NHTSA) waiver. While it is not anticipated that a new waiver will be required for this next phase of operations, the Proposer must demonstrate the capability and readiness to obtain such a waiver if necessary. The existence of a previously approved waiver provides a proven regulatory precedent and may reduce the perception of risk associated with obtaining similar approvals in the future.

The Transit Bus System Safety Program Plan (SSPP) is an existing City document that governs safety protocols, reporting, and oversight for the CraneRIDES program. The SSPP is provided in EXIHIBIT E – Transit Bus System Safety Program Plan for reference and alignment. The Proposer is not to create a new SSPP, but must ensure that all operating procedures, safety practices, and reporting mechanisms are fully consistent with the City’s existing plan and any applicable federal and state requirements. The Proposer may be required to provide periodic updates, revisions, or recommendations to improve the SSPP based on operational experience, technology updates, or changes in applicable regulations throughout the term of the contract. Any such recommendations shall be subject to City review and approval prior to implementation.

Current Status of CraneRIDES The ultimate operation of the existing route will operate along a 4.4-mile fixed-route corridor that provides local circulation throughout the Uptown Altamonte Activity Center, connecting key commercial, recreational, and residential destinations. The route forms a continuous loop between the Altamonte Springs SunRail Station and major destinations such as:

- Altamonte Mall – a regional retail and employment destination;

- Renaissance Centre – a mixed-use business and dining destination;

- Cranes Roost Park / Uptown Altamonte – the community’s central civic and entertainment hub;

- AMC Theatre – a key destination for entertainment; and

- AdventhHealth – a major healthcare and employment provider.

The corridor was strategically designed to operate on local streets and internal access drives, avoiding high-speed arterials such as State Road 436 and all Interstate 4 (“I-4”) crossings. The alignment provides safe, low-speed connectivity through Uptown Altamonte at an operational speed of approximately 15 mph, marked by pavement icons, wayfinding signage, and designated shuttle stop locations.

There are currently six (6) established shuttle stops, each ADA-accessible and located at high-demand pedestrian nodes along the route. All stops include City-branded signage and accessible boarding areas, with the flexibility to accommodate temporary relocations during construction or special events. In the ultimate condition, there are 12 permanent stops plans with five (5) in review for on-demand services.

CraneRIDES currently operates seven (7) days per week with the following service hours:

- Sunday: 10:00 am – 2:00 pm & 6:00 pm – 9:00 pm

- Monday – Friday: 7:00 am – 10:00 am, 10:00 am – 3:00 pm, & 6:00 pm – 9:00 pm

- Saturday: 11:00 am – 2:00 pm & 6:00 pm – 10:00 pm

The service headways, routing, stop locations, and schedule described within this RFP reflect the City’s current operating assumptions and are intended, where feasible to coordinate with connecting regional transit services and timed transfers. The City reserves the right to modify service days/hours, frequency, routing, stops, and / or schedule throughout the contract term based on actual ridership demand, changes to connecting transit schedules, reliability and on-time performance, traffic conditions, special events, construction impacts, and overall system performance. The selected proposer shall maintain operational flexibility to implement City-approved schedule adjustments, support public communication of changes through agreed-upon channels, and provide ongoing monitoring, reporting, and data-driven recommendations to optimize service and improve reliability.

The service is fare-free for all riders and fully staffed by trained onboard attendants who provide passenger assistance, perform pre-trip and post-trip inspections, and serve as City ambassadors during operations. Each vehicle accommodates up to 10 passengers or 9 + 1 wheelchair space, ensuring accessibility and comfort for all users.

The corridor currently utilizes a fleet of electric, ADA-compliant shuttles supported by charging infrastructure located within the Altamonte Mall / AMC Garage.

Building upon the success of the current route, the City is advancing plans for an East Altamonte route, extending service east of the SunRail Station into residential and employment areas historically underserved by traditional transit. The planned expansion will:

- Extend the route east of SunRail;

- Provide new stops near residential neighborhoods, a park, and community facilities;

- Incorporate additional vehicles to maintain the 15-minute headway standard; and

- Introduce improved connections to regional assets including SunRail, LYNX, and

AdventHealth.

The expansion corridor is currently under conceptual review and will be finalized during the design and implementation of the next service phase.

Requested Operations Daily Shuttle Operations: The Proposer is required to provide shuttle attendants to operate vehicles during all service hours. Attendants shall conduct pre-trip and post-trip inspections daily, report issues/concerns to an on-site supervisor, follow the protocols in the Transit Bus System Safety Program Plan (SSPP), and serve as ambassadors for the City by being knowledgeable about local events and geography. Supervisors shall ensure service continuity and notify the City immediately (within 5 minutes) of any interruptions. Staffing must include a local presence, with remote supervision permitted for supplementary functions where appropriate. The Proposer shall maintain at least one backup vehicle per active route. Backup vehicles may be manually operated or automated, but the system must operate in autonomous mode at a minimum of 95% of the time.

Frequency and Headways: The Proposer shall maintain a service frequency that achieves a target 15-minute headway along all active routes, representing the maximum allowable time between shuttles serving any given stop. The Proposer shall ensure sufficient vehicle availability, including the use of backup vehicles to maintain and reduce uninterrupted service at all times.

Quality of Service: Proposers shall maintain a high quality/level of service for CraneRides Operations. This includes a service uptime of 99%, 15- minute maximum headways, accessibility, vehicle cleanliness, information dissemination, and vehicle availability. Vehicles will be regularly inspected at random by City staff for service and vehicle conditions. Successful Proposers will assist City staff in reporting Quality/Level of Service reports for CraneRides operations annually.

This includes demonstration of data support the quality/level of service assessment that contains the actual number of hours operated, miles traveled, energy consumed, passengers served, successful trips, autonomous disengagements, time out of service, maintenance issues, and safety issues reported per vehicle-per year on a month-by-month basis. The successful proposer should demonstrate capabilities to maintain a high quality/level of service that meets or succeeds the City’s expectation for the CraneRides service.

Service Schedule: Service hours shall be Monday through Friday from 7:00 AM to 9:00 PM, and on weekends from 10:00 AM to 2:00 PM and 4:00 PM to 10:00 PM, subject to change based on ridership demand that is agreed upon by both the City and the Proposer. The service will operate seven days a week, with exceptions for Independence Day (July 4), Thanksgiving, Christmas Day, New Year’s Day, and other holidays as mutually agreed upon. The City reserves the right to adjust service during major events, including but not limited to the “Red, Hot and Boom” celebration at Cranes Roost Park on July 3rd. The Proposer may be required to increase service coverage during the month of December based on historical ridership patterns or at the City’s discretion.

Multi-route Capability: The Proposer shall demonstrate the capacity to operate multiple routes simultaneously. While one route is currently active, a second route east of the SunRail station is expected to launch in 2026. The system currently uses fixed routes; however, the Proposer shall prepare to support future dynamic or flexible routing based on service evolution.

Routing Adjustments and Special Events: The City will coordinate with the Proposer on all required route modifications due to construction, emergencies, or special events. Upon City notification, the Proposer shall submit an alternative operations plan including revised routing, stop adjustments, staffing deployment, and public communications. The Proposer is required to be able to implement temporary changes with minimal notice and issue real-time service updates via mobile apps, onboard announcements, and physical signage.

Backup Vehicle Availability: The Proposer shall demonstrate capabilities to provide the required number of autonomous vehicles as backup or standby to maintain 15-minute headways on all service routes. The Proposer is encouraged to demonstrate system capabilities to rotate vehicles into service to preserve battery on route, share usage and vehicle mileage across fleet, and maintain a high level of service with minimal disruptions and 15-minute headways from end to end of each route.

System Uptime and Continuity: The Proposer must guarantee a minimum system uptime of 95%.

The Proposer shall implement and maintain protocols for managing service disruptions caused by weather, mechanical issues, or staffing shortages. These shall include defined workflows, resolution timelines, City notifications, and public communications. The Proposer shall also assist with the development and ongoing maintenance of the City’s Transit Bus System Safety Program Plan (SSPP), ensuring it remains current and aligned with operational procedures. In the event of a service disruption, the Proposer must contact the City within five (5) minutes and activate the pre-approved contingency plan, which may include standby vehicle deployment, route adjustments, or coordinated third-party support.

Route Configuration and Operational Flexibility: Conceptual route maps are included as part of this RFP (Reference: Exhibit B) and are intended to provide initial configurations. These maps are subject to change at any time during the term of the contract, pending mutual agreement between the Proposer and the City. The Proposer should be aware that Altamonte Springs frequently hosts large public events at Cranes Roost Park and other venues, which may necessitate temporary modifications to established routes. During such periods, the Proposer shall be responsible for analyzing conditions and implementing appropriate alternative routes to maintain continuity of service. Additionally, the Proposer may be requested to provide planning assistance and technical insight during the finalization of all operating routes, schedules, and designated passenger loading and unloading locations.

Operations and Staffing: The Proposer is required to supply all necessary staff for vehicle operations, routine and emergency maintenance, fleet storage, and overall program management. Staffing levels must be adequate to maintain consistent service and respond to operational issues in a timely manner.

The proposed AV system must support multiple modes of service operation. This includes scheduled stop service as well as on-demand-response routing based on real-time rider requests.

The Proposer must have the capability to monitor, modify, and manage all modes of operation remotely.

The Proposer is responsible for verifying that all shuttle stops meet applicable Americans with Disabilities Act (ADA) standards and shall ensure that necessary accommodations are provided for passengers requiring assistance.

The Proposed must maintain a minimum of 95% system uptime and clearly define service interruption protocols including communication workflows and return-to-service timeframes following weather or operational disruptions.

Fare-Free Service: The CraneRIDES service shall remain fare-free for all riders. The Proposer is prohibited from collecting fares, accepting tips, or charging passengers any form of fee for service. This includes direct or indirect fare collection through mobile applications, onboard systems, or third-party partners. The intent of the program is to provide a universally accessible, equitable, publicly funded mobility option that enhances community connectivity without cost to riders.

Americans with Disabilities (ADA) Act: The Proposer must ensure that all services, vehicles and stops are fully ADA-complaint and designed for safe and convenient passenger access. The Proposer shall coordinate with the City regarding the stop locations, and any proposed temporary or permanent adjustments. Where compliance is not feasible, the Proposer shall provide suitable accommodations for passengers requiring assistance. Stop signage, wayfinding, and branding shall conform to City standards and be maintained in good condition at all times. Where feasible, stops should be designed for flexible relocation or modification to accommodate route changes or special events.

The Proposer shall describe in detail how accessibility will be ensured for individuals with mobility devices, wheelchairs, visual impairments, or cognitive disabilities. Accessibility measures shall include, but are not limited to:

- Automatic or deployable ramps or lifts for boarding and alighting.

- Securement systems and designated spaces for wheelchairs or mobility devices.

- Audible and visual communication aids for passengers with hearing or vision impairments.

- Attendant protocols and staff training to assist riders with disabilities safely and respectfully.

Safety Safety Protocols and Standard Operating Procedures: The Proposer shall implement comprehensive safety protocols that govern all aspects of shuttle operations. At a minimum, these protocols are required to include: daily vehicle inspection checklists, shift-start safety verification procedures, hazard mitigation protocols, safe boarding procedures, and communication protocols for abnormal conditions. All safety procedures must align with the City’s Transit Bus System Safety Program Plan (SSPP) Reference EXIHIBIT E. The Proposer is required to submit these protocols and checklists with their proposal.

The Proposer shall also develop and maintain a full suite of Standard Operating Procedures (SOPs) addressing shuttle operation, passenger safety, emergency response, service rerouting, and system shutdown procedures. These SOPs must comply with the SSPP and be submitted with the RFP response. SOPs shall be subject to City review and updated as operations evolve.

Incident Reporting and Investigation: The Proposer shall notify the City within two (2) hours of any safety event meeting the Federal Transit Administration (FTA) reporting threshold, as defined under 49 CFR Part 674. The Proposer must also report such events to the appropriate State Safety Oversight Authority (SSOA) and the FTA within the same timeline.

A Root Cause Analysis and Corrective Action Plan must be submitted to the City’s Project Manager within five (5) business days of any incident. These reports must include a summary of the event, findings, contributing factors, and proposed corrective actions with timelines and responsible parties. All investigations shall conform to FTA guidelines and integrate with the City’s SSPP.

Integration with Road Closure Notification Systems: The City uses the Causeway One.Network platform and its website to distribute real-time lane closure and roadway disruption information.

The Proposer shall integrate its operations with the Causeway One.Network system and be capable of transitioning to any future notification systems adopted by the City. Integration with the FDOT 511 and SunGuide systems is also required for monitoring broader regional impacts on shuttle service.

Regulatory Compliance Requirements: The Proposer shall comply with all applicable local, state, and federal safety regulations, including but not limited to:

- FTA regulations in 49 CFR Parts 672 and 674

- Federal Motor Vehicle Safety Standards (FMVSS)

- Florida statutes related to autonomous vehicle operation

- Florida Administration Code Chapter 14-90

- City ordinances and safety policies

The Proposer is required to submit to the City’s Project Manager, monthly Safety Management System (SMS) compliance reports, participate in annual safety reviews with the City, and notify the City of procedural changes 30 days in advance.

Coordinators and Stakeholder Engagement Coordination with Property Owners Along the Route: The Proposer shall assign a dedicated liaison responsible for coordinating with property managers, transit coordinators, and stakeholders along each shuttle route. This liaison shall serve as the primary point of contact for all property-related operational matters and shall ensure the shuttle service is aligned with the access, visibility, and functional needs of adjacent commercial, residential, and civic properties.

The liaison shall coordinate in advance with property owners on matters including, but not limited to:

• Shuttle stop location modifications;

• Temporary service interruptions or detours;

• On-site special events impacting shuttle operations;

• Public feedback collection and issue resolution;

• Exploration of co-marketing opportunities or property-specific promotions on or through the shuttle system.

The Proposer shall notify affected properties of service changes or disruptions in a timely manner and work collaboratively to minimize operational impacts.

Coordination with Transportation Partners: The Proposer shall coordinate proactively and continuously with the following transportation partners:

• SunRail

• LYNX (Central Florida Regional Transportation Authority)

• Florida Department of Transportation (FDOT)

• Seminole County Government

Collaboration shall include, but is not limited to:

• Real-time data sharing to support rider information systems and regional performance analytics;

• Transfer coordination to optimize multimodal connections and minimize wait times at shared hubs or transfer points;

• Joint service planning to support expansion, connectivity, and network optimization;

• Infrastructure collaboration such as planning for charging station siting, use of public rights-of-way, and utility coordination;

• Participation in grant or joint procurement efforts, where applicable;

• Incident coordination and joint response planning for service interruptions, road closures, and emergencies;

• Public outreach alignment for coordinated rider communication and shared branding opportunities where appropriate.

The Proposer shall attend regular planning meetings or working groups hosted by these partners and shall maintain transparent communication with all relevant entities as the system evolves.

Coordination with City Departments and Regional Planning Organizations: The Proposer shall maintain ongoing coordination with the following City departments and regional organizations to support the planning, delivery, and evolution of the CraneRIDES shuttle system:

• Public Works and Utilities Department

• Growth Management Department

• Communications Department

• MetroPlan Orlando

• Additional City departments or relevant advocacy groups as identified by the City, particularly those focused on transit, AVs, accessibility, or emerging technologies

This coordination shall include:

• Permitting and right-of-way use for infrastructure installations or stop modifications;

• Routing and service changes, including temporary detours or expansions;

• Data sharing for transportation modeling, performance metrics, and regional mobility planning;

• Public outreach and participation in community engagement efforts led by City or partner agencies;

• Support for grant applications or regional funding proposals, including provision of system data and narratives;

• Integration with broader planning goals, such as Vision Zero, Complete Streets, and technology pilot programs.

The Proposer shall participate in stakeholder meetings, respond to data requests, and contribute operational insights to support policy development and regional coordination.

Marketing and Community Outreach Outreach and Education Materials: The Proposer shall support the City in the development of a comprehensive suite of educational and promotional materials to enhance rider engagement and system awareness. Primary responsibility for the creation of such materials rests with the City.

The Proposer’s role is to provide input, coordination, and supplemental production or distribution assistance as requested by the City. Any materials produced by the Proposer shall be subject to City review and approval.

The scope of materials may include, but is not limited to:

- Printed brochures, flyers, and route maps

- Wayfinding signage and shuttle stop panels

- Video content for kiosks, online platforms, or educational use

- Interactive digital guides and mobile content

- Event outreach booths or displays

- Branded giveaways and instructional collateral

All materials must be available in both physical and digital formats, ADA-compliant, and aligned with City branding. Distribution shall include community centers, shuttle stops, kiosks, and online channels including websites, email, and social media platforms.

Event Participation and Community Engagement: The Proposer shall participate in public events to promote awareness, understanding, and engagement with the CraneRIDES service.

Participation may include, but is not limited to:

- City-hosted events (to be specified by the City)

- Regional events hosted by partner organizations such as MetroPlan Orlando, LYNX, and

Bike/Walk Central Florida

- School events, educational initiatives, and youth transportation awareness programs

- Community festivals, transportation fairs, and other civic or neighborhood events as identified by the City

At these events, the Proposer may be required to:

- Conduct shuttle demonstrations, both stationary and live

- Provide educational booths at City events with staff representatives

- Distribute City-approved branded materials and promotional items

- Answer questions and provide accurate service and safety information to the public

- Support event logistics in collaboration with or under the direction of City staff

Event participation shall be planned and coordinated through the City’s Communications Division. The Proposer may be expected to attend events independently, jointly with City representatives, or provide staffing, materials, and setup assistance to support City-led outreach.

Social Media Strategy and Website Updates: The Proposer is encouraged to maintain its own social media presence specific to the CraneRIDES service. In addition, the Proposer shall contribute content regularly for the City’s official communications channels, including social media accounts managed by the City’s Communications Division.

The Proposer shall collaborate with the City to ensure that all messaging is timely, accurate, and aligned with the City’s branding and communications standards. This includes joint planning for public engagement campaigns, service awareness initiatives, and event promotion.

The CraneRIDES web presence will reside on the City’s official website. The Proposer shall provide timely updates and content to the City for the maintenance of this page, including but not limited to:

- Service alerts and detours

- Milestone achievements such as ridership benchmarks

- Educational content regarding AV technology and rider safety

- Event announcements and recaps, including photos or media

- Operational updates, seasonal changes, or promotional campaigns

Content shall be submitted in formats and at intervals agreed upon by the City. The Proposer must ensure all submitted materials meet ADA accessibility standards and are available in multiple languages where applicable.

City Ambassadors and Outreach Liaisons: Shuttle attendants shall serve as public-facing ambassadors for the City and the CraneRIDES program. As the primary point of contact for many riders, attendants must be trained to engage the public in a professional, friendly, and informative manner.

The Proposer shall ensure that all attendants are knowledgeable in the following areas:

- Current and upcoming City events and programs

- Shuttle operations and schedules, including stop locations and service alerts

- Key destinations and attractions within Altamonte Springs

- Regional transit connectivity, including LYNX and SunRail service information

The City may coordinate and host an annual orientation or update session for shuttle attendants to ensure they are informed of the latest City initiatives and outreach priorities.

Attendants shall wear City-approved branded CraneRIDES uniforms while on duty and must carry outreach materials as provided or approved by the City. These materials may include, but not limited to brochures, maps, promotional items, or FAQs intended to assist and engage riders.

Community Engagement and Public Communication: The Proposer shall collaborate with the City to develop and implement a proactive community outreach and education strategy. This shall include regular updates and engagement through both the City’s and the Proposer’s digital platforms (e.g., website, social media, email) as well as print materials and other collateral. The Proposer shall incorporate community education and marketing materials into their proposed budget. Any materials developed must be approved by the City prior to distribution.

The Proposer shall coordinate with the City prior to conducting interviews or providing public statements about the project to ensure consistency in messaging.

The Proposer shall serve as the primary contact for customer service and inquiries related to the service and shall assist the City in responding to direct public inquiries. Monthly reports detailing the nature and number of customer service inquiries and responses shall be provided to the City.

The Proposer must be available upon request to present project updates or overviews to the City Commission, partner organizations, and community stakeholders.

First Responder Training First Responder Training and Emergency Preparedness: The Proposer shall provide autonomous vehicle-specific emergency response training to the following public safety agencies:

- Altamonte Springs Police Department

- Seminole County Sheriff’s Office

- Seminole County Fire Department

- Seminole County EMS

- Any additional public safety agencies requesting training or identified by the City

Training shall focus on safe interaction with AV technologies, emergency vehicle shutdown procedures, passenger assistance during emergencies, manual override capabilities, and post-incident communication protocols.

Train-the-Trainer Model To ensure broad and sustainable preparedness across all agencies, the Proposer shall implement a train-the-trainer approach as part of the initial and annual training programs. Under this model, the Proposer will:

- Provide in-depth instruction to a designated group of lead personnel (“trainers”) from each participating agency.

- Supply all necessary training materials, reference guides, and scenario scripts for use by those trainers in conducting internal department-level sessions.

- Ensure that trainers are fully qualified to deliver consistent and accurate instruction on AV system safety, emergency procedures, and technology functions.

- Provide materials, certifications, and updates for inclusion in the Transit Bus System Safety Program Plan. Reference EXHIBIT E – Transit Bus System Safety Program Plan

This approach enables agencies to independently train new staff and conduct ongoing refresher sessions, maintaining operational readiness without relying solely on vendor-led instruction.

Training Cadence and Exercises: The Proposer shall coordinate and conduct AV-specific emergency response training on an annual basis. Each session shall be tailored to the participating agencies and include a mix of classroom instruction and scenario-based training exercises, which may include:

- Mock incident response involving AVs

- Vehicle override and recovery procedures

- Passenger evacuation and medical access drills

- Coordination exercises with fire suppression and law enforcement units

The Proposer shall be responsible for documenting all training sessions, including attendance rosters, training content, and feedback received. These records must be submitted to the City within five (5) business days following each training event and retained by the Proposer for a minimum of five (5) years.

Ongoing Refresher Programs: In addition to initial and annual first responder training, the Proposer shall conduct annual refresher training, which may be held in conjunction with the primary annual training session. These refresher programs shall ensure that emergency personnel remain familiar with the unique procedures and technologies associated with the CraneRIDES AV system.

The Proposer shall also identify the need for interim refresher training as system updates, vehicle changes, or operational modifications are implemented. It is the Proposer’s responsibility to evaluate when supplemental training is warranted and to coordinate accordingly with the affected agencies.

All refresher training sessions shall be reported to the City in advance, including the schedule, training content, and list of participating agencies. Following the session, training documentation shall be submitted to the City within five (5) business days.

Maintenance and Support Preventive and Corrective Maintenance Schedules: The Proposer shall implement a comprehensive preventive and corrective maintenance program that aligns with the procedures outlined in the City’s Transit Bus System Safety Program Plan (SSPP). At minimum, the program shall include:

- Daily pre-trip and post-trip inspections of all vehicles

- Scheduled manufacturer-recommended maintenance intervals for all vehicle systems and components

- Software and firmware updates for vehicle control systems, onboard equipment, and communications platforms

- Preventive maintenance plans shall be submitted with the proposal and are subject to

City review and approval.

The Proposer shall respond to all corrective maintenance issues in a timely manner based on severity:

- Critical safety or operational issues must be addressed within four (4) hours

- Non-critical but service-impacting issues shall be addressed within twenty-four (24) hours

- Minor issues not impacting service must be resolved within seventy-two (72) hours

All completed maintenance activities must be documented and submitted in monthly maintenance logs, including resolution timeframes and any parts replaced or systems updated.

Battery Health Monitoring and Weather Protocols: The Proposer shall be responsible for implementing a battery health monitoring and charging strategy that ensures uninterrupted shuttle service and adherence to headway schedules. The Proposer must ensure vehicles do not run out of charge during operations. The Proposer may determine the appropriate battery reserve thresholds provided service is not disrupted. Severe weather response protocols must define decision-making authority for suspension and resumption of service, typically resuming the once the serve weather has passed. The plan must include:

- Real-time monitoring of battery status for each vehicle

- Return-to-charge protocols at no lower than 20–30% battery level, or earlier as needed based on route demands

- Preventive charging cycles to align with service windows and avoid in-service power depletion

- Documentation of battery performance trends and proactive identification of degradation or faults

Service disruptions due to battery depletion are not acceptable. The Proposer must deploy vehicles and plan routes to maintain full-service coverage and specified headways at all times.

In response to severe weather events, including tropical storms, hurricanes, extreme heat, or cold conditions, the Proposer shall:

- Suspend service only with City authorization or under emergency orders

- Ensure shuttle protection and secure relocation in anticipation of flooding or wind damage

- Follow a pre-approved Extreme Weather Response Plan that includes contingency service communications, safe relocation of assets, and reactivation timelines

The Proposer must store vehicles in a location protected from flooding and wind damage.

Currently, the second floor of the AMC Parking Garage is used for storm sheltering. The Proposer shall submit a plan for secure storage and storm preparation, which will be reviewed and approved by the City.

On-Site Service and Warranty Support: The Proposer shall provide locally based technicians or service personnel capable of performing routine and minor repairs on-site. These services shall include:

- Software diagnostics and updates

- Component swaps (e.g., sensors, mirrors, lights, minor hardware)

- Interior repairs and fixture replacements

- Minor body work and cosmetic fixes

Repairs that require specialized equipment, complex diagnostics, or proprietary tools (e.g., drivetrain, advanced sensor recalibration, or chassis issues) may be conducted off-site in coordination with the vehicle manufacturer or OEM.

The Proposer shall be responsible for managing all warranty claims directly with OEMs, vendors, and suppliers. This includes initiating claims, documenting issues, coordinating service logistics, and ensuring timely resolution with minimal disruption to operations. The City shall be notified of all warranty-related service activities that impact daily operations or vehicle availability.

Warranty and Support Provisions: The Proposer shall ensure that all vehicles, equipment, and software deployed for the CraneRIDES service are covered by a comprehensive warranty program. At minimum the vehicle shall operate with 15-minute headways, the Proposer must ensure that the warranty and support compliment that headway requirement. The following warranty durations are recommended and should be considered:

- Vehicle chassis and drivetrain: 3 years or 36,000 miles

- Battery systems: 5 years or 100,000 miles

- Software and firmware updates: 1 year of full coverage with ongoing support included in operations thereafter

The Proposer shall provide a detailed warranty matrix or schedule with their proposal, outlining coverage terms, start and end dates, and procedures for submitting claims.

Additionally, proposals must include a post-warranty support plan that outlines:

- Availability of replacement parts and lead times

- Options for extended warranties or service contracts

- Strategy for managing critical components once warranty periods expire

- Identification of support partners or OEM resources

Technology and System Integration Signal Interaction and Onboard Unit (OBU) Functionality: Although current CraneRIDES shuttles are not equipped to communicate with traffic signal infrastructure, future service expansion may require integration with local and regional signal systems.

The Proposer shall ensure that all AVs deployed for service either:

- Are equipped with onboard units (OBUs) capable of signal communication, or

- Can be upgraded and fully integrated with traffic signal systems within one (1) year of deployment

The Proposer shall support and, where applicable, lead coordination efforts to integrate with signal systems operated by the Florida Department of Transportation (FDOT) and Seminole County.

City expectations for signal interaction include:

- Vehicle detection and recognition by smart signal infrastructure

- Data sharing regarding vehicle presence, timing, and performance

- Signal priority requests for AVs, where approved by FDOT or Seminole County

- The Proposer shall participate in any signal integration pilots or planning processes led by the City or its partners.

- On board cellular modem to provide real time location data for traffic signal operations.

General Transit Feed Specification (GTFS) and Real-Time Transit Data Integration: The Proposer shall produce and maintain a GTFS-Real Time (GTFS-RT) feed for all routes operated under the CraneRIDES program. This feed must include accurate vehicle locations, arrival predictions, and service alerts in real time.

The Proposer shall ensure that the GTFS-RT feed is:

- Integrated with regional transit partners such as LYNX and SunRail

- Available to third-party platforms including Google Maps, Apple Maps, and other rider-facing applications, with specific integration of the service into wayfinding and route planning software.

- Compatible with the City’s Digital Twin platform, which will use real-time transit data for performance monitoring and planning

The Proposer shall be responsible for validating GTFS data, maintaining feed accuracy, and promptly updating route changes, stop locations, and schedule adjustments as needed. All data shall conform to GTFS and GTFS-RT technical specifications and industry best practices. The GTFS- RT feed must integrate with both the CraneRIDES-specific mobile application and open third-party transit platforms.

General Transit Feed Specification (GTFS) Schedule: The Proposer shall publish and maintain a standard GTFS schedule feed, representing the fixed-route operations of the CraneRIDES service.

Key requirements include:

- Inclusion of accurate metadata for agencies, routes, trips, stop times, shapes, and calendar dates in a valid GTFS structure.

- Support for multilayered service modeling, such as distinct service types (e.g., circulator, hospital connector, East Altamonte).

- Integration with regional transit systems (e.g., LYNX, SunRail) to enhance multimodal journey planning.

- Compatibility with third-party tools, including Google Maps, Apple Maps, and local wayfinding services.

- Availability for incorporation into the City’s Digital Twin.

General Transit Feed Specification (GTFS-FLEX): The Proposer shall produce and maintain a GTFS-Flex feed, supporting demand-responsive route options across the CraneRIDES service area. This feed must complement the GTFS static and real-time feeds and include features such as:

- Flexible pickup and drop-off zones, ride-booking rules, booking windows to enable dial-a-ride, route deviation, and point-to-zone services in accordance with GTFS-Flex specifications.

- Compliance with GTFS-Flex technical guidelines, ensuring integration with onboard systems, dispatch platforms, and third-party trip planning tools.

The Proposer shall ensure that the GTFS-Flex feed is:

- Integrated with regional partners such as FDOT, LYNX and SunRail

- Ensure GTFS data produced conforms to standards accepted by major wayfinding application provides (e.g. Transit App, Google, Apple Maps, Waze).

- Host all GTFS data in an appropriate feed repository accessible by third-party aggregators.

- Compatible with the City’s Digital Twin platform for performance monitoring.

The Proposer shall be responsible for maintaining feed accuracy:

- Feed accuracy;

- Validating data against GTFS-Flex standards;

- Promptly updating zone definitions, booking rules, and service configurations when operational changes occur.

Application Programming Interface (API) and System-Level Integrations: The Proposer shall provide open and documented APIs to support system interoperability, data exchange, and public transparency. These APIs must be accessible to the City and authorized partners for use in planning, monitoring, and public communication.

API integrations shall include, but are not limited to, compatibility with:

- SunRail and LYNX transit systems

- Florida Department of Transportation (FDOT) data systems (SunStore)

- The City’s Digital Twin platform

- Future municipal systems, such as City dashboards or regional mobility applications

APIs must support delivery of both real-time transit data and historical performance logs, including:

- Vehicle locations and timestamps

- Headway adherence and on-time performance

- Ridership data and stop-level activity

- Service interruptions and alerts

The Proposer shall ensure that APIs meet security standards, offer uptime guarantees, and are updated as system functionality evolves.

Digital Twin Integration: The Proposer shall support the integration of CraneRIDES service data into the City’s Digital Twin platform, which serves as a dynamic tool for:

- Performance monitoring of the shuttle system

- Service planning and visualization of route operations

- Impact analysis for future developments and growth

- Transit scenario modeling to evaluate infrastructure and operational changes

The Proposer shall be responsible for feeding real-time and historical service data into the Digital Twin environment in a structured, secure, and continuous manner. This includes data on shuttle movements, ridership trends, headway adherence, and service modifications.

Additionally, the Proposer shall collaborate with the City on the development and application of simulation tools that utilize Digital Twin data to forecast outcomes, test new service concepts, and improve operational efficiency.

Fleet and Vehicle Requirements It is the responsibility of the Proposer to provide the most appropriate type of vehicle that meets the requirements of this project while also leveraging advancements in technology. Proposals must clearly demonstrate the ability to upgrade technology throughout the contract term, with associated costs identified.

ADA Compliance and Passenger Comfort Features: The Proposer shall ensure that all autonomous vehicles deployed under the CraneRIDES service are fully compliant with the Americans with Disabilities Act (ADA). Compliance features must include, but are not limited to:

- ADA-accessible boarding mechanisms (e.g., ramps or lifts)

- Wheelchair securement systems and designated space

- Visual and audible stop announcements

- Signage and displays that meet accessibility standards

- In addition, vehicles must provide a comfortable and safe passenger experience, including the following features:

- Adequate and ergonomic seating

- Functional climate control systems (air conditioning and heating)

- Interior lighting appropriate for all hours of operation

The Proposer shall submit vehicle specifications and proposed interior layouts with the proposal to demonstrate compliance with these requirements. All vehicle designs are subject to City approval.

Charging Infrastructure and Utility Coordination: The Proposer shall be responsible for maintaining and operating the EV charging infrastructure required to support the CraneRIDES program. The selected Proposer will be expected to assume responsibility for the chargers located in the AMC Parking Garage And coordinate for new installations as routes expand.

The Proposer shall:

- Participate in the planning and siting of new charging infrastructure for current and future routes

- Coordinate with the City and relevant utility providers, including Duke Energy, to ensure appropriate capacity and service availability

- Monitor charger performance during daily operations and promptly report issues or outages to the City

AV Shuttle Requirements: The proposer must ensure that all vehicles comply with all federal, state, and local regulations, including Florida Statutes 316.85, 316.2122, 319.145, and 627.749.

All necessary licenses, certifications and/or approvals for operations, whether federal, state, or local are the responsibility of the Proposer to obtain.

The Proposer must provide vehicles capable of achieving self-certification consistent with Federal Motor Vehicle Safety Standards (FMVSS) and inclusive of an AV system consistent with the USDOT Fifteen-Point Safety Assessment for deploying automated vehicle technologies.

If a Proposer cannot certify that the proposed vehicle complies with all applicable FMVSSS, an exemption from National Highway Traffic Safety Administration (NHTSA) must be obtained prior to testing or operation on public roadways.

Vehicles must be capable of attaining a minimum autonomous navigation Level 3 in accordance with the latest standards set forth by the Society of Automotive Engineers (SAE) International Standard J3016 at contract initiation, with a roadmap to achieve Level 4 within the initial term.

Before reaching Level 4, the Proposer must provide proof to the City and FDOT that they are capable of this level of autonomous navigation, including documentation regarding the number of events and time the vehicles have had to disengage during the initial Level 3 operation. NHTSA approval would be required as well prior to operating at Level 4.

The Proposer must outline the fallback vehicle procedure(s) for achieving minimal risk conditions following automated driving systems failure or unexpected circumstances.

The Proposer must clearly describe all operational costs for the proposed fallback vehicle procedures, e.g., on-board or remote vehicle operator costs (Level 3) versus automated driving systems (Level 4 or 5).

Until Level 4 automation has been approved and successfully implemented, vehicle attendants must be provided on each vehicle by the Proposer. Attendants must undergo professional training on the vehicle operations and technology. Their role is to serve as onboard hosts that welcome and assist the riders, and they serve as backup drivers only when an autonomous disengagement occurs. The attendants must have a uniform/appearance that matches the aesthetics of the vehicles, and is preapproved by the City.

All vehicles must incorporate redundant systems for each of the following vehicle systems:

- Braking

- Sensor/Object and Event detection

- Navigation

- Determination of signal phase and status

- Emergency exit with manual operation

Vehicles must be electrical propulsion, with the ability to operate and be charged without wireline or dedicated track infrastructure. The Proposer should be capable of supporting technology upgrades with vehicle charging systems and those costs should be included within the price proposal as optional fess. This includes upgrading vehicle charging systems to inductive charging.

The proposer must be able to demonstrate that the vehicle(s) proposed can operate at minimum speeds and will achieve the 15-minute headway, will not act in a way to discourage users from riding the system, or negatively impact the safety of other users of the roadway. This service must continue to be convenient to users and the Proposer must implement innovative ways that the service can minimize ride times and wait times for users.

Vehicles must be capable of maintaining automated driving system operations in various weather and atmospheric conditions that may limit sensor…