Exhibit_-_D_-_Facility_Incident-Repair_Request_Procedure_04.22.26.pdf

CITY OF PHOENIX

PUBLIC TRANSIT DEPARTMENT

DEPARTMENTAL POLICY/PROCEDURE

Pages

Subject

FACILITY INCIDENT/REPAIR REQUEST PROCEDURE

Category

MAINTENANCE

Policy/Procedure Owner Deputy Public Transit Director

Initiating Division Facilities

Effective/Revision Date 04/22/2026

Policy/Procedure User(s) PTD Staff, Transit Unit, and Contractors

Revision Number

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1. Purpose The purpose of this Exhibit is to establish the procedures for reporting, documenting, and coordinating repairs for any damage to City of Phoenix Public Transit Department (PTD) facilities, equipment, or assets. These requirements apply to all PTD staff, Police Transit Unit (TU), contractors, tenants, and vendors operating at PTD facilities.

2. Scope This procedure applies to all PTD facilities, including:

• Transit Department Headquarters

• Transit Centers

• Park-and-Ride locations

• North, South, and West Operating Facilities

2.1 All incidents involving damage to City property must be reported and documented in accordance with this Exhibit.

3. Points of Contact

3.1 During after-hours or weekend emergencies, the following PTD Facilities Division staff shall be contacted:

PTD Emergency Contact List PTD Facility Staff Contact Phone Number

Transit Department Headquarters

Danny Medina / Craig Lang Email: danny.medina@phoenix.gov craig.lang@phoenix.gov

Danny: 602-323-4566 Craig: 602-206-8065

Transit Centers Danny Medina / Craig Lang

Park-and-Rides Danny Medina / Craig Lang

Operating Facilities (North, South, West)

Danny Medina / Craig Lang mailto:danny.medina@phoenix.gov mailto:craig.lang@phoenix.gov mailto:danny.medina@phoenix.gov mailto:craig.lang@phoenix.gov mailto:danny.medina@phoenix.gov mailto:craig.lang@phoenix.gov mailto:danny.medina@phoenix.gov mailto:craig.lang@phoenix.gov

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3.2 Normal business hours are 7:00 a.m. to 4:00 p.m., Monday through Friday, excluding City holidays.

3.3 Emergencies include life-safety issues or building/equipment failures that hinder operations or may cause further damage.

3.4 Life-threatening situations or widespread property damage require calling 911.

4. Incident Reporting Requirements

4.1 Any individual who discovers or causes damage to City property shall:

• Complete the Public Transit Department Incident/Repair Service Request

Form

• Notify their supervisor immediately

• Notify on-site security staff, if applicable

• Notify the City Contract Manager responsible for their contract

• Submit the completed incident form to the City Contract Manager as soon as possible o Provide photographs of all damage as required o Copy of quotes/estimates for damages o Other documentation, if applicable

4.2 All incident forms must be complete and signed. Incomplete forms will be returned.

4.3 All damaged City property shall be reviewed and repaired by PTD Facilities Maintenance staff unless otherwise directed by PTD management.

5. Repair Coordination

5.1 All repairs must follow City purchasing guidelines and restore the asset to its pre-incident condition.

5.2 Contractors must follow Original Equipment Manufacturer (OEM) specifications for all equipment they operate or maintain.

5.3 The City will coordinate all repairs through:

• PTD Facilities Maintenance Contractor (FMC)

• Facilities Cleaning Contractor

• Other City departments

• City-contracted vendors

6. Contractor Responsibility and Damage Recovery

6.1 Contractors are financially responsible for damage caused by:

• Misuse

• Abuse

• Neglect

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• Accidents

• Improper operation

• Theft by their employees, subcontractors, or visitors

6.2 Repair costs will be charged to the contractor responsible.

6.3 The repairs shall be performed, as directed by the City, by the Facilities Maintenance Contractor (FMC), other City departments, or City contracted vendor and charged to the contractor responsible.

6.4 Initial communication regarding damages and recovery costs shall be conducted through the City Contract Manager.

6.5 Contractors must submit disputes in writing via email to the City Contract Manager within five (5) business days of receiving the Incident Report.

6.6 The PTD Facilities Division will review disputes and provide a written response within five (5) business days of receipt.

6.7 Invoicing for recovery costs is managed by the PTD Management Services Division and issued after the City processes payment for completed repairs.

6.8 Any repairs authorized by the City must follow City purchasing guidelines to restore the equipment or property to its condition prior to the damage.

7. Responsibilities

7.1 All PTD staff, TU officers, contractors, tenants, and vendors must comply with this Incident Report Procedure.

7.2 Failure to follow these procedures may result in corrective action, contract remedies, or cost recovery.

8. Required Form

8.1 The Public Transit Department Incident/Repair Service Request Form is incorporated into this procedure and is referenced below as an Exhibit A - Incident/Repair Service Request Form.

8.2 The form must be used for all facility damage reporting and must include:

• Incident date and time

• Facility and location

• Description of damage

• Security notification status

• Photos of damage

• Contact information for the reporting party

9. City Use and Assignment

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9.1 Upon receipt, the City will assign the incident to the appropriate staff or contractor for review and repair.

9.2 The City may outsource repairs at its discretion.

9.3 All repairs must be documented in accordance with City standards.

10. Incorporation Into Contract

10.1 This Exhibit shall be incorporated into and made part of the Contract between the Contractor and the City of Phoenix Public Transit Department.

10.2 Contractor compliance with this Exhibit is a material contractual obligation.

Approved By: Approved By:

Jesús Sapien, Director Joseph Bowar, Deputy Director Public Transit Department Public Transit Department

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Exhibit A - Incident/Repair Service Request Form

Public Transit Department

INCIDENT / REPAIR SERVICE REQUEST FORM

North Transit Facility

South Transit Facility

West Transit Facility

Other Facility

INCIDENT DATE: EQUIPMENT OR VEHICLE #:

TIME OF REPORT:

PERSON REPORTING INCIDENT / REQUEST:

CONTACT NUMBER

WAS SITE SECURITY NOTIFIED?

Yes No

BUILDING

LOCATION:

DAMAGED

REPAIR/SERVICE

GIVE A COMPLETE DESCRIPTION OF WHAT WAS DAMAGED OR NEEDING REPAIR/SERVICE

Damage to City property must be reported ASAP. Photos shall be taken of all damage and submitted as an attachment.

All City Property repairs shall be conducted by City staff or their contractors, unless otherwise agreed to by Management.

THIS SECTION IS FOR CITY USE ONLY

Assigned to:

DATE:

COMMENTS

OUTSOURCED:

Yes

No

Service Contractor: