Exhibit_Z_-_Facility_Incident_Report_Procedure.pdf

CITY OF PHOENIX

PUBLIC TRANSIT DEPARTMENT

DEPARTMENTAL POLICY/PROCEDURE

Pages

Subject

FACILITY DAMAGE-INCIDENT REPORT PROCEDURE

Effective 10/31/2014

Policy/Procedure Owner Public Transit Deputy Director

Initiating Division Facilities Division

Revision Date 3/18/26

Policy/Procedure User(s) PTD, TU, Contractors, and Vendors

Revision Number

PURPOSE

The purpose of this procedure is to provide guidance to Public Transit staff, Police Transit Unit, all contractors, and vendors on how to report and document damage that occurs at the operating facilities, transit centers, park and rides and headquarters building.

GENERAL INFORMATION

The Public Transit Department (PTD) Facilities Division (FD) is responsible for the management and maintenance of PTD facilities. All incidents resulting in damage to City assets must be documented and reported as outlined in this document. All repairs associated with such incidents shall be coordinated by the City.

PROCEDURE

This procedure applies to all City of Phoenix Public Transit Department facilities.

PTD FD has points of contact assigned to manage the incident reporting process.

PTD sites are assigned to FD staff, and those individuals shall be contacted during after-hours/weekend emergencies at the following numbers:

PTD Facility Staff Contact Number

Transit Department Headquarters Herb Muñoz 602-370-1448

Transit Centers Herb Muñoz 602-370-1448

Park-and-Rides Herb Muñoz 602-370-1448

Operating Facilities (North, South, West)

Danny Medina 602-323-4566

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

An emergency is considered life safety or a building and equipment failure that hinders operations or may cause further damage. Life-threatening or widespread property damage should be considered a 911 emergency. Facility occupants should refer to their contract regarding emergency responsibilities.

When City of Phoenix property is damaged, an incident report shall be completed by the Tenant, Contractor, City staff, Police Transit Unit (TU), or any personnel who caused or discovered the damage.

Operating Standards: Incident Report The following guidelines are used for Incident Reports:

All Public Transit facility damage shall be recorded with an incident form.

All incident forms must be complete with all requested information and all required signatures. Any incomplete forms will be returned to the originating party.

Person finding and reporting the damage shall notify their supervisor and on-site security staff of the incident and where it occurred, either in person or by phone, if applicable. The City Contract Manager of the reporting party must also be notified of the damage and status.

All property damaged shall be reviewed and repaired by the Facilities Maintenance staff assigned to the site, unless otherwise approved or directed by Public Transit Department management staff.

Incident reports shall be provided to the City Contract Manager as soon as possible. It is the responsibility of the City Contract Manager to forward information to the party identified responsible.

Copy of quotes/estimates for damages will be forwarded to the City Contract Manager for review.

Operating Standards: Damage Recovery Cost The following guidelines are used to recover costs due to misuse, abuse or neglect to City Assets:

Operating Facilities: Contractors responsible for operation and/or maintenance of equipment as part of their contract will do so according to the Original Equipment Manufacturer (OEM) specifications. All contractors assigned to the North, South, and West Transit facilities should refer to their contract for City provided equipment replacement responsibilities. The contractor will also be financially responsible for any damage repairs throughout the facility caused by misuse or abuse (accidents, improper operation, theft, etc.) by their employees, subcontractors or visitors. 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 responsible contractor.

Park-and-Rides & Transit Centers: Same as above. Repairs shall be performed, as directed by the City, by the Facilities Maintenance Contractor (FMC), Facilities Cleaning Contractor, other City departments, or City contracted vendor, and charged to the contractor responsible.

Initial communication of damages and recovery cost is conducted with the City Contract Manager overseeing the party responsible. All disputes should be submitted, in writing, via email, regular mail service, or hand delivery within 5 business days of the Incident Report delivery to the City Contract Manager.

All disputes will be reviewed and researched by the Facilities Division. A written response to the City Contract Manager will be provided within 5 business days of receipt by the Facilities Division.

Invoicing to the contractor responsible for recovery costs is managed through the Management Services Division. Invoices are issued after the City processes payment for the completed repairs.

City staff and/or FMC review the damage and report any issues and the current status, based on knowledge and expertise, to the City staff responsible for the site. Any repairs authorized by the City must follow City purchasing guidelines to restore the equipment or property to its condition prior to the damage.

RESPONSIBILITY

All Public Transit Department staff, Police Transit Unit, Contractors, and Vendors are responsible for following this reporting procedure.

EXHIBITS/ATTACHEMENTS

Public Transit Department Incident/Repair Service Request Form

Approved by: Approved by:

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

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

OUT

SOURCED:

Yes

No

Service Contractor: