JT-RFP-2025-1 Paratransit.pdf

City of Janesville, Janesville Transit

Request for Proposals for Paratransit Services

JT-RFP-2025-1

April 30, 2025 www.janesvilletransit.com

Table of Contents

TABLE OF CONTENTS

INTRODUCTION

PERFORMANCE INDICATORS

DEFINITIONS

PROPOSAL CONDITIONS

PROPOSAL TIMELINE

PROPOSAL SUBMISSION REQUIREMENTS

COVER LETTER

TABLE OF CONTENTS

EXPERIENCE

KEY PERSONNEL

EMPLOYEE TRAINING

SAFETY PROGRAM

VEHICLE/FLEET LISTING

VEHICLE MAINTENANCE PROGRAM

SCHEDULING AND DISPATCHING

SERVICE MONITORING

CUSTOMER COMPLAINTS

PROPOSAL MODIFICATIONS FOR CONSIDERATION

REPORTS

STATEMENT OF INSURABILITY

ADDITIONAL DATA

CERTIFICATION FORMS

PRICE PROPOSAL WORKSHEET (APPENDIX B)

OTHER INFORMATION

SUBMISSION OF PROPOSALS

CLARIFICATION AND AMENDMENT PROCESS

INCURRING COSTS AND RIGHT TO CANCEL

PROPOSAL REJECTION AND WITHDRAWAL

ACCEPTANCE OF PROPOSALS

CONTRACT DOCUMENTATION

SINGLE PROPOSAL RESPONSE

EVALUATION OF PROPOSALS

EVALUATION CRITERIA

SCOPE OF SERVICE

TERM OF CONTRACT

SERVICE AREA

QUALIFICATIONS OF CONTRACTOR

RESPONSIBILITIES OF THE CONTRACTOR

RESPONSIBILITIES OF THE CITY

FARE, REVENUE AND PAYMENT INFORMATION

FARE STRUCTURE AND COLLECTION

INVOICES AND PAYMENTS

PERSONNEL REQUIREMENTS

MANAGEMENT

SUPERVISORS

OPERATORS

MECHANICS

DISPATCHER AND CLERICAL STAFF

SCHEDULING AND RESERVATION REQUIREMENTS

REVENUE VEHICLES/FLEET REQUIREMENTS

CONTRACTOR FACILITY REQUIREMENTS

REPORTING REQUIREMENTS

TRIP REPORT (MONTHLY)

OPERATING DATA (MONTHLY)

FINANCIAL REPORT (MONTHLY)

COMPLAINT REPORTS (MONTHLY)

OTHER REPORTS(PER OCCURRENCE)

REVENUE VEHICLE ROSTER (ANNUALLY OR UPON CHANGE)

ACCIDENT REPORTING (PER OCCURRENCE)

INSURANCE

CLAIMS

NO-SHOW PROCEDURES

CONTINUITY OF SERVICES

LETTER OF CREDIT

ASSIGNABILITY

DISCLAIMER OF LIABILITY

HOLD HARMLESS

ALLOWABLE SERVICE CHANGES

CHANGE ORDERS

SUBCONTRACTING

CODE OF ETHICS

ORGANIZATIONAL CONFLICT OF INTEREST

LICENSING, PERMITS, AND TAXES

WAIVER OF TERMS AND CONDITIONS

INTERPRETATION, JURISDICTION, AND VENUE

COMPLIANCE WITH LAWS AND PERMITS

INSPECTION OF WORK

REPLACEMENT SERVICES

LACK OF FUNDS

PROTEST PROCEDURES

TIMING REQUIREMENTS AND CATEGORIES OF PROTESTS

Protests regarding solicitation documents Protests regarding proposal evaluation or contract award

PROTEST REVIEW

EFFECTS OF PROTEST ON PROCUREMENT ACTION

Protests regarding solicitation documents or process Protests regarding proposal evaluation or contract award

ABILITY TO PROCEED

SUMMARY DISMISSAL

PROTEST DECISION

APPEALS

FEDERAL CLAUSES

ACCESS TO RECORDS AND REPORTS

AMERICANS WITH DISABILITIES ACT(ADA)

CHARTER SERVICE

CHANGES TO FEDERAL REQUIREMENTS

CLEAN AIR ACT AND FEDERAL WATER POLLUTION CONTROL ACT

CIVIL RIGHTS LAWS AND REGULATIONS

CIVIL RIGHTS AND EQUAL OPPORTUNITY

CONTRACT WORK HOURS AND SAFETY STANDARDS ACT

COMPLIANCE WITH THE CONTRACT WORK HOURS AND SAFETY STANDARDS ACT

DEBARMENT AND SUSPENSION

DISADVANTAGED BUSINESS ENTERPRISE (DBE)

ENERGY CONSERVATION

FLY AMERICA

INCORPORATION OF FEDERAL TRANSIT ADMINISTRATION (FTA) TERMS

NO GOVERNMENT OBLIGATION TO THIRD PARTIES

NOTICE TO FTA AND U.S. DOT INSPECTOR GENERAL OF INFORMATION RELATED TO FRAUD, WASTE, ABUSE, OR OTHER

LEGAL MATTERS

PROGRAM FRAUD AND FALSE OR FRAUDULENT STATEMENTS AND RELATED ACTS

PROHIBITION ON CERTAIN TELECOMMUNICATIONS AND VIDEO SURVEILLANCE SERVICES OR EQUIPMENT

PUBLIC TRANSPORTATION EMPLOYEE PROTECTIVE ARRANGEMENTS

PROMPT PAYMENT

RESTRICTIONS ON LOBBYING

CERTIFICATION AND DISCLOSURE

SAFE OPERATION OF MOTOR VEHICLES

SCHOOL BUS OPERATIONS

SIMPLIFIED ACQUISITION THRESHOLD

SOLID WASTES (RECOVERED MATERIALS)

SPECIAL NOTIFICATION REQUIREMENTS FOR STATES

SUBSTANCE ABUSE REQUIREMENTS

TERMINATION

VIOLATION AND BREACH OF CONTRACT

CONFORMANCE WITH ITS NATIONAL ARCHITECTURE

FEDERAL TAX LIABILITY AND RECENT FELONY CONVICTIONS

SEVERABILITY

TRAFFICKING IN PERSONS

LIST OF APPENDICES

APPENDIX A: CERTIFICATION FORMS

FORM A: PROPOSAL SIGNATURE PAGE & VENDOR INFORMATION

FORM B: LOBBYING CERTIFICATION

FORM C: SPECIFICATION EXCEPTION WORKSHEET

FORM D: DEBARMENT AND SUSPENSION CERTIFICATE (NONPROUCREMENT)

FORM E: OVERALL FEDERAL REGULATION COMPLIANCE

FORM F: DISADVANTAGED BUSINESS ENTERPRISE (DBE) CERTIFICATION

FORM G: BIDDER LIST DATA FORM

FORM H: ACKNOWLEDGEMENT OF ADDENDUM (IF NECESSARY)

APPENDIX B: PRICE PROPOSAL WORKSHEET

APPENDIX C: FARE STRUCTURE

APPENDIX D: SERVICE AREA

APPENDIX E: JT PARATRANSIT POLICIES

APPENDIX F: OVERSIGHT OF PARATRANSIT CONTRACTOR

APPENDIX G: SAMPLE REPORTS

APPENDIX H: CODE OF ETHICS

Introduction The City of Janesville (hereinafter referred to as the “City”) is issuing this request for proposals (hereinafter referred to as the “RFP”) to select a private firm or a public firm to provide door-to-door paratransit services for eligible riders within the service area of Janesville Transit (hereinafter referred to as “JT”). The intention of this RFP is to ensure the City is in compliance with the Americans with Disabilities Act of 1990 (ADA) and the Americans with Disabilities Act Amendments Act of 2008 ("ADA Amendments Act" or "Act"). The ADA and the Act jointly and severally require the City to provide complementary paratransit service in addition to its regular fixed-route transit service for defined groups of disabled persons who cannot, by virtue of their disability, access or use the fixed-route bus system.

The award of this contract will be made to the highest scoring responsive, responsible proposer. The service to be provided must be of consistently high quality, and meet the requirements of Wisconsin Statute Section 85.21, as well as the ADA and the Act.

The goal of the City is to solicit a contract that will be cost-effective and efficient, while providing an unsurpassed, door-to-door, paratransit service to users in the JT service area who qualify for the service as defined by the ADA.

Performance Indicators JT is a public transit system owned and operated by the City of Janesville as a division of the City’s government. Janesville’s paratransit services are of utmost importance and the implementation of safe, timely and courteous rides is our expectation. General information about Janesville paratransit services is as follows:

• Janesville Transit has 135 registered ADA Paratransit users as of April 2025.

• Generally 2-3 vans/minibuses are used in the completion of JT paratransit services.

• The contractor provides all vehicles; JT does not have vehicles available to the proposer.

Year Paratransit Ridership

Revenue Miles (miles driven)

Revenue Hours (hours driven)

Cost per one-way trip

2020 4,042 $17.92 2021 4,625 $18.96 2022 6,163 26,594 1,678 $19.01 2023 7,474 35,318 2,167 $19.58 2024 6,990 32,037 1,943 $20.17

A snapshot of performance for Janesville paratransit is as follows and demonstrates the expected level of commitment to quality and service:

• The five-year average on-time pick-up percentage is 96.8%

• The average number of excessively long trips per month is 5.25

• The average trip length is 17 minutes

• A total of six (6) trip denials were experienced during the five-year period of 2020-2024

(excluding the early stages of the worldwide pandemic)

• A total of four (4) customer complaints were received concerning the paratransit contractor during the five-year period of 2020-2024

• The paratransit contractor had a total of three (3) missed trips during the five-year period of

2020-2024

Definitions Denied Trip - A denied trip occurs when the paratransit contractor cannot schedule a ride that is no more than one hour before or after the desired departure time.

Door-to-Door - Door-to-door paratransit services are provided to all customers who require assistance entering and exiting the vehicle. Vehicle operators must assist the rider from the door of the origin to the door of the destination.

Eligible Rider - Eligible Rider refers to persons certified to receive complementary paratransit services, as provided for under the Americans with Disabilities Act. The eligibility of all riders is determined by JT.

Excessively Long Trip – A trip is considered excessively long when it is longer than one hour.

Late Cancellation - A late cancellation occurs when the scheduled trip is canceled by the rider less than two (2) hours before the scheduled pick-up time.

Missed Trip - A Missed Trip occurs when the paratransit contractor does not arrive within the thirty minute window and does not transport the passenger.

No-Show - A No-Show occurs when the paratransit vehicle arrives at the pick-up location within the pick up window, waits the required five (5) minutes and the rider does not board the vehicle.

Revenue Vehicle - Any vehicle utilized by the Contractor to provide services to eligible riders.

Ride Checks - A method of performance review where the reviewer rides with an operator during service to evaluate the operator's performance.

The Contractor - The Contractor refers to the individual, entity, firm, company, corporation, partnership, or association contracted to provide the services for the City and the JT defined within this RFP.

The Proposer - The Proposer shall refer to any person or entity that takes one or more of the following actions; receives the RFP or submits a proposal in response to this RFP.

The City - The City refers to the City of Janesville.

Untimely Pick-up - An untimely pickup occurs when the paratransit contractor arrives after the pick up window has ended, but still transports the passenger.

Proposal Conditions Notwithstanding any other provision of this RFP, all proposers are hereby specifically advised that this RFP is a solicitation only.

Responses to the RFP shall be made according to the specifications and instructions contained herein. Failure to adhere to instructions may be cause for rejection of any proposal.

Proposers understand and agree that submission of a proposal will constitute acknowledgment and acceptance of, and a willingness to comply with, all the terms, conditions and criteria contained in this RFP, except as otherwise specified in the proposal. This RFP and any and all parts of the submitted proposal may become part of any subsequent contract between the selected paratransit service provider and the City.

False, incomplete, or unresponsive statements in connection with a proposal may be sufficient cause for rejection of the proposal. The evaluation and determination of fulfilling the above requirement will be the City’s responsibility, and its judgment shall be final.

Proposal Timeline RFP Issuance – April 30, 2025

Question Submittal Deadline – May 16, 2025 - On this date, any and all questions, requests for an interpretation or clarification of, or addenda to this RFP must be submitted, in writing.

Addenda Posted – May 23, 2025 - On this date, the City will post responses to pertinent requests for interpretation or clarification of, or addenda to, this RFP.

Proposal Submittal Deadline – 12:00 PM Noon, June 23, 2025 - Prior to this time & date, all proposals must be submitted. Any proposal submitted after this deadline shall be considered late and may not be considered for evaluation.

Interviews / Negotiation Period – (Anticipated) – June 30 – July 7, 2025 - During this time period, the City may conduct interviews and/or negotiate with proposers.

Contract Award – (Anticipated) – July 30, 2025

Start of Contract – January 1, 2026

Proposal Submission Requirements Proposals shall provide a straightforward, concise description of the Proposer's capability to satisfy all of the elements and requirements of the RFP. Each proposal shall be submitted in the requested format and provide all pertinent information. Note, some materials for submission include a page limit.

The following shall be included in the Proposal:

Cover Letter A brief letter signed by an officer of the responding organization, stating that the information contained in the submission is accurate and complete as of the date of submission. The letter shall also contain the proposer’s company name, address, email, and phone number, along with the name of the contact person who will be authorized to make representations for the organization. Also included shall be the legal status of the organization as well as whether or not any officer or partner of the organization failed to complete a contract, and if so, the circumstances involved. Maximum 1 page.

Table of Contents Each proposer shall include an outline of the proposal, identified by sequential page number.

Experience The Proposer shall provide a statement supporting the Proposer's ability to perform the terms of the Contract. The statement should include a list of all entities, public and private, for which the Proposer has provided paratransit services during the past ten (10) years including an identification of the services rendered, any assets provided, and the current status of the Proposer's involvement in those services. This list shall include a contact name at each entity; and physical address, email address and phone number for the contact. Maximum 1 page.

Key Personnel The Proposer shall provide a listing of the key personnel involved in the administration of the contract;

key personnel involved in service monitoring, and a summary of the personnel involved in the daily management of paratransit operations to include their knowledge, skills and abilities associated with managing and operating paratransit services. If a sub-contractor is proposed, describe the arrangement as well as the sub-contractor’s role in the project.

Employee Training The Proposer shall provide a description of the training program of vehicle operators, supervisors, dispatchers and maintenance personnel. The number of hours of training and types of training to be provided for each position shall be specified. The Proposer should also include the training subjects and resources planned for use during the life of the contract. Maximum 2 pages.

Safety Program The Proposer shall provide a description of the safety program for operators, supervisors, dispatchers and maintenance personnel, including, at a minimum, elements regarding safety of employees and passengers. Areas covered shall include operational safety with and without passengers aboard, traffic safety, accident reduction and prevention, safety for mechanics and service personnel and all employees, including those involved in technical and/or hazardous activities. The Safety Program shall comply with any applicable Federal regulations of O.S.H.A. and any applicable Federal, State or local safety or environmental law, regulations, rules, codes, or orders. Maximum 2 pages.

Vehicle/Fleet Listing The Proposer shall provide a table describing the vehicles that the Proposer intends to use to provide the requested services. The description shall include for each vehicle, at a minimum: the year, model and mileage of the vehicle; whether the vehicle is equipped with a lift or ramp; the seating capacity of the vehicle; and the number of securement areas in the vehicle including the type of securement devices installed. Maximum 1 page.

Vehicle Maintenance Program The Proposer shall provide a description of the Proposer’s vehicle maintenance program including, but not necessarily limited to: staffing, level of expertise, maintenance actions and frequency, including preventive maintenance schedule. Maximum 2 pages.

Scheduling and Dispatching The Proposer shall provide a description of the Proposer's scheduling and dispatching system and procedures including a description of the computer system and software to be utilized by the Proposer for scheduling and dispatching. Maximum 2 pages.

Service Monitoring The Proposer shall provide a description of how service is to be monitored. Maximum 1 page.

Customer Complaints The Proposer shall provide a description of the proposed process for reporting and addressing customer complaints. Maximum 1 page.

Proposal Modifications for Consideration The Proposer shall describe any suggestions and modifications to the proposal that would lower the cost per trip. All services listed in the scope must be provided.

Reports The Proposer shall provide examples of reports listed in the Reporting Requirements section in this proposal. Indicate if any of the reports are "canned" software reports that cannot be modified.

Statement of Insurability The Proposer shall provide a statement of insurability from a reputable insurance company. Prior to contract execution, the City will request and must receive proof of insurance.

Additional Data The Proposer may include any other data it deems essential to the evaluation of the proposal.

Maximum 5 pages.

Certification Forms All forms found in Appendix A must be executed by the Proposer and submitted with the proposal to the City.

Price Proposal Worksheet (Appendix B).

Each proposal shall include a proposed per-trip cost. The attached worksheet must be used to detail the per trip cost during each year of the contract, to include the three year base contract and the two option years.

If the per trip cost will vary depending on the actual number of rides (tiered approach to pricing), the proposal must indicate that fact. The proposal must then provide the actual per trip cost by level of ridership or provide the formula or method that will be used to calculate or adjust the per trip cost based on the actual number of riders.

Any other costs to the City submitted by the Proposer shall be included with Appendix B; additional explanation or calculations may be included on additional pages.

Other Information Following an initial review of proposals, JT may have follow-up questions requiring additional information. Further, the Proposer shall provide, upon request and following initial review of proposals, financial references, a copy of its audited financial statements (including Balance Sheets, Income Statements, and a description of assets and liabilities) for the last five years, together with the financial statements of any parent or affiliated company of the Proposer for the same period for review by the City. An Equal Employment Opportunity Program, including an Affirmative Action Plan (in compliance with Federal law) that includes persons with disabilities and disabled veterans shall also be submitted upon request. The purpose of this review is to ensure the organizational stability and strength of the Proposer, and the state of incorporation if the Proposer is a corporation.

Submission of Proposals An emailed proposal shall be received by JT prior to the due date and time listed in the Timeline.

The email subject line shall state: "Proposal for JT-RFP-2025-1”. Use of an online file-sharing software (e.g., Microsoft OneDrive; Dropbox) is encouraged to ensure large file sizes do not interfere with receipt. The proposal file format shall be Portable Document Format (PDF).

The proposal shall be emailed to smithr@ci.janesville.wi.us Submitting a proposal to any email address other than smithr@ci.janesville.wi.us does not constitute receipt of a proposal by JT.

It is the Proposer’s responsibility to verify that JT has timely received the emailed proposal before the due date and time above. JT is not responsible for late receipt of a proposal, regardless of the reason for the delay. Proof of transmission does not constitute proof of receipt. The Proposer is responsible for confirming that JT has successfully received their emailed proposal and is encouraged to do so due to the strict email filters used at the City of Janesville.

Submission of a proposal shall constitute a firm offer by the proposer to JT for one hundred twenty

(120) days from the proposal opening. Once awarded, prices shall remain firm for the duration of the contract. Prices MUST also be free of federal, state, and local taxes unless otherwise imposed by a governmental body, and applicable to the material on the proposal.

No person or entity submitting a proposal in response to this RFP, nor any officer, employee, agent, representative, relative or consultant representing such a person (or entity) may contact through any means or engage in any discussion concerning the award of this contract with any member of JT staff or any employee of JT during the period beginning on the date of proposal issue and ending on the date of the selection of the contractor. Any such contact would be grounds for disqualification of the proposer. Contact with JT staff during such time period must be limited to technical questions. The exception to this rule would be when the proposer being a current service provider is making contact concerning the current services being provided under a separate and current contract.

Clarification and Amendment Process A Proposer may submit to the City a written request for an interpretation or clarification of, or addenda to, this RFP.

The City will review and prepare a response to each request made by a proposer pursuant to this section. The responses will be posted on the City’s website to ensure all interested parties receive the same information.

The City reserves the right to make modifications or addenda to this RFP. If the City determines it is appropriate to revise any portion of this RFP, either at the request of a proposer or upon the City's own initiative, the City will issue, and make available to all prospective proposers, a written addendum setting forth this revision. Proposers shall acknowledge receipt of addenda by written notice thereof returned to the City as a component of the proposal (see Appendix A). Without acknowledgement of addenda, proposals may not be considered. Where addenda require changes in the work to be performed under the Contract, the date set for receipt of proposals may be postponed by such number of days as the City determines are appropriate in order to enable prospective proposers to revise proposals.

The City is not bound by any oral interpretations, clarifications, or changes made to this RFP by any City employee. Any clarification or change to the RFP must be provided in writing pursuant to this section.

Incurring Costs and Right to Cancel The City shall not be responsible for any expenses incurred by any vendor in the development of a response to this RFP, including any onsite (or otherwise) interviews and/or presentations, and/or supplemental information provided, submitted, or given to the City and/or its representatives.

The City reserves the right to cancel the work described herein prior to issuance and acceptance of any contractual agreement/purchase order by the recommended vendor.

Proposal Rejection and Withdrawal The City reserves the right in its discretion to accept or reject any and all proposals submitted in response to the RFP or refuse to enter into any contract resulting from any proposal submitted, without expense to the City.

The Proposer or an authorized representative may, prior to the date and time set as the deadline for receipt of proposals, modify or withdraw a proposal in person or by written, telegraphic, or electronic notice.

After the proposal receipt deadline, proposals may not be withdrawn for one hundred and twenty

(120) calendar days.

Acceptance of Proposals Each proposal shall be submitted with the understanding that it is subject to the evaluation procedure set forth in this RFP, and to negotiation at the option of the City. Upon acceptance of the final offer, in writing by the City, to furnish any and all of the services described herein, the parties shall promptly execute the final contract documents. The written contract shall bind the Proposer to furnish and deliver at the price proposed and in accordance with conditions of said accepted proposal and this RFP, as negotiated. The City reserves the right to make the award under this RFP based upon the initial proposals submitted.

Contract Documentation Any contract resulting from this solicitation shall contain the terms and conditions included in this RFP, any addenda to the RFP, and the successful proposal.

Single Proposal Response If only one proposal is received in response to this RFP, information may be requested from the Proposer to enable the City to perform a cost/price analysis, evaluation, and/or audit in order to determine if the price is fair and reasonable.

Evaluation of Proposals All proposals received will be evaluated according to the criteria described. An evaluation committee shall make a recommendation, based on the perceived best value to the City.

Negotiations may be held between the City and its representatives with proposers in the competitive range. The City shall have the right to conduct a cost/price analysis, to review and audit all business records and related documents of any and all proposers (and any affiliated or parent company) to determine the fairness and reasonableness of the proposal, to contact any and all client references, and to conduct site visits and investigations. An interview and presentation may be required.

Evaluation Criteria This is a request for proposal for the purchase of services. The award decision is not based solely on price; factors other than cost will be reviewed and evaluated. The following items comprise the evaluation criteria, which includes the criterion listed below:

Qualifications & Experience (30%) Employee Training (5%) Safety Program (5%) Maintenance Program (5%) Schedule & Dispatch (10%) Reports (10%) Service Monitoring (5%) Complaint Handling (5%) Completeness of Proposal & Forms (5%) Price (20%)

Scope of Service The Contractor shall operate door-to-door paratransit services for the City in accordance with this RFP and the procurement documents referenced within this RFP.

The Contractor shall, at all times during the term of the Contract, perform all work diligently, carefully, and in a professional manner; and shall furnish all labor, supervision, material, and supplies necessary. Notwithstanding the provision of drawings, technical specifications, or other data by the City, the Contractor shall have the responsibility of supplying all items and details required to perform the services specified in this RFP.

The Contractor shall conduct all work in the Contractor's own name and as an independent contractor and not in the name of, or as an agent for, JT.

The Contractor's performance of services shall be in accordance with this contract, and in accordance with the RFP and the Contractor's proposal, all of which are hereby incorporated into this contract.

Term of Contract The term of the Contract shall be for a 36 month period commencing on January 1, 2026 and ending on December 31, 2029.

The City and the Contractor, if mutually agreed upon, shall have the option to extend the contract for two (2) additional one (1) year periods commencing on the day after the 36 month contract expires, or the day after the previous one year extension expires.

The Contract shall automatically extend into each one (1) year option unless either party notifies the other, in writing, 180 calendar days prior to the expiration of the initial and/or succeeding contract option period.

Service Area The Contractor shall be able to provide the service, in accordance with the RFP and the Contractor's proposal, to the geographical area including the entire city limits of the City and any area located within ¾ mile of any non-commuter route that extends beyond the city limits. The Service Area Map is found in Appendix D.

Qualifications of Contractor Prospective Contractors must meet the minimum qualifications set forth below to be considered eligible to propose on this service Contract.

1. The Contractor must be a privately owned transportation company; a non-profit agency; or a public transit agency able to operate in Rock County.

2. The Contractor must have on staff management, experienced with the operations of community-oriented transportation service who will take a responsible role in managing the service.

3. The Contractor must be financially capable of undertaking this service.

4. The Contractor must be prepared to provide substitute vehicles (in case of an accident, breakdown, or emergency, etc.) within one hour of an occurrence.

5. The Contractor must be prepared to obtain drivers as specified in the Personnel Requirements section.

Responsibilities of the Contractor

1. Schedule, provide, and supervise service.

2. Conform to the regulations provided in the “JT Paratransit Policies” and “Oversight of

Paratransit Contractor” documents, which can be found in the Appendix.

3. Provide and maintain revenue vehicles for use in the service.

4. Provide full scheduling and dispatch functions.

5. Provide a complete customer service information phone line, including customer voice phone service during all hours of operation. Callers shall be able to speak to an employee during regular hours of operation. Office hours must be at least 8:00am to 5:00pm, Monday through Friday. Automated attendant systems are acceptable during non-business hours. After hours policy should be developed to adequately service all call-ins and pick-ups.

6. Provide door-to-door paratransit services for eligible riders from 6:15 AM CST to 6:15 PM CST Monday through Friday; and provide door-to-door paratransit services for eligible riders from 8:45 AM CST to 6:15 PM CST on Saturdays.

7. Provide appropriate computer hardware and software to operate the dispatch and scheduling functions.

8. Provide office space and supplies in connection with the performance of the contracted services.

9. Provide and/or subcontract all necessary vehicle maintenance and vehicle maintenance as described in the Revenue Vehicles/Fleet Requirements section.

10. Inform the City and receive authorization before implementing customer-facing policy changes or major initiatives.

11. Meet performance and safety standards as described in the submitted proposal and submitted safety program.

12. Provide qualified personnel having management, operational, and maintenance expertise necessary to operate the services described in this contract.

13. Comply with the City’s Drug and Alcohol Abuse Testing Program, and other drug and alcohol testing rules and regulations as required by the FTA or State of Wisconsin as those requirements apply to the testing of vehicle operators, mechanics, and dispatchers.

14. Meet employee hiring and training standards as specified in the Contract.

15. Maintain all equipment and Revenue Vehicles. The City reserves the right to inspect all maintenance records, equipment, and revenue vehicles to ensure proper vehicle care and passenger safety and will do so as part of ongoing monitoring.

16. Assist the City in marketing, in accordance with JT’s marketing plans (i.e. Brochures to be distributed to passengers).

17. Maintain regular written and verbal communications with JT management.

18. Respond, comply and/or assist with JT’s monitoring programs.

19. Assist with ongoing programs including origin-destination surveys and other ridership and customer satisfaction surveys that may be periodically undertaken.

20. Attend regularly-scheduled and special meetings with JT and/or the City.

21. Recommend to JT improvements to the system services.

22. Respond promptly and precisely to the City’s requests.

23. Promptly notify the City of any deficiencies in facilities; revenue vehicles; or customer complaints.

24. File operating, financial, and performance reports and invoices in a timely manner.

25. Immediately report to the City any accidents (including passenger accidents), any other non-routine events, or any operational deviations.

26. Investigate accidents and unsafe practices.

27. Cooperate with law enforcement agencies and other local departments with respect to security activities.

28. Acquire and maintain a parts inventory adequate to the type and number of revenue vehicles in the fleet; or be assured of same available locally; or by sub-contract.

29. If the Contractor supplies fuel, it must maintain an appropriate and sufficient level of fuel supply and notify its supplier of the need for fuel to keep the revenue vehicles in operation.

30. Follow all applicable local, State, and Federal regulations.

31. The Contractor is solely responsible for the payment of any citations, fines, or penalties assessed by any government agency or authority resulting from the Contractor’s operation of the paratransit service.

Responsibilities of the City

1. Establish requirements for the Contractor in the Contract, including any amendments or supplemental agreements to the Contract.

2. Develop and implement policies on issues related to transportation services, including, but not limited to, service area, hours of service, and fares.

3. Review applicants to determine eligibility for ADA paratransit services.

4. Maintain a current record of riders certified to be eligible for services and provide information from such records as may be necessary for the Contractor to perform its responsibilities under the Contract.

5. Pay the Contractor for services properly rendered.

6. Administer and monitor the Contract.

7. Inspect the Contractor’s work.

8. Inspect the Contractor’s drug and alcohol testing facilities, including performing mock tests.

9. Hold, at minimum, one onsite monitoring meeting annually.

10. Review the Contractor’s records.

11. Prepare and review the Contractor’s paratransit performance indicators.

12. Investigate unsafe practices.

13. Address, upon request, negative incidents or anti-social behavior by Janesville Transit paratransit riders towards the Contractor, or customers/riders.

14. Comply with Federal, State, and local laws and regulations.

15. Review and approve all material mass-produced for distribution to customers by the Contractor prior to distribution.

16. Determine the passenger fare.

17. Provide technical assistance upon request, including offering a training presentation to staff annually, annual MIS reporting, and provide timely responses to inquiries from the Contractor.

Fare, Revenue and Payment Information The Contractor shall be paid by the City on a per-trip basis. The Contractor shall be paid per trip the difference between the cost of the trip and the fare collected.

Fare Structure and Collection Passenger fares shall be determined and established by the City for a one-way trip.

The City retains the right to make any fare adjustments it deems appropriate.

The current passenger fares are listed in Appendix C. The passenger fares are subject to change during the course of the Contract. Should the City increase the fare, the amount the City shall pay per ride to the paratransit provider shall decrease by the corresponding fare increase. Should the City decrease the fare, the amount the City shall pay per ride shall increase by the corresponding fare decrease.

The Contractor must collect, count, record, deposit, and monitor all fares, and fare substitute (punch pass, etc.). All revenue collected by the Contractor will be retained by the Contractor. For non-agency rides, the amount of the collected fares shall correspond to the reported number of passenger trips reported.

The Contractor must provide a means of supervising the collection of fares, including mechanisms for driver accountability.

The Contractor must utilize a system that accounts for City paratransit clients separate from any other clients being serviced by the Contractor.

The Contractor must also be able to handle a fare structure for non-agency fare riders and agency fare riders, as described in Appendix C.

The Contractor is required to sell pre-paid fares (ten ride punch passes, etc.) to clients without a service fee, if the rider pays with cash or check; service fees associated with app, online, or credit/debit card are acceptable, provided they are reasonable.

Invoices and Payments The Contractor shall submit a monthly invoice to the City for the number of trips provided during the previous month. Such invoice shall be submitted no later than the fifteenth (15) business day of each month.

Along with the monthly invoice, the Contractor shall submit the monthly reports outlined in the Reporting Requirements section of this proposal. Such reports must be submitted no later than the fifteenth (15) business day of each month. Monthly reports shall be emailed to Janesville Transit. The monthly reports shall be emailed in a format that may be manipulated for data analysis purposes (i.e., reports provided in Excel format, not PDF).

The City reserves the right to request any and all information to support any charges submitted in the invoice. The City may, at any time, conduct an audit of any and/or all records kept by the Contractor that are directly or indirectly related to the services provided under the contract. Appropriate financial adjustments shall be made by the City based upon any inconsistency, irregularity, discrepancy or unsubstantiated billing revealed as a result of such audit. Any overpayment discovered in such an audit may be charged against the Contractor’s future invoices. The City may withhold payment for services which it believes were improper, failed to meet service specifications, and/or are otherwise questionable.

Payment shall be made within thirty (30) days of verification and acceptance, by the City, of the invoices.

The City shall require from the Contractor any additional billing and invoicing as needed during the duration of the Contract.

Personnel Requirements The Contractor shall provide qualified personnel capable of performing the services required under the Contract. The total number of personnel necessary for operations and services shall be determined by the Contractor. However, the City shall determine the adequacy of the service level.

Employees shall have no criminal history detrimental to the population being served.

Employees providing services shall, at all times, be and remain the sole employees of the Contractor and the Contractor shall be solely responsible for the payment of all employee wages and benefits.

The Contractor, without any cost or expense to the City, shall faithfully comply with the requirements of all applicable State and Federal enactments with respect to employer’s liability, worker’s compensation, unemployment insurance, all forms of Social Security, and withholding of income tax at its source from wages of employees.

The Contractor shall be in breach of the Contract and subject to termination for default should any personnel not meet the requirements of the Personnel or Training Program employed by the Contractor for the purpose of performing duties pursuant to the Contract.

The Contractor shall adhere to its Personnel Program. All employees of the Contractor shall have completed the Contractor’s training program.

The Contract shall ensure that periodic medical testing related to drug use and alcohol abuse is conducted for vehicle operators, mechanics, and dispatchers, including non-CDL holding persons in safety-sensitive positions, in accordance with Federal Transit Administration (FTA) laws and regulations.

A summary report of test results shall be provided to the City as required by the FTA or US Department of Transportation.

Any vehicle operator, mechanic, or dispatcher who does not pass the medical examination or whose drug/alcohol screening tests do not comply with applicable standards for alcohol abuse or drug use shall not be permitted to be employed to provide any service under the Contract.

All personnel shall maintain a professional, courteous attitude toward passengers including answering, to the best of their ability, all passenger questions and performing other tasks as directed.

Promptly upon the City’s request, the Contractor shall remove from providing service under the Contract any employee who the City considers unsuitable for work or who has displayed any pattern, practice or severe act of discourtesy, rudeness, use of profanity, or any other act deemed unacceptable by the City.

The Contractor shall mandate all vehicle operators, dispatchers and personnel available to the public to be appropriately attired in a clean, professional manner.

Employees are prohibited from smoking, chewing tobacco, or the use of E-Cigarettes in any revenue vehicles or in the immediate presence of clients.

Management The Contractor shall designate a Project Manager who shall supervise the day-to-day operations of the service, as well as the management of accounts and operating records.

The Project Manager, or designee, shall be available by telephone or in person during all hours of operations to make decisions as necessary at the request of the City. When that person is unavailable (vacation, illness, etc.) a designee shall be named.

The Contractor shall provide the telephone number of at least one member of its staff, other than the Project Manager, with the authority and responsibility to make binding decisions, acting as an agent for the Contractor. This management individual shall also respond in person to any emergency or accident involving extensive property damage or injuries if the Projector Manager is unavailable.

Supervisors The Contractor shall specifically designate personnel as "supervisors" and shall establish the responsibilities and accountability of those employees.

The Contractor shall require supervisors to be responsible for coordinating runs, ensuring on-time performance, assisting passengers, conducting on-site incidents and accidents investigations, and communicating with the base facility and Revenue Vehicles.

Operators All operators of revenue service vehicles shall be legally licensed to operate in the State of Wisconsin; possess a valid Commercial Driver’s License if necessary; possess any other licenses or endorsements required by applicable local, State, and Federal laws and regulations; be at least 18 years of age; and have at least two years driving experience.

The Contractor shall perform a thorough background check on all potential employees prior to their hiring.

The Contractor shall not employ any person as an operator for the contracted services who has been convicted of a felony involving a crime of violence or committed in the use of a vehicle; been convicted of an offense involving a serious traffic violation (as defined in the Commercial Driver’s License standards, requirements, and penalties); or who has been convicted of a drug or alcohol offense. Vehicle operators shall have no more than three (3) moving violations and /or chargeable accidents within the previous five (5) year period at time of hire.

Each Operator shall be alert, careful, and competent in terms of driving ability and habits.

Each Operator shall be courteous to all passengers.

Each Operator shall be neat and clean in appearance.

Each Operator shall be trained in the following areas:

• Defensive driving and vehicle handling.

• Passenger handling and care, including the safe operation of lift devices, securement devices, wheelchairs and all mobility devices.

• All operational and safety policies and procedures relative to their position.

• Title VI & and the ADA.

• Sensitivity issues in order to recognize and respond to the needs of individuals with various disabilities and to properly assist and treat individuals with disabilities in a respectful and courteous manner.

• Harassment.

Operators shall, pursuant to requests by the City, distribute notices to passengers.

Operators shall have available a timepiece at all times during operation of any Revenue Vehicle.

An adequate number of fully-qualified Operators shall be available as backup operators during all operating hours to ensure consistent and reliable service.

Operators must immediately report to the Contractor any traffic violations, traffic citations, accidents, passenger accidents, or other non-routine events.

Operators must have in their possession while on duty, valid Commercial Driver's Licenses, if applicable; and DOT Medical Cards, unless exempt.

Mechanics The Contractor shall either employ personnel sufficient in numbers and with an adequate mix of skills to maintain revenue vehicles or the ability to contract the work, on a top priority basis, for these services through a reputable and dependable third party.

Any third party vendor must possess the ability to repair and service revenue vehicles and equipment, including, but limited to, lifts, ramps, air conditioners, and heating units.

Any third party contract shall specifically indicate availability of mechanics during operational hours for emergency road service.

The Contractor shall ensure that the skills, capability, and availability of maintenance personnel are adequately matched to the type of maintenance and repairs needed at the time they are needed.

Maintenance activities will be carried out at times which do not interfere with the schedule of revenue vehicles to meet service demands.

Dispatcher and Clerical Staff The Contractor shall employ personnel sufficient in numbers and with an adequate mix of skills to schedule and appropriately dispatch vehicles for all services relating to this Contract.

Scheduling and Reservation Requirements All trips must be scheduled and/or dispatched through the Contractor. The City will not perform any scheduling functions.

The Contractor shall not assign any client exclusively to a particular driver. Requests for such service shall be denied without exception.

The Contractor must allow for “previous day” reservations in accordance with ADA, 49 CFR Part 37.

The Contractor must allow more advanced registrations (at least 14 days in advance) consistent with the “subscription service” criteria contained in ADA.

Same day trip requests may be provided if time and scheduling permits.

The Contractor shall attempt to accommodate all unscheduled return trips (i.e. from medical appointments) within 60 minutes of notification. The dispatch center shall provide an estimated time of arrival for requests of this category, providing call-backs to the customer, if required.

Revenue Vehicles/Fleet Requirements All Revenue Vehicles are subject to inspection by JT, the Janesville Police Department, the Wisconsin State Patrol or other agency designated by the City. Revenue vehicles shall be operated in accordance with all applicable local, State and Federal laws and regulations with regard to safety, comfort, and convenience of passengers and the general public. The Contractor is required to use the highest degree of care in the operation of revenue vehicles and in providing assistance to passengers.

All Revenue Vehicles used for the contracted services must meet the vehicle accessibility standards for the type of vehicle in question set forth in 49 CFR Parts 37 and 38 and the standards for Wisconsin Human Service Vehicles in Wisconsin Trans. 301.

The Contractor shall ensure that all revenue vehicles are fully licensed and inspected as required by the State of Wisconsin.

All specialized revenue vehicles regularly assigned in the transportation of non-ambulatory ADA Certified passengers must be able to carry a minimum of four passengers and have a minimum of two securement areas for wheelchairs.

The Contractor is solely responsible for the cost of any incident or accident to any revenue vehicle used to provide services under this agreement.

The Contractor shall ensure that it has available at all times sufficient revenue vehicles, in operable condition, to provide all of the services called for under this Agreement.

The Contractor shall ensure that all revenue vehicles used to provide the service contemplated in this Contract are equipped with two-way voice communications.

The Contractor shall ensure that all revenue vehicles used to provide the service contemplated in this contract display the appropriate identifiable signage.

The City reserves the right to inspect, examine, or test, at any reasonable time, any equipment used in performance of the work in order to assure compliance with these specifications.

The Contractor may be required to transport the vehicles, at the Contractor’s expense, to the designated inspection facilities.

The Contractor shall maintain all revenue vehicles in accordance with all local, State, and Federal requirements for safety; and as otherwise required in the Contract.

All maintenance and repair of revenue vehicles shall be completed and documented, including the routine replacement of components and to the manufacturer's specifications and standards, at a minimum.

All maintenance performed on revenue vehicles shall be at a standard in accordance with the Contractor’s preventive maintenance program.

All revenue vehicles shall receive a daily pre-trip inspection prior to being placed in service. The pre-trip inspection procedure must be approved by the City. The following items must be included in the pre-trip inspection to ensure appropriate working order:

1. Turn signals, emergency flashers, and any other electrically illuminated signs

2. Headlights, on both high and low beams

3. Brake lights

4. Inside lights

5. Windshield wipers

6. Door operation

7. Horn

8. Brakes

9. Oil level and pressure

10. Battery charging by generator or alternator

11. Steering

12. Two-way Communications

13. Heater(s)

14. Air Conditioning System

15. Safety equipment

16. Cleanliness, interior and exterior

17. Amount of fuel and other fluid levels

18. Wheelchair lifts or ramps and securements

The Contractor shall make necessary repairs, adjustments or additions prior to placing any revenue vehicle in service.

Each revenue vehicle shall receive routine inspections, adhering to the manufacturer’s recommendations for preventative maintenance

Any defects identified by the vehicle operator or inspector shall be noted on a defect report.

Appropriate action shall be taken by the Contractor to correct defective items noted in a defect report prior to the operation of the revenue vehicle.

Revenue vehicles shall not be operated with defects that make them unsafe to operate.

The Contractor shall maintain revenue vehicles and schedule maintenance activities to assure that maximum numbers of vehicles are available for revenue service during peak hours.

All repair work shall be performed by maintenance personnel who have demonstrated experience and have documented training in the work to be completed.

Maintenance personnel shall have the necessary equipment and tools to perform any authorized work. The City shall not be responsible for providing such tools or equipment.

The Contractor shall maintain the cleanliness, both interior and exterior, of all revenue vehicles up to and beyond…