RFP 22-013 Transportation Services - Instructions For Proposers Part 1-4 With Exhibits A-B - Final.pdf

SALEM AREA MASS TRANSIT DISTRICT (SAMTD)

Transportation Services RFP No. 22-013

SALEM AREA MASS TRANSIT DISTRICT

REQUEST FOR PROPOSAL

RFP 22-013

TRANSPORTATION SERVICES

Date Issued: May 26, 2022

Pre-Proposal Conference: June 7, 2022 9:30AM PDT (Del Webb Conf. Rm.)

• Non Mandatory

Requests for Question Deadline: June 9, 2022 4:00PM PDT

Response to Questions: June 14, 2022 5:00PM PDT

Proposal Closes & Responses Due: June 24, 2022 4:00PM PDT

Project Manager: Tom Dietz, Director Of Operations Ben Sawyer, Contracted Services Manager

Procurement Contact Daniel M. Knauss, Procurement & Contracts Manager

Submit Bid: Salem Area Mass Transit District Procurement & Contracts Department 555 Court Street NE, Suite 5230 Salem, Oregon 97301

TABLE OF CONTENTS

RFP 22-013

SECTION NO OF PAGES

1. RFP COVER PAGE……………………………………………………………………… 1

2. TABLE OF CONTENTS……………………………………………………………………1

3. PART 1 - INSTRUCTIONS FOR PROPOSER .……………………………………..… 8

4. PART 2 – SCOPE AND SPECIFICATIONS …………………………….…..……

5. PART 3 - EXHIBITS 1-14 – PROPOSAL FORMS .………….…..………………...… 21

6. PART 4 – EVALUATION OF PROPOSALS …………………………………………….5

7. EXHIBIT A – FTA CLAUSES ………..…………..……………………..………….……25

8. EXHIBIT B – FORM OF CONTRACT .…………………………………………………20

9. EXHIBIT C – CONTRACTOR REPORTS REGIONAL, LIFT, SHOP-AND-RIDE …22

Dan Knauss Don’t worry about the number of pages. They will be corrected after final approval.

PART 1

INSTRUCTIONS FOR PROPOSER

SALEM AREA MASS TRANSIT DISTRICT

REQUEST FOR PROPOSAL (RFP)

RFP No. 22-013

Issue Date: May 26, 2022 Proposal Due: June 24, 2022 Time: 4:00 PM PDT

SAMTD OVERVIEW

SALEM AREA MASS TRANSIT DISTRICT (SAMTD) is the public transportation agency operating fixed route, regional express, and paratransit service in the urban growth boundary of the Salem-Keizer area, as well as Marion and Polk counties. SAMTD services include Cherriots Local, Cherriots Regional, Cherriots LIFT (Paratransit service), Cherriots Shop and Ride, Travel Training, and Transportation Options, which promotes additional services such as carpool and vanpool matching.

SAMTD operates 64 local route buses, 43 paratransit buses (Cherriots LIFT), 15 regional buses Cherriots Regional), and five shopper shuttles. Most SAMTD services operate seven (7) days a week.

SAMTD Locations:

Administrative Offices General Manager, Finance, Customer Service, Marketing, Human Resources and part of the Operations Division are located at:

555 Court St N.E., Suite 5230 Salem, OR 97301

Operations, Contracted Services, and Maintenance Del Webb Facility 3140 Del Webb Ave.

Salem, OR 97301 The Del Webb facility also includes the parking area for buses not in service.

Keizer Transit Center 5860 Keizer Station Blvd., N.E.

Keizer, OR 97303

SECTION 1: INTRODUCTION

SAMTD is soliciting Proposals for services to provide complete customer service, scheduling, reservations, routing, dispatching, supervision, fare collection, and transportation service for our Regional Service and ADA Paratransit Service. The term of a resultant contract will be comprised of an initial five (5) year base term (to the end of the calendar year), with two (2) additional one year option periods.

A resultant contract will include the scope of services and specifications and all work as identified in PART 2 of this solicitation.

Successful Proposer shall be licensed by the State of Oregon to do the work required under this contract.

Successful Proposer shall obtain and maintain in current status all applicable permits and licenses.

For Scope and Specifications for this project, please see PART 2 of this RFP.

SECTION 2: PROJECT MILESTONES

• Notice To Proceed to successful contractor – August 1, 2022 (estimate)

• Substantial contract completion by – December 31, 2027 (Base Term Estimate)

• Final contract completion by – December 31, 2029 (If All Options Years Are Exercised - Estimate)

SECTION 3: INSTRUCTIONS TO PROPOSER

1. A. Proposal Submission Requirements

Response shall be submitted in a sealed envelope / container to the following address and clearly marked “RFP 22-013 Transportation Services”.

Proposals must be submitted as follows:

1. One (1) original and three (3) copies of the response and proposal documents. One (1) copy must be unbound for ease of photocopy reproduction.

* See Item #6 below for acceptable alternative methods.

2. One (1) electronic PDF format version of the response and proposal documents on a USB flash drive.

3. Digital signatures on forms are permitted.

4. Submit with a cover letter to:

Daniel M. Knauss Procurement & Contracts Manager Salem Area Mass Transit District 555 Court St., NE Suite 5230 dan.knauss@cherriots.org

5. In the event of any conflicts between the hard copy and the electronic copy, the hard copy will prevail.

6. COVID-19 Considerations:

An email submission with electronic signatures submitted on or before the proposal close date and time will be accepted and considered a timely response to our solicitation.

SAMTD will also accept an electronic formatted version (thumb drive preferred) of the proposal documents, which are received at the SAMTD office on or before the proposal close date and time, and this submission will also be accepted and considered a timely response to our solicitation.

Additionally, SAMTD will also accept hard copy proposals that are received on or before the proposal close date, however an electronic formatted version is also required. Proposals delivered via US Mail can continue to be sent to the address identified in the solicitation.

Proposals must be received by SAMTD by 4:00 p.m., Pacific Time, June 24, 2022.

B. Accommodation For People With Disabilities - People with disabilities who wish to request special accommodation, (e.g., sign language interpreters, Braille, etc.) need to contact SAMTD seven (7) working days prior to the scheduled proposal opening.

mailto:dan.knauss@cherriots.org

C. Exceptions / Modifications To Scope Specifications - Proposer may not take exception to, or modify any part of, the Drawings (if applicable), Sample Contract Terms or Specifications.

D. Right of Rejection / Cancellation and Irregularities - SAMTD reserves the right to reject any or all

Proposals, or part thereof, to accept one or more items of a proposal without obligation as to other items.

SAMTD reserves the right to cancel this RFP / solicitation at any time without liability prior to execution of a contract by SAMTD if it is in SAMTD’s or the public's best interest and is not liable for any costs the firm incurs while preparing or presenting the proposal. All Proposals will become part of the public file without obligation to SAMTD. SAMTD enforces the right to wave irregularities anytime through the solicitation process.

E. Late Proposals - Proposals submitted or received after the date and time indicated herein shall not be accepted without a prior extension of the closing date or time by SAMTD. Requests for extensions of the proposal closing date or time must be requested prior to the deadline for receipt of Proposer questions noted above. Timely requests will be considered, but SAMTD reserves the right to extend the due date or decline to extend the due date at its sole discretion.

F. One Proposal; Partial Proposals – A Proposer may not submit more than one (1) Proposal in response to this solicitation. No partially completed Proposals will be accepted and will be rejected if not properly completed based on the solicitation guidelines.

G. Single-Proposer Responsibility - Single-Proposer responsibility is required under this RFP. Each

Proposer responding to this RFP must propose all professional services/goods and provide all materials, equipment, supplies, transportation, freight, special services, and other work described or otherwise required herein for each project task.

H. Withdrawal or Modification of Proposals – Proposals shall not be modified after the closing date and time for Proposal submittal. Proposals may be withdrawn by Proposer before closing date and time as specified within this solicitation.

I. Requests for Clarification or Modification - All requests for clarification or modification of the RFP shall be made in accordance with Section 13 of this RFP. All requests submitted prior to the deadline for receipt of questions shall be responded to and made available to all interested Proposers. Where applicable, Proposer is required to provide the value of each proposed modification and a brief explanation as to why the change is requested. Value shall be defined as any cost or savings to SAMTD and the advantage to SAMTD of the proposed change.

J. Required Forms: If a form does not apply to your business or Proposal, please mark the form “Not Applicable.” Sign and date each form. Some forms may require notarization. Failure to complete all forms will result in your Proposal being ruled nonresponsive. Nonresponsive Proposals will not be evaluated or awarded a contract.

K. Addenda - Modifications to this RFP shall be made only by addenda to the solicitation. Verbal or faxed instructions, interpretations, and changes shall not serve as official expressions of SAMTD and shall not be binding. All cost adjustments or other changes resulting from said addenda shall be taken into consideration by Proposer and included in their Proposals. All addenda issued by SAMTD shall be acknowledged by Proposer on the Acknowledgement of Addenda form.

L. Experience and Qualifications (REQUIRED) – Proposer must demonstrate to the satisfaction of SAMTD that they possess the qualifications, experience, skill, licenses, necessary facilities, and financial resources required to perform the contract services in a satisfactory manner and within the required time.

1. Introduction or Cover Letter: Provide a brief introduction of the Proposer, and/or an introduction of all members who may be involved in the contract resulting from this RFP.

Describe primary business experience of the Proposer, length of time in business, organizational structure, size, capabilities, financial ability of Proposer to fulfill obligations of resultant contract award, ownership, the location of office(s), telephone number, email address, web-address, and any other information that the Proposer deems pertinent and introductory in nature.

2. Qualifications of Proposer: The Proposer shall describe its knowledge and past project experience relevant to SAMTD’s needs as listed in the Scope and Specifications in PART 2 of this RFP, including the Proposer’s direct experience on projects of similar size, scope and complexity.

M. Ambiguity in Specifications - Proposer shall promptly notify the SAMTD Procurement Manager at the address listed in Section 3, 1.A of this RFP, of any ambiguity, inconsistency, or error that they may discover upon examination of the Proposal documents within the time limits for Requests for Clarifications in Section 13.

N. DBE (Disadvantaged Business Enterprise): SAMTD has an overall agency goal of 2.49 percent for the utilization of DBEs using race neutral means. SAMTD strongly encourages and expects Proposer to pursue subcontracting, mentoring, joint venturing, teaming, and partnering opportunities with DBE firms in the ordinary course of its business/teaming strategies. Proposer are encouraged and expected to create a level playing field to the maximum practical extent, consistent with the objectives and requirements of the SAMTD DBE Program, which is based on federal regulations codified at 49 CFR Part 26. The DBE participation goal applies to the total value of the contract including the results of all pre-award negotiations and post-award change orders/modifications. SAMTD’s DBE Program and Policy may be accessed at www.Cherriots.org/en/about-us/procurement.

O. Substitution of Materials: BASE PROPOSAL MUST BE BASED UPON SPECIFIED MATERIALS.

Substitution of materials from those specified must be requested in accordance with the detailed requirements found in the Project Specifications. For the substitutions to be considered the Proposal Form must be accompanied by an alternate price and a detailed description, with drawings and manufacturer’s written specifications as may be necessary, on a separate form which fully describes the proposed alternate methods and materials.

P. Contractor’s License Law & Bond Requirements: Proposer shall comply with, and require all of their subcontractors to comply with Federal, State, County, and City contractor’s licensing laws, and be duly registered and licensed thereunder. Proposer shall provide a performance bond and a labor and material payment bond, each in the amount of (100%) of the subcontract price unless otherwise noted in the individual Proposal package.

Note: A Performance Bond and a Payment Bond is not required for this solicitation.

Q. Solicitation and Attachments – The Solicitation and any attachment or exhibit to this RFP will be incorporated into and made a part of the resulting Contract. In the event of a conflict between the provisions contained in the body of this RFP, the solicitation, and any attachment or exhibit, the terms in the body of the resulting Contract will control.

R. Waiver of Liens: The Proposer is responsible for the payment of all bills for labor and materials furnished by, or to, their subcontractors and itself. Upon presentation of the billing, subcontractor shall certify that they are submitting such lien waivers for all of their lower tier subcontractors and material suppliers that have furnished services or materials for the previous billing period. A Bond in lieu of Waivers will not be satisfactory.

S. Subcontractor’s Agreement: In submitting this Proposal, the Proposer hereby agrees, if awarded a Contract, to enter into and execute SAMTD’s standard form of contract agreement.

T. Value Engineering: Base Proposal MUST be based upon specified materials. However, Proposer are encouraged to submit value engineering cost Proposals for SAMTD review. These items can be submitted on the Proposal Form and clearly marked “Value Engineering Ideas”.

U. Protest: Duty to Exhaust Local Procedures. Once the Contractor exhausts SAMTD’s protest procedures, as described in applicable SAMTD Procurement Policy, the Contractor may request review from the FTA. Protests shall only be accepted from participating Proposer and must be submitted in writing and in a timely fashion, in accordance with SAMTD’s formal protest procedures. SAMTD’s formal protest procedures may be requested by contacting SAMTD Procurement by telephone at 503-588- 2424.

http://www.cherriots.org/en/about-us/procurement

V. Certification: By submitting its Proposal, Proposer certifies that it is in compliance with the State of

Oregon statutory requirements governing registration of corporations and/or assumed business names.

Further, by submitting its Proposal, Proposer certifies that it is, and that its subcontractors are, in compliance with the State of Oregon statutory requirements governing registration of with the Oregon Construction Contractors Board.

2. PREPARATION OF PROPOSAL

A. Proposals must be:

i. Submitted on the Proposal forms, or copies of forms, furnished by SAMTD, and

ii. Signed. If the Proposal is made by a corporation, it shall be signed by the corporation’s authorized designee.

iii. The address of the Proposer shall be typed or printed on the Proposal in the space provided.

B. The Proposal may require Proposer to submit prices for one or more items, including:

(1) lump sum proposal; (2) lump sum Proposal alternate prices; (3) unit prices; or (4) any combination of items (1) through (3) above.

C. SAMTD requires proposing on all items (including alternates and unit prices). Failure to do so may disqualify the proposal. If proposing on all items is not required by the specific proposal package documents, Proposer should insert the words “NO PROPOSAL” in the space provided for any item on which no price is to be submitted.

D. Proposer MUST comply with the requirements in the Proposal Documents. Modifying the proposal forms, conditioning or limiting the proposal, or offering to perform work not requested by the Proposal Documents may disqualify the proposal.

E. Proposer must submit the most recent two (2) years of audited financial statements. This information, along with the proposal documents, will be utilized to provide SAMTD information that will lead to a financial ability to perform determination. Financial statements may include P&L Statements, Income Statements, Balance Sheets, Tax Returns, and other company information that may help SAMTD make a financial ability to perform a resultant contract determination.

3. BASE PROPOSAL

The Proposer agrees to hold all pricing for period of one-hundred twenty (120) days from the date of the proposal opening.

4. ADDITIVE OR DEDUCTIVE PROPOSAL ITEMS

The Proposer agrees to hold all alternate and unit prices for one-hundred twenty (120) days from the date of the proposal opening.

5. SITE INVESTIGATION AND CONDITIONS AFFECTING THE WORK

By submitting this proposal, the Proposer acknowledges that it has taken steps necessary to ascertain the nature and location of the work, and that it has investigated and satisfied itself as to the general and local conditions which can affect the work or its cost, including but not limited to: (1) conditions bearing upon transportation, and disposal, handling, and storage of materials; (2) the availability of labor, material, equipment, water, electric power, and roadways; (3) uncertainties of weather, river stages, tides, ground water, or similar climatic and/or physical conditions that may have impact on the site; (4) the conformation and conditions of the ground; (5) the character of equipment and facilities needed preliminary to and during the work; (6) compliance with the project quality control program; and

(7) compliance with the Proposer’s safety plan as approved by SAMTD, and all applicable Occupational Safety and Health Administration (OSHA) regulations.

The Proposer also acknowledges that it has satisfied itself as to character, quality, and quantity of materials or obstacles to be encountered insofar as the information is reasonably ascertainable from an inspection of the site, as well as from the drawings, specifications and reports issued with this proposal package and to be made a part of this contract. Any failure of the Proposer to take the actions described and acknowledged in this paragraph will not relieve the Proposer from responsibility for estimating properly the difficulty and cost of successfully performing the work.

6. PROPOSAL AMOUNT

The Proposer acknowledges that the details of the specifications accurately reflect the Scope of the Work on which the Proposer is submitting its proposal. Proposer should base their proposal amounts on the following elements:

A. All labor, material, equipment, overhead, and compensation to complete all of the work under each particular heading as shown in the Proposal Documents at the time of proposal.

SAMTD is not subject to taxation; no federal or other taxes (excise, luxury, transportation, sales, etc.) shall be added to proposal amount.

7. PROPOSAL RESULTS

Following the issuance of the Notice of Intent to Award for any resulting Contract, SAMTD will provide the following information to interested parties upon timely request:

A. The number of Proposals SAMTD received;

B. The name of the successful Proposer; and C. A summary of the evaluations;

D. The total resulting contract price, including descriptions of items, quantities, and unit prices, if practical.

SAMTD will attempt to give notice under this paragraph promptly after Notice of Intent to Award.

SAMTD’s failure to give such notice shall not be deemed to affect the validity of the resulting contract.

8. CONTRACT AWARD

A. RESPONSIVENESS OF PROPOSAL

A proposal will be considered responsive if it meets the following requirements:

1. Is received at the proper date and time.

2. Meets the stated requirements of the proposal form.

3. Exhibits #1 - #14 under this solicitation are all completed and returned with the proposal.

4. The Contractor is licensed/registered within the State of Oregon at the time of proposal due date and is not banned from proposing by the Bureau of Labor and Industries.

5. The proposal is accompanied by a proposal guarantee, if required.

6. Complies with the State of Oregon and Federal requirements as applicable.

7. Demonstrated ability to comply with schedule.

8. Demonstrates performance of similar projects relative to size, schedule, etc.

9. Demonstrates the management resources and financial capacity to effect performance of the work.

B. APPARENT SUCCESSFUL PROPOSER

The apparent successful Proposer, for purpose of award, shall be the highest scoring responsive and responsible Proposer inclusive of additive or deductive proposal alternates and within the funds available for the project.

C. PROPOSAL SELECTION PROCESS

The successful Proposer shall be selected on the basis of having submitted a responsive and responsible proposal for this proposal package, other requirements established in PART 4, and other requirements of the proposal documents.

D. EFFECTIVE DATE OF THE CONTRACT

SAMTD will notify the successful Proposer and provide the successful Proposer with a written Notice of Intent to Award Contract. The successful Proposer shall return a signed copy of the Contract as well as all other documents required to be signed or provided such as bonds, insurance certificates, etc. The Contract will only become effective when all parties sign the contract and the Proposer provides all other documents required to be signed or provided such as bonds, insurance certificates, etc. Work performed and all costs incurred prior to SAMTD signature shall be the sole responsibility of the Proposer.

E. PAYMENT AND PERFORMANCE BONDS

Proposer must provide proposal, payment and performance bonds in their base price. Where indicated on the Proposal Form and according to the Bonding Requirements attached hereto provide a Deduct for removing requirements from Contract.

1. Proposal Bond Requirements (Construction)

Not required for this solicitation

2. Performance and Payment Bonding Requirements The successful Proposer shall be required to obtain performance and payment bonds as follows:

a. Performance bonds (Not required for this solicitation)

b. Payment bonds (Not required for this solicitation)

F. PROMPT PAY ACT

All Proposer must comply with the applicable Prompt Payment Act provisions, if selected. Failure to do so will be considered a material breach of contract.

9. MINIMUM WAGE AND PREVAILING WAGE REQUIREMENTS

10. APPLICABILITY OF RESULTING CONTRACT

11. PROPOSAL DOCUMENTS

The following documents form a part of and are included in the Proposal Documents:

A. Proposal Solicitation Documents Complete.

B. Scope, Drawings (if applicable), and Specifications for the Project.

C. Project Schedule Milestone Dates.

12. SCHEDULE OF PROPOSAL PROCEDURES

The anticipated project procurement timetable is as follows for Proposal Solicitation RFP 22-013 Transportation Services:

Date Issued: May 26, 2022 Pre-Proposal Conference: June 7, 2022 9:30AM PDT (Del Webb Conf. Rm.)

* Non-Mandatory *

Requests for Question Deadline: June 9, 2022 4:00PM PDT Response to Questions: June 14, 2022 5:00PM PDT Proposal Closes: June 24, 2022 4:00PM PDT

13. QUESTIONS, CLARIFICATIONS AND CHANGES TO RFP

SAMTD reserves the right to make changes to the RFP. All changes to the RFP, prior to the receipt of Proposals, shall be electronically distributed through addendum. Failure to acknowledge receipt of an addendum may cause a proposal to be rejected as non-responsive. Following receipt of proposal, any changes to SAMTD’s RFP will be conveyed in writing by SAMTD to the Proposer determined to be in the competitive range.

Proposer may submit questions, request clarification, or request a change to the RFP by submitting a written request to Daniel Knauss, Procurement & Contracts Manager at the address set forth above in Section 1.A.(4) or via email dan.knauss@cherriots.org. The request shall specify the provision of the RFP in question, and, if a change is requested, contain an explanation for the requested change. Where applicable, Proposer are required to provide the value of each proposed modification and a brief explanation as to why the change is requested. Value shall be defined as any cost or savings to SAMTD and the advantage to SAMTD of the proposed change.

Questions, clarification requests, and /or RFP change requests must be received by June 9, 2022 at 4:00 PM Pacific Time. SAMTD will evaluate any question or request submitted, but reserves the right to determine whether to respond or accept the requested change.

Proposer shall not rely on oral or written representations regarding this RFP unless issued in writing as an addendum by the SAMTD Procurement & Contracts Department.

14. PRE-PROPOSAL CONFERENCE – NON-MANDATORY

A Pre-Proposal Conference will be held on June 7, 2022 at 9:30AM in person and via Teleconference.

Suppliers who are considering proposing for this solicitation are strongly encouraged to attend.

Statements made by SAMTD at the Pre-Proposal conference are not binding upon SAMTD unless confirmed by written Addendum.

• To attend in person and attend a site walk through:

Salem Area Mass Transit District Location: Del Webb Conference Room Del Webb Facility 3140 Del Webb Ave.

• To participate via teleconference:

To access via video:

https://meet.google.com/vxn-pcas-edc

To access via telephone:

(US)+1 413-341-8884

PIN: 247 052 782#

15. SITE VISITATION & VIEWING

Proposers may view the site areas where work is to be performed.

Proposers may submit requests to view the site where work is to be performed. Viewing may take place between the hours of 9:00AM – 3:00PM, Monday – Friday. Proposer must have an appointment scheduled in advance. If a Proposer arrives to view the site without a prior appointment, SAMTD may not accommodate the request. To schedule an appointment to view the site please contact:

Tom Dietz, Director of Operations ……………….………… 503-361-7552

END OF PART 1

mailto:dan.knauss@cherriots.org https://meet.google.com/fgr-tjdk-dkh?hs=122&authuser=0 tel:%E2%80%AA+1%20636-373-8778%E2%80%AC

PART 2

SCOPE AND SPECIFICATIONS

Background

(NOTE: This information is provided as informational purposes only – this is an overview of the Salem Area Mass Transit District’s (SAMTD) ADA / Paratransit service and associated services)

Mission Statement and Transportation Services Objectives

Salem Area Mass Transit District Mission Statement Connecting people with places through safe, friendly, and reliable public transportation services.

Cherriots Operations delivers a World Class Customer Experience.

Transportation Service Objectives Deliver high quality transportation services that enhance independence and mobility for customers through:

• Reliable service delivery

• Courteous and professional assistance

• System safety and security

Communicate effectively with customers by:

• Listening to, valuing, and using customer feedback

• Educating customers regarding optimal use of SAMTD services

Be responsible to the community by:

• Using public resources efficiently

• Effective use of shared ride scheduling

• Continuous improvement of services and processes

Cherriots LIFT Program History SAMTD ADA Complementary Paratransit service provides demand responsive transportation services to eligible people with disabilities within the Salem-Keizer Urban Growth Boundary (UGB) serving Marion and Polk counties. SAMTD began Cherriots LIFT Paratransit service in 1992 to meet the Americans with Disabilities Act (ADA) requirements. SAMTD subsequently eliminated trip denials, implemented next day service, and is fully ADA compliant.

The Cherriots LIFT service currently operates origin-to-destination service according to service standards that meet or exceed the standards set forth in the ADA law.

Customer Base Persons eligible for the Cherriots LIFT service have a physical condition/disability or cognitive disability that precludes them from using the regular fixed route transportation service. The aforementioned condition or disability must pass a medical certification to determine eligibility. Cherriots LIFT also provides transportation for clients sponsored by social service agencies that contract with SAMTD. Customers must be registered in the program before receiving a ride, with the exception of Cherriots LIFT applicants being transported to eligibility assessments. Approximately 14,838 active customers are eligible to receive Cherriots LIFT service.

Currently 58% of registered Cherriots LIFT customers have full or unconditional eligibility, with 16% having conditional eligibility, and 26% temporary or visitor eligibility. Transportation Services Contractor will be assigned a number of round-trip rides for persons who are traveling to/from the Cherriots LIFT Eligibility Office. These passengers may not be Cherriots LIFT eligible and no fare will be required for the trips.

The Cherriots LIFT Ride Guide may be found at: www.cherriots.org/lift http://www.cherriots.org/lift

Ridership Cherriots LIFT provides approximately 12,400 one-way trips per month. At this time, Cherriots LIFT does not provide trips on certain holidays. See service calendar for specific dates.

Days and Hours of Operation Cherriots LIFT Paratransit operates within the Cherriots service area during all of the days and hours which Cherriots Fixed Route service is in operation. Cherriots LIFT provides service between 5:00 a.m. and 12:00 a.m.

Monday through Friday, 6:00 a.m. through 10:00 p.m. Saturday, and 8:00 a.m. through 6:00 p.m. Sunday.

Cherriots Regional Service The Cherriots Regional service provides public transportation that connects 17 communities in rural Marion and Polk counties. The service is available to everyone. All buses are ADA accessible and equipped with bicycle racks. Cherriots Regional service currently consists of five (5) Express routes and one (1) Flex-route. SAMTD does not guarantee that the number of one-way trips, revenue hours, or revenue miles will surpass or equal the amount specified listed in this request for proposal, as the system is currently under study and review. SAMTD is not obligated to purchase services of the type covered by this Contract exclusively from the Transportation Services Contractor. The services provided by the Contractor consist of the following:

Cherriots Regional Routes

• Route 10X travels between Woodburn and the Salem Downtown Transit Center (DTC), with stops at Gervais, Brooks, and Chemeketa Community College. There are three (3) outbound and four (4) inbound routes per day. There are no Sunday routes currently.

• Route 20X travels from the Salem DTC to Woodburn through Silverton and Mt. Angel. There are five (5) outbound and five (5) inbound routes per weekday. Saturday service has three (3) outbound and four (4) inbound routes. There are no Sunday routes currently.

• Route 30X serves South Marion County. It travels down the Santiam Canyon and services Turner, Aumsville, Sublimity, Stayton, and the Salem DTC. Twice per day the route continues to Mehama, Lyons, Mill City, and Gates. Route 30 has a stop inbound and outbound at the Wal-Mart on Turner Road. There are four (4) outbound and four (4) inbound routes per weekday. Saturday service has two (2) outbound and two (2) inbound routes that run to Gates. There are no Sunday routes currently.

• Route 40X serves Polk County. It travels between Dallas, Monmouth, Independence, and Salem DTC.

There are eight (8) outbound and eight (8) inbound routes per weekday. Saturday service has six (6) outbound and six (6) inbound routes. There are no Sunday routes currently.

• Route 45X is additional service between Dallas and Independence. There are five (5) outbound and five

(5) inbound routes per weekday. There are no Saturday or Sunday routes currently.

• Route 50X is an express route between the Salem DTC and Dallas with stops in West Salem and the West Valley Hospital. It has four (4) outbound and four (4) inbound routes per weekday. There are no Saturday or Sunday routes currently. The bus also stops in Rickreall, upon request.

Cherriots Regional Ridership Cherriots Regional service provided approximately 70,000 unlinked passenger trips in FY2020-21. Cherriots Regional service operates Monday – Saturday 6:00 am to 9:20 pm. Some routes do not operate on Saturday.

There are no Sunday routes currently.

The Cherriots Regional information may be found at: www.cherriots.org/regional

Cherriots Shop and Ride (Shopper Shuttle / Dial-a-Ride) The Cherriots Shop and Ride service is for older adults (60 years of age or older) and people with disabilities.

All Shop and Ride vehicles are ADA accessible; anyone with a disability or using a mobility device can ride.

Cherriots Shop and Ride serves the Salem-Keizer UGB. Service is available Monday through Friday from 8:15 am to 5:15 pm. There are no Saturday or Sunday trips currently.

SAMTD invites additional service plan proposals, and reserves the right to change destinations and hours of operation. SAMTD is not obligated to purchase services of the type covered by this Contract exclusively from the Transportation Services Contractor.

http://www.cherriots.org/regional

Cherriots Shop and Ride Routes The Cherriots Shop-and-ride information may be found at: www.cherriots.org/shopandride

Cherriots Shop and Ride Ridership The Shop and Ride service provided approximately 4,500 trips in FY2020-21. (Appendix 1-5 Year Ridership Data)

Passenger Fares SAMTD sets fares and establishes fare policy for all Cherriots services and is responsible for the sale of all pre-paid fares such as passes and tickets. The current fares can be found at www.cherriots.org/fares

Fare Categories: Adult fare: ages 19-59; Youth fare: ages 6-18; reduced fare: 60+, disabled or Medicare card holders; Children 5 and under: free

Note: Scope of Services immediately follows this page.

Scope of Services http://www.cherriots.org/shopandride http://www.cherriots.org/fares

Introduction

The Proposer shall establish and provide complete customer service, scheduling, reservations, routing, dispatching, supervision, fare collection, and transportation service. Regular preventative maintenance and repairs of the revenue vehicles shall be completed by Cherriots. Services shall be provided by the Contractor in such a manner that eligible persons may effectively, safely, and efficiently access regional commuter, demand-response services. Paratransit services shall be curb-to-curb. The Contractor shall take all actions necessary to maximize efficient utilization of the service and to minimize the cost of such service to Cherriots. All communications with customers shall be timely, in accessible format as appropriate, including but not limited to Braille, CD, large print, etc. Services shall be provided in accordance with local, state, and federal regulation, as well as the ADA.

Cherriots shall provide:

• Revenue vehicles

• An automated scheduling and dispatching software package

• Mobile Data Terminals (MDTs) for the vehicles

• Communication network (i.e. digital radios)

• Hours of Operations

• Service Planning

All elements of the Scope Services are subject to change in accordance with ADA regulations and at the discretion of SAMTD.

Service Area The service area includes the UGB and most parts of Marion and Polk counties and a small part of Linn County.

The paratransit (LIFT, Shop & Ride, Dial-a-Ride) services are performed strictly within the UGB. The regional service extends through Marion and Polk counties. The contract will not grant to the Contractor exclusive rights to service provision within the service area.

Hours of Service Service hereunder shall be available to the public corresponding with the hours of operations set by SAMTD in the area(s) for which travel is requested. No trips shall commence or end outside of the hours operated by the corresponding fixed route as published by Cherriots. Time periods may be adjusted by day or specific area at Cherriots discretion, in accordance with policy and/or ADA law.

• The Proposer shall submit a plan, as a part of their Proposal, describing how they will assist Cherriots IT staff in support of the computerized system on a 24/7 schedule.

Cherriots reserves the right to add or reduce service levels from the base level of revenue hours in any given year of the contract. The base level of service shall be set based on the table below. The effective range, then, shall be within 5-7% above/below those revenue hours. In the event that revenue hours exceed that threshold and fall outside of that range, the revenue hour rates will be subject to renegotiation. Additionally, Cherriots may reset the baseline hours for any optional years on this contract.

Revenue Hours Program FY2017 FY2018 FY2019 FY2020*

COVID

FY2021 FY2022 (projected)

Cherriots Regional

23,912 21,224 17,724 19,134 19,871 25,458

Cherriots LIFT 61,380 63,766 64,184 42,101 32,252 42,000 Dial-a-Ride / Shop&Ride

4,684 5,357 4,966 2,937 2,860 3,388

For the purposes of this contract and Cherriots LIFT, Cherriots uses the National Transit Database (NTD) definition of revenue hour in determining “billable hours” as follows:

• Revenue hours include all time from the point of first passenger pick-up to last passenger drop-off, as long as the operator and the vehicle do not return to the original dispatching point (e.g. base, yard, gar-age) having completed the operator’s work assignment.

• Revenue hours do not include scheduled time off such as operator lunch breaks.

All other times (e.g. excessive slack time, fueling time, time associated with non-eligible passengers) shall not be considered as revenue-hour time and shall not be reimbursed. Generally, slack time over 45 minutes is considered excessive. Slack time built around fueling, lunch, or other non-passenger activity is not reimbursable.

The Regional Service does not track slack time, etc.

The following days are marked as holidays and have either modified service levels or no service provided:

Holiday Service Level

New Year’s Day No Service

MLK Day Saturday Service Level

President’s Day Sunday Service Level

Memorial Day Sunday Service Level

Independence Day Sunday Service Level

Labor Day Sunday Service Level

Veterans Day Sunday Service Level

Thanksgiving Day No Service

Christmas Day No Service

Inclement Weather, Natural Disaster, and Other Unforeseen Situations Except as herein provided, the service covered under this contract shall be continuously operated throughout the term of this Agreement, with sole exception of Acts of God.

Service may be temporarily suspended only upon concurrence and approval of the SAMTD General Manager / CEO or designee. Likewise, in the event of inclement weather, such as snow, ice, or storm, the General Manager / CEO or designee shall determine the waiving or modification of service standards.

In the event of an emergency or natural disaster, the Contractor shall make available, to the maximum extent possible, transportation and communications services and facilities to assist Cherriots in minimizing the effects of such incidents. To the extent Cherriots requires the Contractor to provide such emergency services and facilities, the Contractor shall be relieved of the obligations to fulfill its duties and responsibilities to operate normal transportation services as described in this Request for Proposals. Furthermore, the Contractor shall be entitled to be paid for reasonable compensation for providing such emergency services and facilities provided, however, that the amount of such compensation and time of payment shall be mutually agreed upon by the Contractor and SAMTD following conclusion of the emergency or disaster, or at such other time as they mutually agree. All expenses associated with such an emergency or disaster shall be tracked and presented to SAMTD.

One-time expenses stemming from unforeseen situations and Acts of God seriously impacting service may be subject to negotiation.

Cooperation and Coordination with Cherriots The Contractor shall cooperate and comply with reasonable requests by Cherriots to hand out notices to passengers or otherwise render assistance to Cherriots customer service, relations, surveying, promotion, monitoring, and supervisory functions. The Contractor shall allow up to 50 hours per year of service for marketing or demonstration purposes at no cost to Cherriots.

Computer Systems and Related Technology Cherriots shall supply the computerized scheduling and dispatch software/hardware and upgrades associated with the operation for the Contractor’s use in providing paratransit and regional services. The ability to schedule or receive online bookings (i.e. portal or mobile) should be considered. This system is under solicitation currently and will be outlined as that process is completed. Proposers should consider such products as EcoLane, Trapeze, INIT, etc.

Cherriots shall provide a communications system for the Contractor’s use in providing the paratransit and regional service under this contract. The system is a digital radio system to allow communications with the vehicles and dispatch.

The Contractor shall provide a secure facility (ies), within the UGB, with capacity to accommodate all the equipment provided by Cherriots, including, but not limited to LAN, WLAN, computers, network components and servers, and spares for the MDTs. The facility must be located in the Salem, OR area.

The Contractor shall have experience using and maintaining the available computerized systems and have fully qualified personnel to provide such support. The Contractor shall be fully qualified to provide reporting and auditing materials as requested by Cherriots and ensure optimum efficiency and accuracy.

Hardware and Software replacement schedule (for currency) shall be determined by Cherriots in conjunction with the Contractor. The Contractor shall cooperate with the installation, configuration, and upgrade or replacement of any of the hardware and/or software included in the computerized system. The Contractor shall also provide staff time for training. It will also work directly with Cherriots or designee to expeditiously resolve any issues regarding the operation of the system. The Contractor shall inform Cherriots of these issues in a timely manner. Any software installed on Cherriots equipment by the Contractor must be installed for the sole purpose of supporting this contract and legally licensed with proof of license available for review/audit.

• Proposer shall submit, as a part of their Proposal, plans of how Proposer will assist in maintaining the computerized system including software, hardware, and network infrastructure, complete system backup including database backup and test restoration plans.

• Contractor shall also submit copies of their IT security plan and underlying policies (i.e. business continuity, disaster recovery, etc.).

• Proposer shall provide any contingency plan(s) for data recovery in the event of a system outage.

Passenger Eligibility - LIFT Passenger eligibility for ridership is conducted and managed on a separate contract and is not a part of the services under this solicitation.

Reservations - LIFT The Contractor shall work with SAMTD to establish a sufficient number of separate telephone lines to be used solely for taking reservations and requests for service. Proposer shall state how many will be provided as part of their Proposal. Such telephone lines are to be available to the public for making reservations and requests for service in accordance with the ADA regulations and FTA guidance. SAMTD may supply this technology based on the proposer’s location(s).

Currently, the Call Center is open between 5:30 a.m. and 7:00 p.m., Monday through Friday, and between 8:00 a.m. and 4:30 p.m. on weekends. Requests for trips for the next day made after 5:00 p.m., as well as requests made on the day of, are considered “same day” requests and may be scheduled if they will not increase service hours.

Contractor shall work with SAMTD to establish/maintain a phone system whereby customers can call after hours to cancel trips. This phone system shall have the capability to record all lines used to carry out the work covered within this contract. SAMTD may, at its discretion, determine to provide a phone system for this service.

The Contractor shall provide SAMTD a daily, weekly, or monthly report containing:

• Number of inbound calls

• Number of abandoned calls

• Average time on hold per call

• Average length of a completed phone call

At times other than those listed above, Contractor shall respond to customer phone calls regarding urgent information or communications at any time service is in operation. The Contractor shall employ and maintain TTY–type equipment for communication with persons with hearing impairment.

Telephone numbers and lines separate from the reservation function shall be provided for other business purposes, such as the dispatch function and key management employees. An adequate number of reservationists must be available at all times that service is in operation for optimum customer service.

The Contractor shall record and maintain updated information about all customers at all times.

The Contractor shall record, in detail, all the information referring to each trip a customer would take, including the phone number to be used for an automated notification call.

The Contractor shall participate in cross-functional meetings to review, verify, and certify customer eligibility for the paratransit service.

The Contractor shall provide all eligible trips requested. The eligible trips shall be trips that were requested on

(1) to seven (7) days prior to the trip. The Contractor shall make every attempt, in accordance to the ADA regulations, to negotiate ride times with customers and schedule rides in such manner as to make the most efficient use of drivers and equipment while avoiding excessively long rides for customers.

Scheduling Criteria Pickup Window – Service shall be scheduled and routed so as to arrive at the customer’s point of origin (pickup location) within the 30-minute window given to the customer. A five (5) minute waiting period is allowed for each customer.

The Contractor shall notify the customer by telephone if the vehicle is anticipated to arrive more than 10 minutes early or 10 minutes later than the scheduled pickup window. Likewise, the Contractor shall furnish a prompt telephone callback system to advise customers of each and every trip or pick up time that must be canceled or rescheduled, for whatever reason. Through an automated system (IVR) provided by SAMTD, all customers shall be given an automatic 10-minute reminder call prior to pick up. Additional, “night-before” reminder calls are acceptable. Contractor shall ensure all phone numbers are current and shall have a procedure that allows eligible customers to opt out of such automated calls, per SAMTD guidelines.

Trip length – Contractor shall comply with ADA regulations and FTA guidance pertaining to excessive trip lengths, e.g. comparable in length to same trips taken on regular fixed-route bus system. Customers whose rides may take 90 minutes or longer on any one-way trip shall be advised of this at the time of reservation. Contractor shall document customer consent for trips exceeding 90 minutes.

Scheduling and Dispatching SAMTD views scheduling and dispatching to be critical functions of the project and the Contractor shall dedicate sufficient personnel to each function. As a part of its proposal, the Proposer shall set forth a complete description of how it intends to provide scheduling and dispatching. It is emphasized that it is up to each Proposer to develop its own approach to these tasks; however, the description of the Proposer’s approach to these tasks must be described, at a minimum, the following:

1. The Proposer shall indicate whether the staff individual will handle the functions on a full-time or part-time basis, and a complete description of the other duties to be performed by personnel performing these duties on a part-time basis. For example, if the Proposer intends that its dispatcher(s) also be responsible for labor scheduling, or preparation of certain reports required to be submitted to SAMTD, the Proposer shall state that detail in the proposal. The Contractor shall furnish complete dispatching service which shall be in operation during all hours of actual service.

2. If the staff individual is assigned to the task on a part-time basis, the Proposer shall state in its proposal:

1) the percentage of time and the number of actual hours per week allocated to the specialized transpor-tation task; and 2) a complete description of the other duties to be performed by the person. For example, if the dispatcher(s) shall also be responsible for specialized transportation routing, scheduling, and res-ervations, it shall so state.

Systems Analysis and Problem Solving Making maximum use of all tools in the computer software product, the Contractor shall regularly analyze productivity, on-time performance, trip lengths, driver routing, ridership trends, and other critical data and make the necessary adjustments to parameters, mapping, and scheduling procedures to ensure optimal and efficient service. Contractor shall provide a report on such analysis, factors, and (proposed) solutions on a monthly basis to SAMTD’s Contracted Services Manager. Based on analysis, Contractor shall provide applicable refresher training for staff.

Data Record Keeping SAMTD views statistical reporting as a critical element of effective service planning, service quality evaluation, and policy development. It is, therefore, deemed important that the Contractor assign staff, with the proper skillset, qualifications, and time to create, analyze, and evaluate regular and ad-hoc reports using the automated computerized system, as well as manual methods. The following guidelines are provided as basic information regarding the nature of reports which will be required during the course of this project.

A. The Contractor shall prepare and maintain all records required separate from…