RID G - RIDE Vehicle Policies.pdf

The RIDE Vehicle Policy June 16, 2026 Version 1.0 Page 1 of 15

The RIDE Vehicle Policy

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Table of Contents The RIDE Vehicle Policy

Document Control

Document Management and Authoring

Document Review and Approval

Version History

1. Preventative Maintenance Policy

2. Vehicle Transfer Policy

3. Vehicle Disinfecting

4. Vehicle Branding Policy

Appendix 1: New RIDE Vehicle Checklist

Appendix 2: RIDE Vehicle Transfer Checklist

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Document Control

Document Management and Authoring DOCUMENT TITLE The RIDE Vehicle Policies

RELEASE DATE June 16, 2026

VERSION AND STATUS 1.0

FILENAME OTA-Ride Vehicle Policies _REV1.0

PREPARED FOR OFFICE FOR TRANSPORTATION ACCESS

Action Name Title Company

Document Review and Approval Date Version Name Title Company Initials

Version History Version Author Reviewer Comment Status Pub. Date Exp. Date

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1. Preventative Maintenance Policy The Contractor shall maintain all wheelchair lifts, ramps, securement systems, and in-vehicle technology in accordance with the requirements of this Contract and applicable manufacturer recommendations. Vehicles equipped with wheelchair lifts or ramps that are not functioning properly shall be removed from service at the first time available and shall not be placed back in service until repaired.

Contractor shall inspect the following items during the PM inspection if not already included in the manufacturer’s maintenance schedule:

1.1. Exterior:

1.1.1. Plate Brackets

1.1.2. Bumpers

1.1.3. Windows

1.1.4. Lug Torque

1.1.5. Tire Pressure

1.1.6. Back up sonar warning

1.1.7. Decals

1.1.8. Exhaust pipe

1.1.9. Doors Operate/locks

1.2. Powertrain

1.2.1. Oil Level

1.2.2. Trans Fluid

1.2.3. Coolant Level

1.2.4. Other Fluids

1.2.5. Coolant Lines

1.2.6. Exhaust Hangers etc.

1.3. Interior

1.3.1. Windows operation

1.3.2. Seat Operation

1.3.3. Lift Trans. Interlock

1.3.4. Lift high idle increase

1.3.5. Emergency exit lock

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2. Vehicle Transfer Policy

2.1. MBTA Standards for the Transfer of Revenue Vehicles to the Contractor

The MBTA and the Contractor agree that Revenue Vehicles delivered to the Contractor will be in good condition and with each Revenue Vehicle meeting or exceeding the following:

2.1.1. Vehicle body and all attachments thereto will be free of dents. All body parts shall be properly attached to vehicle chassis and free of extensive rust.

2.1.2. Exterior paint and decals shall be free from scrapes, scratches in excess of 2" in length, rust, and tar. All decals shall be properly applied and free from peeling.

2.1.3. All decals or painting identifying the vehicle with a contractor or other operator shall be removed prior to transfer and all paint damage from said removal shall be properly repaired.

2.1.4. Vehicle tires shall be of proper load range for the vehicle and be of a type equivalent to that originally supplied by the manufacturer. All tires will be free from sidewall damage, shall have a minimum of 6/32 inch tread depth and shall be free from damage due to improper alignment or balancing or curb damage.

2.1.5. All vehicle lights shall be in working order.

2.1.6. All vehicle doors and windows shall be in proper operating condition, including locks.

2.1.7. All components of the emission control and exhaust system shall be free from leaks, rust and be in proper operating condition. Vehicles shall have a current Massachusetts State Inspection.

2.1.8. Vehicle engine shall be in proper operating condition.

2.1.9. Vehicle transmission shall be in proper operating condition, free from leaks, bad gears or slippage.

2.1.10. Vehicle electrical system shall be in proper operating condition. All vehicle wiring shall be free from fraying and shall be properly loomed and attached to the vehicle in such a way as to prevent fraying.

2.1.11. All heaters and air conditioners shall be free from leaks and shall be in proper working order.

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2.1.12. All brake linings, drums and rotors shall meet manufacturer's specifications and shall be in proper working order. All wheel cylinders and brake lines shall be free from leaks. All brake parts shall be in proper repair.

2.1.13. Unless otherwise directed by the MBTA, vehicle technology (such as tablets and event-triggered cameras) shall be in proper working order and mounted so as not to constitute a safety hazard and radios shall be removed and any exterior holes provided a watertight seal if any antennas are also removed.

2.1.14. The wheelchair lift shall meet all manufacturer's requirements and be in proper working condition. All wheelchair tiedowns and other securement equipment, including seatbelts, shall be in good condition and not be frayed or worn so as to constitute a safety hazard. Wheelchair lift interlocks, if so equipped, shall be in proper operating condition.

2.1.15. Vans shall be equipped with a fire extinguisher with current tag, a complete first aid kit, full and complete safety triangle kit, and all other safety equipment required by law.

2.1.16. All passenger seats and all other interior surfaces shall be cleaned and free from stains, tears, and graffiti. Seats shall be properly secured to the vehicle.

2.1.17. Vehicles will be cleaned to the required cleaning standards set forth in the Scope of Work and shall have a minimum of a quarter tank of fuel. All other fluid levels shall meet manufacturer's requirements.

2.1.18. All vehicle repair and inspection records shall be delivered electronically with vehicles.

2.1.19. All glass shall be free from chips, scratches and cracks.

2.1.20. All suspension and steering components shall be within the manufacturer's wear limits specifications and free from cracks and leaks.

2.2. Contractor Acceptance

2.2.1. If the Contractor finds that the Revenue Vehicle is not in compliance with requirements set forth in this Policy and the contract during its inspection (using Appendix 1: New RIDE Vehicle Checklist) and such noncompliance is fixable for a specific Revenue Vehicle, the Contractor shall produce and submit to the MBTA a cost estimate for needed repairs or work for the Revenue Vehicle to comply with this Policy and the contract. The MBTA reserves the right to remove the vehicle from

Version 1.0 Page 7 of 15 active service, direct the Contractor to undertake identified repairs at the quoted price as a separate line-item cost on the Contractor’s invoice, or repair the vehicle via another means.

2.3. Transfer Between Contractors

2.3.1. The Contractor is responsible for ensuring any Revenue Vehicles reallocated and transferred from its operations to another Dedicated Service Provider shall meet the requirements set forth in this Scope of Work. An inspection will take place between 60 and 90 days in advance of the planned handover and will be jointly conducted by the Transferor and the MBTA (or a third-party inspector) and documented on Appendix 2: RIDE Vehicle Transfer Checklist. After the inspection, the Transferor will have the opportunity to repair any noted defects before the handover. For any specification requirements not met at the time of handover, the MBTA will bill the Transferor at the Transferee’s cost of repairs plus a 10% fee.

2.3.2. After the vehicle is transferred, all obvious defects should be uncovered by Transferee before the vehicle is put into service (tires, body damage, etc.). The MBTA will be reasonable with other major, immediately undiscoverable mechanical issues that arise within a month of that transferred vehicle being put into service.

2.4. Decommissioning

2.4.1. All striping, decals, property numbers, T logos any and all Contractor or MBTA-identifying markings must be painted over or removed prior to the return. Any vehicle that still has markings visible will be returned to the Contractor sent back to your facilities.

2.4.2. Vehicles must have between 1/8 and 1/4 tank of gas.

2.4.3. The Contractor shall detach license plates and secure with zip ties.

2.4.4. The Contractor shall remove all in-vehicle technology, including MBTA-owned and Contractor-owned equipment, PTT, radios, tablets, event-triggered cameras, etc.

2.4.5. Vehicle doors must have functioning door locks (be able to be locked and unlocked).

2.4.6. Vehicle needs to be drivable (cannot be towed in) unless otherwise authorized by the MBTA at least one week prior to the decommission date.

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3. Vehicle Disinfecting

3.1. Required Processes

3.1.1. Provide adequate staffing to consistently perform the required services during the limited times at different locations across the RIDE service area.

3.1.2. Provide all necessary equipment and supplies, including generators/alternate power units, foggers, sprayers, cleaning tools, rags, etc.

3.1.3. Ensure that employees utilize proper personal protective equipment (PPE) including eye protection, respirators, hazmat suits, boots, gloves, and hard hats when appropriate.

3.1.4. Protect in-vehicle technology (i.e., driver tablets) from moisture or other damage while ensuring disinfection of all high-touch surfaces, including tablet screens.

3.1.5. Disinfection process shall have no corrosive effect on electric or electronic equipment. Vendor to supply documentation of no damage.

3.1.6. Vendor will coordinate with RIDE Contractors that own the garage facilities and operate MBTA-owned RIDE vehicles.

3.1.7. Vendor shall track the vehicle numbers of each vehicle treated every night and shall submit to the MBTA a monthly report of all vehicles treated each day of the month.

3.1.8. Ability to respond to as-needed emergency calls for an emergency response of “hot” vehicles and/or locations within 12 hours.

3.1.9. During the first thirty days of service, the Contractor shall conduct random weekly testing on a representative sample of 10% of the vehicles cleaned to confirm the supplied cleaning protocols are adequate and conform to the requirements set forth by the MBTA.

3.2. Vehicles and Work Schedules

3.2.1. The RIDE fleet of approximately 800 vehicles is currently composed of three main vehicle types:

• Ford E-350 cutaway van, wheelchair lift equipped, configured to carry 2 wheelchairs and/or up to 8 passengers.

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• Ford Flex crossover SUV

• Ford Transit Connect passenger van

3.2.2. The following guidance may be helpful in determining an appropriate disinfection schedule but does not supersede the requirements of the RFP or Contract.

• The majority of Revenue Vehicles return to the respective garage by 6pm, but Revenue Vehicles continue returning until the end of service at 2am.

• Only vehicles that have been used in service since the last round of disinfecting shall be treated.

• Contractor will maintain a listing of vehicles that are in need of disinfecting.

• While the RIDE fleet currently numbers around 700 Revenue Vehicles, it is estimated, that at current ridership levels, approximately 400-500 Revenue Vehicles would need to be treated/disinfected every three days, depending in part on the work schedule and service level. Contractor shall be prepared to adjust staffing levels accordingly throughout the week based on daily patterns as well as in the future, according to fluctuations in ridership and overall fleet utilization.

4. Vehicle Branding Policy

4.1. The RIDE Vehicle Decals

4.1.1. The Contractor ensure all Revenue Vehicles and Non-Revenue Vehicles 100% dedicated to The RIDE are white in color and be decaled with “The RIDE" within a 6” inch yellow stripe, with a 1” blue stripe on top and a 1” black stripe on the bottom, around the vehicle specific to The RIDE service (see example images below; note:

the phone number is no longer required). T logos will be provided by the MBTA.

4.1.2. All vehicles shall be identified as follows with 2” inch block lettering, black in color located on bottom right, rear quarter panel (vans shall be so marked; sedan signage may be adjusted depending on space restraints with prior approval of the Authority):

Vehicle Owner: MBTA

This vehicle operated under contract to the MBTA by [Insert Contractor Name]

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4.1.3. The Contractor Name must be as identified by the Contract. No abbreviations, name changes, or alternate names can be used on The RIDE Vehicles.

Example: Van Branding

Example: Ford Flex

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Appendix 1: New RIDE Vehicle Checklist Date Vin # Inspection location

Property # Make Miles Inspected by

Exterior OK Not OK Explanation / Details etc.

Body/ Water Test

Plate Brackets

Bumpers

Windows

Lug Torque

Tire Pres.

Ext.Lights

Back up sonar warning

Rev. Alarm

Decals

Battery Tray

Exhaust Route

Doors Operate/ locks

Powertrain OK Not OK Explanation / Details etc.

Oil Level

Trans Fluid

Coolant Level

Other Fluids

Battery / CCA

Coolant Lines

Wiring Harnesses

Exhaust Hangers etc.

Drive Shaft / Loop

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Brakes / Lines Suspension Etc.

Interior OK Not OK Explanation / Details etc.

Heater Front / Factory Heater / Rear AC Front / Factory Auxiliary A/C Drive Cam Radio Wipers Horn Dash Lights Inter. Lighting Step Well Light Lift Lights Emer. Lights Windows operation Seat Operation Lift Operation Lift Trans. Interlock Lift high idle increase Tie Downs Spare Tires Flooring seams

Owners Manual

Alignment Spec Sheet Stanchion Poles Safety Equipment Etc.

Fire Ext Road Test

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Additional Comments:

Sign-Off:

MBTA:

Provider:

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Appendix 2: RIDE Vehicle Transfer Checklist Date Vin # Inspection location

Property # Make Miles Inspected by

Exterior OK Not OK Explanation / Details etc.

Body (general)

Bumpers

Dents > 1"

Paint (general)

Paint - scrapes > 2"

Decals (ID removed)

Tire Pressure

Tire Tread

Ext. Lights Doors/locks and windows oper.

Interior OK Not OK Explanation / Details etc.

Tablet

Vehicle Camera

Wipers

Lights Seat condition

(clean/tears)

Tie downs

Lift

Spare tires

Flooring seams

Fire Extinguisher

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Fire Blanket

First aid kit

Safety triangle kit

Chalk blocks (if inc.)

Seat belt cutter

Blood pathogen kit

Additional Comments:

Sign-Off:

Transferor:

Transferee: