Specifications-2.pdf

Tennessee Tower • 312 Rosa L. Parks Avenue • Nashville, TN 37243

Specifications Shuttle Service, Memphis, TN – 3 years, 2 options

The Contractor shall provide all services and deliverables as required, described, and detailed herein, and shall meet all service and delivery timelines as specified by this contract. The contract term shall be for three (3) years with two (2) additional one (1) year options to renew.

A. General Requirements:

1. The Contractor shall provide shuttle service to State of Tennessee employees from Shoppers

Garage, located at 85 North Front Street, to One Commerce Square, located at 40 South Main Street, between the hours of 6:00 a.m. and 6:00 p.m. Central Time, or as requested by the State, Monday through Friday except for designated State holidays.

2. During the daily hours of operation, the Contractor shall provide services continuously with the exception of one break in service from 10:51 a.m. until 11:49 a.m. The Contractor shall resume service at 11:50 a.m. from the Shoppers Garage and 12:05 p.m. from the One Commerce Square building. The following services are required:

a. Two (2) shuttles on route from 6:00 a.m. Central Time until 9:00 a.m. Central Time

b. One (1) shuttle on route from 9:00 a.m. until 3:00 p.m. Central Time

c. Two (2) shuttles on route from 3:00 p.m. Central Time until 6:00 p.m. Central Time

3. The Contractor shall provide free ridership to State Employees at designated locations according to schedule requirements designated by the State. Please see Attachment A for the current scheduled departure times. The State reserves the right to change departure times as needed throughout the contract term. The Contractor shall be notified of any changes in writing.

4. The Contractor shall provide the State a Monthly Ridership report in one of the following formats: .csv, .xls, or .twbx. This document shall detail the number of passengers dropped off and picked up by date, route location, and departure time increment.

5. The Contractor shall notify the State within two (2) hours of any reported vehicle accident, personal injury, or illness via electronic communication.

6. The Contractor shall provide an incident report to the State within forty-eight (48) hours whenever an accident, injury, or illness occurs and involves a State employee. The incident report must include the following items:

a. Details of the accident, injury, or illness;

b. Names and contact information of all persons and entities involved, including but not limited to Contractor employees and subcontractors, third-party individuals, representatives of external entities or organizations, company names, agencies, and organizations;

c. Copies of investigations conducted by police, fire department, or other emergency response agencies;

d. State registration and insurance information for all parties involved; and

e. Witness names and contact information, if available.

7. The Contractor shall coordinate with the State for the placement of all signage used to identify each designated route. The State reserves the right to require the Contractor to relocate or reposition any signage during the entire contract term. Such signage may include, but is not limited to, the following items:

a. Electronic digital banner devices;

b. Magnetic external signage;

c. Custom vehicle wraps; or

d. Other approved identification methods as determined by the State.

The Contractor shall comply with all State directives regarding signage repositioning within the timeframe specified by the State.

8. The Contractor shall be responsible for accessing www.tn.gov for updates on office closures due to inclement weather. A designated State Employee shall also make every effort to contact the vendor in the event of State closures.

9. At any time during the contract period, as a result of changing service needs or funding availability, the State, as it may deem necessary, may direct the Contractor by email correspondence to perform the following:

a. Add or delete shuttles;

b. Modify, add, or eliminate service periods;

c. Change the service route for any or all shuttles;

d. Add, delete, or change shuttle stop locations;

e. Install or relocate shuttle shelters; and

f. Perform other service requests as may be mutually agreed upon by both the State and the Contractor

B. Shuttle Requirements:

1. Each shuttle shall have a minimum capacity of twenty-four (24) passengers, plus two (2) wheelchair-accessible seats and a driver's seat.

2. The Contractor shall have additional shuttles in the fleet in case of breakdowns.

3. In the event of a breakdown during scheduled operational hours, the Contractor shall maintain the regular route schedule by utilizing another shuttle in the Contractor’s fleet.

4. The Contractor shall provide shuttles that are easily accessible to handicapped individuals.

All shuttles in operation must be ADA-compliant for wheelchair lift and lockdown.

5. The Contractor shall maintain a clean, sanitized, and safe environment for riders. The Contractor shall perform a daily visual inspection of shuttles after use for lost items and waste.

6. The Contractor shall provide shuttles that are equipped with air conditioning and heating.

7. The Contractor shall provide communication devices for each shuttle while in operation.

The Contractor shall require each shuttle driver to utilize two-way radios to communicate with each other and dispatch. The Contractor shall ensure these devices are used in accordance with Federal Communication Commission (FCC) regulations and allow two-way communication between the Contractor and each driver while on duty. The driver shall use these devices for the following:

a. Communication regarding route changes;

b. Communication regarding health emergencies;

c. Communication regarding shuttle safety issues;

d. Communication regarding shuttle maintenance issues; and

e. Communication regarding the number of riders on board and the number of riders left waiting at stops.

8. The Contractor shall preserve vehicle maintenance and upkeep records, including pre- and post-trip inspection documents.

9. The Contractor shall ensure that a licensed mechanic performs all repairs, preventative maintenance, and general upkeep of the shuttles.

10. The Contractor shall display a programmable LED scrolling text sign destination board on each shuttle designating it as a State employee shuttle.

11. Each shuttle shall be equipped with vehicle telematics. The Contractor must be able to identify the GPS location of each shuttle during operating hours.

C. Driver Requirements:

1. The Contractor shall ensure that drivers only permit State of Tennessee employees with valid State IDs to board the shuttle. The Contractor shall ensure that drivers are familiar with the appearance of a valid State ID, as shown in Attachment B.

2. The Contractor shall provide a sufficient number of drivers to ensure that each shuttle always has a fully qualified and licensed driver. The Contractor shall provide drivers who maintain federally-regulated Department of Transportation (DOT) and State of Tennessee-regulated Commercial Drivers' Licenses with proper classification as defined for Shuttle Requirements listed in Section B.

3. The Contractor shall ensure its hiring and employment practices follow State and federal guidelines.

4. The Contractor shall be responsible for obtaining and maintaining current permits, licenses, and certifications necessary to perform all services required under the Contract. The Contractor shall make these documents available to the State upon request.

If State or federal licensure requirements change or are amended during the course of this contract, the Contractor shall ensure that all drivers have obtained the appropriate updated licensure.

5. The Contractor shall ensure that all drivers maintain current and valid proof of insurance.

6. The Contractor shall provide uniforms for each driver and identification badges and that include, at a minimum, the Contractor’s name and/or branded logo, the driver’s name, and the driver’s photo. The badge shall be the same size or larger than the current State employee identification badge (2” x 3.5”).

7. The Contractor shall ensure that all drivers are familiar with and adhere to the routes and schedules to which they are assigned.

ATTACHMENT A

Memphis Shuttle Schedule

Shoppers Garage – Departure Times

Morning:

6:10 a.m., 6:35 a.m., 6:45 a.m., 7:10 a.m., 7:15 a.m., 7:40 a.m., 8:10 a.m., 8:15 a.m., 8:40 a.m., 8:45 a.m., 9:15 a.m., 9:45 a.m., 10:20 a.m., 10:50 a.m.

Midday-Afternoon:

11:50 a.m., 12:20 p.m., 12:50 p.m., 1:20 p.m., 1:50 p.m., 2:20 p.m., 2:50 p.m., 3:15 p.m., 3:25 p.m., 3:45 p.m., 3:55 p.m., 4:15 p.m., 4:25 p.m., 4:45 p.m., 5:05 p.m., 5:40 p.m.

One Commerce Square (Monroe Street) – Departure Times

Morning:

6:20 a.m., 6:30 a.m., 6:55 a.m., 7:00 a.m., 7:25 a.m., 7:30 a.m., 7:55 a.m., 8:00 a.m., 8:25 a.m., 8:30 a.m., 8:55 a.m., 9:00 a.m., 9:30 a.m., 10:05 a.m., 10:35 a.m.

Midday-Afternoon 12:05, p.m. 12:35 p.m., 1:05 p.m., 1:35 p.m., 2:05 p.m., 2:35 p.m., 3:05 p.m., 3:10 p.m., 3:30 p.m., 3:40 p.m., 4:00 p.m., 4:10 p.m., 4:30 p.m., 4:40 p.m., 5:00 p.m., 5:25 p.m., 5:30 p.m., 5:55 p.m.

ATTACHMENT B