TOWN_OF_MANCHESTER_PARATRANSIT_SERVICES_(Addendum_#1_Revision).pdf

INVITATION TO BID

22/23-80

TOWN OF MANCHESTER PARATRANSIT SERVICES

Town of Manchester

Lincoln Center

Manchester, CT 06040

RELEASE DATE: May 2, 2023

DEADLINE FOR QUESTIONS: May 10, 2023

RESPONSE DEADLINE: May 16, 2023, 11:00 am

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://secure.procurenow.com/portal/townofmanchester https://secure.procurenow.com/portal/%7bproject.government.code%7d

Town of Manchester

INVITATION TO BID

22/23-80

TOWN OF MANCHESTER PARATRANSIT SERVICES

I. Introduction II. Instructions to Bidders

III. Insurance and Indemnification Requirements IV. Standard Instructions-Supplies, Materials & Eqpt V. Project Details

VI. Living Wage Ordinance VII. Vendor Submissions

VIII. Pricing Table

Attachments:

T - Manchester living wage certification

U - Manchester DAR Policies & Procedures Manual

Invitation To Bid #22/23-80 Title: TOWN OF MANCHESTER PARATRANSIT SERVICES

1. INTRODUCTION

1.1. Summary

The Town of Manchester is soliciting bids for the operation of the Manchester Dial-a-Ride Program with a delivery start date of July 1, 2023. This program provides transportation to Town residents over the age of 60 or those who have a disabling condition. Manchester Dial-a-Ride provides approximately

10,000 rides per year during weekday hours within the Town of Manchester (there are no out-of-town trips). Two wheelchair-lift equipped buses are provided and maintained by the Town. Each bus has 10-seats and space for 2 wheelchairs. The contractor is expected to provide drivers, dispatch services and to maintain trip and rider data.

Bids will be considered upon the following terms and conditions:

1) The contractor is required to have a minimum of 5 years experience operating a transit program for the older adult and/or disabled population.

2) Price is only one of the criteria to be used in evaluating bids. Other criteria include experience of the contractor in providing the types and level of service requested, quality and training of staff at all levels, references, customer service orientation, familiarity with the service area (Town of Manchester) and the provision of accurate and timely data on use of the service.

3) No bid may be withdrawn before the final acceptance of a proposal within ninety days of submission.

4) The Town will have the right to investigate the contractor’s ability to perform in all areas of the contract. This includes the right to contact past and present customers, to contact references, to review contractor financial statements and to conduct interviews with any and all proposers.

5) After interviews (at the Town’s option) with contractors and in consideration of the criteria listed in this document, the Town shall select that responsible and responsive contractor who in the opinion of the Town has made the best, most advantageous bid which provides the greatest overall benefit to the

Town.

1.2. Contact Information

Cora Narracci

Purchasing Agent

494 Main Street

Purchasing Department

Manchester, CT 06040

Email: cnarracci@manchesterct.gov

Phone: (860) 647-3033

Department:

Human Services mailto:cnarracci@manchesterct.gov tel:(860)647-3033

Department Head:

Joel Cox

Director

1.3. Timeline

Release Project Date May 2, 2023

Question Submission Deadline May 10, 2023, 4:00pm

Submission Deadline May 16, 2023, 11:00am

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2. INSTRUCTIONS TO BIDDERS

2.1. INSTRUCTIONS TO BIDDERS

In accordance with the provisions of the Town Charter, sealed proposals will be received not later than the date and time set forth above, for furnishing the commodities and/or services listed herein.

Proposals must be executed in accordance with and subject to instructions and specifications contained herein.

The Town of Manchester is an equal opportunity employer and requires an affirmative action policy for all of its Contractors and Vendors as a condition of doing business with the Town, as per Federal Order

11246. By submitting the Proposal for this bid, all vendors and contractors agree to this condition of doing business with the Town, and should the Town choose to audit their compliance, the vendor agrees to cooperate fully.

2.2. ELECTRONIC BIDDING INFORMATION

Important Instructions for Electronic Submittal

Specifications and bid forms must be obtained online at Town of Manchester Procurement Portal

(opengov.com). The exclusive means by which all prospective bidders may obtain bid packages, direct inquiries, request and receive addenda and supplemental information, and submit bids and proposals, shall be through the Town of Manchester’s OpenGov portal.

Bids may be received up to the deadline date and time listed in the solicitation documents, via the

Town’s e-Procurement Portal. The Town e-Procurement Portal Clock is the official clock for the determination of all deadline dates and times. Without exception, responses will not be accepted after the submission deadline regardless of any technical difficulties such as poor internet connections. The

Town of Manchester strongly recommends completing your response well ahead of the deadline.

Addenda Notification and Acknowledgement

Addenda Notification: Bidders are required to register for an account via the Town’s e-Procurement

Portal hosted by OpenGov. Once the bidder has completed registration, you will receive addenda notifications to your email by clicking “Follow” on this project. Ultimately, it is the sole responsibility of each bidder to periodically check the site for any addenda at Town of Manchester Procurement Portal

(opengov.com).

Submitting Questions and Receiving Responses

Bidders shall submit all inquiries regarding this bid via the Town’s e-Procurement Portal. Please note any deadline for submitting inquiries. All answers to inquiries will be posted on the Town’s e-Procurement

Portal. Bidders may also click “Follow” on this bid to receive an email notification when answers are posted. It is the responsibility of the bidder to check the website for answers to inquiries.

When applicable, state bids will be considered for this service.

The Purchasing Authority reserves the right to waive any informality or reject any and all bids. In addition to the bid specifications, all bids are subject to the terms, provisions and conditions of the https://procurement.opengov.com/portalownofmanchester https://procurement.opengov.com/portalownofmanchester https://procurement.opengov.com/portalownofmanchester

Manchester Charter, Code of Ordinances, and Purchasing Guidelines. By bidding on the proposed purchase, the bidder agrees to such terms, provisions and conditions.

An Equal Opportunity/Affirmative Action Employer

2.3. RULES AND REGULATIONS FOR COMPETITIVE BIDDING

These rules and regulations have been adopted by the Board of Directors of the Town of Manchester pursuant to Section 5-22 of the Town Charter. They are standard for all competitive bidding proposals issued by the Town of Manchester, Connecticut for contracts of all types where labor, materials, and necessary equipment to complete work is to be furnished to the Town, where the Town is to purchase supplies, materials, and equipment, where the Town is to sell surplus materials and equipment, or where the Town is to sell real estate. These rules and regulations shall be binding upon all prospective bidders and the Town of Manchester.

2.4. GENERAL RULES

1. The Purchasing Authority may delete or modify any of the instructions to bidders for a particular proposal, indicating such change in the appropriate section of the proposal documents. The Purchasing

Authority may insert special instructions in any special contracts which are subject to competitive bidding.

2. The proposal is signed by the bidder with full knowledge of, and agreement with, the general specifications, conditions, and requirements of this bid. In addition to the bid specifications, all bids are subject to the terms, provisions and conditions of the Manchester Charter, Code of Ordinances, and

Purchasing Guidelines. By bidding on the proposed purchase or service, the bidder agrees to such terms, provisions, and conditions.

3. The Town has transitioned to electronic bidding. Vendors should submit solicitation responses electronically via the Town of Manchester Procurement Portal. Vendors will be asked to register and should do so prior to submitting bid documents.

4.This bid and any addenda will be issued on the Town of Manchester website bidding portal. It shall be the responsibility of the bidder to download this information. THE TOWN OF MANCHESTER WILL NOT

MAIL A SEPARATE HARD COPY OF ADDENDUM TO BIDDERS. Failure of any bidder to receive any such addendum or interpretation shall not relieve such bidder from any obligation under his bid as submitted. All addenda so issued shall become part of the Contract Documents.

5. Bid prices may not be withdrawn by bidder for 90 days after bid opening.

6. Proposals received later than the time and date specified will not be considered. Amendments to, or withdrawals of bids received later than the time and date set for bid opening will not be considered.

7. All bids shall be opened via a virtual meeting link posted and read aloud. All bids shall be tabulated and copies of said tabulation shall be posted on the website

8. All deliveries of commodities or services hereunder shall comply in every respect with all applicable laws of the Federal Government and/or the State of Connecticut.

9. Purchases made by the Town of Manchester are exempt from payment of Federal Excise Taxes and the Connecticut Sales Tax and such taxes must not be included in bid prices. Federal Excise Tax exemption certificates, if requested, will be furnished.

10. The Bidder, where applicable, shall insert/include the price per stated unit and extend a total price for each item. In the event there is a discrepancy between the unit price and the extension, the unit price will govern. The total cost shall be the sum of the extended prices.

11. Bidders shall, where applicable, submit terms for payment in spaces provided in the proposal form, showing the amount of cash discount which shall apply to bid prices when paid within the stated number of days in the proposal.

12. All inquiries shall be submitted within the time limitations specified in the bid documents and shall be requested via the online portal Q&A. All information given by the Town other than through the

OpenGov portal shall be informal and shall not be binding upon the Town nor shall it furnish a basis for legal action by any bidder or prospective bidder against the Town.

12A. The Town reserves the right to reject any and all bids, to waive technical defects and to make such awards including accepting a bid, although not the low bid, as it deems in its sole discretion to be in the best interest of the Town. The Town reserves the right to reject any bid if the bidder, any officer of the bidder, or any other company owned in whole or in part by any officer(s) of the bidder, is delinquent in the payment of any taxes or fees owed to the Town. The Town reserves the right to require a disclosure statement from the bidder listing the name(s) of all officers of the company.

12B. In the event the Town determines that a contractor is delinquent in any payment due the Town, then the Town may offset the delinquent amount due to the Town against the sums owed the contractor.

13. The Town of Manchester may make such investigation as deemed necessary to determine the ability of the bidder to discharge a contract. The bidder shall furnish the Town with all such information and data as may be required for that purpose. The Town reserves the right to reject any bid if the bidder fails to satisfactorily convince the Town that he is properly qualified by experience and facilities to carry out the obligations of the contract and to satisfactorily complete the work called for herein, or if the bid is conditional in nature.

14. Except where otherwise provided, a contract between the Town and a successful bidder shall consist of the Invitation to Bid, Specifications, Plans, Bid including Proposal form and these Rules and

Regulations. Acceptance by the Town may be by purchase order for the portion of the work awarded to a contractor.

15. All Invitations to Bid shall be publicly advertised in a newspaper having a general circulation within the Town of Manchester, Connecticut.

16. Bids shall be made available on the Town of Manchester Purchasing Web Site via the Bidding site.

17. Alternate bids shall not be accepted unless otherwise specified in the bid documents.

18. Any act or acts of misrepresentation or collusion shall be a basis for disqualification of any bid or bids submitted by such persons guilty of said misrepresentation of collusion. In the event that the Town enters into a contract with any bidder who is guilty of misrepresentation or collusion and such conduct is discovered after the execution of said contract, the Town may cancel said contract without incurring liability, penalty, or damages.

19. In the event that any bidder wishes to protest the potential award of a bid, the bidder must make it’s protest in writing identify the protesting party and the bid number, title and shall include a factual summary of the basis of the protest including any documents that shall be considered and request a conference with respect thereto. Said protest must be received in the Town of Manchester Purchasing

Office, within FIVE (5) business days after the award decision.

20. A conference with respect to said protest shall be scheduled by the Purchasing Authority and shall be attended by the Purchasing Authority or their designee and such other persons as the Purchasing

Department and the General Manager shall require attend. The subject matter of said conference shall be limited to the reasons for the protest specified in the written request for said conference. Said conference shall also include a discussion of all possibilities for a resolution of dispute. The Town shall make a decision in writing within three (3) business days after said conference and notify protesting bidder.

21. In the event that any protesting bidder wishes to take legal action against the Town, they must first fully comply with all of these Rules and Regulations, including those which have been changed by the

Purchasing Authority pursuant to paragraph 1 herein.

22. Except for special instructions inserted in special contracts by the Purchasing Authority pursuant to paragraph 1 herein, in the event of any conflicts between these Rules and Regulations and the terms and conditions of any document these Rules and Regulations shall prevail.

23. The contractor shall not transfer, sublet, or assign the contract by Power of Attorney or otherwise to any person, firm, or corporation, or in any way vary the terms of the contract without written permission from the Town. The Town has the right to terminate with a ninety (90) day written notice to the contractor. The Town reserves the right to terminate the contract at any time during the contract period. Such termination shall be effective immediately after giving written notice to the contractor that the Town is terminating the contract.

24. All Awards shall be made by the Purchasing Authority.

2.5. Bid Opening Information

Bid responses will be received by 11:00 am on Tuesday, May 16, 2023

Bid openings will be held virtually through Zoom.

ZOOM meeting instructions are as identified in the Introduction Section above.

The virtual bid opening will be exactly the same as a regular bid opening – Purchasing staff will open the bids and read the results out loud. Results are not final until reviewed, tabulations compiled and then posted/distributed to participants. In addition, the requesting department will recommend an award after a complete review of the submissions.

3. INSURANCE AND INDEMNIFICATION REQUIREMENTS

3.1. GENERAL CONDITIONS:

Within ten (10) business days of the award or notice, or prior to the start of work, whichever comes first, the contractor/insured will provide, pay for, and maintain in full force and affect the insurance outlined here for coverage’s at not less than the prescribed minimum limits of liability. Such coverage is to remain in force during the life of the contract and for such additional time as may be required, and will cover the contractor/ insured’s activities, those of any and all subcontractors, or anyone directly or indirectly employed by any of them, or by anyone for whose acts any of them may be liable. Any failure to comply with reporting requirements and provisions of the policies shall not affect coverage provided to Town, its officers, officials, agents or employees.

A. Certificates of Insurance: The contractor/insured will give the owner a certificate of insurance completed by a duly authorized representative of their insurer certifying that at least the minimum coverage’s required here are in effect and specifying that the liability coverage’s are written on an occurrence form and that the coverage’s will not be canceled, non-renewed, or materially changed by endorsement or through issuance of other policy(ies) of insurance without sixty (60) days advance written notice to the General Services Department. Failure of the owner to demand such certificate or other evidence of full compliance with these insurance requirements or failure of the owner to identify a deficiency from evidence provided will not be construed as a waiver of the contractor/insured’s obligation to maintain such insurance. Any failure to comply with reporting requirements and provisions of the policies shall not affect coverage provided to Town, its officers, officials, agents or employees.

B. Insurer Qualification: All insurance will be provided through companies authorized to do business in the State of Connecticut and considered acceptable by the owner.

C. Additional Insured: The policy or policies providing insurance as required, with the exception of professional liability and workers’ compensation, will defend and include the owner and owner’s architects, directors, officers, representatives, agents, and employees as additional insureds on a primary and noncontributory basis for work performed under or incidental to this contract.

D. Retroactive Date and Extended Reporting Period: Coverage, whether written on a claims made or occurrence basis, shall be maintained without interruption from the date of commencement of the

Work until date of final payment and then extended for an additional three (3) years from date of final payment.

If any insurance required here is to be issued or renewed on a Claims Made form as opposed to an

Occurrence form, the retroactive Date for coverage will be no later than the commencement date of the project. The Claims Made form will have an Extended Reporting Period of three years from the date of project completion. All Claims made policies cancelled or non-renewed and not replaced by a subsequent claims made policy will have an Extended Reporting period of three years from the date of cancellation or non-renewal.

E. Subcontractors’ Insurance: The contractor/insured will require each subcontractor hired by and/or employed by contractor/insured to purchase and maintain insurance of the types specified below. When requested by the owner, the contractor/insured will furnish copies of certificates of insurance evidencing coverage for each subcontractor.

F. Waiver of Subrogation: The contractor/subcontractor will purchase required insurance policies that shall be endorsed with a waiver of subrogation and all rights of recovery in favor of the Town, its officers, officials, agents and employees. The contractor/insured will require of subcontractors, by appropriate written agreements, similar waivers each in favor of all parties enumerated in this section.

G. Hold Harmless:The contractor/insured shall defend, indemnify and hold harmless the owner, officers, officials, agents and employees, and if applicable, the engineer and their agents and employees from and against all claims, damages, losses and expenses, including attorney’s fees of counsel selected by the owner, arising out of or resulting from the performance of the work and /or the supplying of materials, provided that any such claim, damage, loss or expense (a) is attributable to bodily injury, sickness, disease or death, or to injury to or destruction of tangible property including the loss of use resulting therefrom, and (b) is caused in whole or in part by any negligent act or omission of the contractor/ insured, any subcontractor, anyone directly or indirectly employed by any of them or anyone for whose acts any of them may be liable, regardless of whether or not they are caused in part by a party indemnified hereunder.

3.2. INSURANCE LIMITS AND COVERAGE:

A. To the extent applicable, the amounts and types of insurance will conform to the minimum terms, conditions and coverage’s of Insurance Services Office (ISO) policies, forms, and endorsements.

B. If the contractor/insured has self-insured retention’s or deductibles under any of the following minimum required coverage’s, the contractor/insured must identify on the certificate of insurance the nature and amount of such self-insured retention’s or deductibles and provide satisfactory evidence of financial responsibility for such obligations. All self-insured retention’s or deductibles will be the contractor/ insured’s sole responsibility.

C. Workers’ Compensation Insurance: With respect to all operations the Contractor performs and all those performed for it by subcontractors, the Contractor shall carry, and require each subcontractor to carry, Workers’ Compensation insurance as required by the laws of the State of Connecticut.

Employer’s Liability insurance shall be provided in amounts not less than:

• $500,000 per accident for bodily injury by accident;

• $500,000 policy limit by disease; and

• $500,000 per employee for bodily injury by disease

D. Commercial General Liability Insurance: With respect to the operations the Contractor performs and also those performed for it by subcontractors, the Contractor shall carry, and require each subcontractor to carry, Commercial General Liability insurance, including Contractual Liability, Products and Completed Operations, Broad Form Property Damage and Independent Contractors. See chart below for applicable minimum coverage amounts.

If the Contract amount is between 0 and $2,000,000:

• The Minimum Single Occurrence Amount required is $1,000,000 and the Minimum Annual

Aggregate Amount is $2,000,000

If the Contract amount is between $2,000,000 and $10,000,000:

• The Minimum Single Occurrence Amount required is $2,000,000 and the Minimum Annual

Aggregate Amount is $4,000,000

If the Contract amount is > $10,000,000:

• The Minimum Single Occurrence Amount is $4,000,000 and the Minimum Annual Aggregate

Amount is $8,000,000

Notes:

• If underground work is to be undertaken, each policy shall have coverage for and exclusions removed for “Explosion, Collapse and Underground” (“XCU”).

• Should blasting be required, all necessary permits for the use of explosives shall be obtained by the contractor/insured or insured from the Fire Marshall.

E. Automobile Liability Insurance: The Contractor shall obtain automobile liability insurance covering the operation of all motor vehicles, including those hired or borrowed, that are used in connection with the

Project for all damages arising out of bodily injury to or death of all persons and/or injury to or destruction of property; in any one accident or occurrence. This policy shall not be subject to an annual aggregate limitation. See chart above for applicable minimum coverage amounts.

F. Owner’s and Contractor’s Protective Liability Insurance for and in the Name of the Town and/or State:

With respect to the Contractor’s Project operations and also those of its subcontractors, the Contractor shall carry, for and on behalf of the Town and/or State for each accident or occurrence resulting in damages from bodily injury to or death of persons and/or injury to or destruction of property. See chart below for applicable minimum coverage amounts.

If the Contract amount is between 0 and $2,000,000:

• The Minimum Single Occurrence Amount required is $1,000,000 and the Minimum Annual

Aggregate Amount is $2,000,000

If the Contract amount is between $2,000,000 and $50,000,000:

• The Minimum Single Occurrence Amount required is $2,000,000 and the Minimum Annual

Aggregate Amount is $4,000,000

If the Contract amount is > $50,000,000:

• The Minimum Single Occurrence Amount is $4,000,000 and the Minimum Annual Aggregate

Amount is $8,000,000

G. Excess Coverage: Contractor shall purchase and maintain excess or umbrella liability insurance with a limit of not less than $5,000,000, covering all lines of insurance required by this contract.

4. STANDARD INSTRUCTIONS-SUPPLIES, MATERIALS & EQPT.

These instructions are standard for all proposals issued by the Town of Manchester, Connecticut, for the purchase of all supplies, materials, and equipment. The Town of Manchester may delete, supersede, or modify any of these standard instructions for a proposal by indicating such change in the section headed

“Special Instructions to Bidders.”

1. Unless otherwise stated, deliveries must consist of new merchandise.

2. Prices quoted shall be net delivered prices to the Town.

3. The Town may withhold acceptance of, or reject any merchandise which found, upon examination, not to meet the specifications’ requirements. When rejected, it shall be removed by the Contractor

(vendor) within ten (10) days after notification of rejection.

4. When the schedule indicates that an item to be purchased is to be specified, or equal, the bidder may offer an article which is certified to be equal in quality, performance, and in other essential characteristics to the bid standard. Bidder must furnish any information, such as specifications, test results, etc., which will help in determining whether an item is equal or superior to the Town’s bid standard. If a bidder fails to name a substitute, the specified item must be furnished.

5. Bidders agree to comply with all of the latest Federal and State safety standards and regulations and certify that all items furnished in this bid will conform to and comply with said standards and regulations. Bidder further agrees to indemnify and hold harmless the Town for all damages assessed against the Town as a result of the bidder’s failure to comply with said Standards and/or Regulations.

6. The Town reserves the right to make an award by item or total as may be in the best interest of the

Town. If a Bidder desires to bid on an “all or nothing” basis, he shall so indicate on the bid schedule and the Town reserves the right to make an award as may be in the best interest of the Town.

7. The Bidder shall pay all royalties and license fees. He shall defend all suits or claims for infringement of any patent rights and shall save the Town of Manchester harmless from loss on account thereof except that the Town of Manchester shall be responsible for all such loss when a particular manufacturer, product, or process is specified by the Town of Manchester.

5. PROJECT DETAILS

5.1. SCOPE OF SERVICE

Manchester Dial-a-Ride proposes to operate two vehicles five days per week (Monday-Friday) from approximately 8am until approximately 4pm for a total of 80 weekly service hours. The service area is the Town of Manchester. Manchester Dial-a-Ride does not provide out-of-town trips. Two buses will be provided and maintained by the Town of Manchester. The buses are both fitted with wheelchair lifts and seat 10 passengers and two wheelchairs. Ideally, the contractor would be able to provide back-up vehicles in the event that the primary vehicles are not functional or are undergoing repairs. Town vehicles may be under contract through the State of CT Department of Transportation 5310 Program and, as such, would be bound by 5310 reporting requirements and service delivery standards.

The contractor will provide regularly scheduled weekly group trips to local grocery stores, individual trips to medical appointments and, if the schedule allows, individual trips to accommodate personal requests such as rides to the library, hair salons or visits with friends. Residents will schedule trips in advance - typically no less than three business days, although specific timeframes are at the discretion of the contractor.

The contractor shall assume all costs and responsibilities for staffing the program including drivers and dispatchers. The contractor will be responsible for purchasing gas for the buses. The Town of

Manchester assumes the cost for vehicle maintenance and repairs. The Manchester Dial-a-Ride program is overseen by the Manchester Senior, Adult and Family Services Division (SAFS). SAFS actively partners with the contractor to address and resolve program issues, rider issues and rider grievances.

5.2. CONTRACTOR RESPONSIBLITIES

The Contractor will:

1) Provide paratransit and dispatch services for 40 hours per week from Monday through Friday starting no earlier than 8am and ending no later than 5pm. Service will not be provided on the following holidays: New Year's Day, Memorial Day, Independence Day, Labor Day, Thanksgiving and the day after, Christmas Eve Day and Christmas Day (day observed). The contractor will follow the Manchester Public

School system inclement weather policy when determining when to stop service due to inclement weather.

2) Provide dispatch services that include fielding ride requests, scheduling rides in an efficient manner and managing the timely delivery of ride service through means of an automated dispatch system. Riders should expect to be picked up and delivered to their destination within 15 minutes of their scheduled time, barring unforeseen circumstances such as traffic delays or vehicle issues. Every effort should be made to accommodate ride requests with alternative times if possible.

3) Maintain a database with each rider's name, address, contact information, emergency contact and special needs or medical conditions as they pertain to the rider's safety on the bus. Provide each new rider with an introductory packet provided by Manchester Senior, Adult & Family Services.

4) Employ, train and supervise appropriately accredited drivers and backup drivers. Training should include safe driving techniques, wheelchair lift operation and passenger assistance techniques. Drivers are expected to be sensitive to the special physical, medical and behavioral needs of riders.

5) Provide door-to-door service for riders. Drivers are expected to assist riders onto and off the bus.

Drivers are not expected to assist riders in or out of their homes or destinations.

6) Notify Manchester Senior, Adult & Family Services about any rider issues, rider injuries, rider grievances or general concerns that the dispatcher or driver have about any rider. Issues can include rider behavior, rider hygiene, substance use, intoxication, extreme confusion, or extreme frailty while on the bus. Issues can also include a pattern of rider tardiness, last-minute cancellations or no-shows.

7) Accommodate and be sensitive to the special needs of riders including, but not limited to, licensed service animals, portable medical equipment and rider aides.

8) Conduct daily pre-ride inspection of each bus as required by the State of CT DOT 5310 program.

9) Maintain the cleanliness and appearance of the interior and exterior of the buses through regular cleaning.

10) Ensure that the buses contain emergency equipment including clean-up kits, flares, reflectors and fire extinguishers.

11) Report any accidents or damage to the buses immediately and no later than within one business day.

12) Submit a monthly report to Manchester Senior Adult & Family Services with the following: # of trips provided, # of unduplicated riders including those who are over 60 and those who are disabled, # of miles traveled, # of cancelled rides, # of no-shows and # of trip denials.

13) Submit monthly invoice to Manchester Senior, Adult & Family Services no later than the 10th day of each month. Invoice will be for 1/12 the total contract amount. Payment will be processed and sent to the contractor within 14 days of receipt of invoice.

14) Provide the Town of Manchester with a Performance Bond or other security deemed acceptable by the Town in the amount equivalent to 100% of the contract value.

15) Abide by all policies and Protocols set forth in the Manchester Dial-a-Rode Policies & Procedures

Manual.

16) Abide by all Federal Transit Administration regulations on drug and alcohol use.

17) Indemnify and hold the Town of Manchester harmless for damages because of bodily injury or property damage caused by an accident or resulting from any other duties performed under this contract.

18) Manchester Dial-a-Ride is a free service. Absolutely no tips, gratuities or gifts will be accepted or collected by employees of the contractor.

19) At no time shall the contractor enter into any subcontract agreement for provision of service purchased by the Town under this contract without prior consent.

5.3. TOWN OF MANCHESTER RESPONSIBILITIES

1) The servicing of all vehicles, repair to all vehicles and all costs for service and repair will be the responsibility of the Town of Manchester. The contractor will be responsible for notifying the Town of

Manchester of any vehicle problems within the same business day that the problem is observed or the next business day, if Town offices are closed. Appointments for service and repairs can be arranged by

Town personnel or the contractor’s staff. The contractor is responsible for prompt delivery and pick up of the vehicles for service to and from the maintenance garage when service is needed. The Town reserves the right to thoroughly inspect vehicles at any time.

2) The Town will set all policies of operation and reserve the right to alter, adjust or change the operating method or policy as may be in the best interests of the Town, provided that the contractor is given five working days notice concerning the change.

3) The Social Work Supervisor at Manchester Senior, Adult & Family Services will be available to address any issues related to rider behavior and any rider grievances.

5.4. PERFORMANCE BOND

The Contractor shall furnish a surety bond as security for faithful performance of this Contract. The

Performance Bond shall be equal to one hundred percent (100%) of the contract price and shall be furnished within ten (10) business days of the Notice of Award. The surety on such bond or bonds shall be a duly authorized surety company qualified to do business under the laws of the State of Connecticut and satisfactory to the Town.

5.5. TERM OF CONTRACT

The contract term shall be from July 1, 2023 up to and including June 30, 2026. The price shall remain firm for the first year of the original term of the contract. The contractor shall not transfer, sublet, or assign the contract by Power of Attorney or otherwise to any person, firm, or corporation, or in any way vary the terms of the contract without written permission from the Town. The Town has the right to terminate with a ninety (90) day written notice to the contractor. The Town reserves the right to terminate the contract at any time during the contract period. Such termination shall be effective immediately after giving written notice to the contractor that the Town is terminating the contract.

5.6. CONTRACT EXTENSION

The contract shall include an option to extend on a yearly basis beyond its original term for three additional one-year periods. The extension of the contract shall be by mutual agreement of both the contractor and the Town four (4) months prior to the date the contract is due to expire. Price adjustment shall be made on the following basis:

1. The price adjustment shall be equal to the percentage increase or decrease in the Bureau of labor

Statistics Consumer Price Index, (Base 82-84-100) all Urban Consumers, before season adjustment.

Adjustments will be made yearly to the total annual bid price beginning at the anniversary date of the contract. Fractions of one percent (1%) will be carried to one place after the decimal only.

2. A review of the Consumer Price Index will be made for the latest twelve month period available four months prior to the anniversary date. The price adjustment, either up or down, will be effective on the anniversary date through the ensuing twelve months if the contract is extended beyond its original term. For example, the adjustment for a contract year beginning September 1, 2023 will be calculated based upon the Consumer Price Index information available on May 1, 2023. Adjustments for years following the first year extension will be made in the same manner based upon the adjusted bid price of the previous year. The contractor hereby agrees to accept payment adjusted in this manner as full compensation for services rendered.

3. In the event that Town funding is withdrawn or is no longer available to make payments required by the Town pursuant to this agreement, the Town shall have the right to terminate this agreement without termination liability. In such event, notice of termination shall be by 30 days written notice to the contractor, and the Town will be obligated to pay the contractor for services rendered through the date of termination.

6. LIVING WAGE ORDINANCE

6.1. Living Wage Ordinance

This contract is subject to provisions of the Town of Manchester Living Wage Ordinance. A summary description of the ordinance and the certification form is attached. Bidders are asked to indicate on the attached Certification Form if your firm would be considered a covered employer. The Certification Form shall be returned to the Town with the proposal.

6.2. Summary Description for Vendors Regarding Manchester’s Living Wage Ordinance

Effective February 1, 2010, the Town of Manchester adopted a living wage ordinance. This Summary

Description is designed to provide any vendor bidding on a Town of Manchester contract with the key provisions of that ordinance. It does not contain the full ordinance.

LIVING WAGE REQUIREMENT:

The ordinance requires that companies awarded service contracts by the Town of Manchester exceeding $25,000 in any one fiscal year pay their Eligible Employees a living wage. Companies considered Covered Employers subject to this requirement are defined below. The Town of Manchester has determined that the contract resulting from this bid or Request for Proposals will be subject to the ordinance if the total contract value is $25,000 or more in any one fiscal year.

The living wage is currently calculated to be $15.34 per hour for employees that are provided comprehensive health care benefits, or $23.35 per hour for employees that are not provided comprehensive health care benefits.

The living wage and health benefit requirements are adjusted annually each July, effective July 1, 2010.

Companies will be required to pay the applicable living wage rate in effect during the term of their contracts.

COVERED EMPLOYERS AND EXEMPTIONS:

The ordinance requires that Covered Employers pay the living wage rate. Certain employers are excluded from paying the living wage rate. They are as follows:

Non-profit organizations as defined by the ordinance, and

Entities that employ less than 25 eligible employees.

ELIGIBLE EMPLOYEES:

Eligible employees are all permanent, full time employees of the company (defined as a normal work week of at least 30 hours), working in the State of Connecticut, not just those working on the Town contract. The following are not considered eligible employees for the purposes of the living wage requirement:

Employees with a normal work week of less than 30 hours.

Seasonal or temporary employees.

Employees under the age of 18.

Employees hired as part of a school-to-work program.

Students who serves in a work-study program or as an intern.

Trainees participating for not more than six months in a training program.

Employees enrolled in a governmentally funded vocational rehabilitation program.

Volunteers working without pay.

Employees exempted under Section 14(c) of the Fair Labor Standards Act due to disabilities.

Any person whose wage rate is subject to a federal or State of Connecticut statute or regulation mandating a prevailing wage rate.

EMPLOYER OBLIGATIONS:

Covered Employers are required to do the following pursuant to the ordinance.

Certify with the submission of their bid or proposal a) that they will pay the required living wage to eligible employees if awarded a contract, or b) that they are exempt from requirements of the ordinance, Upon award, covered employers shall provide the Town a sworn affidavit affirming that all eligible employees of the covered employer working in the State of Connecticut are receiving the living wage and health benefits required by this ordinance.

This sworn affidavit shall be provided thereafter on an annual basis within 30 days of a request being made by the Town if the duration of the contract exceeds one (1) year.

Notify their employees of their rights under the Living Wage Ordinance by posting a copy of the ordinance and other materials prepared by the Town of Manchester in locations where employees will see them.

Make best efforts to attempt to hire residents of the Town of Manchester for all new positions which result from a service contract subject to the ordinance.

PROHIBITED PRACTICES:

Covered Employers cannot decrease non-wage benefits (such as insurance, vacation, or pension) as a means of complying with the living wage requirements.

Covered Employers cannot retaliate or discriminate against any employee for making a complaint against the covered employer regarding compliance with living wage requirements.

ENFORCEMENT:

The Town may enforce the provisions of this ordinance by the imposition of fines, suspension of contract or declaring the Covered Employer ineligible for future contracts.

WAIVERS:

The ordinance provides for the waiver of certain requirements in the ordinance. However, no waivers will be considered until the bidding process has been completed and a contract has been awarded.

Requests for waivers must be made by the Covered Employer, in writing, to the Town Manager. The

Town Manager shall submit the waiver request to the Board of Directors, which shall have the sole discretion as to whether it is granted.

The above is intended to be a summary of the requirements of the living wage ordinance as they affect covered employers and is provided for informational purposes only. Employers should read the entire

Living Wage Ordinance. It can be found online at www.townofmanchester.gov on the left side of the page. Click on Document Center, scroll to Purchasing and click on Living Wage Ordinance.

7. VENDOR SUBMISSIONS

7.1. ........................................................................................................ Bi d Requirements*

Did you read through the entire solicitation and confirm that you met all of the bid requirements therein?

☐ Yes

☐ No

*Response required

7.2. ........................................................................................................ Ad denda *

This bid and any addenda will be issued on the Town of Manchester website bidding portal. It shall be the responsibility of the bidder to download this information. THE TOWN OF MANCHESTER WILL NOT

MAIL A SEPARATE HARD COPY OF ADDENDUM TO BIDDERS. Failure of any bidder to receive any such addendum or interpretation shall not relieve such bidder from any obligation under his bid as submitted. All addenda so issued shall become part of the Contract Documents.

☐ Please confirm

*Response required

7.3. ........................................................................................................ Do cument Uploads

Please upload any required information in this section.

7.4. ........................................................................................................ Ve ndor Information *

Please provide your Company Name

Your Company Address

Your Company's FEIN number

Main Contact Name and Title

Telephone Number

Email Address

*Response required

8. PRICING TABLE

PARATRANSIT SERVICES

Line Item Description Quantity Unit of

Measure Unit Cost Total

1 Cost of Paratransit Services: Driver

(Labor), Dispatcher (Labor), Fuel, Dispatch System

12 MONTH

TOTAL