HomeMy WebLinkAboutItem I AGENDA STAFF REPORT t !l= t
-s FORti).--
DATE: November 14, 2016
TO: Honorable Mayor and City Council
THRUL Jill R. Ingram, City Manager
FROM: Jim.Basham, Interim Director of Public Works
SUBJECT: APPROVE A PROFESSIONAL SERVICES
AGREEMENT WITH KEOLIS TRANSIT AMERICA, INC.,
FOR SENIOR TRANSPORTATION SERVICES AND
APPROVE A COOPERATIVE AGREEMENT WITH
COMMUNITY SENIORSERV FOR THE NUTRITION
PROGRAM
SUMMARY OF REQUEST:
That the City°Council take the following actions:
1. Adopt Resolution No. 6695 approving and authorizing the City
Manager to execute a Professional Services Agreement for the
Senior Transportation Services with Keolis Transit America, Inc., in
the amount of$579,750;
2: Adopt Resolution No. 6696 approving and authorizing the City
Manager to execute a Cooperative Agreement for the Nutrition
Program with Community SeniorServ; and,
3. Approve Budget Amendment No. BA17-05-03 allocating additional
$20,000 appropriation to Senior Transportation Services from the
GeneraLFunds.
BACKGROUND AND ANALYSIS:
In the 1990s, the Orange County Transportation Authority (OCTA) developed the
Senior Mobility Program in which local agencies are provided with funds to
operate their own bus program. The purpose behind the program is for each
municipality to administer their own program and have it cater to the needs of
their community. The City of Seal Beach has been successfully operating the
Senior Transportation Services for the past 20 years. The Senior Transportation
Services includes two components: transportation and a Nutrition Program. The
following provides a brief explanation of each program.
Agenda Item
Transportation
The transportation program operates five days a week (holidays not included)
and includes the. Dial-A-Ride and Shopper Shuttle provided by Keolis Transit
America, Inc. (Keolis). The Dial-A-Ride transports any senior resident age sixty
(60) and older•to any location within the City limits, and doctor visits within a
three mile radius of the City limits in the County of Orange through a reservation,
at no cost'to the resident. The Shopper Shuttle is a no-fee, fixed route shuttle
that circulates within Leisure World to the Shops of Rossmoor and Target Center
(Monday through Wednesday). Additionally, on Thursdays only, the Shopper
Shuttle circulates between Leisure World and the Old Town Area as shown in the
map and route schedule (see Attachment E).
Nutrition Program
The City contracts with Keolis to pick up and drop off seniors to and from their
home to the meal site, with the exception of Leisure World, which has an agreed
upon map and route schedule (see Attachment E). The City currently contracts
with Community SeniorSery (CSS) to provide both home delivered meals and
congregate meals located at the North Community Center (Monday through
Friday from 8:00 a.m. to 2:00 p.m.). The County of Orange Office on Aging has
contracted directly to CSS to reimburse the City for the City's costs to transport
seniors to the Nutrition Program: Currently, the City reports directly to CSS to
receive the transportation reimbursement for the Nutrition Program.
The City has two agreements with CSS, one for serving meals and the other for
reimbursing the City to transport seniors to and from the meal site. The meal
agreement between CSS and the City has no expiration date. The transportation
agreement expired on June 30, 2014.
Analysis
The City currently has a contract with Keolis for the Senior Transportation
Services that expired on November 8, 2016. Keolis provides transportation
services consisting of the Shopper Shuttle, Dial-A-Ride and Nutrition Program.
On August 8, 2016, the City Council approved the request for proposals (RFP)
for the Seal Beach Senior Transportation Services and authorized staff to solicit
for proposals. Staff requested proposals from seven contractors to provide
transportation services. A mandatory pre-proposal meeting was held so that the
City could communicate to the contractors the expectations of staff: Two
contractors (Keolis and Transportation Concepts) attended the mandatory pre-
proposal meeting. Only one contractor (Keolis) responded with a proposal
submitted to the City. Staff contacted the remaining contractors to determine
why proposals were not submitted. The responses were as follows:
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Contractor Response
Abrazar, Inc. Forgot about the mandatory meeting.
MV Transportation, Inc. Disqualified for late attendance to mandatory
meeting.
Caramedix, Inc. Forgot about the mandatory.meeting.
Transportation Concepts Not interested due to logistics.
American Logistics Company Unresponsive.
Global=.Paratransit Unresponsive.
A panel comprised of three City staff members from the Finance, Recreation, and
Public Works Department reviewed the proposal. After reviewing the proposal,
the panel agreed that Keolis satisfied all of the requirements detailed in the RFP.
Keolis is the current contractor for the Senior Transportation Services and has
provided the senior citizens of the City with an exemplary level of service.
Recently, CSS submitted the updated Cooperative Agreement (see Attachment
D). The Cooperative Agreement renews automatically and continuously for
successive 12 month periods unless either party terminates upon 120 days prior
written notice.
ENVIRONMENTAL IMPACT:
There is no environmental impact related to this item.
LEGAL.ANALYSIS:
The City Attorney has reviewed and approved as to form.
FINANCIAL IMPACT:
In the "approved fiscal. year .2016-17 Budget, the following table identifies the
funding allocation for the Senior Transportation Services:
Fund Amount
Traffic Impact Fees $ 180,000.00
Air Quality Management $ 30,000.00
Total $ 210,000.00
Budget.Amendment.No. BA17-05-03 in the amount of $20,000 from the General
Fund is recommended to provide sufficient funds to complete the Senior
Transportation Services for the fiscal year 2016-17 as follows:
Revised/Adopted Proposed Budget(diff)
Description Account Budget Budget Amendment
Contract Professional 001-016-44000 $180,000 $20Q000 $20,000
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The Professional Services Agreement (see Attachment C) will be for a period of
three years and the term of this contract may be extended for two additional one-
year terms, at the option of the City. Additional cost will be incorporated in future
budgets. The following table identifies the total contract cost with Keolis:
Fiscal Year Estimated Vehicle Service Hours Hourly Rate Amount
11/2016-6/17 3,000 $ 49.75 $ 149,250.00
2017-1.8 4,200 $ 50.75 $ 213,150.00
2018-1.9 4;200 $ 51.75 $ 217,350.00
Total $ 579,750.00
Given that the contract is starting within fiscal year 2016-17, a total of 3,000
vehicle service hours (VSH) have been estimated for the remaining fiscal year.
However, staff anticipates the average VSH per year is 4,200 for the remaining
contract term. The hourly rates are not prevailing wage and reflect the services
for the Shopper Shuttle, Dial-A-Ride, and Nutrition Program. Staff compared the
hourly rate with Keolis municipal references and determined it to be comparable.
In addition, for fiscal year 2016-17 the City will receive $6,078 from CSS.
RECOMMENDATION:
That the City Council take the following actions:
1. Adopt Resolution No. 6695 approving and authorizing the City
Manager to execute a Professional. Services Agreement for the
Senior Transportation Services with Keolis Transit America, Inc., in
the amount of$579,750;
2. Adopt Resolution No. 6696 approving and authorizing the City
Manager to execute a Cooperative Agreement for the Nutrition
Program with Community SeniorServ; and,
3. Approve Budget Amendment No. BA17-05-03 allocating additional i
D $20,000 appropriations to Senior Transportation Services from the
General Funds.
SUTED :Y: NOTED AND APPROVED:
i k `,.. 1 'A . ti a t
J7°fasham u' . Ingram, City anger
Int; im Director of Public Works
Prepared by: Cesar Rangel, Associate Engineer
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Attachments:
A. Resolution No:.6695—Approving PSA with Keolis Transit America, Inc.
B. Resolution No..66961—Approving Cooperative Agreement with Community SeniorSery
C. Professional Services Agreement.with Keolis Transit Services, LLC
D. Cooperative Agreement Community SeniorSery
E. Map and Route Schedule
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Attachment "A"
RESOLUTION NUMBER 6695
A .RESOLUTION OF THE SEAL BEACH CITY COUNCIL
AWARDING AND AUTHORIZING THE CITY MANAGER TO
EXECUTE ,A PROFESSIONAL SERVICES AGREEMENT WITH
KEOLIS TRANSIT AMERICA, INC. FOR SENIOR
TRANSPORTATION SERVICES
THE SEAL BEACH CITY COUNCIL DOES HEREBY RESOLVE:
SECTION 1. The City Council hereby awards a contract to Keolis Transit
America, Inc., for Senior Transportation Services in the amount of $579,750, in
the form of Exhibit°A, attached hereto, and incorporated herein by this reference
as though set forth in full, and rejects all other proposals.
SECTION 2. The City Council hereby authorizes and directs the City Manager to
execute the Professional Services Agreement; and all related documents, on
behalf of the City.
SECTION 3. The City Council hereby approves Budget Amendment No. 17-05-
03 to allocate $20,000 in account number 001-016-44000 for the Senior
Transportation Services.
Revised/Adopted Proposed Budget(diff)
Description Account Budget Budget Amendment
Contract Professional 001-01644000 $180,000 $200,000 $20,000
PASSED, APPROVED and ADOPTED by the Seal Beach City Council at a
regular meeting held on the 14th day of November, 2016 by the following vote:
AYES: Council Members:
NOES: Council Members:
ABSENT: Council Members:
ABSTAIN: Council Members:
Sandra Massa-Lavitt, Mayor
ATTEST:
Robin L. Roberts, City Clerk
Resolution Number 6695
STATE OF CALIFORNIA }
COUNTY OF ORANGE } SS
CITY OF SEAL BEACH }
I, Robin Roberts, City Clerk of the City of Seal Beach, do hereby certify that the
foregoing resolution is the original copy of Resolution Number 6695 on file
in the office of the City Clerk, passed, approved, and adopted by the Seal Beach
City Council at a regular meeting held on the 14th day of November, 2016.
Robin L. Roberts, City Clerk
Attachment "B"
RESOLUTION NUMBER 6696
A RESOLUTION OF THE SEAL BEACH CITY COUNCIL
APPROVING AND AUTHORIZING THE CITY MANAGER TO
EXECUTE A. COOPERATIVE AGREEMENT WITH COMMUNITY
SENIORSERV FOR THE NUTRITION TRANSPORTATION
PROGRAM
THE SEAL BEACH CITY COUNCIL DOES HEREBY RESOLVE:
SECTION 1.. The City Council hereby approves the Cooperative Agreement
between the City of Seal Beach and Community SeniorSery for the Nutrition
Transportation Program, in the form of Exhibit°A, attached hereto and
incorporated herein by this reference as though set forth in full.
SECTION 2. The City Council hereby authorizes and directs the City Manager to
execute the Cooperative Agreement on behalf of the City.
PASSED, APPROVED and ADOPTED by the Seal Beach City Council at a
regular meeting held on the 14th day of November, 2016 by the following vote:
AYES: Council Members:
NOES: Council Members:
ABSENT: Council Members:
ABSTAIN: Council Members:
Sandra Massa-Lavitt, Mayor
ATTEST:
Robin L. Roberts, City Clerk
Resolution Number 6696
STATE OF CALIFORNIA }
COUNTY OF ORANGE } SS
CITY OF SEAL BEACH }
I, Robin Roberts, City Clerk of the City of Seal Beach, do hereby certify that the
foregoing resolution is the original copy of Resolution Number 6696 on file
in the office of the City Clerk, passed, approved, and adopted by the Seal Beach
City Council at a regular meeting held on the 14th day of November, 2016.
Robin L. Roberts, City Clerk
Attachment "C"
PROFESSIONAL SERVICES AGREEMENT
FOR
SEAL BEACH
SENIOR TRANSPORTATION SERVICES
Between
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"4 heOl f GPI'`
City of Seal Beach
211 8th Street
Seal Beach, CA 90740
Keolis Transit America, Inc.
6053 W. Century Blvd. Suite 900
Los Angeles, CA 90045
(Office) - (310)981-9500
(Fax).— (310) 981-9501
This Professional Service Agreement ("the Agreement") is made as of November 14,
2016 (the "Effective Date"), by and between Keolis Transit America, Inc., a Delaware
corporation ("Contractor"), and the City of Seal Beach ("City"), a California charter city,
(collectively, "the Parties").
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RECITALS
A. City desires certain professional services.
B. Contractor represents that it is qualified and able to provide City with such
services.
NOW THEREFORE, in consideration of the Parties' performance of the
promises, covenants, and conditions stated herein, the Parties hereto agree as
follows.
AGREEMENT
1.0 Scope of Services
1.1. Contractor shall provide those services ("Services") set forth in the
attached Exhibit A (Keolis Proposal), which is hereby incorporated by this
reference. To the extent that there is any conflict between Exhibit°A and this
Agreement, this Agreement shall control.
1.Z. Contractor shall perform all Services under this Agreement in
accordance with the standard of care generally exercised by like professionals
under similar circumstances and in a manner reasonably satisfactory to City.
1.3. In performing this Agreement, Contractor shall comply with all
applicable provisions of federal, state, and local law.
1.4. Contractor will not be compensated for any work performed not
specified in the scope of Services, set forth in the Keolis Proposal (Exhibit°A)
unless the City authorizes such work in advance and in writing. The City
Manager may authorize extra work to fund unforeseen conditions up to the
amount approved at the time of award by the City Council. Payment for
additional work in excess of this amount requires prior City Council authorization.
2.0 Term
The term of this Agreement shall be for three (3) years, and shall commence as
of 12:01 a.m. on November 14, 201.6 and shall terminate at midnight on October
23, 2019 at, unless previously terminated or extended as provided by this
Agreement. City may extend the term of this Agreement for two (2) consecutive
additional periods of one (1)year each by giving notice of its desire to extend to
Contractor not less than 30 days prior to the end of the term or any individual
extension, period. Upon mutual agreement of the parties to the terms of the
extension, the parties shall execute an amendment to this Agreement.
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3.0 Contractor's Compensation
City will pay Contractor in accordance with the hourly rates shown on the fee
schedule set forth in Exhibit A for Services but in no event will the City pay more
than $579,750. Any additional work authorized by the City pursuant to Section
1.4 will be compensated in accordance with the fee schedule set forth in
Exhibit°A.
4.0 Method of Payment
Contractor shall submit to City monthly invoices for all Services rendered
pursuant to this Agreement. Such invoices'shall be submitted within 15 days of
the end of the month during which the Services were rendered and shall describe
in detail the services rendered during the period, the days worked, number of
hours worked, the hourly rates charged, and the,Services performed for each day
in the period. City will pay Contractor all undisputed fees within 30 days of
receiving Contractor's invoice. City will not withhold any applicable federal or
state payroll and other required taxes, or other authorized deductions from
payments made to Contractor.
5.0 Termination
5.1. This Agreement may be terminated by City, without cause, or by
Contractor based on reasonable cause, upon giving the other party written notice
thereof not less than 30 days prior to the date of termination.
5.2. This Agreement may be terminated by City upon 10 days' notice to
Contractor if Contractor fails to provide satisfactory evidence of renewal or
replacement of commercial general liability insurance as required by this
Agreement at least 30 days before the expiration date of the previous policy.
5.3. Notice of termination shall be given in accordance with Section 7.0.
6.0 Party Representatives
6.1. The City Manager is the City's representative for purposes of this
Agreement.
6.2. Sandi Hill, Senior Vice President is the Contractor's primary
representative for purposes of this Agreement.
7.0 Notices
7.1. All notices permitted or required under this Agreement shall be
deemed made when personally delivered or when mailed 48 hours after deposit
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in the United States Mail, first class postage prepaid and addressed to the party
at the following addresses:
To City: City of Seal Beach
211 8th Street
Seal Beach, California 90740
Attn: City Manager
To Contractor: Keolis Transit America, Inc.
do Keolis Transit Services, LLC
6053 W. Century Blvd. Suite 900
Los Angeles, CA 90045
Attn: Sandi Hill, Senior Vice President
7.2. Actual notice shall be deemed adequate notice on the date actual
notice occurred, regardless of the method of service.
8.0 Personnel
Contractor represents that it has or shall secure, at its own expense, all
personnel required to perform the Services under this Agreement. Any person
who performs any Services shall be licensed as required by law.
9.0 Independent Contractor
9.1. Contractor is and at all times shall remain an independent
contractor and not an employee of the City. All Services provided pursuant to
this Agreement shall be performed by Contractor or under its supervision.
Contractor will determine the means, methods, and details of performing the
Services. Any additional personnel performing Services under this Agreement
on behalf of Contractor shall also not be employees of City and shall at all times
be under Contractor's exclusive direction and control. Contractor and its
personnel shall not be entitled to payment of any wages or salary that City pays
its employees; or to participate in any pension plan, insurance, bonus or similar
benefits that City provides for its employees. Contractor shall pay all wages,
salaries, and other amounts due such personnel in connection with their
performance of Services under this Agreement and as required by law.
Contractor shall be responsible for all reports and obligations respecting such
additional personnel, including, but not limited to: social security taxes, income
tax withholding, unemployment insurance, disability insurance, and workers'
compensation insurance.
9.2. To the fullest extent permitted by law, Contractor shall indemnify
and hold harmless City and City's: elected and appointed officials, officers,
employees, agents, servants, designated volunteers, and those City's agents
serving as independent contractors in the role of City officials, from any and all
liability; damages, claims, costs and expenses of any nature to the extent arising
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from Contractor's personnel practices.or any act or omission related to or arising
out of any violation of Contractor's obligations under this Section 9.0. City shall
have the right to offset against the amount of any fees due to Contractor under
this Agreement any amount due to City from Contractor as a result of
Contractor's failure to promptly pay to City any reimbursement or indemnification
arising under this Section. Contractor's defense and indemnification obligations
under this Section 9.O'are in addition to Contractor's defense and indemnification
obligations set forth in Section 16.0.
10.0 Intellectual Property indemnity
To the fullest extent permitted by law, Contractor shall defend, hold harmless,
and indemnify City and City's elected and appointed officials, officers,
employees, agents, servants, designated volunteers, and those City's agents
serving as independent contractors in the role of City officials against any and all
claims and liabilities, including payment of attorneys fees and costs, arising out of
or connected with any alleged or actual infringement of any intellectual or
proprietary right, including infringement of any United States' letters patent,
trademark; or copyright, resulting from or related City's use, or Contractor's
provision to City,. of any of the work product, images, designs, plans,
specifications, writings, and other documents created or provided by Contractor
in providing the Services and/or in otherwise performing this Agreement.
Contractor's defense and indemnification obligations under this Section 10.0 are
in addition to Contractor'-,s defense and indemnification obligations set forth in
Section 16.0.
11.0 Confidentiality; Publication of Documents
11.1. Contractor agrees that all data, documents, discussion, or other
information developed or received by Contractor or provided! for performance of
this. Agreement are confidential. Except as necessary for performance of the
Services under this Agreement, no copies, sketches, photographs, or graphs of
materials, prepared pursuant to this Agreement; and no data, documents or other
information' developed or .received by Contractor in the performance of this
Agreementshall be released by Contractor to any other person or public without
City's prior written authorization. City shall grant such authorization if applicable
law requires disclosure.
11.2. All press releases and other information to be published in
newspapers or magazines will be approved and distributed solely by City, unless
otherwise provided by written agreement between the Parties. Should
Contractor receive any subpoeha or other court order for production or disclosure
of any records, Contractor shall immediately notify City and shall cooperate with
City in responding to such subpoena or court order.
11.3. Contractor's obligations under this Section shall survive the
termination of this Agreement.
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12.0 Subcontractors
No portion of this Agreement shall be subcontracted without the prior written
approval of the City. Contractor is fully responsible to City for the performance of
any and all subcontractors.
13.0 Assignment
Contractor shall not assign or transfer any interest in this Agreement whether by
assignment or novation, without the prior written consent of City. Any purported
assignment without such consent shall be void and without effect.
14.0 Inspection and Audit-of Records
14.1. Contractor shall maintain complete and accurate records with
respect to all Services and other matters covered under this Agreement,
including but expressly not limited to, all Services performed, salaries, wages,
costs, expenses and receipts. Contractor shall maintain adequate records on the
Services provided in sufficient detail to. permit an evaluation of all Services and
work in connection therewith. All such records shall be clearly identified and
readily accessible. At all times during regular business hours, Contractor shall
provide City with free access to such records, and the right to examine and audit
the same and to make transcripts as City deems necessary, and shall allow
inspection of all program data, information, documents,. proceedings and
activities and all other matters related to the performance of the Services under
this Agreement. Contractor shall retain all financial and program service records
and all other-records related to the Services'and performance of this Agreement
for at leastthree (3) years after expiration, termination or final payment under this
Agreement, whichever occurs later.
14.2. City's rights-under this Section 14.0 shall survive for three (3) years
after expiration, termination or final payment under this Agreement, whichever
occurs later.
15.0 Insurance
15.1. Contractor shall not commence work under this Agreement until it
has provided evidence satisfactory to the City that Contractor has secured all
insurance required under this Section. Contractor shall furnish City with original
certificates of insurance and endorsements effecting coverage required by this
Agreement on forms satisfactory to the City. The certificates,and endorsements
for each insurance policy shall be signed by a person authorized by that insurer
to bind coverage on its behalf, and shall be on forms provided by the City if
requested. All certificates and endorsements shall be received and approved by
the City before work commences. The City reserves the right to require
complete, certified copies of all required insurance policies, at any time.
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15.2. Contractor shall, at its expense, procure and maintain for the
duration of the Agreement, insurance against claims for bodily injuries or death to
persons, personal injury or property damage that may arise from or in connection
with the performance of this Agreement. Insurance shall be placed with insurers
with a current A.M. Best's rating no less than A;Vlll, licensed to do business in
California, and satisfactory to the City.
15.2.1. Coverage shall be at least as broad as the latest
version of the following: (1) General Liability: Insurance Services Office
Commercial General Liability coverage (occurrence form CG 0001);
(2)Automobile Liability: Insurance Services Office Business Auto Coverage form
number CA 0001, code 1 (any.auto); and, if required by the City, (3) Professional
Liability (or alternatively, Errors and Omissions insurance, as required by the
City's Risk Manager); and (4)°Workers' Compensation Insurance as required by
the State of California, and Employer's Liability insurance.
15.2.2. Contractor shall maintain limits no less than:
(1) General Liability: $2,000,000 per occurrence for bodily injury, personal injury
and property damage and if Commercial General Liability Insurance or other form
with a general aggregate limit is used, either the general aggregate limit shall
apply separately to this Agreement/location or the general aggregate limit shall
be twice the required occurrence limit; (2) Automobile Liability: $1,000,000 per
accident for bodily injury and property damage; (3) Professional Liability (or
Errors and Omissions): $1,000,000 per claim/aggregate; and (4)°Workers'
Compensation in the amount required by law and Employer's Liability limits of no
less than $1,000,000 per accident or disease.
15.3.. The insurance policies shall contain the following provisions, or
Contractor shall provide endorsements on forms supplied or approved by the City
to state:
15.3.1. Except with respect to any Professional Liability
insurance (or Errors and Omissions insurance) required by this Agreement, that
the City and the City's elected and appointed officials, officers, employees,
servants, agents, designated volunteers, and those City agents serving as
independent contractors in the role of City officials, shall be named as additional
insureds (collectively "Additional Insureds").
15.3.2. For the Professional Liability insurance policy (or
Errors and Omissions insurance policy); that such policy shall "pay on behalf of'
the insured.and must include a provision establishing the insurer's duty to defend
the Contractor for claims related to the alleged negligence or willful misconduct of
Contractor. The policy retroactive date(s) shall be on or before the effective date
of this Agreement.
15.3.3. For all insurance policies required by this Agreement,
that coverage shall not be suspended, voided, reduced or canceled except after
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30 days prior written notice by certified mail, return receipt requested, has been
given to the City (or ten days if cancellation is due to nonpayment of premiums).
15.3.4. For all insurance policies required by this Agreement,
that any failure to comply with reporting or other provisions of the policies,
including breaches of warranties, shall not affect coverage provided to the City
and the City's elected and appointed officials, officers, employees, agents,
servants, designated volunteers, and those City agents serving as independent
contractors in the role of City officials.
15.3.5. For all insurance,policies required by this Agreement
other than Professional liability insurance (or Errors and Omissions insurance),
that coverage shall be primary insurance as respects the City, its elected and
appointed officials, officers, employees, agents, servants, designated volunteers,
and those City agents serving as independent contractors in the role of City
officials, or if excess, shall stand in an unbroken chain of coverage excess of the
Contractor's scheduled underlying coverage and that any insurance or self-
insurance maintained by the City, its elected and appointed officials, officers,
employees, agents, servants, designated volunteers and those City agents
serving as independent contractors in the role ofCity officials, shall be excess of
the Contractor's insurance and shall not be called upon to contribute with it.
15.3.6. In addition to the foregoing, for the Commercial
General Liability insurance, that the City, its elected and appointed officials,
officers, employees, agents, designated volunteers•and those.City agents serving
as independent contractors in the role of City officials, shall be covered as
additional insureds with respect to the Services or operations performed by or on
behalf of the Contractor, including materials, parts or equipment furnished in
connection with such work.
15.3.7. For the Automobile Liability insurance, that the City,
its elected and appointed official's, officers,. employees, agents, servants,
designated volunteers and those City agents serving as independent contractors
in the role of City officials, shall be covered as additional insureds with respect to
the ownership, operation, maintenance, use, loading or unloading of any auto
owned, leased, hired or borrowed by the Contractor or for which the Contractor is
responsible. If Contractor or Contractor's directors, officers, employees, agents,
servants, subcontractors or other independent contractors will use personal
automobiles or other motor vehicles in any way in the performance of this
Agreement, Contractorshall provide evidence of automobile liability coverage for
each such person. The Automobile Liability insurance policy shall contain a
severability of interest clause providing that coverage shall be primary for losses
arising out of Contractor's performance hereunder and neither the City nor its
insurers shall be required to contribute'to such loss.
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15.3.8. For the Professional Liability insurance policy (or
Errors and Omissions insurance policy), that Contractor shall maintain
continuous coverage through a period of no less than three (3) years after
completion of Services required by this Agreement.
15.4. All insurance required by this Section (other than Professional
Liability insurance or Errors and Omissions insurance) shall contain standard
separation of insureds provisions and shall notcontain any special limitations on
the scope of protection afforded to the City, and City's elected and appointed
officials, officers, employees, agents, servants, designated volunteers and those
City agents serving as independent contractors in the role of City officials.
15.5. Any deductibles or self-insured retentions shall be declared to and
approved by the City. Contractor guarantees that, at the option of the City,
either (1) the insurer shall reduce or eliminate such deductibles or self-insured
retentions as respects the. City, its elected and appointed officials, officers,
employees, agents, servants, designated volunteers, and those City agents
serving as independent contractors in the role of City officials; or (2) the
Contractor shall procure a bond guaranteeing payment of losses and related
investigation costs, claims and administrative.and defense expenses.
15.6. Each insurance policy shall be endorsed to state that the insurer
waives the right of subrogation against the City, its elected and appointed
officials, officers, agents, employees, servants, designated volunteers, and those
City agents serving as independent contractors in the role of City officials.
16M Indemnification, Hold Harmless, and Duty to Defend
16.1. Indemnification. for Professional Services. To the fullest extent
permitted by law, Consultant shall, at its sole costand expense, protect, defend,
hold harmless and indemnify the City, its elected and appointed officials, officers,
attorneys, employees, agents, servants, designated volunteers, successors,
assigns, and those City agents serving as independent contractors in the role of
City officials (collectively "Indemnitees" in this Section 16.0), from and against
any and all damages, costs, expenses, liabilities, claims, demands, causes of
action, proceedings, judgments, penalties, liens; and losses of any nature
whatsoever, including reasonable fees of accountants, attorneys and other
professionals, and all costs associated therewith (collectively "Claims"), to the
extent they arise out of, pertain to, or relate to, in whole or in part, the negligence,
recklessness or willful misconduct of Contractor, and/or its officers, directors,
employees, agents, servants, subcontractors, contractors or their officers,
agents, employees or servants (or any entity or individual that Consultant shall
bear the legal liability thereof) in the performance of professional services under
this Agreement. Contractor shall defend the Indemnitees in any action or actions
filed in,connection with any Claims with counsel of the Indemnitees' choice, and
shall pay all costs and expenses, including all attorneys' fees and experts' costs
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S7296-000112005916v3.doc
actually incurred in connection with such defense. Contractor shall reimburse the
Indemnitees for any and all legal expenses and costs incurred by the
Indemnitees in connection therewith.
16.2. Indemnification for Other Than Professional Liability. Other than in
the performance of professional services, and to the fullest extent permitted by
law, Contractor shall, at its sole cost and expense, protect, defend, hold harmless
and indemnify the Indemnitees from and against any and all damages, costs,
expenses, liabilities, claims, demands, causes of action, proceedings, judgments,
penalties, liens and losses of any nature whatsoever, including fees of
accountants, attorneys and other professionals, and all costs associated
therewith, and the payment of all consequential damages (collectively
"Damages"), in law or equity, whether actual, alleged or threatened, which arise
out of, pertain to, or relate to the acts or omissions of Contractor, its officers,
directors, employees, agents, servants, subcontractors, materialmen, suppliers,
or contractors, or their officers, agents, servants or employees (or any entity or
individual that Contractor shall bear the legal liability thereof) in the performance
of this Agreement, including the Indemnitees' (as defined in Section 16.1) active
or passive: negligence, except for Damages arising from the sole negligence or
willful misconduct of the Indemnitees, as determined by final arbitration or court
decision or by the agreement of the Parties. Consultant shall defend the
Indemnitees in any action or actions filed in connection with any Damages with
counsel of the Indemnitees' choice, and shall pay all costs and expenses,
including all attorneys' fees and experts' costs actually incurred in connection
with such defense. Consultant shall reimburse the Indemnitees for any and all
legal expenses and costs incurred by the Indemnitees in connection therewith.
16.3. Contractor's defense and indemnification obligations under this
Section 16.0 or any other provisions of this Agreement shall 'not be restricted to
insurance proceeds, if any, received by Contractor, the City, or any of the other
Indemnitees as defined in this Section.
16.4. All duties and other covenants of Contractor under this Section 16.0
shall survive termination of this Agreement.
17.0 Equal Opportunity
Contractor affirmatively represents that it is an equal opportunity employer.
Contractor shall not discriminate against any subcontractor, employee, or
applicant for employment because of race, religion, color, national origin,
handicap, ancestry, sex, sexual orientation, or age. Such non-discrimination
includes, but is not limited to, all activities related to initial employment,
upgrading, demotion, transfer, recruitment or recruitment advertising, layoff, or
termination.
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18.0 Labor Certification
By its signature hereunder, Contractor certifies that it is aware of the provisions
of Section 3700 of the California Labor Code that require every employer to be
insured against liability for Workers' Compensation or to undertake self-insurance
in accordance with the provisions of that Code, and agrees to comply with such
provisions before commencing the performance of the Services.
19.0 Compliance with Laws
In the performance of this Agreement, and in addition to any other provision of
this Agreement, Contractor shall abide by and conform. to any and all other
applicable laws, statutes, safety rules, and practices of the United States, the
State of California, Charter of the City of Seal Beach and any other local laws
(Law and Practices). Further, Contractor warrants that all work done under this
Agreement shall be in strict compliance with such Laws and.Practices, including,
but not limited to, Cal/OSHA regulations. Contactor shall dispose of all materials
used in conjunction with the performance of this.Agreement in strict compliance
with all local, state, and federal environmental and/or waste management rules,
regulations, laws, statutes and practices.
20.0 Permits and Licenses
Contractor, at its sole expense, shall obtain and maintain during the term of this
Agreement all appropriate.permits, licenses and certificates as may be required
in connection with the performance of Services underthis Agreement, including,
without limitation, a City of Seal Beach business license as required by the Seal
Beach Municipal Code.
21.0 Time of the Essence
Time is of the essence in respect to all provisions of this Agreement that specify
a time for performance.
22.0 Entire Agreement
This Agreement contains the entire agreement of the Parties with respect to the
subject matter hereof, and supersedes all prior negotiations, understandings, or
agreements. This Agreement may only be modified by a writing signed by both
Parties.
23.0 Severability
The invalidity in whole or in part of any provisions of this Agreement shall not
void or affect the validity of the other provisions of this Agreement.
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24.0 Governing Law; Venue
This Agreement shall be governed by and construed in accordance with the laws
of the State of California without regard to conflict of law principles, except that
any rule of construction to the effect that ambiguities are to be resolved against
the drafting party shall not be applied in interpreting this Agreement. Any dispute
that arises under or relates to this Agreement shall be resolved in the superior
court or federal court with geographic jurisdiction over the City.
25.0 No Third Party Rights
No third,party shall be deemed to have any rights hereunder against either party
as a result of this Agreement.
26.0 Waiver
No waiver of any default shall'constitute a waiver of any other default or breach,
whether of the same or other covenant or condition No waiver, benefit, privilege,
or service voluntarily given,orperformed by a party shall give the other party any
contractual rights by custom, estoppel, or otherwise.
27.0 Prohibited Interests Conflict of Interest
27.1. Contractor covenants that it presently has no interest and shall not
acquire any interest, direct or indirect, which may be affected. by the Services, or
which would conflict in any manner with the performance of the Services.
Contractor further covenants that, in performance of this Agreement, no person
having any such interest shall be employed by it. Furthermore, Contractor shall
avoid the appearance of having any interest, which would conflict in any manner
with the performance of the Services. Contractor shall not accept any
employment or representation during the term of this Agreement which is or may
likely make Contractor "financially interested (as provided in California
Government Code §§1090 and 87100) in any decision made by City on any
matter in connection with which Contractor has been retained.
27.2. Contractor further warrants and maintains that it has not employed
or retained any person or entity, other than a bona fide employee working
exclusively for Contractor, to solicit or obtain this Agreement. Nor has Contractor
paid: or agreed to pay any person or entity, other than a bona fide employee
working exclusively for Contractor, any fee, commission, gift, percentage, or any
other consideration contingent upon the execution of this Agreement. Upon any
breach or violation of this warranty, City shall have the right, at its sole and
absolute discretion, to terminate this Agreement without further liability, or to
deduct from any sums payable to Contractor hereunder the full amount or value
of any such fee, commission, percentage or gift.
12 of 12'
S7296-0001\2005916v3.doc
27.3. Contractor warrants and maintains that it has no knowledge that
any officer or employee of City has any interest, whether contractual, non-
contractual, financial, proprietary, or otherwise, in this transaction or in the
business of Contractor, and that if any such interest comes to the knowledge of
Contractor at any time during the term of this Agreement, Contractor shall
immediately make a complete, written disclosure of such interest to City, even if
such interest would not be deemed a prohibited "conflict of interest" under
applicable laws as described in this subsection.
28.0 Attorneys' Fees
If either party commences any litigation or other action against the other party,
either legal, administrative or otherwise, arising out of or in connection with this
Agreement, the prevailing party in such action shall be entitled to have and
recover from the losing party all of its reasonable attorneys' fees and other costs
incurred in connection therewith.
29.0 Exhibits
All exhibits referenced in this Agreement are hereby incorporated into the
Agreement as if set forth in full herein. In the event of any material discrepancy
between the terms of any exhibit so incorporated and the terms of this
Agreement, the terms of this Agreement shall control.
30.0 Corporate Authority
The person executing this Agreement on behalf of Contractor warrants that he or
she is duly authorized to execute this Agreement on behalf of said party and that
by his or her execution, the Contractor is formally bound to the provisions of this
Agreement.
IN WITNESS WHEREOF, the Parties hereto, through their respective authorized
representatives have executed this Agreement as of the date and year first
above written.
13 of 13
S7296-0001\2005916v3.doc
CITY OF SEAL BEACH CONTRACTOR: KEOLIS TRANSIT
AMERICA, INC., a Delaware
corporation
By:
Jill R. Ingram, City Manager
By:
Attest: Name: Stephen W. Shaw
Its: President•& CEO
By _
Robin L. Roberts, City Clerk
By:
Approved as to Form:
Name:
By: Its
Craig A. Steele, City Attorney
57296-0001\2005916v3.doc
Exhibit "A"
Keolis Proposal
15 of 15
S7296-0001\2005916v3.doc
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COVER LETTER
•
•
September 8, 2016
Cesar Rangel
Associate Engineer
City of Seal Beach, City Hall
211 8th Street
Seal Beach, CA 90740
Department of Public Works —.2nd Floor
RE: Request for Proposal (REP)for Seal Beach Senior Transportation Services
Dear Mr. Rangel:
Keolis Transit Services, LLC, a subsidiary of Keolis Transit America, is pleased to present the enclosed proposal for
the continued operation of the Senior Transportation Services for the City of Seal Beach. As you know, Western
Transit Systems (WTS) (a wholly owned subsidiary of Keolis Transit America) has been successfully operating
this service under the current contract for the Seal Beach residents since 2010. Although we have renamed
the operating entity, the operational environment and our experience and rich history in the City of Seal Beach
remains.
We have reviewed the RFP and associated documents and we.are confident that we will fulfil all requirements as
outlined in the RFP. Our proposal reflects an offer in line with the evaluation criteria as outlined in Exhibit "B" of
the RFP to include:
• Completeness of Submittal: response to all items requested in the REP.
• References/Quality of Service: Ability to provide quality service as demonstrated in the provision of
current service and the satisfaction of our references provided.
• Cost Effectiveness: an approach that provides the best value to the City considering the prevailing
wage, the stability of the system for the passengers, and•a company completely familiar with the system
requiring no learning curve and no costly transition
• Facilities Inspections:the KTS facility is strategically located in close proximity to the 405 and 22 freeways
just 12 miles away from the City of Seal Beach.Our facility is equipped with all necessary tools, equipment,
and administration support to operate this service effectively.
As the evaluation committee reviews our proposal, please do not hesitate to contact me at 310-303-2512 or at
sandi.hill @keolisna.com or additional information. We look forward to a continued positive working relationship
with the City and the Department of Public Works.
Sincerely,
Sandi Hill, Senior Vice President, Business Development
Office: (3.10) 981-9500 ext. 109 Mobile: (310)303-2512
sandi.hill @keolisna.com
K e o l r s Seal Beach Senior Transportation Services
DEPARTMENT OF PUBLIC WORKS City of Seal Beach
EXHIBIT "C" — Letter of Acceptance
Proposer Name: Keolis Transit Services, LLC. _
Mr. Michael Ho, P.E.
Deputy Director of Public Works/City Engineer
City of Seal Beach (562) 431-2527 ext 1312
211 8th Street (562) 430-8763 fax
Seal Beach, CA 90740
In response to the Request for Proposal, for City of Seal Beach Transportation
Services, we, the undersigned, hereby declare that we have carefully read and
examined the RFP documents, and hereby propose to perform and complete the
work as required.
We, the undersigned, agree to supply the Scope of Work at the costs indicated in
our cost proposal if our Proposal is accepted within (90) days from the date
specified in the proposal.
Prevailing wages are required on this contract. The Director of the California
Department of Industrial Relations determine the general prevailing wage rates.
Obtain the wage rates at the DIR web site, http://www.dir.ca.gov, or from the
Department's Labor Compliance Office of the district in which the work is located.
If awarded a Contract, the undersigned agrees to execute a Contract which will
be prepared by the City for execution, within 10 calendar days following
notification of award, and will deliver to the City prior to the commencement of
Scope of Work the necessary original Certificates of Insurance.
The undersigned acknowledges receipt, understanding and full consideration of
the following Addenda to the RFP Documents.(if applicable):
Addenda
No. 1 2-
Proposer represents that the following person is authorized to negotiate on its
behalf with the City in conjunction with this RFP:
Ryan Adams SVP Strategic Development (310) 981-9500 x255
Name Title Phone
The undersigned certifies that it has examined and is fully familiar with all of the . .
provisions of the RFP documents and is satisfied that they are accurate; that it
SEAL BEACH SENIOR TRANSPORATION RFP
Page 21 of 25
DEPARTMENT OF PUBLIC WORKS City of Seal Beach
has carefully checked all the words and figures and all statements made in the
proposal requirements; that it has satisfied itself with respect to other matters
pertaining to the proposal which may in any way affect the work or cost thereof.
The undersigned hereby agrees that the City will not be responsible for any
errors or omissions in these RFP Documents.
BY:
Signature
Ryan Adams
Type or Print Name
SVP Strategic Development
Title
6053 W Century Blvd. Suite 900
Business Address
Los Angeles, CA, . '100 9.5
City, State, & Zip Code
(310) 981-9500 x255
Telephone Number
(310) 981-9501
Fax Number
SEAL BEACH SENIOR TRANSPORATION RFP
Page 22 of 25
DEPARTMENT OF PUBLIC WORKS City of Seal Beach
EXHIBIT "D" — Proposal Checklist
Explain in detail any NO answers. Attach additional pages to the form if necessary.
Yes: No-
Have you completed and enclosed the letter of acceptance(Exhibit"C")? X
Have you included in your response an hourly service rate for each vehicle
service'hour of.service? X
Have you completed the price proposal worksheet(Exhibit"F")? X
Have you submitted a response,that can be adequately evaluated using the X
criteria in Exhibit"B"?
Have you provided 3 written references from current clients per Exhibit"B"? X
Can your company perform the transportation services in a manner which is X
consistent with the requirements established in this RFP?
Can your company comply with..the standard City contract as attached in
Exhibit"E"? X
Is your operations facility:located in the Seal.Beach area? X
Does your company.own;all of the vehicles it operates? X
Is your operations facility subject to annual CHP inspection? X
Are your operations vehicles subject to annual CHP`inspection? X
Does your company currentlycarry out customer service surveys? X
Can your company provide a designated Project'Manager assigned to the City
of Seal Beach? X
Do you require all drivers to be legally licensed',to operate a bus in the state of X
California?
Do you require all drivers to be in good standing with the DMV. X
Do you conduct mandatory drug testing with drivers and staff employed by X
your company on a periodic basis?
Do you conduct routine driver training and safety programs to ensure drivers X
comply with all local,state and federal vehicle codes?
Do you require all drivers to speak fluent,English? X
Do you require drivers to maintain appearance standards as identified in the X
text of the RFP?
Can your company perform the required vehicle maintenance as described in
the RFP? X
Can your company perform the required vehicle cleanliness guidelines as
described in the RFP? X
A disclosure of all personal, professional or financial relationships with any X
officer or employee of the City is stated in the RFP?
Can your company maintain the month operations and accounting reporting X
criteria as described in the RFP?
SEAL BEACH SENIOR TRANSPORATION RFP
Page 23 of 25
TOC TABLE OF CONTENTS
• 1� b mr
' F n6' uf4! `t
1. Company Portfolio 1
Experience & Competence 1
References/Quality of Service 3
Financial Standing 3
Insurance & Bonding Capability 3
2. Staff Requirements & Policies 4
Project Manager 4
Reservations, Scheduling, & Dispatch Staff 5
Drivers 6
Dress & Appearance Standard 6
Personnel Policies 6
Removal of Drivers 7
Driver Feedback 8
3. Training& Safety Programs 9
Operator Training 9
Corporate Training Support 9
Keolis Training Staff 10
Operator Education Program (OEP) 10
Safety Plan 11
System Safety Manual 11
State & Federal Regulations 13
Drug & Alcohol Screening Compliance 14
4. Reservations, Scheduling, & Dispatch 15
Transportation Service Scheduling 15
Dispatching 15
5. Vehicle Operations 16
Service Schedules 16
Driver Trip Sheets 16
Vehicles 16
Back-Up & Overflow Service 16
Vehicle Storage 17
6. Performance Standards - Management & Operations 18
Assessment of Penalties 18
Annual Review of Standards 18
Quality Control 19
K e o I r s Seat Beach Senior Transportation Services
T®C TABLE OF CONTENTS
The Keolis Audit 19
Preventing & Minimizing Late Pick-Ups 19
7. Data Collection/Reporting 20
Dispatch Log 20
Accident Reporting & Follow-Up 22
Daily & Monthly Operations Reporting 22
Accounting 24
Invoices& Billing 24
8. Vehicle Maintenance Services 25
Vehicle Maintenance 25
Maintenance Information System- Collective Data 26
Daily Vehicle Inspection Reports (DVIR) 27
Preventative Maintenance Inspection Program 27
Corporate Support & Oversight 31
Road Call Program 32
Vehicle Cleanliness, Aesthetics Requirements 33
9. Pricing Proposal 34
K e o i r s Seal Beach Senior Transportation Services
•
4
COMPANY PORTFOLIO + -
t `
1. COMPANY PORTFOLIO
Experience and Competence
In, 1999 Keolis brand was born out of a merger of major players in the French transit market. In 2009, Keolis
entered the United States market when it was awarded the Virginia Railway Express (VRE), a commuter railservice
which transports passengers from the state of Virginia to Union Station in Washington, D.C. Operations have
been very successful with record ridership and improved on-time performance since takeover, notably through
heightened partnership with VRE management on ridership incentives involving Keolis' staff.
In November 2011, Keolis further demonstrated its commitment to develop its operations in the U.S. through the
acquisition of Tectrans, Inc. Tectrans represented a unique combination of decades of public transit experience in
the United States with knowledgeable executives who welcomed the opportunity to join a global team known for
its best practices and international expertise. Western Transit.Systems (WTS) was part of this acquisition.
Keolis is dedicated to providing best-in-class passenger'transportation solutions for our customers and making
them socially and economically attractive.This is why Keolis has developed a program of international information
exchange in all functional areas so as to fosterglobal excellence.
Keolis in United-States
Keolis Transit Services, LLC., is the operating entity of Keolis Transit America and is led by a team that brings
more than 300 years of combined experience in the transit industry. This has positioned Keolis as a preferred
transportation provider in the U.S. The Keolis team achieves success through customer focus along with the
implementation of new technologies and transportation best practices for both new and current customers.
Profile of the.firm
Keolis is a leading public transit operator in the United States and
around the world, and served more than 2.4 billion passengers in 2015. Gp �N
We are established in 16 countries across four continents, and ourT,
• success is made possible through more than 60,000 employees world- f
wide. We develop customized transit solutions to meet the needs of rfi
local agencies that are consistent with the changing mobility needs of f
today's passengers. '3 J
•
We deploy modern, efficient and sustainable transport systems through
a common culture shared throughout the company. We associate
innovation with a comprehensive understanding of systems, lifestyle "4 '
patterns and passenger behavior. As a partner to public transit agencies, • c
Keolis' methodology adapts to changing local passenger needs and - - -
customer expectations.
Keolis brings its clients a full range of expertise and solutions, developed through a strong culture of knowledge
management firmly rooted within Keolis, across all of its subsidiaries and functional areas.
K e o I r s Seal Beach Senior Transportation Services Page 1
•
Tab 1 - COMPANY PORTFOLIO
l
Keolis has a proven track record in reaching high standards of reliability, availability and punctuality, achieved
through the implementation of best practice operations and maintenance processes. In addition to operation
quality, Keolis strives to provide best value for money. These processes have indeed been developed to drive
productivity and continuous improvement in the City of Seal Beach and our operations around the world.
As part.of the Keolis family of companies, Western Transit.Systems (WTS) is backed by the full support of our
corporate resources and expertise. WTS shares a corporate:commitment to provide the highest quality, integrated
transportation services to the transportation dependent•community. From the creation'of a transportation idea to
the completion of a contract, we are able to bring our clients' strategic and operational vision to life with quality
that is unlike any other.
Locations
Keolis has transportation facilities across the United States, including six offices in the Los Angeles/Orange County
area:
• Garden Grove—47 employees
• Los Angeles—47 employees
• Lancaster— 79 employees
• Van Nuys— 163 employees
• Monrovia —22 employees
• Covina- 18 employees'
Western Transit Systems
In June of 2006, Western Transit Systems (WTS) was acquired by Tectrans, Inc. Ten years later, and following the
acquisition of Tectrans by Keolis, WTS has even greater access than ever before to transportation industry best
practices, management talent, and operations support. WTS is well-qualified and has expertise in American with
Disabilities•Act (ADA) transportation, dial-a-ride, taxicab overflow, and subscription service.
WTS is a locally owned and operated California corporation and a premier full-service passenger transportation
provider that successfully operates contracted transportation services throughout Orange County, California. With
sister company Yellow Cab of Greater Orange County, WTS operates the full spectrum of transportation services
in Orange County.
WTS was formed to serve as a public transportation partner with local clients and authorities, and currently
operates transportation services on behalf of its clients through 9 primary contracts, for service in more than 30
Southern California communities. With Yellow Cab, WTS provides transportation service using a fleet of 230 client-
and company-owned vehicles, with more than.300 dedicated transportation professionals.
Perhaps our most relevant experience is that of directly operating this service for the City of Seal Beach since
• 2010.
Currently, Keolis operates a 3 bus system for the City, which has been serviced by the same vehicle operator team
that the patronage has come to depend on. As you know, the current program consists of the following:
• Dial-A-.Ride Program — Senior residents use this service to travel to any location within three miles
outside of Seal Beach city limits. Service is provided_Monday through Friday from 8:00 a.m. to 4:30 p.m.
• K e o I r' s Seal Beach Senior Transportation Services Page 2
•
•
•
Tab 1 COMPANY PORTFOLIO °
•
•
•
• Shopping Shuttle — Provides three trips, Monday through Friday, for passengers traveling from Leisure
World to Ralph's and Target. This service operates from 2:00 p.m. to 4:30 p.m.
• SeniorNutrition Transportation—Provides trips to seniors age 60 years and older requiring transportation
to the City's Senior Nutrition Program.
Our proposal reflects the change in end time as indicated in the RFP.
References/Quality of Service
All agennes submitting a response to this REP are required to submit three (3) written references from current clients utilizing the agency
transportation services,At a minimum these references should include a statement from the referring agency that he r;onstrores the ability of the
proposing agency to provide services to the Seal Beach senior community. The reference srbmirtais should also identify a contact through which the
Citycon conduct a telephone inquiry into the oropesing agency's ability to provide transportation services
Client Contact:Name Address Telephone CurreriY
Number ' l .Contract.
City of La Habra Josie Anderson 201 E. La Habra Blvd. 562-905-9619 Yes
La Habra, CA 90631 2003-present
City of Anaheim (OCAAC) Aaron Flores 225 Carl Karcher Way 714-744-5301 Yes
Anaheim, CA 92805 2007- present
City of Yorba Linda Valerie Passarella 4501 Casa Loma Ave 714-961-7185 Yes
Yorba Linda, CA 92886 2008-present
Financial Standing
A disclosure of all personal, professional or financial relationships with nay officer or employee of the City.
Keolis is wholly owned by Keolis America, Inc., a wholly owned subsidiary of Keolis SA,the parent company located
in Paris, France (collectively referred to as Keolis Group). In 1999, Keolis Group was born out of a merger of major
players in the French transit market. Since that time, Keolis Group has grown to become a $6 Billion company and
one of the worldwide leaders in passenger transportation services.
Keolis has no personal or financial relationships with any officer or employee of the City. However, through the
operation of this contract, Keolis maintains a professional working relationship with the City's Department of
Public Works and representative employees.
Insurance & Bonding Capability
If awarded o Contract, the undersigned agrees to execute a Contract which will be armored by the City for execution, within 10 calendar days
following notifcohon of award, and will deliver to the City prior to the orentmencement Scope cy Work the necessary original Cer"fcpres of
Insurance.
Upon notification of award, Keolis Transit LLC, will provide all necessary insurance, bonding, and supporting
documentation within 10 calendar days and deliver to the City prior to the commencement of the delivery of the
Scope of Work.
K e o 16 s Seal Beach Senior Transportation Services Page 3
STAFF REQUIREMENTS
Ta.b .2
POLICIES
2. STAFF REQUIREMENTS & POLICIES
Contractor shall provide the necessary management and cam:nisi-ramie pesamnel whose exaernse wip ensure ejftient operation of rronsaaraflon
Services. The City recognizes that a nigh quality operation begins with key personnel. rhetejore. a minimum le/el of"required sranng is dscnoed
below.
Project Manager
The Project Manager, will be the person in charge of all management and aay-to-day oL % bons of tip Contractor, The Prole t Manager muss'
maintain consistent a dsuuf-cienr contact and communications with the City through the Public Works Depatrtent.
Mark Slagle, Project Manager
Mr. Mark Slagle brings 26 years of transportation experience to this contract. His =-x
background encompasses safety, training, accident investigation, operations and
management. Mark began his transportation career at his family's business, Riverside
Taxi, and worked as a vehicle operator providing taxi services. Mark's background in
fixed route, dial-a-ride, shuttle and rail feeder operations has provided him with the \
experience to be a success in any public transportation system. `+"r
Mark holds primary responsibility for the overall service delivery and operational , M1`
quality of the City of Seal Beach's Senior Transportation Services. In this role, he draws
from his expertise serving seniors as well as paratransit operations to manage the service from the company's
Garden Grove facility. Mark is also responsible for the safe transport of more than 20,000 passengers monthly and
supervises a staff of more than 70, providing service through afleet of 48 vehicles. Mark has had direct oversight
of this service since 2013. He will continue to oversee the contract effectively for the term of the new contract.
A copy of Mark Slagle's resume is included at the end of this tabbed section.
Victor Tablas, Operations Supervisor
Mr,Victor Tablas serves as Keolis' operations supervisor for the City's services. He has worked closely with the
project manager and the safety and training manager on this contract since joining the team in 1990. Victor's
background includes nearly 30 years of customer service experience and 23 year in the transportation industry.
With decades of experience in local public transit, he has proven to be a valuable team member and has been
instrumental in improving the local training program.
In his current role, Victor assists Mr Slagle by providing direction to staff in the areas of employee development,
by overseeing hiring and training, closely monitoring the customer service program and ensuring that road
supervision is completed frequently.Throughout the day he monitors routes and ensures that operator assignments
are completed with safety and efficiency in mind. During his career, Mr. Tablas has assisted in the operation of
numerous shuttle services for a wide variety of clients and understands the importance providing exceptional
customer service to passengers.
K e o I r s Seal Beach Senior Transportation Services Page 4
Tab 2 STAFF REQUIREMENTS
.• 'PO;LIC.I,ES
Reservations, Scheduling & Dispatch Staff
Contractor shall provide the necessary stall to ensure efficient and dmely administration of reservations,scheduiing and disporch of rronsportanon
service trips in accordance with the service schedules and policies set forth by the City.At a minimum,rnese staff will hove the following responsibilities
a) Handle telephone requests and inquiries so as to maximize customer service, giving timely, accurate and courteous service:ri'Carry out trip
reservation:ravines in a manner which will maximize araduchvity;and Ensure that the City's polices and procedures are faliawed.
b)Scheduling; Manage City Transportation services in accordance with City policies and procedures. Receive, approve and process requests for
service. Review and refine dolly trin itineraries. Using mops and software, asses distances and rotting to ensure efficient travel p patens. initiate
client call backs regarding discrepancies and/or schedule changes;Administer and enforce the City's concePabon and no-snow policies including
processing cancellations,tracking passenger no-shows, mailing letters and making phone calls.
c)Dispatching Schedule and assign drivers and vehicles in accordance with the service haurschedules and scheduled trips for each day;Assist drivers
while they are in service td carry out the assigned trios an-time, providing address assistance and telephoning aassenaers as needed,-Monitor the
performance of scheduled trips, reassigning trips and/or adius ing the number numbei of vehicies in service as needed to ensure on-time performance in the
most efficient manner'
Lizabeth Eriza & Alice Ring Dispatcher/Reservationist/Customer Service
Ms. Lizabeth Eriza and Alice Ring have been serving the system in some capacity since 2014. Lizabeth came to
Keolis with a background in customer service and call center-reservations. As the system demand is roughly 40
advance reservation calls per day, Lizabeth is a perfect fit serving the City of Seal Beach passenger base. She will
oversee the telephone requests and inquiries in the interest of providing excellent customer service. She and Ms.
Ring will be the primary point people answer incoming calls and processing requests. Ms. Ring has a background
in driving and customer service which gives her unique perspective from the passenger and the driver side as she
understands some of the challenges in day to day service.
As requests come in,they are entered into a computerized system to ensure efficient travel patterns and maximum
productivity. As a result, daily manifests and vehicle assignments are provided to system drivers. In addition,
Ms. Eriza and Ms. Ring will handle client call backs as necessary and coordinate and communicate any schedule
changes.
All of their duties and responsibilities will be handled in accordance s vy - _ _
I v ;
with City policies and procedures to include cancellations and no r. k . ''-' ® e.®,
shows. All system activity is tracked and monitored to facilitate ,
continuous improvement. ktl 7 it Cl +3�w -
In addition to the dispatch and reservation efforts, this team will also c.,. n c
work closely with the operations team, and provide support and input 1 ,
in the areas of training, quality assurance and employee relations. She . K` ',,
monitors changes in trends or performance to ensure that the service ,, t!L' --.', A174
g P 1. : a
runs efficiently, safely and on-time daily. :,i '
- f ' �t �4/jt e s
1..-
The dispatch/reservation team is responsible for telephoning r - i– .
passengers as needed, monitoring the performance of scheduled y `, —=, i
trips, reassigning trips and/or adjusting the number of vehicles in '• Id
service as needed to ensure on-time performance and efficiency. '�
K e o I t s Seal Beach Senior Transportation Services Page 5
Tab Z STAFF REQUI,R'EMENTS
POLICIES'
Drivers
Drivers must meet the following standards. Divers must be legally licensed to operate a bus in the State of California as well as maintain any other
licenses or c_r ficotes required by a ofcable federal state, or local;egulahans. Drivers must be in good standing r'Nr the DMV, Drivers must be
able to speak, undo s art., and read English odegr ateiy. Drivers are required to treat all.aossengers with respect and courtesy
Keolis is fortunate to have dedicated and committed drivers (licensed to operate a bus in the State of California)
serving the City of Seal Beach. The City benefits from the tenure of Mr.Zita Zaldy's knowledge and experience with
the passenger base and geography for the past 12 years. Our newest driver, Mr. Jerrold Lipke has been dedicated
to this system for the past 6 months. Both drivers have demonstrated professionalism and customer service
excellence in the provision of service for the City of Seal Beach. Our extra-board drivers have been providing
back up for the system as necessary for the past 5 years. We are proud of our drivers performance as they
continue to treat all passengers with respect and courtesy. In fact, they receive many commendations for their
service as evidenced by the letter of recommendation, found at'the end of this tabbed section, as the most recent
example. Any driver servicing the City will continue to maintain all licenses or certificates required by local, state,
or federal regulations. The existing (and proposed) staff are in good standing with the DMV and are able to speak,
understand, and read English proficiently.
Dress & Appearance Standard
Contractor shall provide a uniform to be worn by air divers when operatina a vehicle in City service which will convey a professional image it is the
Contractor's resoonsibillty to see that driver's uniforms remain in good repair and do not appear old or worn out, Uniforms that are not in good
repair must be replaced. The City may repulse oil drivers to have new uniforms upon awarding a new contract.
Drivers currently provide service in a professional uniform consisting of blue pants and light blue polo shirt
conveying a professional image and easily recognizable by the passenger base. The Dispatch staff monitors the
appearance of the uniform at check in each day to ensure the uniforms remain in good repair. This process will
be continued throughout the new contract.
Personnel Policies
The Contractor shall have in effect personnel policies that conform to ollstate and federal laws including,but not limited to,all regulations concernina
Equal Employment Opportunities,ETA Drug and A'cchof Reaulotions.Compensation, Worker's Compensation. and other regulations as carrooriste;
The Contractor shall maintain at oh times a,current list of personnel assigned to the City's contract and prunde she City's Project Manager with on
updated raster of all drivers each month; Purchasing or consuming illegal substances or alcoholic beverages while in uniform snail not be allowed.It
shall be Cony-actor's resaansibility to terminate any emaloyee observed doing so. The City promotes and support,a smoke free Work environment.
There is no smoking allowed an vehicles used to nravrde the City's rransportadon service. The City retains the right to review Con?odors personnel
policies and the list of aersannel assigned to the City's contract.
Keolis and all affiliated companies are committed in all employment practices, including recruitment, selection,
promotions, terminations, transfers, layoffs, compensation, training, benefits, all conditions of employment, and
to providing a workplace free from sexual harassment as well as harassment based on such factors as race, color,
sex, sexual orientation, religion, national origin, ancestry, age, medical condition,genetic condition, marital status,
disability, Or veteran status and other terms and conditions of employment. The components of our organization's
EEO plan are outlined as follows:
1. A full commitment to EEO for all persons, regardless of race, color, creed, national origin, sex, sexual
orientation, genetic condition, medical condition, or age. At its discretion, the Company may include
K e o I r s Seal Beach Senior Transportation Services Page 6
Tab 2 STAFF RE'QUIREMENTS '&
•
POLICIES
•
•
persons with disabilities:
2. A commitment to undertake an affirmative action program, including goals and timetables, in order to
overcome the effects of past discrimination on minorities and women;
3. That the responsibility for the management of the EEO program is assigned to our Company's EEO officer,
Frances Woodring, Vice President- Human Resources.
4. That all management personnel share in this responsibility and will be assigned specific tasks to assure
compliance is fully achieved;
5. The applicants and employees have the right to file complaints alleging discrimination with the
appropriate official;
6. That performance by managers, supervisors and all supervisory staff will be evaluated on the success of
the EEO program the same was as their performance on other Company's goals; and
7. That success achievement of EEO goals will provide benefits to the recipient/sub recipient/contractor
through fuller utilization and development of previously underutilized human resources.
It is Keolis' policy to follow and operate in compliance with local, state, and federal law, including The Civil Rights
Action of 1964, Title VII regulation, the Americans with Disabilities Act of 1990 as amended, and section 501 of
the Rehabilitation Act of 1973. In addition, Keolis is committed to operate in full compliance with Federal Transit
Administration requirements, including Federal Register C 4704.1.
Keolis, and all affiliated companies, regional management personnel and the EEO Officer, Frances Woodring, Vice
President- Human Resources, are committed to continue our affirmative action program, and the EEO Officer
accepts the responsibility of our Equal Employment Opportunity Policy Program.
All personnel policies are available to the City upon request.
Removal of Drivers
The City may require char any driver be removed from transporting City customers for excessive complaints, rudeness. or other inapproprioce.
behavior or appearance Any driver receiving three er more valid customer complaints within a iodine 30-day period wil'be s,o;ect to a thirty(30)
day probation period. The City will notify the Contractor in writing, of any driver determined unsvireble Within ten days of receipt of such nonce,
Contractor shall, at its sole disci-et-fun, dither propose to replace the driver or present to the City o plan for correcting the driver's performance
deficiencies If either the City rejects the plan or the driver's performance deficiencies ore not corrected to the Cityh sobsfaction within the 30-day
plan period. the Contractor shall immediately replace the driver
Keolis understands that the City may require that any driver be removed from transporting City customers for
excessive complaints, rudeness, or other inappropriate behavior or appearance. Any driver receiving three or
more valid customer complaints within a rolling 30-day period will be subject to a thirty (30) day probation period.
Fortunately, Keolis drivers have never been subjected to this policy. However, we do understand that the City will
notify us in writing, of any driver determined unsuitable. And further, within ten days of receipt of such notice, we
shall, at our sole discretion, either propose to replace the driver or present to the City a plan for correcting the
driver's performance deficiencies: If either the City-rejects the plan or the driver's performance deficiencies are
not corrected to the City's-satisfaction within the 30-day plan period, Keolis will immediately replace the driver.
K e o I r' s Seat Beach Senior Transportation Services Page 7
STAFF' REQUIR�EMENTS &.
Tab 2
POLICIES .
Driver Feedback
Since drivers ore the first line out in he freid, driver feedback odour schedules, custnmer needs, vehicle maintenance and -tucking conditions is
imperotive, The Contractor must hove on-going mechanisms including mar"hly driver meetings to coprtnize on do er r 7bock The City shod be
oHemed to participate in monthly driver,needngs.
Keolis realizes the relevance of driver feedback as they are the front line of the City and Keolis. They provide
first-hand information to be utilized for decision making. Information is gathered via daily logs and direct daily
communication with drivers. Recurring topics are discussed in an appropriate manner. Safety issues are discussed
in monthly safety meetings.
Safety Meetings — Safety meeting topics are not "general." Instead, Keolis utilizes information gathered from
the field from the system over a period of time. Before each safety meeting, safety management examines system
trends such as "following too close, "hard stops,""left/right lateral turns," "intersection negotiation,""incomplete
stops," etc. Keolis presents this information to the operators at safety meetings with direction on correcting the
behaviors. Operators are informed of specifics of accident scenarios/safety infractions from their system for
the month (without divulging personal identification of the employee involved, of course). We find that when
employees are confronted with actual system scenarios involving their own local behavior, system hazards, and
equipment, it has a lasting impact on personal accountability for accident prevention and responsibility.
Depending on the nature of the items discussed and the system performance, customized action plans will be
developed as necessary for system improvement.
The City is and will continue to be welcome at all monthly safety meetings.
K e o I r s Seal Beach Senior Transportation Services Page 8
RESUME Mark Slagle Project Manager
Training Overview
Mark Slagle brings 25 years of transportation and supervisory experience to his role
Safety Leadership as General Manager. His background encompasses safety, training, accident
investigation, operations and management. Mark began his transportation career at
Leadership his family's business, Riverside Taxi, working as a vehicle operator.
Techniques
Experience
Behavior Based
Safety Western Transit Systems, Inc. (a Keolis Transit America Company)
General Manager 2013 - Present
Understanding
Human Behavior Ms. Slagle's responsibilities include safe daily vehicle operation, recruiting, training,
dispatch, scheduling, vehicle maintenance oversight, service reporting, regulatory
Accidents and Why compliance, and customer service.
People Have Them • Manages'and directs transportation operations for over 50 fleet buses
• Manages and directs transportation operations providing over 20,000
Drug and Alcohol passengers monthly
• Supervises over 70 staff members, including over 40 drivers, and
Testing experienced senior staff members including supervisors, dispatchers,
Regulations customer service representatives, scheduler/router, road supervisors, lot
attendants, and mechanics.
• Supports operation of CNG fueled buses and taxicabs, resulting in recognition
from Clean Energy for efforts to reduce emissions through the use of clean
Fixed Route CNG fueled vehicles.
Operations • Provides'offce management, administrative management and human
resources support for both taxi and bus operations at the Anaheim Terminal.
Dial-A-Ride
Operations Western Transit Systems, Inc..(a Keolis Transit America Company)
Yellow Cab of Greater Orange County (a Keolis Transit America Company)
Shuttle Operations Safety and Training Manager 2005 - Present
Rail Feeder Oversee all safety and training efforts for this contract. Develops refresher training
Operations programs and monitors the job performance of the operators with a constant focus
on the overall safe delivery of service for passengers. Years of experience in
Alternative Fuels managing the safety and training aspect of the shuttle system gives him a keen
understanding of the needs of the passengers, which is supported by regular
CNG Operations communication with the operator team.
Propane
Operations Yellow Cab of Greater Orange County
Driver/Accident Investigator 1990 - 2005
Transit Supervision
Transported clients safely and on-time throughout the Orange County area.
Regulatory Responded to accident and incidents.immediately to obtain information from all
Compliance parties involved and document occurrence. Ensure that disabled vehicles were
immediately dispatched to transport passengers in a timely fashion. Complete
Administration. investigation documents for employee files and for insurance purposes.
Dispatch & Riverside Taxi
Scheduling Operations Manager 1992 - 1995
Responsible for personnel, terminal and operations. Responded to customer's
complaints, monitor routes, complete schedules for drivers and monthly billing for
individual contracts. Responded bland resolved customer complaints. Maintained
driver files complying with requirements of the Department of Motor Vehicles and
California Highway Patrol.
Reference Statement from the City of Yorba Linda
Hi Mark,
Western Transit Systems/Keolis Transit America has provided contract services for the City
of Yorba Linda's senior mobility program, TRAILS, since 2008. Currently, service is
provided Tuesday through Friday between the hours of 8:00 a.m. and 4:00 p.m. with
service running to locations within Yorba Linda and one mile outside of city limits. The
program is a "dial-a-ride" style service which transports adults ages 60 and older to and
from the Community Center, medical appointments, shopping, and other destinations. The
Western Transit staff have consistently exhibited professionalism, sensitivity, and sound
judgment when providing service to Yorba Linda seniors.
Contact name: Valerie Passarella, Recreation Coordinator
(71 4) 961-7185
vpassarella@a yorba-linda.orq
Valerie
0 OA
Ar
tin day
COUALS.org
Orange County Adult Achievement Center
225 W. Carl Karcher Way I Anaheim, CA 92801 1 714.744.5301
September 7, 2016
Dear Seal Beach Senior Community,
Western Transit has been a longtime provider of transportation to our clients at My Day Counts.
We provide programs for adults with developmental disabilities, and Western Transit brings our
clients to and from program each day. It is a fairly substantial operation with close to 25 routes
transporting around 240 clients all throughout Orange County.
In my experience,I can say that Mark Slagle and his team are dedicated to our clients' safety and
care. It is vital to us that the drivers display the utmost care when handling our clients for both
their physical and emotional-needs. For many of our clients,their driver is who they see at the
beginning and at the end of their day. Western Transit does everything within their will to
provide a timely service for our clients and makes us aware when there are problems on the
road that may cause a delay in service. With an operation this large,there have been a few
occasions when expectations.have not been met. However, Mark Slagle and his team have been
excellent at responding to the.issue and make the appropriate corrective actions when
necessary.
All of the staff I have interacted with from the administrative staff to the mechanical staff all
display professionalism and expertise in their area. There'isa lot that goes on in the background
as it relates to recordkeeping. Because the buses of ours that they use were granted with
Federal dollars,there are certain reporting requirements that must be met on a regular basis.
We as an agency also receive.funding from OCTA to cover our transportation costs, and Western
Transit must also provide detailed reports to them.
If you would like to discuss our experience further, please call me at(714) 744-5301 x 107.
Sincerely,
�l Y Qafral"--
Aaron Flores
Chief Financial Officer
Established 1951 -Making life better for people with disabilities.
Broward Sheriffs Office Bid 16027MFW
RLI# 16022MFW-BSO FLEET MAINTENANCE SERVICES
DEPARTMENT OF LAW ENFORCEMENT AND ADMINISTRATION VEHICLES
REFERENCE FORM =To:ae codmileted-by Froposef's Client NOT BY PROPOSER
PROPOSER'S COMPANY NAME: Keolis Transit Services, LLC.
Name of Reference Agency: Fresno Area Express
Address of Reference: 2223 G.Street, Fresno, CA 93706
Contact Information of Reference: (559)621-1101 jim.schaad @fresno.gov
Phone# E-Mail Address
1. Contract term-begin/end dates that Proposer provided/provides Fleet/Repair Maintenance Services to your
facility. (1 c;1// 2/n
2. (If there were any breaks in services, please state reason and duration:of the break): No i? P
3. Is Proposer still your Fleet Maintenance/Repair provider? If not, please elaborate: Ye`> _.
kf_(1/(4 .7.2/-4 ;//(t ct 5 < !n714t:.-v ' 1 /L'.•1.(r re.401/ v/',l.r'!
CL``, Ly/ % , Tf U CfrAr<:,e1 ( c[Yvrr LC /1fi Y!4r c/ `he .J,C(?5
J U r
4. Yearly average#of vehicles serviced by Proposer? Heavy Duty(>1 ton) CO Light Duty cP
5, Is your agency satisfied with the level of.service and staffing provided by Proposer? Please elaborate.
Yr2,5
6. When a problem is encountered or re-work required, is the Proposer responsive to your Agency's concerns?
ye"
7. What is response time for addressing concerns? ,%c' �?F?i;-J / 5 1n�1r`G1L:fir.(T' ` 1.J /r./ V`1V
8. Would you.recommend Proposer for Fleet Maintenance/Repair Services for BSO? i`r' 5
9. Has Proposer been placed on notice of violation of contract? Please elaborate. J
/V)
10, Does Proposer provide adequate''personnel to meet your repair needs. Yee-5
''// Yom
/ ' l/ f A-5.3/.5 /-a71 t r (/,';l's l�r'` 7 :De/5i-
Name &Signature of A,gen4 epresentative Title / — y/
Date
717/2016 12:15 PM p.245
Tab 3 TRAINING & SAFETY PROGRAMS , t`'
- Yy . , , r,Nor.
3. TRAINING & SAFETY PROGRAMS
State and FederalRegulatons
1. Motor Vehicle Codes All Contractors are to comply fully with Local Stare and Federal vehicle code regulations pe tanning to the licensing ana
operations of vehicles.
2.Drug.and Alcohol Testing The Contractor shall comply with all local, store and federal requirements far maintaining a drug nee work place and all
applicable local,state and federal drug testing regulations.
3. California OSHA Contractor shall comply with all California OSHA requirements.
Keolis offers a comprehensive training and safety program in line with all local, state, and federal regulations.
Training is the primary element of our safety program. Our operator training program provides the foundation
for success. Our operators dedicated to the City's service have successfully completed the described training
program. Although we have had very little operator turnover in over 5 years, any new operator is required to
complete the formal program prior to driving in service for the City of Seal Beach.
Operator Training
Keolis believes that operator training is the foundation upon which safe, 1
dependable' vehicle operations are built. Well trained and consistent
operators who follow procedures in detail will ensure that buses operate '
on time and are dependable for our customers. As a leading provider _`"
,. a , ',Pc-'
i'l
of transportationservices nationwide, Keolis leads the way with industry- y w 4
proven best practices and comprehensive training programs that improve
employee performance and create safe and reliable vehicle services.
I + _ i— '
Training Program Overview
The Keolis operator education program (OEP) begins with classroom
training before moving to behind the wheel training,additional certification ^ . ,a
training, and continuous training. Classroom instruction is dynamic and __ �r 1
®R*�, 9211,
efficiently paced. The daily schedule includes multiple topic changes in 7
order to maintain the interest of trainees. For an interesting classroom -�._--�'" i 9
experience, our program includes video, graphics, workbook reading and -----\L---.. f,
exercises, demonstrations,group and individual exercises, and role playing - '-- , ` ' [ .y :►
with multiple opportunities for trainee participation. All training programs
meet local, state,, and Federal requirements in .accordance with motor
vehicle codes and Cal OSHA.
Corporate Training Support
Keolis directly supports our local training programs with dedicated corporate support positions. The Keolis Vice
President of Safety and Risk Management, Mr: Reggie Reese, and his staff provide oversight and direction for
training programs to all local Keolis location operations including the City of Seal Beach. Mr. Reese oversees all
safety and training program content and implementation..He not only ensures that Keolis policies are followed,
but he also makes sure thatall operating locations meet or exceed legal or regulatory requirements of local, state,
and federal agencies.
Ke o I r' s Seal Beach Senior Transportation Services Page 9
Tab 3 , q Q 1;7 !-.4"
TRAINING :&: SAFETY PROGRAMS, i13k1:t. : ; 4 -
Keolis Training Staff
The majority of the training program is delivered by Mr. Slagle. Corporate support is available to every local
operating location for assistance in delivering the Keolis OEP. All Safety Trainers are required to be certified a Red
Cross First Aid and CPR instructor; certified Transportation Safety Institute Transit Trainer; certified DMV Employer
Testing, Program Examiner; maintain a commercial driver's license with passenger endorsement and airbrakes
certificate in good standing if necessary; and maintain a current medical certificate.
Operator Education Program (OEP)
Keolis has implemented a training program designed to provide comprehensive and thorough training for all
of our operators and operations staff. The program uses classic classroom training as well as hands on practical
experience, and takes advantage of current technology to maintain the interest of trainees by using audio/visual
aids, DVD, online resources, role playing, workbooks, oral and written testing, and self-paced learning. Training
is conducted by qualified and certified trainers, as well as.senior'staff and management for each location. Guest
trainers are also incorporated for specific program topics and specialized training opportunities.
The standard operator training program allows for custom elements and modification to meet the needs of our
individual operating locations and their clients. Using this flexible design, Keolis achieves a consistently high
standard across all of our operating divisions by ensuring that critical elements of the program are implanted at
every location, while specific needs of clients are also addressed with contract-specific training.
The Keolis training program is a minimum of 80 hours in length, including 40 hours of classroom learning and
at least 40 hours of behind-the-wheel learning. Additional program elements provide additional training hours.
However, effective training is not judged only by hours spent in class, but rather the content of the program
itself. To ensure the highest quality program,. Keolis has utilized several respected industry resources to build
our program, including the U.S.. Department of Transportation, Transportation Safety Institute, and Avatar
Management.Services.
A summary of the Keolis OEP components is provided below:
Day, Category Module, I Description ! I Hours
Classroom Introduction Welcome & Expectations 1
Classroom Company Policies& Employee Handbook 2
Procedures
1 Vehicle Introduction &
Classroom Vehicle Operations 3
Operator Manual
Classroom Project Specific Training Customized for Every 2
Location
Classroom SEE#1 Safety is Every Employees #1 2
2 Responsibility
Classroom First Aid & CPR Red Cross Certification 6
K e o I y s Seat Beach Senior Transportation Services Page 10
e
Tab 3 TRAINING & SAFETY' PROGRAMS Or ' -14
3 Classroom Customer Care Based on industry Customer 8
Service Programs
ADA/Passenger Based on Passenger
4 Classroom 8
Sensitivity Assistance Training Program
5 Classroom Defensive Driving Based on Smith System 8
Total Classroom Instiuctiom j 40,
Behind the Wheel DVIR Training Pre-trip Inspection Training 4
6 Complete Hands On ADA
Behind the Wheel Securement Training 4
Training
7 & 8 Behind the Wheel Closed Course Training Vehicle Familiarization & 16
Skills Development
Emphasize Defensive Driving
9 & 10 Behind the Wheel On-Road Training 16
& Skills Testing
11 to 20 Behind the Wheel On-Route Training Real World Testing & 40
Evaluation
TotaIBehind,the Wheetinstruction 80
Total',I'nstruction - 1 fr 320
Safety Plan
Keolis has developed and authored a comprehensive safety plan. One of the main priorities of the safety plan is to
teach employees how to maintain attention to detail and develop good operational habits. These two attributes
are critical in preventing accidents and maintaining our excellent safety record.
Safety is the most important commitment we make to the communities in which we operate service. No matter
how courteous the Operator, how timely the service, or how clean the vehicle, unless the transit operation is
safe, all of our other efforts are wasted. Safe operation of the vehicle is what our passengers expect from us.
Confidence in the ability of our services to operate without incident promotes the continued success of the
system and encourages public support for the service we provide.
Mr. Slagle works directly with the management team to develop an annual site safety plan.This plan serves as the
basis for that year's safety campaign and programs.
System Safety Manual
Keolis works with the City to ensure that elements of service that are specific to this contract are included in the
safety manual used at this operation. Our local team works with the City staff to ensure that all aspects relative to
safety and operations in the operating area are incorporated into this document. It is important to note that this
is a working, customized document and can be revised as necessary.
Monthly Safety Meetings
Mandatory monthly safety meetings are conducted to discuss topics of local importance. Safety meetings are
designed to reinforce the position that safety occupies on the job while making appropriate applications to home
K e O I Y S Seal Beach Senior Transportation Services Page 11
•
Tab 3` TRA-ININiG & SAFE.
AFETY PROGRAMS , ; '' , ^•
•
safety for added employee value. If a safety issue needs to be discussed with a specific operator, he or she is
counseled and retrained as needed.
Safety Discipline
Keolis'operating policies and procedures outline preventive measures and sanction employees who disregard safe
practices: Employees who repeatedlyengage in unsafe behavior are terminated. Our safety standards are high;for
this reason, Keolis focuses on the causes of all events and incidents itself rather than on severity only. An operator
who demonstrates disdain for safety is held accountable for his/her actions, up to and including termination.
Conducting facility safety evaluations, reviewing accidents, and,heightening safety awareness highlight our resolve
to deliver a service that is safe and actively promotes prevention.
Corporate Safety Oversight
Reggie Reese, Keolis' Vice President of Safety and Risk Management, is responsible for ensuring the Keolis
management team implements our national safety program and maintains compliance with all local, state
and federal regulations. Our Senior Vice President of Safety and Risk Management, along with our executive
management team, has developed a comprehensive safety and training effort designed to ensure that Keolis
operations meet and exceed established standards for hiring, training and maintaining employees as described
throughout this proposal.
Mr: Slagle, the general manager at our Garden Grove facility, is responsible for ensuring implementation of our
national safety program. Reggie Reese, our Vice President of Safety and Risk Management monitors the local
management team regularly by auditing.local safety efforts, reviewing all accident and injury claims, reviewing
monthly performance statistics, coordinating corporate assets to address specific deficiencies found on the local
level, and working on issues regarding training and accident investigation.
Safety Committee
The safety committee is a major element of the safety awareness program, and employee involvement is critical.
The primary function of the safety committee is to review.performancetrends, analyze causation,develop practical
solutions and implement them for continued improvement.
Accident Prevention
An operator who drives for years without an accident has developed the abilityto maintain attention to detail,good
operating habits, and has become self-motivated for success. Emphasis on attention to detail starts in training and
continues throughout service operations such as morning observation of the DVIR process. Observation serves two
purposes; to encourage attention to detail and ensure the DVIRs are being done properly. Positive reinforcement
includes'encouragement and praise for accident-free driving record by recognizing this accomplishment.
Seatbelt Enforcement
Shuttle operators are required to visually determine if the passenger has placed their seatbelt on and will not
move the vehicle until each passenger has done so.
Safety Training—Passengers Requiring Wheelchair Lifts
All vehicle operators are trained to use wheelchair'lifts. This training includes using the lift as an operator as well
as a passenger. Operators experience the use of different mobility devices in this training, including a wheelchair
K e o I y s Seal Beach Senior Transportation Services Page 12
+ yam xi} �
Tab,3 TRAINING & SAFETY PROGRAMS
u I
(complete with lift boarding, securement, and lift de-boarding), walker, cane, and a Vr ° ill '7
•
white cane for the visually impaired. , .,
Keolis' vehicle operators for the shuttle service are longstanding employees who know } 1'' „t. ` "
the passengers and provide genuine customer care. They are comfortable with the ', r4 4T
shuttle riders and well-versed in the safe use of wheelchair lifts for varying types of �':I,�. i
mobility devices. -i , ' 1,
ltd . t
CHP, PUC and Regulatory Compliance
In our Garden Grove location, our local team has successfully passed all CHP inspections with a satisfactory
rating and provides all statistics to the City to comply with all Section 5310 Grant Program vehicle inspection and
reporting.
As a professional and experienced operator, we know the importance of maintaining our qualifications and legal
ability to operate within the State of California. We also know.the many benefits of maintaining strict regulatory,
safety, and legal compliance: Western Transit Systems, Inc., a'wholly owned subsidiary of Keolis Transit America,
is an authorized Motor Carrier with the California Highway Patrol.
In addition, we maintain California Public Utilities Commission authorization to provide contracted busing services
for the public. We are also a registered participant in the Department of Motor Vehicles Pull Notice Program.
State & Federal Regulations
As a professional and experienced operator, we know the importance of maintaining our qualifications and legal
ability to operate within the State of California. We also know the many benefits of maintaining strict regulatory,
safety, and legal compliance.
. As a fully qualified transportation provider, Keolis maintains complete compliance with all regulatory agencies
and regulations affecting our operations. From initial operator recruitment, through to delivery of services to
our riders, we make sure that our operations not only comply with, but exceed,acceptable legal standards. This
includes compliance with at least the following standards and regulations:
• California Highway Patrol (CHP)
• Motor Carrier Regulations
• Public Utilities Commission (PUC)
• Department of Motor Vehicles (DMV)
• DMV Pull Notice Program
• DMV Employer Testing Program (ETP)
• General Public Paratransit Vehicle (GPPV) Certification
• Vehicle for Developmentally Disabled Person (VDDP) Certification
• California Motor Vehicle Code
• Title 13
• Department ofJustice
• LiveScan:Background Checks
• California Air Resources Board (CARB)
K e o Ir s Seal Beach Senior Transportation Services Page 13
T8b 3 TRAINING '& SAFETY PROGRAMS •
•
•
• Federal Transit Administration (FTA)
• Federal Department of Transportation (DOT)
• Transportation Security Administration (TSA)
• Drug and Alcohol Testing Program
• Equal Employment Opportunity (EEO) Employer
• Industrial Welfare Commission
• Wage Orders and work rules
• National Labor Relations.Board (NLRB)
• Collective Bargaining Agreements and Labor Relations
• OSHA and CaIOSHA
• Injury and illness Prevention Program (IILP)
• Red Cross First Aid and CPR
• EPA and CaIEPA
• Storm Water Pollution Prevention (SWPP)
• Federal Contracting Requirements
• Americans with Disabilities Act (ADA)
• Local fire, safety, building and environmental requirements
Compliance with the many regulatory agencies and regulations that apply to the commercial transportation
industry requires constant attention and dedication form our local and corporate staff. Keolis supports our local
transportation operations, supervisors and managers with direct assistance from our corporate and regional
offices.
Drug and Alcohol Screening Compliance
Keolis is fully committed to providing consistently safe and high quality service by ensuring a drug and alcohol free
workplace. The use of drugs and/or-alcohol represents a serious threat to the safety of transportation services.
As part of our dedication to safety, Keolis maintains and enforces an aggressive drug and alcohol testing program.
Provided for your review in the Appendix, our policy is in compliance with the Omnibus Transportation Employee
Testing Act of 1991, the Department of Transportation (DOT), and the Federal Transit Administration (FTA)
Regulations (49 CFR Parts 40 and 655). These regulations require that drug and alcohol testing be performed on
all employees•who perform safety-sensitive functions and the regulations protect both the employee and the
integrity of the drug and alcohol testing process, while safeguarding the validity of test results, and ensuring that
results are attributed to the correct employee.
Any applicant with a positive pre-employment drug test, or who refuses, to test, is considered ineligible for
employment with any Keolis company. Our comprehensive program covers not only pre-employment screening as
mandated by FTA regulations, but also includes testing at random, post-accident, return to duty, and reasonable
suspicion conditions.
K e o I r s Seal Beach Senior Transportation Services Page 14
RESERVATIONS, SCHEDULING .
•
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& DISPATCH 1�t" y? .
4. RESERVATIONS, SCHEDULING, & DISPATCH
Transportation Service Scheduling
Contractor shall provide qualified and trained personnel to answer and properly respond to all releonone,facrinire and MD calls fOr trip r eservenons
cancellations, ride check status,service inquiries. and general information reauests.Scheduling is to be based coon 24 hour advanced reservations.
Some day pickup can be prodded bused upon available space but not guaranteed. Pariciponts are tc ce able to make reservations via a tall free
"800 service or other non-tail method. Reservations staff shall at a minimum be on-duty during the hours of 7:00 am to 5:00 pm on weekdays.
Cancellations can also be token by voice mail Cancellations received during the weekend fora Manua/ride must be processed to ovoid unnecessary
no-show activity an Monday.
Due to the nature of the multi-modal facility; personnel are available 24/7 to answer telephones. However,the call
center is staffed with dedicated dispatch/reservations staff serving the City of Seal Beach Monday through Friday
from 7:00 to 5:00.Overflow facility staff'are available to answer after 5:00.As described in the staffing section of our
proposal, personnel are trained to properly answer all incoming calls and schedule 24 hour advanced reservations
as required. In addition, same day reservations can be accommodated if space is available. To facilitate ease in
reservations, the facility boasts an 800 number for riding passengers, a facsimile and a relay system as well as TDD
access for incoming calls. In the event the caller does not reach a live,reservationist, messages can be left on voice
mail and are processed at theltime of the call and absolutely no later than prior to the next business day.
Dispatching
Contractor shoe!provide auanffied and trained personnel to:schedule and assign drivers and vehicles in accordance with the service hour schedules
and scheduled trips for each day:assist drivers while they are in service to carry out the assigned traps an-Erne, providing address assistance and
telephoning passenger's as needed;monitor the performance of schedules tips,reassigning it and/a, adjusting tie number of vehicles in se(vice
as needed ro ensure on hme performance in the most efficient manner;and ensure that unanticipated service demands, passenger and vehicle
accidents. other events and general service delivery are handled appropriately Dispatching staff ore to be avar/able between the hours of 7.3D am
and 6:00 pm Monday—Friday, excluding weekends and holidays. Dispatch staff will also ensure that the City's policy of 'No stranded passengers'
is'-acnieved.
As described in,the staffing section of our proposal,.we'provide qualified and trained personnel to schedule and
assign drivers and vehicles as well as take reservations. We currently use a computerized system called Midas PT
as a dispatching tool. The system provides support for advance reservation scheduling as well as accommodation
for same day scheduling using an optimization tool to best schedule trips according to times and geography.
Additionally; previously booked trips /client data will remain on file, so that,bookings are made faster. It will also
be possible to automatically generate reverse trips and_multi-leg with minimal data entry, and get warnings about
possible booking conflicts.
K e O I Y s Seal Beach Senior Transportation Services Page 15
•
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Tab 5 VEHICLE ,O�P.ERATI'ON�S � ' ' t`� � ^ ' '
tai' ?,- tit ? 1$;its '
5. VEHICLE OPERATIONS
Service Schedules
The City and Contractor small jointly revise and refine the service levels hosed on actual service demand to maximize_ service efficiency within the
parameters specified by City policies. In the event that major changes, increase or decreases, ore required from the scribe levels spectpec by the
Ci_ry,in most cases the City will give the Contractor at least 5 working days to respond to major chances requmng more driver or major adjustments
to work shifts.As little as 24 hours nonce may be given to respond to minor adjustments.Major changes will be given in writing by the City's Project
Manager Minor adjustments,depending on the time frame allowed, may be given verbally and then confirmed by a written memo. The Contractor
shall not supply vehicle service hours when Ihey ore,not approved by the City's Prolect Manager;such hours will not be paid for by the City unless
pre-approved.
Under the City's direction, Keolis operates Route 44, 45, and 46 on a fixed schedule. Through our partnership,
we have jointly refined service levels based on demand and in the interest of efficiency; keeping the needs of
the passengers at the forefront of any service decisions made. In fact, such changes have been implemented
successfully throughout the term Of our contract. Just recently, the City requested a change relative to the
Thursday Shopper-Shuttle which we will successfully implement on September 8th. Keolis will continue to work
with the City relative to any future changes
Driver Trip Sheets
Drivers shall maintain o detailed log of trips completed in order for the City to track changes in service levels and needs.
Outside of system software, Keolis also implements traditional assessment sheets that are distributed to
operators and.supervisors. The operators,are responsible for completing a Daily Trip Sheet each day. Information
includes passenger information, pickup time, drop time, trip origin and destination and any necessary notes and
documentation.
Vehicles
The City will provide the Contractor two 1997 Ford—Power Stroke Diesel. 17 passenger refurbished wheelchair accessible von. Vehicle will be
delivered in good working order and will have been fully serviced prior to delivery including.new tires and brakes.The City will replace the vehicle
every three years.No communication radio will be provided with the vehicle.
Keolis will continue to utilize the 3 City provided vehicles plus a spare to operate City services.
During-operator check-in, the dispatcher ensures all operators have the needed tools (tie downs, two-way radios,
etc.). Each vehicle has two-way radio communications, all documentation, and special instructions regarding their
specific run as well as specific passenger issues (for example, stair assist needs, hand-to-hand clients, visual/
hearing impairments, special drop-off and pick-up instructions, etc.). This information is provided on the daily
manifest.
Back-Up & Overflow Service
In on effort to reduce the number of unmet transportation needs and to increase the ove,orl fciency:Ise-vice oeirvet y. 03111'OCTOrS are encouraged
to propose the use of supplemental sedan and taxicab services or other innovative preen=_ s to supplement regular transportation services.Costs for
these services ore ta be identified in Exhibit"F.
K e o l i s Seat Beach Senior Transportation Services Page 16
• h • : Y'1tQ ty;74 :•
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Tab `5 HLC`LE OPERATIONS �` •
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In addition to proactive scheduling, Keolis uses the following to prevent late pick-ups:
• Backup operators—The Senior Transportation services are operated from a location that serves as the
base for several operations. This provides Mr. Slagle with access to operators that are on-site and ready
to go into service at any time.
• Taxi services—Our existing working relationship with Yellow Cab provides the City with a cost-effective
option to assist in service delivery in the event that vehicles are running late or for some reason
unavailable.
• Keolis is fortunate to operate several services out of the nearby Garden Grove facility. In the event it
is necessary for supplemental service, Keolis has the resources and knowledge to provide additional
service seamlessly.
Vehicle Storage
The vehicle shall be stared at the Contrnctors:yard.The Contractor's yard shall not be more than 40 miles()seal from the City of Seal Beach.
Proposed Operation Facility
Keolis will continue to use its existing facility at 13591 Harbor Boulevard in Garden.Grove for the operation of the
City's services. This facility sits on about 2.5 acres and includes administrative offices, dispatch/reservations, a full
service vehicle maintenance shop; propane fueling, as well as:
• Computerized dispatch and reservations office —
• Full customer service office '; x,�t' �
• Parking and storage for morethan 200 vehicles t. S -
• Complete vehicle maintenance,shop with �'
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appropriate tools
• Ten vehicle maintenance bay
• Two full-sized vehicles lifts
• Extensive parts and equipment storage = * F'
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Contracts Operated at this Location
Aside from the City Seal Beach routes, Keolis operates the following contracts from its Garden Grove facility:
• Cityof Anaheim-Senior Mobility Program
• City of Costa Mesa-Senior Mobility Program.
• Costa Mesa Senior Center
• City.of..La Habra Senior Shuttle Service
• Orange County Adult Achievement Center
• City of Placentia Senior Mobility Services
• Regional Center of Orange County
This facility is conveniently located 12 miles from the City of Seal Beach with easy access to both the 22 freeway
and the 405.
K e o I V s Seal Beach Senior Transportation Services Page 17
Tab 6 u� s�
PERFORMANCE' STANDARDS �- tis y
MANAGEMENT & OPE RATIONS ; '
6. PERFORMANCE:STANDARDS - MANAGEMENT & OPERATIONS
Assessment of Penalties
For the initial 20 days of operations under this contract, City and Contractor will monitor performance of Contractor against the following
performance measures to ensure that standards have been established which ore appropriate and fair. Purina this period no incentives or penalties
will be assessed_Before assessing penalties,the.City Will use the following procedure:
1.The City will nonfy the Contractor of its intent to assess a penalty.
2. The Contractor will'be given an opportunity to demonstrate that the failure could not reasonably hove been prevented by the Contractor Failures
caused by actions of City staff, natural disasters,or extreme and unusual weather or traffic conditions will be considered not preventable.Any such
claim must be supported by adequate documentation in the Contractor's doily Dispatcher log.
3, If the City determines that the failure was not preventable, then the penalty will be waived The City's decision to waive the assessment of any
penalty will in no way affect the City's right to assess a nenoityfar a similar failure in the future and will in no way affect the Contractor's obligation
to meet the associated performance standard.Continued nonperformance Of Contractor andbr serious violation of service standards may result in
assessment of penalties up to and including termination of contract
As the current operator of the service, Keolis is proud of the performance levels provided over the past 6 years.
Our team is dedicated to excellent service provision in consideration of the needs of the riding passengers.
As the existing provider of the Routes 44, 45, and 46 for the City of Seal Beach — and a current provider of fixed
route, paratransit, dialLa-ride and shuttle services across the country—Keolis has a comprehensive understanding
of the":needs of the City riders and the city's standards. With a base:of.:local operations,and amextensive experience
across the country and around the world providing accessible public transit to thousands of riders daily, our
management team has the operational experience and dedication needed to provide high quality transportation
with excellent customer service. The core of our transportation service delivery is excellent customer service.
We pride ourselves on thinking like'passengers and understanding their core needs including safety and on-time
performance.
Our extensive experience in the City of Seal Beach and globally tells us that in order to effectively provide the
necessary services to the patronage we are required to:
• Provide high-quality, reliable transportation services with superior on-time performance
• Operate in a manner that is safe, properly permitted; and meets all regulatory requirements
• Provide top-notch training for all staff
• Provide a highly skilled, experienced, and competent project manager and supporting team
• Recruit, hire, train, and employ properly licensed operators who meet stringent qualifications
• Provide all staffing for revenue vehicle operations, including operators, dispatchers, supervisors, and
support staff
• Provide detailed service reporting and billing
• Comply with funding.partner's reporting requirements
• Meet and exceed extensive quality assurance performance expectations
• Provide transportation with exceptional customer service
Annual Review of Standards
K e 0 I r s Seat Beach Senior Transportation Services Page 18
Tab b, PERFORM'ANCE STANDARDS - � � , ;•
MANAGEMENT & OPERATIONS �` %
The City may ftom time to time review the standards established for the Transportation services to ensure that those standards remain appropriate.
In consultation with Contractor, the City may, at Its discretion, adjust standards, and penalties to ensure and encourage increased efficiency and
improved performance of services.
Keolis has reviewed the City's requirements and will continue to work with the city to ensure standards are met
and exceeded throughout the term of the contract:
Quality Control
Our quality control program is customized to the City of Seal Beach services and covers all aspects of service,
including monitoring of reports and procedures. We routinely monitor our performance through this program
and speak with City staff to share these findings. This provides opportunities for improvement on a regular basis.
Mr. Slagle promotes an environment where all employees are responsible for quality assurance. He meets weekly
with the management staff to compare results and determine areas that need to be addressed quickly for
improvement—both short term and long term. Mark is the lead on quality control and works closely with his team
to ensure that the project's performance goals are met daily. He regularly monitors the entire system, including:
• Routing efficiency
• Customer service
• On-time performance
• Missed trips
• Refueling
• Productivity
• Operator appearance
The Keolis Audit
As your partner,in the delivery of the Senior Transportation Services, we strongly believe that Keolis and the
City are on the same team and working towards the same goals. An audit of the system is a collaborative effort
to ensure that mutual goals are being met and that areas where improvements are needed are identified and
addressed. A strong operational audit in place ensures that these improvements are made before service issues
arise. Keolis' audit focuses on the quality of service, contract performance standards and contract deliverables,
and closely examines the following key areas of service delivery:
• Administration
• Financial and operational measures
• Operator and supervision review
• Service planning
• Maintenance reviews
• Risk:.management, safety and training
• Report usage
• Systems and procedures
Preventing and Minimizing Late Pick-Ups
Our Seal Beach team's scheduling goal is to allow ample time in between each stop to account for to ensure
K e o l i s Seat Beach Senior Transportation Services Page 19
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Ta,b T° DATA COLLECTION/,REPORTING' • • ' ($��
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7. DATA COLLECTION/REPORTING
Dispatch Log
Contractor dispatch staff will create and maintain a Dispatch Log for each day that Transportation services are operated which records the basic
services provided on that lay and.particularly,any and all.accidents,incidents,rood calls and other unforeseen events which occur and any response
taken.On a monthly basis.Contractor shall provide the City's Project Manager with on electronic copy of all Dispatch Lags for that month in a format
which is rompadble with the City's software.
Radio Dispatch
Radio dispatchers communicate with operators and the maintenance staff(to ensure vehicle availability) and will
assign all available and ready vehicles to the proper operators along with the operator manifests.
Once the vehicle leaves the facility and enters into revenue service, the dispatcher starts to monitor all operators
closely. Dispatchers monitor service progress to ensure trip completion by operators and all trips completed are
updated within the Midas PT dispatch system. Re-assignmentofa pick-up to a different run may be performed,
in the event the originally-assigned vehicle cannot make the pick-up on time. In the event a pick-up needs to
be changed to a different run, the dispatcher will be notified and will determine whether the change can be
accomplished by existing in-service vehicles or if a stand-by,operator and vehicle needs to be utilized. All changes
will be documented by the dispatcher(s) to ensure proper accuracy of ride data for each ride. The dispatcher will
then inform-the operators involved.and provide all pertinent trip information to the new operator including any
of the passenger's special service instructions.
A trip is categorized as a no-show when the passenger is not at the specified pick-up location at the specified
pick-up time (including any applicable.window). In the event a no-show occurs, the operator will contact the
dispatcher and the dispatcher will attempt to contact the passenger via telephone while the operator waits at the
location. In no event will the operator leave the location until instructed by the dispatcher and no-show has been
confirmed. Each no-show event is documented in the Midas PT system. If a no-show occurs on the return ride
and the client calls after an operator has already left the location, the radio dispatcher will arrange for the most
efficient operator and vehicle to return to pick-up the passenger.
Accident Reporting & Follow-Up
Controcto•shall notify the City within 24 hours of any of the following accident/incidents:
•Collisions between a vehicle and another vehicle,person or object.
•Passenger accidents, including lolls to vehicle passengers who ore entering,occupying or exiling the vehicle
• Disturbances,ejectment.jointing,sickness, deaths or assaults.
•Accidents the driver witnesses.
•Passenger complaints of injury or property or other circumstances likely to result in the filing of claims against the Contractor or City.
•Any passenger, driver and service complaint that arises from an accident.
The Contractor should ensure proper follow up on any accidents or incidents, where appropriate. to ensure that any unresolved safety hazards
or liability-issues ore addressed. Copies Of reports prepared for any of the above must go to the City's Project Manager and also to the City's risk
Monagem.
Keolis will notify the City of any incidents or accidents within 24 hours. Our Operations Supervisor, Mr. Victor
Tablas will lead the supervision efforts, service will be monitored regularly. Service monitoring has a major impact
K e O I r s Seal Beach Senior Transportation Services Page 20
DATA CO.LCTION RiEPORTI�N;G `, f' �J I'� ' � L
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on operations performance. Keolis will provide sufficient coverage throughout the service area,assuring that there
will be a•prompt response to all service incidents and accidents. Service monitor vehicles are equipped with an
emergency/accident:investigation kit, first-aid kit, environmental/hazard waste kit, two-way radios, consumables,
and other items for minor roadside repairs.
Mr. Tablas will Investigate all incidents, accidents, break-downs, equipment problems, and customer comments
and suggestions.
Response to Service Failures
Keolis pledges to operate the most reliable, efficient and timely service possible, in the safest manner possible,
while providing long-term value for our customers and passengers-alike. Keolis accomplishes these goals through
our use of standard operating procedures, and our pro-active monitoring, supervision, and documentation of
service delivery. The key to this operations philosophy relies first on empowerment of front line staff to perform
their duties well, documenting their efforts using standard forms and procedures, and reporting any service
related issues to the dispatch as they occur.The second piece of this philosophy relies upon managers, dispatchers
and supervisors to pro-actively monitor service delivery in-person. In this way, first-hand observation verifies
the actions taken by our front-line staff. Comprehensive communication allows our team to identify potential
issues for early intervention and resolution.Two important goals of service monitoring include providing real-time
solutions to service disruptions or incidents.and follow-up KPI analysis to identify strengths:and weaknesses and
creating or modifying procedures based on the results.
Specifically, our service monitoring will address the following circumstances.
When dispatch ora road supervisor is notified of a bus failure or potential failure, Keolis has procedures in place
to prevent damage to the bus and loss of service. The key elements of this procedure include safety, prevention of
the loss of service; minimizing the time of service disruption, and protectingthe bus from further damage. When
the radio dispatcher'is"notified of a failure, they will first ask for the vehicle's location to determine if the operator
and passengers are'in imminent danger. If so, emergency personnel will be notified for immediate response. If
there is no immediate danger, the radio dispatcher will ask a series of questions to determine the nature of the
problem.
If the issue is routine or clearly a non-maintenance concern,the operator will be instructed accordingly; otherwise
dispatch will notify,maintenance and describe the symptoms. Dispatchers are trained to provide detailed, accurate
information that allows the maintenance department to diagnose the problem. The maintenance department
will determine if the vehicle is able to continue service. If the bus is disabled, an extra-board operator or road
supervisor will be dispatched to proceed to that location in a pre-tripped spare vehicle will be deployed, if it is
available in the area. The vehicle will be switched out and the original operator will receive instructions on the
best way to return to the schedule. The extra-board operator or road supervisor will stay with the disabled bus.
The road supervisor will check the operator's DVR (used for road failure) to ensure the problem is described in
detail. As soon as the vehicle change out is initiated, dispatch will direct a maintenance mechanic to the vehicle's
location and maintenance will advise the radio dispatcher if towing will be required. Towing will be initiated
immediately in order to avoid the bus sitting idle on.location for an extended period To complete the process, the
dispatcher will complete the road call log and daily report of operations information; maintenance will complete
K e o I r s Seal Beach Senior Transportation Services Page 21
Tab T G °$� _C,, ; r "
its internal road call report; and maintenance staff will enter the data into the maintenance information system to
document the failure and schedule a repair.
If the road failure is a result of an accident, the driver and/or Mr. Tablas will document the following information:
• All details surrounding theaccident
• Statements from any witnesses/passengers
• Passenger complaints of ihjuryor property or other circumstances likely to result in the filing of claims
against the Contractor or City:
Keolis will ensure proper follow up°many accidents or incidents,where appropriate,to ensure that any unresolved
safety hazards or liability issues'are addressed. Copies of reports prepared for any of the above will be delivered
to the City's Project Manager and also to the City's Risk Manager.
The appearance and condition of the vehicles'.used in revenue service is a direct reflection on the City of Seal Beach
and as a partner,.Keolis will ensure that all accident repairs_are completed in a timely fashion. We would anticipate
that all minorrepairs would take place within three to 5 days of the incident, and those with significant damage
being repaired within 10 days. Major repairs may take as long as 15 days, based on OEM supply availability, but
our goal would always be to have the vehicle back in service at the earliest possible date. In addition, we will
contract with a local body shop qualified to perform bus body and structural repairs and to handle all repairs as
required.
Daily & Monthly Operations Reporting
On a monthly basis, Contractor shall prepare a Monthly Operating Renal it.- snail be submitted to the City with the monthly invoice on or before
the 10th business day of the following month.The Monthly Operating Report shall include,at a minimum, the following data:
Operating Data: Vehicle Service Hours, Total Passengers, No-Shows, Canceled Trips, Missed raps. Fare Revenue Rece Hell (v,hen collected),
Telecammuaicatians: Calls accepted, Calls answered,Average wait time for answered calls, Maximum wait time for answered calls, Average call
length.Average number of agents on duty.Additionally,the Monthly Operating Report will be accompanied by an electramc copy of the Dispatch
Logs for the month just completed as well as the revenue collected from fare proceeds.
All data collected by the Contractor be available upon request for audit and inspection by the City.Failure to provide data and information upon
request may result in penalties as described in the performance standards sections.
Collection, Compiling and Reporting Statistics
As a long-time provider of FTA-funded transit and paratransit services, Keolis is well aware and experienced in
providing National Transit Database (NTD) reporting as required to maintain FTA funding, up to and including
triennial audit procedures. Keolis staff has maintained certification of our NTD reporting efforts, preparing and
submitting complete monthly, quarterly and annual NTD reports for paratransit and fixed route services, for many
contracted,transportation services over the years. In all cases, our professional staff has assisted in training annual
contracted auditors, and has complied with all NTD updated and revised reporting requirements.
As necessary, our staff will conduct on-board data sampling of the Seal Beach Senior Transportation Services
program and associated services (in full compliance.with FTA Circular C 2710.2A for demand response sampling)
in order to compute statistically valid passenger-mile data for NTD reporting. Randomly sampled Seal Beach trip
sheets will be provided, summarized and reported monthly, no later than the required 10 days after the end of the
K e o I Y s Seal Beach Senior Transportation Services Page 22
Tab 7 DATA•COLLECTION/REPORTING
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•
month, along with our complete billing and reporting package. Keolis will ensure that all reported NTD data meets
FTA guidelines and requirements and will adhere to the most recent NTD data collection procedures through
coordination with staff at Seal Beach.
Data Gathering Procedures
As part of its Business Intelligence initiative, Keolis has designed a collection of processes for gathering data:
1. Production Units Template: At each location; Keolis utilizes a basic template to gather operating data
relevant to many of the KPIs'it:monitors. Key information such as passenger counts,vehicle hours, revenue
hours; vehicle miles,•.and revenue miles are used to monitor system performance.
2. Attendance Template: Keolis also utilizes an attendance template which enables it to track root causes
of absences and develop action plans to keep absenteeism under control.
3. Payroll. Interfaces: Keolis has developed processes to, integrate its time and attendance data into its
Business Intelligence warehouse; and has constructed business logic which auto-categorizes pay hour
categories, allowing management to focus on the efficiency of its driver and mechanic labor.
4. Accident Data: Keolis has developed processes to integrate its insurance claims data with detailed accident
information, allowing it to focus on its biggest risks. As a result of the data collected from our Safety
teams, management is able to visualize their biggest risks by viewing accident•frequency and severity by
root cause, location, driver seniority, and many other characteristics. This collection of data also allows
Keolis to develop heat maps which can be filtered on the aforementioned characteristics. These tools
allow our management teams to develop real-time action plans focused on accident prevention.
Cornpliance.Reporting and Records
Keolis understands'the importanceof documentation to provide an auditable trail for our internal and external
quality assurance and that such record keeping and reporting activities are performed in full compliance with
local; state, and federal regulations. Keolis will adapt the policies and procedures to make sure that they are
compliant'with the City's expectations.
Monthly, weekly and daily management reports will be prepared, reviewed and submitted by the operations
manager, utilizing a management,information system (MIS). Each report will be reviewed to ensure completeness,
accuracy, ease of data collection, and, if possible, will be submitted electronically. Reporting will include basic
standard reports currently in use by today, as well as any additional reports that Keolis and Department of Public
Works staff determine are necessary to enhance the transportation services. Daily incident reports, monthly
incident reports,.overall safety compliance reports, and other operational measurement reports will be developed
and customized in keeping with accepted transit industry standards and City's requests.All reported incidents that
are of an emergency nature, or considered a'media-worthy event, will receive elevated attention and response
from our staff. These incidents will be pre-defined and recognized for immediate notification via an emergency
distribution list, with specific responsibilities for follow-up and communication, to ensure the correct action is
taken during-the critical moments of such an event, and to ensure that all parties understand the nature of the
event and response.
Keolis will submit monthly reports, compiling operational data, such as:
• Passengers per revenue hour, service hour, revenue mile, and service mile
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• Passengers counts, no shows, and cancellations
• On-time performance
• Vehicle miles
• Service hours
• Road calls
• Safety and security records
• Maintenance records
Passenger complaints, based on the CSF (Customer Service Form).
Accounting
All service costs incur red in the performance of this Agreement shall be recorded in an account separate from those used for odic,business activities
of the Contractor and shall be available for inspection oraudit during normal business hours upon City request.
Due to the size ofthe operation,Mr.Slagle handles the system accounting directly with our Accounting Department in
the interest of maintaining separate and accurate system accounting and compliance administration. He is directly
responsible for all areas relating to financial reporting and ensure accurate and timely financial accountability.
Invoices &.Billing
All relevant back-up documentation, including monthly operohans summaries, must be included with invoice Invoices shall be submitted to the City
Project Manager within ten (10)calendar days,of the close of the billing cycle. Prevailing wages ore required on this contract.The Director of the
California Deportment of Industrial Relations determine the general prevailing wage rates. Obtain the wage rotes at the DIR web site, http://wwvr.
dirca.gav, or from the Deportment's Labor Compliance Office of the district in which the work is located.
Keolis will provide monthly.operations^summaries with submitted invoices to the City Project Manager within ten
calendar days of the close of the billing cycle. Current employees and any new hires will meet the prevailing wage
requirements.
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Tab 8 VEH VEHICLE MAINTENANCE, -. -, . CE SERVI=CES S E4 , r i "c ' ,3-rs;
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8. VEHICLE MAINTENANCE SERVICES
Vehicle Maintenance
Vehicle maintenance shall be provided by and the sole expense of the Coatractae The City reserves the right to inspect the venicles at any rime for
vehicle cleanliness another maintenance.needs. Through an approved Preventive Maintenance program, the Contractor shad cause all components
of each bus, including its body,frame,furnishing, mechanical, electric, .hydraulic or other oaeratno systems to be maintained in proper working
condition free from damage and malfunction. Any significant bus damage caused in any accident or o,ne•wise shall require the Can tractor to
immediately repair such damage, which is determined to impair safe mechanical operation of the cus. No bus shall be operated in revenue service
that has body,point, or interior damage unless special permission has been granted by the CITIES due to extraordinary circumstances. In no event
.shall the CITIES be required to repair, replace, or maintain any bus. The Contractor,at its sale cost and expense,shall maintain stares of and provtae
electricity,lubricants, repairs,ports, decals,and supplies required for the maintenance and operation of all buses utilized in providing the Contract
Services.
Dom Dang, Maintenance Manager
Mr. Dom Dang provides all maintenance'"management oversight for the City of Seal Beach Senior Transportation
Service Operations: He has nearly 40.years of maintenance experience, with an emphasis on paratransit and dial-
a-ride vehicles. Throughout his career he has accepted positions with increasing responsibility, has overseen the
maintenance function Of others,and`completes ongoing training programs.
Dom's expertise.lies.in the maintenance of paratransit vehicles, ranging from sedans to 30 foot, low floor midsize
buses. He also has a background in all fuel types and power plants, including gasoline, propane, and diesel. Dom
is thoroughly familiar with the various components of fleet maintenance, including preventive maintenance
inspections, CHP inspections, road call response procedures, parts management, and fuel procurement.
Mr. Dang currently oversees a staff of 15 Maintenance Technicians'and is responsible for ensuring the quality and
efficiency of the maintenance department. He and his team have regularly received satisfactory ratings from the
CHP, which is a testament to the quality of his maintenance department.
In addition to the Keolis training programs listed included in our proposal, , Dom has completed training in
Alternative-Fueled Vehicle Maintenance, Inventory Control and Regulatory Compliance.
Vehicle Ma intenance Procedures
The Keolis approach to vehicle maintenance provides a comprehensive plan for maintenance success from our
SEE#1 safety culture to returning vehicles to revenue.service. Our clients have expressed their appreciation for
our commitment to maintaining service vehicles, and it has improved the appearance and reliability of both the
service vehicles and the transportation;services they provide.
Maintenance Safety
Safety is the first critical component of Keolis' vehicle maintenance plan. This i
_ \ ,'
emphasis ties directly to our corporate philosophy that Safety is Every Employees .— . Q'"J i i
#1 responsibility (SEE#1). Our safety culture starts with safe procedures that 0� r ,i
ensure injury prevention and continues through to safe repair practices that { trfy{
ensure safe vehicle operation after the vehicle leaves our shop. It is our top priority NI, . I i ire
to establish and maintain a lasting safety culture. The key safety procedures and ,,,:.4,,
strategies described below work to ensure that we achieve this goal.
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Personal Protective Equipment(PPE)
Keolis equips each shop facility with high quality modern industry-tested tools and equipment. Equipment is
clearly marked and well maintained. Personal protective equipment (PPE) such as safety glasses, face shields,
gloves, coveralls, and other PPE are readily available in convenient locations throughout our shop facilities. Proper
use of personal protective equipment is strictly enforced.
Facility Standards
Work,areas are well lit and kept free of debris or obstructions. Facilities are organized with designated storage
areas for parts, chemicals, oil and other items with adequate ventilation, markings, and signage. Equipment
necessary for facility cleaning (brooms, mops, dust pans, absorbent, etc.) are strategically located in the shop and
easily accessible in clearly marked locations.
Shop Safety Barriers
Maintenance and shop areas are secured with safety chains and similar barriers. Signage throughout the shop
provides notification to prevent non-maintenance employees from entering the shop space. Proper buffer space
is clearly marked on the floors around shop equipment to remind employees to keep a safe distance when the
equipment is in use. Only maintenance;staff are allowed entrance to designated maintenance areas, and PPE must
be worn at all'times. This policy applies to all staff including operators, vendors, management and visitors.
Lock Out/Tag Out
Keolis follows OSHA-compliant lock out/tag out procedures to ensure that shop equipment is used, stored and
powered on and off properly and securely. The program is reinforced through routine inspections and periodic
re-training to ensure compliance with the lock out/tag out safety program.
Hazardous Waste Handling
In accordance.with OSHA procedures and in compliance with our environmental impact policies, Keolis maintains
a comprehensive hazard communication program that ensures proper identification, storage, use, and disposal
of chemicals and fluids used in the maintenance shop. Comprehensive Material Safety Data Sheets (MSDS) are
maintained.at each facility, and we use secure storage containers and designated areas for each chemical and
fluid. All fluids are dearly marked and labeled. Waste oil and fluids are properly collected and recycling programs
provided by third party vendors are used at each site to properly recycle and dispose of all vehicle waste fluids.
Similarly, all used tires are recycled by a third party vendor. Meticulous and detailed records of all recycling
programs are kept, and all compliance reporting is produced and maintained at each individual shop.
Maintenance Information System — Collective Data
Keolis uses CollecBveFleet Pro,for comprehensive maintenance management, G°llertive iata
fleet data collection, inventory control, and comprehensive maintenance
program reporting. As used in Keolis locations, the Collective Data system tracks essential fleet and vehicle
information, establishes and maintains preventive maintenance schedules, records all repair activity for both
labor and parts,controls parts usage and inventory, and records-and reports all maintenance activity. The system
is a web-based product that is installed and operational at every Keolis location, which allows centralized control
and standardization of maintenance information.
K e o I r s Seal Beach Senior Transportation Services Page 26
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As a.tool used daily by local maintenance staff, as well as corporate support and management staff, the Collective
Data software provides advanced scheduling of preventive maintenance, service by both mileage and days.
Automated email reminders and text messages are generated by the system for daily work, PM schedules, and
other essential parameters, and are sent directly to local project managers and maintenance managers for
immediate action. Our system provides for automatic email notification of essential service information that is
beyond most compliance standards (such as missed PMI's or downed vehicles) directly to a chain of corporate
support and management staff, including our Chief Operating Officer.This level of automation sets a new standard
for maintenance accountability and management responsiveness.
Extensive reporting is built into the software, allowing detailed analysis at both the local and corporate levels.
These reports serve as the basis for tracking key performance indicators in our maintenance program.
The system has built-in custom reporting capabilities which can be used to create detailed reports using any data
point collected in the system.
Daily Vehicle Inspection Reports (DVIR)
Operators are responsible for performing vehicle inspections before and after the r. r::,(2,4,1, I
end of each shift. Beyond a simple safety inspection,this DVIR checklist is designed to ,, , I:
spot maintenance needs early, and:address them before they become major repairs. ' '
Before the start of each revenue service shift, the operator completes a full walk- rr�i s .;,
around, exterior and interior, vehicle' inspection. Items checked on the DVIR forms , t. i&'Il
include all safety equipment, road worthy features, and Operator and passenger 1,44.
convenience equipment. on ,
The DVIR checklist forms are completed 'in duplicate so that a copy of each daily
inspection checklist is retained' in the vehicle, while the original checklist is turned in to the maintenance
department for review. Any minor defects are noted for future repair, while any road worthy or safety equipment
defects are immediately reported to dispatch and the vehicle is placed out of service. Minor defect reports are
documented in the vehicle file and CollectiveFleet Pro system for repair at the next scheduled PMI, where all
minor defects are corrected.
Preventive Maintenance Inspection Program
Contractor shall maintain maintenance records which shall be mode available to the City's Project Manager at all rimes. Contractor shall be
responsible for oil costs of preventive and regular maintenance to City-supplied vehicles. Contractor shall strive at ail times re provide vehicle
maintenance services in a manner which'Hill me;iimize program efficiency,vehicle reliability and aaeroring safety
Preventive Maintenance Inspections (PMIs) are the foundation of a comprehensive and effective vehicle
maintenance program. The PMI process is designed to protect the capital investment in the fleet, ensure fleet
availability,and'maintain safe operating conditions. First and foremost in planning all maintenance activities is the
availability of vehicles to meet service requirements.
Keolis schedules and follows-up on all PMIs in order to maintain 100% PMI currency. Odometer readings from
operator trip sheets are entered into the maintenance management tool daily, and confirmed each time the
vehicle enters the shop. based on these odometer readings, vehicles are scheduled for a PMI when they meet
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Tab 8 VEHICLE MAINTENANGE' SER;VICES
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either the mileage or time thresholds. Because the process is automated, a vehicle cannot be overlooked or
missed in•the PM schedule cycle.A schedule of PMls due within the next 30-day period is generated automatically
on the 15th day of the preceding month.
During the PMI, the technician reviews the vehicle file and all previous PMI reports as well as the vehicle repair
summary, which shows the comprehensive;repair and PMI history for the life of the vehicle. This critical step in
the process allows the PMI to become both a critical safety element and an efficient part of the maintenance
program. First, reviewing the vehicle repair history allows the technician to identify and correct repeated repairs
and address safety concerns (such as repeated brake or interlock failures, for example), even if the Technician has
no personal history with the vehicle; Second, the file review allows for repairing minor defects identified during
the Daily Vehicle Inspection (DVI) process, and encourages pro-active component replacement where worn or
suspect parts are replaced during the PMI, when the vehicle is already out of service, and before they cause a
service disruption.All defects reported through DVI or identified during the'PMI are completed before the vehicle
is returned to service.
PMIs are conducted on a schedule of A, B and C services, where A services are performed every 3,000 miles or
45 days. B services are added to the standard A.service at.24,000 miles and C service is added to the A service at
100,000 miles. A description of each PMI service is provided in the table below.
Service Type; 'Sery I
ice Interval 1,Service tems
"A"Service 3,000 Miles or 45 Days Lube, Oil and Filter Change
Under Hood/Engine Compartment
Inspection
Interior Inspection
Exterior Inspection
Brake Inspection
Lift Inspection & Service
"B";Service 24'000°Miles*' Transmission Service Fluid'. and'
FilterriChange':.
"C" Service 100,000 Miles* Vehicle Tune-Up
Differential Service— Fluid Change
'*'"B" ands"C°Services are performed in addition°to and during an A Service:
Air Conditioning Maintenance Program
With a base of operations in California and South Florida (some of the warmest climates in the nation) Keolis
places a high priority on maintaining well-functioning air conditioning systems in our vehicles. Preventive
maintenance for air-conditioning is performed at regular intervals in accordance with the PM recommendations
of the manufacturer of the air conditioning.system.Then, before peak air conditioning season each year, the entire
system is checked and cleaned to ensure.optimum performance of the system. Air-conditioning repairs are made
in accordance with environmental regulations as outlined in the Clean Air Act of 1990 including, but not limited
to, the use of certified technicians, an approved refrigerant recovery system, and the tracking of refrigerant used
for each repair.
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•Tab •�° VEHICLE. MAfNTENANGE. . - ••' S . . �,a ;
Wheelchair Lift Maintenance Program
Keolis recognizes that an essential,element of vehicle maintenance is ensuring that the wheelchair lift is in good
operating condition at all times. Using our comprehensive wheelchair lift PM program, each PMI includes specific
lift maintenance, lubrication and thorough inspection of lift components. Technicians inspect for structural
deficiencies, hydraulic leaks, and verify correct operation of the lift platform, sensors, barrier, and controls. Most
importantly, as part of the DVIR process,all operators are required;to cycle the lift to confirm trouble-free operation
before the vehicle enters service. Lift-malfunctions are a cause.for immediate out-of-service assignment.Vehicles
with inoperable or malfunctioning lifts are not placed into revenue service, and are scheduled for immediate
repair.
Parts Inventory and Management
As part of our dedication to providing maximum service reliability, Keolis is committed to using only the best
quality parts for service vehicles. By making every effort to use only Original Equipment Manufacturers (OEM)
quality parts, and meeting or exceeding all OEM-recommendations for both repair procedures and parts, we help
to ensure that buses remain in revenue service, providing maximum reliability for passengers.
In addition, Keolis maintains a secure and robust inventory of parts at our local maintenance shops so as to ensure
that routine parts and supplies are.readily available to meet the needs of PMI and repair schedules, minimizing
maintenance down-time. Typical parts inventory levels are held at a three-week supply level, and all parts are
stored under secure lockup, including tires and consumables. Parts inventories are physically counted and verified
at least once a year.Parts inventories and usage is tracked in our CollectiveFleet Pro system for accurate reporting
and accounting of all parts used as well as trend analysis reporting.
Keolis maintains active and healthy relationships with a vast network of vendors and suppliers to provide the parts
needed to maintain our vehicles. Through both local and national account vendors, Keolis provides operating
locations with extensive options to procure the best qualityparts at the best possible prices. Our network includes
many'Disadvantaged Business Enterprise (DBE) vendors, and we promote use of DBE vendors across our company
operations. Examples of key suppliers include Interstate Batteries,Creative Bus Sales, Factory Motor Parts, Galpin
Ford, Cummins, and Thermo King.
Tire Management Program
Keolis manages tires so that they provide the maximum useful life at the
minimum cost. Our network of suppliers provide consistent inventory and just in s
time delivery to meet our PMI and replacement needs, including tire warranty r '� V. -'
administration. Tires are maintained at proper air pressures for loads per OEM ,
recommendations, and are checked daily by operators during the DVIR process. i e.
Proper wheel alignment is maintained consistently through PMI verification to I ( trice, ,'�
avoid premature wear. Front tires are replaced when worn beyond 4/32 of an Li _ ' h►►Ir-, ,
inch and rear tires are replaced when they are worn beyond 2/32 of an inch
when measured between major treads and wear bars. These procedures help to
maintain consistent wear and the longest possible tire life. At the end of useful
life, all tires are recycled through environmentally complaint vendors.
K e O f Y S Seal Beach Senior Transportation Services Page 29
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Tab 8 VEHICLE MAINTENANCE "SERVICES 3+; Fy'� � s
Warranty Management
Keolis administers both vehicle and .parts warranties for all vehicles maintained in our operating fleet. The
CollectiveFleet Pro system is used to identify all parts under warranty and to manage warranty recovery. The
system is also used to identify all vehicles affected by a defective manufacturer's part or recall program. Keolis
maintains strong relationships with bus manufacturers and dealerships including Ford, General Motors, El Dorado
National, and Creative Bus Sales, among others in order to coordinate and complete warranty repairs. Regardless
of where the work is done, Keolis accurately and aggressively administers the completion of warranty repairs and
recall campaigns that affect the vehicle.fleet.
Vehicle Cleaning Plan
Vehicle operators and maintenance technicians play key roles in ensuring that riders are transported in clean,
comfortable, and safe vehicles. Cleanliness and vehicle appearance is a part of the operator's pre-trip inspection.
All bus exteriors are thoroughly washed weekly and more often as necessary due to weather or unusual conditions.
Vehicle interiors are cleaned daily at the end of each shift, and checked as part of the following day's pre-trip
inspection. The daily cleaning includes but is not limited to the following.
• Cleaning the inside of all windows, removing all dust, fingerprints and head prints
• Removing all dust from seats, dashboards, wheel wells, rails, ledges
• Sweeping all floor areas; mop all liquid spills
• Ensuring bus is free of all paper, gum:and debris, etc.
• Daily removal/repair of graffiti
In addition, Keolis enforces an annual complete vehicle detail process, where all vehicles receive a major cleaning,
including both complete interior; and exterior detail with wax and polish. Vehicle cleanliness is a key customer
service indicator and Keolis' management team often performs unannounced spot inspections to ensure
compliance with our vehicle appearance policy.
Vehicle Fueling Plan
Daily fueling of all vehicles is completed at the WTS yard.. Fueling is performed by operators before the start
of each service day. During fueling the vehicle interior is swept and all trash removed, and a visual inspection
is performed with any defects documented on the post-trip inspection form and reported to maintenance and
window dispatch.
Besides operator labor costs, fuel is the second largest operating expense;for Keolis. Our company fuel policy
emphasizes daily monitoring and reconciling of fuel costs utilizing vendor receipts, operator logs, and on-line
vendor transaction (invoice) postings. All management and employees are required to keep a vigilant watch over
fuel expenditures to identify any abnormalities that may indicate a misuse of fuel. A daily Fuel Control Log is used
to document-all fuel activity with confirmation by dispatchers and operators alike.The Fuel Control Log is reviewed
daily by the project„manager. Any fueling activity reported on-the Fuel Control Log, which is not supported by the
operator trip sheet record and the receipt, is reconciled and investigated immediately to determine if fraud or
misuse has occurred.
Environmental Compliance Program
Keolis complieswith federal, state and local environmental regulations. Our compliance program is designed to
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meet various,standards that apply to our local transportation operations including OSHA, Environmental Protection
Agency, Clean Water Act, MSDS,'Spill Prevention Control and Countermeasures, Storm Water Pollution Protection
Plans, local zoning and fire department regulations, and other compliance programs as needed.
The Vice President,of Safety and Risk Management, Mr. Reggie Reese, leads all corporate and field efforts in
regulatory compliance efforts. Mr.Reese provides the oversight•and direction needed to ensure local compliance,
and provides an expert resource to our local project and maintenante managers. In coordination with the Western
Region Maintenance Manager, Mr. Daniel Moreno, Keolis provides excellent corporate support resources and
oversight to ensure.compliance at all Keolis locations and maintenance facilities.
Keolis maintains database records of all compliance data and reporting, accessible at operating and corporate
locations, .along with hard copy files of all fees, permits, compliance processes, data recording, and required
reporting. Through thesupport of various contractors that provide environmental services, such as waste product
recycling and storm water monitoring and testing, we maintain strict controls over both materials and compliance
documentation.
Keolis strictly complies with the Clean Water Act; addressing both spill response and storm water pollution
prevention at every Keolis facility. As appropriate, Keolis produces and implements the procedures for the Spill
Prevention, Control and Countermeasures Plan and Storm Water Pollution Prevention Plans. Response plans
include the appropriate notification sequence for each location, specific response assignments for local staff,
immediate response training, the use.of containment measures, and certified emergency response contractors.
Keolis maintains,current.MSDS and chemical inventories on file at both corporate and operating locations, and
ensures only our standard list of safe and approved chemicals are in use at each facility.
Third Party Inspections
Keolis is a fully licensed and certified transportation operator, and fully understands the requirements of major
local and state agencies and their regulations. We understand that periodic inspections will occur at all our
operating locations. These inspections by third parties, regulatory agencies, or funding partners are important
milestones for our staff and are treated as a top priority.
As a result, Keolis.has a superior record for regulatory compliance with agencies such as the California Highway
Patrol and Federal Transit Administration Triennial Audits. Our standard is 100%compliance with CHP, DOT, OSHA,
FTA, NTSB and other agencies as they apply top our local operating locations. Most importantly, we welcome our
clients to review our operations, perform their own internal inspections, and verify our strict adherence to local
operating requirements.
Corporate Support and Oversight
Keolis provides a complete support program to assist and direct our local operations in providing the best vehicle
maintenance service to our customers. our Regional Maintenance Manager, Mr. Daniel Moreno, provides support
and management oversight to identify areas for improvement and implement best practices across all of our
operating locations.Through on-line monitoring of maintenance KPIs, regular reporting, and on-site local visits, he
ensures that our vehicle maintenance,staff implements our maintenance program to reduce or eliminate vehicle
down-time and,provide maximum revenue service.
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Tab '6 VEHICLE MA1.NTENAN0E SERVICES , N �x ', L L ' J
Oversight is also accomplished through data driven decision making and monitoring specific vehicle maintenance
Key Performance Indicators (KPIs). Four KPI measurements are collected and reported by every location on a
monthly basis. These KPIs include PMI currency, maintenance cost per mile, miles between road calls and out of
service percentage.
Maintenance KPIs are compiled, reported and compared ;across regions and between similar transportation
operations. Each location is then assigned a specific target score for each of the KPI measurements, creating a
customized standard appropriate for the conditions at each individual operating location. Performance is then
tracked and judges against the standard,and provides a tool for local project managers and maintenance managers
to use in their daily decision making. KPI reports are provided to our customers as part of the monthly operating
report package (usually attached to service invoicing) and additional custom reporting is implemented for each
customer as needed.
Road Call Program
If a vehicle breaks down in route, is involved in an accident, or has any other emergency, Keolis is committed to
quickly restoring passenger bus service. Our dispatch staff are,trained to respond to various in-service events, and
follow standard procedures to determine the best method of response. Once confirmed, immediate response by
a Road Supervisor and replacement Vehicle is arranged for vehicle accidents and other emergencies.
To facilitate an immediate response to service disruptions, Keolis maintains a "ready bus" for daily assignment.
The "ready bus" is a vehicle that has already had a pre-trip inspection performed, is parked at the facility, and is
ready to leave at a moment's notice. In the event that a replacement vehicle is needed in service, the "ready bus"
is used to take over passenger operations on the route. Typically, the original operator resumes revenue service
while the road supervisor coordinates with maintenance staff to arrange repair or towing for the stranded vehicle.
For mechanical breakdowns, a triage process'is used by the dispatcher in coordination with maintenance staff
to get the vehicle-back in service or a.replacement vehicle placed in service as quickly as possible. The road call
process follows these steps:
• Triage mechanical issues with operator and maintenance staff
• Confirm a replacement vehicle is needed
• Coordinate "ready bus' and road supervisor assignment
• Confirm with maintenance staff if tow truck, on scene repair, or drive in response is needed
• Confirm break down location using landmarks and gps as available.
• Route "ready bus" and'road supervisor to breakdown location
• Confirm route is returned to revenue service
• Complete the road call report, verifying vehicle number, route number, operator name, time and date,
location and description of the problem
• Route the road call report to both project manager and maintenance manager
Keolis tracks all road calls in our CollectiveFleet system, and provides accurate reporting of miles between road
calls. This critical. KPI is reported monthly and is monitored by both local and corporate maintenance staff to
identify trends-and ensure standards are met. Following a road call event, the vehicle is diagnosed and repaired.
Before the vehicle is returned to revenue service,the maintenance manager must sign off on the repair.
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Tab 8 VEHICLE MAINTENANCESERVICES " ,,3W 4,+rr4, ' °7 •
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Vehicle Cleanliness, Aesthetics Requirements
To facilitate customer service and improve vehicle life,it is imperative vehicles remain clean and free from body damage(other than minor scratches',
If vehicles are inspected by City staff and found not in compliance with vehicle cleanliness/aesrheoc requirements written notice will be served.
Vehicles not brought up to standard within 30 days may de subject to specified penalties.
a. Doily Vehicle Cleanliness Standards Vehicle cleaning will be done an a daily basis in a manner winch maintains cleanliness via the fallowing
guidelines:
1. Clean inside of all windows, removing all dust,fingerprints and head prints.
2. Remove all dust from seats,dashboards, wheel wells, rails, ledges
3.Sweep all floor areas:mop all liquid spills.
4. Ensure bus is free of all paper,gum and debris,eta
5.Renoir all damaged seats.
6. Daily remova/lrepair of graffiti.
a. Monthly Maier Cleaning Standards:At minimum, every 30 days the interior of the vehicle will receive a complete, major cleaning which snail be
documented in writing listing the coach number and date of major cleaning. This documentation shall be submitted to the City's Project Mnnagen
The monthly major cleaning snail consist of all the items included in daily cleaning
standards as well as:
Clean the ceiling, sidewalls, windows, ledges and dash.
2. Clean all seats.
3: Mop the floor;remove all gum and apply light caat of nonskid war,after stripping old wax from the floor.
Vehicle Cleaning Plan
Vehicle operators and maintenance technicians play key roles in ensuring that riders are transported in clean,
comfortable, and.safe vehicles. Cleanliness and vehicle appearance is a part;of the operator's pre-trip inspection.
All bus exteriors;are thoroughly washed'weekly and more often as necessary due to weather or unusual conditions.
Vehicle interiors are cleaned daily at the end of each shift, and checked as part of the following day's pre-trip
inspection. The daily cleaning includes but is not limited to the following:
• Cleaning the inside of all windows, removing all dust, fingerprints and head prints
• Removing all dust from seats, dashboards, wheel wells, rails, ledges
• Sweeping all floor areas; mop all liquid spills
• Ensuring bus is free of all paper„gum and debris, etc.
• Daily removal/repair of graffiti
In addition, Keolis enforces an annual complete vehicle detail process,where all vehicles receive a major cleaning,
including both complete interior, and.exterior detail with wax and polish. Vehicle cleanliness is a key customer
service indicator and Keolis' management team often performs unannounced spot inspections to ensure
compliance with our vehicle appearance policy.
K e o I V s Seat Beach Senior Transportation Services Page 33
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K e O I r S Seal Beach Senior Transportation Services Page 34
DEPARTMENT OF PUBLIC.WORKS City of Seal Beach
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EXHIBIT "F" - Price Proposal
Pe iod 1. Period;2 , :Period 3'
COST CATEGORY _ (1111/16_o&/3o/vl ' 0/171/:6/30/167 • ;7/1/18.6130/fgr
ADMINISTRATIVE COSTS
1. Management Wages 2,353 3,360 3,427
2. Fringe Benefits 776. 1,108 1,130
3. Worker's.Compensation 5,656 8,077 8,239
4. Liability Insurance 12,671 18,094 18,456
5. Other(Use Additional Sheets) - - -
OPERATING'COSTS
6. Supervisor Wages 3,529. 5,039 5,140
7. Driver Wages 56,471 80,641 82,254
8: Dispatcher Wages 3,176 4,535 4,626
9. Fringe Benefits 20,848 29,771 30,366
10. Uniforms 450 643 656
11. Training 2,500 3,570 3,641
12. Licenses 1,200 1,714 1,748
13. Other(Use-Additional Sheets)
MAINTENANCE COSTS
14. Mechanic Wages 5,176 7,391 7,539
15. Mechanic'Fringes 1,708 2,439 2,488
16 Training 600 857 874
17. Parts/Supplies/Tires 10,588 15,120 15,422
18.'Shop-Materials 882 1,259 1,284
19. Building/Shop Maintenance 1,765 2,520 2,570
20.Towing 1,059 1,512 1,542
21. Other(Use'Additional Sheets) - - -
OTHER EXPENSES
22. Start-up Costs - -
23. City&Other Fees or Taxes - -
24. Capital Costs-Specify - - -
25. Other Costs-Specify - - -
26. Utilities - - -
27. Overhead 10,513 15,012 15,312
28. Profit. 7,329 10,488 10,636
29.Total.Costs (Sum of Numbers 1 through $ 149,250 $ 213,150 $ 217,350
28)
30.Vehicle Service Hours Est. 3,000 Est.4,200 Est. 4,200
31,Hourly Rate (#29xdrvlded by N30) I
,AnivaI more-Bias will nOt exceed the regtonaLRB o z%wn cnevenl_ow sin .- $49:75 . i ;$50?75 • ' :$51:75' -
_ .these lucre years - - .. - _ _ -
ADDITIONAL HOURLY RATES
32.Sedan/Taxi i $62.19 $63.44 $64.69
SEAL BEACH SENIOR TRANSPORATION RFP
Attachment "0"
COOPERATIVE
AGREEMENT
BETWEEN
COMMUNITY SENIORSERV
NUTRITION TRANSPORTATION
PROGRAM
And the
CITY OF
Seal Beach
FY 2016/2017
Paget of 7
COOPERATIVE AGREEMENT
BETWEEN
COMMUNITY SENIORSERV
AND
THE CITY OF SEAL BEACH
FOR THE NUTRITION TRANSPORTATION PROGRAM
THIS "Agreement" is made:and•entered into this 15' day of July, 2016, by and between the
Community SeniorServ, a non-profit corporation of the state of California (hereinafter referred to
as "AUTHORITY"), and the City of Seal Beach (hereinafter referred to as "CITY").
RECITALS
WHEREAS, AUTHORITY has been retained by.the Office on Aging (OoA) to act as a
funding agency for Title III Nutrition Transportation."Funds".
WHEREAS, CITY is a participant in the OoA.senior'nutritional program and desirous of
obtaining Funds for transportation services for qualified seniors of the CITY; and
WHEREAS, AUTHORITY and CITY jointly with to expand the senior transportation
services,available by looking at alternative methods of'providing transportation services to
qualified seniors.
WHEREAS, AUTHORITY'shall only be financially liable to the participating agencies to
the extent of Funds allotted to the AUTHORITY by the OoA for this specific program; If OoA
reduces or increases Funds during contracted period AUTHORITY will contact the CITY within
30 days of the changes.
NOW,THEREFORE, it is mutually understood and agreed by AUTHORITY and CITY as
follows:
Page 3 of 7
ARTICLE 1. COMPLETE AGREEMENT
A. This.Agreement, including all exhibits and documents incorporated herein and made
applicable by reference, constitutes the cornplete and exclusive statement of the term(s)
and condition(s) of the Agreement between AUTHORITY and CITY and supersedes all
prior representations,:understandings and communications. The invalidity in whole or in
part of any term or condition of this Agreement shall not affect the validity of other
term(s) or condition(s) of the Agreement.
B. AUTHORITY's failure to insist in any one or more instances upon CITY's performance of
any term(s) or condition(s);of this Agreement shall not be construed as a waiver or
relinquishment of AUTHORITY's right to such performance or to future performance of
such term(s) or condition(s);and CITY's obligation in respect thereto shall continue in full
force and effect. Changes to any portion of this Agreement shall not be binding upon
AUTHORITY except when specifically confirmed in writing by an authorized
representative of AUTHORITY by way of a written amendment to this Agreement and
issued in accordance with'the provisions of this Agreement.
ARTICLE 2.RESPONSIBILITIES^OF THE AUTHORITY:
A. AUTHORITY agrees to provide Funds in the amount of$6,078 for the time period of July
1, 2016 through June 30,2017 for the senior transportation program using funds
obtained from the Older Americans Act as allocated by Orange County's Office on Aging
(OoA); and Article 45 of the State of California'Transportation Development Act. This
amount is subject to change if funding provided through the OoA or other sources
changes.
B. Funding levels for subsequent years will be determined by the OoA. Once the new
funding levels are determined'by the OoA, AUTHORITY will notify CITY of their
allocation. Additional One-Time Only ("OTO") funds may be available and allocated to
the CITY at the discretion of AUTHORITY. OTO funds are to only be used to provide
additional trips.
C. The AUTHORITY will reallocate monies from cities not participating or under-
participating based on criteria that AUTHORITY determines will'best serve the senior
community.
D. AUTHORITY will administer and coordinate the Nutrition Transportation Program Funds
with the OoA.
E. AUTHORITY will reimburse the CITY within 30 days of receiving the CITY'S monthly
billing and reporting.
Page 4:of 7
ARTICLE 3. RESPONSIBILITIES OF CITY:
A. CITY agrees that all Funds received from AUTHORITY as specified in Article 2A above
will be used exclusively for providing accessible senior nutrition transportation services.
CITY agrees to provide a'twenty percent (20%) match of funds'provided by
AUTHORITY. CITY's match must consist of cash or the cash equivalent in service trips.
Service trips will be valued at a.rate of$13.89 per one way trip. CITY'S Match is $1,520
for July 1, 2016 through June30, 2017.
B. CITY agrees to bill the AUTHORITY monthly for the Funds and provide AUTHORITY
with monthly summary-reports based on the requirements of the OoA. CITY shall submit
the "Billing and Monthly Summary'Report"the first business daV after the close of the
month.The AUTHORITY will,.reimburse the CITY, monthly, at $13.89 per trip, not to
exceed 1/12 of the amounts received in Article 2A. See Attachment A for the Billing and
Monthly Summary Report" to be used each month by the CITY.
C. CITY agrees to maintain existing transportation to congregate meal program. CITY may
contract with a third partyservice provider to provide senior transportation services
provided in this contract
D. CITY shall procure and maintain primary insurance coverage during the entire term of
this Agreement. Coverage shall be full coverage or subject to self-insurance provisions
with approval by AUTHORITY. CITY shall provide the following insurance coverage:
1. Commercial General Liability, to include Products/Completed Operations,
Independent Contractors', Contractual Liability, and Personal Injury Liability with
a minimum of$1,000,000 of coverage per occurrence and $3,000,000
aggregate.
2. Automobile Liability Insurance with a minimum of$1,000,000 combined single
limits; for bodily Injury and Property Damage;
3. Workers' Compensation with limits as required by the State of California;
4, Employers' Liability with limits of a minimum of$1,000,000.
Proof of such coverage, in the form of an insurance company issued policy endorsement
and a broker issued insurance certificate, must be received by AUTHORITY prior to
commencement of any transportation services. Proof of insurance coverage must be
received by AUTHORITY within.seven (7) calendar days from the date of execution of
the Agreement. AUTHORITY must be named as an additional insured on the certificate
and endorsement.
E. CITY is required to collect donations for the transportation system and submit to
AUTHORITY. The donations should be reported on a transportation donation report and
Page 5 of 7
sent daily with the Congregate Driver to the AUTHORITY'S Accounting Dept. or at least
deposited once a week in the AUTHORITY'S bank account by'the Site Manager at the
site.
ARTICLE:4. TERM OF AGREEMENT:
This Agreement shall commence on July 1, 2016 upon execution by both parties, and
shall continue in full force and effect through June 30, 2017. This Agreement renews
automaticallyand continuouslyfor successive 12 month periods unless either party terminates
as per Article 8.
ARTICLE 5. NOTICES
All Notices pertaining to this Agreementandany communications from the parties may
be made by delivery of said noticesin:person or by depositing said notices in the U.S. Mail,
registered or certified mail, return receipt requested, postage prepaid and addressed as follows:
TO CITY TO AUTHORITY
City of Seal Beach Community SerniorServ, Inc.
211 Eighth Street 1200 Knollwood Circle
Seal Beach, CA 90740 Anaheim, CA. 92801
ATTENTION: Grant Tavasci ATTENTION: Tatiana Caicedo
Recreation Specialist/Public Works Interim Senior Manager, Social Services
(562/431-2527 ext. 1345) (714/823-3290)
ARTICLE 6. FEDERAL, STATE AND LOCAL LAWS:
AUTHORITY and CITY agree that in performance of their obligations under this
Agreement, they shall comply with all applicable federal, California State and local laws,
statutes and ordinances and all lawful orders, rules and regulations promulgated there under.
ARTICLE;,7:AUDIT AND INSPECTION OF RECORDS
CITY'shall provide AUTHORITY, or other agents of AUTHORITY, such access to CITY's
accounting books, records, payroll documents and facilities, as AUTHORITY deems necessary
in order to carry out the obligations of this Agreement. Access must be available within 30 days
after notice by Authority. CITY shall maintain such books; records, data and documents in
accordance with generally accepted accounting principles and shall clearly identify and make
such items readily accessible to AUTHORITY and/or OoA during CITY's performance
hereunder and for a period of five (5) years,frorn'lthe date of the termination or expiration of this
Agreement. AUTHORITY's right to audit books and records directly related to this Agreement
Page 6'of 7
shall also extend to all subcontractors performing services related.to Nutrition Transportation
Program.
•
ARTICLE 8;TERMINATION
A. AUTHORITY or CITY may, for its own convenience, terminate this Agreement at any
time in whole or in part by giving the other party written notice thereof of not less than
one hundred and twenty (120) days in advance of the specified date of termination.
ARTICLE.9. INDEMNIFICATION
A. CITY shall indemnify, defend and hold harmless AUTHORITY, its officers, directors,
employees and agents from and against any and all claims (including attorney's fees
and reasonable expenses for litigation or settlement)for any loss or damages, bodily
injuries, including death, damage to or loss of use of property caused by the negligent
acts, omissions, or willful misconduct by CITY, its officers, directors, employees, agents,
subcontractors or suppliers arising out of or related to the performance of this
Agreement.
B. CITY shall maintain adequate levels of insurance, or self-insurance to assure full
indemnification of AUTHORITY. AUTHORITY shall be named as an additional insured
to any applicable insurance policy of CITY by way of endorsement to such insurance
policy
ARTICLE 10. FORCE MAJEURE
Either party shall be excused from performing its obligations under this Agreement
during the time and extent that it is prevented from performing by a cause beyond its control,
including, but not limited to: any incidence of fire, flood;acts of God; commandeering of
material products,plants or facilities by'the.federal, state or local government; national fuel
shortage; when satisfactory evidence of such cause is presented to the other party, and
provided further that such nonperformance is unforeseeable, beyond the control and is not due
to the fault ornegligence of the non-performing party.
IN WITNESS THEREOF, the parties hereto have caused this Agreement to be executed
on the date first written above.
CITY COMMUNITY SENIORSERV
By By
City Manager 'Chief Executive Officer
APPROVED AS TO FORM: APPROVED AS TO FORM:
By By
City Attorney Legal Counsel
Page 7 of 7
Scope of Work—Community SeniorSery Nutrition Transportation Program
City of Seal Beach
Community SeniorSery Nutrition Transportation Program
"Scope of Work"
1. The City of Seal Beach(hereinafter,referred to as "CITY")will utilize funding provided by
Community SeniorSery and its local match to provide the following services:
A. Type of Service
- Non Duplicative Local Transportation service for seniors at least 60 years of age.
This will be a "Subscribed Service" for seniors who will be picked up at their homes
and transported to CITY'S Senior Center or other CITY facility to the existing meal
program provided by Community SeniorServ.
B. Who is served
- Subscribed (pre-registered and approved) seniors over 60 years of age or older who
are: frail, disabled and/or isolated. The transportation service will include assistance
on and off of the vehicle.
C. Hours of Service
- 8:00 a.m. through 4:00 p.m.
D. Days of Service
- Consistent with days that Community SeniorSery provides the lunch program at site.
2. CITY shall use competitive procurement practices to select vendors for all services that the
CITY does not provide using its own workforce. Any contract for services or services
provided directlyby CITY shall require the use of vehicles meeting ADA accessibility
standards.
3. CITY shall ensure that its operators, or its contracted vendor's operators, are properly
licensed and trained to perform their duties safely,and in a-manner which treats its riders
with respect and dignity. Disability awareness and passenger assistance will be included in
this training.
4. CITY shall submit a bill monthly to Community SeniorSery for reimbursement of funds
provided by the Office on Aging (OoA). In addition to the billing there will be a required
report which includes, at a minimum, a monthly and fiscal year-to-date summary of service
and expenditures, including the number of persons served (duplicated and unduplicated)
and number of one-way trips provided, along with any additional required reporting that may
be required from OoA throughout the terms of this agreement. Community SeniorSery will
supply format required for the City's reporting.
5. CITY shall ensure that it maintains adequate:supervision and control over all aspects of
service that are provided by a contracted vendor.
Page 1 of 7
Attachment "E"
N ; / I ROSSMOOR CENTER WY _
et, Shuttle.Pick-up & Drop-off of �' I l
pp
P '�� TOWNE CENTER D R Igl
Wa..�E 4 ��
Ne ® Leisure World Main Gate �°3 a�
,Q/ STEL000 OR-1 J_' r
S ® Pavilions 60i-,
MAP NOT ) % I � •
TO SCALE l® .Seal Beach.Pier ��///
A- .Sho s:atRossmoor Old.Ranch Town.Center pw`c A� \LAMRSONAV
1 V 0000.• I`�?NORTMGATE RD ; r _-.
(
Cf
Seal Beach Senior Transportation Schedule (* O01 •# \ l,
9
Mon–Fri: 8:00 AM–11:00 AM DialARideProram - ''',,,��nggg �'9\ °p
11:00 AM–12:00 PM Driver Lunch Break '' , fr`B
o 3 "o
12:00 PM–4:30 PM Dial-A-Ride Program �OSy� Op *0. \_�0
o Mon-Wed: 8:00 AM–11:00 AM Senior Nutrition and Shopper Shuttle �' OP9 4q i� •e' O �9as ra
11:00 AM–12:00 PM Driver Lunch Break o O 2 I� No `t v� It.
12:00 PM–4:30 PM Senior Nutrition and Shopper.Shuttle(North.of 405) °_ `(Zj," 4,e9° • 905
,I
z
Thursday: 8:00 AM.-11:00 AM Senior Nutrition and Shopper Shuttle(North of 405) 8 / °p I 1!
11:00 AM–12:00 PM Driver Lunch Break ((( 7 N
12:00 PM–2:00 PM Senior Nutrition and Shopper.Shuttle(North of 405) m–� 0 WESTMINSTER AVE
o a & W ' a
9
@
Thurs-2"a Vehicle: 8:00 AM–11:00 AM Shopper Shuttle(Pavilions&Pier) 6 sf �
•Pick.w/orowoff at 11:00 AM–12:00 PM Driver Lunch Break 'a ■ _
Leisure worm 12:00 PM PM Shopper Shuttle Pavilions&Pier J
Main Gate only PP ( ) J
400 \ J
Friday: 8:00 AM–11:00 AM Senior Nutrition and Shopper Shuttle(North of 405) "Oton J
11:00 AM-12:00 PM Driver Lunch Break \F\ J \
12:00 PM–4:30 PM Senior Nutrition and Shopper Shuttle(North of 405) "RRO // J
Nn J4 p
�NTF J
�J'` R
\\ — R I Legend 4 �� I�
/ _a J .
/� Direction.of Travel J
MARINA PR � ANCNOR WV
0 Shuttle Stops �'E 4r,t.O e e •
e L .
e =I " /SEAL. e,,
Shuttle Routes v & , ? r/� 4 sy�\
s Shopping(Thursdays only) R9p :3rJ . ` =_
°RGF — i
Shopping&Nutrition jJ fi.�' \[c��''r .
NN1 C-,