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HomeMy WebLinkAboutCC AG PKT 2010-09-13 #T AGENDA STAFF REPORT DATE: September 13, 2010 TO: Honorable Mayor and City Council • THRU: David Carmany, City Manager FROM: Sean Crumby P.E., Director of Public Works SUBJECT: PROFESSIONAL SERVICES AGREEMENT WITH WESTERN TRANSIT SYSTEMS FOR THE SEAL BEACH SENIOR TRANSPORTATION SERVICES SUMMARY OF REQUEST: The City Council is asked to adopt Resolution No. 6062 approving a professional services agreement for the Seal Beach Senior Transportation Service with Western Transit Systems in the amount of $90,450. BACKGROUND: Orange County Transportation Authority (OCTA) for many years provided transportation services to seniors. These included various services such as Dial - A -Ride, Orange County Transit District, Consolidated Transportation Services Agency, and OCTA. In the 1990's, OCTA developed a program called the Senior Mobility Program in which local agencies are provided with funds to operate their own bus program. The idea behind the program is for each municipality to control their own program and cater it to the needs of their community. On June 14, 2010 City Council approved the request for proposals (RFP) for the Seal Beach Transportation Services and authorized staff to solicit for proposals. Staff requested proposals from seven firms to provide senior transportation services. A mandatory pre - proposal meeting was held so that the City could communicate to the firms the expectations of staff. Four firms attended the mandatory pre - proposal meeting. Two firms responded with proposals submitted to the City. During the June 14, 2010 City Council Meeting direction was provided to staff to increase the service area form 0.5 miles outside of the City limits to 3 miles outside of the City limits. This request was accommodated in their proposals submitted. A panel comprised of three Public Works staff members reviewed the proposals. In addition, the City interviewed both firms and conducted a facility visit. The Agenda Item T Page 2 panel selected Western Transit Systems to be the most qualified firm. Western Transit Systems is the current contractor for the Seal Beach Senior Transportation Service and has provided the senior citizens of Seal Beach with exemplary level of service. Western Transit Systems is the only company that has submitted a proposal which is subject too mandatory Department of Transportation (D.O.T.), random drug testing and the California Highway Patrol (C.H.P.) vehicle and maintenance facility inspections. Western Transit Systems is also the only company that can operate the 17- passenger lift- equipped Para - transit bus, which the OCTA has provided to the City at no cost. Finally Staff contacted the Management of Leisure World Community to assess the performance of Western Transit Systems. No complaints have been received in Leisure World regarding Western Transit Systems in the past year. The contract term is three years and the City will have the option to extend the contract an additional three years. Given that the contract is starting within fiscal year 2010/2011, a total of 1,800 vehicle service hours (VSH) have been estimated for the year. However, staff anticipates increasing the number of VSH hours per year to 2,100 for the remaining contract term. FINANCIAL IMPACT: In the approved 2009/10 Budget, AQMD funds are budgeted for the Seal Beach Senior Transportation Services, in the amount of $30,600. Additionally, OCTA will contribute $63,721 and the County will contribute $12,986 for the FY 10/11. Total FY10/11 budget amount for the Seal Beach Transportation Services is $107,307. The cost for the contract with Western Transit Systems is $90,450. RECOMMENDATION: It is recommended City Council adopt Resolution No. 6062 approving a professional services agreement for the Seal Beach Senior Transportation Services with Western Transit Systems in the amount of $90,450. SUBMITTED BY: NOTED AND APPROVED: / l I' rr, A /// LTA t «I. Sean Crumby, P.E. David Carmany, City Manager Director of Public Works Prepared by: Ernest Area, Maintenance Services Supervisor Attachments: A. Resolution No. 6062 B. Agreement, Proposal, Fee Proposal RESOLUTION NUMBER 6062 A RESOLUTION OF THE SEAL BEACH CITY COUNCIL APPROVING A PROFESSIONAL SERVICES AGREEMENT WITH WESTERN TRANSIT SYSTEMS FOR SEAL BEACH SENIOR TRANSPORTATION SERVICES THE SEAL BEACH CITY COUNCIL DOES HEREBY RESOLVE: Section 1. The City Council hereby approves the 3 year (with option to extend an additional 3 years) professional services agreement ( "Agreement ") between the City of Seal Beach and Western Transit Systems for the Seal Beach Senior Transportation Services in the amount of $90,450 per year. Section 2. The City Council hereby authorizes the City Manager to execute the Agreement. PASSED, APPROVED AND ADOPTED by the Seal Beach City Council at a regular meeting held on the 13th day of September , 2010 by the following vote: AYES: Council Members NOES: Council Members ABSENT: Council Members ABSTAIN: Council Members Mayor ATTEST: City Clerk STATE OF CALIFORNIA } COUNTY OF ORANGE } SS CITY OF SEAL BEACH } I, Linda Devine, City Clerk of the City of Seal Beach, do hereby certify that the foregoing resolution is the original copy of Resolution Number 6062 on file in the office of the City Clerk, passed, approved, and adopted by the City Council at a regular meeting held on the 13th day of September , 2010. City Clerk PROFESSIONAL SERVICES AGREEMENT SEAL BEACH SENIOR TRANSPORTATION SERVICES Between 4 pF SEII(8. V ' . \cQ FPOB4 0 F � , F C O - City of Seal Beach 211 - 8th Street Seal Beach, CA 90740 Western Transit Systems 1619 E. Lincoln Ave. Anaheim, CA 92805 (714) 535 -0156 This Professional Service Agreement ( "the Agreement ") is made as of the 13 day of September, 2010 (the "Effective Date "), by and between Western Transit Systems ( "Contractor "), a, and the City of Seal Beach ( "City "), a California charter city, (collectively, "the Parties "). 1 of S7296- 0001 \1236808v1.doc 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, 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. 1.2. 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 unless the City authorizes such work in advance and in writing. The City Manager may authorize payment for such work up to a cumulative maximum of $10,000. Payment for additional work in excess of $10,000 requires prior City Council authorization. 2.0 Term This term of this Agreement shall commence as of the Effective Date and shall continue for a term of 3 years unless previously terminated as provided by this Agreement. 3.0 Contractor's Compensation City will pay Contractor in accordance with the hourly rates shown on the fee schedule set forth in Exhibit F for Services but in no event will the City pay more than $301,518. 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 F. 2 of 9 87296- 0001 \1236808v1.doc 4.0 Method of Payment 4.1. 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 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. 4.2. Upon 24 -hour notice from City, Contractor shall allow City or City's agents or representatives to inspect at Contractor's offices during reasonable business hours all records, invoices, time cards, cost control sheets and other records maintained by Contractor in connection with this Agreement. City's rights under this Section 4.2 shall survive for two years following the termination of this Agreement. 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 comprehensive general liability insurance as required by this Agreement at least 20 days before the expiration date of the previous policy. 6.0 Party Representatives 6.1: The City Manager is the City's representative for purposes of this Agreement. 6.2. Larry Slagle 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 in the United States Mail, first class postage prepaid and addressed to the party at the following addresses: - 3 of 9 57296- 0001 \1236808v1.doc To City: City of Seal Beach 211 -8th Street Seal Beach, California 90740 Attn: City Manager To Contractor: Western Transit Systems 1619 E. Lincoln Ave. Anaheim, California 92805 Attn: Larry Slagle 7.2. Actual notice shall be deemed adequate notice on the date actual notice occurred, regardless of the method of service. 8.0 Independent Contractor 8.1. Contractor is 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 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. 8.2. Contractor shall indemnify and hold harmless City and its elected officials, officers, employees, servants, designated volunteers, and 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 from Contractor's personnel practices. 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. 9.0 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. 4 of 9 S7296-0001\1 236808v1.doc 10.0 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. 11.0 Insurance 11.1. 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. 11.2. Contractor shall, at its expense, procure and maintain for the duration of the Agreement, insurance against claims for injuries to persons or damages to property that may arise from or in connection with the performance of this Agreement. Insurance is to be placed with insurers with a current A.M. Best's rating no less than A:VIII, licensed to do business in California, and satisfactory to the City. 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. 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; and (3) Professional Liability: $1,000,000 per claim /aggregate. 11.3. The insurance policies shall contain the following provisions, or Contractor shall provide endorsements on forms supplied or approved by the City to state: (1) coverage shall not be suspended, voided, reduced or canceled except after 30 days prior written notice by certified mail, return receipt requested, has been given to the City; (2) any failure to comply with reporting or other provisions of the policies, including breaches of warranties, shall not affect coverage provided to the City, its directors, officials, officers, (3) coverage shall be primary insurance as respects the City, its directors, officials, officers, employees, agents and volunteers, or if excess, shall stand in an unbroken chain 5 of 9 S7296- 0001 \1236808v1.doc of coverage excess of the Contractor's scheduled underlying coverage and that any insurance or self- insurance maintained by the City, its directors, officials, officers, employees, agents and volunteers shall be excess of the Contractor's insurance and shall not be called upon to contribute with it; (4) for general liability insurance, that the City, its directors, officials, officers, employees, agents and volunteers 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; and (5) for automobile liability, that the City, its directors, officials, officers, employees, agents and volunteers 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. 11.4. All insurance required by this Section shall contain standard separation of insureds provisions and shall not contain any special limitations on the scope of protection afforded to the City, its directors, officials, "officers, employees, agents, and volunteers. 11.5. 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 directors, officials, officers, employees, agents, and volunteers; or (2) the Contractor shall procure a bond guaranteeing payment of losses and related investigation costs, claims and administrative and defense expenses. 12.0 Indemnification, Hold Harmless, and Duty to Defend Contractor shall defend, indemnify, and hold the City, its officials, officers, employees, volunteers and agents serving as independent contractors in the role of city officials (collectively "Indemnities ") free and harmless from any and all claims, demands, causes of action, costs, expenses, liability, loss, damage or injury, in law or equity, to property or persons, including wrongful death, in any manner arising out of or incident to any acts or omissions of Contractor, its employees, or its agents in connection with the performance of this Agreement, including without limitation the payment of all consequential damages and attorneys' fees and other related costs and expenses, except for such loss or damage arising from the sole negligence or willful misconduct of the City. With respect to any and all such aforesaid suits, actions, or other legal proceedings of every kind that may be brought or instituted against Indemnitees, Contractor shall defend Indemnitees, at Contractor's own cost,, expense, and risk, and shall pay and satisfy any judgment, award, or decree that may be rendered' against Indemnitees. Contractor shall reimburse City and its directors, officials, officers, employees, agents and /or volunteers, for any and all legal expenses and costs incurred by each of them in connection therewith or in enforcing the indemnity herein provided. Contractor's obligation to indemnify shall not be restricted to insurance proceeds, if any, received by Contractor, the City, its directors, 6 of 9 57296 -0001 \1236808v1.doc officials, officers, employees, agents or volunteers. All duties of Contractor under this Section shall survive termination of this Agreement. 13.0 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. 14.0 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. 15.0 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. 16.0 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. 17.0 Governing Law This Agreement shall be governed by and construed in accordance with the laws of the State of California. 18.0 No Third Party Rights No third party shall be deemed to have any rights hereunder against either party as a result of this Agreement. 19.0 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, 7 of 9 57296- 0001 \1236805v1.doc privilege, or service voluntarily given or performed by a party shall give the other party any contractual rights by custom, estoppel, or otherwise. 20.0 Prohibited Interests; Conflict of Interest 20.1. 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. 20.2. 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. 20.3. 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. 21.0 Attorneys' Fees If either party commences an action against the other party, either legal, administrative or otherwise, arising out of or in connection with this Agreement, the prevailing party in such litigation shall be entitled to have and recover from the losing party all of its attorneys' fees and other costs incurred in connection therewith. 8 of 9 57296- 0001 \1236808v1.doc • 22.0 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. 23.0 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. CITY OF SEAL BEACH CONTRACTi • By: By: David Carmany, City Manager f Name:L_/ Slag e Attest: Its: President By: By: Linda Devine, City Clerk Name: Approved as to Form: Its: By: t/1/ 4 Qu n Barrow, City Attorney 9 of 9 57296- 0001 \1236808v1.doc ® m FMSf�I m MyTransitPlus �® © FMS Infosery m Paul's Yellow Cab m Diversified Transportation m Western Transit Systems m Mobility Plus Transportation o Yellow Cab of Greater Orange County m Classic Yellow Cab m LSF Shuttle • July 20, 2010 • Mr. Cesar Rengal Assistant Engineer Department of Public Works, 2n Floor City of Seal Beach, City Hall • 211 8 Street Seal Beach, CA 90740 Dear Mr. Rengal: Tectrans, through its wholly -owned subsidiary Western Transit Systems, Inc., is pleased to present the following proposal to continue providing Senior Transportation Services for the City of Seal Beach. I believe you will find our proposal to be responsive and innovative, yet with the same personal touch you are used to experiencing from Western Transit Systems. We are pleased to propose Diane Slagle to continue serving as the Project Manager for the City's service. We believe you will find our proposal to be responsive to the City's needs. We are very proud of the service we have provided to the City and its residents and sincerely hope to continue that partnership through this new contract. As a part of the Tectrans family of companies, Western Transit and its customers have access to the resources and talents of a large national company, yet the attention of an Orange County -based company. Thank you for the opportunity to submit our proposal to the City of Seal Beach. If you have any questions regarding our proposal, please contact me at (310) 981 -9500 or at jbusskohl@tectransinc.com. Sincerely, John Busskohl Chief Operating Officer 6053 West Century Boulevard, 9 Floor Los Angeles, California 90045 Telephone: 310.981.9500 Fax: 310•981•9501 • www.tectransinc.com d.srur �.'-i,,; a . °`.' iailti . w -_ igq. "�-. _� ,m f Y o n s -,u" .' r° i' _9, &J° 4.- v;m� 7 -C az, 'f. -' z-iusFn N '` - 'r .y', `g.' ".� .'� Q�.. ,. i ry x aaF J ' 9.,.,. n . x +{1v la aRr # s >3'�' rS e , eriffr 11 a7Gl YM1XA� S a'.= i PROPOSAL FOR SEAL BEACH SENIOR TRANSPORTATION SERVICES PREPARED FOR: City of Seal Beach Date: July 22, 2010 SUBMITTED TO: Mr. Cesar Rangel Assistant Engineer Department of Public Works, 2" Floor 211 8 Street Seal Beach, CA 90740 SUBMITTED BY: John Busskohl Chief Operating Officer Western Transit Systems, Inc. d /b /a Tectrans 6053 W. Century Blvd., 9 Floor Los Angeles, CA 90045 Phone: (310) 981 -9500 Fax: (310) 981 -9501 jbusskohl @tectransinc.com -. ..-:us :er..,v �t .. ...trr., .x..< -..r•5 . r.�.. 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BACKGROUND, EXPERIENCE, AND REFERENCES 1 OUR RECENT H ISTORY 1 TECTRANS PHILOSOPHY 2 Tectrans Vision Statement 2 Tectrans Mission Statement 2 Tectrans Core Values 3 TECTRANS REFERENCES 3 TECTRANS TRANSPORTATION EXPERIENCE 9 TASK 1: STAFFING REQUIREMENTS AND POLICIES 11 OPERATORS 12 Vehicle Operator Recruitment and Hiring 12 Avesta CandidateCa re Worlcforce Development Program 13 Minimum Vehicle Operator Qualifications 14 Ongoing Monitoring of Credentials 14 Operator Uniforms 14 PERSONNEL POLICIES - 15 Equal Employment Opportunity 15 Harassment Policy 15 Wages and Benefits 18 Removal of Operators 18 Customer Feedback Policy and Procedures 18 Customer Feedback Options - 19 Customer Service Recognition 19 TASK 2: TRAINING AND SAFETY PROGRAMS 20 TRAINING PROGRAMS.. 20 Driver Training 20 Day One 20 Day Two 20 Day Three 20 Day Four 20 Day Five ' 20 Day Six 21 Continuous Training 21 REGULATORY COMPLIANCE Drug and Alcohol Testing 22 California OSHA 24 TASK 3: RESERVATIONS, SCHEDULING, AND DISPATCH 25 Scheduling/Dispatching 25 �.�.«.ti..' +'ne lad :tattl . n t : iJ'S`efigtaT>TO: uS ;Y; . titF^ >.; . 1 snit rfa.ras 't' r •' ' Y z'R '; i u y t .'�;'�'�-3 , * 9L� `";rct. n S i � et C o X00 6 C s l 's „4' t""... t�- !1. TASK 4: VEHICLE OPERATIONS 26 Service Schedules 26 Driver Trip Sheets and Mileage 26 Vehicles 26 Back -Up and Overflow Service 26 Vehicle Storage 26 TASK 5: PERFORMANCE STANDARDS — MANAGEMENT AND OPERATIONS 27 TASK 6: DATA COLLECTION AND REPORTING 28 DISPATCH LOG 28 ACCIDENT REPORTING AND FOLLOW UP 28 DAILY AND MONTHLY OPERATIONS REPORTING 28 NTD Reporting 28 Key Performance Indicator (KPI) Reporting • 28 ACCOUNTING 31 INVOICES AND BILLING 31 TASK 7: VEHICLE MAINTENANCE SERVICES 32 VEHICLE MAINTENANCE 32 Maintenance Personnel and Training 32 Pre -Trip Inspection 32 VEHICLE CLEANING 33 PREVENTATIVE MAINTENANCE /MAINTENANCE.REPAIR PROCEDURES 33 Maintenance Information Software 33 Preventive Maintenance Inspection Program 34 Air - Conditioning PM Program 34 Wheelchair Lift PM Program 35 General Repair Services 35 Vehicle Repair & Component Replacement Program 35 Road Call Procedures and Incidents 35 • rcc i RAnrs Ln n �"v a tt x , � x `•'fi :.:Fx'# v 3 �^° � x- `. _ i BACKGROUND, EXPERIENCE, AND REFERENCES Tectrans, though its wholly -owned operating subsidiary Western Transit Systems, Inc., is pleased to present this proposal to continue providing the City of Seal Beach's Senior Transportation Services program. We have proudly called the City a valued client since 2002 and sincerely hope that we can continue to do so following this procurement. We believe that we have addressed all of the Tasks listed in the RFP in a way that is both innovative and responsive to the City's needs. OUR RECENT HISTORY Tectrans acquired WTS in June 2006, and as part of the Tectrans family of companies, WTS has greater access than ever before to transportation industry best practices, management talent, and operations support. In addition, WTS' already stable financial condition has been enhanced by virtue of the very strong financial condition of its parent company. Tectrans provides the full support of our corporate resources and expertise. Tectrans family companies share 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. The Tectrans management team brings more than 200 combined years of experience in the specialized, ground- based passenger transportation industry and has positioned Tectrans and these operating companies as a preferred transportation provider. Our team is able to build success through the application of new technologies and transportation best practices for existing customers as well as new clients. The following is a brief history of the Tectrans organization, providing a summary of significant events in our formation: • June 2006: Tectrans is formed through the simultaneous purchase of seven transportation and technology companies, including Western Transit Systems and Yellow Cab of Greater Orange County, operating 800 vehicles, with combined revenues of $32 million. Charter and contracted bus and paratransit services, and taxi operations, form the backbone of Tectrans. • April 2007: Tectrans transitions operations for San Francisco Paratransit ADA service and restores safe and timely transportation to riders, becoming the largest provider of trips for the San Francisco Paratransit brokerage program. • December 2007: Tectrans acquires two companies in the Ft. Lauderdale /Miami, Florida, area, providing over 1,000 daily rides for ADA and medical transportation clients, including the largest contracted operations for the Broward County ADA /Transportation Disadvantaged program. • February 2008: Tectrans wins a $10 million contract to operate courtesy shuttle service for the Ft. Lauderdale - Hollywood International Airport. The transition in May 2008 from the former operator is smooth, and service immediately improves. • March 2008: Tectrans begins transportation operations for the North Los Angeles County Regional Center. Successfully transitioning 84 routes over one weekend, with only three months' lead time, Tectrans TCCTRANS tsr. 1 000 oIJed 'a po ff : c�: tt • C, 1 Or a j { a13240-afYa a `w completes a full transition, requiring new buses, a new management team, a new facility including maintenance, networks, and all supporting operations. • - September 2008: Tectrans is awarded the contract to provide the Bronco Link shuttle service at California State Polytechnic University, Pomona and provides alternative- fueled shuttle bus service to and from the local Metrolink station. The program was immediately successful, generating high ridership and routes were expanded to include a second Metrolink station and additional hours. The Bronco Link service was recently awarded the Metro Diamond Award for its innovative rideshare program, and is now the recipient ofthe award for two consecutive years. • June 2009: Tectrans celebrates three years of successful operation, with over 1,100 vehicles and 1,200 employees, providing quality and reliability for transportation agencies and paratransit riders across the country. • October 2009: Tectrans Vice President /General Manager Matthew Yamashita recognized by Mass Transit Magazine as one of its "Top 40 Under 40" in the transit /paratransit industry for his work on behalf of San Francisco Paratransit. • January 2010: Tectrans is selected and awarded the contract to provide Rental Car Shuttle service at Miami International Airport (MIA) operating over 60 vehicles to and from terminals and the new consolidated rental car center. TECTRANS PHILOSOPHY Tectrans was founded on the belief that municipalities and other transportation owners /operators are seeking a new alternative from the contracted transportation marketplace. The significant consolidation under foreign -owned companies in the last ten years has left the industry with fewer and fewer alternatives, and created a void between the large multi - national companies (who can often be detached from their customer base) and the small locally operated companies (who most often don't have access to the capital needed to grow and evolve as their customers' needs change). Tectrans is filling that void. Tectrans provides an alternative for municipalities like the City of Seal Beach who need the responsiveness of a locally managed partner yet also the resources and talent base of a regional or national firm. Tectrans' business philosophy is to be very selective about the opportunities we pursue, because we are convinced that you do not have to be the biggest to be considered the best. TECTRANS VISION STATEMENT Be the best passenger transportation company. TECTRANS MISSION STATEMENT Provide best -in -class passenger transportation solutions for government, private sector, and individual consumers through technological innovation, enhanced relationship management and genuine care for our employees. 2 arriMliff.AET-rr 74.77 � r 'Yll s54r � L¢'MCwt - r 4 ' a -t "' , +yam _ cl Tins 'o' -n$- yes un.:, -'G - ' n �BY�n iz t` . TECTRANS CORE VALUES • Safety: Our commitment to safety will not be compromised. Safety is every employee's #1 responsibility. • Customer Focus: We contribute to our clients' success and deliver long -term value. We provide caring service to enhance the quality of our customers' lives. • Employee Oriented: We empower our employees to be successful. We promote diversity and teamwork, provide opportunities for growth, and treat each other with dignity and respect. • Integrity and Accountability: We achieve results without compromising ethics. We deliver what we promise and honor our obligations. • Responsibility: We are involved in the communities we serve, we enhance the neighborhoods in which we live, and we take an active role in protecting the environment. REFERENCES We invite and encourage you to contact the following references to experience firsthand the quality of service that WTS and its sister companies provide. City of Anaheim, Senior Mobility Program City of Anaheim Two vehicles provide senior shuttle service to senior Anaheim Senior Mobility Program centers and shopping centers. We provide drivers, Ms. Jan Branich dispatch, and scheduling. Community Services Supervisor 200 South Anaheim Boulevard, Suite 356 Anaheim, CA 92805 • 714.765.5250 City of La Habra Shuttle . . City City of La Habra Two vehicles provide senior shuttle service to senior La Habra Shuttle centers and shopping centers. We provide drivers, Ms. Josie Anderson dispatch, and scheduling. Director, Community Services 101 W. La Habra Blvd. La Habra, CA 90631 562.905.9619 • Regional Center of Orange County. RCOC Daily transportation services for developmentally - Ms. Janis White disabled consumers of the Regional Center. Service COO includes over 700 trips per day utilizing over 25 vehicles. 801 Civic Center Drive We provide drivers, vehicles, and dispatch. Santa Ana, CA 92701 714.796.5256 /� - 7 TCCTIR NS V , '- - .._�._ .- 3 � -- ' „ a g4 , n � r _ +F p ..� fi :, , .,...,,,,,r,,,,:„r a 43 r . .l YI �J� �. ate' a 'F ' , a nt: (JJ'!-'.i bcTA'y ' OCTA Transportation provided using eight vehicles for Ms. Sharon Long developmentally disabled persons and Regional Center Community Transportation Coordinator transportation, providing 150 trips per day. 550 S. Main Street Orange, CA 92863 714.560.5593 C ity of Brea Trolley City of Brea Roughly 25 daily trips are provided through this Brea Trolley demand- response service to seniors and the disabled in Ms. Carrie Hernandez the Brea area. Operate one daily service vehicle. Programs Administrator 1 Civic Center Drive Brea, CA 92821 714.990.7766 LJ +� _,L_ _.. �.�._��..�. _ ..._..-- .(+,v:.,�`ArL a. G'��i'1 �4 iY3ra.b: )ti?.`S3f "r �"s.a.5��' 3[ ^,%.w.9v4L1:._.. 4:11 mvi-. -� 4 City of Anaheim ' , P HElm. C4<' COMMUNITY SERVICES DEPARTMENT D� . p Recreation, Human and Neighborhood Services Division ,, 'a �— °- a� . VNDEvA June 24; 2010 To Whom It May Concern: It is my pleasure to offer you my recommendation and endorsement of Western Transit System. As the Supervisor of the Anaheim Senior Programs I have had the pleasure to collaborate with Western Transit for the past thirteen years. The partnership we have nurtured throughout the years allows us to provide a much needed transportation service to our senior citizens who reside in Anaheim. The City of Anaheim has chosen to contract with Western Transit to provide service for our "Senior Wheels" Transportation Mobility Program to our seniors who attend 2 nutrition sites located in Anaheim for the past 20 +yrs. In addition, we offer seniors the opportunity to utilize our service to go grocery shopping, visit our senior centers & libraries, do banking, go to the beauty shop or barber, visit friends and relatives and for various other errands. Western Transit is responsible for scheduling all trips, hiring and training all drivers, maintaining our vehicles and providing excellent customer service in a safe, courteous and professional manner. We are extremely proud of their safety record, and on -time record. We receive very few complaints from our riders and continue to receive many accolades from the seniors regarding their courteous, caring and excellent drivers. We are very fortunate that the majority of drivers have remained the same for years which allows our drivers to really get to know our riders and form a friendship that builds trust. I highly recommend Western Transit and acknowledge and appreciate all their professional staff from the management, front line office workers, drivers, maintenance staff and to the • employees in the Finance Department who all offer excellent customer service. • If I can be of any further assistance to you regarding this recommendation please contact . me at (714)765 -5250 Sincerely _ t c 4 � v ( Ja i n Branich Community Services Supervisor • 200 S. Anaheim Boulevard. Suite 433 Anaheim. California 92605 TEL (714) 765-5191 - ..s:.anahe,m.nel FAX (714) 765 -5223 • 5 • ORANGE COUNTY ARC I r F � • The PATHway TO emPOWERment • July 20, 2010 • Re: Yellow Cab Company of North Orange County and Western Transit • Systems, Inc. To Whom It May Concern: I am pleased to relate our favorable experience with the above referenced companies covering a relationship of more than twenty years. More than 100 of our developmentally disabled clients have been safely transported to and from • their residence to our facility, Monday through Friday, without serious incidents or accidents. Management has been responsive to our inquiries and needs, and has made • concerted efforts to schedule arrival and departure times in tandem with our program hours. Company personnel have been courteous to our consumers, family and staff. Minor problems, which are unavoidable from time to time, have been dealt with in an expedient and professional manner. We have appreciated the many courtesies and special considerations extended . to us in supporting our special events. Many were held on weekends with • Western Transit bus drivers volunteering their time. We are pleased to recommend their services for your consideration. Y•• • 1 / I Ca ' ief Executiv, Officer • • • OCARC.net • 225 W. Carl Karcher Way, Anaheim, CA 92801 -2499 • Tel (714) 744 -5301 • Fax (714) 744 -5312 6 CITY OF- • °di Cit of La Habra . - - J' COMMUNITY SERVICES ti; "A Caring Comnnuiifyrr 101 W. La Habra Boulevard 4.1145511205 P.O. Box 337 1935 La Habra, CA 90633 -0337 Office: (562) 905 -9708 July 19, 2010 Fax: (562) 905 -9603 . To Whom It May Concern: • The City of La Habra has selected Western Transit to provide service for our La I -labra Express Senior Nutrition and Dial -A -Ride transportation programs for over ten years. This program offers seniors the opportunity to use this service for shopping, medical • appointment, banking- etc. Western Transit is responsible for driver training, dispatching of all trips and vehicle maintenance. During our relationship with Western Transit, we have experienced excellent customer service, driver safety and reliable trip schedules. We appreciate the experience and cooperation of management and staff, who offer quality service to our seniors and are please to recommend their rStircer ly, J• ie Anderson • ity of La Habra • Soc•dl Services Manager D62/905 -9619 • • • • • t e Printed On NerrdeJ Parx•r. 7 1231 Golden Rain Rd., Apt. 70 -G Seal Beach, CA 90740 June 12, 2010 General Manager Western Transit System 1619 E. Lincoln Avenue Anaheim, CA 92808 Dear Sir: We in Leisure World, Seal Beach, who ride Zaldy Zita's bus, thank you for sending us a driver like him Enclosed is a ":Kudo" which appeared in the Seal Beach Leisure World newspaper about Zaldy He drives safely and efficiently, with no jerks or sudden stops and cheerfully helps us with heavy packages.. Zaldy is a remarkable person who helps make life a little easier for all his riders, and all of us say "thank you ". Sincerely, "r 4 Mrs. R. A. Richter Cc: Zaldy Zita • e TO : 0'C c , o .. , � 4 v ' t c& t, w -.. . _ ` _- i O ''1 O 0 0. 0 O x 4, m m. 1` ,„.44.1,74 . . x C1 n / TECTRANS TRANSPORTATION EXPERIENCE It is true that no other transportation provider knows more about the City's operation than Tectrans. In addition to Senior Transportation Services, Tectrans is an experienced transit provider, and operates numerous contracted shuttle, paratransit and fixed route services. We have provided a comprehensive list of Tectrans clients in the table below. • •-' Customer -. ..: .,..,,. ., , ^ tl Customer Type of Service Location' 1 Alzheimer's Family Services 2009 Paratransit Huntington Beach, CA 2 Anaheim Resort Transportation 1995 Dial -a -Cab Anaheim, CA Fare Media Sales and San Francisco Bay Area, 3 Bay Area Rapid Transit District (BART) 1995 Customer Service CA 4 Burbank - Glendale- Pasadena Airport Authority (BUR) 2010 Fleet Management & Burbank, CA Maintenance 5 California State Polytechnic University, Pomona 2009 Fixed Route Pomona, CA 6 California State University, Dominguez Hills 2010 Fixed Route Carson, CA 7 California State University, Northridge 2010 Fixed Route Northridge, CA 8 City of Anaheim, Senior Mobility Program 1985 Paratransit Anaheim, CA 9 City of Aventura 2003 Fixed Route Aventura, FL 10 City of Beverly Hills 2009 Paratransit Program Beverly Hills, CA Administrator 11 City of Boca Raton 2008 Fixed Route- Boca Raton, FL 12 City of Brea 1985 Paratransit Brea, CA 13 City of Coral Springs 2005 . Fixed Route Coral Springs, FL 14- City of Dania Beach 2004 Fixed Route Dania Beach, FL 15 City of Doral 2008 Fixed Route Doral, FL 16 City of Hallandale Beach 2003 .Fixed Route Hallandale Beach, FL 17 City of La Habra 1985 Paratransit La Habra, CA 18 City of Lauderdale Lakes 2006 Fixed Route Lauderdale Lakes, FL 19 City of Lauderhill 2009 Fixed Route Lauderhill, FL 20 City of Maywood 1985 Dial -a -Ride Maywood, CA 21 City of North Lauderdale 2006 Fixed Route North Lauderdale, FL 22 City of Oakland Park 2006 Fixed Route Oakland Park, FL 23 City of Parkland - - 2005 Fixed Route Parkland, FL 24 City of Plantation 2001 Fixed Route Plantation, FL 25 City of Pompano Beach 2003 Fixed Route Pompano Beach, FL 26 City of Seal Beach 2002 Senior Shuttle Seal Beach, CA 27 City of Temple City 2004 Dial -a -Ride Temple City, CA 28 City of Walnut 1998 Dial -a-Cab Walnut, CA 29 City of West Hollywood 2009 Paratransit Program Administrator West Hollywood, CA 30 City of Yorba Linda 2008 Senior Shuttle Yorba Linda, CA Online Fare Media 31 Contra Costa County Transit Authority (CCCTA) 2008 Concord, CA Sales 32 CVS Pharmacy LPGA Challenge 2007 Fixed Route Danville, CA 33 Diamond Ride 1995 Dial -a -Cab Diamond Bar, CA +• Yth- 4 a. -J. r� " P +` ix�` },` a. �; i,.'2� A , . 1 „io .. P . l b.� 4i; � 0 O / 0 ! 6 1_. )1 + Y r c. V". ` ,'.. 1 1 ) aen 1_ 'JL . ' .--. r a �. « ; . . , Customer L =: # r . ' Customer Type of5ervice� Location Since 34 Downtown Ft. Lauderdale Transportation Management Association 2005 Fixed Route Ft. Lauderdale, FL 35 Fort Lauderdale - Hollywood International Airport (FLL) 1987 -2002, Airport Shuttle Fort Lauderdale, FL 2008 36 Get About /Pomona Valley Transportation Authority 1996 Dial -a -Cab La Verne, CA 37 Golden Gate Regional Center 2006 Paratransit San Francisco, CA 38 Harbor Regional Center 1988 Paratransit Torrance, CA 39 Long Beach Community College District 2009 Fixed Route Long Beach, CA Paratransit Program 40 Los Angeles Department of Transportation (LADOT) 1989 Administrator Los Angeles, CA (CityRide) 41 Memorial HealthCare Systems 2006 Fixed Route Hollywood, FL 42 Miami International Airport (MIA) Consolidated Rental Car Shuttle (service started Airport Shuttle Miami, FL . July 13, 2010) 43 Miami Shores Village 2006 Fixed Route Miami Shores, FL 44 North Los Angeles County Regional Center 2007 Paratransit Van Nuys, CA 45 Orange County Transportation Authority 2001 Paratransit Orange, CA 46 Playa Vista Beach Shuttle 2008 Fixed Route Playa Vista, CA 47 Raytheon 2004 Fixed Route El Segundo, CA 48 Regional Center of Orange County 1992 Paratransit Santa Ana, CA 49 Regional Center of the East Bay 2007 Paratransit Moorpark, CA 50 San Dimas Dial -A- Cab /Pomona Valley Transportation Authority 1987 Dial -a -Cab La Verne, CA 51 San Francisco MIA/ SF Paratransit 2007 Paratransit San Francisco, CA 52 San Francisco Unified School District 2007 Fixed Route San Francisco, CA 53 South Florida Regional Transportation (SFRTA) 2003 Fixed Route Pompano Beach, FL 54 TODA Development (600 Townsend Center) 2007 Fixed Route San Francisco, CA 55 Town of Bay Harbor Islands 1992 Fixed Route Bay Harbor Islands, FL 56 Town of Davie 2005 Fixed Route - Davie, FL 57 Town of Miami Lakes 2005 Fixed Route Miami Lakes, FL 58 Town of Surfside 2006 Fixed Route Surfside, FL 59 Tri- Counties Regional Center 2008 Paratransit Santa Barbara, CA 60 Village of Bal Harbour 2004 Fixed Route Bal Harbour, FL 61 Village of Palmetto Bay 2006 Fixed Route Palmetto Bay, FL 62 Village of Surfside 2006 Fixed Route Surfside, FL 63 Westside Regional Center 2008 Paratransit Culver City, CA TEC I R4N5 aKt- _ b 10 OOO.O I t7lJl'i r 0 L , ��+.�w �y. {" �� ..,k t, , , . , .4 ��.N �� M1 i S O Tro L OO O O 'SgrateS'440,1 . r.. HA" C\ w, ar Rib Ks [GI`r " . 1=A TASK 1: STAFFING REQUIREMENTS AND POLICIES Tectrans is proud of the team of individuals leading our operations. All of the Key Personnel proposed for the Seal Beach Senior Transportations Services are members of our existing operations team, working for our company today out of our Anaheim Terminal, with a proven track record of success. PROJECT MANAGER Tectrans proposes Ms. Diane Slagle as Project Manager for the Seal Beach Senior Transportation Services. To demonstrate our commitment to the success of the service, we are committing one of our most qualified and experienced transportation professionals as Project Manager for this important assignment. Diane has succeeded at every level of transit services, and has established a particularly strong reputation for her commitment to safety and responsiveness to customers. Raised in a transportation family, Ms. Diane Slagle is a veteran of the industry and has a keen understanding of all aspects of transportation service, from overall management to front -line operations. She has been very active in state and local transportation groups and associations. Ms. Slagle will hold primary responsibility for overall service delivery and operational quality. She will oversee an experienced and professional management team, and will be directly responsible to the City for all areas of this service. As Project Manager for this service, Ms. Slagle will continue to draw on Mr. Larry Slagle, now Chief Operating Officer for Tectrans, for support at the corporate level. Mr. Slagle will be available to Ms. Slagle and to the City as a direct resource for any necessary corporate support from Western Transit or from Tectrans. MAINTENANCE MANAGER Mr. Dom Dang is the Maintenance Manager and is currently responsible for overseeing all of the maintenance functions for the vehicles that operate the Seal Beach Senior Transportation Services. Mr. Dang has been directly involved in the maintenance of paratransit and dial -a -ride vehicles in the 24 -years he has been with the company. Mr. Dang has gained personal experience, and has managed the maintenance function of others in every aspect' of the maintenance of specialized paratransit vehicles. Mr. Dang is experienced in the maintenance required for all types of paratransit vehicles ranging from sedans to 30- foot, low floor midsize buses. Mr. Dang is also experienced in all fuel types and power plants, including gasoline, propane, and diesel. Mr. Dang 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. STAFFING PLAN The following table presents our complete plan for staffing the Seal Beach Senior Transportation Services, from project management to front line staffing. The table includes typical job duties and full -time equivalent assignments for all the categories of staff needed to successfully operate the fixed route and dial -a -ride services. Over time, the staffing needs of transit services may change due to service changes, operational conditions and funding challenges. Tectrans management reviews these conditions on a regular basis with our customers, and makes changes to staffing levels as needed to maintain exemplary customer service as well as efficient and effective transportation operations. TCC T R4NS 11 3,1e.-S°°'" lyfa7(!4i /o♦ ft q Sw �C� }� s s , � t � a s ms` , se -v , I) p A• m Q 141-0 rk,y 1 a3 �s ^ a "' -.- _ tea@. lJY3, -�•4': Title Typical Job Duties The Project Manager is responsible for providing transportation operations with high on -time performance and excellent service to Project Manager customers. She selects and manages all operations staff, monitors • Ms. Diane Slagle performance and works aggressively to identify and solve problems. As a leader of front line staff, she is a real people person and focused on delivery of excellent service for our customer. The Maintenance Manager provides supervision of the total vehicle Maintenance Manager maintenance program, including compliance with our preventative Mr. Dom Dang maintenance program, regulatory compliance, routine and specialized vehicle repairs, and quality assurance. Technicians perform hands on vehicle maintenance and repairs of taxicab vehicles. Under supervision of the Maintenance Manager Technicians they perform preventative maintenance inspections, routine repairs, and larger parts removal and replacement. Dispatchers track service delivery throughout the day, maintaining data and voice contact with drivers in the field and assisting them in Dispatchers providing excellent, on -time customer service. Dispatchers make adjustments to routes and schedules as needed during the service day to accommodate changing needs, emergencies and other service events. Road Supervisors are specially trained staff that provide direct • oversight of vehicle operators and dispatch staff. They provide key first person observations and problem solving in the field that Supervisor emphasizes the delivery of excellent customer service by vehicle operators and dispatchers. Common responsibilities include vehicle operator scheduling, monitoring call center functions, and overseeing window dispatch operations. Vehicle Operators are the "face" of Tectrans to our riders. Many times they are the only person a rider will ever see or talk to personally. A driver's responsibility is to operate vehicles on pre - Vehicle Operators assigned routes and provide a safe, comfortable and on -time trip to riders. Their focus is to provide every passenger with a safe and happy experience. OPERATORS VEHICLE OPERATOR RECRUITMENT AND HIRING • Having successfully worked with more than 100 universities, public agencies, and private companies, Tectrans offers considerable experience in all key human resources areas: • Personnel recruitment • Employment screening and relations 12 gy p. • w� i a.* c -.. >c g` rD- 4 0 0 0 O O l lY. "K� $" � A8� • Hiring processes and procedures • Training and refresher training for all employees • Wage and benefits administration • Progressive discipline program • Supervision and management Under current economic conditions, recruitment and hiring is not the same challenge that it was even two years ago. While we can attract willing workers more easily than in the past, there still are challenges to overcome especially in the mobility market where customer service is such a high priority. Tectrans is dedicated to recruiting only the best employees for the Senior Transportation Service which is why our current Operators have received high praise from their passengers. To achieve that goal, our recruitment and hiring policies are designed to reduce employee turnover, a problem that has plagued the transit industry for many years. Our plan is to implement strategies for the recruitment of qualified employees for the Senior Transportation Service to achieve the lowest possible turnover rate. • Avesta CandidateCare Workforce Development Program The Avesta CandidateCare Workforce Development Program is designed to support the Tectrans Human Resource effort through a comprehensive recruitment, selection and hiring program. Avesta combines best -in -class technology, Human Resource process support and collaboration by specialists in the behavioral and industrial sciences into a standardized format and a standardized scoring system to rate and track applicants. Specifically, Avesta produces talent management and workforce development solutions through custom materials and management tools. The CandidateCare program is designed specifically to assess transportation industry staffing, including drivers, dispatchers, office staff, and transit supervisors /managers. It begins with a series of assessment tools (hurdles) designed to screen -out unfit applicants. The individual steps, or hurdles include: • Customized Career -board and online Applicant Tracking System • • Organizational and job related on -line Pre - screen surveys (pass /fail knock -out questions) • User and administrative portals for customized Job -Board postings and status dashboard, online employment application, pre - employment forms, digital signature technology and metrics /tracking database • Fully customized and automated candidate status update, selection and rejection e-mails • Construct valid competency assessments (to be verified through job analysis), measuring validated paratransit job- specific competencies that include: Adaptability, Compliance, Conscientiousness, Customer Focus, Response to Stress, Safety Orientation and Teamwork • Validated paratransit job-specific structured employment interview (with behaviorally- anchored items and online scoring template) • Online skills based assessments including; Numerical Ability, Reading Comprehension and the Ability to Follow Directions • Hiring and performance metrics management platform • EEO data collection and reporting *Avesta CandidateCare is scheduled to be brought online in the second half of 2010 m :. — TCCTR/�IVS � �.` 13 `IL '- ` '%'" _ =' ia4 `a.t 3c M tip \ ,,,; d� � N.. • m f..10�00 - .0 O aswFT•a � z kk , ?.t ... _— �s;+t'.a MINIMUM VEHICLE OPERATOR QUALIFICATIONS Equally important to attracting a qualified pool of applicants is making the right hiring decision. Sound decisions rely on well - defined description of job duties, acceptable hiring standards, selection criteria that identify the best, and a strict adherence to the process which makes it all work. Our screening process starts with the basic hiring standards: • An accurate and valid application • Minimum, five years of driving experience • Minimum, 50,000 miles driving experience in the US • Minimum, 25 years of age • Successfully pass a U.S. Department of Transportation physical examination. • Successfully pass a drug and alcohol screen • Have the ability to obtain the special permits and endorsements • Possess a Commercial Drivers License • Have an adequate command of the English language • 10 Year DMV History • No record of DUI or DWI • No felony, narcotics, drug /alcohol, moral turpitude convictions • No conviction of reckless driving or speed contest • Background check: satisfactory appraisal from prior employers, at a minimum, or verifiable references from past three employers, or last five years of employment ONGOING MONITORING OF CREDENTIALS Even the most stringent of pre - employment screening measures will be ineffective if they are not monitored on an ongoing basis. As recognition of that, we enroll all drivers into the Department of Motor Vehicles (DMV) Pull- Notice program. In this proactive program, the DMV notifies us immediately of all changes to a commercial driver's record, and provides an annual update if there is no license activity. In addition, we track driver credentials through routine standard reporting practices, and verify all driver credentials daily through our window dispatch process, including drivers license, medical certificate, DMV certificates, and others. OPERATOR UNIFORMS All drivers for the Senior Transportation Service will comply with the Tectrans dress code requirements including proper shoes, shirts, hats and jackets. The typical uniform for a Tectrans driver is a grey shirt with coordinating black pants. Our focus on customer service requires a neat and clean appearance standard, which is enforced daily by window dispatchers and spot- checked daily in the field by Road Supervisors. Uniforms are customized to the needs of every customer and will include branding as desired by the City. • _ _ ....a..w...stxa.�. zi =. - r�' Em tKk..=t +Fs3 ' . d 14 O o O - O � � r i L7 � #.a c tai'"- ,fn. 4 a r` . �4S dot1^.rt., 3x . 1. at. PERSONNEL POLICIES Tectrans is fully committed to being the employer of choice for transportation professionals. Company policy prohibits discrimination based on race, color, religion, creed, national origin or ancestry, age, gender, sexual orientation, veteran status, genetic information or characteristics, medical condition, physical or mental disability, or any other consideration made unlawful by federal, state or local laws. We maintain strict compliance with all federal and state employment laws. At a minimum, compliance includes the following: • Federal Civil Rights Act of 1964 • Federal Immigration and Nationality Act • Americans with Disabilities Act of 1990 • States Fair Employment Practices Act • Equal Employment Opportunity Commission Regulations Equal Employment Opportunity Equal Employment Opportunity has been, and will continue to be, a fundamental principle at Tectrans and all affiliated companies, where employment is based upon merit. We want to have the best available persons in every job. This policy of Equal Employment Opportunity applies to all policies and procedures relating to recruitment and hiring, compensation, benefits, termination, and all other terms and conditions of employment. To comply with applicable laws ensuring equal employment opportunities to qualified individuals with disabilities, Tectrans makes reasonable accommodations for the known physical or mental limitations of an otherwise qualified individual with a disability who is an applicant or an employee unless undue hardship would result. Any applicant or employee who requires an accommodation in order to perform the essential functions of the job should contact the Human Resources department and request such an accommodation. The individual with the disability should specify what accommodation he or she needs to perform the job. Tectrans staff will conduct an investigation to identify the barriers that make it difficult for the applicant or employee to have an equal opportunity to perform his or her job, and will identify possible accommodations, if any, that will help eliminate the limitation. If the accommodation is reasonable and will not impose an undue hardship, Tectrans will make the accommodation. Harassment Policy Tectrans is committed to a work environment in which all individuals are treated with respect and dignity. Each individual has the right to work in a professional atmosphere that promotes equal employment opportunities and prohibits discriminatory practices, including harassment. Therefore, Tectrans expects that all relationships among persons in the workplace be business -like and free of bias, prejudice, and unlawful harassment. Our company stands firm on the belief that everyone employed provides value to our business and will always be a key factor in our success as an organization. To that end, we have adopted an Open Door Policy in order to further demonstrate the value we place on our staff. This means that every Manager's door is open to every employee. The purpose of the Open Door Policy is to encourage open communication, feedback, and discussion about any matter of importance to our employees. The Company's open door policy means that employees are free to talk with any Manager at any time. TECTRANS 15 z. ' j o - +fro t3a a o o i ii b,�>w :r cei. � Cam` z: , \�x Each member of management is responsible for creating an atmosphere free of discrimination. Further, employees are responsible for respecting the rights of their co- workers, clients, consumers, and vendors. A Manager or Supervisor has the responsibility to address the concern and help our staff c!c �, ; members understand workplace practices, processes, and business decisions ' x( r ;2 ^ t , If an employee does not feel comfortable discussing his or her issue with = � • their immediate Supervisor, the Open Door Policy allows an employee to °4 N c1 . 4 discuss an issue or concern with the next level or Management and /or Human Resources directly. All Managers and Supervisors shall be willing to # �+ � lt listen to any workplace concerns and help with resolution or clarification. .111 _ `t• Employee Handbook The Employee Handbook applies to all employees of the Tectrans family of 'iy'``*�? • Q s..., companies. It provides a guide for all employees of Tectrans in implementing s- ° a i s 1 4rf basic Human Resources policies, such as Equal Employment practices, Open r Door policy, and others. When combined with the additional policy NZW statements, these documents form our core guidelines for performing daily P tasks and achieving common goals for every employee from management to front line staff. The Employee Handbook covers all basic employment information, and describes our universal policies and practices. The handbook is designed to provide our employees with information about the policies and the benefits of our organization. In addition to these standard policies, the handbook is customized for each terminal operation to reflect the specific individual operating conditions of the terminal, including adherence to union requirements and collective bargaining agreements, physical conditions of each terminal, and the operational needs of the clients we serve. While the complete Employee Handbook is provided for your review in the Appendix at the end of this proposal, the handbook covers the following important policies and procedures: • Employment • Time Off • At -Will Employment • Paid Time Off • Equal Employment Opportunity • Holidays • Eligibility Requirements • Bereavement Leave • Background Checks • Jury Duty • Human Resources Records • Military Leave • Compensation • Religious Observances • Pay Schedules • Family Medical Leave • Work Week Definition • Pregnancy Leave • Overtime /Non- Exempt Status • CA State Disability Insurance • Transfers and Promotions • Paid Family Leave • Hours of Work • Leave of Absence • Attendance and Punctuality • School Leave • Hours • Time off for Victims • Meal and Rest Periods • Lactation Accommodation TECTI ANA Z tea f"� d� !t - • i\ -- _ _ - «,..,..- ..7, .Te"..3z' Ss+ 9.4 i riMf � ... � A s h S ,r".f � ic ry s: 16 :. r le' O ,7 , _ F QOO O )u O C " ifir� �s �Y ` • - `�, yet r t r� // • i I - W f (t..1%1\1 • • Employee Benefits • Personal Phone Calls • Medical Benefits • Solicitation and distribution • Dental Benefits • Smoke Free /Tobacco Free • Changes to Benefits • Substance Abuse • Worker's Compensation • Safety Policy • On- The -Job Policies • Injuries • Business Ethics • Accidents • Professional Conduct • Emergencies • Quality Statement • Security Policies • Open Door • Guests and Visitors • Bullying • Children and Pets • Nepotism • Company Property • Non - Discrimination • Theft and Vandalism • Anti - Harassment • Investigations and Searches • Attendance • Emergency /Crisis Communications • Dress Code • Facilities Policy • Personal Appearance • Clean Workplace • Hygiene • Work Areas • Employee Conduct • Financial Policy • Corrective Action • Travel and Expenses • Job Abandonment • Training and Seminars • Violence in the Workplace • Leaving the Company • Weapons in the Workplace • Resignation /Termination Procedures • Confidential information • Post Separation Procedures • Use of Computers and Equipment • Reduction in Force • Email and Internet Use • Voice Mail Use TECTR4NS » � J :.�,—_,� raxasl,"��., 5 a�'�i�,'�Sxt�l£c :hi:�-�, ` �m�`w:. I'§v rY��;va?,� xcrw 4 ro 17 z • D` `r u e.- - n r x t ,p irar r'. ,. , �+- _.. ;P:+F�d ° 00 ` ri0" t-: �a 'i s� nF ., - 21}. a ; / Q t QO(G f- o iti .'"' 'N 34 c- i 'L r c --. q=1-3, e 441 es . 9 �- Wages and Benefits The table below presents our plan for the wages and benefits provided to our staff operating the Senior Transportation Service. Wages and benefits are adjusted over time to reflect changes in market conditions, individual performance and contract conditions. Wages & Benefits Plan -c- - 5_ E ( O N >, N N N a r 0 5 E 0 a) m Position X w o > = o m ru m w C V a a '5 N U C o z o_ a m m 0 "' 2 Project Manager ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓ Maintenance Manager ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓ Technicians ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓ Dispatchers ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓ Supervisor ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓ Vehicle Operators ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓ REMOVAL OF OPERATORS Any operator receiving three or more valid customer complaints within a rolling 3 -day period will be subject to a thirty (30) day probation period. • Tectrans understands the City will notify us, in writing, of any operator determined unsuitable. Within ten days of receipt of such notice, we shall, at our sole discretion, either propose to replace the operator or present to the City a plan for correcting the operator's performance deficiencies. If either the City rejects the plan or the operator's performance deficiencies are not corrected to the City's satisfaction within the 3"' -day plan period, we shall immediately replace the operator. CUSTOMER FEEDBACK POLICY AND PROCEDURES We believe that first impressions are paramount. We use written customer feedback surveys, comment cards onboard vehicles, email, and web -based feedback as typical methods to gather information regarding the driver's behavior, his or her driving, and the condition of the bus. This process is used by our Project Managers and our senior management team to routinely monitor driver performance and track our service delivery. In addition, we conduct scientifically sound, random sample surveys of riders to gain additional insight on our shuttle service in general, and our customer service delivery in particular. One of our Tectrans family companies provides contracted call center and customer contact center services to private businesses. Located in Los Angeles, our customer contact center staff has the capability and experience to conduct truly random sample, telephone -based survey interviews of riders to gather scientifically valid results for use in the management and evaluation of our services. With annual comprehensive surveys developed in partnership with City staff, we can provide critical service `�— TECTRANS , a 18 i. • c .'F a r w Ve. ' i a .+ .'l I< ,,�;; • 5 COO� O 3 r p a ` .nr:KtIS: ,, A Ain> • q . " . � " ' . � . ,f=F „ �S±t�tic� /� -ux e #mom - information to improve the effectiveness and efficiency of the program. As a Tectrans family company, we can offer this value -added service to the City as needed. We pride ourselves on our exemplary record of quality customer service and continue to focus on this aspect of our business. All customer complaints will be promptly investigated and followed -up on by your Project Manager. Each complaint is entered into our Customer Feedback database to permit monitoring of customer comments, and to detect any trends in customer comments related to overall service or a particular driver. Our policy is for all complaints to be investigated and a preliminary response communicated to the individual making the complaint within 24 hours. This also includes response to City staff as well. The investigation and follow -up will result in resolving the customer's complaint, and hopefully, continued use of our bus service. CUSTOMER FEEDBACK OPTIONS Our policy is to provide customers with as many opportunities and methods as possible to give us their feedback. Typical methods that will be used for the Senior Transportation Service include: • Customer comments via telephone • Customer comment cards onboard vehicles • Customer comments via email • Written customer feedback surveys • Telephone customer feedback surveys CUSTOMER SERVICE RECOGNITION • A key element of our Customer Feedback Policy includes recognition of drivers and staff who provide superior customer service. We use a driver incentive program which recognizes those drivers with outstanding driving records, positive customer comments, and exemplary conduct. TCCTR NS t s __ - . e.. w... z.�.: ,� o a o +artZ + e l 0 . f '' V ' - �n .��, 9Q' y � iE' ''11'..-` y v ry 1 0 n: 00. ELLGIlyo ll ri r A > 2{ "' " o .. _ TASK 2: TRAINING AND SAFETY PROGRAMS TRAINING PROGRAMS Our philosophy is that driver training is the key to safe, dependable vehicle operations. _CC i BANS rti Expert drivers who follow all procedures in detail will ensure that buses operate on time and are dependable for our customers. DRIVER TRAINING PROGRAM DRIVER TRAINING Our basic training course is 80 hours in length, including 40 hours of classroom learning and related testing, as well as behind - the -wheel learning, evaluation and testing. During these 80 hours, the successful applicant receives CPR and First Aid certifications and +t' contract - specific training. Day One Training begins with Company Safety Policy. Our policy teaches the applicant the three priorities of service; Safety as number one, then Customer Satisfaction, and finally Efficiency. In any situation, decisions are made using these priorities in order. Day One training continues with Wage and Hour laws, ADA law, Hazard Communication, Drug and Alcohol and other company and legal policy. Day Two Focuses on customer service techniques and guidelines for assistance. Candidates learn to identify and use various communication techniques, and how to best communicate effectively with the public. Our focus is on providing safe and friendly transportation. This includes communicating with those with communication impairments. Day Three Teaches the applicant how to transport those with special needs. Applicants learn how to safely load and unload wheelchairs, properly secure individuals in numerous wheelchairs, scooters, and with different tie -down devices. During this day we also teach drivers they are not the transit police and that fare disputes and other non - threatening rule violations are to be reported to management rather than result in confrontation. Day Four Is the first half of Classroom Defensive Driving Instruction. This critical course teaches the applicant how to recognize and avoid situations where the other driver is not paying attention. We teach that any incident, no matter how small, puts the passenger, themselves, and the general public at risk. Day four continues teaching map reading skills and navigating route sheets. Drivers who are aware of where they are and where they are going are more likely to pay attention to the road and are safer operators. Day Five Sees completion of the Defensive Driving Course and how to handle different on -board emergencies including passenger needs, weather concerns, accidents both involving our equipment and not. TEC t R/,�NS x _ - ri Yi9'.f�}d!` ll 2K btT!'.i °v litak.7arfh. S`d$.ta -Va„. 20 �/ 0, O :'00 O O A , �t ',' ES •-'4` f , an Day Six • . Is in vehicle driver training where the driver (re)learns general driving skills, pre trip inspections, proper radio operation, fueling, fare collection, and post trip procedures. Additionally drivers learn our company standard of 100% on -time performance and how to achieve it in a safe manner. u "-.,s; Our entire course is supplemented with video, charts, illustrations and twice -daily review ° a tests to insure and reinforce the applicant's knowledge. In addition to the basic program, training in advanced topics and specialized certifications are also completed by our training .Co staff on an as needed basis. Specific training or permit certification items such as General Public Paratransit Vehicle (GPPV), Vehicle for Developmentally Disabled (VDDP), air brake certification, School Pupil Activity Bus (SPAR), etc are provided as needed or as required by • the contracted service. CONTINUOUS TRAINING Tectrans provides this training through mandatory safety meetings held each month. Safety meetings are our opportunity to provide new information, the latest safety techniques, and additional training on company policies to our drivers. Above and beyond this monthly safety training, all Tectrans companies receive weekly safety messages as reminders from our national safety director, with timely topics. Each weekly message is delivered in both English and Spanish to ensure that the messages are readily understood by all of our drivers. Drivers are evaluated on a regular basis. Those drivers that fall below expectations are re- trained and re- evaluated for job suitability. For example, a driver who has an accident will receive re- training. This training is tailored to the specific employee's need such as defensive driving methods, map reading, or using proper radio etiquette. REGULATORY COMPLIANCE Tectrans and our family of companies have extensive experience providing fixed -route transit and dial -a -ride services to the public. 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 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. As a fully qualified transportation provider, Tectrans maintains complete compliance with all regulatory agencies and regulations affecting our operations. From initial driver 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) • Pull Notice Program • Employer Testing Program (ETP) TECTRAIMS - P U r: 21 '°§ s r r w. $ 1 , '4:2.)1 7 S. z. to , a P.A - ..,xiB*,. _ ,A�$�f I 1 0 40 G 0 r I r . SL- , h t � is 9 y# a s} tt.r �a'1 At :::? �..F:4'8.A 1 -4 (a fit I • General Public Paratransit Vehicle (GPPV) Certification • • Vehicle for Developmentally Disabled Person (VDDP) Certification • Department of Justice • LiveScan Background Checks • California Air Resources Board (CARB) • Federal Transit Administration (FTA) • Federal Department of Transportation (DOT) • Transportation Security Administration (TSA) • Drug and Alcohol Testing Program • National Transit Database (NTD) • 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. Tectrans supports our local transportation operations, supervisors and managers with direct assistance from our corporate and regional offices. We maintain an extensive Human Resources staff and compliance program under direction of Pat Gaudin, our Senior Vice President of Human Resources. In addition, Jorge Flores, our Director Safety and Regulatory Compliance supports field locations with direct assistance completing common documentation and implementation of standard programs and policies. Likewise, Todd Baker, our Director of Recruiting and Training, ensures that all local staff have the most current and effective resources for driver recruitment, qualification and training. DRUG AND ALCOHOL TESTING Tectrans 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, Tectrans 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 T ECTRANS _ 22 p . r .- . ss "' '',� -� -- 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 Tectrans 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. Our Substance Abuse Policy covers the following critical elements: • Covered Employees • All Safety Sensitive Positions • Prohibited Conduct • Alcohol Use • Drugs Use • • Testing • Drugs • Alcohol • Pre - Employment • Reasonable Suspicion • Post - Accident • Random • Return -To -Duty • Follow -Up • Returning to Work Procedures • Medical Review Officer • Substance Abuse Professional • Lab Testing • Consequences • Training • Retention of Records • Access to Records • • Record Retention Standards • Designated Employer Representative • Management Information Systems • 23 J I °r t t. �i o 6 4G G B ri G -N 'S \:�_atiIl / i gy CALIFORNIA OSHA Tectrans is in compliance with all California OSHA requirements. An Injury and Illness Prevention Program: Safety and Health Program is in place. All workers, including managers and supervisors, are responsible tor complying with safe and healthful work practices. Our system of ensuring that all workers comply with these practices includes: • Providing safety information to our workers • Evaluating the safety performance of our workers • Recognizing employees who perform safe and healthful work practices • Providing training to workers whose safety performance is deficient • Disciplining workers for failure to comply with safe and healthful work practices. Our communications system encourages all workers to inform their managers and supervisors about workplace hazards without fear of reprisal. Our communication system includes new worker orientation, training programs, safety meetings and a system for workers to anonymously inform management about workplace hazards. TECTRANS - ,--: ds �i 24 , o c a o * ,�a �4 > g R ..- k ,>.� °_'°°_..s.....,,,., ` .� r /.,9 f I., tOO ' .$l 0 r e i -.'hv :' -r .�»,,.�- f� - 3 v 4 T d °�, rye �....�.+ °,j TASK 3: RESERVATIONS, SCHEDULING, AND DISPATCH . The City of Seal Beach Senior Transportation Services will utilize one primary dedicated dispatcher. Passenger trips requests will x r g ' be handled using a designated City of Seal Beach Senior ` - 'C'" _ i u a Transportation Services only number, which would ring into fx , - . : Tectrans'multi -line telephone system. Reservations and j4YLl, ' L !• , dispatching assistance are available to passengers phoning in, in ;f� � ' F , 5kr both English and Spanish. Trip reservations would be accepted 4 , "� . _ • , (4' ' ="' , 6 i^' between the hours of 7:30 am and 6:00 pm, Monday through A. � t .-,;: a 4 Friday for the following day up to one week in advance on a first i t $ $ . s • come, first serve basis. Same day calls could be accepted if space ' i t!� a 4 _ 4 is available or in the event of a cancellation. Cancellations made . fi r.4 *,,,,,, E," Y '`'_'" — , `' over the weekend, utilizing the voicemail system, will be �t processed immediately upon start of operations the following Monday to ensure there is no unnecessary no -show activity. The Coordinator will monitor driver check -in, assign vehicles and routes, respond to emergencies, communicate with maintenance to insure sufficient vehicle status, document daily operating status and incidents, and oversee driver check -out at the end of each shift. Scheduling /Dispatching A computerized scheduling and dispatch system is currently utilized for the Senior Transportation Services. This highly effective system allows trip requests to be entered into the system and then to be scheduled into the most efficient route. This system allows the company to identify the appropriate run for an individual passenger and to provide a confirmed arrival time, within established parameter. In addition, it allows for comprehensive reporting and analysis. Any trip changes made after the route has begun will be communicated by Nextel handsets. The Nextel Direct Connect, push to talk, walkie - talkie feature will be the primary method for communication between driver, dispatcher, and supervisors. 1 i.,..,,,..____ ( TECTR/,�NS *:. , _, .�<... _ - _ - .e.�,snw.c'x5t'vs -. 2+ }, c.. ay s��n � . aVil 25 r ,a " {yam,. sra r e ` pe , .— .c : -5 yfa .. w i ° 066`0 [O Se „ a :•. r'. +'' A A xr' ' Y .3a.- �Y" ---: . ( •� - t'47 k ' �/ G r a r O O C i a��..1 t . Sx. � x i . •: 'di p• e tal, ;!: V'. .=F . ,. °. Cal . TASK 4: VEHICLE OPERATIONS SERVICE SCHEDULES Tectrans (as Western Transit Systems) has over 8 years of experience working with the city to structure vehicle deployment schedules that accomplish the desired goals of not only the City and Tectrans, but also the ridership. This success is attributable to the combined efforts of a well trained operator force, a service savvy dispatch crew, managers, supervisors, and city staff who are in -tune to the overall goals of the service and are dedicated to making it a continued success. DRIVER TRIP. SHEETS AND MILEAGE Drivers will utilize daily trip sheets to capture all of the raw data for the service. The trip sheets will be used to record the hours and. miles of operation, number of passengers transported, pickup and drop -off time, and revenue collected. VEHICLES Tectrans proposes to operate the Seal Beach Senior Transportation Service using one dedicated vehicle with an additional vehicle added as determined by the city.. BACK - UP AND OVERFLOW SERVICE The proposed coverage may be supplemented with additional vans or sedans if service demands increase. VEHICLE STORAGE All vehicles will continue to be stored at our operating '" ;,. VA" g '� tt a;.�, i - 1 0 41 - > "X i ) . 4 F „ , ` location at 1619 E. Lincoln Avenue in Anaheim. W'' q " '4iL 's a s' 7 .f . � r '1 a,,.'- *ss� _ sypx,._. 1 Pi.: Sro .. ! r , ° ,` g 12 te a. , .... -n >', 4�' __ _ ,, 4344-W-4,-.,-,-,.. a a TEC TRANS - ��„ f , er ,,rte, �� 9 C�� «.« a y ,- 26 v 000.0 • O t r e O s } k° ,,'a`e -- ,r x s ° a �' 1 ,.- 1',;` - �. §-; s / 0 r . X00. O 0 k • - r ee: - , r 'r ` Y n : ' 4.fCP.N11/ . TASK 5: PERFORMANCE STANDARDS — MANAGEMENT AND OPERATIONS We understand that the City will monitor the performance of the Senior Transportation Services to ensure that standards, agreed to by both Tectrans and the City to be fair and appropriate, are being met. However, it is the goal of the company to continue providing the highest quality customer service and trip efficiency. 4 Seal Beach Leisure World Golden Rain News/May 20,201D — _ NEWS C I - - PERS PECTIVES • Remember When — - -- - -- e Editor's nose: Remember D1 y 35,1950- open houses. Seal ' ■ Credits :.r Kudos Mien red b' she Leisure May 15,1980, headline were holding Mien it presen y in The Golden Rain News de- Beach was onimalh the appreciates known as C Ars & Kudos uoh:dc the t $ name a r al World Hatoncal Society Help scnbedthe ei WorldGarden Anaheim aniline tCity . n _ make history live tell your Club celebrating iisg its 16th ..ear May is. ionaq - The n The Golden and i i errd or ceJor o re''"' Me aoa o a bacmess nr ' ' slain, memorabilia - lain The club is new celebrating So. Aa pe :: G n en old il ter am Fend°,o:nden"e" t or on.. mconnnendaron by The f.W New' or _ plans in n I R r more 46. Congratulations agetuiations on reaching to open a hospitality con Cjo Fermin:: a t n, c Dorcas Mc- middle age. the Clubhouse os Lobby announced on June • vild u s9 or May 753 br'hda Sa lubIn ou ,D. , tb a a where center more hen vi p rov i deidbyt Alargx Rhin the outstanding visit i'h u Leisure Museum M oa of the ood birthday of Seal house de 6s whey more rved service provided rogr ZW. the bus driv es for the he City of of h2- Clubhouse path Le an. a / Wor Wor -e / Thrvsdays front Beach Many cityhood es was a scrvIces 'c00b0 residents el a day me served Seal World or t o r m. While cr residents at flo ' Many city offices and der scrvims coffee e and refreshments. Leisure \Vend to the local shopping ing enr, teers ennd il back. 7.:drly makes them feel special as they vavel in his Dower bedecked bus. • JUST A CON.tfEV1 The __ N �� SL Notice to Readers: E � CULP/ (% zzt' `or all clubs and organization to c dsinar Rp neernemsvt location. Restrictions clarified regarding I • Hygiene Assistance pin I[Slrei hL ' ' letters to the editor and s 9 • Meal Preparation Se New- N M2 5il from residents' g • Li uest columns Light Housekeeping in a 125.5-mile nec race froth N In order to comply with the Davis - Stirling Common In- r79 r ` • Errands & Shopping Baja tares[ Development Act, during p pan Beach to the Dawn Ensenada. Ba a Uu ar. PP 9 the campaign n period for California, on file Dawn Trades ' y in 25 hours.'' -a minutes and 33 GRF and \lumal elections of approximately 120 days • care for family, caregiver ° seconds. The Iensth of the race beginning in mid-February. letters 10 the editor and resi- I • Live -in, long -term, temporary was lnenrrccllrdstedas 60 miles dents guest columns will not be published in the Golden M me May 6 issue of The News. Rain News. This includes. but is not limited to, submis- RN, LVN, CNA, PT and Caregivers Rates: —' sions from GRF and Mutual Directors, whether they are 1 Live -in or 24-hour—starting Eacao ws s seeking of staning at $130/day photo in thpde May nundera 13 issue ttzfice or not and whether sent anonymously or Hourly starting at $13/hour (e-hour minimum) incorrect.'rhe cation should with by-lines. and registered candidates for GRF and Mu Flaws varyxeroCUOw level orcare have read: Mike \ nvales, vice tuat Director positions 1 (424) 222 - 0197 president, Betty es Hobbs, sec- t b ■ Alice Haila'ood, treasurer, �:,:. E AICAREPROVIDERSC�antnel - and Christy'ROmcro,communily •O en House tanned today in CH2 representative. Orange County ouse p Bonded, Licensed & Insured FireAnmority- aaerepmgramon The Where W e Live Club will continue the discussion ab t fire safety hosted by the church- the proposal for a community name update at an open house :_. 316 Carson St, Suite 201 wvnv.EAlCareproviders.mm 6:30-8p m. today in Clubhouse $. Room4.A4cmbcrs will br =l:- CarsonCA9D]49 SB licensc$EVA0001 i The News 430 -0534 abletodiscussthe topic informally ,oneon one, Orinsmall - • • • • TCCTRANS - y erg � ' � _ .. ` 4r - -- ::_ -." _A._a..... -vat w �,RO..-,.._= a >.__ _ a r t+a .:.r 'I'k -. . bYI- 4' �L 27 4 + :: 454- a x a Y" P� ' . .: 2 ' 4 �: • :; nb.�:- .:ter.. -.. :�.. TASK 6: DATA COLLECTION AND REPORTING DISPATCH LOG Our 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 day and, particularly, any and all accidents, incidents, road calls and other unforeseen events which occur including any response taken. We shall provide the City's Project Manager with an electronic copy of all Dispatch Logs for the previous month in a format compatible with the City's software ACCIDENT REPORTING AND FOLLOW UP All accidents will be recorded on the Dispatch Log and will be responded to by a Supervisor or other member of management. The Safety and Training Department will thoroughly investigate all accidents including any appropriate documentation of the accident. A copy of the company's accident report is included in the Appendix. All accidents and incidents will be communicated to the City within 24 hours of occurrence and any accidents of serious nature will be communicated to the City immediately. DAILY AND MONTHLY OPERATIONS REPORTING Monthly, weekly, and daily management reports will be prepared, reviewed and submitted by your Project Manager, Diane Slagle. 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 the City today as well as any additional reports that Tectrans and City 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 requests. All reported incidents which are of an emergency nature or considered a media -worthy event, shall 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. REPORTING Our staff will conduct on -board data collection for demand response services, in order to compile statistically valid passenger -mile data. In addition, our staff will coordinate our reporting efforts with City staff to ensure compliance with changed, updated, or revised reporting requirements. KEY PERFORMANCE INDICATOR (KPI) REPORTING Tectrans maintains a standard Policy and Procedure for all of our transportation operations that includes collection and reporting of standard operating statistics. These reports are used for our internal reporting and service monitoring tracking of Key Performance Indicators (KPIs), and these reports are provided to our customers as a direct report and back -up documentation for the customer invoice. These Microsoft Excel -based reports contain the KPI TEC i RAnF5 28 �.,4 6 `n .s. x c y 5 � standards our management and staff use to track performance, and are customized for each contacted service to reflect the needs of the particular customer, service type, geographic area, or ridership needs. A representative sample of our Microsoft Excel -based reporting package is provided below: Fleet Utilization by Terminal - East MPGs by Terminal- East 100.00% 10.00 • 90.0090 1 9m '' 6 8 ' y l 1 8.00 I t 5 f 80.0014 - ' 1. l 1 7.00 I F , 1 i 1 p t - 70.00% j_s! _ 0. 1 t x } 3 s.0 1 1 . i � 7 16-0402 _ so.. 1 . l ; 1 ¢ � 4 1 1 qJ @ 6 @@@ ___ 0.00 Ili 1 9 . __ e , 1, i : II; 7 • t 1-Apr-09 1 -1un'9 1-Aag-09 1-Oct-09 1-0ec -09 1- Feb-10 1 -Apr-09 1 -1303.09 1 -Aug -09 I -001L9 1-0410.09 1-886-10 4409 466_o9 14409 346-9 HI" p09 I &409 1 0009 "4" 3 •n 10 4"49 F1l 644MO I 651.09 I M. 091 14409 1410 .*310 9 9 1 S. A 08 09 146 09 0.[0 m 9 I I 0 164 1 W 0 rIO I AAA 84.446 6444% 6636% 66.676 6. . 6 73916 70.65% 69.5716 . J 0.36 899 9.60 surgr.LLLIDERDALL 73 59.6 83 . 10 00 0 99.% 8% 0 95-06% 66.671E 85.01 84.17% •51616 32.404 0.o0 765 6.15 7.18 7.M 7.11 40 818 .7.30 • I 1"444"4AT 491" 4.91%14630% 8699% 60.76E 40. 61.910 657910 "9" 64-1" 62106 61.3"% "1444"64"4 397 61• 4.67 "3 359 1 361 4.19 1 4 1 4.71 4.97 436 "19 I Maintenance CPM by Terminal - East - Accidents /100K by Terminal - East so SO 4.50 0.70 400 a 10 3.00 1 . $060 _ 1 5050 , p _ 1 i $0 6 A0 LSO 1 I i I 1 s Y e. 2 W • 1 9 _ $030 ■ x . I it oso 0.00 O t�l J?g 1 -Apr-09 1 -1un -09 1 -Aug -09 1 -0100-09 • 1 -040 -09 1- 866.10 1 -Apr -09 1 -19- 1 09 1-Aug 09 1Ltt09 1-041009 1 -Febd0 Ap,09 34,09 14409 341439 . 155,09 000.03 1 x09.09 14.m 1 ,..to rob -la M9 40609 sus-as I lug 1.14 once 1 4909 438.09 ass.os asses 0an.10 1 6.9.10 3N-10 sas.scuswoco. 5031 5020 50.11 5019 50.21 1 5013 3110 1 50.17 503 0- •au 0 1 5- 5- 4CUw rcm. 195 0910 1.60 Ax 1 1.7x 3.00 096 • 5. 50.47 50.41 50.75 50.69 50.57 5033 1 5031 50 70.31 5037 6353113/111.3 0m 024 147 1.4 1s7 1 076 ass 0.72 0 . 6 3 2 . 4 5 7 . 7 8 1 .78 8 3r+uAIMCM 1 50.4 03 ' 57 5045 00.90 5035 1 $0.70 1 50.60 50.4 50.90 1 sass sass s069 . • 1594 M87 11 Y0 2.63 397 181 169 133 1 36 1 a 094 0.75 11.47 1.76 sea TECI R NS _...__ -_ _- v @ .^FMSil1 '_ 4 rriiN` t 4 r-. 56 . 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Mini �� "•[�,�. ] • yy •,'r: MVV ��K1'1i" lam ` ®il r M® � r®...1,. a, cI i.a�.5I �W a l ME= M:=M ®SID ®ISOM alaSEMICalllaIDZI !<®Ilal NM= INIESIIIKEMMIIIIIIIIIIIHIMM4310111MME■NOLIMBEIMENIMIMADIM2121 Mk/ 111100/101111111116111=171111111=11111111:1120 MEM if 111a11650111 MEM IMIOLCII■72119 al flanill all •2111111111=171 MOM IMM71=176111111MINtallIMMMISISIIIMBEINIESEDIIMIrta ® ®MS ®���® ®tea al a_ - ®:�� ®ism 11111=111111:21nlal 1111111111.11•15EMMICE al/M=19 ® IMIZMIIIIII1i ® ® ® ®���: = ®�� �(® as •711711961O®®u ®®n ®.> ®.ei l 1® ro aammi "`.... - - t>_._ . ( , .._ - t � � l Y r .! 1 1t a1 ! � .Y,-0:A ' 'f k. z w"zu..a.+..,.. -. ... - 1111 -: �. _ _,...._w.z a..'YS'tiS7.i. , ` '� .rra�.x�.'.:5 ,xw..i.. k... . 30 c. o fo .too 0 o - • j i r7 r, n ACCOUNTING Tectrans will maintain separate project costing records for its operation of the City of Seal Beach Senior Transportation Services which will facilitate review upon request by the City of Seal Beach. INVOICES AND BILLING Tectrans shall prepare and submit an invoice at the conclusion of each month for all services operated during the month. The invoice will be submitted to the City by the 10th calendar day of the month. In addition the monthly operating information reports will be submitted with the invoice. • TECTRANS - .3. 31 • "Jae Q r Q r Q O', o g xc - v �' ° .' r t h r ' ^; � . .: • ,-. K" �n� - f - t - , 744:i ' 2 4 4 ° :S y F *" c d rte^" ..�.0 /'i 5� r1 O 1.1.1 Q N' C F= ..+t✓.+^+'� - e } r a. _ w•.,- i * -'i` TASK 7: VEHICLE MAINTENANCE SERVICES Tectrans has all the tools, equipment and shop facilities to provide maintenance for the vehicles assigned to the Seal Beach Senior Transportation Services at our Anaheim facility located at 1619 E. Lincoln Avenue. VEHICLE MAINTENANCE Tectrans will provide scheduled preventive maintenance inspections (PM), remedial repairs, parts inventory acquisition and management, and other associated fleet services as required to ensure the effective and economical operation of the City's vehicles. We will furnish necessary supervision, labor, parts, supplies and sub - contracted work required to maintain the fleet in a state -of- repair. This includes standard shop equipment, vehicle lifts, parts inventory, vehicle lifts, special vehicle specific tools, manuals, and training. All work will be done in -house with the exception of body work, engine or transmission rebuilds, front end alignments, and warranty work. These outside repair items are performed by Tectrans - established vendors, and coordinated by our maintenance staff. MAINTENANCE PERSONNEL AND TRAINING At our Anaheim facility, Tectrans has more than 10 Technicians providing exceptional vehicle maintenance ^ services. We employ A, B, and C qualified Technicians, always : , with an eye to training the less skilled employee up to an'A classification. The difference between Tectrans and our ) ! competition is our people. We see our maintenance staff as a 9y'Fi ' valuable asset, and we believe in investing in each employee's training and growth. We have developed an extensive;`?; training program for our technicians, service workers, parts clerks and supervisors. r Tectrans' philosophy is to pinpoint the training needs of the individual and avoid the "shotgun" approach to training. We do not train every Technician in every area, but deliver only the training that each technician needs will use. We have formed strategic alliances with our national and local vendors to provided specialized training on specific vehicle components and systems. The vendors we work with regularly to train our Technicians include: AC- Delco, Allison Transmission, Bendix, Carrier, Caterpillar, Cummins, Ford, GMC, Navistar and Thermo King. Each Technician is given the opportunity to participate in planned, regional and national training seminars conducted by various equipment and vehicle manufacturers. This opportunity is offered as an additional incentive to enhance knowledge, reduce turnover, and provide for a greater knowledge base for the service needs of the Senior Transportation Services vehicles. In addition to the on -site Technicians and supervision, the Regional Maintenance Manager for Tectrans, Mr. Daniel Moreno, provides support and management oversight to identify areas for improvement and implement best practices across our company operating locations. He will ensure that our vehicle maintenance staff uses a well organized and well implemented preventive maintenance program which maximizes vehicle revenue time, and minimizes any service disruption such as road calls or missed pull outs. PRE -TRIP INSPECTION ♦A ,C TEC RAIMS r fy} ` ,...... . -� '::__ ... arm' °.a9�t9.- �..- 9ss ?L�'tt..4 `$m"... ~ 3 :...L . .'_ " }o .a moo a • _. ., s . _.�. r . AL i .:.w The Preventive Maintenance inspection is only one part of our preventive maintenance system. Drivers are also responsible to perform vehicle inspections before and after the end of each shift, a process called the Daily Vehicle Inspection (DVI). Beyond a routine safety inspection, this checklist is designed to spot maintenance needs early, and address them before they become major repairs. Before the start of each revenue service shift, the driver completes a full walk around exterior and interior vehicle inspection. Items checked include all safety equipment, road worthy features, and driver and passenger convenience equipment. Any defects are noted for future repair, while any road worthy or safety equipment defects result in a Red Tag status for the vehicle, and are scheduled for immediate ' repair, before the vehicle can leave the yard. We have included a sample inspection checklist at the end of this section. VEHICLE CLEANING Vehicle appearance is a top priority for our staff. Seal Beach Senior Transportation riders deserve the highest quality passenger experience possible, and a clean, presentable vehicle plays a large role in that experience. 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 Vehicle Operator's pre -trip inspection as well as a part of each technician's PM inspection. Vehicle cleanliness is a key customer service indicator and Tectrans' management team often performs unannounced spot inspections to ensure compliance with our vehicle appearance policy. All bus exteriors are thoroughly washed every week utilizing a washing subcontractor, and more often as necessary. This environmentally sound practice reduces water run -off, and all wash water is collected for proper treatment and disposal by the washing vendor. 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. • Repairing damaged seats. • Daily removal /repair of graffiti. In addition the vehicles will receive a major cleaning a minimum of once every 30 days. This cleaning will include: • Cleaning the ceiling, sidewalls, windows, ledges and dash. • Cleaning and disinfecting all seats. • Mopping the floor; removing all gum and applying a light coat of nonskid wax, after stripping old wax from the floor. PREVENTATIVE MAINTENANCE /MAINTENANCE REPAIR PROCEDURES • MAINTENANCE INFORMATION SOFTWARE Tectrans uses CollectiveFleet Pro, Version 5.1 for comprehensive CtIIeCtiVe f)ata L4 ° maintenance management and fleet data collection and reporting. This M1bA[enanc.lAanagemam Software — �? complete vehicle maintenance software package is customized to our 33 "JR o, a Fero i 'xA•n �T . - � a to ?Ai . _<- "° ° ° "..,..•+ e operational needs and gives our local fleet managers the tools needed to get the job done right the first time. With CollectiveFleet Pro, our maintenance staff is able to create and track not only work orders, but sub -work orders, create and use multi -level equipment listings, track parts inventory usage, create purchase orders, track fuel usage and much more. This powerful and easy to use shop management software program features a unique desktop design concept that gives us the power to track multi department maintenance needs. CollectiveFleet Pro gives our Maintenance Mangers, Terminal Managers, and corporate management, access to all vehicle and maintenance data, companywide, through easy web -based access, making trend analysis and reporting of KPIs part of our daily practice. PREVENTIVE MAINTENANCE INSPECTION PROGRAM Preventive maintenance is the foundation for implementing the proper maintenance of shuttle buses. The PM 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 shuttle route requirements. In particular, Tectrans performs the majority of PM inspections when there is the least impact to operations. Our goal is to have vehicles in- service during peak hours of operation. Of equal importance is the currency of preventive maintenance inspections. Tectrans continues to schedule and follow -up on all PMs in order to maintain 100% currency. Tectrans performs routine repairs, such as tire changes, brake repairs, and filter and oil changes when vehicles are brought in for scheduled PMs. Safety repairs and quick fix repairs are treated as shop priorities. Scheduled repairs are booked according to shop capacity and technician availability. Tectrans' online maintenance system CollectiveData generates a PM schedule 30 days in advance of the PM due date. And because it's automated, a vehicle cannot be overlooked or missed in the PM schedule cycle. A schedule of PMs due within the next 30 -day period is generated automatically on the 15th day of the preceding month. The goal of every PM Inspection is to prepare the bus for uninterrupted service between scheduled maintenance inspections. This goal encourages Technicians to replace suspect parts during the PM and not wait until part failure. - P Work orders, PM Reports, and our Maintenance Management System are i � , / used to document all work and these documents are available in vehicle _ f files. The most important document in a vehicle file is the "summary d. 4�, , card ". This line by line summary shows repair history, identifies items that have been repaired multiple times, indicates if a part or repair should be , covered by manufacturer's warranty, and quickly gives a Technician the 4 overall repair history of the vehicle. PM checklists are used by Tectrans technicians to perform preventive maintenance inspections. This process ensures that the technician analyzes every component every time and that all PMs include a comprehensive safety check of the vehicle. Tectrans allows a tolerance level of plus or minus 500 miles between PM inspections, using a 6,000 -mile interval. Any miles above or below the threshold are taken into consideration when scheduling the next PM, thus assuring that no PMs are missed or fall out of range. AIR-CONDITIONING PM PROGRAM Preventive maintenance for air - conditioning is performed at. regular PM Inspection intervals in accordance with the preventive maintenance 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. The regular schedule includes specific checks monthly, quarterly and annually. TECTRANS 34 ° 8 Q O. 0 �Q 176 / 7 `t$` T �?.'F•Z � 't �_, 'f , r i } `�:,. o fro m s S¢r+�cus e / 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. WHEELCHAIR LIFT PM PROGRAM Using our comprehensive wheelchair lift PM program, at each PM Inspection Technicians lube the lift and perform a comprehensive inspection of the lift. The Technician looks for structural deficiencies and hydraulic leaks. In addition, operation of the platform, sensors, barrier, and controls are checked along with the condition of the wheelchair securement devices. A specific lift /ramp inspection schedule and PM checklist is used to document lift maintenance. Most importantly, all lifts will be cycled by the operator before each operator shift begins service. Operators report all lift malfunctions to supervisors. Vehicles with inoperable lifts are not placed into revenue service, and are scheduled for.immediate repair. GENERAL REPAIR SERVICES In addition to the PM program, our total maintenance program includes all other general repair work. All repairs are performed in a manner consistent with industry standards. Tectrans will perform the following vehicle maintenance and repair activities, including: • Plan and schedule all maintenance actions to ensure minimum vehicle downtime, • Diagnose maintenance and repair needs, • Perform required maintenance and repair, • Ensure that maintenance and repair actions are performed in a safe, reliable, and cost- effective manner • Accomplish maintenance and repair actions with maximum productivity and quality of work. VEHICLE REPAIR & COMPONENT REPLACEMENT PROGRAM Our maintenance department operates weekdays with regular, off -shift and weekend shifts as needed. We maintain positive relations with area parts vendors and ensure good availability of parts. Our goal is a one day turn - around on emergency or unscheduled vehicle repairs. With our dedicated staff of Technicians you can be assured your vehicles will get back on the road soon after a repair is needed. Tectrans will track parts usage, repair and replacement, and recommend adjustments to the schedules as warranted. We will supply all parts required to maintain the shuttle vehicles. Tectrans uses OEM or other approved parts for all repairs. Tectrans has preferred national account parts purchasing programs based on our purchasing volume. This fleet purchasing power will be used to your benefit. Tectrans will procure, stock, and furnish all parts, materials, supplies, and fluids required for the operation and maintenance of the vehicles. Tectrans management practice is to reduce parts inventory to a minimum level required for preventive and routine maintenance, and to rely on a National Accounts Parts Program for daily delivery of parts for breakdown items. ROAD CALL PROCEDURES AND INCIDENTS If vehicles breakdown on route, are involved in an accident, or have any other emergency, Tectrans is committed to quickly restoring passenger bus service. Our company policy is to immediately send a Supervisor to the scene with a replacement vehicle to take over passenger operations on the route. Typically, the original driver resumes revenue recrnms _....V.._._.._b_ -- - __.s......vs&I.+: =ls:t� '3'c. ..k " x.: " a. .e 35 p" 4 1.17 Q o ©. @ i 6 ( - E � ` " .a T .:. _ Fa• • g �. -m6 Cee•A €-3{ t 42 2� EG ° ri fi > [o .p G�i� H.f.�..i �[{ z�, ... - ? p l e .: - ` . ala ignr `+. # "4 ". - -- { I fly 4r, service while the supervisor coordinates with maintenance workers to arrange repair or towing for the stranded vehicle. Our commitment is to restore transit services as quickly as possible, usually within 20 minutes. This swift reaction is possible because of our close proximity to the Seal Beach area, our constant real -time communication with drivers on route, and the large fleet of similar vehicles in operation throughout neighboring Southern California. These factors enhance our ability to provide high quality customer service and fast and efficient emergency response which no other local operator can match. In many cases we prefer to tow in vehicles that breakdown on route instead of sending a Technician for possible repair. We use this best practice in order to maintain efficiency in our maintenance shop, while Technicians can continue preventive maintenance inspections as scheduled in the shop. TECTRAnis 36 • DEPARTMENT OF PUBLIC WORKS City of Seal Beach EXHIBIT "F" - Price Proposal COST CATEGORY PERIOD 1 PERIOD 2 PERIOD 3 (09101/10 - 06!30111) (7nn1- 6130)12) (1(1/12-6130/13) ADMINISTRATIVE COSTS 1. Management Wages - - - 2. Fringe Benefits - - - 3. Worker's Compensation - - - 4. Liability Insurance 3,506 4,350 4,437 5. Other (Use Additional Sheets) - - - OPERATING COSTS 6. Supervisor Wages - - - 7. Driver Wages 24,729 30,523 31,134 8. Dispatcher Wages 8,892 11,085 11,307 9. Fringe Benefits 8,979 11,483 11,712 10. Uniforms 326 402 410 11. Training 257 321 327 12. Licenses - - - 13. Other (Use Additional Sheets) - - - MAINTENANCE COSTS 14. Mechanic Wages 12,449 15,520 15,830 15. Mechanic Fringes 2,489 3,095 3,157 16. Training - - - 17. Parts /Supplies/Tires 7,161 8,944 9,123 18. Shop Materials - - - 19. Building /Shop Maintenance - - - 20. Towing - - - 21. Other (Use Additional Sheets) - - - OTHER EXPENSES 22. Start-Up Costs - - - 23. City and Other Fees or Taxes - - - 24. Capital Costs - Specify - - - 25. Other Costs - Fuel 9,677 12,064 12,305 26. Utilities 1,227 1,530 1,561 27. Overhead 2,039 2,541 2,592 28. Profit 8,726 3,675 1,635 29. Total Costs (Sum of Numbers 1 through 28) $ 90,457 $ 105,532 $ 105,529 30. Vehicle Service Hours (Estimated) 1,800 2,100 2,100 31. Hourly Rate ( #29 divided by # 30) Annual increases will $ 50.25 $ 50.25 $ 5025 not exceed regional CPI or 2 %. whichever is lowest, in these or future years. ADDITIONAL HOURLY RATES 31. Sedan/Taxi (per -trip rate) $ 18.00 $ 18.00 $ 18.00 •