Loading...
HomeMy WebLinkAbout11-10-2015 MTC Special Meeting PacketService Complaints: Complaints regarding bus service or routes are to be directed to the Transportation Assistant at 781-7531. Reports of complaints/commendations are available to the public upon request. *Note: This amended Agenda reflects the correct meeting date of Tuesday, November 10, 2015. - SPECIAL MEETING - A Special Meeting is being held on Tuesday, November 10th at 1:00 pm due to the cancellation of the Regular Meeting on Wednesday, November 11th. MISSION: The purpose of the Mass Transportation Committee is to assist with the ongoing public transit program in the City and Cal Poly. As requested, the Committee provides advisory recommendations and input to the Council regarding routes, schedules, capital projects, fares, marketing and additional services. ROLL CALL: James Thompson (Chair - Technical), Elizabeth Thyne (Vice Chair - Senior), Cheryl Andrus (Cal Poly), Denise Martinez (Disabled), Michelle Wong (Student), John Osumi (Business), Louise Justice (Member at Large), Diego-Christopher Lopez (Alternate) Heidi Harmon (Alternate) ANNOUNCEMENTS/OATHS OF OFFICE: 4 min. New MTC Members: Cheryl Andrus, John Osumi, and Heidi Harmon PUBLIC COMMENT: 10 min. At this time, the public is invited to address the Committee concerning items not on the agenda but are of interest to the public and within the subject matter jurisdiction of the Mass Transportation Committee. Public comment is limited to three minutes per person. The Committee may not discuss or take action on issues that are not on the agenda other than to briefly respond to statements or questions, or to ask staff to follow up on such issues. MINUTES: Sept 9th, 2015 (Attachment 1) ACTION ITEMS: 1. Date Selection for SRTP Special Meeting; Route Alternatives 5 min. DISCUSSION ITEMS: 2. Committee Items 15 min. a) Discussion on Phillips/Pepper Tree Loop (per last meeting) 3. Staff Items 45 min. a) Transit Manager’s Report b) Transit Contract RFP; Scope of Work Section (Attachment 2) c) Short Range Transit Plan; Working Paper #4 Peer Comparison Analysis (Attachment 3) ADJOURNMENT: The next regular meeting will be held January 13, 2016 The City of San Luis Obispo is committed to including the disabled in all of its services, programs, and activities. Please contact the Clerk or staff liaison prior to the meeting if you require assistance. Amended Agenda* Mass Transportation Committee Council Hearing Room, City Hall, 990 Palm Street, San Luis Obispo Tuesday, November 10, 2015 – 1:00 pm ACTION ITEMS: Agenda Item 1: Date Selection for SRTP Special Meeting; Route Alternatives Committee to discuss, decided and vote on the date & time of the Short Range Transit Plan (SRTP) Special Meeting regarding Route Alternatives. (Voting Item) Staff Recommendation: Selection of date in December DISCUSSION ITEMS: Agenda Item 2A: Committee Items – Discussion on Phillips/Pepper Tree Loop Committee discussion on high frequency service levels around neighborhoods on Phillips St. and Pepper Tree St. area. (Non-Voting Item) Agenda Item 3A: Staff Items – Transit Manager’s Report General discussion and verbal update on relevant transit news, happenings, events, stats and figures by the Transit Manager. Agenda Item 3B: Staff Items – Transit Contract RFP; Scope of Work General discussion and update on the progress of the Transit Contract Request For Proposals (RFP) process including changes to the Scope of Work. (Non-Voting Item, Attachment 2) Agenda Item 3C: Staff Items – Short Range Transit Plan; Peer Comparison General discussion and update on the progress of the Short Range Transit Plan (SRTP) process including the results of the System Peer Analysis Comparison (Non-Voting Item, Attachment 3) Items for next meeting •_________________________________ •_________________________________ •_________________________________ •_________________________________ ATTACHMENTS: 1.Minutes of the Sep 9th, 2015 MTC meeting 2.Transit Contract, Scope of Work 3.Short Range Transit Plan, Working Paper #4 Peer Comparison Analysis The next meeting will be held: January 13th, 2016 G:\Transportation-Data\_Unsorted Stuff\Transportation\Transportation Committees\MTC Committee\FY 2014\5 CALL TO ORDER: Chairperson James Thompson called the meeting to order at 1:00 p.m. ROLL CALL Present: Elizabeth Thyne, James Thompson, Denise Martinez, Michelle Wong, Christopher Lopez and Cheryl Andrus Staff: Gamaliel Anguiano, Megan Cutler (intern) ANNOUNCEMENTS Mr. Anguiano announced that Randol White had joined the Bicycle Advisory Committee. PUBLIC COMMENTS Kerry Lawsing, 1376 Phillips, discussed the busses that arrived at two stops outside of her house during the hours of 7 a.m. – 10 p.m., with an average of 120 stops daily, and how disruptive that schedule is and that parking spaces are lost. She said she was very affected by the continual noise and fumes, as well as people smoking while waiting at the stops. She felt it was most important to note that the situation of constant bus routes were dangerous to bicyclists and pedestrians, with tight turns and the street not being large enough to accommodate the large busses with visibility. She asked that the route be changed and submitted a letter of support from the neighbors. Mr. Anguiano appreciated the input and reported that this particular loop and bus stops are currently being evaluated by the SRTP. Draft Minutes Mass Transit Committee Council Hearing Room, City Hall, 990 Palm Street, San Luis Obispo Wednesday, September 9, 2015 at 1 p.m. MINUTES Approval of May 25, 2015 Regular Meeting Minutes and “July Notices Combine PDF” Ms. Thyne noted a couple of typos and moved to approve the minutes as amended. Mr. Lopez seconded the motion. The motion passed unanimously. ACTION ITEMS Agenda Item #1: Rescheduling November 11, 2015 Meeting The Committee agreed to reschedule the November 11 meeting, which falls on Veteran’s Day, to Tuesday, November 10, 2015 at 1:00 p.m. COMMITTEE ITEMS Agenda Item # 2: Meeting Time Change The Committee agreed to put an item on the next agenda to discuss officially changing the start time of regular meetings to 2:30 p.m. Agenda Item # 3: Staff Items Agenda Item # 3a: Transit Manager’s Report Mr. Anguiano introduced Megan Cutler, Transit intern. He discussed the attached reports, including highlights:  Council agreed to approve the runabout/SLO Transit agreement re para- transit riders  SRTP update: next phase will be peer comparison between similar city transit systems  Gillig bus purchase orders have a 22-month delivery span  Annual ridership report’s monthly stats should a positive increase  Tripper Service aspects and marketing for new service to the high school, which employs a limited-use vehicle Ms. Cutler discussed the “Youths Ride Free” program, which saw a 3.65% increase and the Cal Poly Soar ridership saw an 93.19% increase and an uptick was anticipated for this next year. Ms. Martinez voiced a concern about camp children having to ride standing up, due to limited capacity and that seemed unsafe. Mr. Anguiano noted that it was only a perception that standing was unsafe and that it was legal and that no accidents had been reported from this practice. He agreed to look into capacity issues for next summer in terms of group management, e.g. deploying an additional bus. Agenda Item # 4b: Upcoming Items Mr. Anguiano discussed upcoming items, including:  Operation of Maintenance Contract: the contract with First Transit was coming due and an RFP was in place  Cal Poly Subsidy Agreement: the goals was to renew a 4-year agreement  Partnership with Downtown Association: the trolley would now have options for businesses to advertise on the trolley in exchange for businesses incorporating offering “trolley-themed” items Committee Comments Ms. Thyne felt strongly that whenever possible, regularly scheduled bi-monthly MTC meeting should not be cancelled. Ms. Thyne moved to adjourn the meeting at 2:20 p.m. to the next specially- scheduled meeting of Tuesday, November 10, 2015. Ms. Wong seconded the motion. The motion passed unanimously. Respectfully submitted, Lisa Woske, Recording Secretary SCOPE OF WORK GENERAL INFORMATION This Scope-of-Work contains technical specifications concerning work to be performed by the independent CONTRACTOR upon entering into a written agreement with the CITY. Proposing Contractors are instructed to review the requirements outlined herein, and to prepare proposals which respond, as indicated in the Request for Proposals, referencing the Scope-of- Work as appropriate. This section describes the role of both the CITY and the CONTRACTOR how they interrelate in this contract. This section also defines the expectations for the CONTRACTOR in the area of transit operation, maintenance and other performance requirements along with the penalties and incentives for not meeting such criteria. ROLE OF THE CITY The CITY is responsible for the general administration of the public transit system as it is developed to meet the community needs and which demonstrate a stewardship of limited public resources, as outlined herein. Contract Administration The CITY is responsible for the administration of this contract, establishing clarifications, amendments and addendums as well as issuing penalties (liquidated damages) and incentives as established per the contract. See section XX for a complete list of Penalties (Liquidated Damages) and Incentives Policies & Procedures The CITY will establish policies, procedures and ordinances which do not conflict with federal, state, local laws and statues, nor the CONTRACTOR’s documented safety practices. Point of Contact The CITY will provide a Transit Manager, or their designee, as the primary point of contact for issues related to administering the public transit system and its related contract. Unless otherwise noted, the option of a Transit Manager’s Designee is synonymous with use of “Transit Manager.” Routes & Schedules CITY shall be responsible for all planning and scheduling activities relative to routes, public schedules, service areas, days and hours of operations, bus stop locations, location of street furnishings, preparation of planning documents and other such activities relative to overall system administration. The CONTRACTOR will provide assistance, as requested by the City in the development of these. Additionally, at times, the CITY may need to develop new routes & schedules or make adjustments to existing service to reflect new developments, changing road conditions, for improved operational functionality, to meet changing rider needs and/or reflective of budget changes. The CITY will inform the CONTRACTOR of these changes in advance. Short Range Transit Plan As required, the City from time to time conducts a comprehensive analysis of its public transit system known as a Short Range Transit Plans (SRTP). These plans usually recommend significant operational changes. The current SRTP update is underway and is scheduled for adoption in spring of 2016. The contractor will cooperate with CITY in implementation of these changes. In addition, the SRTP is updated approximately every five (5) years and will be updated at least once during the upcoming Contract period. Significant Service Changes If service changes result in a greater than or equal to 15% change (up or down) in vehicle revenue mileage, this shall be cause for the CITY and the CONTRACTOR to renegotiate the contract. Funding Management The CITY is responsible for the funding associated with administering the public transit system and the reporting to vested local, regional, state and federal agencies. The City will be responsible for budgets, grant applications and accounting. However, the CITY may rely on the CONTRACTOR to provide support data associated with such reporting and fund management. Vehicles, Equipment & Facilities The CITY shall provide fixed-route vehicles (buses), and at its discretion, ancillary support vehicles. The CITY will also provide system support equipment, such as: fare boxes, communication radios, an AVL system, computer server, vehicle cameras, router/modems, limited computers, facility access control system etc. As well, the CITY will provide an Operation & Maintenance facility, public Transit Center, street furnishings (e.g. bus stops) and some equipment (e.g. vehicle lifts) which the CITY has deemed prudent to provide. The provision for equipment does not include mechanic tools which the CONTRACTOR is responsible for providing either directly or by making employees provide on their own. The CITY retains the right to perform spot-checks on any of these without prior notice. The CITY must be provided access to the facilities and vehicles 24 hours a day, 365 days a year. The CITY retains the right to acquire additional, replace existing, substitute existing or retire existing vehicles/equipment entirely without replacement; according its own external and internal regulations, budgets or as it deems necessary. Vehicles The CITY currently provides a fleet of twenty (20) vehicles. These include Seventeen diesel fixed-route buses ranging from 30-40’ in length, one (1) diesel 30’ Trolley, one (1) 28’ gasoline cut-away vehicle, one (1) accessible minivan and one (1) shop truck with utility bed. The Contractor shall be responsible for the upkeep of all vehicles to the satisfaction of the Transit Manager. For a complete list of currently available fixed-route and ancillary support vehicles please refer to Appendix XX. These vehicles will be leased out to the CONTRACTOR in the amount of $1 per vehicle per year and to be paid prior to the start of every fiscal year (July 1st). Equipment Where it has been deemed prudent, the CITY has provided some equipment, such as vehicle lifts and a forklift. The Contractor shall assume all liability for said equipment and responsibility upon the date of Contract agreement. There is no cost associated with the use of CITY owned equipment but the CONTRACTOR is responsible for their regular maintenance upkeep and other needs to keep equipment in service. In addition, the Contractor is responsible for replacement if damaged beyond repair at the determination of the Transit manager. For a complete list of CITY provided equipment please refer to Appendix XX. Facilities The City provides a public Transit Center, located adjacent to City Hall at 990 Palm St. and a Bus Maintenance & Operations Center located at 29 Prado Road. The Contractor shall be responsible for the upkeep of the Operations & Maintenance facility and of any spills that occur at the public Transit Center to the satisfaction of the Transit Manager. For a complete list and description of available transit facilities please refer to Appendix XX. These facilities will be leased out to the CONTRACTOR in the amount of $1 per year and to be paid prior to the start of every fiscal year (July 1st). Street Furnishings SLO Transit, or its designee, shall purchase, install, maintain and replace all street furnishings provided for the benefit of the public using the SLO Transit system. Such furnishings shall include, but not be limited to, bus stop signs, posts, schedule holders, benches and shelters. Some upkeep is expected from the CONTRACTOR, as designated by the Transit Manager. Marketing, Advertising & Public Communications The CITY shall prepare, place, schedule and pay for all advertising and promotional materials designed to inform the public of SLO Transit service updates and to promote ridership increase. Specifically, the City is responsible for the development of advertisement, marketing, promotional materials/events, design/production of collateral, management of social media, as well as the development of press releases and public communication which convey pertinent information to the public. However the CITY may rely on the CONTRACTOR to support such communication efforts with their staff’s participation and compliance with established marketing programs. Schedules, Passes, Tickets, Transfers and Service Brochures CITY shall prepare, print and provide all required schedules, passes, tickets, transfers, service brochures and like materials. CONTRACTOR shall distribute and disseminate such materials as appropriate in accordance with the provisions of this agreement and any directions supplemental thereto as provided by SLO Transit. Monitoring and Auditing The CITY shall have the right to have authorized personnel to board, at no cost to CITY, all buses utilized by CONTRACTOR in the performance of service for the purpose of monitoring service. In addition, the CITY reserves the right to monitor services in person or by making use of video surveillance and by audit all records in connection with providing the public transit service, using hired personnel, without prior notification to the CONTRACTOR. Purchase of Fuel The CITY shall identify the refueling location and purchase the fuel (gasoline and diesel) directly associated with the public transit system. The CONTRACTOR will provide measures to ensure fuel usage is only for use related to providing the public transit system and not for personal use. Compensation The CITY shall compensate the CONTRACTOR for work performed that is in conformity with this contract no later than 30 days after monthly invoices which are due on the 10th calendar day following the month in closing are deemed complete, unless expenses are being challenged by the CITY. The CITY holds the right to challenge expenses that appear to be outside the scope of work, are in excess or dispute, or have not been legitimized by the monthly invoice submittal. Federal Clauses As recipient of Federal funds, the CITY abides by all applicable Federal Clauses and by extension; so will the CONTRACTOR. See Appendix XX for a complete list of Federal Clauses. ROLE OF THE CONTRACTOR The CONTRACTOR is responsible for abiding by the CITY’s criteria for operations of the public transit system as established herein this document. Policies & Procedures The CONTRACTOR shall abide by CITY established policy, procedures and ordinances that do not contradict federal, state, local laws and statues. The Contractor shall abide by CONTRACTOR’s documented safety practices and procedures as approved by the City. As well, ensure that all their employees are made aware of these and that corrective action(s) is taken if/when they are not in compliance. The CONTRACTOR may establish its own additional internal policies and procedures to ensure a safe and efficient operation and as additional stewards of the public transit system. Operations: Routes & Schedules Abide by established Routes & Schedules, as set by the CITY, as well as provide feedback before, during and post implementation in order to achieve a workable transit model which best meets community needs and yet reflects the transit system’s reasonable capabilities. See Appendix XX for a complete description of Routes & Schedules Service Change Assistance At times, routes & schedules may need to be adjusted to reflect CITY growth, road conditions, operational functionality, changing rider needs or changes to the transit budget. The CITY will make every effort to inform the CONTRACTOR of these changes. CONTRACTOR will provide personnel to assist in service change activities including, but not limited to, the following: new bus stop evaluations, identifying bus stop location changes, runtime evaluation, bus stop schedule information changes, painting red curb, rider alerts, passenger notifications, schedule deliveries, and other field work assistance necessary to implement route/schedule changes. Short Range Transit Plan As required, the City from time to time conducts a comprehensive analysis of its public transit system known as a Short Range Transit Plans (SRTP). These plans usually recommend significant operational changes. The current SRTP update is underway and is scheduled for adoption in spring of 2016. The contractor will cooperate with CITY in implementation of these changes. In addition, the SRTP is updated approximately every five (5) years and will be updated at least once during the upcoming Contract period. Significant Service Changes If service changes result in a greater than or equal to 15% change (up or down) in vehicle revenue mileage, this shall be cause for the CITY and the CONTRACTOR to renegotiate the contract. Funding Management The CITY is responsible for the funding associated with administering the public transit system, however the CONTRACTOR is required to keep detailed records of expenditures and revenues (such as farebox) that assist in the development of budgets and vested organization reporting. The CITY retains ownership of such data and records. The CONTRACTOR shall adopt and practice methods of operation that demonstrate a good stewardship of limited public funds. Maintenance & Cleaning: Vehicles, Equipment, Facilities and Street Furnishings The CONTRACTOR shall be responsible for the maintenance of CITY provided vehicles, equipment and facilities, as established by manufacturer’s manuals. A penalty may be assessed if it is deemed that the CONTRACTOR failed to do so, and as such; is responsible for the premature ruin of a vehicle, equipment and or facility. The penalty will reflect the cost to replace or fix the damaged asset that has occurred, as determined by the Transit Manager. Facility – Interior Cleaning CONTRACTOR shall be soley responsible for janitorial services to the building and grounds of the Operations & Maintenance Facility, either directly or by subcontracting. Interior facility cleaning will Facility cleaning will be done on a weekly basis and include, but not be limited to the activities of: vacuuming, mopping, dusting, window cleaning, emptying the trash, spot cleaning and restroom cleaning. Failure to provide adequate cleanliness is subject to Liquidated Damages, as described in Appendix XX, subject to the Transit Manager’s discretion. If major repairs are required, CONTRACTOR shall notify the Transit Manager in writing. Facility – Exterior Cleaning CONTRACTOR shall be soley responsible for cleaning and landscaping of the exterior of the Operations & Maintenance Facility. Exterior facility cleaning will be done on a twice monthly basis and shall include, but not be limited to: organizing, sweeping, weeding, pruning and picking up the trash around the exterior of the entire facility, either by performing the tasks directly or by subcontracting. Spills must be addressed immediately. Failure to provide adequate cleanliness is subject to Liquidated Damages, as described in Appendix XX, subject to the Transit Manager’s discretion. If major repairs are required, CONTRACTOR shall notify the Transit Manager in writing. Vehicle - Interior Cleaning The interior of all vehicles shall be kept free of litter and debris to the maximum practicable extent throughout the operating day. Vehicles shall be swept, mopped, dusted and wiped daily. During the daily interior cleaning process, all foreign matter such as gum, grease, dirt and graffiti shall be removed from interior surfaces, including interior panels, windows, seats and upholstery. All graffiti and dirt adhered to the seats, interior panels and windows must be removed within 24 hours. Any damage to seat upholstery shall be repaired within twenty-four (24) hours upon discovery. The interiors of all vehicles shall be thoroughly cleaned at least twice per week, including all windows, seats, floor, stanchions and grab rails. Ceilings and walls shall be thoroughly cleaned at least once per month, or more often as necessary. Floors shall be waxed with a non-slip wax at least once per month, or more often as necessary. The interior glass for the destination sign shall be cleaned as necessary to maintain a clean appearance and maximize visibility. Vehicles - Exterior Cleaning CONTRACTOR shall remove all graffiti, dirt and/or other marks on the vehicle exterior within twenty-four (24) hours of discovery. Exteriors of all vehicles shall be washed as required to maintain a clean, inviting appearance and in no event less than once per week unless otherwise indicated by the Transit Manager, as in the case of drought conditions. Exterior washing shall include the vehicle body, all windows and wheels. Rubber or vinyl exterior components such as tires, bumper fascia, fender skirts and door edge guards shall be cleaned and treated with a preservative at least once per month, or as necessary to maintain an attractive appearance. CONTRACTOR shall maintain an up-to-date record of all washings and cleanings. Said record shall be made available to Transit Manager upon request. A vehicle may be removed from service by the Transit Manager for unacceptable appearance, and CONTRACTOR shall be subject to penalties. CONTRACTOR shall be subject to random spot checks where a CITY staff member checks a sample of vehicles. CITY reserves the right to pull vehicles out of service if they do not meet the standards set forth in this contract. This check will look for cleanliness problems, graffiti, W/C lift operation, seat conditions, mechanical operations, mechanical conditions, and any other critical items CITY deems important. Hand Sanitizers Where found on vehicles, hand sanitizer dispensers are made available for the benefit of the public. The CONTRACTOR will maintain these in working order and assure that they are refilled as needed, but may charge back to the CITY, at-cost, the expense of refilling them by itemizing this cost in the monthly invoice and by providing back-up as proof of purchase. Street Furnishings SLO Transit, or its designee, shall purchase, install, maintain and replace all street furnishings provided for the benefit of the public using the SLO Transit system. Some upkeep is expected from the CONTRACTOR, as designated by the Transit Manager. This may require weed abatement, applying safety tape to indicate its unavailability and debris/part recovery (e.g. broken glass and collecting broken pieces) The CONTRACTOR shall make an attempt to use sanitation/germ killing cleaning products but consideration should also be given to environmentally friendly cleaning products. These products are subject to approval by the Transit Manager. Provided vehicles, equipment and facilities are only for the public transit system purpose. Vehicles, equipment and facilities cannot be used for any other purposes without explicit consent from the Transit Manager. Marketing The CONTRACTOR is responsible for abiding by and supporting CITY established advertising/marketing efforts. This may include, but is not limited to: stocking of brochures, maps, guides, flyers, on-vehicle ad placement and removal (i.e. car cards), driver’s deliberate (as oppose to passive) participation in distribution of materials, audibly informing the public on and off transit vehicles of running promotions, staffing public events, making vehicles and drivers “show ready” for on camera appearances, etc. The CONTRACTOR may charge back an employee’s time, at no more than their regular hourly rate (plus overtime rate if required), when they are used away from typical fixed-route operations. The CONTRACTOR cannot double charge the CITY if the promotion runs parallel to their typical on-duty obligations. Point of Contact(s) The CONTRACTOR must provide the CITY a current up-to-date list of point of contacts for key positions as described herein in this document. These include at a minimum: One (1) Resident General Manager, One (1) Maintenance Manager and One (1) Operations Manager. These are key personnel who will be expected to provide primary contact with CITY staff and be responsible for management and supervision of Contractor’s employees. The names and resumes of these specific individuals and all other Contractor’s Management Staff shall be provided as part of the Contractors Proposal. Additionally, the CONTRACTOR must provide the contact information (name, title, phone, email address, mailing address) of related key individuals based in corporate and/or regional offices. Staffing The CONTRACTOR is responsible for all issues related to employment (i.e. recruitment, qualification verification, training, retention, compensations, corrective actions, dismissal and all points in between) related to securing and retaining qualified staffing needed for meeting operational needs of the public transit system, as established by the CITY. Where there is a known need, the CITY has established the minimum key positions and criterion that are required to be met. These individuals will be expected to located at the CITY’s Transit Operations & Maintenance facility located at 29 Prado Road, and shall perform no other work, thus, solely working on this Contract. The key positions include the following with each needing approval by the City prior to use on the Contract: Resident General Manager The CONTRACTOR shall designate and provide the services of a full-time Resident General Manager (GM), subject to the review and approval of the Transit Manager. A Resident GM is defined as the local area top-level manager who operates directly out of the designated local facility and not remotely from another location. The GM must have a minimum of seven (7) years of experience in the transportation operations field, including at least four (4) years of supervisory experience with management of drivers and transit operations. Four years of college may be substituted for two years of transportation experience or for one year of supervisory experience. The GM’s primary responsibility is to abide by the established scope of work herein described in the contract and maintaining compliance with local, state and federal laws and regulations (i.e., FTA, EPA, OSHA, DOT, ADA and EEOC). This includes ensuring necessary staff, vehicles, equipment and facilities are in adequate availability and compatibility to established laws, policies, procedures, schedules, routes, promotions and reporting requirements and are carried in a safe and professional manner as extended stewards of the public transit system. The GM will hold regular meetings, as designated by the Transit Manager, to convey and discuss issues, trends and happenings as they r elate to the public transit system. The GM cannot be replaced without the written consent of the Transit Manager unless their replacement is due to proven unlawful actions. Where possible, notice of at least 30 calendar days must be made to notify the Transit Manager of a requested change to the GM position. Where due to unanticipated and unpreventable incidents that causes a designated GM to become unavailable, the Transit Manager will be notified immediately. The position must not remain vacant for more than 30 days. Operations Manager CONTRACTOR shall provide the services of a capable Operations Manager, subject to approval of the Transit Manager. The Operations Manager must have at a minimum four (4) years’ experience in the industry, two (2) of those in a supervisory capacity and have a CDL license and the appropriate endorsements to provide revenue service on an emergency basis. The Operations Manager is subordinate position to the GM and will assist the GM in the oversight of employees of CONTRACTOR and monitor operational activities associated with this contract. The Operations Supervisor must have sufficient skillsets to be capable to assume the duties of the GM on an interim bases at times the GM is unavailable due to sickness or vacation. Technical expertise is considered as important as administrative abilities for this position. The Operations Manager cannot be replaced without the written consent of the Transit Manager unless their replacement is due to proven unlawful actions. If an acceptable replacement is not found within ten (10) days after the Operations Supervisor has departed, CONTRACTOR shall assign a senior management official, or other supervisor approved by the Transit Manager to serve as interim Operations Manager until a suitable permanent replacement is found. CONTRACTOR shall undertake all reasonable efforts in good faith to maintain quality and continuity in its selection of the Operations Manager. Maintenance Manager CONTRACTOR shall provide the services of a capable Maintenance Manager, subject to approval of the Transit Manager. The Maintenance Manager shall be directly responsible for maintaining the fleet, and other maintenance work, as specified by law and described in this contract. The Maintenance Manager must have at a minimum six (6) years’ experience in the industry, four (4) of those in a supervisory capacity, CDL Operator’s license (with required endorsements) and have at a minimum four (4) ASE mechanic certifications. The four (4) minimum ASE certifications must include the following ASE type of certifications: diesel/gasoline engines, drive train, brakes, suspension & steering, electrical, preventative and heating & A/C. While some maintenance work can be outsourced, it is expected that a vast majority will be conducted in house. Technical expertise is considered as important as administrative abilities for this position. These individuals will be expected to work out of the CITY’s Transit Operations & Maintenance facility, located at 29 Prado Road, and shall perform no other work, thus, solely work on this Contract. CONTRACTOR shall assure CITY that none of these key positions, designated for this project, will be replaced without the written consent of the Transit Manager. Should the services of any of these key positons become no longer available to the CONTRACTOR, the resume and qualifications of the proposed replacement shall be submitted to the Transit Manager for approval as soon as possible, but in no event, later than ten (10) business days - except in the case of the GM which is allowed 15 business days - prior to the departure of the incumbent, unless CONTRACTOR is not provided with such notice by the departing employee. In such cases, the CONTRACTOR shall find a suitable replacement within fifteen (15) business days, with the exception of the GM which has twenty (20) business days. The proposed replacement candidates will be interviewed by the Transit Manager. The Transit Manager shall have up to five (5) working days following receipt of these qualifications to respond to CONTRACTOR concerning acceptance of the candidate for replacement. The Transit Manger retains the right to approve or deny proposed replacements. Failing to Employ Required Management - Penalty If an acceptable replacement is not found within the allotted time, CONTRACTOR shall be assessed a penalty as indicated under Penalty & Incentives Appendix XX, including all fringe benefits for each calendar day of the position not filled. This assessment will not be made commencing the thirtieth first (31) day following the failure to employ a GM and on the sixteenth (16) day following failure to employ an Operations or Maintenance Manager. Other Positions As oppose to the previous listed positions, the following positions are completely under the discretion of the CONTRACTOR to employee and dismiss in accordance with applicable laws. However, as determined by the CITY, the following positions must be established as they play a key role in the successful operations of this public transit system. Road Supervisor / Trainer(s) CONTRACTOR shall provide full time Road Supervisor(s) to monitor drivers, passenger and vehicles operating in revenue service. If the Road Supervisor also doubles as a “Driver Trainer,” the CONTRACTOR shall ensure that at least a second Road Supervisor is available to respond to issues in the field. The Road Supervisor position requires at least two years industry supervisory, have valid CDL’s and endorsements. The Road Supervisor(s) serve as first line supervisors and respond to issues and developments in the field. Work shifts of Road Supervisors (in conjunction with the Operations Manager) shall sufficiently cover revenue service hours. At a minimum, there must be one Road Supervisor available during all Revenue Service Hours. At the discretion of the Transit Manager, Road Supervisor(s) may be asked to support special projects, such as NTD sampling, surveys and other projects. CONTRACTOR shall develop, implement and maintain formal procedures to be used by Road Supervisory personnel. Dispatcher(s)/Call Taker(s) Contractor shall provide an adequate fixed number of persons to perform dispatching/call taking functions during all operating hours. This position is viewed as safety-sensitive and mission-critical position. Therefore, this position shall primarily focus on dispatching/call taking and not perform other work that is not directly related to the dispatching/call taking function (e.g. HR, Payroll, administrative/clerical tasks) except for perhaps minor duties (e.g. data-entry work) as long as they do not detract from effectively maintaining the safety, performance or customer service level of the public transit system. These persons shall be directly involved in maintaining the successful operation of the public transit system. Work duties include, but are not limited to: ensuring all routes are fully covered (staffed), making vehicle assignment’s in accordance with maintenance schedules/issues, assure public schedules are maintained, coordinate driver brakes and swaps, exercising “catch-up” or “shadow-bus” procedures, coordinate vehicle maintenance swaps, maintaining proper radio communication, help direct contingency operational changes (e.g. detours), answer public inquiries over the phone and maintaining the daily dispatch log. The dispatch log format and contents is subject to the approval of the Transit Manager. Dispatchers and call takers, as well as any other individuals who may from time to time be assigned to working the telephone/information phone lines shall be trained in proper telephone etiquette. Employees will be monitored for courtesy and tact; refresher training offered, as necessary. Duties will include taking general public calls, inquiries and complaints. Administrative/Clerical Staff Separate from Dispatching, Administrative staff can be used for administrative/ clerical functions as they relate to the CONTRACTOR and CITY work. This work may include: HR functions, payroll, accounting, data-entry, etc. Mechanic(s)/Technician(s) The CONTRACTOR will provide sufficient support mechanics/technicians as to maintain continuity of operations but no less than one mechanic (not including the Maintenance Manager) per Nine (9) vehicles. Upon acquisition of the nineteenth (19th) operable vehicle (discarding vehicles in contingency fleets or to be retired) an additional mechanic/technician shall be brought on. At least one other mechanic must also have a minimum of four (4) ASE certifications in the categories of: diesel/gasoline engines, drive train, brakes, suspension & steering, electrical, preventative maintenance and heating & A/C. Utility(s) Utility staff provides support to daily operations in the general realm of restocking, refueling, cleaning and other support functions. Drivers (a.ka. Operators) CONTRACTOR shall be entirely responsible for the employment, training, licensing, retention and supervision of drivers as necessary to successfully maintain system operations. Such responsibilities shall include, although not necessarily be limited to: driver recruitment, screening, selection, training, testing, payroll, supervision, union relations, evaluation, corrective actions, termination and all points in between. CONTRACTOR shall use appropriate driver screening and selection criteria in order to employ qualified drivers of CITY vehicles. These criteria will include, although not necessarily be limited to:  Department of Motor Vehicles license check,  Criminal record check, and  Drug and substance abuse testing in conformance with all United States Department of Transportation regulations, State of California and City of San Luis Obispo requirements. CONTRACTOR shall be responsible for all applicable labor assignments for revenue service drivers. The composition of CONTRACTOR’s labor assignments shall reflect a balance between efficient labor utilization and reasonable personnel practices supporting driver longevity retention. Drivers shall be in uniform at all times while in service or otherwise on duty. The CONTRACTOR shall provide driver uniforms for its employees. CONTRACTOR shall comply with applicable state and federal employment laws at all times, including Section 1735 of the California Labor Code and Title VI of the Civil Rights Act of 1964 (PL 88-352). In times where the AVL system is not working, drivers will have to audibly call out st ops for the primary benefit of v isually impaired p assengers as specified by Americans with Disability Act laws. Drivers will, when requested by CITY, hand out notices to passengers or otherwise render assistance in CITY’s monitoring and supervising operations. Driver will conduct surveys to collect passenger data as specified by the CITY. Drivers will be required to honor special passes, collect tickets and issue and collect transfers as directed by CITY. Drivers will not handle money, unless in aid of passengers with disabilities. Drivers will record ridership counts by passenger category on manual and/or electronic counters provided on the buses if deemed necessary by the CITY. Drivers will enforce CITY’s rules of conduct with passengers. Driver(s) Use for Non-Revenue Service From time to time the CITY participates at public events or promotional opportunities and requires the assistance of the CONTRACTOR. In such cases, the CONTRACTOR may assign a driver who has demonstrated to have excellent public relation skills. The CITY retains the right to accept or refuse the driver selection. The CONTRACTOR may charge back an employee’s time, at no more than their regular hourly rate, when they are used away from typical fixed- route operations. The CONTRACTOR cannot double charge the CITY if the promotion runs parallel to their typical on-duty obligations. Union Relations The CONTRACTOR shall be responsible for all issues related to Union(s) vested in this contract. However, the GM shall keep the CITY informed of issues that might or will affect the public transit system. Drug Testing Drug testing must be done in compliance with the United States Department of Transportation regulations. This includes pre-employment, post-accident, random and probable cause testing. CONTRACTOR will submit a copy of their drug testing policy and program to CITY prior to commencing work on the contract. CONTRACTOR will also submit ongoing reports as required by CITY, the United States Department of Transportation, and the Federal Transit Administration. The CONTRACTOR will bear the cost of this program. Customer Service CITY shall provide telephone extensions for use by Contractor for providing telephone information and receiving reservations for revenue service. Contractor shall maintain a courteous, professional, and composed demeanor during all interactions with the public. The existing telephone lines will be provided, for revenue services. Contractor shall provide trained personnel to receive incoming telephone calls. Telephones will be answered during all hours there is a bus in revenue service to provide information as requested by customers and other agencies. Adequate customer information staffing shall be provided during these times. Contractor shall arrange work shifts which efficiently reflect the volume of incoming telephone calls. When dealing with the public in person, the CONTRACTOR will be in clothing that identity’s them as CONTRACTOR employees, if not in uniform. The CONTRACTOR will do what is reasonable to address customer comments, concerns and complaints; demonstrating professionalism and tactfulness as extended stewards of CITY resources. Issues that cannot be resolved may be escalated to the Transit Manager or their designee. Training All positions shall receive formal training at the sole expense of CONTRACTOR. CONTRACTOR shall develop, implement and maintain a formal training and retraining program for all drivers in accordance with Federal and State of California laws. The program must provide a minimum of 40 hours of training for new employees, including classroom instruction, behind-the-wheel training, and in-service training; under supervision of a qualified instructor. The program must provide formal retraining measures, including criteria for determining the success of retiring efforts. CONTRACTOR shall not conduct behind-the-wheel training with vehicles provided by CITY while in revenue service hours. “Cadeting,” however, is allowed in order for drivers to achieve proficiency as operators of revenue fixed-route vehicles. All drivers must complete CONTRACTOR formal training program as approved by CITY and be licensed with a valid California Class 2 Operator’s License and endorsements, prior to entering revenue service. Training Equipment CONTRACTOR shall provide all training equipment including, but not limited to, the following: TV, media (DVD) player, video recorder and all other audio and visual equipment associated to driver and safety training, unless otherwise already provided by the CITY. Uniforms The CONTRACTOR shall provide its employees, who have contact with the public, uniforms, (polo shirts and khakis) either directly or by providing an allowance, and establish a uniform code for proper decorum subject to the approval of the Transit Manger. Changes to the uniform or uniform code must be approved or made by the Transit Manger. Where both organizations find it advantageous, scheduled changes can be made to the uniforms which are in-line with promotional opportunities, such as: Hawaiian (or Guayabera shirt) weekends which are allowed during “Summer Schedule months.” In such instances, drivers choosing to participate will provide their own Hawaiian (or Guayabera) shirts that still meet proper decorum. Time Keeping At all times during operation of any bus in connection with these services, administrative staff and drivers shall have available a time piece having a the ability to measure seconds and to be at the accuracy of plus (+) one (1) minute per month and set each day in accordance with the CITY’s Automatic Vehicle Locations (AVL) system. System Safety The safe operation of the public transit is considered to be the highest priority of the CITY. CONTRACTOR shall assume full responsibility for assuring the safety of passengers and indemnify the CITY of issues arising from CONTRACTOR’s work. The CONTRACTOR shall also be responsible that operations personnel and CITY’s capital assets are maintained at the highest possible level throughout the duration of the Agreement. CONTRACTOR shall comply with all applicable California Highway Patrol and OSHA requirements. Safety Program CONTRACTOR shall develop, implement and maintain a formal organizational safety program. CONTRACTOR shall assume full responsibility for assuring that the safety of passengers, operating personnel and SLO Transit vehicles and equipment are maintained at the highest possible level throughout the term of this agreement. CONTRACTOR shall comply with all applicable California Highway Patrol and OSHA requirements, and shall furnish SLO Transit with copies of annual CHP inspections and safety compliance reports including pull notices and any other related documents. Insurance Contractor shall procure and maintain in full force, insurance at the levels prescribed in Appendix XX, Insurance, of the Agreement. Contractor’s insurance policy shall cover CITY employees with appropriate California DMV licenses to operate CITY owned equipment at the sole request of the Transit Manager. Contractor shall charge CITY for the direct cost of insurance only. CITY’s designated employees will be covered for liability insurance. Preventive Maintenance and Inspection CONTRACTOR shall perform all preventative maintenance work on all vehicles and equipment used in the provision of the service associated with this agreement. CONTRACTOR shall adhere strictly to the preventive maintenance schedules in accordance with industry standards. This schedule shall be considered by CONTRACTOR to be the minimum requirement only, and shall not be regarded as reasonable cause for deferred maintenance in specific instances where CONTRACTOR employees observe that maintenance is needed in advance of schedule. CONTRACTOR shall not defer maintenance for reasons of shortage of maintenance staff or operable buses, nor shall service be curtailed for the purpose of performing maintenance without prior consent of SLO Transit. CONTRACTOR shall adjust the work schedules of its employees as necessary to meet all scheduled services and complete maintenance activities according to the established maintenance schedule. All maintenance procedures must meet or exceed all manufacturer recommendations, CARB, OSHA, CHP and any other fleet regulatory requirement. Preventative Maintenance Program The contractor shall create and submit for approval, by the Transit Manager, a Preventative Maintenance Program specifying the method, degree of work and frequency of its Preventative Maintenance Program. Failure to comply with the approved Preventative Maintenance Program is subject to Liquidated Damages as described in Appendix XX Vehicle Repair All repairs to vehicles shall be performed either by or under the direction of CONTRACTOR unless otherwise specified by SLO Transit. Repairs shall include, although not be limited to, work to correct loss, damage, or mitigation of wear and tear of vehicles, body repair and painting due to damage, replacement or repair of worn or damaged seats and, rebuilding or replacement of all vehicle components, systems or accessories except as provided under this agreement. Repair work shall be conducted as soon as possible upon learning that such work is required. CONTRACTOR shall repair problems noted during scheduled inspections on a timely basis. CONTRACTOR shall assure CITY that required repairs shall not be deferred beyond a reasonable time. CONTRACTOR shall document the time and nature of repair work completed. Preventive maintenance and running repairs shall receive first priority in the application of CONTRACTOR'S resources. Major repairs, such as major component rebuilds or replacement, shall be second priority and performance of such work shall depend on the availability of resources. CONTRACTOR shall be expected to consult with SLO Transit immediately when available resources cannot cover all maintenance and repair work. In such circumstances, work priorities shall be set by SLO Transit and/or SLO Transit may use other vendors and suppliers to make major repairs should CONTRACTOR be unable for whatever reason to perform this work. All expenditures by CONTRACTOR for major repairs in excess of this agreement must be pre-authorized by SLO Transit and be procured through standard SLO Transit purchasing procedures. All parts, materials, lubricants, fluids, oils and service procedures used by CONTRACTOR on all SLO Transit vehicles and equipment shall meet or exceed Original Equipment Manufacturer (OEM) specifications and requirements. All outside vendors, such as machine shops, component re-builders or accident repair shops, shall be fully authorized by the OEM to make repairs and utilize only parts, materials, lubricants, fluids, oils and procedures that meet or exceed OEM specifications and requirements. CONTRACTOR shall maintain records on all SLO Transit vehicles including warranty work, preventive maintenance, and repairs done on each unit. CONTRACTOR shall maintain and repair equipment in accordance with manufacturer's instructions and warranty conditions as well as general practices of the transit industry. Any insurance or warranty payment received by CONTRACTOR for loss or damage for which SLO Transit’s financially responsible shall be assigned to SLO Transit. CONTRACTOR shall be familiar with vehicle and equipment warranties and shall comply with all warranty provisions in the conduct of its maintenance functions. CONTRACTOR shall be responsible for any warranty deductibles that may accrue. Overhaul and Replacement (Major Components) CONTRACTOR shall be responsible to monitor the condition and performance of vehicle engines, transmissions, differentials and all parts in between so as to maximize their useful life and avoid costly catastrophic failures. At a minimum, CONTRACTOR’S monitoring program shall consider miles accumulated; fuel, oil, transmission fluid and differential oil consumption trends; loss of power; and, erratic performance. A comprehensive fluid analysis program, to be approved by SLO Transit, is required. If CONTRACTOR determines that an engine, transmission or differential unit needs to be overhauled or replaced, CONTRACTOR shall notify SLO Transit in writing detailing the reasons for such a determination. The notice shall include detailed findings and a summary of any data that supports the conclusion. If SLO Transit determines that the need for such work resulted from poor maintenance, monitoring failure, neglect or abuse by CONTRACTOR, SLO Transit shall not be liable for the cost of such work. To the extent possible, CONTRACTOR shall be responsible for the labor cost of removing and replacing the affected component and assist in the solicitation and evaluation of outside vendors for the desired overhaul or replacement. Maintenance Records CONTRACTOR shall prepare, maintain, reduce to written or electronic form and make available to SLO Transit, records and data relative to vehicle, vehicle accessory and radio system maintenance. Maintenance records shall be maintained on each vehicle indicating all warranty work, preventive maintenance, mileage, road calls, fuel and oil consumption, downtime and repairs performed on each vehicle. All such records and reports shall be prepared and maintained in such a manner so as to fulfill any applicable requirements of state or federal statutes, as well as any needs of SLO Transit to accurately enable it to evaluate CONTRACTOR'S maintenance performance. Records of all maintenance and inspections shall be made available to SLO Transit, the California Highway Patrol and other such regulatory agencies with jurisdiction when requested. SLO Transit maintains the right to inspect, examine and test, at any reasonable time, any equipment used in the performance of maintenance work in order to ensure compliance with this agreement. Such inspection shall not relieve the CONTRACTOR of the obligation to continually monitor the condition of all vehicles and to identify and correct all substandard or unsafe conditions immediately upon discovery. CONTRACTOR shall transport any or all vehicles to any required inspection facilities when requested. In the event that CONTRACTOR is instructed by SLO Transit or any other regulatory agency to remove any equipment from service due to mechanical reasons, CONTRACTOR shall make any and all specified corrections and repairs to the equipment and resubmit the equipment for inspection and testing before it is again placed in service. All maintenance records and reports shall be retained and maintained for as long as each vehicle is owned and/or operated by SLO Transit or until this agreement expires or is terminated. Parts Inventory CONTRACTOR shall establish and maintain an ongoing spare parts inventory sufficient to minimize vehicle down time and ensure that peak vehicle requirements are met. All parts and any equipment or vehicles purchased in support of or under this agreement shall become the property of SLO Transit and shall be returned to SLO Transit upon the completion or termination of this agreement for any reason. Farebox Revenue Collection and Accounting All farebox revenues collected on vehicles operated in fixed route service are the property of the CITY. Contractor shall make all reasonable efforts to collect fares on behalf of CITY. CITY shall provide a fare and transfer policy and shall retain sole option to adjust such policy and fares. CITY shall provide electronic registering fareboxes, farebox receiving vault, and farebox computer. Contractor shall provide bill counters and coin counters. Contractor shall develop a secure fare revenue processing process, subject to approval by Transit Manager, to account for revenues collected on fixed route buses and deposit them into local bank account designated by CITY for that purpose. Contractor shall not open vaults prior to 8.00 a.m. on the next operating day following the day for which revenues were collected. CITY reserves the right to count revenues contained in each farebox vault. Contractor shall faithfully deposit farebox revenue into CITY’s account not later than one (1) banking day after the day for which revenues are collected. Contractor shall be responsible for any and all lost revenue collected in fareboxes and shall pay the CITY the lost revenue if the amount of collected fares is LESS than calculated fare revenue from the electronic and non-electronic fareboxes that is in excess of .5% difference between reported fares collected by GFI fareboxes and deposited fares, as reconciled at the end of each month. Operational Contingencies CONTRACTOR shall develop, implement, and maintain formal procedures to respond to emergencies and routine problems. Such occurrences to be addressed include, although are not necessarily limited to: in-service vehicle failures, revenue vehicle buses operating more than fifteen (15) minutes behind published schedule, lift failures on buses in service, passenger disturbances, passenger injuries and vehicle collisions. Note that vehicle issues that present unsafe or non-ADA compliance must be removed from revenue service. Declared Emergencies In the event of a declared emergency, the CONTRACTOR shall deploy vehicles in a manner described by the CITY. CITY shall only be obligated to provide compensation to the CONTRACTOR for service, which significantly exceeds the normal expense of operating the service during such period of declared emergency. Reporting As part of providing a public transit system, reports are established to provide clear and transparent information regarding the use of limited public funds. The CONTRACTOR will comply with the CITY’s reporting requirements as established in Appendix XX. Financial Records Financial and accounting records shall be prepared and maintained in a complete, detailed and accurate manner, in accordance with generally accepted accounting principles, pursuant to the requirements of any applicable state or federal statute or regulation regarding accounting and financial reporting for publicly financed transit systems, including but not limited to, Level R or the Uniform Financial and Reporting Elements as required under the National Transit Database System (Section 15) of the Federal Transit Act of 1964, and Section 99243 of the California Public Utilities Code, as each of the foregoing are now in force or may hereafter be amended. Such records shall fairly and clearly disclose all of CONTRACTOR'S costs incurred by virtue of its operation of SLO Transit, including but not limited to, pay and employee benefits, materials and supplies, utilities, maintenance, contractual services, and all the related operating costs. CONTRACTOR'S records shall be kept with sufficient detail to constitute an audit trail to verify that all costs charged to SLO Transit by virtue of this agreement are due to the operation of SLO Transit's system only and are not due to the operation of any other service by CONTRACTOR. Such records shall be provided to SLO Transit upon request for purposes of complying with federal, state and local reporting requirements. Operating Reports CONTRACTOR shall gather, maintain, prepare and submit to SLO Transit such operating information, records and reports as may reasonably be required to allow SLO Transit to evaluate and analyze the type and quality of the services provided pursuant to this agreement. Such information and records shall include, but not be limited to, passenger boardings by service, route, day and fare category; vehicle service and revenue hours and miles by service, day and route; required ADA information; farebox revenues received; vehicle mileage, fuel consumption; accident, incident and road call information; service quality information including missed trips, on-time performance, wait times, service complaints and unfulfilled service requests; staffing and training information; maintenance activity by vehicle including wheelchair lift, air conditioning and service availability status. A monthly activity report including the above and any other pertinent information shall be submitted to SLO Transit by the 10th day of the month following the reporting period. The report shall highlight any problems encountered along with suggested solutions. The CONTRACTOR will comply with the CITY’s reporting requirements as established in Appendix XX. CONTRACTOR shall assist in conducting all required surveys, compiling data in the required format and submitting reports to SLO Transit for compliance with the National Transit Database System (Section 15) of the Federal Transit Act for motor bus, commuter bus and demand response services. Accident and Incident Reporting CONTRACTOR shall develop, implement and maintain formal procedures to respond to and report emergencies and routine problems that from time to time occur in the course of providing transit service. Such occurrences to be addressed include, but are not limited to, in-service vehicle failures, in- service lift failures, passenger disturbances, passenger injuries and vehicle accidents. CONTRACTOR shall notify CITY’s Transit Manager, or their designee in their absence, of any accident involving a CITY vehicle immediately and under no circumstance longer than four (4) hours of its occurrence. In the case of an injury accident or incident, verbal notification shall occur immediately or as soon as possible thereafter. A complete written report of any accident or incident shall be delivered to the Transit Manager as soon as it is practical to do so. CONTRACTOR is requested, but not required, to cause all vehicle operators to report public safety incidents observed by them to the on-duty dispatcher, who, in turn, is to be requested by CONTRACTOR to refer all such incident reports to the proper authorities. Such observed incidents shall include, but not be limited to, fires, criminal acts, suspicious circumstances, public right-of-way obstructions, natural disasters, public intoxication and the like. Beyond reporting such incidents, neither CONTRACTOR nor any of its employees shall have any responsibility of any kind or character to act further with respect to them. Compensation The CONTRACTOR is solely responsible for documenting work and expenditures in order to receive compensation. Failure to provide proof can be causation for denial of compensation by the CITY . Backup materials substantiating charges must be include in the monthly invoices. The CITY reserves the right to review documentation and challenge charges. Fuel Cost Reimbursement The CITY will pay all fuel related costs for Revenue CITY owned vehicles. CITY owned support vehicles are to be used exclusively for supervising and maintenance duties. The CITY will receive a monthly fuel credit if these vehicles are used in non-contractual related operations support. The Transit Manager will be notified on each occasion that a CITY vehicle is used for this purpose and the circumstances. CITY support vehicles will keep a trip log approved by the Transit Manager. CITY owned vehicles are not allowed to travel out of the CITY of San Luis Obispo without authorization of the Transit Manager in advance. The revenue vehicle mileage rate assumes all variable and consumable costs of the Contractor. Passed-Through Purchases At times, the procurement of goods or services may be expedited if the CONTRACTOR pursues them directly. This is known in the industry as a pass-through purchase. Unless identified by the CITY, the contractor shall provide no less than three quotes for purchases above $5,000. If not delegated to the CONTRACTOR, the Transit Manager has the right to approve which quote will be used, at their discretion. Back-up materials substantiating such purchase must be provided in the monthly invoices. Surveys SLO Transit will design and CONTRACTOR will assist, to the extent practical, in the conduct of periodic surveys during the term of this agreement. CONTRACTOR shall cooperate with SLO Transit in any such activities by making available needed equipment, facilities and personnel accordingly at no additional expense to SLO Transit. This shall include, but not be limited to the conducting of semi- annual passenger boarding and alighting surveys. Penalties & Incentives (Liquidated Damages) The CITY has established a set of standards at which it expects its CONTRACTOR, at a minimum, to abide by. Failure to meet such standard is cause for penalty. In other cases, if the CONTRACTOR exceeds a standard, the CITY will reward the CONTRACTOR with an Incentive. Besides other already identified in this document (e.g. failure to employ) the Penalties (Liquidated Damages) and Incentives are established in Appendix XX. Use of Incentives The creation of incentives is to encourage and motivate a high level of performance. As the majority of these Incentives depend on the performance of Drivers and local CONTRACTOR staff. The Incentives are to be used for the direct benefit of local CONTRACTOR staff and not corporate. The CONTRACTOR may establish its own additional local property employee incentives. Environmentally Friendly / Recycling Program Contract shall implement, maintain, and encourage a recycling program for their employees. Contractor will implement measures to reduce paper trash as a requirement of the CITY. Revenues derived from such Recycling Program must be used for the benefit of CONTRACTOR’s onsite staff employees. LSCTransportationConsultants,Inc./AECOM,Inc.WorkingPaperFour Page40JointShortRangeTransitPlansforRTAandSLOTransit AverageFare  Runabout’saveragefareof$2.74isthesecondͲlowestofallofthepeersystems.Theaveragepeerfare is$3.37,whichis18.5percenthigherthanthatofRunabout.Averagepeerfaresrangefrom$2.27on theBͲLineto$3.98onGoldCountyTransit.  EconomicProductivitySummary  Runabouthasthepooresteconomicproductivityofallsystemsanalyzedintermsofoperatingcostper passenger,fareboxrecoveryratio,andsubsidyperpassengertrip.ThefactthatRunabouthasthe secondͲlowestfareofallsystemscouldhelptoexplaintherelativelypooroveralleconomicproductivity withintheRunaboutsystem.Runabout’slowsystemproductivityandeconomicefficiencylevelsalso contributetopooroveralleconomicproductivity.  SLOTRANSITPEERANALYSIS  PeerGroupSelection  FortheSLOTransitpeeranalysis,aninitiallistof20peercandidateswascompiled.Sincethepeer analysisutilizedpeersystemsthroughoutthecountry,thelargercandidacypoolwasusedtoensure relevancyamongthepeersystems.ThepeerinformationwasdrawnfromNationalTransitDatabaseRY 2013data.ThemajorityofthepeersystemsidentifiedhadasimilarserviceareapopulationtoSLO Transitandwerelocatedwithinauniversitytown.Inaddition,theBloomingtonͲNormalPublicTransit System(ofIllinois)wasincludedasapeersystemduetoitsstatusastheAmericanPublicTransportation Association’selected2015OutstandingPublicTransitSystem.  Foreachpeercandidate,thefollowingdatawascollected(asshowninTable5):  x OperatingExpenses x FareRevenue x VehicleRevenueMiles x VehicleRevenueHours x UnlinkedPassengerTrips x PeakVehicles x ServiceAreaPopulation x ServiceArea  Next,asshowninTable6,fourindicatorcategories(operatingexpenses,peakvehicles,servicearea population,servicearea)wereanalyzedamongthepeercandidatesandSLOTransit.Thepercent differencefromSLOTransitwascalculatedineachcategoryforeachpeercandidate.Anaverageof thesepercentdifferenceswasthentakentoillustratethepeervariancefromSLOTransitintermsof operatinglevelandservicesize.PeersystemswithaveragepercentdifferencesfromSLOTransitofover 80percentwereeliminatedfromthepeerreview.TheCityofCorvallistransitsystemwasalso eliminatedduetoitsfreefaresystem.  Thefinalpeergroup,consistingofsystemsthathavecomparableservicespansandproductionlevelsto SLOTransit,includes:  x CityofPocatelloͲPocatelloRegionalTransit(PRT) x NorthernArizonaIntergovernmentalPublicTransitAuthority(NAIPTA) x UniversityofIowa(Cambus) WorkingPaperFourLSCTransportationConsultants,Inc./AECOM,Inc. JointShortRangeTransitPlansforRTAandSLOTransitPage41 Ag e n c y Na m e Op e r a t i n g  Ex p e n s e s F a r e Re v e n u e Ve h i c l e Re v e n u e  Mi l e s Ve h i c l e Re v e n u e  Ho u r s Un l i n k e d  Pa s s e n g e r Tr i p s P e a k Ve h i c l e s Se r v i c e Ar e a  Po p u l a t i o n Se r v i c e Ar e a  (S q mi ) Mi s s o u l a Ur b a n Tr a n s p o r t a t i o n Di s t r i c t  (M o u n t a i n Li n e ) 3, 8 1 9 , 0 1 6 2 7 6 , 9 5 9 5 8 2 , 9 1 4 4 4 , 6 3 0 8 8 6 , 0 4 9 1 8 6 9 , 9 9 9 7 0 Ci t y of Co r v a l l i s (C T S ) 2, 5 3 3 , 3 4 5 0 4 1 1 , 4 4 8 2 8 , 2 7 8 1 , 1 8 3 , 0 7 2 1 1 5 4 , 6 7 4 1 4 Ci t y of Po c a t e l l o Ͳ  Po c a t e l l o Re g i o n a l Tr a n s i t  (P R T ) 1, 1 5 2 , 0 7 8 9 0 , 0 7 5 3 4 5 , 8 1 0 2 3 , 5 7 2 3 1 3 , 7 8 3 1 1 8 1 , 7 3 0 2 7 Pu e b l o Tr a n s i t Sy s t e m (P T ) 3, 8 6 0 , 2 2 5 5 0 3 , 7 8 1 5 4 0 , 6 0 1 3 9 , 1 7 3 9 9 5 , 5 8 9 1 9 1 0 5 , 0 0 0 3 9 Un i t r a n s Ͳ  Ci t y of Da v i s 4, 1 3 3 , 8 2 1 2 , 1 3 6 , 4 2 4 8 0 1 , 0 0 7 8 0 , 0 5 0 3 , 8 8 0 , 4 6 4 3 6 7 2 , 6 1 1 1 3 Tu s c a l o o s a Co u n t y Pa r k i n g an d Tr a n s i t  Au t h o r i t y 1, 2 5 7 , 2 8 9 1 5 1 , 3 8 6 2 7 1 , 8 3 4 1 8 , 7 6 4 2 9 3 , 3 9 1 7 1 3 6 , 4 8 7 1 7 1 No r t h e r n Ar i z o n a I n t e r g o v e r n m e n t a l Pu b l i c  Tr a n s i t Au t h o r i t y (N A I P T A ) 5, 2 4 9 , 6 6 9 1 , 3 5 4 , 3 7 7 7 0 0 , 8 7 9 5 7 , 4 3 4 1 , 8 4 2 , 3 2 2 2 1 7 1 , 9 5 7 3 5 Un i v e r s i t y of Io w a (C a m b u s ) 2, 9 9 7 , 2 4 8 0 7 4 5 , 9 1 2 7 3 , 4 2 1 4 , 4 9 9 , 8 7 8 2 6 7 1 , 3 7 2 3 0 Ca p i t a l Ar e a Tr a n s p o r t a t i o n Au t h o r i t y (C A T A ) 27 , 4 5 3 , 8 4 6 6 , 4 5 3 , 0 1 9 3 , 1 0 9 , 6 4 8 2 3 7 , 7 7 2 1 1 , 3 5 8 , 5 3 5 7 9 2 8 7 , 5 9 8 1 3 6 La s Cr u c e s Ar e a Tr a n s i t (R o a d R U N N E R  Tr a n s i t ) 2, 5 6 2 , 7 8 7 5 7 9 , 1 8 3 5 0 6 , 2 6 0 3 6 , 5 5 7 7 5 9 , 6 4 5 1 2 1 0 7 , 4 1 9 5 5 Un i v e r s i t y of Ge o r g i a Tr a n s i t Sy s t e m (U G A ) 5, 3 5 5 , 4 8 4 6 , 2 8 1 , 7 2 0 8 5 3 , 6 4 4 1 1 4 , 9 5 9 1 1 , 0 5 8 , 9 4 4 4 7 4 4 , 0 0 0 1 4 Te r r e Ha u t e Tr a n s i t Ut i l i t y (T H T U ) 2, 0 9 5 , 4 7 2 1 5 6 , 0 0 0 4 5 9 , 4 5 6 4 6 , 2 5 0 3 9 4 , 6 7 8 8 5 9 , 6 1 4 1 8 Ci t y of St . Ge o r g e (S u n T r a n ) 94 4 , 7 1 2 1 6 3 , 5 9 8 2 2 8 , 1 1 1 1 7 , 6 9 2 4 7 3 , 8 5 1 6 7 5 , 5 6 1 3 5 Wi l l i a m s b u r g Ar e a Tr a n s i t Au t h o r i t y (W A T A ) 6, 2 1 6 , 3 0 9 5 6 2 , 0 6 0 1 , 2 7 9 , 9 3 7 8 9 , 8 0 4 2 , 5 4 6 , 8 0 8 4 0 5 7 , 0 0 0 1 4 4 Me s a Co u n t y (G V T ) 3, 4 6 7 , 3 7 3 4 4 3 , 6 6 7 8 6 3 , 8 8 6 5 6 , 7 2 1 9 7 4 , 6 4 4 1 2 1 2 0 , 0 0 0 6 6 Bi l l i n g s Me t r o p o l i t a n Tr a n s i t (B i l l i n g s ME T  Tr a n s i t ) 3, 6 6 5 , 2 4 5 3 2 2 , 3 8 3 5 7 2 , 7 6 8 3 8 , 3 1 0 6 0 9 , 1 9 4 2 0 1 1 4 , 7 7 3 3 4 Un i v e r s i t y of Ar k a n s a s , Fa y e t t e v i l l e  (R a z o r b a c k Tr a n s i t )  2, 2 7 4 , 7 5 3 1 , 4 0 5 , 3 1 7 4 1 3 , 2 4 5 3 9 , 6 3 6 2 , 0 0 6 , 7 2 2 1 9 7 5 , 1 0 2 1 8 Th e Ci t y of Bo w l i n g Gr e e n / C o m m u n i t y Ac t i o n  of So u t h e r n Ke n t u c k y (C A S K ) 97 8 , 0 7 7 5 5 , 2 5 7 1 8 0 , 9 1 7 1 4 , 3 6 5 1 0 7 , 5 1 5 6 5 0 , 0 0 0 1 5 Sa n t a Cr u z Me t r o p o l i t a n Tr a n s i t Di s t r i c t  (S C M T D ) 34 , 3 3 2 , 7 1 7 8 , 5 6 9 , 2 6 1 3 , 1 7 2 , 0 1 1 2 1 5 , 6 1 3 5 , 3 6 9 , 6 7 0 8 3 2 5 4 , 5 3 8 4 4 6 Bl o o m i n g t o n ͲNo r m a l Pu b l i c Tr a n s i t Sy s t e m 7, 5 3 0 , 1 6 7 1 , 2 4 8 , 5 1 4 1 , 3 0 3 , 8 3 1 9 0 , 9 1 3 2 , 0 0 9 , 2 4 1 2 3 1 2 9 , 1 0 7 4 6 SL O Tr a n s i t 3, 3 0 9 , 6 7 4 6 5 4 , 9 0 0 3 9 3 , 8 3 1 3 2 , 5 8 6 1 , 1 0 9 , 5 5 9 1 0 5 2 , 5 7 6 2 0 So u r c e : Na t i o n a l Tr a n s i t Da t a b a s e 20 1 3 Da t a TA B L E 5: SL O Tr a n s i t Pe e r Ca n d i d a t e Op e r a t i n g Da t a LSCTransportationConsultants,Inc./AECOM,Inc.WorkingPaperFour Page42JointShortRangeTransitPlansforRTAandSLOTransit  x TerreHauteTransitUtility(THTU) x CityofSt.George(SunTran) x UniversityofArkansas,Fayetteville(RazorbackTransit) x TheCityofBowlingGreen/CommunityActionofSouthernKentucky(CASK) x BloomingtonͲNormalPublicTransitSystem  PeerAnalysis  Tables7and8illustratekeyperformanceindicatorsforthepeersystemsalongsideSLOTransit.   TABLE6:SLOTransitInitialPeerCandidatePerformanceIndicatorsandEvaluation AgencyName#%fromSLO#%fromSLO#%fromSLO#%fromSLO MissoulaUrban TransportationDistrict(MountainLine)$3,819,01615.4%1880.0%69,99933.1%70250.0% CityofCorvallis(CTS)$2,533,34523.5%1110.0%54,674 4.0%1430.0% CityofPocatelloͲPocatelloRegionalTransit(PRT)$1,152,07865.2%1110.0%81,73055.5%2735.0% PuebloTransitSystem(PT)$3,860,22516.6%1990.0%105,00099.7%3995.0% UnitransͲCityofDavis$4,133,82124.9%36260.0%72,61138.1%1335.0% TuscaloosaCountyParkingandTransitAuthority$1,257,28962.0%730.0%136,487159.6%171755.0% NorthernArizonaIntergovernmentalPublicTransit Authority(NAIPTA)$5,249,66958.6%21110.0%71,95736.9%3575.0% University ofIowa(Cambus)$2,997,2489.4%26160.0%71,37235.8%3050.0% CapitalAreaTransportationAuthority(CATA)$27,453,846 729.5%79690.0%287,598447.0%136 580.0% LasCrucesAreaTransit(RoadRUNNERTransit)$2,562,78722.6%1220.0%107,419104.3%55175.0% University ofGeorgiaTransitSystem(UGA)$5,355,48461.8%47370.0%44,00016.3%1430.0% TerreHaute TransitUtility(THTU)$2,095,47236.7%820.0%59,614 13.4%1810.0% CityofSt.George(SunTran)$944,71271.5%640.0%75,56143.7%3575.0% WilliamsburgAreaTransitAuthority(WATA)$6,216,30987.8%40300.0%57,0008.4%144 620.0% MesaCounty(GVT)$3,467,3734.8%1220.0%120,000128.2%66230.0% BillingsMetropolitanTransit(BillingsMETTransit)$3,665,24510.7%20100.0%114,773118.3%3470.0% University ofArkansas,Fayetteville(RazorbackTransit)$2,274,75331.3%1990.0%75,10242.8%1810.0% The CityofBowlingGreen/CommunityActionof SouthernKentucky(CASK)$978,07770.4%640.0%50,0004.9%1525.0% SantaCruzMetropolitanTransitDistrict(SCMTD)$34,332,717937.3%83730.0%254,538384.1%446 2130.0% BloomingtonͲNormalPublicTransitSystem$7,530,167127.5%23130.0%129,107145.6%46130.0% SLOTransit$3,309,6740.0%100.0%52,576 0.0%200.0% Source:NationalTransitDatabase2013Data 43.5% 35.1% 1045.4% 133.3% 0.0% 74.8% 89.5% 251.7% 70.1% 63.8% 611.6% 80.5% 119.5% 20.0% 57.5% 254.1% 95.8% Ave%Difference fromSLO 94.6% 16.9% 41.4% 75.3% OperatingExpensesPeakVehiclesServiceAreaPopulationServiceArea(Sqmi) TABLE7:SLOTransit PeerPerformanceIndicators CityofPocatelloͲ PocatelloRegional Transit(PRT) PuebloTransit System(PT) NorthernArizona Intergovernmental PublicTransit Authority (NAIPTA) TerreHaute TransitUtility  (THTU) CityofSt.George (SunTran) Billings Metropolitan Transit(Billings METTransit) TheCityofBowling Green/Community ActionofSouthern Kentucky(CASK) BloomingtonͲ NormalPublic TransitSystem PassengersperVRH7.7225.4232.087.5319.2215.907.4822.10 PassengersperVRM0.511.842.630.811.781.060.591.54 PassengerTripsperCapita5.179.4825.606.906.365.312.1515.56 OperatingCostperVRH$48.24$98.54$91.40$43.77$48.39$95.67$68.09$82.83 OperatingCostperVRM$3.21$7.14$7.49$4.69$4.48$6.40$5.41$5.78 OperatingCostperPassenger$6.25$3.88$2.85$5.81$2.52$6.02$9.10$3.75 FareboxRecoveryRatio5.2%13.1%25.8%8.4%14.6%8.8%5.6%16.6% SubsidyperPassenger$5.93$3.37$2.11$5.33$2.15$5.49$8.58$3.13 AverageFare$0.33$0.51$0.74$0.49$0.37$0.53$0.51$0.62 Source:NationalTransitDatabase2013Data PeerSystem WorkingPaperFourLSCTransportationConsultants,Inc./AECOM,Inc. JointShortRangeTransitPlansforRTAandSLOTransitPage43  SystemProductivity  PassengersperVRH  SLOTransit’spassengersperVRHfigureishigherthananyofthepeersystems,asshowninFigure12. ThenumberofpassengersperVRHamongthepeersystemsrangesfrom7.48(CommunityActionof SouthernKentuckyorCASK)to32.08(NorthernArizonaIntergovernmentalPublicTransitAuthorityor NAIPTA)averagingat17.18.SLOTransit’saveragepassengersperVRHis34.05,nearlydoublethatofthe peeraverage.   TABLE8:SLOTransit Peer GroupStatistiscs PeerMinimum Peer MaximumPeerAverageSLOTransit SLOto  AveragePeer RTA Ranking (1=Best) PassengersperVRH7.4832.0817.1834.05198.2%1 PassengersperVRM0.512.631.352.82209.3%1 PassengerTrips perCapita2.1525.609.5721.10220.6%2 OperatingCostperVRH43.7798.5472.12$101.57140.8%1 OperatingCostperVRM3.217.495.57$8.40150.8%1 OperatingCostperPassenger2.529.105.02$2.9859.4%7 FareboxRecoveryRatio0.050.260.1219.8%161.4%2 SubsidyperPassenger2.118.584.51$2.3953.0%7 AverageFare0.330.740.51$0.59115.6%3 Source:National Transit Database2013Data 0510152025303540 City ofPocatelloͲPocatelloRegional Transit(PRT) PuebloTransitSystem(PT) NorthernArizonaIntergovernmentalPublic TransitAuthority(NAIPTA) TerreHauteTransitUtility(THTU) CityofSt.George(SunTran) BillingsMetropolitanTransit(BillingsMET Transit) TheCityofBowlingGreen/Community ActionofSouthernKentucky(CASK) BloomingtonͲNormal PublicTransitSystem SLOTransit PassengerͲTripsperVehicle ServiceHour FIGURE12:SLOTransit PeersͲͲ PassengersperVehicle ServiceHour LSCTransportationConsultants,Inc./AECOM,Inc.WorkingPaperFour Page44JointShortRangeTransitPlansforRTAandSLOTransit PassengersperVRM  SLOTransit’saveragepassengersperVRMfigureis2.82,whichisovertwicethepeeraverageof1.35 passengersperVRM.Outofthesystemsanalyzed,SLOhasthehighestnumberofpassengersperVRM, withNAIPTAcominginsecondat2.63.  PassengerͲTripsperCapita  TheaveragepeernumberofpassengerͲtripspercapitais9.57,whichislessthanhalfthatofSLO Transit’sannualaverageof21.1passengerͲtripspercapita.ThepeerpassengerͲtripspercapitarange from2.15(CASK)to25.6(NAIPTA).  SystemProductivitySummary  SLOTransit’ssystemproductivityfarsurpassesthepeersystemaveragesinallthreeproductivity measures.ThesefiguressuggestthatSLOTransitissuccessfullygeneratingridershipandproviding resourcesinausefulmanner.  EconomicEfficiency  OperatingCostperVRH  Amongthepeersystems,theoperatingcostpervehiclerevenuehourrangesfrom$43.77(TerreHaute TransitUtilityorTHTU)to$98.54(PuebloTransitSystemorPT),averagingat$72.12.SLOTransit’s operatingcostperVRHishigherthananypeersystem,andasubstantial40.8percentabovethe average,at$101.57.  OperatingCostperVRM  ThepeeroperatingcostsperVRMvaryfrom$3.21(PocatelloRegionalTransitorPRT)to$7.49 (NorthernArizonaIntergovernmentalPublicTransitAuthorityorNAIPTA),averagingat$5.57.SLO Transit’soperatingcostperVRMof$8.40isthehighestoutofallninesystemsanalyzed.  EconomicEfficiencySummary  SLOTransit’soperatingcostperVRHandVRMishigherthananyotherpeersystems.Thissuggestsit maybeusefultofurtherexaminehowtomoreefficientlyoperatethesystem.  EconomicProductivitySummary  OperatingCostperPassenger  SLOTransit’soperatingcostof$2.98perpassengerissignificantlylowerthanthepeeraverageof$5.02 perpassenger.Thelowestoperatingcostperpassengeris$2.52(CityofSt.GeorgeSunTran),whereas thehighestoperatingcostperpassengeris$9.10(CASK).SLOhasthethirdͲlowestcostperpassengerof allsystemsanalyzed.