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HomeMy WebLinkAboutCORRESPONDENCE - RFP - P918 PARATRANSIT SERVICES CSUAdministrative Services Purchasing Division Citv of Fort Collins February 28, 2005 Shamrock Taxi Attn: Thomas E. Hofman 4414 E. Harmony Road #200 Fort Collins, CO 80528 RE: Renewal, P918 Paratransit Services Dear Mr. Hofman: We are in receipt of the signed renewal letter for the above referenced project indicating your acceptance of revisions A through D inclusive. Per your request the following revisions "E" and "F" will also be effective for the term January 1, 2005 through December 31, 2005: E. Exhibit A -Scope of Work, PERSONNEL REQUIREMENTS -CRIMINAL HISTORY REPLACE: "employees" with "personnel" F. Exhibit A -Scope of Work, PERSONNEL REQURRMENTS-TRAINING REPLACE: "employees" with "personnel" If you have any questions regarding this matter, please contact this office at (970) 221- 6775. Sincerely, 1 V"ames B. O'Neill II, CPPO, FNIGP Director of Purchasing and Risk Management Cc: Marlys Sittner, Transfort Operations Manager 215 North Mason Street • 2nd Floor • P.O. Box 580 • Fort Collins, CO 80522-0580 • (970) 221-6775 • FAX (970) 221-6707 Administrative Services Purchasing Division City of Fort Collins February 7, 2005 Shamrock Taxi Attn: Thomas E. Hofman 4414 E. Harmony Road #200 Fort Collins, CO 80528 Re: Renewal, P918 Paratransit Services Dear Mr. Hofman: The City of Fort Collins wishes to extend the agreement term for the above captioned proposal per the Agreement signed February 26, 2004. The term will be extended from January 1, 2005 through December 31, 2005 per the existing terms and conditions with the following revisions: A. 6. Contract Sum. REPLACE 6. Contract Sum. with: The City shall pay the Service provider for the performance of this Contract, subject to additions and deletions provided herein, the sum of $15.45 per trip. DELETE: Additional trips within the % mile area will be billed at a rate of $12.00 per trip. B. Attachment C ADD: City of Fort Collins Substance Abuse Policy: Service Provider must comply with current substance abuse policy and any changes to the policy as made. The City is responsible for providing the Service Provider with the current policy. C. Exhibit A— Scope of Work REPLACE: "CONTRACTOR" with "SERVICE PROVIDER" D. Exhibit A — Scope of Work, MONTHLY INVOICE & SUMMARY DELETE: Paragraph 2 On -time performance REPORTS If the renewal is acceptable to your firm, please sign this letter in the space provided and return it to the City of Fort Collins, Purchasing Division, P. O. Box 580, Fort Collins, CO. 80522, within the next fifteen days. If this extension is not agreeable with your firm, we ask that you send us a written notice stating that you do not wish to renew the contract and state the reason for non -renewal. If you have any questions regarding this matter, please contact this office at (970) 221-6775. Sincerely, Q ae B. ONer of Purchasing and Risk Management cc: Marlys Sittner, Transfort Operations Manager Signature i ?4 Date (Please indicate your desire to renew Proposal P918 Paratransit Services by signing this letter and returning it to Purchasing Division within the next fifteen days.) 215 North Mason Street • 2nd Floor 0 P.O. Box 580 • Fort Collins, CO 80522-0580 • (970) 221-6775 • FAX (970) 221-6707 8. Maximum riding time on vehicles: The maximum time any rider shallwill be required to spend on board avehicle sha►Iwill be one (1) hour. The Service Provider will not schedule manifests that do not meet this standard and the GsatrasterService Provider shallwiil adhere to this standard during its operations. If ridership demands exceed the Gea#aetefService Providers capabilities in scheduling to maintain this standard, the CORtFAAWrService Provider will immediately notify Dial -A -Ride. PERSONNEL REQUIREMENTS: Driver Pre -hire Qualifications ➢ DMV RECORD CHECK: The Gsr+trastsrService Provider shal#will ebtaia a sepy e# theperform a Department of Motor Vehicles (DMV) records check for all prospective drivers prior to, these driverns baing NFedbut no more than 30 days before date of hire. For existing staff, a current DMV record -(within the past 365 days must be on file -must If a driver was, or is, found to be at fault for any incident that would prohibit that driver from maintaining a Commercial Driver's License, whether or not the driver holds one, the driver is no longer eligible to perform duties under this contract. Failure to immediately remove an ineligible driver from driving duties may be considered breach of contract. GeetfaetefService Provider shatlwill conduct DMV record checks on all drivers annually and provide the City with copies of the report. �Sou� ➢ CRIMINAL HISTORY: The GGn#aeterService Provider must sbtair} erform a criminal history background check on all present and prospective w assigned to driving duties under this contract_ prior to, but not more e that 30 days before date of hire. All drivers will have a clean criminal history with no felony convictions. Other misdemeanor criminal convictions that would disqualify an employee include, but are not limited to: • Any offense that requires registration of a sex offender • Any driving under the influence of drugs or alcohol violation within the past 3 years • Any offense of violence by a person in a position of trust. The GeRrasteFService Provider will pFewde the Got baGk@FGURGI Ghes make all criminal background checks for all drivers who erform available to the City. duties under this contract ➢ DRUG TESTING: All safety -sensitive applicants are required to abide by the City of Fort Collins Transit Substance Abuse Policies and Procedures, which includes submitting to a pre -employment drug test. Employees will be tested for those controlled substances specified in the Procedures for Transportation Workplace Drug Testing Program (49 CFR Part 40). The G AtFasterServlce Provider must abide by the before mentioned Substance Abuse Page 3 of 26 EXHIBIT "A" Policy and is required to performaaee all tests and reporting as described within the Policy. Policy is attached as Attachment C. The Geatrar_ ag Service Provider must also comply with the most current city policy when changes occur. Within ten (10) days prior to the renewalstart of the Contract, the SeatrasterService Provider 6hakwill furnish the City with all information required by the City to document that the employees meet all requirements of the contract. The City reserves the right to disgualify any driver from performance of service under this contract TRAINING GeR&asteFService Provider sha4will maintain a comprehensive training program for all of its �zvs� alPleyees who provide service under this contract. The training program sta with ensure that f! employees who provide service under this contract are trained in accordance with all municipal, rrts'"*P county, state and federal regulations. TRAINERS each certification. TRAINING CURRICULA The comprehensive training program sha4will include, but not be limited to, the following subject areas. • Passenger Service and Safety (PASS) certification, • Defensive Driving, • Substance Abuse (minimum of one hour training) • Reasonable Suspicion Training for Substance Abuse (Supervisors only). DEVELOPMENT OF TRAINING PLAN aR The GoRtraeterService Provider will provide all of ested employees 14ired or assigned to duties under theis contract re a :, the above -listed training. The Service Providers sha4will provide the City with the name-deseF#be of the person responsible for managing the Training Program; the and describe the manner in which training records will beare maintained_, tin?B.•" '"aeF. All new hires of GGAtraetsFService Provider sha4will receive all required training a is service or performing any duties under this contract, hiped.prior to being placed into revenue TRAINING RECORDS Page 4 of 26 EXHIBIT W 4. Summary of monthly complaints. Total number of trips: ➢ Client billing must be sorted in chronological order by date and vehicle number ➢ Each trip must be assigned a trip number ➢ Each reported trip must have a trip sheet signed by the passenger. The Zerviee Deleted: Contractor virter will not be reimbursed for trips that do not have a trip sheet that is signed by the passenger, twice %rc virt for City approval.) r will present the type of log to be used Deleted: Contractor On -time performance reports: ➢ Actual pick-up times must be compared to scheduled center time and any trips that are not within the 15 minute +/- window must be reported as failure to meet on -time performance requirement of this contract. ,2: , will maintain this operating standard at or above a 90% level. Deleted: Contractor ➢ Actual arrival times for the first pick of the day and the first pick up after a heduled lunch break will be compared to the scheduled center time. Trips that are t before the scheduled center time must be reported as failure to meet on -time perfor nee requirement of this contract. .g,r I t [ v. =r at fn will maintain this standard or ab a 98% level. Deleted: Contractor Collision/Passenger Injuries: ➢ Reportx,�!i log each collision/incident and provide a brief description of each, ➢ Summary of the investigation determination including the findings regarding Deleted: shall - preventability. ➢ Summary of the resolution of each collision/incident. (Form Sample V) Deleted: 11 Complaints ...._........._......._....... ➢ Reporter ,,l log each complaint and provide a brief description of each, ➢ Report .. 1: include.? employee's name, if applicable, Deleted: span ➢ Summary of the investigation determination including the findings regarding Deleted: shall preventability, Deleted: Contractor ➢ Summary of the resolution of each complaint. ➢=<_�=�`� t ensure that there is no more than one 1 complaint per 1,000 Deleted: Contractor revenue hours performed. (Form Sample V,) Deleted: shall The City reserves the right to request that they + ��i;, provide additional information Deleted: III when necessary. Requests for additional information must be submitted in a timely manner. Deleted: Contractor The City of Fort Collins receives funding to operate the service under grants issued by the State and Federal governments. Therefore, the S� 0,1E{ r will retain all records required by these bid specifications and also all financial records and data Deleted: Contractor concerning the management and operation of the system for a period of at least three (3) years upon completion of the Agreement. The , ,�t , '€� ",=4 , f ;0 furnish the City with such information, statistics, and data Deleted: Contractor as is necessary. Deleted: shall will not unilaterally implement company policy that directly impacts the system's operation or is in conflict with its Deleted: Contractor contract with the City without prior discussion and Page 9 of 26 EXHIBIT'A"