Loading...
HomeMy WebLinkAboutRESPONSE - RFP - 8291 CONTRACTED FIXED ROUTE TRANSIT SERVICESProposal Response Re: RFP # 8291 Contracted Fixed Route Transit Services Fixed route service operating the Gold route running to and from Old Town Fort Collins on Friday and Saturday nights, with an additional route Green route option. Foothills Campus Shuttle operating Point- to-Point service to the Colorado State University campus during the school year. Table of Contents Letter of Transmittal________________________________________ 3 Experience and Qualifications_________________________________5 Our Local Team____________________________________________7 How is Green Ride CO “Green”?______________________________11 Proposed Facility___________________________________________13 Fleet Management__________________________________________14 Operating Plan and Procedures________________________________17 Cost Proposal______________________________________________21 Appendix 1: Driver Training Syllabus___________________________ Appendix 2: Insurance Certificate_________________________________ Appendix 3: Vehicle Camera Review Procedures_____________________ Appendix 4: Employee Environmental Sustainability Policy___________ May 13, 2016 Mr. Gerry Paul City of Fort Collins Purchasing Division Purchasing Director 215 N. Mason St. 2nd Floor Fort Collins, CO 80522 Re: RFP #8291 Contracted Fixed Route Transit Services Dear Mr. Paul: Green Ride CO Inc. is proud to present this proposal for operation of the Gold Route, Foothills Campus Shuttle and additional contract options. Through our careful inspection of the above referenced RFP, the extensive experience of our management team, and local involvement in the Fort Collins community, we clearly understand this project and share your goals for these services. As described in the RFP, the Gold route will operate two buses from 10:30pm until 2:00am every Friday and Saturday night, year round. The Foothills Campus Shuttle will operate one bus from 7:00am until 6:30 pm during days when Colorado State University classes are in session. Our proposal will provide ample introduction to Green Ride as a company, our demonstrated presence and involvement in the Fort Collins community, our dedication to environmentally responsible practices, and our robust ability to perform fixed route services for the City of Fort Collins. Green Ride is fully capable and eager to begin service on or before August 22nd, 2016. The City of Fort Collins will be billed monthly, using a revenue hour price model. Fares will be retained and subtracted from each monthly invoice. Our proposed Project Manager, David Mullin, was the Project Manager who successfully launched the pilot project for the Green and Gold Routes, continuing to manage the service for two years. Combined with his five years of experience managing the provision of Dial-a-Ride services, David is very familiar with the high service expectations and reporting requirements of the City of Fort Collins/Transfort. David has a proven track record of performance in service to City contracts, and a reputation for being a responsive and effective Project Manager. David is supported by our own team of experienced and professional leadership team to provide human resources, training, maintenance and driver management. We subscribe to the principles of the Triple Bottom Line. Green Ride believes that by caring for and pursuing economic, environmental and socially healthy practices, we build a stable business in a stronger community, in a healthier world. Our proposal will describe our commitment to the principles of the Triple Bottom Line as well as our ongoing demonstrable efforts in line with those principles. Green Ride delivers Door-to-Door Respect. We believe that all passengers, coworkers, stakeholders, partners, general public and competitors should be treated with the utmost respect at all times. This important value is one of the cultural corner stones of our organization, and is a clear expectation set for every employee of Green Ride CO. Green Ride is excited by the opportunity to partner with the City of Fort Collins/Transfort. Out of respect for your time and consideration, we are pleased to offer this efficient proposal containing a concise description of our qualifications, operating plan, and cost proposal. If you have any questions regarding our proposal or the attached Appendices, please feel free to contact our Project Manager, David Mullin or our Co-Founder, Ray Schofield. David Mullin Ray Schofield Business Development/Project Management Owner/CFO Green Ride CO Green Ride CO 4825 Earhart Rd. Loveland, CO 80538 4825 Earhart Rd. Loveland, CO 80538 (970)413-2297 (970)402-9042 dmullin@greenrideco.com rayschofield@greenrideco.com Thank you for your careful review of our proposal, and for considering Green Ride to serve the needs of the City/Transfort, the people of Fort Collins and the students of Colorado State University. We look forward to discussing our proposal and services in greater detail. Sincerely, Ray Schofield Co-Founder/Owner/CFO Green Ride CO Experience and Qualifications a. Locally Owned and Operated in Northern Colorado Green Ride CO was founded in 2008 by Bob Flynn and Ray Schofield, two Fort Collins residents with a love for the transportation industry. The mission: to become the highest quality transportation provider possible by focusing on the needs of our community and the needs of our customers. Green Ride faced many challenges when trying to begin service, navigating a challenging regulatory environment in Colorado as well as an established competitor that sought to prevent any other companies from operating in the Northern Front Range. Bob and Ray were convinced that the citizens of Northern Colorado would benefit from competition, and that the results would improve service for all consumers, economic benefit to the communities of Northern Colorado, and greater participation in shared ride services that effectively grow the market as a whole. Achieving Bob and Ray's vision has only been possible through unwavering dedication to core values and strict adherence to smart business principles. Green Ride was founded on the belief that healthy competition is good for everyone. Green Ride believes that as individuals and as an organization, community involvement is vitally important. We know that environmentally responsible practices are not only the ethical thing to do, but smart business. Green Ride understands that the heart and purpose of every business is people and community. b. A Fort Collins Success Story On May 29th, 2009 Green Ride began transporting passengers from Fort Collins and Cheyenne to Denver International Airport. We started small, with two drivers and one Toyota Prius. Bob Flynn and Ray Schofield were those drivers. Since then, Green Ride has consistently been one of the fastest growing companies in Northern Colorado. In a few days, Green Ride will celebrate our seven year anniversary as a $6.5 million company serving the people of Northern Colorado and Wyoming with over 120 employees, and a fleet of 40 vehicles. Green Ride transported 160,363 people in 2015. Since the beginning of Green Ride's history, community involvement has been an essential part of the way we do business. We live, work and play in Northern Colorado and we love it! We are active members of the Chambers of Commerce throughout our service area, and have a long history of working very closely with a host of local organizations in Fort Collins and the surrounding communities. Our work has included but is not limited to the Fort Collins Bicycle Friendly Driver program, Fort Collins Visitors Center, Better Business Bureau, ClimateWise, the Fort Collins Downtown Business Authority, Colorado State University, the Responsible Alcohol Retailers and many local businesses. Wherever possible, we conduct business using only local businesses and vendors for business supplies, maintenance needs, capital expenditures and software development. Even gift cards for our employees come from local coffee shops and bookstores rather than larger corporate chains! Community Involvement Green Ride believes whole heartedly in giving back to the communities that have contributed to our success, and to help them grow in healthy ways. Green Ride has provided charitable contributions to local programs for the homeless, victims of abuse, animal rescue, environmental awareness and cleanup, children's charities, facilities for at risk youth, local school fund raisers, adopt-a-highway and breast cancer research. Participation in local events include Ride the Rockies, Homeless 20/20, Sustainability Fair, Down and Derby, Taste of Fort Collins, The Fort Collins Irish Fest, and many others. Award Winning Performance Over the years, Green Ride has received multiple local awards and accolades. Green Ride has been the recipient of the Monfort School of Business Entrepreneurial Award. The Fort Collins Chamber of Commerce named Green Ride The Environmental Business of the Year in 2010 and Small Business of the Year in 2013. Green Ride was named in the Mercury 100 fastest growing businesses 6 years consecutively. In May of 2012 Green Ride was featured in an article in Money Magazine. c. Shared Ride Service Specialists As part of our dedication to our core value of environmental responsibility, Green Ride specializes in shared ride services to reduce green house gas emissions. Our shared ride offerings currently include airport shuttle and charter services, and we are actively seeking to increase our service offerings to include other shared ride services such as fixed route transit, paratransit, school transportation, and human services. We provide airport shuttle and charter services under authorities and permits from the Federal Motor Carriers Administration (FMCSA), Department of Transportation (DOT), and the Colorado Public Utilities Commission (PUC). • Our shuttle service to Denver International Airport provides service in Southern Wyoming and Northern Colorado. Specifically, we offer door-to-door shuttle service to customers in Laramie, Cheyenne, Fort Collins, Windsor, Loveland and Boulder. • Our charter services are provided throughout Larimer County, and even interstate charters are accommodated. In all cases our charters are shared ride services for groups of people with common interests and destinations. In many cases they are new to Colorado, visiting for business or pleasure, and it is our privilege to bring them together to experience the communities we love! • Green Ride drivers perform door-to-door service by picking up passengers from their homes, hotels or businesses within a five minute pickup window. We take pride in our on time service for both door-to-door service and scheduled service at transfer points. Green Ride drivers regularly operate vehicles similar in size and operation to those described in the RFP, and are highly skilled at providing safe, friendly and reliable service. d. ADA Compliant In addition to management personnel with in-depth knowledge and working experience with the Americans with Disabilities Act of 1990 (ADA), we have trainers of Passenger Service and Safety (PASS) certified by the Community Transportation Association of America on staff. We are proud to offer highly trained, friendly drivers and wheelchair accessible service for our passengers who require additional accommodation. We gladly observe all requirements of the ADA, and welcome the opportunity for Green Ride drivers to provide Door-to-Door Respect to all passengers at all times. With this level of expertise teaching our drivers and guiding our operations, we are very proud of the high quality services we provide to all of our passengers regardless of disability status, mobility device or service animal. e. Fully Insured Green Ride's insurance carrier is National Interstate Insurance. We carry commercial and general vehicle in the amount of $5,000,000.00 combined single limit for each accident. Green Ride carries workman's comp insurance in the amount of $1,000,000.00 per accident, disease each employee, and disease aggregate. Our insurance coverage exceeds the requirements of the RFP. The City of Fort Collins and Transfort will be fully indemnified in the event of a claim, and can be listed as additional insured. Our insurance certificate is attached as Appendix 2. Our Local Team Passengers are best served when our drivers are safe, friendly, well trained and confident professionals who understand our goals and share our core values. These front line employees receive support in the form of training, guidance and leadership from our team of driver supervisors. Both drivers and supervisors have unfettered access to our support team of managers, who are in turn supported by our executive leadership. The end result is an extremely customer focused organization with high levels of empowerment and personal responsibility. Our team is built with an eye to service reliability and flexibility, with the shared goal of serving our passengers well. Our entire leadership team, including executive leadership is capable and willing to serve in any capacity, including driving, to ensure that our service commitments to our passengers and clients are upheld. a. Passengers Human lives are the single most important cargo a transportation agency will ever transport, and it's a responsibility we take very seriously at Green Ride. Our commitment to the safety and quality of life of our passengers is integral to everything we do. Our second responsibility is to provide them consistent, friendly and reliable service! They depend upon our services to travel for school, work, health, and fun! Simply put, we would not have a business without them. b. Drivers First and foremost, Green Ride drivers are just great people! We start by getting to know our drivers during the hiring process to ensure they will be a good fit in our organization, they value the core tenets of our business culture, and that they will be a good fit within our team. Our hiring process detailed later in this proposal explains this further. Through extensive training, testing and subsequent leadership, our excellent team of drivers consistently provide safe, respectful, friendly service that our customers can rely upon. Our driver supervisors, managers and executive leaders all work to support these drivers, putting them in the best possible position to be successful in their role serving our patrons. c. Driver Supervisors Green Ride currently employs four driver supervisors who support our field operations on a day to day basis. All of our driver supervisors are certified trainers, and begin each driver relationship through mentorship. This allows for more trustworthy and free communication moving forward. Green Ride supervisors serve first and foremost in a safety capacity, ensuring that drivers are assisting passengers and driving in a safe and conscientious manner. The driver supervisor's second but very important role is one of two way communication. Driver supervisors listen to the feedback of drivers, provide guidance and coaching, and also resolve any issues the driver may bring to their attention. All Green Ride driver supervisors possess a Class B CDL with no airbrake restriction, and are able to perform driver functions if necessary. Driver supervisors have received Reasonable Suspicion training, and are part of our accident response team. Driver supervisors are authorized to remove drivers from service in the protection of service and safety. d. Old Town Attendant Green Ride will provide one attendant to assist passengers and drivers of the Gold Route, and if continued, the Green Route. The attendant will stage at the corner of Remington and Mountain, and will ensure that appropriate sandwich boards are properly displayed during service. The attendant will be a point of contact for drivers, driver supervisors, Green Ride dispatch, emergency services, and Transfort as needed. This person will be trained to be knowledgeable regarding the Green and Gold routes, management of emergency situations, and will receive Reasonable Suspicion training. Additional Green Ride personnel such as driver supervisors or managers may perform this function as needed to ensure continuity of service. e. Management Team David Mullin Business Improvement, Project Manager Our proposed Project Manager for this contract is David Mullin. David has over 13 years of experience in the transportation industry. He has extensive experience managing call center and dispatch operations, as well as driver supervision, training, ADA compliance and FTA compliant drug and alcohol testing. On a day to day basis, David will make sure that schedule, service, compliance, equipment standards are rigorously met. He will work closely with Transfort personnel, to ensure that all compliance, service delivery and reporting aspects of this contract are delivered in a timely and professional manner. David will be directly responsible for the initial project roll out and ongoing operation of service under this contract. David will attend all meetings requested by the City. Notably, David was the Project Manager for the City of Fort Collins Transfort/Dial-a-Ride program, successfully providing high level service for 5 years. David was also the Project Manager for the initial Green and Gold route pilot project in 2012, continuing to manage provision of the service for the next two years. David has managed projects providing services for the Washington Metro Area Transit Authority, Nassau Inter-County Express, New Orleans Regional Transportation Authority, Antelope Valley Transit Authority, East Bay Paratransit, Florida Commission for the Transportation Disadvantaged, and the Boston Veteran's Administration Hospital, among others. We believe his experience, expertise and record of performance will be an invaluable asset to Green Ride in service under this contract. Kevin Hoyer Fleet and Driver Manager Kevin Hoyer has a degree in Psychology from Colorado State University and has been a member of the Green Ride team for about 7 years. Kevin provides supportive and effective driver management and also manages our fleet maintenance. He brings with him diverse skill sets from past employers including operations, vehicle sourcing and acquisitions, and business development. Most importantly, Kevin has a very special talent for connecting with people and building solid, productive relationships. Kevin understands the importance of our drivers to our operation as well as to our customer experience. Kevin recruits new drivers, and guides them through the hiring and training process. He works closely with our driver supervisors, meeting with them individually and collectively on a regular basis to listen to their input and provide guidance and direction. Kevin addresses driver performance issues when they arise by providing coaching, correction and if necessary, disciplinary action. Kevin has built long term relationships with our maintenance vendors. He has established process and expectations around our maintenance programs, including preventive maintenance scheduling, regular scheduled inspections, DVIR follow up, and clear communications with our vendors in real time. Kevin consistently provides productive accountability for our vendors to ensure the safety of our vehicles at all times. Scott Schofield Risk Management, Safety and Training Scott has Bachelor of Science from the University of Wyoming, and a Master's Degree in Strategic Studies from the United States Army. Scott was a welcomed addition to Green Ride's leadership team in 2014 after retiring from a 30 year career with the Wyoming National Guard. Scott's extensive experience as a Colonel in the National Guard includes development and implementation of training plans, project management, emergency planning and management, strategic planning and inter-agency coordination. The scope and breadth of Scott's experience is vast, and we are very fortunate to work with him. Since Scott joined Green Ride, he has been instrumental in management of our training programs, policy creation, facility management and strategic planning. Megan Kuhnen Human Resources, Administrative Services Megan has a degree in Business Administration from Western State University, and is proficient in conversational Spanish. Megan was the first employee hired by Green Ride in 2009, and since then has served in nearly every capacity within our operation. Megan brings 16 years of business management experience with her to Green Ride, specializing in safety, accounting and Human Resources. Megan is our Designated Employer Representative (DER) and therefore manages Green Ride's substance abuse testing programs. Megan serves as our Human Resources Manager, managing all new hire practices, paperwork and employee benefit administration. She works closely with all other department heads to help ensure DOT compliant file keeping to include driver HR and qualification files and D&A files. Megan provides a variety of other extremely valuable administrative services for Green Ride, and we feel very fortunate to have her on our leadership team. Ann Schofield Community Relations, Employee Wellness Ann is an extremely valued member of our leadership team! She works hard to keep us connected and involved at every opportunity with the communities we serve. She manages our community relations, organizes our event participation, and organization memberships. Ann is the champion of our employee wellness programs and benefits, including gym membership contributions, flu shots, healthy employee events, and employee messaging. Ann will work closely with the City to facilitate cooperative marketing efforts when requested by the City. Ann is passionate about healthy workplaces and people, having been a licensed physical therapist for over 30 years. She currently divides her monumental energy and effort between Green Ride and her position as a physical therapist at Colorado State University. f. Executive Leadership Bob Flynn Co-founder, President, CEO Bob has enjoyed nearly 10 years of experience in the transportation industry, and is a co-founder of Green Ride CO Inc. Bob and his business partner started Green Ride from the ground up with the goal of operating a successful transportation business in a manner that created a great place for people to work. Under Bob's direction, Green Ride has an impeccable reputation for customer service and quality. Green Ride has been recognized for high environmental standards, and success in entrepreneurial competitions. Prior to Green Ride, Bob served as the General Manager and CEO for Shamrock Transportation, providing taxi, paratransit, limo and shuttle services. To date, Bob has almost 28 years of business management experience. Bob holds a degree in Electrical Engineering from Concordia University in Montreal, Canada, and an MBA from the University of Colorado. Bob has been a resident of Fort Collins for over 21 years. Ray Schofield Co-founder, Vice President, CFO Ray has almost 10 years of experience in the transportation industry, and is a co-founder of Green Ride CO Inc. Ray helped grow our business from it's infancy to it's current operation of over 120 employees and $6.3 million in annual revenues. Prior to Green Ride, Ray served as COO/CFO for Shamrock Transportation. In this role he established all financial processes and significant business processes resulting in a return to profitability. Ray brings with him an additional 12 years of high tech management experience from Agilent Technologies and Hewlett-Packard. He holds a degree in Finance from the University of Wyoming and an MBA from the University of Minnesota. Ray has refined analytic skills and previous business ownership experience. Ray served the United States Air Force from 1986 to 1993, serving as an officer. Ray flew 22 combat missions overseas, and was awarded the Air Medal for exemplary service in combat. He has been a resident of Fort Collins for over 21 years. How is Green Ride CO “Green”? Our Philosophy At Green Ride, we believe that we each have a responsibility to do our utmost to care for our people, our communities, and the environment we all share. Climate change aside, man made waste and pollutants negatively impact the quality of life for billions of people the world over. We have a duty to take responsibility for the reduction and elimination of these pollutants that create dangers for wildlife, people, ecosystems and economies. Green Ride believes that this incredibly important responsibility is shared not only by businesses and public agencies, but also shared individually by all human beings. Environmentally responsible practices are very smart business. By reducing waste, tirelessly seeking greater operational efficiency, reusing or re-purposing material goods, and participating in recycling programs, Green Ride is able to reduce our operational costs to help create a more stable and profitable business while passing some of those savings on to our customers, offering the lowest price point possible. We recognize the concerns and values of the communities we serve, and are proud to share those values. Our customers know that by giving us their valued business, we are their partners in pursuing their own efforts to make green decisions in their travel plans. Environmentally responsible actions have been at the core of Green Ride since the company was founded. It is a concept and mission that was identified from our very inception to be one of our highest values, and a never ending goal for Green Ride. Our name, Green Ride, serves not only to identify our company in connection with our environmental ideals, but also serves to remind each of our employees of our values every single day, so they can make the day to day decisions that are right for our business. Our Approach to Environmental Sustainability Shared Ride At Green Ride, we believe that our greatest competition lay in people's decision to drive themselves, rather than use a shared ride service! Shared ride services reduce toxic and greenhouse gas emissions. One 27 passenger bus potentially removes 27 private vehicles from Colorado roadways, and burns far less fossil fuel. The resulting reduction in private vehicles increases safety by reducing congestion and unnecessary wear on public roadways. Additional benefits are lower vehicle maintenance, lower consumption of vehicle necessary fluids, and lower consumption of fossil fuel derived materials like tires. Reservations and Planning Our reservation based model allows us to streamline our operation in relation to our passenger load. Our planners create the most efficient routing possible for our drivers providing door-to-door service, and assign vehicles that are an appropriate size for the trip's ridership. As an example, we avoid operating a coach if the ridership for that trip can be better served in a smaller, more fuel efficient vehicle. The goal is to operate the maximum passenger miles per gallon at all times. Driving the Green Ride Way Every Green Ride driver receives extensive training in order to consistently drive in accordance with our environmental policies and best practices. Green Ride drivers: • Accelerate and decelerate smoothly. Green Ride mandates following distances that exceed the recommendations of the Department of Transportation. This is for passenger comfort and traffic safety, but also reduces fuel consumption and vehicle wear. • Never exceed 70 mph on interstates, and never exceed a speed limit in town. This is again for passenger comfort and traffic safety, which reduces fuel consumption and vehicle wear. • Never allow a vehicle to idle. Unnecessary fuel consumption and emissions are to be avoided. • Offer bottled water to every passenger, then collect empty bottles to be recycled. Telecommuting Green Ride employs reservation agents who work from home using our VOIP phone system software. Green Ride allows multiple employees to telecommute when appropriate. The reason for this is simple: minimized work commutes result in lower greenhouse gas emissions and lower energy costs in our facility. Facility Green Ride uses re-purposed and/or recycled materials in the construction and outfitting of our facilities. Our walls are painted using reclaimed paint from the Larimer County Landfill, our desks and furnishings are re-purposed, purchased used and in good condition. We use energy efficient lighting, and reduce energy consumption by minimizing use of air conditioning and turning off unused lighting and electronics. We actively participate in recycling programs, collect items to be used for compost in employee gardens, and even water our office plants using water reclaimed from unfinished water bottles. Fleet Green Ride operates a fleet of 40 vehicles ranging in size from mini-vans to 43 passenger coaches. The diverse vehicle sizes in our fleet, coupled with our reservation based business model and service planning best practices allow us to schedule vehicles of appropriate size for the anticipated passenger load. During slow times when ridership is anticipated to be low, it simply makes more sense to utilize a smaller vehicle to minimize fuel and maintenance costs, while simultaneously minimizing the resulting greenhouse gas emissions. As Green Ride grows, it is our goal to identify or create the infrastructure necessary for us to operate alternative fueled vehicles. People Green Ride attracts and hires great people who share our values and care about the environment. Many employees bike to work and to meetings. Most of our employees actively seek green practices not only within our organization, but in their personal lives every day. During orientation, every Green Ride employee signs our Commitment to Sustainability policy. Our Commitment to Sustainability policy can be viewed in Appendix 4. Environmental Leadership Green Ride is a member of ClimateWise, Clean Cities, Sustainable Living Association and Fortified Collaborations. We participate in and support events that support environmentally friendly practices like the Sustainability Fair, Green Drinks, and biking events. We work closely with organizations that have created green culture like New Belgium Brewery, and Colorado State University. As part of our reservation process, we offer the ability for customers to contribute to the Colorado Carbon Fund and Trees, Water & People (TWP) Green Ride has been a member of ClimateWise since 2008, and has been awarded Platinum Member status every year since 2011. Climate Wise named Green Ride a Social Superstar in 2014. Financial Stability Financial information was not requested in the RFP. We are proud of the company we have built, and are confident we are a reliable partner for The City/Transfort. Green Ride CO has been rated among the Mercury 100 as one of the fastest growing companies in Northern Colorado for the last 6 years consecutively. Green Ride's Fort Collins Operation 2015 revenue was $6.3 million. In both 2014 and 2015, Green Ride proudly shared $100,000 in bonuses to employees and owners, based on the company's strong financial performance. To ensure further stability, Green Ride has obtained lines of credit with ANB Bank, and maintains an excellent credit rating with its financial partners. Additional financial information may be provided upon request. Proposed Facility We lovingly refer to Green Ride's base of operations as Green Ride Central (GRC). Green Ride Central is located at 4825 Earhart Road, next to the terminal of the Fort Collins/Loveland Airport, within the 15 mile radius required in the RFP. Our facilities occupy an ample 5.6 acre area, providing plenty of space for the largest Park-n-Ride in Northern Colorado. Our property provides plenty of space for our fleet as well as additional vehicles to accommodate our future growth and vehicles leased from the City. At Green Ride Central, 2500 square feet of office space accommodate: • Dispatch operations • Fleet management • Driver Management • Human Resources and administration • Training and meeting room • Live environment training work space • Vehicle equipment and maintenance inventory room • Secure records room • Employee break and refreshment area • Open work environment containing shared work spaces • Customer lounge and refreshment area Green Ride Central is fully capable of accommodating the day to day storage of vehicles leased from the City, and can easily fulfill all service management and fleet requirements of the RFP. To maximize operational efficiency, Green Ride will seek to identify additional locations to store vehicles closer to the performed routes, but will only do so with prior authorization from Transfort. We feel that reduced deadhead miles will decrease vehicle emissions, fuel and maintenance costs. This practice will provide multiple benefits to the City, Green Ride and patrons of the contracted services. Fleet Management Our Fleet Management team is lead by Kevin Hoyer at Green Ride Central. Kevin ensures that our fleet is safe, legally compliant and visibly clean. On a daily basis, our Fleet Management team inspects Driver Vehicle Inspection Reports, visually inspects vehicles, performs minor repairs, and coordinates the transfer of vehicles to and from our maintenance vendor facilities. Kevin works very closely with our vendors to set work expectations and verify that high quality work is performed in a timely manner consistent with our operational and safety requirements. Proposed Fleet Green Ride will lease from the City and operate three 2009, International Model 3200 transit buses in the provision of the contracted services. It is our understanding that, should the Green route be extended beyond July, 2016 and the corresponding contract option is executed, Green Ride will lease two additional vehicles from the City. In all cases, any vehicle leased from the City will be used solely for the provision of services rendered under the terms of a contract with the City. Green Ride currently operates a fleet of over 40 vehicles. Fifteen vehicles currently in our fleet have a seating capacity ranging from 20 to 43 passengers. Green Ride maintains a spare vehicle fleet adequate to maintain reliable and consistent service to our existing customers, as well as sufficient spares to provide the same service stability and confidence to the City. Additional vehicles can easily be brought into service for the City with very short notice in order to provide service recovery or service expansion. Vehicles leased from the City will be held at Green Ride Central located at 4825 Earhart Rd. Drivers will be responsible for pre-trip and post-trip inspections. Drivers will also be responsible for regular cleaning of the vehicles. Maintenance Program The Green Ride maintenance program includes preventive maintenance, corrective maintenance, regular inspections, and cleaning. Minor corrective maintenance is performed at Green Ride Central. Minor corrective maintenance includes but is not limited to replacement of bulbs and/or fixtures, windshield wiper blades and minor interior repairs. Major repairs, safety sensitive repairs and service intervals are performed by our local maintenance service vendors at their facilities. Detailed PMI criteria is available to audit by the City upon request. Digital Vehicle Board (DVB) One of the tools Green Ride uses is our Digital Vehicle Board. We use this tool to track the status, maintenance and regulatory needs of our fleet, and as a tool for communication that allows us to share information and coordinate with our vehicle maintenance vendors. Our Digital Vehicle Board consists of a spreadsheet containing an inventory of all vehicles in our fleet, as well as vital information regarding those vehicles. Green Ride provides remote DVB access to our vehicle maintenance vendors allowing them to see upcoming fleet maintenance needs, view repair specific notes, and to provide Green Ride with at-a-glance status updates regarding our vehicle repairs. Information in the DVB includes but is not limited to the vehicle identification number, year, make and model, Passenger capacity, Red tag status and notes, Date last detailed, current mileage, date checked, mileage for next PMI, Next annual inspection date, Registration expiration, date of last windshield service, Emergency Exit inspection, VIN Number, Plate number, and tire size. Driver Vehicle Inspection Reports (DVIR) Each driver completes a DVIR at the beginning of each shift, as well as a Post-Trip Inspection at the end of each shift. DVIR forms are collected and reviewed by our Fleet Management team at Green Ride Central for necessary follow up repairs and record keeping purposes. All DVIR processes are compliant with the guidelines of the Department of Transportation. Preventive Maintenance Inspections (PMI) The PMI interval is set at 5,000 or as required for a specific vehicle type. This interval may be changed as needed based upon the mechanical needs of a specific vehicle triggered by variables such as age or common use factors. Regular review of DVIR's and physical vehicle inspections allow us to monitor vehicle mileage that will necessitate a PMI. PMI intervals are recorded and viewed by our staff and vendors on the Digital Vehicle Board. Corrective Maintenance Corrective maintenance is performed on vehicles as a result of daily inspections by drivers and Fleet Management staff, items noted during a PMI or from road calls. Vehicle defects are recorded in our Digital Vehicle Board, prioritized by our Fleet Management staff, and scheduled for repair. Work orders are filed in the corresponding vehicle maintenance files maintained on site at Green Ride Central. Replacement of Fluids and Common Items Green Ride Central contains an inventory of vehicle fluids and commonly replaced items. Stocked fluids include oil, transmission fluid, brake fluid and windshield washer fluid. Commonly replaced items are kept in stock in order to minimize vehicle down time and to help control costs. These items include vehicle bulbs, fuses and windshield wiper blades. Service intervals requiring fluid replacement are performed by our local maintenance vendors. Air Conditioning/HVAC Systems Climate control systems are important for the safety and comfort of passengers. In addition to corrective repairs triggered by review of DVIR's, climate control systems are proactively inspected and maintained according to seasonal needs. Vehicle Cleaning Green Ride provides basic cleaning materials for drivers to use at Green Ride Central. These items include brooms, vacuums, mops, cleaning fluids, towels, absorbent, bags, PPE, scrapers, etc. Vehicle washes are performed off site at local vehicle wash vendors with whom Green Ride has established account relationships. Drivers perform vehicle cleaning at the end of their shift or as needed. Additional vehicle washing is performed by our Fleet Tech on an as needed basis. Vehicles periodically receive a full vehicle detail from our local vendor, Kool Rides. Detailing includes but is not limited to exterior washing, waxing, buffing, steel or chrome maintenance, interior shampoo, spot treatment, window cleaning, vacuum, detailed cleaning and disinfection of all interior surfaces. Detailing intervals are tracked on the Digital Vehicle Board. Green Ride Partnerships with Local Vendors Our commitment to the Triple Bottom Line is demonstrated in part by our established relationships with and support of local businesses. Green Ride conducts business exclusively with locally owned and operated vendors whenever possible. Among our excellent local vendors are those we use to maintain the high safety standards and customer experience of our fleet. Diesel Services of Northern Colorado 1128 E. Mulberry, Fort Collins Green Ride has enjoyed a productive relationship with Diesel Services since 2013. High quality and timely work is performed by ASE Certified technicians on all of our diesel engine vehicles. We have found this vendor to be extremely responsive and highly reliable. Services are provided for our fleet 6 days per week. In early 2016, Diesel Services opened a second shop and have at times serviced Green Ride vehicles in both locations simultaneously. This second location provides additional stability to our operation in the event of a weather related emergency event. Diesel Services has been serving Northern Colorado private owners and fleets since 1999, and have earned an A+ rating with the Better Business Bureau. Diesel Services provides: • DOT Inspections • Preventive Maintenance Inspections • Regular Service Intervals • Corrective repairs • HVAC system inspection and repair • Wheelchair lift service • Tire Service • Service 6 days per week. Set It Off Paint and Body 453B Industrial Dr., Fort Collins Since 2011, Green Ride has relied upon Set It Off to help keep our fleet healthy and handsome through high quality body work and vehicle painting services. Set It Off handles all damage repair and paint needs for Green Ride. Their skilled and responsive staff are focused on the quality of their work, while delivering rapid turn around times. E3 Signs 6718 N. Franklin Ave., Loveland E3 Signs, a locally owned and operated company, designs and installs all vehicle lettering and vehicle wraps for Green Ride CO. Their high quality work and attention to detail has helped Green Ride establish our recognizable brand! Kool Rides Custom Detailing 808 E. Mulberry Kool Rides helps keep Green Ride vehicles looking and smelling great! Kool Rides understands the importance of a great image and experience for our customers. Their experienced technicians undergo ongoing training programs to learn about new techniques and products, as well as to fine tune their skills. All Green Ride vehicles are scheduled periodic details with this awesome local company. Since 2007, Kool Rides has been owned and operated by it's founder, Mike Nelson. Mike is an 8 year veteran of the United States Air Force, and a former firefighter. Operating Plan and Procedures Personnel Hiring Process The wonderful drivers at Green Ride are critical to the success our of business, providing great service to passengers and keeping human lives safe at all times. A basic outline of our hiring process follows. 1. Hiring Event – Green Ride begins the hiring process by hosting hiring events at Green Ride Central. Green Ride invites employee candidates to our hiring events based on online candidate inquiries. At the event, one of our founders or managers gives a 45 minute presentation for the candidates, providing them a clear overview of the services performed by Green Ride, our expectations of all employees, our business structure, history, and vision for the future. We want to be certain that all employees have a very clear understanding of our business from day one so they can make the employment decision that is right for themselves and their families. We believe that employees who begin their career with a clear understanding of our business, expectations and goals are more engaged, more fulfilled, happier and have a greater sense of personal responsibility. 2. Interviews – Immediately following a hiring event, each candidate is given the opportunity to interview with multiple members of our leadership team individually. This innovative approach to the interview process allows our managers to make independent assessments of our candidates, and allows every candidate the opportunity to speak on their own behalf. Following candidate interviews, participating managers meet and discuss their assessments of the candidates. In addition to required skills and experience, we want to be confident that new employees are personable, friendly, and will be a good fit within the working culture of Green Ride. Examples of traits that indicate a good fit with our working culture include a commitment to environmental sustainability, a strong sense of community, and problem solving skills that rely upon respect and listening skills. Upon agreement by the participating managers, an offer of employment is extended, pending successful substance screening, background checks, and approval of motor vehicle record. 3. Application – All employees must complete an application that includes employment history, relevant skills and education. Hiring managers review applications to ensure they are complete, check references, and obtain appropriate authorizations for background check and motor vehicle records. 4. Employment screening – All employee candidates must successfully pass Green Ride's employment screening procedures. Screening includes: 1. Criminal background checks performed by Mountain States Employment Council. Employment may be declined if there are criminal violations including but not limited to any offense that requires registration as a sex offender, convictions for drug related offenses, violent crimes, and any offense committed by a person in a position of trust. 2. A review of motor vehicle records must establish that a candidate does not have any convictions for driving under the influence of drugs or alcohol in the past 7 years, more than 3 moving violations in the last 3 years, driving suspensions, or any pattern of unsafe driving practices. Reviews of motor vehicle records are conducted every 6 months throughout the term of employment. 3. Pre-Employment drug testing is conducted on all Green Ride employees in accordance with the Green Ride Substance Abuse Policy, and CFR 49 part 655. All employees of Green Ride are subject to random, reasonable suspicion, post accident, and return to duty screening in accordance with Federal laws. Substance abuse screening records are maintained on site at Green Ride Central. The Green Ride Substance Abuse Policy will be provided to the City upon request. 5. In accordance with the Department of Transportation guidelines, all drivers must possess or obtain a valid DOT Medical Examiner's Certificate before operating a commercial vehicle for Green Ride. Green Ride refers our employees to Workwell, Concentra, and Banner Health for DOT physicals. Orientation Every Green Ride employee attends a 5 hour orientation. This orientation includes, among other topics, drugs and alcohol in the workplace, sexual harassment, completion of new hire paperwork, employee manual review, commitment to sustainability, commitment to safe driving and standard operating procedures. Because this training is required for all employees, it is not specifically listed in the driver training syllabus. Driver Training At Green Ride, we recognize that our drivers must be knowledgeable and and confident in order to successfully deliver the high service and safety standards our customers deserve. Green Ride intends to train 10 drivers to perform services under this contract, including Driver Supervisors, to ensure service reliability as well as our own operational flexibility. Green Ride commits significant resources to training drivers before and during their employment with us. Lead by our Safety and Training Manager, Scott Schofield, our training team utilizes a combination of off the shelf training curricula and materials combined with our own training programs that have been developed “in house”. 1. Effective Classes and Materials – The first step in a training program is to identify the most efficient curriculum and training materials that will help students learn the required topics in an effective manner. Green Ride uses training items from the Community Transportation Association of America, the National Safety Council, J.J. Keller, CDL College and others in addition to materials that are created by our own employees who possess significant expertise in a particular subject area. Training materials, classes and curricula are available to the City upon request. 2. Trainers – It has been said that a class is only as good as it's teacher. Green Ride supports our drivers with a team of 9 trainers. Some of these trainers are specialists in certain areas, and have obtained training certifications from organizations outside Green Ride. Some examples are CDL Trainer, Passenger Service and Safety, Defensive Driving. Green Ride is extremely selective in choosing trainers who have relevant experience, leadership and communication skills. Our team of hand picked trainers go through extensive training to receive a Green Ride Trainer Certification, in addition to other training certifications they may possess. This training includes: ◦ Topic specific training ◦ Teaching the adult learner ◦ Active listening ◦ Communication styles and techniques ◦ Respectful correction ◦ Learning from your students ◦ Proper documentation practices ◦ Reasonable Suspicion 3. Driver Training Curriculum – A sample training curriculum including classroom and on road training has been attached as Appendix 1. 4. Classroom Training – Green Ride begins our training programs in the classroom. We use videos, Power Point presentations, written materials, electronic tools and of course live certified instructors. Our classroom training provides an interactive environment that is respectful of the student's learning speed, and seeks to maximize course material comprehension and retention. New drivers typically complete 30 hours of classroom training before continuing their development in On Road Training. 5. On Road Training – New drivers complete approximately 30 hours of training on the road with a certified instructor. In this live environment, instructors teach and observe new drivers, providing demonstration, clarification, correction and confirmation. 6. Check Ride - A member of our training team rides with a driver in the performance of a full shift of regular service. Driver trainers complete a checklist detailing driver performance including but not limited to pre-shift procedures, driver vehicle inspection, safe vehicle operation, passenger assistance, customer service, navigation, and equipment operation. The completed checklist is retained in the driver's training file. In the event a driver does not pass their check ride, they are placed back into training. Drivers must successfully complete and pass their check ride. 7. Follow up training – Training is an ongoing effort at Green Ride. It is important to keep driver skills sharp, and constantly assess what could be done better. ◦ 14 days after completing training, our training team meets with the new driver to answer any questions the driver may have, and to provide any guidance that may be necessary. ◦ When a driver receives their 90 Day Tune-Up, a 2 hour review is conducted with the driver. Feedback and coaching is provided regarding reviewed camera footage as well as input received from coworkers and customers. The Trainer then performs a ride along with the driver to ensure the safe driving practices learned in initial training are still being followed. ◦ Annual Driver Re-Certification is scheduled on the anniversary month of the driver's employment. A full check ride and verbal testing are performed. Safety As a transportation company, nothing is more important than protecting the safety of our passengers, our drivers, and the general public. Safety begins with the training programs we have outlined for you, but it must continue far beyond training to include active monitoring and management. Green Ride maintains established monitoring and follow up according to industry best practices as well as our own innovation. 1. Vehicle Camera Program – Green Ride uses the Rosco XC camera system that records interior and exterior video as well as interior audio. Camera footage can be reviewed for any point in time recorded on the camera device. These cameras are recording continuously while the vehicle is in operation and automatically flag specific events, like exceeding maximum speed, according to our settings in the system. We actively review a sampling of footage on a weekly basis to review customer service and driver safety for correction or training purposes. All flagged events are closely studied for timely and appropriate follow up. Our camera system is an invaluable asset in the investigation of incidents and collisions. A full outline of our camera review program has been attached as Appendix 3. 2. Collision and Incident Investigation – Our safety team, lead by Safety and Training manager Scott Schofield thoroughly investigate all incidents and collisions. Investigations included a full investigator's report, driver and witness statements, police reports, photos of the scene and involved property, and vehicle camera footage. Immediately following an accident, the investigating supervisor makes a determination regarding the necessity of post-accident substance screening and, if appropriate, send the driver for testing or makes arrangements for testing to occur on-site. Incidents and collisions investigations are logged and kept on file. Scott works closely with our insurance company to ensure claims are investigated and resolved as quickly as possible. Green Ride clearly understands the City's reporting procedures, and will be a strong partner in the unfortunate event of an accident. All incident and collision investigation and reporting will be provided to the City in a timely manner, as directed. 3. Communication – Green Ride will provide two way radios to all drivers under service to this contract, and to the attendant of the Gold route for purposes of communication with our dispatch office, and indirectly the dispatch office of Transfort. Passenger Feedback At Green Ride, we pride ourselves on providing safe, friendly and high quality transportation services. Engaging with our customers and responding to passenger feedback including complaints is one of our strong suits. Green Ride responds to every passenger complaint, and follows up with appropriate corrective actions. Customer compliments are shared with the team. In all cases, customer feedback helps become better at what we do, and to learn from mistakes. All customer complaints and compliments under service to this contract will be appropriately logged and reported as directed. Green Ride Cost Proposal Green Ride fully understands the scope of work described in the RFP, and has a clear understanding of the necessary resources and operations described therein. Green Ride is confident that we can begin service on August 22nd, 2016. Full staffing of necessary driver, management and supervisory positions been proposed, as well as an attendant to assist passengers and drivers in Old Town. Management is experienced in the provision of shared ride services including fixed route transit. Supervision will be provided during all hours of service. This proposal assumes that all vehicles leased from the City are in top mechanical order upon Green Ride taking possession of said vehicles. Green Ride requests warranty on drive train components and major replacement items on leased vehicles. Green Ride understands that specific terms of the vehicle lease agreement will be negotiated following award of the contract. This cost proposal is presented in a cost per revenue hour format. Green Ride feels this arrangement will provide the most streamlined accounting process for the City, and enable any changes to contracted services within the scope of the RFP. Cost – Green Ride will calculate total hours of service rendered and bill the City according to revenue hour per vehicle on a monthly basis. Fares will be retained by Green Ride and subtracted from the monthly invoice *Gold Route Only: Operating leased vehicles: $77.00 per revenue hour Operating Green Ride owned vehicle: $68.00 per revenue hour *Gold Route and Foothills Campus Shuttle: Operating Leased Vehicles: $59.00 per revenue hour Operating Green Ride owned vehicle: $52.00 per revenue hour Service Options *Green Route: $77.00 per revenue hour. Adjusted to $59.00 per revenue hour if Foothills Campus Shuttle also served. *Service on additional routes: Subject to adjustment contingent upon route details: $59.00 per revenue hour *In order to ensure continuity of service and contract sustainability, the above rates are subject to a fuel adjustment. The fuel adjustment will be based any increases in the cost of vehicle fuel during the term of the contract and subsequent extensions. In the event the cost of diesel or unleaded fuel increases more than $.25 above the current rates of $2.09 per gallon of diesel fuel and/or $2.15 per gallon of regular unleaded fuel, the City of Fort Collins agrees to reimburse Green Ride CO an additional $.50 per revenue hour for every $.25 increase in the cost of fuel. The cost of fuel will be determined using the AAA Daily Fuel Gauge Report for the Colorado Region on the first of each month in the term of the contract and subsequent extensions. This adjustment will be applied to all revenue hours during the month, and will only apply to revenue hours performed by vehicles using the affected fuel type. Appendix 1 Driver Training Syllabus Part 1: Course Information Instructor Information Instructor: Julie C, Scott S, David M, Julieta M, Mark C, Kevin S, Randy V, Larry N Office: Training Office Hours: Office Telephone: E-mail: Trainingteam@greenrideco.com Course Description Green Ride Driver Certification Prerequisite • DOT Medical Card • Valid Drivers License • Insured • BP2, no airbrakes restriction Course Materials • New Driver "Ride Along" Training Packet • Driver Best Practices • What Makes Green Ride Green • Commitment to Safe Driving (Presentation and Commitment) • Federal Motor Carrier Safety Regulations • Duty Hour Regs • Daily Vehicle Inspection Report (DVIR) • Driver Training File (Grade Slips and Training Forms) • Classroom Presentations • 90 Day Tune Up form • Trailer certification form • Check Ride certificate • Annex Course Requirements • Internet connection (DSL, LAN, or cable connection desirable) • Bus or Van, Trailer • Classroom Part 2: Course Objectives • Train and Certify Green Ride Drivers • Provide a Professional Atmosphere where Trainers and Drivers Excel • Understand Driving Standards • Reduce Risk and Eliminate Unsafe Driving Practices • Consistent Training of New Drivers • Understand Service Practices and Culture You will meet the objectives listed above through a combination of the following activities in this course: • Attend all Subjects for Certification • Demonstrate Proficiency Driving and interacting with Customers • Participate in Demonstrations and Hands on Training Part 3: Topic Outline/Schedule * Note: All training is completed to standard. Syllabus times are approximate and used for planning purposes . • Day 01 – Green Ride Central – Classroom 8hr o Intro o Structure o Safety Class o Presentation o Mapping/Tablet Training o Presentation o Practice o duty hour log and understand duty hours o Set up rest of training schedule o Defensive Driving • Day 02 – Green Ride Central – Classroom 8hr o Turn in Defensive Driving certificate. o Check Email o Log into Pay System o Pretrip and Mechanical Training o Onroad driving with instructor/familiarization with service area. • Day 03 – Green Ride Central – Classroom 8hr o Pass Training o Stop announcements o lift training • Day 04 – Green Ride Central – Classroom 8hr o Administrative training o Safety standards and oversight - Understand who can remove a driver from service. - ie any City or driver supervisor o Schedule and Time Points o No cell phone use o No tips accepted for fixed route o Smoking rules o Incident collision and passenger injury processes and reporting requirements. o Fare collection procedures and documenting ridership. o Understanding contract penalties o Extra customer service training o Drug and alcohol prevention training o Sexual harassment training On Road Training – 30 Hrs – • These can occur in any order. Trainer should demonstrate first and then Trainee should drive as much as possible. o Intown/Wyoming o Intown/Wyoming o DIA full shift o DIA/Booth – Ride down with Trainer, spend time at DIA booth, Ride north with any driver - City bus familiarization - Radio procedures - Boarding procedures for passengers - Mounting and securing bicycles - Vehicle emergency equipment including window breaker training - Route familiarization - Schedule and Time Points Check Ride • Trainee drives shift observed by a trainer as if they were driving a real shift. Additional training is allowed on this shift if necessary, but trainee should be self-sufficient enough to handle GR operations on their own at end of shift. • A Check Ride sheet will be filled out and filed in Driver File (filing done by L3 Trainer) • A Driver Certificate will be completed by L3 Trainer and signed by trainer preforming Check Ride 14 Day Check Up • 14 days after Trainee passes Check Ride a trainer will touch base with them for a short time before one of their shifts to share any feedback, offer suggestions and address any driver concerns. 90 Day Tune Up • Driver will meet with a level 3 trainer for a 2 hour review scheduled outside of their normal schedule. During this Tune Up, driver will be given feedback gathered from Level 3, 4 and Dispatch, view footage of good driving and things that may need improvement, and go for a test drive to include in town and interstate driving that will serve as an informal check ride where feedback can be offered. • A 90 Day Tune Up form will be filled out and signed by Driver and Trainer giving Tune up. This will be filed in training folder. Annual Driver Re-certification • This is an annual Check Ride preformed by any trainer to re-certify drivers. A check ride will be preformed and the driver being re-certified will be verbally quizzed on Green Ride safety practices. • A Check Ride sheet will be filled out for the driver and filed in training folder. Appendix 2 Appendix 3 Appendix 4 SUSTAINABILITY POLICY As part of our ongoing sustainability efforts, Green Ride will work to the practical extent possible to recycle business waste to prevent it being sent to the landfill. Green Ride is committed to protecting and improving the environment by recycling commonly used materials in our office such as plastic water bottles, cardboard materials, mixed paper, aluminum cans and other items deemed appropriate by the Larimer County Recycling Facility. As part of the Green Ride culture and business philosophy, all Green Ride team members are expected to support the business sustainability program. Through all our efforts, Green Ride will reduce our impact on greenhouse gas emissions. I, __________________________________, have read, understood, and will comply with the sustainability policy set out above. ____________________________________ Signature ____________________________________ Date ____________________________________ Leadership Team Member Signature Revised 3/2012 Appendix 5