HomeMy WebLinkAboutStaff Report 10856
City of Palo Alto (ID # 10856)
City Council Staff Report
Report Type: Consent Calendar Meeting Date: 12/16/2019
City of Palo Alto Page 1
Summary Title: Shuttle Service Contract
Title: Approval of Contract Number C20174897 With Transmetro for the
Operation of the Existing Palo Alto Crosstown Shuttle Service With Total
Compensation Not-to-Exceed $1,139,347.50 Over a Three -Year Term
From: City Manager
Lead Department: Transportation
Recommendation:
Staff recommends that the City Council approve and authorize the City Manager or designee to
execute the General Services Agreement with Transmetro with a maximum contract amount of
$1,139,347.50 for the operation of the existing Palo Alto Crosstown Shuttle (CTS) service for up
to three years.
Background:
The current Palo Alto Crosstown Shuttle (CTS) provides a free north -south shuttle service from
the Palo Alto Transit Center to Crescent Park, Midt own, the Charleston Rd. area, and several
community centers, libraries, senior centers, and schools in between. The shuttle currently
operates Monday through Friday, excluding some holidays and is funded by the City. Ridership
is approximately 4,900 passenger trips per month, consisting mostly of middle school students
and senior citizens.
In January 2011, the City Council approved a three-year contract with MV Transportation to
operate the CTS until February 2014, later extended through June 2014. In July 2014, after
another competitive solicitation process, MV Transportation was again selected to provide CTS
service for a three-year term until June 2017, subsequently extended through June 2019. On
June 24, 2019, Council approved a further extension of the contract term for six months
through December 2019 to allow the completion of the Request for Proposal (RFP) process.
(See staff report online here:
https://www.cityofpaloalto.org/civicax/filebank/blobdload.aspx?t=44615.74&BlobID=72149.)
Discussion:
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Council approval of the contract with Transmetro as the new shuttle services provider will allow
for the continued operation of the Crosstown Shuttle without a gap in service. A new Request
for Proposal (RFP) for the CTS was released on April 11, 2019. A summary of the CTS RFP
process is provided in Table 1.
Table 1 – Crosstown Shuttle RFP Process
Proposal Information Details
Request for Proposal
Released
April 11, 2019
Pre-proposal
Teleconference
April 17, 2019
Request for Proposal
Submittal
May 14, 2019
Total Days to Respond to
Proposal
27 days
Number of Proposals
Received:
4
RFP Respondents
(Alphabetical)
Location
(City, State)
Panel Interview?
Arjuna Transportation Fairfield, CA Yes
El Paseo Santa Clara, CA Yes
MV Transportation Dallas, TX Yes
Transmetro San Francisco, CA Yes
Preferred Vendor: Transmetro
Transmetro’s proposal provides the City with two fully dedicated 2018 CNG 30-passenger
shuttle buses. All Transmetro drivers are required to complete 60 hours of training on safety,
road proficiency, and vehicle inspection. The new service also comes with expanded
performance reporting and customer service tools such as real -time shuttle information,
automatic passenger counters, and a 24-hour emergency contact number. Transmetro will
provide these features and transit service at a lower hourly rate than the City’s current vendor.
Transmetro’s proposal included all necessary services, and in some instances, Transmetro
exceeded the City’s specifications. Transmetro also provided the lowest priced proposal.
Transmetro’s proposed unit price per hour of service is $75. In contrast, the current 6-month
contract extension with MV Transportation specifies an hourly rate of $86.474. For the year
ending in August 2019, the MV contract has yielded Crosstown shuttle ridership of 58,939 and a
cost per passenger trip of $6.94. Assuming the same level of ridership, the proposed contract
with Transmetro would yield a cost per passenger trip of $5.68. The cost per trip would
decrease if the new vendor attracts higher ridership. While the current contractor has worked
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with City staff to resolve issues with service delivery and quality, the new vendor offers service
enhancements at a lower price point. Given Transmetro’s new data collection tools and
customer service experience, staff looks forward to working with the new vendor to improve
ridership.
Vendor Current: MV Transportation Proposed: Transmetro
Annual Cost $408,791.25 $334,822.50
Ridership (2018-19) 58,939 58,939
Cost per Rider $6.94 $5.68
It should be noted that VTA announced in mid-November that it would activate the New
Service Plan beginning December 28th, 2019. This realignment of VTA resources will result in
changes to bus routes in Palo Alto. To provide options to address gaps in VTA service, staff
intend to return to Council this spring with options for expanding the shuttle program that can
be included in the FY2021 budget process including a comparison of an on-demand option to
the option of funding routes identified in the City’s Transit Vision Plan. See the August 14, 2017
staff report for the City’s Transit Vision Plan:
https://www.cityofpaloalto.org/civicax/filebank/documents/60890 . VTA’s New Service Plan
webpage can be found at this website: http://newtransitplan.vta.org/.
Policy Implication
The continuing operation of the shuttle service is consistent with policies set forth in the City’s
Comprehensive Plan including,
Goal T-1:
Create a sustainable transportation system, complemented by a mix of land uses, that
emphasizes walking, bicycling, use of public transportation and other methods to reduce
GHG emissions and the use of single-occupancy motor vehicles.
Policy T-1.13:
Encourage services that complement and enhance the transportation options available
to help Palo Alto residents and employees make first/last mile connections and travel
within the city for daily needs without using a single-occupancy vehicle, including
shuttle, taxi and ridesharing services.
Policy T-1.14:
Continue the Palo Alto Free Shuttle Program and work with partners to enhance service
by increasing frequency and prioritizing destinations of value to the community,
including health centers, parks, schools, senior centers and shopping areas and other
places where residents gather.
Goal T-7:
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Provide mobility options that allow people who are transit dependent to reach their
destinations.
Policy T-7.4:
Collaborate with transit and shuttle providers including VTA, AC Transit, SamTrans,
Stanford Marguerite Shuttle, Palo Alto Free Shuttle, Dumbarton Express Bus Service and
Caltrain in the provision of service that is accessible to seniors and people with
disabilities.
Resource Impact:
The Office of Transportation Fiscal Year 2020 Adopted Operating Budget includes sufficient
funding to continue services for the Crosstown Shuttle Route for this fiscal year. Funding for
subsequent years of the contract is subject to the annual appropriation of funds through the
budget process. As discussed above, staff anticipates evaluating options to address VTA’s
changes in service delivery and will return to City Council as part of budget development as
appropriate.
Timeline:
Upon City Council approval, staff will execute Contract No. C20174897. Staff anticipates
executing the contract by end of the year as our current contract with MV Transpo rtation is set
to expire on December 31, 2019.
Stakeholder Engagement
This item is to continue an existing service and does not seek to make changes to the Crosstown
Shuttle route or frequencies. Stakeholder engagement for the Crosstown Shuttle occurs on an
on-going basis via rider surveys, customer service communications, and updates to the Palo
Alto shuttle website.
Environmental Review:
This program is exempt from the requirements of the California Environmental Quality Act
(CEQA) pursuant to Section 15061(b)(3) of Title 14 of the California Code of Regulations since it
can be seen with certainty that there is no possibility the continuation of an existing shuttle
service would have a significant effect on the environment.
Attachments:
Attachment A – Contract No. C20174897 General Services Agreement with Transmetro
Attachments:
• Attachment A: Transmetro Shuttle Service Contract (C20174897)
City of Palo Alto General Services Agreement Rev. March 29, 2018
CITY OF PALO ALTO CONTRACT NO. C20174897
GENERAL SERVICES AGREEMENT
THIS AGREEMENT made and entered into on the _______________, by and between the
CITY OF PALO ALTO, a California chartered municipal corporation (“CITY”), and
Transmetro, a California corporation, located at 3931 Alemany Blvd., Suite 2003-221, San
Francisco CA 94132, Telephone No. (415) 513-5777 (“CONTRACTOR”). In consideration
of their mutual covenants, the parties hereto agree as follows:
1. SERVICES. CONTRACTOR shall provide or furnish the services (the “Services”)
described in the Scope of Services, attached at Exhibit A.
2. EXHIBITS. The following exhibits are attached to and made a part of this
Agreement:
“A” - Scope of Services
“B” - Schedule of Performance
“C” – Schedule of Fees
“D” - Insurance Requirements
CONTRACT IS NOT COMPLETE UNLESS ALL INDICATED EXHIBITS ARE ATTACHED.
3. TERM.
The term of this Agreement is from January 1, 2020 to December 31, 2022
inclusive, subject to the provisions of Sections R and W of the General Terms and
Conditions.
4. SCHEDULE OF PERFORMANCE. CONTRACTOR shall complete the Services within
the term of this Agreement in a reasonably prompt and timely manner based upon
the circumstances and direction communicated to CONTRACTOR, and if
applicable, in accordance with the schedule set forth in the Schedule of
Performance, attached at Exhibit B. Time is of the essence in this Agreement.
5. COMPENSATION FOR ORIGINAL TERM. CITY shall pay and CONTRACTOR agrees
to accept as not-to-exceed compensation for the full performance of the Services
and reimbursable expenses, if any:
The total maximum lump sum compensation of dollars ($ ); OR
The sum of dollars ($ ) per hour, not to exceed a total
maximum compensation amount of dollars ($ ); OR
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A sum calculated in accordance with the fee schedule set forth at Exhibit
C, not to exceed a total maximum compensation amount of One Million
One Hundred Thirty-Nine Thousand Three Hundred Forty-Seven Dollars
and Fifty Cents. ($1,139,347.50).
CONTRACTOR agrees that it can perform the Services for an amount not to exceed
the total maximum compensation set forth above. Any hours worked or services
performed by CONTRACTOR for which payment would result in a total exceeding
the maximum amount of compensation set forth above for performance of the
Services shall be at no cost to CITY.
CITY has set aside the sum of zero dollars ($0.00) for Additional Services.
CONTRACTOR shall provide Additional Services only by advanced, written
authorization from the City Manager or designee. CONTRACTOR, at the
CITY’s request, shall submit a detailed written proposal including a
description of the scope of services, schedule, level of effort, and
CONTRACTOR’s proposed maximum compensation, including
reimbursable expense, for such services. Compensation shall be based on
the hourly rates set forth above or in Exhibit C (whichever is applicable), or
if such rates are not applicable, a negotiated lump sum. CITY shall not
authorize and CONTRACTOR shall not perform any Additional Services for
which payment would exceed the amount set forth above for Additional
Services. Payment for Additional Services is subject to all requirements and
restrictions in this Agreement.
6. COMPENSATION DURING ADDITIONAL TERMS.
CONTRACTOR’S compensation rates for each additional term shall be the
same as the original term; OR
CONTRACTOR’s compensation rates shall be adjusted effective on the
commencement of each Additional Term. The lump sum compensation
amount, hourly rates, or fees, whichever is applicable as set forth in section
5 above, shall be adjusted by a percentage equal to the change in the
Consumer Price Index for Urban Wage Earners and Clerical Workers for the
San Francisco-Oakland- San Jose area, published by the United States
Department of Labor Statistics (CPI) which is published most immediately
preceding the commencement of the applicable Additional Term, which
shall be compared with the CPI published most immediately preceding the
commencement date of the then expiring term. Notwithstanding the
foregoing, in no event shall CONTRACTOR’s compensation rates be
increased by an amount exceeding five percent of the rates effective
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City of Palo Alto General Services Agreement Rev. March 29, 2018
during the immediately preceding term. Any adjustment to
CONTRACTOR’s compensation rates shall be reflected in a written
amendment to this Agreement.
7. CLAIMS PROCEDURE FOR “9204 PUBLIC WORKS PROJECTS”. For purposes of
this Section 7, a “9204 Public Works Project” means the erection, construction,
alteration, repair, or improvement of any public structure, building, road, or
other public improvement of any kind. Public Contract Code Section 9204
mandates certain claims procedures for Public Works Projects, which are set
forth in “Appendix __ Claims for Public Contract Code Section 9204 Public Works
Projects”.
This project is a 9204 Public Works Project and is required to comply with
the claims procedures set forth in Appendix __, attached hereto and
incorporated herein.
OR
This project is not a 9204 Public Works Project.
8. INVOICING. Send all invoices to CITY, Attention: Project Manager. The Project
Manager is Sylvia Star-Lack, Office of Transportation, Telephone: (650) 329-2546.
Invoices shall be submitted in arrears for Services performed. Invoices shall not
be submitted more frequently than monthly. Invoices shall provide a detailed
statement of Services performed along with monthly ridership logs during the
invoice period and are subject to verification by CITY. CITY shall pay the
undisputed amount of invoices within 30 days of receipt.
GENERAL TERMS AND CONDITIONS
A. ACCEPTANCE. CONTRACTOR accepts and agrees to all terms and conditions of
this Agreement. This Agreement includes and is limited to the terms and
conditions set forth in sections 1 through 8 above, these general terms and
conditions and the attached exhibits.
B. QUALIFICATIONS. CONTRACTOR represents and warrants that it has the expertise
and qualifications to complete the services described in Section 1 of this
Agreement, entitled “SERVICES,” and that every individual charged with the
performance of the services under this Agreement has sufficient skill and
experience and is duly licensed or certified, to the extent such licensing or
certification is required by law, to perform the Services. CITY expressly relies on
CONTRACTOR’s representations regarding its skills, knowledge, and certifications.
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CONTRACTOR shall perform all work in accordance with generally accepted
business practices and performance standards of the industry, including all
federal, state, and local operation and safety regulations.
C. INDEPENDENT CONTRACTOR. It is understood and agreed that in the
performance of this Agreement, CONTRACTOR and any person employed by
CONTRACTOR shall at all times be considered an independent CONTRACTOR and
not an agent or employee of CITY. CONTRACTOR shall be responsible for
employing or engaging all persons necessary to complete the work required under
this Agreement.
D. SUBCONTRACTORS. CONTRACTOR may not use subcontractors to perform any
Services under this Agreement unless CONTRACTOR obtains prior written consent
of CITY. CONTRACTOR shall be solely responsible for directing the work of
approved subcontractors and for any compensation due to subcontractors.
E. TAXES AND CHARGES. CONTRACTOR shall be responsible for payment of all taxes,
fees, contributions or charges applicable to the conduct of CONTRACTOR’s
business.
F. COMPLIANCE WITH LAWS. CONTRACTOR shall in the performance of the Services
comply with all applicable federal, state and local laws, ordinances, regulations,
and orders.
G. PALO ALTO MINIMUM WAGE ORDINANCE. CONTRACTOR shall comply with all
requirements of the Palo Alto Municipal Code Chapter 4.62 (Citywide Minimum
Wage), as it may be amended from time to time. In particular, for any employee
otherwise entitled to the State minimum wage, who performs at least two (2)
hours of work in a calendar week within the geographic boundaries of the City,
CONTRACTOR shall pay such employees no less than the minimum wage set
forth in Palo Alto Municipal Code section 4.62.030 for each hour worked within
the geographic boundaries of the City of Palo Alto. In addition, CONTRACTOR
shall post notices regarding the Palo Alto Minimum Wage Ordinance in
accordance with Palo Alto Municipal Code section 4.62.060.
H. DAMAGE TO PUBLIC OR PRIVATE PROPERTY. CONTRACTOR shall, at its sole
expense, repair in kind, or as the City Manager or designee shall direct, any
damage to public or private property that occurs in connection with
CONTRACTOR’s performance of the Services. CITY may decline to approve and
may withhold payment in whole or in part to such extent as may be necessary to
protect CITY from loss because of defective work not remedied or other damage
to the CITY occurring in connection with CONTRACTOR’s performance of the
Services. CITY shall submit written documentation in support of such withholding
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upon CONTRACTOR’s request. When the grounds described above are removed,
payment shall be made for amounts withheld because of them.
I. WARRANTIES. CONTRACTOR expressly warrants that all services provided under
this Agreement shall be performed in a professional and workmanlike manner in
accordance with generally accepted business practices and performance
standards of the industry and the requirements of this Agreement. CONTRACTOR
expressly warrants that all materials, goods and equipment provided by
CONTRACTOR under this Agreement shall be fit for the particular purpose
intended, shall be free from defects, and shall conform to the requirements of this
Agreement. CONTRACTOR agrees to promptly replace or correct any material or
service not in compliance with these warranties, including incomplete, inaccurate,
or defective material or service, at no further cost to CITY. CONTRACTOR shall
ensure regular operations of Services at all times. Replacement or correction of
any material or service shall affect no more than one-round trip. The warranties
set forth in this section shall be in effect for a period of one year from completion
of the Services and shall survive the completion of the Services or termination of
this Agreement.
J. MONITORING OF SERVICES. CITY may monitor the Services performed under this
Agreement to determine whether CONTRACTOR’s work is completed in a
satisfactory manner and complies with the provisions of this Agreement.
K. CITY’S PROPERTY. Any reports, information, data or other material (including
copyright interests) developed, collected, assembled, prepared, or caused to be
prepared under this Agreement will become the property of CITY without
restriction or limitation upon their use and will not be made available to any
individual or organization by CONTRACTOR or its subcontractors, if any, without
the prior written approval of the City Manager.
L. AUDITS. CONTRACTOR agrees to permit CITY and its authorized representatives
to audit, at any reasonable time during the term of this Agreement and for three
(3) years from the date of final payment, CONTRACTOR’s records pertaining to
matters covered by this Agreement. CONTRACTOR agrees to maintain accurate
books and records in accordance with generally accepted accounting principles for
at least three (3) following the terms of this Agreement.
M. NO IMPLIED WAIVER. No payment, partial payment, acceptance, or partial
acceptance by CITY shall operate as a waiver on the part of CITY of any of its rights
under this Agreement.
N. INSURANCE. CONTRACTOR, at its sole cost, shall purchase and maintain in full
force during the term of this Agreement, the insurance coverage described at
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Exhibit D. Insurance must be provided by companies with a Best’s Key Rating of A-
:VII or higher and which are otherwise acceptable to CITY’s Risk Manager. The Risk
Manager must approve deductibles and self-insured retentions. In addition, all
policies, endorsements, certificates and/or binders are subject to approval by the
Risk Manager as to form and content. CONTRACTOR shall obtain a policy
endorsement naming the City of Palo Alto as an additional insured under any
general liability or automobile policy. CONTRACTOR shall obtain an endorsement
stating that the insurance is primary coverage and will not be canceled or
materially reduced in coverage or limits until after providing 30 days prior written
notice of the cancellation or modification to the Risk Manager. CONTRACTOR shall
provide certificates of such policies or other evidence of coverage satisfactory to
the Risk Manager, together with the required endorsements and evidence of
payment of premiums, to CITY concurrently with the execution of this Agreement
and shall throughout the term of this Agreement provide current certificates
evidencing the required insurance coverages and endorsements to the Risk
Manager. CONTRACTOR shall include all subcontractors as insured under its
policies or shall obtain and provide to CITY separate certificates and endorsements
for each subcontractor that meet all the requirements of this section. The
procuring of such required policies of insurance shall not operate to limit
CONTRACTOR’s liability or obligation to indemnify CITY under this Agreement.
O. HOLD HARMLESS. To the fullest extent permitted by law and without limitation
by the provisions of section N relating to insurance, CONTRACTOR shall indemnify,
defend and hold harmless CITY, its Council members, officers, employees and
agents from and against any and all demands, claims, injuries, losses, or liabilities
of any nature, including death or injury to any person, property damage or any
other loss and including without limitation all damages, penalties, fines and
judgments, associated investigation and administrative expenses and defense
costs, including, but not limited to reasonable attorney’s fees, courts costs and
costs of alternative dispute resolution), arising out of, or resulting in any way from
or in connection with the performance of this Agreement. CONTRACTOR’s
obligations under this Section apply regardless of whether or not a liability is
caused or contributed to by any negligent (passive or active) act or omission of
CITY, except that CONTRACTOR shall not be obligated to indemnify for liability
arising from the sole negligence or willful misconduct of CITY. The acceptance of
the Services by CITY shall not operate as a waiver of the right of indemnification.
The provisions of this Section survive the completion of the Services or
termination of this Agreement.
P. NON-DISCRIMINATION. As set forth in Palo Alto Municipal Code section 2.30.510,
CONTRACTOR certifies that in the performance of this Agreement, it shall not
discriminate in the employment of any person because of the race, skin color,
gender, age, religion, disability, national origin, ancestry, sexual orientation,
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housing status, marital status, familial status, weight or height of such person.
CONTRACTOR acknowledges that it has read and understands the provisions of
Section 2.30.510 of the Palo Alto Municipal Code relating to Nondiscrimination
Requirements and the penalties for violation thereof and agrees to meet all
requirements of Section 2.30.510 pertaining to nondiscrimination in employment.
Q. WORKERS' COMPENSATION. CONTRACTOR, by executing this Agreement,
certifies that it is aware of the provisions of the Labor Code of the State of Califor-
nia which require every employer to be insured against liability for workers'
compensation or to undertake self-insurance in accordance with the provisions of
that Code, and certifies that it will comply with such provisions, as applicable,
before commencing and during the performance of the Services.
R. TERMINATION. The City Manager may terminate this Agreement without cause
by giving ten (10) days’ prior written notice thereof to CONTRACTOR. If
CONTRACTOR fails to perform any of its material obligations under this
Agreement, in addition to all other remedies provided by law, the City Manager
may terminate this Agreement immediately upon written notice of termination.
Upon receipt of such notice of termination, CONTRACTOR shall immediately
discontinue performance. CITY shall pay CONTRACTOR for services satisfactorily
performed up to the effective date of termination. If the termination is for cause,
CITY may deduct from such payment the amount of actual damage, if any,
sustained by CITY due to CONTRACTOR’s failure to perform its material obligations
under this Agreement. Upon termination, CONTRACTOR shall immediately deliver
to the City Manager any and all copies of studies, sketches, drawings,
computations, and other material or products, whether or not completed,
prepared by CONTRACTOR or given to CONTRACTOR, in connection with this
Agreement. Such materials shall become the property of CITY.
S. ASSIGNMENTS/CHANGES. This Agreement binds the parties and their successors
and assigns to all covenants of this Agreement. This Agreement shall not be
assigned or transferred without the prior written consent of CITY. No
amendments, changes or variations of any kind are authorized without the written
consent of CITY.
T. CONFLICT OF INTEREST. In accepting this Agreement, CONTRACTOR covenants
that it presently has no interest, and will not acquire any interest, direct or
indirect, financial or otherwise, which would conflict in any manner or degree with
the performance of this Agreement. CONTRACTOR further covenants that, in the
performance of this Agreement, it will not employ any person having such an
interest. CONTRACTOR certifies that no CITY officer, employee, or authorized
representative has any financial interest in the business of CONTRACTOR and that
no person associated with CONTRACTOR has any interest, direct or indirect, which
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could conflict with the faithful performance of this Agreement. CONTRACTOR
agrees to advise CITY if any conflict arises.
U. GOVERNING LAW. This Agreement shall be governed and interpreted by the laws
of the State of California.
V. ENTIRE AGREEMENT. This Agreement, including all exhibits, represents the entire
agreement between the parties with respect to the services that may be the
subject of this Agreement. Any variance in the exhibits does not affect the validity
of the Agreement and the Agreement itself controls over any conflicting provisions
in the exhibits. This Agreement supersedes all prior agreements, representations,
statements, negotiations and undertakings whether oral or written.
W. NON-APPROPRIATION. This Agreement is subject to the fiscal provisions of the
Charter of the City of Palo Alto and the Palo Alto Municipal Code. This Agreement
will terminate without any penalty (a) at the end of any fiscal year in the event
that funds are not appropriated for the following fiscal year, or (b) at any time
within a fiscal year in the event that funds are only appropriated for a portion of
the fiscal year and funds for this Agreement are no longer available. This Section
shall take precedence in the event of a conflict with any other covenant, term,
condition, or provision of this Agreement.
X. ENVIRONMENTALLY PREFERRED PURCHASING AND ZERO WASTE
REQUIREMENTS. CONTRACTOR shall comply with CITY’s Environmentally
Preferred Purchasing policies which are available at CITY’s Purchasing Division,
which are incorporated by reference and may be amended from time to time.
CONTRACTOR shall comply with waste reduction, reuse, recycling and disposal
requirements of CITY’s Zero Waste Program. Zero Waste best practices include
first minimizing and reducing waste; second, reusing waste and third, recycling or
composting waste. In particular, CONTRACTOR shall comply with the following
zero waste requirements:
• All printed materials provided by CONTRACTOR to CITY generated from a
personal computer and printer including but not limited to, proposals,
quotes, invoices, reports, and public education materials, shall be double-
sided and printed on a minimum of 30% or greater post-consumer content
paper, unless otherwise approved by CITY’s Project Manager. Any
submitted materials printed by a professional printing company shall be a
minimum of 30% or greater post-consumer material and printed with
vegetable-based inks.
• Goods purchased by Contractor on behalf of CITY shall be purchased in
accordance with CITY’s Environmental Purchasing Policy including, but not
limited to, Extended Producer Responsibility requirements for products
and packaging. A copy of this policy is on file at the Purchasing Division’s
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office.
• Reusable/returnable pallets shall be taken back by CONTRCATOR, at no
additional cost to CITY, for reuse or recycling. CONTRACTOR shall provide
documentation from the facility accepting the pallets to verify that pallets
are not being disposed.
Y. AUTHORITY. The individual(s) executing this Agreement on behalf of the parties
represent and warrant that they have the legal capacity and authority to do so on
behalf of their respective legal entities.
Z. PREVAILING WAGES
This Project is not subject to prevailing wages. CONTRACTOR is not required to
pay prevailing wages in the performance and implementation of the Project in
accordance with SB 7, if the Agreement is not a public works contract, if
Agreement does not include a public works construction project of more than
$25,000, or the Agreement does not include a public works alteration, demolition,
repair, or maintenance (collectively, ‘improvement’) project of more than
$15,000.
OR
Contractor is required to pay general prevailing wages as defined in Subchapter
3, Title 8 of the California Code of Regulations and Section 16000 et seq. and
Section 1773.1 of the California Labor Code. Pursuant to the provisions of Section
1773 of the Labor Code of the State of California, the City Council has obtained
the general prevailing rate of per diem wages and the general rate for holiday and
overtime work in this locality for each craft, classification, or type of worker
needed to execute the Agreement for this Project from the Director of the
Department of Industrial Relations (“DIR”). Copies of these rates may be obtained
at the Purchasing Division’s office of the City of Palo Alto. Contractor shall provide
a copy of prevailing wage rates to any staff or subcontractor hired and shall pay
the adopted prevailing wage rates as a minimum. Contractor shall comply with
the provisions of all sections, including, but not limited to, Sections 1775, 1776,
1777.5, 1782, 1810, and 1813, of the Labor Code pertaining to prevailing wages.
AA. DIR REGISTRATION. In regard to any public work construction, alteration,
demolition, repair or maintenance work, CITY will not accept a bid proposal from
or enter into this Agreement with CONTRACTOR without proof that
CONTRACTOR and its listed subcontractors are registered with the California
Department of Industrial Relations (“DIR”) to perform public work, subject to
limited exceptions. City requires CONTRACTOR and its listed subcontractors to
comply with the requirements of SB 854.
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CITY provides notice to CONTRACTOR of the requirements of California Labor
Code section 1771.1(a), which reads:
“A contractor or subcontractor shall not be qualified to bid on, be listed in a bid
proposal, subject to the requirements of Section 4104 of the Public Contract
Code, or engage in the performance of any contract for public work, as defined
in this chapter, unless currently registered and qualified to perform public work
pursuant to Section 1725.5. It is not a violation of this section for an
unregistered contractor to submit a bid that is authorized by Section 7029.1 of
the Business and Professions Code or Section 10164 or 20103.5 of the Public
Contract Code, provided the contractor is registered to perform public work
pursuant to Section 1725.5 at the time the Agreement is awarded.”
CITY gives notice to CONTRACTOR and its listed subcontractors that
CONTRACTOR is required to post all job site notices prescribed by law or
regulation and CONTRACTOR is subject to SB 854-compliance monitoring and
enforcement by DIR.
CITY requires CONTRACTOR and its listed subcontractors to comply with the
requirements of Labor Code section 1776, including:
Keep accurate payroll records, showing the name, address, social security
number, work classification, straight time and overtime hours worked each day
and week, and the actual per diem wages paid to each journeyman, apprentice,
worker, or other employee employed by, respectively, CONTRACTOR and its
listed subcontractors, in connection with the Project.
The payroll records shall be verified as true and correct and shall be certified and
made available for inspection at all reasonable hours at the principal office of
CONTRACTOR and its listed subcontractors, respectively.
At the request of CITY, acting by its project manager, CONTRACTOR and its listed
subcontractors shall make the certified payroll records available for inspection or
furnished upon request to the project manager within ten (10) days of receipt of
CITY’s request.
[For state- and federally-funded projects] CITY requests CONTRACTOR
and its listed subcontractors to submit the certified payroll records to the
project manager at the end of each week during the Project.
If the certified payroll records are not produced to the project manager within
the 10-day period, then CONTRACTOR and its listed subcontractors shall be
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subject to a penalty of one hundred dollars ($100.00) per calendar day, or
portion thereof, for each worker, and CITY shall withhold the sum total of
penalties from the progress payment(s) then due and payable to CONTRACTOR.
Inform the project manager of the location of CONTRACTOR’s and its listed
subcontractors’ payroll records (street address, city and county) at the
commencement of the Project, and also provide notice to the project manager
within five (5) business days of any change of location of those payroll records.
BB. CONTRACT TERMS. All unchecked boxes do not apply to this Agreement. In the
case of any conflict between the terms of this Agreement and the exhibits hereto
or CONTRACTOR’s proposal (if any), the Agreement shall control. In the case of
any conflict between the exhibits hereto and CONTRACTOR’s proposal, the
exhibits shall control.
IN WITNESS WHEREOF, the parties hereto have by their duly authorized representatives
executed this Agreement on the date first above written.
CITY OF PALO ALTO Transmetro Inc.
______________________________ By:
City Manager or Designee
Name: M.A. Omer
Title: President
Approved as to form: By:
Name: Fred Khan
Title: CFO
___________________________
City Attorney or Designee
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EXHIBIT A
SCOPE OF SERVICES
SECTION 1: PALO ALTO SHUTTLE SERVICE
CONTRACTOR shall operate shuttle buses for CITY on the Crosstown route (including the
Special School Commute Service) in accordance with the schedule and routing determined by
CITY. The schedules, hours of operation, and route may occasionally be altered by CITY.
A. Crosstown Shuttle
This route operates Monday through Friday, excluding some holidays. The school
service route operates when Palo Alto schools are in session according to the Palo Alto
School District Calendar. CONTRACTOR will adhere to the published route schedule
approved by CITY, but the CITY will consider for approval adjustments for the efficient
operation of the shuttle service. CONTRACTOR shall be responsible for providing all
personnel and equipment needed for the Crosstown service including both the regular
and school service. CITY will pay CONTRACTOR an hourly rate of $75 per hour for each
bus operated in this service. Summer school service, special events, and schedule
adjustments may be added as needed by the CITY with 30 days’ notice.
Shuttle Route Operating Hours Daily Service Hours
Crosstown Regular 7:40 a.m. – 5:30 p.m. 16.66
Crosstown School
Service AM
Crosstown School
Service PM
7:35 a.m. – 8:25 a.m.
3:15 p.m. – 3:37 p.m.
0.83
0.37
Crosstown Shuttle Route Map
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B. Service Increases and Reductions
1. CITY reserves the right to increase, reduce, or modify shuttle service as CITY may
find necessary or appropriate in response to changes in ridership or CITY’s annual
budget. Any additions shall be compensated at $75 per hour.
2. Each year the schedule for existing Special School Service will be reduced for
summer months when schools are closed.
3. Excluding the service reduction for the summer, CITY will give CONTRACTOR at
least thirty (30) days’ notice for shuttle service changes such as adding, deleting or
modifying service. CONTRACTOR will acquire any additional vehicles and hire and
train new personnel necessary for providing modified Palo Alto School Shuttle
service. If CONTRACTOR requires additional time beyond 30 days to acquire the
necessary vehicles and personnel, CONTRACTOR must contact CITY in writing
within five (5) business days of receipt of CITY’s written request for the modified or
expanded service. CONTRACTOR and CITY must then mutually agree on a new date
for fulfilling CITY’s request to add service, however, under no circumstances shall
that date be more than 75 days from the date of CITY’s written request for
additional service. CONTRACTOR may elect to provide the requested service
change in less than 30 days if they are able and CITY agrees. CONTRACTOR must
maintain sufficient staffing of bus operators to operate all routes at all times.
SECTION 2: DELIVERABLES
A. Vehicle Requirements:
CONTRACTOR shall provide a sufficient number of buses that seat a minimum of
twenty-five (25) riders each, including at least one dedicated spare bus to be used as a
stand-by vehicle. CONTRACTOR shall also have the capability to provide additional
vehicles for any service expansion requested by CITY at a later date. All vehicles used
to perform the Services must first be approved and accepted by CITY before placed in
service. Additionally, CONTRACTOR is responsible for ensuring that all Palo Alto Shuttle
vehicles meet the applicable California Air Resources Board (CARB) and Bay Area Air
Quality Management District (BAAQMD) air emissions standards for public transit fleets
at all times.
At commencement of service, all vehicles used for Palo Alto Shuttle services shall be no
more than one (1) year old and have incurred fewer than 50,000 miles on engine and
transmission, unless prior written approval from CITY has been received. CITY may
inspect, accept and/or reject vehicles prior to commencement of services. All vehicles
shall meet the following vehicle requirements:
1. Type of Vehicle:
The following types of vehicles may be placed in service on the Palo Alto Shuttle
routes during the contract term.
a. An alternative fuel vehicle (CNG, LNG, propane, electric);
b. A hybrid-electric vehicle;
c. A post-1994 diesel vehicle with a CARB-certified particulate matter filter
installed (this option requires the use of ultra-low-Sulphur-fuel not exceeding
15 parts per million); or
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d. A post-1989 gasoline-fueled vehicle.
Each Palo Alto Shuttle vehicle shall further meet all of the following criteria:
a. Every vehicle in operation shall be accessible to disabled patrons and be
equipped with proper wheelchair restraints, complying with the Americans
with Disabilities Act (ADA) regulations.
b. Vehicle signage and logos shall be designed by CITY but installed and maintained
by CONTRACTOR. No additional advertising or messages shall be provided on
the vehicles without written authorization by the CITY.
c. Each vehicle shall be equipped with safety equipment that meets California
Highway Patrol standards.
d. Each vehicle shall be equipped with a working communications system linking
the vehicle with CONTRACTOR’S operating facility. The communications system
must be operable in all locations on the routes specified. Two-way
communications must be functional and useable at all times during all service
hours.
e. Each vehicle shall be equipped with an automatic passenger counting system.
f. Each vehicle shall have fully functioning and properly maintained heating and
air-conditioning.
g. Each vehicle shall have stanchions and overhead grab rails for standing
passengers.
h. Each vehicle shall be equipped with a bicycle rack.
i. Each vehicle shall be equipped with a GPS device enabling CITY staff or mobile
applications to track the vehicle and estimate its schedule arrival.
j. Fare boxes are not required.
2. Vehicle Licensing:
CONTRACTOR shall keep all vehicles fully licensed and inspected as required by state
and local government and regulatory agencies. CONTRACTOR shall further comply
with all federal, state and local vehicle registration, permitting, operating, emissions
and regulatory requirements, restrictions and laws.
3. Vehicle Safety/Inspections:
The vehicles shall comply with all applicable Department of Transportation Motor
Vehicle Safety Standards. CONTRACTOR shall perform and document daily safety
inspections of vehicles prior to beginning each day’s service. The “pre” and “post”
operation inspections shall, at a minimum, comply with California Code of
Regulations, Title 13 and may be subject to approval by CITY. Vehicles shall be
repaired or replaced within 30 minutes of breakdown. Vehicles failing the daily
inspection shall not be used in service until the failure and its cause(s) are corrected.
All replaced vehicles must display the proper signage as directed by CITY.
CITY reserves the right but has no obligation to ensure that vehicles are being
maintained properly and are in safe operating condition. CITY may inspect vehicles
at any time and may bar a vehicle from service, if it determines that the safety or
operation of the vehicle is impaired, until the problem(s) are corrected. CITY may
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also bar a vehicle from service, if it fails to comply with the maintenance, operating
and emissions standards dictated by federal, state and local mandates.
CONTRACTOR must also ensure that the maintenance/repair facility and equipment
used for maintenance and repair of all Palo Alto Shuttle vehicles are in compliance
with all federal, state and local laws. CITY reserves the right to inspect all facilities
and equipment used for Palo Alto Shuttle maintenance and repair activities and
requires that they be replaced or improved to ensure operational efficiency of the
shuttle vehicles and the safety of employees and passengers. Additionally,
CONTRACTOR shall be in receipt of a current CHP Terminal Inspection Report at all
times.
4. Vehicle Maintenance:
CONTRACTOR, at its expense, shall maintain all vehicles used for the shuttle service,
at a minimum, in accordance with manufacturer’s specifications and/or in
accordance with the State’s vehicle maintenance standards. Where duplicate
standards/regulations exist, CONTRACTOR shall be required to maintain vehicles in
accordance with the stricter standards. Vehicles shall be cleaned and maintained as
stated in the section, Performance Standards and Liquidated Damages Charges.
Maintenance records shall be kept for all vehicles and shall be available for CITY
inspection during normal office hours (8 a.m. to 5 p.m.).
CONTRACTOR shall provide to CITY a maintenance plan describing how and where
vehicles will be maintained and any maintenance system or procedures that will be
utilized. All fuels, lubricants, parts, materials, etc., required for the performance of
the service, shall be supplied by CONTRACTOR at CONTRACTOR’s expense and may
be subject to specification and approval by CITY.
5. Air Emissions:
The vehicles used for provision of Palo Alto Shuttle services must not emit
particulate matter (PM), Nitrous Oxide (NOx) and other air pollutants, indicated by
the California Air Resources Board (CARB) and the Bay Area Air Quality Management
District (BAAQMD), in amounts that exceed the maximum level(s) mandated by the
agency. (See “Type of Vehicle” paragraph in this section for vehicle details.) Should
CONTRACTOR choose to use diesel-powered vehicles, as approved by CARB and the
BAAQMD only, CONTRACTOR must use ultralow- sulphur diesel fuel that does not
exceed fifteen parts per million.
Unless otherwise instructed, all Palo Alto Shuttle operators shall turn off the
vehicle’s engine if the idle time will exceed three minutes per Palo Alto Municipal
Code Chapter 10.62.
6. Wheelchair Lifts:
CONTRACTOR shall maintain all wheelchair lifts and safety devices in full operating
condition and ensure that wheelchair lifts be cycled twice daily, once prior to
beginning the service day, and once again at the end of the service day. During all
preventative maintenance inspections, the lift shall be checked to ensure it is
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capable of lifting 600 pounds. Any required maintenance or repair work shall be
performed before a vehicle is put into service.
7. Spare Vehicles:
CONTRACTOR shall have at its disposal a sufficient number of spare vehicles
available to meet service requirements, including one dedicated spare vehicle as a
stand-by vehicle.
8. Vehicle Damage:
All cosmetic damage to vehicles shall be repaired in a high-quality manner and in an
expeditious manner. Damaged vehicles shall immediately be removed from service
until such repairs are completed and replaced with another vehicle that meets the
vehicle and signage requirements in this Agreement.
9. Vehicle Signage:
Vehicles shall include a Wrap Decal Scheme. CITY will provide the design files for the
Wrap Decal Schemes. CONTRACTOR will be responsible for printing, installing, and
maintaining the Wrap Decal Scheme. Vehicles shall display signage as directed and
approved by CITY, when providing Palo Alto Shuttle services.
Signs shall be maintained in prime condition. CITY shall have the right to require the
CONTRACTOR, at any time during the term of the Agreement and at CONTRACTOR’s
sole expense, to replace any signage and/or logos that are torn, faded, frayed along
the edges, obsolete, or otherwise deemed unacceptable by CITY for professional
display.
CONTRACTOR must meet all Federal, State and local regulations regarding vehicle
identification and signage. All marked vehicles are subject to approval by CITY before
being placed in service. Furthermore, all signage and logos associated with the Palo
Alto Shuttle service must be removed or completely covered, should any of the
designated shuttle vehicles be used to perform other contracted services that are
unrelated to the Palo Alto Shuttle service.
10. On Board Schedule Rack:
CONTRACTOR shall supply and install a CITY-approved schedule rack on board any
vehicle providing shuttle service for the CITY. Schedules and other promotional
literature shall be provided by CITY. CONTRACTOR will request schedules from the
CITY in order to maintain an on-board supply of schedules available to the public.
11. On Board Advertising:
Any advertising on either the interior or exterior of the shuttle vehicles, while in service,
is strictly prohibited. Any advertising already on vehicles must be removed prior to
entering into CITY Service. However, CITY reserves the right to review this policy at a
later date and implement on-board advertising.
B. Personnel Requirements:
CONTRACTOR shall be solely responsible for the provision and the satisfactory work
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performance of all its employees, including subcontracted personnel (if approved by CITY),
contributing to the Palo Alto Shuttle service. CONTRACTOR shall be solely responsible for
payment of all employee and/or subcontractor wages and benefits. Without any additional
expense to CITY, CONTRACTOR shall comply with the requirements of employee liability,
equal employment, Worker’s Compensation, unemployment insurance, Social Security,
income tax and all other applicable laws.
1. Removal of Contract Personnel:
CONTRACTOR shall remove personnel who do not meet the performance standards in this
Agreement, upon notice from CITY. CONTRACTOR shall not, without prior written notice to
CITY, remove or re-assign the key management personnel identified in its proposal, (i.e.
Project Manager) at any time, prior to or after execution of the Agreement. CITY has the
right to approve of any proposed substitute or replacement of such key management
personnel.
CONTRACTOR shall immediately report to City any drivers who are cited or arrested for
public offenses while providing shuttle services, including being cited for moving traffic
violations, and CONTRACTOR shall immediately take all reasonable steps to ensure
passenger and vehicle safety in the event of such a violation.
2. Project Manager:
CONTRACTOR shall designate a Project Manager specifically assigned to the provision of the
Palo Alto Shuttle service who shall oversee the day-to-day operation of the service, as well
as serve as a daily point of contact. The Project Manager shall fulfill reporting requirements,
address service and operator issues, respond to complaints, and ensure that daily service
requirements are met.
3. Route Supervisor:
CONTRACTOR shall designate a Route Supervisor for coordinating, monitoring and
overseeing the day- to-day operations of shuttle service in the field. The Route Supervisor
shall be responsible for communicating special instructions from the CITY to all shuttle
vehicle operators and ensuring that the instructions are fulfilled accordingly. The Route
Supervisor duty may be fulfilled by a Lead Operator.
CITY staff, at their discretion, may from time to time provide operational instructions
governing the Palo Alto Shuttle operations. CONTRACTOR shall inform all shuttle drivers that
operational instructions from CITY staff must be fully executed. CITY staff shall notify
CONTRACTOR of any special instructions provided to the shuttle operators which may
impact service hours.
4. Drivers:
CONTRACTOR shall supply a sufficient number of qualified personnel to operate the vehicles
and to provide the Services required. All drivers performing Services shall comply with the
following:
i. Appearance: Each driver shall, at all times while on duty, in the performance of the
Services, be neatly, professionally and cleanly dressed in a required uniform, including
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identification badge
ii. Driver and Passenger Conduct Standards: Drivers shall comply with and enforce the
following conduct standards, in order to maintain a comfortable and safe environment
for all Palo Alto Shuttle patrons:
1. Drivers shall maintain a courteous and cooperative attitude in their contact
with the public.
2. Drivers shall only provide accurate and correct information to customers.
CONTRACTOR’s Project Manager is responsible for providing personnel with
the most updated and accurate information regarding the Palo Alto Shuttle
service on a daily or more frequent basis.
3. Each driver shall carry a timepiece accurate to within one minute, reset to the
exact time prior to beginning any City Service.
4. Drivers and passengers shall not smoke on board or near the shuttle vehicles.
5. There shall be no operation of audio devices by drivers or passengers, with the
exception that headphone systems are allowed to be played by passengers.
6. Drivers shall not use communication devices of any kind, including cellular
telephones or Bluetooth headsets, for any purpose while driving or attending to
passengers. These devices shall only be used while the driver is stopped at a
designated bus stop or other safe location.
7. Shoes and shirts shall be required to be worn by all passengers.
8. No eating or drinking shall be allowed on board the vehicles.
iii. Language Proficiency
A level of proficiency in the English language, sufficient for speaking effectively and
clearly with passengers and for preparing required written logs and reports, is required.
iv. Licensing and Other Requirements
1. CONTRACTOR shall comply with the Immigration Reform and Control Act
(IRCA), which requires all employers to verify the authorization of its employees
to work in the United States.
2. All drivers shall be properly licensed in the State of California to provide this type
of service. A written record from the State Department of Motor Vehicles shall
be submitted to CITY semi-annually for each driver, beginning at the start of the
contract period, and then kept on file. Drivers shall possess a Class “B” Driver’s
License, with applicable endorsements mandated by the State of California for
the type of vehicle operated. All drivers shall comply with all relevant State of
California codes and standards.
v. Future Standards – At such time as they may be implemented, drivers shall comply with
any future standards, which may be required of drivers operating the Services.
vi. Distribution of Promotional Materials and Surveys – Upon CITY’s request, drivers shall
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be required to hand out City promotional materials or surveys to passengers. CITY shall
supply all such materials.
vii. Training – All drivers shall be required to receive, and have successfully completed, the
minimum current drivers training required by the California Department of Motor
Vehicles for the type of vehicle operated. All costs associated with driver training shall
be the responsibility of the CONTRACTOR. CONTRACTOR is responsible for ensuring that
each driver is properly acquainted with the requirements of the program, his/her
responsibilities as a driver, and assisting passengers with special needs and disabilities.
viii. Logs/Trip Sheets – Drivers shall be required to maintain vehicle logs or trip sheets for
each day of service, to include passenger counts and incident reports. See Section C,
“Records and Reports Requirements”, below for additional requirements.
ix. Driving Offenses – A driver shall be disqualified from providing shuttle service, if any of
the following circumstances exist:
1. Conviction of more than three (3) moving violations within the last three years.
2. Driver’s license has been suspended, revoked or put on probation by the DMV
for a cause involving the safe operation of a motor vehicle within the last
three years.
x. Drug/Alcohol Abuse -- In accordance with Department of Transportation (DOT)
requirements, the CONTRACTOR shall, at its own expense, assure that all drivers,
mechanics and other safety sensitive personnel performing services are free from
alcohol misuse and/or the abuse of drugs; including amphetamines, opiates, cocaine,
PCP, marijuana and the misuse/abuse of prescription drugs, formulations of
amphetamines or derivatives of narcotic drugs, while on the job and/or performing
safety sensitive duties.
CONTRACTOR will require its prospective safety sensitive employees who may be
assigned to perform work under this contract undergo pre-employment drug testing.
Safety sensitive employees shall also be subject to post-accident testing, probable
cause testing, and random testing as required by applicable law. Such drug and alcohol
tests will comply with all applicable regulations. If an employee fails a random, post-
accident, or probable cause test, CONTRACTOR shall inform the CITY’s Project Manager
of the failure and of the actions taken within 24-hours of the event.
xi. Usage of Vehicles -- It is prohibited for drivers to allow friends, family or relatives to ride
aboard shuttles unless they are actually using the service to get to a Palo Alto Shuttle
destination.
5. Office Staff:
CONTRACTOR shall supply a sufficient number of employees to staff the
CONTRACTOR’s office at all required times and perform all necessary tasks associated
with the service, including responding to calls for information or assistance from the
public or City staff. CONTRACTOR shall be responsible for training these employees and
ensuring that all program policies and procedures are understood and enforced. During
all times when vehicles are on the road for this program, CONTRACTOR shall staff the
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office with at least one person trained to perform radio dispatching functions, monitor
the telephone and handle any issues associated with City Service.
C. Records and Reports Requirements:
1. Routine Reports:
CONTRACTOR shall compile, prepare and furnish to CITY the following records and reports
in a format approved by CITY. These records and reports shall be submitted on a monthly
basis with billing information. CITY reserves the right to withhold payment if the required
reports are not included with the billing information by the due date established by CITY at
the onset of the contract.
i. Billing Information (in City-specified format)
ii. Actual/Scheduled number of service operating hours and miles of each route and
vehicle
iii. Level of usage by disabled passengers and bicycles
iv. Complete explanation of all accidents, incidents, complaints and unusual events
v. Passenger Counting data must be generated by automatic passenger counting
system (on/off per stop/route, time, date, totals)
vi. Driver’s daily passenger logs, which must include daily passenger counts (on/off
per stop/route, totals)
Other Reports that shall be provided by CONTRACTOR as required by this Agreement
include the following:
i. Maintenance Records – vehicle number, dates, types of service, etc., daily vehicle
availability, summary of vehicle road failures (as requested)
ii. State Department of Motor Vehicles record of each driver (semi-annually from
start of contract)
iii. California Highway Patrol (CHP) Pull-Notice System Reports (as required)
iv. California Highway Patrol (CHP) Terminal Inspection Report (as requested)
v. Substance Abuse Control Program reports (as required)
vi. Vehicle reports verifying compliance with CARB and the BAAQMD (as requested)
vii. Passenger Surveys provided by City (as requested)
viii. Report on Vehicle Compliance with the CARB to include engine type, vehicle model
and year, odometer readings, fuel used, and vehicle size for each shuttle used to
provide Palo Alto Shuttle services (prior to start of service and annually thereafter,
or as requested)
2. Records Requirements:
CONTRACTOR shall be responsible for properly maintaining separate records and
summaries for this Service as deemed necessary by City and/or for City’s submission to
federal and/or state agencies. CONTRACTOR shall comply with all federal, state and local
mandates regarding record retention.
3. Maintenance and Ownership of Records:
All reports, records, and data relating to this Agreement shall be the property of CITY.
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D. Miscellaneous Requirements:
1. Fares:
This Palo Alto Shuttle service shall be free of charge to all passengers. No fares shall be
collected for any of the existing or proposed routes.
2. Gratuities:
CONTRACTOR and its employees and/or subcontractors are prohibited from soliciting or
accepting any tips or gifts of any kind while operating a vehicle in City Service.
3. Meetings:
CITY plans to hold meetings with CONTRACTOR on an as-needed basis for the purpose of
discussing service problems and proposed solutions and to maintain open and frequent
communications. Unless otherwise notified, the CONTRACTOR’s Project Manager shall
attend all meetings.
4. Facilities:
CONTRACTOR shall provide suitable maintenance and storage facilities with which to
operate the Service. All furnishings, equipment and supplies are the responsibility of
CONTRACTOR.
5. Safety/Emergency Preparedness/Security Requirements:
CONTRACTOR shall provide for the safety of passengers by any and all reasonable means,
including but not limited to: driver training, retraining, and monitoring; vehicle
maintenance; maintaining order in and around vehicles; providing safety and emergency
procedures. Each vehicle shall be equipped with a fire extinguisher and appropriate first-
aid kit furnished by CONTRACTOR.
6. Web-Based Vehicle Tracking:
Each vehicle shall include Automatic Vehicle Location (AVL) technology that must provide
real-time route and vehicle information via a web-based interface for use by the public.
Public must be able to track vehicle location, receive estimates on arrival to stops and must
have access to this information through a website as well as mobile applications (such as
smartphone apps). CONTRACTOR shall use websites as well as mobile applications that
incorporate information for other public transit providers. The system must also be
equipped with reporting capabilities to accurately datastream and archive operational
service information (for example: route timing, passenger wait time, trip counts, operator
performance, vehicle speed and movement, departure and arrival times, etc.). The AVL
system must also include next-stop annunciation. The cost of maintaining the GPS and web-
based portal shall be included in the hourly service fee for each route.
7. On-Time Performance Monitoring:
CONTRACTOR shall provide real-time data via application program interface (API) to track
the on- time performance of each shuttle trip. CITY shall be permitted to share real-time
data to the public. CONTRACTOR shall provide the following data for each trip to allow for
on-time performance monitoring of shuttle service.
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Field Name Format Description
Trip Number xx1, xx2, xx3… 2-letter Date of the day +
Consecutive trip #
Trip Duration MM:SS
Trip Distance Miles
Start Date MM, DD, YYYY
Start Time HH:MM:SS
End Date MM, DD, YYYY
End Time HH:MM:SS
E. Liquated Damages:
CONTRACTOR’s strict adherence to the schedule of operations in rendering the public
service called for by these specifications is of the essence. THE PARTIES HERETO
AGREE THAT IT WOULD BE IMPRACTICAL AND EXTREMELY DIFFICULT
TO DETERMINE THE ACTUAL DAMAGE TO THE CITY IF CONTRACTOR
WERE TO FAIL TO PERFORM THE SERVICES OR MEET THE
PERFORMANCE STANDARDS SET FORTH BELOW. IN ADDITION TO THE
SERVICES PROVIDED, CITY EXPECTS TO RECEIVE OTHER BENEFIT
FROM CONTRACTOR’S SERVICES. THE PARTIES MUTUALLY AGREE
THAT LIQUIDATED DAMAGES SET FORTH HEREIN ARE ACCEPTABLE
TO EACH PARTY AND ARE A REASONABLE ESTIMATE OF CITY’S LOSS
IF CONTRACTOR FAILS TO COMPLETE SERVICES IN ACCORDANCE
WITH THE SCHEDULE OF PERFORMANCE AND/OR FAILS TO MEET THE
PERFORMANCE STANDARDS. CITY’S ACCEPTANCE OF ANY
LIQUIDATED DAMAGES AS A RESULT OF A PERFORMANCE STANDARD
BREACH SHALL NOT PREVENT CITY FROM EXERCISING ANY OTHER
RIGHT OR REMEDY FOR DEFAULT AVAILABLE TO CITY UNDER THIS
AGREEMENT.
CONTRACTOR shall abide by the performance standards stated herein and shall be liable
for the stated liquidated damage charges in the event of their failure to meet any of the
performance standards. CITY is authorized to deduct any liquidated damage charges
imposed or other assessments from CONTRACTOR’s invoice for services. In addition to any
liquidated damage remedy, City reserves the right to terminate the Agreement for any
failure by CONTRACTOR to maintain compliance with the performance standards.
Specific performance standards and the assessments that will be imposed for non-
performance are listed below.
1. On-Time Performance:
Standard: CONTRACTOR shall be on time for all trips to ensure a smooth and efficient transfer
of passengers between the Palo Alto trains and the Palo Alto Shuttles. CONTRACTOR shall
have all Palo Alto Shuttles staged and ready to receive passengers at least ten (10) minutes
before start of each service day.
i. Non-performance: Missing a trip entirely is considered as not providing the required
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service. City shall not pay for missed trips. Liquidated damages in the amount of $200.00
per trip that was missed entirely shall be assessed. ____
ii. Non-performance: Departing a shuttle terminus stop ten (10) or more minutes later than
the scheduled departure time published in the time guide. Liquidated damages: $100.00
shall be assessed for each late departure. ____
iii. Non-performance: Departing a shuttle terminus stop before the scheduled pick-up time
at that location. Liquidated damages: $100.00 shall be assessed for each early departure.
____
2. Vehicle Maintenance: Contractor shall maintain vehicle equipment in proper operating
condition.
Non-performance: Schedules that operate using a vehicle with a cracked windshield,
inoperative safety devices, inoperative heater/air conditioner, illegal tire tread, or other
significant defects are unacceptable. Liquidated damages: $250.00 per day shall be assessed.
____
3. Vehicle Tracking System: Contractor shall maintain the tracking system in proper
operating condition.
Non-Performance: Vehicles that operate without real-time information on websites and
mobile application. Liquidated damages: $50 per day will be assessed. ____
If a contractor fails to provide real-time tracking service at acceptable service level, City may
hire a third party to provide real-time shuttle tracking service at the Contractor’s cost.
4. Safety Standard: Contractor shall maintain all vehicles used in City Service in compliance
with all applicable federal and state safety standards.
Non-performance: In the case that the vehicle operating authority falls under the California
Public Utilities Commission (CPUC), and if the CPUC revokes the permits to operate the
vehicles in this Service, as a result of unsatisfactory inspection ratings by the CHP, they shall
not operate. Liquidated damages: $500.00 per vehicle per day. This amount shall be assessed
until a satisfactory inspection report is obtained. ____
5. Vehicle Appearance: Contractor shall maintain the upkeep and cleanliness of all vehicles.
i. At a minimum, interiors shall be swept, mopped, and wiped down daily, including the
driver and dash areas.
ii. At a minimum, exteriors shall be washed twice weekly with more frequent washings as
required during periods of rainy weather, including polishing of windshields and cleaning
of wheels.
iii. At a minimum, all vehicles shall be completely detailed twice a month including, but not
limited to, the driver’s area, dashboard, windows, ceiling, walls, floors and seats.
Non-performance: A vehicle that has not been cleaned as described above. Liquidated
damages:$100.00 per day will be assessed. ____
6. Vehicle Signage: Contractor shall ensure that the vehicle displays the required signage
appropriately on the vehicle.
DocuSign Envelope ID: A14524E1-5C9D-4B70-BF1D-06D9C38909A0
City of Palo Alto General Services Agreement Rev. March 29, 2018
i. Non-performance: Vehicles that operate without the proper signage. Liquidated
damages: $100 per day without the proper signage will be assessed. ____
ii. Non-performance: Vehicles that operate with improperly placed signage. Liquidated
damages: $100 per day with the improperly placed signage. ____
iii. Non-performance: Vehicles that operate service unrelated to the Palo Alto Shuttle
Program while displaying signage and/or logos that reference the Palo Alto Shuttle
services. Liquidated damages: $100 will be assessed per vehicle per incident. ____
7. Vehicles – Disabled Accessibility: Each vehicle shall be accessible to disabled persons
through wheelchair lifts, ramps or other approved method.
Non-performance: Schedules that operate without a working wheelchair lift shall be
considered as having not operated. City shall not pay for missed trips. Liquidated
damages: $250.00 per vehicle trip will be assessed. ____
8. Vehicles – Emissions Compliance: All vehicles used to provide Palo Alto Shuttle service
shall comply with the vehicle type, fuel requirements, and emissions standards required
by the California Air Resources Board (CARB) at all times.
Non-performance: The use of non-compliant vehicles for Palo Alto Shuttle service any
time during the contract period will result in penalties to the Contractor. Liquidated
damages: $500 per day that the non-compliant vehicle operates. ____
9. Report Submissions: Contractor must submit all routine reports required by City, as listed
in Section C of the Scope of Work, with Contractor’s monthly invoice/billing and other
reports within 30 days of being requested by City.
i. Non-performance: Submitting required reports beyond the deadline for submission. City
shall be entitled to withhold payments of Contractor’s monthly invoices until reports are
received by City. _____
ii. Non-performance: Deliberately reporting falsified information on a report submitted to
City. City shall be entitled to withhold payments of Contractor’s monthly invoices until
accurate information is received by City. ____
DocuSign Envelope ID: A14524E1-5C9D-4B70-BF1D-06D9C38909A0
City of Palo Alto General Services Agreement Rev. March 29, 2018
EXHIBIT B
SCHEDULE OF PERFORMANCE
CONTRACTOR shall perform the Services according to the following schedule during
the term of the Agreement:
Shuttle Route Operating Hours Bus #
Crosstown Regular 7:40 a.m. – 5:30 p.m. 1 & 2
Crosstown School Service AM 7:35 a.m. – 8:25 a.m. 1
Crosstown School Service PM 3:15 p.m. – 3:37 p.m. 1
The Crosstown operates Monday through Friday, excluding some holidays. The school
service route operates when Palo Alto schools are in session according to the Palo Alto
School District Calendar. CONTRACTOR will adhere to the published route schedule
approved by CITY, but the CITY will consider for approval adjustments for the efficient
operation of the shuttle service.
CITY may from time to time modify the schedule. CONTRACTOR shall perform the
Services in accordance with the schedule established by CITY. Summer school service,
special events, and schedule adjustments may be added as needed by the CITY with 30
days’ notice.
DocuSign Envelope ID: A14524E1-5C9D-4B70-BF1D-06D9C38909A0
City of Palo Alto General Services Agreement Rev. March 29, 2018
EXHIBIT C
SCHEDULE OF FEES
CITY shall pay CONTRACTOR at the rate of $75 per hour for each shuttle bus in service. The table below
shows the estimated total per month and year based on the anticipated number of hours of shuttle service.
The maximum amount of compensation to be paid to CONTRACTOR, including both payment for services
and reimbursable expenses, shall not exceed the amounts set forth in Sections 5 and 6 of the Agreement. Any
services provided or hours worked for which payment would result in a total exceeding the maximum amount
of compensation set forth herein shall be at no cost to CITY.
Crosstown route is estimated based on schedule with 2 vehicles, 30 to 60-minutes headways
Lunch hours are included in the bus run values; 15 minutes pre/post inspection; 10 minutes break every 4
hours.
Sub-total Annual Fee $ 334,822.50
Summer School/Schedule Adjustments for
special events (if needed) $ 44,960.00
Total Annual Fee (includes adjustments) $ 379,782.50
Additional Services (Not to Exceed) $0.00
Maximum Total Compensation $1,139,347.50
Item Operating Hours Hrs/Day
# of
Days
/Month
# of
Days/
Year
Unit Price
Per Hour
TOTAL /
MONTH
TOTAL /
YEAR
Crosstown Regular 7:40am - 5:30pm 16.66 21.25 255 $75 $26,551.88 $ 318,622.50
Crosstown School Service AM 7:35am - 8:25am 0.83 15 180 $75 $ 933.75 $ 11,205.00
Crosstown School Service PM 3:15pm - 3:37pm 0.37 15 180 $75 $ 416.25 $ 4,995.00
Summer School/Schedule
Adjustments & Special Events,
if needed $ 44,960.00
TOTAL 17.86 $27,901.88 $ 379,782.50
DocuSign Envelope ID: A14524E1-5C9D-4B70-BF1D-06D9C38909A0
City of Palo Alto General Services Agreement Rev. March 29, 2018
EXHIBIT D
INSURANCE REQUIREMENTS
CONTRACTORS TO THE CITY OF PALO ALTO (CITY), AT THEIR SOLE EXPENSE, SHALL FOR THE TERM
OF THE CONTRACT OBTAIN AND MAINTAIN INSURANCE IN THE AMOUNTS FOR THE COVERAGE
SPECIFIED BELOW, AFFORDED BY COMPANIES WITH AM BEST’S KEY RATING OF A-:VII, OR
HIGHER, LICENSED OR AUTHORIZED TO TRANSACT INSURANCE BUSINESS IN THE STATE OF
CALIFORNIA.
AWARD IS CONTINGENT ON COMPLIANCE WITH CITY’S INSURANCE REQUIREMENTS, AS SPECIFIED,
BELOW:
REQUIRED TYPE OF COVERAGE REQUIREMENT
MINIMUM LIMITS
EACH
OCCURRENCE AGGREGATE
YES
YES
WORKER’S COMPENSATION
EMPLOYER’S LIABILITY
STATUTORY
STATUTORY
YES
GENERAL LIABILITY, INCLUDING
PERSONAL INJURY, BROAD FORM
PROPERTY DAMAGE BLANKET
CONTRACTUAL, AND FIRE LEGAL
LIABILITY
BODILY INJURY
PROPERTY DAMAGE
BODILY INJURY & PROPERTY
DAMAGE COMBINED.
$2,000,000
$2,000,000
$2,000,000
$5,000,000
$5,000,000
$5,000,000
YES AUTOMOBILE LIABILITY,
INCLUDING ALL OWNED, HIRED,
NON-OWNED
BODILY INJURY
- EACH PERSON
- EACH OCCURRENCE
PROPERTY DAMAGE
BODILY INJURY AND PROPERTY
DAMAGE, COMBINED
$5,000,000
$5,000,000
$5,000,000
$5,000,000
$5,000,000
$10,000,000
$10,000,000
$10,000,000
$10,000,000
$10,000,000
NO
PROFESSIONAL LIABILITY,
INCLUDING, ERRORS AND
OMISSIONS, MALPRACTICE (WHEN
APPLICABLE), AND NEGLIGENT
PERFORMANCE
ALL DAMAGES $1,000,000
YES THE CITY OF PALO ALTO IS TO BE NAMED AS AN ADDITIONAL INSURED: CONTRACTOR, AT
ITS SOLE COST AND EXPENSE, SHALL OBTAIN AND MAINTAIN, IN FULL FORCE AND
EFFECT THROUGHOUT THE ENTIRE TERM OF ANY RESULTANT AGREEMENT, THE
INSURANCE COVERAGE HEREIN DESCRIBED, INSURING NOT ONLY CONTRACTOR AND
ITS SUBCONSULTANTS, IF ANY, BUT ALSO, WITH THE EXCEPTION OF WORKERS’
COMPENSATION, EMPLOYER’S LIABILITY AND PROFESSIONAL INSURANCE, NAMING AS
ADDITIONAL INSUREDS CITY, ITS COUNCIL MEMBERS, OFFICERS, AGENTS, AND EMPLOYEES.
I. INSURANCE COVERAGE MUST INCLUDE:
A. A CONTRACTUAL LIABILITY ENDORSEMENT PROVIDING INSURANCE COVERAGE
FOR CONTRACTOR’S AGREEMENT TO INDEMNIFY CITY.
II. CONTACTOR MUST SUBMIT CERTIFICATES(S) OF INSURANCE EVIDENCING REQUIRED
COVERAGE.
III. ENDORSEMENT PROVISIONS, WITH RESPECT TO THE INSURANCE AFFORDED TO
“ADDITIONAL INSUREDS”
DocuSign Envelope ID: A14524E1-5C9D-4B70-BF1D-06D9C38909A0
City of Palo Alto General Services Agreement Rev. March 29, 2018
A. PRIMARY COVERAGE
WITH RESPECT TO CLAIMS ARISING OUT OF THE OPERATIONS OF THE NAMED INSURED,
INSURANCE AS AFFORDED BY THIS POLICY IS PRIMARY AND IS NOT ADDITIONAL TO OR
CONTRIBUTING WITH ANY OTHER INSURANCE CARRIED BY OR FOR THE BENEFIT OF THE
ADDITIONAL INSUREDS.
B. CROSS LIABILITY
THE NAMING OF MORE THAN ONE PERSON, FIRM, OR CORPORATION AS INSUREDS UNDER THE
POLICY SHALL NOT, FOR THAT REASON ALONE, EXTINGUISH ANY RIGHTS OF THE INSURED
AGAINST ANOTHER, BUT THIS ENDORSEMENT, AND THE NAMING OF MULTIPLE INSUREDS,
SHALL NOT INCREASE THE TOTAL LIABILITY OF THE COMPANY UNDER THIS POLICY.
C. NOTICE OF CANCELLATION
1. IF THE POLICY IS CANCELED BEFORE ITS EXPIRATION DATE FOR ANY
REASON OTHER THAN THE NON-PAYMENT OF PREMIUM, THE CONTRACTOR
SHALL PROVIDE CITY AT LEAST A THIRTY (30) DAY WRITTEN NOTICE
BEFORE THE EFFECTIVE DATE OF CANCELLATION.
2. IF THE POLICY IS CANCELED BEFORE ITS EXPIRATION DATE FOR THE NON-
PAYMENT OF PREMIUM, THE CONTRACTOR SHALL PROVIDE CITY AT LEAST
A TEN (10) DAY WRITTEN NOTICE BEFORE THE EFFECTIVE DATE OF
CANCELLATION.
NOTICES SHALL BE MAILED TO:
PURCHASING AND
CONTRACT ADMINISTRATION
CITY OF PALO ALTO
P.O. BOX 10250
PALO ALTO, CA 94303
DocuSign Envelope ID: A14524E1-5C9D-4B70-BF1D-06D9C38909A0
Certificate Of Completion
Envelope Id: A14524E15C9D4B70BF1D06D9C38909A0 Status: Completed
Subject: Please DocuSign: C20174897 Transmetro - final.pdf
Source Envelope:
Document Pages: 28 Signatures: 2 Envelope Originator:
Certificate Pages: 2 Initials: 14 Terry Loo
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250 Hamilton Ave
Palo Alto , CA 94301
Terry.Loo@CityofPaloAlto.org
IP Address: 12.220.157.20
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Terry.Loo@CityofPaloAlto.org
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Fred Khan
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General Manager
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Sylvia Star-Lack
Sylvia.Star-Lack@CityofPaloAlto.org
Manager Transportation Planning
City of Palo Alto
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Elizabeth Egli
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Managment Analyst
City of Palo Alto
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