REQUEST FOR PROPOSAL #10-14 FOR THE MANAGEMENT, OPERATION, AND MAINTENANCE OF MONTGOMERY COUNTY PUBLIC TRANSPORTATION SYSTEM

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1 REQUEST FOR PROPOSAL #10-14 FOR THE MANAGEMENT, OPERATION, AND MAINTENANCE OF MONTGOMERY COUNTY PUBLIC TRANSPORTATION SYSTEM The County of Montgomery, located in New York State, invites proposals to provide for mass transportation services, specifically the operation of the Montgomery County Transportation System Commuter Run Service and the Montgomery Area Xpress (MAX) Service for a two (2) year period. The successful Contractor will utilize two (2) Countyowned vehicles MAX vehicles and one (1) commuter vehicle. Further, the Contractor will be required to provide two (2) additional commuter vehicles and provide for spare vehicles as needed. The Contractor will provide turnkey service including all backup vehicles, maintenance, operations facilities, customer service, fare collection and auditing, and system management. All proposals must be received by Montgomery County Purchasing Department, PO Box 1500, 20 Park Street, Fonda, NY no later than 4:00 p.m. EST, December 2, NO PROPOSALS WILL BE ACCEPTED AFTER THIS TIME AND DATE. Proposing firms must not be on the NYS list of ineligible bidders. The Contractor will be required to comply with all applicable Equal Employment Opportunity Laws and Regulations. Disadvantaged Business Enterprises will be afforded full opportunity to submit proposals in response to this Request for Proposals and will not be subjected to discrimination on the basis of race, color, sex, or national origin in consideration for an award. All correspondence shall be in writing and/or and directed to: Scott Surento Montgomery County Purchasing Montgomery County PO Box 1500, 20 Park Street Fonda, NY ssurento@co.montgomery.ny.us

2 Scope of Work, Service Period and Financial Reimbursement Scope of Work: The Carrier agrees to provide for the Municipal Corporation mass transportation operational services and to bear the financial obligations necessary for the operation of the Montgomery County Transportation System Commuter Run Service and by operating one (1) bus for the Commuter Transit Service, primarily between the Village of Fonda, the City of Amsterdam and commuter destinations in the Albany/Capital District area and two (2) buses for the Montgomery Area Xpress Service, primarily along State Highway 5 and 5S between the Town of St. Johnsville and the City of Amsterdam limits. Terms and Conditions: The Carrier agrees to lease certain capital equipment from the Municipal Corporation for the annual fee of $1.00 per bus. Whether for operational services and use of equipment or just operational services, in no way shall the term of this agreement extend beyond December 31, Scheduling: The schedule, route and mileage for the Montgomery County Transportation System shall be developed and mutually agreed upon by the Municipal Corporation and the Carrier and from time to time may change in accordance with the needs of the System. Necessary Repairs & Maintenance: Should any bus used by the Carrier in the delivery of services provided, need to be taken out of operation at any time during the term of this agreement, the Carrier agrees that it will notify the Municipal Corporation of such as soon as practicable and make all necessary repairs and maintenance to put said bus back into operation as soon as possible. The Carrier further agrees to utilize its own equipment during such time to provide for continuity of operational services for the system should County-owned or leased equipment not be available or practicable. For all Capital Equipment, the Carrier agrees maintain copies of the maintenance and repair orders and all pre and post trips as well as copies of inspection reports conducted by NYSDOT Motor Vehicle Inspectors. Said documentation shall be available to the Municipal Corporation for review upon request. Insurance: At all times, the Carrier shall furnish auto liability insurance covering the operation of the vehicle(s) (whether Municipally-owned or Carrier-owned) used to fulfill the requirements of this contract in an amount not less than three million dollars ($3,000,000) combined single limit coverage per occurrence. The insurance company is to be one admitted under the insurance laws of New York State to write the line of insurance to be provided. The Carrier further agrees to file a certificate of such

3 insurance naming The Municipal Corporation or another Municipal Corporation that the equipment is leased form, as an additional insured. Each Municipal Corporation shall be given 30 days notice if the insurance is to be cancelled for any reason. Record Keeping: The Carrier shall utilize a record keeping system, which details passengers; method of payment and other information identified as required by State and Federal DOT grant guidelines. Vehicle manifests are to be completed by each vehicle driver, daily. Notifications: The Municipal Corporation realizes that, from time to time, there may be changes service due to inclement weather or other such unpreventable circumstances. As such, the Carrier agrees to notify the Municipal Corporation and designated media contacts immediately of any deviation from the agreed schedule, operating hours, routes, timetables, and/or equipment. The Carrier shall notify the Municipal Corporation immediately of any accident resulting in driver or passenger injury or fatality or any moving violation that occurs while delivering services under this contract. The Operator shall file a written report with the Municipal Corporation within 5 working days of the accident or moving violation and shall cooperate with the Municipal Corporation during any investigation. The Carrier shall also notify the Municipal Corporation immediately of any complaints or problems of riders. Vehicle requirements: Each vehicle shall fall under NYS DOT regulations and regular inspections with a minimum safety rating of 90% Driver Requirements: All drivers must be qualified under NYS DMV 19-A regulations No driver shall use alcohol, narcotics, illegal drugs or drugs that impair ability to perform while on duty and no driver shall abuse alcohol or drugs at any time. All drivers must wear or have visible, easily readable company identification. At no time shall drivers smoke, eat or consume any beverage while in the vehicle or while involved in rider assistance entering or exiting the vehicle or while in the presence of any Rider. Drivers will not wear any type of headphones at any time while on duty.

4 All drivers shall be courteous, patient and helpful to all passengers and be neat and clean in appearance. Drivers engaged in transportation under this Agreement shall be properly trained to provide safe, courteous, and reliable transportation at all times. Transportation Program Financial Obligations: The Carrier shall be responsible for all financial obligations of the Montgomery County Transportation Program including STOA matching funds and all required local share of funding for all Federal and State Transportation 5311 and Capital Purchasing Programs. Transportation Revenues: Upon notification of payment from the NYS Department of Transportation and furnishment of all necessary documentation, Montgomery County will transfer all transportation revenues and reimbursements to Brown Coach including but not limited to: STOA funds, 5311 reimbursements, revenues from Montgomery County Department of Social Services, New York State Department of Social Services, Medical Answering Services, Fulton Montgomery Community College and any advertising revenues provided that all necessary reporting requirements have been met. Other Administrative Responsibilities: The Carrier is responsible for the preparation of all grant applications, STOA quarterly reports and other documents required by Federal or State Transportation officials. The Carrier will be responsible for seeking and obtaining any additional advertising revenues. The Municipal Corporation is responsible for all sponsor related reviews, approvals and signatures. Confidentiality: The Carrier including all of its employees shall treat all information, which is obtained by it through its performance under this contract as confidential information, and shall not use any information so obtained in any manner except as necessary for the proper discharge of its obligations. The Carrier agrees to sign and abide by any subsequent agreements with respect to confidentiality as may be required by the Health Insurance Portability Act and any other similar laws.

5 Selection Criteria Respondents shall, in their response, briefly address the enumerated selection criteria. Such criteria shall include, although not necessarily be limited to, the following: a. Demonstrated competence and professional qualifications necessary for successfully performing the work required by the County. (15 points) b. Completeness of the proposal submitted and compliance with terms and conditions of the RFP. (15 points) c. Financial stability and capabilities of the Contractor, including a succinct summary of firm size, length of time in business, operational revenues and any other matters deemed pertinent. (15 points) d. Proven transit management and operational capabilities and experience. (15 points) e. Fare collection and auditing procedures. (10 points) f. Ability to meet 90% safety threshold under NYS DOT regulations. (30 points) Prospective Contractors may be required and shall be prepared to attend an interview with the Selection Committee. The key management personnel must be available to answer questions at the interview. Montgomery County may choose, at its sole option, not to interview all proposing Contractors. Montgomery County may reject any or all proposals submitted.