Invitation for Bids (IFB) for Visitor Bus Transportation Services

EXHIBIT A
STATEMENT OF WORK
VISITOR BUS TRANSPORTATION SERVICES

TABLE OF CONTENTS
PARAGRAPH PAGE
1.0 SCOPE OF WORK .......................................................................................................... 1
2.0 SPECIFIC WORK REQUIREMENTS .............................................................................. 1
2.1 Bus Transportation - General ................................................................................ 1
2.2 Buses .................................................................................................................... 1
2.3 Bus Work Schedules ............................................................................................. 2
2.4 Bus Maintenance .................................................................................................. 2
3.0 CONTRACTOR'S RESPONSIBILITIES .......................................................................... 3
3.1 Contractor Project Manager .................................................................................. 3
3.2 Personnel-Bus Drivers .......................................................................................... 3
3.3 Identification Badge/Uniforms ............................................................................... 4
3.4 Materials and Equipment....................................................................................... 4
3.5 Training ................................................................................................................. 4
3.6 Contractor's Office ................................................................................................. 4
3.7 Communication Devices ....................................................................................... 5
3.8 Specific Work Responsibilities .............................................................................. 5
4.0 HOURS AND DAYS OF WORK ...................................................................................... 6
4.1 Weekends ............................................................................................................. 6
4.2 Hours .................................................................................................................... 6
4.3 As-Needed Services ............................................................................................. 6
5.0 QUALITY CONTROL ...................................................................................................... 6
6.0 QUALITY ASSURANCE PLAN ....................................................................................... 7
6.1 As-Needed Meetings ............................................................................................. 7
6.2 County Observations ............................................................................................. 7
ATTACHMENTS
1 Pitchess Detention Center (PDC) Map
Los Angeles County i Visitor Bus Transportation Services
Sheriff's Department Exhibit A - Statement of Work
IFB 738-SH

STATEMENT OF WORK (SOW)
1.0 SCOPE OF WORK
1.1 Contractor must provide visitor bus transportation services (Services) for people
visiting incarcerated persons at the following four Los Angeles County (County)
Sheriff's Department (Department) custody facilities located at Peter J. Pitchess
Detention Center (PDC) Custody Facility:
a. PDC - North Facility
b. PDC - East Facility
c. PDC - South Facility
d. North County Correctional Facility (NCCF)
1.2 All four custody facilities are accessible only through a County-owned and
maintained road that is not open to the general public. Upon arriving at PDC and
prior to boarding the buses, visitors must first register and check-in at PDC's Dr.
Elmer T. Jaffee Visitor Center (Visitor Center) for transport to and from the four
custody facilities.
1.3 The County, at its sole discretion, reserves the right to add or delete custody
facilities throughout the Term of the Contract.
1.4 This Statement of Work (SOW) defines the tasks and responsibilities of Contractor
providing Services at PDC as described throughout this SOW.
2.0 SPECIFIC WORK REQUIREMENTS
2.1 Bus Transportation - General
2.1.1 Each custody facility has a designated drop-off and pick-up location. Buses
must drop-off and pick-up visitors (adults, children, and infants) from these
areas, unless otherwise directed by custody facility staff.
2.1.2 Depending on the number of people in the waiting area and length of time
they have been waiting, the Department may determine that additional drop-
offs are needed. The Department will notify bus drivers as to which custody
facilities the bus drivers will be required to go to.
2.2 Buses
2.2.1 Unless otherwise directed by the Department, Contractor must provide four
buses with a minimum capacity of 43 passengers, at least one of which
must be handicap accessible.
2.2.2 If additional or fewer buses are required by the Department to meet the
needs of an upcoming day, the Department will give advance notice to
Contractor as soon as reasonably practicable.
Los Angeles County 1 Visitor Bus Transportation Services
Sheriff's Department Exhibit A - Statement of Work
IFB 738-SH

2.2.3 If additional buses are needed, Contractor must supply additional buses
within one hour of notification by County Project Manager. The need for
additional buses may be based upon:
a. Number of visitors waiting for buses in the boarding area, and/or
b. Wait time(s) to get on a bus exceeding more than 30 minutes.
2.2.4 All buses must be clean and well-maintained, both inside and out. The
exteriors must present a professional appearance and must be free from
major body damage. The interior upholstery must be free of tears, rips and
stains.
2.2.5 All buses must be air-conditioned.
2.2.6 If there is a bus breakdown or mechanical failure, bus driver must
immediately notify County Project Manager and Contractor's dispatch office
of the problem.
2.2.7 Within one hour of notification, Contractor must send its maintenance staff
to the location to make the necessary repairs, and send a back-up bus to
ensure continued and timely Services.
2.3 Bus Work Schedules
2.3.1 Contractor must allow sufficient time for bus drivers to complete a pre-trip
bus inspection prior to reporting to the Visitor Center, as specified in
Paragraph 2.4.3 below.
2.3.2 Prior to beginning Work each day, bus drivers must sign in at the Visitor
Center office and exchange their California Driver's License for a County-
issued photo identification badge. At the end of each day, bus drivers must
sign out and return the photo identification badge to the Visitor Center's
office.
2.3.3 If Contractor is required to provide Services beyond 4:00 p.m., at the sole
discretion of the County, County Project Manager will immediately notify
Contractor of the County's need for after-hour Services.
2.3.4 Bus drivers' lunch and break schedules will be determined by County
Project Manager. Breaks will be staggered to ensure only one bus driver is
on break at any given time.
2.4 Bus Maintenance
2.4.1 Contractor must be responsible for maintenance, repair, and safety
inspections of all buses providing Services, as required by federal, state,
and local laws, rules, regulations, ordinances and directives.
2.4.2 All inspections are subject to the final inspection standards of the California
Highway Patrol (CHP). It is Contractor's responsibility to perform
inspections on a regular basis.
Los Angeles County 2 Visitor Bus Transportation Services
Sheriff's Department Exhibit A - Statement of Work
IFB 738-SH

2.4.3 Contractor must ensure that all bus drivers complete a pre-trip bus
inspection each working day before Services begin.
2.4.3.1 Safety inspection must include, but not be limited to:
a. Tire inflation and tread wear.
b. Headlights, signal indicators, and brake lights.
c. Brake performance.
d. Cracked and broken windows.
e. Properly working communication devices.
2.4.4 Contractor must maintain copies of the most recent CHP vehicle inspection
reports for all buses with seating for 15 or more people (including the bus
driver). Reports must be made available to County Project Manager on a
quarterly basis, or upon request.
3.0 CONTRACTOR'S RESPONSIBILITIES
3.1 Contractor Project Manager
Contractor must provide a telephone number where Contractor Project Manager
may be reached between 6:00 a.m. and 6:00 p.m. on weekends and designated-
County holidays when Services are provided.
3.2 Personnel-Bus Drivers
Contractor must provide qualified bus drivers to ensure the required Services are
met. Contractor must also have substitute bus drivers, available to respond as
needed, and within one hour of notification by County Project Manager.
3.2.1 Bus drivers must meet the following requirements:
a. Possess a California Class B driver's license with Passenger
Endorsement and medical certification.
b. Be at least 18 years old.
c. Completed training as required under the California Education Code
Section 40083. Evidence of the required training must be submitted to
County Project Manager prior to providing Services.
d. Be able to effectively communicate in English, both orally and in writing.
e. Comply with all applicable federal, state and local laws, regulations,
ordinances and directives for alcohol and drug testing.
f. Report to work on time as assigned and hold over on assigned duties as
may be directed by the County.
g. Maintain good personal hygiene and clean uniform appearance.
h. Adhere to all County and custody facility rules and regulations, including
traffic safety and security regulations.
Los Angeles County 3 Visitor Bus Transportation Services
Sheriff's Department Exhibit A - Statement of Work
IFB 738-SH

i. Perform a periodic walk-through of empty bus(es) to check for, and
collect any articles left behind by visitors. Bus driver must submit any
items found to County Project Manager.
j. Ensure that bus is kept neat, clean, and dispose of trash throughout the
Day. If the bus has a restroom, bus driver must perform periodic checks
to ensure area is free from trash, and facilities are operating properly.
k. Be courteous to the public and County personnel at all times, and
behave in a professional manner.
l. Provide assistance to passenger(s) requiring aid in boarding and
disembarking the bus.
3.3 Identification Badge/Uniforms
All Contractor's personnel, including Contractor Project Manager, bus drivers,
mechanics and other support staff providing Services must:
3.3.1 Bus drivers must wear County-issued photo identification badge at all times.
(Refer to Paragraph 2.3.2 above.) Contractor must supply the County with
a copy of a valid California Driver's License at least one week prior to
commencing Work to allow the County to issue picture identification
badges.
3.3.2 Bus drivers assigned to provide Services must wear an appropriate uniform
at all times. Uniform must consist of a shirt with the company name on it. All
uniforms, as required and approved by County Project Manager, must be
provided by Contractor, at its sole expense.
3.4 Materials and Equipment
3.4.1 The purchase of all materials and equipment to provide Services is the
responsibility of Contractor. Contractor must use materials and equipment
that are safe for the environment and safe for use by the employee.
3.4.2 The County will not be responsible for any damage to Contractor's property,
or their employee's property, which includes lost or stolen items belonging
to Contractor, their employees, or visitors.
3.4.3 Contractor will not be allowed to store buses or other equipment for any
length of time at any custody facility, including the Visitor Center.
3.5 Training
3.5.1 Contractor must provide training programs for all new employees and
continuing in-service training for all employees.
3.5.2 All employees must be trained in their assigned tasks and in the safe
handling of equipment. All equipment must be checked daily for safety. All
employees must wear safety and protective gear in accordance with the
Occupational Safety and Health Administration standards.
Los Angeles County 4 Visitor Bus Transportation Services
Sheriff's Department Exhibit A - Statement of Work
IFB 738-SH

3.6 Contractor's Office
3.6.1 Contractor must maintain a dispatch office in the County, or an adjacent
county.
3.6.2 Contractor must maintain an office with a telephone in the company's name
where Contractor conducts business. The office must be staffed during the
hours of 6:00 a.m. to 6:00 p.m., on weekends and designated-County
holidays by at least one employee who can respond to inquiries and
complaints received about Contractor's performance. When the office is
closed, an answering service must be provided to receive calls. Contractor
must answer calls received by the answering service within two hours of
receipt of the call.
3.7 Communication Devices
3.7.1 Contractor must equip buses, bus drivers, and the County (if necessary),
with radios and/or cellular phones. This will enable County Project Manager
to contact a bus driver immediately, if necessary, during hours of operation,
or have bus drivers communicate with Contractor's office.
3.7.2 Bus drivers may need to contact each other to facilitate a quicker response
for pick up (e.g., when a long line of visitors require pickup from a specific
custody facility).
3.8 Specific Work Responsibilities
3.8.1 Contractor must adhere to the following requirements:
a. Maintain current required business licenses, including a valid
Transportation Charter Party Permit issued by the California Public
Utilities Commission (CPUC).
b. Provide copies of bus drivers' DMV printouts, updated annually or upon
the County's request. The County, at its sole discretion, reserves the
option of performing a DMV check on bus drivers at any time.
c. Provide Licenses and permits to County Project Manager upon request.
d. Maintain copies of CPUC and CHP drug and alcohol testing for bus
drivers providing Services under the Contract. These reports must be
made available to County Project Manager upon the County's request.
e. Notify County Project Manager immediately regarding any incident or
injury to persons in the bus, including bus accidents. A written Incident
Report must be submitted to County Project Manager within one
Business Day following verbal notification. Complaints or concerns
regarding visitors must be reported to County Project Manager within
one Business Day followed by written notice.
f. Immediate removal and replacement of any Contractor employee at the
request of County Project Manager.
Los Angeles County 5 Visitor Bus Transportation Services
Sheriff's Department Exhibit A - Statement of Work
IFB 738-SH

g. Provide an assigned supervisor who must be on call and readily
accessible during the hours and days specified in Paragraph 4.0 (Hours
and Days of Work) below.
4.0 HOURS AND DAYS OF WORK
4.1 Contractor must provide Services on weekends and the following designated-
County holidays:
New Year's Day (January 1)
Memorial Day (Last Monday in May)
Independence Day (July 4)
Labor Day (First Monday in September)
Thanksgiving Day (Fourth Thursday in November)
Christmas Day (December 25)
4.2 Hours
4.2.1 Typically, buses will be required to run continuously between the Visitor
Center and the four custody facilities between approximately 8:30 a.m. to
4:00 p.m.
4.2.2 Buses and bus drivers must report to the Visitor Center no later than 7:50
a.m. ready to begin Services.
4.2.3 The last scheduled bus transporting visitors to the four custody facilities will
leave the Visitor Bus Center at 2:00 p.m.
4.2.4 Days and hours of operation, including holidays, may be subject to change
at the sole discretion of the County. The County will notify Contractor in
writing as soon as it becomes aware of the necessity for any schedule
change.
4.3 As-Needed Services
On occasion, the Department hosts special weekday events at PDC custody
facilities. As such, the Department may request that Contractor provide Services
for these events. These as-needed Services will be mutually agreed to by
Contractor and the Department and will be compensated at the rates set forth on
Exhibit B (Price Sheet) to the Contract.
5.0 QUALITY CONTROL
Contractor must establish and utilize a comprehensive Quality Control Plan (QCP) to
ensure the County receives a consistently high level of Service throughout the Term of
the Contract. The QCP must be submitted to County's Project Manager for review. The
QCP must include, but is not limited, to the following:
Los Angeles County 6 Visitor Bus Transportation Services
Sheriff's Department Exhibit A - Statement of Work
IFB 738-SH

a. Method of monitoring to ensure that Contract requirements are being effectively and
efficiently met.
b. A record of all inspections conducted by Contractor, any corrective action taken, the
time a problem was first identified, a clear description of the problem, and the time
elapsed between identification and completed corrective action, must be provided to
the County upon request.
c. Contractor must respond to complaints, specific to the Services being provided under
the Contract, within 24-hours of notification of the complaint, as applicable. If a
complaint is not abated within the time specified or to the satisfaction of the County,
the County may correct the specific complaint. The total cost incurred by the County
will be deducted from Contractor's monthly invoice.
6.0 QUALITY ASSURANCE PLAN
The County will evaluate Contractor's performance under the Contract no less frequently
than on an annual basis. Contractor must make itself available to the County or its agents
during business hours for any monitoring reviews. Such monitoring will include assessing
Contractor's compliance with all Contract terms and conditions and performance
standards. Contractor's deficiencies, which the County determines are significant or
continuing and which may place performance of the Contract in jeopardy if not corrected,
will be reported to the County's Board of Supervisors (Board) and listed in the appropriate
Contractor performance database. The report to the Board will include
improvement/corrective action measures taken by the County and Contractor. If
improvement does not occur consistently with corrective measures, the County may
terminate the Contract or impose other penalties as specified in the Contract for Quality
Assurance.
6.1 As-Needed Meetings
During the Term of the Contract, Contractor Project Manager must be available to
meet and confer with County Project Manager, as necessary, in person or by
phone. Contractor will be notified by County Project Manager, three days prior to
the meeting, as to the date, time, and location (if applicable), of the meeting.
6.2 County Observations
In addition to Department contracting staff, other County personnel may observe
performance, activities, and review documents relevant to the Contract at any time
during business hours (from Monday through Friday, 8:00 a.m. to 5:00 p.m.).
However, these personnel may not unreasonably interfere with Contractor's
performance.
Los Angeles County 7 Visitor Bus Transportation Services
Sheriff's Department Exhibit A - Statement of Work
IFB 738-SH