Transportation Services for the Virginia Beach City Public ......Virginia Beach City Public Schools July 22, 2014 Page 2 insurance. (RFP page #1, Section #3.1, b). And the second,

Proposal for

ORIGINAL

Transportation Services for the Virginia

Beach City Public Schools System

Request for Proposal # 4796

Presented to:

July 22, 2014

Submitted by: HAMPTON ROADS TRANSPORTATION, INC.

6304 Sewells Point Road

Norfolk, Virginia 23513

Phone: 757-853-1255 ext 111

Fax: 757-855-5868

Contact: Judith O. Swystun, President

HHRRTTII

HHRRTTII

6304 Sewells Point Road Norfolk, Virginia 23513

Office: (757) 853-1255 Fax: (757) 855-5868

July 22, 2014 Virginia Beach City Public Schools Office of Purchasing Services, Room 210 Amy A. Upson, CPPB, VCO 2512 George Mason Drive Virginia Beach, Virginia 23456 RE: Transportation Services for the Virginia Beach City Public Schools System Offers Due: 3:30 p.m. Tuesday, July 22, 2014 Ladies and Gentlemen: We provide the enclosed Proposal on behalf of Hampton Roads Transportation, Inc. (“HRTI”) in response to your Solicitation for Transportation Services for the Virginia Beach City Public School System (“Solicitation”). We are pleased that we were previously chosen as the service provider. HRTI has worked diligently to provide quality service for the VBCPS students for the past five years while enjoying an excellent working relationship with VBCPS. There have been no complaints from students, the school system or the parents. If the school system had contacted us with a question, HRTI staff has efficiently answered their questions to the satisfaction of VBCPS. HRTI provides administration, accounting, dispatch and maintenance services for six taxicab companies operating throughout Hampton Roads (hereinafter the “taxicab companies”) and is uniquely qualified to meet and surpass the requirements of the Solicitation. HRTI’s size and regional breadth provides it the ability to service children located both within and outside Virginia Beach. Its 30 years of transportation experience and state-of-the-art dispatch capability provides the expertise and flexibility to provide safe, efficient and quality service. Just like in our previous proposal, we will comply with all of the requirements of the Solicitation, except in two areas. First, certain insurance requirements in the RFP were found to be commercially impracticable – HRTI nevertheless maintains ample liability

Virginia Beach City Public Schools July 22, 2014 Page 2

insurance. (RFP page #1, Section #3.1, b). And the second, is the medical requirements which are only required for individuals over the age of 65. (RFP page #1, Section #3.1, b.4). Confidential and proprietary financial information is included in a separate sealed envelope per the RFP instructions. We are in receipt: Addendum 1 dated July 3, 2014 Our headquarters office is located: Hampton Roads Transportation, Inc. 6304 Sewells Point Road Norfolk, Virginia 23513 Telephone Number (757) 853-1255 This proposal was prepared by Robin Webb, Robin Malana and Judy Swystun. I am fully authorized to bind the firm, and I can be reached at the contact numbers on this letter or via e-mail at [email protected]. An additional contact for clarification not requiring signatures is our Administration Manager, Robin Webb, at (757) 853-1255 Ext. 112 or by e-mail at [email protected]. We look forward to the prospect of this important project. Sincerely, Judith O. Swystun President cc: file ATTACHMENT

HHRRTTII Proposal to Virginia Beach City Public Schools for Transportation Services

Hampton Roads Transportation, Inc. Propretary Proposal

Page iii

Table of Contents

Section Page

Letter of Transmittal ...................................................................................................................................... 1

Table of Contents ......................................................................................................................................... iii

List of Exhibits .............................................................................................................................................. v

In Separate Envelope ................................................................................................................................... v

Qualifications and Experience ..................................................................................................................... 1

OFFEROR SHALL PROVIDE A DESCRIPTION OF THE QUALIFICATIONS AND EXPERIENCE OF THE ORGANIZATION AND PERSONS

THAT WILL BE RESPONSIBLE FOR PERFORMANCE OF THE SERVICE. SUCH DESCRIPTION SHALL, AT A MINIMUM, INCLUDE THE

FOLLOWING SUB-TOPICS: .................................................................................................................................. 1 BACKGROUND INFORMATION ABOUT THE ORGANIZATION, E.G., PHILOSOPHY, OWNERSHIP, OFFICERS, AND

DIRECTORS, OFFERORS MANAGEMENT STRUCTURE, ORGANIZATION CHART OF THE FIRM, PROJECT TEAM,

ETC. ............................................................................................................................................................ 1

Organizational Chart of Officers and Management Team ....................................................................... 3

COMPANY SIZE AND LOCATION(S), NUMBER OF YEARS IN BUSINESS. ......................................................... 4 PROVIDING QUALITY CUSTOMER SERVICE ................................................................................................. 4 AVAILABLE CORPORATE SUPPORT TO SUPPLEMENT THE PROPOSED STAFF ............................................... 7 ONE PAGE RESUME AND QUALIFICATIONS OF THE PERSONS OFFERED TO PERFORM SERVICE. ..................... 8 UPON AWARD OF THE CONTRACT, SUCCESSFUL OFFEROR WILL PROVIDE VBCPS WITH A LIST OF OUR

PERSONNEL INCLUDING OFFICE, HOME, PAGER, AND CELLULAR PHONE NUMBERS SO THAT VBCPS CAN

MAKE EMERGENCY CONTACT WITH THE FIRM IF NECESSARY. ....................................................................16 WORK EXPERIENCE ...................................................................................................................................16

Capability .....................................................................................................................................................19

INTENT TO SUBCONTRACT WORK ON THIS PROJECT ...................................................................................20

Project Methodology ...................................................................................................................................20

OFFERORS UNDERSTANDING OF THE SERVICE TO BE PROVIDED. ................................................................20 PROPOSED METHODS AND EQUIPMENT TO BE USED. ..................................................................................21 ASSISTANCE AND MATERIALS TO BE FURNISHED BY VBCPS. ....................................................................23 PROJECT PLAN AND ANY OTHER PERTINENT INFORMATION. ......................................................................23

3.1 SPECIFIC PROPOSAL REQUIREMENTS..................................................................................23 Maintaining the Vehicles - Overview and Assurances.........................................................................24 Preventative Maintenance ....................................................................................................................25 Vehicle Maintenance Software ............................................................................................................25 Pre and Post Trip Vehicle Inspections .................................................................................................26 Washing ...............................................................................................................................................26 Specific Proposal Requirements: .........................................................................................................39 3.2 ADDITONAL REQUIREMENTS ................................................................................................40 A. All billing will be on a monthly basis and on inter-district trips; billing is to be split

between the two school districts. .........................................................................................................40 B. Ability to maintain consistency between passenger and driver. In other words, what

effort will be made to ensure that the same driver will be assigned to the same passenger(s)

as much as possible? ............................................................................................................................40



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C. All drivers assigned to work on this contract will meet all the legal requirements for

holding a taxicab driver’s permit and a valid operator’s license issued by the Commonwealth

of Virginia. All legal requirements for holding a taxicab driver’s permit are mandatory

including those requirements related to an individual’s character. ......................................................41 D. The Contractor would be responsible for furnishing any necessary car seats or booster

seats if needed. .....................................................................................................................................41 E. Vehicles used for the transportation of students should be non-smoking. ..................................41 F. If a parent or student requests a different pick up or drop off time/place, the taxi

company will confirm this change with the school, should Project HOPE not be available. ...............41 G. The taxi company will transport the students to their schools on time and will follow

the schools drop off and pick up procedures. .......................................................................................41 H. The taxi company will be aware of the school calendar and make appropriate

adjustments as it relates to changes in the schedule (half-days) and when the day is adjusted

due to inclement weather. ....................................................................................................................41 I. The taxi company will maximize each route or ride by using the same taxi to

accommodate students originating from different locations. ...............................................................42 J. The names and addresses of each of the schools can be located at

http://www.vbschools.com/schools/indes.asp. .....................................................................................42 K. Generally, the student hours for schools are as follows: ............................................................42

Exceptions ....................................................................................................................................................43

Alternates .....................................................................................................................................................43

Price ..............................................................................................................................................................44

PRICING SCHEDULE ...................................................................................................................................44

Exhibits .........................................................................................................................................................45

In Separate Envelope ..................................................................................................................................45



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List of Exhibits

Ex # Exhibit 1. Required Submissions

2. Insurance and SCC / Motor Carrier Certificate / DBE letters 3. Vehicle Maintenance / Safety Inspection Information

4. List of Vehicles

5. Drivers / Licenses of Drivers

6. HRTI Drug and Alcohol Policy and Testing Company 7. Drug and Alcohol Policy for Taxicab Drivers

8. Employee Resumes

In Separate Envelope

Financial Information / Annual Reports are submitted in a separate sealed envelope marked as confidential information (in accordance with RFP instructions).



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Qualifications and Experience Offeror shall provide a description of the qualifications and experience of the organization and persons that will be responsible for performance of the service. Such description shall, at a minimum, include the following sub-topics:

Background information about the organization, e.g., philosophy,

ownership, officers, and directors, Offerors management structure,

organization chart of the firm, project team, etc.

Hampton Roads Transportation, Inc. (“HRTI”) was formed on December 5, 1984 and provides administration, accounting, dispatch and maintenance services for six taxicab companies in five jurisdictions. Vehicles dispatched by HRTI travel close to 1 million miles per month. Over 14,000 trips per week are provided to passengers in the Hampton Roads area. Taxicab dispatch service is provided 24 hours a day and 365 days per year servicing all points in Hampton Roads. HRTI has managed this contract for Virginia Beach City Public Schools (“VBCPS”) for the past five years. The drivers and the HRTI staff who served the students in this contract have met or exceeded expectations. There have been no service issues with drivers or equipment. Staff has worked diligently to accommodate the same driver with the same student. The staff is flexible in adding new students to the schedule, as well as making changes sometimes on a daily basis without any issues. The process has been seamless from VBCPS point of view. This has been a win/win experience for all – the drivers, the staff, the VBCPS and most of all the students and their parents.

HRTI has also managed accounts for providing service to disabled and special needs clients both on an individual basis and under a variety of projects such as contract service to LogistiCare for Medicaid clients, the Hampton Roads Transit HandiRide program, Women-in-Crisis and numerous other projects with area agencies and companies including local area social service agencies, hospitals and clinics, assisted living centers, government agencies, insurance providers, travel and transportation attractions centers, major employers and other local area businesses. Other current accounts managed by HRTI include CHKD, Colonial Community Services Board, DePaul, Sentara, Norfolk Community Services, Hampton Roads Transit Guaranteed Ride, Women in Crisis, Olsen Logistical Management, Muscular Dystrophy Association, Centers For Behavioral Health, Community Psychological Resources, Virginia Oncology Association, as well as many airlines and U.S. Navy ships. Please see the references section for additional detail. As is customary in the industry, the taxicabs are operated by qualified and licensed drivers who are independent lessees and not employees of HRTI or the taxicab



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companies. Additinally, one of the taxicab companies had a contract with PENTRAN for over 20 years managing paratransit services to the ambulatory passengers on the Peninsula. Other managed companies had a similar contract with HRT on the Southside a few years ago. In addition to the above experience, Judy Swystun, President, owned and operated a paratransit company, Minibus Company of Hampton Roads, Inc., for 8 years transporting HandiRide Paratransit clients. Minibus personnel gained valuable experience managing a rapidly evolving program. They worked enthusiastically to support program evolution while maintaining cost control while improving service levels. The management team collectively has hundreds of years of experience in the transportation industry. The leadership regularly attends the TLPA (Taxicab, Limousine and Paratransit Association) and the Virginia Taxicab Association meetings. Most of the management staff has attended the Dale Carnegie Management Training courses. The dispatch office is open 24 hours, 7 days a week and 365 days a year. Many of the dispatchers have over 20 years experience in the taxicab business. Some started their career as a taxicab driver before moving into the dispatch office. At peak times, this team dispatches over 3,000 trips a day. A customer service representative works very closely with the dispatcher. This “lead” person handles customer complaints, “no loads” and assists with questions from phone operators and drivers. The lead customer service representative has a direct phone line; that number is (757) 855-5441. The dispatch office usually has five to seven customer service representatives per shift. They have answered over 10,000 calls a day. The accounting department produces monthly invoices and statements for the six taxicab companies. It maintains accounts of varying size, from accounts with minimal usage to accounts that have billed over $17,000 a week. The separation of invoices by city and by the two school districts is no problem. The companies currently have accounts with about 165 customers. Our experience includes billing for Medicaid patients. Cyma is the accounting package that is used to process the accounts receivable, accounts payable and financial statements for HRTI. HRTI’s accounting system will fully accommodate any other special needs.



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Organizational Chart of Officers and Management Team



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Company size and location(s), Number of years in business.

HRTI provides all of the accounting, administration, maintenance, and dispatch services for the companies, which include Black and White Cabs of Virginia Beach, Black and White Cabs in Norfolk, Norview Cars, Inc. t/a Norfolk Checker Taxi and Yellow Cab of Norfolk, Yellow Cab of

Hampton and Yellow Cab of Newport News. Collectively these companies own 289 taxicabs operated by approximately 500 independent licensed drivers. All administrative functions are computerized. HRTI has been involved in the transportation industry in some fashion for 30 years. Both Black and White Cabs of Norfolk (Certification #657720) and Black and White Cabs of Virginia Beach (Certification #671262) are DBE certified. Please see Exhibit 2. Management staff has also been active in the paratransit community. They have attended the PASSA meetings, which is the advisory group that makes recommendations on matters of the elderly and disabled transportation services to Hampton Roads Transit. In addition, paratransit service was provided to the Veteran’s Hospital during Hurricane Bonnie. Wheelchair passengers were transported from Hampton to Richmond to ensure that these patients would be out of harm’s way. Currently, management participates in the Mayor of Newport News Subcommittee on Transportation to the elderly and disabled.

Providing Quality Customer Service

Continuous improvement is a HRTI hallmark. We have just upgraded our call center software to MT Data Web Order bookings as well as being able to book through “app-a-cab.” MT Data is working with Trapeze to interface MT Data’s MDTs with Trapeze scheduling software. Our phone system was upgraded three years ago and has the capability of handling and recording hundreds of calls per hour, as well as recording every call. More detail on our call center and phone system is described further in the proposal.



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A list of the awards that the companies and staff have received

include:

2013 Virginia Governor's Transportation Safety Award in Public Transportation - Norfolk Checker Taxi

2014 Virginia Governor’s Transportation Safety Award in Public Transportation – Yellow Cab of Newport News

2014 Virginia Beach Convention & Visitor’s Bureau Hospitality Award – Black and White Cabs of Virginia Beach

2013 Taxicab Limousine Paratransit Association’s Large Taxicab Fleet Operator of the Year - Judy Swystun, President of HRTI

2011 Taxicab Limousine Paratransit Association’s Outstanding Contribution to Women in Transportation Award - 1st recipient, Judy Swystun, President of HRTI



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2013 Insight Enterprises' Trailblazer Award - Yellow Cab of Hampton wins the Insight Enterprise's 2013 Trailblazer Award for bringing Wheelchair Accessible Taxis to the Community.

In 1991, Concerned Citizens Advocating Traffic Safety instituted the JOHN T. HANNA AWARDS. Named after Virginia’s “Father of Transportation Safety”, these awards honor those who share Mr. Hanna’s tireless dedication and commitment to improving traffic safety on Virginia's highways. John T. Hanna remains the cornerstone of transportation safety, as we know it today. The unparalleled zeal for safety that hallmark his career is an inspiration to every parent, police officer, judge, teacher and citizen who is committed to saving lives through traffic safety. Many people and organizations in Hampton Roads are doing tremendous work in the fight to reduce death and injury on our highways. The JOHN T. HANNA AWARDS, recognizes Traffic Safety Excellence in Hampton Roads.

2013 John T. Hanna Award for Safety in Public Transportation-Yellow Cab of Newport News

2012 John T. Hanna Award Safety in Public Transportation - Norfolk Checker Taxi

2011 John T. Hanna Award Safety in Public Transportation - Black and White Cabs of Norfolk.

2010 Impaired Driver Safety – Yellow Cab of Newport News

Frank Brooks, a 50 year veteran driver at Black and White Cabs, accepting his national Taxicab Driver of the Year award from the Taxicab, Limousine and Paratransit Association in 2011



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Available Corporate Support to Supplement the Proposed Staff

HRTI local ownership and proposed management and vendors are committed to this project, as we think this proposal will attest. Our ownership and affiliated companies are likewise committed to transportation excellence throughout Hampton Roads service area, including decades of experience serving special needs riders. We believe having corporate support based in Hampton Roads gives our proposal a significant advantage over the other interested bidders. The current Principals, led by President Judy Swystun, have been providing transportation and transportation related services in the Greater Hampton Roads areas since 1980. Ownership is active in the management of the company, with the belief that in any organization, commitment to quality must start at the top. Next, we emphasize that because we are local we are focused on this service area, and we are also in the transportation business here for the long haul. Therefore, in addition to our comprehensive experience with the local area, we additionally bring a strong current and future commitment to the local area. Moreover, our local experience with for-hire services to the general public means we are acutely aware of the importance of customer service to keeping area customers satisfied. We are motivated to serve our community because we have to work, live and interact with them face to face. We are

often serving the friends and neighbors of our own families. Through the years, the taxicab companies have shown their support of our community by donating thousands of dollars to Breast Cancer Awareness program (we painted five taxicabs pink and made a financial donation), the local Wounded Warrior program, Transitions and the YWCA’s Domestic Violence

programs. The taxicab companies additionally have hundreds of Safe-Ride Home programs established with military commands throughout Hampton Roads. The taxicab companies participate yearly in the Grand Illumination, St. Patty’s Day, Strawberry Festival and other holiday parades. Black and White Cabs has won the Chairman’s award twice in the Grand Illumination parade.



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One page resume and qualifications of the persons offered to perform

service.

Judy Swystun, President Judy Swystun maintains overall responsibility and oversight of the daily operations of the company. Judy has been in the transportation business for more than 30 years. She holds an Associate in Arts degree from the Oxford College of Emory University and a Bachelor of Science degree from Mercer University. Judy began her career as the manager of a driver-training program for Norview Cars, which at the time had a 40-vehicle fleet. Currently, Judy manages six taxicab companies with almost 290 vehicles throughout the Hampton Roads region. Through Judy’s oversight, they were the first local companies to acquire and utilize state of the art technology, which included GPS/computer dispatch equipment in Hampton Roads. Currently all vehicles are also equipped with video cameras to help ensure driver and passenger safety. Judy was elected president of the Taxicab, Limousine and Paratransit Association (TLPA) in 2004. The TLPA is the leading association in the ground transportation industry with membership of over 1,000 companies from 13 countries. Currently, she serves on the Board and is an active member of the Taxicab Steering Committee. In 2011, Judy won Outstanding Contributor to Women in Transportation for increasing the influence, participation and visibility of women in transportation through her leadership, innovation and community service within the for-hire transportation industry. In 2013, she won TLPA Taxicab Large Fleet Operator of the Year, an award that reflects her exceptional dedication to professionalism, customer service and safety. Judy currently serves on the Board of the Virginia Taxicab Association (VTA), after holding membership status for more than 20 years, and is a past president. The VTA has been successful in facilitating training sessions through the years on driver and vehicle safety, driver retention, vehicle maintenance, etc. Judy served as the Chairperson for the Norfolk Convention and Visitor’s Bureau Board (NCVB) and remains a Board member today. With close to a five million dollar budget and more than 40 people on staff, the NCVB welcomes thousands of visitors to the city of Norfolk each year. The NCVB hosts dozens of conventions each year and has won multiple industry awards for its vision and leadership. The NCVB has implemented some groundbreaking events and programs, such as the National Tourism Rally, which recognizes the efforts of our hospitality industry, an interactive map on its web site which helps travelers plan their trips to



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Norfolk, and much more. The NCVB web site, www.visitnorfolktoday.com elaborates on all programs that in which the NCVB is involved. In 2012, Judy Swystun was appointed by the Governor to serve on the Board of Visitors of Old Dominion University. HRTI is the largest private employer of the blind/visually impaired in Hampton Roads. Recently, the Department of the Blind and Visually Impaired (DBVI) solicited Judy to apply for a position on the board of the DBVI State Rehabilitation Council, (“DBVI SRC”). Judy applied and was appointed to the position by the Governor. The DBVI SRC is a group of individuals who work on behalf of the blind and visually impaired to serve as a source of advice, information, support to vocational rehabilitation and supported employment programs. Additionally, Judy was instrumental in obtaining approval for a federal New Freedom grant, which offers more transportation to the Hampton Roads disabled community. This program brought wheelchair accessible taxicab service and a voucher program to assist disabled persons with the cost of a taxicab ride. Judy was also heavily involved in the recent pilot taxicab project for HRT, leading the effort and bringing experienced outside consultants to assist with getting the program started and running successfully. The program started out much larger and quicker than the original plan called for, but HRTI quickly responded to cover the additional work. Initially, the startup phase was to be progressive – easing in phases of the service – nights, then weekends, then day paratransit service. Through her leadership, in less than one month, the taxicab companies were serving over 8,000 clients per month, about 30% of the overall paratransit service.

David Oden, Southside Operations Manager

David Oden has been in the taxicab business for over 20 years. He began his career working as a taxicab driver for Black and White Cabs. After driving a taxicab for nine years, David became a part of the operations team working as a dispatcher. In 1997, David became the Southside Operations Manager at HRTI where he was responsible for managing two taxicab companies in Norfolk, with a combined fleet of 90 vehicles. Over the past decade, these two cab companies have increased to 154 vehicles with almost 300 taxicab drivers. In January 2008, David was instrumental in the formation of

http://www.visitnorfolktoday.com/



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Black and White Cabs of Virginia Beach. David is the Operations Manager for this company as well. On January 31, 2008, Black and White Cabs started with ten taxicabs.

In less than six years, BWVB grew to almost 50 vehicles and 70 drivers. Along with the establishment of another fleet and growth of the existing Norfolk fleets, David has overseen many improvements. The companies evolved from a voice dispatch system to utilizing a fully computerized/GPS dispatch system. Video cameras were also added to each vehicle to record movement on the vehicle inside and outside based on the detection of G-forces. The ability to accept credit card transactions in each vehicle has been added as well. As the Southside Operations Manager, David is responsible for oversight and management of many operational and support areas. David and his staff not only recruit and enroll the taxicab drivers, they also ensure that each driver is ready and has obtained a taxicab permit from the City prior to leasing the taxicab. Each new driver attends an orientation program, which includes videos on customer service and working with disabled passengers. Each new driver also does a “ride around” with an experienced cab driver to learn radio, MDT and accident procedures.

One other area that David oversees is the Maintenance Department in Norfolk. The Southside maintenance department has seven full-time mechanics and is open seven days a week.

Since September 2008, David has served on the Board of the Virginia Taxicab Association and is a graduate of the Dale Carnegie Training Course.

Randy Nimmo, Paratransit General Manager Randy Nimmo is the Paratransit General Manager at HRTI. She has over 40 years of transportation management experience, beginning with Virginia-based transit programs, which extends to her current position. Randy worked for Tidewater Regional Transit, later renamed Hampton Roads Transit, from 1973 to 2002, in the positions of Transportation Coordinator of Special Services, Transportation Planner and Director of Paratransit Operations. As Director, she not only had direct oversight of daily operations and supervision of 135 employees, but her higher-level responsibilities included managing the Paratransit program budget and vehicle fleet. Because of her extensive knowledge of the transportation industry, she served as advisor to the Tidewater Transportation District Commission



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Paratransit Advisory Board and was a member of the Virginia Beach Mayor’s Committee for People with Disabilities. Randy’s career also included her experience in working for LogistiCare, one of the largest transportation brokers in the nation, where she held the position of Director of Public Transportation for the State of Virginia. She became a liaison with public transit agencies, clients and health care providers throughout the State. Through a learning and working relationship, she worked to improve cost and service efficiencies in the fixed route public transportation system. Randy more recently has held the position of Mobility Manager with Senior Services Southeastern Virginia, which has furthered her foundation for oversight of the HRT Paratransit Services program. Along the way, Randy has benefited from her experience in numerous segments of Paratransit and Statewide transportation systems. She is a valuable asset to the team and will continue to serve as a manager and mentor to staff at HRTI. In summary, Randy’s previous duties included:

Supervision of 135 employees and daily operations of Paratransit Department

Developing budget and implementation process

Managing service of fleet and vehicles specifications for purchase

Interviewing, testing and providing training in passenger handling techniques for

new operators and staff

Reviewing and approving Americans with Disabilities Act (ADA) applications

Developing, managing and approving contracts with outside transportation

resources

Developing monthly reports for operated mileage, ridership and fare revenue

Providing data for Paratransit mode of National Transportation Data Report

(NTD)

Developing annual departmental personnel evaluations and performance, raises

and awards

Advisor to the Tidewater Transportation District Commission Paratransit

Advisory Board

Member of the Virginia Beach Mayor’s Committee for People with Disabilities

Randy has a full understanding of operations, maintenance, safety and administration requirements of a paratransit service. In September 2013, Randy was re-certified by CTAA as a Passenger Service and Safety (“PASS”) trainer.



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Information Technology Department David Clark, IT Manager, has been employed with HRTI as IT Manager since 1997. He is retired from the Air Force and was a graduate of the Air Force Academy. Since all of our computer dispatching and other IT functions are computerized and running 24 hours a day, 7 days a week, David ensures that all systems are redundant and data is backed up off site, as well, as overseeing our emergency natural gas generator for backup power.

Ken Hall, Assistant IT Manager, has been employed with HRTI since September 2013. Ken is a 21-year Air Force retired veteran and has a degree in Computer Information Science. Some of Ken’s certifications include CompTia Network Plus, CompTia Security Plus, CompTia A Plus, Microsoft MCP Server 2000 Active Directory Microsoft MCP Server 2003 Infrastructure, LanTech Cat 5 and Fiber Optics Installations Professional, Learning Tree Intl. Windows NT and Networks Certified Professional and many more. During his last 10 years in the military, Ken ran an IT helpdesk that supported 1500 users, culminating in running the Network Operations Center

for the Logistics Group supporting five squadrons with 5000 users. At HRTI, Ken’s duties include securing the network, configuring servers and workstations, performing troubleshooting and affecting repairs on the MTData systems in the cabs. He is also responsible for installing security cameras and setting up new workstations and all wiring involved.



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Contract Administration Robin Malana is the Human Resource Director for HRTI. Her duties include monitoring personnel benefits, processing applicants and updating personnel policies and procedures. She also oversees the execution of the contract with the Virginia Beach City Public Schools System as the Contract Administrator. Robin receives new requests for service and works with the Assistant Contract Administrator on routing them with existing orders, and ensures consistency of same driver/same student service, changes in trip orders, as well as numerous other tasks.

Tracy Holmes works in the call center as the Assistant Contract Administrator. Tracy works with Robin Malana on fulfilling trips for the Virginia Beach City Public School System and several other contracts with different agencies. She works with Robin in receiving and assigning the trips as they come through. She is directly responsible for notifying the school system of daily no loads, changes of address, children not being picked up due to illness or appointments, and any

other critical information the schools needs to know. She calls the parent or guardian to notify them we have the trip, give out cab number and driver name, trip pick up time, etc. She verifies the address and answers any questions from the parent or guardian. She contacts the schools in the event of a parental no show at the drop off location. She handles any emergency including contacting the schools and parents as necessary. She keeps Robin fully informed of all changes and problems. Tracy also contacts drivers and notifies them of changes and cancellations.

Other Staff Members

Below is a brief description of other staff members in the organization.

Robin Webb, Administration Manager, has more than 20 years of experience in the taxicab industry. Robin’s duties include oversight of all government filings on the taxicab companies, and other administrative duties that include analytical analysis and the processing of insurance policies, contracts and proposals, accident reporting and



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personal injury claims. Robin graduated from Old Dominion University with a bachelor’s degree in Business Administration with a concentration in Management Information Systems. She also has a minor in Accounting. Robin is a current member of the TLPA Paratransit Committee with the Taxicab, Limousine, and Paratransit Association (TLPA).

Frank Azzalina, Director of Sales and Business Development, has 20 years experience in marketing and sales, and is responsible for promoting the taxi companies’ brand as well as increasing corporate accounts. Before his employment in 2009 with HRTI, Frank worked for a freight forwarding company where he established business relationships and secured accounts with global companies such as Stihl, Canon, Swisslog, Blackhawk, Liebherr, and others. Frank was also the General Manager of International Marketing, a 100-station call center, where he oversaw all aspects of increasing department production, while holding key managers accountable.

Carolyn Chapman is HRTI’s Vice President/Treasurer. Carolyn has worked in accounting for over 30 years, and her current duties include monitoring cash flow, including accounts receivables and accounts payables. She produces the preliminary financial statement reporting for all the taxicab companies.

Brittany Peterson is our new Director of Accounting. Brittany joins the team with 15 years of accounting experience, including accounts receivable, accounts payable, payroll and general ledger. Brittany worked at Goodman & Company as a Senior Associate for four years. She also worked at New York Times as a Senior Accountant for five years. Brittany graduated from Old Dominion University.



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Trevor Hunter is our new Call Center Manager. Trevor began his employment with HRTI in 2007 as a dispatcher. He has also worked as a customer service representative, lead dispatch assistant and part-time in our operations department. Trevor has recently become an additional trainer for HRTI. In 2012, he became certified as a defensive driving instructor through the National Safety Council. Earlier this year, he became certified as a Passenger Service and Safety (PASS) trainer.

Don Greene is our new Assistant Southside

Operations Manager. His primary function is to assist drivers with their daily needs. He is experienced in day-to-day operations, accident investigations, fleet safety and driver training. Prior to taking on this position, Don was a full time dispatcher in our call center. His experience as a dispatcher included handling emergencies, assisting the drivers and supervising staff. Don’s previous work experience includes

being an Operations Manager for Yellow Cab of Norfolk. While there, he was a Fleet Safety Officer, Defensive Driving Instructor and an Accident Investigator. He has also driven a cab for over 28 years. Samira Ahed, Administrative Assistant, has over 30 years of working experience before moving to Virginia Beach and joining HRTI in September 2013. In addition to her administrative duties, she acted as a liaison between clients and senior management, and monitored the collection of promissory notes for over a 20-year period. Outside of the company, she has assisted in the planning of fundraising events for non-profit organizations. She is a certified caregiver for the elderly and a volunteer at Sentara Leigh Hospital in Norfolk, Virginia. Bilingual, she also speaks fluent Arabic.



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Upon Award of the contract, Successful Offeror will provide VBCPS with

a list of our personnel including office, home, pager, and cellular phone

numbers so that VBCPS can make emergency contact with the firm if

necessary.

Because HRTI has dispatch services that are open 24 hours a day, 7 days a week and 365 days a year, VBCPS will always have contact with our firm when necessary, such as emergency situations.

Work Experience

We have experience managing diverse transportation needs, such as disabled and special needs persons on both an individual basis and under a variety of projects. Examples include contract service to LogistiCare for Medicaid clients, the Hampton Roads Transit HandiRide program, Women-in-Crisis and numerous other projects with area agencies and organizations including local area social service agencies, hospitals and clinics, assisted living centers, government agencies, insurance providers, travel and transportation attractions centers, major employers and other local area businesses. Select references include:

Women in Crisis (YWCA) YWCA/Finance Manager 5215 Colley Ave Norfolk, VA 23508 Contact: [email protected] Ph. – 757-625-4248 Fax – 757-625-1946 CHKD – Social Work 601 Childrens Lane Norfolk, VA 23507 Contact: [email protected] Ph. – 757-668-7273 Fax – 757-668-7950 Norfolk Community Services 225 W. Olney Road Norfolk, VA 23510 Contact: Accounts Payable Dept. Ph. - 757-823-1600 Fax – 757-823-1601

Logisticare 400 N. Center Drive, Ste. Suite 100 Albemarle Building # 3 Norfolk, VA 23502 Alexander Nwokoji Ph. - 1-866-886-3975 x 609 Cell - 757-639-5018 Fax: 1-866-872-3843. HRT Guaranteed Ride Program Director: Ron Hodges 3400 Victoria Blvd. Hampton, VA 23661 Ph. – 757-222-6000 Ext 6020 Fax – 757-222-6103 DePaul Emergency P O Box 6189 Ellicott City, MC 21042-6189 Contact: Veronica Ph. – 888-383-8000 Fax – 410-740-1593



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Sentara Norfolk General Hospital P. O. Box 2200 Norfolk, Virginia 23503 Ph. - 757-455-7514 Fax – 757-388-5340 Newport News Shipbuilding 4104 Washington Avenue Bldg. 2600 – 7th Floor Newport News, Virginia 23607 Contact: Cynthia Wolfe Ph. - 757-380-2647 Fax – 757-380-2296

Jewish Family Services 260 Grayson Road Virginia Beach, VA 23462 Contact: Lila Ph. – 757-321-2222 Fax – 757-321-2260

Safety

Safety permeates our organizational philosophy. This section presents highlights of our comprehensive safety programs along with an overview of the many ways that taxicabs add to the public safety of the area’s transportation infrastructure. Safety topics include driver safety screening/selection, training, in-vehicle safety equipment, preventative maintenance, accident procedures, insurance coverage, etc. Neither HRTI nor the taxicab companies have ever received any police citations, Occupational Safety and Health Administration (OSHA) or Environmental Protection Agency (EPA) violations. The HRTI Safety Plan was created to support the company’s goal of providing the safest transportation possible for our customers and clients, and a safe and hazard free work environment for our employees. Each department is responsible for the administration of this plan, such that all employees understand the specific activities for the prevention, control and resolution of unsafe conditions and actions. HRTI recognizes the need to comply with government regulations governing injury and accident prevention and personal safety. Maintaining a safe work environment, however, requires the continuous cooperation of everyone. This is critical to maintain safety and health practices consistent with the needs of our industry. Compliance with these safety rules is considered a condition of employment for HRTI employees. Drivers agree by affidavit to all safety requirements of the VBCPS contract, which by reference also includes any other applicable regulatory provisions. It is therefore a requirement that each manager makes the safety of employees and clients an integral part of her/his regular management functions. It is the responsibility of each employee to accept and follow established safety regulations and procedures.



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Our safety policies shall at all times be guided by the following company principles:

Safety is the responsibility of every employee, subcontractor and on-premises visitor.

Our operating environment can be safeguarded.

Injuries and work related illness can be prevented.

Preventing injuries and incidents is good business.

Management will provide resources and training in safety.

Safety is everybody’s business. Therefore, any suspected unsafe conditions and all injuries that occur on the job, on our premises or in our dispatched vehicles must be reported immediately. All directors, managers and supervisors have the responsibility to develop, implement and enforce safety rules and procedures in their respective areas.

Drivers are offered an orientation program that is about 16 hours long. There are several videos that the drivers watch which include how to work with the disabled community, a customer service video, as well as a how to use the computer dispatch system video. Drivers also spend time with the dispatchers learning how the dispatch procedures work. The last phase of the orientation is for a driver to do a “ride around” with an experienced driver. The ride around shows a new driver how to actually “taxi,” how to bid on jobs, and use taxicab stands, etc. The experienced driver also answers any questions that a new driver may have about the meter, charge accounts, city code, etc. All drivers attend the National Safety Council’s Defensive Driving Course that is certified by the DMV. All of our vehicles have a dashcam installed. These dashcams record images and video, both inside and outside the vehicle, to preserve visual evidence needed for accidents and criminal activity. Depending on the model installed, the camera either records continuous video or is triggered during certain events. The event trigger cameras record an image when anyone enters or leaves the vehicle, when g-forces are strong enough to indicate an accident or incident, or when manually triggered by the driver. Additionally, each vehicle has a “panic button.” When the driver presses the panic button, an alert pops up on the dispatcher’s computer screen. This panic button alert includes information on vehicle position (GPS), and allows to dispatcher to listen in on the vehicle. The dispatcher can then call the police or take any other action needed. HRTI also has accident procedures in place. After a driver reports an accident to the dispatcher, the dispatcher immediately calls the police (and paramedics, if needed).



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Depending on the severity and location of the accident, the manager will go to the scene. If the manager is not needed at the scene, a trained designated driver who has a camera is dispatched to the scene to take photos and obtain information. The driver who is involved in the accident is also instructed to use the back of his or her manifest to help obtain all vital information. Please see Exhibit 3 for a copy of the back of the manifest. The companies are covered by Paratransit Insurance Company, a mutual risk specializing in taxicab liability coverages. Claims handling services are prompt and efficient. Please see Exhibit 3 for a sample of a vehicle safety inspection. All State inspections are current on the vehicles.

Capability

Financial References

Brown & Brown Flagship 500 East Main Street Suite 600 Norfolk, Virginia 23510 (757) 628-3212 DriveCam 8911 Balboa Ave. San Diego, California 92123 (858) 430-4000 Factory Parts P. O. Box 404695 Atlanta, GA 30384 (757) 855-2241 Firestone 7808 N Military Hwy Norfolk, Virginia 23518 (757) 588-1393 Mayo Law Firm 484 Viking Dr. Suite 130 Virginia Beach, VA 23412 Contact: Reed Mayo (757) 648-1376

MT Data 5909 E 38th Street Denver, Colorado 80207 (303) 883-8578 Tech Parts P. O. Box 19789 Baltimore, MD 21225 (410) 789-6571 Tidewater Fleet Supply, Inc. 1324 Lindale Drive Chesapeake, Virginia 23320 (757) 547-2167 Troutman Sanders LLP 150 W. Main Street, Suite 1600 Norfolk, VA 23510 Contact: John Holloway (757) 687—7724 Prime Products P. O. Box 12734 Norfolk, Virginia 23502 (757) 583-8519



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Intent to subcontract work on this project

HRTI subcontracts painting, transmission work and vehicle towing. Although the taxicabs are not subcontracted, all taxicabs are leased by the various cab companies to drivers who serve as independent lessees, not employees of the company. The drivers who will ultimately service this project will all have had a criminal background check by the police in their respective jurisdictions and will have agreed to participate in the attached drug and alcohol policy (see Exhibit 7).

Project Methodology

Offerors understanding of the service to be provided.

HRTI has been the contractor for the Virginia Beach City Public School system for the past five years. We understand that this project is for the transportation of schoolchildren who for various reasons cannot access regular school bus transportation. We further understand that there is the need to have consistency with the children – one driver carrying the same student. Thus, we will continue to arrange for drivers who have committed to picking up a child either in the morning or afternoon on a consistent basis. If an emergency arises, the dispatcher will call a back-up driver. The dispatcher will continue to monitor the trips on an on-going basis. We also understand that this transportation can originate in areas outside of the school district. Because HRTI dispatches taxicabs throughout Hampton Roads, it can arrange transportation to any child in your system. Due to the demand/response nature of our taxicab operations, we are the most flexible transportation option available. For example, with an hour’s notice, we can add, change or delete trips. The drivers who provide services on this project shall pass a criminal background check from the relevant police department and shall agree to participate in a drug and alcohol program. Measurement of achieving objectives will be greatly facilitated by our computer dispatch system, which supplies detailed information on taxicab dispatching. Specific performance measures will include:

Response Time Performance – The Organization will monitor response times daily.

Telephone Response – Statistics are tracked on an ongoing basis including minimizing average time to answer and abandoned calls. Additionally, please



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note that we also track live statistics for faster action on many call-center measures.

Complaint, Compliments or Incidents by program trips – The Organization will act on each complaint within 24 hours. We carefully record all customer input including written complaint and incident reports.

Billing – Invoices will be separated by pick up location, and on inter-district trips, billing will be split between the two school districts.

Proposed methods and equipment to be used.

Transportation service requests can be sent to us via email or fax. The preferred method for receiving requests is by email with 24 hours notice, but we can accommodate same day emergency requests. Once the trip is received and assigned to a driver, we will acknowledge receipt of the job order as well as provide the driver’s name, cab number and cell phone number to VBCPS and the parent. We will also enter the job(s) into the dispatch computer system with that particular driver’s information to ensure that the same driver receives the trip each day. The dispatcher will then be able to monitor individual jobs to ensure that they are picked up in a timely manner. Back up drivers for the contract are available in the event of an assigned driver’s illness or emergency. These backup drivers will meet the requirements of VBCPS as outlined in our proposal. For times when service is needed on shorter notice than 24 hours, such as last minute changes or unexpected needs, VBCPS can call the assistant contract administrator at (757) 853-1255 ext. 110 or the lead customer service representative at (757) 853-1255 ext. 107. The transportation request can also be faxed to (757) 853-7125. All personnel will have a current list of approved drivers, cab numbers, and cell phone numbers. For information on the dispatch computer system and the types of communication devices, please see question number 12 in section 3.1, on page 30. We provide VBCPS, daily via email or phone call: no load information, cancellation by parents due to illness and doctor’s appointments, changes in pick up times, problems with drop offs or pickups, any behavior problems with a child and any other information that is out of the ordinary. HRTI will maintain a comprehensive database of all trips we received and include the following information: date issued, names of students, times of pickups, addresses of pick up and drop off locations, parent/guardian information including phone numbers, cumulative changes of addresses including the dates the address changed and any date of cancelation of an order. Please see below sample of database. We also maintain a log of no loads and dates along with the amount of each trip, if that information could be useful to VBCPS.



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Many of the cabs are sedans such as the Chevrolet Impala, but the cab companies also have some minivans available such as the Chevrolet Venturas. Black and White Cabs of Virginia Beach and Black and White Cabs in Norfolk both have wheelchair accessible taxicabs under the Federal Transit Administration New Freedom program. Therefore, we will be able to assist the customer in transporting students requiring the use of wheelchairs. Please see Exhibit 4 for a list of current vehicles. Assistance and materials to be furnished by VBCPS.

VBCPS shall notify HRTI whenever a car/booster seat will be necessary. When the taxi driver is assigned a trip requiring a car/booster seat, the driver will obtain a seat from the taxi lot if they do not already have a seat in the taxicab. Car/booster seats will be made available to any cab transporting a child who requires one.

VBCPS should email job orders pursuant to the previous subsection. Job orders can also faxed to (757) 853-7125 if there is a problem with the internet. For emergency orders that cannot be immediately emailed or faxed, the assistant contract administrator or the lead customer service representative can take the order verbally over the phone and a follow up email or fax can be done as soon as possible.

Project plan and any other pertinent information.

3.1 SPECIFIC PROPOSAL REQUIREMENTS.

a. All offerors shall be primarily engaged in the Transportation Services business and

shall have been actively engaged in this field for a period of not less than 2 years.

HRTI is engaged in the transportation services business and has been actively engaged in this field for 30 years. HRTI has been the contractor for the Virginia Beach City Public School system for the past five years.

b. All offerors shall submit proof of insurance as stated in item 46 of attachment A.

HRTI has $3 million in general liability insurance. All companies are named insureds on HRTI’s policy. While the City of Virginia Beach only requires $300,000 auto liability insurance, all of our taxicab companies have $1 million auto liability insurance coverage. All of the taxicab companies are self-insured through the State of Virginia and handle any claim up to $50,000. They each purchase excess liability coverage from Paratransit Insurance Company. The management team of the cab companies has over 30 years of safety and accident management experience.



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Taxicab drivers are exempt from workers compensation benefits because they are not employees in the State of Virginia by law. Please see Exhibit 2 for proof of insurance.

1) Documentation of SCC/Motor Carrier Certificate.

Please see Exhibit 2 for documentation of SCC/Motor Carrier Certificate. Included is a copy of our SCC certificate as well as an internet print showing our status as “active.” If an official certificate of good standing is required, we will order upon request.

2) Company’s policy on how often and on what schedule drivers licenses or Division of

Motor Vehicle records for drivers are checked.

Each driver is issued a taxicab permit from the police department. Each driver must submit a current DMV report along with his or her application for this permit. The City conducts a background check on each applicant prior to issuing the permit. Additionally, the cab company collects and reviews each driver’s DMV report every six months per insurance requirements. For any driver who does not meet the insurance guidelines, the company chooses to no longer do business with that driver. In addition, each driver goes through the National Safety Council’s Defensive Driving course every two years.

3) Copy of the periodic safety inspection for each vehicle to be used in this contract

within the last twelve (12) months.

Please see Exhibit 3 for a sample of safety inspection records. Maintaining the Vehicles - Overview and Assurances

HRTI is committed to providing well-maintained vehicles. At a minimum, vehicles will receive preventative maintenance (“PM”) and corrective repairs in conformance with government regulations, contractual requirements and standards of the vehicle/component manufacturer. HRTI’s maintenance facilities and equipment are maintained in conformance with all regulations and contract standards.

All taxicabs that will be involved with this project will participate in an identical maintenance program. A list of the potential vehicles available for this contract is contained in Exhibit 4. All mechanical and electrical systems are maintained in proper working condition including but not limited to air conditioning and heating systems, communications equipment, lighting and upholstery. Vehicles will be kept clean, including engine areas. Vehicles that do break down will be expeditiously towed with licensed tow equipment. Proper repair records will be kept on breakdowns, vehicles out of service and all repairs



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performed. Records will be made available for VBCPS’s inspection on request. The maintenance department will monitor vehicular and department performance, including repeat failures and will take appropriate action. Many of the mechanics are long-term HRTI employees. Collectively, they have over 70 years of experience. Maintenance department employees will possess proper qualifications for the repair(s) to be performed. Maintenance department employees will also be properly trained and supervised. They will have the proper equipment, tools, parts and supplies to perform their jobs. A full complement of shop tools and equipment necessary to maintain the fleet are available, consisting of vehicle lifts, air jacks, tire mounting equipment, wheel balancer, air conditioning refrigerant recycling machine, scan tools, brake lathe and much more. HRTI performs most of the maintenance, removes and replaces engines and rear ends. The only maintenance that HRTI does not conduct is transmission work as well as body and paint work. Where subcontracting is utilized for any maintenance function, vendor performance will be monitored and any corrective action taken as required. HRTI has the experience, access to drivers, facilities on the Southside and Peninsula, personnel and equipment to maintain quality vehicles for this contract. Preventative Maintenance

All taxicabs undergo a preventative maintenance check every 4,000 miles. A preventative maintenance checklist is attached for your review. Please see Exhibit 3. HRTI also monitors repair trends and modifies the PM requirements for that vehicle type as appropriate. In addition to the mileage-based PM program, HRTI performs additional inspections, such as annual taxicab inspections, state inspections, and a vehicle inspection on newly arriving equipment. Records are kept in the vehicle’s permanent file. Vehicle Maintenance Software

All maintenance records are kept in HRTI’s proprietary software that has been in use for several years. The maintenance software tracks all parts, labor and subcontract work by vehicle and/or by time period. It also tracks inventory, vehicle history and preventative maintenance. All preventative maintenance and regular scheduled services are called out based on preset mileage or time standards. A paper trail is kept of all mechanical service by vehicle and will be available for review at any time.



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We can also determine total cost per mile for evaluation of fleet replacement. Features also include tracking inventory, mechanic productivity, vehicle history, and preventative maintenance. All preventative maintenance and regular scheduled services are based on preset mileage or time standards. Pre and Post Trip Vehicle Inspections

In addition to the HRTI preventative maintenance and inspection programs, the taxicab company drivers perform an inspection of the vehicle prior to and after each use. There are three forms available to drivers. The first is a pre-trip inspection form that each operator uses to inspect the vehicle pre-trip and post trip. The inspection form includes checking all lights, fluids, cleanliness of the vehicle, tires, body damage, etc. Please see Exhibit 3 for an example of the Pre-trip Inspection Form. The second form is used primarily for recording body damage. The third one is used by drivers to describe MTData problems. A form is also completed any time there is a breakdown. When defects are noted by the driver (or a mechanic or manager), a work order is generated on the repairs. Mechanical repairs are then made. If necessary, a test drive is performed, and if ready, the vehicle is placed back into service. A copy of the defect report form is retained with the work order report. Defects that result in a safety issue will result in the vehicle being “downed” and out of service. To ensure that a downed vehicle is not accidently assigned to a driver, the “lock out” procedure allows the keys to be locked in the maintenance area. Safety is always first and defects/repairs are addressed as soon as possible to minimize vehicle down time. Drivers are trained in performing pre-trip and post-trip inspections, including applicable regulatory requirements. HRTI mechanics also attend this training. HRTI believes joint attendance by drivers and mechanics in this training is of particular valuable, assisting mechanics in understanding driver procedures and roles in the process. Training includes the importance of describing the symptoms of any vehicle defect as thoroughly as possible for maintenance personnel. Washing

For washing, the company uses SSS Car Wash to ensure vehicles are kept clean. Drivers also can wash and vacuum vehicles at the operations facility. HRTI believes it is of utmost importance to maintain clean vehicles, inside and out. Vehicle windows must be kept clear of dirt and debris so that the driver’s vision is not restricted, and that the passenger’s ride experience is enhanced.



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The vehicles are disinfected with an unscented solution that lowers the risk of spreading germs and eliminates blood borne pathogens that may be present in the vehicle. While transporting persons with disabilities and other medical conditions daily, it is critical that the health and welfare of all passengers are considered. If there is an instance of spill of bodily fluids in the vehicle (i.e.: blood, urine, sputum etc.), the vehicle is cleaned according to universal precautions, using a spill kit which is located in each vehicle. The vehicle will then go to the maintenance facility for a more thorough disinfection.

4) List of all current drivers, including the date of each driver’s last medical

certification and their license expiration date. Must be updated annually.

Please see Exhibit 5 for a list of drivers that have provided transportation services under the previous contract and would be interested in providing transportation service under this contract. All of these drivers are familiar with VBCPS requirements as they have previously transported schoolchildren under the former contract. Taxicab drivers are not required by law to get any type of medical certification. However, per insurance requirements, any driver that is over the age of 65 is considered with a physician’s statement indicating they are fit to drive a public livery vehicle.

5) Drug and Alcohol Testing policy and testing Company Name.

Pembroke Occupational Health will administer the drug and alcohol testing. Please see Exhibits 6 and 7 for a copy of our Drug and Alcohol Policy.

6) Company policy on refunds and addressing grievances.

Any customer with a complaint under this contract may call the contract administrator (757) 853-1255 ext. 100 or the assistant contract administrator at (757) 853-1255 ext. 110. Complaints will be handled immediately. Refunds are determined on a case-by-case basis.

7) A list of all vehicles that may be used for this vehicle service including a brief

description, vehicle unit number, vehicle identification numbers, and license tag

numbers.

Please see Exhibit 4 for a list of vehicles.

8) Certification that all drivers, who may be assigned to work under this contract, have

not been, within the preceding five years, convicted of a charge of driving under the

influence of intoxicating liquors or drugs, convicted of a felony, or assigned to any

alcohol safety action program or driver alcohol rehabilitation program or, within the



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preceding twelve (12) months, have NOT been convicted of two or more moving

traffic violations or have NOT been required to attend a driver improvement clinic by

the Commissioner of the Department of Motor Vehicles. If the Offeror has drivers

currently employed or employs drivers in the future who do not meet this standard,

the Offeror/contractor shall notify the VBCPS of this fact and what safeguards the

Offeror/contractor has put in place to insure that drivers who do not meet this

standard will not be assigned to drive any charter for Virginia Beach City Public

Schools.

All drivers who will participate in this program have been or will be recommended by the operations manager. Each driver will have undergone a criminal background check by the City and have been issued a driver permit. All drivers’ DMVs are checked every six months. Drivers who do not meet this standard shall not participate in the VBCPS contract. The safeguards that have been put in place to ensure that drivers who do not meet this standard will not participate include the criminal background check by the City, drug and alcohol testing, DMV checks and a sworn affidavit signed by the driver.

9) Statement on whether maintenance is performed on-site or off-site, personnel

qualifications, and inspection schedules. If maintenance is performed by third party,

provide this personnel qualifications information on firm furnishing maintenance.

Maintenance if performed for the most part on-site. Please see answer to question number 3 for detailed information on our maintenance department. Off-site maintenance will be provided by: Bay Auto (provides body and paint work) 6950 N Military Highway Norfolk, Virginia 23518 Contact: (757) 855-2261 Fleet Services (provides body and paint work) 2636 Florida Avenue Norfolk, Virginia 23503 Contact: Jimmy Williams (757) 818-5111 Gary’s Transmissions (transmissions) 3309 Croft Street Norfolk, Virginia 23513 Contact: Gary Leach (757) 461-6477 Firestone Tires (state inspections and alignments) 7808 N Military Highway Norfolk, Virginia 23513



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Contact: Mike (757) 588-1393 Auto Glass Now 5737 Princess Anne Road Virginia Beach, Virginia 23462 (757) 518-0123 Towing is mainly provided by: Bay Recovery (southside) P. O. Box 13066 Chesapeake, Virginia 23325 Contact: (757) 752-1050

10) State/National professional associations and emergency assistance affiliations.

HRTI and/or the Companies are members of or have participated in the following:

Virginia Beach Hotel Motel Association

Newport News Mayor’s Committee on Disabilities

Norfolk Mayor’s Commission for Persons with Disabilities

Hampton Mayor’s Committee for Persons with Disabilities

Virginia Beach Mayor’s Committee for Persons with Disabilities

Drive Safe Hampton Roads

Peninsula Council of the Blind

Hampton Roads Chamber of Commerce

5 Points Partnership

Newport News Taxicab Advisory Committee

Norview Task Force

U. S. Chamber of Commerce

National Federation of Independent Business (NFIB)

Hampton Roads Maritime Association

Downtown Norfolk Council

Norfolk Hotel and Motel Association

Newport News Hospitality Association

Taxicab Limousine and Paratransit Association - Taxicab Committee

Taxicab Limousine and Paratransit Association - Paratransit Committee

Virginia Taxicab Association

Norfolk Convention & Visitors Bureau

11) Statement on how emergencies and breakdowns are handled.



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Vehicle Breakdowns

In the event of a breakdown, the driver reports the situation to HRTI’s dispatcher. The dispatcher ensures that the breakdown is handled properly. The first emphasis is on the safety of passengers and the location of the vehicle. After determining that the vehicle and passengers are safe, the dispatcher dispatches a mechanic and/or tow equipment and a backup vehicle and driver to resume the trip if required. HRTI has more than one towing company available for use. Vehicles will be expeditiously towed with licensed tow equipment. Proper repair records will be kept on breakdowns, vehicles out of service and all repairs performed. Records will be made available for inspection on request. Maintenance department of HRTI will monitor vehicular and department performance, including repeat failures and take appropriate action. Vehicle Inspections

There are two inspection forms available to drivers. The first is used primarily for recording body damage. The second one is used by drivers to describe vehicle problems. A form is also completed any time there is a breakdown.

Vehicle Defect Reporting

When defects are noted by the driver (or a mechanic or manager), a work order is generated on the repairs. Mechanical repairs are then made. If necessary, a test drive is performed, and if ready, the vehicle is placed back into service. A copy of the defect report form is retained with the work order report.

12) Statement on the type of communication devices (radio, cell phone, etc.) used

between driver(s) and office, and assurance that this is standard procedure for all

trips.

Scheduling Trips and Dispatching

We are a company at the forefront of implementing the latest taxicab technologies. In the last year, we have entirely replaced our dispatching system with the very latest in next-generation technologies. HRTI considers dispatchers to be an important “hub of the wheel,” and critical to the operations component of the service. Most dispatchers are full-time employees of the company, and have worked in other areas of the operations, which



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support the skill and experience levels that exist. The primary responsibilities of the dispatcher are efficient and effective dispatching of trips, continuous monitoring service levels and assisting drivers in delivering quality service. Reservationists and dispatchers are supervised by the Call Center Manager, Trevor Hunter. Management actively monitors the reservations and dispatching functions to ensure that employees are performing their jobs and treating customers with courtesy

and professionalism at all times. This level of oversight is maintained throughout the business day and includes regularly scheduled department meetings and training. The computer dispatch and phone software systems allow for monitoring customer service levels via the telecommunications and ACD systems recording of telephone calls and radio transmissions, etc. Dispatchers additionally prepare incident reports on any out-of-normal event, and notify management on any serious event that may occur. These

reports are reviewed by management on an ongoing basis and actions are taken to resolve noted issues. Operational events that occur in the road are immediately reported to the dispatcher. The types of events, which are immediately relayed, include missed or late trips, vehicle accidents, vehicle breakdowns, passenger incidents and vehicle overloads. Working with the driver, the dispatcher manages these events on the road and immediately reports major incidents to VBCPS. An information gatherer is dispatched to the scene to assist. Our dispatching computer system includes vehicle and driver databases that assist dispatchers with fleet management functions. Vehicle database information is available to the dispatcher at any time. Other software modules allowing integrated activities (such as vehicle service call lists) also use the vehicle database. The vehicle database also tracks license and inspection expirations, current status, etc. The dispatcher is really a problem solver who monitors service, manages emergencies, assists drivers and otherwise ensures high quality service. The dispatcher is supported by the dispatching system that performs all trip dispatching. This frees the dispatcher to monitor and assist while also decreasing radio channel traffic to allow this problem solving communication to become dominant.



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Appropriate driver record information is available to the dispatcher and/or operations staff at any time. The driver database tracks license expirations, expired certifications, management messages, current vehicle assignment, etc. Telecommunications System / Radios / Communications Equipment

There are two channel radios in each taxicab: a voice and a data channel. The voice channel allows the driver to speak directly to the dispatcher if he or she has a question or needs assistance. The data channel continues to simultaneously dispatch requests for taxi service when a driver is on the voice channel. The tower for our Southside radio frequency is located at 6304 Sewells Point Road in Norfolk. Virginia Beach covers areas that are beyond the towers reach, so it is on a cell network and does not utilize towers to communicate to the MDT’s in the cabs. We use MTData (website MTData.us) for our computer dispatch system. This system includes full computer dispatch and vehicle tracking. The hardware is standard Windows desktops and Windows servers. The in-vehicle hardware includes a Windows CE based Mobile Data Terminal (MDT) that has a 7 -inch color screen. This terminal is interfaced to the taximeter and communicates with the central base over two-way radio or by using the mobile phone network. We not only take dispatch orders by phone, we also have the ability for customers to order cabs through a web site or by a Smartphone app. The in-cab Mobile Data Terminal (MDT) is the driver interface for the MTData system that the driver uses to see available trips, and where the cabs are most needed. The Mobile Data Terminal (MDT) screen also serves as the driver logon screen. Vehicles are also equipped with an in-vehicle credit card reader/printer.



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The MTData dispatchers main screen shows what jobs have been entered into the system (including by telephone operator, web site entry form, or mobile phone app), and provides details on cab sent, pickup status, etc.

The MTData Tracking Client window shows an area map graphic of vehicle locations.



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Communication is vital to the success of this service. All MDT’s are capable of sending messages to a driver or to all drivers at any point in time. This is vitally important during inclement weather or in an emergency situation.

The above picture shows the telephone order entry screen. This screen allows the call center representative to enter new jobs, cancel jobs, or research jobs. There are also monitors in the driver’s lounge with messages that are changed frequently. The screens allow viewing of information that is important for drivers to know, such as upcoming events/conferences that are in town, etc. Finally, the leasing agents can pass information to each driver. Leasing agents are available to lease the taxicabs to drivers 24 hours per day/365 days per year.



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Telephone System and Equipment

Incoming phone lines will be routed through sufficient rollover paths to allow automatic call distribution and call queuing by a state-of-the-art Mitel telephone system. Currently the system utilizes 34 telephone locations with additional intercom speakers throughout the company. Additional telephone lines, independent of the Mitel system, are configured to use separate non-Mitel phone handsets. This independent and separate phone system provides a backup for calls to be rerouted if the main inbound lines and /or Mitel system fail. Call center calls will be received via a state-of-the-art automated call distribution system, or “ACD,” which will automatically route calls to reservationists in sequence. Each reservationist, in combination with the company provided headsets will use the system’s auto-answer feature. The ACD will be fully supported by a Mitel management information system (the ACD “MIS”). The system will monitor incoming and outgoing traffic and provide comprehensive management reporting. Statistical reports will be available for the project as a whole by time period, and by operator by time period, call length, average time to answer, calls abandoned, total calls, shift length, talk time, on-duty/off-duty time, etc. All inbound and outbound calls on critical extensions, including all reservations and customer service lines, will be recorded by an Oaisys recording system. Recordings will be maintained for a minimum of 30 days. All voice radio transmissions will also be recorded which is stored for 7 days. HRTI’s phone system will also utilize a Mitel automated attendant and voice mail system. Callers may also automatically select information from the system (Job Line, Company Information), or from a person by topic (Customer Service, Lost and Found, etc.). The system allows each caller to directly reach an office employee by spelling the person’s name or by dialing the extension number. In the event the person is unavailable, a personal greeting and option for leaving a voice message are provided. As a matter of HRTI policy, all callers also receive the option of speaking with a person in the event the personal greeting is received. Employees may check their voice messages from off site and the system can also provides message delivery to an alternate phone and auto-page features. The telephone system maintains a log of each call either that comes into or is made from the dispatch office. Each call is recorded which allows management to review staff performance as well as assist in resolving an issue. The telephone system also provides caller-ID service. This allows the customer service representative to know where the person is calling from, if they have previously called for service.



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Automatic Vehicle Location (AVL) Using GPS Technology

Vehicle locations are tracked via an Automatic Vehicle Location (“AVL”) system utilizing the Global Positioning Satellite system (“GPS”). Importantly, the vehicle knows its position but also the vehicle position information is then sent to our base station via digital transmission over the radio network or cell network. Vehicle positions are displayed on digital maps in dispatch. Our computer dispatching system then uses the vehicle position in selecting closest vehicle dispatch and related functions. Dispatchers can instantaneously locate the position of any vehicle by entering the unit number.

Additionally, dispatchers may view vehicles in a given area by pan and scroll and other methods, including a location of trip that needs coverage for “closest vehicle dispatch.” Other system benefits including verifying no-trips, safety and security, etc. The vehicle position is also saved in historical files that are stored and the “track and trace” features allow re-creation of routes followed, stops and speeds, which is invaluable for verifying location for no-trips, for safety and security and other purposes. Other utilities allow for tools for measuring distance on the map by line or radius as well as specific coordinates for any given location. All of the above equipment is standard procedure and available in all taxicabs. Dispatchers and Dispatching Functions and Roles

The dispatch center is the heart of the operations at HRTI. The dispatchers are responsible for making sure that HRTI meets and exceeds performance metrics that are related to on time performance for pick up and drop off, tracking no-shows and rider cancellations. The dispatcher is the main contact for the drivers, who rely on them to receive trip information, assistance in locating destination addresses and trip movement. This also



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includes managing any urgent, unscheduled trips by integrating them into the current schedule. HRTI is experienced with MDT dispatching, having used MDTs for over ten years and now we have upgraded to the latest technologies for web and app booking capabilities. Among other benefits, MDTs allow the radio dispatcher to focus on monitoring service performance. HRTI will operate dispatch radios during all hours of service, which includes monitoring the radio and service levels. The MDT records driver pick up and drop off times into the computer system, and identifying driver down time. This enables the dispatcher to locate an available taxicab, have trips dispatched so that the rider will not be late and/or send a back-up vehicle to replace one that has broken down. Trips are tracked throughout the day and monitored to make sure every rider is accounted for. The call center staff is available 24 hours a day, 365 days per year and is available to answer phones after normal business hours. Staff Meetings

Support staff meet frequently to ensure that everyone has access to information. It also allows managers to connect with all staff members and to take a reading on the issues, suggestions, or their overall morale. Once an issue is identified, it is followed up in the form of a simple memo to the respective department that it is related to or could result in being part of a corrective action plan activity if it affects a performance metric.

13) Sample Trip Evaluation or Survey form and explanation of how you insure customer

satisfaction.

We encourage, monitor and act on customer input. Customer input can take many forms including complaints, compliments, suggestions, responses to queries and other methods of obtaining information from our customers and the public we serve. As a part of our continuous improvement and quality orientation, the organization will encourage customers to voice any comments on our service, so that the service can be further improved. Regardless of the source input, each will be documented, investigated and acted upon. Complaint procedures are handled by the management staff. Each incident is documented. All dispatch phone lines are recorded, so if a complaint involves a customer service representative, the call is reviewed and appropriate action is taken. If the complaint involves a driver, the complaint is then relayed to the driver by management. The process is to review the customer’s information regarding the incident and to speak to the driver involved. After review of the facts, a course of action will be determined. If



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the complaint is deemed warranted, then all necessary steps to eliminate or minimize the circumstances, which gave rise to the complaint will be taken. This helps to establish continuous procedure improvement. Depending on the nature of the complaint under this contract, the driver may be taken off the route. In this situation, another driver will take over the route. After the investigation, the driver depending on whether he or she has had any previous incidents and depending upon the severity of the incident, may be permanently removed from servicing this contract or undergo additional training. Where training needs are identified, the driver will re-attend those portions of the training program before transporting any schoolchildren under this contract.

14) Certification that all drivers, who may be assigned under this contract, have not

been convicted of a felony, a misdemeanor, involving (1) sexual assault, (2)

obscenity and related offenses, (3) drugs, (4) moral turpitude, (5) physical or sexual

abuse or child neglect or an equivalent offense in another state, and (6) are not

listed in any sexual offender registry.

All drivers have undergone a criminal background check by the City and have been issued a taxicab permit. All drivers’ DMV records are reviewed every six months. Drivers who do not meet this standard would not participate in the project. Each driver will have an additional criminal background check with an outside service, likely by Backgroundchecks.com. Backgroundchecks.com is the industry’s #1 criminal conviction database (based on a comparison of the number of sources of conviction data for online criminal conviction databases that make their source list publicly available) containing more than 450 million criminal records from over 1,000 sources, including county court records, state repositories, departments of corrections (DOC), administrative office of courts (AOC), state sex and violent offender registries, government exclusion and terrorist watch lists, and more. Each database report includes: daily updated multi-jurisdictional database search of public records, offender registry check for records in all 50 states, terrorist watch list search (such as OFAC), social security number (SSN) validation, SSN check against the death master index and a name/address history. The safeguards that have been put in place to ensure that drivers who do not meet this standard will not participate include the criminal background checks, drug and alcohol testing, DMV checks and a sworn affidavit signed by the driver.

15) Certification that only vehicles meeting all FMVSS’s for passenger protection will be

used. No 12 or 15 passenger or sport utility vehicles are allowed.

The taxicabs will comply with the Federal Motor Vehicle Safety Standards (FMVSS) for passenger protection, and none of the taxicabs used will be 12 or 15 passenger or sport utility vehicles.



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16) Certification that drivers will require all passengers transported, as a part of this

contract, to use lap-shoulder belt restraints at all times while under transport.

Part of the affidavit that all participating drivers sign will state that drivers will require all passengers transported, as a part of this contract, to use vehicle lap-shoulder belt restraints at all times while under transport.

17) Certification of Compliance with Federal Motor Carrier Safety Regulation

i. Drug and Alcohol Policy

See Exhibits 6 and 7 attached.

ii. How many driving positions do you have?

There are over 340 drivers in Norfolk and Virginia Beach from that could service this contract. Drivers will be selected from this driver pool and each will meet the VBCPS’s requirements such as drug and alcohol testing, criminal background checks, etc. before transporting the students under this project.

iii. How many drug tests were administered during the last calendar year?

In the last calendar year, a total of 109 drug tests were administered. This includes pre-placement, random and post-accident testing.

iv. How many alcohol tests were administered during the last calendar year?

In the last calendar year, there were no alcohol tests administered. This includes reasonable suspicion and post-accident testing.

18) Are you a member of a consortium?

No.

i. If yes, furnish the name, address, and contact information for the consortium.

Not applicable. Specific Proposal Requirements:

Driver must wear seat belt – Even though taxicab drivers are exempt from wearing a seat belt by law, part of the affidavit that all participating drivers sign will state that drivers will wear a seat belt when transporting a student under this contract.



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Individual pick up and drop off sites are determined by Project HOPE, VBCPS, which can include but not limited to the following:

o All schools and program sites for VBCPS o All Virginia Beach Parks and Recreation Centers o Central Library 4100 Virginia Beach Blvd., Virginia Beach o Red Lobster 709 Independence Blvd., Virginia Beach o Oceanfront Library 700 Virginia Beach Blvd., Virginia Beach o TJ Maxx 2356 Virginia Beach Blvd., Virginia Beach. o Church of the Ascension 4853 Princess Anne Road, Virginia Beach

Occasional transportation services may be requested during the summer months when school is not in session.

Dedicated staffing to manage account, covering the following essential duties: o Record “no-loads” and report those back to Project HOPE on a daily basis o Maintain a cumulative log with student names, designated adult, phone

number and locations. The above Specific Proposal Requirements are not a problem. 3.2 ADDITONAL REQUIREMENTS

A. All billing will be on a monthly basis and on inter-district trips; billing is to be

split between the two school districts.

HRTI’s accounting department currently has customers who also request billing monthly, twice a month and some want weekly billing, which HRTI accommodates. HRTI’s accounting system will fully accommodate any special accounting need. Additionally, HRTI will be the facilitator of trips, charges, bills and collections.

B. Ability to maintain consistency between passenger and driver. In other

words, what effort will be made to ensure that the same driver will be

assigned to the same passenger(s) as much as possible?

When we receive an order, we will contact a participating driver so that he or she can arrange to transport that student for the length of the job order. Drivers understand that they have to work every day in order to receive standing orders. In the event that this driver has an emergency, such as illness, a back-up driver will be contacted to transport that student during the emergency. As soon as the emergency is over, the trip returns to the original driver. All backup drivers will meet the requirements of VBCPS as outlined in our proposal. The morning driver may not necessarily be the same driver as the afternoon driver due to different shifts. In that case, we will select an afternoon driver to transport the return trip for the length of the job order.



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C. All drivers assigned to work on this contract will meet all the legal

requirements for holding a taxicab driver’s permit and a valid operator’s

license issued by the Commonwealth of Virginia. All legal requirements for

holding a taxicab driver’s permit are mandatory including those

requirements related to an individual’s character.

All drivers have valid taxicab permits issued by the City and hold a valid driver’s license issued by the Commonwealth of Virginia.

D. The Contractor would be responsible for furnishing any necessary car seats

or booster seats if needed.

Car/booster seats will be made available to any cab transporting a child who requires one. See Assistance and Materials to be furnished by VBCPS under Project Methodology on page 23.

E. Vehicles used for the transportation of students should be non-smoking.

All taxicabs owned by the taxicab companies are non-smoking vehicles.

F. If a parent or student requests a different pick up or drop off time/place, the

taxi company will confirm this change with the school, should Project HOPE

not be available.

HRTI will confirm changes with the school in the event Project HOPE is not available.

G. The taxi company will transport the students to their schools on time and will

follow the schools drop off and pick up procedures.

The primary responsibilities of the dispatcher are efficient and effective dispatching of trips, continuous monitoring service levels and assisting drivers in delivering quality service. Please see question # 12 on the role of the dispatcher in monitoring on-time performance. Part of the affidavit that all participating drivers sign will state that drivers will follow the schools drop off and pick up procedures under this contract.

H. The taxi company will be aware of the school calendar and make appropriate

adjustments as it relates to changes in the schedule (half-days) and when

the day is adjusted due to inclement weather.



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HRTI will be aware of the school calendar and will have it posted in the call center and made available to the drivers. Additionally, staff contacts all drivers on an individual basis and discusses the adjusted schedule.

I. The taxi company will maximize each route or ride by using the same taxi to

accommodate students originating from different locations.

When we receive the trips, we look it up on Google Maps to get an approximate mileage and trip time. We look at our current listing of trips to see if we are already picking up school children in the same area and/or dropping off at the school already. In order to keep the cost down, we combine as many trips as possible into one route. This puts the children being picked up or going to similar locations into one cab versus sending several different cabs. The routing price is usually much less than individuals trips. If we are unable to do that, then a driver who would be close to the pickup is determined. For example: Student 1 is picked up at 123 Main Street. Student 2 is picked up at 345 Elm Street. They both are dropped off at Lynnhaven Elementary school. If the trips were done individually, there would have been a $12 charge and a $15 charge. Since the two students rode together, there was one bill of $14 – a savings of $13. This is hypothetical, but we believe this helps to explain the routing concept. In essence, all ride for the price of one.

J. The names and addresses of each of the schools can be located at

http://www.vbschools.com/schools/indes.asp.

HRTI staff has access to the website.

K. Generally, the student hours for schools are as follows:

a. Group “A” Elementary Schools – 8:00 a.m. – 2:30 p.m. b. Group “B” Elementary Schools – 8:30 a.m. – 3:00 p.m. c. Middle Schools – 9:10 a.m. – 3:40 p.m. d. High Schools – 7:25 a.m. – 2:00 p.m.

HRTI will have the “normal” school hours posted in the call center and made available to the drivers.

http://www.vbschools.com/schools/indes.asp



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Exceptions

RFP, page 1, 3.1, b – As indicated in the cover letter, and on page 23 of our proposal, some insurance requirements listed on page 10 of the sample contract were found to be commercially impracticable.

Workers compensation - taxicab drivers are exempt from workers compensation benefits because they are not employees in the State of Virginia by law. General Liability - HRTI has $1 million each occurrence and $3 million general aggregate. All of the taxicab companies are named insureds on HRTI’s policy. Automobile Liability - While the City of Virginia Beach only requires $300,000 auto liability insurance, all of our taxicab companies have $1 million auto liability insurance coverage. All of the taxicab companies are self-insured through the State of Virginia and handle any claim up to $50,000. They each purchase excess liability coverage from Paratransit Insurance Company. The cab companies do not have non-owned and hired vehicles coverage nor do they have medical coverage.

RFP, page 1, 3.1, b.4 – As indicated in the cover letter, and on page 27 or our proposal, taxicab drivers are not required by law to get any type of medical certification. However, per insurance requirements, any driver that is over the age of 65 is considered with a physician’s statement indicating they are fit to drive a public livery vehicle. Sample contract – pages 11-12 – HRTI believes sections 47-51 are not applicable to transportation services.

Alternates RFP, page 3, 3.2, b – We understand the desire for student/driver consistency. However, we would like to propose that upon occasion, we review the trips with high school and middle school students and possible re-assign them with another driver, improving efficiency. If allowed and routing proved to be more efficient, we believe VBCPS would see additional cost savings. We would propose no more than four times per school year.



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Price Offeror shall indicate all fees required for the performance of the requested services.

Provide a cost for the first year (initial term) and costs for each additional year.

Other than the price schedule provided below, there are no other fees. Pricing Schedule The Offeror shall include a cost plan, including its pricing schedule and price structure

(how the total cost price is determined for each trip and any related services that you

might furnish or offer to furnish) for transportation services and any the goods, if

applicable, it might provide under this contract. A per trip or fixed trip charge plus

mileage is preferred. The pricing schedule shall include cost by trip within city and cost

by trip between cities. Prices shall be firm for the first year; however this will not

preclude the Offeror from offering firm prices for a longer term. If the Offeror desires to

have a fuel surcharge be allowed for sharp increases in the cost of motor vehicle fuel, the

fuel surcharge must be included in this proposal. Any proposal for a fuel surcharge shall

also include a fuel credit for any sharp drop in the cost of fuel. Fuel surcharges are not

automatic and must be well documented.

All trips will be based on meter rates, which are determined by the City.

All passengers ride for the price of one.

The cab company does not anticipate any meter rate increase prior to June 30, 2015.

For trips originating in either Virginia Beach or Portsmouth, the meter rate is as follows: $3.25 first 1/8 mile; 30 cents per 1/8 mile; 25 cents per minute waiting time For trips originating in either Norfolk or Chesapeake, the meter rate is as follows: $3.00 first 1/7 mile; 30 cents per 1/7 mile; 25 cents per minute waiting time In the event that the driver arrives at the pickup address and is not able to transport the passenger (passenger is not there, passenger is not going, etc.), then the driver shall receive the following “no load” rates: Norfolk $5 Virginia Beach $5 or $15, depending on the location of the pickup. Chesapeake $15 Portsmouth $15



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Exhibits

Ex # Exhibit

1. Required Submissions

2. Insurance and SCC / Motor Carrier Certificate / DBE letters 3. Vehicle Maintenance / Safety Inspection Information

4. List of Vehicles

5. Drivers / Licenses of Drivers

6. HRTI Drug and Alcohol Policy and Testing Company 7. Drug and Alcohol Policy for Taxicab Drivers

8. Employee Resumes

In Separate Envelope

Financial Information / Annual Reports are submitted in a separate sealed envelope marked as confidential information (in accordance with RFP instructions).

Documents

Transportation Services for the Virginia Beach City Public ......Virginia Beach City Public Schools July 22, 2014 Page 2 insurance. (RFP page #1, Section #3.1, b). And the second,