COUNTY TRIPS Brazoria 8,875
10. REPORTING: The Contractor shall generate reports and submit the reports to the Center at the frequency shown in the following table
REPORT FREQUENCY DUE BY CONTENT
Trip Report Monthly 10th calendar day of
each month
As specified herein Late and Missed Trips Monthly 10th calendar day of
each month
As specified herein Major Accident As required Within 2 hours of
occurrence
As specified on the form
Non-Major Accidents and Other Incidents
As required Within 24 hours of occurrence
As specified on the form
DBE Participation Report
Monthly 10th calendar day of each month
Annually January 25th for the prior partial or whole calendar year
As specified on the form
10.1. The Monthly Trip Report Form (EXHIBIT H) or a form approved by the Center shall be submitted with the Contractor’s monthly invoice. The form shall include the following information:
10.1.1. Taxicab Operator’s Name 10.1.2. Reporting Period
10.1.3. Trip Date
10.1.4. Full Name of Passenger
10.1.5. Complete Address of Passenger
#2014-Transit-002 10.1.6. Trip origin Address
10.1.7. Trip destination Address 10.1.8. Trip Distance (miles) 10.1.9. Total Trip Cost
10.1.10. Passenger Payment 10.1.11. Amount Due from Center 10.1.12. No Show or Refused Trips
10.2. Late trips and missed trips shall be reported to the Center monthly and submitted with the monthly invoice. Contract or shall report date, operator and passenger for each late or missed trip.
10.3. A major accident, as defined herein, involving a vehicle with a passenger shall be reported to the Center within two (2) hours of the occurrence on the Center’s accident reporting form (EXHIBIT H) or a form approved by the Center.
10.4. All non-major accidents and other incidents involving a vehicle with a passenger but not including major accidents shall be reported to the Center within 24 hours of the occurrence on the Center’s incident reporting form (EXHIBIT H) or a form approved by the Center.
10.5. A monthly DBE participation report shall be submitted on a monthly basis to the Center on the Contractor Payment Report Form (EXHIBIT H).
10.6. The Annual Service Report (EXHIBIT H) shall be submitted annually for the reporting period of October 1st through September 30th. The Contractor shall submit the form no later than October 30th of each year.
10.7. A U.S. DOT Drug and Alcohol Testing Management Information System Data Collection Form shall be submitted annually for the prior calendar year in accordance with Drug and Alcohol Testing (EXHIBIT E). Contractor shall use the latest edition of the form and submit the form by January 25th for the prior partial or whole calendar year.
11. CONTRACTOR PERFORMANCE STANDARDS AND ADJUSTMENTS: Contractor shall comply with Center’s performance standards. In the event Contractor fails to comply with the minimum performance standards, adjustments in payment to Contractor shall be assessed per occurrence and in the amounts stated herein. Center may adjust payments to Contractor as follows:
11.1. Adjustments for performance shall be assessed based on non-compliance with the performance standards as reported by Contractor, communicated by passengers or documented by Center.
#2014-Transit-002 11.2. If passenger complaints are greater than 10 percent of the total number of trips
provided, Center may demand a refund of the funds paid to the Contractor equal to the total percentage of the complaints received. Contractor shall be provided an opportunity to refute passenger complaints.
11.3. Adjustment for failure to comply with performance standards shall be deducted from monies due, or which may thereafter become due, to Contractor under the Contract.
Contractor shall make adjustments to invoicing accordingly. If Contractor fails to make adjustments, Center will make the adjustments prior to issuing payment.
11.4. If non-compliance with performance standards is determined by Center to have been caused by conditions not within the control of the Contractor, Center may waive
adjustment.
11.5. The following adjustment for non-compliance with performance standards for Service shall be deducted from monies due or monies which become due to the Contractor.
11.5.1. If trips do not maintain a monthly performance record of 90 to 100 percent on-time, as defined in the specification herein, Contractor will be assessed an amount calculated by multiplying the total amount invoiced by the percentage of trips not on-time.
11.5.2. In the case of a missed trip, Contractor will be assessed a penalty equal to 25 percent of the calculated trip cost.
11.5.3. If a vehicle fails to complete a trip due to equipment failure or for any other reason within the control of Contractor, Contractor may not receive payment for that trip and may also be assessed a penalty equal to 100 percent of the value of the calculated trip cost.
11.6. If a trip is made by a vehicle with a non-functioning heating and air conditioning system or which does not meet safety standards set out herein, Contractor may be assessed a penalty of $50.00 per occurrence.
#2014-Transit-002 PART V
PRICE, INSPECTION, INVOICING AND PAYMENT 1. CONTRACT:
1.1. The Center may enter into a Contract resulting from the solicitation for three (3) consecutive years from the effective date of the Contract, which shall remain in full force and effect unless and until it expires by operation of the term stated or until terminated or extended as provided herein. The Center reserves the right to:
1.1.1. Enter into a Contract resulting from the solicitation on or about September 1st, 2014 for a period of three (3) years. The Contract term shall start from the effective date of Contract.
1.1.2. Extend the Contract for two (2) one-year periods starting with year four of the contract.
1.1.3. Extend the Contract up to 90 days past the Contract term or extension term and require the Contractor to perform all services at the set rate set forth in the initial contract or contract extension.
1.1.4. Review the following prior to the end of each extension period:
1.1.4.1. Contractor performance;
1.1.4.2. Price;
1.1.4.3. Continuing need for the Contractor’s service;
1.1.4.4. Advancements in technologies and/or service; and 1.1.4.5. Efficiencies in service.
1.1.5. Terminate the Contract with or without cause or may continue through the full term of the Contract.
1.2. Contractor recognizes the Service is vital to the Center and shall be continued without interruption. Upon the expiration of the Agreement, a successor Contractor or the Center may continue the Service. Contractor agrees to cooperate with the successor Contractor or the Center to affect a timely transition to a successor.
2. PRICE: The Center is requesting the respondent to complete and submit Exhibit B, Price Proposal Form, based on a first mile plus additional mile flat rate for a one-way trip. The first mile plus additional mile flat rate shall include all of the Contractor’s costs to provide the one way trip including, but not limited to fuel, maintenance, vehicle capitalization, operator/driver wages and benefits, and permitting and inspection fees. The Center will pay
#2014-Transit-002 the Contractor the first mile plus additional mile flat rate times the actual mileage of the one way trip, but the payment by the Center shall not exceed $50.00 per one-way trip. The Contractor shall be responsible for collecting any amount that exceeds $50.00 for a one-way trip from the passenger. Contractor shall show the amount collected from the passenger on the Monthly Trip Report, which is included in Exhibit H.
3. PRICE ADJUSTMENTS: The Center may consider adjustments to the price for added