Human Services Transportation

SITE VISITS RFP2000003050 Unaccompanied site visits are available throughout the open period of this solicitation where the County-owned cars, and vans referenced in this RFP will be available for inspection at Fairfax County Government Center, 12000 Government Center Pkwy, Fairfax, VA 22035. The purpose of the site visit is to allow potential offerors to briefly visually inspect the external of the vehicles and the parking area to be managed under the resulting contract. All questions pertaining to this RFP should be submitted in writing to Penny Crawley at dpmmteam3@fairfaxCounty.gov. To request reasonable ADA accommodations, call at (703) 324-3201 or TTY 1-800-828-1140. Please allow seven working days in advance of the event to make the necessary arrangements. mailto:dpmmteam3@fairfaxCounty.gov (DPMM32) rev 7/2018 FAIRFAX COUNTY V I R G I N I A

TELEPHONE: (703) 324-3201 FAX: (703) 324-3228 TTY: 711 ISSUE DATE: December 31, 2019 REQUEST FOR PROPOSAL NUMBER: 2000003050 TITLE: Human Services Transportation System DEPARTMENT: Neighborhood & Community Services DUE DATE/TIME: January 30, 2020 at 11:00 AM CONTRACT SPECIALIST: Penny Crawley (703)324-3884 penny.crawley@fairfaxCounty.gov Proposals - In accordance with the following and in compliance with all terms and conditions, unless otherwise noted, the undersigned offers and agrees, if the proposal is accepted, to furnish items or services for which prices are quoted, delivered or furnished to designated points within the time specified. It is understood and agreed that with respect to all terms and conditions accepted by Fairfax County the items or services offered and accompanying attachments shall constitute a contract. Note: Fairfax County does not discriminate against faith-based organizations in accordance with the Code of Virginia, § 2.2- 4343.1 or against a bidder or offeror because of race, religion, color, sex, national origin, age, disability, or any other basis prohibited by state law relating to discrimination in employment in the performance of its procurement activity. NAME AND ADDRESS OF FIRM: Telephone/Fax No.: E-Mail Address: Federal Employer Identification No or Federal Social Security No. (Sole Proprietor) Prompt Payment Discount: % for payment within days/net days State Corporation Commission (SCC) Identification No. By signing this proposal, Offeror certifies, acknowledges, understands, and agrees to be bound by the conditions set forth in the General Conditions and Instructions to Bidders as described in Appendix A, the Certification Regarding Ethics in Public Contracting, by any other relevant certifications set forth in Attachment A, and the Affirmation of Legally Required Contract Terms set forth in Attachment - D. Vendor Legally Authorized Signature Date Print Name Title Sealed proposals subject to terms and conditions of this Request for Proposal will be received by the Fairfax County Purchasing Agent at 12000 Government Center Parkway, Suite 427, Fairfax, Virginia 22035-0013 until the date/time specified above. AN EQUAL OPPORTUNITY PURCHASING ORGANIZATION DEPARTMENT OF PROCUREMENT & MATERIAL MANAGEMENT 12000 GOVERNMENT CENTER PARKWAY, SUITE 427 FAIRFAX, VIRGINIA 22035-0013 www.fairfaxCounty.gov/dpmm mailto:penny.crawley@fairfaxcounty.gov RFP2000003050 SPECIAL PROVISIONS 2 1. PURPOSE AND INTENT: 1.1. The purpose of this Request for Proposal (RFP) is to solicit sealed proposals to establish a contract or contracts through competitive negotiation for the provision of Human Services Transportation (HST) system services by the County of Fairfax, Virginia. 1.2. The contractor will be responsible for all aspects of day-to-day management and operation including staff employment, training, and supervision of all transportation personnel; operation of vehicles; maintenance of all equipment; dispatch, including appropriate response to cancellations; risk-management; production of required reports; as well as certification of maintenance personnel of three main human services transportation system services: a. FASTRAN - specialized transportation services for residents of Fairfax County and the cities of Fairfax and Falls Church participating in human services agency programs. b. Head Start - transportation services to approximately 100 to 125 three to five-year old preschool children being served at the Gum Springs Children Center in Alexandria, VA 22306. c. Children Youth and Families (CYF) - hand-to-hand roundtrip transportation to various appointments for the children and families served by the Fairfax County sponsoring human service agencies. 2. MINIMUM QUALIFICATIONS: 2.1. Offeroring firms should have the following qualifications: a. Minimum ten (10) years of experience in providing passenger transportation. b. Minimum ten (10) years of experience maintaining a fleet of vehicles similar in size. 3. SITE VISITS: 3.1. Unaccompanied site visits are available throughout the open period of this solicitation where the County- owned cars, and vans referenced in this RFP will be available for inspection at Fairfax County Government Center, 12000 Government Center Pkwy, Fairfax, VA 22035. 3.2. The purpose of the site visit is to allow potential offerors to visually inspect the exterior of the vehicles and the parking area to be managed under the resulting contract. 3.3. All questions pertaining to this RFP should be submitted in writing to Penny Crawley at dpmmteam3@fairfaxCounty.gov. 4. CONTRACT PERIOD AND RENEWAL: 4.1. This contract will begin on July 1, 2020 and end on June 30, 2024, with (5) one-year renewal options available or as negotiated. 4.2. Automatic contract renewals are prohibited. Contract renewals must be authorized by and coordinated through the County’s Department of Procurement and Material Management (DPMM). 4.3. The obligation of the County to pay compensation due the contractor under the contract or any other payment obligations under any contract awarded pursuant to this Request for Proposal is subject to appropriations by the Fairfax County Board of Supervisors to satisfy payment of such obligations. The County’s obligations to make payments during subsequent fiscal years are dependent upon the same action. If such an appropriation is not made for any fiscal year, the contract shall terminate effective at the end of the fiscal year for which funds were appropriated and the County will not be obligated to make any payments under the contract beyond the amount appropriated for payment obligations under the contract. The County will provide the contractor with written notice of non-appropriation of funds within thirty (30) calendar days after action is completed by the Board of Supervisors. However, the County’s failure to provide such notice shall not extend the contract into a fiscal year in which sufficient funds have not been appropriated. 5. BACKGROUND: 5.1. The Department of Neighborhood and Community Services (NCS), operates the human services transportation system and is responsible for service review, service monitoring, day-to-day contract administration, planning/policy development, schedules, manifest production, customer service, client-case management, equipment specification, along with lead coordination and direction of the system. County human service agencies are the sponsoring agencies that determine client eligibility and fund the program through NCS. These agencies include NCS serving clients’ needs in critical medical care, therapeutic recreation, and mailto:dpmmteam3@fairfaxCounty.gov 3 RFP2000003050 SPECIAL PROVISIONS senior/community centers, Community Services Boards serving clients with intellectual disabilities, mental health needs and substance treatment services, and the Health Department for adult day health care services. The Transportation Advisory Council, consisting of employees from each using human services agency advises NCS on long-term policy and day-to-day operational problems or improvements 5.2. The Human Services Transportation program transports over 1700 disadvantaged clients of the County, Fairfax City, and the City of Falls Church (Jurisdictions) human service agencies. Of these clients, roughly 8% are not ambulatory or use an assistive device for mobility, i.e., wheelchair, cane, etc. 5.3. FASTRAN Paratransit services – This service provides door-to-door transportation to clients that are elderly, low-income, or have physical or mental disabilities with a fleet of 69 - 24’ vehicles. Destinations include Fairfax County, Arlington County, the cities of Falls Church and Fairfax, two locations in the Sterling area of Loudoun County, and limited excursion service into other parts of the general Washington, D.C. Metropolitan Area. The NCS Chief of Operations for the human services transportation system may authorize any exceptions. Services are broken down as follows into four parts as described below. a. Standing order - This service provides daily scheduled transportation on predetermined and pre- numbered routes, transporting regular riders to a fixed number of service centers. The County provides driver manifests for Standing Order rides to the contractor. The County adjusts daily schedules to reflect additions or deletions of clients, changes in service site schedules or locations, routing changes, or changes in pick-up order. Examples of standing order rides include transporting: riders with developmental disabilities to work; riders with mental illness to sites for treatment or rehabilitative services; riders to senior centers or adult day care sites; and riders to dialysis, radiology, and chemotherapy treatments; and riders to shopping areas from senior residences and senior centers. The County reserves the right to increase platform hours and miles as needed. b. Demand Response (Trips of Necessity) - This service provides transportation in order to meet Senior assisted living homes essential shopping needs between 10:00 a.m. and 2:00 p.m., Mondays through Fridays. Requests for the County’s advance registration NCS human service transportation staff receives and schedules Demand Response services. The County provides driver manifests to the Contractor. Transportation to school or work is not provided. Shopping trips occur on pre-scheduled regular group runs. The County reserves the right to increase platform hours and miles as needed. c. Charter Services - This service provides group transportation to locations within the Washington DC Metropolitan (Maryland, Virginia & Washington DC) Area. Charter service trips should not exceed 41 miles between the pickup to the drop off location(s). These charters must be approved by the County upon receipt and approval of a charter request form. This service is not included in the scheduled platform hour and mile requirements. Examples of this service include transportation to activities, such as public hearings, recreational activities, or community events. 5.4. FASTRAN offers specialized transportation services for residents of Fairfax County and the Cities of Fairfax and Falls Church participating in human services agency programs. Services may have associated fees based on a sliding scale. All riders must be certified by one of the following programs/agencies before utilizing the service: ▪ Critical Medical Care: Transportation for Fairfax County residents who must undergo life sustaining treatments including dialysis, radiology, chemotherapy, brain injury therapy, physical therapy and water therapy. Transportation service under this program is not guaranteed but is provided on a space available basis. ▪ Adult Day Health Care - Transportation to and from adult day health care centers. ▪ Community Services Board - Transportation to and from support services and worksites related to intellectual disability, mental health and the Recovery Women’s Center. ▪ Senior Centers - Transportation to and from Fairfax County Senior Centers. Service is arranged through centers only. ▪ Senior Residences - Transportation for twice-a-month grocery shopping trips and a trip to the mall every other month for residents of 18 senior residence developments. Trips scheduled by sites. ▪ Therapeutic Recreation Services - Transportation to and from outings and structured recreational activities for individuals with intellectual or physical disabilities. 5.5. Head Start is a federally funded service that provides hand-to-hand transportation with a driver and a vehicle attendant for 120 children daily between their homes and the Greater Mount Vernon Head Start locations at 8100 Fordson Road and 7839 Richmond Highway using four school buses. Generally, such transportation of children is confined within 1 mile of U.S. Route 1 between the Huntington Metro Station https://www.fairfaxcounty.gov/neighborhood-community-services/sites/neighborhood-community-services/files/Assets/Documents/NCS-Transportation/Critical_medical_care_application.pdf https://www.fairfaxcounty.gov/health/adult-day-health-care https://www.fairfaxcounty.gov/community-services-board/#gsc.tab=0 https://www.fairfaxcounty.gov/neighborhood-community-services/senior-centers https://www.fairfaxcounty.gov/neighborhood-community-services/therapeutic-recreation 4 RFP2000003050 SPECIAL PROVISIONS and Fort Belvoir. Three buses make two trips each morning and afternoon. The fourth bus makes one trip each peak period. 3 (three) additional school buses are available as spares or for field trips that originate from the Greater Mount Vernon Head Start sites, as well as the Main Street Child Development Center (10830 Main Street, Fairfax, VA), Mount Vernon-Lee Child Development Center (3434 Campbell Drive, Alexandria, VA), and Seven Corners Children’s Center (6129 Willston Drive, Falls Church, VA). The Fairfax County Office for Children supports this service. See Exhibit D for more details. 5.6. CYF - This service provides hand-to-hand transportation for the children and families served by the Fairfax County sponsoring human service agencies. This service uses 18 Ford Fusions and two Dodge Caravans. This transportation service drives clients to and from required appointments and family visits, as well as occasionally waiting for clients to complete their appointment. In addition, the driver remains with the client and contacts dispatch for further instruction or assistance in the event that the driver arrives to the destination and there is insufficient or inappropriate supervision for hand-off. NCS staff, along with the referring social worker within the sponsoring agency, will coordinate all transportation assignments referred. The transportation services will include transporting children on weekdays, weekends and holidays. Some trips may require transportation out-of-state. CYF services are limited to 225 miles for a one-way trip. The County provides driver manifests to the contractor. 5.7. Current scheduled annual platform, accompanied by charter hours and miles are shown in Attachment E, Blocks. These quantities may change at the time of County Board of Supervisors budget mark-up. Operation of HS Transportation involves safety-sensitive functions and shall comply with the Department of Transportation Federal Transit Administration(FTA) required drug and alcohol testing programs as described in Federal Transit Administration regulation 49 CFR parts 40, 655. All drivers, dispatchers, supervisors, and maintenance staff to be employed under this contract are deemed to be safety-sensitive positions. 5.8. The productivity of the human services transportation system service is 3.0 passengers per revenue hour, excluding time between assignments and between the garage and assignments. 5.9. The objectives of the Fairfax County human services transportation system are as follows: a. Operation of the human services transportation system, using clean and well-maintained equipment in a safe, reliable, and efficient manner, while accommodating the special needs of passengers with disabilities. b. Providing high quality and cost-effective transportation services for human services agencies serving County citizens in need. c. Minimization of deadhead miles and hours in order to maximize mid-day vehicle use. d. Maximization of service efficiency and increasing ridership at no additional net cost to the County. e. Operation of a transportation system that generates positive customer-feedback. 5.10. Operating Hours - General schedule information: The FASTRAN and Head Start services main operating hours are from 4:30 a.m. to 7:30 p.m., Monday through Friday, with the majority of service required between 6:30 a.m. and 10:30 a.m. and between 2:00 p.m. and 6:30 p.m. Charter service may be required weekdays between 10:00 a.m. and 2:00 p.m., weeknights from 6:00 p.m. to 11:00 p.m. and on weekends from 7:00 a.m. to 11:00 p.m. FASTRAN and Head Start services do not operate on County holidays. Holidays observed include New Year's Day, Martin Luther King Jr.’s Birthday, Presidents Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, Day after Thanksgiving, Christmas Eve, and Christmas Day. Presidential Inauguration Day will also be a County holiday. The County reserves the right to make changes to scheduled hours. a. Children, Youth and Families (CYF) transportation will operate from 4:00 a.m. until 12:00 a.m. midnight, seven days per week, including holidays. 5.11. Scheduling and Dispatch - Fairfax County Human Services Transportation uses Trapeze PASS Dispatch/Scheduling software. Trapeze PASS is a scheduling and dispatching application developed to support the transportation management efforts of demand response transit services while following guidelines from the Americans with Disabilities Act. PASS can be used for client registration, trip booking, real-time scheduling, and dispatching. PASS integrates GIS mapping, enabling users to precisely geocode client addresses and destinations, calculate trip lengths and distances for accurate scheduling, and zoom in to view detailed information about the service area. The PASS system can be extended to include other modules for demand response management, such as coordinated transportation; eligibility certification, customer communication management; real-time vehicle location and mobile data communication;[14] and Web and IVR interfaces for automated customer access. PASS can also be fully integrated with Trapeze planning and scheduling software. https://www.transportation.gov/odapc/part40 https://en.wikipedia.org/wiki/Americans_with_Disabilities_Act https://en.wikipedia.org/wiki/Trapeze_Software#cite_note-14 5 RFP2000003050 SPECIAL PROVISIONS 5.12. Maintenance - All preventative and regularly scheduled maintenance – major and minor – for the school buses is provided by a third-party contractor and paid for by the County. Aside from the engine repowering program, all other maintenance, including repairs needed as the result of Contractor negligence are the responsibility of the contractor. 5.13. Engine Repowering – Fairfax County operates gas engines for 125,000 miles and diesel engines for 175,000 miles. When the vehicles reach these thresholds, an engine oil analysis is performed to determine the condition of major engine components. Vehicles that are candidates for repowering are expected to operate for an additional 100,000 miles. Fairfax County is responsible for repowering engines that have been properly maintained yet have failed. If it is determined that the engine has failed through the negligence of the maintenance program, the contractor will be responsible for repowering the vehicle. The County will only provide one repowering per vehicle. 5.14. Vehicle Scheduling – Run Cuts: The County continuously endeavors to improve productivity and increase ridership. These efforts result in combined routes, reduced driver hours in some cases, and increased driver hours in others. The contractor will respond by adjusting driver workloads as needed. The County does make every effort, however, to confine scheduling of daily work within the posted vehicle. Each route normally will contain only Standing Order and Demand Response services. As currently practiced, mid-day non-Demand Response group trips and charter trips are assigned by the contractor on a day by day basis to minimize deadhead. 5.15. Community Service – The County participates in several events including Stuff the Bus, an event to collect non-perishable items for the local food pantries. Contractor staff participates in this event. Currently, the event runs on Saturday’s from the Martin Luther King Holiday through the Presidents’ Day Holiday annually. The event will expand to Summer months. The hours of the event vary, with core hours from 9:00 a.m. EST to 4:30 p.m. EST on each scheduled day. 5.16. On-Board Cameras - There are currently vendor-provided on-board digital cameras on each County vehicle to record incidents occurring in the drivers range of vision-- both forward (on the street) and rear (the passenger compartment). The cameras retain images occurring before and after triggering incidents. The retained images are transferred to software capable of screening and categorizing these incidents for human review. 5.17. Vehicle Replacement Information FY2020 9 BOC buses scheduled to be replaced Four (4) of the buses have arrived Five (5) more buses are scheduled to be delivered within 30 days All nine buses will be in revenue service prior to Januay 1, 2020 Five (5) buses from the Fastran fleet will be excessed to maintain a fleet of 69 buses No CYF or Head Start Vehicles scheduled to be replaced FY2021 Six (6) BOC buses scheduled to be replaced Ten (10) CYF vehicles scheduled to be replaced FY2022 Seven (7) BOC buses scheduled to be replaced Ten (10) CYF cars scheduled to be replaced FY2023 Seven (7) BOC buses scheduled to be replaced FY 2024 Seven (7) BOC buses scheduled to be replaced FY 2025 No vehicles scheduled to be replaced 6 RFP2000003050 SPECIAL PROVISIONS 5.18. Performance Indicators and Expense Summary and Staffing Level Requirements FY 2016 FY 2017 FY 2018 FY 2019 ACTUAL ACTUAL ACTUAL ACTUAL OUTPUT rides 395,418 393,708 390,828 377,874 EFFFICIENCY cost of ride $17.87 $17.79 $18.42 $17.38 SERVICE QUALITY ratio rides/complaints 7,761:1 11,668:1 7,516:1 8,503:1 OUTCOME % change in rides 6.7% -0.4% -0.7% -3.3% ESTIMATED QUANTIES FOR THE INITIAL CONTRACT PERIOD Category Fastran Greater MV Head Start CYF Estimated First Year Quantities Platform Hours 115,000 4,818 23,000 140,818 Platform Miles 1,380,000 17,520 435,000 1,808,520 Bus Attendant Hours n/a 4,380 n/a 4,380 Charter Platform Hours 4,500 100 n/a 600 Peak Period Pull Out 47 4 15 Straight Driver Runs 0 0 varies Split Shift Driver Runs 47 4 varies Contractor Expense Summary Total Expenses Fiscal Year 2019 3016 Repowering $10,618.64 3055 Bus Service/Variable Costs $2,916,732.34 3055 Bus Service/Fixed Costs $1,785,657.06 3014 Bus Charters $151,519.61 3187 Bus Attendants $122,787.64 4375 Insurance Liability $114,111.98 Current Fiscal Year (July 1, 2019 thru Dec 31, 2019) Fastran Platform Hour $28.43 Fastran Platform Mile $0.26 CYF Platform Hour $27.81 CYF Platform Mile $0.256 Head Start Platform Hour $29.70 Head Start Platform Mile $0.265 Head Start Attendant Hours $27.28 Staffing Level Requirements Operatiors (Full & Part Time) 105 Attendants 4 Road Supervisors (Regular Service) 4 Road Supervisors (Head Start) 1 Dispatchers (Including dispatch clerk) 5 Mechanics (Including Foreman) 5 Utility Worker 1 Senior Management Team (General Manager, Operations Manager, Safety Manager, Maintenance Manager, Dispatch Supervisor, Recruiter) 6 7 RFP2000003050 SPECIAL PROVISIONS 6. 6COUNTY PROVISIONS: 6.1. The County is responsible for overall County policies and procedures related to vehicle operation, as well as the following day-to-day operational requirements: a. Determining routes and scheduling trips; b. Reserving rides and determining service levels; c. Producing daily work manifests for use by contractor; d. Providing/coordinating detailed charter requests; e. Customer service, including complaint investigation and resolution; f. Providing information and referral services for clients not eligible for HST and coordinating with regional transportation providers; g. Confirming eligibility of clients; determination of client status (probation, suspension, termination) and monitoring service quality and efficiency. 6.2. The County may amend policies and procedures at any time. a. The contractor shall make available to the County for review upon request copies of all policies and procedures, manuals, guides, handbooks and other written material used in the operation of the human services transportation system. All documents will be finalized with County approval 45 days prior to the beginning of revenue service. b. The County reserves the right to have final approval of staff selected for contract work prior to contract revenue service beginning. In addition, the County reserves the right to request removal of contractor key staff. c. The County reserves the right to attend all contractor meetings. The County also reserves the right to perform unannounced time-point checks and ride checks, either with staff from NCS other human services sponsoring agencies. 6.3. Revenue and Non-Revenue Vehicles - The County provides all revenue vehicles for use with the resulting contract; details are in the Revenue Fleet Summary. The revenue fleet consists of the following: a. FASTRAN Paratransit - The fleet includes 69 County-owned—primarily 24- foot vehicles for an estimated AM peak pull-out requirement of 47 vehicles. These vehicles are mostly 14 passenger vehicles with wheelchair lifts and there are a few 22-passenger vehicles without lifts. b. Head Start – The fleet consists of seven school buses to meet the pull-out requirement of four school buses. c. Children, Youth & Families (CYF) transportation – The fleet consists of 16 Ford Fusions, two Dodge Minivans and two wheelchair accessible Dodge Caravans. d. The contractor will be provided with three, four-wheel drive utility vehicles (Cherokee or similar) for contractor transportation system business/supervision. 6.4. Supplies and Equipment – the County will provide 16 car seats, ID badges both for identification and entry into County buildings and MDT tablets. 6.5. Parking - The County provides parking for the majority of the vehicles at the Fairfax County Government Center at 12000 Government Center Parkway, Fairfax, VA 22035. All school buses used to provide Head Start transportation will be stored at Walt Whitman Middle School, 2500 Parkers Lane, Alexandria, VA 22306. 6.6. Maintenance - The County provides preventative maintenance and repairs for vehicles under this service as follows: a. The school buses are serviced at the Newington maintenance facility located at 8201 Cinder Bed Road, Lorton, VA 22079. b. The foster vehicles are serviced at the Jermantown maintenance facility located at 3609 Jermantown Road, Fairfax, VA 22030. 6.7. Regular Fueling - Fairfax County will provide fuel at County fuel sites for all revenue vehicles only. The contractor is responsible for fueling non-revenue vehicles. The sites are listed below. Street Addresses & Locations: 12300 Lee Jackson Memorial Parkway - Fair Oaks Govt. Ctr. 12000 Bowman Towne Drive – Reston/North County Govt. Ctr. 8 RFP2000003050 SPECIAL PROVISIONS 1437 Balls Hills Road – McLean Governmental Center 3609 Jermantown Road - County Fuel Site/Garage 4620 West Ox Road - County Fuel Site/Garage 6121 Franconia Road - Lee District Government Ctr. 6900 Newington Road - County Fuel Site/Garage 6507 Columbia Pike - Mason District Govt. Ctr. 2511 Parkers Lane - Mt. Vernon Dist. Govt. Ctr. 6140 Rolling Road - West Springfield Govt. Ctr. a. Fuel Treatment: The County will provide diesel fuel that is pre-treated to guard against cold weather effects, lubrication requirements, cetane loss, and gum/sludge buildup. No additional or different fuel treatment is necessary. 6.8. Emergency Fueling - During snow emergencies or in other emergency situations, the contractor will be authorized to use any fuel site operated and made accessible by the County. The County will provide a list to the contractor. 6.9. Two-Way Mobile & Base Radio Equipment *County/Contractor Collaboration* - The County will provide Motorola two-way radios for authorized revenue and non- revenue vehicles, as well as for dispatching functions. These radios transmit over the County system, broadcasts over seven County towers on County frequencies and trunked at 800 MHZ. Radios will be provided and installed in revenue and non- revenue vehicles. a. The contractor will ensure that a responsible individual in each maintenance department be equipped with a portable two-way radio or cell phone at all times that these County vehicles are in service in order to facilitate communications in case of in-service maintenance problems. b. In the event repairs are needed, the contractor will remove two-way radio equipment from vehicles and deliver that equipment to the County Radio Center at 3613 Jermantown Rd, Fairfax, VA, or to the County’s contractor. County will notify the contractor of the radio repair contractor’s contact information and other appropriate information. The contractor will pick-up equipment and reinstall it in vehicles. Alternatively, a County contractor may come on-site to make repairs. If this alternative is used, the contractor will consolidate repair visits to minimize the radio contractor’s fees. The County will maintain (including parts) all County-provided radio communication equipment. c. The contractor should follow basic rules for use of the Fairfax County Government Public Sector radio system. 6.10. Reports and human services transportation system documents: a. Periodically revised vehicle blocks b. Charter requests on County charter request forms c. Daily manifests, Manifests are ready by 2 p.m. In the event that manifest production is delayed, the County will notify the contractor as soon as possible and provide an estimated time of completion. d. Schedule change form e. Monthly statistic form f. Monthly report format 6.11. Training - The County will provide training in the following subject areas to the Contractors staff: a. Trapeze – (The County will provide the contractor with e-mail addresses to allow County staff to transmit customer complaints recorded in the County’s Trapeze Customer Service Communications Module). b. CPR and Basic First Aid c. Emergency Preparedness d. Passenger Assistance Safety and Sensitivity e. Head Start Orientation f. Incident Reporting g. Physical Intervention Techniques (MANDT Training) h. Human Rights i. Reporting Abuse and Neglect j. Behavior Management Procedures Overview k. Others as deemed necessary or required by the County 9 RFP2000003050 SPECIAL PROVISIONS 6.12. Vehicle Scheduling - Run Cuts - Twice yearly, the County will provide vehicle blocks, which are based on the service requirements, to the contractor for the development of run cuts. Once the contractor develops a run cut, the County will evaluate and return the run cut with recommendations to the Contractor for mutual approval before implemented. a. The County reserves the right to reject any run cut if the County determines they are not efficiently using equipment or platform hours. b. Service blocks may be adjusted by the County in between the two major annual run cuts. c. The County may assign manifests to the extra board, largely Demand Response and other group trip services occurring midday off-peak between 10:15 a.m. and 1:45 p.m. Evening hours may also be posted. The County will monitor the assignment of this extra board work to ensure that work is assigned in a cost-effective manner to minimize deadhead time and mileage. d. The County will review and respond to contractor requests and recommendations within five business days of receipt. e. The County will provide daily manifests that will reflect these changes and the County staff will advise the contractor of this event as soon as information is obtained. 7. STATEMENT OF NEEDS: 7.1. The contractor will be responsible for the supervision, operation, maintenance, and insurance of all vehicles associated with this contract. 7.2. Phase I: Start -Up/Transition Activities a. Preliminary Inspection of Vehicles: The contractor, the County and the exiting contractor shall conduct a joint preliminary inspection of the vehicles to verify the condition of the vehicles. Refer to Exhibit A for details. b. Administrative Space and Parking spaces: Contractor will maintain spaces/lots provided by the County for use under the resulting contract and must sign a space license agreement. (Sample Exhibit C) 1. Operate the human services transportation system administration and dispatch services at 12011 Government Center Pkwy., Fairfax, VA 22035, in a suitable space provided by the County. 2. Park vehicles for a majority of the fleet at the Fairfax County Government Center, 12000 Government Center Pkwy, Fairfax, VA 22035. All school buses used to provide the Head Start transportation will be stored at another location to be determined in Southern Fairfax County. c. Maintenance Facility: Establish an Automotive Service Excellence (ASE), Blue Seal Certified maintenance facility with diagnostic test equipment, tools and replacement parts required to check, repair and maintain all vehicles under the resulting contract for the duration of the resulting contract. The contractor may choose to subcontract maintenance work off-site in lieu of performing major maintenance at the contractor's facility. The location of the facility should be conducive to smooth continuity of service operations. d. Facility Security: The contractor will provide security at the contractor's maintenance facility. The contractor will take all reasonable precautions to protect County property from vandalism, abuse, or misuse. No facility will be left unsecured at any time. 1. The maintenance facility provided by the contractor shall, at a minimum, be fenced and lighted, or protected by other means. 2. The contractor is responsible for all damages to County property caused for any reason during the term of the resulting contract. 7.3. Vehicles, Equipment, Supplies & Uniforms: a. Contractor will be responsible for all consumables for use under this contract including but not limited to: 1. Maintenance equipment, parts, tools and supplies 2. One 4x4 Vehicle 3. Office supplies 4. Human Resources, work regulation and training manuals 10 RFP2000003050 SPECIAL PROVISIONS 5. Test materials, traffic cones, CPR dummies, awards materials 6. Patches and badges 7. Fire extinguishers 8. First aid kits 9. Collapsible wheelchairs (new or used) 10. A rolling magnet sweeper or similar device to pick up loose metal b. Contractor shall provide County approved uniforms which shall include shoes having flat non- skid soles. 1. No advertising of any sort is authorized on uniforms, or on jewelry/ornaments worn by drivers. 2. Drivers will be in uniform from the time a driver reports to work until the time the driver turns in their daily equipment (keys, car seats, manifests, etc.). 3. Contractor’s human resources policies must include guidelines for uniforms. 7.4. Phase II: Service Performance Standards and Requirements a. Management and Operations: The contractor will be responsible for all aspects of day-to-day management and operation of three main human services transportation system services (FASTRAN, Head Start, and CYF). The contractor will coordinate to the fullest extent possible with the staff of Fairfax County human services agencies and will attend meetings approved by the NCS human services transportation system staff. b. Vehicle Maintenance: Contractor must comply with the guidelines for vehicle use (Exhibit A) and will be solely responsible for adequate provision of vehicle maintenance including but not limited to: a. Body and paint work, b. Tire maintenance including replacement, c. Brake work, tune-ups, oil changes, and other incidental maintenance, d. Major unit repairs (transmissions, engines, differentials, alternators) or rebuilds, e. Towing services – (Contractor will be responsible for repair expenses for damage caused by driver negligence or towing), f. Exterior and Interior Cleaning. c. Equipment Inspection and Maintenance – unless otherwise indicated, contractor will perform preventative and corrective maintenance on all equipment and supplies used in the provision of the scope of services related to HST. d. Human Resources – Provide all human resources functions (Recruitment, selection, supervision, evaluation, and termination) for the operation of this program, and make adjustments as needed. Contractor will: a. Develop Human Resources policies and procedures for implementation in the provision of services specific to the HST program. b. Develop and update as necessary, a training manual specific to the human services transportation system. c. Develop and implement a plan to recruit and retain qualified staff. d. Develop and implement a drug and alcohol testing policy and procedure that is aligned and in compliance with the FTA. e. Maintain employee records and ensure certifications are regularly updated. e. Training – Develop, implement, and maintain a formal and comprehensive training and retraining program for all transportation personnel utilized for the human services transportation system. The program must provide formal retraining measures, both regular periodic refresher courses and corrective courses, including criteria for determining the success of retraining efforts. a. Driver training and retraining program shall be sufficient so that any driver can operate any component of the human services transportation system. b. Develop, implement, and maintain a formal and comprehensive training and retraining program for all drivers and attendants. The program must provide training for new employees of not less than 80 hours, including classroom instruction, behind the wheel training under supervision of a certified instructor, and in-service training. 11 RFP2000003050 SPECIAL PROVISIONS c. Each driver, at the conclusion of the training period, must pass a map reading test administered by the contractor, and be able to determine the location of any address and arrive on time by use of a map. d. Drivers shall be offered the option of participating in bus rodeos sponsored by the Community Transportation Association of Virginia and (if they qualify) the Community Transportation Association of America. Head Start and CYF drivers can be dedicated to that service. f. Assigned Staff: a. The positions of general manager, maintenance manager(s), operations manager(s), safety and training supervisor(s), dispatchers, along with mechanics require County acceptance after review of their resumes and/or interview documentation. b. All other transportation staff assigned by the resultant contractor to the human services transportation system services will be solely dedicated to the system, unless otherwise authorized in writing by the County. c. The contractor will not routinely operate routes using supervisory staff. Supervisors may operate routes in case of emergency or in the event that immediate driver relief is required to keep service on time. d. The contractor will immediately notify the County in the event that supervisory staff are used to operate routes. g. Driver Selection – Contractor will obtain from each potential driver detailed pertinent information regarding his or her fitness to perform the duties under this requirement including a national background and motor vehicle record check (within the past 90 days), as well as an examination of the statewide Automated Fingerprint Identification System and a sex offender registry record request from the Virginia State Police and the Virginia Department of Social Services, Child Protective Services Unit. a. Maintain a sufficient number of qualified drivers, attendants (Required for Head Start only) and standby staff to operate the service. The following is required of all drivers and attendants: 1. Successful completion of a Virginia Department of Transportation (DOT) physical exam and drug-screening test, 2. Basic first aid and CPR certification for adults and children, 3. Instruction in use and securement of portable (shoulder strap) oxygen ventilators, and 4. Passenger Assistance Safety and Sensitivity (PASS) certification or equivalent. b. All drivers will have the following qualifications: 1. A commercial driver’s license (CDL) – (Endorsements for the appropriately sized vehicle is required – Passenger (P) and School Bus (S) for Head Start, 2. Minimum age of 21, 3. No more than two (2) moving violations or chargeable accidents within a three-year period, neither of which involves a DWI or DUI, conviction of a felony or barrier crime, 4. Ability to read, write, speak and comprehend English, and 5. Evidence of satisfactory completion of a defensive driving course with the last 12 months. h. General Manager - Provide overall operations management through a General Manager (GM), whose principal responsibility is to ensure safe and reliable provision of HST services. The GM’s office will be physically located at 12011 Government Center Parkway, 10th Floor, within the NCS HST unit. The GM will monitor operational and financial activities and manage the contractor’s functions and employees to include: ▪ A Maintenance Manager – must have 3 years’ experience managing paratransit operations of a similar size and scope ▪ An Operations Manager - must have 3 years’ experience managing a fleet of a similar size and scope ▪ A Safety and Training Supervisor – must be a National Safety Council https://vacode.org/63.2-1719/ https://vacode.org/63.2-1719/ 12 RFP2000003050 SPECIAL PROVISIONS Defensive Driver Instructor or equivalent, plus 2 years of experience supervising or training transportation drivers ▪ Dispatchers ▪ Mechanics ▪ Drivers ▪ Attendants ▪ Hostlers/Servicemen ▪ Dispatch Supervisors ▪ Street Supervisors a. Collaborate with the County on matters involving service quality. Regularly advise the County in advance of times during which he or she is unavailable to perform in this capacity. b. Be available as an emergency contact by County staff. c. Provide emergency phone numbers to the County for all other administrative staff. i. Supervision - Provide adequate and appropriate road supervision to monitor and assist drivers and vehicles while operating in service. a. Develop, implement, and maintain formal procedures to be used by road supervisory personnel. b. Perform a minimum of five (5) on-board ride checks per month as required for each supervisory position. c. Complete a daily activity log documenting time-point checks, ride checks, driver and vehicle checks, and site visits. He/she will submit the daily activity log to the operations supervisor. d. Meet at least quarterly with their staff at drop-off locations to access service provision. e. The contractor is required to maintain an adequate level of drivers so that supervisors can focus on supervisory tasks listed in this section. Unless otherwise indicated, supervisors are not to be used as substitute drivers. f. The contractor will develop, implement, and maintain formal procedures to be used by road supervisory staff. g. The contractor’s supervisors will develop and document a pre-trip driver vehicle inspection of operating checks to include but not limited to the lights, horn, windshield wipers, tires and lift. j. Supervisor Training - The contractor shall provide a formal supervisor training program for all supervisors. This training should include both initial training and regular refresher training. The contractor shall inform the County when each supervisor completes training in all of the following subject areas: a. Leadership b. Employee Motivation c. Team Building d. Employee Recognition e. Coaching and Counseling f. Managing Negative People g. Progressive Discipline h. Grievance Procedures i. Customer Service j. Conflict Resolution k. Time Management l. Stress Management m. Reasonable Suspicion k. Operational Inspection Procedures – Conduct eleven (11) monthly inspections to identify defects are required at 90 minutes per vehicle, per inspection. l. Dispatch Staffing - the Contractor will provide sufficient staff to cover all service hours including: a. Three full-time dedicated dispatch positions; one straight shift for the morning, one straight midday shift, and one straight shift for the evening, allowing for some overlap. b. One full time dispatch clerk to assist with dispatch operations to include manifest trip edit. 13 RFP2000003050 SPECIAL PROVISIONS c. The contractor will develop dispatch shift assignments. d. An individual of supervisory rank whenever human services transportation vehicles are in service, regardless of day and time. This individual will be available for communication by two-way radio and telephone with vehicles in service. This individual will be responsible for dispatching back-up vehicles, road service calls, wreckers, and/or providing other driver supervisory services as required. m. Dispatch Services – Provide dispatch services to: a. Monitor and supervise street operations, b. Monitor, process, and transmit ride cancellations to vehicle operators, c. Call clients who are late in going to the vehicle, d. Reassign trips to keep vehicles on schedule, e. Perform other client-related services as required, f. Maintain a dispatcher radio log of all actual arrival times including late arrivals and pull- out/pull-in times with mileage notated, as well as missed trips, accidents, breakdowns, missing passengers, transfer of passenger trips between routes, and any other activity reasonably required as a dispatch and operations record. *This information will also be maintained in the County’s Trapeze scheduling system database. n. Vehicle Scheduling - Run Cuts a. Using vehicle blocks provided by the County, develop and implement run cuts. b. Develop, implement and maintain a system allowing drivers to choose runs. c. Adjust driver workloads as needed. d. Provide charter services as assigned to standing order routes. e. Assign routes that become vacant to drivers currently on stand-by assignments until either a newly hired driver becomes available or the next driver pick occurs, whichever comes first. f. Recommend to the County adjustments to the human services transportation system schedules via the schedule change form. g. Infrequently operate partial schedules on regular workdays on occasions that centers have holidays other than those observed by the County or when centers have scheduled in-service days for training purposes. h. The contractor must not modify, change, or adjust vehicle schedules, which are deemed property of the County with the exception of Demand Response work assigned to the extra board. Any request for modification requires approval of the NCS Human Services Transportation System Chief of Operations. o. On-Time Performance a. Drivers for all services will work to ensure that scheduled passenger pickups and drop-offs are provided on an on-time basis. b. Drivers will notify dispatch at each pick-up and drop-off any time they are 15 minutes minutes ahead or behind schedule. c. Drivers will wait for the passenger at least 3 minutes upon arrival within the pick-up window and take reasonable steps to alert the passenger of the available ride. Reasonable steps are: knocking on the passenger’s door, ringing the passenger’s doorbell, calling the passenger via dispatch. These are the only acceptable reasonable steps. d. If while in transit, the passenger is delayed more than one hour beyond the scheduled drop off time, drivers will notify passengers’ designated emergency contact, the sponsoring County agency contact, and the designated HST contact. e. Each driver must carry a timepiece accurate to within 15 seconds and must verify the time with the dispatcher or a supervisor at least once each day, prior to leaving the garage or during shift change. f. At all County locations, contractor shall sign in and out as required at County sites, as well as obtain any necessary visitor documentation. g. At all County locations contractor shall display picture identification in plain sight clearly stating the staff person’s name and the company name. p. Passenger Assistance: The contractor will provide the following services to assist passengers: a. Drivers will offer and provide all reasonable and necessary assistance to passengers in entering and exiting vehicles. 14 RFP2000003050 SPECIAL PROVISIONS b. Drivers will offer and provide reasonable and necessary assistance in loading into revenue vehicles and carrying packages, groceries and other items for passengers to the main residence door and placing those items immediately inside the door. Packages will be limited to what the driver can safely carry in one trip. c. Drivers will provide assistance for passengers to the outer door of the residence or building. d. With County authorization, the contractor will transport personal care assistants, volunteers, relatives and friends with the passenger if their assistance is reasonably required for the individual in question to make a trip. e. Drivers will assist persons with physical disabilities including assisting in crossing curbs in the immediate vicinity of the vehicle where curb cuts have not been made, entering and exiting the vehicle, securing seatbelts and securing wheelchair tie-down devices. f. Drivers shall use interior lighting of the vehicle before dawn or after dusk to provide for safe customer entrance into and egress from the vehicle. g. The driver should at no time lose sight of his or her vehicle. q. Passenger Assistance Restrictions: The contractor will not be required to provide assistance to persons with physical disabilities attempting to enter or exit physically inaccessible buildings. This includes assisting persons confined to wheelchairs up and down more than one stair or physical assistance from the driver more than 100 feet from the vehicle. a. The contractor is not required to assist passengers inside a building. b. The County shall be immediately notified should any person authorized to receive transportation services require assistance of this type. c. Transportation will not be provided to persons with disabilities requiring stretchers or persons requiring the care of medical technicians certified by the Commonwealth of Virginia. r. Service Dependability: a. If for any reason, a contractor is not able to provide vehicles or staff to complete any scheduled service, the contractor will be required, at the contractor's expense, to dispatch taxicabs or other such service in order to complete the scheduled service. b. In the event that the contractor fails to take appropriate action, the County reserves the right to take whatever action is required to provide scheduled service and the contractor will be responsible for all costs incurred by the County to provide said service. The cost incurred by the County will be debited from any funds due from the County to the contractor. c. In the event of an in-service breakdown, driver's absence or other service-related problem, the contractor shall provide adequate means to dispatch vehicles in such fashion as to not miss scheduled trips. s. System Safety – contractor will assume full responsibility for assuring that the safety of passengers, operations staff, and the County’s equipment are maintained at the highest possible level throughout the duration of the contract. a. The contractor will develop, implement and maintain a formal safety program that includes periodic safety meetings, participation in safety organizations, and safety incentives offered by the contractor to drivers and other employees. b. The contractor will staff an accident review board meeting as needed to evaluate accidents and safety and to make determination as to the preventability or non- preventability of the human services transportation system accidents. t. Operations Emergencies -- The contractor will develop and implement policies and procedures to respond to emergencies and routine problems which may develop in the course of providing these services Such occurrences to be addressed include, although are not necessarily limited to: a. In service vehicle failures b. Lift failures on vehicles in service c. Passenger disturbances d. Passenger injuries e. Missing passengers f. Vehicle accidents g. Emergency evacuation of vehicles h. Unanticipated inclement weather i. On-board medical emergencies 15 RFP2000003050 SPECIAL PROVISIONS j. Assaultive behavior by passengers including those with mental disabilities k. Evidence of substance abuse l. Demand by passengers, including those with intellectual disabilities, to disembark the vehicle at a site other than the approved destination. u. Aggressive behavior - the contractor will develop and implement specific policies and procedures to include the following: a. Identification of situations where a contractor will temporarily refuse service to a passenger; b. Working with County staff to modify the behavior of a passenger c. Physical restraint during an emergency situation (the behavior is an immediate safety or health hazard to the identified passenger or others on- board); d. Physically restraining passengers due to a behavioral problem should not be allowed except in an emergency situation. e. Using mechanical restraining devices due to a passenger’s behavior are never allowed. f. The contractor will report to the County, either in person or by telephone, any event of aggressive or abusive on-board behavior, sexual misconduct by a passenger, and/or the use of restraint to control any passenger as soon as possible, and with a written report signed by the General Manager within one business day of the occurrence. v. Community Service Hours - The Contractor shall perform special event services of 500 hours annually, as requested by the County. a. The Contractor shall provide services and staff for special event services to the County as required. b. The Contractor shall provide drivers and supervisory staffing in support of Stuff the Bus. c. The County may request the assistance of the contractor with pamphlets, brochures, and other materials for offering to passengers onboard County vehicles as required. w. Complaints - Complaints are received via the County’s Trapeze Customer Service Communications Module system. A complaint will be filed by the County staff for any driver determined by the County staff to not be following established County policies and procedures for operating a vehicle. The contractor will: a. Designate personnel to respond to complaints regarding general operations, safety & training, and maintenance. Reconcile, investigate and respond to all complaints received by the County via the County’s Trapeze Customer Service Communications Module system. b. Consult with the County and take appropriate action to include but not limited to changing procedures, driver counseling, and retraining. c. Respond to complaints the next working day. d. Respond to other operations and maintenance issues within three business days. x. Emergency Management – Contractor will participate in emergency management preparedness activities at the direction of the County. y. Quality Assurance – Collaborate with the County to develop a quality assurance program. z. Polices, Plans and Procedures – develop and implement policies, plans and procedures for the following: a. Operations Manual b. Inclement Weather Operations – to mirror the County c. Emergency Preparedness Plan d. Operations Emergencies – to mirror the County e. Passenger Aggressive Behavior f. Maintenance and Preventative maintenance g. Vehicle Longevity aa. Oral Reports: The contractor may be required to make oral reports (public or private session) to the County’s Board of Supervisors or County staff or public interest groups. 7.5. Phase III – Contract Conclusion/Closeout – Contractor must develop a transition plan for implementation once the resulting contract term has ended. Portions of this phase are concurrent with Phase I. 7.6. Federal Grant Terms and Conditions – Contractor must comply with Federal Grant Terms and Conditions (Exhibit B). 16 RFP2000003050 SPECIAL PROVISIONS 8. OUTCOME MEASURES: Fairfax County promotes a Results Based Accountability (RBA) approach to conducting decision making, strategic planning, and program management with a focus on customer end results. Fairfax County human services agencies and contracted partner organizations adopt the RBA approach to measure impact across the system, determine whether people are “better off” as a result of receiving services, improve accountability to taxpayer dollars, and collectively strengthen the outcomes of programs and services. 9. TECHNICAL PROPOSAL INSTRUCTIONS: 9.1. The offeror must submit the Technical Proposal in a separate binder containing the following information. This information will be considered the minimum content of the proposal. Proposal contents shall be arranged in the same order with the same subsections, and titled Statement of Need as presented in Section 7 – STAEMENT OF NEED. a. Name of firm submitting proposal; main office address; when organized; if a corporation, when and where incorporated; appropriate Federal, State, and County registration numbers. b. Understanding of the problem and technical approach. 1. Offeror’s proposed definitive Scope of Work with explanation of technical approaches and a detailed outline of the proposed program for executing the requirements of the technical scope and achieving project objectives. 2. Offeror should demonstrate an awareness of difficulties in the completion of this undertaking, and a plan for surmounting them. Special attention should be given to methodological issues that will be encountered in such a project or functionality that is offered that has not been addressed in this RFP but included in the system. 9.2. Preliminary Work Plan: a. The offeror must present a description of the phases or segments into which the proposed program can logically be divided and performed, together with flow charts, if necessary. The technical narrative should address the Statement of Needs separately and responses should be keyed to appropriate paragraph numbers. This section should also contain a discussion of any changes to the Human Services Transportation Manual proposed by the offeror that substantially differ from the project scope described in these Special Provisions but offer a more advantageous approach. b. Offeror must submit the following plans as exhibits to the Statement of Need responses, as indicated in paragraph 9.1 of this RFP: • Operations Manual • Emergency Preparedness Plan • Passenger Aggressive Behavior • Maintenance and Preventative maintenance • Vehicle Longevity c. Offeror must submit description of the onboard camera system planned for use in administering this service. d. Offeror must describe how English comprehension is determined for its employees. e. Offeror must present a Transition approach document which describes how Contractor intends to transition operations and County assets to an incoming contractor while minimizing risk and disruption to the County. f. Offeror should include any company policies and procedures they will implement to support their work plan that achieves the requirements of the service. This section should include detailed descriptions of activities that are to occur, significant milestones, and anticipated deliverables. g. Treatment of the Issues: In this section, the offeror may also comment if deemed appropriate, on any aspect of the Request for Proposal, including suggestions on possible alternative approaches to the coverage, definition, development, and organization of the issues presented in the “Statement of Needs” section, and may propose alternative approaches. 17 RFP2000003050 SPECIAL PROVISIONS 9.3. Statement of Qualifications: The statement of Qualifications must include a description of organizational and staff experience and resumes of proposed staff. a. Organizational and Staff Experience: Offerors must describe their qualifications and experience to perform the work described in this Request for Proposal. Information about experience should include direct experience with the specific subject matter, including references to the minimum qualifications. The General Manager shall have a minimum of 5 years of experience managing a paratransit system similar in size and scope. Offerors shall submit Motor Vehicle Records Check, Fingerprint background check for Virginia and state of residence (i.e. MD, WV, or DC), Drug & Alcohol Check. Drivers for the CYF and Head Start programs must complete a Child Protective Services Background Check in addition to previously mentioned checks prior to beginning work under the resulting contract. b. References: Special notation must be made of similar or related programs performed and must include organization names, addresses, names of contact persons, and telephone numbers for such reference. Include three (3) references, with one preferably from a government-funded program. c. Personnel: Full-time and part-time staff, proposed consultants and subcontractors who may be assigned direct work on this project should be identified. Information is required which will show the composition of the task or work group, its specific qualifications, and recent relevant experience. Special mention shall be made of direct technical supervisors and key technical personnel, and approximate percentage of the total time each will be available for this project. The technical areas, character and extent of participation by any subcontractor or consultant activity must be indicated and the anticipated sources will be identified. Resumes of staff and proposed consultants are required indicating education, background, recent relevant experience with the subject matter of the project. Current telephone numbers must be included. d. A staffing plan is required which describes the Offeror’s proposed staff distribution to accomplish this work. The staffing plan should indicate a chart that partitions the time commitment of each professional staff member across the proposed tasks and a timeline for the project. It is mandatory that this section identify the key personnel who are to work on the project, their relationship to be contracting organization, and amount of time to be devoted to the project. This includes Consultants as well as regular employees of the offeror, if relevant. 9.4. The personnel named in the technical proposal will remain assigned to the project throughout the period of this contract. No diversion or replacement may be made without submission of a resume of the proposed replacement with final approval being granted by the County Purchasing Agent. 10. COST PROPOSAL INSTRUCTIONS: 10.1. The offeror must submit a cost proposal in a separate binder fully supported by cost and pricing data adequate to establish the reasonableness of the proposed fee. The cost of each task or segment of the task shall be itemized. 10.2. Price Summary Sheets a. The offeror’s Cost proposal must contain a separately identified Pricing Summary Sheet, for each of the following transportation areas: 1. FASTRAN paratransit services 2. Head Start transportation services 3. CYF transportation services b. In addition, offeror must complete stated Price Summary Sheet documents for each of the following periods covering the initial contract term of date of award through June 30, 2020. For example, there should be 12 sheets completed in total three transportation areas: 1. July 1, 2020 – June 30, 2021 18 RFP2000003050 SPECIAL PROVISIONS 2. July 1, 2021 – June 30, 2022 3. July 1, 2022 – June 30, 2023 4. July 1, 2023 – June 30, 2024 (contract period ends) 10.3. Cost Breakdown: Detailed cost break down estimates must be provided to evidence offeror’s cost analysis and price reasonableness. Caution: Failure to break down cost elements may render the Cost Proposal non- responsive. 11. PRICING: 11.1. The subsequent contract will be a firm-fixed price agreement. The fee(s) will remain firm and will include all charges that may be incurred in fulfilling the requirements of the contract during the first 365 days. Changes in cost for any subsequent contract years may be negotiated. 11.2. The request for a change in the unit price shall include as a minimum, (1) the cause for the adjustment; (2) proposed effective date; and, (3) the amount of the change requested with documentation to support the requested adjustment (i.e., appropriate Bureau of Labor Statistics, Consumer Price Index (CPI-U), change in manufacturer's price, etc., or other relevant industry index. 11.3. Price decreases shall be made in accordance with paragraph 39 of the General Conditions & Instructions to Offerors. (Appendix A) 12. TRADE SECRETS/PROPRIETARY INFORMATION: 12.1. Trade secrets or proprietary information submitted by an offeror in connection with a procurement transaction shall not be subject to public disclosure under the Virginia Freedom of Information Act; however, offerors must invoke the protections of this section prior to or upon submission of the data or other materials. 12.2. The offeror must identify the data or other materials to be protected and state the reasons why protection is necessary. Disposition of material after award(s) should be stated by the offeror. 12.3. Request for Protection of Trade Secrets or Proprietary Information (Attachment A) is provided as a courtesy to assist offerors desiring to protect trade secrets or proprietary information from disclosure under the Virginia Freedom of Information Act. 12.4. The classification of an entire proposal document, line item prices, and/or total proposal prices as proprietary or trade secrets is not acceptable and may result in rejection of the proposal. 13. CONTACT FOR CONTRACTUAL MATTERS: 13.1. All communications and requests for information and clarifications shall be directed to the following procurement official: Penny Crawley, Contract Specialist II Department of Procurement and Material Management Telephone: (703) 324-3884 Email: penny.crawley@fairfaxCounty.gov 13.2. No attempt shall be made by any offeror to contact members of the Selection Advisory Committee (SAC) about this procurement (see paragraph 18.3). 14. REQUIRED SUBMITTALS: 14.1. Each Offeror responding to this Request for Proposal must supply all the documentation required in the RFP. Failure to provide documentation with the Offeror's response to the RFP will result in the disqualification of the Offeror's proposal. 15. SUBMISSION OF PROPOSAL: 15.1. One (1) original (duly marked) and five (5) copies of the Technical proposal, and one (1) original (duly marked) and five (5) copies of the Cost proposal shall be delivered to the following address in sealed envelopes or packages with the proposal number, title and the offeror’s name and address on the outside: mailto:penny.crawley@fairfaxcounty.gov 19 RFP2000003050 SPECIAL PROVISIONS Department of Procurement and Material Management 12000 Government Center Parkway, Suite 427 Fairfax, Virginia 22035 It is requested that one copy of the proposal be provided in a USB drive format. The offeror must include a notarized statement that the USB drive is a true copy of the printed version. Electronically stamped delivery receipts are available. 15.2. It is the Offeror's responsibility to clearly identify and to describe the services being offered in response to the Request for Proposal. Offerors are cautioned that organization of their response, as well as thoroughness is critical to the County's evaluation process. The RFP forms must be completed legibly and in their entirety; and all required supplemental information must be furnished and presented in an organized, comprehensive and easy to follow manner. 15.3. Unnecessarily elaborate brochures of other presentations beyond that sufficient to present a complete and effective proposal is not desired. Elaborate artwork, expensive paper, bindings, visual and other presentation aids are not required. The County encourages the use of recycled paper, therefore it is urged that proposals be submitted on paper made from or with recycled content and be printed on both sides. 15.4. Please submit (one) 1 copy of the Cover sheet (DPMM32), Attachments A, B, C, D, any issued addenda, and the duly marked original technical and cost proposals, together, but separate from the copies of the technical and cost proposals. Each set of the five (5) copies of the proposal shall consist of: a. Technical proposal as required in the Special Provisions, paragraph 9, TECHNICAL PROPOSAL INSTRUCTIONS; b. Cost proposal as required in the Special Provisions paragraph 10, COST PROPOSAL INSTRUCTIONS; 15.5. By executing the cover sheet (DPMM32), Offeror acknowledges that they have read this Request for Proposal, understand it, and agree to be bound by its terms and conditions. Proposals may be submitted by mail or delivered in person. 16. ADDENDA: 16.1. Offerors are reminded that changes to the bid, in the form of addenda, are often issued between the issue date and within three (3) days before the due date. All addenda shall be signed and submitted before the due date/time or must accompany the bid. 16.2. Notice of addenda will be posted on eVA and the DPMM current solicitation webpage. It is the Offeror’s responsibility to monitor the web page for the most current addenda at www.fairfaxCounty.gov/solicitations. 17. PROPOSAL ACCEPTANCE PERIOD: 17.1. Any proposal submitted in response to this solicitation shall be valid for (180) days. At the end of the days the proposal may be withdrawn at the written request of the offeror. If the proposal is not withdrawn at that time it remains in effect until an award is made or the solicitation is canceled. 18. BASIS FOR AWARD: 18.1. This Request for Proposal is being utilized for competitive negotiation. Under the competitive negotiation process, a contract may be awarded to the responsible offeror whose proposal is determined to be the most advantageous to the County, taking into consideration price and the evaluation factors set forth in the Request for Proposal. The County reserves the right to make multiple awards as a result of this solicitation. 18.2. A Selection Advisory Committee has been established to review and evaluate all proposals submitted in response to this Request for Proposal. The Committee shall conduct a preliminary evaluation of all proposals on the basis of the information provided with the proposal, and the evaluation criteria listed below. Based upon this review, the cost proposals of the highest rated offeror(s) will then be reviewed. 18.3. No Offeror, including any of their representatives, subcontractors, affiliates and interested parties, shall contact any member of the Selection Advisory Committee or any person involved in the evaluation of the http://www.fairfaxcounty.gov/solicitations 20 RFP2000003050 SPECIAL PROVISIONS proposals. Selection Advisory Committee members will refer any and all calls related to this procurement to the procurement official named in 13.1 above. Failure to comply with this directive may, at the sole discretion of the County, result in the disqualification of an offeror from the procurement process. 18.4. Based on the results of the preliminary evaluation, the highest rated offeror(s) may be invited by the County Purchasing Agent to make oral presentations to the Selection Advisory Committee. This committee will then conduct a final evaluation of the proposals. Selection shall be made of two or more offerors deemed to be fully qualified and best suited among those submitting proposals, on the basis of the factors involved in the Request for Proposal, including price if so stated in the Request for Proposal. Negotiations shall then be conducted with each of the offerors so selected. After negotiations, have been conducted with each offeror so selected, the County shall select the offeror which, in its opinion, has made the best proposal, and shall award the contract to that offeror. 18.5. Should the County determine in writing and in its sole discretion that only one offeror is fully qualified, or that one offeror is clearly more highly qualified than the others under consideration, a contract may be negotiated and awarded to that offeror. The Committee will make appropriate recommendations to the County Executive and Board of Supervisors, if appropriate, prior to actual award of contract. 18.6. Proposal Evaluation Criteria The following factors will be considered in the award of this contract: a. Demonstrated ability to implement the transportation services to support the program(s) and maintain the fleet of vehicles. = (20 points) b. Demonstrated ability to develop and sustain program planning and implementation. = (20 points) c. Quality of infrastructure to support the program based on leadership. = (20 points) d. Demonstrated organizational capacity and staff experience = (20 points) e. Reasonableness of cost proposal (Reference Section 10) = (20 points) 18.7. Fairfax County reserves the right to make on-site visitations to assess the capabilities of individual offerors and to contact references provided with the proposal. 18.8. The County Purchasing Agent may arrange for discussions with firms submitting proposals, if required, for the purpose of obtaining additional information or clarification. 18.9. Offerors are advised that, in the event of receipt of an adequate number of proposals, which, in the opinion of the County Purchasing Agent, require no clarifications and/or supplementary information, such proposals may be evaluated without further discussion. Consequently, offerors should provide complete, thorough proposals with the offerors most favorable terms. Should proposals require additional clarification and/or supplementary information, offerors should submit such additional material in a timely manner. 18.10. Proposals which, after discussion and submission of additional clarification and/or supplementary information, are determined to meet the specifications of this Request for Proposal will be classified as "acceptable". Proposals found not to be acceptable will be classified as "unacceptable" and no further discussion concerning same will be conducted. 18.11. The County may cancel this Request for Proposal or reject proposals at any time prior to an award, and is not required to furnish a statement of the reasons why a particular proposal was not deemed to be the most advantageous. 19. INSURANCE: 19.1. The Contractor shall be responsible for its work and every part thereof, and for all materials, tools, equipment, appliances, and property of any and all description used in connection therewith whether owned by the contractor or by the County. The Contractor assumes all risks of direct and indirect damage or injury to the property or persons used or employed on or in connection with the work contracted for, and of all damages or injury to any person or property wherever located, resulting from any action, omission, commission or operation under the contract. 19.2. The contractor shall, during the continuance of all work under the contract provide the following: a. Maintain statutory Workers' Compensation and Employer's Liability insurance in limits of not less than $100,000 to protect the contractor from any liability or damages for any injuries (including 21 RFP2000003050 SPECIAL PROVISIONS death and disability) to any and all of its employees, including any and all liability or damage which may arise by virtue of any statute or law in force within the Commonwealth of Virginia. b. The contractor agrees to maintain Commercial General Liability insurance in the amount of $10,000,000 per occurrence/aggregate, to protect the contractor, its subcontractors, and the interest of the County, its officers and employees against any and all injuries to third parties, including bodily injury and personal injury, wherever located, resulting from any action or operation under the contract or in connection with the contracted work. The General Liability insurance shall include the Broad Form Property Damage endorsement, in addition to coverage for explosion, collapse, and underground hazards, where required. Completed operations liability endorsement shall continue in force for three years following completion of the contract. c. The contractor agrees to maintain owned, non-owned, and hired Automobile Liability insurance, in the amount of $10,000,000 per occurrence/aggregate, including property damage, covering all owned, non-owned, borrowed, leased, or rented vehicles operated by the contractor. In addition, all mobile equipment used by the contractor in connection with the contracted work will be insured under either a standard Automobile Liability policy, or a Commercial General Liability policy. The Garage Keeper’s Liability coverage shall also be maintained where appropriate. d. Contractor agrees to maintain a fidelity bond in the amount of not less than $500,000 to protect against employee theft or fraud. 19.3. Contractor agrees to maintain Contractors Liability insurance in the amount of $10,000,000 per occurrence/aggregate to insure against loss due to liability imposed upon an owner/contractor for acts arising out of the operations of independent contractors/subcontractors or out of an owner's/contractor's supervisory activity. 19.4. Contractor agrees to maintain automobile collision and comprehensive coverage equal to the full replacement value of all revenue and non-revenue vehicles. Any deductibles shall be the responsibility of the contractor. 19.5. Contractor agrees to maintain an "all risk", fire and extended risk coverage for all equipment in an amount equal to the full replacement value of said equipment. The proceeds of all such insurance shall be used for the sole purpose of repairing or replacing the damaged or destroyed equipment provided by the County. 19.6. The contractor shall be responsible for the replacement of any bus involved in an accident that is deemed a total loss by the insurance company and/or the County. The contractor may be allowed to use any insurance settlement funds to offset the replacement cost of the vehicle. All replacement activities should be coordinated with the Department of Vehicle Services and the County. The replacement bus must be acceptable to the County. 19.7. Insurance policy cannot be a ―claims made‖ policy due to working with children. 19.8. Liability insurance may be arranged by General Liability and Automobile Liability policies for the full limits required, or by a combination of underlying Liability policies for lesser limits with the remaining limits provided by an Excess or Umbrella Liability policy. Rating Requirements: a. The contractor agrees to provide insurance issued by companies admitted within the Commonwealth of Virginia, with the Best's Key Rating of at least A:VI. b. European markets including those based in London, and the domestic surplus lines markets that operate on a non-admitted basis are exempt from this requirement provided that the contractor's broker can provide financial data to establish that a market is equal to or exceeds the financial strengths associated with the A.M. Best's rating of A:VI or better. 19.9. Indemnification: a. Article 63 of the General Conditions and Instructions to Bidders (Appendix A) shall apply. The contractor will provide an original, signed Certificate of Insurance and such endorsements as prescribed herein. 19.10. The contractor will secure and maintain all insurance certificates of its subcontractors, which shall be made available to the County on demand. 22 RFP2000003050 SPECIAL PROVISIONS 19.11. The contractor will provide on demand certified copies of all insurance policies related to the contract within ten business days of demand by the County. These certified copies will be sent to the County from the contractor’s insurance agent or representative. 19.12. No change, cancellation, or non-renewal shall be made in any insurance coverage without a 45- day written notice to the County. The contractor shall furnish a new certificate prior to any change or cancellation date. The failure of the contractor to deliver a new and valid certificate will result in suspension of all payments until the new certificate is furnished. 19.13. Compliance by the contractor and all subcontractors with the foregoing requirements as to carrying insurance shall not relieve the contractor and all subcontractors of their liability provisions of the contract. 19.14. Contractual and other liability insurance provided under this contract shall not contain a supervision, inspection or engineering services exclusion that would preclude the County from supervising and/or inspecting the project as to the end result. The contractor shall assume all on-the-job responsibilities as to the control of persons directly employed by it and of the subcontractors. 19.15. Nothing contained in the specifications shall be construed as creating any contractual relationship between any subcontractor and the County. The contractor shall be as fully responsible to the County for the acts and omissions of the subcontractors and of persons employed by them as it is for acts and omissions of person directly employed by it. 19.16. Precaution shall be exercised at all times for the protection of persons (including employees) and property. 19.17. The contractor and all subcontractors are to comply with the Occupational Safety and Health Act of 1970, Public Law 91-596, as it may apply to this contract. 19.18. The County, its officers and employees shall be named as an "additional insured‖ and ―loss payee‖ on the Automobile and General Liability policies, and it shall be stated on the Insurance Certificate that this coverage "is primary to all other coverage the County may possess." 20. METHOD OF ORDERING: 20.1. The County may use two (2) different methods of placing orders from the final contract: Purchase Orders (PO’s) and approved County procurement cards. 20.2. A Purchase Order (PO) may be issued to the contractor on behalf of the County agency ordering the items/services covered under this contract. The purchase order indicates that sufficient funds have been obligated as required by Title 15.2-1238 of the Code of the Commonwealth of Virginia. 20.3. Procurement Card orders and payments may also be made by the use of a Fairfax County or Fairfax County Public Schools “Procurement” Card. The Procurement Card is currently a Master Card. Contractors are encouraged to accept this method of receiving orders. 20.4. Regardless of the method of ordering used, solely the contract and any modification determine performance time and dates. 20.5. Performance under this contract is not to begin until receipt of the purchase order, Procurement Card order, or other notification to proceed by the County Purchasing Agent and/or County agency to proceed. Purchase requisitions shall not be used for placing orders. 21. REPORTS AND INVOICING: 21.1. Unless otherwise indicated, the contractor will provide a separate report for each of the three service areas no later than the 10th of the month for the previous month. As applicable to each service area, the contractor's monthly reports will contain: a. A cover statement from the GM describing any unusual events or trends that occurred during the reporting period that had an effect upon customer perception of the service provided under the resulting contract. Examples include equipment breakdown, accidents, significant schedule problems, and revenue shortages. b. A monthly operating statistics summary to be provided on a form approved by the County. This report will include actual service hours and miles, actual deadhead hours and miles, actual charter hours and miles, actual training hours and miles, actual maintenance hours and miles, actual fueling hours and miles, numbers of employees by category, number of road calls, quarts oil added, number of 23 RFP2000003050 SPECIAL PROVISIONS maintenance inspections by type (A, B or C), number of accidents, number of driver checks, number of ride checks, number of vehicle checks, percent of service on-time, number of complaints, and number of times a supervisor drove a manifest. c. A monthly mileage report to be completed on a County report form giving end of month odometer readings for all vehicles. d. Driver and attendant turnover report. e. A listing of missed or partially completed trips by date with reasons for having done so. f. Completed County charter request forms for the month, legibly and accurately completed with the required pull-out, pick-up, drop-off, and pull-in times and mileage. g. Incident reports describing any unusual or aggressive or non-compliant client behavior, missing persons, medical emergencies, and any other unusual event are due the next business day following the incident h. Accident reports, on forms approved by the County, will be sent to the County within 24 hours of the accident. i. Marked up daily human services transportation system manifests, which are due no later than 1:00 PM each business weekday succeeding the day on which the schedules were run. Accurate and legible manifest mark-ups by contractor's operators to be completed as service is provided includes actual time and mileage of pull-out, pull-in, interim time and mileage points for passenger pick-up, passenger drop-off, no-shows, cancellations, missed trips, transfer of trip by dispatch to another vehicle. j. Separate daily flash reports for FASTRAN and CYF transportation services. Information to be included on the flash report: list of standby drivers, supervisors and dispatchers, accidents and incidents details, list of total available drivers, list of available equipment, list of down vehicles, and weather. k. The contractor will notify NCS human services transportation staff immediately, regardless of the hour of the day, if an incident occurs to any party or extensive property damage. l. Invoicing – The contractor must provide an itemized monthly invoice to the HST Manager. 22. MISCELLANEOUS RECORDS: In addition to the reports listed in Section 21, the contractor will keep up-to-date and accurate records of the following. While this information does not need to be submitted to the County on a regular basis, these records are subject to the inspection of County staff or its designees upon request: a. Driver pre-trip inspection logs b. Daily dispatch log c. Daily driver logs by run d. Vehicle and equipment maintenance records e. Daily road call reports f. Records for vehicle operating staff to meet USDOT Commercial Driver Regulations g. Fuel usage records h. Other certifications and licenses i. Insurance information and invoices j. Supervisor’s daily activity log k. Other information as deemed appropriate 23. PAYMENTS AND PENALTIES: 23.1. Payment: a. The County will pay the contractor based upon completion, acceptance, and approval by the County of each task outlined in the Special Provisions, Section 7, STATEMENT OF NEED. b. Direct Cost Portion of the Contract: Payment will be made monthly, 30 days in arrears, upon submittal of proper invoice and documentation. Payment invoices for scheduled platform service will reflect platform hours scheduled by the County and platform mile information collected by the contractor. Charter forms and Head Start attendant records will be submitted for charter and Head Start attendant service. c. Payment for Regular Services will be based upon actual platform hours-pull out to pull in, minus lunch breaks, from driver manifests provided to the contractor by NCS and for actual platform miles 24 RFP2000003050 SPECIAL PROVISIONS from records presented by the contractor to the County, along with itemized monthly payments for other indirect costs agreed to under this contract. d. Payment for Charter Services will be based upon actual platform hours and miles, from pull-out to pull-in for unlinked trips; from pull-out to in-service for charter trips followed by regular service; and from in-service to pull-in for charter trips preceded by regular service. e. Head Start attendant services are paid from actual pull-out until actual pull-in. f. CYF drivers are paid from actual pull-out until actual pull-in from the drivers manifest minus adjustments for wait times not indicated on intake requests. g. Insurance will be paid on a pass-through basis. h. Payment adjustments during inclement weather: On those days in which the County implements inclement weather procedures, actual payment will be based upon only those driver manifests actually operated in addition to any County authorized stand-by time for operators. Request for payment must be accompanied by driver manifests with actual times and miles noted by operators on manifests. 23.2. Contractor penalties may be assessed to the contractor’s bill for the subsequent month if the following occur. a. Missed Trips - Failure to meet scheduled trips shall result in a deduction from the monthly payment of $500.00 per day. b. Air-conditioning and/or heater malfunctioning - Failure to meet standards shall result in a deduction from the monthly payment of $100.00 per vehicle per shift. c. Failure to Pullout a Route On-Time - Failure to pullout a route by the time indicated on the manifest will result in a payment of $100.00 per incident. d. Failure to pass state inspections - Failure to meet the standards shall result in a deduction of $500.00 from the next available monthly payment. e. Failure of a charter trip to arrive at the designated destination within 15 minutes of the requested arrival time shall result in a deduction from the next available monthly payment of $100.00. f. Failure of an on-board mobile data terminal to function, except when caused by factors beyond the contractor’s control, shall result in a deduction from the next available monthly payment of $25.00 for each full day of inoperability. g. Failure to provide four strategic buses and drivers on standby shall result in a deduction from the monthly payment of $250.00 per bus and per occurrence. h. Each instance of a supervisor driving during their regular shift shall result in a deduction from the monthly payment of $250.00 per bus and per occurrence. In addition, the contractor will credit the monthly invoice for those charges associated with the platform hours and miles when a route serviced by the supervisor. i. Each instance of a dispatcher driving during their regular shift shall result in a deduction from the monthly payment of $400.00 per bus per day. j. Unauthorized modifications in the schedule may result in assessment of contractor penalties and could result in removal of the contractor's General Manager and/or termination of the contract for cause if not corrected. 23.3. The County shall cooperate with the contractor to explore any concerns regarding service and performance standards. Prior to assessing any contractor penalties as outlined in Section 21.1 of the RFP, the following procedure shall be followed: a. The County shall notify the contractor in writing of performance problems with respect to those service standards. b. The contractor will take immediate corrective action(s) upon receipt of the first notification with respect to any problems identified by the County. Within 10 days of notification, the contractor shall provide the County written statement acknowledging the corrective action taken or a response explaining why corrective action was not taken. The contractor shall be given a reasonable amount of time to take corrective actions with respect to the problem identified by the County. c. A second notification shall be sent to the contractor by the County indicating the County’s intent to monitor the service towards assessment of contractor penalties should described problems continue to persist. d. The contractor shall be notified within 48 hours after any assessment of contractor penalties. Data supporting the penalties shall be provided by the County for contractor’s review. 25 RFP2000003050 SPECIAL PROVISIONS e. In the event of a dispute over the assessment of contractor penalties, any amount of the monthly billing not in dispute shall be made according to the agreed upon payment terms. 24. CHANGES: 24.1. Fairfax County may, at any time, by written order, require changes in the services to be performed by the Contractor. If such changes cause an increase or decrease in the Contractors cost of, or time required for, performance of any services under this contract, an equitable adjustment shall be made and the contract shall be modified in writing accordingly. The County Purchasing Agent must approve all work that is beyond the scope of this Request for Proposal. 24.2. No services for which an additional cost or fee will be charged by the Contractor shall be furnished without the prior written authorization of the Fairfax County Purchasing Agent. 25. DELAYS AND SUSPENSIONS: 25.1. The County may direct the Contractor, in writing, to suspend, delay, or interrupt all or any part of the work of this contract for the period of time deemed appropriate for the convenience of the County. The County will extend the Contractor's time of completion by a period of time that in the discretion of the Purchasing Agent is reasonably suited for completion of work. The County may further amend the contract by mutual agreement for any increase in the cost of performance of the contract (excluding profit) resulting solely from the delay or suspension of the contract. No adjustment shall be made under this clause for any delay or interruption resulting from any other cause, including the fault or negligence of the Contractor. 25.2. If the County does not direct the Contractor, in writing, to suspend, delay, or interrupt the contract, the Contractor must give the County Purchasing Agent written notice if Fairfax County fails to provide data or services that are required for contract completion by the Contractor. The County may extend the Contractor's time of completion by a period of time that in the discretion of the Purchasing Agent is reasonably suited for completion of work. The County may further amend the contract by mutual agreement for any increase in the cost of performance of the contract (excluding profit) resulting solely from the delay or suspension of the contract. No adjustment shall be made under this clause for any delay or interruption resulting from any other cause, including the fault or negligence of the Contractor. 25.3. The Contractor shall continue its work on other phases of the project or contract, if in the sole discretion of the Purchasing Agent such work is not impacted by the County’s delay, suspension, or interruption. All changes to the work plan or project milestones shall be reflected in writing as a contract amendment. 26. ACCESS TO AND INSPECTION OF WORK: 26.1. The Fairfax County Purchasing Agent and using agencies will, at all times, have access to the work being performed under this contract wherever it may be in progress or preparation. 27. DATA SOURCES: 27.1. The County will provide the Contractor all available data possessed by the County that relates to this contract. However, the Contractor is responsible for all costs for acquiring other data or processing, analyzing or evaluating County data. 28. SAFEGUARDS OF INFORMATION: 28.1. Unless approved in writing by the County Purchasing Agent, the Contractor may not sell or give to any individual or organization any information, reports, or other materials given to, prepared or assembled by the Contractor under the final contract. 26 RFP2000003050 SPECIAL PROVISIONS 29. ORDER OF PRECEDENCE: 29.1. In the event of conflict, the Acceptance Agreement (provided at contract award) and the Special Provisions of this contract shall take precedence over the General Conditions and Instructions to Bidders, (Appendix A). 30. SUBCONTRACTING: 30.1. If one or more subcontractors are required, the contractor is encouraged to utilize small, minority- owned, and women-owned business enterprises. For assistance in finding subcontractors, contact the Virginia Department of Small Business and Supplier Diversity https://www.sbsd.virginia.gov; local chambers of commerce and other business organizations. 31. USE OF CONTRACT BY OTHER PUBLIC BODIES: 31.1. Reference Paragraph 72, General Conditions and Instructions to Bidders, Cooperative Purchasing. Offerors are advised that the resultant contract(s) may be extended, with the authorization of the Offeror, to other public bodies, or public agencies or institutions of the United States to permit their use of the contract at the same prices and/or discounts and terms of the resulting contract. If any other public body decides to use the final contract, the Contractor(s) must deal directly with that public body concerning the placement of orders, issuance of purchase orders, contractual disputes, invoicing and payment. The County of Fairfax acts only as the "Contracting Agent" for these public bodies. Failure to extend a contract to any public body will have no effect on consideration of your offer. 31.2. It is the Contractors responsibility to notify the public body(s) of the availability of the contract(s). 31.3. Other public bodies desiring to use this contract will need to make their own legal determinations as t