SLED Opportunity · CALIFORNIA · PUBLIC WORKS - ENGINEERING DIVISION
AI Summary
RFP for operation of fixed route bus, ADA paratransit, Senior Dial-A-Ride, and future transit services for the City of Thousand Oaks starting July 1, 2027. Early issuance allows time to secure facilities and vehicles.
Operate fixed route bus, seasonal bus, Americans with Disabilities Act (ADA) paratransit, and Senior Dial-A-Ride (DAR) services commencing on July 1, 2027, for the City of Thousand Oaks (City) and agencies under contract with the City for public transit services. In addition, operate any future additional public transit services such as but not limited to; micro-transit, general purpose Dial-A-Ride, or shuttle services that the City or agency under contract with the City may be entered into during the contract period.
This RFP/Q is being issued in advance of typical schedule to allow the selected Proposer sufficient time (approximately 12 months) to secure appropriate operations facilities, maintenance facilities, and to acquire all vehicles required under this RFP/Q. Vehicle requirements are imperative, and the selected Proposer will be expected to have all RFP/Q required vehicles available for operation no later than July 1, 2027, or be subject to financial penalties and/or liquidated damages.
The City of Thousand Oaks is in eastern Ventura County and consists of 56 square miles. The City's population is approximately 125,000. The City is a general law city operating under the Council/Manager form of government. The City Council is comprised of five elected members through district-based elections, with one member serving as Mayor on an annual basis.
The City of Thousand Oaks is the public agency responsible for public transit services in Thousand Oaks as well as transit services for other municipal and governmental agencies provided under contract. The Program is managed by the City's Public Works Department and supervised by the Deputy Public Works Director and/or Transit Program Administrator with day-to-day oversight by the Assistant Transit Planner (Program Manager). The current total transit service area is approximately 167 square miles, serving a population of almost 430,000. The contract for public transit operations services issued through this RFP/Q shall be conducted in accordance with the terms and conditions herein.
For FY 2024/2025 (ending June 30, 2025), City was billed for approximately 48,985 hours of total revenue service by the incumbent Contractor. Total payments to the incumbent Contractor for all services, support, and vehicle leases for the same period was approximately $5,163,000.
Billing for transit services covers the following service types and agencies. Except for Thousand Oaks fixed route services which is adding one additional (sixth) route in FY 2025/26, services and billing for contract service start date (July 1, 2027) are expected to be consistent with FY 2024/25 billing.
This RFP/Q is for the following agencies and services:
Note: For Cities of Moorpark, Westlake Village, and Agoura Hills, and County of Ventura, while Senior DAR and ADA vehicles are a shared resource, Proposer will be required to provide reporting that breaks down individual agency use of the shared resource.
Transit Services Operated by Thousand Oaks Transit | |||||
|
| Local - Dial-A-Ride | ECTA - Dial-A-Ride | ||
Service Area | Fixed Route | Senior (65+) | ADA | Senior (65+) | ADA |
Thousand Oaks | 6 + 1 Seasonal | X | X | X | X |
Moorpark | 2 | X | X | X | X |
County of Ventura | 1 | X | X | X | X |
Agoura Hills* |
| X (age 50) | Disabled |
|
|
Westlake Village* |
| X | Disabled | X | X |
Simi Valley |
|
|
| X | X |
* These agencies are in Los Angeles County and ADA services are provided by LA Access | |||||
The City’s Transit Program is administered by Public Works staff and is supported by staff with experience in transit operations, planning, and finance.
The size of the program belies a complex operation that is difficult to execute to meet the high operational standards expected and requires operators with a skilled and knowledgeable management team and workforce and a commitment to service excellence as well as a highly adaptable mindset.
Whenever possible, City endeavors to be cooperative and supportive of other regional and local transit operators and the selected Proposer will be expected to embrace this philosophy of cooperation and support in providing service to City under this RFP/Q. City also participates in regional mutual aid programs.
Annual CPI Adjustment
An annual CPI adjustment for all revenue hour rates in contract years two through four shall apply, at a fixed three percent annually, effective July 1. There will be no CPI adjustments for vehicle leases which shall be a fixed monthly payment for the duration of the vehicle's in-service period. CPI adjustment rates for two-year extensions shall be negotiated prior to contract extension.
Proposal Pricing
Proposers should consider the totality of the services requested when considering costs but propose based on the unique service costs for each individual service. Therefore, each service and vehicle lease type shall be quoted individually and should reflect that services’ or vehicle's unique cost considerations such as project specific overhead, deadhead, staff resources required, expected annual mileage, etc., and should also include a proportional share, based on anticipated billing hours, of general overhead expenses.
Proposals that propose a uniform rate for all services or vehicle leasing costs will be rejected as non-responsive.
| Event | Date | Location |
|---|---|---|
| Pre-Proposal Meeting #2 *(attendance required)* | 2026-02-25T18:00:00.000Z | City of Thousand Oaks Municipal Services Center (MSC): 1993 Rancho Conejo Blvd, Thousand Oaks, CA 91320 Conejo Conference Room |
Please see the attached Addendum #1. Please use the See What Changed link to view all the changes made by this addendum.
Please see attached Addendum #2 with attachment. Please use the See What Changed link to view all the changes made by this addendum.
Please see attached Addendum #3 with attachment. Please use the See What Changed link to view all the changes made by this addendum.
Please see the attached Addendum #4.
The scope of work outlined below is designed to accomplish the purpose of this RFP/Q, namely, to provide comprehensive public transit operations services.
The goals of this procurement process are to:
Ensure compliance with all local, state, and federal requirements for operation and reporting of public transit services.
Anticipate and flexibly accommodate future statutory and requested changes in the provision of public transit services.
Maintain a high level of customer service for the most reasonable and least possible cost.
Provide high quality customer outreach and education.
Utilize new technologies and/or methodologies to provide optimal experience for riders and improve working conditions for staff.
Minimize service disruptions through a smooth transition process.
City’s liaison and contract administrator will be Tyler Nestved, Assistant Transit Planner (Program Manager).
The City operates a public facility for transit-related services, Thousand Oaks Community Transportation Center (TOTC) located at 265 S. Rancho Road, Thousand Oaks. Incorporated in this building is a waiting room, public restrooms, vending machines, an information and ticket sales window and approximately 1,200 square feet of private, built out, general office space consisting of three private offices, conference room with storage, kitchen, bathroom, IT closet, janitorial closet, general office space. City provides all utilities and janitorial supplies, routine janitorial, security patrol, and maintenance services. Under the proposed new contract, this office space will be offered at no cost to the selected Proposer with specific conditions to be negotiated.
Additional transit operations are currently operated out of portable office trailer space of approximately 1,400 square feet owned by the current contracted operator and placed at City’s Municipal Service Center (MSC) located at 1993 Rancho Conejo Blvd., Thousand Oaks. City will not allow the existing trailer to remain on site at conclusion of current contract and Proposers may at their discretion propose for a new, previously unsold, replacement trailer (manufactured in 2025 or 2026 and up to 1,800 square feet and subject to City Planning guidelines for exterior appearance and color) at this same location or additional office space elsewhere in the city as determined by the Proposer. City currently leases the ground space to the current contracted operator at a nominal cost per month. Under the proposed new contract, this ground space will be offered at no cost to the selected Proposer with specific conditions to be negotiated.
Power draw from the MSC power grid will be limited to 160 amps. Proposer is responsible for providing internet services to the trailer. Water and wastewater services (including trailer connections) will be provided at no cost to the Proposer by City. Phone service of up to 8 lines is provided by City telecommunications network though the Proposer is free to implement their own stand-alone system if so desired.
Without exception, all transit operational services and staffing are to be based within the Thousand Oaks City Limits unless otherwise specified in this RFP/Q. City will consider, on a case-by-case basis, exceptions (for instance, a regional call center), if in the opinion of the City the exception enhances operations and/or reduces operational costs.
Additionally, services based in Los Angeles County under contracts maintained under this RFP/Q may necessitate consideration of a satellite office, dispatch, and vehicle storage space specific to these operations to reduce deadhead and “null” times, improve service productivity and on-time performance, and improve the customer experience. It will be up to the Proposer to determine if a satellite facility is needed.
Incumbent operator currently maintains, and repairs vehicles leased under this contract at its facilities located in the cities of Santa Paula and Van Nuys. Proposals that place vehicle maintenance activities within a 10-mile driving distance of the TOTC will be received more favorably. City will consider proposals that place maintenance activities more than 30 miles driven one way from the TOTC as unresponsive and will not be considered.
City-owned vehicle maintenance, transit vehicle fueling, and most transit vehicle storage is located at the MSC. Rolling stock owned by City of Moorpark is also maintained, fueled, and stored at this location. Fueling for CNG powered buses and vans is done via a slow-fill system designed to fuel between 10:00 p.m. and 6:00 a.m. There is no CNG fast-fill available on site, though it is available nearby on a limited basis. Gasoline and diesel fueling is done at the MSC. Alternate CNG fueling facilities are available for emergencies, and Proposers will be required to have an off-site gasoline and diesel fueling plan in place in the event of emergency with any fuel purchased reimbursed by City at cost.
Except for vehicle exterior and interior cleaning and minor maintenance such as tire changes and fluid top offs, vehicle maintenance by the Provider on the grounds of the MSC is strictly prohibited in order for City to maintain its stormwater permit (CAS00001) for its bus maintenance operations. The MSC also includes secure employee parking sufficient to accommodate Proposer’s staff conducting operations from this location.
Pursuant to National Transportation Database (NTD) direction current as of the date of this RFP/Q, City reports all service provided under contract as its own except for Moorpark fixed route service, County fixed route bus service (Kanan Shuttle), and Agoura Hills DAR services. It is noted that NTD reporting for our agency is particularly complex due to our position as both a buyer and seller of services to both NTD and non-NTD reporters and the awarded Proposer will be expected to provide a high volume of comprehensive transit data quickly and accurately that is customized for each service, to ensure completion of this annual report timely and without negative findings.
Local DAR and ADA services for the cities of Thousand Oaks, Moorpark, Westlake Village, Agoura Hills, and the County of Ventura unincorporated areas are performed using a dedicated fleet of vehicles. Intercity DAR and ADA services for ECTA are performed using a separate dedicated fleet of vehicles identified as ECTA and the local and ECTA fleets may not be co-mingled. At some point during the Contract period all vehicles performing DAR services may be merged into a single co-mingled group and be used interchangeably.
Any use of a vehicle other than its assigned service requires prior permission from the City’s Program Manager or designate and may require additional approvals. Services performed by vehicles not assigned to that service are not billable by Proposer unless use is approved in writing and all time, mileage, and fuel is accounted for separately in monthly reporting.
City expects during the full period of the contract to be awarded from this RFP/Q to fully transition its fixed route fleet to fully electric vehicles (EV). City further expects to partially transition ADA and DAR services to fully EV and from a substantially leased fleet to fully City-owned fleet. As of the time of the release of this RFP/Q, no specific timeline for these transitions is available but it is expected that at least four (4) EV fixed route buses will be on order and/or delivered by contract service start date (July 1, 2027). City currently has four (4) EV DAR vans on order with expected delivery in late calendar year 2025.
The current vehicle fleet supporting services consists of a combination of buses owned by the cities of Thousand Oaks and Moorpark, DAR vehicles owned by City, buses leased for Kanan Shuttle from the incumbent, DAR vehicles leased from the incumbent, and spare contingency vehicles owned by the incumbent. A complete list of vehicles including agency, ownership, mileage is included in this RFP/Q (see Attachment #C, Vehicle Inventory) and is current as of September 30, 2025. City currently leases a total of twenty (20) vehicles from the incumbent. Consistent with City’s Transit Asset Management (TAM) plan, none of these vehicles will be eligible to remain in service at the end of the current contract. Therefore, Proposer will be required to provide a fleet of brand new, previously unregistered vehicles for service.
Proposer will also be required to provide and maintain at its sole expense, two additional vehicles that are suitable for use on any service in an emergency. Vehicles owned by City and Moorpark may not be used for driver training purposes or check rides except when drivers are cadeting under supervision.
It should be assumed by Proposer that unless otherwise specifically stated, the service requirements and standards imposed for the provision of service for City of Thousand Oaks shall apply to all services provided to other agencies that contract with the City of Thousand Oaks including but not limited to; City of Moorpark, City of Westlake Village, City of Agoura Hills, County of Ventura, County of Los Angeles, and members of the East County Transit Alliance. When standards are in conflict, the higher standard shall apply. As of the release of this RFP/Q, City does not anticipate any new contracts for transit services with additional public agencies.
Prepare a Proposal that addresses all tasks as outlined below and approach to accomplishing the same.
Contractor Duties and Responsibilities – Transit Operations
Contactor shall perform the duties and accept the responsibilities set forth below in connection with the operation of City’s transit program and all services provided under contract by City to other public agencies. The omission of a duty or responsibility below shall not relieve Proposer of its obligation to perform such duty or accept such responsibility, so long as it is usual, customary and generally accepted within the public transportation industry as being an integral element of operating a fixed-route and demand response public transit service of any kind and character such as TOT.
Proposer shall assist and cooperate with City in meeting the objective of providing the highest quality transportation service in the most cost-effective manner. Proposer shall perform close liaison activities, coordination and cooperation with City, its agency partners, and its staff on matters related to operations, monitoring, reporting and service performance measurements. Proposer shall furnish all equipment and services required in the operation and management of the programs under the RFP/Q unless specifically identified or agreed upon in writing to be contributed by City or its contracting agencies. Except where explicitly noted in other sections of the RFP/Q, all transit operations and management activities will be conducted from locations provided by City, or at the discretion and sole choice of Proposer, within the Thousand Oaks City Limits at alternative locations.
Proposer will strive to hire and retain staff residing within a 30-mile radius of the TOTC to expedite reporting of drivers and office staff to deal with unexpected service needs. At least two members of the management and/or supervisory staff shall reside within a 15-mile radius of the TOTC to respond to emergency incidents.
1. Operations - General
All operations will be carried out in accordance with U.S. Department of Transportation (DOT) and Federal Transit Administration (FTA) regulations and Title VI non-discrimination laws. Proposer shall always operate all services in a safe, courteous, reliable manner as specified by City and in strict accordance with the operating days and hours, routes and schedules set forth in the current brochures or any revisions thereto in writing.
Services provided under contract to other agencies will be offered in accordance with the standards of the contract agency when such requirements are not in direct conflict with City Contract performance standards. Notwithstanding the above, Proposer is hereby authorized to deviate from established routes when necessary to avoid construction, detours, or other obstruction within the public right of way. Proposer shall notify City of such obstruction causing deviation as soon as is practicable.
Proposer shall provide management and supervision sufficient to oversee functions and employees and shall staff operations in a manner to ensure uninterrupted supervision during normal business hours, defined for purposes of this RFP/Q from 5:00 a.m. to 8:00 p.m. Monday - Friday and 8:00 a.m. to 5:00 p.m. Saturday. At no time when any service is in operation, shall there be less than two supervisory staff or managers on duty. At a minimum Proposer shall provide for the following positions and staffing levels but may at their discretion propose higher levels or provide justification for differing staffing levels:
2. Management
Proposer shall provide a minimum of five full-time management positions in any combination the Proposer feels best meets the requirements under this RFP/Q. The General Manager and at least one other management classification shall be salaried positions. Proposer may propose alternative staffing with justification so long as management staffing is not less than 5 full-time equivalents (FTE), with 1 FTE being defined as a person working a minimum of 2,080 hours per year:
It is City’s minimum expectation that one member of Proposer’s management team will be on duty at one of the transit operation locations between the hours of 7:00 a.m. – 7:00 p.m., Monday through Friday, and 8:00 a.m. – 5:00 p.m. on Saturday. Additionally, thirty minutes before to thirty minutes after all scheduled operating hours not included in the above, one member of the management team will be “on-call” and available to respond immediately to urgent matters by phone.
3. Supervision
Proposer shall provide the following minimum staffing levels for supervisory staff:
Note: Lead Mechanic does not count towards the minimum supervisor staff present on duty if Lead Mechanic is not present at one of the local operating facilities; TOTC, MSC, or Proposer's alternative local operations facility.
Proposer may elect to satisfy these requirements with either full-time or part-time staff at their discretion. It is City’s minimum expectation that one Road Supervisor shall be present at the MSC for the start of service day, at least thirty minutes before scheduled service start of earliest service (this requirement can be satisfied with substitution of a manager at the discretion of Proposer).
4. Operations Staffing
Proposer shall provide staffing levels necessary to meet all contract requirements. Proposers may suggest different staffing levels by providing clear justification for the recommendation. City reserves the right to reject any alternative staffing levels proposed and require at a minimum the staffing levels as follows:
5. Fixed Route Bus
City currently operates a five (5) route local bus system in Thousand Oaks and will add a sixth route effective January 2026. The City of Moorpark and County of Ventura each operate a single route with no anticipated changes planned during the contract period.
The Proposer shall strive to maintain a minimum ninety two (92) percent on-time stop departure rate for all fixed route services as calculated by City supplied AVL equipment and will notify City staff anytime during normal operations that service on any route is fifteen minutes or more behind schedule, stating reason for schedule deviation, and planned response to resume scheduled operations. City, at its sole discretion, may waive any part of this requirement for extraordinary circumstances.
Moorpark and Kanan bus services shall be operated in accordance with current operational standards. In any instance where operational standards conflict with TOT standards or whereby the TOT standard provides for a higher level of customer service or service delivery standard, the TOT standard shall apply to the operation of this service.
For purposes of the RFP/Q, On-Time Performance (OTP) is defined using a standard of -1/+5 minutes (0/+5 minutes for Moorpark) adherence to the publicly available scheduled departure times.
Bus OTP Standards (All Services) | Performance Standard (percent) |
Yard Pull Out | Not less than 98% |
First Stop Departure | Not less than 98% |
Oaks Mall/TOTC Departure | Not less than 92% |
On Route Timepoints | Not less than 90% |
6. Seasonal Bus (Summer Beach Bus)
Seasonal bus operations currently constitute a summer beach bus program of approximately 10 weeks in duration during the months of June, July, and August, Monday - Saturday (excluding July 4) will be supervised by Proposer who will be responsible for all aspects of service operation using City supplied bus(es). Specific operational guidelines vary from year to year including pick up and drop off locations, times, and destinations. Proposer will be expected to provide driver, back-up driver, and at least one supervisory or management staff person to oversee the program daily at pick up and drop off locations.
7. Local Senior DAR and ADA Service
DAR/ADA operations will be provided in a curb-to-curb manner. Proposer shall comply with Federal ADA paratransit service standards (49 CFR Part 37).
As service is provided using a combination of City-owned and leased vehicles, Proposer will provide different hourly revenue rates in their proposal that reflect the differing costs of service to the Proposer as City is responsible for all maintenance and repairs for City-owned vehicles.
The term “local” DAR/ADA services refer generally to services provided within the city limits of Thousand Oaks, Moorpark, Westlake Village, and select County of Ventura unincorporated areas. Thousand Oaks Transit provides “local” service to each of these agencies using shared resource vehicles and the service is reported to NTD as a “Thousand Oaks” service though each participating agency pays a proportional share of the expense. Service specific to the City of Thousand Oaks accounted for approximately seventy-five (75) percent of the total DAR/ADA services provided in FY 2024-25.
As of the date of the RFP/Q, City does not issue or require identification to use services. Residency is not required. Proof of age or ADA status is required at the time of first pickup using the service. The cost per ride is currently $4.00 each way and payable by cash or pre-paid trip ticket. City expects that by the date of the start of contract services (July 1, 2027), pre-paid rides will be available through the RideCo App which City utilizes for trip generation and scheduling. Other agency ride costs and requirements are as follows:
City of Westlake Village: requires no identification, no pre-registration and cost per ride is $4.00, payable by cash or pre-paid trip ticket.
City of Moorpark: requires pre-registration before using the service. Cost per ride is $2.00 and is payable by cash or pre-paid trip ticket.
City of Agoura Hills: requires no identification, no pre-registration and cost per ride is $1.50 for local rides, $3.00 for inter-city rides, payable by cash.
County of Ventura: requires no identification or pre-registration. Cost per ride is $4.00 and is payable by cash or pre-paid trip ticket.
For all agencies except Westlake Village and Agoura Hills, presentation of an ADA card issued by an approved agency is required to use local ADA services. Westlake Village accepts any documentation that demonstrates a disability including disabled vehicle plaques and Disabled Veteran ID cards. Agoura Hills requires no documentation demonstrating a disability. ADA services for Westlake Village and Agoura Hills are provided by LA ACCESS.
8. Customer Service
Proposer shall respond to telephone requests for DAR/ADA service (excludes intercity DAR/ADA) on a “real-time” demand response basis in accordance with City service standards discussed herein. The Proposer will also accept telephone requests for advanced reservations made up to fourteen (14) calendar days in advance.
As of the release of this RFP/Q, City is in development of an artificial intelligence (AI) policy as it relates to contractors. Until a policy is formally developed, City expects Proposer to use human centered customer service and will not accept the use of AI or chatbots for customer service, reservations, or complaint documentation and resolution.
City provides three types of reservations for local DAR and ECTA trips as follows:
Subscription and Advanced reservation-based trips shall be given scheduling priority over Same Day trips. Reservation priority shall comply with required FTA and ADA regulations which prioritize ADA trips ahead of Senior DAR trips. The Proposer shall also accept app based and web-based reservations via the RideCo app.
Proposer shall accept “subscription service” reservations for a period of not-less than 30 days and not more than 60 days and will pro-actively notify clients a minimum of seven days in advance of any subscription expiring to ensure no interruption in service. Subscription trips are limited to not more than forty (40) percent of available service capacity on any given day. Proposer shall notify City daily as needed when subscription rates exceed fifty (50) percent in any given hour.
Proposer shall ensure that all rides provided are only for authorized and qualified riders of the services and only to or from locations within approved services areas. Proposer shall be responsible for the correct collection and accurate reporting of required fares and shall credit agencies with the full value of fares based on ridership, not funds collected. For any short-pays, courtesy rides not required by law, driver mistakes, etc., Proposer shall make the agencies “whole” by providing full fare credit.
Proposer is authorized to have only as many vehicles in service at any given time as service demand requires. Driver “slack” time may not exceed two percent of billed revenue time for any service and may not include driver time blocks that exceed twenty-nine minutes even if inclusion is under the two percent threshold.
No ride will be performed more than fifteen minutes before the requested pick-up time.
For all categories of DAR trips (Subscription, Advanced, Same Day) Proposer will maintain minimum performance standard as noted in the table below:
Pickup Window Standard | Performance Standard (percent) |
On-Time | Not less than 92% |
Late 1-29 minutes outside pickup window | Not more than 2% |
Excessively Late 30+ minutes outside pickup window | Not more than 1% |
Arrival Window Standard | Performance Standard (percent) |
On-Time | Not less than 92% |
Late 1-29 minutes outside arrival window | Not more than 2% |
Excessively Late 30+ minutes outside arrival window | Not more than 1% |
Failure to meet these minimum standards shall constitute a contract violation and will subject Proposer to financial penalties.
9. Trip Denials
Trip denial rate shall not exceed one (1.0) percent for all ADA and Senior DAR trips in any given month. A denial rate more than that is a contract violation and may subject Proposer to financial penalties. Proposer must report on ADA and Senior DAR statistics individually. For purposes of this Contract, City uses FTA Circular 4710.1 to define trip denials as any trip requested that the Contractor does not provide within the required timeframe. For example, if a rider requests a roundtrip ride for 9:00 a.m. but the rider is denied any time option between 8:00 a.m. to 10:00 a.m., two trip denials have occurred.
10. Missed Trips
Missed trip rate shall not exceed 0.5 percent for all ADA and Senior DAR trips in any given month. Rates more than that are a contract violation and may subject Proposer to financial penalties. Proposer must report on ADA and Senior DAR statistics individually. For purposes of this Contract, City uses FTA Circular 4710.1 to define missed trip as rides that are requested, confirmed, and scheduled, that do not take place through no fault of the rider.
11. Demand Response Productivity
Proposer shall be required to provide a minimum productivity of 2.35 rides per revenue hour billed for year one of the contract. Productivity rates for all subsequent years of the contract shall be determined by City in May of each current contract year for the following contract year. City shall not set the productivity rate at more than a 0.25 increase in productivity over the current productivity rate, but the rate will not be set any lower than the previous year plus 0.05 increase in productivity.
Proposer is expected to use all resources and expertise needed to consistently achieve rates higher than standard while simultaneously meeting on-time performance standards. Proposer is expected to sacrifice productivity when necessary to achieve minimum on-time targets. City may at its sole discretion waive productivity requirements for extraordinary events. Failure to meet productivity requirements will result in a credit to City for all revenue hours billed monthly that do not meet productivity requirements.
Whenever possible, vehicles leased from Proposer shall be first in service and last out of service. At no time during the contract shall the average monthly miles per vehicle for City-owned vehicles exceed the average monthly miles for leased vehicles. Failure to meet this standard may be a contract violation and may subject Proposer to financial penalties. City may at its sole discretion waive this requirement for extraordinary events.
12. Senior DAR (Agoura Hills)
The City of Agoura Hills operates Senior DAR service in three modes. Their contract with the County of Los Angeles carries special requirements for City with respect to contract compliance, reporting and insurance that is unique to this service:
13. Intercity DAR (ECTA)
Service is operated Monday through Friday from 6:00 a.m. to 6:00 p.m. and Saturdays from 8:00 a.m. – 6:00 p.m. Fare is fixed at $8.00 per trip, regardless of distance and may be paid by cash or pre-paid trip tickets specific to this service.
Transfers to other intercity services are available (GO ACCESS and LA ACCESS) with Proposer coordinating the transfer on behalf of the rider (one call to book all rides). The service area consists of the city limits of the cities of Thousand Oaks (including the City of Westlake Village which is part of Thousand Oaks’ local service area), Simi Valley, and Moorpark and unincorporated areas of Ventura County immediately adjacent to these cities. The service also includes an “expanded” service area that includes the cities of Agoura Hills and Camarillo, campus of Cal State University Channel Islands, and select County of Ventura unincorporated areas adjacent to the Camarillo city limits (Somis and Santa Rosa Valley).
For these areas, residents in the member agencies can travel to and from these extended areas but reciprocal service is not available to residents of the extended service area.
As of the date of this RFP/Q, each participating agency (cities of Moorpark, Simi Valley, Thousand Oaks, and County of Ventura) requires users to be pre-registered.
Service is provided by advanced reservation only and must be made the day before, no later than 6:00 p.m. (some exceptions apply). Subscription reservations are permitted, not to exceed 40 percent of capacity. The service also permits outside agency bookings on behalf of clients, primarily adult daycare centers. In general, service performance standards are the same as local services, however more emphasis is placed on total trip duration and on-board times and excessive wait times. On time standards for this service are the same as ADA and Senior DAR.
Productivity requirements are 1.80 rides per billed revenue hour, 1.2 on Saturdays. Annual productivity targets will be set in May for the following contract year, consistent with the Senior DAR and ADA process.
14. Adjustment to Service – General
City reserves the right to adjust individual services at any time without any adjustment to the unit cost per revenue hour with the Proposer so long as it results in annual revenue hours remaining within twenty percent (20%) plus to twenty percent (20%) minus of the total anticipated annual revenue hours as set by Contract base year.
Modifications to service may include, but are not limited to, extending, deleting, or adding routes or parts of routes, adding or deleting service hours, expanding or decreasing service areas, and adding new like or deleting existing services. In the case of new service type additions, City and Proposer will open negotiations to establish hourly revenue rates and other costs associated with the new program.
In the event total annual revenue hours for any individual service in a contract year falls below seventy percent (70%) or exceed one hundred and thirty percent (130%) of the total annual revenue hours as estimated on May 30 of the current contract year, City may open negotiations for a revised unit cost per revenue hour with Proposer for the following contract year. Service(s) and service hours not performed by Contractor due to lack of staff or capacity will not count towards this calculation.
As of the time of the release of this RFP/Q, the regional Transportation Planning Authority, Ventura County Transportation Commission (VCTC), is considering options for a countywide, regional approach, to the operation and provision of ADA and Senior DAR services. Should City be compelled by VCTC or any local or state agency with the power to do so, to abandon local service operations, in favor of a regional program, City shall not be required to incur any additional expenses or charges by the Proposer for services discontinued, beyond those already outlined in this section.
Should regional DAR consolidation be executed during the term of this Contract, the City’s role as a regional operator of DAR services may be expanded to include additional services and service areas.
15. Special Events, Promotional, and Other Special Services
In addition to regular transit service operations, Proposer may be requested by City to provide special events, promotional, or other special transportation services that have been determined to be in the public interest and that comply with FTA regulations. Special events and other special services shall be billed at no more than the agreed revenue rate for the service the vehicle is typically assigned to. In the case of static displays and other requests that require non-revenue staff, City and Proposer shall negotiate the billing rate prior to the event. All billings for services shall be in writing and pre-approved by Transit Program Manager or designate prior to delivery of service.
Examples of special services that may be requested include:
16. Driver Hours
It is Proposer’s sole responsibility to ensure drivers do not exceed maximum driving times and that all breaks required by law are provided.
17. Fixed Route Service - Thousand Oaks
Proposer shall operate fixed-route service Monday through Friday, approximately 5:00 a.m. to 8:00 p.m., Saturday 8:00 a.m. to 8:00 p.m. or as noted in the most current Thousand Oaks Transit schedule and route map brochure. From time to time, City may elect to provide service for additional hours. Hours of operation are subject to change at City’s sole discretion. Though not anticipated as of the date of the release of this RFP/Q, provision for Sunday fixed route service may be added.
18. Fixed Route Service - Moorpark
Proposer shall operate fixed-route service Monday through Friday, approximately 6:00 a.m. to 7:00 p.m. or as noted in the most current Moorpark City Transit schedule and route map brochure. From time to time, Moorpark may elect to provide service for additional hours. Hours of operation are subject to change at Moorpark’s sole discretion. Though not anticipated as of the date of the release of this RFP/Q, provision for weekend fixed route service may be added.
19. Fixed Route Service – County of Ventura (Kanan Shuttle)
Proposer shall operate fixed route bus service Monday through Friday approximately 6:45 a.m. – 5:45 p.m. or as noted in the most current Kanan Shuttle brochure. From time to time, County of Ventura may elect to provide service for additional hours. Service hours vary when school is not in session. The service experiences significant capacity issues on Fridays when school is in session and Proposer will be required to supply additional "tripper buses" in the afternoon, as well as staff supervision at a minimum of two bus stop locations to ensure safe, timely boardings and balancing of passenger boardings at specific stops to ensure fair and equitable opportunities to board. Hours of operation are subject to change at County of Ventura’s sole discretion. Though not anticipated as of the date of the release of this RFP/Q, provision for weekend fixed route service or expanded weekday service hours may be added.
20. Local DAR and ADA (all agencies)
Proposer shall operate DAR and ADA service Monday through Friday, 5:00 a.m. to 8:00 p.m., Saturday and Sunday 7:00 a.m. to 8:00 p.m. or as noted in the most current TOT brochure. From time to time, City or local agencies may elect to provide service for additional or decreased hours. Hours of operation are subject to change at City’s sole discretion. City reserves the right to add at a future date, non-traditional DAR services such as General Public DAR.
21. Intercity DAR and ADA (ECTA)
Proposer shall operate Intercity ADA service Monday through Friday, 6:00 a.m. – 6:00 p.m. and 8:00 a.m. – 6:00 p.m. on Saturday or as noted in the most current ECTA brochure. From time to time, ECTA may elect to provide service for additional hours. Hours of operation are subject to change at ECTA’s sole discretion. It is anticipated as of the date of the release of this RFP/Q, provision for Sunday service may be in effect by contract service start date (July 1, 2027).
22. Holiday Hours
For all services provided, major holidays shall be defined as: New Year’s Day, Memorial Day, Independence Day, Labor Day, Thanksgiving Day, and Christmas Day, or as agreed to by City and Proposer. The current policy is to not provide service on major holidays. Should City elect to provide service on a major holiday, billing shall be permitted at 125 percent of normal revenue rate for each service performed. City may elect to operate reduced service hours on December 24 and December 31, and other holidays, at City's sole discretion.
23. Operations Personnel
The retention of a well-trained, motivated, and stable workforce is a highly desired component of City’s transit operations strategy. As part of Proposer’s response to the RFP/Q, Proposer shall clearly articulate specific employee retention strategies including base pay, training bonuses, shift differential pay, bi-lingual incentives, other cash incentives, awards, special events, contests, education reimbursement, healthcare benefits, vacation and sick leave accruals, and all other incentives designed to reward and retain quality staff.
Proposer shall furnish all operators, mechanics, porters and detailers, dispatchers, supervisors, administrative staff, and other personnel necessary for providing the transportation service in accordance with this Contract. Proposer shall make every effort to retain current employees in accordance with the applicable CA Labor Code 1070 and 1074.
Proposer shall have programs and policies in place to prevent the following persons from being employed to provision the services outlined in this RFP/Q: Persons convicted of any of the following crimes, or of an attempt or conspiracy to commit any of the following crimes, as defined in the California Penal Code, and such conviction indicates that the applicant may pose a danger to the public: murder, manslaughter, mayhem, kidnapping, robbery, assault with intent to commit a felony, assault, battery, rape, arson, burglary, possession of burglarious instruments or deadly weapons, or any crime for which the applicant is required to register as a sex offender pursuant to California Penal Code, Section 290.
Pursuant to Labor Code, Chapter 4.6, Section 1070 to Part 3 of Division 2, City shall grant preference to any Proposer who agrees to retain, for a period of at least ninety (90) days, the employees of the previous Contractor. Proposer shall declare, as part of its Proposal, whether its firm shall retain the employees of the prior Contractor for a period of at least ninety (90) days. Proposer shall ensure these transitioned employees will be utilized in similar positions and perform essentially same services as they did under the previous Contractor. "Employee" is defined as any person who works for a Contractor under the prior contract but does not include employees that are exempt from the payment of overtime compensation within the meaning of Subdivision (a) of Section 515 or any person who is not an employee as defined under Section 2(3) of the National Labor Relations Act (29 U.S.C. Sec. 152(3)). In accordance with Labor Code section 1070, et. seq, the following shall apply:
In accordance with the California Labor Code, the successful Contractor or subcontractor shall make a written offer of employment to each employee to be rehired. That offer shall state the time within which the employee must accept that offer, but in no case less than ten (10) days. An employee who has not been offered employment or who has been discharged in violation of this chapter, or his or her agent, may bring an action against the successor Contractor in any superior court having jurisdiction over the successor Contractor.
Proposer shall provide wages and salaries commensurate with the responsibilities of the positions offered, and in concert with labor rates of like transit operations in the region. In no case shall starting hourly wages offered for like positions be less than the wages paid by the incumbent service provider as of June 30, 2027. All hourly wages shall comply with local, state, and federal minimum wages. Training wages are permitted but must be disclosed in the Proposal.
As part of their Proposal, Proposers will be required to provide a wage table listing the minimum and maximum hourly wages for each hourly position described in this RFP/Q.
Benefit packages, which will be offered to each of the above employment classifications, shall be presented to City prior to Contract commencement and updated periodically as required.
City reserves the right to review the résumé of management personnel assigned to this Contract after the start of the Contract. City may, after consultation with the Proposer, accept or reject any management personnel proposed by the Proposer during the contract start-up period (between July 1, 2026 – June 30, 2027) and for any replacement during the term of the Contract when City deems it to be in the best interest of City. City may also, in consultation with Proposer, request the replacement of any supervisor or management staff who are not meeting contract expectations. Proposer shall not remove any management personnel without cause without consulting of City and may be subject to liquidated damages as described in Performance Measures.
At no time during the term of the Contract shall any management or supervisory personnel be responsible for any of the Proposer’s other transit operations nor shall any City provided resources and facilities be used in the operation of services not identified under this RFP/Q without the express written consent of City’s Public Works Director or their designate.
24. Management and Supervision
Proposer shall provide a full‑time General Manager who shall provide overall day-to-day supervision of the transit operations under the terms of this RFP/Q. General Manager may from time to time be required to attend City or other agency meetings and report on transportation services.
General Manager will be responsible for monitoring all aspects of the transportation systems operation including, but not limited to, ridership, quality of service, fare collection and accounting in accordance with established procedures, attitudes, motivation, and performance of all personnel. Methods of improving City’s transit operations and services will be sought out along with corrective action for any deficiencies and substandard performance.
General Manager shall act as a liaison working cooperatively with City staff in providing operational data as described in this document, responding to comments and concerns from City staff, passengers and the public and responding to specific requests for other assistance as the need arises. The person serving as General Manager, as provided by the Proposer, shall be approved of by City, and the approval shall not be unreasonably withheld. In addition, a responsible senior executive (Area Vice President or equivalent) of the Proposer will always be available, either by phone or in person, to make decisions or aid as necessary, as a back-up to the General Manager when the General Manager is unavailable.
At times when it is necessary for General Manager to be out of the office during regularly scheduled times, a manager on duty will be designated and at a minimum, either the Assistant General Manager or Operations Manager will be available by phone. City shall be notified of any absence of the General Manager which exceeds three or more days as soon as is practical.
Should the General Manager become unavailable due to retirement, long term absence, or removal by the Proposer for cause or if City requests a replacement for the General Manager, the résumé and qualifications of proposed replacement(s) shall be submitted to City for approval within ten (10) business days.
Proposer shall provide a full-time Assistant General Manager who shall provide day-to-day supervision of City’s transit operations as the back-up to the General Manager. The Assistant General Manager may, from time to time, be required to attend meetings and report on transportation services.
Proposer shall provide a full-time Operations Manager who shall provide overall day-to-day supervision of City’s transit over-the-road operations under the terms of this RFP/Q and will serve as the back-up to the General Manager and Assistant General Manager for other aspects of operations. The Operations Manager may, from time to time, be required to attend meetings and report on transportation services.
Proposer shall provide a full-time Training and Safety Manager who shall provide overall day-to-day supervision of City’s transit training and safety procedures under the terms of this RFP/Q. The Training and Safety Manager may, from time to time, be required to attend meetings and report on transportation services.
Proposer shall provide a full-time Customer Service Manager who shall provide overall day-to-day supervision of customer service staff, customer interaction, and engagement. Customer Service Manager will be responsible for maintaining customer concern and complaint logs as required by Contract and FTA.
F. Road Supervisor
Proposer shall provide Road Supervisors who shall provide day-to-day supervision of City’s transit over-the-road drivers under the terms of this RFP/Q and will serve as the back-up to the Training and Safety Manager for other aspects of operations. Road Supervisors shall not be used to perform revenue service except in emergencies.
Proposer shall provide a Dispatch Supervisor who shall provide day-to-day supervision of City’s transit dispatchers under the terms of this RFP/Q and will serve as the back-up to the Operations Manager for other aspects of operations.
Proposer shall provide a full‑time Supervising (Lead) Mechanic who shall lead maintenance activities for leased vehicles under the terms of this contract. An ASC Certified Mechanic is required for this position.
25. Employee Selection and Supervision
Proposer shall comply with all FTA and DOT requirements as they relate to screening and hiring of staff. Proposer shall comply with all State and Federal requirements related to non-discriminatory recruiting and hiring practices.
Proposer shall be responsible for the employment and supervision of all employees necessary to perform transit operations. Proposer’s responsibilities shall include, but are not limited to, recruitment, screening, selection, training, supervision, evaluations, retention and termination.
Proposer shall use appropriate screening and selection criteria for employing operations personnel.
Those checks shall include DMV and criminal background checks, pre-employment drug screening and physicals of all employees associated with this contract and shall undertake the steps necessary to ensure all such employees perform their duties in a safe, legal, courteous, and professional manner always.
Proposer will provide continuous supervision of transit services during revenue operations. Supervision will include monitoring of schedule adherence, on-street operation, on-route compliance, and on-board ride checks.
Proposer shall provide to City, upon execution of a contract, copies of their employee handbook and substance abuse policy as well as all training guides no later than December 31, 2026.
26. Bilingual Personnel
Consistent with City's Title VI plan for Public Transit Services, Proposer shall make every effort to recruit bilingual (Spanish, Mandarin, or Farsi) personnel for driver, dispatcher, and Customer Service Agent (CSA) positions including the use of pay differentials for bilingual staff. A minimum of twenty percent (20%) of drivers and CSA personnel and at least one management staff member shall be English/Spanish bilingual and English/Spanish bilingual personnel shall be available at the TOTC to receive telephone calls from the public and to provide translation for transportation system personnel and passengers.
During times when Bilingual staff are not available, Proposer must utilize a professional language translation service. App based translation services such as Google Translate are not sufficient to meet this requirement. No customer shall be turned away for service due to lack of English proficiency.
Staff employed as call takers, dispatchers, fixed route and DAR/ADA drivers shall be English language proficient with appropriate language skills and vocabulary to be able to effectively communicate detailed information in English to riders on routes, fares, operational rules and be able to clearly articulate stop calls (fixed route), communicate during emergency situations and communicate with other personnel over the radio in English.
Proposer shall strive to have on staff one CSA, dispatcher, supervisor, or manager bilingual in Common Chinese (Mandarin).
Proposer shall maintain services to support individuals with sight and hearing disabilities. Proposer will be required to provide, at its own expense, any equipment and services required under ADA to permit visually and hearing-impaired riders equal access to transit information and services.
Proposers are encouraged to reference City’s Title VI Plan and shall comply with the requirements. For specific requirements please see the City’s Title VI Plan at the following link: https://toaks.gov/titlevi.
27. Dispatchers and Customer Service Representative Training
Proposer shall develop, implement and maintain formal training and ongoing training programs, including the provision and payment for the required training. Proposer shall maintain a record of all training programs including periodic updates and employee attendance.
Dispatchers, CSAs, and any other personnel who may from time to time be assigned to telephone information lines shall be trained in public relations skills, proper telephone manners, accident and incident procedures, radio procedures, and shall have detailed knowledge of City’s transit services and those transit operations which link up to City’s local system (VCTC Intercity, Metro, Commuter Express). These individuals shall be knowledgeable of schedules, transfer points, fare, and operating policies.
Training for Dispatchers will consist of a minimum number of hours of classroom and supervised training before being allowed to dispatch without supervision. Dispatching personnel shall be trained in professional techniques, radio protocol, dealing with difficult people and in conflict resolution techniques. Proposer shall provide documentation in their Proposal of the number of hours and type of training each dispatcher receives to meet this requirement.
Training for CSAs will consist of a minimum number of classroom and supervised training before allowed to provide unsupervised customer support. Proposer shall provide documentation in their Proposal of the number of hours and type of training each CSA receives to meet this requirement.
Written documentation of all training, including new hires, recurrent, and retraining shall be maintained by the Proposer and furnished to City or its agents upon request. City may at its sole discretion require basic first aid and CPR and/or AED training for all drivers and all staff working at the TOTC.
The cost of wages during all training activities shall be the responsibility of the Proposer. Proposer may set a “training” wage for all positions, but wage may not be less than the current minimum wage in place for business in Ventura County employing more than twenty-five workers at one location.
28. Driver Training
Proposer shall develop, implement, and maintain a formal training and retraining program for all drivers. All driver training shall comply with applicable DOT and FTA minimum requirements.
The program must provide classroom instruction covering defensive driving, basic first aid, State and Federal rules and regulations, accident/incident procedures, radio procedures, wheelchair lift procedures, passenger relations, employee work rules, routes, schedules, sensitivity training, and City operating policies. Within this required training period, Proposer shall instruct drivers in disability awareness sensitivity training, which includes ADA regulations and procedures; sexual harassment training; passenger control/difficult passenger training; and defensive driving training. City reserves the right to review all training materials, and to monitor training sessions. Proposer shall provide annual refresher training for all staff and shall, at City’s direction, provide additional training as determined by City. Training must be completed before a driver can enter unsupervised revenue service.
Drivers shall receive behind-the-wheel training, under supervision. Such behind-the-wheel training may not occur while the vehicle is in revenue service. Additional hours of training may be required to familiarize operators with routes and with the service area.
Drivers shall be trained to operate all vehicle types operating in City’s transit service, including agency-owned and leased vehicles. Proposer shall be required to monitor and comply with all State regulations and requirements.
Drivers shall be certified as having completed training before operating any transit vehicle in revenue service unsupervised. All drivers must complete the Proposer’s formal training programs. The Proposer shall keep a current list of drivers and their certifications and provide this list to City upon request.
All drivers must also always have in their possession when operating a vehicle for City service, a valid Department of Motor Vehicles (DMV) Medical Examiner’s Certificate and valid DMV Training Card. Proposer shall be responsible for monitoring DMV records for drivers to ensure their continued qualification and suitability for fixed route transit and/or DAR/ADA vehicle operation. Proposer shall produce upon the request of City all such records. Drivers shall always display photo identification when in revenue operations.
Proposer shall review current DMV reports on all applicants for the position of vehicle driver and shall reject any applicant with any driving under the influence conviction in the prior ten years. Proposer shall join the DMV Pull Notice Program, whereby Proposer shall be notified of any activity on a driver’s driving record. Any driver exceeding the DMV point system or with a revoked or suspended license will not be allowed to operate a vehicle for the services described in this RFP/Q.
All drivers shall comply with the California Highway Patrol regulations and requirements of the Driver’s Log to be completed and signed. The form of all driver manifests will be approved in advance by City and manifests shall be filled out completely and legibly by each driver and available for inspection by City staff on request and for a period of not less than three years from the date of service. City may at its sole discretion decline to pay for services where billing is based on driver manifests that are incomplete, illegible, or include "copy and paste" information. Each driver manifest will be certified by both the dispatcher on duty at the time it was submitted and at least one manager. Manifests lacking the required approvals will not be accepted for billing purposes.
Proposer shall provide documentation in their Proposal of the number of hours and type of training each driver receives to meet this requirement.
29. Driver’s Requirements
Proposer shall ensure all drivers meet the following standards and are qualified to perform the intended services:
Drivers will, when requested by City, hand out notices to passengers and render assistance with City’s monitoring functions. Drivers will be required to honor and update special passes, collect tickets, and issue and collect transfers as determined by City. Drivers will record ridership counts by passenger category according to procedures approved by City and use electronic equipment supplied by City or Proposer including but not limited to GFI fareboxes, Umo readers, headway signs, and Syncromatics AVL/AVAS equipment. Drivers shall use this equipment, or any other devices that may be installed by City during contract term, for the operation of the fixed route bus service. As a backup, an accurate timepiece, furnished by Proposer, and set each day in accordance with the Proposer’s procedures, shall be used.
The following shall be minimum service requirements and driver responsibilities. Failure to carry out these responsibilities shall result in the driver or drivers being prohibited from driving any City owned or leased vehicle in revenue service, unless approved in writing by City.
Drivers shall:
30. Uniforms
Proposer shall develop a dress code subject to City approval and implement dress code effective on the first day of contract service operations. Such dress code will strive to achieve a professional look featuring, at a minimum, button down long and short sleeve dress shirt/blouse and slacks for all fixed route and DAR/ADA drivers and equivalent dress shirt or polo style shirt and slacks for all office and management/supervisory staff. Dress style shorts may be worn in lieu of dress slacks for DAR/ADA drivers only when forecast temperature exceeds 90 degrees during their scheduled revenue service period. A lightweight jacket or pullover V-neck sweater shall be provided for all drivers.
Clothing shall be custom fit for each staff member and in sufficient quantities to permit up to 6 consecutive workdays between washings. All uniforms will be maintained in good repair and shall be exchanged at least once every 18 months. The dress code shall include shoes that are of a “plain” style, all black oxford style shoe or black “business dress” style tennis shoe. Sandals, cleats, or open-toe shoes will not be permitted.
Drivers shall wear IDs that clearly display their name and picture when performing any duties associated with this contract. Uniforms shall clearly display (separately) both the name of the Proposer and name of the transit service.
City at its sole discretion may make exceptions to the uniform policy. However, at no time shall shirts, jackets, hats, sweaters, and other clothing displaying any logos or graphics that have not been specifically authorized in advance by the City, be worn by any staff in the employ of the Proposer while on duty, either on site or aboard revenue vehicles.
31. Removal of Staff
City may require the Proposer to immediately, pending investigation, remove any driver (or other hourly staff member) for any of, but not limited to, the following reasons:
32. Safety and Security
Proposer’s Safety and Security Program (SSP) shall conform to all DOT and FTA specifications and that of any state or federal agency with jurisdiction. City’s Risk Manager or designate shall be consulted on all changes to Proposer’s established safety and security procedures prior to implementation of any changes after Contract start date.
Proposer shall present an SPP manual for City staff review at least 60 days before start of first service (July 1, 2027).
Proposer shall develop, implement, and maintain a formal Accident Prevention Program (APP), including periodic safety meetings, participation in safety organizations, safety incentives offered by Proposer to drivers and other employees, and participation in risk management activities under the auspices of Proposer’s insurance carrier and City. Proposer shall comply with all applicable California Highway Patrol and OSHA requirements.
Proposer shall provide City with an overview of its APP at least 60 days before start of first service (July 1, 2027).
Proposer shall report all hazardous conditions (e.g., trees, signs, road conditions, etc.) to City and take necessary precautions to safeguard passengers, personnel, and equipment.
All staff will be required, regardless of position, to undergo comprehensive training on the proper use of radio communications equipment and demonstrate proficiency prior to using City supplied radio communications equipment. Failure to properly demonstrate correct usage will be grounds for the removal of drivers and dispatchers from providing revenue services. Proposer shall not permit drivers or any staff member under employment to bear weapons of any type on City property, facilities, or onboard vehicles while operating a vehicle under the terms of this Proposal.
33. Accident and Incident Reporting
Proposer shall develop, implement, and maintain formal procedures, approved by City, to respond to emergencies and routine concerns that from time to time occur while providing transit service. Such occurrences to be addressed include, but are not limited to: in-service vehicle failure, lift failure, passenger disturbances, law enforcement contact, passenger injuries or potential injuries, and vehicle accidents.
Proposer shall provide City with an overview of its program at least 60 days before start of first service (July 1, 2027).
Proposer will notify City’s Transit Program Manager and the Fleet Maintenance Supervisor of any accident involving a City-owned transit vehicle within 15 minutes of its occurrence. In case of injury accidents, notification shall occur as soon as practicable. A complete written report on any accident will be delivered to the Transit Program Manager or designate as soon as it is practical to do so, but not longer than twenty-four hours or four hours in the case of passenger injury. This standard applies regardless of day of week or time of day of accident or incident.
Proposer is requested to have vehicle operators, dispatchers, road supervisors, and CSA staff report public safety incidents observed by them to the dispatcher, General Manager or manager on duty, who in turn, shall refer all such incidents to the proper authorities. Such observed incidents shall include but are not limited to: Fires; criminal acts; suspicious circumstances; public right-of-way obstructions; natural disasters; signal outages or bulb out; collisions; and the like on all transit vehicles and at all transit locations. Beyond reporting such incidents, neither the Proposer nor any of its employees shall have any responsibility of any kind or character to act further with respect to them and Proposer shall make the safety of employed staff a priority in any developing situation that may indicate a likelihood of violence occurring.
34. Fares
Proposer shall ensure each patron pays the appropriate fare prior to providing transportation services. All cash fares are to be remitted in the exact amount due based on fare classification. Proposer will be required to sell all fare media as may be required by City or agencies contracting with City and provide a prompt and accurate accounting of all sales. Excluding sales of tickets and passes via fareboxes and electronic ticketing devices provided by City, Proposer shall be required to pre-purchase all fare media for sale to the public at the TOTC and shall be solely responsible for all loss due to theft or erroneous sales. Proposer will issue fare media for TOT bus services at the TOTC using City supplied equipment. Proposer shall put into place a robust security protocol which ensures each sale is identified by staff member and all cash, checks, and credit card payments are accounted for and properly credited monthly.
Proposer shall also issue fare media for VCTC using VCTC supplied fare media and equipment and shall conform to VCTC’s sales policies. Proposer shall be responsible for remitting payment directly to VCTC within 10 business days of the end of the month prior.
City, at its sole discretion, may require the sale of additional transit agency fare media. In such cases, necessary equipment shall be provided at no cost to the Proposer. Training on equipment to sell fare media is at the sole expense of the Proposer.
Proposer shall not issue any fare media that has not been specifically approved by City, nor shall the Proposer allow sales to be “on account” or to be paid over a period of time. Proposer is prohibited from selling fare media at other than face value and may not charge any additional fees to process transactions other than those specifically authorized in advance by City.
Proposer shall be required to accept cash, checks, debit, and credit cards at the TOTC for payment for all City-issued and VCTC-issued fare media. Transaction charges and fees shall be the responsibility of the Proposer. Checks are to be accepted for sales up to $50.00 in value and Proposer shall be responsible for all returned checks and costs associated with collections related to non-sufficient checks. Proposer shall make change for Beach Bus Riders paying cash fares.
At a future date as determined by City, Proposer shall also accept credit cards and/or debit cards for fare payment on board all fixed route buses and DAR/ADA vehicles and accept payments on-line, over the phone, or through other electronic devices. City shall be responsible for supplying necessary devices and services and will be responsible for any transaction costs for credit card sales on-board vehicles or purchases made online.
Proposer shall make change for cash purchases for fare media purchases at the TOTC but shall not be required to accept bills in denominations higher than $20.00 provided Proposer posts and makes known limits at the point of sales location. Proposer shall also maintain enough change at the TOTC to address routine transit rider and TOTC patron requests for change up to $20.00 for cash bus fares and vending machines. The Proposer may, at its sole expense, and under the direction of Facilities staff, install a “change” machine in the TOTC lobby to satisfy this requirement.
35. Fare Collection
City shall always make available to the Proposer a list of rates, indicating what type of fare is to be collected from each type of passenger. In the case of discount, prepaid, free or promotional fares, City shall also make available a list of what kind of identification, if any, must be presented by the passenger and verified by the vehicle operator to qualify for the fare. City shall also make available to Proposer any fare types for services provided under contract when such fares are different than those charged by TOT.
It will be the responsibility of the Proposer to ensure the correct identification has been presented by the passenger and verified by the vehicle operator prior to acceptance of the discount, prepaid, free or promotional fare media. In the absence of presentation and verification of the appropriate identification as indicated above, it will be the responsibility of the Proposer to collect the full adult fare, within the bounds of reasonable prevailing circumstances.
36. Scheduling and Dispatch Functions
Proposer shall schedule and dispatch in accordance with the provisions of the ADA. Proposer shall comply with all FTA regulations related to trip scheduling and will comply with Title VI, non-discrimination requirements in the delivery of all scheduling and dispatch functions. City supplied phone system at the TOTC has sufficient capacity for up to twenty (20) simultaneous in-coming and out-going calls. Separate phone numbers are provided for Bus Information and ADA/DAR reservation scheduling. Prior to July 1, 2027, City anticipates changing to a single phone number for all service inquiries and reservations.
ADA/DAR Reservation Calls: Proposer shall provide sufficient staff to answer a minimum of fifty (50) percent of phone calls without hold and ninety-five (95) percent of all calls, as measured monthly, on DAR/ADA reservation lines with no more than a sixty second (60) on-hold time including secondary holds. Average hold times for all calls placed on hold, as measured monthly, shall not exceed forty-five (45) seconds. No more than one (1) percent of calls shall be on hold for more than 120 seconds as measured monthly. Calls abandoned shall not exceed ten (10) percent. Violation of one or more of these standards shall constitute a Contract violation and subject Proposer to performance measure penalties.
Transit Information Calls: Proposer shall provide sufficient staff to answer a minimum of twenty-five percent of phone calls without hold and eighty percent (80%) of all calls, as measured monthly, on transit information line with no more than ninety second (90) on-hold time (including secondary holds). Average hold times for all calls placed on hold, as measured monthly, shall not exceed sixty (60) seconds. No more than three (3) percent of calls shall be on hold for more than 120 seconds as measured monthly. Calls abandoned shall not exceed ten (10) percent. Violation of one or more of these standards shall constitute a Contract violation and subject Proposer to performance measure penalties.
When phone lines are consolidated, going forward, the ADA/DAR standards shall apply to all calls.
Proposer shall be responsible for providing monthly call statistics reports to City staff for the prior month no later than 5 calendar days after the end of the month. City shall supply one paid training on use of the phone system reporting platform to be provided no later than June 30, 2027. Future training costs shall be the sole responsibility of the Proposer.
Proposer shall use a systematic method to schedule and transport passengers using transit vehicle scheduling software supplied by City (currently RideCo). Proposer shall train staff and periodically practice manual dispatching techniques in the event of a system failure or emergency which prevents staff from utilizing electronic systems.
Except for the RideCo software platform and support which City will pay for and for network and switching equipment, Proposer shall be responsible for providing all electronic equipment necessary to provide services under this RFP/Q including but not limited to desktop computers, laptop computers, monitors, uninterruptible power supplies, printers, scanners, copiers, antennas, and other peripheral devices unless explicitly stated in the RFP/Q or by written agreement with City’s Transit Program Manager that it will be provided by City.
Proposer shall make full use of the electronic systems provided and staff shall be trained in all functional aspects of the system including the entry of data and the mining of data to generate reports and statistical information. City staff will be trained on and have monitoring access to any electronic systems implemented by Proposer in furtherance of RFP/Q objectives. Training shall be provided as requested and without cost to City.
City shall provide all necessary telephone lines and equipment (currently Mitel) to provide phone service to customers including phone handsets and will provide for a minimum of 10 individual phones at the TOTC with sufficient capacity to accept up to 20 simultaneous inbound/outbound calls. Where technically feasible and at Proposer expense, City shall link the phone system installed at the TOTC to the Proposer’s other operational locations within City. City shall be solely responsible for all costs to maintain City phone system equipment, phone call recording equipment, security camera equipment, switches, internet routers and related equipment.
Proposer shall be responsible for any phone services required for Proposer’s sole use and shall maintain at Proposer’s expense at a minimum, two analog phone lines and one DSL business class line (or equivalent) at the TOTC to be used as a redundant back-up in event of a catastrophic failure of systems provided by City. Proposer shall provide proof, no later than July 15, 2027, of the installed required back-up data and communications lines.
For the MSC, the City’s phone system will support the trailer, office not to exceed 6 phones and 8 phone lines. Proposer shall be responsible for any internet needs at the MSC at their own expense.
Should Proposer wish to operate out of alternative locations, all costs associated with phone and internet services, including call-forwarding charges, shall be at the sole expense of the proposer.
Proposer shall utilize automated callbacks and on-line reservations using systems supplied by City. Proposer shall be responsible for all costs related to staff training to support this functionality.
Proposer shall maintain a dispatcher to monitor fixed route bus service on-time performance and to ensure drivers are properly logged onto installed equipment during all regularly scheduled operational hours including driver pre- and post-trip times. Dispatchers will conduct communications with bus drivers over City provided radios. Dispatchers shall immediately respond to requests for assistance or directions from bus drivers to resolve issues with routes and/or passengers. The dispatcher for fixed route and shuttle bus service shall not simultaneously dispatch DAR/ADA services except in cases of emergency or for short periods of time to cover scheduled breaks and lunch periods.
Proposer’s staff shall know, on a real-time basis, the schedule adherence of each bus route, the location of every fixed route and shuttle bus in operation in revenue service, and the location of all buses not in revenue service including those buses in repair or being used for training and testing purposes. Access to this data shall be made available to City staff on a real-time basis.
Proposer shall provide an adequate number of dispatchers to staff dispatching functions to ensure all services receive proper monitoring. Proposer shall also be responsible for maintaining radio control and contact with all vehicles in service and for maintaining the daily dispatch log.
Proposer shall propose to City a format for a dispatching log and provide it to City staff for review and approval not less than 60 days prior to service start (July 1, 2027).
Dispatch staff will be provided with tools and access necessary to allow for the independent resolution of issues including provision of service more than usual and customary, when supervisory and management personnel are not immediately available.
All calls involving dispatch and customer service staff at TOTC may be recorded for training and quality assurance purposes using City supplied technology.
Proposer and Proposer’s staff shall endeavor to place customer needs ahead of operational rules when such deviation from normal rules and procedures will provide a positive customer experience and such accommodation meet FTA standards for reasonableness. Such exceptions should have Proposer management approval prior to implementation.
Both dispatchers and CSAs shall coordinate the provisions of demand response services such that it will optimize the number of riders carried and minimize circuitous routing while maintaining on-time performance. CSAs shall advise riders to the best of their ability, approximate time of pick-up. Proposer shall take all possible actions not in direct conflict with RFP/Q requirements to avoid any undue delay in the pick-up and drop-off of riders.
At no time shall Proposer require a rider to remain on board a demand response vehicle longer than forty-five (45) minutes for local services or seventy-five (75) minutes for ECTA as determined by the scheduling software. Rides identified as exceeding these thresholds must be booked alternatively to avoid exceeding these targets. Specific to ADA rides, Proposer shall randomly sample twenty (20) ADA provided rides monthly and compare trip completion times to equivalent fixed route services (if existing). Service under ADA shall be performed at least ninety-five (95) percent of the time in less time than a comparable fixed route bus trip.
Proposer’s staff shall know, on a real-time basis, the location of every DAR/ADA and ECTA vehicle in operation in revenue service, the location of all vehicles not in revenue service including those vehicles in repair or being used for training and testing purposes. Access to this data shall be made available to City staff on a real-time basis.
37. System Promotions
City shall be responsible for general marketing and public relations activities relating to City’s transit programs and may on occasion request assistance from Proposer and Proposer’s staff with specific promotional events. Proposer shall distribute on-board notices, cooperate and participate in marketing, promotion, advertising, public relations, and public education programs and Programs undertaken by City from time to time.
Under no circumstances shall Proposer or its employees be permitted to distribute any unauthorized printed or other materials without prior written permission of the Transit Program Manager or designate. City will cooperate with Proposer on efforts to recruit qualified staff including the posting of job availabilities on transit vehicles and at transit facilities.
Proposer shall display required vehicle headway signage, in plain view, on all vehicles so equipped while in revenue service. Proposer shall be responsible for all necessary programming of headway signs using City supplied equipment. At all times, vehicles not in revenue service shall display “out of service” messages. This includes deadhead trips to the depot or first stop, for fueling, or for maintenance activities. Proposer shall designate a member of Management who shall be solely responsible for maintaining and updating headway sign messaging across the various platforms installed in City-owned and leased vehicles. A complete list of approved messages shall always be maintained and available to City on request. No messages may be displayed that have not been approved by City’s Program manager or designate in advance.
All requests from the press and the media are to be forwarded immediately to the City’s Transit Program Manager or Public Information Officer. Proposer’s staff shall not respond to press requests for interviews or comments on the record regarding any specific incident or transit operations in general.
City will provide Proposer, on a routine basis, informational items for posting in transit vehicles as well as required Title VI posting materials. Proposer shall ensure that all vehicles always have both required and timely posting materials displayed. In addition, all vehicles so equipped shall have their brochure displays stocked with enough to ensure all passengers can available themselves of a copy without having to ask a driver.
All postings shall be current or "evergreen" and posted in a professional manner. Title VI postings shall always be posted on all revenue vehicles. Postings are to be checked daily to ensure timeliness and appearance. Under no circumstances are items to be posted on buses using any type of tape that is visible to the rider or that leaves a permanent reside on bus surfaces.
Proposer’s staff shall copy City’s Transit Program Manager or designate on all replies to e-mail concerns or complaints and shall forward all inquiries beyond the scope of the Proposer’s operational duties to the Transit Program Manager or designate for a response.
38. Community Outreach
Proposers shall provide detailed information, and their proposal shall be evaluated on a comprehensive approach to providing an innovative, high quality, and effective public outreach and community relations programs. Evaluation will consider Proposer's approach to the following:
39. System Reporting Requirements
Proposer will provide City with “substantiated” information to contribute to schedule revisions and to short- and long-range planning and will collect data and perform miscellaneous surveys to be used in assimilating information needed to successfully monitor the service and clients and to respond to all reporting requirements.
Proposer shall continually monitor City’s transit operations, facilities, and equipment, and shall advise City and make recommendations upon observed deficiencies or needed improvements. City shall retain all authority to act on such recommendations.
Proposer, at City’s direction, may be required to supply information to City hired consultants engaged in transit-related planning and promotional activities.
40. Service Interruptions
In the event of a service interruption of any kind, Proposer shall ensure appropriate action is taken to mitigate the situation as quickly as possible. It is at Proposer's discretion how to mitigate events with generally accepted transit norms.
Proposer will inform City regarding any route problems, delays, detours, or vehicle breakdowns. Incident/accidents that cause a major service interruption, severe injuries, or that result in media attention must be reported to City immediately. For all service interruptions or detours, when normal routing or service is resumed, Proposer’s staff shall report said resumption to City staff.
41. Operations During an Emergency
No later than April 30, 2027, Proposer shall provide for City’s review and approval an Emergency Operations Plan (EOP) to maintain services in the event of a significant emergency or due to the unavailability of the TOTC, MSC, or Contractor's other facilities that support the operation of required services. Such plans shall be updated at least twice annually (no later than December 31 and June 30) and will always include a current list of emergency contact numbers. All operations staff shall be familiar with the EOP, and it shall be readily available to staff to access in the event of an emergency.
Proposer's staff shall effectively and pro-actively participate in the City's adopted Public Transit Agency Safety Plan (PTASP) and well as the regional mutual assistance program (TRANSMAC) by providing necessary staff and resources to attend meetings and trainings as may be required by City. Such participation will be at the cost of the Proposer for staff time and supplies. This includes participation of front-line employees as required by the PTASP, defined as non-supervisory, hourly drivers, mechanics, and customer service staff.
Proposer may, from time to time, be required to participate in City sponsored emergency training exercises at Proposer's expense for staff time, and City may require management and supervisory staff to be trained in basic Standardized Emergency management (SEMS) and National Emergency Management (NEMS) protocols to support Emergency Operations Center (EOC) during emergencies. Additionally, in the event of an emergency or natural disaster, management personnel may be required to report to City’s designated EOC to provide support for City’s transportation needs and efforts.
TOTC is a designated emergency staging location and back-up EOC and may be used by police, fire, and other emergency personnel and City staff in the event of emergency or natural disaster. During these periods, Proposer’s staff will cooperate with and comply with instructions given by City staff or senior emergency personnel that can be reasonably accommodated while maintaining Proposer’s responsibilities under this RFP/Q.
In the event of an emergency, Proposer shall deploy vehicles in a manner described by City or other authorized authorities. Emergency service does not constitute an expansion of service. City shall be obligated to compensate Proposer for emergency service costs that significantly exceed the normal expense of operating the transit service during such periods of a declared emergency. Proposer shall make every reasonable effort to house staff and provide necessary support for their needs during a protracted emergency.
TOTC is equipped with a back-up power source. It shall be the Proposer’s responsibility to supply battery back-up power for all Proposer-owned or supplied equipment to ensure continued operations during power switchovers or in the event the emergency generator fails.
In the event of an emergency, prior to the discontinuation of any service mode, City’s Transit Program Manager or Public Works Director shall be contacted before any suspension of service takes place.
42. Extra Services
Proposer may be requested to perform extra services on an as-needed basis as authorized in writing by City. Such requests, whenever possible, will be requested in advance of need to provide Proposer with sufficient time to source the necessary staff and resources.
Any work or activities that are in addition to, or otherwise outside of, the services to be performed under this RFP/Q shall only be performed pursuant to a written agreement and only when inclusion is not considered to be a Cardinal Change to the Contract. A Cardinal Change is a change which is “outside the scope” of the Agreement; in other words, work which should not be regarded as having been fairly and reasonably within the contemplation of the parties when an agreement was entered into.
Proposer shall not perform, nor be compensated for any change, without written authorization from City as set forth herein. In the event such a change authorization is not issued and signed by City, Proposer shall not provide such change.
43. Financial and Operational Records
Proposer shall establish and maintain, within a separate account, all program revenues and expenditure data and any other relevant financial and operational records or documents including a separate breakdown of all expenses and reporting for services provided under contract to other agencies.
Proposer shall submit invoices to City within ten business days or fifteen calendar days, whichever is earlier, after the end of the month for services rendered during the reporting period. Separate invoices shall be provided for all services and other special services as may be requested by City or contracting agencies. Invoices shall be prepared in such a form and supported by such documentation as may be required by City or its contracting agencies to establish that the amounts are allowable.
Payment to Proposer shall be made within 30 days after receipt of a correct and acceptable invoice and supporting data. City may, at its discretion, make partial payments while withholding payment for other services with outstanding or questionable support or invoices. All invoices shall be addressed as follows:
City of Thousand Oaks
Finance Department - Accounts Payable
2100 E. Thousand Oaks Blvd.
Thousand Oaks, CA 91362
All invoices, supporting documents, and other financial records relevant to this contract shall be subject to inspection and audit by representatives of City, VCTC, DOT, FTA, and other local, state and federal agencies as may be required to comply with regulations and requirements.
City relies substantially on the use of Transportation Development Act (TDA) funds and other state and federal grants for operational expenses. Each granting agency has unique reporting requirements for expenditures, and such reporting requirements shall be binding on the Proposer even if reporting requirements exceed those required by RFP/Q or Contract. Agencies contracting services with City may have unique reporting and supporting document requirements. Proposer shall make every reasonable effort to comply with requests for information and supporting documentation in specific formats when requested by City on behalf of a contracting agency.
If at any time during the term of the contract, or for three years after its expiration or termination, authorized representatives of City conduct an audit of the Proposer regarding the services provided under the contract, and if such audit finds that City’s dollar liability for such services is less than payments made by City to Proposer, Proposer agrees that the difference shall be either: 1) repaid by Proposer to City by check payment, or 2) at City option, credit against any future payments hereunder to the Proposer. If such an audit finds that City’s dollar liability for services provided is greater than payments made by City to the Proposer, the difference shall be paid to the Proposer by City.
44. Operational Reports
Due to the complex nature of the operations under the TOT umbrella of services, reporting is extensive and unique to individual services. Each agency that contracts with City has unique reporting requirements which must be met.
City will work with the selected proposer on specific reporting requirements prior to start of service. City is committed to working with Proposer to find the most efficient and accurate means of reporting data for reporting requirements. Reporting will include essential items necessary for local, state and federal reporting requirements and others as needed. Specific reporting requirements including methods, timing, and other details will be negotiated prior to contract execution. Reporting requirements will be similar for all services and reported by service and/or collectively as required.
Additionally, the Proposer will be required to track and report on trips from all parts of City service area to ADA paratransit eligibility assessment interviews.
45. Service Complaints and Concerns
In compliance with FTA triennial audit requirements, a summary of all complaints concerning any aspect of the services shall be maintained and provided to City. Such complaints shall be individually listed by date and subject matter and be submitted in a uniform format. City utilizes Transtrack for complaints and concern tracking and Proposer’s staff will be required to use this system. Initial training will be provided for management and supervisory staff at City expense, no later than June 30, 2027. Additional training needs will be at Proposer’s expense.
46. Incident Reporting
Proposer's staff, as assigned and trained, will use City's reporting incident management tool, Velocity, to comply with this requirement. Initial training for assigned staff will be provided by City at City's expense and will be completed no later than June 30, 2027. Additional training needs will be at Proposer’s expense.
47. NTD and Other State and Federal Reporting
Proposer will be responsible for providing City with all information necessary and available to Proposer to ensure completion of annual NTD filing and to comply with information requests related to any state or federal audit including FTA triennial audits.
48. Vehicle Maintenance and Collision Records for Vehicles
Proposer shall maintain all Proposer owned vehicles’ maintenance records required under the laws of the State of California or as may be required by DOT or FTA. Such records include but are not limited to the following:
Proposer shall maintain an individual file for each vehicle used in the revenue operations under contract to the City. In addition to the items above, this file shall include, but not be limited to, the following information by date of action:
City reserves the right to inspect any leased or Proposer owned vehicle that had previously been involved in a traffic collision, before that vehicle is placed back in service following repairs.
For all vehicles, a Driver Vehicle Inspection (DVI) will be completed at the start of every shift and for start of day shifts, turned in immediately for inspection prior to the start of revenue service. For City and Moorpark owned vehicles, DVI copies will be presented daily to the Fleet Maintenance Crew Leader or their designate, no later than 8:00 a.m. Monday through Friday and by 6:00 a.m. the following Monday for vehicles operated on Saturday or Sunday. DVI shall meet criteria set by CVC 34505.5 (Periodic Inspection by Motor Carrier). Proposer’s inspection forms shall have fields to meet the minimum requirements of CVC 34505.5.
The following vehicle defects are mandatory vehicle “downed” requirements:
No vehicle tagged by City Fleet staff as “Out of Service” is to be operated by any member of the Proposer's staff at any time.
All leased or Proposer owned vehicles shall be appropriately registered with the State of California and have California license plates. Proposer is solely responsible for ensuring registration is current on all leased and Proposer owned vehicles. Vehicles that are not currently registered will not be allowed in revenue service and liquidated damages may apply.
49. Leased DAR/ADA Vehicle Requirements
At any time during the contract period, City may elect to add additional leased vehicles. Rate for additional leased vehicles shall be negotiated except that any Class D, Class A or Class B vehicles added to leased vehicle fleet prior to Contract service start date (July 1, 2027) shall be at the same rate quoted in Proposal. City at its sole discretion may request substitution of comparable Class A vehicles in lieu of Class D vehicles at the same monthly lease rate quoted for Class A vehicles.
Additionally, City may require, at its sole discretion and at a mutually agreed lease rate, that Proposer supply additional Class B, Class C, and low floor Class E or F vehicles at any time during the base contract period. All lease rates shall be based on a four-year amortization schedule. All vehicles added shall fully comply with FTA and DOT requirements.
City may at its sole discretion, and without notice, require Proposer to remove any leased vehicle from service if in the opinion of City the vehicle is not required to meet service demands. City staff will meet and confer with Proposer’s management staff prior to making such requests but decisions of City shall be deemed final, and City shall have no obligation for further lease payments provided vehicle has been in revenue services for a minimum of twelve (12) months.
All vehicles shall be constructed in a manner sufficient to provide reliable and mechanically sound operation in the context of daily public transportation service and meet all applicable state and federal regulations for use in demand response service. All vehicles will be equipped with City specified graphics, supplied at Proposer’s expense. All vehicles will be equipped with MORryde (or City acceptable equivalent) ride softening suspension equipment, back-up sensors and back-up camera, rearview mirror with back-up camera display, Drivecam brand (or equivalent) incident recording equipment, and a minimum of four cameras, digital video recording system with audio capable of providing playback of a minimum of the 200 most recent hours of recording.
All vehicles will be equipped with City supplied tablets and ancillary equipment that shall have been removed from incumbent’s leased vehicles at Contract termination. City will endeavor to supply as many spare tablets and ancillary equipment as can be made available to assist in a timely transition of equipment to the new vehicles. However, the Proposer shall be responsible at its own expense for ensuring a minimum of seven of the ten required vehicles are operational day one of contract and all ten vehicles are operational within three days of contract start date.
City, at its sole discretion and expense, may require the installation of headway signs, digital radios, GPS, or other electronic and safety or security equipment into or on leased vehicles. City shall retain ownership of such equipment for the duration of the vehicle’s in-service life. City-owned equipment installed in leased vehicles shall be professionally installed at Proposer's expense and removed, at Proposer’s expense, and returned to City when vehicle is retired from service.
50. ECTA
Except as specifically noted, all requirements in Section 49(A) shall apply here.
Proposer shall provide for local ECTA service, six (6) Class A paratransit vehicles that can transport eight passengers or four passengers and three wheelchairs that are Buy America compliant and fully comply with all applicable FTA and DOT requirements. All vehicles shall be wheelchair accessible for the operation of ECTA service and be capable of transporting a minimum of three wheelchairs.
As per section 49, additional vehicles may be added under the same terms described.
51. Kanan Shuttle
Except as specifically noted as different in this section, all requirements in Section 49(A) shall apply here.
At the direction of City, subject to approval by County of Ventura, Proposer shall provide for Kanan Shuttle service, two (2) 35 foot medium duty buses capable of transporting a minimum of 34 seated passengers or 30 passengers with two wheelchairs, 46 passengers total (including standees), and one (1) Class E or F cutaway bus that can transport a minimum of twenty-eight passengers or twenty-four passengers and two wheelchairs (no standees) that are Buy America compliant and fully complies with all applicable FTA and DOT requirements. All vehicles shall be wheelchair accessible for the operation of the Kanan Shuttle service. All vehicles shall be factory new, model year 2025, 2026, or 2027 and be available for service at contract start date and shall be California Air Resources Board (CARB) certified for operation in California.
As per section 49(A), additional vehicles may be added under the same terms described.
All vehicles will be equipped with MORryde (or City acceptable equivalent) ride softening suspension equipment, back-up sensors and back-up camera, rearview mirror with back-up camera display, Drivecam brand (or equivalent) incident recording equipment, and a minimum of eight (8) cameras (including two exterior cameras), digital video recording system with audio capable of providing playback of a minimum 200 hours of recording.
Vehicles shall be equipped with all equipment necessary to satisfy ADA requirements for fixed route service and shall include at a minimum, headway signs (front, side, and rear), digital radios that match City radio system requirements, two or three position bike rack, pull cords and/or stop request buttons, stop request notification signs and driver alerts, internal and external speakers, and proper signage as may be required.
Additionally, Kanan Shuttle buses are equipped with various fareboxes, AVL, AVAS, APC, and other equipment supplied which must be transferred from the incumbent’s vehicles to the Proposers vehicles. Proposer shall be responsible for all costs and coordination to ensure the timely transfer of equipment in a workmanlike manner.
No vehicle placed in service on Kanan Shuttle shall remain in service for more than 60 months or 200,000 miles, whichever comes first and shall be replaced with a like, current model year, factory new replacement or other vehicle agreeable to the County of Ventura.
Vehicles shall be at a minimum, CNG powered. Proposer may propose fully electric or clean burning diesel/hybrid buses for this service. Proposals that include fully electric or clean burning diesel/hybrid vehicles will be more favorably received by the City.
52. Back-up Vehicles
During normal business hours as described in this RFP/Q:
Proposer shall always have a minimum of two (2) vehicles available as a backup in the event of an in-service vehicle failure or service interruption. Proposer shall dispatch a backup vehicle into service within 30 minutes unless service demand is such, the vehicle is not required. The use of a leased vehicle or City-owned vehicle for the purposes of satisfying this requirement is at the discretion of the Proposer.
Proposer shall always have a minimum of one (1) vehicle available as a backup in the event of an in-service vehicle failure or service interruption. Proposer shall dispatch a backup vehicle into service within 30 minutes unless service demand is such, the vehicle is not required.
Proposer shall always maintain and have available at the TOTC one (1) TOT Bus and one (1) Moorpark City Transit bus pre-tripped and available for immediate roll out during times back-up driver is on duty. In the event a back-up bus is dispatched, Proposer will plan as soon as practical, to have another bus relocated from the MSC to the TOTC in the event of an additional bus failure.
Proposer shall always maintain and have available, at the TOTC, one (1) Kanan Shuttle Bus pre-tripped and available for immediate rollout during the times that the back-up driver is on duty.
53. Support Vehicles
Proposer shall supply at Contract service start date (July 1, 2027) support vehicles in sufficient quantity to support all contract requirements and for use by Proposer’s staff in support of transit operations including for the rotation of drivers, delivery of vehicles for maintenance, transportation of fare boxes to City Hall, and other training and support activities. Proposer may utilize available parking at the TOTC and MSC. Vehicles supplied shall be factory new (or approved City substitution), model year 2026 or 2027 and shall be all electric, plug-in hybrid, or CNG. City will provide a minimum of two charging stations at its expense for charging electric or plug-in hybrid vehicles at MSC. Public charging stations are available at TOTC.
Operation, maintenance, and fueling of support vehicles shall be at Proposer’s sole expense (excluding electric charging using City supplied equipment). Vehicles shall be maintained to the same mechanical and appearance standards as required for leased DAR vehicles and will be appropriately signed to identify the vehicles as being owned by Proposer. At no time will support vehicles be used for revenue service. Vehicles may have graphics identifying the Proposer’s agency but may not have graphics identifying or implying it is a revenue vehicle or City-owned vehicle.
54. Emergency/Contingency Vehicles
Proposer shall provide at its own expense two emergency back-up vehicles equipped and maintained to the leased vehicle standards to be able to respond to emergency in-service situations where City and agency-owned or leased vehicles are not available or insufficient to meet demand. Vehicles shall be equipped to be able to provide either fixed route or ADA/DAR services. City has no specific requirements or maximum age or mileage standards and will work with selected Proposer on identifying acceptable vehicles to comply with this requirement including incumbent vehicles that may be transferred for this purpose.
Vehicles must be equipped to provide fixed route service and therefore must include relevant equipment as required to meet ADA regulations. However, VCTC supplied equipment including electronic farebox and APC shall not be required. However, when in any service, accurate and detailed ridership data will be kept. Secure fare collection requirements apply.
55. City and Moorpark Owned Vehicle Maintenance
City shall be solely responsible for routine repairs and maintenance to City and Moorpark owned vehicles unless otherwise specified in this RFP/Q.
Proposer shall pay for any repairs arising from Proposer negligence or abuse of City and Moorpark owned vehicles and shall be responsible for all repairs required because of collision or accident regardless of fault. City shall determine what repairs are due to negligence and abuse. Proposer and Proposer’s staff shall immediately report all body damage to City or Moorpark owned vehicles regardless of the nature of the damage. All drivers shall be required by Proposer to report all damage on the DVI forms. Failure to timely and accurately report physical damage to vehicles is a contract violation and may result in financial penalties to the Proposer or permanent removal of driver from service.
Any vehicle which sustains damage or experiences failure impairing safe mechanical operation shall be removed from service immediately and shall not be placed in revenue service until restored to safe operating condition. At no time will a vehicle with a known mechanical defect or faulty lift or ramp be placed in revenue service. Any vehicle with a faulty lift or ramp occurring in revenue service shall be immediately removed from service until repaired.
Proposer shall be responsible for arranging annual terminal inspections by the California Highway Patrol (CHP) and shall also maintain a satisfactory CHP rating throughout the life of this contract. Copies of all CHP inspection documents shall be promptly transmitted to City within three (3) working days of such inspection.
For all accident repairs performed by City staff, Proposer shall be billed at City’s normal and customary rates for fleet labor time, for all parts at cost plus overhead mark-up, and all sub-let work at cost plus overhead mark-up. City, at its sole discretion, may elect to allow the Proposer to perform certain repair work. When so allowed, Proposer shall be solely responsible for timely completion of work in a professional manner. City reserves the right to inspect and reject any work not performed by City staff.
All accident repair work performed by City staff shall be invoiced to the Proposer monthly and shall be paid by the Proposer in the form of a cash payment by check on a net 30 basis.
56. DAR/ADA and ECTA Vehicle Inspection, Servicing, and Cleaning (Agency Owned and Leased)
Proposer will require each driver to inspect each vehicle with regards to safety, function, and appearance of the vehicle prior to the placement in revenue service.
A daily pre-trip inspection form shall be completed and submitted for all vehicles prior to the start of service. The checklist will be utilized and kept on file for City and CHP review. This checklist requirement may incorporate, or supplement CHP required driver’s pre-trip safety inspections.
For purpose of this RFP/Q, daily servicing will include, but not be limited to, fueling; engine oil, and coolant check/add; wheelchair ramp/lift check; brake check; light and flasher check; interior sweeping and dusting; graffiti removal, brochure inventory, exterior and interior visual inspection; and driver’s report of vehicle safety, reliability, or performance defects, including climate control mechanisms.
Proposer shall immediately repair or replace, prior to placement in revenue service, any leased vehicle possessing safety or operational problems. City’s Fleet staff shall be notified of any City-owned DAR vehicle requiring repair as soon as it is known to the Proposer and Proposer shall deliver to the MSC as soon as practical, any City-owned DAR vehicle requiring repairs.
All DAR vehicles (leased and owned), at Proposer’s sole expense, shall have an interior detail weekly and shall be placed through City’s bus wash each time it is fueled at the MSC. All Class A and Class D vehicles shall receive a hand wash a minimum of once weekly by Proposer’s staff. At least once every 60 days or as deemed necessary by City, all DAR vehicles will receive a full exterior detail including wheels and tires that will consist of hand wash and wax and repair of exterior defects to trim and molding. All exterior decals and vehicle identifications shall be maintained in new condition and replaced as required at Proposer’s expense.
57. Bus Vehicle Inspection, Servicing, and Cleaning (Agency Owned and Leased)
Proposer shall always maintain City and Moorpark owned and leased buses in a clean and neat condition. Proposer will require each driver to inspect each vehicle regarding safety, function, and appearance of the vehicle prior to the placement in revenue service.
A daily pre-trip inspection form shall be completed and submitted for all vehicles prior to the start of service. The checklist will be utilized and kept on file for City and California Highway Patrol review.
This checklist requirement may incorporate, or supplement CHP required driver’s pre-trip safety inspections. DVI shall meet criteria set by CVC 34505.5 (Periodic Inspection by Motor Carrier). Proposer’s inspection forms shall have fields to meet the minimum requirements of CVC 34505.5.
For purpose of this Contract, daily servicing will include, but not be limited to, fueling; engine oil, and coolant check/add; wheelchair ramp/lift check; brake check; light and flasher check; interior sweeping and dusting; graffiti removal, brochure inventory, exterior and interior visual inspection; and driver’s report of vehicle safety, reliability, or performance defects, including climate control mechanisms.
Proposer shall immediately notify City’s Fleet staff of any City or Moorpark owned bus requiring repair as soon as it is known to the Proposer and Proposer shall deliver to the MSC as soon as practical, any City or Moorpark owned bus requiring repairs.
Proposer shall maintain the bus interior in good condition. Proposer shall also ensure all corners and seams are securely fastened to the floor at all times, and the doors, stop notification devices, public address system, fareboxes, headway signs, and all other electronic devices work properly. Wheelchair securement devices shall be inspected for function and adequate quantity.
The driver’s area shall always be clean. Driver’s personal property shall be kept in a secure area and out of sight. Driver seats shall be maintained in a neat appearance. Proposer shall check the interior for damage and clear of trash at the conclusion of each shift or service day. Proposer shall not attach or place any markings on the interior of the vehicle without written permission from City.
Storage cabinets shall be kept neat and orderly with a minimal number of supplies and items needed for revenue service. Drivers shall not allow personal materials and trash to accumulate inside storage cabinets and at no time are liquids to be stored in any cabinet containing electronic components.
Proposer shall perform basic cleaning daily and the following maintenance at least weekly:
Drivers shall inspect the exterior of the bus and note any new cracks, dents, scrapes, graffiti, and any other markings. Driver shall make the report on the DVI and notify Fleet staff of significant damage immediately. Proposer shall report any of the following maintenance items to City’s Fleet staff:
6. Failure of any monitor or passenger facing sign that is not working.
Each bus, at Proposer’s sole expense, at least once every 60 days or as deemed necessary by City, will receive full exterior detail including wheels and tires that will consist of hand wash and wax. All exterior decals and vehicle identifications shall be maintained in new condition and replaced as required at Proposer’s expense.
Proposers should provide in their proposal a detailed plan to maintain all vehicles in a clean and “like new” condition for the duration of the Contract term and not rely solely on the bus wash and routine, weekly cleanings to achieve acceptable appearance standards.
Additionally, the cleaning of all vehicles, whether by Proposer staff or sub-contractor, must comply with conditions and requirements of the Ventura Countywide Stormwater Quality Management Program, National Pollutant Discharge Elimination System (NPDES) Permit No. CAS004004. Proposer shall employ NPDES best management practices. At all times work shall proceed using due diligence to safeguard against the disposition of sediment, debris, and other polluting matter into the street, storm drain and/or associated drainage conveyances. The storm drain system shall not be used for the disposal of any waste including, but not limited to, wastewater associated with the cleaning and/or rinsing of equipment, streets or walkways (MC 7-8.302).
58. Vehicle and Equipment Repair Due to Negligence, Collision, Vandalism, Theft or Abuse
Proposer shall be responsible for the cost of all repairs to City and Moorpark owned vehicles and equipment to correct loss or damage due to negligence, collision, vandalism, theft or abuse. This includes all interior and exterior graffiti. Cost of repairs shall include all parts, labor, vehicle transportation or towing, and other costs associated with completing the necessary repairs.
All repairs to City and Moorpark owned vehicles shall be performed by City’s Fleet maintenance staff or by other sub-contractors and suppliers designated by City, except that Proposer may make minor cosmetic repairs in a workman-like manner which would normally be performed during cleaning and detailing of a vehicle.
Proposer shall promptly report vehicle damage to City and Moorpark vehicles to City’s Fleet maintenance staff. City Transit Program Manager or designate shall be notified of all vehicle damage, regardless of cause, or agency ownership/lease status as soon as it is known and has been documented. Should City determine unreported vehicle or equipment damage is the responsibility of the Proposer, City shall notify the General Manager. Proposer shall review the damage, as soon as practicable, but in all cases within 24 hours of notification. City shall complete necessary work, document the repairs or replacement on a work order, and provide Proposer with a copy of repairs and invoice. Proposer shall be responsible for the cost of repairs.
City reserves the right to require damage repairs to any leased vehicle and to inspect and reject any repairs completed to leased vehicles.
59. Accident Reports
City requires Proposer to have an accident and emergency notification program notifying City of accidents or emergencies to ensure City claims are handled promptly.
Proposer shall require all vehicle operators to report any accident or incident involving the vehicle to the dispatcher or an on-duty manager. The dispatcher and on-duty manager shall use appropriate judgment in handling the situation and shall immediately notify the appropriate City staff as warranted.
All accidents must be reported to City by telephone, text, and/or e-mail immediately by Proposer’s staff or management and Proposer must prepare appropriate incident and accident reports in writing as soon as practical, not to exceed 24 hours for non-injury accidents, four hours for injury accidents. Proposer shall submit all accident-related reports to the DMV as required. Proposer shall assume all liability for accidents and workers’ compensation claims.
60. Vehicle On-board Cameras
Each City and Moorpark fixed route bus and City-owned DAR/ADA vehicles are equipped with a video and audio surveillance system. Upon request and following any accident, collision, and passenger incident, Proposer shall review and archive all relevant video images and audio to a separate secure computer or storage device for a period of not less than 13 months.
At least once monthly, the Proposer shall back up on a separate and secure data storage device, all images and recordings being retained for the 13-month period as described above.
City shall supply at its own expense all equipment necessary to review and archive data on drives used in vehicles. Proposer shall not permit drivers at any time to have access to on-board recording equipment and shall not release any recording or copy thereof to any individual or agency without the knowledge of and written approval of the Transit Program Manager, Risk Manager, or City Attorney.
Proposer's staff shall check the functionality of all video and audio recording devices installed in transit vehicles not less than once every seven (7) days for ADA/DAR and ECTA vehicles and not less than once every three (3) days for fixed route vehicles. Proposer shall maintain a detailed log of all inspections for review by City on request.
Proposer’s staff shall notify City Fleet maintenance staff for any failure of on-board cameras or audio and video recording equipment as soon as Proposer’s staff become aware of the problem. Buses with inoperable security recording equipment shall not be placed into service unless no other bus is available.
For all leased vehicles, the requirements for retention of data and periodic inspection of systems are the same and the Proposer must make footage available to City staff on request and without delay.
61. In Service Vehicle Failures
City’s Fleet maintenance staff will respond to road calls to assist with disabled City and Moorpark owned vehicles upon request of the Proposer’s staff. Failed vehicle shall display “Out of Service” on the front and/or side destination signs. Proposer shall follow the following procedures in making road calls:
A vehicle shall not be left unattended overnight unless specific authorization is given by City staff. If a vehicle is left unattended, dispatch is responsible for notifying law enforcement in the area the vehicle will be left. The driver is responsible for ensuring the vehicle is secure and all valuables have been removed.
62. After-Hours Road Calls
When a vehicle inoperable situation occurs outside the standard Fleet work hours (Monday through Friday 6:30 a.m. to 5:00 p.m.), the dispatcher is authorized to contact the on-call mechanic by phone and shall persist in calling until phone is answered. If no response is achieved, the dispatcher may call Fleet Supervisor. The dispatcher may also contact Transit Program Manager or designate and seek direction in this situation.
If any road call is determined by City to be caused by collision, vandalism, abuse, or Proposer’s employee error, then the cost of the road call may be billed to Proposer in accordance with City’s usual and customary billing practices.
63. Vehicle Towing
City maintenance staff shall authorize all towing of City and Moorpark owned vehicles, except that towing may be performed by the most expedient source at the direction of law enforcement or when otherwise necessary to eliminate a potential hazard. Towing of leased vehicles is the sole responsibility and expense of the Proposer.
64. Vehicle Headway Signs
Proposer shall be responsible for the correct use of vehicle headway signs and shall provide periodic updates and refreshes of message structures using City supplied data devices. Proposer shall be responsible for ensuring message lists are complete and reflect operational needs and shall at its expense update list periodically on their own or as directed by City staff. At no time is a message to be programmed into the headway sign that has not been approved by City.
65. TOTC Administrative Area
Proposer’s staff shall endeavor to maintain office space in a clean and professional manner, with minimal clutter. Proposer shall prohibit staff from posting materials in public areas or staff areas in view of the public that might be offensive to any individual or group. Proposer’s staff shall notify City’s Facilities staff of any damage, vandalism, graffiti, or other concerns in the public areas of the TOTC as soon as Proposer’s staff becomes aware of the problem.
Proposer’s staff shall always maintain the security of the administration area and will not permit the administration area to be accessed by unauthorized people, will alarm the building as required, and will perform security sweeps as needed prior to the locking of the public areas.
At no time will the storage of hazardous or flammable substances be permitted inside the Transportation Center. Proposer’s staff is prohibited from smoking in or within 25 feet of the administration building, bus stops, or other outbuildings and shall cause the “no smoking” provisions of City’s Municipal Code to be enforced on all patrons within the footprint of the TOTC.
As of the date of the RFP/Q, City maintains one (1) covered bike storage pod on the grounds of the TOTC. The Proposer shall be responsible for implementing any City approved policy for bike storage and monitoring to ensure the bike storage pod is not misused for the storage of personal goods.
Proposer’s General Manager will limit access to the I.T. and Electrical closets to management staff and will not attempt to repair or diagnose any City-owned equipment without first contacting City staff for directions. Use of the I.T. and Electrical closets for the storage of materials is strictly prohibited. City will consider on a case-by-case basis, requests for the installation of computer and other electronic equipment owned by the Proposer into the I.T. and electrical closets.
66. Late Cancellation and No-Show Reduction
City has an FTA approved Policy for Late Cancellations and No Shows designed to reduce incidents. Proposers will be required to include, as part of their proposal, a plan consistent with City’s approved policies, to reduce Late Cancellations and No Shows below five percent for all demand response services operated under this RFP/Q.
67. RideCo (Demand Response Software)
City’s current demand response reservations and scheduling software is RideCo. Proposer shall ensure prior to contract service start date (July 1, 2027) and at its own expense, that all staff have been thoroughly trained in the operation of the software. Where feasible and applicable, City shall assist the Proposer with access to the system as needed for training purposes prior to contract service start date.
68. Employee Parking at MSC
Parking for Proposer’s staff operating from the MSC will be provided in the staff parking area. The MSC is a secure facility that requires key fob access. City will issue key fobs to all Proposer staff. Proposer shall be solely responsible for ensuring use of the fobs is limited to only Proposer staff and specifically to the staff assigned to the individual fob. Proposer will maintain a current and up-to-date log of all fob distributions and will promptly notify City Facilities staff of missing fobs. Proposer will be charged for all missing fobs and fobs not returned by departing employees.
Proposer’s staff will enter and exit the facility only as directed by City staff. Staff shall not enter the yard by walking through the vehicle entry gates. Additionally, at no time is a privately-owned vehicle of the Proposer’s management and staff to enter the gated operations areas of the MSC (the “yard”). Contractors hired by Proposer are required to check in with City staff at the MSC Administration Office before being granted access to the gated operations area Proposer staff shall have the option if they desire to use on-street parking in lieu of the MSC employee parking lot for their private vehicles if they desire but must conform to posted signs.
At no time are any City equipment or supplies to be accessed or operated by Proposer staff except for that specifically articulated in this RFP/Q or as may be approved in writing. City, at its sole discretion, may train selected Proposer staff on the proper operation of some City owned equipment for the express purpose of complying with service and vehicle appearance requirements of this RFP/Q. When so authorized, Proposer’s staff will use the upmost care to ensure equipment is operated safely and that no damage is caused to City equipment or the facility because of use.
69. Insurance Requirements
Please see sample contract for Insurance requirements.
70. Performance and Fidelity Bond
A performance bond will be required for this contract. Prior to July 1, 2027, and annually thereafter, Proposer shall provide City with surety bonds or a letter of credit in the amount equal to seventy-five percent (75) of estimated Contract expenditures for each of years one and two, and fifty (50) percent for each of years three and four. Bond requirements for extension years shall be negotiated but shall not be less than $2,000,000 or fifty (50) percent in any extension year, whichever amount is lower. Annual surety bonds or letter of credit amounts will be rounded to the nearest thousand dollars.
At all times the Contract is in effect, Proposer shall cause its personnel assigned to the Contract to be covered under an appropriate bond protecting City from employee theft up to a minimum amount of one-hundred thousand dollars ($100,000) with respect to any one occurrence by Proposer’s employees.
71. Start Date
A Notice to Proceed will be provided after City Council approval of Contract, which is expected to occur by July 2026. The selected Proposer will be required to implement all aspects of the Contract except those specifically articulated with a different date, no later than July 1, 2027, or be subject to financial penalties or liquidated damages as described in Section 76 below.
Additionally, if the incumbent Contractor is not selected, the selected Proposer will open, no later than January 1, 2027, a temporary office staffed by a minimum of one full-time transition manager and full-time support position selected for this Contract who will begin training and working with City staff and incumbent operator, to ensure an orderly transition of service on July 1, 2027. All costs for staff and temporary office facilities shall be at the sole expense of the Proposer, and the facility shall be located within five driving miles of the TOTC. City may cooperate in the placement of a temporary “office” trailer on the grounds of the TOTC subject to approval of planning authorities. Such temporary office space shall not exceed 180 days and shall be at Proposer’s sole expense.
72. Service Provided by City
City shall perform the following duties and accept the following responsibilities with respect to TOT and other agencies provided service under this Contract. To the extent reasonable and feasible, Proposer shall assist City in this regard.
Fixed Route Service
Dial-A-Ride/ADA Service
Office Facility
73. Disadvantaged Business Enterprise (DBE) Requirements
In compliance with Federal Guidance current as of October 3, 2025, no DBE goals are applicable to this contract. The City reserves the right to set DBE goals at a future date should guidance regarding DBE change within the contract base and extension periods.
74. Lost and Found
Proposer will follow the lost and found procedures as provided by the City. A permanent lost and found storage unit is located at the TOTC for storage of all personal items left on board vehicles or abandoned at the TOTC. Specific procedures will be provided to Proposer prior to Contract execution.
75. Green Purchasing
City has adopted an Environmentally Preferable Purchasing Policy (EPPP) for all contracts that provides guidelines and recommendations for environmentally preferable purchases. The policy does not establish a need or pricing preference but promotes environmentally beneficial products and services and purchases of certified green products and from certified green businesses.
76. Provisioning Costs
Proposer shall be responsible for all costs related to preparing for service start date, July 1, 2027, and should include staff, training, and general overhead and expense costs as part of their overall revenue hour costs in their Proposal. City may negotiate with selected Proposer for reimbursement of extraordinary costs prior to execution of contract.
77. Performance Measures
Proposer will always strive to provide service which exceeds the minimum standards described, ensures responsive service to transit customers while at the same time maximizing service reliability and safety.
To identify key areas of concern to City, various performance standards are described below for which financial penalties or liquidated damages may be assessed when service falls below the minimum standard and performance bonuses paid when performance substantially exceeds minimum expectations.
Any breach of minimum performance measures by Proposer could result in monetary damages and injury to the public and City in amounts which can be difficult to ascertain with specificity. City shall not place a monetary value on most contract violations except as specifically noted in the Performance Measures on the following pages. Rather, City shall recover from the Proposer the cost of all staff time necessary to investigate substantiated complaints and alleged violations of contract performance standards. Any staff time expenditures that result from substantiated complaints and contract violations, and staff time required to meet with Proposer’s staff to identify and implement corrective actions, shall be billed to the Proposer monthly at the rate described in City’s User Fee Manual, billed in 30-minute increments. Payment to City in the form of a check shall be required on a net 30 basis.
In general, compliance with performance standards will be gauged using a point system. The lack of accumulation of points under a certain measure in any given month will result in a contract bonus payment to the Proposer.
In its Proposal to City, the Proposer shall describe how any bonus payments shall be used or distributed. Proposals that include employee participation in bonus payments will be more positively received by City.
The accumulation of more than 100 points in any month will constitute unacceptable contract performance. Three or more consecutive months of unacceptable contract performance or three months in any six-month rolling period may trigger the issuance of a cure or quit letter. Accumulation of 300 or more points in any single month may trigger the issuance of a cure or quit letter.
Scale | Performance Standard | Contract Status |
0-24 | Superior | Bonus = 3.00% of billed revenue hour costs |
25-49 | Very Good | Bonus = 1.50% of billed revenue hour costs |
50-74 | Good | Bonus = 0.50% of billed revenue hour costs |
75-99 | Fair | No Bonus |
100-299 | Unacceptable | In violation |
300+ | Failed | Cure or Quit |
The listed standards are for guidance purposes and final standards will be negotiated with the selected Proposer prior to Contract execution.
General Service Standards
Measure | Standard | Penalty |
Service start-up | Service will commence on July 1, 2027 | $10,000 every calendar day for any portion of the service not operating due to the Proposer |
Service failure | Service will always be provided during the term of this Contract, except as noted | $10,000 every calendar day for any portion of the service not provided |
Replacement of General Manager | Replacement of the assigned General Manager | $50,000 if General Manager is replaced, without prior consent of City for any reason other than cause |
Preventable accidents | 1 per 100,000 revenue miles | 10 points per incident more than standard as measured monthly |
Safety | Satisfactory CHP Vehicle Inspections of Leased Vehicles and Terminal Inspection of Proposer provided maintenance facility | 10 points per failed vehicle
$20,000 for failed Terminal Inspection |
Complaints | The incidence of verified service complaints will be no greater than five (5) per calendar month | 5 points per incident exceeding 5 per month |
Accident/Injury Notification | All accidents/injuries shall be reported within 15 minutes or as soon as practical | 20 points for each incident not reported appropriately |
Incident Filing | All incident reports will be filed within 24 hours, 4 hours for accidents involving injury | 30 points for each incident not filed appropriately |
Unreported Vehicle Damage | All damage to City and Moorpark owned vehicles will be reported promptly and noted on DVI | 30 points for each incident not reported appropriately |
Fixed-Route Standards
Measure | Standard | Penalty |
On-time performance | 1 minute early, 5 minutes late | 1 point per percentage point under standard, per route, per service, maximum 10 points per day |
Missed Run | 50% or more of a route run not completed excluding traffic and breakdowns | 10 points per occurrence |
Calling out Stops | Driver must call out bus stops upon approach if installed equipment is non-operational | 1 point per occurrence, maximum 5 points per run when documented by video review or by City staff or secret riders |
Destination Signs | Drivers must display the correct destination information | 1 point per occurrence |
Dial-A-Ride/ADA Standards
Measure | Standard | Penalty |
On-time performance | On-time performance failing to meet standard described in Section 7 | 1 point per percentage point per standard, per service, maximum 10 points per day |
Abandoned trip, Missed trip, or Denied trip | As described in Section 7 | 1 point per occurrence for every occurrence, maximum 5 points per day |
Vehicle accessibility | All vehicles in revenue service must be equipped with an operable lift or ramp | 10 points per occurrence for any vehicle with known ramp or lift failure placed in service |
Phone Response | Failing to meet phone answering and on-hold standards for as described in Section 36 | 1 point per 10 seconds for failing to meet minimum on-hold performance standard monthly for each measure described, maximum 50 points |
Vehicle Mileage | Average per vehicle miles of City-owned vehicles exceeds leased vehicles in any given month | $1.50 per mile, per vehicle, for each mile or fraction thereof where the average monthly vehicle miles for City-owned vehicles exceed leased vehicles |
Selected Proposer will be required to provide, as part of contract negotiations, a chart outlining the median fully burdened wages paid for all non-salaried positions listed in this RFP/Q or as proposed by Proposer. Subject to final negotiations, and included as an exhibit in the contract executed, the table will be used to determine financial penalties for any position required under this RFP/Q that is vacant at any time during the contract period. Damages will be assessed equal to 8 hours per day/40 hours per week, for any required position(s) that are vacant at any time during the contract period. City, at its sole discretion, may waive this requirement in whole or in part for extraordinary circumstances.
In the case of the two required salaried positions, financial penalties for vacant positions will be negotiated with selected Proposer prior to execution of contract.
Unless otherwise specified herein, the Proposal is firm for a period of One hundred and eighty (180) days.
Notice is hereby given that sealed proposals will be received electronically, until Thursday, April 2, 2026 before 5:00 pm local time, for furnishing all labor, materials and equipment for the following:
Operate fixed route bus, seasonal bus, Americans with Disabilities Act (ADA) paratransit, and Senior Dial-A-Ride (DAR) services commencing on July 1, 2027, for the City of Thousand Oaks (City) and agencies under contract with the City for public transit services. In addition, operate any future additional public transit services such as but not limited to; micro-transit, general purpose Dial-A-Ride, or shuttle services that the City or agency under contract with the City may be entered into during the contract period. This RFP/Q is being issued in advance of typical schedule to allow the selected Proposer sufficient time (approximately 12 months) to secure appropriate operations facilities, maintenance facilities, and to acquire all vehicles required under this RFP/Q. Vehicle requirements are imperative, and the selected Proposer will be expected to have all RFP/Q required vehicles available for operation no later than July 1, 2027, or be subject to financial penalties and/or liquidated damages.
Proposals shall be submitted via the City's eProcurement Portal:
https://procurement.opengov.com/portal/toaks
Submissions through the portal will be closed after the scheduled deadline and no proposals will be accepted after that time.
Copies of the Proposal Package may be downloaded from the City's eProcurement Portal. Proposers are required to register with the City prior to downloading solicitation documents from the website and to be eligible to submit a proposal. Registration information is used to notify proposers via e-mail of addenda to procurement actions. You may view summary information about solicitations, but you must be registered at this site and logged in before you can download solicitation documents via the City's eProcurement Portal. When registering please use the following NIGP Codes: 55600, 92800, 95291, 95891, 96182. 97544.
Provide a cover letter describing your interest in this RFP/Q:
Successful Proposer must be an Authorized Distributor for the product offered, or with his Proposal, he must submit documentation from an authorized distributor from whom he has purchased the specified materials or equipment. Said documentation must state that the distributor will honor all manufacturers' warranties.
Each Proposal shall include specific acknowledgment of receipt of all addenda issued during the solicitation period. Failure to so acknowledge may result in the Proposal being rejected as not responsive. Each addendum must be acknowledged via the City's eProcurement Portal.
Manufacturers’ names, trade names, brand names, model and catalog numbers used in these specifications are for the purpose of describing and establishing general quality levels. Such references are not intended to be restrictive. Proposals will be considered for alternative brands that meet or exceed the quality of the specifications listed for any item.
Proposer must describe in detail how the requirements of this RFP/Q will be met and may provide additional related information with the proposal. The proposal should be presented in a format that corresponds to, and references, the sections outlined in the Scope of Work, and should be presented in the same order. Responses to each section and subsection should be labeled to indicate which item is being addressed. Proposal should be straightforward, concise and provide “layman” explanations of technical terms that are used. Emphasis should be concentrated on conforming to the RFP/Q instructions and responding to the RFP/Q requirements.
Particular attention should be paid to thoroughly responding to those requirements where the City has expressed a preference or where the Proposer has the option to propose alternative standards or substitute requirements.
If a complete response cannot be provided without referencing supporting documentation, you must provide such documentation with the proposal indicating where the supplemental information can be found.
All Proposals and/or Statement of Qualifications, irrespective of irregularities or informalities, will be opened at the time stipulated in the Request for Proposal/Qualifications (RFP/Q) document. This is not a public opening. A tally of the names will be performed and may be released upon request. No other information will be released.
The City of Thousand Oaks reserves the right to postpone the Submittal Deadline and opening of Proposal any time before the date and time announced in the Request for Proposal/Qualifications (RFP/Q) or subsequent addenda. The dates listed in the "Timeline" section for the proposal review and contract award process are the tentative dates, and can be subject to change.
City also reserves the right to waive non-substantial irregularities in any Proposal, to reject any or all Proposals, to reject or delete one part of a Proposal and accept the other, except to the extent that Proposals are qualified by specific limitations.
The City reserves the right to reject the Proposal of any Proposer who previously failed to perform adequately for the City or any other governmental agency. The City expressly reserves the right to reject the Proposal of any Proposer who is in default on the payment of taxes, licenses or other monies due the City of Thousand Oaks.
Proposers should note that City desires and expects Proposal to include those tasks and services that you believe may be required to complete the Scope of Work, based on your firm’s expertise and prior experience. All requirements listed should be considered minimum standards and Proposal should strive where technically and financially feasible, to exceed these standards.
Proposals should address all tasks outlined below, and any additional tasks you believe are necessary, and your approach to accomplishing the same.
Reports, memoranda, and other documents furnished under this Scope of Work will be of a quality acceptable to City and the agencies that contract with City for public transit services. Deliverables must be of neat appearance, complete, accurate, error-free, organized and technically and grammatically correct, and be checked to meet all the contract requirements.
City's intent is to select a single Contractor to provide the community and the agencies we serve, with an appropriate level of public transit services, at the highest quality, and best price. The specifications contained with this RFP/Q and accompanying draft agreement are designed to establish an effective, efficient, environmentally responsible, uniform, and safe system of public transportation.
To this end, City is committed to providing as much information as possible to allow Proposers to properly prepare their responses and compute fair and reasonable rates and compensation provided all requests for information are submitted timely and, in the manner described in this RFP/Q. It is the sole responsibility of Proposer to calculate the rates requested as submitted as part of their proposal.
Where applicable, Proposals must include, without limitation, written warranties, maintenance/service agreements, license agreements, and lease purchase agreements. The omission of these documents may render a proposal non-responsive.
Proposals, which appear unrealistic in terms of technical commitments, lack of technical competence, or are indicative of failure to comprehend the complexity and risk of this RFP/Q, may be rejected.
For items where City requests the Proposer provides specific equipment or vehicles in support of RFP/Q requirements and objectives, Proposer shall provide comprehensive and detailed technical documentation including but not limited to manufacturer brochures, schematics, manuals, and technical specifications as would be prudent and practical to supply.
The Proposal will be evaluated by a review committee of City staff using a two-stage selection process described below.
The Committee will evaluate all Proposals and/or Statement of Qualifications received in accordance with the EVALUATION CRITERIA. The City reserves the right to establish weight factors that will be applied to the criteria depending upon order of importance. The criteria, however, are not listed in any order of preference. Weight factors and evaluation scores will not be released. The City is not obligated to accept the lowest Proposal, but will make an award in the best interests of the City after all factors have been evaluated.
Every Proposal must be signed by the person or persons legally authorized to bind the Proposer to a contract for the execution of the work. Upon request of the City, any agent submitting a Proposal on behalf of a Proposer shall provide a current power of attorney certifying the agent’s authority to bind the Proposer. If an individual makes the Proposal, their name, signature, and post office address must be shown. If a firm or partnership makes the Proposal, the name and post office address of the firm or partnership and the signature of at least one of the general partners must be shown. If a corporation makes the Proposal, the Proposal shall show the name of the state under the laws of which the corporation is chartered, the name and post office address of the corporation and the title of the person signing on behalf of the corporation. Upon request of the City, the corporation shall provide a certified copy of the bylaws or resolution of the board of directors showing the authority of the officer signing the proposal to execute contracts on behalf of the corporation.
At this time the base agreement is anticipated to cover ______________ only at this time. ___________phases/services for the selected consultant may be issued as an amendment at a later date.
Proposals will be considered on equipment or material complying substantially with specifications, provided each deviation is stated and each substitution is described in detail. Standard catalog sheets or technical data will not be accepted in lieu of this requirement. The City of Thousand Oaks will be the sole determiner of whether such substitutions are equivalent to the materials or equipment specified.
A mandatory pre-proposal meeting will be held at 10:00 am on Thursday, January 15, 2026 at City of Thousand Oaks Municipal Services Center (MSC): 1993 Rancho Conejo Blvd, Thousand Oaks, CA 91320 Conejo Conference Room. Proposers are required to attend the pre-proposal meeting to be eligible to submit a proposal.
If attending the pre-proposal meeting, please RSVP through the City’s e-Procurement Portal.
Proposals will not be opened publicly, and the City will endeavor to keep such confidential until a preferred service provider is recommended. Proposals must be submitted by Proposer's authorized representative.
Proposals must bear original signatures and figures prior to being scanned/uploaded.
_____________________________
Laura B. Maguire, City Clerk
Published: TO Acorn, Friday, December 5, 2025
City reserves the right to retain all Proposals for a period of One hundred and eighty (180) days for examination and comparison.
Please submit the tentative schedule by phase and tasks to be completed between contract award date, estimated to be July 2026 and first day of operational service, July 1, 2027. Schedule should be detailed and outline staff, material, lease, training, and other substantive requirements to provide for a seamless transition of service between proposer and incumbent.
City reserves the right to further negotiate the proposed work scope and/or method and amount of compensation.
The Review committee may also contact and evaluate the Proposer's and subcontractor's references; contact any Proposer to clarify any response; contact any current users of a Proposer’s services; solicit information from any available source concerning any aspect of a proposal; and seek and review any other information deemed pertinent to the evaluation process.
Discussions may, at City’s sole option, be conducted with responsible Proposers who submit proposals determined to be reasonably susceptible of being selected for an award. Discussions may be for the purpose of clarification to ensure full understanding of, and responsiveness to, the solicitation requirements. Proposers shall be accorded fair and equal treatment with respect to any opportunity for discussion and written revision of proposals. Revisions may be permitted after submissions and before award for obtaining best and final proposals. In conducting discussions, the City will not disclose information derived from proposals submitted by competing Proposers.
Proposer agrees that all item(s) offered comply with all applicable Federal and the State Occupational Safety and Health Act, laws, standards and regulations, and that Proposer will indemnify and hold the buyer harmless for any failure to so conform.
Finalist candidates may be invited to make a presentation to the Review Committee and answer questions about their proposal. The purpose of this second phase is two-fold: to present the proposal and to clarify and resolve any outstanding questions or issues about the proposal.
Contract award will be based on a combination of factors that represent the best overall value for completing the work as determined by City, including: the written proposal criteria described above; results of background and reference checks; results from the interviews and presentation phase; and proposed compensation.
A Notification of Intent to Award may be sent to any Proposer selected. Award is contingent upon the successful negotiation of final contract terms. Negotiations shall be confidential and not subject to disclosure to competing Proposers unless an agreement is reached. If contract negotiations cannot be concluded successfully, the City in its sole discretion may negotiate a contract with another Proposer or withdraw the RFP/Q.
An optional pre-proposal meeting will be held at 10:00 am on Thursday, January 15, 2026 at City of Thousand Oaks Municipal Services Center (MSC): 1993 Rancho Conejo Blvd, Thousand Oaks, CA 91320 Conejo Conference Room.
If attending the pre-proposal meeting, please RSVP through the City’s e-Procurement Portal.
Proposals will not be opened publicly, and the City will endeavor to keep such confidential until a preferred service provider is recommended. Proposals must be submitted by Proposer's authorized representative.
Proposals must bear original signatures and figures prior to being scanned/uploaded.
_____________________________
Laura B. Maguire, City Clerk
Published: TO Acorn, Friday, December 5, 2025
Unless otherwise specified, all items must be delivered to: (Buyer – insert delivery address or delete this clause), Monday through Friday, between the hours of 8:00 A.M. & 12:00 P.M. and 1:00 P.M. and 5:00 P.M., excluding holidays
The selected Proposer and any sub-contractors/sub-consultants must have a valid City of Thousand Oaks Business License prior to execution of the contract. Additional information regarding the City’s Business License program may be obtained by going to the following website:
https://toaks.gov/businesslicenses
The City of Thousand Oaks may cancel this solicitation at any time.
Proposals will not be opened publicly, and the City will endeavor to keep such confidential until a preferred service provider is recommended. Proposals must be submitted by Proposer's authorized representative.
Proposals must bear original signatures and figures prior to being scanned/uploaded.
_____________________________
Laura B. Maguire, City Clerk
Published: TO Acorn, Friday, December 5, 2025
All vehicles and equipment required under this RFP/Q shall be delivered, equipped, or installed no later the June 30, 2027. Time is of the essence. Proposer shall state proposed delivery date in his Proposal for each item specifically required by this RFP/Q. The City reserves the right to cancel any order not received within the time stated by the Proposer in his Proposal. Delivery time will be a factor in award when a maximum time for delivery is stipulated herein. Solicitation documents will inform Proposer when delivery is a factor in award.
Please identify any services and/or data Proposer needs from City to perform tasks and services as outlined in the RFP/Q. Your requests should include a justification of need, and a specific description of the materials or services required.
Note, this section is specific to those needs AFTER contract award. Questions about the RFP/Q requirements, draft contract, and RFP/Q schedule should be submitted per the process outlined in the RFP/Q. Questions or requests for documentation or information submitted outside the schedule will not be responded to.
Proposer must provide proof of qualifications and experience related to the area of proposed services.
Each Proposer shall be skilled and regularly engaged in the general class or type of work called for in this RFP/Q. The Proposer’s experience shall be set forth and submitted, as follows:
The Proposal shall comply with current federal, state, and other laws relative thereto.
A demonstration of the item(s) offered may be required. If the demonstration cannot be performed at a City facility, the demonstration must be performed within a 60-mile radius of the (Purchasing) Office. Proposers shall indicate on their Proposal the location of the demonstration site. Proposals for item(s) that do not perform to the City’s satisfaction during the demonstration will be declared non-responsive and will not be considered for award of Proposal.
Proposer must include in their RFP/Q a complete disclosure of any alleged significant prior or ongoing contract failures, any civil or criminal litigation or investigation pending which involves the Proposer or in which the Proposer has been judged guilty or liable within the last 5 years. This should include at a minimum the following:
If there is no information to disclose then, Proposer must affirmatively state there is no negative history.
Failure to comply with the terms of this provision will disqualify any proposal. City reserves the right to reject any RFP/Q based upon the Proposer’s prior history with City or with any other party, which documents, without limitation, unsatisfactory performance, adversarial or contentious demeanor, significant failures to meet contract milestones or other contractual failures.
It is the responsibility of the Proposer to carefully and thoroughly examine the documents contained in this Request for Proposal/Qualifications (RFP/Q). Proposer shall satisfy themselves as to the character, quantity, and quality of work to be performed and materials, labor, supervision or equipment necessary to perform the work as specified by this Request for Proposal/Qualifications (RFP/Q). The failure or neglect of the Proposer to examine the Request for Proposal/Qualifications (RFP/Q). Documents shall in no way relieve them from any obligations with respect to this solicitation. The submission of a proposal shall constitute an acknowledgment upon which the City may rely that the Proposer has thoroughly examined and is familiar with the Request for Proposal/Qualifications (RFP/Q) and the project. No claim will be allowed for additional compensation that is based upon a lack of knowledge of any solicitation document.
All prices shall be quoted F.O.B. destination, freight prepaid, City of Thousand Oaks, California. All shipping, handling and freight charges must be shown separately on the Proposal form.
The City is not liable for any costs incurred by Proposers before entering into a formal contract. Costs of developing the proposals or any other such expenses incurred by the Proposer in responding to the Request for Proposal/Qualifications (RFP/Q) are entirely the responsibility of the Proposer, and shall not be reimbursed in any manner by the City.
Proposers must submit with Proposal a detailed company portfolio including the company's financial statements, balance sheets and income statements prepared by an independent certified public accountant for the past three (3) years, credit references, on-going projects and all pending litigation which the company may be directly or indirectly involved. Mark submission as “Confidential Financial Data.”
The submitted data shall not be distributed except to members of the review committee and will be permanently deleted if Proposer is not selected to move on to the next round of the review process.
Proposer must state the manufacturer name and model number of each vehicle proposed in this Proposal.
For the purposes of this RFP/Q, the following definitions apply:
Unless specifically provided to the contrary, all material and equipment shall be new and unused and of the current production year. Proposals that are received for other than the current production year or for items and materials that have been previously used will be rejected.
Item(s) offered by the Proposer must conform to Safety Orders of the State of California, Division of Industrial Safety, California Highway Patrol (CHP), the Federal Transit Administration (FTA), and Federal Highway Administration (FHWA).
If there is reason to believe that collusion exists among the Proposers, the City may refuse to consider any Proposal from participants in such collusion. No person, firm, or corporation under the same or different name, shall make, file, or be interested in more than one Proposal for the same work unless an alternate Proposal is called for. A person, firm, or corporation who has submitted a sub-Proposal to a Proposer, or who has quoted prices on materials to a Proposer, is not thereby disqualified from submitting a sub-Proposal or quoting prices to other Proposers. Reasonable ground for believing that any Proposer is interested in more than one Proposal for the same work will cause the rejection of all Proposals for the work in which a Proposer is interested. If there is reason to believe that collusion exists among the Proposers, the City of Thousand Oaks may refuse to consider all Proposals from participants in such collusion. Proposers shall submit as part of their Proposal documents the completed Non-Collusion Affidavit provided herein.
A minimum of five references from projects of a similar scope in terms of services provided, vehicles provided, and hours billed (references from local government clients are preferred) within the last five years must be provided. Information provided shall include:
Failure to completely execute and submit the required documents before Submittal Deadline may render a proposal non-responsive. The documents that must be returned by the Submittal deadline are listed in the "Vendor Questionnaire" section.
For evaluation purposes, samples may be requested from any Proposer. Samples shall be provided at no charge unless Proposer indicates on his Proposal the charge for samples. The City reserves the right to consume samples for testing purposes. The City may retain samples until delivery and acceptance of contracted items. Proposer shall remove samples at his expense within (30) days of request by the City.
After delivery, random samples may be submitted to a commercial laboratory, or other inspection City, for testing to determine if they conform to the specifications. In cases where tests indicate the samples do not meet specifications, the cost of the testing shall be borne by the contractor. When tests indicate the materials do not meet specifications, the City reserves the right to cancel the award and purchase the goods in the open market at the expense of the Proposer.
Proposal must list Maximum Payment in a not to exceed amount, as well as providing a breakdown of cost to complete the work including, but not limited to, hourly rates, reimbursables and maximum anticipated cost.
The Successful Proposer will be required to execute an agreement in the form attached to this Request for Proposal/Qualifications (RFP/Q) and comply with all requirements of said Agreement. In case of failure of the Successful Proposer to execute and return the contract and all required documents within the time allowed, the City may, at its option, consider that the Proposer has abandoned the contract, in which case the Proposal Security Bond, if one was required, shall be forfeited by the Proposer and become the property of the City.
Proposer covenants that it presently has no interest, and shall not acquire any interest, direct or indirect, financial or otherwise, which would conflict in any manner or degree with the performance of the services hereunder. Contractor certifies that to the best of his knowledge, no one who has or will have any financial interest under this contract is an officer or employee of the City of Thousand Oaks.
Proposal must list Maximum Payment in a not to exceed amount, as well as providing a breakdown of cost to complete the work including, but not limited to, hourly rates, reimbursables and maximum anticipated cost, and unit cost for equipment. Maximum payment amount should reflect all revenue hours based on City estimates provided. Do not include vehicle costs in Maximum Payment amount. City will select vehicles based on pricing provided in Proposal and will include all lease related costs in Maximum Payment amount in executed contract.
A copy or description of the manufacturer’s warranty shall accompany each Proposal for the item(s) proposed, detailing the scope and length of the warranty. Specify in detail the following:
a. The length and terms of the warranty/maintenance and service provided with each item.
b. For each item, Proposers must specify if subcontractors will perform warranty/maintenance/service, location(s) where warranty/maintenance/ service will be performed, along with contact name and phone number for each location.
Successful Proposer shall fully warrant all materials and equipment furnished under the terms of this contract, against poor and inferior quality, for a period of not less than one (1) year from date of the final acceptance by the City. Time is of the essence of this contract. While under warranty, successful Proposer shall repair or replace inoperable materials or equipment in a timely manner to minimize the disruption of City operations.
Questions and comments regarding this solicitation must be submitted in writing via the City's eProcurement Portal before Thursday, March 5, 2026 Any response will be answered in the Question and Answer section of the project and/or in a form of an addendum and will be sent as promptly as is practical to all parties registered with the City pursuant to the Registration Section set out below and not less than seven (7) days before submission deadline. All such addenda shall become a part of the Request for Proposal/Qualifications (RFP/Q). Any prospective Proposer who obtained the Request for Proposal/Qualifications (RFP/Q) from anyone other than the City is responsible for registering with the City to receive subsequent Addenda.
Proposal must include completed, signed, and dated federal forms.
Failure to comply with the terms of this provision may disqualify any proposal.
In the event that there are unit price items in a Proposal schedule and the "amount" indicated for a unit price of an item does not equal the product of the unit price and quantity listed, the unit price shall govern and the amount will be corrected accordingly. If there is more than one item in a proposal schedule, and the total indicated for the schedule does not agree with the sum of prices of the individual items, the prices given for the individual items shall govern and the total for the schedule will be corrected accordingly. The Proposer will be bound by said corrections.
Required delivery method for submitting proposals is electronically via the City's eProcurement Portal. The Proposal will not be opened publicly, and the City will endeavor to keep such confidential until a preferred service provider is recommended. Proposals must bear original signatures and figures prior to being scanned/uploaded. If no document can be identified as bearing original signatures, Proposer's proposal may be rejected at the discretion of the City.
Proposals shall not be accepted after Thursday, April 2, 2026 at 5:00 pm. The City reserves the right to extend the Submittal Deadline when it is in the best interest of the City.
Proposers are required to register with the City prior to downloading documents from the website and to be eligible to submit a Proposal. This information is used to notify Proposers via e-mail of addenda to procurement actions. You may view summary information about solicitations but you must be registered at this site and logged in before you can download solicitation documents: https://procurement.opengov.com/portal/toaks
Proposer, when registering please identify NIGP Codes: 55600, 92800, 95291, 95891, 96182. 97544. Additional codes can be added based on the products or services your business provides. Those needing assistance registering at the website may contact Grace Ng, Assistant Analyst, (805) 449-2239; e-mail: gng@toaks.gov.
Solicitations may be downloaded by vendors who have registered online at the City’s Purchasing website. A Proposer who fails to register with the City as outlined above shall be deemed non-responsive and not be considered for award.
Please submit any other information which would assist City in making this contract award decision. City is particularly interested in descriptions of community outreach and participation, charitable work, hiring practices as it relates to recruitment and inclusivity, employee incentives, and promotion of environmentally responsible behavior.
Any Proposer who wishes to make modifications to a proposal already received by the City must withdraw their proposal via the City's eProcurement Portal in order to make the modifications. All modifications must be properly initialed by Proposer’s authorized representative, executed, and submitted in accordance with the terms and conditions of this solicitation. It is the responsibility of the Proposer to ensure that a modified or withdrawn Proposal is resubmitted before the Submittal Deadline.
A Proposer may withdraw their Proposal, without prejudice prior to the time specified for the proposal opening, via the City's eProcurement Portal.
The original copy of each Proposal shall be retained for official files and will become public record after the award of a contract unless the Proposal or specific parts of the Proposal can be shown to be exempt by law. Each Proposer may clearly label part of a Proposal as "CONFIDENTIAL" if the Proposer thereby agrees to indemnify and defend the City for honoring such a designation. The failure to so label any information that is released by the City shall constitute a complete waiver of all claims for damages caused by any release of the information. If a public records request for labeled information is received by the City, the City will notify the Proposer of the request and delay access to the material until seven working days after notification to the Proposer. Within that time delay, it will be the duty of the Proposer to act in protection of its labeled information. Failure to so act shall constitute a complete waiver.
California Government Code section 84308 (Levine Act) prohibits any Thousand Oaks City Council member from participating in any action related to a contract, agreement, or franchise agreement (excluding labor or competitively bid contracts) if the Council member receives a campaign contribution totaling more than $500 (aggregated) from the party to the contract, agreement or franchise agreement, their agents, or any financially interested participant who actively supports or opposes the matter within the previous twelve (12) months. Council members must also disclose any eligible campaign contribution received on the record of the proceeding.
Council members are prohibited from accepting, soliciting, or directing a campaign contribution of more than $500 (aggregated) from a party, their agent/representative, or a financially interested participant during a proceeding and for 12 months following the date a final decision is made. In addition, a party, their agent/representative, or a financially interested participant is prohibited from contributing more than $500 (aggregated) to a Council member during a proceeding and for 12 months following the date a final decision is made.
The Levine Act also requires parties to certain contracts, agreements, or franchise agreements to disclose any campaign contribution over $500 (aggregated) within the preceding twelve (12) months by the party to the agreement, contract, or franchise agreement and their agents. The Levine Act does not apply to competitively bid, labor, or personal employment contracts.
All proposals must include completion of the Levine Act Disclosure Form.
Please download the below documents, complete, and upload. The form can be downloaded and uploaded under the project page where it says VENDOR QUESTIONNAIRE on the project website on the City's e-procurement portal.
Please download the below documents, complete, and upload. The form can be downloaded and uploaded under the project page where it says VENDOR QUESTIONNAIRE on the project website on the City's e-procurement portal.
Please download the below documents, complete, and upload.
Please download the below documents, complete, and upload.
Please upload your proposal.
Proposers must submit with Proposal a detailed company portfolio including the company's financial statements, balance sheets and income statements prepared by an independent certified public accountant for the past three (3) years, credit references, on-going projects and all pending litigation which the company may be directly or indirectly involved. Mark submission as “Confidential Financial Data.”
The submitted data shall not be distributed except to members of the review committee and will be permanently deleted if Proposer is not selected to move on to the next round of the review process.
Please submit your company's W-9 form.
Please download the below documents, complete, and upload.
Please download the below documents, complete, and upload.
Please download the below documents, complete, and upload.
Please download the below documents, complete, and upload.
Please enter the NIGP Category Codes for this project:
Please select the type of solicitation. Descriptions for each type are below.
Request for Proposals: Involves inclusion of a specific proposal for services to provide for the City's description of the work through provision of a detailed scope of work and allocation of manpower and resources.
Request for Qualifications: A RFQ does not include a detailed proposal or scope of work, but rather involves the provision of qualifications of the consultant to perform based on the City's general description of work and the consultant's expression of experience, expertise, and/or qualification to do that work based on similar work done (Government Code Section 4526).
Request for Proposal/Qualifications: Combining both the RFP and RFQ - an RFP/Q Involves both inclusion of a specific proposal for services and also the provision of qualifications of the consultant to be performed.
Please choose the option that best describes the labor requirements.
Please select the correct statement amount the pre-proposal conference:
Please provide the summary of product and/or services. You can copy and paste what you have in the Summary section here. This will show as the short description in the notice.
For the Client References section, decide what is the appropriate time frame for references from similar projects performed.
Example: three (3) years
Please enter the period time follow the example. Your answer will populate the blank space.
Acceptance Period. Unless otherwise specified herein, proposals are firm for a period of __________
Example: ninety (90) days, one hundred twenty (120) days, etc.
Will the vendor be submitting a proposal or a statement of qualifications?
Do you want the cost proposal to be submitted separately from the rest of the proposal?
SLED stands for State, Local, and Education. These are solicitations issued by state governments, counties, cities, school districts, utilities, and higher education institutions — as opposed to federal agencies.
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