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Menter Môn
Harlech Shuttle Bus Service
Contract Schedules – MMLDR011
Mai 2018
SCHEDULE 1: SERVICE SPECIFICATION
Service Title: Harlech Shuttle Bus Service
Start Date: Saturday 21 July 2018
Finish Date: Sunday 2 September 2018
Days of Operation: Daily, from 10:00 to 17:50, running at half-hourly intervals, including August Bank Holiday, Monday 27th August.
Vehicle Type and Minimum Seating Capacity
Low Floor Minibus or midibus minimum capacity 16 seats or 14 seats plus 1 wheelchair
Destination Display: Harlech Hoppa
Type of contract
Shuttle bus service (operating as a registered local bus service)
Route
From Harlech Beach Car Park via unclassified road: Ffordd Glan Mor, A496 Ffordd Morfa, A496 Ffordd Newydd, B4573 Ffordd Isaf, B4573 Stryd Fawr, Bron y Graig,
From Bron y Graig: B4573 Stryd Fawr, B4573 Ffordd Isaf, A496 Ffordd Newydd, A496 Ffordd Morfa, Ffordd Glan Mor and unclassified road to Harlech Beach Car Park.
Stopping Places
The following recognised pick up and set down points shall be observed:
Harlech Beach Car Park
Harlech, A496 Ffordd Morfa, Harlech Railway Station (to Castle)
Harlech, A496 Ffordd Morfa, opposite Harlech Railway Station (from Castle)
Harlech, Bron y Graig Car Park
In addition, the service may pick up / drop off from outside the entrance of Min-y-Don Holiday park on Fford Glan Mor on request, subject to agreement from holiday park owners and risk assessment from the contractor. (There is no formal bus stop / flag at this location).
Timetable
The service will operate daily at half hourly intervals from 10:00 to 17:50. A break in the schedule can be accommodated at 13:30 for driver rest, if required.
From Harlech Beach Car Park:
Harlech Beach Car Park 10:00 10:30 11:00 11:30 12:00 12:30 13:00
Railway Station 10:02 10:32 11:02 11:32 12:02 12:32 13:02
Upper Harlech 10:05 10:35 11:05 11:35 12:05 12:35 13:05
Harlech Beach Car Park 14:00 14:30 15:00 15:30 16:00 16:30 17:00 17:30
Railway Station 14:02 14:32 15:02 15:32 16:02 16:32 17:02 17:32
Upper Harlech 14:05 14:35 15:05 15:35 16:05 16:35 17:05 17:35
From Bron y Graig Car Park:
Bron y Graig Car Park 10:15 10:45 11:15 11:45 12:15 12:45 13:15
Railway Station 10:18 10:48 11:18 11:48 12:18 12:48 13:18
Harlech Beach Car Park 10:20 10:50 11:20 11:50 12:20 12:50 13:20
Bron y Graig Car Park 14:15 14:45 15:15 15:45 16:15 16:45 17:15 17:45
Railway Station 14:18 14:48 15:18 15:48 16:18 16:48 17:18 17:48
Harlech Beach Car Park 14:20 14:50 15:20 15:50 16:20 16:50 17:20 17:50
Fares
Menter Môn will decide on fares to be charged for the service. It is anticipated that a fare of £1 per trip will be charged to adults and £0.50 to children (5-15). Under 5’s and passengers with a valid concessionary pass will travel for free. The contractor will provide a suitable ticket machine to issue tickets and record usage.
Registering the service
The Contractor will be responsible for registering the bus service with the Traffic Commissioner.
SCHEDULE 2: SHUTTLE BUS SERVICE OPERATIONS
1. Operator
1.1. The Contractor will ensure the safe and legal operation of the service, ensuring all current requirements and regulations are met in respect of vehicle operation (licensing, maintenance) and driver licensing and drivers’ hours.
1.2. The Contractor will have appropriate insurance in place covering the operation of local bus services and the carriage of passengers.
2. Operations
2.1. Engines shall be turned off while waiting at all termini.
2.2. It shall be the driver's responsibility to ensure that the legal carrying capacity of vehicles is not exceeded. Instances of inadequate capacity shall be reported to the Client’s Representative immediately.
2.3. The Contractor shall be responsible for risk assessing the shuttle bus service operations generically and the route and stopping points specifically and shall provide the Client’s Representative with a copy of their Safe System of Work and route risk assessment at least seven days before the start of the contract.
2.4. It shall be the Contractor's responsibility to assess the need for reversing during the operation of the shuttle bus service and to ensure that appropriate measures to control the risks arising from reversing manoeuvres are included in the route risk assessment and adhered to by drivers.
2.5. The Contractor shall risk assess all subsequent contract variations including changes to the route, timetable or vehicle capacity and provide the Client’s Representative with an amended route risk assessment and any variation to the Safe System of Work, within seven days of being notified of such a variation.
2.6. The use of mobile phones or similar communications equipment e.g. two-way radios whether hand held or hands free shall not be permitted during the operation of the service. Drivers are permitted to stop safely periodically to use such equipment for essential operational messages.
3. Drivers
3.1. The Contractor and the drivers to be employed by the Contractor on the shuttle bus service shall attend a briefing meeting with the Client’s Representative in Harlech prior to the start of the contract.
3.2. Drivers shall be fully familiar with the shuttle bus service route, timetable and all stopping points.
3.3. Drivers shall be professional and courteous in manner and competent to provide a high standard of customer care and appropriate assistance to customers with impaired mobility.
3.4. Drivers shall be of smart appearance and wear a recognised company uniform.
3.5. The Contractor shall supply drivers with name badges and drivers shall wear a name badge at all times when working on the shuttle bus service.
3.6. Drivers shall check the vehicle immediately after every trip and any property found shall be handed in to the Contractor’s office at the end of their working day.
4. Ticket issuance
4.1. The Contractor shall issue tickets to passengers. The Client will specify the fare schedule, though it is currently assumed a fare of £1 per adult and 50p per child will be charged per trip (under 5’s and concessionary pass holders carried free).
5. Publicity
5.1. The Client shall be responsible for publicity for the shuttle bus service. Arrangements for the production and distribution of publicity will be discussed with the Contractor and confirmed by the Client’s Representative prior to the start of the contract.
5.2. The Contractor shall ensure that copies of the publicity for the shuttle bus service supplied by the Client are available to the public on the vehicle(s) used to operate the services under this contract.
5.3. Specifically, it is our intention to provide a ‘Harlech Voucher’ for passengers on the bus that the driver should give to each passenger or group of passengers on boarding the bus.
6. Data provision
6.1. The Contractor shall maintain a log of the number of passengers on each journey. The Contractor shall provide a record of the number of tickets sold (adult, child) and the number of under 5’s and concessionary pass holders carried per day and the total farebox revenue per day. The above data will be transmitted electronically to the client on a weekly basis.
6.2. Drivers will also record any comments received from customers and any incidents during the day’s operation to the Client’s Representative at the end of each day.
7. Incident Reporting Procedure
7.1. Any incident/accident shall be reported by the Contractor to the Client’s Representative.
7.2. Incidents/accidents shall be reported by telephone at the earliest opportunity and confirmed in writing to the Client’s Representative within 24 hours.
7.3. Incidents to be reported shall include any incident/accident that occurs whilst passengers are in the process of boarding, being carried on or alighting from the Contract Vehicle and shall include Passenger behavioural problems or any incident/accident involving the vehicle itself whilst it is being used during the operation of the Contract.
7.4. Failure to comply with the above procedure may result in the Client’s Representative invoking the provisions of Condition 11 of the General Conditions of Contract.
8. Complaints
8.1. The Contractor shall have adopted a system of handling complaints. This must be capable of inspection by the Client at any reasonable time.
8.2. All complaints must be investigated. Written complaints are to receive a written response within 7 working days and must be copied to the Client’s Representative together with the original letter of complaint. The written responses must refer to the Client in order to give the complainant the opportunity to take the matter up with the Client in case of not being satisfied with the Contractor’s response. Where the Client instigates a complaint, the Contractor must respond in writing within 7 working days.
SCHEDULE 3: VEHICLE SPECIFICATION
1. Mandatory Requirements
1.1. No public service vehicle shall be used on the Contract unless it has a power operated passenger entrance/exit and is suitable for one person operation.
1.2. The Contractor shall at his expense display prominently at the front of the vehicle a destination board showing the information specified in Schedule 1.
1.3. Unless otherwise agreed in writing by the Client’s Representative the text on the destination board shall be in white or yellow on a black background and at least 100mm in height.
1.4. Nothing contained in Clauses 1.4 and 1.5 shall contravene or conflict with the requirements of the Department for Transport to ensure satisfactory visibility through the front windscreen.
1.5. Smoking shall be prohibited on all vehicles. The Contractor shall ensure that appropriate signs are displayed to this effect on vehicles used on this Contract.
1.6. Where any service the subject of this Contract requires a reversing manoeuvre an audible alarm shall be sounded while the vehicle is reversing.
2. Vehicle Presentation
2.1. Any litter shall be cleared from the vehicle interior between trips.
2.2. Vehicles shall be washed and cleaned externally at daily intervals subject to the prevailing weather conditions.
2.3. The vehicle interior shall be swept out at daily intervals.
2.4. The floor of the vehicle shall be washed and other interior surfaces wiped clean at least once a week.
2.5. Any damage to seats or other interior fittings shall be repaired within 24 hours.
3. Provision of Facilities for Older and Disabled Passengers
3.1. The vehicle(s) used on this service should have step-free access and the ability to convey at least 1 wheelchair or baby buggy.
SCHEDULE 4: QUALITY OF SERVICE
1. Introduction
1.1. The Client may in its absolute discretion make deductions from a claim submitted by the Contractor in the event that an authorised Officer appointed by the Client’s Representative for the purpose of monitoring the operation of the shuttle bus service identifies a failure to comply with contractual requirements.
2. Details of Financial Deductions
2.1. Failure to operate a journey or journeys on time or as specified in the timetable will attract a pro-rata deduction from the payment, based on the average cost of each particular journey (i.e. daily price divided by number of journeys). This will apply to journeys beginning their journey more than 1 minute early or beginning / completing their journey more than 5 minutes late, unless for good reason beyond the control of the operator.
2.2. The following deductions will also apply:
Service Quality
Financial Deduction
(Pounds Sterling)
• Failure to display correct destination on vehicle £60 per vehicle per day
• Failure to display any prescribed logo as specified in Schedule 1 £30 per vehicle per day
• Failure to comply with any aspects of Schedule 3 part 1 Up to £60 per breach
• Any other breach of contract £60
• Failure to provide vehicle with minimum seating capacity specified in Schedule 1 leading to over-crowding £60
3. System of Operation of Financial Deductions
3.1. The Contractor will be required to send a certificate with each invoice indicating whether any journeys were not operated during the previous month and giving reasons for any failures to operate. Financial deductions as indicated in Schedule 4 will then apply accordingly.
3.2. The Client’s Representative is authorised to waive any deduction if he is satisfied that the failure to operate, or irregular operation arose as a result of difficult weather conditions, particular cases of traffic delay or other unforeseen circumstances. The onus is on the contractor to advise the Client’s Representative of any difficulties arising from any such cause. In event of no such advice being received, financial deductions indicated in Schedule 4 will apply.
3.3. For journeys which are operated by low floor bus where a substitution of a vehicle other than required in the Contract takes place the Contractor shall inform the Client’s Representative in writing by email immediately of the vehicle(s) to be used and reasons for the substitution. The Client may take this information into account when determining whether financial deductions should apply.
3.4. In the event of the Contractor being dissatisfied with the decision of the Client’s Representative in any instance he shall have the right to appeal in writing by stating the grounds of his appeal within seven days of the date of the deduction letter.
3.5. In the event of a temporary inability to provide the service, the Contractor will make appropriate alternative arrangements to ensure that any passengers are conveyed.
4. Invoicing
4.1. The Contractor will be paid on presentation of invoices. Given the running of the service over 44 days, we propose to pay two invoices, one after day 22 and one at the end of the service operation.
4.2. The Contractor will deduct the total farebox revenue from the invoice amount for each invoice period.
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