097-2025-02-Pre-Proposal_Bid_Presentation.pptx

Pre-Proposal/Bid Consultant to Develop and Conduct Operator Recruiting/Retention Focus Groups 8/26/2025 – 1:00pm – 1:30pm

Meeting Agenda

Review Meeting Instructions Introductions Small Business /Disadvantaged Business Enterprise Program Solicitation Overview Solicitation Timeline Project Summary Tasks Deliverables Items Provided by SORTA OpenGov Evaluation Criteria Questions & Answers Closing

Meeting Instructions Please enter your name, company, email, and phone information in the chat.

If you have any questions during this meeting, please hold them until the end of the PowerPoint and we will have a Q&A period.

You may enter questions into the chat and those will be answered at the end of the PowerPoint.

All questions will be posted in OpenGov for public view.

Any additional questions after this meeting must be entered into OpenGov.

Answers will be posted as available, no later than the answer deadline for this solicitation.

An addendum with all Questions and Answers will be released no later than the Answer deadline.

Introductions

Project Manager

Name: Dave Etienne

Procurement

Name: Denman Gordon

Email: denman.gordon@go-metro.com

Small Business Enterprise Program

Name: Tara Walker and Sarah Owens

Email: twalker@go-metro.com and sarah.owens@go-metro.com

Phone: 513-632-7647

Phone: 513-632-7614 and 513-632-7501

Small Business Enterprise Program Metro is committed to investing in small businesses and ensuring nondiscrimination in the award and performance of contracts.

A goal has not been established for this project.

Metro expects vendors to make good faith efforts to utilize small businesses.

Only certified small businesses will count toward participation.

Lists of small businesses will be provided.

Questions about Metro’s Small Business Program can be directed to Tara Walker at twalker@go-metro.com and Sarah Owens at sarah.owens@go-metro.com

Solicitation Overview

TYPE

RFP

Contract

Firm Fixed

Base

Upon Completion (Q3)

Option

N/A

Solicitation Timeline

Pre-Proposal Date: August 26, 2025, 1:00pm

End of Question Period: September 2, 2025, 2:30pm

Addendum/Response to Questions/Clarifications: September 4, 2025, 3:30pm

Release Date: August 14, 2025

Proposals Due: September 11, 2025, 2:30pm

At this time our Project Manager, Dave Etienne, will discuss the upcoming slides.

Project Summary Southwest Ohio Regional Transit Authority (SORTA), also referred to as Metro, is seeking a qualified vendor to plan, coordinate, and execute a series of focus groups with current operators at various career stages. The purpose of these sessions is to gather actionable insights that will inform recruitment, onboarding, retention strategies, enhance overall employee experience and company success.

Tasks The vendor(s) are required to perform the following tasks under this contract:

Pre-Award Requirements Submit a detailed proposal including:

Approach and methodology.

Responses to all RFP questions.

Timeline All required supporting documentation.

Post-Award Responsibilities The selected vendor shall work closely with SORTA staff to perform the following tasks:

Task 1: Participant Panel Recruitment Collaborate with SORTA to confirm and/or develop approved screening criteria.

Use a provided list of operator contacts to recruit participants.

Secure commitments from operators to form six (6) focus groups segmented by tenure, age, gender, and race:

Early Career: less than 1 year of service (2 groups) Mid-Career: 3–5 years of service (2 groups) Long-Tenured: over 5 years of service (2 groups) Each group will include 4–5 participants.

Task 2: Scheduling Coordinate with SORTA to schedule six (6) sessions at varying times to accommodate operator availability and maximize participation.

Session parameters:

Duration: up to 120 minutes each.

Location: In-person at a research facility with a separate observation room.

On-site staffing to greet participants.

Facility must provide adequate parking and be equipped for A/V recording.

Manage on-site logistics, including refreshments, materials, and participant check-in.

Observers may include SORTA leadership and/or board members.

Tasks Task 3: Discussion Guide Development Co-develop a facilitator guide with SORTA staff, including but not limited to:

Participant introductions (name, location, years of service).

Likes/dislikes about the job.

Expectations vs. reality of the operator role.

Ideas for making the role more appealing to new recruits.

Factors influencing long-term retention.

Tailor guides for different cohorts if appropriate.

Task 4: Conduct Focus Groups Set up and staff the facility, including:

Snacks and beverages.

Supplies (notepads, pens, etc.).

A/V equipment (recording, microphones).

Conduct sessions following the approved guide.

Ensure participants are informed about confidentiality, voluntary participation, and absence of repercussions.

Distribute a pre-approved participation stipend at the end of each session.

Task 5: Summary Reporting and Presentation Deliver a final written comprehensive report, including:

Group composition, dates, and attendance.

Key observations and common themes.

Verbatim participant quotes (written, audio, or video).

Actionable recommendations.

Prepare an executive summary in PowerPoint format.

Present findings to SORTA’s Executive Leadership Team (ELT), and/or Board of Trustees, if requested.

Deliverables

Participant Recruitment six (6) diverse focus groups with confirmed attendance Scheduling Timely and accessible session schedule Question Guide Approved session content tailored by cohort Focus Group Session Fully executed sessions with logistics, staffing, and participation stipends Final Report Comprehensive analysis with executive summary and recommendations Presentation Executive summary presentation for leadership in-person or virtual summary presentation (upon request).

What does SORTA provide?

To support successful project execution SORTA will provide the following:

Contact information for project liaisons.

Access to operator contact list for recruitment.

Background documentation (e.g., policies, union agreements, previous studies).

Timely feedback and approvals on submitted deliverables.

Procurement Information:

OpenGov Evaluation Criteria Q&A

OpenGov SORTA has partnered with OpenGov and has transitioned from a paper-based bid solicitation process to a fully automated, web-based electronic bidding and vendor management system. Our new e-Procurement Portal will allow interested parties to do the following:

Register to bid and receive notifications of future opportunities in the e-Procurement Portal by selecting Subscribe to create an account.

Follow updates to existing solicitations by finding the solicitation and clicking the Follow button. This will allow all interested parties to receive amendments and addenda automatically.

Submit questions and receive answers for open solicitations.

Ultimately, be your one location for all bid opportunities issued by the Southwest Ohio Regional Transit Authority.

https://help.procurement.opengov.com/en/articles/2482165-vendor-registration

1. Project Approach (Subjective) Demonstrated Understanding of SORTA/Metro’s Needs for this Project – Evaluate, assess, and understand the requirements put forth by SORTA to determine all areas of need in regard to this project.

Participant Recruitment - six (6) diverse focus groups with confirmed attendance Scheduling - Timely and accessible session schedule Question Guide - Approved session content tailored by cohort Focus Group Session - Fully executed sessions with logistics, staffing, and participation stipends Final Report - Comprehensive analysis with executive summary and recommendations Presentation - Executive summary presentation for leadership in-person or virtual summary presentation (upon request).

Scoring Method:

Points Based Weight (Points):

450 (45% of Total)

2. Firm and Staffing Qualifications (Subjective) Firm Experience – Firm experience in regards to the type of project and relative field, such as non-profit and/or transit related experience.

Staff Competency – The overall competency of the firm to handle a project of this type and size.

Availability of Staff to Perform Work – The ability of staff to be available to SORTA staff to work on this project.

References of Key Personnel – References provided for personnel who will be working on the project with vital data such as, but not limited to, years of experience, title, and similar projects.

Scoring Method:

Points Based

325 (32.5% of Total)

3. Price (Objective) Cost Proposal - Total cost of services being provided.

Scoring Method:

Reward Low Cost

225 (22.5% of Total)

Meeting Close Thank you everyone who took time out of their schedules to attend today’s meeting!

Please remember to post any questions you may have after this meeting in OpenGov, the deadline to submit questions is: September 2, 2025, no later than 2:30pm image1.jpeg image2.emf image3.png image4.emf image5.png image6.jpeg image7.jpeg image8.png image9.jpeg