1-20260518 Replacement Sign Materials IFB.pdf

Invitation for Bids

For the Supply and Delivery of Replacement Bus Stop Sign Materials

Solicitation:

20260518 - Replacement Sign Materials IFB

Issue Date: June 8, 2026

Questions Due: 2:00 PM Prevailing Time, June 23, 2026

Bids Due: 2:00 PM Prevailing Time, July 6, 2026

Contract Start Date: August 4, 2026

Susquehanna Regional Transportation Authority dba rabbittransit

20260518 - Replacement Sign Materials

Invitation for Bids

20260518 - Replacement Sign Materials IFB

The Susquehanna Regional Transportation Authority (SRTA), dba rabbittransit is issuing an Invitation for Bids (IFB) for the services described as follows. The Authority will receive Bids for the supply and delivery of replacement bus stop sign materials system-wide. The resulting Contract shall include the furnishing of all materials and delivery required as set forth in the Specifications section of this Invitation for Bids (IFB). Please review the complete Solicitation to determine if your product and services are suitable. SRTA/rabbittransit serves and maintains locations in Adams, Columbia, Cumberland, Dauphin, Franklin, Harrisburg City, Montour, Northumberland, Perry, Snyder, Union and York Counties. This solicitation and resulting Contract will encompass all Adams, Cumberland, Dauphin, Franklin, Harrisburg City, and York Counties.

All Bids and contracts are subject to all applicable Commonwealth and Federal laws and to a financial assistance contract between the Federal Transit Administration (FTA) and the Pennsylvania Department of Transportation (PennDOT).

All costs incurred by Bidders in the development of their responses to this IFB are the sole responsibility of the Bidding firms. No such costs will be reimbursed by SRTA. Furthermore, Bidding firms must not include such costs as part of their cost proposals to perform any work described in this IFB.

Please obtain the full specification by visiting PennBid.net. All materials, questions, addenda, and submissions will be addressed via the PennBid.net platform.

Due:

2:00 PM Prevailing Time, July 6, 2026

SRTA hereby notifies all Bidding Firms that in regard to any contract entered into pursuant to this IFB advertisement or solicitation, disadvantaged business enterprises (DBE’s) will be afforded full opportunity to submit Bids in response and will not be subjected to discrimination on the basis of race, color, sex or national origin in consideration for an award. The Authority reserves the right to postpone, accept or reject any and all Bids and to waive any informality in the IFB process as the Authority may deem in its own best interest. Bids received after the specified closing time will be considered late Bids and will not be evaluated for award. Misdirected submittals will not be accepted.

Solicitation Contents

1. General Information

1.1 Obtaining IFB Documents 8

1.2 Pre-Bid Meeting 8

1.3 Questions, Clarifications, and Interpretation 8

1.4 Bid Submissions 8

1.5 Proprietary Information 9

1.6 Bid Forms 9

1.7 Authorized Signature 9

1.8 Bid Withdrawal 9

1.9 Conditional Bids 10

1.10 Opening, Requirements, and Evaluation of Bids 10

1.11 Contract 10

1.12 Invoices and Payment 10

1.13 Force Majeure 11

1.14 Contract Breaches and Dispute Resolution 11

1.15 Subcontracts 11

1.16 Liability 11

1.17 Postponement and Cancellation 11

1.18 Changes and Addendum 11

1.19 Insurance 11

1.20 Jurisdiction and Venue 12

1.21 Reservation of Governmental Immunity 12

1.22 Confidentiality, Data Ownership, and Use of Materials 13

1.23 Indemnification 13

1.24 Contract Execution Requirement 13

2. Bid Protests

2.1 Bid Protest Procedures 15

2.2 Definitions Related to Protests 15

2.3 Types of Protests and Time Limits 15

2.4 Content of Protest 15

2.5 Action by the Authority 15

2.6 Confidentiality of Protest 16

2.7 Federal Transit Administration (FTA) Involvement 16

3. Specifications

3.1 Purpose 18

3.2 Sign Specifications 18

3.3 Quantity 19

3.4 Delivery 19

3.5 Warranty 19

3.6 Inspection and Acceptance 20

3.7 Packaging and Labeling 20

3.8 Design Artwork and Proof Approval 20

3.9 Delivery Schedule 20

3.10 Final Purchase Order Quantity 21

3.11 References 21

3.12 Confidentiality of Design Files and Materials 21

3.13 Intellectual Property Ownership 21

4. Third Party Contract Requirements

4.1 Access to Records and Reports 23

4.2 Americans with Disabilities Act (ADA) 23

4.3 Reserved 23

4.4 Restrictions on Lobbying 23

4.5 Civil Rights Laws and Regulations 25

4.6 Civil Rights and Equal Opportunity 26

4.7 Clean Air Act and Federal Water Pollution Control Act 27

4.8 Reserved 27

4.9 Debarment and Suspension 27

4.10 Disadvantaged Business Enterprise (DBE) 28

4.11 Energy Conservation 28

4.12 Equal Employment Opportunity 29

4.13 Notice to Third Party Participants 30

4.14 Incorporation of Federal Transit Administration (FTA) Terms 30

4.15 No Government Obligation to Third Parties 30

4.16 Notification to FTA Regarding Legal Matters 30

4.17 Reserved 31

4.18 Solid Wastes 31

4.19 Program Fraud and False or Fraudulent Statements and Related Acts 31

4.20 Prohibition on Certain Telecommunications and Video Surveillance Services or Equipment 31

4.21 Prompt Payment 32

4.22 Safe Operation of Motor Vehicles 32

4.23 Termination 33

4.24 Violation and Breach of Contract 35

4.25 Trafficking In Persons 36

4.26 Federal Tax Liability and Recent Felony Convictions 36

4.27 Severability 36

4.28 Assignability 36

5. Required Forms and Certifications

5.1 Acknowledgement of Receipt of Addenda 38

5.2 Certification Regarding Debarment, Suspension, and Other Responsibility Matters 39

5.3 Certification of Lower-Tier Participants Regarding Debarment, Suspension, and Other Ineligibility and Voluntary Exclusion

5.4 Non-Collusion Affidavit 41

5.5 Commonwealth Non-Discrimination Clause 42

5.6 Disadvantaged Business Participation 44

5.7 Disadvantaged Business Enterprise (DBE) Certification 45

5.8 Subcontractor Good Faith Checklist 46

5.9 Prohibited Telecommunications Equipment 47

5.10 Notice of Federal Requirements 48

5.11 Certification of Restrictions on Lobbying 51

5.12 Federal Tax Liability and Recent Felony Convictions 52

6. Appendix

6.1 20260518 - Replacement Sign Materials IFB Instructions 53

6.2 20260518 - Replacement Sign Materials IFB Quote Form 54

6.3 20260518 - Replacement Sign Materials IFB References 55

End of Solicitation 55

Intentionally Blank

1. General Information

1.1 Obtaining IFB Documents

Interested parties may obtain the Invitation for Bids (IFB) documents by visiting PennBid.net. All addenda, communication, and submissions will be communicated via PennBid.net. Please note: Any interested Bidder is expected to thoroughly read and understand the information contained within this IFB.

1.2 Reserved

1.3 Questions, Clarifications, and Interpretation

Bid questions will be accepted in writing on the PennBid.net platform until 2:00 PM Prevailing Time on June 23, 2026. No telephone calls will be accepted for questions or clarifications. Interested Bidders shall not make any effort to contact any Authority employees, other than the Procurement Analyst, or attempt to make contact with any persons engaged in maintenance, repair, or service of any Authority property. Any such attempts may result in the disqualification of such Bidder. If any person contemplating submitting a Bid is in doubt as to the true meaning of any provision or part of this Solicitation, or finds discrepancies in, or omissions from such documents, questions may be submitted to Allen Hollenbach via PennBid.net. Any interpretation or correction of the Solicitation will be made only by addendum and will be delivered to each registered recipient via the PennBid.net platform. All inquiries regarding the contents and requirements of this IFB should be in writing and directed to Allen Hollenbach until 2:00 PM Prevailing Time on June 23, 2026 via the PennBid.net platform.

1.4 Bid Submissions

Bidding Firms shall submit their Bid via the PennBid.net platform by the date and time due. The Excel file, “20260518 - Replacement Sign Materials IFB Quote Form,” must be fully completed and uploaded as part of the Bid submission. All required forms shall be uploaded as PDF files with printed and signed originals. The Bids shall be submitted no later than 2:00 PM Prevailing Time on July 6, 2026.

1.4.1 Bidding Firm Compliance: Bids must be submitted on the provided forms contained within this Solicitation. Bids submitted in any other form or on any other document may not receive consideration. All documents contained within the Bid packet must be completed, signed and returned to SRTA by the designated date and time and shall include: all items within Section 5, titled “Required Forms and Certifications.”

1.4.2 Any Bid received after the noted date and time will be deemed non-responsive and rejected. Except for unforeseen circumstances that would warrant a change in the deadline by the Authority for all respondents, requests for extensions of the closing time and date will not be granted. Bids received after the time and date specified will not be considered and shall be returned to the Bidder unopened.

1.4.3 No Obligation on the Part of Any Authority or Agents: IF BIDS ARE SUBMITTED BY ANY MEANS, THE RESPONSIBILITY FOR THEIR ON-TIME DELIVERY TO SRTA VIA THE PENNBID.NET PLATFORM IS WHOLLY

UPON THE BIDDER.

1.4.4 Understanding: By submitting a Bid, each Bidding Firm will be deemed to have certified to SRTA that the firm has fully investigated and become completely familiar with the Solicitation requirements, conditions throughout SRTA’s Solicitation and applicable local, state, federal laws, and regulations relating to this procurement. The Authority will not consider claims for additional compensation based upon the firm’s lack of knowledge of such documents, statutes, regulations, resolutions, or conditions. Bidding Firms shall rely only on written addenda provided by Allen Hollenbach when submitting or revising Bids. In no event should a prospective firm submit a Bid based upon an oral interpretation of the Solicitation. Vendors are required to state exactly what they intend to furnish to SRTA via this Solicitation and must indicate any variances to the terms, conditions, and specifications of this Solicitation, no matter how slight. If variations are not stated in the vendor’s offer, it shall be inferred that the offer fully complies with all conditions identified in this Solicitation.

1.4.5 Schedule:

Issue Date: June 8, 2026

Questions Due: 2:00 PM Prevailing Time, June 23, 2026

Bids Due: 2:00 PM Prevailing Time, July 6, 2026

Contract Start Date: August 4, 2026

1.5 Proprietary Information

Any information contained in the Bid that the Bidding Firm considers proprietary must be clearly identified as such.

The Authority will respect requests for non-disclosure of proprietary information to the extent that information so restricted conforms to the Freedom of Information Act (FOIA) and Pennsylvania Sunshine Laws.

1.6 Bid Forms

All pricing must be submitted on the forms provided, contained within this document, and must contain all specified items in section 5. Incomplete Bids submitted in any other form will be considered non-responsive and will be rejected.

Item Number

Description

5.1 Acknowledgement of Receipt of Addenda

5.2 Certification Regarding Debarment, Suspension, and Other Responsibility Matters

5.3 Certification of Lower-Tier Participants Regarding Debarment, Suspension, and Other Ineligibility and Voluntary Exclusion

5.4 Non-Collusion Affidavit

5.5 Commonwealth Non-Discrimination Clause

5.6 Disadvantaged Business Participation

5.7 Disadvantaged Business Enterprise (DBE) Certification

5.8 Subcontractor Good Faith Checklist

5.9 Prohibited Telecommunications Equipment

5.10 Notice of Federal Requirements

5.11 Certification of Restrictions on Lobbying

5.12 Federal Tax Liability and Recent Felony Convictions

1.7 Authorized Signature

The Bid shall be signed by an official authorized to bind the offer, and it shall contain a statement to the effect that the Bid is firm for a period of at least One-hundred, Twenty (120) days from the closing date for the submission of Bids. This individual will be named on the resulting Contract.

1.8 Bid Withdrawal

All Bids shall be valid for One-hundred, Twenty (120) days from the closing date for the submission of Bids. Prior to the date and time Bids are due, the Bid may be modified or withdrawn by the Bidder’s authorized representative via the PennBid.net platform or by written notice. Written notices shall be addressed to: Allen

Hollenbach, Procurement Analyst, SRTA, 415 Zarfoss Drive, York, Pennsylvania 17404, no later than the exact due date and time.

1.9 Conditional Bids

Conditional Bids, or those which take exception to the specifications, will be considered non-responsive and will be rejected.

1.10 Opening, Requirements, and Evaluation of Bids

Bids will be evaluated by SRTA to determine which Bid, if any, should be accepted in the best interest of the organization. The Authority at its sole discretion will reserve the right to accept or reject Bids submitted and to waive any informalities and minor irregularities and to request additional information required to fully evaluate a Bid. The Bid shall be clear and meet the terms as specified herein, leaving no ambiguity in terms of provided materials.

1.10.1 Opening of Bids: Received Bids will be publicly opened via remote meeting. If interested in observing the Bid opening, please request the meeting link from Allen Hollenbach at ahollenbach@rabbittransit.org.

1.10.2 Evaluation: Bids will be reviewed for completeness and solicitation compliance. The complete Bid will include all documents in Section 5. The lowest cost, responsible and responsive Bid which meets specified criteria will be selected as the apparent Contractor.

1.10.3 Reserved.

1.10.4 Disadvantaged Business Enterprise: Though not a requirement and will not disqualify a firm or earn a contract, please identify any DBE participation in the Bid.

1.10.5 Single Bid: Firms or individuals wishing to submit Bids may not submit more than one Bid. If multiple Bids are received from the same individual or firm, both Bids will be rejected.

1.11 Contract

1.11.1 Contract: The Authority will issue a firm, fixed price Contract to the selected firm. The successful Bidding Firm will receive a Notice of Intent to Award. Bidding firms which will not receive a contract will receive a Notice of Intent informing them of the decision to award the Contract to a different firm.

1.11.2 Award of Contract: The Authority has a Board of Directors meeting July 30 during which the contract process will be approved for the successful Bidder. After Board Approval, the apparent Contractor will then need to provide any necessary documentation to Allen Hollenbach, and the Notice to Proceed will be sent within two (2) weeks of the receipt of all required documents. The necessary documents will include any insurance certificates, the signed Contract, and the organization’s W9.

1.11.3 Notice to Proceed: After all required documents have been received, reviewed, and approved, SRTA will issue a Notice to Proceed. The Authority will not be responsible for any costs incurred by the Apparent Contractor prior to the issuance of the Notice to Proceed.

1.11.4 Solicitation: This solicitation and any addenda will be incorporated in whole, by reference, within the Contract.

1.11.5 Bid: The successful Bid will be incorporated in whole, by reference, in the resulting Contract.

1.11.6 Contract Term: The Contract will set a firm, fixed price for the supply and delivery of replacement bus stop sign materials as described within the specifications.

1.12 Invoices and Payment

Invoices shall be sent upon delivery and acceptance of materials and shall reference this solicitation number and the purchase order issued by SRTA. The Authority shall make payment within Forty-five (45) days of receipt of an acceptable invoice. Additionally invoices shall list the corresponding delivery manifest, number of signs for that delivery, the unit cost, and the total shipment cost.

1.12.1 Invoice Detail: Each invoice shall reference this solicitation number and the purchase order issued by SRTA.

1.12.2 Prepayment: SRTA will not prepay for any materials or delivery. No exceptions.

1.12.3 Delivery: To receive payment, all invoices shall be sent to tmanahan@rabbittransit.org, omartinez@rabbittransit.org, and accountspayable@rabbittransit.org.

1.12.4 Purchase Order: Each and every invoice must reference the SRTA-issued Purchase Order.

1.13 Force Majeure

Contractor will be considered in default in the performance of its obligations under this Contract to the extent that performance is prevented or delayed by events beyond the reasonable control and without the fault or negligence of the Contractor (“Force Majeure”). Such events may include acts of God, natural disasters, fires, floods, declaration of war, civil disturbances, governmental actions, or other similar causes beyond the reasonable control of the Contractor which result in a declaration of emergency.

1.13.1 Should Contractor claim Force Majeure it shall promptly notify SRTA in writing of the nature of the event, the anticipated duration of the delay, and the actions being taken to mitigate the impact on performance. The Contractor shall use all reasonable efforts to resume full performance of its obligations as soon as practicable.

1.13.2 Force Majeure shall not include labor disputes, strikes, work stoppages, supply chain interruptions, or the unavailability of materials, equipment, or products required for performance under this Contract. The Contractor remains responsible for ensuring that sufficient labor, materials, products, and equipment are available to meet the requirements of this Contract.

1.13.3 Any determination that a Force Majeure event has occurred and that performance delays are excusable under this provision shall be subject to written review and approval by the SRTA Executive Director.

1.13.4 Should Force Majeure be granted, it shall operate only to excuse performance for the duration of the event and shall not relieve the Contractor of its obligation to resume full performance as soon as the Force Majeure condition ceases.

1.13.5 Time of the Essence: Time is of the Essence for deliveries.

1.14 Contract Breaches and Dispute Resolution

Disputes arising from the performance of the contract, which are not resolved between SRTA and the contract holder, shall be decided and resolved by the Executive Director of SRTA. In connection with any such appeal, the Contractor shall be afforded an opportunity to be heard and to offer evidence in support of its position. The decision of the Executive Director shall be binding upon the Contractor.

1.14.1 Performance During Dispute: Unless otherwise directed by the Authority, Contractor shall continue performance under the Contract while matters in dispute are being resolved.

1.14.2 Claims for Damages: Should either party to the Contract suffer injury or damage to person or property because of any act or omission of the other party or of any of his employees, agents or others for whose act he is legally liable, a claim for damages therefor shall be made in writing to such other party within a reasonable time after the first observance of such injury or damage.

1.15 Subcontracts

The requirement for single-point responsibility does not prohibit subcontracts or joint ventures provided that the single successful proposer assumes the position of Prime Contractor and performs Twenty Percent (20%) of the service specified. Additionally, the Authority will be held harmless, individually and collectively, with regard to any disputes between the Contractor and any subcontractors.

1.16 Liability

The Authority shall not be liable to any contractor or to any third party for any claims or damages occasioned by the solicitation, rejection, negotiation, or selection of Bids regarding this requirement. Each contractor or other respondent agrees to bear all costs of its response and participation in the process described in this IFB; there shall be no reimbursement for any costs incurred in the preparation of responses or Bids in connection with this process.

1.17 Postponement and Cancellation

SRTA reserves the right to postpone the bid opening for its own convenience and to reject any or all bids.

1.18 Changes and Addendum

Changes to the specifications will be made by addendum. Answers to written questions will be included as an addendum. At no point shall any correspondence, conversation, or assumption be deemed to take precedence above this document or any addenda released by the SRTA Procurement Analyst.

1.19 Insurance

SRTA shall be supplied with certificates of such insurance prior to the commencement of any work under this Agreement. All coverages below are to be “occurrence” type policies.

1.19.1 Worker’s Compensation Insurance: The Contractor shall be responsible for taking out and maintaining Workers’ Compensation insurance in accordance with the laws of the Commonwealth of Pennsylvania as necessary. Evidence of having this insurance shall be given to SRTA.

1.19.2 Liability Insurance: The Contractor shall take out and maintain on its owned and leased vehicles used in service under this Agreement such general liability, vehicle liability and property damage liability insurance as shall protect SRTA, and others performing work covered in this Agreement, from all claims for damages, personal injury, including accidental death, as well as from claims for property damages which may arise from operations under this Agreement, by naming SRTA and all others performing work as additional insured with respect to the project, and the amount of such insurance shall be as follows:

a. General Liability – insurance in an amount not less than:

$2,000,000 General Aggregate Limit

$2,000,000 Products – Completed Operations Aggregate Limit

$2,000,000 Personal and Advertising Injury Limit

$2,000,000 Each Occurrence Limit

b. Automobile Insurance in an amount not less than:

$2,000,000 Combined Single Limit for Bodily Injury and Property Damage Liability per Accident

1.19.3 The insurance specified in sections 1.19.1 and 1.19.2 shall be with an acceptable insurance company authorized to do business in the Commonwealth of Pennsylvania and shall be taken out before work is commenced and kept in effect until claims which may arise from work performed under the terms of this Agreement are satisfactorily completed. SRTA shall be given a minimum of thirty (30) days’ notice prior to any change or cancellation. SRTA shall be named as “additional insured” on all policies.

Failure to comply with any of the terms set forth in this paragraph shall constitute an immediate and automatic termination of contract.

1.19.4 The Contractor shall indemnify, defend and hold harmless the Susquehanna Regional Transportation Authority (SRTA), its officials and employees from and against any and all actual or alleged demands, claims, damages, losses and expenses, whether caused in whole or in part by a party indemnified hereunder, excepting only SRTA’s sole negligence.

1.19.5 Certificate of Insurance: Bidder shall have the ability to provide a certificate of insurance as specified, naming the Susquehanna Regional Transportation Authority as an additional insured. This must be obtained and in force prior to the apparent Contractor receiving the necessary Notice to Proceed.

1.20 Jurisdiction and Venue

Any and all disputes between the parties relating in any way to this Contract, and all exhibits and/or attachments hereto, shall be adjudicated in the Court of Common Pleas of York County, Pennsylvania. The parties hereto agree that jurisdiction and venue are appropriate as to each of them and said court.

1.21 Reservation of Governmental Immunity

The Susquehanna Regional Transportation Authority (“SRTA”) does not waive, relinquish, or otherwise limit any governmental or sovereign immunity by issuing this Solicitation, entering into any resulting Contract, or by any action taken pursuant thereto. SRTA expressly retains and preserves all immunities and defenses available under applicable law, including but not limited to those provided by the Pennsylvania Political Subdivision Tort Claims Act, 42 Pa.C.S. §§ 8541–8564.

1.22 Confidentiality, Data Ownership, and Use of Materials

Contractor shall not release, publish, distribute, or display any materials, communications, reports, data, photographs, drawings, or other resources related to this Contract without the prior written consent of SRTA.

SRTA shall retain all ownership rights, title, and interest in and to all SRTA data, including but not limited to operational records, reports, forms, logos, and any other materials generated or collected in the performance of services under this Contract. Any materials produced specifically for SRTA under this Contract shall remain the property of SRTA.

1.23 Indemnification

The Contractor agrees to defend, indemnify and hold harmless SRTA, the Authority, its Board of Directors, officers, agents, servants and employees from and against any and all claims, judgments and awards, including court costs and reasonable counsel fees, arising out of any claim, suit or action at law, in equity or otherwise, of any kind or nature whatsoever, which may be brought against the Authority arising out of any actions referenced in the resulting Contract on account of any actual or alleged loss to property or injury to any person or persons (including death), arising directly or indirectly out of or related to the performance or nonperformance under the resulting Contract by the Contractor, and/or subcontractor(s), and/or their officers, agents, servants or employees, even if caused in part by any party indemnified hereunder, excepting only the sole negligence of the Authority. This indemnification shall survive the expiration or termination of the resulting Contract.

1.24 Contract Execution Requirement

The successful Offeror shall execute the Contract and return all required documents, including insurance certificates and other submittals, within ten (10) calendar days from the date of the Notice of Award, unless otherwise authorized in writing by the Authority. Submission of a Bid shall constitute acknowledgment of and agreement to this requirement.

1.24.1 Acceptance of Contract Terms: By submission of a Bid, the Offeror acknowledges review of and agreement to all terms and conditions of the Contract included in this solicitation. Exceptions, clarifications, or modifications to Contract terms after issuance of the Notice of Award shall not be permitted unless expressly approved in writing by the Authority.

1.24.2 Failure to Execute Contract: If the successful Offeror fails to execute the Contract within the time required, the Authority may, at its sole discretion: rescind the Notice of Award; retain any bid security, if applicable; proceed with award to the next lowest responsive and responsible Offeror;

and/or pursue any other remedies available under applicable law.

1.24.3 Recovery of Re-procurement Costs: If the Authority awards the Contract to another Offeror at a higher price due to the failure of the original Offeror to execute the Contract, the original Offeror shall be liable to the Authority for the difference in price, together with any additional administrative and re-procurement costs incurred.

2. Bid Protests

2.1 Bid Protest Procedures

The policies and procedures governing the receipt and resolution of protests in connection with an Invitation for Bids (IFB) are outlined below. This procedure is applicable to all IFBs.

2.2 Definitions Related to Protests

“Interested Party” means any Bidder. “Days” means business days. “Filed” means the date of receipt by The Office of the Executive Director or his/her designee. “Federal/State Law or Regulation” means any valid requirement imposed by Federal, State, or other Statute or regulation. “Presumptive Contractor” means the Bidder that is in line for award of the contract in the event that the protest is denied. “Protestant” is an Interested Party who is aggrieved in connection with the solicitation or award of a contract and who files a protest.

2.3 Types of Protests and Time Limits

For this solicitation, SRTA and the SRTA Executive Director will review and respond to all protests. A Pre-Bid Protest is based upon alleged restrictive specifications or alleged improprieties in the procurement process. A Protestant must file a pre-bid protest no later than Five (5) days prior to bid opening date by 4:30 PM York, Pennsylvania prevailing time. A Pre-Award Protest is based upon alleged improprieties of a Bid. A Protestant must file a pre-award protest no later than Five (5) days after the Protestant knows or should have known of the facts giving rise thereto. A Post-Award Protest is based upon the award of a contract and must be filed no later than Five (5) days after notification to unsuccessful firms of the Authority’s intent to award.

2.4 Content of Protest

Protests must be in writing, and filed directly with the Office of the Executive Director of the Susquehanna Regional Transportation Authority (SRTA) at:

Executive Director

Susquehanna Regional Transportation Authority (SRTA)

415 N. Zarfoss Drive York, PA 17404

Any and all protests must contain the following information:

a. The name, address and telephone number of the Protestant

b. Identity of the IFB (by name) “20260518 - Replacement Sign Materials IFB”

c. A detailed factual statement of the grounds for protest

d. The desired relief, action, or ruling.

2.5 Action by the Authority

Upon timely receipt of a protest, SRTA will delay the opening of bids until after a resolution of the protest or protests filed prior to the bid opening, or withhold award until after resolution of the protest or protests filed after bid opening. However, SRTA may open bids or award a contract whenever the Authority, at its sole discretion, determines that: a. The items or work to be procured are urgently required; b. Delivery will be unduly delayed by failure to make the award promptly; or c. Failure to make prompt award will otherwise cause undue harm to either SRTA or funding sources.

2.5.1 Response to the Protest: SRTA’s Executive Director will respond in detail to each substantive issue raised in the protest within a reasonable time after the protest is filed. When on its face a protest does not state a valid basis for protest or is untimely, the Executive Director may summarily dismiss the protest without requiring a detailed response.

2.5.2 Rebuttal to the Authority’s Response: The Protestant may submit a written rebuttal to SRTA’s response, addressed to the Executive Director of SRTA, but must do so within five (5) days after receipt of the original Executive Director’s response. The Executive Director will review the protest and notify the Protestant of his/her final decision.

2.5.3 Request for Reconsideration: If data becomes available that was not previously known, or there has been an error of law, a Protestant may submit a request for reconsideration of the protest.

The Executive Director’s determination will be considered final.

2.6 Confidentiality of Protest

Material submitted by a Protestant will not be withheld from any Interested Party, except to the extent that the withholding of information is permitted or required by law or regulation. If the Protestant considers that the protest contains proprietary material which should be withheld, a statement advising of this fact must be affixed to the front page of the protest submission and the allegedly protected information must be so identified whenever it appears.

2.7 Federal Transit Administration (FTA) Involvement

Where procurements are funded by the FTA, SRTA will notify the Regional Office of any known or pending protests. SRTA will notify the FTA again within five (5) business days from receipt of final decision made by the Executive Director of SRTA. The Protestant may file a protest with the FTA only where the protest alleges that SRTA failed to have, or failed to adhere to its protest procedures or there was a violation of Federal Law or Regulation. Any protest to the FTA must be filed in accordance with FTA Circular 4220.1G.

3. Specifications

3.1 Purpose

SRTA has a need to procure replacement bus stop sign materials system-wide. SRTA commissioned WSP, a Contracted Engineer, to perform an assessment of existing sign conditions and develop specifications for the repair and replacement of systemwide bus stop signs. It was determined by SRTA that it was in the best interest of the Authority to obtain the sign materials separate from the eventual sign replacement Contractor to maintain appropriate cost control and reduce costs. The replacement sign materials will be utilized in support of the Authority’s bus stop replacement and associated bus stop infrastructure improvements identified through the WSP bus stop assessment report. The materials are intended to support a contractor-led installation effort involving the removal and replacement of deteriorated, damaged, obsolete, or non-compliant bus stop signs and posts throughout the service area.

3.1.1 Bus Stop Signs: The Authority requires two-thousand, two-hundred (2,200) Bus Stop Signs.

3.1.2 QR Code Signs: The Authority requires one-hundred (100) QR Code Signs.

3.13 Design: Basic drawings are attached to the PennBId.net Solicitation for Bidder Reference.

3.2 Sign Specifications

All signs shall conform to the following specifications as established by the Authority and consistent with FHWA standards for traffic control devices:

3.2.1 Bus Stop Sign:

Specification Item Requirement

Sign Height 18 inches

Sign Width 12 inches

Area per Sign 1.50 SF

Substrate .080 aluminum (high-quality aluminum blank substrate)

Reflectivity High Intensity Prismatic (HIP) – 3M Series 3930 White High Intensity Prismatic reflective sheeting

Print Full color digital print graphics

Corners Rounded corners, 1.5-inch radius

Holes Fabricated to FHWA hole-punching standards (Federal punching specs)

Design Two-sided: Side A – red background with white “BUS STOP” text; Side B – black background with bus graphic, “BUS STOP” header, rabbittransit logo, and 1-800-632-9063 phone number

Fabrication Standard FHWA-compliant; MUTCD standards apply

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3.2.2 QR Code Signs

Specification Item Requirement

Sign Height 12 inches

Sign Width 2 inches

Area per Sign 0.167 SF

Holes Two 1/2-inch mounting holes on 10-inch centers

QR Code Included on each sign

Mounting Pole-mounted sign with pre-drilled mounting holes

Substrate .080 aluminum (high-quality aluminum blank substrate)

Print Full color digital print graphics

The Authority will provide the sign design artwork files to the awarded Contractor prior to production. Fabricator shall confirm sign design compliance with SRTA prior to production. A sample or proof shall be submitted to SRTA for approval prior to full production run.

3.3 Quantity

The Bidding Firm shall provide a unit price per sign. SRTA intends to order approximately two-thousand, two-hundred (2,200) Bust Stop Signs and one-hundred (100) QR Code Signs. The Authority reserves the right to adjust the final quantity ordered up or down by up to ten percent (10%) from the stated quantity without adjustment to the unit price. SRTA will issue a firm purchase order quantity upon Contract execution.

3.4 Delivery

All signs shall be delivered FOB Destination to:

Susquehanna Regional Transportation Authority

415 North Zarfoss Drive

York, Pennsylvania 17404

3.4.1 Schedule: SRTA reserves the right to coordinate delivery timing with the Authority’s installation schedule.

3.4.2 Packaging: Signs shall be palletized, packaged, and protected to prevent damage during transport and storage. Damaged materials will be rejected and must be replaced at the Contractor’s expense.

3.4.3 Unloading: SRTA has a forklift available, though there is no loading dock.

3.4.4 Coordination: Delivery shall be coordinated with the SRTA project manager not less than five (5) business days prior to anticipated delivery to ensure prompt unloading availability.

3.4.5 Lead time: The Bidder shall provide estimated lead time and delivery schedule with their Bid.

3.4.6 Sub-packaging: Signs shall be packaged in plastic, shrink-wrapped, or bundles prior to being palletized. Bidders shall list the number of signs which will be bundled together prior to packaging on the shipping pallet.

3.5 Warranty

The Contractor warrants that all materials supplied under this Contract shall be new, in first-class condition, and in full conformance with the specifications set forth herein. The Contractor warrants that the sign materials shall be free from defects in materials and workmanship. The Contractor further agrees that the materials furnished shall be covered by the most favorable commercial warranties the Contractor gives to any customer for such materials.

Work not conforming to these warranties shall be considered defective and shall be replaced at no cost to SRTA.

Bidding firm shall submit their warranty information with their bids. Such information shall describe warranty process and warranty duration.

3.6 Inspection and Acceptance

SRTA shall inspect all delivered materials upon receipt. Inspection will be performed by SRTA’s Project Manager and will confirm that materials conform to the specifications set forth in Section 3.2, are free from visible defects or damage, and are of the correct quantity as specified on the purchase order.

3.6.1 Acceptance: Materials will be deemed accepted upon written confirmation by SRTA’s Project Manager following a satisfactory inspection. Acceptance shall not constitute a waiver of any latent defects or non-conformances that may be identified following acceptance.

3.6.2 Rejection: SRTA reserves the right to reject any materials that do not conform to the specifications, arrive damaged, or are otherwise deficient. SRTA will notify the Contractor in writing of any rejection within five (5) business days of delivery. The Contractor shall remove rejected materials and provide conforming replacement materials within ten (10) business days of receipt of written notice of rejection, at no additional cost to SRTA.

3.6.3 Partial Rejection: SRTA reserves the right to accept conforming materials and reject non-conforming materials within the same shipment. Rejection of a portion of a shipment shall not constitute rejection of the entire order unless the quantity of non-conforming materials renders the remainder of the shipment unusable for its intended purpose in SRTA’s reasonable determination. Should SRTA reject a partial shipment, the Contractor shall provide return shipping and supply replacements within ten (10) business days.

3.7 Packaging and Labeling

All signs shall be packaged to prevent damage during transit and storage. The Contractor shall palletize all materials in accordance with standard commercial shipping practices. Each pallet shall not exceed 4,500 pounds in total weight. Bundles shall not exceed four (4) feet in length.

3.7.1 Labeling: Each pallet or bundle shall be clearly labeled with the following information: the purchase order number issued by SRTA, the quantity of signs contained within, and the Contractor’s name and contact information.

3.7.2 Packaging Materials: All packaging materials shall be sufficient to protect the signs from damage during transit and handling. Signs shall be separated by appropriate protective materials to prevent surface scratching or damage to the reflective sheeting.

3.8 Design Artwork and Proof Approval

SRTA will provide the Contractor with final sign design artwork files in a format suitable for commercial sign fabrication within ten (10) calendar days of the issuance of the Notice to Proceed. The Contractor shall not commence production until design artwork has been received and a proof has been approved in writing by SRTA.

3.8.1 Proof Submission: The Contractor shall submit a digital proof to SRTA for approval within five (5) business days of receipt of the design artwork files. The proof shall accurately represent the final printed sign in terms of color, layout, dimensions, and finish.

3.8.2 Proof Approval: SRTA shall review and respond to the submitted proof within five (5) business days of receipt. SRTA will either approve the proof in writing or provide written notice of required revisions.

The Contractor shall address any revisions and resubmit within three (3) business days. Production shall not commence until SRTA has provided written approval of the proof.

3.8.3 Production Sample: Prior to commencing full production, the Contractor shall provide one (1) physical production sample sign for SRTA’s review and approval. SRTA shall inspect the sample and provide written approval or notice of deficiency within five (5) business days of receipt. Full production shall not begin until SRTA has provided written approval of the production sample. The production sample shall be incorporated into the final order upon acceptance.

3.9 Delivery Schedule

Delivery shall be coordinated with the SRTA project manager not less than five (5) business days prior to anticipated delivery to ensure prompt unloading availability. The Zarfoss building is open for deliveries from 8:00 AM through 4:00 PM prevailing time Monday through Friday except holidays.

3.10 Final Purchase Order Quantity

SRTA will issue a firm Purchase Order specifying the final quantity of signs to be fabricated within ten (10) calendar days of Contract award. The final quantity may vary from the estimated quantity of 2,200 signs by up to ten percent (10%) in either direction without adjustment to the unit price. The Contractor shall not commence fabrication prior to receipt of the firm Purchase Order. Any quantity adjustments beyond the ten percent (10%) threshold shall be subject to mutual written agreement between SRTA and the Contractor prior to production.

3.11. References

Bidders shall provide at minimum three (3) business references. Bidders shall ensure those supplied references area aware that SRTA will contact them via email and encourage those references to provide responses. SRTA will make two (2) attempts to contact low bidder references. SRTA will use reference responses to determine vendor responsibility.

3.12 Confidentiality of Design Files and Materials

All design files, artwork, logos, brand assets, and related materials provided by SRTA to the Contractor under this Contract are confidential and proprietary to SRTA. The Contractor shall treat all such materials as confidential and shall not disclose, share, transfer, publish, or otherwise make available any SRTA-provided design files or materials to any third party without the prior written consent of SRTA. This prohibition applies to the Contractor’s employees, subcontractors, vendors, and agents. The Contractor shall limit internal access to SRTA design files strictly to those personnel directly involved in the fabrication of materials under this Contract.

The Contractor shall not use SRTA design files, artwork, logos, or brand assets for any purpose other than the fabrication of sign materials as specified in this Contract. Use of SRTA’s brand assets for marketing, portfolio display, advertising, promotional materials, or solicitation of other business is expressly prohibited without the prior written consent of SRTA.

Upon completion of the Contract or upon written request by SRTA, the Contractor shall promptly destroy or return all SRTA-provided design files and materials in its possession, including any copies stored electronically or otherwise, and shall certify in writing to SRTA that such destruction or return has been completed.

3.13 Intellectual Property Ownership

All design files, artwork, sign designs, logos, graphics, and other creative materials provided by SRTA or developed by SRTA in connection with this Contract are and shall remain the sole and exclusive property of SRTA. The Contractor acquires no ownership interest, license, or rights in or to any SRTA intellectual property by virtue of this Contract or the performance of services hereunder, except the limited right to use such materials solely for the purpose of fulfilling its obligations under this Contract.

The rabbittransit name, logo, and associated brand elements are registered marks and proprietary assets of the Susquehanna Regional Transportation Authority. The Contractor shall not reproduce, display, or otherwise use the rabbittransit name, logo, or brand elements for any purpose beyond the fabrication of sign materials expressly authorized under this Contract.

Any modifications, adaptations, or derivative works created by the Contractor based upon SRTA-provided artwork or design files, whether created with or without SRTA’s direction, shall be considered works made for hire and shall vest solely in SRTA upon creation. To the extent any such works do not qualify as works made for hire under applicable law, the Contractor hereby irrevocably assigns to SRTA all right, title, and interest in and to such works, including all intellectual property rights therein.

The Contractor represents and warrants that the fabrication processes, equipment, and any materials or components it supplies under this Contract do not infringe upon the intellectual property rights of any third party.

The Contractor shall indemnify and hold harmless SRTA from and against any claims, damages, or expenses arising out of any alleged infringement by the Contractor of any third-party intellectual property rights in connection with the performance of this Contract.

4. Third Party Contract Requirements

4.1 Access to Records and Reports

a. Record Retention. The Contractor will retain, and will require its subcontractors of all tiers to retain, complete and readily accessible records related in whole or in part to the contract, including, but not limited to, data, documents, reports, statistics, leases, subcontracts, arrangements, other third party Contracts of any type, and supporting materials related to those records.

b. Retention Period. The Contractor agrees to comply with the record retention requirements in accordance with 2 C.F.R. § 200.334. The Contractor shall maintain all books, records, accounts and reports required under this Contract for a period of at not less than three (3) years after the date of termination or expiration of this Contract, except in the event of litigation or settlement of claims arising from the performance of this

Contract, in which case records shall be maintained until the disposition of all such litigation, appeals, claims or exceptions related thereto.

c. Access to Records. The Contractor agrees to provide sufficient access to FTA and its contractors to inspect and audit records and information related to performance of this contract in accordance with

2 CFR § 200.337.

d. Access to the Sites of Performance. The Contractor agrees to permit FTA and its contractors access to the sites of performance under this contract in accordance with 2 CFR § 200.337.

4.2 Americans with Disabilities Act (ADA)

The contractor agrees to comply with all applicable requirements of section 504 of the Rehabilitation Act of 1973, as amended, 29 U.S.C. § 794, which prohibits discrimination on the basis of handicaps, with the Americans with Disabilities Act of 1990 (ADA), as amended, 42 U.S.C. §§ 12101 et seq., which requires that accessible facilities and services be made available to persons with disabilities, including any subsequent amendments to that Act, and with the Architectural Barriers act of 1968, as amended, 42 U.S.C. §§ 4151 et seq., which requires that buildings and public accommodations be accessible to persons with disabilities, including any subsequent amendments to that Act. In addition, the contractor agrees to comply with any and all applicable requirements issued by the FTA, DOT, DOJ, U.S. GSA, U.S. EEOC, U.S. FCC, any subsequent amendments thereto and any other nondiscrimination statute(s) that may apply to the Project.

4.3 Reserved

4.4 Restrictions on Lobbying

Conditions on use of funds.

(a) No appropriated funds may be expended by the recipient of a Federal contract, grant, loan, or cooperative agreement to pay any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with any of the following covered Federal actions: the awarding of any Federal contract, the making of any Federal grant, the making of any Federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any Federal contract, grant, loan, or cooperative agreement.

(b) Each person who requests or receives from an agency a Federal contract, grant, loan, or cooperative agreement shall file with that agency a certification, that the person has not made, and will not make, any payment prohibited by paragraph (a) of this section.

(c) Each person who requests or receives from an agency a Federal contract, grant, loan, or a cooperative https://www.law.cornell.edu/definitions/index.php?width=840&height=800&iframe=true&def_id=7fd5df518b6c95867eac5109b7df202b&term_occur=999&term_src=Title%3A49%3AChapter%3AA%3APart%3A20%3ASubpart%3AA%3A20.100 https://www.law.cornell.edu/definitions/index.php?width=840&height=800&iframe=true&def_id=525338836d2ea8c8a75e5bf3ba1cd005&term_occur=999&term_src=Title%3A49%3AChapter%3AA%3APart%3A20%3ASubpart%3AA%3A20.100 https://www.law.cornell.edu/definitions/index.php?width=840&height=800&iframe=true&def_id=8dd42488959c738c9ae8d989975aade0&term_occur=999&term_src=Title%3A49%3AChapter%3AA%3APart%3A20%3ASubpart%3AA%3A20.100 https://www.law.cornell.edu/definitions/index.php?width=840&height=800&iframe=true&def_id=46a6d108bcf926618cf66866f5b4126f&term_occur=999&term_src=Title%3A49%3AChapter%3AA%3APart%3A20%3ASubpart%3AA%3A20.100 https://www.law.cornell.edu/definitions/index.php?width=840&height=800&iframe=true&def_id=aebeb41d8b631fb2cbeead82a030a574&term_occur=999&term_src=Title%3A49%3AChapter%3AA%3APart%3A20%3ASubpart%3AA%3A20.100…