1-20260624 - Enterprise Phone Replacement RFP.pdf

Request for Proposals for

Enterprise Phone Replacement

Solicitation:

20260624 - Enterprise Phone Replacement RFP

Issue Date: September 1, 2026 Questions Due: 2:00 PM September 24, 2026 Proposals Due: 2:00 PM October 14, 2026 Possible Interviews: Week of November 2, 2026 Contract Start Date: November 30, 2026

Susquehanna Regional Transportation Authority dba rabbittransit

Request for Proposals 20260624 - Enterprise Phone Replacement

The Susquehanna Regional Transportation Authority (SRTA), dba rabbittransit is requesting Proposals for the services described as follows. The Authority will receive proposals for all labor, supervision, project management, hardware, software, licensing, implementation, configuration, testing, training, support, and related services necessary to replace SRTA’s existing Cisco Unified Communications Manager platform and associated administrative desk phones. The NICE CXone Customer Service call center platform is outside the scope of this solicitation and must remain operational and unaffected throughout implementation. Please review the complete Solicitation to determine if your services are suitable. Proposers are invited to submit responses describing your firm’s capabilities believed to satisfy SRTA’s specialized needs described within this Solicitation. SRTA/rabbittransit serves and maintains locations in Adams, Columbia, Cumberland, Dauphin, Franklin, Harrisburg City, Montour, Northumberland, Perry, Snyder, Union and York Counties.

All proposals 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 Proposers in the development of their proposals in responding to this RFP are the sole responsibility of the Proposers. No such costs will be reimbursed by the Agency. Furthermore, Proposers must not include such costs as part of their cost proposals to perform any work described in this RFP.

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

Due:

2:00 PM October 14, 2026

SRTA hereby notifies all proposers that in regard to any contract entered into pursuant to this RFP advertisement or solicitation, disadvantaged business enterprises (DBE’s) will be afforded full opportunity to submit proposals 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 proposals and to waive any informality in the RFP process as the Authority deems in any of its own best interest. Proposals received after the specified closing time will be considered late proposals and will not be evaluated for award. Misdirected submittals will not be accepted.

Solicitation Contents

1. General Information

1. General Information

1.1 Obtaining RFP Documents 7

1.2 Reserved 7

1.3 Questions, Clarifications, and Interpretation 7

1.4 Proposal Submissions 7

1.5 Proprietary Information 8

1.6 Proposal Forms 8

1.7 Authorized Signature 8

1.8 Proposal Withdrawal 8

1.9 Conditional Proposal 9

1.10 Opening, Requirements, and Evaluation of Proposals 9

1.11 Contract 10

1.12 Invoices and Payment 10

1.13 Force Majeure 11

1.14 Contract Breaches and Dispute Resolution 12

1.15 Subcontracts 12

1.16 Liability 12

1.17 Postponement and Cancellation 13

1.18 Changes and Addendum 13

1.19 Insurance 13

1.20 Jurisdiction and Venue 14

1.21 Reservation of Governmental Immunity 15

1.22 Confidentiality, Data Ownership, and Use of Materials 15

1.23 Contract Execution Requirement 15

1.24 Indemnification 16

1.25 PennDOT Involvement 16

2. Bid Protests

2.1 Bid Protest Procedures 18

2.2 Definitions Related to Protests 18

2.3 Types of Protests and Time Limits 18

2.4 Content of Protest 18

2.5 Action by the Authority 18

2.6 Confidentiality of Protest 19

2.7 Federal Transit Administration (FTA) Involvement 19

3. Specifications

3.1 General Requirements 21

3.2 Existing Environment and Project Objectives 22

3.3 Existing Environment Information 23

3.4 Implementation Services 24

3.5 System Architecture and Solution Requirements 26

3.6 Enterprise Telephony Features 27

3.7 Unified Communications and Collaboration Features 29

3.8 End User Devices 31

3.9 Mobile and Desktop Applications 33

3.10 Administration and System Management 35

3.11 Microsoft 365 and Third-Party Integrations 37

3.12 Carrier Services and Number Portability 39

Jason Wolfgang The Section 3 entries in this table of contents do not match the Enterprise Phone Replacement specifications. They appear to be from a transportation-services RFP and should be regenerated after the document revisions are finalized.

3.13 Reliability, Business Continuity, and Disaster Recovery 41

3.14 Cybersecurity 43

3.15 Reporting and Analytics 46

3.16 Training 48

3.17 Support and Maintenance 51

3.18 Warranty 55

3.19 Testing and Acceptance 57

3.20 Documentation and Deliverables 60

3.21 Future Expansion and Transition 62

3.22 Pricing Requirements 65

3.23 Optional Products and Services 68

3.24 Proposal Response Requirements 70

3.25 Proposed Project Milestones and Payment Schedule 71

3.26 Contract Term and Optional Years 73

3.27 Service Level Requirements and Performance Remedies 74

3.28 Contractor Master Services Agreement 76

3.29 Contractor Qualifications and Experience 77

3.30 Licensing and Regulatory Compliance 79

3.31 Change Management and Configuration Control 80

3.32 Existing System Decommissioning and Disposition 82

3.33 System Administration and SRTA Administrative Control 84

3.34 Call Recording, Voicemail Transcription, and Retention 86

3.35 Testing Under Approved Test Plan 89

3.36 Proposer Technical Solution Summary 90

3.37 New Hardware Inventory 92

4. Third Party Contract Requirements

4.1 Access to Records and Reports 94

4.2 Americans with Disabilities Act (ADA) 94

4.3 Build/Buy America 94

4.4 Restrictions on Lobbying 95

4.5 Civil Rights Laws and Regulations 96

4.6 Civil Rights and Equal Opportunity 97

4.7 Clean Air Act and Federal Water Pollution Control Act 98

4.8 Contract Work Hours and Safety Standards Act 98

4.9 Debarment and Suspension 99

4.10 Disadvantaged Business Enterprise (DBE) 100

4.11 Energy Conservation 100

4.12 Equal Employment Opportunity 100

4.13 Notice to Third Party Participants 102

4.14 Incorporation of Federal Transit Administration (FTA) Terms 102

4.15 No Government Obligation to Third Parties 102

4.16 Notification to FTA Regarding Legal Matters 102

4.17 Patent Rights and Rights in Data 103

4.18 Solid Wastes 104

4.19 Program Fraud and False or Fraudulent Statements and Related Acts 104

4.20 Prohibition on Certain Telecommunications and Video Surveillance

Services or Equipment

4.21 Prompt Payment 105

4.22 Safe Operation of Motor Vehicles 105

4.23 Termination 106

4.24 Violation and Breach of Contract 108

4.25 Trafficking In Persons 109

4.26 Federal Tax Liability and Recent Felony Convictions 109

4.27 Severability 109

4.28 Assignability 109

4.29 Substance Abuse Requirements 109

5. Required Forms and Certifications

5.1 Acknowledgement of Receipt of Addenda 112

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 115

5.5 Commonwealth Non-Discrimination Clause 116

5.6 Disadvantaged Business Participation 118

5.7 Disadvantaged Business Enterprise (DBE) Certification 119

5.8 Subcontractor Good Faith Checklist 120

5.9 Prohibited Telecommunications Equipment 121

5.10 Notice of Federal Requirements 122

5.11 Certification of Restrictions on Lobbying 125

6. Appendix

6.1 20260624 - Enterprise Phone Replacement Pricing Form Instructions 127

6.2 20260624 - Enterprise Phone Replacement Price Form 128

6.3 20260624 - Enterprise Phone Replacement References 131

6.4 20260624 - Enterprise Phone Replacement Notes 132

6.5 20260624 - Enterprise Phone Replacement Requirements List 133

6.6 20260624 - Enterprise Phone Replacement Score Sheet 134 End of Solicitation 137

1. General Information

1.1 Obtaining RFP Documents

Interested parties may receive the Request for Proposal (RFP) 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

RFP.

1.2 Reserved

1.3 Questions, Clarifications, and Interpretation

Proposal questions will be accepted in writing on the PennBid.net platform until 2:00 PM prevailing time on September 24, 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 PennBid.net These requests for clarification, interpretation, or correction thereof need to be submitted in writing by 2:00 PM prevailing on September 24, 2026. The person submitting the request will be responsible for its prompt delivery. Any interpretation or correction of the Solicitation will be made only by addendum and will be delivered to each person receiving a set of such documents via email. The Authority will not be responsible for any other explanation or interpretation of the Solicitation. All inquiries regarding the contents and requirements of this RFP should be in writing and submitted via the PennBid.net platform.

1.4 Proposal Submissions

The Proposer shall submit all required documents and forms via PennBid.net by 2:00 Prevailing Time, October 14,, 2026. Proposers shall use file names similar to requirements listed within the PennBid.net submissions tab.

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

1.4.2 Any submittal received after the noted date and time will be deemed non-responsive and rejected. Except for unforeseen circumstances that could 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. Proposals received after the time and date specified will not be considered and any proposal received after the scheduled closing time shall be deemed nonresponsive.

1.4.3 No Obligation on the part of SRTA/rabbittransit or agents: IF PROPOSALS ARE SENT BY

MAIL OR ANY OTHER MEANS, THE RESPONSIBILITY FOR THEIR ON TIME DELIVERY TO SRTA

IS WHOLLY UPON THE PROPOSER.

1.4.4 Understanding: By submitting a proposal, each proposer will be deemed to have certified to SRTA that the proposer 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 proposer's lack of knowledge of such documents, statutes, regulations, resolutions, or conditions. Occasions may arise that require clarification of Contract Documents. Proposer shall rely only on written Addenda provided by SRTA when submitting or revising proposals. In no event should a prospective proposer submit a proposal based upon an oral interpretation of the Solicitation by any SRTA staff or by any other firm or individual not associated with the Authority. In addition, 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 vendor’s offer fully complies with all conditions identified in this Solicitation.

1.4.5 Schedule:

Issue Date: September 1, 2026 Questions Due: 2:00 PM September 24, 2026 Proposals Due: 2:00 PM October 14, 2026 Possible Interviews: Week of November 2, 2026 Contract Start Date: November 30, 2026

1.4.6 Proposal Layout: To facilitate the evaluation process, Proposers are encouraged to structure their responses using the same format, section numbering, and terminology contained in this Solicitation. If a Proposer uses terminology that differs from or is not defined in the Solicitation, the Proposer should clearly define such terms within its proposal.

1.5 Proprietary Information

Any information contained in the Proposal that the Proposer 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 Proposal Forms

All pricing must be submitted on the forms provided, contained on the associated Excel file, and must contain all specified items. Incomplete Proposals submitted in any other form will be considered non-responsive and will be rejected. Please be sure to use the Excel file, “20260624 - Enterprise Phone Replacement Quote Form” to submit official Proposal Pricing, References, Notes, and Instructions.

Additionally Section 5 forms must be completed and returned. Please do not return the solicitation document.

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

1.7 Authorized Signature

The proposal shall be signed by an official authorized to bind the offer, and it shall contain a statement to the effect that the proposal is firm for a period of at least One-hundred, Twenty (120) days from the closing date for the submission of proposals.

1.8 Proposal Withdrawal

All Proposals shall be valid for One-hundred, twenty (120) days from the closing date for the submission of proposals. Prior to the date and time Proposals are due the Proposal may be modified or withdrawn by the Bidder’s authorized representative in person, or by written notice. If Proposals are modified or withdrawn in person, the authorized representative shall make his identity known and shall sign a receipt for the Proposal. 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 Proposal

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

1.10 Opening, Requirements, and Evaluation of Proposals

Proposals will be evaluated by SRTA to determine which Proposal, 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 Proposals submitted and to waive any informalities and minor irregularities and to request additional information required to fully evaluate a Proposal. The Technical Proposal shall be clear, thorough, and meet the terms as specified herein, leaving no ambiguity in terms of provided services and Proposer experience. The Pricing Form shall be completed similarly without question or ambiguity in terms of offerings and costs. Please use the “Notes” sheet within the file to add any additional clarity necessary.

1.10.1 Opening of Proposals: Received Proposals will not be publicly opened. The Proposer shall submit their Technical Proposal, required documents, and Pricing Form saved via PDF and the Excel file, “20260624 - Enterprise Phone Replacement Pricing Sheet” via PennBid.net.

1.10.3 Evaluation Committee: An Evaluation Committee composed of Operations, Information Technology, and Accounting staff will evaluate each proposal for content and conformity, consistent with the evaluation criteria. The Proposer shall provide their Technical Proposal for evaluation along with the signed pricing forms and required documents outlined in Section 5. The complete technical proposal along with signed pricing forms and the documents in Section 5 should be submitted electronically via PennBid.net. The electronic file shall also include the Excel file, titled “20260624 - Enterprise Phone Replacement Pricing Sheet.”

1.10.4 Scoring: The Evaluation Committee will review aspects of the Proposal as detailed in the Scoring criteria in Appendix 6.5. Maximum scores are noted for each criteria segment.

A competitive set will be established based on Proposal scores. The competitive set of Proposers may be invited for interviews or to provide a best and final offer (BAFO) as described in Item 1.11.6.

1.10.5 Minimum Proposal Requirements:

a. Letter of Introduction: A signed Letter of Introduction, on company letterhead, introducing the firm and summarizing the firm’s qualifications. It should clearly state the firm’s understanding of the requirements under this RFP and highlight any unique Proposer qualifications.

b. Professional and Technical Expertise: Each Contractor must provide a brief description of its company, including the date established, and the organization’s experience and history implementing solutions for enterprise telephone or unified communications solutions options similar in size, scope, and nature to SRTA’s operation.

c. Assigned Personnel: Each Contractor must provide a brief description of key personnel who will be assigned to care for this Contract. This shall include qualifications and experience. This shall also describe the term of engagement for each individual through implementation and on-going support.

d. Insurance: Proposer shall provide proof and aver that the organization will have means sufficient to obtain insurance as described within Section 1.19.

1.10.6 Disadvantaged Business Enterprise:

Though not a requirement and will not disqualify a firm or earn additional scoring points, please identify any DBE participation in the proposal.

1.10.7 Price Proposal: Please complete the sheets within the Excel file titled, “20260624 - Enterprise Phone Replacement Pricing Form.” Please print, sign, and submit each component of this file.

1.10.8 Proposal Layout: Proposals shall follow the format as outlined within this solicitation.

Please make clear supply intention. For items addressed in Section 3, please refer to item numbers and use like terminology to ease Proposal scoring. Where terminology may differ, provide a definition or explanation.

1.10.9 Geographic Location: No preference will be given for geographic location.

1.10.10 Interviews: High scoring Proposers may be invited for interviews. These interviews will be based on Proposal scores and will be further evaluated based on interview performance. If there is an interview or demonstration component, the Proposer receiving the highest combined score with the best economic value will be selected for the Contract negotiation process.

1.10.11 Selection: The Proposing firm which provides the highest cumulative score and providing the best value will be selected for Contracting.

1.10.12 References: Within the Price Form file, Proposers shall submit not less than six (6) professional references.

1.11 Contract

1.11.1 Contract Negotiations: The authority may negotiate with the highest scoring Proposer.

Upon successful Contract Negotiations there will be a Resolution presented to SRTA’s Board of Directors. The successful Proposer will receive a Notice of Intent to Award indicating their position. Proposers which will not receive a contract will receive a Notice of Intent that will inform of the decision to award the Contract to another firm. If there is a failure to reach suitable terms, the next highest scoring Proposer will be invited to engage in Contract Negotiations.

1.11.2 Award of Contract: The Authority has a Board of Directors meeting on November 19, 2026 during which the contract process may be approved for the successful Proposer. The apparent Contractor will then need to provide any necessary documentation to Allen Hollenbach, and the Notice to Proceed will be sent within two weeks of the receipt of all required documents.

1.11.4 Solicitation: This solicitation and any addenda will be incorporated in whole, by reference within the Contract. No Proposer exceptions will be accepted.

1.11.5 Proposal: The Contractor’s Proposal, Pricing Information, and information related to a Best And Final Offer will be incorporated in whole, by reference within the Contract.

1.11.6 Best and Final Offer: Proposers may be offered an opportunity to present a Best and Final Offer to SRTA after any interviews and negotiations. Proposers are warned to not provide inflated initial costs within their Proposal as there may not be a Best and Final Offer opportunity.

1.11.7 Contract Execution: The approved Contractor shall sign the Contract within five (5) business days after Contract Award. The Contract shall represent the Contractor’s Proposal response, interview materials, possible BAFO submissions, and Solicitation.

Should the Contractor not sign the Contract, SRTA may award to the next highest scoring/best value Proposer or solicit new Proposal responses.

1.11.8 Contract Term: The Contract shall be for a period of five (5) years with the option to extend licensing and maintenance for additional terms.

1.12 Invoices and Payment

As full consideration for satisfactory performance under the Contract, the Contractor shall issue an invoice prior to the fifteenth (15th) day of the month after service is provided.

IT should be part of the Evaluation Committee

1.12.1 Fixed Cost: SRTA will pay Contractors a base, monthly fixed cost. These costs shall be demonstrable costs paid by the Contractor. “Fixed Costs” shall mean the typical business definition of fixed costs necessary to service SRTA.

1.12.2 Variable Costs: SRTA will pay Contractor for demonstrable variable costs necessary to service this Contract.

1.12.3 Delivery: Invoices shall be received by the fifteenth (15th) day of the month subsequent to the month where any work was performed. Invoices shall be sent to accountspayable@rabbittransit.org, jwolfgang@rabbittransit.org, and omartinez@rabbittransit.org.

1.12.4 Prepayment: SRTA will not prepay for any work, materials, or supplies. No exceptions.

1.12.5 Invoice Questions: Should there be questions or disputes relative to any invoice, Contractor shall continue all work for the advancement of this project and shall make every effort to provide documentation and evidence to justify invoiced amounts.

Contractor shall provide such explanation as requested by SRTA.

1.12.6 Invoice Structure: Contractor shall provide invoices in a format approved by SRTA.

Invoices shall clearly itemize implementation Milestone payments, hardware, software, licensing, subscriptions, support, maintenance, and any other authorized charges applicable to the Contract.

1.12.7 Verification: Each invoice shall be signed by the Contractor’s Project Manager.

1.12.8 Additional Charges: SRTA will not pay for travel costs, subsistence, or costs not detailed within the Price Form.

1.12.9 Change Orders: Invoices for Change Orders shall be separate from regular invoicing.

1.12.10 Payment: All payments will be conditioned on satisfactory and accepted performance of duties and responsibilities of the Contractor for each invoice submitted. Payments will be made within forty-five (45) days of invoice receipts unless there is a disputed invoice.

1.12.11 Disputed Invoices: Such invoices will be paid ten (10) days after such charges can be adequately described and documented by the Contractor and determined acceptable by the SRTA Project Manager.

1.12.12 Late Fees: SRTA will not pay late fees for disputed invoices, or misdirected invoices,

1.12.13 Additional Services and Materials: SRTA will not pay for any services, materials, or items not memorialized in a Change Order or Contract Amendment. SRTA will not pay for services, materials, or items not documented by a SRTA Change Order or Contract Amendment.

1.12.14 Additional Terms: Invoices with additional terms and conditions will immediately be considered to be in dispute. The Contractor shall issue a revised invoice without additional terms. Payment of an invoice with additional terms shall not indicate acceptance of additional terms and conditions.

1.13 Force Majeure

Contractor will be considered in default in the performance of its obligations under the resulting 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.

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.

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.

mailto:accountspayable@rabbittransit.org mailto:wshaw@rabbittransit.org mailto:emaguire@rabbittransit.org

This Board approval date occurs before the possible vendor interviews scheduled for the week of November 2, 2026.

The Contractor remains responsible for ensuring that sufficient labor, materials, products, and equipment are available to meet the requirements of this Contract.

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.

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.

1.14 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 and the Contractor shall abide by the decision.

1.14.1 Performance During Dispute: Unless otherwise directed SRTA , 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. Remedies: Unless this contract provides otherwise, all claims, counterclaims, disputes and other matters in question between the (Authority) and the Contractor arising out of or relating to this agreement or its breach will be decided by binding arbitration utilizing a firm or individual mutually acceptable to both parties. Rights and Remedies: The duties and obligations imposed by the Contract documents and the rights and remedies thereunder shall be in addition to and not a limitation of any duties, obligations, rights and remedies otherwise imposed or available by law. No action or failure to act by SRTA or the Contractor shall constitute a waiver of any right or duty afforded any of them under the Contract, nor shall any such action or failure to act constitute an approval of or acquiescence in any breach thereunder, except as may be specifically agreed in writing.

1.14.3 Non-Performance: Should Contractor fail to provide work products as described within this RFP and resulting Proposal the resulting Contract may be terminated as described in Item 4.23. Additionally, SRTA shall retain all right to remedy for any such damages as caused by Contractor during or at the conclusion of this Contract or during such occurrences.

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.

1.15.1 Subcontractor Disputes: Additionally, the Authority will be held harmless, individually and collectively, with regard to any disputes between the Contractor and any subcontractors.

1.15.2 Assignment: This Contract may not be assigned, transferred, conveyed, sublet, or otherwise disposed without prior written consent of SRTA. Such requests must be made in writing and shall be at the sole discretion of SRTA.

1.15.3 Approval: SRTA reserves the right to approve or reject any subcontractor.

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 proposals regarding this requirement. Each contractor or other respondent agrees to bear all costs of its response and participation in the process described in this RFP; there shall be no reimbursement for any costs incurred in the preparation of responses or proposals in connection with this process. Additionally the Authority will not be held liable or bear any responsibility for Contractor damage, injury, or loss.

1.17 Postponement and Cancellation

The Authority 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 whether such operations be by the Contractor or by others directly or indirectly employed by either of them, 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:

1.19.2.1 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

1.19.2.2 Automobile Liability in an amount not less than:

$5,000 Personal Injury Protection

1.19.2.3 The minimum required liability limits in this section may be satisfied by any combination of Primary and Umbrella or Excess Liability. Proposals MUST clearly identify the insurance included.

1.19.3. Vehicle Insurance: The Subcontractor shall procure and maintain, at its sole cost and expense, Comprehensive and Collision insurance covering all vehicles leased, rented, or otherwise operated in the performance of this Contract.

1.19.3.1 Such coverage shall be written on an Actual Cash Value (ACV) basis. In the event of loss or damage, insurance proceeds shall be sufficient to repair the vehicle.

1.19.3.2 Provide coverage for physical damage, including collision and comprehensive risks

1.19.3.3 Include all permanently installed equipment and modifications necessary for performance of the services (e.g., fareboxes, communication systems, ADA equipment, or other transit-specific upfits)

1.19.3.4 Include all permanently installed equipment and modifications necessary for performance of the services (e.g., fareboxes, communication systems, ADA equipment, or other transit-specific upfits)

1.19.3.5 Include deductibles acceptable to SRTA, which shall not exceed $5,000.00per occurrence unless otherwise approved in writing.

1.19.4 The insurance herein before 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 of any of the insurance required under this paragraph.

Susquehanna Regional Transportation Authority, Cumberland Dauphin Harrisburg Transportation Authority, and Central Pennsylvania Transportation Authority shall be named as "additional insured" on all policies. Failure to comply with any of the terms set forth in this paragraph shall constitute and result in an immediate and automatic termination of contract.

1.19.5 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 Susquehanna Regional Transportation Authority (rabbittransit) sole negligence. This includes, but is not limited to:

a. Injury and other claims arising out of employment by Contractor, SRTA /rabbittransit and / or their subcontractors and agents

b. Injury to third parties

c. Damage to and/or loss of use of tangible property

d. Attorney fees and other defense costs arising out of or related to the performance or non-performance of service arising out of or related to work or service by the Contractor and /or its employees, subcontractors, and/or agents.

1.19.6 Electronic Files and Data: Proposer shall have capability to obtain an endorsement in an amount necessary to cover costs related to data breaches, thefts, loss, or unauthorized use of agency and agency client files. Cyberliability coverage shall be in an amount to at least cover Contract costs. SRTA does not waive any right or remedy relative to data breaches or lost data.

1.19.9 Compliance: By submitting a Proposal, each Proposer agrees and contends compliance with each aspect of this section. SRTA or agents may ask for proof of such insurance at any point within Contract life parameters.

1.19.10 Additional Insured Names: Should a Contract be awarded, the Proposer shall supply SRTA with proof of additional insurance for the Susquehanna Regional Transportation Authority (SRTA), rabbittransit, Cumberland Dauphin Harrisburg Transport Authority (CDH), and Central Pennsylvania Transportation Authority (CPTA)

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.

Notwithstanding the foregoing, SRTA shall retain all ownership rights, title, and interest in and to all SRTA data, including but not limited to passenger information, trip data, operational records, reports, forms, logos, and any other materials generated or collected in the performance of services under this Contract. Contractor shall not acquire any ownership rights, title, or interest in SRTA data files or related materials.

Contractor shall retain ownership of any pre-existing intellectual property, systems, processes, or proprietary materials developed independently by Contractor and utilized in the performance of services under this Contract; however, such ownership shall not limit SRTA’s right to access, retrieve, and use its data.

Upon expiration or termination of this Contract, Contractor shall provide SRTA reasonable access to all SRTA data and records necessary to retrieve operational, financial, and passenger information associated with the services performed under this Contract. Contractor shall cooperate in good faith and make reasonable efforts to assist SRTA in migrating SRTA data to another contractor, system, or storage platform designated by SRTA, including providing such data in commercially available and commonly accepted file formats.

Any reports, data, photographs, SRTA-created forms, logos, or other materials produced specifically for SRTA under this Contract shall remain the property of SRTA.

Contractor shall take reasonable steps to safeguard SRTA data and materials and shall provide appropriate remedy to SRTA for any misuse, unauthorized disclosure, or improper handling of such information resulting from the actions or omissions of Contractor, its ownership, management, employees, agents, or subcontractors.

1.23 Contract Execution Requirement

The successful Offeror shall execute the Contract and return all required documents, including required bonds, 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 or proposal shall constitute acknowledgment of and agreement to this requirement.

1.23.1 Acceptance of Contract Terms: By submission of a bid or proposal, 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 SRTA.

1.23.2 Failure to Execute Contract: If the successful Offeror fails to execute the Contract within the time required under Section 1.24, the Authority may, at its sole discretion:

1.23.2.1 Rescind the Notice of Award;

1.23.2.2 Retain any bid security, if applicable;

1.23.2.3 Proceed with award to the next lowest responsive and responsible Offeror; and/or

1.23.2.4 Pursue any other remedies available under applicable law.

1.23.3 Rescission of Award: Failure to execute the Contract within the required time shall be cause for rescission of the award. Upon rescission, the Authority may proceed with award to the next lowest responsive and responsible Offeror without further notice or obligation to the originally selected Offeror.

1.23.3 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.

1.23.4 Responsibility Determination: Failure to execute a Contract following issuance of a Notice of Award may be considered by the Authority in determining the Offeror’s responsibility. Such failure may result in a finding of non-responsibility and may render the Offeror ineligible for award on future procurements for a period determined by the Authority.

1.24 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, (hereinafter collectively referred to as “Damages”) 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 and/or any or all of the aforementioned acts 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 or mental injury), loss due to non‐injury claims, including but not limited to harassment or violation of civil rights or violence to person or property. This shall include all losses, Contractor’s and its subcontractor’s officers, agents, servants, employees or third parties, 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. Contractor shall also be liable to Authority for damages for loss of revenue, cost of money or capital, or loss of goodwill. The Authority will provide prompt notice within forty‐five (45) days of obtaining knowledge of a claim subject to this indemnification and make available all information and assistance that the Contractor may reasonably request. This indemnification requirement shall apply notwithstanding any determination by any insurance carrier as to coverage or failure or lapse of coverage set forth within the resulting Contract.

The aforementioned indemnification provision shall survive and continue in full force and effect beyond the expiration or termination of the resulting Contract as to any claim arising out of this Contract. Furthermore, in the event that a claim arises under this Contract, the Contractor has a duty to advise the authority of the status of the claim in which this Indemnification applies.

The use of third parties for the provision of transit services is not intended to waive any immunity protections of the authority as granted by the Pennsylvania Political Subdivision Tort Claims Act.

1.25 PennDOT Involvement

Proposer acknowledges that SRTA is subject to certain agreements, standards, and requirements established by the Pennsylvania Department of Transportation (PennDOT) concerning data integrity, data management, and system performance. Proposer shall be bound by, and shall comply with, all applicable data integrity obligations, standards, and requirements imposed upon SRTA by PennDOT, to the extent such obligations relate to or impact the services, systems, or data provided under this resulting Contract. Proposer agrees to implement all necessary controls, processes, safeguards, and corrective actions required to ensure that its performance, systems, and deliverables remain in full compliance with such PennDOT-related data integrity requirements. In the event of any conflict between the resulting Contract and applicable PennDOT requirements, the more stringent data integrity standard shall govern. Failure to comply with such requirements shall constitute a material breach of the resulting Contract.

2. Bid Protests

Allen Hollenbach This needs to be in the final Contract

2.1 Bid Protest Procedures

The policies and procedures governing the receipt and resolution of protests in connection with a Request for Proposals (RFP) are outlined below. This procedure is applicable to all RFPs.

2.2 Definitions Related to Protests

"Interested Party" means any bidders/proposers. "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/proposer 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 of the Authority. 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 by 4:30 PM York, Pennsylvania prevailing time. Post-Award Protest is based upon the award of a contract. A Protestant must file a post-award protest no later than Five (5) days after the notification to the unsuccessful firms of the Authority’s intent to award, or no later than Five (5) days after an unsuccessful firm becomes aware of the Authority’s intent to award a contract, whichever comes first, by 4:30 PM York, Pennsylvania prevailing time.

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 )

901 North Cameron Street, Harrisburg PA 17101 Any and all protests and must contain the following information:

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

b. Identity of the RFP (by name) “20260624 - Enterprise Phone Replacement ”

c. A detailed factual statement of the grounds for protest

d. The desired relief, action, or ruling.

2.5 Action by the Authority

Procurement Process Status: 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 or performance will be unduly delayed by failure to make the award promptly

c. Failure to make prompt award will otherwise cause undue harm to either SRTA or funding sources.

If the protest is filed before the award of the contract, SRTA will advise the Presumptive Contractor of the pending protest. If deemed appropriate, SRTA may conduct an informal conference on the merits of the protest with all Interested Parties invited to attend.

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.

SRTA’s response shall address only the issues raised originally by the Protestant. 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 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. SRTA will not address new issues raised in the rebuttal. After receipt of the Protestant’s rebuttal, 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. SRTA’s Executive Director will again review the protest considering all currently available information.