1600 Franklin Street Oakland, CA 94612

REQUEST FOR PROPOSALS (RFP)

NO. 2027-1697

TIRE MILEAGE AND LEASING PROGRAM

Date of Issue: 15 October 2026

Closing Date and Time: 5 November 2026 at 2:00 PT

Single Point of Contact (SPC): Jamell Woodard, Senior Contracts Specialist | jwoodard@actransit.org

ALAMEDA-CONTRA COSTA TRANSIT DISTRICT

The Alameda-Contra Costa Transit District promotes equal opportunity for all individuals without regard to age, color, disability, marital status, national origin, race, religion or creed, sex or gender, sexual orientation, or veteran status.

mailto:jwoodard@actransit.org

Alameda-Contra Costa Transit District

Request for Proposals - 2027-1697: Tire Mileage and Leasing Program

AC TRANSIT CONFIDENTIAL 2027-1697 Tire Mileage and Leasing Program RFP Final 261015

1. INVITATION

The Alameda-Contra Costa Transit District (“AC Transit” or “District”) is seeking proposals from qualified firms (“Offerors” or “Contractors”) to provide Tire Mileage and Leasing Program primarily consisting of leasing radial tires and providing comprehensive tire maintenance services for the District's fleet of buses (“Services”).

AC Transit, subject to approval by the Board of Directors or designee, intends to award a five (5) year term contract, for Services, to one (1) successful Offeror(s). The successful Offeror(s) will execute an Agreement for Services, please refer to Exhibit 8.

The District intends to adhere to the following solicitation timeline, which is subject to change at the District’s sole discretion:

Solicitation Timeline

Activity Date RFP Issued 15 October 2026 Questions, and Requests for Clarification/(RFCs) Due

22 October 2026, prior to 4:00 p.m.

District’s Response to Questions/ Requests for Clarifications

29 October 2026

Proposals Due 5 November 2026, no later than 2:00 p.m.

AC Transit Supplier Portal. Proposals will be received by way of upload to the AC Transit Supplier Portal, until the date and time listed in the Solicitation Timeline above. If you need technical assistance, please email vendorsupport@actransit.org. Offeror’s electronic submission must contain all required completed and signed forms. Any attachments must be formatted using Adobe Acrobat (.pdf) for the Proposal and Microsoft Excel (.xls) for the Price Proposal. Files must conform to the naming convention of: “RFP Number Company Name” {Ex: “RFP 2027-1697_AC Transit”}. The District will not be responsible for corruption of any file submitted. If the submitted file cannot be viewed and printed as submitted, it will not be considered. For the purposes of determining whether a proposal was submitted by the date and time listed in the Solicitation Timeline, the District will only consider the time the electronic version was uploaded to the AC Transit Supplier Portal.

Hard Copy Submission. Offerors are encouraged to also submit a hard copy of the proposal. Hard copy versions of proposals may be submitted by U.S. mail, private carrier (UPS/FedEx), or hand delivery in sealed envelopes to the District’s Procurement Department. Any hard copy proposal forms should be securely sealed in a suitable envelope marked with the name and address of the Offeror, and marked on the front and back of the envelope, as follows, whether mailed or personally delivered:

https://actransit.bonfirehub.com/portal/?tab=openOpportunities mailto:vendorsupport@actransit.org

AC Transit Procurement Department

1600 Franklin Street Oakland, CA 94612

RFP #2027-1697

Single Point of Contact: For questions regarding this RFP, please contact Jamell Woodard, Senior Contracts Specialist | jwoodard@actransit.org.

15 October 2026 Jamell Woodard Date Senior Contracts Specialist Procurement Department

2. INTRODUCTION

A. Summary and Term

The Services to be provided to the District consist of the following: leasing radial tires and providing comprehensive tire maintenance services for the District's fleet of buses.

For detailed information regarding the required Services, please refer to Exhibit 7 to this RFP.

If approved by the District’s Board of Directors or designee, the successful Offeror will execute an Agreement for a five (5) year term.

B. Background Information The Alameda-Contra Costa Transit District is a California Rapid Transit District created by the voters in 1956 and is subject to regulation under Transit District Law, as amended (see California Public Utilities Code Section 24501 et seq.). The District provides public transit services to riders throughout western Contra Costa and Alameda counties. The District has four (4) operating divisions in addition to the Central Maintenance Facility, Training & Education Center, and the General Office. The District is financed through the receipt of transit fares, sales taxes, property taxes, and state and federal funding.

3. PROPOSAL CONTENT

A. Pre-submittal Requirements

If Offeror has not previously completed a one-time registration into the AC Transit Online Supplier system, Offerors must register at AC Transit Vendor Registration. The Registration System is used by District staff to locate contract(s) and identify companies for proposal lists on future purchases. Women, minority-owned, and veteran-owned firms are asked to self-identify. To complete the process, each Offeror is required to submit a completed W-9 form, Taxpayer Identification Number and Certification (containing original signature) in the proposal. In the event of contract award, this information is required in order to issue purchase orders and payments. A copy of this form can be downloaded from http://www.irs.gov/pub/irs-pdf/fw9.pdf. For questions or assistance with registration, please contact vendorsupport@actransit.org.

mailto:jwoodard@actransit.org https://fsprd-sup.act.mycmsc.com/psc/actf9prdsup/SUPPLIER/ERP/c/NUI_FRAMEWORK.PT_LANDINGPAGE.GBL http://www.irs.gov/pub/irs-pdf/fw9.pdf

B. Proposal Cover Form In order to facilitate Offeror’s preparation of its proposal and the District’s review of same, all proposals must have a consistent font type and size of text; letter-size pages (8.5 inch by 11 inch), single spaced, single column. Although the District is not specifying a page limit for the overall proposal submission, clarity and conciseness are essential and will be considered during proposal evaluation. Type style and size for graphics is at Offeror’s option, but the font must be clear and legible.

Submission of a proposal indicates acceptance by a firm of the conditions contained in this RFP unless clearly and specifically noted in the proposal submitted and confirmed in the Agreement between the District and the firm selected.

In order to be accepted for evaluation, Proposals should provide the requested information in a concise, well-organized manner and must follow the prescribed format as outlined below.

C. Letter of Introduction The Letter of Introduction, which must be on company letterhead and signed by an authorized individual, must introduce the firm and summarize its qualifications; identify its proposed key personnel to be assigned to this Agreement, and summarize the main qualifications of the proposed team.

Offerors must also indicate that they are prepared to sign the Sample Agreement provided in Exhibit 8 to this RFP (or should specifically identify any requested changes to the Agreement, using the form provided in Exhibit 2 - Exceptions Form; and must clearly state that they are able to meet the insurance requirements as set forth in Attachment A - Insurance Requirements. Offerors must also state in writing that they agree to be bound by their proposal for one hundred eighty (180) calendar days from the Proposal due date.

Offerors must confirm that they have no impermissible conflicts of interest.

If the Offeror is a joint venture, an executed copy of the Joint Venture Agreement must be included with the proposal. The specific areas of responsibility (including administrative, technical, and financial) for each member of the Joint Venture must be outlined.

D. Table of Contents Include a Table of Contents displaying the organization of the proposal being submitted.

E. Approach to Providing Services: Team Organization and Management Plan

Identify the key personnel and staff, including subcontractors, if any, who will be directly engaged in the performance of the services under the Agreement; and outline the Offeror’s team’s capacity to successfully perform the desired services and include the following:

1) Organization chart showing the proposed team composition.

2) Identification of any and all of the services listed in Exhibit 7 - Scope of Services, for which Offeror intends to subcontract, including the intended subcontractor’s name, location, key personnel, and their qualifications.

3) Describe understanding of, and rationale for, proposed intended approach to providing the services required under Exhibit 7, specifically addressing Offeror's approach to tire inspections, repairs, mounting, balancing, rotation, and replacement; yard checks and daily service support; tire availability and inventory control; support for all District divisions and fleet types; the process for handling tire failures, defects, recalls, and premature wear; and Offeror's approach to reducing bus downtime and supporting service reliability.

Additionally, Offeror must address the following aspects of these procedures in its proposal:

i. Identification of Subcontractors

A Contractor intending to use any subcontractors to perform Services must do so in accordance with the requirements of this RFP. Any and all subcontractors must be listed on the Designation of Subcontractors form, Exhibit 3, submitted with the proposal and approved by the District prior to contract award. The Contractor must have prior written approval by the District if it intends to use additional subcontractors that were not approved prior to contract award. Where Offeror proposes to use subcontractors, Offeror must also include a Subcontractor Service Plan describing how subcontracted work will be managed, coordinated, and overseen to ensure consistent service delivery.

After contract award, the District’s written approval of additional subcontractors must be granted.

ii. Company Qualifications, Experience & References

In order to be considered for award of an Agreement, each Offeror must provide information about its company so that the District can evaluate the firm’s stability and ability to support the commitments set forth in response to the RFP. In addition, the Offeror must have expertise in the tasks specified in Exhibit 7 - Scope of Services. The District, at its option, may require an Offeror to provide additional information and/or clarify submitted information. To be considered qualified for consideration of award of an Agreement, Offerors must:

1) Offeror must possess a minimum of five (5) years of verifiable experience providing Tire Mileage and Leasing Program and Related Services equivalent to the Services detailed in the Scope of Work/Specifications in this RFP; and

2) Offeror shall be actively engaged in providing Tire Mileage and Leasing Program for a period of no less than five (5) years and have maintained a record of good performance, sufficient financial support (annual revenues), equipment, sufficient personnel (number of employees), and adequate facilities (garage locations) to satisfactorily execute the Services, if awarded a Contract, under the terms and conditions stated herein. Provide proof and/or documentation.

3) Offeror must demonstrate and provide proof of at least five (5) years of experience servicing, recapping, and selling advertised bus or truck tires of the specified type. They must also possess adequate resources dedicated to manufacturing and retreading these tires, ensuring timely delivery.

Furthermore, the contractor should have a proven track record of at least five years with their proposed bus or truck tires in service within the transit industry. To address any operational issues, the tire manufacturer must also have at least five years of experience in engineering, service personnel, and facilities. Finally, the contractor must have qualified and experienced tire service personnel and supervision readily available for servicing, repairing, and maintaining the tires.

4) Offeror shall provide a list of Tire Mileage and Leasing Program and related equipment that will be utilized to provide services.

5) Offeror must have knowledge and understanding of applicable regulations and codes and be familiar with local conditions relating to the Scope of Services; and

6) Offeror must have the appropriate professional licenses to perform the services. Proof of the Offeror’s license to do business in California. Please provide a copy of the firm’s business license. Offerors must possess and maintain all necessary licenses and permits required to conduct its business and will acquire any additional licenses and permits necessary for the performance of the Work/Services prior to the initiation of the Work. Offeror must maintain current licenses, permits, etc., to perform the Work/Services described herein and shall comply with all applicable local, county, state and federal laws and ordinances pertaining to, or regulating the Work to be performed under the contract awarded related to this RFP.

iii. Safety, Compliance and Quality Control Plan

1) Offeror must describe its approach to complying with the safety and tire-handling requirements set forth in Exhibit 7, including its practices for tire pressure, tread depth, casing, and sidewall inspection; torque and retorque procedures; wheel-off prevention; its process for documenting defects and corrective actions, and the name and location of the proposed disposal/recycling center.

2) Offeror must submit a Quality Control Plan describing its quality assurance process.

iv. Reporting, Technology, and Program Administration

1) Offeror must describe its approach to satisfying the reporting requirements set forth in Exhibit 7, including its capability to produce monthly mileage reports, tire performance reports, failure reports, inventory reports, and cost reports by division or fleet. Offeror must identify any digital tracking system or online portal it will use, and describe its ability to support District audits and contract reviews

v. Transition and Implementation Plan

1) Offeror must submit a Transition and Implementation Plan describing its start-up schedule, initial fleet survey, staffing mobilization, inventory setup, communication plan with District staff, coordination with the outgoing contractor (if applicable), and risk controls to avoid service disruption during transition.

Additionally, Offerors must provide a minimum of three (3) and a maximum of five (5) references from clients for whom, within the past five (5) years, the Offeror has provided similar services as those called for in this RFP. Include transit agencies, if any. For each Reference Form, Exhibit 4 submitted, Offerors must supply a brief description of the services provided, the dollar value of the contract, the timeframe the services were provided, and current client contact information. Offerors must also provide the size and structure of their firm as evidenced by an organizational chart. The District will contact the references to conduct necessary inquiries regarding past performance and service experience with your organization, to determine responsibility of offeror’s past performance.

If the Offeror is a joint-venture partner, describe the organizational arrangement and roles and responsibilities between the firms. Each Offeror must submit sufficient evidence to the District that the Offeror is in compliance with this section.

F. Qualifications and Experience of Key Personnel

“Key Personnel” is defined as those individuals who are essential to the successful completion and execution of the Services called for in this RFP. Key Personnel must be available for the duration of the engagement and may not be substituted by Contractor without prior written approval by the District. Substitution of Key Personnel without prior written approval by the District will constitute a breach of the Agreement. The District reserves the right to direct the removal of any individual, including Key Personnel.

Each Offeror must submit resumes of Key Personnel and an organizational chart that identifies the proposed team’s structure and reporting responsibilities. If the Offeror is a multi-firm team, describe the organizational arrangement and roles and responsibilities between the firms. Work that subcontractors will perform, if any, should be indicated on a task basis. Offeror must identify its proposed dedicated Account Manager and that individual's qualifications.

This information must indicate sufficient satisfactory evidence that proposed Key Personnel have the skills, qualifications, and experience to successfully complete the Services as further described herein and in Exhibit 7 - Scope of Services. Offerors must describe the depth and quality of previous experience and number of years, providing similar services for all proposed Key Personnel.

Consistent with the coverage requirements described in Exhibit 7, Offeror must describe its staffing coverage plan, including local service technicians, emergency response capability, after-hours, weekend, and holiday coverage, its back-up staffing plan, and its expected response time for tire-related road call.

G. Financial Qualifications

Each Offeror must possess sufficient financial strength, resources and capabilities to support and enable the Services to be performed and to complete the Agreement in a satisfactory manner, as measured by Offeror’s financial statements (Income Statements and Balance Sheets, only) for the previous three (3) years. Financial statements must be prepared in accordance with generally accepted accounting principles of the jurisdiction in which the Offeror is located and audited by an independent certified public accountant.

Offeror must state how the desired financial information will be provided for review by the District.

In addition, Offerors must demonstrate their ability to obtain insurance coverage that meets the minimum requirements of this RFP, as evidenced by a letter, or a certificate, from an underwriter confirming that the Offeror can be insured for the required amounts. At the District’s discretion, Offerors who are involved in current or pending bankruptcy proceedings may be rejected.

H. Price Proposal

Submit the Price Proposal Form (Exhibit 5). Pricing should be based on a firm fixed cost.

Costs must include, but not be limited to, labor, materials, supplies, taxes, overhead, insurance and profit.

All pricing, cost and rate information must be uploaded using the Price Proposal Form - (Exhibit 5). Offerors must state the unit prices and lump sum prices in the appropriate spaces, which will include all labor, materials, taxes, profit, overhead, insurance, subcontractor costs and all other costs and expenses incurred by the Offeror. All spaces must be filled out and the required detail and cost breakdown must be included. In the event of any error or discrepancy between the unit price and the calculated total price, the unit price will govern.

I. Political Contributions

Offeror must complete and submit with their proposal the Political Contributions Statement, Exhibit [6].

Offerors must list any political contributions of money, in-kind services, or loans made to any current member of the District’s Board of Directors within the last three (3) years by management positions of the Offeror and any subcontractor.

The Levine Act (Government Code Section 84308) is part of the California Political Reform Act of 1974. The Levine Act prohibits any District Board Member from participating in or influencing the decision on awarding a contract with the District to anyone who has contributed $500.00 or more to the Board Member within the previous twelve months. The Levine Act also requires a member of the District Board who has received such a contribution to disclose the contribution on the record of the proceeding.

In addition, District Board Members are prohibited from soliciting or accepting a contribution from a party applying for a contract while the matter of awarding the contract is pending before the District or for twelve months following the date a final decision concerning the contract has been made.

J. Licenses and Certifications Offeror and proposed Key Personnel must hold and maintain during the course of the agreement (including any option extensions), appropriate professional licenses to perform the services specified in this RFP. Offerors may list any relevant licenses and/or certifications and the name of the issuing entity with their proposal. Copies or proof of such licensure and/or certification may be requested by the District.

K. Conflicts of Interest Offeror must provide a list in their Proposal of its current contracts that involve services with the District, including its relationship to the District and a brief description of its job under the contract. Offeror must identify any potential conflicts that may compromise its delivery of unbiased work product.

By submitting a Proposal, the Offeror represents and warrants that no director, officer or employee of the District is in any manner interested directly or indirectly in the proposal or in the Agreement that may be made under it or in any expected profits to arise therefrom, as set forth in Article 4, Division 4, Title I (commencing with Sec. 1090) of the Government Code of the State of California. The Offeror warrants and represents that it presently has no financial interest and agrees that it will not acquire any financial interest which would present a conflict of interest under California Government Code Sections 1090 et seq. or Sections 87100 et seq. during the performance of Services under this Agreement. The Offeror further covenants that it will not knowingly employ any person having such an interest in the performance of this Agreement. Violation of this provision may result in the Agreement being deemed void and unenforceable.

L. System for Award Management (SAM) The System for Award Management (SAM) is the official U.S. Government system that consolidated the capabilities of Central Contractor Registration / Federal District Registration (CCR/FedReg), Online Representations and Certifications Application (ORCA), and Excluded Parties List System (EPLS). Firms submitting proposals must be registered on the SAM website at https://sam.gov/entity-registration prior to award.

https://sam.gov/entity-registration

4. SOLICITATION PROCESS

A. Solicitation Timeline

The District intends to adhere to the timeline stated in the Invitation. However, the stated timeline may be amended at the District’s sole discretion.

B. Pre-Proposal Conference

The District may schedule an in-person or virtual pre-proposal conference, at its discretion.

Attendance at this meeting is not mandatory but is highly recommended. Instructions for attendance will be posted on the District’s Procurement Supplier Portal, and detailed on this RFP’s project page. The purpose of this conference is to allow potential offerors to ask questions regarding this RFP, the District’s contracting process, and to discuss/clarify any issues.

C. Submission of Questions and Requests for Clarification

All Questions and/or Requests for Clarification must be submitted in writing by email to the SPC by the date and time listed in the Solicitation Timeline. The District’s written response to Questions and/or Requests for Clarification will be included in addenda to the

RFP.

D. Addenda to RFP

The District reserves the right to amend this RFP at any time. Any amendments to or interpretations of the RFP must be described in written addenda.

Offerors that accessed any of the documents of the RFP will be notified of the issuance of any Addenda or response to requests for clarification; however, it is the Offerors’ responsibility to monitor the Portal on a regular basis. Only signed Addenda, issued by the Procurement Department’s authorized personnel, are binding. Offerors are required to acknowledge receipt of all Addenda, if any, during the submission of their proposals.

Failure of any prospective Offeror to receive the notification or addenda does not relieve the Offeror from any obligation under the RFP as clarified, interpreted or modified. All addenda issued become part of the RFP. Offerors must acknowledge the receipt of each individual addendum in their proposals on the Exhibit 1 - Proposal Cover Form. Offeror’s failure to acknowledge receipt of addenda in its Proposal may, at the District’s sole option, cause the Proposal to be rejected.

If the District determines that the addenda may require significant changes in the preparation of Proposals, the deadline for submitting the proposals may be postponed by the number of days that the District determines will allow Offerors sufficient time to revise their Proposals. Any new Proposal due date will be included in the addenda.

E. Submission of Proposals

Proposals will be received by way of upload to the District’s Procurement Supplier Portal, until 2:00p on [10 November 2026]. If you need technical assistance, please email vendorsupport@actransit.org. Offeror’s electronic submission must contain all required completed and signed forms. Any attachments must be formatted using Adobe Acrobat (.pdf) for the Technical Proposal and Microsoft Excel (.xls) for the Price Proposal. Files must conform to the naming convention of: “RFP Number Company Name” {Ex: “RFP 2027-1697_AC Transit”}. The District will not be responsible for corruption of any file submitted. If the submitted file cannot be viewed and printed as submitted, it will not be considered. For the purposes of determining whether a proposal was submitted by the date and time listed in the Solicitation Timeline, the District will only consider the time the electronic version was uploaded to the AC Transit Supplier Portal.

Offerors may submit a hard copy of the proposal. Hard copy versions of proposals may be submitted by U.S. mail, private carrier (UPS/FedEx), or hand delivery in sealed envelopes to the District’s Procurement Department. Any hard copy proposal forms should be securely sealed in a suitable envelope marked with the name and address of the Offeror, and marked on the front and back of the envelope, as follows, whether mailed or personally delivered:

AC Transit Procurement Department

1600 Franklin Street Oakland, CA 94612

RFP #2027-1697

(Name and Address of Offeror)

F. Cost of Proposal Development

This RFP does not commit the District to enter into an Agreement, to reimburse any costs incurred in the preparation or presentation of a Proposal, nor to procure or contract for any services. The Offeror waives any claim against the District for costs incurred in preparing a Proposal and responding to this RFP.

G. Validity of Proposals

Submission of a Proposal constitutes a firm offer to the District for one hundred eighty

(180) calendar days from the Proposal due date.

H. Withdrawal of Proposals

An Offeror may withdraw its Proposal, without prejudice, by submitting a written request for its withdrawal to the SPC before the date and time when Proposals are due. The withdrawal of a Proposal does not prejudice the right of an Offeror to submit another Proposal within the time set for receipt of Proposals.

After the Proposal due date, a Proposal may be withdrawn only if District fails to award the Agreement within the Proposal validity period prescribed above in Section 4.G, Validity of Proposals, or any agreed-upon extension thereof.

I. Evaluation of Proposals and Selection Process

Proposals will be screened to ensure Offeror responsiveness to the requirements of the RFP and the responsibility of the Offeror. A Proposal will be considered responsive if it complies in all material respects to the requirements of the RFP. The District intends to award a contract to the highest ranked, most qualified, responsible Offeror that submits a responsive proposal for provision of the Services.

The District may reject as non-responsive any Proposal that does not include the required documents referenced herein. However, the District reserves the right to request additional information and clarifications during the evaluation and selection process from any or all Offerors regarding their proposals.

1) Proposal Analysis Group

A Proposal Analysis Group (PAG), which will include members of staff and possibly one or more outside experts, will review the proposals submitted and rank them according to the weighted criteria of each category as set forth in the process below.

The PAG’s composite scores for all steps of the evaluation process will comprise the official record for the proposal evaluation process; individual evaluation records may not be retained and will not be available for public inspection at any point during or after the evaluation process. By submitting a proposal, Offerors agree to be bound by these terms and will not later challenge said terms.

2) Proposal Evaluation Process The Proposal will be evaluated utilizing the criteria identified below. In ranking Proposals, the District will consider the proposal material submitted, oral interviews (if any are held) and any other relevant information about a given Offeror (i.e. references).

The District will not assume that an Offeror possesses any capability unless such a capability is established by the submitted Proposal.

Proposals will be evaluated using the Evaluation Criteria described below and assigned points per criteria as indicated:

Evaluation Criteria Max Points

Company Qualifications, Experience & References A. Demonstrate that the firm meets all the requirements set forth in Section 3.E.

B. Size of firm and years in business C. Experience in providing similar relevant services;

identifying how such services relate to this solicitation, the dollar value and the references provided

D. Experience in successfully managing work schedules and controlling costs

20%

Project Understanding, Technical Approach and Service Plan A. Approach to the Scope of Services as noted in Exhibit

7, Scope of Services.

B. Understanding how the company will manage the tire lease and mileage program.

• Tire inspections, repairs, mounting, balancing, rotation, and replacement.

• Yard checks and daily service support.

• Tire availability and inventory control.

• Support for all District divisions and fleet types

• Process for handling tire failures, defects, recalls and premature wear.

• Ability to reduce bus downtime and support service reliability.

C. Rationale for proposed team organization D. Subcontractor Service Plan, if applicable

25%

Qualifications and Experience of Key Personnel A. The professional, technical and managerial qualifications and experience of personnel named in the Proposal, including the proposed dedicated Account Manager

B. Previous relevant experience which demonstrates capability to successfully manage work.

1) Years of experience

2) Extent of experience applicable to the Services

3) Experience in key staff positions

4) Technician training and qualifications.

5) Proven experience in availability of staffing and coverage to support daily operations.

• local service technicians,

• emergency response capability, 15%

• after-hours, weekend, and holiday coverage,

• back-up staffing plan

Safety, Compliance and Quality Control A. Compliance with applicable safety and transportation requirements.

B. Tire pressure, tread depth, casing and sidewall inspection practices.

C. Torque and retorque procedures.

D. Wheel-off prevention practices.

E. Documentation of defects and corrective actions.

F. Quality assurance process.

G. This portion of the Proposal will be evaluated on the quality and breadth of the submitted Quality Control Plan.

15%

Reporting, Technology, and Program Administration Ability to provide useful reports and manage the contract.

• Monthly mileage reports.

• Tire performance reports.

• Failure reports.

• Inventory reports.

• Cost reports by division or fleet.

• Digital tracking system or online portal.

• Support for audits and contract reviews.

5%

Transition and Implementation Plan Execution Plan Without Disrupting Service.

• Start-up schedule.

• Initial fleet survey.

• Staffing mobilization.

• Inventory setup.

• Communication with District staff.

• Coordination with the outgoing contractor, if applicable.

• Risk controls during transition.

5%

Reasonableness of Cost This portion of the proposal will be evaluated based on reasonableness of the proposed costs. Costs will be compared to costs the District or other comparable public agencies have paid for similar services, and to what is considered to be the industry’s standard and customary costs for the services. Proposed costs will also be compared to any independent cost estimates.

15%

Total = 100

J. Interviews

Following the initial review and screening of proposals, one or more Offerors may be invited to participate in the next step of the selection process. This step may include the submission of additional information, as described below, and/or participation in an oral interview. If the District conducts interviews, it will do so with those Offerors found to be within the “competitive range.” Attendees at an interview should be restricted to those individuals who will have direct involvement with provision of the Services. The District expects that, at a minimum, the proposed Project Manager will attend the oral interview;

other Key Personnel may also attend. Please refer to the solicitation timeline in the Invitation for tentative interview dates.

K. Revised Proposals, Interviews and Negotiations

The District reserves the right to negotiate with any individual(s) or qualified firm(s), to request revised Proposals, to visit the Offeror(s)’ site(s), to interview or not, or to request best and final offers (BAFOs), if it is in the best interest of the District to do so. During this step, the PAG will evaluate Financial Statements and Audit Reports submitted by Offerors in the competitive range. Upon completion of this step in the selection process, the PAG will re-rank the firms remaining in the competitive range, in accordance with the evaluation criteria set forth above.

The District also reserves the right to further reduce the competitive range at any time during this step of the evaluation and selection process, and the District may hold simultaneous discussions with those Offerors that remain in the competitive range.

Offerors who are no longer in the competitive range and will therefore not continue to the final step of the selection and evaluation process will be notified as soon as it is practicable.

The District may accept the Proposal, or may negotiate with the highest-ranked firms, the terms and conditions of the Agreement and/or the firms’ Price proposal including, but not limited to, the proposed hourly labor rates, overhead rates, profit fees, and/or billing rates as applicable. At this time, the District may elect to request revised and/or best and final offers (BAFOs) from all of the firms remaining in the competitive range. At its sole discretion, the District may also reject all Proposals. The District also may award an Agreement without conducting interviews or negotiations.

L. Agreement Award The PAG will make a recommendation of award of Agreement, if any, to the District’s Board of Directors, or designee. All Offerors will be notified of the recommended award in writing. No Agreement will be in force until a written authorization to proceed is issued by the Procurement and Materials Director, or designee.

The successful Offeror, to whom award is made, must execute a written Agreement for Services in the District’s provided form as set forth in Exhibit 8 within fourteen (14) calendar days after Offeror receives the form of Agreement for execution.

M. Protest Procedures District’s protest policies, as detailed in Board Policy 468, may be accessed via Board Policy 468.

N. Ex-Parte Communications Offerors and their representatives must communicate in the manner set forth in this RFP. All such communication must be directed to the SPC named in this RFP until after a Notice to Proceed has been issued by the District. There must be no communication with any officer, director, employee, or agent of the District, except as may be reasonably necessary to carry out the procedures specified in this RFP.

Offerors and Offerors’ representatives may not communicate with the District’s Board members except in writing and if the communication is made public. Nothing herein prohibits Offerors and their representatives from making oral statements or presentations in public to one or more representatives of the District during a public meeting.

O. Confidentiality

1) Confidentiality and Waiver of Claims

a. The California Public Records Act (Cal. Govt. Code Sections 7920.000 et seq.)

(CPRA) mandates public access to government records. Therefore, unless the information is exempt from disclosure by law, the content of the Proposal, as well as any other written communication between District and the Offeror, is a public record that must be made available to the public.

b. If the Offeror believes any communication contains information exempt from disclosure under the CPRA, including trade secrets or other proprietary information that the Offeror believes would cause substantial injury to the Offeror’s competitive position if disclosed, the Offeror must request that the District withhold from disclosure the exempt information by submitting:

(i) an unredacted copy of the Proposal marking each page containing such exempt information as confidential; and

(ii) a redacted copy of the Proposal that redacts the purportedly exempt information;

and

(iii) a separate “confidentiality index” including all of the following information:

(a) The section and page number of the Proposal where the information is located; and

(b) An explanation of why the information is exempt from disclosure under the CPRA.

https://www.actransit.org/sites/default/files/2025-04/BP%20468%20-%20Procurement%20Protest.pdf https://www.actransit.org/sites/default/files/2025-04/BP%20468%20-%20Procurement%20Protest.pdf

c. By submitting a Proposal, Offeror:

(i) consents to the release of the redacted version of the Proposal; and

(ii) consents to the release of any portion of its Proposal not included in the confidentiality index; and

(iii) waives all claims against the District, its directors, officers, employees and agents, for the disclosure of such information.

d. If the Offeror does not include a confidentiality index in its Proposal, the District will have no obligation to withhold any information from disclosure and may release the information sought without liability to the District.

e. In the event of conflicts between the redacted version, the confidentiality index, and confidentiality designations in the body of the Proposal, the redacted version prevails.

f. An Offeror may not designate its entire Proposal as confidential. The District will not honor such designations and will disclose submittals so designated to the public without liability to the District.

2) Confidentiality

a. Upon receipt of a request pursuant to the CPRA seeking proposal material relating to this RFP, the District may provide the redacted version of the Proposal or may withhold material designated in the confidentiality index that is exempt from disclosure. If the District determines that information in the confidentiality index is not exempt from disclosure, the District will give reasonable notice to the Offeror prior to releasing any material listed in the confidentiality index.

b. By submitting a Proposal, Offeror agrees to indemnify, defend, and hold harmless the District, its directors, officers, employees and agents, from any and against all damages (including but not limited to attorneys’ fees that may be awarded to the party requesting the Offeror information), and pay any and all cost and expenses, including attorneys’ fees, related to the withholding of the information included in the confidentiality index or in the redacted version of the Proposal. If Offeror fails to accept a tender of a defense, the District reserves the right to resolve all claims at its sole discretion, without limiting any rights stated herein.

P. Waiver By submitting a Proposal, the Offeror represents and warrants that it has sufficiently informed itself in all matters affecting the performance of the work or the furnishing of the labor, supplies, material, or equipment called for in the Agreement; that Offeror has checked its Proposal for errors and omissions; that the prices stated in its Proposal are correct and as intended by it and are a complete and correct statement of its prices for performing the work or furnishing the labor, supplies, materials, or equipment required by the Agreement.

Q. District’s Rights

The District reserves the right to cancel the procurement in whole or in part, at its sole discretion, at any time before the Agreement is fully executed and approved on behalf of the District. This RFP does not commit the District to award an Agreement, to pay any costs incurred in the preparation of the proposal for this request, or to procure or contract for services. The District reserves the right to modify or cancel in whole or in part this RFP, to reject any and all Proposals, to accept the Proposal it considers most favorable to the District’s interest in its sole discretion, and to waive irregularities or informalities in any Proposal or in the proposal procedures. The District also reserves the right to reject all Proposals and seek new Proposals when the District considers such procedure to be in its best interest.

If there is any evidence indicating that two or more Offerors are in collusion to restrict competition or are otherwise engaged in anti-competitive practices, the proposals of all such Offerors must be rejected, and such evidence may be a cause for disqualification of the participants in any future solicitations undertaken by the District.

5. CONTRACTUAL REQUIREMENTS

A. Agreement for Services

The selected Offeror for the provision of the Services will be required to execute an Agreement with the District describing the Scope of Services to be performed, compensation, insurance requirements and other pertinent provisions. This agreement must follow the Sample Agreement. All Offerors are directed to review all of the terms and conditions set forth in the Sample Agreement, particularly the indemnification and insurance requirements.

Submittal of a Proposal must be deemed acceptance of all of the terms set forth in this RFP and the Sample Agreement unless the Offeror includes with its Proposal, in writing, any modifications requested to the provisions of the RFP and/or Sample Agreement as set forth on the Exhibit 2 - Exceptions Form. All requests for exceptions must be in writing, separately identified, and delineated for each task, or other item, and must be submitted on Exhibit 2. The District reserves the right to request further clarification of any requested exception during negotiations and to exclude unacceptable exception(s). No exceptions may be requested after the deadline for the submittal of proposals.

B. Small Business Enterprises (SBE) Policy and Program The District has a Small Business Enterprise (SBE) program to encourage the participation of and opportunities for small businesses in District (non-federal) contracting and procurement activities, increase the circulation of dollars within the District’s service area, and promote the development of the small and local-business community.

Nevertheless, there is no SBE goal for this contracting opportunity.

C. Prevailing Wage Requirements

Not Applicable.

D. Substance Abuse Program

Offerors are directed to Exhibit 8, Sample Agreement for Services, Section 29.

E. Insurance and Indemnification Requirements

Offerors are instructed to carefully review the insurance and indemnification provisions set forth in Exhibit 8 - Sample Agreement for Services and provide evidence of Offeror’s acceptance and ability to comply.

Offerors must include with their proposal a copy of their current Certificate of Insurance that illustrates the current level of coverage the Offeror carries. The certificate submitted in response to this solicitation can be a current file copy and does not need to include any “additional insured” language in favor of the District. Upon contract award, the selected Offeror’s, at its sole cost and expense and for the full term of the contract or any extension thereof, must obtain and maintain, at a minimum, all of the insurance requirements outlined in Attachment A of the Insurance Requirements. All policies, endorsements, certificates and/or binders will be subject to the approval of the District’s Claims and Liability Manager as to form and content. These requirements are subject to amendment or waiver if so, approved in writing by the Claims and Liability Manager. Upon award of contract, the selected Offeror must provide the District via the District’s myCOIonline.com portal with a copy of said policies, certificates, and/or endorsements upon award of contract. If the certificate does not cover the requirements as specified in Attachment A, verification of availability of required insurance must otherwise be provided.

6. PROPOSAL CONTENT CHECKLIST

Note: Offerors must provide an unredacted version of their proposal. If Offeror is claiming that any portions of their proposal is confidential/proprietary, they must also provide a redacted version of proposal along with a confidentiality index.

Reference Section 4.O.

Proposal Cover Form

Include the completed and signed Proposal Cover Form, (Exhibit 1), including acknowledgement of addenda, if any.

Letter of Introduction, Exceptions to the Agreement and Joint Venture Agreement, if applicable Reference Section 3.C. Any exceptions must be set forth on Exception Form, Exhibit 2.

Table of Contents Reference Section 3.D.

Approach to Providing Services Outline services to be rendered under the Agreement. Discuss approach, methodology, team organization and management plan.

Identification of Subcontractors

Reference Section 3.E.3.i. Offerors intending to use subcontractors must identify them on the Offeror’s Designation of Subcontractors Form (Exhibit 3) and include this form with its Proposal. Use of any and all subcontractors must be approved in writing by the District’s authorized representative.

Company Qualifications, Experience and References Reference Section 3.E.3.ii. Offerors must use the Reference Form located in Exhibit 4, for this purpose.

Safety, Compliance and Quality Control Plan Reference Section 3.E.3.iii.

Reporting, Technology, and Program Administration Reference Section 3.E.3.iv.

Transition and Implementation Plan Reference Section 3.E.3.v.

Qualifications and Experience of Key Personnel

Reference Section 3.F.

Financial Statements and Insurance Requirements Reference Section 3.G for financial statement submittal and reference Attachment A - Insurance Requirements. Offerors must submit evidence of ability to provide insurance and meet the insurance requirements stated in the RFP. Said evidence must take the form of a current Certificate of Liability Insurance (COLI) or a letter from Offeror’s insurance agent or broker certifying that such insurance requirements can be obtained.

If the certificate does not cover the requirements as specified in Attachment A - Insurance Requirements, verification of availability of required insurance must otherwise be provided.

Price Proposal

Reference Section 3.H. All pricing, cost and rate information must be uploaded using Exhibit 5 - Price Proposal Form.

Political Contributions Statement

Reference Section 3.I and submit the Political Contributions Statement, Exhibit 6.

Conflicts of Interest

Reference Section 3.K. Offeror must provide a list in their Proposal of its current contracts that involve services with the District, including its relationship to each District and a brief description of its job under the agreement. Offeror must identify any potential conflicts that may compromise its delivery of unbiased work product.

Confidentiality, if applicable

Reference Section 4.O.

Other Required Forms and Information Submit all other required forms provided in this RFP.

7. SUBMISSION INSTRUCTIONS

To expedite the release of proposal documents to reviewers, you are instructed to upload the required documents in Adobe PDF format (unless otherwise noted) as follows.

1. Proposal (unredacted) (RFP, Section 3. A through F, Proposal Content) Exhibit 1: Proposal Cover Form Exhibit 2: Exceptions Form Exhibit 4: Reference Form Exhibit 6: California Political Contributions Statement

2. Financial Statement, Income Statement and Balance Sheets for previous 3 years (RFP Section 3.G)

3. Price Proposal Form (RFP, Exhibit 5)

4. Insurance: Certificate of Insurance or Letter from Insurance Broker

(RFP, Section 5.E and Attachment A)

5. Exhibit 3: Designation of Subcontractors

6. Redacted Copy of Proposal (only required if requesting sections be treated as confidential) (See RFP, Section 4.O, Confidentiality)

8. EXHIBITS

Exhibit [1] – Proposal Cover Form Exhibit [2] – Exceptions Form Exhibit [3] – Designation of Subcontractors Exhibit [4] – Reference Form Exhibit [5] – Price Proposal Form Exhibit [6] – California Political Contributions Statement Exhibit [7] – Scope of Services Exhibit [8] – Sample Agreement for Services

EXHIBIT 1

PROPOSAL COVER FORM

for

TIRE MILEAGE AND LEASING PROGRAM

RFP # 2027-1697

AC Transit

Oakland, CA

A. GENERAL INFORMATION

DATE SUBMITTED: _______________________________________________________

NAME OF FIRM CONDUCTING BUSINESS: _________________________________

B. PROPOSAL CONTACT PERSON INFORMATION

NAME AND TITLE: _______________________________________________________

STREET ADDRESS: _______________________________________________________

MAILING ADDRESS, IF DIFFERENT: _______________________________________

EMAIL…