MIDA RFP for Seasonal Passenger Shuttle Operations for the MRF Project Area

Military Installation Development Authority (MIDA)

Request for Proposal

Seasonal Passenger Shuttle Operations for the

Military Recreation Facility Project Area

RFP Schedule

Event Date & Time

Questions Due By September 23, 2026, 5:00 pm (MDT)

Proposal Submission Deadline September 30, 2026, 5:00 pm (MDT)

Table of Contents

Section 1: Introduction

1.1. Purpose of RFP

1.2. Introduction to MIDA

1.3. Ridership Demand and Variability

Section 2: Specifications

2.1. Scope of Work

2.1.1. Overview of Services Provided

2.1.2. Dates and Hours of the Service Period

2.1.3. Insurance and Indemnification Requirements

2.1.4. Payment and Performance Bond

2.2. Minimum Requirements

2.2.1. Minimum Licensing Requirements

2.2.2. Minimum Vehicle and Equipment Requirements

2.2.3. Minimum Driver Qualifications

Section 3: Proposal Requirements

3.1. Technical Proposal Requirements

3.1.1. Certification of Minimum Requirements and Acknowledgements

3.1.2. Offeror’s General Information

3.1.3. Experience and Qualifications

3.1.4. Service Plan and Operational Approach

3.1.5. Vehicle Quality, Condition, and Features

3.1.6. Maintenance, Safety, and Reliability

3.1.7. Reporting Capabilities

3.2. Cost Proposal Requirements

Section 4: Proposal Submission

4.1. Submission Instructions

4.2. Questions

4.3. Addenda

Section 5: Evaluation, Scoring, and Award

5.1. Minimum Requirements

5.2. Evaluation Criteria

5.3. Technical Proposal Scoring

5.4. Cost Proposal Scoring

5.5. Award Notice

Section 6: Other Information

6.1. Cost of Proposals

6.2. Protest Procedures

6.3. Government Records Access and Management Act (GRAMA)

6.4. Reservation of Rights

SECTION 1: INTRODUCTION

1.1. Purpose of RFP

The Military Installation Development Authority (MIDA) invites qualified Offerors to submit proposals to operate a seasonal passenger shuttle service on a designated nine stop loop operating between various stops in the Military Recreation Facility (MRF) Project Area.

The service period is anticipated to begin on December 11, 2026 and conclude on April 18, 2027;

however, these dates are estimates and subject to adjustment based on Deer Valley Resort’s ski operations, weather conditions, and passenger demand. Actual service duration may be shortened or extended at MIDA’s discretion.

This shuttle service must efficiently accommodate passengers with ski equipment, passengers requiring Americans with Disabilities Act (ADA) accommodations, and support overall mobility within the project area.

Passengers will not pay a fare to use the shuttle service.

1.2. Introduction to MIDA

MIDA is an independent state government entity created in 2007 that is responsible for facilitating the development of projects that support military installations and missions and promote economic development. MIDA works in partnership with the U.S. military, local governments, and private developers to deliver public infrastructure, services, and amenities that serve both military personnel and the general public.

MIDA’s Military Recreation Facility (MRF) Project Area, primarily located in Wasatch County, Utah, is a project area that benefits the region’s economic vitality and provides recreational opportunities for U.S.

military personnel and their families.

The passenger shuttle service is intended primarily to facilitate skier access to Deer Valley Resort while also supporting general mobility within the project area. The service will reduce congestion, improve circulation, and provide safe, reliable, and accessible transportation for all passengers, including those without ski equipment.

1.3. Ridership Demand and Variability

This shuttle service is a nearly new operation, and historical ridership data from the 2025-2026 season should not be used to forecast ridership for this coming season. MIDA anticipates demand will fluctuate based on weather, resort activity, holidays, weekends, and special events. Any ridership estimates provided are for planning purposes only and are not a guarantee of actual passenger volumes. The Offeror should propose an operational approach that accommodates variability in passenger demand throughout the duration of the service period.

SECTION 2: SPECIFICATIONS

2.1. Scope of Work

2.1.1. Overview of Services Provided

The selected Offeror shall provide and operate a passenger shuttle service connecting different areas and communities within the MRF Project Area. The stop locations listed below are preliminary and provided for proposal and planning purposes only. Final stop locations, configurations, and the total number of stops may be modified prior to the commencement of service, and may be adjusted during the service period at MIDA’s discretion, in consultation with the Offeror. For purposes of proposal preparation, Offerors shall assume the stop locations listed therein.

The anticipated stop areas include:

1. Deer Valley East Village Parking, located in the vicinity of 9109 N. Mayflower Vlg Dr, Park City, Utah.

2. The Mason Condominiums Clubhouse, located in the vicinity of 1364 W. Still Water

Dr., Mayflower Mountain, Utah.

3. Mayflower Lakeside Condominiums, located in the vicinity of 1023 W. Vissen Way, Heber City, Utah.

4. Fox Bay Community Clubhouse, located in the vicinity of 1820 Alpine Ave. Heber City, UT

5. Star Harbor Community, located in the vicinity of 1456 Alpine Ave, Heber City, UT.

6. Sage Hen Community, located in the vicinity of 1983 W. Dotterel Circle, Heber City, Utah.

7. The Pointe, located in the vicinity of 2016 W. Pinnacle Ln., Heber City, UT.

8. Pioche Condominiums, located in the vicinity of 2303 Deer Hollow Road, Park City, Utah.

9. Canopy Hotel, located in the vicinity of 2288 Deer Hollow Road, Park City, Utah.

Refer to page 17 of this RFP for a conceptual map of the preliminary shuttle stop locations, provided for proposal and planning purposes only. Offerors may also view an interactive version of this map via this Google Maps link.

The shuttle shall operate on a continuous loop serving the preliminary stop locations listed above and must accommodate passengers carrying ski and snowboard equipment. All vehicles and boarding procedures shall comply with applicable ADA accessibility requirements, including the ability board, secure, and transport passengers using wheelchairs or other mobility devices without obstructing aisle or emergency egress.

For planning purposes, MIDA estimates that a full loop (beginning and ending the loop in the vicinity of 9109 N. Mayflower Vlg Dr, Park City, Utah) connecting the preliminary stop locations will be approximately 8.4 miles in length. This estimate is provided as a general reference only.

Final mileage may vary based on the Offeror’s proposed routing, vehicle characteristics, and final stop placement. Variations in actual mileage shall not be considered a material change to this Scope of Work.

The Offeror shall supply all vehicles, drivers, dispatching, fuel, maintenance, and insurance necessary to ensure safe, reliable, and consistent service throughout the term. The Offeror is responsible for maintaining route schedules, managing passenger boarding procedures, and coordinating with MIDA regarding service disruptions, weather conditions, or special events.

The Offeror shall ensure compliance with all applicable federal, state, and local regulations.

Passengers will not pay a fare to use the shuttle service.

2.1.2. Dates and Hours of the Service Period

The Offeror shall operate vehicles during the anticipated service period that begins on December 11, 2026 and conclude on April 18, 2027; however, these dates are estimates and subject to adjustment based on Deer Valley Resort’s ski operations, weather conditions, and passenger demand. Actual service duration may be shortened or extended at MIDA’s discretion.

Providing daily service between the hours of 8:00 am and 5:00 pm is required during the operational period, with final passenger pickup at Deer Valley Resort no earlier than 5:00 pm.

The shuttle shall complete its final loop after the 5:00 pm departure and may conclude service once passengers from that departure have been delivered to their respective stops.

The shuttle shall operate on a continuous loop with a target frequency of 15 minutes between shuttle arrivals at each stop. Holidays, peak weekends, and special events may require increased frequency.

2.1.3. Insurance and Indemnification Requirements

https://www.google.com/maps/d/u/0/edit?mid=1eVIapMLjuepno-WM4vToeSAmEigeO8E&ll=40.63034848318398%2C-111.44104835000002&z=15

The successful Offeror shall maintain or cause to be maintained during the term of the contract the following insurance coverage:

1. Commercial General Liability: minimum limit of one million dollars ($1,000,000) per occurrence and two million dollars ($2,000,000) aggregate, including coverage for bodily injury, personal injury, property damage, products/completed operations, and contractual liability.

2. Automobile Liability: minimum limit of one million dollars ($1,000,000) combined single limit per occurrence and two million dollars ($2,000,000) in the aggregate covering all owned, hired, and non-owned vehicles used in performance of the contract.

3. Workers’ Compensation and Employers’ Liability in compliance with statutory requirements sufficient to cover all Offeror’s employees during the term of the contract.

4. Umbrella or Excess Liability: additional coverage as needed to satisfy minimum limits as stated above.

The resulting contract will require the successful Offeror to list MIDA as an additional insured on the Commercial General Liability and Automobile Liability policies for all liability arising out of the Offeror’s performance. Proof of such coverage shall be furnished to MIDA prior to the start of service, along with endorsements demonstrating additional insured status.

The resulting contract will require the successful Offeror to indemnify, defend, and hold harmless MIDA from claims arising out of the Offeror’s negligent or intentional acts or omissions in the performance of the services provided by the Offeror. By submitting a proposal, the Offeror acknowledges and accepts this anticipated requirement.

2.1.4. Payment and Performance Bond

The successful Offeror will be required to furnish Payment and Performance bonds, each in the amount of 100% of the contract value, prior to contract execution or commencement of services. Bonding instruments shall be issued by a surety authorized to do business in the State of Utah.

2.2. Minimum Requirements

The Offeror must meet all of the minimum requirements listed in this section at the time of proposal submission. Failure to meet any minimum requirement will result in the disqualification of the Offeror’s proposal and it may not be further evaluated.

2.2.1. Minimum Licensing Requirements

The Offeror shall possess, maintain, and comply with all federal, state, and local licenses, permits, operating authorities, and registrations required to perform the services in this RFP. If the Offeror believes that a particular license, permit, or operating authority is not applicable, the Offeror shall identify the requirement and provide a brief written explanation supporting its non-applicability.

2.2.2. Minimum Vehicle and Equipment Requirements

The Offeror shall provide and operate vehicles meeting or exceeding the following requirements:

1. Capable of comfortably seating a minimum capacity of ten (10) passengers, in addition to the driver, while accommodating one (1) wheelchair or mobility device in place.

2. ADA compliance to accommodate wheelchair or mobility device seating and a boarding ramp or lift.

3. Ski racks or interior storage systems that do not obstruct the aisle or interfere with passenger comfort or safety. If interior storage is provided at the seat, passengers must be able to safely hold equipment without obstructing the aisle, emergency exits, or passenger movement.

4. All-weather tires, four-wheel drive (4WD), or all-wheel drive (AWD) suitable for winter mountain conditions.

5. Heating systems, cooling systems, and ventilation capable of maintaining a consistent internal temperature of 70°F - 72°F.

6. Operational interior lighting for ingress/egress in low-light conditions.

7. Exterior and interior appearance shall be clean, well-maintained, and professional in presentation. Vehicles shall be free of excessive damage, rust, fading, or visible cosmetic deterioration.

8. Capable of displaying exterior signage, markings, or a digital display that clearly identifies the shuttle service to passengers. Signage must be visible at a reasonable distance under winter lighting conditions and may include a digital route display, vehicle wrap, magnetic sign, placard, or equivalent solution approved by MIDA.

9. Compliance with Federal Motor Carrier Safety Administration (FMCSA) and Department of Transportation (DOT) requirements, as applicable.

2.2.3. Minimum Driver Qualifications

The Offeror shall employ and assign drivers who meet the following minimum qualifications:

1. Possess and continuously maintain all licenses required to operate the proposed vehicle type within the State of Utah, including a Commercial Driver’s License (CDL) with appropriate passenger endorsements, if applicable.

2. Have no preventable, at-fault accidents within the last two (2) years.

3. Have no more than two (2) moving violation citations within the past two (2) years.

4. Have no driving under the influence (DUI) or driving while intoxicated (DWI) convictions.

5. Successfully pass all drug screening requirements administered by the Offeror and comply with all FMCSA and DOT substance use regulations, if applicable.

6. Demonstrate the ability to read, write, and speak English sufficiently to perform required duties, communicate with passengers, and respond to emergency situations.

7. Demonstrate customer service skills, including clear communication, courteous behavior, and the ability to assist passengers with equipment (e.g., skis, strollers) safely. Drivers shall not smoke or vape while on duty or within proximity of the shuttle vehicle or designated shuttle stops.

8. Demonstrate the ability to assist passengers with disabilities, including proper securement of wheelchairs and mobility devices, operation of ramps/lifts, and appropriate interaction with passengers requiring accommodations.

9. Refrain from engaging in activities that distract from the safe operation of the vehicle, including but not limited to cell phone use, texting, listening to personal devices, or using hands-free electronic devices while the vehicle is in motion.

SECTION 3: PROPOSAL REQUIREMENTS

An Offeror shall submit two separate files as part of its proposal: a technical proposal and a cost proposal.

3.1. Technical Proposal Requirements

The Offeror shall provide the information below as part of its technical proposal. The Offeror is prohibited from providing any cost information or data in this part of the proposal.

3.1.1. Certification of Minimum Requirements and Acknowledgements

1. Certify that the Offeror meets the minimum requirements outlined in Section 2.2.1. Minimum

Licensing Requirements or provide a written explanation demonstrating that such requirements do not apply.

2. Certify that the Offeror meets the minimum requirements outlined in Section 2.2.2. Minimum

Vehicle and Equipment Requirements.

3. Certify that the Offeror meets the minimum requirements outlined in Section 2.2.3. Minimum Driver Qualifications.

4. Certify that the Offeror maintains, or will maintain, insurance coverage required in Section 2.1.3.

if it is awarded the contract.

5. Certify that the Offeror will obtain Performance and Payment bonds required in Section 2.1.4. if it is awarded the contract.

3.1.2. Offeror’s General Information

1. Company name

2. Physical and mailing address

3. Email and phone number of a primary contact person

4. USDOT number and MC Number (if applicable)

3.1.3. Experience and Qualifications

1. A description of the Offeror’s history, experience providing passenger shuttle or comparable transportation services, and a listing of similar past projects. Include dates, locations, and scope for similar past projects.

3.1.4. Service Plan and Operational Approach

1. A description of the Offeror’s service plan, which must include the following information:

a. Proposed routing and stop sequence

b. Estimated loop mileage

c. Estimated system-wide passenger capacity per hour and the assumptions used to calculate this estimate

d. Proposed daily timetable, including first and last departure

e. Peak period adjustments (holidays, events, weekends)

f. Proposed approach to rider communication (signage, announcements, etc.)

2. A description of the Offeror’s approach to staffing, supervision, training, and ensuring uninterrupted service throughout the contract term.

3.1.5. Vehicle Quality, Condition, and Features

1. A list of all vehicles that will be used during the course of the contract. The list must include the following information for each vehicle:

a. Year

b. Make

c. Model

d. Seating capacity

e. ADA accessibility specifications

f. Ski storage system. If interior storage is provided at the seat, provide information that demonstrates that there is enough space that passengers can safely hold equipment without obstructing aisles, emergency exits, or passenger movement.

g. Recent photograph of the actual vehicle to be deployed. Photographs may not be stock images, manufacturer marketing images, or representations of similar models.

3.1.6. Maintenance, Safety, and Reliability

1. The following data from the past five (5) years:

a. FMCSA Safety Measurement (SMS) rankings for relevant BASIC categories, if applicable.

b. Crash history data (fatality, injury, tow-away classification).

c. Number of preventable vs. non-preventable accidents.

2. A description of the Offeror’s maintenance and safety program, including maintenance practices, vehicle condition standards, and strategies to minimize service interruptions.

3.1.7. Reporting Capabilities

1. A description of the Offeror’s reporting capabilities for ridership and on-time performance.

3.2. Cost Proposal Requirements

1. The Offeror shall provide a separate cost proposal of the TOTAL COST of shuttle operations between December 11, 2026 and April 18, 2027. (dates inclusive). When calculating total cost, the Offeror shall assume:

● 129 service days; and

● 9.25 hours of service operation per day, for a total of 1,128.5 schedule service hours;

and

● A target service frequency of 15 minutes between shuttle arrivals at Deer Valley Resort’s

East Village Parking during non-peak periods as defined below; and

● Passengers will not be charged a fare.

For proposal purposes, “non-peak periods” shall be defined as any day that is not a weekend day (Friday - Sunday), recognized federal or state holiday, or day with significant resort activity anticipated.

The total cost shall be a fixed, all-inclusive amount covering all labor, drivers, vehicle, fuel, maintenance, insurance, administrative overhead, equipment, dispatching, and any other expenses required to perform the services described in this RFP.

2. The Offeror shall identify the number of vehicles required to achieve the target headway and shall provide a brief justification of how the proposed vehicle deployment, loop time, and capacity will meet the service requirements. MIDA reserves the right to conduct a cost realism analysis to determine whether proposed resources are adequate and to evaluate proposals based on their operational feasibility. Unrealistically low resource assumptions may result in a reduced or modified score.

3. The total cost proposed shall be considered the baseline seasonal cost. MIDA reserves the right to increase or decrease service hours based on operational needs, resort activity, weather conditions, or passenger demand. Adjustments to the total contract amount will be negotiated with the successful Offeror and shall not be considered a material change to the RFP.

SECTION 4: PROPOSAL SUBMISSION

4.1. Submission Instructions

All proposals must be submitted electronically via the Utah Public Procurement Place (U3P) on or before September 30, 2026 at 5:00 pm (MDT). Any proposal received after such time will be considered non-responsive. It is the responsibility of the vendor to assure that its proposal is submitted to and received by U3P by the deadline specified above.

Offerors must submit two separate electronic files for each proposal: one technical proposal file and one cost proposal file.

For instructions on how to submit a proposal, please visit the U3P help center here:

https://purchasing.utah.gov/training/for-vendors-training/

4.2. Questions

All questions regarding this solicitation must be submitted through the Utah Public Procurement Place (U3P) on or before September 23, 2026 at 5:00 pm (MDT). Questions submitted using alternate means will not be answered. Responses to questions will be posted on the U3P. It is the responsibility of the vendor to regularly check the U3P website for updates to questions and their answers.

4.3. Addenda

MIDA may issue addenda to this RFP to clarify requirements, provide additional information, or modify the RFP. All addenda will be posted on the U3P website. It is the sole responsibility of an Offeror to regularly monitor the U3P website for addenda.

https://purchasing.utah.gov/training/for-vendors-training/

SECTION 5: EVALUATION, SCORING, AND AWARD

5.1. Minimum Requirements

The Offeror must certify that it meets the minimum requirements outlined in Section 2.2. If the Offeror does not meet any of these minimum requirements, its proposal will be disqualified and it will not be evaluated further.

5.2. Evaluation Criteria

The evaluation committee will evaluate proposals that meet the minimum requirements using the following weighted criteria:

Evaluation Criterion Weight Max. Points Possible

Experience and Qualifications 25% 125

Service Plan and Operational Approach 20% 100

Vehicle Quality, Condition, and Features 10% 50

Maintenance, Safety, and Reliability 10% 50

Reporting Capabilities 5% 25

Cost 30% 150

MIDA may, in its sole discretion, request interviews or presentations to determine the extent to which an Offeror can perform the services and satisfy the above requirements.

5.3. Technical Proposal Scoring

Each evaluator will assign a score from zero (0) to five (5) for each technical criterion:

● 5 = Excellent. The proposal addresses and exceeds all of the requirements and criteria.

● 4 = Good. The proposal addresses all requirements and criteria and in some respects exceeds them.

● 3 = Satisfactory. The proposal addresses all requirements and criteria in a minimum satisfactory manner.

● 2 = Unsatisfactory. The proposal addresses the requirements and criteria in an unsatisfactory manner.

● 1 = Poor. The proposal inadequately addresses the requirements and criteria or cannot be assessed due to incomplete information.

● 0 = Fail. The proposal fails to address the requirements and criteria or cannot be assessed due to missing information.

The evaluators’ scores will be averaged to produce a single average score for each criterion. That average score will then be divided by the highest possible score and then multiplied by the number of possible points, like so:

Points Awarded = (Average Weighted Score / Highest Possible Score) x Possible Points

5.4. Cost Proposal Scoring

The Offeror with the lowest total cost according to the assumptions outlined in Section 3.2. will receive all 150 points possible in the cost scoring category. Other Offerors’ scores will be calculated like so:

Points Awarded = Maximum Cost Points x (Lowest Hourly Rate / Offeror’s Hourly Rate)

MIDA reserves the right to conduct a cost realism analysis to determine whether proposed resources are adequate and to evaluate proposals based on their operational feasibility. Unrealistically low resource assumptions may result in a reduced or modified cost score.

5.5. Award Notice

The RFP shall be awarded to the highest scoring, responsive, and responsible offerer, meeting all stated RFP requirements.

If an Offeror is selected for the contract, the notice of award will be posted on U3P. Offerors may also request a copy of the notice of award by emailing Derek Brenchley, MIDA Purchasing Agent, at dbrenchley@midaut.org.

SECTION 6: OTHER INFORMATION

6.1. Cost of Proposals

MIDA is not liable for any costs incurred by Offerors in the preparation, presentation, or negotiation of proposals submitted in response to this RFP. All such costs shall be borne by the respective Offeror.

6.2. Protest Procedures

Any actual Offeror who is aggrieved in connection with the solicitation or award of a contract under this RFP may file a protest by submitting a written protest via email to Derek Brenchley, MIDA Purchasing Agent, at dbrenchley@midaut.org. The written protest must include the following:

● The protesting party’s name, mailing address, daytime telephone number, the signature of the protesting party or their attorney, and the date the protest is signed.

● A statement of relief sought, a statement of facts, and a recitation of reasons and legal authority in support of the protest sufficient to allow for an appropriate review.

The protest must be submitted prior to the proposal due date, unless the protestor was unaware of the facts giving rise to the protest. In such cases, the protest must be submitted within five (5) business days of the notice of award being posted on U3P.

The Purchasing Agent will review the protest and issue a written determination. This determination shall be considered final.

6.3. Government Records Access and Management Act (GRAMA)

All records related to this procurement are subject to the Utah Government Records Access and Management Act (GRAMA). Such records may, in some cases, be protected as confidential by the Offeror by complying with such confidentiality procedures that are set forth in GRAMA.

6.4. Reservation of Rights

MIDA reserves the right, among other things to:

1. Reject any or all proposals;

2. Waive irregularities or informalities;

3. Request clarification of a proposal;

4. Request and verify documents related to required licensure, permits, or operating authority, and safety records;

5. Confirm licensing and safety information with applicable state, federal, or local regulatory agencies;

6. Conduct interviews with Offerors;

7. Terminate the RFP process at any time;

8. Modify the RFP;

9. Negotiate with an Offeror prior to a final award;

10. Contract with multiple Offerors; and

11. Accept any proposal or proposals deemed to be in the best interests of MIDA.

3.2. Cost Proposal Requirements