1 RFP 202502 Paratransit Services.pdf

Kenosha County Department of Human Services

Division of Aging & Disability Services

AND

City of Kenosha Transportation Department

REQUEST FOR PROPOSAL (RFP) #202502

PARATRANSIT SERVICES

Service: Paratransit Services – Kenosha, Wisconsin

Proposal Information: Request for Proposal information may be accessed via VendorNet https://vendornet.wi.gov/

Proposals must be submitted electronically via email no later than

10:00 AM (CST) SEPTEMBER 23, 2025, to single point of contact:

Monica Santos

Contract Specialist monica.santos@kenoshacountywi.gov

Kenosha County Department of Human Services Mission Statement, encompassing the following Divisions:

Aging & Disability Services Public Health

Behavioral Health Veteran Services

Brookside Care Center Southeastern WI Workforce Development Board

Children & Family Services Willowbrook Assisted Living

Medical Examiner Workforce Development

To develop, coordinate, and administer a comprehensive network of services to children, youth, families, the elderly, and individuals striving to cope with developmental disabilities, mental illness, and alcohol and drug problems; to preserve and strengthen families, while protecting children from high-risk or abusive situations; to empower individuals and families to become law-abiding and economically self-sufficient; to assure the delivery of public health services necessary to prevent disease; to protect, promote, and preserve a healthy citizenry and environment; to advise and assist military veterans; to provide high quality nursing home services to the elderly and medically disabled; to advocate on behalf of these constituencies on the local, state, and national level.

Kenosha County Department of Human Services – KCDHS

8600 Sheridan Rd. | Kenosha, WI 53143 | (262) 697-4554 www.kenoshacountywi.gov/151/Contracting-with-Human-Services https://vendornet.wi.gov/ mailto:monica.santos@kenoshacountywi.gov http://www.kenoshacountywi.gov/151/Contracting-with-Human-Services

TABLE OF CONTENTS

I INTRODUCTION 1

II DEFINITIONS 1

III CALENDAR OF EVENTS 2

IV GENERAL INFORMATION 2

V MINIMUM QUALIFICATIONS 6

VI REQUIREMENTS 7

VII SCOPE OF WORK / CONTRACT DELIVERABLES 8

VIII HISTORICAL STATISTICS 16

IX PROPOSAL DESIGN 18

X ADDENDA & SUPPORT DOCUMENTATION 24

XI RFP SUBMISSION 25

XII EVALUATION & AWARD PROCESS 26

XIII CONTRACT AWARD 30

APPENDICES

Appendix A ........... Standard Terms and Conditions (DOA-3054 (R03-2019))

Appendix B .................... Supplemental Standard Terms and Conditions for

Procurement Services (DOA-3681 (R01-2017))

Appendix C ................................. Federal Required Clauses & Certifications

Appendix D .................................. Insurance Requirements Kenosha County

Appendix E .................................. Indemnity and Insurance City of Kenosha

Appendix F .................................................................... Proposer Information *

Appendix G ................................................... Policy on Ethics in Government *

Appendix H ...................................................................................... Assurances *

Appendix I ................................................... References/Business Experience *

Appendix J ............................................................ Affidavit of Non-Collusion *

Appendix K ......... Designation of Confidential and Proprietary Information *

Appendix L ........................................................................... Staffing Capacity *

Appendix M ..................................................................... Bid Opportunity List *

Appendix N ........................................................................... Vehicle Inventory *

Appendix O ............................................................................. Pricing Proposal *

Appendix P ............................................................. Drug and Alcohol Testing *

Appendix Q ......................................................................... Fleet Maintenance *

Appendix R ............................................................................... Recordkeeping *

Appendix S ........................................................................................ Lobbying *

Appendix T .............................................................. Debarment & Suspension *

Appendix U ............................................................ Tax Liability Certification *

Appendix V Prohibition on Providing or Using Certain Telecommunications *

.......................... and Video Surveillance Services or Equipment

Appendix W .................................... Disadvantage Business Enterprise (DBE) *

Kenosha County Department of Human Services

Division of Aging & Disability Services

AND

City of Kenosha Transit Department

Request for Proposal (RFP) #202502

Paratransit Services

I INTRODUCTION

This Request for Proposal (RFP) is being issued by the Kenosha County Department of Human Services

(KCDHS), Division of Aging & Disability Services (DADS) AND City of Kenosha Transit Department to request competitive proposals from organizations that are interested in providing Paratransit Services, as further defined in this RFP.

II DEFINITIONS

CITY means City of Kenosha Transportation Department

CONTRACTOR/PROPOSER/PROVIDER/VENDOR/ means the agency/company submitting response to this RFP

COUNTY means Kenosha County / Kenosha County Department of Human Services| Kenosha County

Department of Human Services, Division of Aging and Disability Services

DADS means Division of Aging & Disability Services

DOT means Department of Transportation

KCDHS means Kenosha County Department of Human Services

MUNICIPALITY means Kenosha County Department of Human Services, Division of Aging and Disability

Services and The City of Kenosha, Department of Transportation

RFP means Request for Proposal

STATE means the State of Wisconsin

VENDOR PORTAL means the State of Wisconsin’s Vendor Portal – VendorNet

III CALENDAR OF EVENTS

This calendar is subject to change at the sole discretion of Kenosha County. All attempts will be made to adhere to this calendar. However, due to circumstances beyond our control, it may be necessary to modify the events and/or dates and times.

09/03/2025 Public Notice of RFP & Proposal Posted to VendorNet

09/15/2025 Deadline for Questions by 2:00 PM CST

09/18/2025 Q & A Summary Posted to VendorNet

09/24/2025 Deadline for Proposals by 10:00 AM CST

2-4 weeks Evaluation Process

TBD Projected Presentation/Demonstration/Interviews

01/01/2026 Intended Contract Start Date

IV GENERAL INFORMATION

The contract for this project will consist of this Request for Proposals document, the specification documents and any associated exhibits, drawings, or additional documents, the Contractor’s proposal response with all required forms, any addenda that may be issued, any negotiated terms and conditions, and Kenosha County

& City of Kenosha contracts.

This contract is for a one (1) year term from 01/01/2026 to 12/31/2026 with the option to be renewed for four (4) additional one (1) year periods. The City &/or the County has the option, by agreement, to renew following the initial base contract term. If Kenosha County &/or City of Kenosha does not intend to pursue an optional renewal, the contractor will be notified in writing. If the Contractor does not intend to pursue an optional renewal, the Contractor will notify Kenosha County &/or City of Kenosha, in writing, at least 150 days prior to expiration of the then current contract period.

• Thoroughly examine the entire RFP. Closely review program description, specifications, scope of work, schedule instructions and all other solicitation documents.

• Errors or Omissions - If a proposer discovers any significant ambiguity, error, conflict, discrepancy, omission, or other deficiency in this RFP, the proposer should notify immediately the RFP single point of contact of such error and request modification or clarification of the RFP document.

• Questions – All questions must be emailed to the RFP Single Point of Contact.

• No phone calls, emails, or other correspondence to other County staff regarding this procurement are permitted during the procurement process unless otherwise noted in writing as required as part of the Solicitation process. Violation of these conditions may be considered sufficient cause for automatic rejection of a Proposal. All oral communications are unofficial.

• Check the website & VendorNet for future announcements, addenda, and other related information prior to submitting the proposal by its due date.

• Proposers shall rely only on written responses issued by addenda. The summary of applicable questions and answers (Q&A Summary) will be posted by an RFP Addenda via VendorNet. RFP

Addendums posted via VendorNet must be signed and returned with your proposal.

• Failure to respond to the requirements of the RFP in its entirety, including any addenda, supplemental information or revisions may result in disqualification.

• Kenosha County & City of Kenosha does not reimburse costs incurred in proposal preparation.

• Kenosha County & City of Kenosha reserves the right to negotiate changes in both reporting and billing requirements.

• Kenosha County may waive or permit cure of minor irregularities, or may reject any or all proposals received, re-issue any or all parts of the RFP, adjust, cancel, or withdraw in part or entirety the RFP, or extend the deadlines, if the proposals received are not in compliance with the solicitation requirements.

• All material submitted by proposers become the property of Kenosha County upon submission, and therefore, public information, following completion of all RFP and appeal activities, and are subject to requirements of Wisconsin open records laws.

• As a Federal/State/County funded program, be aware that regulations may change during program operation and the program design may be affected resulting in modification by Kenosha County &

City of Kenosha Request for Proposals are announced prior to the Division’s budget being finalized, and therefore are tentative, may be modified, and are contingent upon final budget approvals.

• Contract renewals are determined solely by Kenosha County & City of Kenosha subject to applicable funding requirements and department authorizations, availability of funds, satisfactory contract performance, and when applicable, negotiation of renewal rates.

• The awarded Contractor must hold the accepted prices and/or costs for the contract period.

• Contract prices for the option years will be adjusted (escalated or de-escalated) based upon the average annual change in the Consumer Price Index for “All Items” published by the Bureau of Labor Statistics (BLS) (Table 1A. Consumer Price Index for All Urban

Consumers (CPI-U): U.S. city average, by expenditure category and commodity and service group, Expenditure Category “All Items”). The CPI-U value is published by the

BLS at its website: http://www.bls.gov/cpi/news.htm.

• At the time of option exercise, prices for the option years will be adjusted (escalated or de-escalated) based upon the then current average annual change in the Consumer

Index for “All Items” published by the Bureau of Labor Statistics (BLS) (Table 1A.

Consumer Price Index for All Urban Consumers (CPI-U): U.S. city average, by expenditure category and commodity and service group, Expenditure Category “All Items”).

• The price for an option year shall be based upon the percent change in the CPI-U from the preceding year applied to the current Contract year price to obtain the option year price.

• For the purpose of exercising service year options, WisDOT will recognize the change in CPI-U from October of the preceding year to October of the current Contract year. This information becomes available in mid-November of each year. As a point of http://www.bls.gov/cpi/news.htm reference, the CPI-U twelve-month change from August 2022 to August 2023 was an increase of 3.7 percent.

Below is an EXAMPLE of a contract awarded with a fixed-price Hourly Service Rate (HSR):

• In any negotiation/extension including pricing, all parties involved must reach a mutual agreement on the final price.

• Kenosha County & City of Kenosha reserves the right to award this RFP on a partial basis. Awarded vendors/providers will be responsible for the specific tasks and responsibilities assigned to them within their respective contract.

• Performance and Reporting Requirements: Contractors are required to comply with the funding source requirements. Requirements may include submitting reports and attending meetings with

Kenosha County & City of Kenosha representatives to review services, to assess progress & performance, to identify barriers, and to determine if any corrective action measures are necessary. It is the responsibility of the service provider to provide corrective action plans and reports as needed.

• Kenosha County & City of Kenosha reserves the right to specify its individual reporting.

requirements.

• Data reporting requirements serve three purposes:

o Meet Federal and State reporting requirement, o provide information for program monitoring and management and o provide for component and program evaluation.

• Contract Reimbursement Policy: Payments will depend on timeliness, accuracy of reporting, and the achievement of quantitative and qualitative goals specified in the Program Description and

Specifications and as otherwise required or negotiated. It is the intent to reimburse the actual approved costs or units of service provided under this RFP and reported each month.

• Contractors, Kenosha County & City of Kenosha must comply with the applicable Office of

Management and Budget OMB Uniform Guidance (2 CFR 200), OMB circulars, and other federal and state laws and regulations.

• Kenosha County & City of Kenosha reserves the right, throughout the course of the Contract, to request evidence of the Contractor’s financial capability and their ability to perform or meet all the standards and requirements.

• To demonstrate the Contractor’s financial capability, Kenosha County & City of Kenosha may require the submission of some, or all the financial information detailed below. The Contractor must provide the requested information within five (5) working days of Kenosha County & City of

Kenosha’s request, unless such time period is otherwise extended at the sole discretion of Kenosha

County & City of Kenosha.

o Audited Financial Statements for the Contractor’s last three (3) fiscal years, including as a minimum the Balance Sheet, Statement of Retained Earnings, Income Statement, and any notes to the statements. If audited Financials are not available, a copy of the most recent business income tax return and Pro-Forma (un-audited) Financial Statements for the last three (3) years will be accepted.

• Proposals may be withdrawn by written notice received at any time before the exact time set for receipt of Proposals.

• Conflict of Interest: Contractors awarded contracts under this RFP shall ensure the establishment of written policies and employment rules and other safeguards to prevent, and shall prevent, its employees, consultants, or agents from attempting to influence Kenosha County officials, employees, or its various committees, commissions, workgroups, departments, authorities, centers, services, consultants, agents, or members of the Kenosha County Board of Supervisors, from using their public positions for purposes that are, or give the appearance of being, motivated by a desire for private gain for themselves or others with whom they have family, business, or other ties. Please note that it is a crime under Sec. 946.13 Wis. Stats., if any public official or employee shall, in his private capacity, negotiate or bid for or enter into a contract in which he has private pecuniary interest, direct or indirect, if at the same time he is authorized or required by law to participate in his capacity as such officer or employee in the making of that contract or to perform in regard to that contract some official function requiring the exercise of discretion on his part, nor shall any official or employee, in his official capacity, participate in the making of a contract in which he has a private pecuniary interest, direct or indirect, or perform in regard to that contract some function requiring the exercise of discretion.

• The service is intended to satisfy the City of Kenosha’s Paratransit responsibilities under the ADA.

V MINIMUM QUALIFICATIONS

IMPORTANT – EACH OFFEROR MUST DEMONSTRATE IN ITS PROPOSAL THAT IT MEETS

ALL OF THE MINIMUM QUALIFICATIONS SET FORTH BELOW AS OF THE DATE THAT IT

SUBMITS ITS OFFER. OFFERORS THAT DO NOT CONFORM TO THESE REQUIREMENTS

WILL NOT BE CONSIDERED.

EXCEPTION: Vehicle requirements must be met by the Contract start date.

1. Fleet: Possess a fleet of vehicles capable of carrying at least 2 passengers with one wheelchair securement space. It is recommended that no more than 40% of the fleet vehicles have surpassed their remaining useful life benchmark as identified in the 2022 Transit Asset Management report for Tier II operators in SE Wisconsin. Appendix N - Vehicle Inventory is required to be completed and submitted with Proposal.

2. Wheelchair accessibility: The transit contractor is required to meet the Americans with Disabilities Act

(ADA) requirements for paratransit service. Lifts or ramps must have a minimum design load of 600 pounds combined for rider and mobility device. If the vehicle has a design load of greater than 600 pounds, the contractor will need to transport a rider/chair combination up to that higher load value. The

ADA definition of a wheelchair is: “a mobility aid belonging to any class of 3-or more-wheeled devices, usable indoors, designed or modified for and used by individuals with mobility impairments, whether operated manually or powered.” Transit contractors cannot impose a limitation based on the inability of the securement system.

3. Dispatch capacity: Maintain and operate a dispatch and control system at a centralized office location, staffed during all service operation hours, with a dedicated verbal-communications system between the dispatch office and vehicle operators accessible at all times. (See hours of service)

4. Transportation history: At least three (3) years prior organizational history in the ground transportation service industry providing on-demand, scheduled, or reservation-based services.

5. Reporting capacity: Utilize database software that tracks ridership and revenue activity and provides reports which can be used for current and historical data purposes. Software must prove capacity to segregate trips and cost data from other transit activities the contractor provides.

6. Grant Programs: Understand the State and Federal grant programs that fund the service [49 U.S.C. Section 5311, Wis. 85.20 and Wis. 85.21] and be able to comply with the numerous regulations that accompany these funding sources.

https://www.sewrpc.org/SEWRPCFiles/Publications/mr/mr-266-transit-asset-mgmt-plan.pdf

VI REQUIREMENTS

General Contractor Requirements.

To assist prospective carriers in assessing their own qualifications for purposes of this solicitation, the following is a list of some of the specific qualifications that a potential Contractor must have:

• Must comply with the most current versions of FTA Certifications and Assurances and Wisconsin State

Legislature Chapter Trans 301 Human Services Vehicles (HSV), copies of which will be attached as

Exhibits to any Contracts resulting from this RFP.

• Financial capability to establish and maintain service during the Contracting period.

• Interest and ability to provide quality service to the general public, as well as the elderly and people with disabilities.

• Ability to efficiently schedule vehicle routings for advanced reservation service, as well as to provide service on demand.

• Ability to maintain records of trips, passengers, and revenues related to the Contracted service.

• Ability to secure minimum requirements for vehicle and general liability insurance.

• Willingness to comply with Federal and State requirements concerning equal employment opportunities, discrimination, disadvantaged business, ADA compliance, and drug and alcohol testing.

The Contractor is required to have verbal contact with all drivers while in service. Other required services include telephone communication with users, dispatching, driving, maintenance, and record keeping, and assisting customers with information and access to ADA services.

VII SCOPE OF WORK / CONTRACT DELIVERABLES

Kenosha County Department of Human Services, Division of Aging and Disability Services and The City of

Kenosha, Department of Transportation (hereinafter referred to as Municipality), is soliciting Proposals from firms (also may be referred to as Offeror or Contractor) to provide Paratransit Services.

Service Area. Service shall be provided within the geographical area of all of Kenosha County East of I-94, and within 3/4 of a mile of the Kenosha Area Transit fixed-route West of I-94.

Shared-Ride. The service will be provided on a shared-ride basis. Vehicles may be routed to pick-up or drop-off passengers enroute to merge with other passenger’s origins or destinations so as to allow a greater number of passengers to be serviced with available vehicles.

Service Standards. The Municipality has established service goals for this project as follows:

The passenger pick-up window should be less than 10 minutes from either side of the time set between the passenger and dispatch. The Municipality should be advised when there are problems meeting the passenger response time requirement.

Drivers will assist in loading and unloading the elderly and people with disabilities. For Paratransit service, drivers may assist in carrying items weighing no more than 40 pounds.

The Contractor is expected to serve all ride requests for door-to-door service made at least the day before and to honor same day requests for route deviations. Any ride turn downs must be tracked and reported to the Municipality to aid in capacity planning.

Service Hours and Requirements. The Contractor shall operate during the hours of City Transit service.

Routes and schedules are subject to change:

Hours of Service – Table 1

Monday 4:55 AM to 12:30 AM

Tuesday 4:55 AM to 12:30 AM

Wednesday 4:55 AM to 12:30 AM

Thursday 4:55 AM to 12:30 AM

Friday 4:55 AM to 12:30 AM

Saturday 9:00 AM to 4:00 PM

Sunday as requested, see below

Sunday service is limited to trips that begin and end within ¾ mile radius of the streetcar line, during the hours the Kenosha streetcar is in service (subject to change) and is reimbursed directly by Kenosha Area Transit.

Estimated trip volume: 22,000 annually. Demand may fluctuate, and the Provider will be required to confirm any resulting changes to this projection.

The Paratransit service must have a dedicated phone number, be answered as such and must be answered live during operating hours. Any messages must be returned within the hour received.

In addition to ADA-eligible riders, the Contractor is expected to provide accessible transportation Monday-

Friday to the senior dining sites operated under Contract with the Kenosha County Division of Aging and

Disability Services. This transportation service is also run on an advance notice system. Riders must arrive at each meal site no later than later than 15 minutes prior to meal service time and cannot be picked up less than 30 minutes after meal service time. Site locations are subject to change.

Safety – It is the Contractor’s responsibility to maintain and ensure the safe operation of the vehicles at all times. Contractor must adhere to Purchaser’s safety plan.

Productivity – A trip efficiency ratio of at least 2.0 rides per revenue hours is expected. If productivity drops below 1.9 for two consecutive months, Contractor will submit an analysis and action plan to Purchaser prior to submitting the following month’s invoice.

Reimbursement – Contractor will be reimbursed for one-way trips by eligible Paratransit riders according to the negotiated rate. Contractor is responsible for collecting all applicable fares and deducting them from the reimbursement request. Trips for attendants or dependent children are not reimbursed. Unloaded trips such as no shows, cancellations or mobility item pick-up trips are not reimbursable. Riders who habitually do not show for their rides are addressed according to the service’s No-Show policy approved by the Purchaser.

The Contractor shall inform the Purchaser of riders whose service is temporarily suspended. Detailed billing shall be submitted to the Purchaser by the fifth working day of the month following the month of service.

Billing will indicate actual number of one-way trips.

Reporting - Monthly reports must accompany invoices. Additional information may be requested by the

Purchaser including driver logs or manifests. Contractor must issue an NTD-compliant report for paratransit services.

Vehicle Requirements. The Contractor will provide enough vehicles with sufficient capacity to operate the services described herein including sufficient spare vehicles to maintain service during times of vehicle maintenance or repair. Vehicles must meet ADA requirements. The Contractor will also provide storage and maintenance space for its vehicles. It is recommended that no more than 40% of the fleet vehicles have surpassed their remaining useful life benchmark as identified in the 2022 Transit Asset Management report for Tier II operators in SE Wisconsin. Attachment J - Vehicle Inventory is required to be completed and submitted with Proposal.

The Contractor will supply tires, fuel, tools and spare parts, and will maintain the vehicle in good working order according to its vehicle maintenance plan. Vehicles are required to have operative heat and air conditioning at all times. Vehicles shall be kept clean and maintained in a safe and sanitary manner.

Immediate communication with vehicles in service must be possible at all times. This can be achieved with radios, phones, routing tablets or other devices.

Each vehicle operating under this Contract must be equipped with at least the following items:

• Surveillance devices-cameras with audio and video

• Fire Extinguisher

• First Aid Kit

• Flashlight

• Blanket

• Emergency reflector or flare

• Lap seat belts for each passenger seat & wheelchair tie-downs for each w/c spot

• All standard safety equipment required by law

• Vans shall also be equipped with wheelchair & step stool https://www.sewrpc.org/SEWRPCFiles/Publications/mr/mr-266-transit-asset-mgmt-plan.pdf

Preventive maintenance reports and logs will be maintained and made available to Purchaser on a quarterly basis. The purchaser reserves the right to inspect the preventive maintenance reports at any time.

Purchaser reserves the right to inspect the Contractor’s vehicles and maintenance facilities during normal working hours as so deemed appropriate. Purchaser may refuse a vehicle for service if it is determined the vehicle is unsafe or appearance is unacceptable. Purchaser requires the annual submission of an SOP

(Standard Operating Procedure) related to preventative maintenance.

Vehicle Markings. Contractor will have the service vehicles marked with the appropriate service name, logo, phone numbers and related information to the Purchaser’s standards. Contractor will make sure that required interior signage, such as fare rate, title VI information, and emergency decals are installed and up to date.

Available Vehicles. The Contractor shall provide the suitable types of vehicles to perform the required services. Any changes during the Contract period involving the minimum number of vehicles required to be provided by the Contractor provides may be subject to a negotiated change in the hourly rate of service.

Weekly Estimated Total Hours.

The average total weekly service hours are approximately 230 hours.

Hours are derived and based upon the data provided.

The total weekly schedule does not account for holidays or special events that could vary hours in these occurrences. The Contractor, with approval by the city, or the city in consultation with the Contractor may vary service hours as necessary to meet varying service needs or annual budgetary constraints. It should be anticipated that any changes should remain reasonably relative to the original estimated scope of hours originally outlined in this RFP.

Fares Rate Structure.

The following one-way trip fares shall be charged by the Contractor and shall be reported and deducted on the invoice. Fares subject to change:

Service: Regular Route: Fare:

Adult $4.00

Children (12 and under w/adult rider) Free

Other Charges:

*Agency Rate for 3rd party payer TBD

All fare levels are set and governed by the Municipality. In the event that the Contractor becomes aware of riders who are under other service programs that offer or present a different fare rate structure, the

Municipality shall be immediately notified.

The Contractor will not act upon or improvise the existing Contract Fare Rate Structure unless the

Municipality expresses in writing other rates to be acceptable to use.

The Municipality shall work with the Contractor and/or Contractor to honor all tickets for fares sold. If tickets for fares are being sold, they must be tracked. All revenues collected shall be reported on invoices coinciding within the period they were collected.

The Contractor will collect fares from each passenger in accordance with the fare schedule established by the Purchaser.

Riders may pay fares in cash, passes or pre-paid tickets. Contractor shall make all reasonable attempts to accept credit/debit card payments. Contractor is responsible for selling pre-paid tickets. Contractor must issue a receipt for both passes and one-way fares when requested by any passenger. Attendants, mobility aides, and children will be transported at no additional charge.

Riders will not be expected or requested to pay a gratuity to drivers. Drivers shall be prohibited from accepting gratuities.

Fare revenue collected by the Contractor will be credited against the reimbursement due. Fare collections are subject to audit by the Purchaser and the WI Dept. of Transportation.

Reservation Services/Radio Communications/Radio Equipment

Dispatch and Routing Software - Contractor is responsible for dispatching vehicles to meet rider requests.

Request for service must be accepted up to the day before the trip. Any trip not able to be accommodated within the requested ADA window must be recorded and reported to the Purchaser. All radio communications must be compliant with FCC “narrow banding” requirements. The proposal shall discuss the capacity for recording all dispatch calls.

The Contractor must provide phone reservation service, including receiving calls from a

Telecommunications Relay Service. The ability to receive ride requests via the Internet is encouraged.

The Contractor must have a data collection system which accurately tracks all aspects of the provision of this service and to segregate the activity of this Contract from that of any other Contractor activity. The

Purchaser must have remote, full administrative login access to software used by Contractor, regardless of ownership licensure, to obtain ridership and performance data and to investigate rider complaints if necessary. The Contractor must maintain internet connectivity, hardware, and workstations in effort to access online software. The Contractor is required to support the annual maintenance fee of the software.

Maintenance of Leased Equipment

General Requirements. The Contractor is responsible for the proper care and preventive maintenance of all leased equipment. Any Municipality-leased equipment shall be used solely for providing the Contracted services.

Any necessary repairs to the equipment during the Contract period shall be the responsibility of the

Contractor. The Contractor shall keep records of all preventative and repair maintenance for leased equipment.

Maintenance of Vehicles. The Contractor is responsible for the proper maintenance of vehicles and equipment in accordance with a WisDOT approved maintenance plan that at a minimum meets the manufacturer’s recommended maintenance schedule and accepted practices of the transportation industry.

The Contractor will be responsible for notifying the Municipality of any accidents.

Contracted Personnel - Selection and Training

Personnel providing required services must be employees of the Contractor. The Contractor shall be responsible for their hiring and training. The Municipality reserves the right to review driver qualifications and performance, and to accept or reject individuals as drivers for this service at any time.

The Contractor shall maintain up-to-date personnel records for the employees (i.e. drivers, dispatchers, mechanics, etc.) providing services under Contract. Personnel records shall also show the date and type of individual training received.

The Municipality and the Wisconsin Department of Transportation shall have access to the Contractor’s personnel records upon reasonable notice to the Contractor.

The Contractor shall comply with all the rules and regulations of the U.S. Department of Transportation regarding Drug and Alcohol Testing as required by 49 CFR, Part 655. A drug and alcohol-testing program that includes up-to-date record keeping and monitoring of employees must be in place on the effective date of the Contract.

Contractors shall ensure all hired personnel are trained for required safety and professional courtesy with all end users of this Contract. This includes but is not limited to how to properly operate lifts, avoiding unsafe pick-up and drop-off points, wheelchair brake functions, proper tie down and securing of wheelchair passengers; civil rights requirements (e.g., sensitivity training on interacting with persons with disabilities), etc.

Insurance

The Contractor shall maintain in full force and effect at all times, during the term of the Contract

(including any option periods), an insurance policy or policies which name both the Contractor and

Municipality as insured against all liability resulting from injury occurring to persons or property by reasons of the operations of the Contractor pursuant to the Contract.

Additionally, insurance requirements as defined in Appendix D (or as may be amended for actual Contract years), for the City of Kenosha shall be maintained by the Contractor.

In addition to liability insurance, the Contractor shall carry physical damage insurance on the vehicles leased from the Municipality for an amount equal to the Fair Market Value of the vehicles. The

Contractor shall also maintain and keep in full force and effect Workmen's Compensation Insurance in the amounts and form required by the Workmen's Compensation Insurance Act and insurance laws of the

State of Wisconsin. The Contractor shall provide proof of insurances prior to the effective date of the

Contract.

Licensing. Vehicles and drivers providing the service must be licensed as appropriate to provide taxicab service in the Municipality if applicable.

Collected Revenues. All revenues collected and retained by the Contractor (e.g., passenger fares) shall be tracked and reported as separate itemized line items and credited to the Municipality on each invoice.

Basis of Payment

The Contractor shall invoice only for the actual one-way trips provided during the invoiced period at the

Contracted trip rate, less collected revenues received during the invoiced time period.

Invoices shall be submitted for payment not more frequently than monthly.

The yearly aggregate amount which the Contractor receives under this Contract shall not exceed the total annual “not to exceed” amount, unless an adjusted “not to exceed” amount is coordinated and approved by the Municipality in writing.

The Contractor may reference the Cost Allocation tool on the Greater Wisconsin Agency on Aging

Resources http://gwaar.org/for-professionals/transportation3.html#ContractingBasics. The Municipality will use this tool in monitoring service costs during the Contract period and will require access to Offeror’s relevant expense data.

Records. A joint, cooperative relationship between the Contractor and Purchaser is critical to the success of the

Contracted service relationship. Purchaser must rely on data gathered by the Contractor for planning, reporting and administrative activities. The Contractor will use this data to make recommendations to Purchaser with respect to fare structures, route and service changes, policies, marketing and other matters which may result in the improvement of transportation service to the community. The Contractor shall maintain the following records which will be available to the Municipality and the Wisconsin Department of Transportation for inspection upon demand. All records whether handwritten or computer generated, must be accurate, organized, and legible. All records shall be retained in a safe and secure place for a period of three (3) years after the end of the Contract year, unless otherwise required by law.

Driver’s Logs. Drivers shall maintain daily passenger and vehicle trip logs which shall include, but are not limited to, the following information:

• Driver name and vehicle number;

• Total daily passenger counts;

• Passenger counts for each of the type of requests served daily and the actual arrival time at the pick-up point and at the destination;

• Driver logs should record actual hours or provide additional documentation such as detailed timesheets that accurately reflect actual hours of service.

• Total number of passengers categorized by fare type and payment method. These amounts are totaled as the daily revenue by vehicle; and

• The daily mileage by vehicle should be recorded to the nearest mile.

Dispatcher Records. Dispatcher logs are to be maintained daily. These logs shall include, but are limited to the following information:

• The name, address and telephone of the user requesting service;

• The passenger destination and the requested arrival time at the destination;

• Identification number of the vehicle responding to the taxi request; and

• Estimated passenger pick-up time.

http://gwaar.org/for-professionals/transportation3.html#ContractingBasics

Monthly Reports. The Contractor shall submit a monthly report to the Municipality which shall show the following information pertaining and relating to performing the required services:

Revenue Trips Trip Purposes Gallons used

Revenue Miles Medical Complaint log and resolution

Total Miles Nutrition Number of trip denials

Revenue Hours Employment On-time performance

Total Hours Education/Training No show suspensions

Passengers 65+ - ambulatory Social/Recreational Driver hours

Passengers 65+ - wheelchair Shopping/Personal

Passengers <65 - ambulatory Business

Passengers <65 - wheelchair Other

Fares Free Fare Trips

Quarterly and Annual Reports. The Contractor shall prepare for the Municipality quarterly and annual reports required by the Wisconsin Department of Transportation. These reports include similar operating statistics as the monthly report.

Reports should be from financial systems or system that records information from source documents.

Must contain the same information as the monthly reports or provide reconciliation (e.g. error correction).

Drug and Alcohol Testing Program Records. The Contractor shall maintain up-to-date information and records documenting the drug and alcohol testing program. The information on these records shall be reported annually to the Federal Transit Administration (FTA) on the forms provided by the Wisconsin Department of Transportation.

Complaints

The Contractor shall receive all complaints regarding the service and record them on a form satisfactory to the Municipality. Complaint records for the current year shall be available for inspection by the

Municipality or the Wisconsin Department of Transportation upon demand.

The Contractor shall investigate and resolve each complaint within five (5) working days. When the

Complaint is resolved, the Contractor shall submit a completed, written copy of the complaint form to the

Municipality and to the person filing the complaint.

Complaints involving or pertaining to the Civil Rights Requirements of this Contract shall be coordinated and handled with the civil rights process and procedures established by the Municipality.

Promotion and Publicity

The Contractor shall be responsible for any promotion or publicity relative to the Contract service. The

Contractor shall expend funds for such promotion or publicity as approved by the Municipality.

All promotion and publicity should be coordinated with the city to include general information regarding FTA

Title VI Requirements regarding participants not to be excluded on the grounds of race, color or national origin. The Contractor agrees to post in conspicuous places, available for employees and applicants for employment, a notice that sets forth the provisions of nondiscrimination laws.

The Municipality reserves the right to discontinue the Contract’s remaining option years and may elect to re-advertise the Contract in whole or in part when changes in scheduled hours or hourly prices are not mutually acceptable between the Contractor and the Municipality. (In order to satisfy FTA requirements, the Municipality must justify that any hourly price changes received from the Contractor are considered fair and reasonable and better than available in the market to the Wisconsin Department of

Transportation for their approval and the continuation of funding). WisDOT funded shared ride taxi

Contracts operating in the State of Wisconsin are independent of each other and are dealt with individually on a case by case basis.

Applications & Eligibility

The Contractor shall be responsible to process paratransit applications and determine eligibility.

VIII HISTORICAL STATISTICS

Trips by purpose 2023 2024 Q1 2025

Dialysis 4,182 3,306 917

Medical 10,603 11,173 2,402

Education 118 149 28

Employment 4,022 3,550 830

Nutrition 30 8

Personal Business 1,592 1,673 273

Recreation 92 315 82

Shopping 1,077 1,015 261

Social 748 1,073 212

Vote 16 59 6

Other 585 252 18

Total trips 2023 2024 Q1 2025

23,065 22,573 5,029

Annual Revenue Miles 2023 2024 Q1 2025

200,221 180,719 42,521

Average Fare Distance

(miles)

2023 2024 Q1 2025

5.12 5.01 5.02

Average Trip Duration

(minutes)

2023 2024 2025

25.65 24 24.12

IX PROPOSAL DESIGN

All content created for the proposal must be complete, thorough and demonstrate professional organizational and writing abilities. The proposal must address all requirements and specifications of the RFP and include all required documentation. The proposal must be typed in a single space format using a 12-point font in the same order as listed below. Proposals which do not comply with the format set forth may be rejected without further consideration.

1. Cover Letter

The Proposer must submit a Cover Letter on the Proposer’s letterhead which must specifically state that the information contained in the Proposer’s Proposal is accurate and complete as of the date of submission; that the information is true and reasonably verifiable as of the date of submission; and that the Proposer is willing to comply with all stated contractual requirements.

2. Information Pertinent to the Proposer and Proposer’s Proposal

The Proposal must include and/or comply with the following information:

a. Proposer Identification - Provide the Proposer’s name, business address, telephone number, facsimile number, email address.

b. Proposer’s Legal Status - Identify the Proposer’s business type (e.g., whether the organization is a sole proprietor; for-profit corporation or joint venture corporation; for-profit partnership; non-profit; public agency; or other type (identify), etc.).

c. Chief Executive or Administrator of the Organization - Provide the name and contact information for this individual.

d. Proposer’s Authorized Representative - Provide the name and contact information for the individual authorized to represent the Proposer in discussions or negotiations, acknowledge amendments, and/or otherwise commit the Proposer.

e. Proposer’s Business Function - Describe the major business function(s) or activities of the organization.

f. Proposer’s Service Coordination Plan – Describe how Contractor will obtain a working knowledge of the Shared-Ride Taxi Service and its program requirements and how those may differ from the services provided under this Contract. Further describe how Contractor will coordinate and channel ride requests that might be more appropriate for those services to Kenosha County & City of Kenosha’s operator of those services.

g. Minimum Qualifications - The qualifications cited in Page 6 Section V - Minimum

Qualifications will be used to determine eligibility to continue to the evaluation phase of this procurement. Restate each minimum qualification and provide a synopsis of how the Proposer meets each of those minimum qualifications.

h. Service Background - Provide information for transportation services which the Proposer currently provides or previously provided services under other contracts or service agreements.

i. Service History - Proposer will provide a completed table to demonstrate at least three (3) but preferably five (5) years of transportation history. Make sure to include:

i. Average number of vehicles operating per month

ii. Average number of trips per month

j. References - For those services listed in “Service History Table” in, use Appendix I -

References to provide the names of any agencies for which the Proposer has provided contract services over the past three (3) years.

These agencies will be queried for references in order to ascertain the Proposer’s past performance history.

Do not list City of Kenosha, Kenosha County or WIS DOT employees as references.

k. Key Personnel - Identify the organization’s key individuals who will be responsible for day-to-day management of any Contract resulting from this Solicitation and synopsize their background or experience in delivering the type of services required to support and/or perform any Contract resulting from this Solicitation.

Provide a resume for each “key” individual. Note that the replacement of any individual identified as “key personnel” requires the notice to Kenosha County & City of Kenosha and its prior approval.

l. Volunteer Staff - Identify if any volunteer staff will be used in the performance of a

Contract awarded as a result of this Solicitation. Specifically, identify their names, positions, responsibilities, and number of volunteer hours expected to be recorded during each of the Contract’s base and option years.

Note that Kenosha County & City of Kenosha must be notified in the event of changes in volunteer staff otherwise dedicated to a Contract awarded under this Solicitation.

Kenosha County & City of Kenosha understands that some public transportation services use volunteer staff. Note that volunteers will not be subject to the minimum wage requirements established herein and are not required or specifically preferential for the execution of this

Contract.

m. Paid Staff - The successful Proposer with which a Contract is established shall maintain a wage and benefit structure that attracts and retains high quality drivers.

Special Minimum Wage Requirement: Contracted Personnel - Selection and Training, requires a minimum hourly wage of $17.00 per hour for drivers. Kenosha County & City of

Kenosha firmly believes that quality drivers are essential to developing and providing a quality service. Complete Appendix L - Staffing Capacity

n. Drug and Alcohol Testing - The successful Proposer shall:

i. Comply with the following federal substance abuse regulations:

1. Federal Transit Administration (FTA) regulation, 49 CFR Part 655 “Prevention of

Alcohol Misuse and Prohibited Drug Use in Transit Operations”.

2. U.S. DOT Regulation, 49 CFR Part 40 “Procedures for Transportation

Workplace Drug and Alcohol Testing Program”.

ii. Participate in the Drug and Alcohol Testing Consortium administered by WisDOT’s approved Third Party Administrator that complies with 49 CFR Parts 40 and 655, as amended.

iii. Provide documentation necessary to establish its compliance with Part 49 CFR Parts

40 and 655, as amended.

Examples of documentation include but are not limited to:

1. Drug and Alcohol Policy

2. Education and Training Program

3. Procedures for:

a. Drug and Alcohol Testing

i. Pre-Employment, Random, Reasonable Suspicion, Post-Accident, Return to Duty, and Follow Up testing

b. Test Violations

c. Reporting

d. Recordkeeping/Documentation

4. Service Agent Contact Information and Credentials

a. Third-Party Administrator

b. Collection Site

c. Medical Review Officer (MRO)

d. Certified Laboratory

e. Substance Abuse Professionals (SAP)

iv. The Contractor shall permit any authorized representative of the United States

Department of Transportation or its operating administrations and/or the State of

Wisconsin, Department of Transportation or its authorized agents, to inspect the facilities and records associated with the implementation of the drug and alcohol testing program as required under 49 CFR Parts 40 and 655 as amended and review the testing process.

v. In addition to submitting documentation listed above, complete Appendix P - Drug and

Alcohol Testing.

o. Training – The Proposal must:

i. Describe the driver training program to be used to ensure that the driver duties and responsibilities under any resultant Contract remain in compliance with all Contract requirements.

ii. Describe how Federal requirements for ADA and Title VI training are met.

iii. Describe corporate policies on the personal use of communications equipment.

iv. Describe dispatcher training which will be provided to ensure Contract compliance.

v. Attach a copy of the corporate/Contract training plan if one is available.

p. Financial Stability Documentation –

i. Financial Statement - In order to determine the Proposer’s financial capability, the

Proposer must attach a copy of its most recent annual audited financial statement. The

Statement must be dated no later than one year from Proposal due date.

i…