1-RFP 25-T049 Design Services.pdf

The Fort Worth Transportation Authority operating as (“Trinity Metro”) outlines the following schedule:

RFP Release Date: July 23, 2025 12:00 PM (CST)

Proposal Submission Deadline: August 21, 2025 2:00 PM (CST)

REVIEW THE FULL SCHEDULE OF EVENTS IN SECTION 2

The Fort Worth Transportation Authority, operating as Trinity Metro, is a regional transportation authority of the State of Texas, created pursuant to Chapter 452 of the Texas Transportation Code and confirmed by a public referendum on November 8, 1983. Trinity Metro provides public transportation services within the city limits of Fort Worth, Forest Hill, and River Oaks. Such services include fixed bus routes, mobility-impaired transportation services, carpool/vanpool services, On-Demand services, and commuter rail (operating as TEXRail and Trinity Railway Express (TRE)). A one-half of one percent ($.0050) sales tax is dedicated to supporting Trinity Metro’s public transportation program. Trinity Metro is also the recipient of Federal Transit Administration (FTA) capital grants and Texas Commission on Environmental Quality grants.

Trinity Metro is governed by an eleven-member Board of appointed officials. Eight Board members are appointed by the Fort Worth City Council and 3 Board members are appointed by the Tarrant County Commissioners Court, in accordance with Subchapter N., Sec. 452.562 (c) – (f) of the Transportation Code. The Board sets policy through standing and ad hoc committees, and establishes broad business goals and policies for management. The President & Chief Executive Officer reports to the Board, and is responsible for implementation of Board policies and day-to-day operations of Trinity Metro.

This Request for Proposal (RFP) neither creates nor implies any obligation on the part of the Trinity Metro to award a contract or to pay any costs incurred in the preparation or submittal of any Proposal.

Trinity Metro 801 Grove Street Fort Worth, Texas 76102

REQUEST FOR PROPOSAL (RFP)

DESIGN SERVICES

RFP #25-T049

RFP 25-T049

Design Services

Table of Contents Section 1: Minimum Requirements and Checklist

Section 2: Schedule of Events

Section 3: Instructions to Proposers

Section 4: Evaluation Criteria

Section 5: Scope of Work

Section 6: Special Provisions

Section 7: Attachments and Forms

F1 – ATTACHMENTS AND AMENDMENTS

F2– CERTIFICATION OF CONTRACTOR REGARDING DEBARMENT,

SUSPENSION, AND OTHER RESPONSIBILITY MATTERS

F3 – CONFLICT OF INTEREST ACKNOWLEDGMENT AND CERTIFICATION

F4 – CERTIFICATION OF COMPLIANCE WITH RESTRICTIONS ON LOBBYING . 35

F5 – BUSINESS QUESTIONNAIRE

F6 – LIST OF REFERENCES FOR SIMILAR PROJECTS

F7 – AFFIDAVIT OF NON-COLLUSION

F8 – PROHIBITION OF CONTRACTS WITH COMPANIES BOYCOTTING ISRAEL 40

F9 – BASE PRICE PROPOSAL

OFFER AND CONTRACT SIGNATURE FORM

ATTACHMENT A

Section 1: Minimum Requirements and Checklist

NAME FORM DESCRIPTION

FORM

NUMBER

COMPLETE?

Section 1 Minimum Requirements and Checklist None YES ☐

Section 2 Schedule of Events None

Section 3 Instructions to Proposers None

Section 4 Evaluation and Response None

Section 5 Scope of Work None

Section 6 Special Provisions None

Section 7 Attachments and Amendments F1 YES ☐

Certification of Contractor Regarding Debarment, Suspension, and Other Responsibility Matters

F2 YES ☐

Conflict of Interest Acknowledgement and Certification

F3 YES ☐

Certification of Compliance with Restriction on Lobbying

F4 YES ☐

Business Questionnaire & List of References F5 YES ☐

List of References for Similar Projects F6 YES ☐

Affidavit of Non-Collusion F7 YES ☐

Prohibition of Contracts with Companies Boycotting Israel

F8 YES ☐

Base Price Proposal F9 YES ☐

Offer and Signature Form YES ☐

Attachment A YES ☐

NOTE: FAILURE TO SUBMIT ALL REQUESTED ITEMS ABOVE, PROPERLY

COMPLETED, CAN BE

CAUSE FOR REJECTION OF YOUR FIRM’S SUBMITTAL!!!

Section 2: Schedule of Events

EVENTS DATE TIME

RFP Release Date July 23, 2025 12:00 p.m.

Deadline for Submission of Written Questions (1) August 6, 2025 5:00 p.m.

Proposal Submission Deadline August 21, 2025 2:00 p.m.

Receipt of Proposal Opening Virtual -Microsoft TEAMS

August 21, 2025 3:00 p.m.

Interviews/Demonstrations from Most Qualified Proposers (if necessary) (2)

TBD

Trinity Metro Board Meeting to Recommend Contract Approval (if applicable)

September 22, 2025

Contract Executed (3) September/October

(1) Questions will be received in writing by e-mail. No questions will be answered verbally.

(2) The Trinity Metro reserves the right not to conduct oral demonstrations and/or interviews and select a Contractor based on written proposals only.

(3) The Evaluation Committee’s recommendation of contract award is scheduled for Board presentation by the date above; however, Trinity Metro reserves the right to change the award date.

Section 3: Instructions to Proposers

3.1 Downloading RFP and Submission of Proposals

RFP documents can be downloaded from Trinity Metro’s website and the Proposals can be submitted electronically on Bonfire or in hard copy to the address listed below.

https://www.procuretm.org/procurements

A person or firm submitting a proposal in response to this RFP is a “Proposer.” A Proposer who enters into a Contract under this RFP is referred to as “Contractor.” Sealed proposals must be delivered by the date and time outlined in the Schedule of Events in Section 2.

Proposers shall submit one original, one copy, and all of the required Proposal documents.

All Proposal documents shall be in a sealed package, addressed as shown below, bearing the Proposer’s name and address and clearly marked as follows:

Trinity Metro Attn: PROCUREMENT 801 Grove Street Fort Worth, TX 76102 RFP 25-T049 Design Services

Proposers can also submit proposals electronically using the Trinity Metro electronic Proposal portal, Bonfire, at:

https://ridetm.bonfirehub.com/portal/?tab=openOpportunities

All proposals, electronic or hard copy, must be submitted by the date stated in the schedule of events. It is the sole responsibility of the Proposer to ensure the timely delivery of the proposal. Trinity Metro will not be responsible for failure of service on the part of the U.S. Post Office, courier services, electronic difficulties, or any other form of delivery service chosen by the Respondent.

Proposals arriving late for any reason will not be accepted.

3.2 For uniformity, all Proposers must submit information in the order and format requested in this RFP per section 4 (Evaluation Criteria). Failure to do so may cause the proposal to be deemed nonresponsive to the RFP. Information requested in the RFP that the Proposer deems privileged and confidential may be submitted in a separate envelope marked “Privileged and Confidential Information.” Trinity Metro will use its best efforts to protect such information from disclosure to the extent allowable by law. There will be no release of information until (a) the selection process is complete and a Contract has been executed or (b) Trinity Metro has formally terminated this procurement.

3.3 Exceptions to Any Portion of the Solicitation Requirements All exceptions, conditions, and limitations (collectively, “exceptions”) taken to or imposed on the terms and conditions of the RFP (including, without limitation, any of its attachments or other parts of the RFP) shall be clearly identified and submitted with Proposer’s proposal. Each exception shall specifically reference each paragraph(s) and/or specific part(s) of the RFP to which the exception is taken.

Proposer shall provide rationale in support of the exception and fully explain its impact, if any, on its performance of or obligations under the procurement.

Proposers are cautioned to limit exceptions. In Trinity Metro’s sole and absolute judgment, exceptions may be determined to be so fundamental as to cause rejection of the proposal for not responding to the requirements of the RFP.

All exceptions will be considered during the evaluation process. Exceptions made after Contract award may result in proposal being rejected.

3.4 Basis for Contract Negotiation

A contract, if any, awarded under this RFP is defined herein as “the Contract” or “this Contract.” The terms, conditions, representations, warranties, and other provisions of this RFP will be incorporated into and will form the bulk of the Contract, except to the extent otherwise expressly confirmed in writing signed by Trinity Metro. Thus, this RFP and the Proposer’s proposal shall be used as the basis for contract negotiation. The RFP does not commit Trinity Metro to procure or award any contract for the scope of work described herein.

3.5 Rejection and Selection of Proposals; Modification of the RFP

1. Trinity Metro reserves the right to reject any or all proposals.

2. If a Contract is awarded, the selection of the proposal and Proposer shall conform to the requirements of applicable law and shall, in Trinity Metro’s sole discretion, be in the best interests of Trinity Metro.

3. Trinity Metro reserves the right to:

a. Amend, modify, or withdraw this RFP;

b. Revise any requirements under this RFP;

c. Require supplemental statements of information from any Proposer;

d. Extend the deadline for submission of responses hereto;

e. Negotiate or hold discussions with any Proposer to correct insufficient responses that do not completely conform to the instructions contained herein;

f. Waive any nonconformity with this RFP;

g. Cancel, in whole or in part, this RFP if Trinity Metro deems it is in its best interest to do so;

h. Request additional information or clarification of information provided in the proposal without changing the terms of the RFP; and

i. Waive any portion of the selection process in order to accelerate the negotiation of a Contract with a Proposer that meets the requirements under applicable law and this RFP for an award.

Trinity Metro may exercise the foregoing rights at any time without notice and without liability to any Proposer or any other party for expenses incurred in the preparation of proposals or otherwise. Proposals will be prepared at the sole cost and expense of the Proposer.

4. Nothing stated at any time, by any representative of Trinity Metro, will effect a change in, or constitute an addition to, this RFP unless confirmed in writing through an Addenda issued by Trinity Metro to this RFP.

5. The Proposer agrees to keep confidential its response and any information received from Trinity Metro.

6. All information submitted in response to the RFP shall become the property of Trinity

Metro, and as such, may be subject to public review as public records.

7. Proposer acknowledges and agrees that Trinity Metro will not be liable for any costs, expenses, losses, damages (including damages for loss of anticipated profit), or liabilities incurred by the Proposer or any member thereof as a result of, or arising out of its submitting a proposal, negotiating changes to such proposal, or Trinity Metro’s acceptance or non-acceptance of the proposal.

8. Trinity Metro shall control the release of all public information concerning the procurement under this RFP, including selection announcements and Contract awards. Those desiring to release information to the public must receive prior written approval from an authorized representative of Trinity Metro.

9. Neither Trinity Metro nor any of its officers, agents, consultants, or employees shall be responsible for the accuracy of any information provided as part of this RFP (including appendices). All Proposers are encouraged to independently verify the accuracy of any information provided. The use of this information in the preparation of a proposal is at the sole risk of the Proposer.

10. The Proposer shall not collude in any manner or engage in any practices with any other Proposer(s), which may restrict or eliminate competition or otherwise restrain trade. Violation of this instruction will cause Trinity Metro to reject the Proposer’s submittal. This prohibition is not intended to preclude joint ventures or subcontracts.

11. All proposals must be the original work product of the Proposer. The copying, paraphrasing, or other use of substantial portions of the work product of another Proposer is not permitted. Failure to adhere to this instruction will cause Trinity Metro to reject the proposal. The successful Proposer will be required to enter into Contract by signature on separate Contract documents, which will be prepared by Trinity Metro from information in the RFP and the successful Proposer’s proposal.

12. In accordance with Article 8-103 of Trinity Metro’s Procurement Policy, “All protests relating to advertising of solicitation notices, alleged improprieties or ambiguities in solicitation documents, deadlines, bid openings or awards, and all other solicitation, bid or award-related procedures or actions must be made in writing and submitted to the President/CEO, or designee, within ten (10) business days of (1) the bid opening for a construction contract or (2) date of award for other types of contracts.”

3.6 Response to Communications and Request for Clarification

It is the responsibility of the proposer to examine the entire RFP package and seek clarification of any scope of work, specification item, requirement, or any other matter that it finds unclear. Furthermore, the Proposer must check the proposal for accuracy before submission. All requests for clarifications or changes shall be submitted in writing in time to be received in accordance with the Schedule of Events outlined in Section 2.

Trinity Metro will not respond to oral requests. Only written requests for questions and/or clarifications, will be acceptable (email and/or email attachments will be accepted). All questions and/or clarifications requests shall be sent to the attention as identified below.

Only written responses from Trinity Metro in the form of addenda to this RFP shall be official, and all other forms of communication with any officer, employee or agent of Trinity Metro shall not be binding.

All questions and/or clarifications and/or request for a change to any of the specifications shall be fully supported with technical data, test results, or other pertinent information evidencing that the exception will result in a condition equal to or better than that required by the RFP, without substantial increase in cost or time requirements. Any responses to such written requests shall be provided by Trinity Metro in the form of an addendum.

All questions or request for clarifications regarding the services required shall be submitted in writing and/or email (no phone inquiries will be accepted) and addressed to:

Lashelle Robinson, Contract Administrator Trinity Metro 801 Grove Street Fort Worth, Texas 76102 E-mail: contractmgmt@ridetm.org

Proposers shall not contact members of the Evaluation Committee or Board of Directors concerning this RFP. Any proposers violating this provision may be disqualified from consideration in this RFP.

3.7 Addenda and Attachments to RFP

This RFP has been posted on Trinity Metro’s website and Trinity Metro’s electronic Bidding portal, Bonfire, for your convenience. Any attachments, addendums, clarifications or further instructions to Proposers, whether as a result of questions raised by Proposers or matters initiated by Trinity Metro will also be posted when issued. It is the Proposer’s responsibility to ensure that the entire RFP package, in its latest version, is reviewed prior to submittal of a proposal.

3.8 Contract Award

Trinity Metro reserves the right for any reason or no stated reason to postpone, accept, or reject any and/or all proposals, to waive any irregularities in proposals received, and award the Contract(s) in accordance with applicable law and this RFP. Trinity Metro reserves the right to make multiple awards.

Trinity Metro shall consider all elements entering into the determination of the responsiveness of the proposal and the responsibility of the Proposer. Any proposal which is incomplete, conditional, obscure, or which contains additions not called for or irregularities of any kind, may be cause for rejection of the Proposal.

The Contract may be awarded within 90 calendar days from the date upon which proposals were received or such other date as is specified in the Schedule of Events above in this RFP. No award shall be made for a proposal Trinity Metro determines to be non-responsive or to a Proposer Trinity Metro determines to be not responsible.

If a single proposal is received, Trinity Metro will conduct a price and/or cost analysis of the proposal. A price analysis is the process of examining and evaluating a price submitted without examining in detail the separate cost elements and the profit included in the cost proposal. A price analysis through comparison to other similar procurements shall be based upon an established or competitive price of the elements used in the comparison.

The comparison shall be made to a purchase of similar quantity and involving similar specifications. Where a difference exists, a detailed analysis shall be made of this difference and costs associated thereto. Trinity Metro has the right to enter into a negotiated procurement should only a single proposal be received.

Where it is impossible to obtain a valid price analysis, it may be necessary for Trinity Metro to conduct a cost analysis of the proposal price.

3.9 Non-Collusion Affidavit

Proposer shall submit, with its proposal, an affidavit stating that neither Proposer nor its agents, nor any other party on its behalf, has paid or agreed to pay, directly or indirectly, any person, firm, or corporation, any money or valuable consideration for assistance in procuring or attempting to procure the Contract that may result from this RFP, and further agrees that no such money or consideration will be hereafter paid. This affidavit shall be on the form provided by Trinity Metro, which is made a part of this RFP.

3.10 Proposer’s Texas Government Code Certifications

Pursuant to the provisions of the Texas Government Code cited below, Proposer represents, warrants, and affirms the following, and Proposer covenants that if circumstances relevant to any of the following change during the term of a contract that may be awarded to Proposer under this RFP, Proposer will promptly notify Trinity Metro of such change.

1. Sec. 2252.152. Proposer is not engaged in business with Iran, Sudan, or a foreign terrorist organization, as prohibited by Section 2252.152 of the Texas Government Code, and Proposer is not identified on the list created by the Texas Comptroller of Public Accounts as a company known to have contracts with or provide supplies or services to Iran, Sudan, or a foreign terrorist organization.

2. Sec. 2271.002. Either (a) Proposer does not and will not for the duration of the Contract boycott Israel or (b) the verification required by Section 2271.002 of the Texas Government Code does not apply to this procurement.

3. Chapter 2274. Either (a) Proposer does not and will not for the duration of the Contract, have a practice, policy, guidance, or directive that discriminates against a firearm entity or firearm trade association or (b) the verification required by Section

2274.002 of the Texas Government Code does not apply to this procurement.

4. Section 2276.002. Either (a) Proposer does not and will not for the duration of the Contract boycott energy companies or (b) the verification required by Section

2276.002 of the Texas Government Code does not apply to this Agreement.

5. Section 2252.908. If Section 2252.908 of the Texas Government Code applies to this procurement, and if Proposer is awarded a Contract, Proposer will submit to Trinity Metro a Certificate of Interested Parties (Form 1295) before the execution of the Contract. Refer to the information at the Texas Ethics Commission’s website for instructions on registering and completing Form 1295.

3.11 Force Majeure

1. Definition: An Event of Force Majeure is defined as acts of God; earthquake, unusually severe weather, flood, and any other natural disaster; civil disturbance, strikes and labor disputes; fires and explosions; war and other hostilities; embargo;

or failure of third parties, including suppliers or subcontractors, to perform their obligations to the Contractor due to a force majeure event described above.

2. Economic hardship, changes in market conditions, or insufficiency of funds do not constitute an Event of Force Majeure, and an Event of Force Majeure does not excuse an obligation to make a payment required under this Contract.

3. If Contractor cannot perform some of its obligations due to an Event of Force Majeure, it must nevertheless continuously and diligently carry out and complete all of its obligations not prevented by the Event of Force Majeure.

4. Notice of Delay. If Contractor is delayed in the performance of the Services due to an Event of Force Majeure or otherwise, Contractor must in a prompt manner upon receiving knowledge of such delay give written notice thereof to Trinity Metro and furnish Trinity Metro information concerning the cause of the delay and its approximate anticipated length and demonstrating, if applicable, that the delay is due to an Event of Force Majeure.

5. Sole Relief. If an Event of Force Majeure occurs, provided Contractor has complied with all applicable notice requirements regarding a request for relief under this section, Contractor is excused from performance of its obligations under this Contract, but only for the time and to the extent that such performance is actually prevented by the Event of Force Majeure. When Contractor is able to resume performance of its obligations, it shall immediately give Trinity Metro written notice to that effect and promptly resume performance under this Contract. The relief offered by this Force Majeure provision is the exclusive remedy available to Contractor with respect to an Event of Force Majeure, and no claim for damages shall be made by either party for delays resulting from an Event of Force Majeure.

6. Continuing Delays. Trinity Metro may terminate this Contract if: (a) Contractor’s failure to perform under this Contract due to an Event of Force Majeure impairs the material benefits of this Contract to Trinity Metro; and (b) Contractor does not resume performance in accordance with this Contract within ten (10) business days following Trinity Metro’s giving notice to Contractor of Trinity Metro’s intent to terminate this Contract.

Section 4: Evaluation Criteria Proposals will be evaluated based on the Proposer's ability to provide design services that meet or exceed the expectations outlined in the Scope of Work and listed criteria.

Summary of Evaluation Criteria Proposals should be clear, concise, and include sufficient detail for effective evaluation.

Proposals will be evaluated for award based on the following:

Maximum Points

Maximum Pages

Qualifications and Experience:

- Relevant experience in design services similar to the project scope.

- Demonstrated ability to deliver high-quality work promptly.

- Quality and creativity of previous design projects.

- Profiles of key team members, including their qualifications and roles in the project.

35 points 50 pages

Project Scope, Timeline, and Project Management:

- Clear articulation of the project objectives and challenges.

- Insight into the target audience and design needs.

- Proposed timelines for deliverables and overall project completion.

25 Points

Innovative Solutions and Creativity:

- Evidence of innovative thinking in past projects.

- Concepts or initial ideas presented in the proposal.

- Ability to push boundaries while aligning with client goals.

15 points

Price Proposal:

-Pricing most advantageous to Trinity Metro.

25 points

Total Points / Total Pages (not including resumes, references, and compliance forms

100 points 50 pages

Provide independent audited financial statements using U.S.

Generally Accepted Accounting Principles (U.S. GAAP) for the Proposer for the past three (3) years. If the Proposer is a joint venture, provide financial statements for the past three (3) years for each entity in the joint venture. This will not count against the maximum page count.

Please attach the Financial Statement separately. If you are mailing in your proposal, please include your financial statement in a separate sealed envelope.

Pass/Fail Not Counted

Trinity Metro’s selection committee reserves the right to request additional information from proposers, request oral presentations, or ask proposers to appear before the selection committee to clarify their proposal.

Section 5: Scope of Work Background Information

Trinity Metro is seeking proposals from qualified firms with five (5) years minimum experience to provide design services for the production of various passenger information pieces.

Cartographic experience is highly desirable.

• Trinity Metro currently has a color-coded family of route schedules and a system map that has been created by a third-party vendor. The map system has been modified throughout the years, most recently to make color changes to reflect Trinity Metro’s new routes. Trinity Metro is looking for a vendor who can make updates to the existing map family as routes change, as well as make suggestions/recommendations for future design improvements.

• The printed map and system map family is also expected to be mirrored in a digital-friendly format, such as interactive, pdf, or other solutions, to feature transit maps online at RIDETRINITYMETRO.org.

• Trinity Metro currently prints 30 numbered route schedules, a full system map, several specialty route brochures, and one train schedule. A vendor with relevant experience will be on board to work with Trinity Metro on an overhaul of the printed materials as new services are introduced.

• Trinity Metro currently has 200+ site-specific information displays at various facilities, such as train stations, transfer centers, and bus stops. The displays are created by a specialty vendor and then printed and installed by Trinity Metro. There is a need for a vendor who can review existing print files and make recommendations for the best customer experience in the future as well as updating items to reflect current brand standards. Trinity Metro is looking for a vendor that will redesign or work with the current design and update materials as needed. Transit experienced preferred.

Trinity Metro will need, as an ongoing and as-needed, the ability to have the vendor create additional passenger information pieces for expansions of service and promotions for service.

Requirements The purpose of this RFP is to obtain services for the design and production of print-ready digital files of passenger information materials (system maps, individual route schedules, bus stop site signage, and related collateral) that will enhance the rider experience. The passenger information products should be clear, concise, and consistent and should adhere to Trinity Metro brand standards.

This RFP will cover a potential redesign of Trinity Metro’s route/schedule public timetables and the potential creation and maintenance of bus stop site signage art files. A consistent graphic theme will be developed and implemented across all materials, including individual route schedules, the system map and site signage. The successful proposer will work closely with Trinity Metro’s marketing and planning departments.

This RFP requests design and ongoing update/maintenance of digital files for our system map, individual route schedules/timetables, and site signage that will be provided to the agency.

Examples of Trinity Metro’s current products will be provided as a reference for proposers. The successful proposer will be responsible for the following tasks:

• Obtaining all planning documents, shapefiles, GIS and related files to ensure the system map, individual route schedules/timetables and site signage are accurate.

• Creating or updating the system map, individual route schedules/timetables and site signage files so they will be camera-ready for printing in a timely manner.

• Providing proof for approval to Trinity Metro.

• Providing all print-ready files in the necessary format to the printer.

• Providing all appropriate electronic file for placement on Trinity Metro’s website.

• Providing additional assistance on other related projects as needed.

Detail Requirements

General specifications for system map and individual route schedules/timetables

Proposer should have verifiable experience in the design and production of full color, large format, multiple fold, and cartographic materials.

Four-color process on both sides of the system map and individual route schedules.

Proposer will detail the type of files acceptable from Trinity Metro for data to input for maps and schedules (shapefiles, GIS feeds, KML/KMZ, etc.). Maps and schedules are generally subject to changes to map and/or schedule up to 3 times a year. The number of route schedules affected at any one time can vary from 1 to 40+ separate file changes. Final files should be in print-ready PDF format or press-ready equivalent. Proposer should also maintain a very accurate filing system to ensure that the proper files are adjusted during regularly planned service changes.

Proposer must ensure that all materials adhere to ADA guidelines in print and online.

Trinity Metro system map (general attributes desired)

Trinity Metro’s system map is a comprehensive guide to public transportation in Trinity Metro’s service area. The map format includes all bus routes and their service areas, an inset of the downtown service area, points of interest, park-and-ride lots, the two rail service alignments, and a color-coded frequency chart. In addition, there is general information and an information key highlighting elements of the map. The preferred map graphic style should be in the Google Maps style similar to the samples presented. During the term of the contract proposer would be expected to:

• Trinity Metro will require up to five (5) pdf file proofs during the editing and design phase.

• A full-color PDF, without trim or other printer marks, suitable for website use, will be made available for Trinity Metro’s use once a final design is approved.

• After initial redesign phase (during updates/changes to existing files), the proposer/vendor will be required to complete to a proof-ready file of those changes, within five (5) business days after receiving shapefiles or route descriptions for map changes and/or text for schedule or copy changes.

Current System Map (Left: Front, Right: Back)

Trinity Metro individual route schedules/timetables (general attributes desired)

Trinity Metro schedules/timetables are companion pieces to the system map and are color-coded to match the frequency chart used on the system map so passengers can tell at a glance how often a particular route runs.

The cover background color of each Individual route schedule/timetable will be keyed to this code (unless a new color-coding system is proposed and accepted), and each will have a colored stripe on the cover that lists the frequency of that particular route. The route line on the system map and time-point chart of the individual route schedule/timetable should also follow the same key. Use a two-sided, full-color form.

Trinity Metro will supply timetable information in Microsoft Excel or other formats as needed. Route map information can be supplied as shapefile, KML/KMZ or turn-by-turn route description.

Other features of the full-color timetables should include detailed maps that match the style of the system map and a streamlined table design with on-brand typography, standardized icons that match existing wayfinding systems, and color-coded bands distinguishing a.m. and p.m. trips, similar to samples provided by Trinity Metro.

Trinity Metro currently identifies 30 individual route schedules/timetables, but may vary over the duration of the contract. Some are multi-route and Trinity Metro will consider splitting into single-route in the interest of design/size parameters.

The preferred finish/folded size is to be determined at a future date. Recognizing that more than one base layout may be necessary for information fit, Trinity Metro will entertain recommendations on proposed print size(s).

Proposer will detail the type of files acceptable from Trinity Metro for data to input for maps and schedules (shapefiles, KML/KMZ, Microsoft Excel, etc.). Maps and schedules are generally subject to changes to map and/or schedule up to three times a year. The number of route schedules affected can vary from 1 to 30 (or more as a result of future changes) separate file changes each time. File output should be in print-ready PDF format or other acceptable press-ready formats.

• Proposer will present a minimum of two (2) conceptual layouts or examples for an individual route schedule/timetable.

• The Individual route schedules/timetables will be completed to the camera-ready stage for printing.

• Trinity Metro will require up to five (5) pdf file proofs during the editing and design phase.

• Full-color PDFs of each, without trim or other printer marks, suitable for website use, will be made available for Trinity Metro’s use.

• After initial redesign phase (during updates/changes to existing files), the

Proposer/Vendor will be required to complete a proof-ready file, those changes, within five (5) business days after receiving shapefiles or route descriptions for map changes and/or text for schedule or copy changes. After proof (PDF) approval by Trinity Metro, a print-ready file will be sent to the designated printer for production within 24 hours.

Updates may include multiple files of as few as one (1) and as many as 30. Changes, in most instances, consist of changes to a route map and/or schedule changes to one or more time points.

On occasion, fare information or other common elements may change.

Current individual route schedules

Bus stop site signage (general attributes desired)

Trinity Metro’s bus stop site signage consists of static panel displays of various sizes, depicting route and schedule information specific to each stop. Trinity Metro has PDF files of all currently installed site signs that can be made available to the successful proposer. However, the proposer may elect to recreate all to better utilize their respective software for cartographic or graphic design. Samples of current output will be provided by Trinity Metro.

Future displays may be digital in nature. The successful proposer should be equipped to design bus stop site signage in digital formats as well for future growth.

Designs differing from the supplied current type and style will be considered and evaluated, as Trinity Metro is most concerned with the consistency of appearance and use in all passenger information materials. Ease of customer use will also be considered along with brand consistency.

Trinity Metro bus stop site signage requires art creation and subsequent updating. Generally, although they may contain certain common elements, no two (2) displays will be duplicated, due to the site-specific nature. Additional displays (all sizes) may be added as future service levels dictate.

• The successful proposer will have access to all current bus stop site signage files.

• Trinity Metro will require up to three (3) pdf file proofs during the editing and design phase.

• The successful proposer (after the initial design and approval stage) will be expected to produce proof-ready changes to all affected files within five (5) business days after receiving change notification and related data from Trinity Metro. Print-ready files will be delivered to the appointed printer within 24 hours after final approval on changes.

Bus stop signage current specifications:

Size Material Variants Total Prints 20 x 30 (Ex. A) 3mm EPVC 5 7

29.75 x 39.75 (Ex. B) .060 Styrene 2 24

29.75 x 40.75 (Ex. C) .060 Styrene 2 2

29.75 x 41.5 (Ex. D) .040 Styrene 2 2 33 x 45 (Ex. E) 3mm EPVC 2 2

44.5 x 32.5 (Ex. F) 3mm EPVC 4 12

47.5 x 69.25 (Ex. G) 4mm Corrugated Plastic 80+ 80+

≈97 ≈129

Attached separately are samples of Exhibits A through G.

Section 6: Special Provisions

6.1 Contract Award

This will be a Fixed-Price Contract. The contract period will be for five (5) years. Delivery and performance shall be made only as authorized after funding appropriations and program approval have been granted by Trinity Metro’s Board of Directors. If the Contract is for a term of more than one (1) year, and if necessary funding appropriation/program approval is not granted, the Contract will be canceled for all unfunded or unapproved periods.

6.2 Expenses & Invoicing

Contractor shall submit monthly invoices for Services delivered, completed and accepted, via email to Trinity Metro’s Accounts Payable department at accountspayable@ridetm.org and copy the Department Representative listed under Notices in the contract. The invoice will consist of the contract number, purchase order number, line-item number, item description, quantity, units, unit price, and total line item amount. Each invoice shall also include supporting documentation for all eligible expenditures.

Approved invoice amounts will be paid net 30 days from the invoice date. Invoice payments will be made either by check or via Electronic Funds Transfer (EFT) to Contractor’s designated banking institution. EFT payments are Trinity Metro’s desired method of payment. Appropriate Vendor and EFT forms will be provided to Contractor at time of execution of this agreement.

6.3 Selection Procedure

1. Proposals received after date and time specified in Section 2 are not eligible and shall not be considered for award of the Contract.

2. An Evaluation Committee shall evaluate each proposal that was submitted on time and the evaluation shall be based on the criteria listed in Section 4. The sum total points scored on both qualifications and price will be considered in award of a contract. Following this initial evaluation, the Evaluation Committee may make a recommendation to the Board of Director(s) concerning award of contract without further discussion with Proposers. The top-rated Proposers may be asked to make an oral presentation to the evaluation team for the purpose of further clarification and evaluation of their proposals.

3. Oral presentations, if required, shall be conducted to solicit information to enable the Evaluation Committee to evaluate the capability of the applicable Proposer regarding the desired goods and/or services. If Trinity Metro notifies a Proposer that an oral presentation is required, Trinity Metro shall inform the Proposer of the schedule, order and procedure for the presentation, including its content, time limits, identity of the presenters, and use of handouts and visual aids. Trinity Metro may tape record and/or videotape any presentation.

4. If demonstrations are scheduled, the representatives of the Proposer and of its pertinent necessary proposed subcontractors or subconsultants shall be present at the demonstration. During the demonstration, the Evaluation Committee may advise the Proposer of deficiencies in the process and shall allow the Proposer to satisfy the requirements, questions, or concerns by submitting an amended final proposal. The Proposer may decide not to modify its proposal and may inform the Evaluation Committee that the proposal is firm and final.

5. Notwithstanding the foregoing, Trinity Metro at its sole option may elect to forego demonstration presentations. Consequently, all proposals shall be comprehensive and clear. No Proposer shall rely upon the opportunity to present additional or clarifying information at a later time.

6. The Evaluation Committee shall not disclose any information included in a proposing firm's Proposal Documentation to another firm, and shall not disclose any information for the purpose of bringing one firm's Proposal Documentation up to that of a competitor's Proposal Documentation.

7. If amended final proposals are accepted, the Evaluation Committee shall reevaluate each of the final proposals, including those deemed final at a demonstration, if any. Final proposals shall be evaluated on the same criteria used in the first evaluation.

8. The Evaluation Committee may recommend the top ranked Proposer to the Board of Director(s), who shall make the final selection.

9. Award of contract shall be made to the responsive, responsible Proposer whose proposal is determined to provide the best value to Trinity Metro based on the evaluation criteria set forth in Section 4.

6.4 Open Records

All proposals become the property of Trinity Metro and are subject to the Texas Public Information Act (PIA). Proposers must familiarize themselves with the provisions of the PIA. In no event shall Trinity Metro, or any of its agents, representatives, proposers, directors, officers, or employees be liable to a Proposer for the disclosure of all or any portion of a proposal. If Trinity Metro receives a request for public disclosure of all or any portion of a proposal, Trinity Metro will endeavor to notify the Proposer of the request. If a Proposer has special concerns about information which it desires to make available to Trinity Metro but which it believes constitutes a trade secret, proprietary information or other information excepted from disclosure, it shall identify those portions of its proposal by clearly and prominently marking it “CONFIDENTIAL.” The basis of the claim of confidentiality shall be stated in the proposal adjacent to the marked information. Blanket statements regarding the confidentiality of information may not be sufficient to protect the confidentiality of information submitted. A Proposer is encouraged to seek counsel regarding any information it seeks to keep confidential.

In no event shall any of Trinity Metro’s directors, employees, administrator, consultants, or agents be liable for the disclosure of any materials or information submitted in a Proposal.

6.5 Proposer’s Acknowledgement

By submitting a proposal, the Proposer unequivocally acknowledges that the Proposer has read and fully understands this RFP, and that the Proposer has asked questions and received satisfactory answers from Trinity Metro regarding any provisions of this RFP with regard to which the Proposer desires clarification.

6.6 Incorporation of Proposer’s Proposal

1. Trinity Metro reserves the right to incorporate all or portions of the successful Proposer’s proposal including any revisions and supplements into the Contract by reference or in full.

2. If, after Contract award, it is discovered that changes were agreed to in writing during negotiations, but were not incorporated into the resulting Contract, such changes shall be considered administrative in nature and incorporated by unilateral modification at no change in the Contract cost or price, or other terms and conditions. To satisfy the contract requirements, Proposer shall adhere to the price and other terms accepted by Trinity Metro.

3. Notwithstanding the foregoing, no portions of the proposal that conflict with, limit, impair, or otherwise diminish the benefits afforded to Trinity Metro under this RFP shall be deemed incorporated into the Contract only if such provisions are expressly approved by Trinity Metro in writing.

6.7. Insurance Requirements

The Contractor shall, at all times during the term of this Contract and extended terms thereof, provide and maintain the following types of insurance protecting the interests of Trinity Metro and the Contractor with limits of liability not less than those specified below.

1. Commercial General Liability insurance or its equivalent, providing limits of not less than $2,000,000 for bodily injury and property damage per occurrence with a general aggregate of $2,000,000 and a product and completed operations aggregate of $2,000,000. The general liability must include an endorsement for liquor liability.

There shall not be any policy exclusions or limitations for the following:

Contractual Liability covering Contractor's obligations herein

Personal Injury Advertising Liability

Medical Payments

Fire Damage Legal Liability

Broad Form Property Damage Liability for Independent Contractors

2. Professional Liability with limits of liability of $1,000,000 per claim and $2,000,000 aggregate.

3. Workers' Compensation Insurance or its equivalent, providing benefits comparable to those provided under the Workers' Compensation Act of the State of Texas and/or any other State or Federal law or laws applicable to the Contractor's employees performing work under this contract. Employer's Liability Insurance with limits of liability of not less than $1,000,000 each accident, $1,000,000 each employee for disease and $1,000,000 policy limit for disease. This insurance shall be endorsed with a Waiver of Subrogation Endorsement, waiving the carrier's right of recovery under subrogation or otherwise from Trinity Metro.

4. Certificates of Insurance - Before commencing execution of this contract, the

Contractor shall mail Certificates of Insurance satisfactory to Trinity Metro (or, as and when Trinity Metro may direct, copies of the policies endorsements or actual insurance policies) at the address in Section 3 evidencing that insurance as required by paragraph (a), and all subparagraphs to (a) above, is in force, stating policy number dates of expiration and limits of liability thereunder. All copies of policies and Certificates of Insurance submitted to Trinity Metro shall be in form and content acceptable to Trinity Metro.

5. Approval of Forms and Companies - All coverage described in this contract shall be in a form and content satisfactory to the Contracting Officer. No party subject to the provisions of this contract shall violate or knowingly permit to be violated any of the provisions of the policies of insurance described herein. All insurance shall be provided by insurance companies with a Best's Rating of A- or better.

6. Additional Insured Endorsement - The policy or policies providing Commercial General Liability, Automobile Liability, and as otherwise required above shall be endorsed to name Fort Worth Transportation Authority, their directors, officers, representatives, agents and employees as Additional Insured as respect to operations performed by or on behalf of the Contractor in performance of this contract. The policy shall also be endorsed to name other interests as directed by Trinity Metro. The policies shall be primary and non-contributory.

7. Notice of Cancellation or Material Changes - Policies and/or Certificates shall specifically provide that a thirty (30) day notice of cancellation, non-renewal, or material change be sent to Trinity Metro.

8. Multiple Policies - The limits of liability as required above may be provided by a single policy of insurance or a combination of primary, excess or umbrella liability policies. But in no event shall the total limit of liability of any one occurrence or accident be less than the amount shown above.

9. Deductibles - Companies issuing the insurance policies and the Contractor shall have no recourse against Trinity Metro for payment of any premiums or assessments for any deductibles, as all such premiums and deductibles are the sole responsibility and risk of the Contractor.

10. Subcontractors - If any part of the work is sublet, Contractor shall require any and all subcontractors performing work under this contract to carry workers' compensation insurance, in accordance with paragraph (a) above. The Contractor shall determine any other types of insurance and the limits of liability that Contractor shall deem appropriate and adequate to protect the interests of Trinity Metro. In the event a subcontractor is unable to furnish any insurance required under this Contract, the Contractor shall endorse the subcontractor as an Additional Insured or become an Alternate Employer. The Contractor shall obtain and furnish to Trinity Metro certificates of Insurance evidencing subcontractors' workers' compensation insurance coverage. If a subcontractor's certificate of Workers’ compensation insurance expires during the period of performance, Contractor shall obtain a renewal certificate. All certificates of workers' compensation insurance shall be maintained by the Contractor for a period of not less than 1 year. All other insurance certificates for subcontractors shall be furnished to Trinity Metro upon request.

11. No Release - The carrying of the above-described coverage shall in no way be interpreted as relieving the Contractor of any other responsibility or liability under this agreement or any applicable law, statute, regulation or order.

6.8 Interest of Members of Trinity Metro

No member of the governing body of Trinity Metro, other officer, employee or agent of Trinity Metro who exercises any functions or responsibilities in connection with the carrying out of the activities to which this Contract pertains, shall have any personal interest, direct or indirect, in this Contract.

6.9 Interest of Other Local Public Officials and State Officials No person who exercises any functions or responsibilities in the review or approval of the carrying out of activities to which this Contract pertains, shall have any personal interest, direct or indirect, in this Contract. No part of the proceeds shall be paid directly or indirectly to any officer or employee of the State of Texas as wages, compensation or gifts in exchange for acting as officer, agent, employee, subcontractor, or Proposer to Trinity Metro in connection with any work contemplated or performed relative to this Contract.

6.10 Interest of Members, Or Delegates to Congress

In accordance with 18 U.S.C. Section 431, no member of, or delegate to, the Congress of the United States shall be admitted to any share or part of this Contract, or to any benefit arising there from.

6.11 Interest of the Proposer

The Proposer represents, warrants, and covenants that it presently has no interest and shall not acquire any interest, direct or indirect, which would conflict in any manner or degree with the performance of services required to be performed under this Contract.