1-RFP 26-01-570 Bus Detailing - Project Manual.pdf

RFP 26-01-570 Bus Detailing

Request for Proposal

Bus Detailing

February 27, 2026

INDIANAPOLIS PUBLIC TRANSPORTATION CORPORATION

9503 EAST 33rd STREET

INDIANAPOLIS IN 46235

EMAIL: procurement@indygo.net

General Guidelines:

This document is intended to assist prospective vendors in successfully making a proposal for the work contemplated herein. Vendors are strongly encouraged to read the entire document very carefully.

➢ All attachments must be filled out completely. Federal and State regulations mandate that all attachments be submitted.

➢ If an attachment does not apply to your business or proposal, mark the form “Not

Applicable.” Sign, date, and return such attachments.

➢ IPTC demonstrates a continued commitment to the success of minority, women, veteran and disability-owned (MBE, WBE, VBE, DOBE) businesses by promoting contracting opportunities for vendors certified by the City of Indianapolis Office of Minority and

Women Business Development (OMWBD) and MBE, WBE, and VBE businesses certified with the Indiana Department of Administrations Division of Supplier Diversity within public transit.

➢ The Indianapolis Public Transportation Corporation (IPTC) ensures that the

Disadvantaged Business Enterprises (DBEs), as outlined in 49 CFR Part 26, as amended, have the maximum opportunity to participate in the performance of contracts. Therefore, it is imperative that you read the DBE Section and complete the necessary paperwork in its entirety. If there is any evidence or indication that two (2) or more vendors are in collusion to restrict competition or are engaged in anti-competitive practices, the submissions of all such vendors shall be rejected; and the evidence may be a cause for disqualification of the vendors in any future IPTC procurement.

➢ IPTC reserves the right to reject any and all responses to this solicitation.

➢ IPTC is under no obligation to award a contract to any vendor responding to this solicitation and reserves the right to withdraw any award notification made before entering into a contract.

➢ Contact IPTC’s procurement department at Procurement@IndyGo.net with any questions.

mailto:Procurement@IndyGo.net

PROCUREMENT SCHEDULE

RFP 26-01-570

Bus Detailing

Solicitation Release: Friday, February 27, 2026, by End of Day

Pre-Proposal Meeting: Thursday, March 12, 2026, at 11:00 AM EST

(Virtual, Microsoft Teams)

Written Questions and Contract Exceptions Due: Friday, March 20, 2026, by 3:00 PM EST

Answers to Written Questions: Friday, March 27, 2026, by End of Day

Proposals Due: Monday, April 13, 2026, by 3:00 PM EST

INDIANAPOLIS PUBLIC TRANSPORTATION CORPORATION

Table of Contents

SECTION 1 INTRODUCTION & STATEMENT OF WORK

Section 1.1 Background of Indianapolis Public Transportation Corporation:

Section 1.2 Project Overview:

Section 1.3 History of Services:

Section 1.4 Term of Engagement:

Section 1.5 Pre-Proposal Meeting:

Section 1.6 Solicitation Submittal:

Section 1.7 Statement of Work:

1.7.1 General Vendor Requirements

1.7.2 IPTC’s Responsibilities

1.7.3 Fleet Projections and Locations

1.7.4 Cleaning Standard of the Buses

1.7.5 Products & Equipment Provided

1.7.6 Safety, Security, & Background Checks

1.7.7 Reporting and Invoicing

Section 1.8 Proposal Requirements:

Section 1.9 Evaluation Process:

1.9.1 Evaluation Criteria

1.9.2 Evaluation Methodology

Section 1.10 Bonds, Insurance, and Special Requirements:

Section 1.11 Federal Participation:

Section 1.12 Reserved Right:

Section 1.13 Access to Public Records Act (APRA):

Section 1.14 Business Enterprises:

Section 1.15 Diversity Commitment and Equal Opportunity:

SECTION 2 VENDOR INSTRUCTIONS

Section 2.1 Notice to Vendors:

Section 2.2 Vendor Registration with Bonfire:

Section 2.3 Required Responses:

Section 2.4 Solicitation Written Questions/Answers:

Section 2.5 Limitation of Responsibility:

Section 2.6 Vendor Warrants and Sub-Vendor Restrictions:

Section 2.7 Responsiveness and Responsibility Definitions:

Section 2.8 Taxes:

Section 2.9 Independent Vendor:

Section 2.10 Proposal and Contract Procedures:

Section 2.11 Contract Required:

Section 2.12 Proposed Contract Exceptions:

Section 2.13 Federal Regulations:

Section 2.14 Required Certifications:

Section 2.15 Protest Policy

Proposal Offer Cost Form

APPENDIX A – IPTC Fleet Images

SECTION 1 INTRODUCTION & STATEMENT OF WORK

Section 1.1 Background of Indianapolis Public Transportation Corporation:

The Indianapolis Public Transportation Corporation (IPTC), which does business as IndyGo, is a municipal corporation established and operating pursuant to the Indiana Urban Mass

Transportation Act of 1965, which is codified at Indiana Code 36-9-4. The corporation was chartered by ordinance adopted by the Indianapolis-Marion County City-County Council pursuant to the Act to provide public transportation in Marion County, which is codified at

Indianapolis-Marion County Revised Code Sections 116-401 – 116-505.

IPTC’s funding is derived from multiple sources, including federal assistance through the

Federal Transit Administration (FTA), state funds through the Indiana Department of

Transportation (INDOT), and from local funds including property tax, local income tax, and passenger fare revenue.

IPTC has more than 900 employees, the majority of which are represented by the Amalgamated

Transit Union (ATU), and its annual operating budget is approximately $138 million, subject to the approval of the City-County Council.

IPTC is led by a Board of Directors consisting of seven (7) members, four (4) appointed by the

City-County Council and three (3) appointed by the Mayor of Indianapolis.

IPTC functions on an operational basis under the rules and regulations of the United States

Department of Transportation (USDOT), through the FTA, applicable Indiana statutes, ordinances adopted by the City-County Council, and directives from its Board of Directors. The

Board of Directors has management oversight of IPTC, and it develops policies regarding the operation, contracts and procurement, safety, financing, and organizational structure of the

Corporation.

Section 1.2 Project Overview:

IPTC is committed to providing a clean, safe, and comfortable environment for our passengers.

To support this goal, IPTC seeks proposals from vendors to conduct monthly detailing of the interiors and wheels of its 40-foot fixed-route and 60-foot Bus Rapid Transit bus fleet. All work is to be completed onsite at IPTC.

All vendor responses must be scalable and flexible in order to accommodate fleet increases and decreases. The number of buses requiring details each month will vary.

Section 1.3 History of Services:

IPTC is currently under contract with DetailXperts, Inc. of Indianapolis, Indiana.

Section 1.4 Term of Engagement:

The initial contract term will be three (3) years and include an additional two (2) one-year options, each exercisable by IPTC. The contract is expected to commence on June 1, 2026.

Section 1.5 Pre-Proposal Meeting:

There will be a pre-proposal meeting on Thursday, March 12, 2026, at 11:00 AM EST. The meeting will take place virtually through Microsoft Teams. Send a request to

Procurement@IndyGo.net for a virtual link.

The purpose of the meeting is to provide prospective vendors with a formal opportunity for clarification of baseline technical requirements, procurement methods and procedures, terms and conditions, and other issues related to the procurement. Participation in the pre-proposal meeting is not mandatory but is highly recommended.

Section 1.6 Solicitation Submittal:

All proposals must be submitted before 3:00 PM EST on April 13, 2026. Late proposals will not be accepted.

Section 1.7 Statement of Work:

1.7.1 General Vendor Requirements

A. Detailing services must include a deep cleaning of the bus interior and wheels.

Exterior surfaces are excluded from this scope, except for the wheels.

B. Each available bus in the revenue fleet must be detailed once per month. An

“available bus” is defined as a revenue fleet vehicle made accessible by IPTC for detailing during the applicable service period.

C. The vendor must accurately track and report all buses detailed for billing purposes, as further described in Section 1.7.7 Reporting and Invoicing.

D. On-site vendor staff must professionally conduct themselves and adhere to the IPTC safety and security standards referenced in Section 1.7.6 Safety, Security, &

Background Checks.

E. The vendor must provide sufficient staffing levels and available working hours to perform the service outlined in Section 1.7.4 Cleaning Standards of the Buses within

IPTC’s approved service window.

1. The approved access period for detailing buses will be between the hours of

6:00 AM and 6:00 PM. The access window identifies the hours during which the facility is available for vendor access. Vendors are not required to staff the facility for the full-access window and may propose specific daily service hours within the approved access period.

F. The vendor must be available to perform services seven (7) days per week, excluding the IPTC-recognized holidays below:

1. New Year’s Day

2. Martin Luther King, Jr. Day

3. Memorial Day

4. Juneteenth National Independence Day

5. Independence Day

6. Labor Day

7. Veterans Day

8. Thanksgiving Day

9. Day after Thanksgiving

10. Christmas Eve

11. Christmas Day

1.7.2 IPTC’s Responsibilities

IPTC will:

A. Conduct a walk-through with the vendor to introduce the following:

1. Facility layout

2. Location of services to be performed

3. Cleaning supplies provided and location of storage

4. Introduction to buses and review of cleaning standards

B. Provide equipment and supplies necessary to perform required tasks further detailed in Section 1.7.5 Products and Equipment Provided.

C. Conduct quality control inspections of completed services and provide feedback for acceptance or required remediation.

1. Services that do not meet IPTC’s quality standards require limited touch-up cleaning to address deficiencies. Touch-up services will be performed at no additional cost and will be limited to specific areas identified by IPTC.

D. Provide IPTC badges for all vendor employees who will be working on-site further detailed in Section 1.7.6 Safety, Security, & Background Checks.

1.7.3 Fleet Projections and Locations

Total Fleet projections are as follows:

Year 2026 2027 2028 2029 2030

40' 173 173 158 152 144

60' 59 77 77 77 77

Bus Total 232 250 235 229 221

The fleet quantities provided are estimates only and do not guarantee the number of buses available for detailing in any given month. Fleet availability may vary.

Each bus available for service must be detailed at least once per month. Currently, IPTC averages approximately 143 forty-foot (40’) buses and 33 sixty-foot (60’) buses detailed each month.

Appendix A – IPTC Fleet Images provides examples and further details of the fleet.

All buses will be detailed on-site at IPTC. The service address is:

1501 West Washington St. Indianapolis, IN 46222

1.7.4 Cleaning Standard of the Buses

Services must include:

A. Removal of all loose debris and litter.

B. Mopping of all interior floor surfaces.

C. Cleaning of all interior windows, leaving surfaces streak-free.

D. Cleaning, sanitizing, and deodorizing all interior surfaces of the bus.

E. Wiping down and sanitizing all stanchions, rails, and overhead hand straps.

F. Thorough cleaning of the driver’s area, including the driver’s seat, the surrounding area around the seat, and the dashboard, leaving no residue.

G. Wiping down all interior electronic signage, leaving surfaces free of smudges and streaks.

H. Cleaning of front-facing wheels and tires to remove grease, grime, and brake dust, leaving chrome surfaces visibly clean and free of residue.

I. Maintaining all areas such as windowsills, interior bike rack brackets, and dash areas free of dust and debris.

J. Conducting a biannual driver seatbelt deep-cleaning campaign in June and December, completed in conjunction with regular cleaning services. This campaign must include the following:

1. Full extension of the driver seatbelt to expose the entire length of the webbing.

2. Cleaning and sanitizing of the belt webbing to remove visible dirt, oils, grime, and residue.

3. Wiping and cleaning of accessible seat belt hardware, including the buckle, latch plate, and guide areas, without disassembly.

4. Verification that the seat belt retracts and functions properly after cleaning.

1.7.5 Products & Equipment Provided

IPTC will provide the following cleaning products and equipment:

A. Mops and mop buckets

B. Cleaning solutions

C. Disinfectants

D. Cleaning cloths and paper towels

E. Scrub brushes

F. Water hoses

G. Water for cleaning

The vendor may request additional cleaning products or equipment to IPTC. All requests are subject to IPTC approval. Only cleaning products provided by IPTC will be permitted for use.

1.7.6 Safety, Security, & Background Checks

A. Vendor staff are not to operate any IPTC vehicles.

B. Vendor staff must wear required PPE, including ANSI Class 2 high-visibility safety vest and closed-toe, non-slip shoes at all times while performing services.

C. Safety glasses must be worn when handling or using cleaning chemicals.

D. The vendor must prohibit the use of cellphones and headphones by its staff while on the garage floor.

E. The vendor must report any property damage, chemical spills, or personal injury immediately to IPTC.

F. Vendor staff must display their IPTC provided badge at all times when on IPTC property.

Background Checks:

Because IPTC is a designated Safe Place location, the vendor will be required to conduct annual fingerprint criminal background checks at the vendor’s expense. No one on the Indiana

Sex and Violent Offender or Dru Sjodin National Sex Offender Public Website may be assigned to work in any IPTC facility at any time.

The background check must include a sex offender and criminal record check at the State and

Federal levels.

The vendor must ensure that all employees submitted by the vendor for service under the resulting agreement are not registered sex offenders and have no record of convictions for criminal offenses, either State or Federal.

Results of background checks must be presented to IPTC for review and approval prior to assigning any vendor employee to perform under this contract and have building access. In lieu of the actual results, IPTC may accept a certified report created by the vendor. The report must be signed, dated, and notarized. The report must acknowledge that the background check was conducted in accordance with the stipulations of this contract and that no information was discovered during the check that would be harmful to IPTC.

1.7.7 Reporting and Invoicing

A. The vendor must maintain an accurate daily log of all buses serviced, identified by vehicle number, vehicle length, and date of service.

B. Designated vendor leadership will meet with the IPTC Project Manager, either virtually or in-person, once per quarter to review operations and explore ideas for improvements and efficiencies.

C. Billing will be based on the number of buses completed and not on the number of hours worked, as set forth in the Proposal Offer Cost Form.

D. Services not meeting IPTC quality standards and require touch

E. The vendor will submit one (1) invoice per month to IPTC, no later than the 10th day of the month following the month in which services were performed.

F. Each invoice must include the following information:

1. Total number of buses detailed, separated by vehicle length

2. Cost per bus

3. Seatbelt campaign charges, when applicable

4. Date range covered by the invoice

5. Detailed report identifying the following:

i. Date of service

ii. Vehicle number

iii. Vehicle length

Section 1.8 Proposal Requirements:

The following items are required. Failure to include them in your submission will cause your

Proposal to be ruled non-responsive.

1) Letter of Interest: A dated Letter of Interest including the legal name of the vendor(s), address, telephone number, email address, the name, and title of the person(s) authorized to submit the Request for Proposal (RFP) on behalf of the prime vendor.

2) Certifications: All executed IPTC certifications (with completed Proposal Data Checklist)

3) Acknowledgement of Addenda: All issued addenda acknowledged as required.

4) Pricing Information: Complete the Proposal Offer Cost Form for all required pricing.

The following items are required but are not used to determine responsiveness. Failure to meet minimum standards may result in a determination of non-responsibility or lower evaluation scores:

5) Certificate(s) of Insurance: See Section 1.10 Bonds, Insurance, and Special Requirements to obtain details of the required submissions for insurance purposes.

6) Financial Statements: Three (3) years of financial statements to include Balance Sheet and

Profit and Loss Statement.

7) References: Minimum of three client references. Please provide the contact information

(names, email, and phone numbers).

8) Project Approach: Proposals must include the following items as they relate to the statement of work:

a) Staffing and Operational Plan

i) Staffing levels

ii) Working schedule

iii) Performance of required services

iv) Process for documentation and reporting

b) Quality, Safety, and Security Plan

i) Quality assurance

ii) Staff safety requirements

iii) Acknowledgement to perform required background checks

Section 1.9 Evaluation Process:

This is a Best Value Procurement where IPTC reserves the right to select the most advantageous offer by evaluating and comparing all factors as listed in the Evaluation Criteria below. IPTC will appoint an evaluation team. Each member of the team will be given a copy of the proposals and the RFP and will evaluate each proposal’s requirements (Section 1.8) against the RFP evaluation criteria (Section 1.9.1).

1) Phase I Preliminary Proposal Assessment – Proposals will be checked for compliance with and adherence to all submittal requirements requested in Section 2.3 Required Responses by the Procurement department. Proposals which are incomplete and missing key components necessary to fully evaluate the proposal will be rejected from further consideration due to non-responsiveness.

a) Financial capability will be evaluated and vendors who receive a score “fail” will not be evaluated by the EC.

b) IPTC will not contact/inform vendors of missing documentation nor allow vendors to submit documentation after the proposal's due date and time. It is the vendor’s sole responsibility to check their proposal for completeness before submitting it.

2) Phase II Proposal Evaluation – Proposals found to be responsive and responsible will be forwarded to the Evaluation Committee (EC). The EC will evaluate the extent to which the vendor’s proposal meets the project requirements set forth in the RFP. Phase II will include a detailed analysis of the proposals based upon the evaluation criteria listed below. Not all evaluation criteria carry equal weight.

a) As part of the evaluation process, the EC will review the information required by Section

1.7: Statement of Work, and Section 1.8: Proposal Requirements, for each proposal. The

EC may also review any other information that is available to it, including but not limited to information gained by checking references and by investigating the vendor’s financial condition.

b) IPTC reserves the right to seek clarification of any information that is submitted by any vendor in any portion of their proposal and/or to request additional information at any time during the evaluation process. Any material misrepresentation made by a vendor may void the proposal and eliminate the vendor from further consideration.

The final selection will be based on the EC’s scores of the evaluation criteria.

1.9.1 Evaluation Criteria

Proposals should clearly and concisely demonstrate the vendor’s experience, qualifications, and approach to successfully perform all aspects of the statement of work described in this

RFP.

Financial Capability: Vendors must show financial stability. Please provide three (3) years of consolidated financial statements (Balance Sheet, Income Statement). These should be sent electronically in the original file clearly marked as Financial Statements. Vendors must demonstrate sufficient financial resources to perform the required services under a reimbursement payment structure, ensuring the ability to cover cost until payment is issued.

Proposals that pass the Phase I evaluation will then be evaluated based on the following criteria:

1.9.2 Evaluation Methodology

Each criterion will be evaluated as follows:

• Excellent - The proposal fully meets or exceeds requirements. No weaknesses noted.

• Acceptable - The proposal is adequately responsive with no major weaknesses. Minor weakness noted.

• Marginal* - Fails to meet evaluation standard, however, any noted weakness is correctable but lacks essential information to support proposal. Moderate risk.

• Unacceptable** - The proposal is not adequately responsive or does not address the specific factor. The vendor’s interpretation of IPTC requirements is superficial, incomplete, vague, not comprehensive, or incorrect and therefore deemed unsatisfactory. High risk.

*Several marginal ratings may result in an overall rating of unacceptable

**A rating of unacceptable indicates that an evaluator believes that mandatory corrective action would be required to prevent significant weaknesses from affecting the overall contract performance. In essence, a complete rewrite of the proposer’s proposal would be necessary.

Section 1.10 Bonds, Insurance, and Special Requirements:

There are no bond requirements for this solicitation.

The vendor is required to maintain insurance throughout the duration of the contract, with coverage meeting the terms and amounts specified in Article 16 of the attached Service

Contract. Proof of insurance must be issued by a financially responsible insurance company authorized to operate in Indiana.

Upon the execution of a contract, the vendor will provide IPTC with an annual Certificate of

Insurance (COI).

Please include a copy of your Certificate of Liability Insurance with your proposal.

EVALUATION CRITERIA

Staffing and Operational Plan: Evaluation of the approach to staffing, scheduling, and day-to-day operations for performing the services outlined in the statement of work. This includes proposed staffing levels, planning daily service hours, performing the required services, and processes for service documentation and reporting.

40%

Quality, Safety, and Security Plan: Evaluation of the quality control methods, safety practices, procedures for incident reporting procedures, and process for background check requirements.

30%

Cost: Proposal Offer Cost Form for all required pricing. 20%

References/Experience: Evaluation of client references that demonstrates the vendor’s relevant experience and ability to deliver services as outlined in the statement of work.

10%

TOTAL 100%

Section 1.11 Federal Participation:

IPTC is a recipient of federal funding through the Federal Transit Administration of the

United States Department of Transportation.

Section 1.12 Reserved Right:

IPTC reserves the right to withdraw this solicitation at any time prior to contracting, upon notification to all vendors in receipt of the solicitation documents by fax, letter, or email to their last known business address. If such action is taken by IPTC, no vendor will have a claim for recompense.

Section 1.13 Access to Public Records Act (APRA):

Respondents are advised that materials contained in proposals are subject to the Access to Public

Records Act (APRA), IC 5-14-3 et seq., and, after the contract award, the entire RFP file may be viewed and copied by any member of the public, including news agencies and competitors. As a

Respondent it is your responsibility to identify any information that may fall under a statutory exemption to the APRA and clearly mark that information as Confidential. Any information marked Confidential must also identify the APRA exemption that applies (please refer to IC 5-

14-3-4 for the primary list of exemptions). If the Respondent does not identify the statutory exemption, the Procurement Department will not consider the submission confidential. In the event the Respondent takes any legal or protective action and directs IPTC not to disclose the

Confidential Information, the Respondent shall indemnify IPTC against any losses, including reasonable attorney fees and costs, arising from the non-disclosure of the Confidential

Information.

Section 1.14 Business Enterprises:

This procurement is subject to the requirements of 49 CFR part 26, Participation by

Disadvantaged Business Enterprises in Department of Transportation Financial Assistance

Programs. IPTC is committed to the participation of MBE, WBE, VBE and DOBE certified vendors (XBE) as registered with the City of Indianapolis or Indiana Department of

Administration. Bidders are expected to document sufficient XBE participation or, alternatively, document good faith efforts to do so pursuant to the XBE Participation and Good Faith Efforts

Documentation Forms provided in this solicitation. The successful bidder will be required to submit monthly reports documenting progress towards meeting the XBE commitment. The report must be an accurate reflection of the actual amount paid to the XBE firm(s).

Section 1.15 Diversity Commitment and Equal Opportunity:

It is the policy of the IPTC to commit to the success of minority, women, veteran and disability-owned (MBE, WBE, VBE, DOBE) businesses in Indianapolis by promoting contracting opportunities for vendors certified by the City of Indianapolis Office of Minority and Women

Business Development (OMWBD) and/or MBE, WBE, VBE businesses certified by the Indiana

Department of Administration’s Division of Supplier Diversity.

SECTION 2 VENDOR INSTRUCTIONS

Section 2.1 Notice to Vendors:

Vendors are furnished with the following instructions to clarify conditions for work, development, and presentation of offers, clarification of contents, review of concerns, and other pertinent information from which knowledge of preparing and offering a responsible and responsive offer may be developed.

All forms required in the certification pages must be completed and submitted via the Bonfire website or the proposal will be considered non-responsive.

Section 2.2 Vendor Registration with Bonfire:

Vendors interested in submitting a response to this solicitation are required to be registered with Bonfire at https://indygo.bonfirehub.com. Only registered vendors can submit a response.

Registration is FREE.

To Register and view this RFP Online at:

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

Section 2.3 Required Responses:

The following items are listed as required. Failure to submit them with your proposal will cause your proposal to be ruled non-responsive.

1) Letter of Interest: A dated Letter of Interest including the legal name of the vendor(s), address, telephone number, email address, the name, and title of the person (s) authorized to submit the Request for Proposal (RFP) on behalf of the prime vendor.

2) Certifications: All executed IPTC certifications (with completed bid Proposal Checklist)

3) Acknowledgement of Addenda: All issued addenda acknowledged as required.

4) Pricing Information: Complete the Proposal Offer Cost Form for all required pricing.

All sections of your proposal must be completed and uploaded to the Bonfire website no later than April 13, 2026, by 3:00 PM EST. Under no circumstances will a vendor’s proposal be accepted after the posted time. All documents will need to be filled out (even if not applicable) to fully complete the required responses to this solicitation.

Section 2.4 Solicitation Written Questions/Answers:

Please submit questions regarding this solicitation to Procurement@IndyGo.net, or through the

Bonfire portal. Under “Project Details,” click on the “Ask a Question” box next to the due date for questions to be submitted.

Questions may be submitted at any time before the date of March 20, 2026, by 3:00 PM EST.

An addendum with responses to questions will be posted on March 27, 2026, by end of day and will become part of the solicitation. Any questions submitted after 3:00 PM EST on March 20, 2026, may not be answered and therefore will not be included in the solicitation.

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

Section 2.5 Limitation of Responsibility:

IPTC is not responsible, and will not accept any responsibility, for the cost incurred by any vendor in the specific preparation or the associated activities aiding in the preparation of any proposal.

IPTC is not responsible to return to any vendor the proposal submitted to IPTC as response to this solicitation.

Section 2.6 Vendor Warrants and Sub-Vendor Restrictions:

Vendor will warrant that all information provided by in connection with this proposal is true and accurate, and the vendor by virtue of their submission is capable of supplying all required work.

Vendor warrants they will not delegate or sub-contract their responsibilities under the agreement beyond the level defined in the solicitation without the prior written permission of IPTC.

Section 2.7 Responsiveness and Responsibility Definitions:

All offers must be responsible and responsive.

1) Definition of responsive for submitting vendors to this solicitation:

All certifications and form blanks must be filled in, all offered goods and/or services must conform with the Statement of Work requested, unless an alternate but equal request has been submitted for approval; and all information required in the request for submissions documents must have been completed and submitted through Bonfire by the proposal due date to conform with the definition of the term, responsiveness. Any alteration, erasure, or interlineations of the document may cause the submission to be determined as non-responsive. However, IPTC reserves the right to accept any offer or to reject any and all offers, or to waive any defect or irregularity found in any offer.

2) Definition of responsible for submitting vendors to this solicitation:

IPTC considers among other factors, the vendors record of integrity, experience, and past performance, their financial status, the capability to perform the project as stated, and whether the vendor is in default of any contract or other obligation to IPTC, the Federal, State or Local Government(s). In arriving at a determination, IPTC may institute a pre-award survey on any or all vendors. Vendors will be required to cooperate with the pre-award survey team. Failure to cooperate may result in a finding of non-responsibility.

Section 2.8 Taxes:

IPTC is tax-exempt from Federal and State excise, use, and sales taxes.

Section 2.9 Independent Vendor:

The successful vendor will be considered and must accept status as being that of an “Independent

Vendor” to IPTC and shall recognize that they are not an employee or officer of the Corporation.

Section 2.10 Proposal and Contract Procedures:

IPTC reserves the right, when necessary, to postpone the times at which proposals are scheduled to be received and opened, and to amend the Solicitation scope of work. Prompt notification of such postponement or amendment shall be given by IPTC to all prospective proposers who have requested or received the solicitation documents.

If the work is amended, any responder from whom an offer had been received prior to the notice of amendment will be entitled to withdraw the submission and resubmit their response in conformance with the changed work.

IPTC reserves the right to reject any and all proposals at any time in the procurement process prior to final contract execution. IPTC will examine each proposal to determine if the responder was responsive to the solicitation, and if the vendor is a responsible vendor and able to fulfill any potential award.

Section 2.11 Contract Required:

A template of IPTC’s Service Agreement is included as a file to download. The vendor MUST include written notification with their response of any exception taken to the contract provisions. Failure to provide exceptions shall result in the mandatory acceptance of the contract provisions as submitted herein by default.

Section 2.12 Proposed Contract Exceptions:

Any exceptions to IPTC’s Services Agreement must be submitted no later than March 20, 2026, by 3:00 PM EST to be considered. The submission of exceptions does not constitute acceptance by IPTC, nor does it obligate IPTC to negotiate or incorporate such exceptions into the final agreement. All submitted exceptions will be reviewed and only those expressly approved by

IPTC may be incorporated into the final contract. The inclusion of any approved exceptions remains subject to further negotiation between IPTC and the awarded vendor. If an approved exception is not mutually agreed upon during contract finalization, the terms of the Services

Agreement shall apply as originally stated with no further modification.

Failure to submit exceptions by the deadline will be deemed as acceptance of all terms and conditions in the Services Agreement without modification.

All approved exceptions, if any, will be issued as an addendum to the solicitation. Exceptions submitted after the deadline may not be considered.

*IPTC is aware that all clauses contained in the attachment may not be applicable to this solicitation. Clauses are provided to give potential vendors an idea of the types of legal State and

Federal clauses that are required in IPTC contracts.

Section 2.13 Federal Regulations:

Federal Procurement Regulations establish certain submissions be required from any third-party contract IPTC enters into with any vendor. In order that IPTC remains compliant with the

Federal Requirements of FTA Circular 4220.1F, each vendor is required to complete and submit as a part of the offer package executed certifications as defined in this section.

Section 2.14 Required Certifications:

The following pages of certifications must be executed and returned with your proposal. Some portion of these required certifications may/will not be applicable to the contents of the statement of work that is attached to and made a part of this solicitation. However, the proposal submitted must contain completed, signed, and sealed (if required) documents. If the document is not applicable, write “N/A” on the face of the document and sign in the appropriate area.

Section 2.15 Protest Policy

Protest(s) will only be accepted by IPTC’s Senior Director of Procurement from officers of a business whose direct economic interest would be impacted by the award of a contract or the refusal to award a contract. The Senior Director of Procurement will consider all such protests, whether submitted before or after the award of such a contract. If oral objections are raised and the matter cannot be resolved to the satisfaction of the objector, a written protest shall be required before any further consideration is given. Protest(s) submissions should be concise, logically arranged, and state clearly the grounds for protest.

For more detailed information on IPTC Protest policy and procedures please visit IPTC website at the link provided below.

http://www.indygo.net/wp-content/uploads/2022/04/Protest-Procedure-rev-3.14.22.pdf http://www.indygo.net/wp-content/uploads/2022/04/Protest-Procedure-rev-3.14.22.pdf

Proposal Offer Cost Form

(MUST BE RETURNED WITH YOUR PROPOSAL)

Company Name submits the following pricing to RFP 26-01-570 Bus

Detailing.

Service

Description

Year 1 Price per Bus

Year 2 Price per Bus

Year 3 Price per Bus

Option Year 4

Price per Bus

Option Year 5

Price per Bus

60-Foot Bus

Detailing

40-Foot Bus

Detailing

Seat Belt

Campaign

**This pricing is valid for 120 days from the date of the proposal submitted on April 13, 2026.

Authorized by: ________________________ Signature: ____________________________

Company: ____________________________ Date: ________________________________

Email Address: ________________________ Phone Number: ________________________

APPENDIX A – IPTC Fleet Images

Example 1: 60-foot BYD Articulated Battery Electric Bus

Figure 1: Exterior 60-foot BYD Articulated Battery Electric Bus

Figure 2: Driver’s area and seat with AROW driver’s barrier

Figure 3: Interior with thirty-eight (38) seats

Figure 4: Interior with thirty-eight (38) seats Figure 5: Interior with thirty-eight (38) seats

Example 2: 40-foot Gillig eGen Flex Hybrid Bus

Figure 6: Exterior Gillig eGen Flex Hybrid Bus

Figure 7: Driver’s seat, steering wheel, and dashboard Figure 8: Driver’s compartment with

AROW safety barrier

Example 3: 40-foot Gillig Low Floor Diesel Bus

Figure 11: Exterior Gillig Low Floor Diesel Bus

Figure 9: Interior with thirty-eight (38) seats Figure 10: Interior with thirty-eight (38) seats

Figure 12: Driver’s compartment with

Biologix safety barrier

Figure 13: Interior with thirty-eight (38) seats

Proposals will be received until the date and time listed. All proposals must be received through the Bonfire portal. All proposals are subject to public opening and date and time indicated for submittal.

Proposal Data Check List

Did you read and understand the General Specifications? Yes ___No ___Initials ___

Did you read and understand the Scope of Work? Yes ___No ___Initials ___

Are there any exceptions to the Contract template? Yes ___No ___Initials ___

Are there any exceptions to the instructions as described? Yes ___No ___Initials ___ If yes, explain:

Items Required to Be Returned

_____ Proposal Check List _____ Certificate of Restriction on Lobbying _____ Certificate Regarding Debarment _____ Non-Collusion Affirmation _____ Acknowledgment of Addendums _____ DOT Assisted Contracts Bidders List Certification _____ Subcontractor/Supplier Participation Form (1 pg.)

_____ Good Faith Efforts Documentation Form (3 pgs.)

_____ Letter of Commitment from each XBE subcontractor, see XBE Subcontractor Participation Form _____ Letter of Interest _____ Proposal Offer Cost Form _____ Certificate(s) of Insurance _____ Financial Statements _____ References _____ Project Approach

It is the responsibility of the vendor to notify IPTC if the contents of the solicitation do not match the description found in the Table of Contents included in the solicitation. Failure of the vendor to complete all forms and sign at all signature blocks may disqualify the offer from consideration.

NO OFFER SHALL BE ACCEPTED OR CONSIDERED THAT IS RECEIVED LATER THAN THE TIME AND DATE STATED AS THE SUBMISSION REQUIREMENT. Time given in the solicitation is the current time observed by the Consolidated City of Indianapolis, Indiana.

Proposers Name

Proposers Signature

Company Name

CERTIFICATION OF RESTRICTIONS ON LOBBYING

(Must be returned with your proposal)

I, _________________________________, hereby certify on behalf of

(Company Name)

No appropriated Federal funds have been paid or will be paid, by or on behalf of the undersigned to any person influencing or attempting to influence an officer or employee of any Agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the awarding of any Federal contract, the making of any Federal Grant, the making of any Federal Loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any Federal contract, grant, loan, or cooperative agreement.

If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer, or employee of a Member of Congress in connection with this Federal contract, grant, loan, or cooperative agreement, the undersigned shall complete and submit the Standard Form-LLL, “Disclosure Form to Report Lobbying”, in accordance with its instructions.

The undersigned shall require that the language of this certification be included in the awards documents for any and all sub-awards at all tiers (including subcontracts, sub-grants, and contracts under grants, loans, and cooperative agreements) and that all sub-recipients shall certify and disclose accordingly.

This certification is a material representation of fact upon which reliance is placed when this transaction is made or entered into. Submission of this certification is prerequisite for making or entering into this transaction as imposed by Section 1352, Title 31 USC.

Any person who fails to file the required certification shall be subject to a civil penalty of not less than $10,000.00 and not more than $100,000.00 for each such failure.

Executed this __________ day of ________________, 20___

By: _____________________________________________ (Signature of Authorized Official)

(Title of Authorized Official)

CERTIFICATION REGARDING DEBARMENT

(Must be returned with your proposal)

To be submitted on all contracts reasonably anticipated exceeding $25,000.00 in value.

THE UNDERSIGNED PROPOSER, OFFORER, OR SUBCONTRACTOR (“ATTESTER”) CERTIFIES, TO THE

BEST OF ITS KNOWLEDGE AND BELIEF THAT:

The attester and/or any of its principals or subcontractor:

Are not presently debarred, suspended, proposed for debarment, or declared ineligible for award of contracts by any Federal Agency.

Have not for a three (3) year period proceeding this offer, been convicted of or had a civil judgment rendered against them for commission of fraud or a criminal offences in connection with obtaining, or attempting to obtain, or performing a public (Federal, State, or Local) contract or subcontract: violation of Federal or State antitrust status relating to the submission of offers, or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property;

and

Are not presently indicted for, or otherwise criminally or charged in any civil action by a government entity with commission of any of these offenses enumerated above.

The Attester has not, within a three (3) year period preceding this offer, had one (1) or more contracts terminated for default by any governmental agency.

“Principals”, for the purpose of this certification, means officers, directors, owners, partners, and persons having a primary management or supervisory responsibilities within a business entity.

This certification concerns a matter that may be within the jurisdiction of an agency of the United States and the making of false, fictitious, or fraudulent certification may render the maker subject to prosecution under Section 1001, USC.

The Attester shall immediately notify the Procurement Department at any time the attester learns that its certification was erroneous when submitted or has become erroneous.

A certification in which any of the items detailed above exists will not necessarily result in withholding of an award under this solicitation. However, the certification will be considered in connection with a determination of the Attester’s responsibility. Failure of the Attester to furnish a certificate or provide such additional information as requested by IPTC may render the Attester non-responsive.

Nothing contained in the forgoing shall be construed to require establishment of a system of records in order to render, in good faith, the certification required to exceed that which is normally possessed by a prudent person in the ordinary course of business dealings.

If it is later determined that the Attester knowingly rendered an erroneous certification, in addition to other remedies available to IPTC, the Authority may terminate the contract resulting from this solicitation for default.

If Attester is unable to certify to any of the statements in this certification, attach an explanation to this certification.

(Signature of Authorized Company Official) Company Name TYPED

(Title of Official, Including Name, Typed)

NON-COLLUSION AFFIRMATION

RFP 26-01-570

Bus Detailing

Pursuant to Ind. Code 5-22-16-6, the undersigned attests that the undersigned is the Offeror or is the properly authorized agent of the Offeror, and that, to the undersigned’s knowledge, neither the undersigned nor any other member, employee, representative, agent or officer of the Offeror, has entered into any combination or agreement relative to the price to be offered by a person; to prevent a person from making an offer; to induce a person to refrain from making an offer; and that the Offeror’s offer in response to this solicitation is made without reference to any other offer.

I affirm, under the penalties for perjury, that the foregoing representations are true.

Offeror (Firm)

Signature of Offeror or Agent

Name

Title

Date

INDIANAPOLIS PUBLIC TRANSPORTATION CORPORATION

ACKNOWLEDGMENT OF ADDENDUM

(Must be returned with your proposal)

The undersigned acknowledges receipt of the following amendment(s) to the Bid and supporting documentation.

ADDENDUM NUMBER _____ DATED: ________________________

ADDENDUM NUMBER _____ DATED: ________________________

ADDENDUM NUMBER _____ DATED: ________________________

Note: Failure to acknowledge receipt of all addendums that may have been issued may cause the Proposal offer to be considered non-responsive to the solicitation. No further consideration will be given to non-responsive offers. Acknowledged receipt of each addendum must be clearly established and included with the bid response.

(Proposing Company Name)

(Representative’s Name)

(Street Address)

(City, State, and Zip Code)

Signature of Authorized Company Official

Date

DOT ASSISTED CONTRACTS BIDDERS LIST

[49 CFR, Part 26] 49 CFR, Part 26 requires that all recipients of Federal Funds collect certain information from all bidders submitting responses to solicitations. To assist in the building of demographics for the area upon which reasonable and effective expectations of DBE/MBE/WBE opportunities may be based, all bidders are required to return this certificate with their offer. Any offer submitted that does not contain a completed copy of this form will be ruled as non-responsive and dropped from further consideration in the procurement process for the solicitation.

Firm Name: _________________________________________________________________

Firm Address: _______________________________________________________________

Firm Phone: (___) _______________ Firm Fax: (___) ________________________

General Classification of firm by quantity of employees

___ Less Than 10 ___ 11 – 50 ___ 51 – 100 ___ 101 – 500

___ 501 – 1000 ___ 1001 – 5000 ___ More than 5000

General Classification of Firm in Years in Business

___ 0 – 5 years ___ 6 – 10 years ___ 11 – 50 years ___ Over 50 years

General Classification by Type

___Firm is a Small Business ___Firm is a certified DBE ___Firm is a certified MBE

___Firm is a certified WBE ___Firm is none of the above.

General Classification by Annual Gross Income

___ The approximate annual gross income for this firm is less than $100,000

___ The approximate annual gross income for this firm is $100,000 - $250,000

___ The approximate annual gross income for this firm is $250,001 - $500,000

___ The approximate annual gross income for this firm is $500,001 - $1M

___ The approximate annual gross income for this firm is $1M - $5M

___ The approximate annual gross income for this firm is greater than $5M

I certify this information is accurate to the best of my knowledge.

Signature Printed Name Date

“XBE” PARTICIPATION REQUIREMENTS FOR BIDS ON NON-FEDERALLY FUNDED PROJECTS

1.1 It is the policy of the Owner, the Indianapolis Public Transportation Corporation (IPTC), that Business Enterprises certified by the City of Indianapolis’ Office of Minority and Women’s Business Development (OMWBD) as MBE, WBE, VBE, and/or DOBE (XBEs) and the Indiana Department of Administration’s Division of Supplier Diversity certified as an MBE, WBE, and/or VBE shall have the maximum feasible opportunity to participate in the performance of contracts.

A. As such, the Owner has established the following percentage goals for XBE participation on non-federally funded projects, based on the Contract Price as awarded to the successful Bidder:

- MBE (Minority Business Enterprise) - fifteen percent (15%);

- WBE (Women Business Enterprise) - eight percent (8%);

- VBE (Veteran Business Enterprise) - three percent (3%);

- DOBE (Disabled-Owned Business Enterprise) - one percent (1%)

B. Bidders shall complete and submit with their bid, the attached Subcontractor/Supplier Participation Form.

C. For purposes of determining the degree of participation for M, W, V, DOBEs operating as participants in Joint Ventures, as Subcontractors or Suppliers, the following methodology shall be utilized:

I.A Joint Venture Bidder consisting of one or more XBE parties will be credited with XBE participation on the basis of the percentage of the dollar amount of the Work to be performed by the XBE business(es).

II.An XBE Bidder will be credited with XBE participation for the portion of the Work that it self-performs, and that portion subcontracted to a certified XBE business(es).

III.A Bidder will receive percentage toward XBE participation for the portion of the Work that it self-performs, and that portion subcontracted to a certified XBE firm.

D. If a Bidder is unable to meet any of the four XBE participation goals stated within this document, the Bidder shall complete and submit with its bid both the Subcontractor/Supplier Participation Form and the Good Faith Efforts Documentation Form.

• Demonstration of good faith efforts shall be a condition to the Bidder being found to be a responsive Bidder.

• The decision of the Owner concerning whether a Bidder has satisfactorily demonstrated good faith efforts shall be conclusive and binding upon such Bidder.

E. The Owner may require the Bidder to submit additional information regarding XBE certifications and utilization at any time after Award of Contract during the term of this Contract.

F. Failure to submit the required XBE participation forms shall be grounds for rejecting the bid.

SUBCONTRACTOR/SUPPLIER PARTICIPATION

Instructions to Bidders:

The Bidder shall submit a completed Subcontractors/Suppliers list at the time of Bid submission. Failure to do so shall constitute grounds for rejection of the Bid as non-responsive.

XBE COMPLIANCE

THE BIDDER MUST SELECT ONE OF THE TWO BOXES BELOW FOR THE BID TO BE…