1-SCTA Bus shelter cleaning and light maintenance RFP combined 6.2.26.pdf

To: Bus Shelter Cleaning and Light Maintenance Services Firms

From: Gregory C. Downing, Executive Director

Subject: Bus Shelter Cleaning and Light Maintenance Services

Date: June 3, 2026

The South Central Transit Authority (SCTA) is requesting proposals for Cleaning and Light

Maintenance Services for bus shelters located in the City of Lancaster and the surrounding areas in Lancaster County, PA, and for bus shelters located in the City of Reading and the surrounding areas in Berks County, PA in accordance with federal and state requirements and its own procurement policies. Proposals shall be for a contract of up to three (3) years, with each year being subject to an annual renewal.

Proposals will be received electronically via PennBid (https://pennbid.bonfirehub.com) from qualified firms until 12:00 p.m. prevailing time, Monday, July 6, 2026.

All documents, specifications and solicitation details are available electronically, at no cost at

PennBid – https://pennbid.bonfirehub.com. For information, please contact Lauri Ahlskog, Manager of Transit Planning & Compliance at 717-947-7294 or lahlskog@sctapa.com .

https://pennbid.bonfirehub.com/ mailto:lahlskog@sctapa.com

REQUEST FOR PROPOSAL

BUS SHELTER CLEANING & LIGHT MAINTENANCE

SERVICES

PROJECT #11-2026

for the

SOUTH CENTRAL TRANSIT AUTHORITY (SCTA)

June 3, 2026

South Central Transit Authority

45 Erick Road Lancaster, PA 17601

(717) 397-5613

TABLE OF CONTENTS

SECTION Page

Advertisement for Request for Proposals

I. GENERAL CONTRACT INFORMATION 1

II. GENERAL PROJECT INFORMATION 1 - 2

III. STATEMENT OF WORK 2 - 3

Exhibit 1 – Lancaster County Bus Shelter Information (see attached) 2 pages

Exhibit 2 – Berks County Bus Shelter Information (see attached) 2 pages

IV. GENERAL CONDITIONS 3 - 6

V. PROPOSAL CONTENTS AND REQUIREMENTS 6 - 7

VI. EVALUATION AND SELECTION 8 - 9

VII. APPROVAL AND AWARD 9

Exhibit 3 - Sample Contract 10 - 17

Attachment A -

“FTA and Commonwealth of Pennsylvania Third Party Contract Provisions” A-1 – A-11

Certificate 1 Non-Collusion Statement

Certificate 2 Commonwealth Non-Discrimination/Sexual Harassment Clause

Certificate 3 Lobbying Certificate

Certificate 4-1 Disadvantaged Business Enterprise Certification

Certificate 4-2 Affidavit of Disadvantaged Business Enterprise (if applicable)

Certificate 5 Certification of Participants Regarding Debarment, Suspension, and

Other Ineligibility and Voluntary Exclusion

Certificate 6 Contractor Integrity

Certificate 7 Clean Air Act and Clean Water Act

Certificate 8 Energy Conservation

Certificate 9 Federal Changes Acknowledgement

Certificate 10 Access to Records

Certificate 11 Lower-Tier Participants Regarding Debarment, Suspension, and

Other Ineligibility and Voluntary Exclusion

Certificate 12 Prohibited Telecommunications Equipment or Services

Attachment B

Protest Procedures 3 pages

BUS SHELTER CLEANING & LIGHT MAINTENANCE SERVICES

REQUEST FOR PROPOSALS

SOUTH CENTRAL TRANSIT AUTHORITY

Notice is hereby given that the South Central Transit Authority (SCTA) is requesting qualified firms to submit proposals for Bus Shelter Cleaning and Light Maintenance Services. The requested services will be performed for bus shelters located in the City of Lancaster and the surrounding areas in Lancaster County, PA, and for bus shelters located in the City of Reading and the surrounding areas in Berks County, PA.

The contract shall be for up to three (3) years, each year subject to annual renewal.

The South Central Transit Authority will receive proposals electronically via PennBid (https://pennbid.bonfirehub.com) from qualified firms until 12:00 pm, prevailing time, Monday, July 6, 2026. The proposals received shall be evaluated with results posted via PennBid.

All documents, specifications and solicitation details are available at no cost, electronically at PennBid – https://pennbid.bonfirehub.com.

All proposals and contracts are subject to all applicable state and federal laws and to a financial assistance contract between the South Central Transit Authority and the County of Berks, the County of Lancaster, the Pennsylvania Department of Transportation and the U.S. Department of Transportation Federal Transit Administration.

Contractors and subcontractors will be required to comply with all applicable Non- Discrimination, Non-Collusion, Lobbying, Debarment and Contractor Integrity laws and regulations. All proposers will be required to certify they are not on the Comptroller General’s list of ineligible contractors.

SCTA solicits and encourages Disadvantaged Business Enterprise (DBE) participation. DBE's shall be afforded full consideration of their response and will not be subject to discrimination.

SCTA reserves the right to postpone, accept or reject any and all proposals, in whole or in part, or to waive any and all informalities or technicalities, as it deems to be in its best interest.

For more information, contact Lauri Ahlskog, Manager of Transit Planning & Compliance at 717- 947-7294 or lahlskog@sctapa.com .

Gregory C. Downing Executive Director https://pennbid.bonfirehub.com/ mailto:lahlskog@sctapa.com

BUS SHELTER CLEANING & LIGHT MAINTENANCE SERVICES

REQUEST FOR PROPOSALS

(Project #11-2026)

I. GENERAL CONTRACT INFORMATION

A. The South Central Transit Authority (SCTA) is requesting qualified firms to submit proposals to provide cleaning and light maintenance services for bus shelters located in the City of Lancaster and the surrounding areas in Lancaster County, PA, and for bus shelters located in the City of Reading and the surrounding areas in Berks County, PA as described in Section III, Statement of Work below.

B. All proposals and contracts are subject to all applicable state and federal laws and to a financial assistance contract between the South Central Transit Authority and the County of Berks, the County of Lancaster, the Pennsylvania Department of Transportation and the U.S. Department of Transportation Federal Transit Administration. SCTA is required to establish and follow a competitive process for the solicitation of proposals for these services. This request for proposal and the process described has been developed in accordance with the applicable federal and state guidelines.

C. SCTA reserves the right to reject any and all proposals, in whole or in part, or to waive any and all informalities or technicalities, as it deems to be in its best interest.

Contract award is subject to the firm's agreement to SCTA's terms and conditions.

D. All proposers are notified that SCTA reserves the right to delete or modify any task from the firm's Scope of Services at any time during the course of the contract. SCTA also reserves the right to approve all subcontractors if any.

II. GENERAL PROJECT INFORMATION

A. SCTA Overview

As of January 1, 2015, the South Central Transit Authority (SCTA) is responsible for the management and administration of the Red Rose Transit Authority (RRTA) in Lancaster County and the Berks Area Regional Transportation Authority (BARTA) in Berks County. SCTA was formed as a result of the consolidation of the management and administrative functions of the Red Rose Transit Authority and the Berks Area Regional Transportation Authority. Both RRTA and BARTA remain in existence as the agencies operating the service in their respective counties. SCTA signed Management, Administrative and Support Services Agreements with both BARTA and RRTA to provide all executive, management, administrative and support services to BARTA and RRTA.

As a result, SCTA is responsible for the management of the RRTA and BARTA transportation facilities in Lancaster and Reading, respectively. It is under this authority that SCTA releases this RFP for Bus Shelter Cleaning Services.

B. Project Overview

1. SCTA is seeking proposals from one firm to provide bus shelter cleaning and light maintenance services for bus shelters located in the City of Lancaster and the surrounding areas in Lancaster County, PA, and for bus shelters located in the City of Reading and the surrounding areas in Berks County, PA.

2. If the contractor decides to subcontract the performance of certain services described in the RFP, the contractor shall describe the management approach it will follow to assure the sub-contractor performs the services in accordance with the RFP. The contractor is responsible for the sub-contractor’s performance.

III. STATEMENT OF WORK

A. Bus Shelter Cleaning and Light Maintenance Services Requirements

The Bus Shelter Cleaning Services to be provided include the following tasks that are to be completed every week for each shelter, unless noted otherwise:

• Clearing and removing trash from all bus shelters. Collected trash can be emptied into dumpsters located at either of the Operations Centers. The Lancaster Operations Center is located at 45 Erick Road, Lancaster, PA 17601 and the Reading Operations Center is located at 1700 N 11th Street, Reading, PA 19604.

While on the premises disposing of trash, please identify yourself if asked to do so.

• Clean all glass panels

• Wipe down bench

• All bus shelters must be power washed each spring and each fall. A digital photo of each bus shelter after each power wash shall be provided to SCTA.

• Notify SCTA of shelters that are blocked by snow accumulation.

The Bus Shelter Light Maintenance Services to be provided include the following tasks:

• Clean vandalized areas immediately or upon request. Notify SCTA of any broken or cracked glass panels.

• Change light bulbs upon request. Bulb supplies are held at each of the Operations Center locations.

• Touch-up chipped paint and scratches once quarterly or upon request. Paint supplies are held at each of the Operations Center locations.

The location of each bus shelter to be provided with cleaning services and light maintenance is described more fully in the Exhibits below.

Exhibit 1: Lancaster County Bus Shelter Locations - See attached Exhibit 1

Exhibit 2: Berks County Shelter Locations - See attached Exhibit 2

Service Scheduling and Coordination

A proposer shall identify in its proposal who should be contacted to schedule cleaning services and the preferred method of contact for the cleaning services. This information will enable SCTA to identify who the proposer has identified as having overall responsibility for the crew performing the services on-site.

The SCTA Director of IT Services and Facilities, or his designee, will be the SCTA Project Manager for this contract.

B. Payment Requirements

Payments due the successful Proposer will be made on a monthly basis within thirty

(30) days after the date the invoice from the successful Proposer is received by SCTA, provided the Proposer has submitted all of the information requested by SCTA in order to review and approve the invoice. The invoice shall clearly describe the services performed over the previous month and the rate of the services as agreed to by SCTA and the successful proposer. Separate invoices one labeled Lancaster Shelter Services and one labeled Reading Shelter Services are necessary.

SCTA requests that a proposer include a sample invoice from a current project in its proposal.

C. Cost Proposal

The table below lists the bus shelter cleaning and light maintenance services to be provided and the frequency of which these services are to be performed.

The Cost per Service rate shall include all labor, management, supplies and materials costs for the identified service. The Authority is exempt from payment of the Federal Excise, Transportation Tax and Pennsylvania Sales Tax. SCTA will supply the successful provider with a Pennsylvania Sales Tax Exemption Certificate.

If SCTA requests a service above the frequency listed in the table below, the cost charged for performing the service shall be the rate listed for that service.

Cost Per Service

Shelter Cleaning & Maintenance

Frequency Year 1 Option Year 2

Option Year 3

Clearing Trash Weekly

Clean Glass and Bench

Weekly

Spring Power Wash Once per year

Fall Power Wash Once per year

Clean Vandalized Areas

Upon Request

Change Light Bulbs Upon Request

Touch-Up Chipped Paint & Scratches

Quarterly/Upon Request

IV. GENERAL CONDITIONS

A. CONTRACT TERM: The contract with SCTA will include a base period of one (1) year with an option for two (2) one-year extensions for a total term of three (3) years. The contract term for the Bus Shelter Cleaning and Light Maintenance Services shall begin on August 1, 2026 and the base period will end on July 31, 2027. The contract will be extended an additional one (1) year unless either party informs the other party no later than sixty (60) days before the end of the contract term on July 31, 2027 that it does not intend to extend the contract. If all two (2) one-year extensions are exercised, the total three-year term will end on July 31, 2029.

B. EXECUTION OF CONTRACT AGREEMENT: The contractor whose proposal is accepted shall be required, within ten (10) days after receipt of the notice of award of the Contract, to deliver to SCTA the Contract Agreement in the form provided, duly executed and its execution duly proved. A sample of the Contract to be executed by the successful proposer is included with this request for proposal as Exhibit 3.

C. LATE PROPOSALS: No late proposals will be accepted or considered. Proposals submitted by any means other than PennBid (i.e. fax, email, standard postal service) will not be considered.

D. QUESTIONS AND REQUESTS: Shall be submitted via the “Ask a Question” / Vendor Discussion feature in PennBid.

E. ADDENDA: Any interpretations of this RFP and any supplemental instructions will be in the form of a written Addendum which will be forwarded to all prospective firms on record no later than the close of business on Friday, June 19, 2026 via Penn Bid.

No interpretation of the meaning of the specifications or other contract documents will be made to the proposers orally. Every request for such interpretation shall be submitted via the “Ask a Question” / Vendor Discussion feature in PennBid. Such request, to be given consideration, must be received by 5:00 PM on Wednesday, June 17, 2026. All addenda shall become part of the contract documents and shall be considered in the proposed prices.

F. SITE VISIT: Proposers are encouraged to visit any of the bus shelters to obtain first-hand knowledge of the existing conditions. No allowances or extra payments shall be made on account of site conditions which reasonable inspection would have disclosed.

G. ADDITIONAL CLAIMS: Successful Contractors shall make no claims and SCTA shall not be liable for additional payment or any other concession because of the Proposer’s misinterpretation or misunderstanding of the Contract, or failure to fully acquaint itself with any conditions relating thereto.

H. PROPOSALS COSTS AND CANCELLATION: SCTA reserves the right to cancel the award of a contract before execution if SCTA deems such cancellation to be in its best interest. In no event will SCTA have any liability for cancellation of such award. The proposer assumes sole risk and responsibility for expenses prior to execution of a contract.

I. DISADVANTAGED BUSINESS ENTERPRISE PARTICIPATION:

1. This contract is subject to the requirements of Title 49, Code of Federal Regulations, Part 26, Participation by Disadvantaged Business Enterprises in Department of Transportation Financial Assistance Programs. The national goal for participation of Disadvantaged Business Enterprises (DBE) is 10%. It is the policy of SCTA to practice nondiscrimination based on race, color, sex or national origin in the award or performance of this contract. All firms qualifying under this solicitation are encouraged to submit bids/proposals. The award of this contract will be conditioned upon satisfying the requirements of this specification/request for proposal. These requirements apply to all bidders/proposers, including those who qualify as a DBE.

2. The Contractor shall not discriminate on the basis of race, color, national origin, or sex in the performance of this contract. The Contractor shall carry out applicable requirements of 49 CFR Part 26 in the award and administration of DOT-assisted contracts. Failure by the Contractor to carry out these requirements is a material breach of this contract, which may result in the termination of this contract or such other remedy as the recipient deems appropriate, which may include, but is not limited to: (1) Withholding monthly progress payments; (2) Assessing sanctions; (3) Liquidated damages; and/or (4) Disqualifying the contractor from future bidding as non-responsible. Each contract the contractor signs with a subcontractor must include the assurance in this paragraph (see 49 CFR 26.13(b)).

3. A separate DBE contract goal has not been established for this procurement. A bidder/proposer is encouraged to solicit and contract with DBE firms to perform portions of the work. A bidder/proposer utilizing a DBE firm shall submit the following information to SCTA: (a) The names and addresses of DBE firm(s) that will participate in the contract; (b) a description of the work that each DBE will perform; and (c) the dollar amount of the participation of each DBE firm participating. The contractor will be required to report on the participation by the DBE firm(s) throughout the period of performance.

4. Contractors may use the Pennsylvania Unified Certification Program (PA UCP) web-based directory to locate DBE’s certified by the PA UCP. Firms can be found on the PA UCP website, https://paucp.dbesystem.com/, by their NAICS code. In addition, firms can be located within the PA UCP website by name and type of work performed. The PA UCP certifies DBE applicants for recipients of federal transit funds in Pennsylvania.

5. The bidder/proposer is required to complete and submit the following certificates as a matter of responsibility:

(a) Disadvantaged Business Enterprise Certification (Certificate 4-1)

(b) Affidavit of Disadvantaged Business Enterprise (to be completed by the DBE firm, if any, committed to participating in the contract) (Certificate 4- 2).

J. PROMPT PAYMENT MECHANISMS:

1. Prompt Payment. The prime Contractor agrees to pay each subcontractor under this prime contract for the satisfactory performance of its contract no later than thirty (30) days from the receipt of each payment the Contractor receives from SCTA. Any delay or postponement of payment in accordance with the thirty (30) day time frame may occur only for good cause following written approval of SCTA.

This clause applies to both DBE and non-DBE subcontracts.

2. Retainage. The prime Contractor agrees to return retainage payments to each subcontractor within thirty (30) days after the subcontractors’ work is satisfactorily completed. Any delay or postponement of payment in accordance with the thirty (30) day time frame may occur only for good cause following written approval of SCTA. This clause applies to both DBE and non-DBE subcontractors.

3. Monitoring and Enforcement. SCTA requires that a monthly DBE statement be completed by the contractor indicating that prompt payment and return of retainage is occurring. This statement is submitted to SCTA for the purpose of recording prompt payment and successful completion of work duties assigned to DBEs. Furthermore, depending on the size and scope of the work performed, construction management consultants may be used.

The Contractor shall notify SCTA in writing of any delay or postponement of payment to subcontractors beyond thirty (30) days and such written notification shall set forth, with appropriate documentation, the full details of the reasons upon which the Contractor is basing its actions. SCTA shall not be obligated to make a progress payment or a final payment to a Contractor who has failed to make payments promptly to its subcontractors for work performed, and for which SCTA has made payment, without good cause. The remedies SCTA has available to https://paucp.dbesystem.com/ enforce the DBE requirements contained in its contracts include, but are not limited to, the following:

a. Breach of contract action pursuant to the terms of the contract. The intent of proceeding will be to initiate corrective action on the part of the contractor. If the corrective action is not implemented, the contractor will be terminated in accordance with the terms of the contract.

b. Inform the Pennsylvania Department of Transportation of any false, fraudulent, or dishonest conduct with regard to the DBE Program.

c. Beyond the power of SCTA within the contract terms, the Federal government has available the following mechanisms that apply to firms participating in the DBE program:

1) Suspension or debarment proceedings pursuant to 49 CFR Part 26.

2) Enforcement action pursuant to 49 CFR Part 31.

K. INSURANCE: Contractor and its subcontractor(s), if any, shall be required to provide at their own cost and expense the following insurance and as further described in Paragraph 6 of the Exhibit 3 Sample Contract:

1. Contractor shall maintain and provide, at its expense, appropriate Workers’ Compensation coverage for its personnel performing bus shelter cleaning services at limits imposed by statute, to include Employer Liability coverage.

2. Contractor shall maintain for its own protection and use various other policies of insurance including Comprehensive General Liability coverage for its performance of services at SCTA locations, among others.

3. Additionally, Contractor shall maintain Automobile Liability insurance to cover its employee’s operation of its owned, leased and non-owned vehicles.

Within ten (10) days after receipt from SCTA of the notice of award of the Contract, the Contractor shall submit to SCTA a Certificate of Insurance giving evidence of the required coverage. All insurance shall be procured from insurers authorized to do business in the jurisdiction where operations are to be performed and with an A.M.

Best’s Rating or A- or higher and VI or higher. In no event shall the Notice to Proceed be issued until the required Certificate of Insurance has been submitted and reviewed by SCTA.

In all cases SCTA, its Board members, officials and employees shall be named as an additional insured with respect to the services to be performed under this contract and the policies shall contain a waiver of subrogation against SCTA, its employees or agents.

L. PROTEST PROCEDURES: SCTA has in place Protest Procedures that are in compliance with FTA Circular 4220.1G. The “Protest and Appeal Procedures” are described in Attachment B.

V. PROPOSAL CONTENTS AND REQUIREMENTS

A. The South Central Transit Authority will receive proposals electronically via PennBid (https://pennbid.bonfirehub.com) from qualified firms until 12:00 PM, prevailing time, Monday, July 6, 2026.

Submissions of the proposal by any other method will not be accepted.

B. Once submitted, proposals shall be considered valid for the period of time it takes to negotiate an agreement and execute a contract with the successful firm. This period is not expected to exceed two (2) months.

C. The proposal shall include the following elements but not be limited to:

1. Cover letter. A cover letter transmitting the proposal to SCTA on company letterhead and signed by an official authorized to contract for the firm. The letter shall contain the following: Name, title, address, telephone number, and email address of the company’s contact person for the proposal; a statement that the offeror understands and agrees with the scope of services and accepts all other requirements, terms, and conditions of the RFP; and identifies the materials and enclosures being forwarded in response to the RFP.

2. A description of the firm, including history and ability to provide the services, statement of financial capacity to provide the services and its specific experience with similar organizations in providing Bus Shelter Cleaning and Light Maintenance Services.

3. Written understanding of the project. This summary will describe the services the Proposer will provide in response to the scope of work. The project summary will enable SCTA to assess a Proposer’s understanding of SCTA’s project needs and its ability to provide the services required. The written summary shall include, but not be limited to, management of the services requested by the proposer, quality assurance, and partnership role with SCTA to achieve a successful outcome.

a. Approach Used in Addressing SCTA’s Needs for this project, including an identification and discussion of the tasks to be performed and whether the services will be performed by employees of the firm or a subcontractor.

b. Approach used by the proposer in managing the staff performing the services.

c. Proposed schedule for performing the services in each county.

d. Approximate number of hours required to perform the proposed services.

4. A list of five current and past contracts within the past three (3) years involving similar services. This list must be complete. The list of past and present contracts shall include the name of the entity, the type of service provided by the proposer, address of entity, the contact person at the entity and their contact information and the size of the service.

5. Cost Proposal. The Proposer shall complete and submit the table in Section III.C.

of the RFP. A separate cost for each of the option years (Years 2 and 3) shall also be provided. The Proposer shall present its Cost Proposal in sufficient detail for

SCTA to understand and assess the reasonableness of the proposed cost. SCTA will pay the contractor on a monthly basis.

6. The proposer shall review Attachment A, “FTA and Commonwealth of Pennsylvania Third Party Contract Provisions,” and include the following certificates as signed by the proposer in its proposal:

a. Non-Collusion Statement – Certificate 1

b. Commonwealth Non-Discrimination/Sexual Harassment Clause – Certificate 2

c. Lobbying Certificate – Certificate 3

d. Disadvantaged Business Enterprise Certification – Certificate 4-1

e. Affidavit of Disadvantaged Business Enterprise – Certificate 4-2

f. Certification of Lower-Tier Participants Regarding Debarment, Suspension, and Other Ineligibility and Voluntary Exclusion – Certificate 5

g. Contractor Integrity – Certificate 6

D. The projected procurement schedule is as follows:

RFP Issued June 3, 2026

Last Day for Receipt of Questions June 17, 2026 by 5:00 PM

Final Addendum Issued June 19, 2026

Proposals Due July 6, 2026 by 12:00 PM prevailing time

Review of Proposals July 9, 2026

Recommendation to Award Contract July 15, 2026

VI. EVALUATION AND SELECTION

A. PROCESS FOR SELECTION

1. Proposals are due to SCTA on or before the time stated in this RFP. They are to be uploaded electronically via PennBid and must contain all copies as prescribed.

Failure to submit any required certification could result in the proposal being rejected.

2. Thorough, detailed and concise answers to Section V.C of the RFP are required.

SCTA is concerned about the quality, not the quantity of the responses. Please read the entire RFP carefully and address all requirements completely.

3. Written proposals will be evaluated by a Technical Evaluation Committee (TEC) comprised of SCTA staff on the basis of the evaluation criteria found in Section VI.

B. of this RFP.

4. Based on the scores and rankings of the TEC, firms may be requested to participate in discussions with the TEC.

5. The information provided during the discussions will be evaluated on the basis of the criteria outlined in this section.

6. If suitable proposals are received, negotiations with the highest ranked firm will be pursued leading to the award of the contract. If unsuccessful, negotiations may be opened with the next highest ranked firm until the contract is awarded. SCTA considers all elements of the firm’s proposal to be negotiable.

7. SCTA reserves the right to accept or reject any or all proposals and to negotiate separately with any firm in a manner deemed appropriate to serve the best interests of SCTA.

B. EVALUATION CRITERIA

1. Project Understanding & Overall Completeness/Quality of Proposal (20 pts.)

a. This criterion refers to the proposer's understanding of SCTA's needs that generated the RFP, of SCTA's objectives and of the nature and scope of the work involved and the completeness and the overall quality of the proposal.

2. Proposer Qualifications & Experience (30 pts.)

a. This criterion refers to the description provided of the proposer’s past experience and number of years of service. The discussion of past similar contracts should be detailed and specific.

b. The proposer shall also discuss the qualifications of the firm to engage in a contract such as this. Beyond service history, such items as the structure of the firm, the availability of overall support and the financial viability of the firm shall be discussed in the proposal.

c. The list of references must include a list of customers within the past three years involving the provision of similar services. References may be contacted by SCTA as part of the evaluation process. The past performance of the firm in providing the requested services for SCTA, if applicable, will be considered.

d. This criterion will also consider the qualifications and experience of the personnel assigned to the contract.

3. Approach to Providing & Managing Services (30 pts.)

a. A description of the services to be performed and how the services will be managed, including the supervision of the staff performing the services.

SCTA will assess if the description and approach is completely responsive to all written requirements contained in the RFP and if it appears to meet SCTA objectives.

b. Contractors shall identify any subcontractors to perform work under this project. Disadvantaged Business Enterprise (DBE) subcontractors should be clearly identified in the proposal with the level of participation noted.

4. Cost (20 pts.)

a. SCTA will evaluate whether the proposed cost for the bus shelter cleaning services and light maintenance services are reasonable based on the proposed services and hours.

VII. APPROVAL AND AWARD

A. Once negotiations have been completed, the award of a contract to the most responsive and responsible proposer, whose proposal is deemed to be in the best interests of SCTA, will be recommended to the SCTA Board. Upon approval of award, SCTA will enter into a contract. All proposers will be notified in writing of the results.

09/2023

SAMPLE CONTRACT

WITNESSETH:

THIS AGREEMENT, made and entered into this ______ day of _________________, 2026 by and between the SOUTH CENTRAL TRANSIT AUTHORITY of the Commonwealth of Pennsylvania, whose principal place of business is located at 45 Erick Road, Lancaster, Pennsylvania 17601, Party of the First Part (hereinafter termed "SCTA") and , whose principal place of business is located at , Party of the Second Part (hereinafter termed "Contractor").

WHEREAS, SCTA needs to acquire certain services hereinafter fully described and set forth in the REQUEST FOR PROPOSAL and any Addendum if released (RFP), attached hereto and incorporated herein by reference as Exhibit A, in connection with an undertaking known as Bus Shelter Cleaning and Light Maintenance Services (hereinafter called the "PROJECT");

WHEREAS, Contractor, pursuant to SCTA's Request for Proposal, has submitted an acceptable PROPOSAL dated , attached hereto and incorporated herein by reference as Exhibit B, to perform those services described in the Request for Proposals.

NOW THEREFORE, in consideration of the mutual covenants herein contained, the parties hereto, intending to be legally bound hereby, agree as follows:

1. Contractor shall perform those services described in the REQUEST FOR PROPOSAL and PROPOSAL, which are attached hereto and made a part of this Contract as Exhibit A and Exhibit B, respectively, hereinafter called the "Work."

2. SCTA shall pay the Contractor, in consideration for performing the Work in conformity with the RFP, a price based on the rates for the Bus Shelter Cleaning and Light Maintenance Services as more fully described in Exhibit C.

3. THE CONTRACT

3.1 The Contract represents the entire and integrated agreement between the parties and supersedes all prior negotiations, representations, or agreements, either written or oral.

3.2 Order of Precedence. Contract documents consist of: (i) this Contract; (ii) the South

Central Transit Authority Request for Proposal and any Addendum if released (the "RFP") (see Exhibit A); (iii) All Documents submitted by Contractor in their Proposal dated:

_____________________________ (the "Proposal") (see Exhibit B); and (iv) Cost Document (see Exhibit C). The Order of Precedence of the Documents shall be (First) this Agreement; (Second) the RFP; (Third) the Proposal; and (Fourth) the Cost

Document. Written modifications and amendments signed by both parties will take precedence over documents listed above. Whenever any conflict appears in any portions of the Agreement, it shall be resolved by application of the Order of Precedence.

4. CONTRACT TERM

4.1 Consultant shall commence performance of the contracted services on August 1, 2026 and shall continue until July 31, 2027.

4.2 The Contract shall be renewed for one (1) additional year, up to two (2) additional years, unless either party provides a notice to the other party sixty (60) days prior to the end of the contract term of its intent to terminate the contract. The Contract will not be renewed after three (3) years or after July 31, 2029.

5. INDEMNIFICATION

5.1 Contractor agrees to defend, indemnify and hold harmless the County of Berks, the

County of Lancaster and SCTA, BARTA and RRTA, their Board members, officers, agents, servants and employees from and against any and all claims, judgments and awards, including court costs and reasonable counsel fees, (hereinafter collectively referred to as “Damages”) arising out of any claim, suit or action at law, in equity, or otherwise, of any kind or nature whatsoever, which may be brought against SCTA, BARTA and RRTA and/or any or all of the aforementioned acts arising out of any actions referenced in this agreement on account of any actual or alleged loss to property or injury to any person or persons (including death or mental injury), loss due to non-injury claims, including but not limited to harassment or violation of civil rights or violence to person or property. This shall include all losses Contractor's and its subcontractor’s officers, agents, servants, employees or third parties, arising directly or indirectly out of or related to the performance or nonperformance under this Agreement by the Contractor, and/or subcontractor(s), and/or their officers, agents, servants or employees, even if caused in part by any party indemnified hereunder, excepting only the sole negligence of SCTA. Contractor shall also be liable to SCTA, BARTA, RRTA for damages for loss of revenue, cost of money or capital, or loss of goodwill. SCTA, BARTA and RRTA will provide prompt notice within forty-five (45) days of obtaining knowledge of a claim subject to this indemnification and make available all information and assistance that the Contractor may reasonably request. This indemnification requirement shall apply notwithstanding any determination by any insurance carrier as to coverage or failure or lapse of coverage set forth within this Agreement.

The aforementioned indemnification provision shall survive and continue in full force and effect beyond the expiration or termination of this Agreement as to any claim arising out of this Agreement. Furthermore, in the event that a claim arises under this

Agreement, the Contractor has a duty to advise SCTA of the status of the claim in which Indemnification applies.

6. INSURANCE

6.1 Contractor shall procure and maintain, at its own cost and expense, during the entire period of the Contract or as otherwise stated, the types of insurance specified below.

The specified insurance requirements are the minimum acceptable to SCTA. The minimum insurance requirements may not be adequate to fully honor the indemnification agreement or otherwise adequately protect the interests of the Contractor. The insurance shall at least include insurance for physical loss or damage to the Work, temporary buildings, false work and Work in transit and shall insure against at least the following perils or causes of loss: fire, lightning, extended coverage, theft, vandalism and malicious mischief, earthquake, collapse, debris removal, demolition occasioned by enforcement of laws and regulations, water damage, and such other perils or causes of loss as may be defined; include expenses incurred in the repair or replacement of any insured property and cover materials and equipment stored at the site or at another location that was agreed to in writing by SCTA prior to being incorporated in the Work. The Contractor shall also purchase and maintain coverage against losses, damages and expenses arising out of or resulting from any insured loss or incurred in the repair or replacement of any insured property.

Within ten (10) days after receipt from SCTA of the notice of award of the Contract, the Contractor shall submit to SCTA a signed Certificate of Insurance giving evidence of the required coverage. All insurance shall be procured from insurers authorized to do business in the jurisdiction where operations are to be performed and with an A.M.

Best’s Rating of A- or higher and VI or higher. In no event shall the Notice to Proceed be issued until the required Certificate of Insurance has been submitted and reviewed by SCTA.

The insurance shall provide for thirty (30) days prior written notice to be given to SCTA in the event coverage is substantially changed, canceled or non-renewed.

In all cases SCTA, BARTA and RRTA, their Board members, officials or agents and employees shall be included as an additional insureds. Coverage for additional insureds may be provided by a blanket endorsement that covers additional insureds where required by written contract.

All insurances specified shall remain in force throughout this Contract or as otherwise specified. Failure to maintain such insurance in force as stipulated shall constitute a breach of this Contract.

The policies shall also contain a waiver of subrogation against SCTA, BARTA and RRTA, its employees and agents.

6.2.1 Worker's Compensation Insurance - A policy complying with the requirements of the statutes of the jurisdiction(s) in which work will be performed, covering all employees and with $1,000,000 Employer’s Liability.

6.2.2 General Liability Insurance - Policies issued to and covering liability imposed upon the Contractor with respect to all work to be performed and all obligations assumed by the Contractor, under the terms of this Agreement. Coverage under these policies, shall have limits of liability of not less than $2 million general aggregate, and $2 million per occurrence for bodily injury, personal injury and property damage and Excess or Umbrella Liability with limits of $5,000,000 general aggregate and $5,000,000 each occurrence.

6.2.3 Automobile Liability Insurance - A policy issued to and covering the liability of the

Contractor arising out of the use of all owned, non-owned, hired, rented or leased vehicles which bear, or are required to bear, license plates according to the laws of the jurisdiction in which they are operated. Coverage under this policy shall be $2 million combined single limit per occurrence, and $5,000 Personal Injury Protection limit per person.

6.2.4 Professional Liability Insurance - A policy issued with a $1,000,000 combined single limit on an occurrence basis (bodily injury and property damage). If the policy is written on a claims made basis, it shall be maintained for one (1) year after completion of its services

7. TRIP RECORDS, INVOICES AND, PAYMENT

7.1 In consideration for services rendered hereunder, SCTA shall pay to Contractor in accordance with the terms of the Contract all sums due and owing calculated with the rates set forth in Exhibit C attached hereto and incorporated herein.

7.2 Payment will be made on a monthly basis upon submission of detailed invoices by

Contractor specifying work completed as per the Contract and Task List. Such invoices shall not be for amounts inconsistent with the actual physical progress of the services Contractor has performed on the Project as determined by SCTA.

7.3 Payments due to Contractor under the Contract will be made within thirty (30) days after the date the invoice from the Contractor is received by SCTA, provided that Contractor has submitted all of the information requested by SCTA in order to review and approve the invoice.

7.4 The Contractor agrees to pay each subcontractor under this prime contract for satisfactory performance of its contract no later than thirty (30) days from the receipt of each payment the Contractor receives from SCTA. The Contractor agrees further to return retainage payments to each subcontractor within twenty (20) days after the subcontractor’s work is satisfactorily completed. SCTA shall be notified of any delay or postponement of payment from the above referenced time frame and such notification shall set forth, with appropriate documentation, the full details of the reasons upon which the Contractor based its actions. Any delay or postponement of payment from the above referenced time frame may occur only for good cause. SCTA shall not be obligated to make a progress payment or final payment to a Contractor who has failed to make payments promptly to its subcontractors, for which SCTA has made payment, without good cause. This clause applies to both Disadvantaged Business Enterprise (DBE) and non-DBE subcontractors.

7.5 Contractor shall submit regular reports of the actual payments made to DBE firms for work committed to them at the time of contract award in the form required by SCTA.

7.6 Contractor shall prepare a report on the progress of the services performed each month during the term of the Contract.

8. ASSIGNMENT OF RIGHTS: DELEGATION OF DUTIES

8.1 Contractor shall not sell, assign, transfer, or dispose of any interests in this Contract without the prior written consent of SCTA thereto. SCTA shall not be obligated to give such consent.

8.2 Contractor shall not delegate any duty to be performed under this Contract other than to its employees without prior written consent of SCTA thereto. SCTA shall not unreasonably withhold its consent to such an assignment.

8.3 Any attempt by Contractor to assign or delegate its contract rights, except as set out above, shall give SCTA the right to terminate this contract with no further obligation to Contractor or anyone to whom the Contractor has attempted to assign, transfer, or delegate rights or obligations under this Contract.

9. RELEASE OF CLAIMS

9.1 The Contractor's acceptance of final payment from SCTA shall release in full all claims against SCTA under this Contract, except those claims that the Contractor gave notice thereof in writing to SCTA prior to such final payment.

10. CHANGES

10.1 Any change in this Contract shall be submitted to SCTA for its prior approval and, if approved, SCTA will make the change by a Contract modification to be executed by both parties. Oral Change Orders are not permitted. The Contractor shall be liable for all costs resulting from and/or satisfactorily correcting a Scope of Work change not proven ordered by written modification to the Contract.

10.2 SCTA may at any time, make changes within the general scope of this Contract, to the Scope of Work. If any such change causes an increase or decrease in the cost of, or the time required for, the performance of any part of the work, whether changed or not changed by any such order, an equitable adjustment shall be made in the Contract price, and the Contract shall be modified in writing accordingly.

10.3 Within five (5) calendar days after receipt of the Written Change Order to modify the

Contract, the Contractor shall provide SCTA a detailed price and schedule proposal for the work to be performed. This proposal shall be accepted or modified by negotiations between the Contractor and SCTA. At that time, a modification shall be executed in writing by both parties. Disagreements that cannot be resolved within negotiations shall be resolved in accordance with Section 13 (Disputes). Regardless of any disputes the Contractor shall proceed with the work ordered.

10.4 In the event any governmental entity adopts by statute, regulation, decree, dictate or any other mandatory matter that changes, decreases, increases or creates a new financial obligation and such statute, regulation, decree or dictate becomes effective after the date for receipt of proposal, an appropriate price change may be negotiated and resolved in the manner described above in this Section. Such price adjustments may be audited where required.

11. TERMINATION FOR CONVENIENCE

11.1 This Contract may be terminated by SCTA in whole, or in part, whenever SCTA at its sole and absolute discretion, determines that such termination is in the best interest of SCTA. Any such termination shall be by a Notice of Termination and specify the extent to which performance of work is terminated, and the date which such termination becomes effective. After receipt of a Notice of Termination, and except as otherwise directed by SCTA, the Contractor shall: stop work on the date and to the extent specified in the Notice of Termination; take no further action except as may be necessary for completion of such portion of the work that is not terminated; and terminate all orders and/or subcontracts to the extent that they relate to the work terminated. The Contractor shall be paid its costs, including contract close-out cost and profit on work performed up to the time of termination. The Contractor shall promptly submit its termination claim to SCTA. If the Contractor has any property in its possession belonging to SCTA, the Contractor will account for same and dispose of it in a manner SCTA directs.

12. TERMINATION FOR DEFAULT

12.1 SCTA may, by written notice of default to the Contractor, terminate the Contract in whole or in part. If within ten (10) days (or such longer period as SCTA may authorize in writing) of receipt of a notice of default, the Contractor fails to cure such default, the Contract shall be deemed terminated subject to the other terms, conditions and provisions of this Contract. If the Contract is terminated in whole or in part for default, SCTA may procure, upon such terms and in such a manner that SCTA may deem appropriate, services similar to those being terminated. The Contractor shall be liable to SCTA for any excess costs for such service, and shall continue the performance of this Contract to the extent not terminated under the provisions of this section.

12.2 If, after Notice of Termination, it is determined for any reason that the Contractor was not in default under the provisions of this clause, or that the default was excusable under the provisions of this clause, the rights and obligations of the parties shall be the same as if the Notice of Termination had been issued pursuant to Section 11.

12.3 The rights and remedies of SCTA provided in this clause are not exclusive and are in addition to any other rights and remedies provided by law or this Contract.

3. DISPUTES

3.1 Disputes arising in the performance of this Contract which are not covered by agreement of the parties shall be decided in accordance with the process and procedures described in Attachment A, “FTA and Commonwealth of Pennsylvania Third Party Contract Provisions”, Paragraph #10.

14. SCTA REPRESENTATIVES

14.1 The individuals authorized by SCTA to act for SCTA are: Gregory C. Downing, Executive Director, and his designee.

15. CONTRACTOR REPRESENTATIVES

15.1 The Individual(s) authorized by the Contractor to act on its behalf are:

Name:

Title:

Address:

Phone:

Email:

16. COMMUNICATIONS

16.1 All communications and notices shall be in writing and shall be made via email with read receipt requested or by certified mail, return receipt requested or by a recognized delivery service within four business days, to the officers(s) or employee(s) of SCTA and of the Contractor designated below to receive such communications and notices.

Telephone calls may be used to expedite communications and notices but shall not be official communications and notices unless confirmed in writing.

16.2 Communications and notices shall be considered received after email read receipt is accepted or after four (4) business days after being deposited in the mail, duly stamped and addressed, one (1) business day after forwarding via overnight express mail by the sender.

16.3 Notices to SCTA shall be addressed to:

Gregory C. Downing, Executive Director

45 Erick Road Lancaster, Pennsylvania 17601 gdowning@sctapa.com

16.4 Notices to Contractor shall be addressed to:

Name/Title: ______

Address:

Phone:

Email:

16.5 Either SCTA or Contractor may change its address or email address of record for receipt of official notice by giving the other written notice of such change and any necessary mailing instructions.

17. PROHIBITED INTEREST

17.1 No member, officer, or employee of SCTA, during their tenure or for one year thereafter, shall have any interest, direct or indirect, in this Contract or the proceeds therefrom. SCTA's officers, employees or agents shall neither solicit nor accept mailto:gdowning@sctapa.com gratuities, favors or anything of monetary value from Contractor, potential Contractors or parties to sub-agreements.

18. COMPLIANCE WITH FEDERAL, STATE, AND LOCAL LAWS

18.1 Contractor shall comply with all applicable laws, ordinances, and regulations of

Federal, State and Local governments in effect during the term of this Contract. This Contract shall be construed in accordance with and governed by the laws of the Commonwealth of Pennsylvania.

19. NOTICE OF FEDERAL AND STATE CONTRACT REQUIREMENTS

19.1 Contractor shall at all times comply with all applicable regulations, policies, procedures and directives attached hereto and made a part hereof as Attachment A, including without limitation those directly referenced in the…