2-20260108 - Office Expansion RFP.pdf

Request for Proposals for office cubicles, desks, and ancillary items.

Solicitation:

20260108 - Office Expansion RFP

Issue Date: March 9, 2026 Preproposal Meeting 10:00 AM March 24, 2026 Questions Due: 2:00 PM March 26, 2026 Proposals Due: 2:00 April 6, 2026 Possible Interviews: Week of April 13, 2023 Contract Start Date: June 1, 2026

Susquehanna Regional Transportation Authority dba rabbittransit

20260108 - Office Expansion RFP DRAFT

Request for Proposals 20260108 - Office Expansion RFP

The Susquehanna Regional Transportation Authority (SRTA), dba rabbittransit is requesting Proposals for the services described as follows. The Authority will receive proposals related to the necessary replacement of office cubicle systems at the Zarfoss location and relocation of used cubicle systems from Zaross to Cameron Street or the supply of new cubicle systems at the Cameron Street location.

This contract shall include the furnishing of all labor, materials, and services required as set forth in the Specifications section of the Request for Proposal (RFP). Please review the complete Solicitation to determine if your product and services are suitable. Proposers are invited to submit responses describing your products and services believed to satisfy SRTA’s specialized needs described within this Solicitation. SRTA/rabbittransit serves and maintains locations in Adams, Columbia, Cumberland, Dauphin, Franklin, Harrisburg City, Montour, Northumberland, Perry, Snyder, Union and York Counties.

This solicitation and resulting Contract will encompass Dauphin and York Counties.

All proposals and contracts are subject to all applicable Commonwealth and Federal laws and to a financial assistance contract between the Federal Transit Administration (FTA) and the Pennsylvania Department of Transportation (PennDOT).

All costs incurred by Proposers in the development of their proposals in responding to this RFP are the sole responsibility of the Proposers. No such costs will be reimbursed by the Agency. Furthermore, Proposers must not include such costs as part of their cost proposals to perform any work described in this RFP.

Please obtain the full specification by sending visiting PennBid.net All materials, questions, addenda, and submissions will be addressed via the PennBid.net platform.

Due:

2:00 PM April 6, 2026

SRTA hereby notifies all proposers that in regard to any contract entered into pursuant to this RFP advertisement or solicitation, disadvantaged business enterprises (DBE’s) will be afforded full opportunity to submit proposals in response and will not be subjected to discrimination on the basis of race, color, sex or national origin in consideration for an award. The Authority reserves the right to postpone, accept or reject any and all proposals and to waive any informality in the RFP process as the Authority deems in its own best interest. Proposals received after the specified closing time will be considered late proposals and will not be evaluated for award. Misdirected submittals will not be accepted.

Solicitation Contents

1. General Information

1.1 Obtaining RFP Documents 8

1.2 Reserved 8

1.3 Questions, Clarifications, and Interpretation 8

1.4 Proposal Submissions 8

1.5 Proprietary Information 9

1.6 Proposal Forms 9

1.7 Authorized Signature 9

1.8 Proposal Withdrawal 9

1.9 Conditional Proposal 10

1.10 Opening, Requirements, and Evaluation of Proposals 10

1.11 Contract 11

1.12 Invoices and Payment 11

1.13 Force Majeure 12

1.14 Contract Breaches and Dispute Resolution 12

1.15 Subcontracts 13

1.16 Liability 13

1.17 Postponement and Cancellation 13

1.18 Changes and Addendum 13

1.19 Insurance 13

1.20 Jurisdiction and Venue 15

2 Bid Protests

2.1 Bid Protest Procedures 17

2.2 Definitions Related to Protests 17

2.3 Types of Protests and Time Limits 17

2.4 Content of Protest 17

2.5 Action by the Authority 17

2.6 Confidentiality of Protest 18

2.7 Federal Transit Administration (FTA) Involvement 18

3 Specifications

3.1 General Scope 20

3.2 Removal of Existing Furniture Systems 20

3.3 Evaluation and Relocation of Reusable Components 20

3.4 Workstation Configuration Requirements 21

3.5 Desk Configuration Requirements 21

3.6 Cubicle Layout and Quantity 21

3.7 Specialized Cubicle Requirement – York Office 21

3.8 Cubicle System Quality and Performance 22

3.9 Accessibility and Circulation 22

3.10 Design Submittals 22

3.11 Proposer Interviews and Material Samples 22

3.12 Finish and Material Approval 22

3.13 Installation Plan 23

3.14 Field Verification of Dimensions 24

3.15 Delivery, Storage, and Protection of Materials 24

3.16 Warranty 24

3.17 Manuals and Documentation 25

3.18 Training 25

3.19 Authority for Minor Field Adjustments 26

3.20 Project Turnover and Acceptance 26

3.21 Proposer’s Project Manager 27

3.22 Removal of Contractor Personnel 27

3.23 Wastes and Cleaning 27

4 Third Party Contract Requirements

4.1 Access to Records and Reports 29

4.2 Americans with Disabilities Act (ADA) 29

4.3 Build/Buy America 29

4.4 Restrictions on Lobbying 29

4.5 Civil Rights Laws and Regulations 31

4.6 Civil Rights and Equal Opportunity 31

4.7 Clean Air Act and Federal Water Pollution Control Act 32

4.8 National Architecture Conformance With ITS 33

4.9 Debarment and Suspension 33

4.10 Disadvantaged Business Enterprise (DBE) 33

4.11 Energy Conservation 34

4.12 Equal Employment Opportunity 34

4.13 Notice to Third Party Participants 35

4.14 Incorporation of Federal Transit Administration (FTA) Terms 35

4.15 No Government Obligation to Third Parties 35

4.16 Notification to FTA Regarding Legal Matters 35

4.17 Patent Rights and Rights in Data 36

4.18 Solid Wastes 37

4.19 Program Fraud and False or Fraudulent Statements and Related Acts 37

4.20 Prohibition on Certain Telecommunications and Video Surveillance

Services or Equipment

4.21 Prompt Payment 38

4.22 Safe Operation of Motor Vehicles 38

4.23 Termination 38

4.24 Violation and Breach of Contract 40

4.25 Trafficking In Persons 41

4.26 Federal Tax Liability and Recent Felony Convictions 41

4.27 Severability 41

4.28 Assignability 41

5. Required Forms and Certifications

5.1 Acknowledgement of Receipt of Addenda 43

5.2 Certification Regarding Debarment, Suspension, and Other Responsibility

Matters

5.3 Certification of Lower-Tier Participants Regarding Debarment, Suspension, and Other Ineligibility and Voluntary Exclusion

5.4 Non-Collusion Affidavit 46

5.5 Commonwealth Non-Discrimination Clause 47

5.6 Disadvantaged Business Participation 49

5.7 Disadvantaged Business Enterprise (DBE) Certification 50

5.8 Subcontractor Good Faith Checklist 51

5.9 Prohibited Telecommunications Equipment 52

5.10 Notice of Federal Requirements 53

5.11 Certification of Restrictions on Lobbying 54

6. Appendix

6.1 20260108 - Office Expansion Pricing Form Instructions 58

6.2 20260108 - Office Expansion Price Form 59

6.3 20260108 - Office Expansion References 61

6.4 20260108 - Office Expansion Notes 62

6.5 20260108 - Office Expansion Score Sheet 63

End of Solicitation

Intentionally Blank

1. General Information

1.1 Obtaining RFP Documents

Interested parties may receive the Request for Proposal (RFP) documents by visiting PennBid.net Please note: Any interested bidder is expected to thoroughly read and understand the information contained within this RFP.

1.2 PreBid Meeting: An optional prebid meeting will be held March 24,2026 beginning at 10:00AM at the North Zarfoss Drive location. After the group completes this meeting, the group will drive independently to the Cameron Street location

1.3 Questions, Clarifications, and Interpretation Proposal questions will be accepted in writing on the PennBid.net platform until 2:00 PM prevailing time on April 6, 2026. No telephone calls will be accepted for questions or clarifications. Interested bidders shall not make any effort to contact any Authority employees, other than the Procurement Analyst, or attempt to make contact with any persons engaged in maintenance, repair, or service of any Authority property. Any such attempts may result in the disqualification of such bidder. If any person contemplating submitting a bid is in doubt as to the true meaning of any provision or part of this Solicitation, or finds discrepancies in, or omissions from such documents questions may be submitted to Allen Hollenbach. These requests for clarification, interpretation, or correction thereof need to be submitted in writing by 2:00 PM prevailing on April 6, 2026. The person submitting the request will be responsible for its prompt delivery. Any interpretation or correction of the Solicitation will be made only by addendum and will be delivered to each person receiving a set of such documents via email. The Authority will not be responsible for any other explanation or interpretation of the Solicitation. All inquiries regarding the contents and requirements of this RFP should be in writing and submitted via the PennBid.net platform.

1.4 Proposal Submissions

Proposer shall submit one (1) original, hard copy of their Technical Proposal, a USB drive with their Technical Proposal, the Excel File, “20260108 - Office Expansion Pricing Form,” and Signed PDF Required Documents by the date due. The Proposals shall be submitted via the PennBid.net platform no later than 2:00 PM prevailing time on May 22, 2025.

1.4.1 Proposer Compliance: Proposals must be submitted on the provided forms contained within this Solicitation. Proposals submitted in any other form or on any other document may not receive consideration. All documents contained within the proposal packet must be completed, signed and returned to SRTA by the designated date and time and shall include: Section 5, titled “Required Forms and Certifications.”

1.4.2 Any submittal received after the noted date and time will be deemed non-responsive and rejected. Except for unforeseen circumstances that could warrant a change in the deadline by the Authority for all respondents, requests for extensions of the closing time, and date will not be granted. Proposals received after the time and date specified will not be considered and any proposal received after the scheduled closing time shall be returned to the proposer unopened.

1.4.3 No Obligation on the part of SRTA/rabbittransit or agents: IF PROPOSALS ARE SENT BY

MAIL OR ANY OTHER MEANS, THE RESPONSIBILITY FOR THEIR ON TIME DELIVERY TO SRTA

IS WHOLLY UPON THE PROPOSER.

1.4.4 Understanding: By submitting a proposal, each proposer will be deemed to have certified to SRTA that the proposer has fully investigated and become completely familiar with the Solicitation requirements, conditions throughout SRTA’s Solicitation and applicable local, state, federal laws, and regulations relating to this procurement. The Authority will not consider claims for additional compensation based upon the proposer's lack of knowledge of such documents, statutes, regulations, resolutions, or conditions. Occasions may arise that require clarification of Contract Documents. Proposer shall rely only on written Addenda provided by SRTA when submitting or revising proposals. In no event should a prospective proposer submit a proposal based upon an oral interpretation of the

Solicitation by any SRTA staff or by any other firm or individual not associated with the Authority. In addition, vendors are required to state exactly what they intend to furnish to SRTA via this Solicitation and must indicate any variances to the terms, conditions, and specifications of this Solicitation no matter how slight. If variations are not stated in the vendor’s offer, it shall be inferred that the vendor’s offer fully complies with all conditions identified in this Solicitation.

1.4.5 Schedule:

Issue Date: March 9, 2026 Preproposal Meeting 10:00 AM March 24, 2026 Questions Due: 2:00 PM March 26, 2026 Proposals Due: 2:00 April 6, 2026 Contract Start Date: June 1, 2026

1.5 Proprietary Information

Any information contained in the Proposal that the Proposer considers proprietary must be clearly identified as such. The Authority will respect requests for non-disclosure of proprietary information to the extent that information so restricted conforms to the Freedom of Information Act (FOIA) and Pennsylvania Sunshine Laws

1.6 Proposal Forms

All pricing must be submitted on the forms provided, contained on the associated Excel file, and must contain all specified items. Incomplete Proposals submitted in any other form will be considered non-responsive and will be rejected. Please be sure to use the Excel file, “20260108 - Office Expansion Quote Form” to submit official Proposal Pricing, References, Notes, and Instructions. Additionally Section 5 forms must be completed and returned. Please do not return the solicitation document.

Item Number Description

5.1 Acknowledgement of Receipt of Addenda

5.2 Certification Regarding Debarment, Suspension, and Other Responsibility Matters

5.3 Certification of Lower-Tier Participants Regarding Debarment, Suspension, and Other

Ineligibility and Voluntary Exclusion

5.4 Non-Collusion Affidavit

5.5 Commonwealth Non-Discrimination Clause

5.6 Disadvantaged Business Participation

5.7 Disadvantaged Business Enterprise (DBE) Certification

5.8 Subcontractor Good Faith Checklist

5.9 Prohibited Telecommunications Equipment

5.10 Notice of Federal Requirements

5.11 Certification of Restrictions On Lobbying

1.7 Authorized Signature

The proposal shall be signed by an official authorized to bind the offer, and it shall contain a statement to the effect that the proposal is firm for a period of at least One-hundred, Twenty (120) days from the closing date for the submission of proposals.

1.8 Proposal Withdrawal

All Proposals shall be valid for One-hundred, twenty (120) days from the closing date for the submission of proposals. Prior to the date and time Proposals are due the Proposal may be modified or withdrawn by the Bidder’s authorized representative in person, or by written notice. If Proposals are modified or withdrawn in person, the authorized representative shall make his identity known and shall sign a receipt for the Proposal. Written notices shall be addressed to: Allen Hollenbach, Procurement Analyst, SRTA 415 Zarfoss Drive, York Pennsylvania, 17404 no later than the exact due date and time.

1.9 Conditional Proposal

Conditional Proposal, or those which take exception to the specifications, will be considered non-responsive and will be rejected.

1.10 Opening, Requirements, and Evaluation of Proposals

Proposals will be evaluated by SRTA to determine which Proposal, if any, should be accepted in the best interest of the organization. The Authority at its sole discretion will reserve the right to accept or reject Proposals submitted and to waive any informalities and minor irregularities and to request additional information required to fully evaluate a Proposal. The Technical Proposal shall be clear, thorough, and meet the terms as specified herein, leaving no ambiguity in terms of provided services, hardware, software capabilities, and Proposer experience. The Pricing Form shall be completed similarly without question or ambiguity in terms of offerings and costs. Please use the “Notes” sheet within the file to add any additional clarity necessary.

1.10.1 Opening of Proposals: Received Proposals will be publicly opened via videoconference.

Those wishing to participate shall email a link request to ahollenbach@rabbittransit.org.

The Proposer shall submit one (1) original, hard copy of their Technical Proposal, signed hard copy Pricing forms, and required documents, a USB drive with their Technical Proposal, required documents, and Pricing Form saved via PDF and the Excel file, “20260108 - Office Expansion Pricing Sheet.”

1.10.3 Evaluation Committee: An Evaluation Committee composed of Planning, Operations, and Dispatch staff will evaluate each proposal for content and conformity, consistent with the evaluation criteria. The Proposer shall provide their Technical Proposal for evaluation in one hard copy form along with the signed pricing forms and required documents outlined in Section 5. The complete technical proposal along with signed pricing forms and the documents in Section 5 should be submitted electronically on a well labled USB drive. The electronic file shall also include the Excel file, titled “20260108 - Office Expansion Pricing Sheet.”

1.10.4 Scoring: The Evaluation Committee will review aspects of the Proposal as detailed in the Scoring Sheet in Appendix 6.7. Maximum scores are noted for each criteria segment.

The highest scoring Proposal will be further evaluated based on pricing. A competitive set will be established based on Proposal scores. The competitive set of Proposers may be invited for interviews or to provide a best and final offer (BAFO) as described in Item 1.11.6.

1.10.5 Minimum Proposal Requirements:

a. Letter of Introduction: A signed Letter of Introduction, on company letterhead, introducing the firm and summarizing the firm’s qualifications. It should clearly state the firm’s understanding of the requirements under this RFP and highlight any unique Proposer qualifications.

b. Professional and Technical Expertise: Each Contractor must provide a brief description of its company, including the date established, and the organization’s experience and history implementing solutions for routes or transportation options similar in size, scope, and nature to SRTA’s operation.

c. Assigned Personnel: Each Contractor must provide a brief description of key personnel who will be assigned to care for this Contract. This shall include qualifications and experience. This shall also describe the term of engagement for each individual through implementation and on-going support.

d. Insurance: Proposer shall provide proof and aver that the organization will have means sufficient to obtain insurance as described within Section 1.19.

1.10.6 Disadvantaged Business Enterprise:

mailto:ahollenbach@rabbittransit.org

Though not a requirement and will not disqualify a firm or earn additional scoring points, please identify any DBE participation in the proposal.

1.10.7 Price Proposal: Please complete the sheets within the Excel file titled, “20260108 - Office Expansion Pricing Form.” Please print, sign, and return each component of this file. The original, hard copies shall be submitted with the technical proposal. The completed Excel file shall be returned on a USB drive along with the signed PDF version of each sheet.

1.10.8 Proposal Layout: Proposals shall follow the format as outlined within this solicitation.

Please make clear supply intention. For items addressed in Section 3, please refer to item numbers and use like terminology to ease Proposal scoring. Where terminology may differ, provide a definition or explanation.

1.10.9 Geographic Location: No preference will be given for geographic location.

1.10.10 Interviews: High scoring Proposers may be invited for interviews and demonstrations.

These interviews will be based on Proposal scores and will be further evaluated based on interview performance. If there is an interview or demonstration component, the Proposer receiving the highest combined score will be selected for the Contract negotiation process.

1.11 Contract

1.11.1 Contract Negotiations: The authority may negotiate with the highest scoring Proposer.

Upon successful Contract Negotiations there will be a Resolution presented to SRTA’s Board of Directors. The successful Proposer will receive a Notice of Intent to Award indicating their position. Proposers which will not receive a contract will receive a Notice of Intent that will inform of the decision to award the Contract to another firm. If there is a failure to reach suitable terms, the next highest scoring Proposer will be invited to engage in Contract Negotiations.

1.11.2 Award of Contract: The Authority has a Board of Directors meeting on June 26, 2025 during which the contract process will be approved for the successful Proposer. The apparent Contractor will then need to provide any necessary documentation to Allen Hollenbach, and the Notice to Proceed will be sent within two weeks of the receipt of all required documents.

1.11.4 Solicitation: This solicitation and any addenda will be incorporated in whole, by reference within the Contract. No Proposer exceptions will be accepted.

1.11.5 Proposal: The Contractor’s Proposal, Pricing Information, and information related to a Best And Final Offer will be incorporated in whole, by reference within the Contract.

1.11.6 Best and Final Offer: Proposers may be offered an opportunity to present a Best and Final Offer to SRTA after any interviews and negotiations. Proposers are warned to not provide inflated initial costs within their Proposal as there may not be a Best and Final Offer opportunity.

1.12 Invoices and Payment

As full consideration for satisfactory performance under the Contract, the Contractor shall issue an invoice prior to the fifteenth (15th) day of the month after Milestone Achievement.

1.12.1 Milestone Achievement: Monthly invoices shall coincide with Milestone achievement dates and cost totals. Invoices shall be marked so as to clearly demonstrate Milestone Achievements.

1.12.2 Additional Terms: Invoices with additional terms and conditions will immediately be considered to be in dispute. The Contractor shall issue a revised invoice without additional terms. Payment of an invoice with additional terms shall not indicate acceptance of additional terms and conditions.

1.12.3 Delivery: Invoices shall be received by the fifteenth (15th) day of the month subsequent to the month where any work was performed. Invoices shall be sent to accountspayable@rabbittransit.org, tmanahan@rabbittransit.org, and omartinez@rabbittransit.org.

1.12.4 Prepayment: SRTA will not prepay for any work, materials, or supplies. No exceptions.

1.12.5 Invoice Questions: Should there be questions or disputes relative to any invoice, Contractor shall continue all work for the advancement of this project and shall make every effort to provide documentation and evidence to justify invoiced amounts.

Contractor shall provide such explanation as requested by SRTA.

1.12.6 Invoice Structure: Contractor shall list the SRTA issued Purchase Order number, Milestone Achievement, or Change Order fee as appropriate.

1.12.7 Verification: Each invoice shall be signed by the Contractor’s Project Manager.

1.12.8 Additional Charges: SRTA will not pay for travel costs, subsistence, or costs not detailed within the Price Form.

1.12.9 Change Orders: Invoices for Change Orders shall be separate from Milestone invoices and shall reference the corresponding SRTA issued Purchase Order. Change Orders shall be confirmed in writing by the SRTA Project Manager.

1.12.10 Payment: All payments will be conditioned on satisfactory and accepted performance of duties and responsibilities of the Contractor for each invoice submitted. Payments will be made within forty-five (45) days of invoice receipts unless there is a disputed invoice.

1.12.11 Disputed Invoices: Such invoices will be paid ten (10) days after such charges can be adequately described and documented by the Contractor and determined acceptable by the SRTA Project Manager.

1.12.12 Late Fees: SRTA will not pay late fees for disputed invoices, or misdirected invoices,

1.12.13 Additional Services and Materials: SRTA will not pay for any services, materials, or items not memorialized in a Change Order or Contract Amendment. All incurred costs shall have an SRTA Purchase Order. SRTA will not pay for services, materials, or items not documented by a SRTA Purchase Order.

1.12.14 Inclusive Costs: The Proposal shall cover all costs necessary to remove existing furniture, store used items where applicable, and installation of all items and connections. At turnover, the systems shall allow SRTA Facilities and Information Technology (IT) Teams to move work stations to the installed cubicles. There shall not be additional charges beyond reasonable and approved Change Orders. There shall not be a need for SRTA to obtain or contract additional services relative to this procurement.

1.13 Force Majeure

The successful Proposer shall not be liable for any failure to perform if acceptable evidence has been submitted to SRTA that failure to perform the Agreement was due to causes beyond the control and without the fault or negligence of the successful Proposer. Examples of such causes include acts of God, civil disturbances, fire, war, or floods, but not include labor related incidents such as strikes or work stoppages or unavailability of any product to be supplied to the Responsible Authority. The Successful Proposer guarantees that products, labor, and equipment will be supplied in full force as needed without exception during the performance of each Task Order and throughout the Contract Life.

1.14 Contract Breaches and Dispute Resolution

Disputes arising from the performance of the contract, which are not resolved between SRTA and the contract holder shall be decided and resolved by the Executive Director of SRTA . In connection with any such appeal, the Contractor shall be afforded an opportunity to be heard and to offer evidence in support of its position. The decision of the Executive Director shall be binding upon the Contractor and the Contractor shall abide by the decision.

1.14.1 Performance During Dispute: Unless otherwise directed SRTA , Contractor shall continue performance under the Contract while matters in dispute are being resolved.

1.14.2 Claims for Damages: Should either party to the Contract suffer injury or damage to person or property because of any act or omission of the other party or of any of his mailto:accountspayable@rabbittransit.org mailto:ekelkis@rabbittransit.org mailto:emaguire@rabbittransit.org employees, agents or others for whose act he is legally liable, a claim for damages therefor shall be made in writing to such other party within a reasonable time after the first observance of such injury or damage. Remedies: Unless this contract provides otherwise, all claims, counterclaims, disputes and other matters in question between the (Authority) and the Contractor arising out of or relating to this agreement or its breach will be decided by binding arbitration utilizing a firm or individual mutually acceptable to both parties. Rights and Remedies: The duties and obligations imposed by the Contract documents and the rights and remedies thereunder shall be in addition to and not a limitation of any duties, obligations, rights and remedies otherwise imposed or available by law. No action or failure to act by SRTA or the Contractor shall constitute a waiver of any right or duty afforded any of them under the Contract, nor shall any such action or failure to act constitute an approval of or acquiescence in any breach thereunder, except as may be specifically agreed in writing.

1.14.3 Non-Performance: Should Contractor fail to provide work products as described within this RFP and resulting Proposal the resulting Contract may be terminated as described in Item 4.23. Additionally, SRTA shall retain all right to remedy for any such damages as caused by AT during or at the conclusion of this Contract or during such occurrences.

1.15 Subcontracts

The requirement for single-point responsibility does not prohibit subcontracts or joint ventures provided that the single successful proposer assumes the position of Prime Contractor and performs Twenty Percent (20%) of the service specified.

1.15.1 Subcontractor Disputes: Additionally, the Authority will be held harmless, individually and collectively, with regard to any disputes between the Contractor and any subcontractors.

1.15.2 Assignment: This Contract may not be assigned, transferred, conveyed, sublet, or otherwise disposed without prior written consent of SRTA . Such requests must be made in writing and shall be at the sole discretion of SRTA .

1.15.3 Approval: SRTA reserves the right to approve or reject any subcontractor.

1.16 Liability

The Authority shall not be liable to any contractor or to any third party for any claims or damages occasioned by the solicitation, rejection, negotiation, or selection of proposals regarding this requirement. Each contractor or other respondent agrees to bear all costs of its response and participation in the process described in this RFP; there shall be no reimbursement for any costs incurred in the preparation of responses or proposals in connection with this process. Additionally the Authority will not be held liable or bear any responsibility for Contractor damage, injury, or loss.

1.17 Postponement and Cancellation

The Authority reserves the right to postpone the bid opening for its own convenience and to reject any or all bids.

1.18 Changes and Addendum

Changes to the specifications will be made by addendum. Answers to written questions will be included as an addendum. At no point shall any correspondence, conversation, or assumption be deemed to take precedence above this document or any addenda released by the SRTA Procurement Analyst.

1.19 Insurance

SRTA shall be supplied with certificates of such insurance prior to the commencement of any work under this Agreement. All coverages below are to be "occurrence" type policies.

1.19.1 Worker's Compensation Insurance: The Contractor shall be responsible for taking out and maintaining Workers' Compensation insurance in accordance with the laws of the

Commonwealth of Pennsylvania as necessary. Evidence of having this insurance shall be given to SRTA .

1.19.2 Liability Insurance: The Contractor shall take out and maintain on its owned and leased vehicles used in service under this Agreement such general liability, vehicle liability and property damage liability insurance as shall protect SRTA , and others performing work covered in this Agreement, from all claims for damages, personal injury, including accidental death, as well as from claims for property damages which may arise from operations under this Agreement whether such operations be by the Contractor or by others directly or indirectly employed by either of them, by naming SRTA and all others performing work as additional insured with respect to the project, and the amount of such insurance shall be as follows:

a. General Liability - insurance in an amount not less than:

$2,000,000 General Aggregate Limit $2,000,000 Products - Completed Operations Aggregate Limit $2,000,000 Personal and Advertising Injury Limit $2,000,000 Each Occurrence Limit

b. Automobile Insurance in an amount not less than:

$2,000,000 Combined Single Limit for Bodily Injury and Property Damage Liability per Accident $35,000 Uninsured/Underinsured Motorist Limits – Not Stacked

1.19.3 The insurance herein before specified in sections 1.19.1 and 1.19.2 shall be with an acceptable insurance company authorized to do business in the Commonwealth of Pennsylvania and shall be taken out before work is commenced and kept in effect until claims which may arise from work performed under the terms of this Agreement are satisfactorily completed. SRTA shall be given a minimum of thirty (30) days’ notice prior to any change or cancellation of any of the insurance required under this paragraph.

SRTA shall be named as "additional insured" on all policies. Failure to comply with any of the terms set forth in this paragraph shall constitute and result in an immediate and automatic termination of contract.

1.19.4 The Contractor shall indemnify, defend and hold harmless the Susquehanna Regional Transportation Authority (SRTA), its officials and employees from and against any and all actual or alleged demands, claims, damages, losses and expenses, whether caused in whole or in part by a party indemnified hereunder, excepting only Susquehanna Regional Transportation Authority (rabbittransit) sole negligence. This includes, but is not limited to:

a. Injury and other claims arising out of employment by Contractor, SRTA /rabbittransit and / or their subcontractors and agents

b. Injury to third parties

c. Damage to and/or loss of use of tangible property

d. Attorney fees and other defense costs arising out of or related to the performance or non-performance of service arising out of or related to work or service by the Contractor and /or its employees, subcontractors, and/or agents.

1.19.5 Professional Liability, Errors, and Omissions: Professional Liability, Errors, and Omissions

Insurance, at a limit of not less than One Million Dollars ($1,000,000) per occurrence, One Million Dollars ($1,000,000) aggregate in the event that service delivered pursuant to this Agreement, either directly or indirectly, involves professional services. Policy shall provide coverage for legal liability for damages caused by an error, omission or negligent act in the performance of professional services. Policy extended reporting period or policy renewal must provide that the policy will respond to claims made for at least twenty-four (24) months after completion of the Engagement.

1.19.6 Valuable Papers Coverage: This coverage shall be maintained by Contractor in an amount sufficient to assure restoration of any field notes, records, logs, SRTA client information, SRTA, or other similar data relating to work covered by this Contract in the event of loss or destruction of same.

1.19.7 Electronic Files and Data: Proposer shall have capability to obtain an endorsement in an amount necessary to cover costs related to data breaches, thefts, loss, or unauthorized use of agency and agency client files. Cyberliability coverage shall be in an amount to at least cover Contract costs. SRTA does not waive any right or remedy relative to data breaches or lost data.

1.19.8 Compliance: By submitting a Proposal, each Proposer agrees and contends compliance with each aspect of this section. SRTA or agents may ask for proof of such insurance at any point within Contract life parameters.

1.19.9 Additional Insured Names: Should a Contract be awarded, the Proposer shall supply SRTA with proof of additional insurance for the Susquehanna Regional Transportation Authority (SRTA), rabbittransit, Cumberland Dauphin Harrisburg Transport Authority (CDH), and Central Pennsylvania Transportation Authority (CPTA)

1.20 Jurisdiction and Venue

Any and all disputes between the parties relating in any way to this Contract, and all exhibits and/or attachments hereto, shall be adjudicated in the Court of Common Pleas of York County, Pennsylvania.

The parties hereto agree that jurisdiction and venue are appropriate as to each of them and said court.

2. Bid Protests

2.1 Bid Protest Procedures

The policies and procedures governing the receipt and resolution of protests in connection with a Request for Proposals (RFP) are outlined below. This procedure is applicable to all RFPs.

2.2 Definitions Related to Protests

"Interested Party" means any bidders/proposers. "Days" means business days. “Filed” means the date of receipt by The Office of the Executive Director or his/her designee. “Federal/State Law or Regulation” means any valid requirement imposed by Federal, State, or other Statute or regulation. “Presumptive Contractor” means the bidder/proposer that is in line for award of the contract in the event that the protest is denied. “Protestant” is an Interested Party who is aggrieved in connection with the solicitation or award of a contract and who files a protest.

2.3 Types of Protests and Time Limits

For this solicitation, SRTA and the SRTA Executive Director will review and respond to all protests. A Pre-Bid Protest is based upon alleged restrictive specifications or alleged improprieties in the procurement process of the Authority. A Protestant must file a pre-bid protest no later than Five (5) days prior to bid opening date by 4:30 PM York, Pennsylvania prevailing time. A Pre-Award Protest is based upon alleged improprieties of a Bid. A Protestant must file a pre-award protest no later than Five

(5) days after the Protestant knows or should have known of the facts giving rise thereto by 4:30 PM York, Pennsylvania prevailing time. Post-Award Protest is based upon the award of a contract. A Protestant must file a post-award protest no later than Five (5) days after the notification to the unsuccessful firms of the Authority’s intent to award, or no later than Five (5) days after an unsuccessful firm becomes aware of the Authority’s intent to award a contract, whichever comes first, by 4:30 PM York, Pennsylvania prevailing time.

2.4 Content of Protest

Protests must be in writing, and filed directly with the Office of the Executive Director of the Susquehanna Regional Transportation Authority (SRTA ) at:

Executive Director Susquehanna Regional Transportation Authority (SRTA )

901 North Cameron Street, Harrisburg PA 17101 Any and all protests and must contain the following information:

a. The name, address and telephone number of the Protestant

b. Identity of the RFP (by name) “20260108 - Office Expansion ”

c. A detailed factual statement of the grounds for protest

d. The desired relief, action, or ruling.

2.5 Action by the Authority

Procurement Process Status: Upon timely receipt of a protest, SRTA will delay the opening of bids until after a resolution of the protest or protests filed prior to the bid opening, or withhold award until after resolution of the protest or protests filed after bid opening. However, SRTA may open bids or award a contract whenever the Authority, at its sole discretion, determines that:

a. The items or work to be procured are urgently required

b. Delivery or performance will be unduly delayed by failure to make the award promptly

c. Failure to make prompt award will otherwise cause undue harm to either SRTA or funding sources.

If the protest is filed before the award of the contract, SRTA will advise the Presumptive Contractor of the pending protest. If deemed appropriate, SRTA may conduct an informal conference on the merits of the protest with all Interested Parties invited to attend.

2.5.1 Response to the Protest: SRTA’s Executive Director will respond in detail to each substantive issue raised in the protest within a reasonable time after the protest is filed.

SRTA’s response shall address only the issues raised originally by the Protestant. When on its face a protest does not state a valid basis for protest or is untimely, the Executive Director may summarily dismiss the protest without requiring a detailed response.

2.5.2 Rebuttal to the Authority’s Response: The Protestant may submit a written rebuttal to SRTA response, addressed to the Executive Director of SRTA, but must do so within five (5) days after receipt of the original Executive Director’s response. SRTA will not address new issues raised in the rebuttal. After receipt of the Protestant’s rebuttal, the Executive Director will review the protest and notify the Protestant of his/her final decision.

2.5.3 Request for Reconsideration: If data becomes available that was not previously known, or there has been an error of law, a Protestant may submit a request for reconsideration of the protest. SRTA’s Executive Director will again review the protest considering all currently available information. The Executive Director’s determination will be made within a reasonable period of time, and his/her decision will be considered final.

2.5.4 Decision: Upon review and consideration of all relevant information the determination as issued by the Executive Director will be final.

2.6 Confidentiality of Protest

Material submitted by a Protestant will not be withheld from any Interested Party, except to the extent that the withholding of information is permitted or required by law or regulation. If the Protestant considers that the protest contains proprietary material which should be withheld, a statement advising of this fact must be affixed to the front page of the protest submission and the allegedly protected information must be so identified whenever it appears.

2.7 Federal Transit Administration (FTA) Involvement

Where procurements are funded by the FTA, SRTA will notify the Regional Office of any known or pending protests. SRTA will notify the FTA again within five (5) business days from receipt of final decision made by the Executive Director of SRTA . The Protestant may file a protest with the FTA only where the protest alleges that SRTA failed to have, or failed to adhere to its protest procedures or there was a violation of Federal Law or Regulation. Any protest to the FTA must be filed in accordance with FTA Circular 4220.1G.

3. Specifications

3.1 General Scope

Susquehanna Regional Transportation Authority (SRTA), doing business as rabbittransit, is seeking proposals from qualified vendors to provide design services, removal of existing furniture systems, relocation of reusable components, delivery, and installation of cubicle workstations as part of an office expansion and workspace reconfiguration project at SRTA facilities located in York and Harrisburg, Pennsylvania. Proposers shall provide a brief description of their project approach to demonstrate project understanding.

3.1.1 Obligation: The selected Contractor shall furnish all labor, supervision, materials, equipment, transportation, design services, and installation necessary to remove existing cubicles from the second floor of the Zarfoss administrative building, evaluate components for reuse, and provide complete workstation installations that meet SRTA operational requirements.

3.1.2 Coordination: The Contractor shall coordinate all work with SRTA staff and perform services in a manner that minimizes disruption to daily operations.

3.1.3 Goal: The completed project shall provide a functional office environment that maximizes available workspace while maintaining appropriate circulation, accessibility, privacy, and operational efficiency. In addition Proposers shall be cognizant of cost providing the most economically advantageous products for the Harrisburg location which will have a reduced useful life. For the York location SRTA seeks more robust and durable systems which shall provide an extended useful life.

3.1.4 Milestones: Within the Proposal, there shall be an expanded version of the table provided within the Pricing Form. This table shall provide additional detail not captured within the Pricing Form. The Milestones table within the Pricing Form shall make the last Milestone ‘Turnover’ which shall have a value not less than ten percent (10%) of the total contract value. This final invoice shall not be issued until written acceptance provided by SRTA.

3.1.5 Proposer Experience: Proposers shall include a brief description of their abilities and experience relative to similar projects.

3.1.6 Proposer Authority: By submitting a Proposal, Proposers affirm that they have manufacturer authority to represent the Proposed products.

3.2 Removal of Existing Furniture Systems

The Contractor shall remove existing cubicles and the reception area currently located on the second floor of the Zarfoss administrative building. Removal activities shall include disassembly of furniture components, protection of adjacent building surfaces, and proper handling of reusable items.

All furniture systems shall be dismantled in a manner that preserves components that may be reused or relocated. The Contractor shall coordinate removal activities with SRTA to ensure work is conducted safely and with minimal disruption to office operations.

Furniture components that cannot be reused shall be removed from the facility and disposed of in accordance with applicable local regulations.

3.3 Evaluation and Relocation of Reusable Components

The Contractor shall evaluate the existing cubicle systems currently installed on the second floor of the Zarfoss administrative building to determine whether components may be reused within the Harrisburg office location. This evaluation shall include panels, structural components, desk surfaces, hardware, and other furniture elements that may be suitable for relocation or reconfiguration.

Proposers shall perform an on-site inspection of the existing cubicle systems during the scheduled pre- Proposal meeting in order to assess the condition, compatibility, and potential reuse of existing furniture components.

3.3.1 Proposer Determination: Following this evaluation, each Proposer shall clearly state within its Proposal whether the existing cubicle systems or components located in the York office will be reused, partially reused, or replaced as part of the Harrisburg office installation.

Proposals shall include a description of the components proposed for reuse and identify any additional furniture systems that must be supplied to complete the Harrisburg workstation configuration.

3.3.2 Reuse Actions: The selected Contractor shall be responsible for the removal, storage, transportation, and installation of any components identified for reuse. Where existing materials are determined to be unsuitable for reuse, the Contractor shall provide replacement furniture systems that meet the technical requirements contained within this specification. Proposals shall be clear regarding items to be reused and items to be replaced. Proposals shall define item quantities to be replaced.

3.4 Workstation Configuration Requirements

Each cubicle workstation shall be designed to support modern office operations and shall provide a complete workstation configuration capable of supporting staff technology needs.

3.4.1 Requirements: Each workstation shall include appropriate furniture surfaces, mounting hardware, and infrastructure to support phone docking stations, computer equipment, monitor arms, and dual monitor configurations.

3.4.2 Power and Data: Workstations shall incorporate integrated cable management systems and shall provide infrastructure capable of supporting both electrical power distribution and data transmission within each cubicle.

3.4.3 Traffic Flow: All workstation systems shall be designed so that power and data connectivity can be delivered directly to each workstation location without creating hazards or obstructing circulation pathways.

3.5 Desk Configuration Requirements

Workstation desk configurations shall vary by location based on operational requirements.

3.5.1 York Requirements: Cubicles located within the York office shall include a standing desk and a side desk return to support expanded workstation functionality.

3.5.2 Harrisburg Requirements: Cubicles located within the Harrisburg office shall include a standing desk configuration without a side desk return.

3.5.3 Desk Space Requirements: All desk systems shall be constructed of durable commercial-grade materials suitable for daily office use and shall provide adequate surface area to support computer equipment, monitors, related office accessories, and typical office tasks.

3.6 Cubicle Layout and Quantity

The Contractor shall provide a proposed layout design that maximizes the available workspace while maintaining clear circulation paths and functional workstation arrangements.

3.6.1 Design: The layout shall include a minimum of six cubicles within the York office area and a minimum of six cubicles within the Harrisburg office area. Final configuration shall be coordinated with SRTA to ensure the layout supports operational workflow and staff requirements.

3.6.2 Cubicle systems shall be arranged to maximize usable office space while maintaining accessibility compliance and appropriate employee privacy.

3.7 Specialized Cubicle Requirement – York Office

The York office layout shall include one enclosed cubicle workstation equipped with a sliding door containing translucent glass.

The translucent glass panel shall allow light transmission while maintaining privacy for the occupant. The sliding door assembly shall be durable, safe for daily office use, and integrated with the cubicle system design.

The enclosed workstation shall be designed to maintain consistent aesthetic appearance with the surrounding cubicle system while providing enhanced privacy for the occupant.

3.8 Cubicle System Quality and Performance

Cubicle systems installed within the York office shall be high-quality commercial-grade systems designed to mitigate workplace distractions and environmental disturbances.

Panel construction and workstation design shall minimize transmission of sound, vibration, and visual disturbances between adjacent workstations. Cubicle panels shall be designed to reduce sound transfer between work areas and limit glare from overhead lighting or nearby workstations.

The Contractor shall provide systems designed to support a professional office environment and promote productivity through appropriate acoustic separation and visual privacy.

If the Proposer determines that a new system is most beneficial and cost effective for the Cameron Street location describe how costs will be mitigated while providing reasonable quality.

3.9 Accessibility and Circulation

All workstation layouts shall comply with applicable accessibility requirements, including the Americans with Disabilities Act (ADA).

The Contractor shall ensure that the layout provides unobstructed walkways and appropriate circulation pathways throughout the cubicle area. Aisles and workspaces shall be configured to maintain safe and accessible movement throughout the office environment.

Final layout approval shall be subject to review by SRTA prior to installation.

3.10 Design Submittals

Proposers shall include with their proposal a conceptual layout design illustrating the proposed cubicle arrangement for both the York and Harrisburg office areas. Submittals shall include workstation configuration drawings, furniture specifications, and available color and finish options.

Proposals shall also include a statement identifying whether existing cubicle systems removed from the York office will be reused at the Harrisburg location, along with a brief explanation supporting the Proposer’s determination based on the site inspection conducted during the pre-proposal meeting.

3.11 Proposer Interviews and Material Samples

SRTA reserves the right, at its sole discretion, to invite one or more Proposers to participate in an interview or presentation as part of the proposal evaluation process.