2-RPF 25-07-553 Service Uniforms.pdf

RFP 25-07-553 Service Uniforms

Request for Proposal

Service Uniforms

August 15, 2025

INDIANAPOLIS PUBLIC TRANSPORTATION CORPORATION

9503 EAST 33rd STREET

INDIANAPOLIS IN 46235

EMAIL: procurement@indygo.net

General Guidelines:

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

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

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

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

IPTC demonstrates a continued commitment to the success of minority, women, veteran and disability-owned (MBE, WBE, VBE, DOBE) businesses by promoting contracting opportunities for vendors certified by the City of Indianapolis Office of Minority and Women Business Development (OMWBD) and MBE, WBE, and VBE businesses certified with the Indiana Department of Administrations Division of Supplier Diversity within public transit.

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

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

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

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

mailto:Procurement@IndyGo.net

PROCUREMENT SCHEDULE

RFP 25-07-553

Service Uniforms

Solicitation Release: August 15, 2025, End of Day

Pre-Proposal Meeting: August 22, 2025, 3:15pm EST (Virtual, Microsoft Teams)

Written Questions and Contract Exceptions Due: September 5, 2025, 3:00pm EST

Answers to Written Questions: September 12, 2025, End of Day

Samples Due: September 25, 2025, 5:00pm EST

Proposals Due: September 25, 2025, 5:00pm EST

INDIANAPOLIS PUBLIC TRANSPORTATION CORPORATION

Table of Contents

SECTION 1 INTRODUCTION & STATEMENT OF WORK

Section 1.1 Background of Indianapolis Public Transportation Corporation:

Section 1.2 Project Overview:

Section 1.3 Term of Engagement:

Section 1.4 Pre-Proposal Meeting:

Section 1.5 Solicitation Submittal:

Section 1.6 Statement of Work:

1.6.1 Uniform Requirements

1.6.2 Logistics and Distribution

1.6.3 Cleaning, Repair, and Replacement

1.6.4 Performance Standards and Quality Requirements

1.6.5 Invoice Requirements

Section 1.7 Experience Requirements:

Section 1.8 Proposal Requirements:

Section 1.9 Evaluation Process:

1.9.1 Evaluation Criteria

1.9.2 Evaluation Methodology

Section 1.10 Bonds, Insurance, and Special Requirements:

Section 1.11 Federal Participation:

Section 1.12 Reserved Right:

Section 1.13 Access to Public Records Act (APRA):

Section 1.14 Business Enterprises:

Section 1.15 Disadvantaged Business Enterprises (federally Funded):

Section 1.16 Diversity Commitment and Equal Opportunity:

SECTION 2 VENDOR INSTRUCTIONS

Section 2.1 Notice to Vendors:

Section 2.2 Vendor Registration with Bonfire:

Section 2.3 Required Responses:

Section 2.4 Solicitation Written Questions/Answers:

Section 2.5 Limitation of Responsibility:

Section 2.6 Vendor Warrants and Sub-Vendor Restrictions:

Section 2.7 Responsiveness and Responsibility Definitions:

Section 2.8 Taxes:

Section 2.9 Independent Vendor:

Section 2.10 Contract Required:

Section 2.11 Proposed Contract Exceptions:

Section 2.12 Federal Regulations:

Section 2.13 Proposal and Contract Procedures:

Section 2.14 Required Certifications:

Section 2.15 Protest Policy APPENDIX A – Uniform Specifications APPENDIX B – IPTC Logo and Patch Example APPENDIX C – Current Locker Design

SECTION 1 INTRODUCTION & STATEMENT OF WORK

Section 1.1 Background of Indianapolis Public Transportation Corporation:

The Indianapolis Public Transportation Corporation (IPTC), which does business as IndyGo, is a municipal corporation established and operating pursuant to the Indiana Urban Mass Transportation Act of 1965, which is codified at Indiana Code 36-9-4. The corporation was chartered by ordinance adopted by the Indianapolis-Marion County City-County Council pursuant to the Act to provide public transportation in Marion County, which is codified at Indianapolis-Marion County Revised Code Sections 116-401 – 116-505.

IPTC’s funding is derived from multiple sources, including federal assistance through the Federal Transit Administration (FTA), state funds through the Indiana Department of Transportation (INDOT), and from local funds including property tax, local income tax, and passenger fare revenue.

IPTC has more than 900 employees, the majority of which are represented by the Amalgamated Transit Union (ATU), and its annual operating budget is approximately $138 million, subject to the approval of the City-County Council.

IPTC is led by a Board of Directors consisting of seven (7) members, four (4) appointed by the City-County Council and three (3) appointed by the Mayor of Indianapolis.

IPTC functions on an operational basis under the rules and regulations of the United States Department of Transportation (USDOT), through the FTA, applicable Indiana statutes, ordinances adopted by the City-County Council, and directives from its Board of Directors. The Board of Directors has management oversight of IPTC, and it develops policies regarding the operation, contracts and procurement, safety, financing, and organizational structure of the Corporation.

Section 1.2 Project Overview:

IPTC is seeking proposals from qualified vendors to provide uniform rental and laundering services for the following departments – Vehicle Maintenance, Facilities, Storeroom, Treasury, and Fleet Services. The selected vendor will be responsible for weekly laundering, repairs, pickup, and delivery, and must help maintain a consistent, professional appearance for IPTC employees.

Proposals will be evaluated on experience, service quality, and cost-efficiency.

IPTC requires uniform rental and cleaning services for approximately 156 employees as follows:

Department Number of Employees Vehicle Maintenance 93

Facilities 14 Storeroom 8 Treasury 7

Fleet Service 34

Section 1.3 Term of Engagement:

The initial contract term will be three (3) years and include an additional two (2) one-year options, each exercisable by IPTC exclusively. The contract is expected to commence on November 1, 2025.

Section 1.4 Pre-Proposal Meeting:

There will be a pre-proposal meeting on Friday, August 22, 2025, at 3:15pm EST. The meeting will take place virtually through Microsoft Teams. Send a request for the meeting link to Procurement@IndyGo.net.

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

Any information given to prospective vendors concerning this RFP will be furnished to all prospective vendors as an addendum that will be posted on indygo.bonfirehub.com. Receipt of an addendum by a vendor must be acknowledged on the Acknowledgement of Addendum form.

Section 1.5 Solicitation Submittal:

All proposals must be submitted prior to Thursday, September 25, 2024, at 5:00pm EST.

Late proposals will not be accepted.

Section 1.6 Statement of Work:

1.6.1 Uniform Requirements

A. General Requirements

i. To ensure a clean change of uniform each day of a five-day work week, the vendor is required to supply eleven (11) work shirts and cargo pants for each employee - five off-site for cleaning, five on-site in the locker for employee use and one worn by the employee.

a) Work shirts must be provided in short-sleeve and long-sleeve options. Employees will select their preferred style, including a combination of both.

b) Employees will not be permitted to change their selection without prior approval from IPTC.

ii. The vendor is required to supply two (2) jackets - one for off-site cleaning and one worn by the employee.

a) Jackets will be used for seasonal use only – approximately October through May.

iii. Uniforms must be provided in unused conditions at the start of the contract.

All new employees must be issued unused uniforms at no additional cost.

iv. All employees must wear matching uniforms, meaning the shirts and cargo pants will be of the same material – no mismatch of fiber contents permitted.

v. Vendor must specify what denotes standard and extended sizes for the purposes of their proposal in Column D of Proposal Offer Cost Form.

B. Fire-Retardant Uniforms – Specifications in Appendix A

i. Employees in safety sensitive electrical positions will have the following Fire Retardant (FR) rated standard uniform. (39 employees)

a) High Voltage (16 employees), HVAC (11 employees), and Body Shop (12 employees)

ii. All safety sensitive electrical uniforms will consist of FR dark navy-blue shirts, FR cargo pants and FR jackets. All FR shirts, FR carbo pants, and FR jackets are to have FR rated yellow reflective striping (enhanced visibility – ANSI Class 2 compliant).

C. Standard Uniforms – Specifications in Appendix A

i. All other employees will have the following standard uniform.

(Approximately 117 standard uniforms)

ii. All employees’ uniforms will consist of dark navy-blue shirts, cargo pants, and jackets. All shirts, cargo pants, and jackets are to have yellow reflective striping (enhanced visibility – ANSI Class 2 compliant).

D. Patches and Logos

i. Employee name patches and IPTC logo patches will be supplied by the vendor, and the vendor will apply them on each shirt and jacket.

ii. Lettering on the name patches is to be ½” height block style embroidery. The name patches shall be 1¾” x 3½” in size and are to be white patches with dark green borders and embroidered to coordinate with the IPTC logo patch.

iii. The IPTC logo is solid dark navy-blue. An example of the logo is attached in Appendix B. The logo will be embroidered on a 1¾” x 3½” patch with a white background. Color separated artwork sample can be provided to the successful vendor upon request.

iv. The name patch will be above the left pocket on the shirts. The IPTC logo patch will be above the right pocket on the shirts. The name patch will be on the left chest of the jackets, and the IPTC logo patch will be on the right chest of the jackets.

v. Amalgamated Transit Union (ATU) patches are not included in this proposal.

IPTC will not be responsible for any costs of this patch. If employees elect to have the ATU patch added they must do so at their own expense. IPTC policy requires the patch to be placed on the left arm of shirts or jackets.

vi. Sample patches (employee name and logo) must be submitted by the successful vendor to IPTC Procurement for approval prior to production (post-award).

1.6.2 Logistics and Distribution

A. Initial Fittings

i. The vendor will be required to do on-site fittings at IPTC during 1st, 2nd, and 3rd shifts. Exact times and dates to be agreed upon by awarded vendor and IPTC. Vendor is required to take measurements during on-site fittings to ensure proper fit of uniforms. The vendor must expect multiple trips to be required to complete this task to accommodate alternative work schedules.

ii. Vendor must supply all employee uniforms by December 18, 2025. No exceptions will be made.

B. Sizing for New Employees

i. Following the initial fittings at the start of the contract, the vendor will not be required to conduct on-site fittings for new employees.

ii. For new employee uniform needs, IPTC will provide the vendor with the required sizes. Any exchanges necessary to ensure proper fit will be made at no additional cost to IPTC.

C. Pick-up and Delivery

i. Upon pick-up or delivery of uniforms, vendor is responsible for supplying

IPTC with written summary detailing uniforms picked up and/or dropped off listed by employee name.

ii. Vendors will ensure pick-up and delivery of uniforms occur on the same day and time each week (unless prior arrangements have been agreed upon by IPTC in advance).

iii. IPTC will report shortages or incorrect deliveries as discovered. The vendor must resolve weekly delivery issues by the next business day after notification.

D. Lockers and Hampers

i. The vendor must provide hampers or equivalents for employees to deposit soiled uniforms.

ii. The vendor must provide numbered, locking storage lockers for each employee to hold clean uniforms. Lockers must be able to hold eleven (11) uniforms each. Lockers will be in two separate areas at IPTC West Campus, 1501 W. Washington St., Indianapolis, IN 46222.

a) Reference Appendix C as reference of current locker design.

iii. Any cost associated with the hampers and lockers must be included in the price of the uniforms.

1.6.3 Cleaning, Repair, and Replacement

A. Laundry Requirements

i. The vendor must provide weekly laundry/cleaning services for uniforms and jackets. This cost will be reflected in the vendor’s unit prices.

ii. This is a transit vehicle maintenance environment, and due to the nature of the work, uniforms will be in daily contact with grease, oils, paints, etc. A heavy-duty wash cycle may be required.

iii. The vendor must use allergen-free wash products to perform laundry services.

iv. Excessively stained uniforms will not be accepted by IPTC.

B. Repair Requirements

i. The vendor must mend/repair all reported tattered or worn issues in the uniforms and jackets. This cost will be reflected in the vendor’s unit prices.

a) IPTC employees will affix a repair tag to garments in need of attention and place in pick-up hamper.

ii. All stitches on the uniforms must be of the proper tension and size to avoid puckering after the shirt has been laundered.

iii. Heavily stained or damaged garments shall be replaced rather than repaired.

C. Replacement and Exchange Requirements

i. Vendors must provide unit pricing for uniform replacements.

ii. Replacements due to normal wear and tear must be provided at no additional cost to IPTC.

iii. The vendor must accommodate employee size exchanges without any additional exchange fees.

iv. The vendor must provide all approved replacement and exchange garments by the next scheduled pick-up and delivery day.

1.6.4 Performance Standards and Quality Requirements

A. Quality Assurance Program

i. Each proposer should describe in detail their Quality Assurance Program to include:

a) Method of tracking uniforms

b) Pick-up and delivery of uniforms

c) Laundering services

d) Uniform repair practices

e) Replacing shortages

f) Invoicing

1.6.5 Invoice Requirements

A. Invoice Requirements

i. The vendor must submit invoices to IPTC itemized by individual employee cost.

ii. Invoices must be organized by the following IPTC departments:

a) Vehicles Maintenance

b) Facilities

c) Storeroom

d) Treasury

e) Fleet Services

Section 1.7 Experience Requirements:

Vendors must demonstrate relevant experience and provide references to support the following:

• Proven experience providing uniform rental and laundering services for public sector or industrial clients of similar size and scope.

• Demonstrated ability to manage weekly pickup, delivery, repairs, and customer service across multiple departments.

IPTC expects the vendor to have substantial experience delivering the services outlined in the statement of work.

Section 1.8 Proposal Requirements:

The following items are required. Failure to include them in your submission will cause your Proposal to be ruled non-responsive.

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

2) Project Approach: All proposals must submit the following items as it relates to the statement of work:

a) Sample garment items of each required uniform item (6 items total)

i) Vendor sample should include one of each of the following items:

(1) Item 1 – Work Shirt (No specific size required)

(2) Item 2 – Cargo Work Pants (No specific size required)

(3) Item 3 – Jacket (No specific size required)

(4) Item 4 – FR Work Shirt (No specific size required)

(5) Item 5 – FR Cargo Work Pants (No specific size required)

(6) Item 6 – FR Jacket (No specific size required)

ii) Samples are to be delivered to 9503 E 33rd Street, Indianapolis, IN to the attention of Procurement by September 25, 2025, by 5:00pm EST.

iii) For vendors’ items to be returned, vendor must provide a prepaid return shipping label to IPTC Procurement. Any items without a prepaid shipping label will be disposed of by IPTC on October 31, 2025.

b) Customer service standards

i) Vendor’s ability to perform all services of the scope of work in a customer centric fashion

c) Quality Assurance Program

i) Method of tracking uniforms

ii) Pick-up and delivery of uniforms

iii) Laundering services

iv) Repairs

v) Replacing Shortages

vi) Invoicing

3) References: Minimum of three client references. Please provide the contact information (names, email, and phone numbers).

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

5) Certificate(s) of Insurance: See Section 1.11 Bonds, Insurance, and Special Requirements to obtain details of the required submissions for Insurance purposes

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

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

Profit and Loss Statement.

Section 1.9 Evaluation Process:

This is a Best Value Procurement where IPTC reserves the right to select the most advantageous offer by evaluating and comparing all factors as listed in Evaluation Criteria below. IPTC will appoint an evaluation team. Each member of the team will be given a copy of the proposals and the RFP and will evaluate each proposal’s requirements (Section 1.8) against the RFP evaluation criteria (Section 1.9).

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

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

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

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

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

1.6: Statement of Work, and Section 1.8: Proposal Requirements, for each proposal. The EC may also review any other information that is available to it, including but not limited to information gained by checking references and by investigating the vendor’s financial condition.

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

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

1.9.1 Evaluation Criteria

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

RFP.

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

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

EVALUATION CRITERIA

Uniform Quality/Specifications: Sample uniform garments evaluated on quality, durability, and meeting required specifications. 40%

Cost: Proposal Offer Cost Form for all required pricing. 30% Quality Assurance Program: The extent to which the vendor presents a clear, detailed, and effective Quality Assurance Program including procedures for tracking uniforms, pickup and delivery, laundering, repairs, replacing shortages, and invoicing.

15%

Customer Service: The vendor’s ability to deliver an efficient, customer-centric service solution to IPTC. 10%

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

5%

TOTAL 100%

1.9.2 Evaluation Methodology

Each criterion will be evaluated as follows:

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

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

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

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

Section 1.10 Bonds, Insurance, and Special Requirements:

There are no bond requirements for this solicitation.

The vendor is required to maintain insurance throughout the duration of the contract, with coverage meeting the terms and amounts specified in Article 16 of the attached Service Contract. Proof of insurance must be issued by a financially responsible insurance company authorized to operate in Indiana.

Upon the execution of a contract, the vendor will provide IPTC with an annual Certificate of Insurance (COI).

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

Section 1.11 Federal Participation:

IPTC is a recipient of federal funding through the Federal Transit Administration of the United States Department of Transportation.

Section 1.12 Reserved Right:

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

Section 1.13 Access to Public Records Act (APRA):

Respondents are advised that materials contained in proposals are subject to the Access to Public Records Act (APRA), IC 5-14-3 et seq., and, after the contract award, the entire RFP file may be viewed and copied by any member of the public, including news agencies and competitors. As a Respondent it is your responsibility to identify any information that may fall under a statutory exemption to the APRA and clearly mark that information as Confidential. Any information marked Confidential must also identify the APRA exemption that applies (please refer to IC 5-

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

Section 1.14 Business Enterprises:

This procurement is subject to the requirements of 49 CFR part 26, Participation by Disadvantaged Business Enterprises in Department of Transportation Financial Assistance Programs. IPTC is committed to the participation of MBE, WBE, VBE and DOBE certified vendors (XBE) as registered with the City of Indianapolis or Indiana Department of Administration. Bidders are expected to document sufficient XBE participation or, alternatively, document good faith efforts to do so pursuant to the XBE Participation and Good Faith Efforts Documentation Forms provided in this solicitation. The successful bidder will be required to submit monthly reports documenting progress towards meeting the XBE commitment. The report must be an accurate reflection of the actual amount paid to the XBE firm(s).

reasonable attorney fees and costs, arising from the non-disclosure of the Confidential Information.

Section 1.15 Disadvantaged Business Enterprises (federally Funded):

This procurement is not subject to the requirements of 49 CFR 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%. IPTC has set an overall corporate DBE participation goal for the fiscal years 2023-2025 of 12%. Bidders are required to document sufficient DBE participation or, alternatively, document good faith efforts to do so pursuant to the DBE Participation and DBE Good Faith Efforts Documentation Forms provided in this solicitation. The successful bidder will be required to submit monthly reports documenting progress towards meeting its DBE goal. The report must be an accurate reflection of the committed amount, and the actual amount paid to the DBE firm(s).

Section 1.16 Diversity Commitment and Equal Opportunity:

It is the policy of the IPTC to commit to the success of minority, women, veteran and disability-owned (MBE, WBE, VBE, DOBE) businesses in Indianapolis by promoting contracting opportunities for vendors certified by the City of Indianapolis Office of Minority and Women Business Development (OMWBD) and/or MBE, WBE, VBE businesses certified by the Indiana Department of Administration’s Division of Supplier Diversity.

For information on IPTC’s commitment to diversity and equal opportunity procurement program, please contact IndyGo’s Supplier Diversity Department at supplierdiversity@indygo.net.

mailto:supplierdiversity@indygo.net

SECTION 2 VENDOR INSTRUCTIONS

Section 2.1 Notice to Vendors:

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

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

Section 2.2 Vendor Registration with Bonfire:

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

Registration is FREE.

To Register and view this RFP Online at:

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

Section 2.3 Required Responses:

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

1) All certifications contained in the package

2) Copy of Certificate of Liability (see Section 1.10 Bonds, Insurance and Special

Requirements)

3) Project Approach (see Section 1.8 Proposal Requirements)

Section 2.4 Solicitation Written Questions/Answers:

Please submit questions regarding this solicitation at Procurement@IndyGo.net. Questions may be submitted at any time prior to the date of September 5, 2025, at 3:00pm EST. An addendum with responses to questions will be posted on September 12, 2025, by EOD, and will become part of the solicitation. Any questions submitted after 3:00pm on September 5, 2025, may not be answered and therefore will not be included in the solicitation.

Section 2.5 Limitation of Responsibility:

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

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

Section 2.6 Vendor Warrants and Sub-Vendor Restrictions:

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

Vendor warrants they will not delegate or sub-contract their responsibilities under the agreement https://indygo.bonfirehub.com/ https://indygo.bonfirehub.com/portal/?tab=openOpportunities beyond the level defined in the solicitation without the prior written permission of IPTC.

Section 2.7 Responsiveness and Responsibility Definitions:

All offers must be responsible and responsive.

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

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

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

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

Section 2.8 Taxes:

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

Section 2.9 Independent Vendor:

The successful vendor will be considered and must accept status as being that of an “Independent Vendor” to IPTC and shall recognize that they are not an employee or officer of the Corporation.

Section 2.10 Contract Required:

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

Section 2.11 Proposed Contract Exceptions:

Any exceptions to IPTC’s Services Agreement must be submitted no later than September 5, 2025, by 3:00pm EST to be considered. The submission of exceptions does not constitute acceptance by IPTC, nor does it obligate IPTC to negotiate or incorporate such exceptions into the final agreement. All submitted exceptions will be reviewed and only those expressly approved by IPTC may be incorporated into the final contract. The inclusion of any approved exceptions remains subject to further negotiation between IPTC and the awarded vendor. If an approved exception is not mutually agreed upon during contract finalization, the terms of the Services Agreement shall apply as originally stated with no further modification.

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

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

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

Section 2.12 Federal Regulations:

Federal Procurement Regulations establish certain submissions be required from any third-party contract IPTC enters into with any vendor. In order that IPTC remains compliant with the Federal Requirements of FTA Circular 4220.1F, each vendor is required to complete and submit as a part of the offer package executed certifications as defined in this section.

Section 2.13 Proposal and Contract Procedures:

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

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

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

Section 2.14 Required Certifications:

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

Section 2.15 Protest Policy

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

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

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

APPENDIX A – Uniform Specifications Standard Uniform Specifications

Item 1 WORK SHIRT (Must be available in short sleeve and long sleeve in sizes Small to 6XL) Dark-navy blue with yellow reflective striping (enhanced visibility – ANSI Class 2 compliant); 100% cotton; button down front

Item 2 CARGO WORK PANTS (Must be available in sizes Men 28W thru 54W and Women’s Size 0 thru 30) Dark-navy blue with yellow reflective striping (enhanced visibility – ANSI Class 2 compliant); 100% cotton; relaxed fit

Item 3 JACKET (Must be available for seasonal use and in sizes Small to 6XL) Dark-navy blue with yellow reflective striping (enhanced visibility – ANSI Class 2 compliant); 100% cotton outer shell; nylon quilted permanent inner lining; hip length

Fire-Retardant (FR) Uniform Specifications

Item 4 FR WORK SHIRT (Must be available in short sleeve and long sleeve in sizes Small to 6XL)

Same as Standard Uniform Specifications above, with the addition of:

All garments must be constructed from FR material that meets applicable OSHA and NFPA standards.

Item 5 FR CARGO WORK PANTS (Must be available in sizes Men 28W thru 54W and Women’s Size 0 thru 30)

Same as Standard Uniform Specifications above, with the addition of:

All garments must be constructed from FR material that meets applicable OSHA and NFPA standards.

Item 6 FR JACKET (Must be available for seasonal and year-round use and in sizes Small to 6XL)

Same as Standard Uniform Specifications above, with the addition of:

All garments must be constructed from FR material that meets applicable OSHA and NFPA standards.

APPENDIX B – IPTC Logo and Patch Example

Note: Image is not to scale.

Sample patches (employee name and logo) must be submitted by the successful vendor to IPTC Procurement for approval prior to production (post-award).

APPENDIX C – Current Locker Design

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