2-Technical Specifications.pdf

TECHNICAL SPECIFICATIONS 2026

TRANSIT PLANNING CONSULTANT SERVICES FOR THE DEVELOPMENT OF A

COORDINATED HUMAN SERVICE TRANSPORTATION PLAN (CHSTP) AND AN

INTERNAL TRANSIT SYSTEM STUDY

1. INTENT

The County of Sussex (“County”) is soliciting proposals from qualified firms (“Respondents”) to develop an updated Coordinated Human Services Transportation Plan (“CHTSP”) and to conduct a comprehensive study of transportation services of Skylands Ride.

2. PURPOSE

The purpose of this Request for Proposal is to identify and engage a qualified firm to perform two complementary planning efforts:

A. County-wide Transit System Study, evaluating transportation services and mobility needs throughout Sussex County to support the development of a CHSTP (Coordinated Human Service Transportation Plan).

B. Internal Operational Assessment of Sussex County Skylands Ride, the County’s transportation program, focusing on operational procedures, staffing capacity, and facilities.

The results from this Proposal intend to improve mobility and transportation access for seniors, individuals with disabilities, veterans, low-income populations, and other residents with mobility needs.

3. AWARD AND ADMINISTRATION OF CONTRACT

It is the County’s intention to award one (1) contract to the Respondent whose Proposal is determined to be most advantageous to the County, price and other factors considered, in accordance with the evaluation criteria contained in this Request for Proposals.

The total compensation under the resulting contract shall not exceed Two Hundred Thousand Dollars ($200,000.00), unless amended by Resolution of the Sussex County Board of County Commissioners.

The County anticipates that each report will cost approximately One Hundred Thousand Dollars ($100,000).

The contract resulting from this RFP shall be project-based and shall cover all services necessary to complete the required studies and reports.

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The Respondent’s proposed fee shall be a not-to-exceed amount that includes all labor, materials, meetings, travel, stakeholder engagement activities, data analysis, reporting, and any other services necessary to complete the Scope of Services described in this Request for Proposals. No additional compensation shall be permitted unless authorized in writing by the County through a formal contract amendment.

The successful Respondent shall not commence work until the County fully executes the Contract and the County issues a Purchase Order for the studies.

4. PROJECT OBJECTIVES

The project objectives include:

• Identify transportation gaps and unmet mobility needs across Sussex County

• Improve coordination between transportation providers and human service agencies

• Evaluate operational effectiveness of Sussex County Skylands Ride

• Identify improvements to increase efficiency and service delivery

• Ensure compliance with Federal and State transit planning requirements

• Develop a prioritized strategy for improving transportation access countywide

5. SCOPE OF SERVICES

The Respondent shall provide professional planning, analysis, and stakeholder engagement services necessary to complete the project.

The Scope of Work shall consist of two primary components.

TASK 1:

COORDINATED HUMAN SERVICES TRANSPORTATION PLAN (CHSTP)

The CHSTP shall comply with all Federal Transit Administration (FTA) requirements, including the five required elements of a Coordinated Human Services Transportation Plan, as outlined in FTA Circular 9070.1H, including the newly required element addressing Equivalent Service.

The Respondent shall assist the County in developing an update Coordinated Human Services Transportation Plan (CHSTP) consistent with Federal Transit Administration (FTA) guidance.

Data Collection and Needs Assessment

The Respondent shall collect and analyze data regarding populations with transportation needs, including:

TECHNICAL SPECIFICATIONS p. 2 of 21 o People with Disabilities o Senior Citizens o Veterans o One-car Households o Low-income Individuals

Transportation Service Inventory

The Respondent shall compile a comprehensive inventory of existing transportation services operating within the County of Sussex, including:

o Public Transit Providers o County Transportation Services o Nonprofit Transportation Providers o Private Transportation Services o Volunteer Driver Programs

Service Performance Analysis

The Respondent shall analyze service performance indicators where available, including:

o Accessible Trip Data o Fleet Accessibility o Reservation and Dispatch Procedures o Trip Denial Rates o On-time Performance o Mobility Aids Used o Service Demand Trends

Equivalent Service Analysis

The Respondent shall evaluate equivalent service in accordance with Federal Transit Administration (FTA) requirements and NJ TRANSIT guidance.

The Respondent shall collect and analyze equivalent service data from transportation providers, stakeholders, and relevant sources, including but not limited to:

o Comparability of service for individuals with disabilities o Service availability and response times o Trip denial rates and capacity constraints o Service area coverage o Accessibility of vehicles and facilities o On-time performance (OTP) o Reservation and scheduling practices

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The CHSTP shall include an evaluation of equivalent service compliance and provide recommended corrective strategies, including implementation approaches, data collection methodologies, and performance benchmarks to achieve and maintain compliance.

The Respondent shall identify any deficiencies in equivalent service and document gaps, barriers, and unmet needs.

Stakeholder Engagement

The Respondent shall develop and implement a Stakeholder Engagement Plan that includes participation from:

o Transportation Providers o Human Service Agencies o Local Governments o Advocacy Organizations o Members of the Public

Stakeholder engagement shall include meeting, surveys, and public outreach. All stakeholder engagement activities, including meetings, surveys, and public outreach, shall be included in the Respondent’s Pricing Proposal and shall not be invoiced separately or treated as additional services.

Gap Analysis

The Respondent shall analyze transportation services and identify:

o Unmet Transportation Needs o Geographic Service Gaps o Barriers to Mobility o Opportunities for Coordination Between Providers

Strategy Development

The Respondent shall develop a prioritized strategy to improve transportation access across Sussex County:

o Service Improvements o Technology Integration o Coordination Initiatives o Policy Recommendations o Funding Opportunities

Project Timeline

Respondents shall propose a project schedule consistent with NJ TRANSIT planning requirements and the anticipated project milestones outlined below.

The Final Coordinated Human Services Transportation Plan (CHSTP) must be submitted to NJ TRANSIT by September 2027. Accordingly, the Respondent shall structure the project

TECHNICAL SPECIFICATIONS p. 4 of 21 schedule to ensure timely completion of all interim milestones, including draft preparation, stakeholder engagement, and public comment.

At a minimum, the project schedule shall include the following target milestones:

o Project Kickoff Meeting – Upon Contract Award o Stakeholder Engagement Plan Finalized – Q4 2026 o Data Collection and Demographic / Needs Assessment Completed – Q1 2027 o Draft CHSTP Completed – April 2027 o Public Comment Period – April through June 2027 o Final CHSTP Delivered to County – July 2027 o Final CHSTP Submission to NJ TRANSIT – No later than September 2027

The Respondent shall incorporate all County feedback and public input into the Final CHSTP and account for review periods and revisions in their proposed schedule to ensure compliance with NJ TRANSIT requirements.

Task 1 activities shall be coordinated with Task 2 to ensure that data collection, stakeholder engagement, and operational findings are not duplicated and are fully integrated into the

CHSTP.

The Respondent shall utilize the results of the Internal Operational Assessment to inform the CHSTP, including the identification of service gaps, operational deficiencies, and recommended improvements.

Project Deliverables

Deliverables shall include:

A. Project Management Plan o Project Scope and Objectives o Detailed Project Schedule and Milestones consistent with NJ Transit Timelines o Roles and Responsibilities of Project Team Members o Communication Protocols and Reporting Structure o Quality Control and Deliverable Review Procedures

B. Stakeholder Engagement Plan o Identification of Stakeholders, Including Transportation Providers, Human

Service Agencies, Local Governments, Advocacy Groups, and the Public o Strategy for Engaging Seniors, Individuals with Disabilities, Veterans, and Low-

Income Populations o Schedule of Stakeholder Meetings and Outreach Activities o Methods of Engagement (Public Meetings, Surveys, Interviews, Focus Groups, etc.)

TECHNICAL SPECIFICATIONS p. 5 of 21 o Plan for Ongoing Coordination and Future Stakeholder Engagement Beyond Project Completion

C. Transit Service Inventory o Public, County, Nonprofit, Private, and Volunteer Transportation Providers o Service Areas and Geographic Coverage o Types of Services Provided (Fixe Route, Demand Response, Paratransit, etc.)

o Hours of Operation and Eligibility Requirements o Fleet Characteristics, Including Accessibility Features o Coordination Efforts Between Providers

D. Demographic and Needs Assessment o Analysis of Populations with Transportation Needs, Including:

Individuals with Disabilities Senior Citizens Veterans One-Car Households Low-Income Individuals o Population Trends and Geographic Distribution o Identification of Transportation Barriers and Unmet Mobility Needs o Analysis of Travel Patterns and Demand for Services

E. Draft CHSTP Plan o Summary of Existing Conditions and Transportation Services o Demographic and Needs Assessment Findings o Stakeholder Engagement Summary o Transit Service Inventory o Gap Analysis Identifying Unmet Needs and Service Deficiencies o Equivalent Service Analysis, Including Evaluation of Accessibility and

Comparability of Services o Preliminary Strategies and Recommendations for Improving Mobility and

Coordination o Performance Measures and Implementation Framework

F. Documentation of Public Engagement o Dates, Locations, and Formats of all Stakeholder and Public Meetings o Copies of Public Notices, Advertisements, and Outreach Materials o Summary of Stakeholder and Public Comments Received o Documentation of how Public Input was Considered and Incorporated into the

CHSTP

o Evidence that the Draft CHSTP was Made Available for Public Review and

Comment Prior to Finalization o Documentation Demonstrating Compliance with NJ Transit Public Involvement

Requirements, Including Evidence that the Draft CHSTP was Presented for Public Review Prior to Final Approval

G. Final CHSTP Plan o Goals, Strategies, and Prioritized Recommendations o Implementation Plan with Timelines and Responsible Parties

TECHNICAL SPECIFICATIONS p. 6 of 21 o Performance Metrics for Monitoring Progress o Finalized Gap Analysis and Strategies for Addressing Unmet Needs o Equivalent Service Compliance Plan, Including Corrective Actions if Deficiencies are Identified o Summary of Public Engagement and Responses to Comment o Documentation of Coordination Among Stakeholders and Service Providers

The Final CHSTP shall meet all requirements of NJ TRANSIT and the Federal Transit Administration, including the five required elements of a Coordinated Human Services Transportation Plan.

All deliverables shall be subject to review and approval by the County and NJ TRANSIT, and must meet all applicable state and federal requirements to be considered complete.

END OF TASK 1

Task 2:

INTERNAL OPERATIONAL ASSESMENT OF SUSSEX COUNTY SKYLANDS RIDE

The Respondent shall conduct a comprehensive review of the County’s Skylands Ride program.

Processes and Procedures

The Respondent shall evaluate internal operational workflows including:

o Scheduling and Dispatch Procedures o Routing Practices o Service Delivery Operations o Customer Service Procedures o Safety and Training Policies o Data Collection and Performance Monitoring Practices

The Respondent shall identify operational inefficiencies and opportunities for process improvements or automation.

Staffing and Workforce Capacity

The Respondent shall evaluate:

o Organizational Structure o Staffing Levels Relative to Service Demand o Recruitment and Retention Challenges o Communication and Supervisory Oversight o Workforce Development Needs Including: Technology Training and ADA Compliance

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Facilities and Physical Assets

The Respondent shall evaluate the condition and adequacy of transit-related facilities including:

o Vehicle Garages and Maintenance Areas o Administrative Offices o Passenger Facilities o Storage Areas and Operational Infrastructure

The evaluation shall determine whether facilities adequately support current and future transit operations.

Operational Improvement Recommendations

The Respondent shall develop recommendations to improve:

o Operational Efficiency o Service Reliability o Workforce Capacity o Facility Utilization o Customer Experience

Project Timeline

The Respondent shall complete the Internal Operational Assessment of the Sussex County Skylands Ride program in coordination with and in support of the Coordinated Human Services Transportation Plan (CHSTP).

Task 2 activities shall be integrated with Task 1 to ensure that data collection, operational findings, and stakeholder input are shared across both efforts and used to inform CHSTP development.

Respondents shall propose a project schedule consistent with the milestones outlined below, while maintaining the overall project objectives.

At a minimum, the project schedule shall include the following target milestones:

o Project Kickoff Meeting – Upon Contract Award o Operational Review and Data Collection (coordinated with CHSTP data collection) – Q2 to Q3 2026 o Staffing and Organizational Assessment – Q3 2026 o Facility and Asset Evaluation – Q3 2026 o Draft Internal Operational Assessment Report – October 2026

TECHNICAL SPECIFICATIONS p. 8 of 21 o Final Internal Operational Assessment Report – No later than December 2026

Findings from Task 2 shall be incorporated into Task 1, including but not limited to the CHSTP gap analysis, strategy development, and service improvement recommendations.

Project Deliverables:

Deliverables for Task 2 shall include:

o Project Management Documentation o Project Kickoff Materials o Project Schedule and Coordination Updates o Progress Reports and Meeting Summaries o Operational Process Review & Data Collection Summary o Documentation of Existing Operational Workflows, Including Scheduling, Dispatch, Routing, and Service Delivery o Summary of Data Collection and Operational Practices o Identification of Process Inefficiencies o Staffing & Workforce Capacity Analytics o Evaluation of Organizational Structure and Staffing Levels o Assessment of Staffing Relative to Service Demand o Identification of Workforce Gaps, Training Needs, and Operational Constraints o Facilities & Physical Asset Evaluation o Assessment of Vehicle Garages, Maintenance Areas, Administrative Offices, and Storage Facilities o Evaluation of Adequacy of Facilities to Support Current and Future Operations o Identification of Best Practices and Performance Benchmarks o Operational Benchmarking Analysis o Comparison of Skylands Ride Operations to Industry Standards and Peer

Systems o Identification of Best Practices and Performance Benchmarks o Findings & Operational Improvement Recommendations o Summary of Key Findings Across All Evaluation Areas o Recommendations to Improve Operational Efficiency, Service Delivery, Workforce Capacity, and Client Experience o Draft Internal Operational Assessment Report o Comprehensive Draft Report Including All Findings, Analysis, and Recommendations o Submitted for County Review and Comment o Final Transit System Study Report o Final Report Incorporating County Feedback o Includes all Findings, Recommendations, and Implementation Strategies o Suitable for Use in Planning, Funding, and Operational Decision-Making

END OF TASK 2

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6. PROPOSAL SUBMISSION REQUIREMENTS

Proposals shall include the following information:

o Firm Background and Qualifications o Understanding of the Project o Relevant Experience with Transit Planning or CHSTP Development o Proposed Project Team and Resumes o Project Approach and Methodology o Project Schedule o Fee Proposal o Minimum of Three (3) References for Similar Projects

7. EVALUATION CRITERIA

A committee comprised of County staff will evaluate and rank all proposals, which comply with the above referenced requirements as outlined below. Proposals from Consultants that do not provide the above requirements may neither be ranked nor considered for award.

As part of the RFP selection process the County reserves the right to solicit clarifications or additional information, which may take the form of requests for additional documentation, phone calls, in-person presentations, etc.

The following criteria shall be used in evaluating the proposals:

CR ITERIA POINTS

RELEVANT TRANSIT

PLANNING EXPERIENCE

PROJECT APPROACH AND

METHODOLOGY

PROJECT TEAM

QUALIFICATIONS

COST PROPOSAL 15

TOTAL POSSIBLE POINTS 100

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8. CONTRACT TERM

The Contract resulting from this Request for Proposals shall commence upon issuance of a Contract Award and Purchase Order and shall remain in effect until completion and acceptance of all required deliverables.

9. GRANT FUNDING AND COMPLIANCE REQUIREMENTS

This project is anticipated to be funded in whole or in part through federal, state, or other grant funding sources.

The successful Respondent shall comply with all applicable federal, state, and local laws, regulations, requirements, and grant program guidelines associated with the funding source, including any administrative, reporting, documentation, and compliance requirements that may be imposed by the funding agency.

The Respondent shall perform all services in accordance with all applicable requirements governing grant-funded projects and shall cooperate with the County in providing any documentation or information necessary to ensure compliance with applicable funding requirements.

The County reserves the right to incorporate additional grant compliance provisions into the final agreement as required by the funding source(s).

Failure to comply with applicable grant requirements may result in suspension, termination, or other remedies available under the contract or applicable law.

10. RESPONDENT’S INSURANCE REQUIREMENTS:

The respondent shall procure and maintain, at its own expense, the following minimum levels of insurance:

The respondent shall continuously maintain insurance, including professional liability or other security for adequate protection for all work from liability and shall protect the County for damages, liability or loss arising in connection with the contract. The respondent shall ensure coverage for damages, liability or loss arising in connection with the contract and services:

• WORKER'S COMPENSATION AND EMPLOYER'S LIABILITY INSURANCE with limits of not less than $1,000,000.00 shall be maintained in full force during the life of this contract by the respondent covering all employees engaged in performance of this contract pursuant to N.J.S.A. 34:15-12(a) and N.J.A.C. 12-235-1.6.

• GENERAL LIABILITY INSURANCE with limits of not less than $1,000,000.00 for Bodily Injury and Property Damage Liability each occurrence and $3,000,000.00 General Aggregate shall be maintained in full force during the life of the contract

TECHNICAL SPECIFICATIONS p. 11 of 21 by the respondent. The policy shall include respondent's protective liability insurance (also known as contingent liability insurance) with the same limits. In the event more than one insured is named in the policy, a CROSSLIABILITY endorsement shall be included which provides that the employees of each of the named insureds be not excluded under the policy as respect to claims that are made against other named insured.

• AUTOMOBILE LIABILITY INSURANCE with limits of not less than $3,000,000.00 Liability and Property Damage Liability Combined Single Limit, $1,000,000.00 Uninsured Motorist and Underinsured Motorist, $3,000,000.00 Owned, Hired and Non-owned Automobile, shall be maintained in full force during the life of this contract by the respondent.

• PROFESSIONAL LIABILITY INSURANCE with the limits of not less than $2,000,000.00maintained in full force during the life of the contract by the respondent.

• The insurance policies shall be provided by insurance companies authorized to do business in the State of New Jersey.

All insurance required herein shall be maintained in full force and effect during the term of the successful Respondent’s Contract with the County and shall constitute primary coverage over any other applicable insurance.

The successful Respondent shall furnish a Certificate or Certificates of Insurance in compliance with these requirements and a certified copy of each policy to the County, including the provisions establishing premiums. All insurance policies required hereunder shall include an endorsement naming the County and its officers, agents, engineer, attorney, employees, and servants as additional insured’s, which insurance shall provide primary and non-contributory insurance coverage to the County, its agents, etc. In addition, the additional insurance shall include but not be limited to coverage for the additional insured for bodily or personal injury, property damage or other loss for which the respondent’s insurance policy provides coverage for the respondent’s work and for coverage which is included in the respondent’s “products-completed operations hazard” coverage. An endorsement shall be provided that the policies shall not be changed or canceled prior to thirty (30) days after written notice has been provided by the insurance carrier directly to the County.

During the term of its Contract with the County, the successful Respondent shall be obligated to renew each and every insurance policy which may expire. In cases where a required insurance policy is cancelled or terminated during its term, the successful Respondent shall immediately procure insurance to replace such policy(ies) and shall immediately provide all insurance information required by the County as proof that the cancelled or terminated policy has been restored or replaced. In the event the successful Respondent fails or refuses to renew its insurance policies, or the coverage is canceled, terminated, or modified so that the insurance does not meet the requirements of the

TECHNICAL SPECIFICATIONS p. 12 of 21 successful Respondent’s Contract with the County, such failure shall constitute default of the successful Respondent’s Contract with the County.

Insurance coverage having policy limits in the amounts required by the County shall not be construed to relieve the Respondent from liability in excess of such coverage, nor shall it preclude the County from taking such other actions as are available to it under the provisions of this Contract or otherwise in the law.

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The following document is provided for reference and informational purposes only.

• NJ TRANSIT – Coordinated Human Services Transportation Plan (CHSTP) Project Outline (2026)

This document outlines NJ TRANSIT expectations, milestones, and requirements associated with CHSTP development. Respondents shall be responsible for complying with all applicable NJ TRANSIT and Federal Transit Administration (FTA) requirements regardless of whether such requirements are explicitly stated within this Request for Proposals.

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FOR INFORMATIONAL PURPOSES ONLY

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