2025-001 RFP.docx

REQUEST FOR PROPOSAL

COVER SHEET

STEVENS POINT – TRANSFER CENTER INITIATIVE

SOLICITATION NUMBER - 2025-001

THIS SOLICITATION CLOSES ON - June 13, 2025, 3:00 p.m. Central Time Proposals must be submitted by this date and time. Late proposals or offers will not be accepted.

SUBMIT PROPOSALS/OFFERS TO:

Central Transportation

FOR INFORMATION ON THIS PROCUREMENT, CONTACT:

Talin Scheuermann, Transportation Superintendent 715-342-4823 tscheuermann@stevenspoint.com

ITEMS OR SERVICES TO BE PURCHASED:

Planning and Preliminary Design Services for the Downtown Transfer Center, including Feasibility Infortmaion and Conceptual Design Plans.

SIGNIFICANT EVENTS/DATES

There will not be a public opening for this RFP

SUBMITTING THE PROPOSAL

Offerors must submit proposals via one of the following method(s):

One original (identified as such) paper copy by mail:

Central Transportation 2700 Week Street Stevens Point, WI 54482

Identify the outside of the proposal as “Transfer Center Initiative” Include the pricing proposal in a separate sealed envelope identified as “Pricing Proposal.”

One original (identified as such) Email Submission:

tscheuermann@stevenspoint.com cc: tcarroll@stevenspoint.com

Identify the outside of the proposal as “Transfer Center Initiative” Include the pricing proposal in a separate sealed envelope identified as “Pricing Proposal.”

Must include all required documents, properly named and organized, Multiple emails are allowed if the file size is too large.

Contents

APPENDIX A - PRICING PROPOSAL (EXCEL)

APPENDIX B - PROPOSAL SIGNATURE PAGE

APPENDIX C – AFFIDAVIT OF NON-COLLUSION

APPENDIX D – PROPOSER INFORMATION

APPENDIX E – REFERENCES

APPENDIX F – DESIGNATION OF CONFIDENTIAL AND PROPRIETARY INFORMATION

APPENDIX G – STANDARD TERMS & CONDITIONS (DOA-3054 (R08/2016))

APPENDIX H - SUPPLEMENTAL STANDARD TERMS AND CONDITIONS FOR PROCUREMENTS FOR SERVICES (DOA-3681 (R01/2022))

APPENDIX I - FEDERAL CLAUSES FOR FEDERAL CONTRACTS (SEPARATE DOCUMENT)

APPENDIX J – BIDDERS LIST (SEPARATE DOCUMENT)

APPENDIX K – RECORD KEEPING

Definitions For the purposes of this Request for Proposal and resulting Contract(s), the following definitions of terms shall apply, unless otherwise indicated.

Talin Scheuermann, Transportation Superintendent

Talin Scheuermann, Transportation Superintendent

1.0 PRE-PROPOSAL CONFERENCE

Central Transportation will not be hosting a pre-proposal conference.

2.0 General Information

2.1 General Description

The City of Stevens Point is seeking planning and preliminary design services for a new Downtown Transfer Center to support its Central Transportation system. The selected vendor will be expected to study the current transfer operations located in downtown Stevens Point (specifically the 1200 block of Main Street), with a focus on identifying limitations of the existing site, evaluating potential alternatives, and supporting long-term mobility needs for the community.

Stevens Point is a central hub for transit service in Portage County, serving a diverse population that includes university students, seniors, commuters, and individuals with disabilities. The current downtown transfer area lacks a dedicated climate-controlled facility, and riders are exposed to harsh weather conditions and limited amenities. Key concerns include pedestrian safety, connectivity to local destinations, accessibility, and traffic flow challenges.

Vendors will be expected to evaluate the feasibility of locating a new transfer facility in the downtown core, taking into consideration current and projected ridership patterns, land use compatibility, and opportunities for multimodal integration (e.g., pedestrian, bicycle, taxi/rideshare access). The project will also support broader community goals, including downtown revitalization, sustainability, and improved mobility for all residents.

2.2 Contract Term

One (1) contract will be awarded. The Contract which will cover a one-year period. The contract will contain no optional renewals.

Supplier must not invoice agency for any costs accrued prior to this contract start date.

Any Contract resulting from this solicitation shall not be, in whole or in part, subcontracted, assigned or otherwise transferred to any other Supplier without prior written approval from the Agency.

2.3 Number of Contracts

It is the intention of the agency to award One supplier for the Services required in this solicitation.

2.4 Federal Participation

This procurement is subsidized with state and federal transit operating funds. Federal grant monies of $80,000.00 fund this contract, in whole or in part Section 5304. Applicable Federal clauses are set forth in Appendix I of the solicitation.

2.5 Contractor Selection

The Municipality reserves the right to award a contract to a Vendor without clarifications, discussions, or negotiations following an evaluation of which Vendor is determined to be the highest scoring (technical factors and price considered) based on the factors discussed below. As such, Vendors should always submit their best technical and price proposal from the onset.

1. Professional Competence - The extent to which the firm's proposal is complete and demonstrates a thorough understanding of the solicitation/contract requirements. This includes elements such as its personnel program (hiring/firing/retention), drug and alcohol program, handling of complaints, operations plan, and maintenance program.

2. Capacity - The extent to which the firm’s proposal demonstrates that it has the financial resources, skilled personnel, equipment, software, and facilities to perform the scope of work. This includes elements such as its financial capability, any leasing or financing agreements, personnel (key personnel, dispatchers, drivers, etc.), fleet size and description, and record-keeping ability.

3. Experience - The extent to which the firm’s proposal demonstrates successful current and past experience in performing similar work, including the level of achieved client satisfaction.

4. Price - The competitiveness of the Vendor’s prices.

2.6 Contract Term Price Options

Proposers must price 1 base year contract prices at the time of proposal submission in order to be considered for award. The pricing proposal submitted by the successful Proposer will be incorporated in the resultant contract as the contract’s Pricing Schedule.

This is a firm-fixed price contract for a base period of one (1) year with no option periods.

The competitiveness of the offered prices will be based on the total price of the sum of Section A.

2.7 Contract Modifications

The resulting Contract must only be used to purchase services within the scope and intent of the original Request for Proposal. Any modifications made to the resulting Contract must fall within the scope of the Proposal.

All modifications must be made in writing and signed by both parties.

2.8 Completeness and Validity of Offers

Vendors must complete and submit all required forms with their Proposals. This includes the “Affidavit of Non-Collusion” which Vendors must submit with their pricing proposal.

Vendors must acknowledge receipt of any solicitation amendments. Offers must remain valid for a minimum of 90 days after Proposals are submitted.

2.9 Correspondence Related to the Solicitation

Questions, noted errors, discrepancies, ambiguities, exceptions, additions, or deficiencies noted in this solicitation must be submitted by e-mail to the identified Procurement Administrator prior to the specified solicitation closing date.

Any changes in the solicitation (including specification) will be made by amendment issued to all Vendors.

2.10 Reasonable Accommodations

The Agency can provide reasonable accommodations, including the provision of informational material in an alternative format for qualified individuals with disabilities upon request. If a Vendor needs accommodations at the outset of this solicitation process, please contact the Procurement Manager.

2.11 Wisconsin Public Records Law

WisDOT and all records it retains are subject to Wisconsin Public Records law, sec. 19.31, et seq, Wis. Stats. WisDOT will advise proposer request for records it has designated as proprietary or confidential. All records shall be retained in a safe and secure place for a period of four (4) years after the end of the final contract year.

2.12 Federal Public Records Law

The Supplier must maintain the following records which will be available to the Wisconsin Department of Transportation for inspection upon demand. All records, whether handwritten or electronic, must be accurate, organized, and legible. All records shall be retained in a safe and secure place for a period of four (4) years after the end of the final contract year and the grant has been closed.

2.13 Order of Precedence

In the event of contract award, the contents of this RFP (including all attachments), RFP addenda and revisions, the bid response from the successful bidder, and additional terms agreed to, in writing, by WisDOT and Contractor shall become part of the contract.

The following priority for contract documents will be used if there are conflicts or disputes:

1. The Contract Document

2. Official Purchase Order

3. Proposal response as accepted by The Agency

4. The Agency’s Published Request for Proposals

3.0 PROPOSAL SCHEDULE

Central Transportation intends to adhere to a schedule in procuring these services. The schedule below is provided for informational purposes, may be affected by unforeseen circumstances, and is subject to change.

Listed below are dates and times of actions related to this solicitation. The events with specific dates must be completed as indicated unless otherwise amended. In the event that the Agency finds it necessary to change any of the specific dates and times in the calendar of events listed below, it will do so by issuing an amendment to this solicitation. There may or may not be a formal notification issued for changes in the estimated dates and times.

At the time of issuance, the procurement schedule shall be as follows:

4.0 GENERAL PROPOSAL SUBMISSION REQUIREMENTS

Proposals which do not comply with the format set forth below may be rejected without further consideration. These restrictions are not intended to hamper proposal preparation but to provide uniformity in evaluating responses to this RFP.

A. Corporations, individuals, or other organizations interested in providing service should so indicate by answering all questions included throughout this RFP. Vendors must respond to any questions and forms included throughout this RFP.

B. The completeness and responsiveness to the RFP’s stated requirements (Scope of Work), questions, tables, and forms will be used in evaluating Proposals in accordance with solicitation’s evaluation factors and the assigned weights for such factors. For Proposals to remain eligible, all information provided must be true and accurate and reasonably verifiable.

C. Proposals received after the due date and time will be considered late Proposals and will not be accepted. Reliance upon public carriers for delivery of Proposals is at the Offeror’s risk. Proposals submitted via fax will not be accepted.

D. The pricing proposal must be submitted on the form shown in Appendix A, and must be signed by an individual authorized to contractually obligate the Offeror. The provided pricing sheet should not be modified or altered to present different or additional information than what the form is asking for.

E. The pricing proposal (Appendix A) shall be placed in a separately sealed envelope and its contents not disclosed or revealed elsewhere within the submitted RFP package. The pricing proposal (Appendix A) shall depict the fixed hourly rate(s) to be used for the duration of the contract. The hourly rate shall cover all operating and administrative costs of performing the service.

5.0 Proposal Format

5.1 Proposal Format

Each proposal shall include complete and detailed written responses to the items outlined below. Each Offeror’s response will be evaluated in accordance with the criteria stated in Part V of this RFP.

Proposals may be submitted either electronically (via email) or in hard copy. All proposals must be typewritten using a 12-point font (as used in this RFP) and formatted for standard 8 1/2" x 11" pages.

For hard copy submissions, proposals should be placed in a three-ring binder and include a cover letter on the Vendor’s letterhead. For electronic submissions, proposals should be submitted as a single PDF file with the cover letter included as the first page.

All proposals must be clearly organized to address each of the elements listed in Part V, Paragraph B, and should follow the same order as presented therein.

5.2 Cover Letter

The Cover Letter must specifically state that the information contained in the Offeror’s proposal is accurate and complete as of the date of submission; that the information is true and reasonably verifiable as of the date of submission; and that the Offeror is willing to comply with all stated contractual requirements.

6.0 Contract Deliverables

The City of Stevens Point – Central Transportation (hereinafter referred to as the Agency) is soliciting Proposals from qualified professional firms (also referred to as Offeror or Contractor) to provide planning and preliminary design services for a Downtown Transfer Center.

All deliverables in this section are considered the minimum required for the services outlined. These deliverables must be completed at no additional cost beyond the pricing provided in the Proposal. Failure to meet any of the minimum requirements may result in disqualification. If no Vendor is able to meet all specifications, the Agency reserves the right to continue evaluating Proposals and select the one that best meets the overall intent of the project.

Before awarding a Contract, the Agency must be satisfied that the Vendor has sufficient qualified staff and resources to perform the work. It is the Vendor’s responsibility to provide documentation demonstrating these qualifications as part of their Proposal. It is the Vendor’s responsibility to provide documentation demonstrating these qualifications as part of their Proposal.

6.1 Minimum Qualifications

IMPORTANT – EACH OFFEROR MUST DEMONSTRATE IN ITS PROPOSAL THAT IT MEETS ALL OF THE MINIMUM QUALIFICATIONS SET FORTH BELOW AS OF THE DATE THAT IT SUBMITS ITS OFFER. OFFERORS THAT DO NOT CONFORM TO THESE REQUIREMENTS WILL NOT BE CONSIDERED.

This RFP is to obtain the professional services of a qualified licensed, registered, or certified firm to provide a transfer center plan.

A. To be considered for award, your company must have at least three (3) years prior organizational history for Professional Services by a person licensed, registered, or certified.

B. The vendor must possess creativity and have experience with transportation and facility design. The vendor is responsible for submitting appropriate qualifications.

C. The vendor must possess creativity and have experience with transportation and building planning and initiatives. The vendor is responsible for submitting appropriate qualifications.

6.2 Scope of General Services Required

Central Transportation (CT) is a coordinated City and County public transportation system serving Central Wisconsin. We currently operate five fixed routes that meet and transfer at our downtown transfer center once or twice per hour. Services operate Monday through Friday, generally between 6:30 a.m. and 6:30 p.m. CT also partners with the University of Wisconsin–Stevens Point (UWSP) to provide public transportation on campus and contracts with the surrounding communities of Plover and Whiting.

CT is seeking professional planning and preliminary design services to develop a plan for a new transfer center. The new facility must accommodate our existing five fixed routes, with flexibility to support future route expansions. The transfer center should be thoughtfully integrated into the character and aesthetics of downtown Stevens Point, enhancing the city's infrastructure, supporting the local economy, and improving mobility for residents and visitors.

6.3 PERFORMANCE REQUIREMENTS

The contractor will be responsible for completing the following tasks:

· Existing Conditions Review - Evaluate the current downtown transfer location, including operational challenges, site limitations, and opportunities for improvement.

· Stakeholder Engagement- Coordinate with Central Transportation, City staff, and key stakeholders to gather input and help shape project goals and priorities.

· Conceptual Site Design and Cost Estimate - Develop a preliminary site layout that supports current and future transit needs, and provide a high-level cost estimate for construction and infrastructure improvements.

· Final Report and Presentation- Submit a summary report of findings and recommendations and deliver a final in-person presentation to Central Transportation and project stakeholders.

6.4 Estimated Number of Hours

A. The estimated number of hours to complete this project is: 500 hours Firms should base their pricing on completing the required deliverables within this estimated range of hours. The Agency does not guarantee to purchase any specific quantity, or pay any minimum Contract price during the term of the Contract.

6.5 Contract Award Document

A. Pursuant to the intent of this solicitation, made applicable and part to the resultant contract are all parts found within this RFP.

B. Specifically, the resultant contract must include from this RFP all specified terms and conditions found in the RFP and all appendix documents.

C. The Municipality will add to the above a cover page listing the parties entering into the contract agreement per this RFP along with a signature page to be signed by the authorized binding individuals from both parties.

6.6 Contract Administration

A. The Contractor shall submit contract-required data and reports, including complaint reports, within specified times frames to Talin Scheuermann

Transportation Superintendent tscheuermann@stevenspoint.com

715-342-4823

6.7 Termination of Agreement

The Municipality shall have the unilateral right to terminate the Agreement upon ninety (90) days written notice to the Contractor. The Contractor shall have the right to terminate the Agreement upon one hundred twenty (120) days written notice to the Municipality.

6.8 End of Contract Transition

In the face of an impending contract expiration or termination and in recognizing that unforeseen circumstances may arise in the placement of a successor contract, as well as the importance of providing continued service/goods with minimal interruption in services to the community, the Contractor agrees to:

A. Fully cooperate in ensuring an orderly transition of services during the transition to a successor contractor.

B. Extend the contract period on a month-to-month basis at the then current contract prices for a period not to exceed 90 days in order to allow the Municipality sufficient time to place a successor contract. Such extension shall only be authorized by the Procurement Administrator with prior approval from WisDOT and shall be evidenced by a bilateral (signed by both parties) contract modification for each 30-day extension, not to exceed a total of 90 days.

Prior to final contract expiration or termination, provide the Municipality with a complete and accurate inventory, including asset condition report, of assets leased from the Municipality which will be returned to the Municipality or may subsequently be leased by any successor contractor.

6.9 Insurance Requirements

Every contractor and all parties furnishing services or products or any of its subsidiary companies must provide the agency with evidence of the following minimum insurance requirements. In no way do these minimum requirements limit the liability assumed elsewhere in the contract. All parties shall, at their sole expense, maintain the following insurance:

1. Commercial General Liability Insurance including contractual coverage:

The limits of this insurance for bodily injury and property damage.

Combined shall be at least:

B. Business Automobile Liability Insurance:

Should the performance of this Agreement involve the use of automobiles, Contractor shall provide comprehensive automobile insurance covering the ownership, operation and maintenance of all owned, non-owned and hired motor vehicles. Contractor shall maintain limits of at least $1,000,000 per accident for bodily injury and property damage combined.

D. Employers Liability Insurance:

Such insurance shall provide limits of not less than $500,000 policy limit.

E. Excess/Umbrella Liability Insurance:

Such insurance shall provide additional limits of not less than $5,000,000 per occurrence in excess of the limits stated in (A.), (B.), and (D.) above.

Additional Requirements:

F. Contractor shall require the same minimum insurance requirements, as listed above, of all its contractors, and subcontractors, and these contractors, and subcontractors shall also comply with the additional requirements listed below.

G. The insurance specified in (A), (B), and (E) above shall:

0. Name the agency including its directors, officers, employees and agents as additional insureds by endorsement to the policies; and,

0. Provide that such insurance is primary coverage with respect to all insureds and additional insureds.

H. The above insurance coverages may be obtained through any combination of primary and excess or umbrella liability insurance. The Agency may require higher limits or other types of insurance coverage(s) as necessary and appropriate under the applicable purchase order.

1. Except where prohibited by law, all insurance policies shall contain provisions that the insurance companies waive the rights of recovery or subrogation, by endorsement to the insurance policies, against the agency, its subsidiaries, its agents, servants, invitees, employees, co-lessees, co-venturers, affiliated companies, contractors, subcontractors and their insurers.

J. Contractor shall provide certificates and endorsements evidencing the coverages, limits and provisions specified above upon request or at the execution of the contract and thereafter upon the renewal of any of the policies. Contractor shall require all insurers to provide WisDOT with a thirty (30) day advanced written notice of any cancellation, nonrenewal or material change in any of the policies maintained in accordance with this Agreement. Coverage must be placed with carriers with an A. M. Best rating of A- 10 or better.

7.0 Proposal Content

Proposals must include the information listed below in the same order as listed below. Each Offeror's response to these items will be evaluated in accordance with the criteria stated in Section 8 of this RFP. Additional data, exhibits, and explanations may be included should the Offeror deem them important to the evaluation of its proposal.

Information Pertinent to the Offeror and Offeror’s Proposal. The proposal must include the following information:

7.1 Offeror Identification

Provide the Offeror’s name, business address, telephone number, facsimile number, e-mail address.

7.2 Offeror’s Legal Status

Identify the Offeror’s business type (e.g., whether the organization is a sole proprietor; for-profit corporation or joint venture corporation; for-profit partnership; non-profit; public agency; or other type (identify), etc.).

7.3 Chief Executive or Administrator of the Organization

Provide the name and contact information for this individual.

7.4 Offeror’s Authorized Representative

Provide the name and contact information for the individual authorized to represent the Offeror in discussions or negotiations, acknowledge amendments, and/or otherwise commit the Offeror.

7.5 Offeror’s Business Function

Describe the major business function(s) or activities of the organization.

7.6 Minimum Qualifications

The Minimum Qualifications located in Section 6.1 will be used to determine eligibility to continue to the evaluation phase of this procurement. Restate each minimum qualification and provide a synopsis of how the Offeror meets those minimum qualifications.

7.7 Service Background

Provide information for transportation services which the Offeror currently provides under other contracts or service agreements.

7.8 Service History

Provide information about your service history, background, and experience. Make sure to include:

a. Key team members who worked on similar projects and their qualifications.

b. Technical and managerial experience with projects similar in scope and nature.

c. Design team's knowledge and experience of public projects.

7.9 Solutions Requirement

Please describe how your organization will provide services outline in section 6.2 and 6.3 of this RFP.

· Include a clear and concise understanding of the project work to be completed.

· Include an estimated project completion date.

· The proposal may include any information that is believed to be relevant.

7.10 References

Using Appendix E - REFERENCES, provide the names of any agencies for which the Offeror has provided contract services over the past three (3) years. These agencies will be queried for references in order to ascertain the Offeror’s past performance history.

7.11 Key Personnel

Identify the organization’s key individuals who will be responsible for day-to-day management of any contract resulting from this solicitation and synopsize their background or experience in delivering the type of services required to support and/or perform any contract resulting from this solicitation.

Provide a resume for each “key” individual. Note that the replacement of any individual identified as “key personnel” requires the notice to the Municipality and its prior approval.

7.12 Volunteer Staff

Identify if any volunteer staff will be used in the performance of a contract awarded as a result of this solicitation. Specifically, identify their names, positions, responsibilities, and number of volunteer hours expected to be recorded during each of the contract’s base and option years.

Note that the Municipality must be notified in the event of changes in volunteer staff otherwise dedicated to a contract awarded under this solicitation.

7.13 Paid Staff

Specifically discuss or describe:

A. How many full-time employees are currently on staff;

B. How many part-time employees are currently on staff; and C. The minimum hiring criteria for drivers and how compliance is checked.

7.14 Financial Stability Documentation

A. Financial Statement. In order to determine the Offeror’s financial capability, the Offeror must attach a copy of its most recent annual audited financial statement. The Statement must be dated no later than one year from proposal due date.

B. Liens and Judgments. Provide any documentation and explain any past, current, or pending liens, judgments, or lawsuits against property owned by or otherwise concerning the Offeror and any existing legal suits (pending) against the Offeror which may potentially impact the Offeror’s capability to provide the required contract services solicited by this RFP.

7.15 Record-Keeping

Briefly describe the Offeror’s record-keeping capabilities as they relate to the provision of Transportation Service (if not already noted elsewhere in this proposal) in Appendix L – Record Keeping

7.16 Vendor Meetings

The vendor is to meet with the building committee at minimum of three (3) times and submit, in person, a final report to Central Transportation.

Please confirm your company, if awarded, will meet with Central Transportation at least 3 times and submit a final report.

7.17 Pricing Proposal

Provide your best pricing on Pricing Proposal Excel Document. Vendors must submit costs for each deliverable. The total cost provided must be all inclusive to carry out the services included in this RFP, in accordance with the terms and conditions of this RFP. Please sign and date Pricing proposal.

7.18 BIDDERS List – Appendix J

Each proposal must include a completed Bidders List (see Appendix J) which consists of all firms that are participating or attempting to participate, on DOT-assisted projects.

For every firm, the following information must be included: (1) Firm name, (2) Firm address, (3) Firm’s status as a DBE or non-DBE, (4) The age of the firm, (5) The annual gross receipts of the firm. The list must include all sub-consultants contacting the proposer/offeror expressing an interest in participating in the proposal.

7.19 Federal Clauses for Federal Contracts – Appendix I

Vendor must review and sign the federal clauses. At time of submission, vendor must submit a signed copy of the federal clauses. PROPOSALS received without signed federal clauses will not be accepted and will automatically be disqualified from further consideration.

8.0 Evaluation and award process

8.1 Evaluation Committee

The proposal evaluation committee consists of members who have been selected because of their special expertise and knowledge of the service(s) that are the subject of this RFP. Offerors shall not contact members of the evaluation committee.

Violation of the “no contact” rule could result in the Offeror’s disqualification from further consideration for award.

8.2 Preliminary Evaluation

Proposals will be initially reviewed to determine if minimum and mandatory requirements have been met. Failure to meet these requirements shall result in the proposal being rejected. In the event that all Offerors do not meet one or more of the minimum or mandatory requirements, the evaluation committee reserves the right to continue the evaluation of the Proposals, which most closely meet the minimum and mandatory requirements of this RFP.

8.3 Right to Reject Proposals

The Issuing Agency reserves the right to accept or reject any or all PROPOSALS or Proposals, wholly or in part, and to make awards in any manner deemed in the best interest of the Issuing Agency.

8.4 Scoring of Technical Proposals

Proposals will be independently evaluated. Each evaluation committee member will score each of the solicitation’s stated technical evaluation criteria for each Offeror. Members will then sum all individual technical scores for each Offeror to determine the overall evaluation score for that particular Offeror.

The Chair of the evaluation committee (typically, the Procurement Administrator) will convene a meeting of the evaluation committee to reach a consensus score for each Offeror. Consensus scoring is intended to facilitate an open discussion among the evaluators as to the strengths and/or weaknesses of each Offeror’s proposal based upon the solicitation’s technical evaluation factors (Professional Competence, Capacity, and Experience).

The Chair will record the consensus score for each Offeror on a scoring summary sheet to attain a rank order of the most technically qualified Offerors. Price Proposals will remain sealed at this point.

8.5 Additional Factors for Proposal Consideration (prior to evaluating price) Failure by the Offeror to provide information clearly and accurately within the submitted documents may be reflected in the evaluators’ scoring results.

If it is deemed necessary on behalf of the evaluation committee, the evaluation committee Chair may initiate inquiries for the purposes of confirming or verifying proposal information already provided and disseminated for evaluators’ consideration. The evaluation committee may not contact Offerors directly but may request an interview with the Offerors if an interview process is deemed necessary and approved by WisDOT.

The evaluation committee will make every reasonable attempt for scheduling at a time and location that is agreeable to the Offeror. An Offeror’s failure to fulfill or accommodate interview requests from the evaluation committee may result in rejection of that Offeror's proposal.

8.6 Final Evaluation

Based on the information obtained through any confirmation or verification inquiries, reference checks or interview process, the evaluation committee will review their evaluations and unilaterally make adjustments to their respective scores.

The evaluation committee's scoring will be tabulated by the evaluation committee administrator and Proposals again ranked based on the numerical scores assigned. If no further criteria was or is to be considered, the evaluation committee administrator may proceed to open and score the pricing proposal portions of the offers and tabulate final scores.

Prior to the procurement administrator’s issuance of a “Notice of Intent to Award,” all evaluations and score tabulation results remain strictly confidential between evaluation committee members and evaluation committee procurement administrator.

8.7 Evaluation Summary

Proposals will be evaluated and scored using the methodology described below. Technical factors are: Professional Competence, Capacity, and Experience. Price is rated solely by the evaluation committee Chair.

A. EVALUATION FACTORS (CRITERIA) - A total score of 100 points is possible.

Professional Competence (Maximum 20 points) - The extent to which the firm's proposal is complete and demonstrates a thorough understanding of the solicitation/contract requirements. This includes elements such as its personnel program (hiring/ firing/ retention), drug and alcohol program, handling of complaints, operations plan, and maintenance program.

Capacity (Maximum 25 points) - The extent to which the firm’s proposal demonstrates that it has the financial resources, skilled personnel, equipment, software, and facilities to perform the scope of work. This includes elements such as its financial capability, any leasing or financing agreements, personnel (key personnel, dispatchers, drivers, etc), fleet size and description, and record-keeping ability.

Experience (Maximum 25 points) - The extent to which the firm’s proposal demonstrates successful current and past experience in performing similar work, including the level of achieved client satisfaction.

Price (Maximum 30 Points) - The competitiveness of the offered prices.

B. RATINGS FOR EACH TECHNICAL EVALUATION FACTOR - Each evaluator will rate each evaluation factor for each Offeror. This is done by first determining the rating which the evaluator will assign for the factor being rated. Second, by multiplying the numerical percentage value assigned to that value by the weight (points) assigned to that evaluation factor to arrive at the individual factor’s computed numerical value. The sum total of all such computed values (sum value of all factors) will equal 70 points or less (price is scored separately at a maximum value of 30 points).

C. RATING DESCRIPTIONS

Excellent – Outstanding level of quality; the proposal indicates an exceptional approach and understanding of the requirement; significantly exceeds the minimum requirements in all respects; has a high probability of success (low risk of unsuccessful performance); no significant weaknesses. Value is 100 percent of total point score available for the evaluation factor.

Good – Substantial response; proposal meets requirements and indicates a thorough approach and understanding of the requirements; good probability of success (low risk of unsuccessful performance); strengths outweigh weaknesses. Value is 80 percent of total point score available for the evaluation factor.

Acceptable – The proposal meets requirements and indicates an adequate approach and understanding of the requirements; strengths and weaknesses are offsetting or will have little or no impact on contract performance. Risk of unsuccessful performance is no worse than moderate. Value is 50 percent of total point score available for the evaluation factor.

Marginal – The proposal lacks essential information and does not demonstrate an adequate approach or understanding of the requirements. Proposal has one or more weaknesses which are not offset by strengths. Risk of unsuccessful performance is high. Value is 20 percent of the total point score available for the evaluation factor.

Unacceptable – The proposal fails to meet minimum requirements; there is little likelihood of success; needs major revision to be made acceptable. Value is zero percent of the total point score available for the evaluation factor.

D. PRICING COMPONENT – This is a firm-fixed price contract for a base period of 90 days. Offerors are required to submit a firm-fixed price for the contract base period that covers all operating and administrative costs of performing the service. For example:

E. PRICE SCORING - The Procurement Administrator will evaluate pricing Proposals and assign scores to each Offeror based upon the sum total of the offered Hourly Service Rate (HSR) for the base contract. Price points will be assigned as follows:

· Lowest total price – 100% of 30 points

· Second lowest price – 80% of 30 points

· Third lowest price – 60% of 30 points

· Fourth lowest price – 40% of 30 points

· Fifth lowest price – 20% of 30 points

· Sixth and lower – 10% of 30 points SAMPLE SCORING SCENARIO (following consensus scoring)

OFFEROR A

OFFEROR B

8.8 Contract Award

A. Proceed with Award. The award may be granted to the highest responsive, responsible scored proposal (technical and price) in accordance with the final tabulation of all scoring elements and without clarifications, discussions, or negotiations; OR B. Schedule oral presentations. With prior WisDOT approval AND BEFORE pricing Proposals are opened, Offerors will be provided with a list of questions or issues concerning their Proposals which require explanation or clarification and scheduled for oral presentations to address such issues concerning their Proposals.

Oral presentations are for explanation or clarification purposes only and Offerors will not be permitted to revise their Proposals. Presentations will NOT be scored. After such presentations, the Administrator/Chair will open and evaluate the attendant pricing Proposals to determine the apparent successful Offeror; OR C. Schedule negotiations. With prior WisDOT approval, the Municipality may choose to negotiate any outstanding conditions, exceptions, reservations, or understanding to any of the contractual requirements, including any pricing issues, with a “short” list of the top-ranked (usually no more than three offerors).

This “short” list is determined after the Procurement Administrator has opened pricing Proposals and made a clear point demarcation between offerors who have made the “short” list and those who have not. Following negotiations, offerors would be required to submit a sealed “Best and Final Offer” (BAFO) which would reflect any modifications made to their Proposals as a result of the negotiations.

The evaluation committee would conduct a final technical evaluation and the Procurement Administrator would evaluate any revised pricing Proposals before making a determination of the apparent successful Offeror.

8.9 Notification of Intent to Award

All Offerors will be notified in writing of the intent to award a contract as a result of the selection process described in this RFP.

8.10 Appeals Process

A. Notices of an “intent to protest” and “protests” must be submitted in writing to the Procurement Administrator identified on the Cover Sheet of this solicitation. A copy of such documents must simultaneously be sent to the Transit Procurement Manager, 4822 Madison Yards Way, Sixth Floor South, Madison, WI 53705 B. Protesters must clearly identify the solicitation number and program title in all correspondence. Protests must be as specific as possible and identify specific statutes and Wisconsin Administrative Code Provisions that are alleged to have been violated.

C. Protests can be filed at any point through the solicitation process. However, a written notice of “intent to protest” must be filed with and received by the Procurement Administrator no later than five (5) working days after the Notice of Intent to Award is issued.

D. The complete written “protest” must be provided to the same addressees, (as provided above for the written “intent to protest”) within (10) working days after the Notice of Intent to Award is issued.

E. The Procurement Administrator will issue a decision on the protest within 5 working days of receiving the written protest. A copy of the decision will be provided to the WisDOT Transit Procurement Manager.

F. If the protestor had alleged a violation of a statute and specific provision(s) of Wisconsin Administrative Code and the decision of this formal process fails to resolve the complaint, the complainant, within five (5) working days of the issuance of that decision, may refer the matter to the Director, Bureau of Transit and Local Roads, Wisconsin Department of Transportation, P. O. Box 7913, Madison, WI 53707-7913 with a copy of such appeal filed with the Procurement Administrator.

9.0 Contract Administration Information

9.1 Contract Administrator

The authorized individual responsible for administering this contract after award is Talin Scheuermann, Transportation Superintendent.

9.2 Technical Administrator

The individual authorized to address any technical or specification issue, or other work or performance requirements under this contract is Tom Carroll, Operations Superintendent.

(Note: This person is NOT authorized to make any changes to the contract but may request any necessary contract modifications from the person identified in 9.1, above).

9.3 Inspection Administrator

The individual and office designated to inspect and accept all contract…