2025-11 RFP Security Video Monitoring Workstation.pdf

ISSUED BY:

Interurban Transit Partnership 300 Ellsworth Ave., SW

Grand Rapids, MI 49503-4018

(616) 456-7514

REQUEST FOR PROPOSALS

FOR A

SECURITY VIDEO MONITORING WORKSTATION

PROJECT #2025-11

PLAN OF ACTIVITIES:

Date Issued: Monday, March 17, 2025 Pre-proposal Meeting Tuesday, March 25, 2025 @ 10:00 a.m. ET Questions Submitted On or Before: Monday, March 31, 2025 @ 2:00 p.m. ET Proposals Due: Tuesday, April 15, 2025 @ 2:00 p.m. ET

Anticipated Award: On or Before May 1, 2025

TABLE OF CONTENTS

SECTION 1: INTRODUCTION ----------------------------------------------------------------------------------------- 1

SECTION 2: SCOPE OF WORK --------------------------------------------------------------------------------------- 3

SECTION 3: SUBMITTAL REQUIREMENTS ------------------------------------------------------------------------ 5

SECTION 4: EVALUATION/SELECTION CRITERIA ---------------------------------------------------------------- 7

SECTION 5: ADDITIONAL INSTRUCTIONS TO PROPOSERS --------------------------------------------------- 8

SECTION 6: ITP & FTA CONTRACT PROVISIONS -------------------------------------------------------------- 15

SECTION 7: REQUIRED FEDERAL AND STATE CERTIFICATES ----------------------------------------------- 28

SECTION 1: INTRODUCTION

The Interurban Transit Partnership (ITP) was formed in 2000 to operate a public transportation system they named The Rapid to provide services for the Grand Rapids metro area and beyond. It is organized and operates under Michigan Public Act 196 of 1986 with a 15-member board of directors representing the six municipalities in the service area.

ITP invites proposals from professional firms for a Security Video Monitoring Workstation for the Security office in Rapid Central Station in accordance with the requirements provided in Section 2: Scope of Work.

1.1 PRE-PROPOSAL CONFERENCE

A non-mandatory pre-proposal conference will be held on Tuesday, March 25, 2025 @ 10:00 a.m. ET at Rapid Central Station, 250 Cesar E. Chavez Ave SW, Grand Rapids, MI 49503. Each firm interested in participating in this contract opportunity is encouraged to attend. The purpose of the meeting is to discuss the requirements of the proposal and to acquaint prospective firms with the conditions and requirements of the project to be completed.

Upon arrival, please wait in the west entrance lobby area.

1.2 REQUESTS FOR CLARIFICATION

All questions regarding the RFP or requests for clarification of the requirements must be posted through

MITN on or before Monday, March 25, 2025, by 2:00 p.m., ET. https://www.bidnetdirect.com/mitn .

There is no cost to register.

1.3 SUBMISSION OF PROPOSAL

ITP will receive digital proposals until Tuesday, April 15, 2025, by 2:00 p.m., ET. A digital copy shall be posted to the MITN website. Register with MITN here. There is no cost to register.

Procurement Lead: Judy DeVries-Eppinga Interurban Transit Partnership 300 Ellsworth Ave., S.W.

Grand Rapids, Michigan 49503

Email: jdevries-eppinga@ridetherapid.org

All communications must be made through the Procurement Lead or posted to MITN as directed. No direct contact with other ITP staff members or officers will be permitted unless authorized by the Procurement Lead. All correspondence to the Procurement Lead must be done in writing (e-mail is preferred).

A signed statement acknowledging the receipt of any addenda issued to the RFP must accompany proposals.

The preferred method of bid or proposal submission is via the MITN website. If this method is not possible contact the Procurement Lead prior to submission deadline for alternate submittal instructions.

https://www.bidnetdirect.com/mitn http://www.govbids.com/scripts/mitn/public/home1.asp

1.4 PROJECT NUMBER

All respondents and contractors will include ITP Project Number 2025-11 in all correspondence with ITP.

1.5 TERM OF AGREEMENT

The agreement begins upon contract award with an estimated time to completion to be discussed prior to contract award.

1.6 TRANSPORTATION CHARGES

Free on board (FOB) to the worksite with all transportation charges prepaid and included in the bid price.

SECTION 2: SCOPE OF WORK

The purpose of this section is to outline the minimum project requirements for a Security Video

Monitoring Workstation to be installed at Rapid Central Station, 250 Cesar Chavez Ave. SW, Grand Rapids, MI 49503.

The Contractor shall be responsible for the design, manufacture, delivery, and installation of the proposed workstation in accordance with the requirements that follow below.

The space for the new workstation includes a video monitoring wall that measures 9 feet tall by 10 feet wide. The wall surface is drywall covering oriented strand board (OSB) and is set up with two 4-gang outlets and conduit for cabling. One outlet is installed low on the wall and the other high on the wall with multiple places pre-holed for cabling. The footprint available for the workstation measures up to 10 feet wide and up to 58 inches deep.

ITP will provide an existing Avigilon/Dell computer used for video management system, keyboard, and mouse for the workstation, one large computer and one small computer. The purchase of software is not included as part of the project.

2.1 Minimum Requirements

A. Monitors – o Up to two (2) large monitors are required, preferably wall mounted for viewing ITP surveillance cameras.

o Up to five (5) additional smaller monitors required preferably placed at seated eye level to be used as follows:

1. A spot monitor for Rapid surveillance cameras;

2. An access control monitor;

3. A video alarm monitor;

4. Administration purposes;

5. Report purposes.

o All monitors must be rated for 24/7 operation.

B. Workstation – Ergonomic workstation designed with a wiring and cabling management system incorporated into the workstation with easy access. Workstation must be capable of one ITP provided large computer, and one ITP provided small computer mounted underneath the workstation and off the floor. Include horizontal/vertical adjustable monitor mounts. Include lockable pedestal box/box/file (2 small drawers and one file drawer) for the underside of the workstation.

o C. Uninterruptible Power Supply (UPS) – Two (2) UPS units required to provide backup power to keep equipment running during a power outage or brownout and prevent power surges after an outage. UPS units must be mounted underneath the workstation and off the floor.

2.2 Additional

Any additional components and/or functions not specifically called out in the requirements described, which are required to deliver a complete proposed system, shall be clearly detailed in the Respondent’s submission.

ITP invites and will consider all design proposals that may include options not stated in the requirements.

Respondents may propose multiple design options for consideration.

2.3 Optional

A heavy-duty task chair designed, built, and warranted for 24/7 intensive use. It must include key ergonomic adjustments. Preference for high back with head rest. Ergo Air Suspension (EAS) required.

Provide brand name and model number.

SECTION 3: SUBMITTAL REQUIREMENTS

Respondents shall include the following information, at a minimum, in their proposals. Emphasis should be on completeness and clarity of content. Any other information thought to be relevant, but not applicable to the enumerated categories, should be provided as an appendix to the proposal. By submitting a proposal, the Respondent agrees to be legally bound by all terms, conditions, clauses, regulations, and other requirements of this solicitation.

Proposals must be assembled and labeled as follows:

3.1 Cover Letter

The letter of transmittal should be written in the form of a standard business letter and must be signed by an individual authorized to legally bind the Respondent’s firm to ITP. The letter should include:

o A statement introducing the Respondent with a brief narrative description of firm o Legal name, address, phone number and email of the Respondent’s firm o Name & title, phone number and email address of the Respondent’s Point of Contact for questions regarding the submitted Proposal o A statement acknowledging the receipt of any issued addenda

3.2 Responsiveness to Requirements

Respondents shall address how their proposed security video monitoring workstation meets the requirements set forth in Section 2: Scope of Work above. Provide corresponding brand and model numbers. Must provide a detailed schematic or drawing of what the workstation and wall will look like.

3.3 Past Performance

List three (3) project references for similar projects installed by your company. Briefly describe the project. Provide business name, building address, contact name, email, and telephone numbers. ITP reserves the right to contact these references.

3.4 Warranty

Respondents shall provide the standard warranty duration of the monitors and workstation.

3.5 Cost Proposal

Respondents shall submit a signed Cost Proposal on company letterhead that states the following:

o the total cost to provide the entire scope of work to include the cost of products, delivery, installation of workstation and monitors, connection to Rapid network switch, and warranty of products o A breakdown of all of the total cost as follows:

1. Individual price of monitors by size

2. Price of complete workstation

3. Price of optional task chair

4. Price for delivery and installation o The Cost Proposal shall also outline any assumptions that the Contractor has made in the development of their Cost Proposal and include an overall project schedule.

o Price for optional task chair o Optional extended warranty for monitors and computer equipment.

ITP will accept proposals offering additional options representing a low to high range of attributes and associated costs.

All proposed prices shall remain firm for a minimum of ninety (90) days from the submittal date of the proposal. Prices quoted by the successful Respond shall remain valid for the duration of the Contract term.

3.6 Federal and State Required Certificates

The following items shall be completed and submitted as part of the proposal. Documents can be found under Section 7 of this document.

They include the following:

• DBE Participation Form

• Debarment & Suspension Certifications Prime and Sub-Contractors

• Certificate of Compliance with FTA Clauses

• Iran Sanction Certification – State of Michigan

SECTION 4: EVALUATION/SELECTION CRITERIA

The contract shall be awarded based on the proposal determined to be the most responsive to the needs of ITP.

The Evaluation Committee will review and evaluate all proposals and score them. Based on the results of the evaluation, the committee may elect to award a contract or to conduct further evaluation through an interview before making a recommendation for award. The ITP may request a Best and Final Offer prior to contract award.

Respondents are advised that ITP reserves the right to make an award based on the information provided in the Respondent’s proposal without interviews/demonstrations.

Each Proposal will be evaluated based on the Proposal’s own merits and not as a comparison to other proposals. Proposals will be evaluated using the following criteria in their relative order of importance.

EVALUATION CRITERIA

The following criteria will be used to evaluate the Proposals and are listed in their relative order of importance as follows:

1. Responsiveness to ITP’s requirements

2. Quality, functionality, and ergonomic attributes of proposed video monitoring workstation

3. Total proposed price

4. Project schedule

5. Respondent’s qualifications, past performance, staff, and company experience

6. Interviews (if conducted)

SECTION 5: ADDITIONAL INSTRUCTIONS TO PROPOSERS

1. FUNDING

This Project will be funded, in part, with the assistance of grants from the Federal Government under the Federal Transit Act and the Michigan Department of Transportation (MDOT). The successful bidder will be required to comply with all terms and conditions prescribed for third party contracts in grant contracts between the United States of America and ITP, and between MDOT and ITP. These grant contracts are available for examination by prospective bidders in the ITP offices.

2. TYPE OF CONTRACT

The Contract for this Project shall be a Firm Fixed Price type.

3. USE OF "INTERURBAN TRANSIT PARTNERSHIP" NAME IN CONTRACTOR ADVERTISING OR PUBLIC

RELATIONS

ITP reserves the right to review and approve any advertising copy related to this Project in any way prior to publication. The successful bidder will not allow such copy to be published in their advertisements or public relations programs until submitting such copy and receiving prior written approval from ITP. The successful bidder agrees that published information relating to this Project will be factual and in no way imply that ITP endorses the successful bidder's firm, service, or product.

4. INTENT OF SPECIFICATIONS

It is the intent of these specifications to provide completed Project of substantial and durable construction in all respects, which will be most suitable and advantageous for ITP. Experimental or unproven equipment, materials or design will not be accepted without prior review and written acceptance by ITP.

5. APPROVED EQUALS AND DEVIATIONS

All bids/proposals must be in strict compliance with the requirements and provisions of these specifications, including the provisions herein regarding "approvals", "approved equals", and "deviations". Where a feature, component or item is specified by brand name in these specifications, the words "or approved equal" will apply. Where the approval of ITP is specifically required by these specifications in connection with a particular feature, or if the bidder proposes to submit a bid containing "approved equals" or

"deviations" from specific requirements of these specifications, the bidder must obtain such approval, confirmed in writing, prior to the date for the bid opening. With respect to "approved equals" or

"deviations", the details of same and the reasons and justifications therefor must be submitted to ITP, including a statement whether the bidder has previously furnished or offered to furnish the item in question, is herein specified. Bids/Proposals may be submitted containing such "approvals", "approved equals", or "deviations", as are specifically approved by ITP, confirmed in writing, prior to the bid opening date. Each bid/proposal must be accompanied by documentation regarding any such approvals granted by

ITP for the bid. Notice of any such approvals required by and/or granted to a bidder shall be furnished by

ITP to other prospective respondents prior to the bid/proposal opening date. Any unapproved deviations, exceptions, substitutions, alternates, or conditional qualifications contained in a bid may be cause for its rejection. The decision of ITP, as represented by the Chief Executive Officer, shall be final with respect to whether any proposed deviations from the specifications are acceptable. It should be understood that specifying a brand name, components, and/or equipment in this specification shall not relieve the supplier from his responsibility to produce the product in accordance with the performance warranty and contractual requirements. The supplier is responsible for notifying ITP of any inappropriate brand name, component, and/or equipment that may be called for in the specifications, and to propose a suitable substitute for consideration.

6. PROTEST PROCEDURES

The following terms, conditions and appeal procedures will apply:

(a) ITP reserves the right to postpone the bid opening or receipt of proposals for its own convenience.

(b) Changes to the specifications will be made by addendum only.

(c) Prime Contractors and subcontractors may make appointments to discuss the Project specifications.

This, however, does not relieve them from the written documented requests required by paragraphs

(d) and (f), following.

(d) Requests for approved equals, clarification of specifications, and protest of specifications must be received by ITP in writing not less than nine (9) working days before the date of the scheduled bid opening or closing date for receipt of proposals. Any request for an approved equal or protest of the specifications must be fully supported with technical data, test results or other pertinent information as evidence that the substitute offered is equal to or better than the specification requirement.

(e) ITP's replies to requests under paragraph (d) above will be postmarked at least four (4) working days before the date scheduled for the bid opening or receipt of proposal.

(f) A protest by any adversely affected person regarding restrictive specifications or alleged improprieties in the solicitation must be made in writing and received by the ITP Director of Procurement and Capital Planning two (2) working days before the date scheduled for bid opening or receipt of proposal. The formal written protest shall state the name of the protester, a description of the Project, and the facts and law upon which the protest is based, and a statement as to what relief is requested.

(g) Upon receipt of a protest, ITP shall immediately determine if the date for the bid opening or closing date for receipt of proposals should be postponed. If the bid opening or closing date is postponed, ITP will contact all Contractors and subcontractors who were furnished a copy of the specifications by ITP that an appeal has been filed and that the bid opening or receipt of proposals is postponed until a decision has been issued. Notice of the postponement will be made in writing by addendum.

(h) Representatives of ITP and the protester shall meet within twenty-four (24) hours after receipt of the protest or at such a time as mutually agreed, to discuss all substantive issues raised in the protest.

Upon completion of discussion between ITP and the protester, the ITP CEO will transmit a final decision in writing to the protester within five (5) working days. The final decision will respond to each substantive issue raised in the protest. If the written decision cannot be issued within this time period, the protester will be notified in writing of the time extension. Upon issuance of the written decision, ITP will then issue appropriate addendum to reschedule the date for the bid opening or closing date for the receipt of proposal.

(i) Protests by any adversely affected person for reasons other than for restrictive specifications or alleged improprieties in the solicitation must be made in writing and received by the ITP Purchasing Manager not more than three (3) working days after the posting of the Notice of Award is made to the participating bidders. Upon receipt of a protest after Contract award, ITP shall immediately determine if work on the protested Project should be suspended until such time as the protest is resolved.

(j) Representatives of ITP and the protester shall meet within twenty-four (24) hours after receipt of the protest or at such time as mutually agreed to by both parties to discuss the protest. Upon completion of discussions between ITP representatives and the protester, ITP will issue a written decision to the protester within five (5) working days. If the written decision cannot be issued within this time period, then the protester will be notified in writing of the time extension.

(k) Except as noted in paragraph (l), ITP will not open bids, receive proposals or award a contract if a formal written protest has been received and no final decision has been issued by the ITP CEO. After the issuance of a final decision, ITP will wait a minimum of five (5) working days before opening bids or proposals or before awarding a Contract for a Project.

(l) ITP may open bids, receive proposals, and award a Contract for a Project while a protest is pending final disposition when the ITP CEO determines that:

• The items to be purchased are urgently required;

• Delivery or performance will be unduly delayed by failure to make an award promptly; or,

• Failure to make prompt award will otherwise cause undue harm to ITP or the Federal Government.

(m) Protester may request a reconsideration after a final decision has been issued by the ITP CEO within five (5) working days after the issuance of a final decision if new data or information becomes available that was not previously known, or there has been an error of law or regulation.

(n) The provisions of Chapter V of FTA Circular 4220.1F (3/18/2013), are hereby incorporated and made part of the rules of ITP. Protests to the FTA by a protester must be made in accordance with FTA Circular 4220.1F. FTA will only consider a protest that alleges failure of ITP to have a written protest procedure or failure to follow such procedure. Alleged violations of a specific Federal requirement that provides an applicable complaint procedure shall be submitted and processed in accordance with that Federal regulation.

(o) Any appeal or protest may be withdrawn at any time.

7. DURATION OF OFFER

All bids or proposals shall remain in effect for a minimum of 90 (ninety) days from the bid or proposal opening date or scheduled date for receipt of proposals. Offers that allow less than 90(ninety) days for acceptance by ITP will be considered non-responsive and will be rejected.

8. BID/PROPOSAL PRICE

a. Bid prices shall be submitted on the forms provided. Prices submitted in any other form may be considered non-responsive and may be rejected.

b. Bid prices shall be based on F.O.B. ITP, Grand Rapids, Michigan.

c. The price stated in any bid submitted shall include all items of labor, materials, equipment, tools, and other costs necessary to fully complete and deliver this Project pursuant to the specifications. It is the intention of these specifications to provide and require a complete project of the type prescribed. Any item or items omitted from such specifications which are clearly necessary for the completion of such Project and its appurtenances shall be considered a portion of such Project although not directly specified or called for in these specifications.

9. TAX EXEMPTION

The ITP is exempt from payment of all Federal, State, and local taxes in connection with this Project. Said taxes shall not be included in the bid or proposal prices. The ITP will provide necessary tax exemption certificates. This provision does not relieve the Contractor from the responsibility to pay all applicable taxes for goods, services, and labor acquired in the performance of this Project.

10. DISCOUNTS

Prompt payment discounts will not be considered in the evaluation of proposals or bids. However, any discount offered will form a part of the award and will be taken if payment is made within the discount period indicated in the offer by the bidder. As an alternative to offering a prompt payment discount in conjunction with the offer, bidders awarded Contracts may include prompt payment discounts on individual invoices.

11. PAYMENT TERMS

ITP will make payment within thirty (30) days after delivery and final acceptance of the project. The Contractor may submit invoices to ITP prior to or upon delivery. Payment will not be made without an invoice.

12. PROJECT COMPLETION DATE

Bidders shall state in the bid or proposal the earliest possible date offered for completion of the Project.

13. LATE BIDS/PROPOSALS, MODIFICATIONS OF BIDS OR WITHDRAWAL OF BIDS

a) Any bid or modification to a bid received at the ITP office designated in the solicitation after the exact time specified for bid opening will not be considered and will be returned to the bidder unopened.

b) A bid may be modified or withdrawn in person by a bidder or their authorized representative, provided their identity is made known and a receipt is signed for the bid, but only if the modification or withdrawal is made prior to the exact time set for opening of bids.

17. DETERMINATION OF SUCCESSFUL BIDDER – (IFB)

In determining the successful bidder, consideration is given to bid price, responsiveness of the bidder to the solicitation, and the bidder's responsibility. The Contract award for this Project will be made to the lowest, responsive, and responsible bidder.

18. DETERMINATION OF SUCCESSFUL PROPOSER – (RFP)

In determining the successful proposer, consideration is given to the proposer's qualification, content of proposal, and financial proposal as described in the evaluation criteria. The Contract award for this Project will be made to the proposer making the best and most advantageous offer to ITP, price considered.

19. BIDDER QUALIFICATIONS

In order to be eligible for award, bidders must be responsive and responsible.

(a) Responsive offers are those complying in all material aspects of the solicitation, both as to the method and timeliness of submission and as to the substance of the resulting Contract. Bids or proposals which do not comply with all the terms and conditions of the solicitation may be rejected as non-responsive.

(b) Responsible bidders are those prospective Contractors who, at a minimum, must:

1) Have adequate financial resources, as required during performance of the Contract.

2) Are able to comply with the required or proposed delivery or performance schedule, taking into consideration all existing business commitments.

3) Have a satisfactory record of past performance.

4) Have necessary technical capability to perform.

5) Provide evidence satisfactory to ITP that the bidder will comply with the DBE requirements.

6) Certify that they are not on the U.S. Comptroller General's list of ineligible Contractors.

7) Are qualified as a manufacturer or regular dealer of the items being offered.

8) Are otherwise qualified and eligible to receive an award under applicable laws and regulations.

(c) All prospective bidders may be requested to submit written evidence verifying that they meet the minimum criteria necessary to be determined a responsible Contractor. Refusal to provide requested information may cause rejection of the bid or proposal.

20. ACCEPTANCE OF BID – (IFB)

Each bid shall be submitted with the understanding that the acceptance in writing by ITP of the offer to furnish any or all goods or services described therein shall bind the bidder on his part to furnish and deliver at the bid price, in accordance with the condition of said accepted bid and specifications.

21. ACCEPTANCE OF PROPOSAL – (RFP)

Each proposal shall be submitted with the understanding that the acceptance in writing by ITP of the offer to furnish any or all goods or services described therein shall bind the bidder on his part to furnish and deliver at the proposal price, in accordance with the conditions of said accepted proposal and specifications.

22. WITHHOLDING AWARD

This solicitation for bids or proposals does not commit ITP to award a contract, pay any costs incurred in preparation of bid or proposals in response to this solicitation, or to procure or contract for goods or services. Bidder shall be responsible for all costs incurred as part of their participation in the pre-award process.

23. BID ACCEPTANCE, REJECTION, AND POSTPONEMENT – (IFB))

The ITP reserves the right to postpone, accept, or reject any and all bids in whole or in part, on such basis as the ITP Board deems to be in its best interest to do so, subject to the rules and regulations set forth by the U.S. Department of Transportation.

24. PROPOSAL ACCEPTANCE, REJECTION, AND POSTPONEMENT – (RFP)

ITP reserves the right to postpone, accept, or reject any and all proposals in whole or in part, on such basis as the ITP Board deems to be in its best interest to do so, subject to the rules and regulations set forth by the U.S. Department of Transportation. Also, ITP reserves the right to accept an original offer or proposal without negotiation or without calling for a "best and final" offer.

25. USDOT/FTA CONCURRENCE FOR CONTRACT AWARD

The award of a Contract for this Project may be subject to review and concurrence by the U.S.

Department of Transportation, Federal Transit Administration.

26. SINGLE BID RESPONSE

If only one (1) bid is received in response to the Invitation For Bids, a detailed cost proposal may be requested of the single bidder. A cost/price analysis and evaluation and/or audit may be performed of the cost proposal in order to determine if the price is fair and reasonable.

27. DBE PARTICIPATION

In connection with the performance of this Contract, the successful bidder agrees to cooperate with ITP in meeting its commitments and goals with regard to maximum utilization of Disadvantaged Business Enterprises (DBE). The policy and obligations for maximum utilization of DBEs are herein set forth:

a. Policy - It is the policy of the Department of Transportation that Disadvantaged Business Enterprises, as defined in 49 CFR, Part 26, shall have the maximum opportunity to participate in the performance of contracts financed in whole or apart with Federal funds under this Agreement. Consequently, the DBE requirements of 49 CFR, Part 26 apply to this Agreement.

b. DBE Obligation - ITP or its Contractor agrees to ensure that Disadvantaged Business Enterprises, as defined in 49 CFR, Part 26, have the maximum opportunity to participate in the performance of contracts and subcontracts financed in whole or in part with Federal funds provided under this Agreement. In this regard, ITP or its Contractors shall take all necessary and reasonable steps in accordance with 49 CF, Part 26, to ensure that Disadvantaged Business Enterprises have the maximum opportunity to compete for and to perform contracts. ITP and its Contractors shall not discriminate on the basis of race, color, national origin, or sex in the award and performance of DOT-assisted contracts.

Requirements and goals for Disadvantaged Business Enterprise participation in this Project are as follows:

A minimum of zero percent (0) of the total contract price, as awarded. shall be established as a goal to be made available to certified DBEs. Compliance with the percentage goal may be fulfilled by DBEs performing as either:

1) A member of a joint venture as a prime contractor;

2) An approved subcontractor;

3) An owner-operator of equipment;

4) A renter of equipment to a prime contractor;

5) A firm manufacturing and supplying goods used in the project;

6) A firm supplying goods used in the project (when supplying goods, only 60 percent (60%) will be counted).

Prior to Contract award, the apparent successful bidder shall submit a written assurance of meeting the above goals and shall include names of DBE subcontractors, addresses of contact persons, a description of work to be performed and dollar values of each proposed DBE subcontract. This information shall be submitted on the attached ‘DBE Participation Form” furnished with this solicitation.

If the goals were not met, the bidder must demonstrate that sufficient good faith efforts were made to meet the DBE contract goals and shall document the steps he has taken to obtain DBE participation.

Failure to provide required documentation of good faith efforts may be reason for disqualification of the Bid / Proposal.

Bidders’ good faith efforts will include the following actions.

1. Soliciting through all reasonable and available means the interest of all certified DBEs who have the capability to perform work under the contract. This shall include attendance at pre-bid meetings, advertising and /or written notices. the bidder shall allow sufficient time to allow the DBEs to respond to the solicitation.

2. Selecting portions of the work to be performed by DBEs.

3. Providing interested DBEs with adequate information about the plans, specifications, and requirements of the contract in a timely manner to assist them in responding to a solicitation.

4. Negotiations in good faith with interested DBEs. It will be the responsibility of the bidder to make a portion of the work available to DBE subcontractors and suppliers and to select those portions of the work or materials consistent with the available DBEs. Evidence of negotiations shall include the names, addresses, and telephone numbers of DBEs that were considered, and a description of the information provided regarding the plans and specifications for the work selected for subcontractors, and evidence as to why additional agreements could not be reached for DBEs to perform the work.

5. Not rejecting DBEs as being unqualified without sound reasons based on a thorough investigation of their capabilities.

6. Efforts to assist interested DBEs in obtaining bonding, lines of credit, or insurance as required.

7. Efforts to assist interested DBEs in obtaining necessary equipment, supplies, materials, or related assistance or services.

8. Use of services of available minority/women community organizations; minority/women contractors’ groups; local, state, and federal minority/women business assistance offices; and other organizations that provide assistance in the recruitment and placement of DBEs.

The prime contractor agrees not to terminate for convenience a DBE subcontractor and then perform the work of the terminated subcontract with its own forces or those of an affiliate, without ITP’s prior written consent.

When a DBE subcontractor is terminated or fails to complete its work on the contract for any reason, the prime contractor agrees to find another DBE subcontractor to substitute for the original DBE. These good faith efforts shall be directed at finding another DBE to perform at least the same amount of work under the contract as the DBE that was terminated.

28. DEBARMENT AND SUSPENSION

Bidders shall complete and submit as part of their bid, the Certification of Primary Contractor Regarding

Debarment, Suspension, And Other Responsibility Matters for all projects when the total aggregate value of the contract exceeds $25,000. The bidder shall also submit a list of subcontracts and subcontractors which will have a financial interest in this Project which exceeds $25,000 or will have a critical influence on or a substantive control over the Project. A Certification Of Lower-Tier Participants Regarding Debarment, Suspension, And Other Ineligibility And Voluntary Exclusions shall be submitted by the bidder to ITP for each listed subcontractor prior to contract award.

During the term of the Contract the successful bidder will be required to immediately notify ITP of 1) any potential subcontractor that is subject to this provision and to submit the appropriate certification prior to award of a subcontract, 2) any information that its certification or certification of its subcontractors was erroneous when submitted, 3) any information that certifications have become erroneous by reason of changed circumstances.

29. LOBBYING CERTIFICATION

Bidders shall complete and submit as part of their bid the Certification of Restrictions On Lobbying for all projects when the total aggregate value of the contract exceeds $100,000. The Contractor shall also submit a list of subcontracts and subcontractors which will exceed $100,000. A Certification Of Restrictions On Lobbying shall be submitted by the bidder to ITP for each listed subcontractor prior to contract award.

ADDITIONAL INSTRUCTION TO BIDDERS

EQUIPMENT

30. PRODUCT DESCRIPTION

Bids or proposals must be accompanied by a comprehensive description of bidder's product. This description shall include drawings, overall dimensions and photographs which show the construction characteristics and explain the operation of the bidder's product. The descriptive literature shall also include information on design details, components, performance characteristics, methods of manufacture and assembly. Descriptive literature is required for the purpose of evaluation and award. Failure of the descriptive literature to show that the product proposed conforms to the specifications and other requirements of this solicitation may result in rejection of the bid or proposal. Additionally, failure to submit the descriptive literature will require rejection of the bid or proposal. The quality of standard components not covered by the language of these specifications will be a factor in determining an award.

No advantage shall be taken by the bidder or manufacturer in the omission of any part or detail which goes to make the product complete and ready for service, even though such part is not mentioned in this specification. All units or parts not specified shall be Contractor's standard units or parts and shall conform in materials, design and workmanship to the best practices known in the industry. All parts will be new and in no case will used, reconditioned, or obsolete parts be accepted without prior review and written acceptance by ITP.

31. DEMONSTRATION

Bidder may be requested to demonstrate to ITP the capability of their proposed product to perform and function as herein called for by this specification. The demonstration shall be at no expense to ITP in compliance with provisions outlined in the technical specifications contained herein.

32. BUILD AMERICA, BUY AMERICA (BABA)

Pursuant to Section 165 of the Surface Transportation Assistance Act of 1982, as amended by Section 337 of the Surface Transportation and Uniform Relocation Assistance Act of 1987, FTA regulations at 49 CFR, Part 661, and guidance issued by FTA, all bidders shall submit a signed Buy America certificate with their bid or proposal. Failure to submit this certificate will automatically disqualify the bidder from consideration of a Contract award for this Project. An exemption from the "Buy America" requirements may be sought by ITP if grounds for an exemption exist.

SECTION 6: INTERURBAN TRANSIT PARTNERSHIP (ITP) AND FEDERAL TRANSIT ADMINISTRATION (FTA)

CONTRACT PROVISIONS

APPLIES TO CONTRACTS $25,000 UP TO $250,000

GENERAL

1. PROJECT STARTUP

The Contractor agrees to commence work on this Project immediately upon the signing of this Contract by both parties and the issuance of a Notice to Proceed by ITP.

2. CONTRACT AMOUNT AND PAYMENT – (Payment Schedule) ITP agrees to make payments for this Project in accordance with the Payment Schedule included as Exhibit __________. The Contractor agrees to accept these amounts as payment in full.

3. PAYMENT DOES NOT IMPLY ACCEPTANCE OF WORK

The granting of any progress payment or payments by ITP, or the receipt thereof by the Contractor, shall not constitute in any sense acceptance of the work of any portion thereof, and shall in no way lessen the ability of the Contractor to replace unsatisfactory work or material, though the unsatisfactory character of such work or material may not have been apparent or detected at the time such payment was made. Material, components, or workmanship which does not conform to the instruction of these Contract requirements and specifications or are not equal the samples submitted to and approved by ITP will be rejected and shall be replaced by the Contractor without delay.

4. AGREEMENT CHANGES

Additions, deletions, or modifications to this Agreement may be made only in accordance with a written agreement between the parties, signed on behalf of ITP by its CEO or the Project Manager.

5. ACCESS TO RECORDS AND REPORTS (FTA CLAUSE)

Applies as shown below. These requirements do not apply to micro-purchases ($10,000 or less, except for construction contracts over $2,000)

The following access to records requirements applies to this Contract:

1) Where the purchaser is not a State but a local government and is an FTA recipient or a subgrantee of FTA recipient in accordance with 49 CFR 18.36(i), contractor shall provide the purchaser, the FTA, the US Comptroller General or their authorized representatives access to any books, documents, papers and contractor records which are pertinent to this contract for the purposes of making audits, examinations, excerpts and transcriptions.

Contractor shall also, pursuant to 49 CFR 633.17, provide authorized FTA representatives, including any PMO contractor, access to contractor's records and construction sites pertaining to a capital project, defined at 49 USC 5302(a)1, which is receiving FTA assistance through the programs described at 49 USC 5307, 5309 or 5311.

2) Where the purchaser is a State and is an FTA recipient or a subgrantee of FTA recipient in accordance with 49 CFR 633.17, contractor shall provide the purchaser, authorized FTA representatives, including any PMO Contractor, access to contractor's records and construction sites pertaining to a capital project, defined at 49 USC 5302(a)1, which receives FTA assistance through the programs described at 49 USC 5307, 5309 or 5311.

By definition, a capital project excludes contracts of less than the simplified acquisition threshold currently set at $100,000.

3) Where the purchaser enters into a negotiated contract for other than a small purchase or under the simplified acquisition threshold and is an institution of higher education, a hospital or other non-profit organization and is an FTA recipient or a subgrantee of FTA recipient in accordance with 49 CFR 19.48, contractor shall provide the purchaser, the FTA, the US Comptroller General or their authorized representatives, access to any books, documents, papers and record of the contractor which are directly pertinent to this contract for the purposes of making audits, examinations, excerpts and transcriptions.

4) Where a purchaser which is an FTA recipient or a subgrantee of FTA recipient in accordance with 49 USC 5325(a) enters into a contract for a capital project or improvement (defined at 49 USC 5302(a)1) through other than competitive bidding, contractor shall make available records related to the contract to the purchaser, the Secretary of USDOT and the US Comptroller General or any authorized officer or employee of any of them for the purposes of conducting an audit and inspection.

5) Contractor shall permit any of the foregoing parties to reproduce by any means whatsoever or to copy excerpts and transcriptions as reasonably needed.

6) Contractor shall maintain all books, records, accounts and reports required under this contract for a period of not less than three (3) years after the date of termination or expiration of this contract, except in the event of litigation or settlement of claims arising from the performance of this contract, in which case contractor agrees to maintain same until the recipient, FTA Administrator, US Comptroller General, or any of their authorized representatives, have disposed of all such litigation, appeals, claims or exceptions related thereto. Re: 49 CFR 18.39(i) (11).

FTA does not require the inclusion of these requirements in subcontracts.

6. CONTRACTOR'S LIABILITY INSURANCE

The Contractor shall maintain such insurance as will protect it from claims under Workers' Compensation Acts and other employee benefit acts; from claims for damages because of bodily injury, including death, to its employees and all others and from claims for damages to property; any or all of which may arise out of or result from the Contractor's operations under the Contract, or from any subcontractor or anyone directly or indirectly employed by either of them. This insurance shall be written for no less than the limits specified below. ITP shall be named as additionally insured in respect to all liability insurance policies. All policies shall contain an endorsement that written notice shall be given to ITP prior to termination, cancellation, or reduction in coverage in the policy. Certificates of such insurance shall be filed with ITP prior to the start of the Contract. They can be emailed to purchasing@ridetherapid.org .

Type of Insurance Limits category Coverage Amounts

Commercial General Liability Occur, General Aggregate Limit per Policy

Each occurrence 1,000,000

Personal & Adv Injury

General Aggregate 2,000,000

Products/Completed Ops 2,000,000

Automotive Liability Combined Single Limit, Each Accident

1,000,000

Umbrella Liability Occur Each Occurrence 5,000,000

Aggregate 5,000,000

Worker’s Compensation Insurance Each Accident 1,000,000

Disease – Policy Limit 1,000,000

Disease – Each Employee 1,000,000

7. UNAVOIDABLE DELAYS

If delivery of the Project completed under this Contract should be unavoidably delayed, the ITP Project Manager will extend the time for completion of the Contract for the determined number of days of excusable delay. A delay is unavoidable only if the delay was not reasonable expected to occur in connection with or during the Contractor's performance; was not caused directly or substantially by acts, omissions, negligence or mistakes of the Contractor, the Contractor's suppliers, or their agents; was substantial and in fact caused the Contractor to miss delivery dates and could not adequately have been guarded against by contractual or legal means.

8. NOTIFICATION OF DELAY

The Contractor will notify the Project Manager as soon as the Contractor has, or should have, knowledge that an event has occurred which will delay completion of this Project. Within five (5) working days, the Contractor will confirm such notice in writing, furnishing as much detail as is available.

9. REQUEST FOR EXTENSION

The Contractor agrees to supply, as soon as such data are available, any reasonable proofs that are required by the ITP Project Manager to decide on any request for extension. The ITP Project Manager will examine the request and any documents supplied by the Contractor and will determine if the Contractor is entitled to an extension and the duration of such extension. The ITP Project Manager will notify the Contractor of the decision in writing.

It is expressly understood and agreed that the Contractor will not be entitled to damages or compensation and will not be reimbursed for losses on account of delays resulting from any cause under this provision.

10. CONTRACTOR’S REPRESENTATIVE

Prior to the start of Contract performance, the Contractor shall advise ITP in writing of the primary and alternate representatives (including phone numbers) who will have management responsibility for the total Contract effort to receive and act on technical matters and resolve problems of a contractual nature.

11. INTERURBAN TRANSIT PARTNERSHIP'S REPRESENTATIVES

Prior to the start of Contract performance, the ITP Project Manager will furnish a letter to the Contractor indicating the personnel who will represent ITP in the administration of this Contract to insure successful performance. Such letter shall include the specific duties of each individual and their limits of authority.

mailto:purchasing@ridetherapid.org

12. INSTRUCTIONS BY UNAUTHORIZED THIRD PERSONS

In accordance with the Contract Changes provision of the Contract, The ITP Project Manager or his/her authorized representative are the only persons authorized to make changes within the general scope of the Contract.

Any instructions, written or oral, given to the Contractor by someone other than the ITP Project Manager or his/her authorized representative, which are considered to be a change in the Contract, will not be considered as an authorized Contract Change. Any action on the part of the Contractor taken in compliance with such instructions will not be grounds for subsequent payment or other consideration in compliance with the unauthorized change.

13. TERMINATION OF AGREEMENT PROVISIONS (FTA CLAUSE)

Applies to all Contracts over $10,000

a. Termination for Convenience (General Provision). The recipient may terminate this contract, in whole or in part, at any time by written notice to contractor when it is in the recipient's best interest. Contractor shall be paid its costs, including contract close-out costs, and profit on work performed up to the time of termination. Contractor shall promptly submit its termination claim to the recipient. If contractor is in possession of any of the recipient’s property, contractor shall account for same and dispose of it as the recipient directs.

(b) Termination for Default [Breach or Cause] (General Provision). If contractor does not deliver items in accordance with the contract delivery schedule, or, if the contract is for services, and contractor fails to perform in the manner called for in the contract, or i f contractor fails to comply with any other provisions of the contract, the recipient may terminate this contract for default. Termination shall be effected by serving a notice of termination to contractor setting forth the manner in which contractor is in default. Contractor shall only be paid the contract price for supplies delivered and accepted, or for services performed in accordance with the manner of performance set forth in the contract.

If it is later determined by the recipient that contractor had an excusable reason for not performing, such as a strike, fire, or flood, events which are not the fault of or are beyond the control of contractor, the recipient, after setting up a new delivery or perform ance schedule, may allow contractor to continue work, or treat the termination as a termination for convenience.

(c) Opportunity to Cure (General Provision). The recipient in its sole discretion may, in the case of a termination for breach or default, allow contractor an appropriately short period of time in which to cure the defect. In such case, the notice of termination shall state the time period in which cure is permitted and other appropriate conditions if contractor fails to remedy to the recipient's satisfaction the breach or default or any of the terms, covenants, or conditions of this Contract within ten (10) days after receipt by contractor or written notice from the recipient setting forth the nature of said breach or default, the recipient shall have the right to terminate the Contract without any further obligation to contractor.

Any such termination for default shall not in any way operate to preclude the recipient from also pursuing all available remedies against contractor and its sureties for said breach or default.

(d) Waiver of Remedies for any Breach. In the event that the recipient elects to waive its remedies for any breach by contractor of any covenant, term or condition of this Contract, such waiver by the recipient shall not limit its remedies for any succeeding breach of that or of any other term,…