2025-26 RFP Janitorial Services for Facilities.pdf

ISSUED BY:

Interurban Transit Partnership

300 Ellsworth Ave., SW

Grand Rapids, MI 49503-4018

(616) 456-7514

REQUEST FOR PROPOSALS

FOR

JANITORIAL SERVICES FOR FACILITIES

PROJECT #2025-26

PLAN OF ACTIVITIES:

Date Issued: Wednesday, August 13, 2025 Pre-proposal Conference: Wednesday, August 27, 2025 @ 10:00 a.m. ET Questions Submitted On or Before: Friday, September 5, 2025 @ 2:00 p.m. ET Proposals Due: Friday, September 26, 2025 @ 2:00 p.m. ET

Board Action: Wednesday, October 22, 2025 Anticipated Award: Monday, October 27, 2025

TABLE OF CONTENTS

NOTICE

SECTION 1: INTRODUCTION

SECTION 2: SCOPE OF WORK

SECTION 3: CONTENTS OF PROPOSAL

SECTION 4: EVALUATION/SELECTION CRITERIA

SECTION 5: ADDITIONAL INSTRUCTIONS

SECTION 6: ITP & FTA CONTRACT PROVISIONS

SECTION 7: REQUIRED FEDERAL AND STATE CERTIFICATES

SECTION 8: COST PROPOSALS FORMS

SECTION 9: EXHIBIT A

NOTICE

REQUEST FOR PROPOSAL (RFP)

FOR

JANITORIAL SERVICES FOR FACILITIES

PROJECT 2025-26

The Interurban Transit Partnership (ITP) (DBA The Rapid) invites proposals from qualified firms for provision of facilities janitorial services.

Proposals are on or before Friday, September 26, 2025 @ 2:00 p.m. ET posted to MITN. ITP has joined the Michigan Inter-governmental Trade Network (MITN). This is a group of agencies that joined forces to create a regional bid notification system to notify companies of new bid opportunities. Register with MITN here.

https://www.bidnetdirect.com/mitn All documents and submittals will be processed through MITN. There are no fees related to registration on this site.

A pre-proposal meeting will be held on T Wednesday, August 27, 2025, 10:00 a.m., ET. at Rapid Central Station, 250 Cesar E. Chavez Ave SW, Grand Rapids, MI. Please meet in the front lobby area. Attendance is strongly encouraged however it is not mandatory. The purpose of the pre -proposal meeting will be to receive questions about the project and provide an opportunity to walk -thru each of the facilities. In the event you are unable to attend, questions may also be posted to the project file in MITN on or before Friday, August 29, 2025, by 2:00 p.m., ET. Responses to the pre-proposal meeting questions will be posted to MITN in the form of an Addendum .

Proposals shall be subject to all applicable State and Federal laws and subject to financial assistance contracts between the ITP Board and the United States Department of Transportation under the Urban Mass Transportation Act of 1964, as amended, and the Michigan Department of Transportation. The selected contractor(s) will be required to comply with all applicable Equal Employment Opportunity laws and regulations. All respondents will be required to certify that they are not on the Comptroller General’s list of ineligible contractors.

The ITP Board hereby notifies all respondents that it will affirmatively ensure, in regard to any contract entered into pursuant to this advertisement, that Disadvantaged Business Enterprises will be afforded full opportunity to submit proposals in response to this Request for Proposal and will not be discriminated against on the grounds of race, religion, color, sex, handicap, or national origin, in consideration for an award.

The ITP Board 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 interest to do so, subject to the rules and regulations set forth by the Federal Transit Administration and the Michigan Department of Transportation.

No proposal may be withdrawn for at least ninety (90) days after the scheduled closing time of the proposals. A digital copy of the proposal must be submitted through MITN. (Link provided above). Please submit your bid as a single PDF file with all information scanned in the order requested.

Kevin Wisselink Interurban Transit Partnership Director of Procurement and Capital Planning 300 Ellsworth Ave. SW kwisselink@ridetherapid.org Grand Rapids, Michigan 49503 https://www.bidnetdirect.com/mitn mailto:kwisselink@ridetherapid.org

SECTION 1: INTRODUCTION

Qualified firms are invited to submit a proposal package as described in Section 2 of the RFP for the provision of janitorial services for facilities for the Interurban Transit Partnership (ITP) DBA The Rapid.

BACKGROUND

The 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 the Michigan

Public Act 196 of 1986 with a 15-member board of directors representing the six municipalities in the service area.

Beyond its fixed routes, ITP also operates demand response services for people with disabilities, and for those living outside the fixed-route service area, on-demand services, senior mobility services, ride share, and vanpooling programs.

1.1 PRE-PROPOSAL CONFERENCE

A non-mandatory pre-proposal conference will be held on Wednesday, August 27, 2025 @ 10:00 a.m. ET at Rapid Central Station, 250 Cesar E. Chavez Ave SW, Grand Rapids, MI 49503. .

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.

Those firms that wish to participate in the ‘Walk-Thru’ of each of the facilities will be required to sign in when you arrive with contact information including the firm name, name of person attending, the person’s email address, and mobile phone number.

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 Friday, September 5, 2025 @ 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 Friday, September 26, 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: Kevin Wisselink – Director of Procurement and Capital Planning Interurban Transit Partnership 300 Ellsworth Ave., S.W.

Grand Rapids, Michigan 49503

Email: kwisselink@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).

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

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.

1.4 PROJECT NUMBER

All respondents and contractors will include ITP Project Number 2025-26 in all correspondence with ITP.

1.5 TERM OF AGREEMENT

The agreement begins upon contract award by the ITP Board of Directors with a term of three (3) years with two (2) one-year options. The contract start date of Monday, December 1, 2025 through Thursday, November 30, 2028.

1.6 TYPE OF CONTRACT

The Contract for this Project shall be a firm fixed type.

SECTION 2: SCOPE OF WORK

The purpose of this section is to outline the minimum project requirements for the janitorial services to be carried out at the following ITP facilities.

A. The RAPID Central Station (RCS), 250 Grandville Ave. SW B. The Outdoor area of RCS Bus Platform (boarding platform area and street access) C. The RAPID Administration Building (ELLSWORTH), 300 Ellsworth Ave. SW D. The RAPID Operations Center (ROC), 333 Wealthy St. SW E. The RAPID Laker Line Facility (LLOC), 851 Freeman Ave. SW F. The RAPID Facilities Center (FACILITIES), 700 Butterworth Ave. SW G. The RAPID Kentwood Station (KENTWOOD), 3238 Mall Service Dr. SE (Woodland Mall)

The scope of work for each of the facilities are detailed in Section 9 - Exhibit A along with Exhibit B – Floor plans of most of the facilities. The contractor may choose to bid on all the facilities or choose only certain facilities. ITP will award the contract by facility location.

2.1 MINIMUM PROPOSER QUALIFICATIONS

The successful bidder (Contractor) must demonstrate they have the resources and capability to provide janitorial service with in-house staff as prescribed herein.

1) Contractor must demonstrate they are financially stable and have been in business providing similar service for at least the last three years.

2) Contractor shall provide, at a minimum, three (3) comparable references of current work being performed. References must be listed on form included in attachment, Reference

Disclosure Form in this bid package.

3) Contractor shall execute with his/her own organization work equivalent to one hundred percent (100%) of the total amount of the contract price. Work may be subcontracted ONLY with prior written approval by the ITP.

2.2 MANDATORY QUALIFICATIONS FOR CONTRACTOR PERSONNEL

1) The buildings shall be fully staffed on the first day of work under the contract. All personnel shall receive close and continuing first-line supervision by Contractor.

2) Contractor shall supply the Facilities Manager with a current list of all employees that will perform work at the facility. Each of these employees shall be adequately trained and have had criminal background checks completed prior to assignment.

3) Contractor employees shall be fully trained and skilled in safe and proper housekeeping techniques.

The use of employees who are not adequately trained may be sufficient grounds for termination of the contract.

4) Contractor shall employ at all times the quantity and quality of supervision necessary for the effective and efficient management of cleaning operations.

5) Contractor’s supervisor shall be fully and adequately trained and have a minimum of two (2) years’ experience in cleaning supervision, sufficient in scope to meet the approval of ITP.

6) The day cleaners shall be able to communicate orally and fluently to visitors and staff.

2.3 CLEARANCE OR APPROVAL OF PERSONNEL

1) ITP shall have and exercise the full and complete control over granting, denying, withholding, or terminating clearance for employees. Contractor shall submit to ITP representative a Waiver of Liability and Release of Claims form for all employees who have access to the building.

2) ITP may, as it deems appropriate, authorize and grant temporary clearance to employees or

Contractor. However, the granting of a temporary clearance to any such employee shall not be considered as assurance that full clearance will follow as a result or condition thereof and the granting of either temporary or full clearance shall in no way prevent, preclude, or bar the withdrawal or termination of any such

2.4 EMPLOYEE IDENTIFICATION AND BUILDING ACCESS

Keys and access cards shall be furnished by ITP. This card is to be used ONLY by the individual who has signed for the card. When an individual is no longer employed by the contractor the card must be returned to ITP. If a card is lost, the Facilities Manager must be immediately informed. Use of the access card by an unauthorized person will be cause for termination of the contract. ITP reserves the right to charge the contractor to replace lost or damaged access cards.

2.5 FACILITY WORK HOURS

Contractor is to perform all specified night cleaning services before or after normal working hours.

Below are The Rapid’s normal business hours as well as any special requirements for midday cleaning.

A. The RAPID Central Station (RCS), 250 Grandville Ave. SW

• Normal Business Hours: 6:00 a.m. to 6:00 p.m. daily

• Day cleaning service is expected at the Rapid Central Station Building between 10:00 a.m. and 5:00 p.m.

B. The Outdoor area of RCS Bus Platform (boarding platform area and street access)

• Normal Business Hours: 5:00 a.m. to 11:30 p.m. daily C. The RAPID Administration Building (ELLSWORTH), 300 Ellsworth Ave. SW

• Normal Business Hours: - 8:00 a.m. to 5 p.m. M-F D. The RAPID Operations Center (ROC), 333 Wealthy St. SW

• Normal Office Hours: 6:00 a.m. to 5:00 p.m. daily

• Normal Operation Hours: 24/7

• Midday cleaning: Done between noon to 3PM – Monday thru Friday

E. The RAPID Laker Line Facility (LLOC), 851 Freeman Ave. SW

• Normal Business Hours: 10:00 p.m. to 2:00 p.m. (16 hour work schedule) F. The RAPID Facilities Center (FACILITIES), 700 Butterworth Ave. SW

• Normal Business Hours: - 8:00 a.m. to 5 p.m. M-F G. The RAPID Kentwood Station (KENTWOOD), 3238 Mall Service Dr. SE (Woodland Mall)

• Normal Business Hours: 5:00 a.m. to 11:30 p.m. daily

2.6 UNIFORM AND CONDUCT

1) Contractor employees are required to dress neatly, wear a uniform shirt and/or jacket displaying the contract company name, and carry an identification badge which makes it obvious they are valid employees.

2) Contractor employees shall conduct themselves in a professional manner and abide by ITP Rules while on ITP property.

3) Contractor shall prohibit his/her employees from using or disturbing ITP telephones or office equipment.

2.7 DEDUCTIONS

In the event Contractor inadequately performs or fails to perform a scheduled task in a timely manner, Contractor shall be notified of such failure or omission. The ITP may, at its discretion, either give the Contractor a chance to correct the problem, and/or shall make a deduction in the amount of the cost of service omitted or not satisfactorily performed from any monies due or to become due to the Contractor.

Costs deducted will be based on the time required for ITP employees to complete or correct work and will be calculated at the actual cost per hour plus overhead spent in completing or correcting errors or omissions.

2.8 ADDITIONS AND DEDUCTIONS

1) ITP may at its own option, add to or delete from the areas covered by this contract by up to thirty percent (30%) of the space covered by the provisions of this Contract, as it may serve the best interest of ITP.

2) The cost additions or deletions will be calculated using the unit costs of the contract multiplied by the square feet or floor areas of the addition or deletion. Calculated costs will be added to the contract for space additions or deducted from the contract for space deletions.

2.9 INSPECTIONS

1) Minimally, weekly inspections shall be conducted by a cleaning supervisor and written inspection reports shall be submitted to the ITP Facilities Manager.

2) Additionally, periodic walk thru inspections shall be conducted with said cleaning supervisor and

ITP Facilities Staff.

2.10 ADDITIONAL TERMS & CONDITIONS

The successful bidder shall be responsible for the following safety and training items:

(1) Right-To-Know, safety training and blood borne pathogen, training given to all employees before they start work at ITP. Copies of certifications of employees will be available for The Rapid review if requested.

(2) Drugs / Alcohol / Tobacco / Weapons

• Contractor is prohibited from possessing or being under the influence of alcohol or drugs.

• Use of tobacco products is prohibited on ITP property.

• Contractor is prohibited from possessing weapons while on ITP property.

(3) OSHA Guideline Compliance

• SAFETY DATA SHEETS - Contractor shall furnish to the Facility Manager and Safety Department copies of Safety Data Sheets (SDS) for all products to be used before beginning the work. Contractor shall review and update copies of the SDS on an annual basis. In addition, each time a new chemical or cleaning product is introduced into the facility, a copy of that product's SDS must be provided to the Facility Department and Safety Department prior to the product being used.

• The Safety Data Sheets must be in compliance with OSHA Regulation 1910.1200, paragraph g.

• LABELING OF HAZARDOUS MATERIALS - Contractor shall comply with OSHA Regulation 1919.1200, paragraph f, concerning the labeling of all chemical containers.

• CAUTION SIGNS - Contractor shall use caution signs as required by OSHA Regulation

1910.144 and 1910.145 at no cost to the County. Caution signs shall be on-site on commencement of Contract and remain during the duration of the contract.

• OSHA GUIDELINES OF BLOOD PATHOGENS - Contractor shall comply with the OSHA Standard 29CFR 1910.1030 Blood Borne Pathogens as it pertains to the training, safety and equipment needed for all employees engaged in custodial service. Contractor shall be responsible for compliance on date of Contract acceptance and shall provide proof to the Facility Manager, Safety Department and Purchasing Department.

• Due to the nature of custodial work, proof of compliance with OSHA regulation 1920.1200, Hazard Communication, shall be provided to the Facility Manager, Safety Department and Purchasing Department upon commencement of this Contract.

• The Contractor shall use only germicidal disinfectants that bear an Environmental Protection Agency (EPA) Registration Number.

• Failure of the Contractor or their employees to comply with all applicable laws, regulations and rules shall permit ITP to immediately terminate this Contract without liability.

(4) The Contractor shall purchase and issue all chemicals in their original containers or in properly labelled portable containers. Materials that require precautionary warnings shall have affixed to all containers such labels or markings as are prescribed by law, regulatory agencies, or this

Contract. Markings or labeling of materials containing hazardous or toxic substance or wastes shall be in accordance with all Federal, State and County laws, ordinances, rules, and regulations.

2.11 SUPPLIES

1) Contractor shall furnish all supplies necessary for the work of this Contract. ITP will provide

Contractor trash liners, hand soap, paper supplies and miscellaneous restroom amenities that are used by ITP facility customers, visitors, and employees. Paper products used for cleaning are the responsibility of the Contractor.

2) Before beginning the work of the contract, the Contractor shall submit to ITP a Material Safety

Data Sheet for each of the materials that are to be used in the performance of the work and shall not use any material which ITP determines would be unsuitable for the purpose or harmful to the surface to which applied or to any other part of the building, its contents, or equipment.

2.12 EQUIPMENT

1) Contractor is to supply his/her own equipment as necessary to complete all work with the exception of the following equipment provided by ITP for Contractor use:

a. Walk-behind floor scrubber provided by ITP for Contractor use (ROC)

b. Nobel EZ Rider Floor Scrubber (Central Station Building)

c. Four (4) Factory Rider Scrubber/Sweeper (2@ ROC / 1 RCS / 1 Laker Line)

d. Trailer mounted power washer equipment

e. Two (2) Hydrostatic sprayers (Handheld and backpack)

2) Cleaning of above equipment after use is the responsibility of Contractor. Providing and installing replacement parts are the responsibility of ITP. Contractor must notify ITP in a timely manner of equipment failure.

3) Contractor provided equipment shall be of the size and type customarily used in work of this kind and no equipment shall be used which is harmful to the buildings or their contents.

4) Equipment must be of commercial quality, and a list will be provided prior contract for ITP approval.

5) Electrical power (110) volts will be furnished by ITP at existing power outlets for Contractor's use to operate such equipment as is necessary in the conduct of his work. Hot and cold water will also be made available as necessary for cleaning.

2.13 FACILITIES

1) Contractor will be assigned available space in the building for the storage of bulk supplies and the equipment to be used in the performance of the work of the contract. This space shall be kept in a clean and orderly condition.

2) Contractor shall verify that all floor finishes, seals, spray buff solutions and other such chemicals applied to non-carpeted floors provide adequate protection against slippery floors. Any observed instances of slippery or slick floors shall be corrected immediately upon discovery.

3) All lunches or refreshments are to be consumed by Contractor personnel in designated areas only.

4) ITP will not be responsible for any damage or loss of Contractor’s stored supplies, materials, equipment, or Contractor’s employees’ personal belongings brought into the building.

5) Contractor will promptly report to ITP any loss or damaged ITP property. Contractor is responsible to repair and/or replacing any damage or loss of ITP property due to the negligence or intentional acts of Contractor, its agents, or employees.

6) Lighting shall be left on until cleaning work and inspection is completed; then all office lighting shall be turned off by the Contractor.

SECTION 3: CONTENTS OF PROPOSAL

Proposing firms/organizations shall include the following information, at a minimum, in their proposals.

Emphasis should be on completeness and clarity of content.

3.1 COVER LETTER

The proposal must include a cover letter that identifies the proposing firm/organization, mailing address, contact person, and telephone number. The cover letter must acknowledge the receipt of all addenda issued to the Request For Proposal (RFP) and be signed by the individual who is authorized to negotiate and execute a contract on behalf of the proposing firm/organization. Proposals must be accompanied by a signed statement acknowledging the receipt of any addenda issued to this RFP.

3.2 SUBMITTALS

The following items must be completed and submitted as a part of the proposal. Compliance with these items is mandatory for contract award.

The following Federal and State certificates must accompany the proposal (certificate forms are located under Section 7.

1) DBE Participation Form

2) Certification of Primary Contractor Regarding Debarment, Suspension, and Other Responsibility

Matters

3) Certification of Lower-Tier Participants (Subcontractors) Regarding Debarment, Suspension, and

Other Ineligibility and Voluntary Exclusion

4) Certification of Restrictions on Lobbying

5) Vendor Certification That It Is NOT An “Iran Linked Business”

6) Certificate of Compliance with FTA Clauses

3.3 COST PROPOSAL

Proposed costs must be submitted on the enclosed Cost Proposal Form, (see Section 8 – Cost Proposal

Forms). The price proposal must include a monthly cost for each area. Additionally, the proposal must include an hourly rate for miscellaneous services or cleaning. Bidders must provide a cost by year for the first three years of the contract. There are two (2) one-year option terms available to provide bids. See

Section 8 for the Cost Proposal forms.

SECTION 4: EVALUATION/SELECTION CRITERIA

The contract(s) 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 others.

Proposals will be evaluated using the following criteria in their relative order of importance.

4.1 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. Contractor’s demonstrated experience in Scope(s) of Work

3. Total proposed price

4. Proposed approach to providing janitorial services

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

6. Interviews (if conducted)

4.2 INTERVIEWS

The ITP Selection Committee will review and evaluate all proposals. Based on the results of this evaluation, the committee may elect to award a contract(s) (subject to Board approval) or to conduct further evaluation. If the committee determines that further evaluation is required, Contractor(s) may be invited to participate in an interview.

The ITP reserves the right to modify the schedule described above or to withdraw this RFP at any time without prior notice. The ITP also makes no representations that any agreement will be awarded to any proposer responding to this RFP. The ITP expressly reserves the right to reject any and all proposals or to waive any irregularity or informality in any proposal and to be the sole judge of the suitability of the services to be rendered.

SECTION 5: ADDITIONAL INSTRUCTIONS

INVITATION FOR BIDS (IFB) & REQUEST FOR PROPOSALS (RFP)

GENERAL

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. 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.

3. 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.

4. 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.

5. 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 an 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 procured 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.

6. DURATION OF OFFER

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

7. BID/PROPOSAL PRICE

a. Bid prices shall be submitted on the respondents. 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.

8. 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.

9. DISCOUNTS

Prompt payment discounts will not be considered in the evaluation of proposals or bids. However, any offered discount 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.

10. 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.

11. PROJECT COMPLETION DATE

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

The date cannot exceed __________ calendar days from the date of the Notice to Proceed with the Project.

12. 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.

13. 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.

14. 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.

15 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.

15. 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.

16. 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.

17. 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.

18. 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.

19. 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.

20. 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.

21. 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.

22. 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 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.

23. 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.

SECTION 6: ITP & FTA CONTRACT PROVISIONS

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…