Douglas County Board of Commissioners Procurement Department

8700 Hospital Drive Douglasville, GA 30134

REQUEST FOR PROPOSAL

COVER SHEET

SOLICITATION NUMBER: 25-024

SOLICITATION TITLE: 3RD PARTY TRANSPORTATION OPERATOR

ISSUE DATE: THURSDAY, SEPTEMBER 11, 2025, 8:00 AM EST

PRE-SOLICITATION MEETING NON-MANDATORY

WEDNESDAY, SEPTEMBER 24, 2025, 11:00 AM EST

DOUGLAS COUNTY CONNECT DOUGLAS MULTI-MODAL

TRANSPORTATION CENTER LOCATED AT 8800 DORRIS

RD, DOUGLASVILLE, GA 30134

QUESTION DEADLINE: WEDNESDAY, OCTOBER 1, 2025, 4:00 PM EST

https://www.bidnetdirect.com/georgia/douglascounty Please only enter one question per line #

PROPOSAL CLOSING DATE: MONDAY, OCTOBER 13, 2025, 2:00 PM EST

The County reserves the right to modify or alter the following procurement schedule as needed.

SINGLE POINT OF CONTACT (SPC) Anthony Choice

Director of Procurement

EMAIL ADDRESS: dcpurchasing@douglascountyga.gov

DOCUMENTS INCLUDED IN THIS PACKAGE: Request for Proposal

Supplier Inclusion Program

Douglas County Board of Commissioners promotes equal opportunity for all individuals without regard to age, color, disability, marital status, national origin, race, religion or creed, sex or gender, sexual orientation, or veteran status.

Douglas County reserves the right to cancel this RFP at any time and for any reason prior to the award of a contract by the

Board of Commissioners.

mailto:dcpurchasing@douglascountyga.gov

OFFEROR’S RFP CHECKLIST

The 10 Most Critical Things to Keep in Mind When Responding to an RFP for the Douglas County Board of Commissioners

1. _______ Read the entire document. Note critical items such as: mandatory requirements;

supplies/services required; submittal dates; funding amount and source; contract requirements (i.e., contract performance security, insurance requirements, performance and/or reporting requirements, etc.).

2. _______ Note the procurement officer's name, address, phone numbers and e-mail address. This is the only person you are allowed to communicate with regarding the RFP and is an excellent source of information for any questions you may have.

3. _______ Attend the pre-bid, proposal conference if one is offered. These conferences provide an opportunity to ask clarifying questions, obtain a better understanding of the project, or to notify the County of any ambiguities, inconsistencies, or errors in the RFP.

4. _______ Take advantage of the “question and answer” period. Submit your questions online in BidNet by the advertised due date and view the answers given in the formal “addenda” issued for the RFP.

All addenda issued for an RFP are available online in BidNet and will include all questions asked and answered concerning the RFP.

5. _______ Follow the format required in the RFP when preparing your response. Provide point-by-point responses to all sections in a clear and concise manner.

6. _______ Provide complete answers/descriptions. Read and answer all questions and requirements.

Don’t assume the County or evaluation committee will know what your company’s capabilities are or what items/services you can provide, even if you have previously contracted with the County. The Proposals are evaluated based solely on the information and materials provided in your response.

7. _______ Check for RFP addenda. Before submitting your response, check online in BidNet for any addenda the County has issued. Submission of Bid acknowledges receipt of addendums however, recommended to include with bid submission signed copies.

8. _______ Technical and Cost/Fee Proposals MUST be submitted separately.

9. _______ Review and read the RFP document again to make sure that you have addressed all requirements.

10. _______ Submit your response on time. Note all the dates and times listed in the RFP and be sure to submit all required items on time.

Late proposals responses are never accepted. Don’t wait till last minute to upload electronically in BidNet.

This checklist is provided for assistance only and should NOT be submitted with Offeror’s Response

SECTION I: SPECIAL TERMS AND CONDITIONS

A. PURPOSE

The purpose of this solicitation is to establish a contract for various services in support of Douglas County's Connect Douglas, the County's fixed route service, ADA paratransit service, and future on demand or micro-transit. Such services shall be in compliance with all relevant requirements directed by the Federal Transit Administration (FTA), the Georgia Department of Transportation (GDOT) and Douglas County itself, and any associated funding partners. The services to be provided by the selected vendor are generally described as the provision of operations of the transit program including drivers, and completion of all scheduling and management required to successfully perform the public transportation function. The County will provide all vehicles to be used in direct support of the Connect Douglas. The County will also provide all associated fueling facilities, and all associated vehicle maintenance services other than those specifically assigned to the vendor within the Statement of Work.

Unless otherwise stated in this solicitation the vendor shall furnish all labor, material and equipment necessary for satisfactory contract performance. When not specifically identified in the technical specifications, such materials and equipment shall be of a suitable type and grade for the purpose. All material, workmanship, and equipment shall be subject to the inspection and approval of the County's Project Manager.

Pricing shall be entered electronically in BidNet. For the maintenance function, it is currently determined that all maintenance functions, staffing and expenses will be maintained by Douglas County.

Under this contract, vendors must comply with the requirements for testing all safety sensitive employees, including anyone driving the County's revenue service vehicles (i.e. mechanics, technicians, cleaners), under the USDOT/FTA drug and alcohol regulations (49 CFR Part 40 (DOT) and 49 CFR Part 655 (FTA) and the allowance of Douglas County Staff to review those files related to testing and to store them on-site.

B. RESTRICTIONS ON COMMUNCATION WITH STAFF:

From the issue date of the solicitation and until a supplier is selected for contract award and the selection is made public, bidders are not allowed to communicate for any reason with members of the Board of Commissioners, Douglas County employees and/or contracted agents related to the solicitation except through the issuing officer (or his/her designee) named in the solicitation. Prohibited communication includes all contact or interaction, including but not limited to telephonic communications, emails, faxes, letters, or personal meetings, such as lunch, entertainment, or otherwise. Exceptions to this restriction on communication include the following:

• Communication during pre-bid conference/meeting provided the issuing officer is present, or

• As necessary to perform under any existing contracts with the County, or

• With Douglas County pursuant to the protest process

A bidder’s violation of the restriction on communication can lead to disqualification of the supplier’s response from consideration for contract award and/or other disciplinary action such as suspension or debarment.

C. SCHEDULE:

The following schedule is supplied as a guideline rather than a set of absolute deadlines. The County reserves the right to modify or alter the schedule as needed.

Event Date & Time

Issue RFQ Thursday, September 11, 2025, 8:00 AM EDT

NON-MANDATORY Pre-Proposal Conference Wednesday, September 24, 2025, 11:00 AM, EDT

Questions Due Wednesday, October 1, 2025, 4:00 PM, EDT

Responses to Questions (if necessary) Tuesday, October 7, 2025, 4:00 PM, EDT

Deadline for submittal of RFP Monday, October 13, 2025, 2:00 PM, EDT

D. NON-MANDATORY PRE-PROPOSAL CONFERENCE

A non-mandatory pre-proposal conference will be held on Thursday, September 24, 2025, 11:00 AM EDT, at Douglas County Connect Douglas Multi-Modal Transportation Center located at 8800 Dorris Rd, Douglasville, GA 30134.

E. QUESTIONS

Prospective Proposers must submit any questions regarding this solicitation electronically in BidNet by the due date and time specified in the solicitation. Only questions submitted via BidNet will be accepted and addressed.

Responses to questions received during the solicitation time period are posted on the website at https://www.bidnetdirect.com/georgia/douglascounty in an addendum. Proposers who fail to report a known or suspected problem with this solicitation or who fail to seek clarification or correction of this solicitation do so at their own risk.

F. ADDENDUM

Any necessary additions or corrections will be made by addenda and issued electronically in BidNet. The Addendum will become part of the solicitation. Failure to acknowledge any addenda shall not relieve Bidders of compliance with the terms thereof. The County assumes no responsibility for oral instructions.

All requests for clarification and additional information must be made in writing in Bidnet. Responses to questions will be posted as addenda in BidNet. It is the bidder’s responsibility to review BidNet periodically to determine if addenda have been prepared and posted.

The successful firm’s proposal and all the addenda will become a part of the agreement resulting from this document.

G. PROPOSAL PROCESS

Bids must be submitted in BidNet and shall be presented in accordance with the instructions of this solicitation and within the time constraints stated.

• Bids received after the date and time will not be considered. It is the Offeror’s responsibility to ensure that its bid is submitted in a timely manner.

• The County reserves the right to accept or reject any or all bids and to waive minor Irregularities and technicalities. The judgment of the County on such matters shall be final.

• The terms Bidder, Vendor, Contractor and/or Offeror are synonymous in this document and refer to the person, entity or firm that submits a proposal.

H. PREPARATION OF PROPOSALS

• This bid contract consists of the attached instructions, specifications, and request for bid forms.

All bidders must use our form(s) for submitting their bid if applicable. No faxed responses will be accepted.

• By submitting a bid, the Contractor warrants that any services provided to the County meet or exceed specifications set forth in this solicitation.

• The Purchasing Department will be the sole judge in making the determination as to the quality and the appropriateness of the services proposed as well as the responsiveness and responsibility of the Contractor.

• Only an authorized officer of the company shall sign the bid and/or submit bids electronically.

• Successful bidders shall obtain, if applicable, all necessary licenses and/or permits required by local and state law prior to issuance of purchase order for and performance of said items/services.

• By submitting a bid, the bidder certifies that he/she has not, either directly or indirectly, entered into any agreement, participated in any collusion, or otherwise taken any action in restraint of free competition with this proposal submitted to Douglas County Board of Commissioners. The bidder also agrees to meet all the Conditions and Specifications outlined in this document.

Douglas County reserves the right to waive informalities, to reject any and all bids, to evaluate bids, to accept portions of any bid, and to accept any bid, which in its opinion, may be in the best interest of the County. The County reserves the right to add to or delete from the contract after the contract has been awarded.

I. METHOD OF AWARD - Considering Qualifications and Pricing

Award will be made to the vendor who submits the overall proposal that is judged to provide the best value to the County. Proposals will be evaluated based upon the following criteria:

1. Relative volume and quality of similar work that has been provided for other public and private entities similar in nature to Douglas County and successful work history supporting FTA/GDOT based contracts.

2. Comparable experience and background of the specific personnel to be assigned to the team that shall serve the County. There will a specific emphasis placed on the relative experience and credentials of the proposed on-site general manager and similar work successfully performed by vendor.

3. Proposed materials and plans to accomplish task.

4. Proposed costs and fee schedule.

5. Reports from direct and indirect references.

6. Other relevant criteria such as experience with scheduling software.

7. Responsiveness and completeness of the written proposal to these instructions with regard to the

Scope of Services.

Vendors are advised that the County evaluation will be structured to ascertain and judge:

• the breadth of the company's other transit contracts and any company-wide/region programs that would be made available to support the local system.

• the vendor's experience in delivering safe operations.

• the vendor's experience in delivering excellence in customer service.

• the vendor's degree of commitment to the existing workforce.

• the extent of the applicable resources available to the vendor, and the service methods proposed by the responding vendor.

J. INITIAL CONTRACT TERM

This contract shall commence on the first calendar day of the month succeeding approval of the contract by the Board of County Commissioners, or designee, unless otherwise stipulated in the Notice of Award Letter distributed by the County's Purchasing Department; and contingent upon the completion and submittal of all required pre-award documents. The initial contract term shall remain in effect for three (3) years. Pricing for the second and third year of the initial contract term are subject to CPI adjustments as described in Section K.

K. RENEWAL OPTIONS

The County shall have the option to renew this contract for two (2) additional one (1) year period(s). Prior to the completion of each exercised term of this contract, the vendor shall be notified in writing of the County's intent to renew. At that time, the County may consider an adjustment to price based on changes as published by the U.S. Department of Labor, Bureau of Labor Statistics (www.bls.gov). It is the vendor's responsibility to request any pricing adjustment in writing under this provision. The vendor’s written request for adjustment should be submitted at least (120) calendar days prior to expiration of the then current contract term. The vendor adjustment request must clearly substantiate the requested increase.

The written request for adjustment should not be in excess of the relevant pricing index change. If no adjustment request is received from the vendor, the County will assume that the vendor has agreed that the optional term may be exercised without pricing adjustment. Any adjustment request received after the commencement of a new option period shall not be considered.

The County reserves the right to reject any written price adjustments submitted by the vendor and/or to not exercise any otherwise available option period based on such price adjustments. Continuation of the contract beyond the initial period, and any option subsequently exercised, is a County prerogative, and not a right of the vendor. This prerogative will be exercised only when such continuation is clearly in the best interest of the County.

L. TAXES

The County is exempt from all state sales tax and Federal Excise Tax. These taxes shall not be included in proposals. However, in the event taxes are required by state or federal law for the services or products outlined in this proposal, such taxes shall be the sole responsibility of the Contractor unless otherwise stated in writing and agreed to by the County.

M. PROTESTS

The protester shall furnish a written protest to the Purchasing Department no later than five (5) working days after award of the Purchase Order or contract listing the articles of the Purchasing Policy Procedure Manual that have been violated. Failure to comply with this requirement may result in dismissal of the protest.

If the protester files a request for documents with a protest, Purchasing shall furnish copies of the requested documents consistent with the Georgia Open Records Act.

N. PURCHASING POLICY

The Douglas County Purchasing Policy Procedure Manual is incorporated into this solicitation (and, therefore, any contract awarded as the result of this solicitation) by reference. By participation in this solicitation an Offeror, potential Offeror, or Contractor agrees to be bound by the Douglas County Purchasing Policy, Purchasing Procedures, Operating Guidelines and Regulations on any issue or action related to this solicitation or subsequent contract resulting from this solicitation.

O. GEORGIA SECURITY AND IMMIGRATION COMPLIANCE ACT

Contractor’s full compliance with all applicable federal and state security and immigration laws, including without limitation O.C.G.A. § 13-10-90, et seq. as amended and Georgia Department of Labor Rule 300- 10-1, et seq. is a condition for the contract bid and any contract award. Contractor is required to affirm compliance by completing and returning the two (2) Georgia Security and Immigration Compliance documents with Contractor’s proposal.

Pursuant to O.C.G.A. § 13-10-91 no Contractor or subcontractor may propose a contract or enter into a contract with a public employer for the physical performance of services unless the Contractor or subcontractor is registered with and participates in the federal work authorization program to verify information of all newly hired employees and provides certain required affidavits. Any Contractor, subcontractor, or sub-subcontractor of such Contractor or subcontractor, shall also be required to satisfy the requirements set forth herein.

P. CONTRACT AWARD

A contract will be awarded to the responsible Offeror whose Proposal is determined to be the most advantageous, is of best value to the County and with whom an acceptable contract can be negotiated and agreed upon. Statements of Qualifications and Proposals will be evaluated on a combination of factors (see the subsequent portions of this solicitation for weighted evaluation factors). It is within the County’s sole discretion to determine whether the Contractor is responsible or responsive under the terms and conditions of this solicitation. Further, it is within the County’s sole and absolute discretion to determine Contractor’s responsibility or responsiveness after a contract is entered into. Finally, it is within the County’s sole and absolute discretion to terminate this agreement, to not renew a Contractor or to not make an award to a Contractor who is determined to be not responsible or not responsive.

Q. DISQUALIFICATION OF BIDS

Bids may be disqualified before the awarding of the contract for any of the following:

• Failure to include all requested information or other details of the bid.

• Excessive errors in calculating prices or totals.

• Failure to include bid bond, if applicable.

• Failure to submit Contractor Qualifications and/or required licenses and permits with bid response.

R. TRADE SECRETS – CONFIDENTIALITY

If any person or entity submits a bid or proposal that contains trade secrets, an affidavit shall be included with the bid or proposal. The affidavit shall declare the specific included information which constitutes trade secrets. Any trade secrets must be either (1) placed in a separate envelope, clearly identified and marked as such, or (2) at a minimum, marked in the affidavit or an attached document explaining exactly where such information is, and otherwise marked, highlighted, or made plainly visible. See Georgia law at O.C.G.A. § 50-18-72 (A)(34).

S. ETHICS – DISCLOSURE OF RELATIONSHIPS

Before a proposed contract in excess of $10,000.00 is recommended for award to the Board of Commissioners or the County Administrator, or before the County renews, extends, or otherwise modifies a contract after it has been awarded, the contractor must disclose certain relationships with any County Commissioner or County Official, or their spouse, mother, father, grandparent, brother, sister, son or daughter related by blood, adoption, or marriage (including in-laws). A relationship that must be reported exists if any of these individuals is a director, officer, partner, or employee, or has a substantial financial interest the business.

If such relationship exists between your company and any individual mentioned above, relevant information must be presented in the form of a written letter to the Director of Purchasing. You must include the letter with any bid, proposal, or price quote you submit to the Purchasing Department.

In the event that a contractor fails to comply with this requirement, the County will take action as appropriate to the situation, which may include actions up to and including rejection of the bid or off er, cancellation of the contract in question, or debarment or suspension from award of a County contract for a period of up to three years.

T. ABILITY TO PERFORM & FINANCIAL RESPONSIBILITY

The offeror may be required, upon request, to provide to the satisfaction of the Owner that he/she has the skill, experience and the necessary facilities, as well as sufficient financial and human resources, to perform the contract in a satisfactory manner and within the required time. The Contractor shall maintain adequate financial resources and demonstrate the financial responsibility necessary to perform the requirements of this Contract. The Contractor shall, upon request, provide the Contracting Agency and the Federal Transit Administration (FTA) with reasonable evidence of financial capability, including audited financial statements, proof of insurance, bonding capacity, and any other documentation deemed necessary to establish financial soundness.

Failure to demonstrate and maintain adequate financial responsibility may be grounds for termination of this Contract for default. In the event of termination, the Contracting Agency shall have all rights and remedies available under applicable law and regulations, including but not limited to the Federal Acquisition Regulation (FAR) and FTA requirements.

The Contractor further certifies that it is not debarred, suspended, declared ineligible, or voluntarily excluded from participation in any federally assisted transaction, as required by 2 CFR Part 180 and 2 CFR Part 1200.

If the available evidence is not satisfactory to the Owner, the Owner may reject the offer.

U. PAYMENT TERMS

The County's standard payment terms are Net 30. Any deviation from standard payment terms must be specified in the awarded contract, and both parties must agree on such deviation.

V. METHOD OF PAYMENT

This contract is a cost-reimbursement contract. Payment will be made as dictated in the Scope of Work, primarily on a monthly basis, and as outlined in this RFP. Failure to submit invoices in the prescribed manner will delay payment, and the vendor may be considered in default of contract and its contract may be terminated. Payments shall be tendered in accordance with the Georgia Prompt Payment Act. Each invoice will require copy of expenditures and proof of payment and receipts to include payroll.

The vendor(s) shall submit monthly invoices by the tenth (10th) calendar day of each month to the County’s Multi-Modal Transportation Services Division. The invoices shall reflect the monthly reimbursable expenses to successfully perform services in the prior month. In addition to the general invoice requirements set below, the invoices shall contain the contract and/or purchase order number, date and location of service.

Advance payments are not authorized. Payment will be made only for actual services that have been received.

The vendor shall submit invoices free of mathematical errors and/or missing supporting documentation.

Upon finding an error and/or missing documentation, the County will return the invoice to the Vendor.

Vendor shall promptly resubmit the revised invoice to the County. Failure to identify an error does not waive any of the County's rights.

W. INSURANCE

Each vendor shall include in its solicitation response package proof of insurance capabilities, including but not limited to, the following requirements: [This does not mean that the vendor must have the coverage prior to submittal, but, that the coverage must be in effect prior to a purchase order or contract being executed by the County.]

An original certificate of insurance, indicating that the awarded vendor has coverage in accordance with the requirements of this section, shall be furnished by the vendor to the Purchasing Director within five (5) working days of such request and must be received and accepted by the County prior to contract execution and/or before any work begins.

The vendor shall provide and maintain at all times during the term of any contract as a billable expense to the County, policies of insurance, with a company or companies authorized to do business in the State of Georgia, and which are acceptable to the County, insuring the vendor against any and all claims, demands or causes of action whatsoever, for injuries received or damage to property relating to the performance of duties, services and/or obligations of the vendor under the terms and provisions of the contract. The vendor is responsible for timely provision of certification(s) of insurance to the County at the certificate holder address evidencing conformance with the contract requirements at all times throughout the term of the contract.

Such policies of insurance, and confirming certificates of insurance, shall insure the vendor is in accordance with the following minimum limits:

General Liability insurance on forms no more restrictive than the latest edition of the Occurrence Form Commercial General Liability policy of the Insurance Services Office or equivalent without restrictive endorsements, with the following minimum limits and coverage:

Each Occurrence/General Aggregate 1,000,000/1,000,000 Products-Completed Operations $5,000,000 Personal & Adv. Injury $5,000,000 Fire Damage $50,000 Medical Expense $5,000 Contractual Liability Included

The following additional coverages must also be provided:

The policy must be endorsed to include the following additional insured language: "Douglas County is named as an additional insured with respect to liability arising out of the activities performed by, or on behalf of the Vendor.”

Workers' compensation insurance based on proper reporting of classification codes and payroll amounts in accordance with Georgia Statutes, and/or any other applicable law requiring workers' compensation (Federal, maritime, etc.). If not required by law to maintain workers compensation insurance, the vendor must provide a notarized statement that if he or she is injured; he or she will not hold the County responsible for any payment or compensation.

Employers Liability insurance with the following minimum limits and coverage:

Each Accident $1,000,000 Disease-Each Employee $1,000,000 Disease-Policy Limit $1,000,000

Professional liability and/or specialty insurance (medical malpractice, engineers, architect, consultant, environmental, pollution, errors and omissions, etc.) insurance as applicable, with minimum limits of $500,000 and annual aggregate of $1,000,000.

Douglas County, a Political Subdivision of the State of Georgia, and the Board of County Commissioners, shall be named as additional insured as their interest may appear on all applicable liability insurance policies.

The certificate(s) of insurance shall provide for a minimum of thirty (30) days prior written notice to the County of any change, cancellation, or nonrenewal of the provided insurance. It is the vendor's specific responsibility to ensure that any such notice is provided within the stated timeframe to the certificate holder.

The Vendor is required to provide a copy of all policy endorsement(s) providing the required coverage and notification provisions prior to execution of the final contract.

Certification(s) of insurance shall identify the applicable solicitation (ITB/RFP/SOLICITATION) number in the Description of Operations section of the Certificate.

The Vendor shall be responsible for subcontractors and their insurance. Subcontractors are to provide certificates of insurance to the prime vendor evidencing coverage and terms in accordance with the Vendor's requirements.

All self-insured retentions shall appear on the certificate(s) and shall be subject to approval by the County. At the option of the County, the insurer shall reduce or eliminate such self-insured retentions, or the vendor or subcontractor shall be required to procure a bond guaranteeing payment of losses and related claims expenses.

The County shall set an insurance deductible limit not to exceed $5,000 per accident or incident. If a deductible is submitted for reimbursement, vendor must clearly state the reason and cause. The County will not be responsible for paying any deductible for an at-fault accident or incident by the vendor or it’s employees or contractors. Responding vendors must submit in the response a cost estimate for the annual amount projected to spend via deductible reimbursement.

Failure to obtain and maintain such insurance as set out above will be considered a breach of contract and may result in termination of the contract for default.

Neither approval by the County of any insurance supplied by the vendor or subcontractor(s), nor a failure to disapprove that insurance, shall relieve the vendor or subcontractor(s) of full responsibility for liability, damages, and accidents as set forth herein.

X. BONDING

Vendors are required to submit documentation that provides fiscal stability to maintain the requirements of this contract.

Y. COMPLETION/DELIVERY

All assigned effort shall be completed as specified in Section 2, Statement of Work.

Z. ACCEPTANCE OF GOODS OR SERVICES

The services rendered under the contract will not be deemed complete, until a physical inspection and actual usage of the vehicle/equipment is (are) accepted by the County and shall be in compliance with the terms herein, fully in accord with the specifications and of the highest quality.

Vehicles and equipment serviced under this contract may be tested and/or inspected for compliance with specifications prior to being accepted by the County. In the event that any aspect of the services provided is found to be defective or does not conform to the specifications, the County reserves the right to terminate the contract or initiate corrective action on the payment of the vendor or obtain a full credit for the unacceptable services. The County will not be responsible to pay for any services that do not conform to the contract specifications.

In addition, any services deemed to be defective or unacceptable, or which are not delivered or performed by the date specified in the purchase order or contract, may be procured by the County on the open market, and any increase in cost may be charged against the awarded vendor. Any cost incurred by the County in any re-procurement plus any increased product or service cost shall be withheld from any monies owed to the vendor by the County for any contract or financial obligation.

AA. DEFICIENCIES IN WORK TO BE CORRECTED BY THE VENDOR

The vendor shall promptly correct all apparent and latent deficiencies and/or defects in work, and/or any work that fails to conform to the contract documents regardless of project completion status. All corrections shall be made within seven (7) calendar days after such rejected defects, deficiencies, and/or non-conformances are verbally reported to the vendor by the County's project administrator, who may confirm all such verbal reports in writing. If the vendor fails to correct the work within the period specified, the County may, at its discretion, notify the vendor, in writing, that the vendor is subject to contractual default provisions if the corrections are not completed to the satisfaction of the County within ten (10) calendar days of receipt of the notice. If the vendor fails to correct the work within the period specified in the notice, the County shall place the vendor in default, obtain the services of another vendor to correct the deficiencies, and charge the incumbent vendor for these costs, either through a deduction from the final payment owed to the vendor or through invoicing. If the vendor fails to honor this invoice or credit memo, the County may terminate the contract for default.

BB. WARRANTY

As specified in Section 2, Statement of Work.

CC. ADDITIONAL SERVICES

Although this solicitation and resultant contract identifies specific services to be performed, it is hereby agreed and understood that services may be added to this contract at the option of the County. When required by the pricing structure of the contract, vendors under this contract shall be invited to submit price quotes for additional services. The County may obtain price quotes for the additional services from other vendors in the event that fair and reasonable pricing is not obtained from the current contract vendor, or for other reasons at the County's discretion.

DD. BACKGROUND SCREENINGS

As specified in Statement of Work

EE. COMPETENCY OF VENDOR AND ASSOCIATED SUBCONTRACTORS

Offers will be considered only from firms which are regularly engaged in the business of providing or distributing the goods and/or performing the services as described in the solicitation, and who can produce evidence that they have a consistent satisfactory record of performance. Vendors must demonstrate that they have sufficient financial support and organization to ensure that they can satisfactorily execute the contract if awarded under the terms and conditions herein stated. In the event that the vendor intends to sub-contract any part of its work to another vendor or will obtain the goods specifically offered under this contract from another source of supply; the vendor may be required to verify the competency of its sub-vendor or supplier. The County reserves the right, before awarding the contract, to require a vendor to submit such evidence of its qualifications and the qualifications of its sub-vendor as it may deem necessary.

The County may consider any evidence available to it of the financial, technical and other qualifications and abilities of any vendor responding hereunder, including past performance with the County, in determining vendor responsibility for the purposes of selecting a vendor for contract award.

FF. COMPLIANCE WITH FEDERAL STANDARADS

All items to be purchased under this contract shall be in accordance with all governmental standards, to include, but not be limited to, those issued by the Federal Transit Administration (FTA), Federal Motor Carriers Safety Administration (FMCSA), the Georgia Department of Transportation (GDOT), Occupational Safety and Health Administration (OSHA), the National Institute of Occupational Safety Hazards (NIOSH), and the National Fire Protection Association (NFPA).

GG. DISADVANTAGED BUSINESS ENTERPRISES (DBE)

The requirements of 49 CFR Part 26, Regulations of the US Department of Transportation, apply to this contract. It is the policy of the County to practice nondiscrimination based on race, color, sex, or national origin in the award or performance of this contract. All firms qualifying under this solicitation are encouraged to submit a proposal.

HH. LABOR, MATERIALS, AND EQUPIMENT SHALL BE SUPPLIED BY THE VENDOR

Unless otherwise stated in this solicitation the vendor shall furnish all labor, material and equipment necessary for satisfactory contract performance. When not specifically identified in the technical specifications, such materials and equipment shall be of a suitable type and grade for the purpose. All material, workmanship, and equipment shall be subject to the inspection and approval of the County's Project Manager.

II. MATERIALS MAY BE MAINTENANCE CERTIFIED

If applicable, the County hereby agrees that materials supplied by the vendor in conjunction with this contract may be maintenance certified (re-manufactured, rebuilt, or re-conditioned) as long as they are warranted for merchantability and carry a warranty equal to new products.

JJ. MATERIAL SAFETY DATA SHEET (MSDS)

It is a vendor responsibility to ensure that the County has received the latest version of any MSDS required by 29 CFR 1910.1200 with the first shipment of any hazardous material. Also, at any time the content of an MSDS is revised, the vendor shall promptly provide a new MSDS to the County with the new information relevant to the specific material.

KK. MINIMUM WAGES

Under this contract, the wage rate paid to all laborers, mechanics and apprentices employed by the vendor for the work under the contract, shall not be less than the prevailing wage rates for similar classifications of work as established by the Federal Government, including those enforced by the U.S.

Department of Labor, Wages and Hours Division, and Georgia's Minimum Wage requirements and enforced by the Georgia Legislature by statute or the State Agency for Workforce Innovation by rule, whichever is higher.

LL. OMISSION FROM THE SPECIFICATIONS

The apparent silence of this specification and any addendum regarding any details, or the omission from the specification of a detailed description concerning any point, shall be regarded as meaning that only the best commercial practices are to prevail, and that only materials and workmanship of first quality are to be used. All interpretations of this specification shall be made upon the basis of this agreement.

MM. PRESENTATIONS/POST DISCUSSIONS

The County, at its sole discretion, may ask any proposer to make an oral presentation and/or product/service demonstration without charge to the County. The County reserves the right to require any proposer to demonstrate to the satisfaction of the County that the proposer has the fiscal and technical ability to furnish the service(s) or product(s) as proposed. The demonstration must satisfy the County, and the County shall be the sole judge of compliance.

1) The County may commence contract negotiations in accordance with the Method of Award provision specified elsewhere within this RFP. The County reserves the right to conduct discussions with any proposer(s) which have a realistic possibility of contract award to include any request for additional information, and any request for "best and final" offers.

2) Proposers are cautioned not to assume that they will be asked to make a presentation or asked for a "best and final" offer and should include all pertinent and required information in their original proposal package.

NN. RISK OF LOSS

The vendor assumes the risk of loss of damage to the County's property during possession of such property by the vendor, and until delivery to, and acceptance of, that property to the County. The vendor shall immediately repair, replace or make good on the loss or damage without cost to the County, whether the loss or damage results from acts or omissions (negligent or not) of the vendor or a third party.

The vendor shall indemnify and hold the County harmless from any and all claims, liability, losses and causes of action which may arise out of the fulfillment of this contract. The vendor shall pay all claims and losses of any nature whatsoever in connection therewith, and shall defend all suits, in the name of the County when applicable, and shall pay all costs and judgments which may issue thereon.

OO. SPECIAL NOTICE TO VENDORS REGARDING FEDERAL AND/OR STATE REQUIREMENTS (Also see

Attachment 11, Federal Funding Clause Set)

This purchase action is being supplied in whole or in part by Federal and/or State funding. Therefore, this solicitation and any resulting contract include provisions related to various specific federal and/or state requirements. All such clauses shall be considered and treated as "flow-down" clauses that shall be considered applicable to any prime contract and any subcontract associated with performance under the contract(s) resulting from this solicitation. Detailed review of all terms and conditions included in this solicitation is strongly encouraged to ensure that full compliance with all contractual requirements is considered during the solicitation response process, and throughout performance under the contract, at prime vendor and subcontractor levels. Upon award of a contract resulting from this solicitation, the vendor shall utilize the U.S. Department of Homeland Security's E-Verify system in accordance with the terms governing use of the system to confirm the employment eligibility of:

1) All persons employed by the vendor during the term of the contract to perform employment duties within Douglas County; and

2) All persons, including subcontractors, assigned by the vendor to perform work pursuant to the contract.

PP. WAGE INCREASES MANDATED BY GOVERNMENTAL AGENCIES

When any change in the basic wage rate to be paid to vendor employees being utilized under this contract is mandated by a governmental activity (e.g.; a change in the Federal Minimum Wage or other governmentally mandated wage structure, the vendor may submit a request for equitable adjustment. This adjustment request must be based strictly on the impact of the mandated change.

SECTION II: SCOPE OF SERVICES

The purpose of this solicitation is to establish a contract for various services in support of Douglas County's Connect Douglas deviated fixed route and ADA paratransit services. Such services shall be in compliance with all relevant requirements directed by the Federal Transit Administration, Douglas County itself, and any associated funding partners. The services to be provided by the selected vendor are generally described as the provision of operations of the transit program including drivers, and completion of all scheduling and reporting required to successfully perform the public transportation function. A general laborer will be provided that will support weekly internal and external bus cleaning and similar supported duties.

The County will provide all vehicles to be used in direct support of the fixed route and ADA function. The County will also provide all associated fuel, unless otherwise agreed to, and all associated vehicle maintenance services other than those specifically assigned to the vendor within the Statement of Work.

Vendors are advised that the County maintains a Small and Disadvantaged Business Enterprise (DBE) Policy and Procedure that involves a best effort-based goal for participation by such businesses that reply to this solicitation.

A. BACKGROUND and GENERAL INFORMATION

The County’s transit Vendor will be working in a multi-modal, multi-service transit environment.

Prospective transit Vendor’s work forces will interact, coordinate and provide service in support of partnership services with Douglas County. The work requirement for this Contract has been endorsed by the County Board of Commissioners, the County Manager and County Attorney. Funds for this Contract have been appropriated, and state and federal funding assistance has been made available for implementing the services described in this contract.

B. SERVICES TO BE PROVIDED

DOUGLAS COUNTY seeks proposals from qualified firms for the management of operations and service planning assistance for four (4) deviated fixed routes operating six (6) buses and the ADA complementary services and their respective Schedule of Operations, as generally and specifically provided for in this RFP.

The current level of service for fixed-route and ADA operations to be used for response to this RFP will be up to 460,000 revenue service miles annually (not including non-revenue vehicle service hours). Such services shall be operated in compliance with all relevant requirements directed by the Federal Transit

Administration (FTA), Georgia Department of Transportation (GDOT), Federal Motor Carriers Safety Administration (FMCSA), Georgia Committee for the Transportation Disadvantaged (CTD) Transportation Disadvantaged (TD); Department of Health and Humans Services, and Douglas County itself and/or any associated funding partners or local jurisdictions.

Douglas County will be responsible for primary service planning, contract monitoring and establishing marketing and fare policies under the ensuing Contract. Fixed Route and Paratransit performance standards will apply and will be discussed during contracting. The firm selected, hereinafter referred to as the “Vendor,” will be responsible for all aspects of the day-to-day management and operation of the County’s Connect Douglas and services contracted or sub-contracted for under this RFP, including, but not limited to: employment of all transit operations staff and management; revenue collection; utility/service, information technology and telecommunications (i.e. radios, automatic vehicle locator (AVL) systems, network systems, etc.), administrative/management and customer service personnel. The Vendor may be asked to support Douglas County with transit service marketing and transit information management and to work with any adjacent transit agencies for transfers.

The County will provide the capital assets for Connect Douglas to include transit revenue and non-revenue vehicles and some capital equipment, on an as needed basis, to support the operations. The County is only interested in firms that are prepared to provide quality bus service planning assistance, operations, management and are capable of making Connect Douglas one of the premier transit systems in the nation.

C. FLEET INVENTORY

Connect Douglas will initially utilize six cutaway buses on four fixed routes operating basically within the City Limits of Douglasville, GA. The total fixed route fleet is comprised of 14 vehicles. Successful vendors must be capable of providing “turnkey” service for Connect Douglas to include daily administration and management. Vehicle maintenance will be provided by Douglas County Fleet Maintenance. The County also utilizes non-revenue service vehicles for route supervisors and management. The County will own all physical assets of Connect Douglas.

D. SERVICE DESCRIPTION

1. HOURS OF OPERATION: Connect Douglas revenue service shall be provided during the general operating hours stated below:

Deviated Fixed route and complementary ADA paratransit services operate Monday through Saturday from 7:00 a.m. to 8:00 p.m.

There will be no service on:

New Year’s Day Memorial Day Independence Day Labor Day Thanksgiving Day Christmas Day

2. ADA COMPLEMENTARY PARATRANSIT SERVICES

The Vendor shall provide ADA complementary paratransit Monday through Saturday between the hours of 7 a.m. and 8 p.m.

Paratransit service multi-load scheduling, route planning, fare collection, management and operations for Connect Douglas shall be performed by the Vendor. Service management and oversight of the paratransit services to be operated by the Vendor are managed by County through the Connect Douglas personnel.

Additionally, the Vendor shall also comply with the applicable provisions of the master agreement between the County and the Federal Transit Administration (FTA), as well as comply with all applicable provisions of the following agencies, to include, but not be limited to those identified in all FTA Clauses:

a. Georgia Department of Transportation (GDOT).

b. Atlanta Regional Commission (ARC)

c. Atlanta Transit Link (ATL)

Any other agency regulations, policies, procedures and directives, including without limitation those listed directly or by reference in their respective agreements with the County, and as they may be amended or promulgated from time to time during the term of this contract.

Vendor’s failure to comply with, in part or whole of the aforementioned and referenced regulations and statutes shall constitute a material breach of this contract. A copy of the master agreement with the FTA will be made available to Vendor upon request.

In the event of a conflict between the statutes, administrative code, local sponsoring agency requirements, policies, procedures, standards, or the master agreement with the FTA, the more stringent requirement shall apply, as determined by the County, in the County’s sole discretion.

ADA Complementary Paratransit Service. This service is provided by the County as required by U.S. Department of Transportation (USDOT) regulations implementing the Americans with Disabilities Act of 1990 (ADA). As required by these regulations (49 CFR Parts 27, 37 and 38), individuals with disabilities who are unable to use the fixed route system and who are determined “ADA Paratransit Eligible” by the County are eligible to use this service.

Information about customer eligibility shall be managed and maintained by the Vendor in a master customer file. ADA eligibility determinations will be made by the Vendor and be incorporated into the County’s system of records and easily accessed as part of the automated reservations and scheduling process.

Complementary Paratransit service is provided on a “next-day” basis and should operate during all days and hours that the Connect Douglas fixed route service is provided. ADA service is provided along the fixed route corridor. A distinction is made between trips with origins and destinations that are within one mile of a fixed route and those with origins and destinations outside the fixed route area.

All types of trip purposes are served, without prioritization, under the ADA program, and the service must be operated without “capacity constraints” as detailed in the regulations. Vendor is solely responsible for completing each agency’s required forms and addenda to meet program goals and ensure driver eligibility to provide transportation services.

3. SCHEDULING AND ON-BOARD VEHICLE TECHNOLOGY

The Vendor shall staff and perform scheduling services on software provided by the County, including but not limited to paratransit call intake, bus tracking, complaint resolution, The County will be provided a copy of all ADA and Title VI…