2026-22 RFP.pdf

CITY OF GREEN BAY

REQUEST FOR PROPOSAL (RFP)

RFP: 2026-22

Title: Bus Stop Topper Signs & Route Number Flags

City Agency: Green Bay Metro Transit

Due Date: August 27, 2026

CC: 05000, 05500, 55000, 80100

1 NOTICE TO PROPOSERS

1.1 SUMMARY

1.2 IMPORTANT DATES

1.3 FORMAT

1.4 LABELING

1.5 DELIVERY OF PROPOSALS

1.6 APPENDIX A – STANDARD TERMS & CONDITIONS

1.7 APPENDIX B – SAMPLE CONTRACT FOR PURCHASE OF SERVICES

1.8 MULTIPLE PROPOSALS

1.9 CITY OF GREEN BAY CONTACT INFORMATION

1.10 INQUIRIES, CLARIFICATIONS, & EXCEPTIONS

1.11 ADDENDA

1.12 PROPOSAL DISTRIBUTION NETWORKS

1.13 ORAL PRESENTATIONS/SITE VISIT MEETINGS

1.14 ACCEPTANCE/REJECTION OF PROPOSALS

1.15 WITHDRAWAL OR REVISION OF PROPOSALS

1.16 SUBCONTRACTING OR THIRD-PARTY PAYMENTS

1.17 NON-RESTRICTIVE SPECIFICATIONS AND VENDOR ALTERNATES

1.18 NON-MATERIAL AND MATERIAL VARIANCES

1.19 PUBLIC RECORDS

1.20 CONTRACT QUANTITIES

1.21 USAGE REPORTS

1.22 PARTIAL AWARD

1.23 TAX EXEMPT

1.24 COOPERATIVE PURCHASING

1.25 APPEALS PROCESS

1.26 PROPOSERS RESPONSIBILITY

2 DESCRIPTION OF SERVICE/COMMODITIES

2.1 BACKGROUND

2.2 SCOPE OF WORK

2.3 VENDOR RESPONSIBILITIES

2.4 GREEN BAY METRO SUPPLIED DRAWINGS

2.5 TECHNICAL REQUIREMENTS

2.6 QUALITY ASSURANCE & MULTI-YEAR WARRANTY

3 PROPOSAL SUBMITTAL & EVALUATION

3.1 PROPOSAL EVALUATION

3.2 PROPOSAL SCORING

3.3 PHYSICAL SAMPLE REQUIREMENTS

3.4 REQUIRED CONTENTS & EVALUATION CRITERIA

3.5 AWARD & FINAL OFFERS

3.6 NEGOTIATE CONTRACT TERMS

3.7 CONTRACT TERM(S)

4 REQUIRED CONTENT FOR SUBMITTAL OF PROPOSAL

4.1 FORM A – SIGNATURE OF AFFIDAVIT

4.2 FORM B – RECEIPT OF FORMS & SUBMITTAL CHECKLIST

4.3 FORM C – VENDOR PROFILE INFORMATION

4.4 FORM D – BID/PROPOSAL OFFER FORM

4.5 FORM E – REFERENCES

4.6 FORM F – CONFIDENTIAL & PROPRIETARY INFORMATION

4.7 ATTACHMENT 1: FTA CLAUSES & CERTIFICATES (MUST SIGN W/ SUBMITTAL)

4.8 PHYSICAL SIGN SAMPLES: BUS STOP TOPPER SIGNS & ROUTE NUMBER FLAGS (SEE SECTION 3.3)

2026-22 BUS STOP TOPPER SIGNS & ROUTE NUMBER FLAGS

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1 NOTICE TO PROPOSERS

1.1 Summary

The City of Green Bay (hereinafter “City”) through Green Bay Metro Transit (hereinafter “Green Bay Metro”) located at 901 University Ave, Green Bay, WI 54302 is soliciting Proposals from qualified Vendor(s) to manufacture, supply, and deliver transit bus stop topper signs and the supply of separate route number flags for use throughout the public transit network service area (City of Green Bay, City of De Pere, Village of Allouez, Village of Ashwaubenon, and Village of Bellevue).

These signs serve as essential wayfinding and informational elements at designated bus stops, identifying transit service locations, route numbers, and rider information.

Vendors are invited to submit Proposals (hereinafter “Proposers”) demonstrating their experience, technical capabilities, and overall approach to meeting the requirements set forth in this Request for Proposals (“RFP”). Proposers will be evaluated in accordance with the evaluation criteria and procedures outlined in this solicitation.

Green Bay Metro reserves the right to accept or reject any or all Proposals, waive informalities or irregularities, and award a contract in the best interest of Green Bay Metro, subject to all applicable federal, state and local laws, regulations and funding requirements. Vendors are required to adhere to Federal Clauses and Certificates as required in Attachment 1.

***Final determination of the award of this RFP and subsequent procurement is subject to approval by the Green Bay Transit Commission.

1.2 Important Dates

Deliver Proposals no later than the DUE date and time indicated below. The City reserves the right to reject all late Bids:

RFP Issue Date: 7/30/2026

Pre-Bid/Site Inspection Date: Not Applicable

Questions Due Date: 8/11/2026

Addendum Posted Date 8/13/2026

Proposal Due Date: August 27, 2026 by 2:00 PM (CDT)

Award Recommendation To Green Bay Metro Transit Commission: 9/16/2026

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1.3 Format

The City will not consider illegible Proposals.

Elaborate Proposals (i.e., expensive artwork) beyond that sufficient to present a complete and effective Proposal, are not necessary or desired.

Please include: one (1) original, and one (1) digital copy (.pdf file) on an electronic storage device (USB Flash Drive), clearly marked.

Complete and return Forms A THROUGH F and any mandatory forms to the City of Green Bay Purchasing Department with your submittal (see Section 4.1 – 4.8).

1.4 Labeling

All Proposals must be clearly labeled:

Proposer’s Name and Address Title: Bus Stop Topper Signs & Route Number Flags

RFP: 2026-22

All email correspondence must include RFP 2026-22 Bus Stop Topper Signs & Route Number Flags in the subject line.

1.5 Delivery of Proposals

Emailed or faxed Proposals will NOT be considered.

Proposals must be delivered as instructed. Deliveries to other City departments and/or locations may result in disqualification.

NOTE: When mailing your response via a third-party delivery service, the outside of the packaging MUST be clearly marked with the RFP number and title. This ensures that the Proposal can be delivered to the correct purchasing agent without having to open the Proposal.

Delivery of Hard Copies via U.S. Mail or Common Carrier – Delivery To:

City of Green Bay Purchasing Department 100 North Jefferson St. – Room 410 Green Bay, WI 54301

Delivery of Electronic Copies To:

eBidding platform on DemandStar (see Section 1.12) or on a commonly used media with hard copies (see Section 1.3).

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1.6 Appendix A – Standard Terms & Conditions

Proposers are responsible for reviewing this Appendix prior to submission of their Proposals. The City of Green Bay Standard Terms & Conditions are the minimum requirements for the submission of Proposals.

1.7 Appendix B – Sample Contract For Purchase of Services

Proposers are responsible for reviewing this Appendix prior to submission of their Proposals. The Sample Contract for Purchase of Services shall serve as the basis of the contract resulting from this RFP. The terms of this template contract shall become contractual obligations following award of the RFP. By submitting a Proposal, Proposers affirm their willingness to enter into a contract containing these terms (applicable only to Proposals for services).

The City of Green Bay utilizes a web based electronic signature program (DocuSign) for the execution of contracts that do not require notarization. By submitting your Proposal, you agree to the use of this program to sign documents should you receive an award. There is no cost to the Proposer associated with this process.

1.8 Multiple Proposals

Multiple Proposals from Proposers are permitted; however, each must fully conform to the requirements for submission. Proposers must sequentially label (e.g., Proposal #1, Proposal #2) and separately package each Proposal. Proposers may submit alternate pricing schemes without having to submit multiple Proposals.

1.9 City of Green Bay Contact Information

The City of Green Bay Purchasing Dept. administers the procurement function:

Troy Van Handel City of Green Bay Purchasing Department 100 North Jefferson St. – 410 Green Bay, WI 54301

(920) 448-3049

Contacting City staff outside of the Purchasing Department regarding this RFP without written consent from the Purchasing Department may result in your Proposal being rejected.

1.10 Inquiries, Clarifications, & Exceptions

Proposers are to raise any questions they have about the RFP document without delay. Direct all questions, in writing, to the Purchasing Agent listed in Section 1.9.

Proposers finding any significant ambiguity, error, conflict, discrepancy, omission, or other deficiency in this RFP document shall immediately notify the Purchasing Agent and request clarification. In the event that it is necessary to provide additional clarification or revision to the

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RFP, the City will post an addendum – see Section 1.11 below. Proposers are strongly encouraged to check for an addendum regularly.

Proposals should be as responsive as possible to the provisions stated herein. A prospective Vendor may take “exception” to Proposal terms, conditions, specifications and dates stated within the Proposal package. However, the City of Green Bay reserves the right to disqualify any and all Proposals submitted which include exceptions, if deemed not in the City’s best interests.

1.11 Addenda

In the event that it is necessary to provide additional clarification or revision to the RFP, the City will post addenda to its Proposals distribution websites – see Section 1.12. It is the Proposers responsibility to regularly monitor the websites for any such postings. Proposers must acknowledge the receipt of any Addenda on Form B. Failure to retrieve such addenda and incorporate their appropriate provisions in their response may result in disqualification.

1.12 Proposal Distribution Networks

The City of Green Bay posts all Request for Proposals, addenda, tabulations, awards and related announcements on two distribution networks – VendorNet and DemandStar. The aforementioned documents are available exclusively from these websites. It is the Proposers responsibility to regularly monitor the Proposal distribution network for any such postings. Both sites offer free registration to City Proposers.

1.13 Oral Presentations/Site Visit Meetings

Proposers may be asked to attend meetings, make oral presentations, inspect City locations or make their facilities available for a site inspection as part of this RFP process. Such presentations, meetings or site visits will be at the Proposers expense.

1.14 Acceptance/Rejection of Proposals

The City reserves the right to accept or reject any or all Proposals submitted, in whole or in part, and to waive any informalities or technicalities, which at the City's discretion is determined to be in the best interests of the City. Further, the City makes no representations that a contract will be awarded to any Proposer responding to this request. The City expressly reserves the right to reject any and all

VendorNet:

State of Wisconsin and Local Agencies Proposal Network. Registration is free – https://vendornet.wi.gov/

DemandStar:

National Proposal Network – Free subscription is available to access Proposals from the City of Green Bay and other Wisconsin agencies, participating in the Wisconsin Association of Public Procurement (WAPP). A fee is required if subscribing to multiple agencies that are not included in WAPP.

https://network.demandstar.com/ https://vendornet.wi.gov/ https://network.demandstar.com/

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Proposals responding to this invitation without indicating any reasons for such rejection(s). Any Proposals submitted without all required forms as indicated shall be rejected.

The City reserves the right to postpone due dates and openings for its own convenience and to withdraw this solicitation at any time without prior notice.

1.15 Withdrawal or Revision of Proposals

Proposers may, without prejudice, withdraw Proposals submitted prior to the date and time specified for receipt of Proposals by requesting such withdrawal before the due time and date of the submission of Proposals. After the due date of submission of Proposals, no Proposals may be withdrawn for a period of 90 days or as otherwise specified or provided by law. Proposers may modify their Proposals at any time prior to opening of Proposals.

1.16 Subcontracting or Third-Party Payments

All subcontractors shall be pre-approved upon award by the City before any work begins.

Subcontractors must abide by all terms and conditions of the Proposal. The prime contractor shall be responsible for all subcontractor(s) work and payment.

1.17 Non-Restrictive Specifications and Vendor Alternates

Specifications are intended to define the general level of quality and performance of this purchase and not to restrict competition. Vendors may offer one or more alternates with lesser or greater features; however, the City reserves the right to make its selection based on the best interest of the City. Vendors offering alternates shall submit, with their quote, an itemized comparison with this specification, documenting equivalence for quality, performance, etc. Failure to identify exceptions or deviations in this manner may be a basis to declare the quote as non-responsive. If in your opinion, any of the specifications, terms and conditions of this RFP prevents you from offering a quote, consideration will be given to a Vendor’s request for change.

1.18 Non-Material and Material Variances

The City reserves the right to waive or permit cure of non-material variances in the offer if in the judgment of the City, it is in the City’s best interest to do so. The determination of materiality is in the sole discretion of the City.

1.19 Public Records

Proposers are hereby notified that all information submitted in response to this RFP may be made available for public inspection according to the Public Records Law of the State of Wisconsin or other applicable public record laws. Information qualifying as a “trade secret” – defined in State of Wisconsin Statutes – may be held confidential.

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Proposers shall seal separately and clearly identify all information they deem to be “trade secrets,” as defined in the State of Wisconsin Statutes. Do not duplicate or co-mingle information, deemed confidential and sealed, elsewhere in your response.

s. 19.36(5)

(5) TRADE SECRETS. An authority may withhold access to any record or portion of a record containing information qualifying as a trade secret as defined in s. 134.90(1)(c).

s. 134.90(1)(c)

(c) “Trade secret” means information, including a formula, pattern, compilation, program, device, method, technique or process to which all of the following apply:

1. The information derives independent economic value, actual or potential, from not being generally known to, and not being readily ascertainable by proper means by, other persons who can obtain economic value from its disclosure or use.

2. The information is the subject of efforts to maintain its secrecy that are reasonable under the circumstances.

The City cannot ensure that information will not be subject to release if a request is made under applicable public records laws. The City cannot consider the following confidential: a Proposal in its entirety, price Proposal information, or the entire contents of any resulting contract. The City will not provide advance notice to Proposers prior to release of any requested record.

To the extent permitted by such laws, it is the intention of the City to withhold the contents of Proposals from public view – until such times as competitive or bargaining reasons no longer require non-disclosure, in the City’s opinion. At that time, all Proposals will be available for review in accordance with such laws.

1.20 Contract Quantities

The estimated annual quantities identified for each item on the Proposal Offer Form are for Proposal purposes only and are based on historical data. The City does not guarantee to purchase any specific quantity or dollar amount. Proposals that state the City must guarantee a specific quantity or dollar amount may be disqualified.

1.21 Usage Reports

Annually, successful Proposers may be asked to furnish the City of Green Bay Purchasing Department with usage reports summarizing the ordering history for each City Departments served during the previous contract year. The report, at a minimum, must include each and every item or service ordered during the period, its total quantities and dollars by item/service and in total. The City reserves the right to request usage reports at any time and request additional information, if required, when reviewing contract activity.

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1.22 Partial Award

Unless otherwise noted, it will be assumed that Bidders will accept an order for all or part of the items/services priced.

1.23 Tax Exempt

The City of Green Bay as a municipality is exempt from payment of Federal Excise Taxes and State of Wisconsin Taxes per Wisconsin Statute 77.54(9a). Federal Tax ID #39-6005458. A completed Wisconsin Department of Revenue Form S-211 (R.2-00) can be requested through the Purchasing Department. Our tax-exempt number is 008-0000428893-07.

1.24 Cooperative Purchasing

Proposers may choose to extend prices offered on Proposals to other municipalities. Under Wisconsin Statutes, a municipality is defined as a county; city; village; town; school district; board of school directors; sewer district; drainage district; vocational, technical and adult education district; or any other public or quasi-public corporation, officer, board or other body having the authority to award public contracts. This is known as “cooperative” or “piggyback” purchasing, a practice common amongst units of government. The City is not responsible for any contract resulting from a cooperative purchase using this RFP as a basis; they are made solely between the Proposers and third-party unit of government.

1.25 Appeals Process

Notices of intent to protest and protests must be made in writing. Protestors should make their protests as specific as possible and should identify Wisconsin Statutes or City of Green Bay Ordinance Provisions that are alleged to have been violated.

The written notice of protest must be filed with the Transit Director, Green Bay Metro, 901 University Ave. Green Bay, WI 54302, and received no later than 72 business hours after the intent to award notice is issued.

1.26 Proposers Responsibility

Bidders shall examine this RFP and shall exercise their judgment as to the nature and scope of the work required. No plea of ignorance concerning conditions or difficulties that exist or may hereafter arise in the execution of the work under the resulting contract, as a consequence of failure to make necessary examinations and investigations, shall be accepted as an excuse for any failure or omission on the part of the Bidders to fulfill the requirements of the resulting contract.

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2 DESCRIPTION OF SERVICE/COMMODITIES

2.1 Background

Green Bay Metro operates a fixed-route public transit service that relies on clearly marked bus stops to guide passengers and ensure safe, efficient boarding and alighting. Transit bus route pole signs are mounted on existing poles or dedicated signposts at stop locations across the service area network. As part of ongoing maintenance, replacement, and system expansion, Green Bay Metro requires a reliable supply of high-quality signage that meets durability, legibility, and visibility standards suitable for year-round outdoor exposure in the Green Bay, WI climate.

2.2 Scope of Work

The selected Vendor shall provide all labor, materials, equipment, and services necessary to design, produce, and deliver transit bus stop topper signs and separate route number flags in strict conformance with the specifications and drawings established by Green Bay Metro.

Work under this solicitation includes the following:

• Fabrication of transit bus signs in the quantities, sizes, and configurations specified by Green Bay Metro in accordance with the Green Bay Metro-supplied drawings for each required sign and constructed using the industry-standard 0.08” thick aluminum material specification, or an approved equivalent.

• Application of high-intensity, prismatic retroreflective sheeting conforming to the industry-standard 3M DG3 Diamond Grade Series 4000 specification, or an approved equivalent.

• Fabrication of separate route number flags in the quantities, sizes, and configurations specified by Green Bay Metro, produced in accordance with the Green Bay Metro-supplied drawings for each required route number flag.

• Production of bus stop topper signs and route number flags that incorporate Green Bay Metro branding, colors, logos, route identifiers, and rider information as directed and as depicted in the Green Bay Metro-supplied drawings.

• Coordination with Green Bay Metro staff regarding design approval, proofing, and production timelines for both bus stop topper signs and route number flags.

• Delivery of completed bus stop topper signs and separate route number flags to the designated facility.

2.3 Vendor Responsibilities

• The Vendor shall provide qualified personnel and adequate production capacity to meet the ordering needs of Green Bay Metro for all signs.

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• The Vendor shall communicate clearly regarding order status, production schedules, and delivery timelines for all signs.

2.4 Green Bay Metro Supplied Drawings

• Green Bay Metro will furnish drawings for the bus stop topper signs and for each required route number flag, detailing dimensions, layout, color schemes, route identifiers, logos, lettering, and other design elements (see Attachment 2 – Green Bay Metro Sign Drawings).

• The Vendor shall fabricate all bus stop topper signs and route number flags in strict accordance with the corresponding Green Bay Metro-supplied drawings to ensure consistency, uniformity, and compliance across all sign types, decal types, and configurations.

• The Vendor shall review the Green Bay Metro-supplied drawings prior to production and promptly notify Green Bay Metro staff of any discrepancies, ambiguities, or technical concerns identified within the drawings.

• No deviation from the Green Bay Metro-supplied drawings shall be permitted without prior written authorization from Green Bay Metro staff.

• The Vendor shall reference the applicable Green Bay Metro-supplied drawings for the bus stop topper signs and each route number flag during proofing, fabrication, and quality assurance to verify conformance.

2.5 Technical Requirements

Bus stop topper signs and route number flags furnished under this solicitation shall meet the following minimum technical requirements:

• Bus stop topper signs and route number flags shall be fabricated 2-sided using reflective sheeting and material specification as approved in writing by Green Bay Metro staff members.

• Blanks shall be rust-resistant, non-corrosive, and treated or finished to ensure proper adhesion of reflective sheeting, applied graphics, and route number flags.

• Edges and corners shall be finished to be free of burrs and sharp protrusions, and corners shall be radiused or otherwise prepared as depicted in the Green Bay Metro-supplied drawings.

• Route number flags shall be cut, finished, and prepared with clean edges in accordance with the Green Bay Metro-supplied drawings to ensure proper fit and alignment.

SURFACE AND FINISH

• Bus stop topper signs and route number flags shall utilize high-intensity prismatic retroreflective sheeting conforming to the industry-standard 3M DG3 Diamond Grade Series 4000 specification, or an approved equivalent of comparable optical performance, Page | 10 durability, and warranty coverage, to ensure superior visibility during both daytime and nighttime conditions and across a wide range of viewing and entrance angles.

• Any proposed equivalent to the 3M DG3 Diamond Grade Series 4000 sheeting shall meet or exceed the minimum coefficient of retroreflection, angularity, color specification, and service life of the specified sheeting.

• Graphics, lettering, route information, and route number flags shall be applied using a process that resists fading, peeling, cracking, and discoloration.

• Finished signs and route number flags shall withstand prolonged exposure to sunlight, precipitation, snow, ice, freezing temperatures, and seasonal temperature fluctuations.

DESIGN AND LAYOUT

• Bus stop topper signs and route number flags shall display route numbers, transit identifiers, and rider information in a clear, legible, and standardized format consistent with the Green Bay Metro-supplied drawings.

• The Vendor shall provide design proofs that match the corresponding Green Bay Metro-supplied drawings for review and approval by Green Bay Metro staff members prior to full production of both bus stop topper signs and route number flags.

DIMENSIONS AND MOUNTING

• Pre-drilled mounting holes or hardware provisions shall be included as directed and as depicted in the applicable drawings to facilitate installation on existing poles and signposts.

Mounting holes shall be drilled cleanly through the aluminum blank without cracking, deforming, or compromising the structural integrity of the substrate or the integrity of the applied reflective sheeting.

REFLECTIVE SHEETING REQUIREMENTS

• The reflective sheeting shall maintain consistent retroreflective brightness across the full range of observation and entrance angles encountered at transit stop locations.

• The reflective sheeting shall be pressure-sensitive or otherwise applied in a manner that ensures permanent adhesion to the aluminum substrate, and route number flags shall be furnished with a pressure-sensitive adhesive backing or equivalent that ensures permanent adhesion to the sign face without bubbling, lifting, or delamination under year-round outdoor exposure.

• Requirement for the route number flags. The reflective sheeting must be presented on all route numbers. The background of the flags will either be all reflective or not reflective at all depending on reflective color options. This is to stay consistent with all flags.

• Any equivalent reflective sheeting proposed by the Vendor shall be documented with manufacturer specifications, performance data, and warranty terms demonstrating that the proposed material meets or exceeds the optical performance, durability, color stability, and

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• The reflective sheeting used for both complete bus stop topper signs and separate route number flags shall be warranted in a manner consistent with the multi-year warranty requirements established under this solicitation.

PRINTING METHOD AND GRAPHIC APPLICATION

• The Vendor shall clearly define and describe in detail the printing method or graphic application process used to produce the bus stop topper signs and separate route number flags, including but not limited to screen printing, digital printing, direct-to-substrate printing, electronic cutting of reflective film, or other applicable techniques.

• The Vendor shall describe how the selected printing method ensures durability, color accuracy, legibility, and long-term resistance to fading, peeling, cracking, blistering, and discoloration under the year-round outdoor exposure.

• The Vendor shall describe any protective overlay, overlaminate, or clear coat applied as part of the printing method to enhance resistance to ultraviolet exposure, abrasion, moisture, and environmental wear.

• The printing method described by the Vendor shall be capable of reproducing the colors, fonts, logos, route identifiers, and layout depicted in the Green Bay Metro-supplied drawings with accuracy and consistency across all sign types, decal types, sizes, and configurations.

• The Vendor shall confirm that the printing method employed is consistent with the multi-year warranty requirements established under this solicitation and supports the warranted performance of the reflective sheeting and applied graphics on the aluminum substrate and on the separate route number flags.

• Any change to the printing method, reflective sheeting, or graphic application process after award shall require prior written notification to and approval by Green Bay Metro staff member(s).

QUANTITIES AND ORDERING

• Green Bay Metro may order signs and separate route number flags on an as-needed basis throughout the contract term.

• The Vendor shall accommodate both bulk orders and smaller replacement orders as requested, including standalone orders for route number flags independent of complete sign orders.

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PROOFING AND APPROVAL

• The awarded Vendor shall submit physical proofs of one bus stop topper sign type and one route number flag, prepared in accordance with the corresponding Green Bay Metro-supplied drawing, for approval before production begins.

• No bus stop topper signs or route number flags shall enter full production without written authorization from Green Bay Metro staff member(s).

• The Vendor shall revise proofs as requested at no additional cost prior to final approval, ensuring all revisions remain consistent with the Green Bay Metro-supplied drawings.

DELIVERY REQUIREMENTS

• The Vendor shall deliver completed bus stop topper signs and separate route number flags to designated location within agreed-upon timeframes.

• Delivered bus stop topper signs and route number flags shall be properly packaged to prevent damage during transit and handling, with route number flags packaged to protect the reflective sheeting and adhesive backing from contamination, creasing, or premature curing.

• Any bus stop topper signs or route number flags that arrive damaged, defective, or not in conformance with the approved proofs or Green Bay Metro-supplied drawings shall be replaced by the Vendor at no cost to Green Bay Metro.

2.6 Quality Assurance & Multi-Year Warranty

• The Vendor shall provide a standard multi-year warranty covering all transit bus stop topper signs and separate route number flags furnished under this solicitation for a minimum period of seven (7) years from the date of delivery and acceptance by Green Bay Metro.

• The multi-year warranty shall cover defects in materials and workmanship, including but not limited to delamination, cracking, peeling, blistering, and corrosion of the aluminum sign substrate.

• The reflective sheeting and applied graphics used on both complete bus stop topper signs and route number flags, shall be warranted against excessive fading, loss of reflectivity, peeling, and deterioration for the full duration of the multi-year warranty period under normal outdoor exposure conditions.

• The warranty shall be consistent across all sign types, decal types, sizes, and configurations produced under the contract to ensure uniform coverage and accountability.

• During the multi-year warranty period, the Vendor shall repair or replace any defective or nonconforming bus stop topper signs or route number flags at no cost to Green Bay Metro, including all associated material, fabrication, and delivery expenses.

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• The Vendor shall provide written documentation of all warranty terms, conditions, coverage periods, and claim procedures at the time of delivery, including any manufacturer warranty applicable to the reflective sheeting used on bus stop topper signs and route number flags.

• Warranty claims submitted by Green Bay Metro shall be acknowledged and addressed by the Vendor within a reasonable and mutually agreed-upon timeframe to minimize disruption to transit operations.

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3 PROPOSAL SUBMITTAL & EVALUATION

3.1 Proposal Evaluation

Green Bay Metro’s evaluation committee will consist of members who have been selected because of their special expertise and knowledge of the service(s) and/or product(s) that are the subject of this RFP. Proposers may not contact members of the evaluation committee except at the request of the Purchasing Department.

The Proposals will be initially reviewed to determine if mandatory requirements are met. Failure to meet mandatory requirements shall result in the Proposal being rejected. In the event that all Proposers do not meet one or more of the mandatory requirements, the City reserves the right to continue the evaluation of the Proposals that most closely meet the mandatory requirements of this RFP.

3.2 Proposal Scoring

Accepted Proposals will be reviewed by an evaluation committee and scored against the stated criteria (see Section 3.4). The committee may review references, request interviews/presentations, conduct demonstrations and/or conduct on-site visits. The resulting information will be used to score the Proposals. The evaluation committee's scoring will be tabulated and Proposals ranked based on the numerical scores received.

3.3 Physical Sample Requirements

• The vendor shall submit a physical sample that will be evaluated by Green Bay Metro staff to assess material composition and thickness, quality of fabrication and edge finishing, adhesion and reflective performance of the sheeting, color accuracy, legibility, durability of applied graphics, decal adhesion characteristics, and overall conformance with the specifications.

• The physical sample shall serve as a benchmark for the quality, appearance, and performance of all bus stop topper signs and route number flags furnished under any resulting contract and delivered products shall be consistent with the approved sample.

• The Vendor shall submit a digital copy showing the suggested color options for each route number flag for review and approval by Green Bay Metro prior to production.

• Vendor shall submit whatever physical samples are needed to ensure the evaluation team can evaluate all requirements stated above. Samples submitted for evaluation may be retained by Green Bay Metro for comparison against delivered products throughout the contract term, and Vendors shall not expect the return of submitted samples.

• Failure to submit a conforming physical sample within the required timeframe may result in the Vendor's submission being deemed non-responsive.

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3.4 Required Contents & Evaluation Criteria

Proposals shall be organized using the sections identified below. Each section shall clearly correspond to the evaluation criteria. Information submitted outside of the designated criteria may not be considered during evaluation.

COVER LETTER

• Please include a cover letter with your Proposal submission. The cover letter should summarize your organization's qualifications, acknowledge your commitment to the requirements outlined in the RFP, and be signed by an authorized representative.

TABLE OF CONTENTS

• Table of Contents identifying all Proposal sections.

TAB A – VENDOR QUALIFICATIONS & EXPERIENCE ------------------------------------------- (20 POINTS)

Provide evidence of successful experience furnishing, delivering, and commissioning comparable transit and route signage including:

• A brief overview of your company, including years in business, ownership structure, office locations, and the number of employees.

• A description of your team's technical expertise, certifications, licenses, and professional accreditations applicable to this project.

• Details of at least three (3) comparable projects completed within the past five (5) years. For each project, include:

o Client name and organization o Project description and scope o Project timeline o Outcomes achieved

TAB B – PRINTING METHOD & GRAPHIC APPLICATION -------------------------------------- (20 POINTS)

• Provide in detail the printing processes/methods used, including inks, films, overlays, protective overlaminates, and its compatibility with the specified reflective sheeting and aluminum substrate. Consideration will be given to the method's demonstrated ability to reproduce colors, fonts, logos, route identifiers, and layouts accurately and to resist fading, peeling, cracking, and discoloration on all signs.

TAB C – TECHNICAL COMPLIANCE & MATERIAL QUALITY ----------------------------------- (30 POINTS)

• Based on the supplied physical sample (see Section 3.3), Green Bay Metro will assess the Vendor's ability to fabricate signs conforming to material composition and thickness, quality of fabrication and edge finishing, adhesion and reflective performance of the sheeting, color accuracy, legibility, durability of applied graphics, decal adhesion characteristics, and overall conformance with the specifications and drawings.

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• The Vendor shall provide design proofs that match the corresponding Green Bay Metro-supplied drawings and color swatches for each flag design for review and approval by the evaluation team. Design proofs and swatches can be sent in a digital format with submitted proposal.

TAB D – WARRANTY COVERAGE -------------------------------------------------------------------- (10 POINTS)

• Provide in detail the ability to provide a multi-year warranty of at least seven years, or longer, covering defects in materials and workmanship, including aluminum substrate integrity, reflective sheeting performance, and applied graphics on both bus stop topper signs and route number flags. Consideration will be given to the clarity of warranty terms, claim procedures, responsiveness to warranty requests, and inclusion of applicable manufacturer warranty documentation.

TAB E – FORM D – BID/PROPOSAL OFFER FORM ----------------------------------------------- (20 POINTS)

• Evaluation of the total cost proposed across all specified sizes, configurations, and quantities, including unit pricing for bulk orders, and smaller replacement orders.

Consideration will be given to the overall value, cost reasonableness, and pricing structure for as-needed ordering throughout the contract term.

3.5 Award & Final Offers

Awards will be granted in one of two ways… the award may be granted to the highest scoring responsive and responsible Proposer after the original evaluation process is complete.

Alternatively, the highest Proposer or Proposers may be requested to submit best and final offers. If the City requests best and final offers, they will be evaluated against the stated criteria, scored, and ranked by the evaluation committee. The award will then be granted to the highest scoring Proposer following that process. However, a Proposer should not expect that the City will request a best and final offer.

3.6 Negotiate Contract Terms

The City reserves the right to negotiate the terms of the contract, including the award amount, with the selected Proposer prior to entering into a contract. If contract negotiations cannot be concluded successfully with the highest scoring Proposer, the City may negotiate a contract with the next highest scoring Proposer.

3.7 Contract Term(s)

Green Bay Metro agrees to purchase bus stop topper signs and route number flags identified in Form D in the quantities specified. This constitutes a one-time bulk purchase under the terms of this contract. In consideration of the initial purchase, Green Bay Metro has the option to purchase additional quantities of the products for a period of five (5) years commencing on the date of the original one-time bulk purchase. Green Bay Metro has no minimum purchase obligation after the initial purchase.

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4 REQUIRED CONTENT FOR SUBMITTAL OF PROPOSAL

4.1 FORM A – Signature of Affidavit

4.2 FORM B – Receipt of Forms & Submittal Checklist

• Acknowledge Receipt of Addendum (if applicable)

4.3 FORM C – Vendor Profile Information

4.4 FORM D – Bid/Proposal Offer Form

4.5 FORM E – References

4.6 FORM F – Confidential & Proprietary Information

4.7 Attachment 1: FTA Clauses & Certificates (Must Sign w/ Submittal)

4.8 Physical Sign Samples: Bus Stop Topper Signs & Route Number Flags (see Section 3.3)

Form A – Signature of Affidavit

RFP 2026-22 BUS STOP TOPPER SIGNS & ROUTE NUMBER FLAGS

This form must be returned with your response.

In signing Bids/Proposals, we certify that we have not, either directly or indirectly, entered into any agreement or participated in any collusion or otherwise take any action in restraint of free competition; that no attempt has been made to induce any other person or firm to submit or not to submit Bids/Proposals, that Bids/Proposals have been independently arrived at, without collusion with any other Bidders/Proposers, competitor or potential competitor; that Bids/Proposals have not been knowingly disclosed prior to the opening of Bids/Proposals to any other Bidders/Proposers or competitor; that the above statement is accurate under penalty of perjury.

The undersigned, submitting Bids/Proposals, hereby agrees with all the terms, conditions, and specifications required by the City in this Request for Bids/Proposals, declares that the attached Bids/Proposals and pricing are in conformity therewith, and attests to the truthfulness of all submissions in response to this solicitation.

Bidders/Proposers shall provide the information requested below. Include the legal name of the Bidders/Proposers and signature of the person(s) legally authorized to bind the Bidders/Proposers to a contract.

Has your company ever been debarred?

NO

YES (please explain below):

COMPANY NAME:

SIGNATURE:

PRINT NAME: DATE:

Form B – Receipt of Forms & Submittal Checklist

This form must be returned with your response.

Bidders/Proposers hereby acknowledge the receipt and/or submittal of the following forms:

FORMS

Initial to

Acknowledge

SUBMITTAL

Initial to Acknowledge

RECEIPT

Description of Services/Commodities N/A

FORM A: Signature of Affidavit N/A

FORM B: Receipt of Forms & Submittal Checklist N/A

FORM C: Vendor Profile Information N/A

FORM D: Bid Offer Form N/A

FORM E: References N/A

FORM F: Confidential & Proprietary Information N/A

Physical Sign Sample(s): Bus Stop Topper Signs & Route Number Flags N/A

Attachment 1: FTA Clauses & Certificates N/A

Attachment 2: Green Bay Metro Sign Drawings N/A

Appendix A: Standard Terms & Conditions N/A

Addendum #1 N/A

Addendum #2 N/A

Addendum #3 N/A

COMPANY NAME:

Form C – Vendor Profile Information

This form must be returned with your response.

The City of Green Bay has implemented a Procurement Card (P-Card) Program. Bidders/Proposers must have the capability to accept credit cards for payments or must be willing to take the necessary steps in order to accept credit card payments by the City prior to the implementation of this agreement as the City may opt to use the P-Card as its method of payment.

While acceptance of credit cards for payments may be mandatory, this shall not be the City’s exclusive method of payment. Bidders/Proposers shall not charge a surcharge, convenience fee or any other fees associated with the acceptance of payment by the City’s P-Card.

COMPANY INFORMATION

COMPANY NAME (Make sure to use your complete, legal company name):

FEIN (If FEIN is not applicable, SSN collected upon award):

CONTACT NAME: TITLE:

TELEPHONE NUMBER: FAX NUMBER:

EMAIL:

ADDRESS: CITY: STATE: ZIP:

ORDERS/BILLING CONTACT

CONTACT NAME: TITLE:

TELEPHONE NUMBER: FAX NUMBER:

EMAIL:

ADDRESS: CITY: STATE: ZIP:

PROCUREMENT CARD (P-CARD)

COMPANY ACCEPTS PAYMENT BY CREDIT CARD:

YES or NO NOTE: The City does not pay service charges.

Form D – Bid/Proposal Offer Form

This form must be returned with your response.

• Pricing shall remain firm throughout the base term. The City will not be responsible for charges not disclosed at the time of bid submission.

• Pricing adjustments shall not be applied retroactively and shall only become effective upon the commencement of the applicable extension term as authorized in writing by the City of Green Bay. If no pricing adjustment is requested or approved, the rates in effect during the prior term shall continue without modification into the exercised extension term.

• Any services that fall outside the defined scope of work shall be brought immediately to the attention of City staff for direction, and pricing for such conditions shall be negotiated prior to proceeding.

BUS STOP TOPPER SIGN(S)

2-Sided, 3M DG3 Diamond Grade Series 4000 Mounted On 0.08” Aluminum, Or Approved Equivalent

Signs Shall Have Pre-Drilled 3/8” Holes & Include 1/2” Radius Corners

ITEM QTY UNIT DESCRIPTION OF ITEMS DIMS UNIT COST EXTENDED COST

1. 1000 ea. Bus Stop Topper Signs 12” x 18” $ $

BUS ROUTE NUMBER FLAG SIGN(S) - COLORED

2-Sided, 3M DG3 Diamond Grade Series 4000 Mounted On 0.08” Aluminum Or Approved Equivalent

Route Numbers Shall Be Reflective Sign Background Colors To Be All Reflective or Non-Reflective w/ Reflective Numbers Only

Signs Shall Have Pre-Drilled 3/8” Holes & Include 1/4” Radius Corners

ITEM QTY UNIT DESCRIPTION OF ITEMS DIMS UNIT COST EXTENDED COST

2. 100 ea. Route 1 – Pink 7.18” x 3.5” $ $

3. 100 ea. Route 2 – Orange 7.18” x 3.5” $ $

4. 100 ea. Route 3 – Silver 7.18” x 3.5” $ $

5. 110 ea. Route 4 – Blue 7.18” x 3.5” $ $

6. 100 ea. Route 5 – Yellow 7.18” x 3.5” $ $

7. 130 ea. Route 6 – Red 7.18” x 3.5” $ $

8. 150 ea. Route 7 – Lime 7.18” x 3.5” $ $

9. 150 ea. Route 8 – Green 7.18” x 3.5” $ $

10. 130 ea. Route 9 – Gold 7.18” x 3.5” $ $

11. 100 ea. Route 10 – Plum 7.18” x 3.5” $ $

12. 100 ea. Route 11 – Sky 7.18” x 3.5” $ $

BUS ROUTE NUMBER FLAG SIGN(S) – WHITE W/ BLACK LETTERING

Route Numbers Shall Be Reflective Sign Background Colors To Be All Reflective or Non-Reflective w/ Reflective Numbers Only

Signs Shall Have Pre-Drilled 3/8” Holes & Include 1/4” Radius Corners

ITEM QTY UNIT DESCRIPTION OF ITEMS DIMS UNIT COST EXTENDED COST

13. 50 ea. Route 29 – White 7.18” x 3.5” $ $

14. 60 ea. Route 30 – White 7.18” x 3.5” $ $

15. 50 ea. Route 31 – White 7.18” x 3.5” $ $

16. 50 ea. Route 36 – White 7.18” x 3.5” $ $

BUS ROUTE NUMBER FLAG SIGN(S) – BLACK W/ WHITE LETTERING

Route Numbers Shall Be Reflective Sign Background Colors To Be All Reflective or Non-Reflective w/ Reflective Numbers Only

Signs Shall Have Pre-Drilled 3/8” Holes & Include 1/4” Radius Corners

ITEM QTY UNIT DESCRIPTION OF ITEMS DIMS UNIT COST EXTENDED COST

17. 200 ea. Route 71 – Black 7.18” x 3.5” $ $

18. 200 ea. Route 75 – Black 7.18” x 3.5” $ $

19. 250 ea. Route 78 – Black 7.18” x 3.5” $ $

TOTAL PROJECT COST $

INDIVIDUAL SIGN PRICING & HARDWARE

PRICING NOT TO BE EVALUATED BUT TO ESTABLISH 5-YEAR CONTRACT PRICING

ITEM QTY UNIT DESCRIPTION OF ITEMS DIMS UNIT COST EXTENDED COST

20. 1-5 ea. Bus Stop Topper Sign(s) 12” x 18” $ $

21. 6-25 ea. Bus Stop Topper Sign(s) 12” x 18” $ $

22. 26-50 ea. Bus Stop Topper Sign(s) 12” x 18” $ $

22. 1-5 ea. Route Number Flag – Color 7.18” x 3.5” $ $

23. 6-25 ea. Route Number Flag – Color 7.18” x 3.5” $ $

24. 26-50 ea. Route Number Flag – Color 7.18” x 3.5” $ $

25. 1-5 ea. Route Number Flag – White 7.18” x 3.5” $ $

26. 6-25 ea. Route Number Flag – White 7.18” x 3.5” $ $

27. 26-50 ea. Route Number Flag – White 7.18” x 3.5” $ $

28. 1-5 ea. Route Number Flag – Black 7.18” x 3.5” $ $

29. 6-25 ea. Route Number Flag – Black 7.18” x 3.5” $ $

30. 26-50 ea. Route Number Flag – Black 7.18” x 3.5” $ $

31. 26-50 ea. Route Number Flag – Black 7.18” x 3.5” $ $

LEAD TIME (UPON RECEIPT OF ORDER):

PAYMENT TERMS (NET 30):

YES / NO / OTHER

EARLY PAYMENT DISCOUNT (SPECIAL TERMS):

Form E – References

This form must be returned with your response.

REFERENCE #1 – CLIENT INFORMATION

COMPANY NAME: CONTANCT NAME:

ADDRESS: CITY: STATE: ZIP:

TELEPHONE NUMBER: FAX NUMBER:

EMAIL:

CONTRACT PERIOD: YEAR COMPLETED: TOTAL COST:

DESCRPTION OF WORK PERFORMED:

REFERENCE #2 – CLIENT INFORMATION

COMPANY NAME: CONTANCT NAME:

ADDRESS: CITY: STATE: ZIP:

TELEPHONE NUMBER: FAX NUMBER:

EMAIL:

REFERENCE #3 – CLIENT INFORMATION

COMPANY NAME: CONTANCT NAME:

ADDRESS: CITY: STATE: ZIP:

TELEPHONE NUMBER: FAX NUMBER:

EMAIL:

Form F – Confidential & Proprietary Information

This form must be returned with your response.

Material submitted in response to the City of Green Bay’s (“City”) Bid/Proposal includes at least one formula, pattern, compilation, program, device, method, technique or process that derives independent economic value, actual or potential, from not being generally known to, and not being readily ascertainable by proper means by, other persons who can obtain economic value from its disclosure or use and is the subject of reasonable efforts to maintain its secrecy. Such information qualifies as a trade secret, as provided in Wis. Stat. § 19.36(5). As such, the Bidder/Proposer asks that the trade secrets contained on certain pages of this Bid/Proposal, as indicated below, be treated as confidential material and not be released to the public. I am providing the following information with the understanding that it is being submitted to the City under a pledge of confidentiality. I would not have submitted this information had the City not pledged to keep it confidential* and request that the following pages not be released:

NOTE: Bidders/Proposers are cautioned that the entire Bid/Proposal may not fall withing the confines of the pledge of confidentiality. The about designation(s) of confidentiality in now way guarantees that designated information will be kept confidential. Under the provision of the Public Records Law, Bidder/Proposer is not entitled to notification prior to release of information and is not entitled to go to court to block disclosure of any portion of the Bid/Proposal.

If the City agrees with Bidders/Proposers designation of trade secret or confidentiality and the designation is challenged, the undersigned hereby agrees to provide legal counsel or other necessary assistance to defend the designation of trade secret or confidentiality.

Failure to include this designation in the Bid/Proposal response may mean that all information provided as part of the Bid/Proposal response will be open to examination and copying.

NOTE: The City as custodian of these public records has the obligation, pursuant to Public Record Laws, to determine whether the above information can be kept confidential.

SECTION PAGE TOPIC

COMPANY NAME: TITLE:

PROPRIETARY INFORMATION: A Bidder/Proposer responding to this Bid/Proposal should not include any proprietary information or protected trade secret(s) as part of its Bid/Proposal unless the Bidder/Proposer

1) designates the specific information that it maintains is proprietary or trade secret and the reason(s) for such designation in a separate document, and 2) identifies the specific information when it occurs within the proposal.

The City’s preference is for the proposer to segregate all information designated as confidential into one section of the RFB/RFP and/or a separate document for easier removal to maintain its confidential status.

The response to the Bid/Proposal should indicate which portion of the requested information is confidential and where this information is located within the response, i.e. under separate cover, in confidential Section No. ______, etc. Data contained in the Bid/Proposal and all documentation become property of the City.

Appendix A

City of Green Bay Standard Terms & Conditions

(STC-Form: 10/21/2025)

1. General. Throughout this document, "City of Green Bay," "City" and "Purchasing" shall be synonymous and mean the City of Green Bay. The words "bid" and "proposal" are synonymous, as are the words "bidder," "proposer," “vendor,” and "contractor." The phrases "request for proposal," "request for bids," “request for quotes,” “quote,”…