2026 WC BeeLine Paratransit RFP - FINAL 7-1-26.pdf

July 1 2026

Westchester County Department of Public Works and Transportation

REQUEST FOR

PROPOSALS

COUNTYWIDE

BEE-LINE

PARATRANSIT

TRADITIONAL

SERVICE

TECHNOLOGY

ENHANCEMENTS

CONTENTS

BEE-LINE PARATRANSIT SERVICES

REQUEST FOR PROPOSALS (RFP) ................................................................... I

SECTION I

GENERAL INFORMATION - RFP

I. INTRODUCTION

II. PURPOSE OF RFP

III. COORDINATING DEPARTMENTS

IV. EVALUATION COMMITTEE

V. PROCUREMENT SCHEDULE

VI. DUE DATE FOR PROPOSALS - NUMBER OF COPIES REQUIRED

VII. PROPOSAL FORMAT

VIII. PRICE OFFER

IX. PROPOSAL REQUIREMENTS

X. LEGAL REPRESENTATIONS AND UNDERSTANDINGS

XI. CONTRACT

XII. CONTRACT TERM

XIV. EVALUATION OF PROPOSALS

XV. PUBLIC DISCLOSURE OF PROPOSAL CONTENTS

XVI. INTELLECTUAL PROPERTY RIGHTS

XVII. FAIR EMPLOYMENT PRACTICES

XXIII. MBE/WBE PARTICIPATION

XXIV. CRIMINAL BACKGROUND DISCLOSURE

XXV. RELATIONSHIP DISCLOSURE FORM

XXVI. BUSINESS WITH VETERANS

XXVII. PRECEDENCE OF RFP REQUIREMENTS

XXX. PROPOSER CERTIFICATION

SECTION II

TECHNICAL SPECIFICATIONS

BEELINE PARATRANSIT PROGRAM

PROFILE OF THE COUNTY

PARATRANSIT BACKGROUND

SERVICE OVERVIEW

Traditional Paratransit Service Car Service

PASSENGER TRANSFER LOCATIONS

DAYS, HOURS AND CATEGORIES OF SERVICE

ADMINISTRATIVE COMPONENTS

Ridership Eligibility Reservation and Booking Process Purchasing Tickets Office for People with Disabilities (OFPWD) Department of Public Works and Transportation (DPW&T) Shuttle Service Contractor Billing Performance Measures Fares

TECHNOLOGY ENHANCEMENT

SECTION III

ADMINISTRATIVE & GENERAL INFORMATION FOR TRADITIONAL

SERVICES

Traditional Service Background Service Area

County Owned Vehicles and Overview

Summary of Westchester County Responsibilities Summary of Contractor Responsibilities Provider-Owned Vehicle Requirements Vehicle Maintenance Inspections Drivers and Driver Trainings Driver Duties Dispatchers and Dispatching Duties Contract Manager and Other Required Staff Scheduler Reporting of Accidents Billing, Payment, Back-up Documentation and Reporting Requirements Record Keeping Right of Entrance upon the Provider’s Properties/Vehicles Substance Abuse Program

SECTION IV

TECHNOLOGY ENHANCEMENTS

Technology Background Hardware and Software Data ownership Existing Client Database Conversion Customer Support Software Maintenance Updates/Upgrades Statement of Financial Condition

SECTION V

SERVICE DESIGN

SECTION VI

PRICE OFFER FORM

Prices Required

SECTION VII

STATEMENT OF QUALIFICATIONS

SECTION VIII

REQUIRED FORMS

APPENDICES

APPENDIX A: VEHICLE ROSTER

APPENDIX B: STANDARD INSURANCE PROVISIONS

APPENDIX C: SAMPLE OPERATING AGREEMENT FORM

APPENDIX D : ELECTRONIC FUNDS TRANSFER

APPENDIX D: ELECTRONIC TRANSFER FUNDS FORM

APPENDIX E: DEFINITIONS

APPENDIX F: PRICE OFFER FORM

I

BEE-LINE PARATRANSIT SERVICES

REQUEST FOR PROPOSALS (RFP)

Notice is hereby given that the County of Westchester (“County” or “WC”), acting by and through its Department of Public Works and Transportation, (“Department” or “DPW&T” or “Department for Public Works and Transportation” or “WCDPW&T”), is seeking proposals from qualified firms to provide ParaTransit services as specified in this Request for Proposals (“RFP”), in compliance with the Americans with Disabilities Act of 1990, as amended, and Section 15-c of the NYS Transportation Law.

The RFP document may be obtained by contacting Paul Chenard at the Department of Public Works and Transportation, 148 Martine Avenue, White Plains, New York 10601, telephone (914) 995-2434 or online on the County’s website for RFPs at www.westchestergov.com/rfp.

The deadline for the receipt of proposals is 3:00 p.m., Eastern Daylight Time, on August 31, 2026. Proposals received after the deadline will be considered late and will be returned unopened to the proposer (hereinafter “proposer” or “Proposer” or “Provider”).

All proposers are required to attend a mandatory meeting either in person or virtually on July 21, 2026 at 11:00 AM, which is accessible to the public in person or via the livestreaming service WebEx or telephone. In person attendance is at Room 420 of the Michaelian Office Building, 148 Martine Avenue, White Plains, New York 10601. Alternatively, attendees may join by computer browser at https://westchestergov.webex.com/westchestergov/j.php?MTID=med9dff0703f88aec43b2989e 9a957950 or by phone at 1-415-655-0001 Access code: 2437 307 0527

The deadline for submission of all technical questions or requests for clarifications to this RFP is July 27, 2026. Formal written responses to technical questions submitted or requests for clarifications to this RFP will be released on August 5, 2026.

The start date of the contract associated with this RFP is January 1, 2027. The term of the contract will be five (5) years, expiring on December 31, 2031, with one five (5) year renewal option to be exercised at the sole discretion of the County, upon the same terms and conditions, including the rates provided by the proposer(s).

https://westchestergov.webex.com/westchestergov/j.php?MTID=med9dff0703f88aec43b2989e9a957950

II

All proposers will be required to comply with all applicable federal, state and local laws and regulations, including without limitations, all Federal Transit Administration (FTA), New York State, Equal Opportunity laws and regulations.

The County of Westchester reserves the right to reject any and all proposals, in whole or in part, to enter into multiple contracts, and to make an award(s) as deemed in the best interest of the County. Further, the County reserves the right to waive any formalities or informalities contained in any such proposal(s).

Proposals may not be withdrawn until the County awards this contract by a resolution adopted by the County Board of Acquisition and Contract or this RFP process is terminated by the County, except if the Commissioner of Public Works and Transportation or his authorized designee (“Commissioner”) authorizes withdrawal of such proposal in writing upon a showing of hardship or of a material mistake in the proposal. The decision to allow withdrawal of a proposal shall be within the sole discretion of the Commissioner.

Hugh J. Greechan, Jr., P.E.,Commissioner Westchester County Department of Public Works and Transportation

Release Date: July 1, 2026 White Plains, New York

SECTION I

GENERAL INFORMATION - RFP

I. INTRODUCTION

Westchester County in order to strengthen program delivery and operational efficiencies, is seeking proposals to operate, provide administration and maintenance facilities and enhance current program delivery and technology components of the Traditional Service of its paratransit program known as Bee-Line ParaTransit. While the County provides certain program functions described in more detail below, the operation and the provision operation enabling facilities of its Paratransit services have been done by private operators and the procurement of such an operator(s) is the goal of this RFP.

II. PURPOSE OF RFP

Westchester County is trying to reach a desired balance operating in its Bee-Line ParaTransit system between service quality and cost efficiency. The intent of this Request for Proposal (RFP) is to seek responses from interested, qualified and experienced proposers to operate the Traditional Service of the ParaTransit program (as defined in detail below) and to incorporate technology enhancements that will address our most pressing challenges identified as cost, expanding ridership, service area approach, travel time and customer satisfaction.

Additional information about the Bee-Line ParaTransit program can be found at https://transportation.westchestergov.com/bee-line/paratransit.

III. COORDINATING DEPARTMENTS

The Westchester County Office for People with Disabilities (“OFPWD” or “WCOFPWD”) is responsible for reviewing eligibility determinations of paratransit riders.

The Department of Public Works and Transportation (“DPW&T” or “WCDPW&T” or “Department”) is responsible for the administration and oversight of the paratransit contract(s) including compliance with all terms and conditions, contractual payments, purchasing and procurement of all vehicles, and fuel delivery and usage of all vehicles.

IV. EVALUATION COMMITTEE

The RFP Evaluation Committee shall be established exclusively for the purpose of this project and will include representatives from the following County agencies: Office of the County https://transportation.westchestergov.com/bee-line/paratransit

Executive, Office for People with Disabilities, Department of Public Works and Transportation, the Department of Budget and the Department of Information Technology.

Administrative and Technical Questions

Questions regarding this RFP must be submitted via email to:

Paul Chenard Program Administrator – Transportation Westchester County Department of Public Works and Transportation 148 Martine Avenue White Plains, New York 10601 Tel: (914) 995-2434 Email: pqcm@westchestercountyny.gov

The Evaluation Committee will develop responses to each question submitted. Questions by proposers and answers from the County will be shared with all firms that attend the mandatory meeting virtually or in person, on July 30, 2026. If necessary, an Addendum to this RFP will be released.

V. PROCUREMENT SCHEDULE

Issue date Mandatory Meeting Submission of technical questions Responses to Technical questions Submission deadline

July 1, 2026 July 21, 2026 at 11:00 AM Eastern Daylight Time July 27, 2026 August 5, 2026 August 31, 2026 at 3:00 PM Eastern Daylight Time

The deadline for submission of all technical questions or requests for clarifications to this RFP is July 27, 2026. Formal written responses to technical questions submitted or requests for clarifications to this RFP will be released on August 5, 2026.

NO COMMUNICATIONS OF ANY KIND WILL BE BINDING AGAINST THE COUNTY, EXCEPT FOR

THE FORMAL WRITTEN RESPONSES TO ANY WRITTEN REQUEST FOR CLARIFICATION.

VI. DUE DATE FOR PROPOSALS - NUMBER OF COPIES REQUIRED

Proposals must be submitted to the attention of the Commissioner of Public Works and Transportation at the address listed below, by 3:00 PM Eastern Daylight Time on August 31, 2026.

Hugh J. Greechan, Jr., P.E., Commissioner Westchester County Department of Public Works and Transportation Room 518, MOB1 148 Martine Avenue White Plains, NY 10601

In the interest of fairness to all participants, no extensions, amendments or exceptions will be permitted unless issued by the County as an Amendment or Addendum to this RFP and applicable to all proposers. Any Amendment or Addendum to the RFP will be posted in the County’s website for RFPs: http://www.westchestergov.com/rfp.

Proposers have an affirmative obligation to periodically monitor the website for updates for any addenda or amendments to the RFP.

Number of Copies of Proposals. Please submit the following:

One (1) printed “marked original” Six (6) printed copies One (1) in PDF format emailed to pqcm@westchestcountyny.gov RFP Policies and Procedures/Legal Representations & Understandings

VII. PROPOSAL FORMAT

In order to be considered for selection, the proposals must include at a minimum, the following:

• Proposals shall be submitted on the proposer’s letterhead signed by a corporate officer or an authorized agent. Telephone, facsimile, and email proposals of the above-required printed proposals will not be accepted.

• The letter shall state the contact person who will be responsible for answering any questions asked by the Evaluation Committee. A telephone number and email address shall be provided for such contact person.

• Completion of Price Offer Form (Section VI).

• Statement of Qualifications (Section VII)

• Completion of all schedules and/or forms attached hereto (Required Forms in Section VIII and Appendices).

The proposer must identify any items not set forth in this RFP, which the proposer requests clarification or be negotiated. However, the proposers should not read the preceding sentence http://www.westchestergov.com/rfp mailto:pqcm@westchestcountyny.gov as an invitation to submit material alterations to the terms and conditions set forth in this RFP.

Rather proposers should submit any recommendations for change(s) to the terms and conditions of this RFP as part of the required Q&A procedure described previously in this RFP, and the County in its sole discretion will decide whether to issue an Addendum or Amendment to the RFP making such requested change(s).

VIII. PRICE OFFER

The Price Offer forms should be submitted in the same package as other items required by this RFP. Price offer form: Section Vl - PRICE OFFER FORM - Traditional Service with Technology Enhancement

IX. PROPOSAL REQUIREMENTS

The proposal must be delivered in a sealed envelope that is clearly marked: “Request for Proposal for Countywide Bee-Line ParaTransit Traditional Services & Technology Enhancements.”

In addition to, and not in limitation of, any other requirements of this RFP, proposals must meet the following requirements:

Proposals must include the following information and documents:

• The date of the submission of the proposal, on the proposal’s cover/transmittal letter. See more details about Proposal Format below.

• Proposer’s name and address, and the name, title, email address, and phone number of the contact person for the proposer.

• Include all Forms Listed under Required Forms

• Include Price Offers referenced in Section VI

• Proposals MUST be signed with ORIGINAL SIGNATURES on ALL DOCUMENTS in the original version required above. All copies made of the proposal which are required above, including the PDF version, must be of the signed original version of the proposal.

Unsigned proposals will be rejected. Telephone or facsimile (fax) proposals will not be accepted.

• The proposal must be signed by a person who is legally authorized to make a binding proposal on behalf of the proposer, and the proposal must contain the following language:

“This proposal constitutes a valid, binding and continuing offer at the prices set forth in this proposal until the County awards this contract by a resolution adopted by the County Board of Acquisition and Contract or this RFP process is terminated by the County, except if the Commissioner of Public Works and Transportation authorizes withdrawal of such proposal in writing upon a showing of hardship or of a material mistake in the proposal. It is recognized and understood by [insert name of proposer] that the decision to allow withdrawal of a proposal shall be within the sole discretion of the Commissioner.”

• Proposals delivered prior to the deadline shall be secured unopened so long as the package is properly marked as set forth above. Late proposals will not be accepted.

• Proposals must be typed or printed in ink. All corrections made by the proposer must be made prior to the due date for proposals, and must be initialed and dated by the proposer.

No changes will be allowed after the due date for proposals.

• Proposers may be required to give an oral presentation to the County to clarify or elaborate on the written proposal.

• No proposal will be accepted for consideration by the County from, nor any agreement awarded to, any proposer that is in arrears upon any debt or in default of any obligation owed to the County. Additionally, no agreement will be awarded to any proposer that has failed to satisfactorily perform pursuant to any prior agreement with the County.

Proposals that do not contain all the required information and documents will not be reviewed or considered. Please be sure to include all information requested.

X. LEGAL REPRESENTATIONS AND UNDERSTANDINGS

Please take notice, by submission of a proposal in response to this request, the proposing entity agrees to and understands the following:

• that any proposal, attachments, additional information, etc. submitted pursuant to this Request for Proposal constitutes merely a suggestion to negotiate with the County of Westchester and is not a bid under Section 103 of the New York State General Municipal Law;

• submission of a proposal, attachments, and additional information and acceptance of the proposal by the County for consideration shall not entitle the proposing entity to enter into a service agreement with the County of Westchester for the required services;

• by submitting a proposal, the proposing entity agrees and understands that the County of

Westchester is not obligated to respond to the proposal, nor is it legally bound in any manner whatsoever by submission of same;

• that any and all counter-proposals, negotiations or any communications received by a proposing entity, its officers, employees or agents from the County, its elected officials, officers, employees or agents, shall not be binding against the County of Westchester, its elected officials, officers, employees or agents unless and until a formal written agreement for the services sought by this RFP is duly executed by both parties and approved by the Westchester County Board of Acquisition & Contract, and the Office of the Westchester County Attorney.

In addition to the foregoing, by submitting a proposal, the proposing entity also understands and agrees that the County of Westchester reserves the right, and may at its sole discretion exercise, the following rights and options with respect to this Request for Proposal:

• To reject proposals that do not conform in all material respects to the RFP or meet the minimum evaluation criteria;

• To reject any or all proposals;

• To issue additional solicitations for proposals and/or amendments/addenda to this RFP;

• To waive any irregularities in proposals received after notification to proposers affected;

• To negotiate for amendments or other modifications to proposals;

• To select any proposal as the basis for negotiations of a contract, and to negotiate with one or more of the responsible proposers for amendments or other modifications to their proposals;

• To conduct investigations with respect to the qualifications of each proposer;

• To exercise its discretion and apply its judgment with respect to any aspect of this RFP, the evaluation of proposals, and the negotiations and award of any contract;

• To enter into an agreement for only portions (or not to enter into an agreement for any) of the services contemplated by the proposals with one or more of the proposers;

• To select the proposal from a responsive and responsible proposer that best satisfies the interests of the County or that is most advantageous for the County in terms of the program for which this service is being solicited, and not necessarily on the basis of price or any other single factor;

• While this is a Request for Proposal and not a bid, the County reserves the right to apply the case law under General Municipal Law § 103 regarding bidder responsibility in determining whether a proposer is a responsible vendor for the purpose of this RFP process;

• The County assumes no responsibility or liability of any kind for costs incurred in the preparation or submission of any proposal or during negotiations with any proposer;

• The County is not responsible for any internal or external delivery delays, which may cause any proposal to arrive beyond the stated deadline. To be considered, proposals MUST arrive at the place specified herein and be time stamped prior to the deadline.

XI. CONTRACT

After selection of the successful proposer, and following contract negotiations, a formal written contract will be prepared by the County of Westchester and will not be binding until signed by both parties and approved by the Westchester County Board of Acquisition & Contract and the Office of the County Attorney. NO RIGHTS SHALL ACCRUE TO ANY PROPOSER BY THE

FACT THAT A PROPOSAL HAS BEEN SELECTED BY THE COUNTY FOR SUBMISSION TO

THE BOARD OF ACQUISITION & CONTRACT FOR CONTRACT APPROVAL. SAID BOARD

HAS THE RIGHT TO REJECT ANY RECOMMENDATION AND THE APPROVAL OF SAID

BOARD IS NECESSARY BEFORE A VALID AND BINDING CONTRACT MAY BE EXECUTED

BY THE COUNTY.

Reference is made to the Operating Agreement Form attached hereto as Appendices “C” for the terms and conditions to be entered into, including payment provision, indemnification and insurance and assignment provisions.

Reimbursements for transportation costs will be based upon the actual number of trips unless otherwise indicated (Appendix “E” Definitions) of service operated, less any penalties, fines or monies withheld pursuant to the terms of the agreement. In addition, the proposer recognizes and acknowledges that the obligations of the County under the Agreement are subject to the County’s receipt of funds (the “Funds”) from the United States and/or New York State, and that no liability shall be incurred by the County beyond the Funds made available to the County for the Agreement. The proposer agrees that the County shall not be liable for any of the payments hereunder unless and until the County Commissioner of Finance has received said Funds or the Funds have been made available to said commissioner. Without limiting the foregoing, in the event the County makes any payment(s) hereunder in advance of receiving all or part of the Funds, if the Funds for such payment(s) is not subsequently received by the Commissioner of Finance, the proposer shall repay to the County such payment(s). If, for any reason, the full amount of the Funds is not paid over or made available to the County, the County may terminate the Agreement immediately or reduce the amount payable to the proposer, in the discretion of the County. The County shall give prompt notice of any such termination or reduction to the proposer. If the County subsequently offers to pay a reduced amount to the proposer, then the proposer shall have the right to terminate this Agreement upon reasonable prior written notice.

In the event of a claim resulting from the acts or failure to act of a subcontractor, the County will demand defense and indemnification by the chosen proposer. The proposer shall not delegate any duties or assign any of its rights under the Agreement sought by this RFP without the prior express written consent of the County. The proposer shall not subcontract any part of the Work without the written consent of the County, subject to any necessary legal approvals.

The successful proposer(s) will be asked to sign an Operating Agreement (“Agreement” or “Operating Agreement”), substantially in the form attached as (Appendix “C”). The Operating Agreement is subject to revision arising out of the terms and conditions imposed by applicable laws, rules or regulations and/or deemed appropriate by the County Attorney’s office and/or final contract negotiations and are subject to annual appropriation, as approved by the Westchester County Board of Acquisition and Contract.

In addition, a separate lease of County equipment must be executed which is related to the provision of the work under the contemplated professional services agreement, which must also be approved by the County Board of Acquisition and Contract.

The County has the right to modify and or change the contracts to better suit the needs of the County with prior notice given to the proposer sixty (60) days in advance, provided such modifications are necessary and reasonable in connection with this procurement.

The proposer must identify any items not set forth in the Operating Agreement or Lease, which the proposer requests be negotiated. However, the proposers should not read the preceding sentence as an invitation to submit material alterations to the terms and conditions set forth in agreements. Rather proposers should submit any recommendations for change(s) to the terms and conditions of the agreements as part of the required Q&A procedure described previously in this RFP, and the County in its sole discretion will decide whether to issue an Addendum or Amendment to the RFP making such requested change(s).

The proposer’s responses to this RFP, as may be subsequently modified in negotiations with the County, pursuant to the terms of this RFP, may be included as exhibits in any contracts that the County may execute with the proposer.

The decision to award a contract shall be based on the proposer’s ability to provide quality services and products and to comply with all applicable laws, rules and regulations.

XII. CONTRACT TERM

It is anticipated that the Term of Agreement will be for Five (5) years, commencing on January 1, 2027 and expiring on December 31, 2031, with the County having the option, at its sole discretion, to renew the term of the Agreement for one additional Five (5) year period.

XIII. EVALUATION CRITERIA

The award of any contract will be made as judged to be in the best interests of the County. It is the County’s intent to select the proposer(s) that provides the best solutions for the needs of the WCDPW&T as the County reasonably determines in the exercise of its judgment and discretion.

In order to determine what proposal is most advantageous, the County will evaluate all proposals on the basis of the criteria specified below. Such criteria is not necessarily listed in order of importance. The County reserves the right to weight its evaluation criteria in any manner it deems appropriate.

1. Expertise, Experience & Reputation

2. Staff Qualifications

3. Adherence to Requirements

4. Physical Assets for Service Provision

5. Price Offer

XIV. EVALUATION OF PROPOSALS

In selecting a proposer with whom to commence contract negotiations, and in ultimately awarding this RFP, the County will choose the proposal from a responsive and responsible proposer that is most advantageous to the County, and otherwise in accordance with the County’s Procurement Policy.

Each Proposal will be examined to determine whether it is responsive to the requirements and any options contained in this RFP. All responsive proposals will be evaluated in accordance with the criteria set forth herein. Proposals may be rejected if they show any alteration of terms, conditions, or alternate proposals not invited, incomplete forms, or irregularities of any kind.

Alternate Proposals will be considered only at the discretion of the County.

More than one Proposal from an individual, firm, partnership, corporation, limited liability company, or association under the same or different names for each license offered will not be considered. This does not preclude any interested proposer(s) from submitting proposals for more than one of the options listed in this RFP.

In order to determine what proposal is most advantageous, the Evaluation Committee will evaluate all proposals based on the evaluation criteria and weigh those criteria in any manner it deems appropriate. The County will not necessarily choose the proposer with the lowest proposed pricing. A competitive range consisting of those proposals which are acceptable to the County, or which could be made acceptable following written or oral presentations, if found necessary, will be determined. Following discussions and clarifications, if necessary, it is anticipated that a final selection will be made.

The Evaluation Committee will make the final selection of the successful proposer(s) after careful review of the proposals and, at its option, conduct site visits and interview(s) with the most responsible proposer(s). As part of the review process, the County will conduct on-site inspection(s) of facilities proposed by the most responsible proposer(s) for the purposes of this procurement. In such cases, proposer(s) will permit County personnel to visit the facilities, conduct inspection(s), and make available to the County, during and for the purpose of the inspection, responsible, knowledgeable personnel to answer questions regarding these facilities and the proposal as it relates to those facilities and this procurement.

The County reserves the right to contact responsible proposer(s), reasonably susceptible for further consideration or award, regarding an interview, areas of concern, areas to be negotiated and/or request responsible proposer(s) to amend proposal(s) and to make Best and Final Offer(s) (BAFO), which shall be submitted to the County in writing. Notwithstanding the foregoing to the contrary, the County reserves the right to award on the basis of initial proposal submitted without negotiations or discussions if such action is deemed to be in the best interest of the County.

General Qualifications

The firm will be evaluated to determine if they are “responsible” as that term has been defined in New York State case law defining what constitutes a “responsible bidder”, including but not limited to, firm/proposed subcontractor history, expertise, experience, reliability, financial viability, references. The County will also evaluate the “responsiveness” of the proposal as such term has been defined in New York State case law to determine whether a proposal is responsive to the Request for Proposals, including but not limited to, completeness of response to RFP, including but not limited to copies of reports, certificates etc. will all be considered. See Section VII, entitled “Statement of Qualifications,” for specific requirements.

Proposed Technical Services/Products

Strategies, methodologies, service, management and staffing plans, hiring, training and safety programs, the administration/operations/maintenance facility or facilities being offered, fleet maintenance capabilities, maintenance and history and adequacy of operations facility, and the price offer.

General Disqualification Criteria

The County may make such investigation as it deems necessary to determine the ability of the proposer to perform the work, and the proposer shall furnish all information and data for this purpose as may be requested. The County (also referred to as “WC” herein) reserves the right to reject any proposal if the evidence submitted by, or the investigation of such proposer/proposed subcontractor fails to satisfy WC that the proposer/proposed subcontractor is not “responsible” to carry out the obligations of the contract and to complete the contemplated work or that the proposal was not “responsive” to the requirements of this RFP.

Additional Criteria for Disqualification for Traditional ParaTransit Services

Failure to have a minimum of five (5) years’ experience providing demand responsive service (i.e. service which is scheduled less than 24 hours in advance including a minimum of ten (10) vehicles in service on a weekday) or a minimum of five (5) years providing public transit service.

XV. PUBLIC DISCLOSURE OF PROPOSAL CONTENTS

The New York State Freedom of Information Law as set forth in Public Officers Law, Article 6, Sections 84-90, mandates public access to government records. However, proposals submitted in response to this RFP may contain technical, financial background or other data, public disclosure of which could cause substantial injury to the proposer's competitive position or constitute a trade secret. Proposers who have a good faith belief that information submitted in their proposals is protected from disclosure under the New York Freedom of Information Law shall:

a) Insert the following notice in the front of its proposal:

“NOTICE:

The data on pages of this proposal identified by an asterisk (*) contains technical or financial information constituting trade secrets or information the disclosure of which would result in substantial injury to the competitive position of the proposer.

The proposer requests that such information be used only for the evaluation of the proposal, but understands that any disclosure will be limited to the extent that the County considers proper under the law. If the County enters into an agreement with this proposer, the County shall have the right to use or disclose such information as provided in the agreement, unless otherwise obligated by law.”

and

b) clearly identify the pages of the proposals containing such information by typing in bold face on the top of each page “*THE PROPOSER BELIEVES THAT THIS INFORMATION IS

PROTECTED FROM DISCLOSURE UNDER THE FREEDOM OF INFORMATION LAW OF

NEW YORK STATE.”

The County assumes no liability for disclosure of information so identified, provided that the County has made a good faith legal determination that the information is not protected from disclosure under applicable law or where disclosure is required to comply with an order or judgment of a court of competent jurisdiction. The contents of the proposal, which is accepted by the County, except portions "Protected from Disclosure", may become part of any agreement resulting from this RFP.

XVI. INTELLECTUAL PROPERTY RIGHTS

The proposer accepts and agrees that language in substantially the following form will be included in the contract between the Proposer and the County:

All deliverables created under this Agreement by the Contractor are to be considered “works made for hire”. If any of the deliverables do not qualify as “works made for hire”, the proposer hereby assigns to the County all right, title and interest (including ownership of copyright) in such deliverables and such assignment allows the County to obtain in its name copyrights, registrations and similar protections which may be available. The proposer agrees to assist the County, if required, in perfecting these rights. The proposer shall provide the County with at least one copy of each deliverable.

The proposer agrees to indemnify and hold harmless the County for all damages, liabilities, losses and expenses arising out of any claim that a deliverable infringes upon an intellectual property right of a third party. If such a claim is made, or appears likely to be made, the proposer agrees to enable the County’s continued use of the deliverable, or to modify or replace it. If the County determines that none of these alternatives is reasonably available, the deliverable will be returned.

All records compiled by the proposer in completing the work described in this Agreement, including but not limited to written reports, studies, drawings, blueprints, negatives of photographs, computer printouts, graphs, charts, plans, specifications and all other similar recorded data, shall become and remain the property of the County. The proposer may retain copies of such records for its own use.

XVII. FAIR EMPLOYMENT PRACTICES

The Provider shall not discriminate against any employee or applicant for employment because of race, color, religion, creed, ancestry, national origin, age, sex, marital status, disability or genetic predisposition or carrier status.

The Provider will take affirmative action to assure that applicants employed are treated equally regardless of race, color, religion, creed, ancestry, national origin, age, sex, marital status, disability, or genetic predisposition or carrier status. Such affirmative action shall include, but not be limited to the following: employment, upgrading, demotion, or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. The Provider agrees to post in conspicuous places, available to employees and applicants for employment, notices to be provided setting forth the provisions of this non-discrimination clause.

In all solicitations or advertisements for employees placed by or on behalf the proposer, state that all qualified applicants will receive consideration for employment without regard to race, color, religion, creed, ancestry, national origin, age, sex, marital status, disability, or genetic predisposition or carrier status.

Each labor union or representative of workers with which the proposer has a collective bargaining agreement or other contract or understanding pursuant to any contract resulting from this RFP, shall be sent a notice advising the said labor union or workers’ representatives of the proposer’s commitments under this section, and shall post copies of the notice in conspicuous places available to employees and applicants for employment.

Access to books, records, and accounts will be permitted by the Provider to the County for purposes of investigation to ascertain compliance with such rules, regulations, and orders pertaining to fair employment practices.

Written personnel procedures, which shall include provisions for familiarizing employees with statutes, rules, and regulations concerning confidentiality, affirmative action, and nondiscrimination in both service delivery under the contract contemplated by this RFP and such employee’s employment as set forth in this section and consistent with the general Non-discrimination obligation set forth below shall be kept on file by the proposer.

XVIII. LIQUIDATED DAMAGES

The final contract between the County and the successful Proposer will provide for liquidated damages. The liquidated damages will be assessed for non-compliance with service specifications. Please refer to Section II of this RFP under “Performance Measures” and the Sample Operating Agreement (Appendix C) for detailed information on the liquidated damages.

Any liquidated damages shall be agreed to by the parties to the contemplated agreement for professional services in accordance with applicable New York State case law.

XIX. NOTICE OF AWARD

The successful proposer will be notified of the award of contract by the County Board of Acquisition and Contract in writing by the County. All firms submitting a proposal in response to this RFP will be notified of the County’s award of this contract. The County reserves the right to reject any and all proposals. No contract becomes valid until it has been approved by the County Attorney and signed by the County Executive or his designee.

XX. NEGOTIATIONS WITH SELECTED PROPOSER

The County will negotiate with the selected proposer to establish a contract. If unsuccessful, the County may elect to proceed with the next most highly rated firm until an agreement in the County’s best interest has been reached or all efforts are exhausted.

XXI. AUDIT AND MAINTENANCE OF DOCUMENTS

Expenditures related to the contract with Westchester County shall be maintained pursuant to the format and other requirements as identified in Section III of the RFP entitled “Billing, Payment, Back-up Documentation and Reporting Requirements.”

Records and source documentation supporting contractual per Trip reimbursement rate, operating data and reports and maintenance records and any other records required shall be made available for review and submission at the request of DPW&T pursuant to federal, state or county requirements.

XXII. NON-COLLUSION AND NON-DISCRIMINATION

The proposer, by signing the proposal, does hereby warrant and represent that any ensuing agreement has not been solicited, secured or prepared directly or indirectly, in a manner contrary to the laws of the State of New York and the County of Westchester, and that said laws have not been violated and shall not be violated as they relate to the procurement or the performance of the agreement by any conduct, including the paying or the giving of any fee, commission, compensation, gift, gratuity or consideration of any kind, directly or indirectly, to any County employee, officer or official.

The proposer expressly agrees that neither it nor any contractor, subcontractor, employee, or any other person acting on its behalf shall discriminate against or intimidate any employee or other individual on the basis of race, creed, religion, color, gender, age, national origin, ethnicity, alienage or citizenship status, disability, marital status, sexual orientation, familial status, genetic predisposition or carrier status during the term of or in connection with any contract that may ensue in connection with this RFP, as those terms may be defined in Chapter 700 of the Laws of Westchester County. The proposer acknowledges and understands that the County maintains a zero-tolerance policy prohibiting all forms of harassment or discrimination against its employees by co-workers, supervisors, vendors, contractors or others. The Laws of Westchester County are available at https://library.municode.com/ny/westchester_county/codes/code_of_ordinances.

https://library.municode.com/ny/westchester_county/codes/code_of_ordinances

XXIII. MBE/WBE PARTICIPATION

Pursuant to Section 308.01 of the Laws of Westchester County, it is the policy of the County to encourage the meaningful and significant participation in County contracts for business enterprises owned by persons of color and women: Minority Business- Enterprise (MBE) and Women Business Enterprise (WBE). In furtherance of that policy, contractors will be required to complete the MBE/WBE questionnaire found on Form VIII -7.

XXIV. CRIMINAL BACKGROUND DISCLOSURE

The Contractor agrees to complete the Criminal Background Disclosure as required by Executive Order No. 1-2008, which is attached as Form VIII-9 and hereby incorporated by reference.

XXV. RELATIONSHIP DISCLOSURE FORM

To avoid conflicts of interest and the appearance of impropriety, the Proposer shall be required to complete the Disclosure Form attached hereto as Form VIII -8.

XXVI. BUSINESS WITH VETERANS

The County believes it is a laudable goal to provide business opportunities to veterans who were disabled while serving our country, and wants to encourage the participation in County contracts of certified business enterprises owned and controlled by service-disabled veterans. As part of the County’s program to encourage the participation of such business enterprises in County contracts, and in furtherance of Article 3 of the New York State Veterans’ Services Law, the proposer agrees to complete and submit with their proposal the questionnaire entitled Questionnaire Regarding Business Enterprises Owned and Controlled by Service-Disabled Veterans attached hereto as Form VIII -10.

XXVII. PRECEDENCE OF RFP REQUIREMENTS

The terms of this RFP will be incorporated by reference into any Operating Agreement that is entered into as a result of this RFP. To the extent that there is any conflict between the terms of this RFP and a proposal submitted pursuant to this RFP which is attached to any Operating Agreement, the terms of this RFP shall take precedence and govern the Operating Agreement, unless a particular term that varies from the RFP is explicitly set forth in writing in the Operating Agreement, which is fully executed by the County and the Contractor.

XXVIII. COMPLIANCE WITH LAWS

Every aspect of this procurement, including, but not limited to, the preparation of proposals, selection of vendors, and the award of contracts, is subject to provisions of all applicable federal, state and local laws, regulations, and rules.

XXIX. CONFLICT OF INTEREST

All proposers must disclose with their proposals the name of any officer, director, employee or agent who is also an officer, director, employee, or elected official of the County of Westchester.

Further, all proposers must disclose the name of any County officer, employee, or elected official who has an interest in the proposal. An interest is defined in this RFP in accordance with Chapter 883 of the Laws of Westchester County. An “Interest” means a direct or indirect financial or material benefit, but does not include any benefit arising from the provision or receipt of any services generally available to the residents or taxpayers of the County or an area of the County, or a lawful class of such residents or taxpayers. A County officer or employee is deemed to have an interest in any private organization when he or she, his or her spouse, or dependent, is an owner, partner, member, director, officer, employee, or directly or indirectly owns or controls more than five percent of the organization's equity or debt, whether in the form of outstanding stock or otherwise.”

All proposers shall make reasonable efforts to obtain the aforementioned disclosures from all proposed subcontractors and provide the County with any such disclosures and notify the County if a proposed subcontractor failed to respond to the proposer’s request for such disclosure.

XXX. PROPOSER CERTIFICATION

The undersigned agrees and understands that this proposal and all attachments, additional information, etc. submitted herewith constitute merely an offer to negotiate with the County of Westchester and is NOT A BID. Submission of this proposal, attachments, and additional information shall not obligate or entitle the proposing entity to enter into a service agreement with the County of Westchester for the required services. The undersigned agrees and understands that the County of Westchester is not obligated to respond to this proposal nor is it legally bound in any manner whatsoever by the submission of same. Further, the undersigned agrees and understands that any and all proposals and negotiations shall not be binding or valid against the County of Westchester, its directors, officers, employees or agents unless an agreement is signed by a duly authorized officer of the County of Westchester and approved by the Westchester County Board of Acquisition & Contract and by the Office of the County Attorney.

It is understood and agreed that the County of Westchester reserves the right to reject consideration of any and all proposals including, but not limited to, proposals which are unsigned, conditional, or incomplete. It is further understood and agreed that the County of Westchester reserves all rights specified in the Request for Proposals.

It is represented and warranted by those submitting this proposal that except as disclosed in the proposal, no officer or employee of the County of Westchester is directly or indirectly a party to or in any other manner interested in this proposal or any subsequent service agreement that may be entered into.

Proposer Name

By:

(Signature)

Name: ______________________

Title: ______________________

You Must Complete the Applicable Acknowledgement and Certificate of Authority Document(s), Which Are on the Pages Following This Page.

SECTION II

TECHNICAL SPECIFICATIONS

BEELINE PARATRANSIT PROGRAM

PROFILE OF THE COUNTY

Westchester County is located immediately north of New York City, abutting the Bronx, and encompasses approximately 450 square miles. Westchester County is served by the Bee-Line Bus System and by three MTA Metro-North commuter rail lines (New Haven Line, Hudson Line, and Harlem Line) which are also utilized by Amtrak.

Several of the commuter rail stations are fully accessible to people with disabilities. Air service is provided at the Westchester County Airport located in White Plains.

According to the 2020 Census Population figures, Westchester County has a population of 1,004,457. As of the end of 2025, there were 8,487 individuals registered with the Bee-Line ParaTransit System. Approximately 82.6% of ParaTransit Eligible Riders are currently classified as ambulatory passengers, 16.7% use wheelchairs and .80% use scooters.

PARATRANSIT BACKGROUND

The Westchester County ParaTransit program, known as the Bee-Line ParaTransit System, has been in operation since 1983. Under the Americans with Disabilities Act (ADA), transit agencies like the Westchester County Department of Public Works & Transportation are required to provide origin-to-destination, curb-to- curb, demand-responsive paratransit programs that “mirrors” their fixed-route service in terms of service times and areas to serve individuals who do not have the functional capability/capabilities to ride fixed-route Bee-Line buses.

Bee-Line ParaTransit is a seven day a week, demand-responsive, advance- reservation, curb-to-curb service for individuals traveling within Westchester County, and to or from limited areas of bordering entities such as Bronx County, Putnam County and the state of Connecticut, whom do not have the functional capabilities to ride fixed-route buses due to a disability/disabilities.

Bee-Line ParaTransit is a shared ride service for which reservations must be made from one to seven days in advance.

SERVICE OVERVIEW

The Westchester County ParaTransit Bee-Line Program has two main components – Traditional Paratransit and Car Service.

Traditional Paratransit Service

Traditional Paratransit Service Provides rides to disabled individuals throughout Westchester County using a combination of wheelchair accessible body on chassis vehicles, Toyota Prius and Ford Transit Connects, wheelchair accessible Chrysler Voyagers, Toyota RAV 4 vehicles.

Transportation under this program functions within two zones, with the Westchester Medical Center in Valhalla serving as the boundary between both zones:

Zone S: Southern Westchester County Zone N: Northern Westchester County

Car Service

Car service was added as a component to the ParaTransit Program in April 2012 to provide ridership in certain parts of the County a more flexible alternative to the current traditional service. Seeing that there were densely populated areas of the county, a taxi pilot program was created using additional vendors offering direct transportation services.

In 2017, Westchester County changed from a Taxi Service to a Car Service that gave the County greater control in managing ridership. Currently, the Car Service’s coverage includes a contract for Southern Westchester and the City of Peekskill and vicinity.

Westchester County is located between New York City to the south, the State of Connecticut to the east, Putnam County to the north and the Hudson River and Rockland County to the west.

Due to the County’s location in the greater New York Metropolitan Area, some passengers travel throughout the region. To facilitate this regional travel, the County coordinates transportation with partner transportation agencies via transfer points. Transfer locations are listed below and are subject to change.

PASSENGER TRANSFER LOCATIONS

Coordinating Agency Location

Within Westchester

White Plains Trans Center

MTA New York City Transit 259th Street & Riverdale Ave., Bronx Boston Road and Ropes Ave., Bronx Putnam County Transportation (PART Service)

Jefferson Valley Mall, Yorktown Heights

Rockland County T.R.I.P.S. Tarrytown Railroad Station 1 Water St, White Plains

Connecticut transfers 25 Waterfront Place, Port Chester

DAYS, HOURS AND…