2465-025-01 RFP Final A1.pdf

RFP: Valley Transit – Transit Development Plan

INFORMATION TO BIDDERS/OFFERORS

COVER SHEET

SOLICITATION NUMBER: 2465-025-01

THIS SOLICITATION CLOSES ON: Monday, Feb 24, 2025 at 4:00 pm CST. Proposals must be submitted by this date and time. Include the pricing proposal in a separate attachment identified as “Pricing Proposal.” Include the pricing proposal only with the proposal marked as “Original /

Procurement Administrator’s Copy.” Late bids or offers will not be accepted.

SUBMIT PROPOSALS/OFFERS TO:

ccolla@ecwrpc.org

East Central Wisconsin Regional Planning Commission

400 Ahnaip St. Suite 100

Menasha, WI 54952

FOR INFORMATION ON THIS PROCUREMENT, CONTACT:

Chris Colla

920.751.4770 ext. 6816 ccolla@ecwrpc.org

ITEMS OR SERVICES TO BE PURCHASED:

Professional Transit Planning Services

SIGNIFICANT EVENTS/DATES:

ISSUE DATE ……………………………………………..……..1/24/2025

PRE-PROPOSAL CONFERENCE …………………………………..N/A

LAST DAY TO SUBMIT QUESTIONS …..….……………2/7/2025

PROPOSAL CLOSING DATE ………………….………….2/24/2025

EVALUATIONS BEGIN ………………………….Week of 2/24/2025

EVALUATIONS COMPLETED ……………………………..…3/3/2025

ESTIMATED CONTRACT AWARD DATE …………...…3/27/2025

ESTIMATED CONTRACT START DATE …………………..4/1/2025

mailto:ccolla@ecwrpc.org

Request for Proposals:

CITY OF APPLETON (VALLEY TRANSIT)

TRANSIT DEVELOPMENT PLAN

East Central Wisconsin Regional Planning Commission

Date of Issuance: 1/24/2025

Proposals due: 2/24/2025

Catalog of Federal Domestic Assistance (CFDA) Number: 20.505

East Central Project ID: 2465-025-01

Table of Contents

Definitions

1.0 Index/Signature Page

2.0 Introduction and Purpose

3.0 Manditory Requirements

4.0 Contract Deliverables

5.0 Contract Administration Information

6.0 Special Contract Requirements

7.0 Contract Clauses (see Appendix A for Federal Clauses)

8.0 List of Appendicies

9.0 Proposal Procedure and Instructions

10.0 Representations, Certifications, and Other Statements of Proposalders/Offerors

11.0 Proposal Submission

12.0 Selection and Award Process

13.0 Proposal Award

14.0 Cancellation and Termination

Attachment A: Procing Proposal

Appendix A: Federal Clauses

Appendix B: Affadiavit of Non-Collusion

Appendix C: Proposer Information

Appendix D: References

Appendix E: Designation of Confidential and Proprietary Information

Appendix F: Standard Terms and Conditions

Appendix G: Supplemental Terms and Conditions for Procurement Services

Appendix H: Assurance of Eligibility and Compliance

Appendix I: Bidder’s Opportunity List

DEFINITIONS

For the purposes of this Request for Proposal and resulting Contract(s), the following definitions of terms shall apply, unless otherwise indicated.

Acceptance Period The number of calendar days available to the Issuing Agency for awarding a contract from the date specified in this solicitation for receipt of PROPOSALS.

Agency East Central Wisconsin Regional Planning Commission

Proposalder The entity submitting a Proposal in response to this RFP.

Contract Administrator The Agency employee responsible for oversight of the implementation, administration, and completion of the Contract.

Contract Manager

The employee of an Agency responsible for 1) resolving contractual matters that cannot be resolved with the Contract Administrator; and 2) facilitating and/or completing all official actions under the Contract including but not limited to amendments, renewals and termination.

Contract

The final version of any contractually binding agreement between the State and the

Contractor relating to the subject matter of this RFP; references to the Contract include all exhibits, attachments and other documents attached thereto or incorporated therein by reference.

Contractor

The person or entity that has been awarded the Contract as a result of this RFP, and who is required to provide equipment, materials, supplies, contractual services, or leasing real property to, the Procuring Agency.

Disadvantage Business

Enterprise (DBE)

DBEs are for-profit small business concerns where socially and economically disadvantaged individuals own at least a 51% interest and also control management and daily business operations.

Mandatory

A requirement labeled as such must be present in the proposed solution, exactly as stated, or the solution will not be considered by the Procuring Agency. The terms

“must,” “shall,” and “will” are considered mandatory.

May Indicates something that is not mandatory but permissible.

Procurement Manager The person responsible for managing this procurement process.

Responsible

A Proposer who has furnished information and data to prove that the financial resources, service, facilities, personnel, service reputation, and experience are adequate to make satisfactory delivery of such Services and Deliverables set forth in the RFP.

Responsive A proposal that conforms in all material respects to the requirements set forth in the

RFP.

RFP This Request for Proposal.

State Holidays January 1, Martin Luther King Jr. birthday, Memorial Day, July 4, Labor Day, Thanksgiving Day, December 24, December 25, and December 31

Supplier:

A person or entity that has been awarded the Contract as a result of this Proposal, and who is required to provide the agreed upon good and/or services. The term

Supplier is used throughout this document in lieu of Contractor.

Vendor:

A person or firm submitting a response to a solicitation and a set of specifications.

The term Vendor is used throughout this document in lieu of Proposalder or

Proposer.

1.0 INDEX/SIGNATURE PAGE

1.1 Proposalder Information

PROPOSALS MUST BE SEALED & ADDRESSED TO:

Agency Address Proposals must be packaged as a pdf, clearly labeled and emailed to:

Chris Colla – Associate Planner

East Central Wisconsin Regional Planning Commission ccolla@ecwrpc.org // Subject Line: PRF Proposal: Valley Transit – Transit

Development Plan

Applicants must submit an electronic PDF version of the proposal with the project’s Pricing Proposal as a separate attachment in the same email.

The Pricing Proposal must be clearly labeled as “Fee Structure—Do

Not Open.”

Proposer Name

PROPOSALS MUST be received no later than: 2/24/2025 at 4:00 pm CST

Contact Information

Name

Phone Date

Email

1.2 Proposalder Certification

In signing this Proposal we also certify that we have not, either directly or indirectly, entered into any agreement or participated in any collusion or otherwise taken 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 a Proposal; that this Proposal has been independently arrived at without collusion with any other Proposalder, competitor or potential competitor; that this

Proposal has not been knowingly disclosed prior to the opening of PROPOSALS to any other Proposalder or competitor; that the above statement is accurate under penalty of perjury.

We will comply with all terms, conditions and specifications required by the state in this Request for Proposal and all terms of our Proposal.

Name of Authorized Company Representative Title Phone Fax

Signature of Above Date Email

2.0 INTRODUCTION AND PURPOSE

2.1 Purpose and Scope of the Invitation for PROPOSALS

East Central Wisconsin Regional Planning Commission (ECWRPC, the Commission) is the official comprehensive, area-wide planning agency for a ten-county region in Wisconsin; additionally, ECWRPC serves as the Metropolitan Planning Organization (MPO) for the Appleton (Fox Cities) and

Oshkosh MPO’s and as staff for the Metropolitan Planning Organization for Fond du Lac. ECWRPC receives PL funds for the MPO’s and follows Federal regulations as it relates to MPO activities in 23

CFR 420 and 450.

ECWRPC works in close collaboration with the local transit agencies to coordinate transportation planning efforts, including Valley Transit, the transit provider for the Fox Cities. Valley Transit services are a reliable, affordable, and accessible public transportation option that meet the ever-changing mobility needs of the communities in the Fox Cities. Services offered include fixed-route within a designated area and demand-response, including paratransit and senior transportation services, VT II, VT Connector, and rural transportation services. In 2025, Valley Transit will be scheduled for a five-year update to their Transit Development Plan. For the project, ECWRPC has successfully applied for

Federal Transit Administration (FTA) funding through the Section 5304 Grant.

ECWRPC intends to use the results of this solicitation to award a contract to a Proposer for the aforementioned services. The intention of the project is to work with Valley Transit, ECWRPC, the City of Appleton and other communities in the Fox Cities, and stakeholders to update the Transit

Development Plan, last updated in 2020.

The East Central Wisconsin Regional Planning Commission makes no express or implied warranties whatsoever that any particular quantity or dollar amount of Services will be procured. ECWRPC reserves the right to cancel this RFP for any reason prior to the issuance of a notice of intent to award.

2.2 Contract Term

The Contract shall be effective on the execution date of the accompanying Contract and shall run for one

(1) year from that date, with an NO option to renew for additional year renewal options.

The anticipated date for contract approval is 3/27/2025, with the project commencing on 4/1/2025. The

Contract length will be from 4/1/2025 – 3/31/2026 with no additional years available. All tasks must be completed by 3/31/2026.

2.3 Number of Contracts

It is the intention of the agency to award one contract for the professional transit planning services to update Valley Transit’s Transit Development Plan required in this solicitation.

2.4 Procurement Manager

All communication and/or questions on all matters regarding this Proposal must be made in writing and refer to Request for Proposal number 2465-025-01 and be directed to the agency Procurement Manager

Chris Colla at ccolla@ecwrpc.org.

Any contact or communication with any employee or officer concerning this RFP except the

Procurement Manager is strictly prohibited from the date this RFP is released until the date the notice of intent to award is issued. The Procurement Manager may authorize in writing contact or communication with another State employee or officer as circumstances dictate. Vendors who hold a current Contract may continue to communicate with the appropriate Contract Administrator regarding the performance of that current Contract.

2.5 Reasonable Accommodations

East Central Wisconsin Regional Planning Commission can provide reasonable accommodations, including the provision of informational material in an alternative format for qualified individuals with disabilities upon request. If a Vendor needs accommodations at the outset of this solicitation process, please contact the Procurement Manager.

3.0 MANDITORY REQUIREMENTS

All Vendor Requirements in this section are mandatory. These mandatory requirements will be deemed either pass or fail. Failure to meet a qualification will disqualify your Proposal. However, the agency reserves the right to waive any qualification if no Vendor is able to satisfy that qualification.

All specifications in this section are mandatory and indicate the minimum specifications for the transit planning services required. The following specifications must be met at no additional cost above the pricing provided in the Proposal. All specifications are defined as minimum mandatory requirements unless otherwise stated. Failure to meet any mandatory specifications will result in the disqualification of the Proposal. In the event no Vendor is able to meet individual mandatory specifications, ECWRPC reserves the right to continue the review of Proposals and to select the Proposal that most closely meets the specifications detailed in this RFP.

Before the award of any Contract, ECWRPC shall be satisfied that the Vendor has sufficient qualified resources available for performing the work described in this Proposal. It is the Vendor’s responsibility to acquaint the Department with these qualifications by submitting appropriate or supporting documentation.

These mandatory requirements will be deemed either pass or fail. This will be determined by a designated Subject Matter Expert.

3.1 Vendor Experience

Vendor must demonstrate adequate and applicable experience.

3.2 Statement of Work at Time of Proposal

Vendors are required to submit a Proposal that details the work activities, deliverables, and timeline that the Vendor will use to perform services in accordance with the specifications of this RFP. The document must include all deliverables listed in the scope of work and information relating to the location of services, period of performance, deliverable schedule, applicable standards, payment schedule, and any other miscellaneous data pertinent to performing services in accordance with the requirements of this

RFP.

The purpose of the proposal is to validate the Vendor will meet all Scope of Services requirements and their pricing is inclusive of all required specifications. Consultant hours and rate on specific deliverables will not be used to evaluate the proposal.

4.0 CONTRACT DELIVERABLES

All deliverables in this section are considered the minimum deliverable for the services required. The following deliverables must be met at no additional cost above the pricing provided in the Pricing

Proposal. Failure to meet any minimal deliverables may result in the disqualification of the Proposal. In the event no Vendor is able to meet individual specifications, ECWRPC reserves the right to continue the review of proposals and to select the proposal that most closely meets the specifications detailed in this RFP.

The contract deliverables - with pricing and hours per deliverable - will be outlined in a Statement of

Work at Time of Proposal that results from an awarded contract.

The following contract deliverables must be met at no additional cost above the pricing provided in the

Proposal.

Before the award of any Contract, the Department shall be satisfied that the Vendor has sufficient qualified resources available for performing the work described in this Proposal. It is the Vendor’s responsibility to acquaint the Department with these qualifications by submitting appropriate or supporting documentation.

4.1 Services / Items Required

The proposal must describe the Consultant’s approach to completing each of the tasks outlined below.

The proposal should provide sufficient detail to enable the selection committee to thoroughly evaluate and compare it to other proposals. The proposal should closely follow the format of the Scope of

Services and address each point outlined below. It should include information sufficient to detail the work performed to accomplish each point below and any other materials/ideas/data your firm believes is pertinent to this project.

The consultant is expected to travel on-site as necessary to collect data and to perform the duties specified in the RFP. Additionally, consultants are expected to be present for all Steering Committee

Meetings and present the completed plan to the appropriate parties, including but not limited to, the Fox

Valley Transit Commission. All meeting should be assumed to be in person unless otherwise indicated by Valley Transit or ECWRPC.

Mileage, Air Fare, Lodging, and Meals should be included in Travel Expenses in Attachment A –

Pricing Proposal. Costs in the performance of program activities shall be consistent with those normally allowed in likely circumstances in Federally sponsored activities of the consultant.

The vendor must complete the following tasks:

1. Review Current Valley Transit System and Assessment

A. Review previous mission & goals, most recent TDP update and proposed changes there-in, evaluating what was and wasn’t implemented and why

B. Write and conduct driver interviews/surveys (in partnership with Valley Transit and ECWRPC);

propose options to obtain new input

C. Review Valley Transit’s current system:

a. Current system operations & route structure

b. Analyze boarding & alighting data (in partnership with ECWRPC)

c. Review ridership and service level trends

d. Analyze current route schedule and frequency

e. Review the VT Connector microtransit services & other on-demand services (VT II – ADA

Paratransit), schedules, and ridership, including origin-destination data; Priority is on the VT

Connector

f. Conduct needs assessment and analysis

g. Review current Key Performance Indicators

2. Review Valley Transit’s current challenges

a. Language barriers and partner organization’s roles in addressing

b. Zero Emission transition related issues

c. Infrastructure/land use issues limiting quality transit services

d. Regulatory changes impacting training, work hours, safety, asset management

3. Identify Destinations and Major Trip Generators

a. Review ridership and additional supplemental data to identify major trips generators and destinations across the system, including fixed-route and microtransit

b. Determine any new generators within the service area

c. Assess employers and employment in relation to transit service

d. Identify essential services or additional priority locations

e. Analyze and/or map land use and infrastructure challenges that impact transit users

4. Develop Strategies for Improved Operations

a. Create fixed-route recommendations based on the current system

b. Evaluate the VT Connector (and other on-demand services), formulate recommendations

c. Explore options to plan for a gradual, staggered re-investment & increased services as drivers become available and rider trends change; model implementation plan based on the number of new employees needed

d. Review the Zero Emission fleet transition and summarize zero-emission efforts in the TDP

e. In partnership with Valley Transit and ECWRPC, develop data-driven shelter placement policy recommendations; share data

f. Evaluate current Key Performance Indicators and make recommendations

g. Detail fiscal impacts for all proposed changes

5. Steering Committee Meetings & Public Outreach

a. Coordinate regularly-scheduled bi-monthly to monthly project check-in meetings with a core team; core team members will consist of ECWRPC and Valley Transit staff

b. Ensure all funding partners, stakeholders, the Transit Commission, and ECWRPC are engaged and informed of key milestones

c. Work with Valley Transit and ECWRPC to coordinate in-person stakeholder meetings and workshops/presentations to showcase potential system changes and communicate update and processes

d. Plan and develop materials for multiple sessions to present the TDP and gather feedback from the public

e. Ensure clear communication with Valley Transit staff on specific needs of staff, drivers, and services; Conduct detailed driver and staff interviews for insight to develop recommendations

f. Engage employers and other influential stakeholders (e.g. school districts, healthcare providers, etc.) on specific needs in relation to transit

g. For public meetings and the final document, overview the TDP and explain key areas to a first-time TDP audience, including operating procedures, staffing, funding, and the plan for implementing recommendations and new services

6. Develop Final Transit Development Plan

This Scope of Services identifies objectives, tasks, and recommendations that the Consultant should develop to be addressed in the final product. It is expected that the final report contains all necessary details and information for Valley Transit, in coordination with ECWRPC, to establish direction, operations, and services. This plan should provide sufficient historical context to help inform a thorough consideration of what the transportation system will look like in the future, including how investments should be made to provide quality service for riders and the community, integrating microtransit, on-demand, and fixed-route services.

4.2 Detailed Specification

Accepted proposals shall be reviewed by the evaluation committee and scored against the stated criteria. Proposers shall not contact any member of the evaluation committee. Cost Proposal information shall not be available to the Evaluation Committee during the requirements evaluation phase. Please reference the Scope of Services when outlining the proposal. Document requirements:

Times New Roman, Size Font – 12.

Estimated Schedule of Events: This may be subject to change

Issuance of RFP 1/24/2025

Question Submittal Deadline 2/7/2025

Closing Date of RFP Response 2/24/2025

Evaluation Committee Meets to Rank Proposals Week of 2/24/2025

Interviews 3/5/2025

Contract Negotiation Meeting Week of 3/10/2025

Contract Approval 3/27/2025

Begin Work on Contract 4/1/2025

Evaluation and Scoring of Proposals

Accepted proposals will be reviewed by the ECWRPC selection team. The proposals will be scored using the following criteria:

Project Understanding and Work Plan 30 pts.

Project Schedule and Timeline 10 pts.

Description of Firm, Project Team, Experience with Similar

Projects

30 pts.

Desired and Value-Added Capabilities 5 pts.

Pricing Proposal (Budget & Fee) 25 pts.

Total 100 pts.

Evaluation Criteria

Project Understanding & Work Plan (30 points)

This section requires a discussion of the approach the firm will use to complete the project. The proposal shall include a clear and concise understanding of the project, the work to be completed, and the coordination required based on existing information. Elements that will be evaluated are:

1. Demonstrates understanding of the project.

2. Clear and concise explanation of specific tasks needed to accomplish the project.

3. Defines issues to be resolved in the course of the project.

4. Previous work and tools.

5. Coordination efforts.

6. General tools that will help within the study.

Project Schedule & Timeline (10 points)

This relates to the consultant’s time requirements to complete those tasks identified. Elements that will be evaluated include:

1. Time required to complete individual tasks (duration).

2. Inter-relations between tasks (dependencies).

3. Key events during the project (milestones).

4. Critical input points from ECWRPC and Valley Transit.

Description of Firm, Project Team, Experience with Similar Projects (30 points)

This criterion evaluates the firm, project team, and sub consultants; project principal, project manager, key staff, and sub consultant staff. All sub consultants and their respective roles, qualifications, and experience must be clearly identified. This section will provide a basis for judging how well the firm’s qualifications and experience relate to this specific project and how well the project team’s qualifications, experience with similar projects, and time allocations relate to this specific project. Firm profile may be included; individual resumes must be included.

Elements that will be evaluated are:

1. Background & stability of firm (length of time in business, ownership, affiliations, financials, etc.).

2. Relevant projects the firm has completed (provide references).

3. Number of people and hours assigned to this project with information to be provided in a spreadsheet format that clearly identifies staff and hours. Costs must not be listed on this spreadsheet.

4. Extent of principal and project manager involvement. Meeting with the Project Team as often as necessary to meet objective and additional meetings, as the consultant believes necessary to enhance this project.

5. Key project team members who worked on similar projects and unique qualifications that make them a valuable resource on this specific project, including experience with other consulting firms.

6. Key project team member roles during this project.

7. Does the project team cover all phases of this project?

8. Project Manager’s technical and managerial experience with projects of similar scope and nature.

9. Background of any sub consulting firm(s) used on this project, and an explanation of prior relationships with the consultant.

10. Relevant projects the sub consulting firm(s) has completed (provide references).

11. Provide three (3) references of individuals/agencies with contact information (i.e. phone numbers and e-mail) who can attest to your firm’s ability to undertake and complete this project.

Desired & Value Added Capabilities (5 points)

The Consultant may submit any information they believe relevant that does not fit within the body of the proposal. This may include, but is not limited to brochures, company information, supplemental resumes, additional project descriptions, and any other information the consultant believes is useful. You may use this section to include innovative approaches your firm would take in working on this project or additional items that would complement the approaches outlined. This additional submittal will be reviewed and used by the Project Team.

Pricing Proposal (25 points)

Proposed Consultant fees for each phase of this project must be submitted in a spreadsheet format in a separate attachment marked “Fee Structure—Do Not Open.” Please use

Attachment A – Pricing Proposal as the outline for this information. Vendors may not alter the price proposal in any manner. Alternate pricing formats will not be accepted and may result in disqualification of the Proposal.

The fee structure relates to the total fee for this project as described by the Consultant in Scope of Services. Work that the consultant would not provide, and must be provided separately by the

ECWRPC must also be identified. The Evaluation Committee will evaluate pricing proposal based on Fixed-rate contract fee. Do not include a price breakdown by specific deliverables. This breakdown will be requested from the selected Consultant after selection.

All costs, as requested, for furnishing the product(s) and/or services must be included in this proposal. No mention of the cost proposal may be made in the response to the general, technical, performance, or support requirements of the RFP.

The proposed budget will be scored separately from the other criteria by the Procurement

Manager. The lowest cost proposal shall receive the maximum number of points available for the cost score. Other cost proposals shall receive prorate scores based on the lowest cost Proposal.

The formula would be as follows:

Lowest Total Cost Proposal (constant)

* Maximum points given to cost

= Pricing Proposal Score

Proposer’s Total Cost Proposal

(Proposal being scored is denominator)

The proposed budget and fee information in the Pricing Proposal will be 25% of the overall score and to be reviewed by only the Selection Chair prior to the Selection Committee selecting a contractor. The cost proposal must be submitted as a separate attachment within the emailed proposal package. All prices must be quoted in U.S. Dollars.

4.3 Contract Deliveries – For Goods

N/A

4.4 Condition of Contract Deliveries

N/A

4.5 Statement of Work for Specific Job

N/A

5.0 CONTRACT ADMINISTRATION INFORMATION

5.1 Contract Administrator

The authorized individual responsible for administering this contract after award is Chris Colla, available at ccolla@ecwrpc.org.

5.2 Technical Administrator

The individual authorized to address any technical or specification issue, or other work or performance requirements under this contract is Melissa Kramer Badtke, available at mbadtke@ecwrpc.org.

(Note: This person is NOT authorized to make any changes to the contract but may request any necessary contract modifications from the person identified in 5.1, above).

5.3 Inspection Administrator

The individual and office designated to inspect and accept all contract deliveries and to certify that invoices are proper for payment is Sara Otting, Controller, available at sotting@ecwrpc.org.

5.4 Contract Payment Administrator

The individual and office responsible for making contract payments is Sara Otting, Controller, available at sotting@ecwrpc.org.

6.0 SPECIAL CONTRACT REQUIREMENTS

6.1 Special Contract Requirements

East Central Wisconsin Regional Planning Commission reserves the right to negotiate the award and conditions of the proposal prior to entering into a written agreement.

7.0 CONTRACT CLAUSES (SEE APPENDIX A FOR FEDERAL CLAUSES)

The Agency reserves the right to negotiate the following terms and conditions when it is in the best interest of the State to do so. Vendors may not submit their own Contract document as a substitute for the Agency’s Terms and Conditions.

Vendors must accept all terms and conditions or submit point-by-point exceptions along with proposed alternative or additional language for each point. ECWRPC may or may not consider any of the Vendor’s suggested revisions. Any changes or amendments to any of the terms and conditions will occur only if the change is in the best interest of ECWRPC. Pricing submitted should assume that no changes to these terms and conditions will be accepted.

If a Contract document is executed as a result of this procurement, additional terms and conditions may be contained in that document and negotiated at that time.

mailto:mbadtke@ecwrpc.org mailto:sotting@ecwrpc.org mailto:sotting@ecwrpc.org

7.1 Force Majeure

Neither party is responsible for failure to fulfill its obligations due to causes beyond its reasonable control, including without limitation, acts or omissions of government or military authority, acts of God, materials shortages, transportation delays, fires, floods, labor disturbances, riots, wars, terrorist acts, or any other causes, directly or indirectly beyond the reasonable control of the nonperforming party, so long as such party is using its best efforts to remedy such failure or delays.

7.2 Hold Harmless/Imdemnifaction

The contractor agrees to protect, defend, and save the Issuing Agency, its elected and appointed officials, agents, and employees, while acting within the scope of their duties as such, harmless from and against all claims, demands, causes of action of any kind or character, including the cost of defense thereof, arising in favor of the contractor’s employees or third parties on account of bodily or personal injuries, death, or damage to property arising out of services performed or omissions of services or in any way resulting from the acts or omissions of the contractor and/or its agents, employees, representatives, assigns, subcontractors, except the sole negligence of the Issuing Agency, under this agreement.

7.3 Payment Terms

Payment terms will be computed from the date of delivery of supplies or services OR receipt of a properly executed invoice, whichever is later. Unless otherwise noted in the solicitation document, the

Issuing Agency is allowed 30 days to pay such invoices. Contractors will be required to provide banking information at the time of contract execution in order to facilitate electronic funds transfer

(EFT) payments.

7.4 Contract Funding

To ensure the delivery of improved services and competitive pricing, to address potential performance issues, changes in technology or industry consolidation, ECWRPC reserves the right to negotiate the pricing and terms at the time of contract renewal.

As required by Wisconsin Statutes, continuance of a Contract beyond the limits of funds available shall be contingent upon appropriation of the necessary funds, and the termination of the Contract by lack of appropriations shall be without penalty.

7.5 Reference to Contract

The contract or purchase order number MUST appear on all invoices in order for the invoice to be considered a properly executed invoice. The contract number must also be identified on all packing lists, packages, and correspondence pertaining to the contract.

7.6 Shipping

7.7 Assignment, Transfer and Subcontracting

ECWRPC must approve or disapprove the selection of key personnel as identified in the application and/or this Agreement. Any new hires or changes in key personnel require prior written approval from

ECWRPC. Resumes, in sufficient detail to reveal the experience, education, and other general and specific qualifications for the position, must be submitted to ECWRPC for its consent prior to approval of a candidate.

The Consultant agrees to comply with the requirements regarding support of salaries and wages in 2

CFR Part 200.430, “Compensation-personal services.”

It is intended that a single contractor will have total responsibility for all services identified within this

RFP. Therefore, any Proposer desiring to use a sub-contractor(s) must identify each on a document supplied as an attachment to the Proposal and titled attachment “Sub-contractors” and should include:

o their company’s name, o the company’s principal owner(s), o description of their involvement in the project, and o qualifications for each aspect of plan development that they will be involved with.

The subcontractor(s) cannot be changed after submission of the Proposal without the written approval of

ECWRPC. The Consultant is responsible for all actions, workmanship, performance, and payment for their subcontractor(s). A contract between the Consultant and the subcontractor must be signed within

14 business days of Consultant’s signed contract with ECWRPC. ECWRPC reserves the rights to a copy of the signed contract between the Consultant and the sub-contractors. ECWRPC reserves the right to terminate the terms of its contract in the event of Consultant’s failure to establish a signed contract between the Consultant and subcontractor within 14 business days. A copy of the final contract between the Consultant and the sub-contractor must be sent to ECWRPC within 21 business days of the Contract execution between ECWRPC and the Consultant.

7.8 Conformance with Contract

No alteration of the terms, conditions, delivery, price, quality, quantities, or specifications of the contract will be granted without prior written consent of the authorized individual in the Issuing Agency.

7.9 Warranty

7.10 Federal Funding and Special Requirements

Federal grant monies ($160,000) fund this contract, in whole or in part (Section 5304 – CFDA 20.505).

As such, agencies receiving such funds and contractors awarded contracts that use such funds must comply with certain Federal certifications and clause requirements. This includes, for purchases of rolling stock over $150,000, compliance with Buy America Act requirements, including pre-award and post-delivery audit requirements and certifications, as well as requirements and certifications applicable under the Federal Motor Vehicle Safety Standard (FMVSS). It is the contractor’s responsibility to be aware of the pertinent certifications and contract clauses, as identified by the Issuing Agency for the instant procurement and ensure compliance with such requirements prior to award and throughout the term of any resultant contract. A list of the Federal clauses and certifications applicable to this procurement is included at Part III, Section J, and the full text of these clauses is available at the

National Rural Transit Assistance Program (RTAP) website under “ProcurementPro.” The website address is: http://www.nationalrtap.org/home.aspx

8.0 LIST OF APPENDICIES

8.1 Proposal Opportunity List

Each Proposal must include a completed Bidder’s Opportunity List (Appendix I) which consists of all firms that are participating or attempting to participate, on DOT-assisted projects. For every firm, the following information must be included: (1) Firm name, (2) Firm address, (3) Firm’s status as a DBE or non-DBE, (4) The age of the firm, (5) The annual gross receipts of the firm. The list must include all sub-consultants contacting the proposer/offeror expressing an interest in participating in the Proposal.

8.2 Price Proposal

Vendor must provide their best pricing on Attachment A – Pricing Proposal. Vendors’ proposal response is expected to be complete and accurate. Do not alter any of the required forms or the Price Proposal.

8.3 Federal Clauses

Vendor must review and sign the federal clauses (Appendix A). At time of submission, vendor must submit a signed copy of the federal clauses. Proposals received without signed federal clauses will not be accepted and will automatically be disqualified from further consideration.

8.4 Additional Documents

The proposer must complete all other included appendicies with their proposal, with the exceptions of

Appendix F (Standard Terms & Conditions) and Appendix G (Supplemental Standard Terms and

Conditions), which are included for reference. Any proposals received without completed Appendices http://www.nationalrtap.org/home.aspx

A, B, C, D, E, H, and I will not be considered. For additional information or to submit any questions, contact Chris Colla at ccolla@ecwrpc.org.

8.5 Prevailing wage rates, if applicable.

See Federal Clauses (Appendix A)

9.0 PROPOSAL PROCEDURE AND INSTRUCTIONS

9.1 Calendar of Events

Listed below are dates and times of actions related to this solicitation. The events with specific dates must be completed as indicated unless otherwise amended by the State. In the event that the State finds it necessary to change any of the specific dates and times in the calendar of events listed below, it will do so by issuing an amendment to this solicitation. There may or may not be a formal notification issued for changes in the estimated dates and times.

Date Event

1/24/2025 Date of issue of the solicitation - Posted to VendorNet

2/7/2025 Written Questions Due

2/11/2025 Responses to Questions Posted on VendorNet

2/24/2025 Proposals Due - late submissions will not be accepted

3/21/2025 Notification of Intent to Award - Estimated

4/1/2025 Contract Start Date - Estimated

9.2 Solicitation Examination

Vendors are responsible for examining all solicitation documents and any addenda issued to become informed as to all conditions that might in any way affect the cost or performance of any work. Failure to do so will be at the sole risk of the Proposalder/offeror. Should the vendor find discrepancies in or omissions from the solicitation documents, or should their intent or meaning appear unclear or ambiguous, or should any other question arise relative to the solicitation documents, the vendor shall promptly notify the procurement officer in writing. The Proposalder/offeror making such request will be solely responsible for its timely receipt by the authorized procurement officer. Replies to such notices may be made in the form of an addendum to the solicitation that must be acknowledged by all

Proposalders/offerors when submitting their PROPOSALS/offers.

9.3 Alteration of Solicitation Document

In the event of inconsistencies or contradictions between language contained in the solicitation document and a vendor’s response, the language contained in the original solicitation document will prevail. Intentional manipulation and/or alteration of solicitation document language will result in the vendor’s disqualification and possible debarment.

9.4 Interpretations or Representations

The Issuing Agency assumes no responsibility for any interpretation or representations made by any of its officers or agents unless such interpretations or representations are incorporated into a formal written addendum to the solicitation.

9.5 Equivalent Products

Requirements identified in this solicitation must be satisfied, or a functional equivalent Proposal submitted, which is acceptable to the Issuing Agency. Proposalders who do not meet this criterion may be disqualified from further consideration. A Proposalder must state if they are unable or unwilling to meet any requirement. Inability or unwillingness to meet any requirement, in part or in whole, may be cause for disqualification of the entire Proposal response. Any exceptions taken by the Proposalder must be clearly identified on the Proposal forms. Where specific brands are specified, Proposalders may submit an equivalent product and the Issuing Agency reserves the right to further examine whether the product meets its stated needs.

9.6 U.S. Funds

All prices Proposal must be in U.S. dollars. All contract payments will be made in U.S. dollars.

9.7 Proposal Prices

The prices herein specified, unless otherwise expressly stated, shall exclude all taxes and duties of any kind which either party is required to pay with respect to the sale of products covered by this solicitation, but shall include all charges and expenses in connection with the packing of the products and their carriage to the designated place of delivery unless specifically excluded. Proposal prices shall include any and all transportation costs. The Contractor will be paid upon submission of a proper invoice at the prices stipulated herein for products, and/or services delivered to and accepted by the

Agency.

9.8 RFP Consideration of All Inherent Costs

Proposal prices shall take into consideration all inherent costs of providing the services described in the

RFP. Proposer is responsible for paying all travel costs including, but not limited to, round-trip travel, meals and parking.

9.9 RFP Fixed Pricing

All prices, costs, and conditions outlined in the proposal shall remain fixed and valid for acceptance for ninety (90) days starting on the due date for proposals. The awarded contractor must hold the accepted prices and/or costs for the entire contract period. Any adjustment to prices and/or costs at the beginning of a contract renewal period will be negotiated between the Agency and the Contractor. Contractor must provide supporting documentation when requesting price changes.

9.10 EXTENSION OF PROPOSAL PRICES

In the case of error in the extension of prices in the Proposal, the unit price will govern. In a lot

Proposal, the lot price will govern.

9.11 Vendor Questions and Clarifications

Any questions, exceptions, or additions concerning this RFP must be submitted in writing on or before

2/7/2025 to Chris Colla at ccolla@ecwrpc.org.

Vendors are expected to raise any questions, exceptions, or additions they have concerning the RFP document by this time. Questions must be submitted by email.

If at any time prior to the due date, a Vendor discovers any significant ambiguity, error, conflict, discrepancy, omission, or other deficiency in this RFP, the Vendor must immediately notify the

Procurement Manager of the issue in writing and request modification or clarification of the RFP document.

In the event that it becomes necessary to provide additional clarifying data or information, or to revise any part of this RFP, supplements or addendums will be posted on Vendor Net.

9.12 RFP Clarifications

If a Proposer discovers any significant ambiguity, error, conflict, discrepancy, omission, or other deficiency in this RFP, the Proposer should immediately notify the Procurement Manager at ccolla@ecwrpc.org (no phone calls).

In the event that it becomes necessary to provide additional clarifying data or information, or to revise any part of this RFP, addendums or amendments will be provided via Vendor Net.

Proposers are encouraged to log into Vendor Net periodically during the RFP process. The person who is registered for the Proposer on Vendor Net should get an email any time a change is made to the RFP.

No phone calls, emails or other correspondence to other Agency staff regarding this procurement are permitted during the procurement process unless otherwise noted in writing as required as part of the solicitation process. Violation of these conditions may be considered sufficient cause for automatic rejection of a Proposal. All oral communications are unofficial. Proposers shall rely only on written statements issued by the Procurement Manager.

9.13 SOLICITATION AMENDMENTS

If the solicitation is amended, then all terms and conditions that are not modified remain unchanged. It is the Proposalder's/offeror’s responsibility to keep informed of any changes to the solicitation.

Proposalders/offerors must sign and return with their Proposal/offer an Acknowledgment of

Addendum for any addendum issued. In sealed Proposal procurements, PROPOSALS that fail to include an Acknowledgment of Addendum may be considered nonresponsive.

9.14 LATE PROPOSALS AND PROPOSALS

Regardless of cause, late Proposals will not be accepted and will automatically be disqualified from further consideration. It is solely the vendor’s risk to ensure delivery of PROPOSALS/offers at the designated office by the designated date and time. Late proposals will not be opened and may be returned to the vendor at the expense of the vendor or destroyed, if so requested.

9.15 ACCEPTANCE/REJECTION OF PROPOSALS OR PROPOSALS

The Issuing Agency reserves the right to accept or reject any or all Proposals, wholly or in part, and to make awards in any manner deemed in the best interest of the Issuing Agency.

9.16 Method of Proposal

Attachment A contains the Price Sheet for this solicitation, and must be completed in full and returned at the time of Proposal. Vendors may not alter the Price Sheet in any manner. Alternate pricing formats will not be accepted and may result in disqualification of the Proposal.

Pricing submitted must include all costs to furnish the services included in the Proposal, in accordance with the terms and conditions of this RFP, including labor, travel, and insurance. All prices must be quoted in U.S. Dollars. The following additional costs or fees are not allowed in any Proposal:

• Delivery location fees

• Small Order/Minimum Order fees

• Special Order fees

• Purchasing Card (P-Card) related charges

• Return/Restocking fees

9.17 Multiple Proposals

Multiple proposals from a single vendor are not allowed.

9.18 Incurring Costs

The costs for developing and delivering responses to this solicitation are entirely the responsibility of the

Proposalder/offeror. The Issuing Agency is not liable for any expense incurred by the

Proposalder/offeror in the preparation and presentation of their proposal or any other costs incurred by the Proposalder/offeror prior to execution of a purchase order or contract.

9.19 Withdrawal of Proposals

Proposals shall be irrevocable until Contract award unless the Proposal is withdrawn. Vendors may withdraw a response at any time up to the Proposal closing date and time. To accomplish this, the written request must be signed by an authorized representative of the Vendor and submitted to the

Procurement Manager. If a previously submitted response is withdrawn before the deadline for Proposal, the Vendor may submit another response at any time up to the Proposal closing date and time.

10.0 REPRESENTATIONS, CERTIFICATIONS, AND OTHER STATEMENTS OF

PROPOSALDERS/OFFERORS

10.1 Debarment

The contractor certifies, by submitting this Proposal, that neither it nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction (contract) by any governmental department or agency. If the contractor cannot certify this statement, attach a written explanation for review by the Issuing Agency and

WisDOT.

10.2 Registration and Licenses

The contractor certifies, by submitting this Proposal or proposal, that it is properly registered and licensed to conduct business within the State of Wisconsin and the local jurisdiction in which this solicitation is issued and any resultant contract awarded. The contractor certifies that it will maintain any such certification and licensing requirement for the duration of any resultant contract. In addition, if the solicitation and contract requires the use of appropriately certified and/or licensed employees in the execution of the contract, (e.g., skilled trades such as electricians, etc.), the contractor certifies that it will ensure that such employees are and will remain properly registered and/or licensed for the term on any resultant contract.

10.3 Warranties

The contractor warrants that items offered will conform to the specifications requested, to be fit and sufficient for the purpose manufactured, of good material and workmanship, and free from defect. Items offered must be new and unused and of the latest model or manufacture, unless otherwise specified by the Issuing Agency. Descriptions used herein are specified solely for the purpose of indicating standards of quality, performance, and/or use desired. Exceptions will be rejected.

10.4 Disadvantage Business Enterprise (DBE)

The national goal for participation of Disadvantaged Business Enterprises (DBE) is 10%. WisDOT has established a 1.61% transit DBE goal for FFY 2023-2025. A separate contract specific goal has not been established for this procurement.

a. Proposers that have DBE firms participating on this contract should provide the following information:

i. The names and address of DBE that will participate in this contract.

ii. A description of the work each DBE will perform.

iii. The dollar amount of the participation of each DBE firm participating.

iv. Written and signed documentation of the Proposalder/offeror’s commitment to use a

DBE subcontractor.

v. Written and signed confirmation from the DBE that it is participating in the contract as provided in the prime contractor’s commitment.

vi. If the contract goal is not met, evidence of good faith efforts.

vii. The successful contractor will be required to report its DBE participation obtained throughout the period of performance.

viii. More information on required DBE documentation is available in Federal

Clauses.

11.0 PROPOSAL SUBMISSION

11.1 RFP General Instructions

The evaluation and selection of a Vendor will be based on the information submitted in the Proposal plus references, and any required presentations, on-site visits, or interviews. Failure to respond to each of the requirements as directed in the RFP may be the basis for rejecting a response.

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

11.2 RFP Proposal Submittal

All materials required for acceptance of the Proposal by the deadline must be emailed to:

• Chris Colla – Associate Planner, East Central Wisconsin Regional Planning Commission

• Subject Line: RFP Proposal: Valley Transit – Transit Development Plan

• ccolla@ecwrpc.org

Proposals shall be received no later than 4:00 p.m. CST on Monday February 24th, 2025. Late proposals will not be considered. ECWRPC will send an email to confirm receipt of proposal.

All Proposals shall be emailed to the above email…