27-12-TAP RFP Manual - On Demand Rideshare Service.pdf

City of Salem, Massachusetts

Request for Proposals

RFP No. 27-12-TAP

On-Demand Rideshare Service

August 17, 2026

PROPOSALS DUE:

August 31, 2026 by 11:00 AM

*Late proposals will be rejected

Anthony Delaney Chief Procurement Officer

93 Washington Street, 3rd Floor Salem, MA 01970 adelaney@salem.com

(978) 619-5695 mailto:adelaney@salem.com

REQUEST FOR PROPOSALS 27-12-TAP

ON-DEMAND RIDESHARE SERVICE

COVER SHEET

Proposer: _________________________________________________________________

Street Address: _______________________________ _____________ ________ _______ (Number and Street) (City) (State) (Zip)

Taxpayer Identification No:

(Social Security Number) (Federal Identification Number)

Contact Name: _________________________________________________________________

Telephone: _________________________________________________________________

Email Address: _________________________________________________________________

Fax: _________________________________________________________________

Authorized Signature: __________________________________________________________________

Name: __________________________________________________________________

Title: __________________________________________________________________

Date: __________________________

CHECKLIST

Submissions:

Completed Cover Sheet Checklist (this page) Price Proposal Form (can provide own form if necessary) Non-Price Proposal o Plan of Service o Supplier Diversity Commitment Form o Signed Certificate of Non-Collusion o Signed Tax Compliance Certification o Signed Certificate as to Corporate Bidder (if applicable)

Acknowledgement of Addenda: __________ (if applicable)

PRICE PROPOSAL

Price proposal must be provided in a separately sealed envelope.

City of Salem – On-Demand Ride Share Service Price per month in figures: $__________________________________________________ / mo

Price per month in words: ___________________________________________________ / mo.

Initial Contract Period Total: Monthly Price x 9

Price for October 2026-June 2027 in figures: $_____________________________________ / mo

Price for October 2026-June 2027 in words: ______________________________________ / mo.

In July 2028, July 2029, and July 2030, if the contracted is extended through these periods, vendor may increase the monthly price up to a fixed percentage:

Price Increase July 2028 in figures: % in words: percent

Price Increase July 2029 in figures: % in words: percent

Price Increase July 2030 in figures: % in words: percent

Costs will account for the following features of a turnkey transportation service:

• Vehicles including maintenance, cleaning and inspection

• Drivers and driver training

• Customer Service, Sign-up and Reservations

• Insurance

• Reporting & Data

• Project Management

• Marketing

• Any other costs associated with implementing the service (i.e. printing, travel, etc.)

• Supplier diversity spend requirements

SIGNATURE OF AUTHORIZED REPRESENTATIVE

NAME (PRINTED)

DATE

SUPPLIER DIVERSITY COMMITMENT

To be included with Technical (Non-price) Proposal

Percentage of contract value to be spent with qualifying, SDO-certified minority-owned businesses:

Percentage in figures: _________ %

Percentage in words: _________________________________________________________

SIGNATURE OF AUTHORIZED REPRESENTATIVE

NAME (PRINTED)

DATE

FEDERAL CONTRACT SUPPLEMENT ACKNOWLEDGEMENT

To be included with Technical (Non-price) Proposal

Bidder hereby acknowledges receipt of the federal contract supplement, Signature of Bidder

Name of Bidder

Federal UEI Number

REQUEST FOR PROPOSALS 27-10-TAP

CERTIFICATE OF NON-SEGREGATED FACILITIES

We, ____________________________________________________________ (company name) certify that we do not and will not maintain or provide for our employees any segregated facilities at any of our establishments, and that we do not and will not permit our employees to perform their services at any location, under our control, where segregated facilities are maintained. We understand and agree that breach of this certification is a violation of Equal Opportunity clause required by Executive Order 11246, amended.

As used in this certification, the term "segregated facilities” means any waiting rooms, work areas, rest rooms and wash rooms, restaurants and other eating areas, time clocks, locker rooms and other storage or dressing areas, parking lots, drinking fountains, recreation or entertainment areas, transportation and housing facilities provided for employees which are segregated by explicit directive or are in fact segregated on the basis of race, creed, color, or national origin, because of habit, local custom or otherwise.

We further agree that (except where we have obtained identical certifications from proposed Subcontractors for specific time periods) we will obtain identical certifications from proposed Subcontractors prior to the award of subcontracts exceeding $10,000 which are not exempt from the provisions of the Equal Opportunity clause; that we will retain such certification in our files; and that we will forward the following notice to such proposed Subcontractors (except where the proposed Subcontractors have submitted identical certifications for specific time periods).

NOTICE TO PROSPECTIVE SUBCONTRACTORS OF REQUIREMENT FOR

CERTIFICATION OF NON-SEGREGATED FACILITIES. A certification of Non-segregated facilities as required by the 9 May 1967 order on Elimination of Segregated Facilities, by the Secretary of Labor (32 Fed. Reg. 7439, 19 May 1967), must be submitted from the provisions either for each subcontract or for all subcontracts during a period (i.e. quarterly, semi-annually, or annually).

NOTE: Whoever knowingly and willfully makes any false, fictitious or fraudulent representation may be liable to criminal prosecution under 18 U.S.C. 1001.

Signature of Bidder

Name of Bidder (printed)

REQUIRED CERTIFICATIONS

FORM A

NON-COLLUSION

The undersigned certifies under penalties of perjury that this bid or proposal has been made and submitted in good faith and without collusion or fraud with any other person. As used in this certification, the word "person" shall mean any natural person, business, partnership, corporation, union, committee, club, or other organization, entity, or group of individuals.

(Signature of authorized individual submitting proposal)

(Printed Name)

(Name of Proposer)

(Date)

FORM B

TAX COMPLIANCE

Pursuant to M.G.L. c. 62C, §49A, I certify under the penalties of perjury that, to the best of my knowledge and belief, I am in compliance with all laws of the Commonwealth relating to taxes, reporting of employees and contractors, and withholding and remitting child support.

(Printed Name)

(Name of Proposer)

(Federal Tax Identification or Social Security Number)

FORM C

CERTIFICATE OF CORPORATE AUTHORITY (if applicable):

I, _______________________________ certify that I am the _____________________ of the corporation named as Bidder in the Bid included herein, that _________________, who signed said Bid on behalf of the Bidder was then ________________________ of said corporation, that I know his signature, that his signature thereon is genuine and that said Bid was duly signed, sealed and executed for and in behalf of said corporation by authority of its governing body.

(Corporate Seal) (Secretary-Clerk)

(Printed Name)

(Name of Proposer)

PART 1. GENERAL INFORMATION

1.1 PROCUREMENT DESCRIPTION

1.1.1 INTRODUCTION & BACKGROUND

The City of Salem (“City”) requests proposals from qualified companies to provide on-demand rideshare services within the City limits. The City envisions a sustainable growth model supported by a transportation planning and land use framework that provides high levels of mobility to all residents without the need to own and maintain a private vehicle.

Providing an on-demand service as an alternative to personal vehicle ownership will provide an important option and opportunity for residents and visitors alike. A continuation of this service will directly support the City’s land use, mobility, climate change and diversity goals.

Specifically, the City believes maintaining an on-demand rideshare service will continue to help to decrease individual car ownership, reduce the number of vehicle miles traveled, free up curb space, and reduce the City’s rate of carbon emissions.

The contracted vendor will offer a turnkey transportation service that provides:

• Vehicles including maintenance, cleaning and inspection

• Drivers and driver training

• Customer Service, Sign-up and Reservations

• Insurance

• Reporting & Data

• Project Management

Please forward any questions and responses relative to this RFP to Anthony Delaney, Chief Procurement Officer via email adelaney@Salem.com.

1.2 APPLICABLE LAW

This procurement will be conducted pursuant to M.G.L. Ch. 30B, sec. 6.

1.3 APPROVAL

Any contract that may result from the procurement shall be subject to the approval of the Mayor of the City of Salem.

1.4 INCORPORATION BY REFERENCE

All requirements, specifications, terms and conditions described in this Request for Proposals (‘RFP’) shall be incorporated by reference into any contract that may result.

mailto:adelaney@Salem.com

1.5 TIME FOR AWARD

Any contract that may result from the procurement shall be awarded within forty-five (45) days after the proposal due date. The time for award may be extended for up to 45 additional days by mutual agreement between the City and the most advantageous proposer.

1.6 RIGHT TO CANCEL/REJECT

The City reserves the right to cancel this RFP or reject in whole or in part any and all proposals if the City determines that cancellation or rejection serves the best interests of the City.

1.7 TAXATION

Purchases made by the City are exempt from the payment of Federal excise tax and the payment of Commonwealth of Massachusetts sales tax and any such taxes must not be included in the proposal pricing.

Copies of the City’s tax-exempt paperwork shall be available upon request of the selected contractor.

1.8 OBTAINING THE REQUEST FOR PROPOSALS

The RFP and related documents shall be available for free download from the City’s Purchasing Department website at www.salemma.gov/bids

Hardcopies of the RFP and related documents may be obtained at the Office of the Purchasing Agent, 93 Washington Street, 3rd Floor, Salem, MA 01970, during regular office hours:

Monday-Wednesday: 8:00 AM – 4:00 PM Thursday: 8:00 AM – 7:00 PM Friday: 8:00 AM – 12:00 PM http://www.salemma.gov/bids

PART 2. INSTRUCTIONS TO PROPOSERS

2.1 REQUIREMENTS AND SUBMISSIONS

Below please find a description of the requirements and submissions that must be included as part of a proposal.

2.1.1 PRICE PROPOSAL FORM

Every proposal must include a completed ‘Price Proposal Form’. See attached. The price proposal shall be separately sealed and labeled as “Price Proposal”.

The City seeks proposals that demonstrate maximum value and total work to be performed within the funding available. All cost assumptions must be clearly documented in this submittal. There will be no reimbursement for out of pocket expenses, photographs, travel, etc. All prices are fixed and are not subject to increase during the period of this contract. The contract is subject to the availability of funds.

2.1.2 NON-PRICE/TECHNICAL PROPOSAL

Each proposal must include a Non-Price/Technical, which shall be separately sealed and labeled as “Non-Price Proposal,” containing:

NON-COLLUSION FORM

Every proposal must include a certification of good faith, certifying that the proposal was made in good faith and without collusion or fraud. See ‘Non-Collusion Form’ attached.

TAX COMPLIANCE FORM

Every proposal must include a written certification that the proposer has complied with all state laws relating to taxes, reporting of employees and contractors, and child support. See ‘Tax Compliance Form’ attached.

CORPORATE BIDDER FORM

If the proposal is being submitted by a corporation the proposal must include a certification that the individual submitting the bid has been authorized to bind the corporation. See ‘Certificate of Corporate Authority’ attached.

PLAN OF SERVICES

Cover Letter A cover letter signed by an officer of the firm, binding the firm to all statements made in the proposal is required. Include a primary contact person for the proposal.

The cover letter should be addressed to City of Salem, Purchasing Department, Anthony Delaney, 93 Washington Street, 3rd Floor, Salem, MA 01970.

Qualifications and Experience

A description of the history, experience and qualifications of your firm and any proposed subcontractors to perform the Scope of Services. Please provide:

1. Structure of company, i.e., sole proprietorship, partnership, corporation; Size of firm; Years firm has been in business;

2. Name(s) of principals in firm; educational and experiential background of principals;

3. Provide an operation and staffing plan, including but not limited to, your staff training program and staff uniforms

4. Identify the primary contact assigned to the project.

5. Provide a general outline of marketing efforts you are willing to partner with the City in implementing

6. Provide evidence of company’s insurance with the minimum stipulated limits outlined in the attached contract.

7. List all current contracts for the past three consecutive years.

8. References for 3 similar projects your firm has undertaken with contact information;

9. Listing of any actions taken by any regulatory agency or litigation involving the firm or its agents or employees with respect to any work performed;

10. The proposer must demonstrate the ability to carry out the scope of services as listed in Part

III of this RFP as well as address each of the Minimum Criteria as set forth in Part IV of this

RFP.

11. Attention shall also be paid to the Comparative Criteria as set forth in Part IV of this RFP.

Subcontracting If subcontracting is planned, submit name of the firm(s), address contact person(s), phone number(s), names of responsible operating officers, and evidence of any required insurance, permits, and licensing/authorization of proposal documents. Describe relevant experience.

General Proposal Appearance The name of the proposer and title of the project must appear on the outside front cover of each proposal. Each page of the proposal must be numbered consecutively from the beginning of the proposal, excluding all appended material.

2.2 PROPOSAL DELIVERY

Below please find a description of the manner in which sealed proposals must be submitted.

Price and Non-Price proposals must be separately sealed and labeled.

2.2.1 DUE DATE AND TIME

Proposals shall be received by the Office of the Purchasing Agent on or before August 31, 2026 at 11:00 AM.

Any proposal received after that time shall be rejected as non-responsive.

2.2.2 ADDRESS

Sealed proposals shall be delivered to the Office of the Purchasing Agent, 93 Washington Street, 2nd Floor, Salem, MA 01970.

Facsimile and email submissions will not be accepted.

2.2.3 HOURS OF OPERATION

Proposals must be delivered during the normal hours of operation of the City of Salem:

Monday-Wednesday: 8:00 AM-4:00 PM Thursday: 8:00 AM-7:00 PM Friday: 8:00 AM-12:00 PM

2.2.4 COPIES

Proposers must submit one (1) paper original and one (1) copy on a USB flash drive. The price and non-price proposals must be in separate, sealed, labeled envelopes.

2.2.5 LABELING

Price and Non-Price proposals must be separately sealed and labeled. Each proposal shall be labeled with (1) the proposal number and title, (2) the proposal due date, (3) the name of the proposer and (4) price or non-price proposal.

2.3 SIGNATURES

A proposal must be signed as follows: 1) if the proposer is an individual, by her/him personally; 2) if the proposer is a partnership, by the name of the partnership, followed by the signature of each general partner; and 3) if the proposer is a corporation, by the authorized officer, whose signature must be attested to by the clerk/secretary of the corporation, and with the corporate seal affixed.

2.4 QUESTIONS, CHANGES, MODIFICATIONS AND WITHDRAWALS

2.4.1 QUESTIONS

Questions concerning this RFP must be submitted in writing to: Anthony Delaney at adelaney@salem.com at least five (5) days prior to the bid opening date. Written responses will be mailed to all bidders on record as having picked up the RFP.

2.4.2 CHANGES

If any changes are made to this RFP, addenda will be issued. Addenda will be posted in the Office of the Purchasing Agent, on the website and e-mailed to all proposers on record as having picked up the RFP.

2.4.3 MODIFICATIONS AND WITHDRAWALS

A proposer may correct, modify, or withdraw a proposal by written notice received by the City of Salem prior to the time and date set the proposal due date.

Modifications must be submitted in a sealed envelope clearly labeled "Modification No.__" to the address listed in part one of this section. Each modification must be numbered in sequence and must reference the RFP.

After the proposal due date, a proposer may not change any provision of the proposal in a manner prejudicial to the interests of the City or fair competition. Minor informalities will be waived, or the proposer will be allowed to correct them.

2.5 UNFORESEEN OFFICE CLOSURES

If, at the time of the scheduled due date, 93 Washington Street, 3rd Floor, Salem, MA 01970, is closed due to uncontrolled events such as fire, snow, ice, wind, or building evacuation, the due date will be postponed until 11:00 AM on the next normal business day. Proposals will be accepted until that date and time.

PART 3. SCOPE OF SERVICES

Introduction

The City requests proposals from qualified companies to provide on-demand rideshare services within the City limits. The City is issuing this bid with a primary goal of continuing to provide a high quality and reliable transportation service for City residents and visitors which utilizes on-demand hailing and dynamic software. This service is intended to complement the City’s vision of a sustainable growth model that is supported by a transportation planning and land use framework which provides high levels of mobility to all residents without the need to own and maintain a private vehicle.

Maintaining an on-demand service as an alternative to personal vehicle ownership will continue to provide an important option and opportunity for residents and visitors alike. The continuation of this service will directly support the City’s land use, mobility, climate change and diversity goals.

Specifically, the City believes an on-demand rideshare service can continue to help to decrease individual car ownership, reduce the number of vehicle miles traveled, free up curb space, and reduce the City’s rate of carbon emissions.

The contracted vendor will offer a turnkey transportation service that provides:

• Vehicles including maintenance, cleaning and inspection

• Drivers and driver training

• Customer Service, Sign-up and Reservations

• Insurance

• Reporting & Data

• Project Management

• Marketing

The City has a total budget of $1 million dollars for the initial eight months of the contract, through June 2027. Vendor price proposals should not exceed this amount.

Service Specifications

Project Management

The following features are preferred:

1. Vendor will assign a single point of contact, project manager or liaison to work with the City to discuss system and/or resolve issues

2. Vendor’s point of contact will meet with City upon request to discuss Project

3. Invoices to be submitted by Vendor for payment will be accompanied by required data, described below.

Locations

City’s existing service is node-based. Vendor should identify a preliminary list of locations as part of its submission. City staff will work with the selected vendor to further refine and establish nodes where transportation services are/will be available. Vendor will have flexibility to provide node-based service as well as door to door service depending on time of day and ability of user (e.g., seniors, disabled).

Pricing & Payments

The following features are required:

1. Trip pricing is reasonable with options to charge different fee based on user (e.g. seniors, students, Salem resident, non-resident)

2. Trip pricing is transparent and easy to understand such that users know the approximate price of trip in advance of taking the trip

The following features are preferred:

1. Vendor has system for accepting payments by riders without traditional bank accounts or credit cards

2. System for accepting payments without a credit or debit card

Timeline

The following feature is strongly preferred:

1. Estimated start time for operational service on or about October 1, 2026.

Trip Service Hours

As this is an existing service that the City is seeking to maintain, we are asking for service and associated price quotes to reflect the current service hours listed below. The City reserves the right to request additional service and associated pricing details following submission and review of proposals. Please see Price Proposal Form for more information.

Monday thru Saturday service hours 7AM-9PM

Customer Service, Sign-up and Reservations

The following features are required:

1. System is user-friendly and accessible via multiple mechanisms, including phone1.

2. System allows customers to book trips, cancel trips, request additional assistance, ask questions, make complaints, request refunds, or receive general support

3. System notifies customers of any cancelled or delayed trip with as much advance notice as possible, preferably 20 minutes minimum

1 Phone service can be provided directly or via a subcontractor.

4. A Spanish version of the system is provided

The following features are preferred:

1. System is available 24 hours per day, 7 days a week, 365 days per year

2. Users can cancel trips within one hour of trip start

3. Vendor will investigate all complaints received within a specified time period, preferably within one business day, and report back to the City the result of all complaints received

Drivers & Training

The following features are required:

1. Sensitivity training provided to all drivers to be able to appropriately serve customers

2. All drivers must be properly licensed to operate the required vehicles

3. Upon request of the City, Vendor will remove any driver from this service whose conduct is unacceptable.

4. Vendor will ensure all drivers successfully pass a C.O.R.I. check and will make available copies of C.O.R.I. documentation upon request of the City

Vehicles

The following features are required:

1. Hands-free device policy

2. Vendor must provide a sufficient number of vehicles in order to provide service to a diverse population.

3. Vendor must have available and provide elder-friendly and/or wheelchair accessible vehicles (WAVE) upon request to accommodate mobility needs of passengers. This may include low-entry vehicles not to exceed eight inches.

Vendor must permit service animals to accompany individuals with disabilities in vehicles.

All drivers must be trained and notified that such animals are permitted.

4. Vehicles must be easily identifiable by the customer.

5. The Vendor must, at all times, comply with all laws of the Commonwealth of Massachusetts, all ordinances of the City of Salem, and all regulations applicable to carriers engaged in the class of transportation required in this service.

6. All vehicles must be inspected and approved in compliance with the laws of the Commonwealth of Massachusetts.

7. Vendor must ensure all vehicles used are maintained in a first-class state of repair and safe operating condition at all times. All vehicle surfaces, interior and exterior, shall be kept in a clean, safe, and unobstructed fashion.

The following features are preferred:

1. A substantial percentage of vehicles are hybrid or electric vehicles.

2. Each vehicle shall be equipped with a functioning communications device, and functioning heating and air conditioning systems.

3. Vehicles registered in Massachusetts.

4. The City reserves the right to inspect any vehicle used in the service as well as reserves the right to reject the use of a vehicle deemed unsuitable according to requirements of these specifications.

Reporting & Data

Vendor will make all or the majority of the following data available to the City in a user-friendly format on a monthly or more frequent basis. Format may include a monthly report, access to a backend “dashboard”, or equivalent.

1. Analysis of origin/destination data

2. # of one-way trips provided

3. # of round-trips provided

4. # of unique passengers served

5. # of new passengers served

6. # of shared vs private trips; % of trips completed with 1 or 2+ passengers

7. # of missed, declined and/or cancelled trips; incident specific detail upon request

8. # and nature of complaints; avg time to resolution. Incident specific details upon request

9. Crash summary – description, severity, location, time of day, report number

10. # of non-revenue vehicle miles traveled; total length of idling time

11. Trip Rating - Average driver/trip rating

12. Wait Time – Breakdown of trip wait time

13. Customer Service - Average response time to calls and emails

14. Trip Routes – heat map of trip routes

Supplier Diversity Spend

In accordance with federal funding guidelines, the successful vendor will be required to spend a percentage of its contract award with SDO-certified minority-owned businesses. A list of such businesses may be found at https://www.diversitycertification.mass.gov/BusinessDirectory/BusinessDirectorySearch.aspx.

Requirements of the Americans with Disabilities Act

Public and private entities must not refuse to permit a passenger who uses a lift or ramp to board or disembark from a vehicle at any designated stop, unless the lift or ramp cannot be deployed, the lift or ramp will be damaged if it is deployed, or temporary conditions preclude the safe use of the stop by all passengers. The entity must deploy lifts or ramps for persons who do not use wheelchairs, including standees. The entity may not seek waivers from standees who require the use of the lift.

https://www.diversitycertification.mass.gov/BusinessDirectory/BusinessDirectorySearch.aspx

Public and private entities may not deny service to individuals using respirators, concentrators, or portable oxygen.

Public information and communications must be made available in accessible formats, upon request.

The alternate accessible format must be provided in a format that the requesting individual can actually use; which format (Braille, audio, large-type, etc.) is not specified. Public and private entities must make available to individuals with disabilities adequate and accessible information concerning transportation services. Note that provision of non-English information is separate from provision of accessible-format materials.

Public entities are required under 49 CFR 37.5(i)(3) to make reasonable modifications in policies, practices, or procedures when the modifications are necessary to avoid discrimination on the basis of disability or to provide program accessibility to their services. The process to be used in considering requests for reasonable modifications is described in 49 CFR 37.169. To ensure compliance with these policies, all of Vendor’s employees and vehicle operators shall be trained in order to operate vehicles and equipment safely and properly assist and treat individuals with disabilities who use the service in a respectful and courteous way, with appropriate attention to the difference among individuals with disabilities. For employees, this might be done through initial and refresher trainings.

49 CFR 37.161 Maintenance of accessible features: General

(b) Accessibility features shall be repaired promptly if they are damaged or out of order. When an accessibility feature is out of order, the entity shall take reasonable steps to accommodate individuals with disabilities who would otherwise use the feature.

(c) This section does not prohibit isolated or temporary interruptions in service or access due to maintenance or repairs.”

49 CFR 37.163 Keeping lifts in operative condition: Public entities

(a) This section applies only to public entities with respect to lifts in non-rail vehicles.

(b) The entity shall establish a system of regular and frequent maintenance checks of lifts sufficient to determine if they are operative.

The entity shall ensure that vehicle operators report to the entity, by the most immediate means available, any failure of a lift to operate in service.

(d) Except as provided in paragraph (e) of this section, when a lift is discovered to be inoperative, the entity shall take the vehicle out of service before the beginning of the vehicle's next service day and ensure that the lift is repaired before the vehicle returns to service.

(e) If there is no spare vehicle available to take the place of a vehicle with an inoperable lift, such that taking the vehicle out of service will reduce the transportation service the entity is able to provide, the public entity may keep the vehicle in service with an inoperable lift for no more than five days (if the entity serves an area of 50,000 or less population) or three days (if the entity serves an area of over 50,000 population) from the day on which the lift is discovered to be inoperative.

In addition to the requirements above, Salem must include in its RFP and contract requirements for the contractor to report this information to Salem, including how and when Salem should receive this information.

PART 4. EVALUATION AND SELECTION

4.1 MINIMUM CRITERIA

All proposals must provide all necessary documentation as evidence that they meet each of the following minimum criteria in order to be considered for further evaluation.

1. Company Experience - Provide a general overview of your company’s history, mission, resources, operations and leadership in the transportation space. Specifically include the following:

a. When was the company founded?

b. What is the size/scale of your company in terms of trips provided per year and/or value of the company?

c. What is your experience contracting with government agencies including size/value of contract?

2. Project Overview - Provide an overview of the service, system and technology proposed.

a. How does your system best meet the City’s land use, mobility, climate change and diversity goals?

3. Responses to the Service Specifications which include the following topics:

a. Project Management

b. Locations

c. Pricing & Payments

d. Timeline

e. Service Hours

f. Customer Service, Sign-Up and Reservations

g. Drivers & Training

h. Vehicles

i. Reporting & Data

j. Supplier Diversity Requirements

k. Requirements of the Americans with Disabilities Act

4. Proposer’s Qualifications and References Form

5. Non-Collusion Form

6. Certification of Tax Compliance

7. Certificate of Foreign Corporation

8. Debarment Letter

9. 7. IRS W-9 Form

4.2 COMPARATIVE CRITERIA

Proposals from vendors who meet or exceed the minimum criteria will be evaluated and rated on the basis of the following comparative criteria. The City reserves the right to ask any respondent to provide additional supporting documentation in order to verify its response.

1. Company Experience

Highly Advantageous

A rating of highly advantageous will be given to vendors who demonstrate extensive experience operating transportation systems and have an extensive regional presence as described in this RFP.

Advantageous

A rating of advantageous will be given to vendors who demonstrate reasonable experience operating transportation systems and have a reasonable regional presence as described in this RFP.

Non-Advantageous

A rating of not advantageous will be given to vendors who demonstrate limited experience operating transportation systems, and have a limited regional presence.

Unacceptable

A rating of not advantageous will be given to vendors who demonstrate minimal or no experience operating transportation systems and have a minimal or non-existent regional presence.

2. Project Overview & Project Management

Highly Advantageous

A rating of highly advantageous will be given to vendors who present a highly compelling proposal that demonstrates a superb ability to deliver on the City’s goals including using state-of-the-art technology, ensuring the highest-level customer experience and supporting sustainable transportation, as well as complying with federal accessibility standards.

Advantageous

A rating of advantageous will be given to vendors who present a proposal that demonstrates an ability to deliver on the City’s goals and timeline, including using some state-of-the-art technology, ensuring a quality customer experience and supporting sustainable transportation, as well as complying with federal accessibility standards.

Non-Advantageous

A rating of not advantageous will be given to vendors who present a proposal that demonstrates a limited ability to deliver on the City’s goals, which may include not employing state-of-the-art technology, not fully ensuring an acceptable customer experience and/or not supporting sustainable transportation, while still fulfilling federal accessibility standards.

Unacceptable

A rating of unacceptable will be given to vendors who present a proposal that does not demonstrate an ability to deliver on the City’s goals, which may include not employing state-of-the-art technology, not ensuring an acceptable customer experience and/or not fully promoting sustainable transportation, or does not meet federal accessibility standards.

3. Locations & Service Hours

Highly Advantageous

A rating of highly advantageous will be given to Vendors who provide all or nearly all of the preferred features while maximizing flexibility and user-friendliness for the customer and City.

Advantageous

A rating of advantageous will be given to Vendors who provide most of the preferred features while providing flexibility and user-friendliness for the customer and City.

Not Advantageous

A rating of not advantageous will be given to Vendors who provide few or none of the preferred features while providing limited flexibility and user-friendliness for the customer and City.

Unacceptable

A rating of unacceptable will be given to Vendors who do not provide the required features and offer no flexibility nor user-friendliness for the customer and City.

4. Customer Service, Sign-Up and Reservations

Highly Advantageous

A rating of highly advantageous will be given to Vendors who offer a highly user-friendly system and provide all or mostly all of the required and desired services.

Advantageous

A rating of advantageous will be given to Vendors who offer a reasonably user-friendly system and provide many of the required and desired services.

Not Advantageous

A rating of not advantageous will be given to Vendors who offer a minimally user-friendly system and provide some of the required and desired services.

Unacceptable

A rating of unacceptable will be given to Vendors who do not offer a user-friendly system nor provide the required services.

5. Drivers & Training, Vehicles

Highly Advantageous

A rating of highly advantageous will be given to Vendors who provide thorough training to drivers, ensure vehicles are well-maintained and in excellent condition, ensure drivers are professional and friendly, have sufficient numbers of vehicles and drivers to meet demand without delay, employ or plan to employ a substantial percentage of hybrid/electric vehicles, and can provide all or the majority of all preferred features.

Advantageous

A rating of advantageous will be given to Vendors who provide adequate training to drivers, ensure vehicles are well-maintained and in good condition, ensure drivers are professional and friendly, have sufficient numbers of vehicles and drivers to meet demand, employ or have plans to employ some hybrid/electric vehicles, and can provide most of preferred features.

Not Advantageous

A rating of not advantageous will be given to Vendors who provide limited training to drivers, have limited ability to ensure vehicles are well-maintained and in good condition, have limited methods to ensure drivers are professional and friendly, do not have sufficient numbers of vehicles and drivers to meet demand, do not use hybrid/electric vehicles and/or can provide few or none of the preferred features.

Unacceptable

A rating of unacceptable will be given to Vendors who do not meet the required specifications.

6. Reporting & Data, Service Levels

Highly Advantageous

A rating of highly advantageous will be given to Vendors who provide all or nearly all of the data requested, offer data in a user-friendly format, demonstrate a willingness to share additional data with the City for planning purposes and offer meaningful service levels that will lead to a very high service quality.

Advantageous

A rating of advantageous will be given to Vendors who provide most of the data requested, offer data in a user-friendly format, and offer meaningful service levels that will lead to a reasonable service quality.

Not Advantageous

A rating of not advantageous will be given to Vendors who do not provide most of the data requested, do not offer data in a user-friendly format, and/or do not offer meaningful service levels that will lead to a reasonable service quality.

Unacceptable

A rating of unacceptable will be given to Vendors who provide minimal to no access to the data requested.

4.3 RULE FOR AWARD

Any contract that may result from this procurement shall be awarded to the responsible and responsive proposer offering the most advantageous proposal, taking into consideration all evaluation criteria described herein, as well as price.

4.4 SELECTION PROCESS

Following the deadline for receipt of proposals, the Chief Procurement Officer (‘CPO’) will open the non-price proposals and prepare a register of proposals submitted. The non-price proposals will be evaluated by an evaluation committee based on the Minimum and Comparative Criteria contained in this RFP. The evaluation committee shall notify the CPO which proposal was deemed most advantageous. The CPO will then open and evaluate the price proposals and award the contract to the most advantageous proposal taking into account the evaluation criteria and price.

PART 5. TERMS AND CONDITIONS

5.1 TERM OF CONTRACT

The term of any contract that results from this RFP shall commence upon issuance of the Notice to Proceed which shall be on or around October 1, 2026 and shall terminate on June 30, 2027. The contract may be extended periodically as funding becomes available at the sole option of the City for a maximum total term of five (5) years.

5.2 ASSIGNMENT AND SUBCONTRACTING

The selected contractor(s) shall not assign, sell, subcontract or otherwise transfer any interest in this contract without the prior written consent of the City.

5.3 OWNERSHIP OF MATERIAL

All rights, titles to and ownership of all data, material, and documentation resulting from this project and/or prepared for the City pursuant to the Awarded Contract shall remain exclusively with the City. The prospective consultant shall be paid for all services as will be specified in the contract.

5.4 ACCESS TO RECORDS

In addition to terms stated elsewhere in the RFP, the City of Salem or any of its duly authorized representatives, shall have access, upon demand, to any books, documents, papers, and records of the successful Consultant which are directly pertinent to the Awarded Contract, for the purposes of making audit examinations, excerpts, and transcriptions. The successful Consultant shall insert identical rights of access for these parties into any subcontractor agreements the successful Consultant enters into under the Awarded Contract. The City of Salem shall reserve this right for the term of the contract and for three (3) years from the date of final payment.

5.5 CONFLICT OF INTEREST

The consultant agrees that to the extent that such law is applicable to the duties it is to perform hereunder, it will comply with the provisions of Chapter 268A of the General Laws concerning conflict of interest. The consultant covenants that it presently has no interest and shall not require any interest, direct or indirect, which would conflict in any manner or degree with the performance under the agreement.

No employee of the City of Salem and no public official who exercises any function or responsibilities in the review or approval of the undertaking or carrying out of this agreement shall participate in any decision relating to this agreement which affects his personal interest or the interest of any corporation, partnership, or association in which he is directly or indirectly interested or have any financial interest, direct or indirect in this agreement or the proceeds thereof.

5.6 FAIR PRACTICES

The Consultant shall not discriminate against any employee or applicant for employment because of race, color, religion, gender, age, handicap, veteran status, familial status, sexual orientation or national origin. The Consultant shall take affirmative action to ensure that applicants are employed, and employees are treated during employment, without regard to race, color, religion, gender, age, handicap, veteran status, familial status, sexual orientation or national origin. Such 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 form of compensation; and selection for training, including apprenticeship. The Consultant agrees to post in conspicuous places, available to employees and applicants for employment, notice setting for the provisions of this non-discrimination clause. The Consultant will, in all solicitations or advertisements for employees placed by or on behalf of the Consultant, state that all qualified applications will receive consideration for employment without regard to race, color, religion, sex, age, handicap, veteran status or national origin. The Consultant agrees to comply with the "Governor's Code of Fair Practices" of January 12, 1966, Chapter 151B of the Massachusetts General Laws, as amended and Executive Orders which prohibit discrimination because of race, color, religion, national origin, age, sex, veteran status or handicap.

5.7 INSURANCE REQUIRMENTS

See attached Contract for all information relative to insurance requirements. No contract will be executed until all insurance requirements have been met and a valid Certificate of Insurance is received by the City of Salem.

5.8 INDEMNIFICATION

Unless otherwise provided by law, the Vendor will indemnify and hold harmless the City against any and all liability, loss, damages, costs or expenses for personal injury or damage to real or tangible personal property which the City may sustain, incur or be required to pay, arising out of or in connection with the performance of the Contract by reason of any negligent action/inaction or willful misconduct by the Contractor, its agents, servants or employees.

5.9 FEDERAL AND STATE LAW

The selected contractor shall comply with all applicable Federal, State and Local laws and ordinances.

5.10 SAMPLE CONTRACT

See ‘Sample Contract’ attached.

SAMPLE CONTRACT

CITY OF SALEM

CONTRACT

#XXXXX

This Contract made this XXXX day of XXXXXXX, by and between the City of Salem, a municipal corporation located within the Commonwealth of Massachusetts, 93 Washington Street, Salem, MA 01970 (hereinafter, the “City”), and XXXX a corporation with a business address at 123 Main Street, Boston, MA 02111 (hereinafter, the “Vendor”).

Article 1

Scope of Services The Vendor shall provide XXXXXXX, in accordance with XXXXXXXXX, which is incorporated herein in full. Contract documents shall include said Request for Proposals, Vendor’s proposal dated XXXXXX, and Insurance Certificates, all of which are incorporated by reference.

Article II Term of Contract

This Contract shall become effective upon issuance of the ‘Notice to Proceed’ and terminate no later than XXXXX.

Article III Compensatio n The City agrees to pay the Vendor XXXXXX ($XXXXX). The City shall make every effort to make payment within thirty days from receipt and acceptance of a reasonably detailed invoice. The above contract number must be references on all invoices.

Article IV

Affirmative Action

The parties hereto agree that it shall be a material breach of the contract for the Vendor to engage in any practice which shall violate any provision of the Massachusetts General Laws. Chapter 151B, relative to discrimination or privileges of employment because of race, color, religion, sex, national origin, ancestry, age, sexual orientation or disability.

Article V

Compliance with Laws The Vendor shall comply with all Federal, State, and local laws, rules, regulation and orders applicable to the work provided pursuant to this Contract, and shall be responsible for obtaining all necessary licenses, permits and approvals.

Article VI

Incorporation of G.L.

This Contract shall be considered to include all terms required to be included by the General Laws of the Commonwealth of Massachusetts, as amended, and any other laws as through such terms were set forth in full herein, to the extent that the same are applicable to this Contract and the Vendor.

Article VII

Independent Contractor

The Vendor acknowledges and agrees that it is acting as an independent contractor for all work and services rendered pursuant to this Contract and shall not be considered an employee or agent of the City for any purpose.

Article III

City’s Liability The City’s liability under this Contract shall be to make all payments when they shall become due, and the City shall be under no further obligation or other liability. Nothing in this Contract shall be construed to render the Mayor, City Council or other officer in the City, or their successors in office, personally liable for any obligation under this Contract.

Article IX

Indemnification The Vendor shall indemnify and hold harmless the City, its officers, boards, agents and employees, commissions, and committees from any loss, damage, cost, charge, expense or claim for injury to person or property, which may be made as a result of any negligent act, omission or default on the part of the Vendor, or any of its agents or employees, and will pay promptly on demand all costs and expenses of the investigation thereof, including attorney’s fees and expenses. If any such claim is made, the City may retain out of any payments, then or thereafter due to the Vendor, a sufficient amount to protect the City against such claims, costs and expenses.

Article X Insurance

General - The Vendor shall before commencing performance of the Contract be responsible for providing and maintaining insurance coverage in force for the life of the Contract of the kind and in adequate amounts to secure all of the obligations under the Contract and with insurance companies licensed to write insurance in the Commonwealth of Massachusetts. All such insurance carried shall not be less than the kinds and amounts designated herein, and the Vendor agrees that the stipulation herein of the kinds and limits of coverage shall in no way limit the liability of the Vendor to any such kinds and amounts of insurance coverage. All policies issued shall indemnify and save harmless the City of Salem, its agents and employees from any and all claims for damages to persons or property as may rise out of the performance of this Contract.

Vendor’s Comprehensive General Public Liability and Property Damage Liability Insurance The Vendor shall carry Comprehensive General Liability Insurance providing for a limit of not less than Five Hundred Thousand Dollars ($500,000.00) for all damages arising out of bodily injury to or death of one person, and subject to that limit for each person, a total limit of not less than One Million Dollars ($1,000,000.00) for all damages arising out of bodily injuries or death of two or more persons in any one accident; and Vendor’s Comprehensive Property Damage Liability Insurance providing for a limit of not less than Five Hundred Thousand Dollars ($500,000.00) for all damages arising out of injury to or destruction of property in any one accident, and subject to that limit per accident, a total (or aggregate) limit or not less than One Million Dollars ($1,000,000.00) for all damages arising out of injury to or destruction of property during the policy period.

Comprehensive Automotive and Property Damage Insurance - The Vendor shall carry Automobile Insurance covering all owned vehicles, hired vehicles or non-owned vehicles under the control of the Vendor while performing work under the Contract in the amount of not less than Five Hundred Thousand Dollars ($500,000.00) for all damages arising out of bodily injuries to or death of one person and subject to that limit for each person, a total of not less than One Million Dollars ($1,000,000.00) for all damages arising out of bodily injuries to or death of two or more persons in any one accident; and Property Damage coverage in the amount of not less than Five Hundred Thousand Dollars ($500,000.00) for all damages to or destruction of property.

The Vendor must carry Workman’s Compensation Insurance in the amounts prescribed under Massachusetts State Law and meet all other City and State Laws and Regulations.

No cancellation(s) of such insurance, whether by the insurer or by the insured party shall be valid unless written notice thereof is given by the parties proposing cancellation to the other party and to the City of Salem at least fifteen (15) days prior to the intended effective date thereof, which date shall be expressed in said notice, which shall be sent by registered mail, return receipt requested.

These provisions shall apply to the legal representative(s), trustee in bankruptcy, receiver, assignee, trustee, and successor(s) in interest of the Vendor.

All insurance coverage shall be at the sole expense of the Vendor and shall be placed with such company as may be acceptable to the City of Salem and shall constitute a material part of the contract documents.

The City of Salem shall be named as Additional Insured on the General and Auto Liability policies.

In addition, a Waiver of Subrogation in favor of the City of Salem shall be granted on the General Liability policy.

Failure to provide written proof…