Edwin J. Day, County Executive

TITLE: PUBLIC TRANSIT MANAGEMENT, OPERATIONS AND

MAINTENANCE FOR TRANSPORT OF ROCKLAND

RFP NUMBER: RFP-RC-

2026-011

Department of General Services – Purchasing Division RFP Template updated 04/15/2023 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

Department of General Services Purchasing Division

Request for Proposal

BID DISTRIBUTION - Important Notice - The County of Rockland officially distributes bidding documents from the

Bonfire Portal. 2

Firms wishing to participate in this solicitation can download all of the RFP documents from the link provided below:

https://rocklandgov.bonfirehub.com/portal

Where applicable, see RFP Document for Scheduled Pre-Proposal Meeting and Deadline for Receipt of questions.

Closing date for the Request for Proposal is 3:00 pm, local time, on April 9, 2026

PRE-PROPOSAL MEETING

A virtual pre-proposal meeting will be held via Microsoft Teams as detailed below. Attendance may or may not be mandatory.

A transcript of the questions and answers will be distributed, to all attendees and proposers who have returned the Receipt

Confirmation Form. Verbal questions will be allowed at the meeting. However, questions of a complex nature, or questions where the proposer requires anonymity, should be forwarded in writing to the County prior to the meeting.

To attend the virtual pre-proposal meeting please select the link below on the date and time scheduled.

LINK:_______________________________________________________________________________

Date: February 24, 2026 Time: 10:00am Location: MS TEAMS

QUESTIONS

All inquiries related to this Request for Proposal are to be in writing to the attention via email to purchasing@co.rockland.ny.us. The Solicitation number and title noted above must appear in the subject line of the email communication.

Paul J. Brennan, FNIGP, NIGP-CPP, CPPO

Director of Purchasing

Department of General Services – Purchasing Division

50 Sanatorium Road, Building A, 6th floor

Pomona, NY 10970

Telephone: 845-364-3820

Deadline for submission of questions is [March 19, 2026]. Answers will be given via addenda issued in response to the questions received https://rocklandgov.bonfirehub.com/portal mailto:purchasing@co.rockland.ny.us https://teams.microsoft.com/meet/21879416345039?p=sPoKy9zgU39u5FjbG7 velezst Typewriter

CLICK HERE TO JOIN MEETING

velezst Typewriter Meeting ID: 218 794 163 450 39 Passcode: Fe9JJ34z

MAINTENANCE FOR TRANSPORT OF ROCKLAND

RFP Template updated 04/15/2023 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

The County encourages submission of Proposals by certified Minority- and/or Women-Owned Business Enterprises (MWBE) and/or Disadvantaged Business Enterprises (DBE).

The County of Rockland is committed to full compliance with the Americans with Disabilities Act. To that end, the

County is committed to creating an accessible environment for all. To request accommodations that you may require, please call (845) 364-3820. Please request these accommodations four (4) business days in advance so that we can seek to meet your needs.

MAINTENANCE FOR TRANSPORT OF ROCKLAND

RFP Template updated 04/15/2023 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

Required forms to be completed and uploaded with the proposal

• Statement of Required Disclosures, Representations and Certifications (see separate attachment)

• Past & Present Performance (see separate attachment)

PROPOSAL SUBMISSION CHECK LIST

Your response to the above referenced RFP may be considered unresponsive and may be rejected if the following forms are not included at the time of the bid opening.

FLEET REVIEW REGISTRATION FORM (Submit prior to RFP response if attending Fleet

Review)

LOBBYING CERTIFICATION FORM

CERTIFICATION OF PRIMARY PARTICIPANT

CERTIFICATION OF LOWER-TIER PARTICIPANTS – required for all subcontractors

DISADVANTAGED BUSINESS ENTERPRISE BIDDERS LIST RESPONSE FORM

EXPERIENCE/REFERENCE FORMS FOR THREE REFERENCES

STATEMENT OF REQUIRED DISCLOSURES

PAST & PRESENT PERFORMANCE

BID SECURITY

Each proposal shall be accompanied by a certified check made payable to the County of Rockland in the amount indicated below. In lieu of such check, the bidder may furnish an irrevocable bank letter of credit, or a bid bond in the same amount, and having as surety thereon a surety company licensed to do business in the State of New York and approved by the County Attorney. Checks or bid bonds of all formal offerors will be returned after an award has been made.

The amount of the bid deposit required for this bid is:

$250,000

MAINTENANCE FOR TRANSPORT OF ROCKLAND

RFP Template updated 04/15/2023 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

PERFORMANCE BOND

Performance Bond is required

A performance bond satisfactory to the County of Rockland, executed by a surety company authorized to do business in the State of New York, in an amount of twenty-five percent (25%) of the annual price specified in the contract, shall be submitted at the time of contract execution.

The Contractor will be required to furnish subsequent years’ performance bonds equal to twenty-five percent (25%) of the subsequent year’s annual contract price, no later than 30 days prior to the anniversary date of the first year of the contract term.

The Offeror shall include with their RFP submission an authorized Consent of Surety from a surety company authorized to do business in the State of New York that consents and agrees that if the contract awarded through this solicitation is made to the corporation, person or persons submitting a bid in response to this solicitation, that it will become bound as surety and guarantee the faithful performance of the term of the contract.

PROOF OF ABILITY TO OBTAIN REQUIRED INSURANCE – a letter from and signed by an insurance agent authorized to do business in the State of New York confirming the Offeror’s ability to obtain all of the insurance coverage as specified in this RFP.

SIGNED PROPOSAL PRICING SUMMARY PAGE

PROPOSAL PRICING PAGE SPREADSHEETS IN EXCEL FORMAT TO BE UPLOADED AS A

SEPARTE FILE ON BONFIRE RFP SUBMISSION SYSTEM

OFFEROR QUALIFICATION INFORMATION – all information requested in all sections under 2.1 - Bidder’s Qualifications Requirements including but not limited to:

Organizational History (Section 2.1.1) Experience of Bidder (Section 2.1.2) Resumes of Key Personnel (Section 2.1.3)

Offeror’s References - Past and Present Performance Information Form for a minimum of three references (Section 2.1.4)

Management and Implementation Plan (Section 2.1.5) Evidence of Successful Record of Management (2.1.6) Additional Procedural Documents (2.1.7) Only need to be submitted upon request.

Evidence of Financial Ability (2.1.8) Facility and Transition Plan (2.1.9)

OTHER:

MAINTENANCE FOR TRANSPORT OF ROCKLAND

RFP Template updated 04/15/2023 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

Receipt Confirmation Form

PLEASE COMPLETE AND RETURN THIS CONFIRMATION FORM WITHIN 5 WORKING DAYS OF RECEIVING

SOLICITATION PACKAGE TO:

EMAIL : purchasing@co.rockland.ny.us

Failure to return this form may result in no further communication or addenda regarding this RFP.

Company Name: ________________________________________________________________________

Address: ______________________________________________________________________________

City: ______________________________________________ State: _________ Zip Code: ________

Contact Person: _________________________________________________________________________

Phone Number: ______________________________EXT:_____ Fax Number: ______________________

Email: _____________________________________

I have received a copy of the above noted RFP.

______ We will be submitting a RFP

______ We will NOT be submitting a RFP – (please indicate reason)

Signature:______________________________________________________________________________

Title:__________________________________________________________________________________

If a prep-proposal meeting has been arranged for this RFP, please indicate if you plan to attend: Yes / No rectconf.frm

MAINTENANCE FOR TRANSPORT OF ROCKLAND

RFP Template updated 04/15/2023 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

PARTICIPATION IN FLEET REVIEW REGISTRATION FORM

Vendors who are interested in participating in the County of Rockland, Department of Public Transportation’s Fleet Review being held March 1, 2026, at 10:00 AM, can register below.

Please email or fax this form to register to participate in this fleet review.

Yes, we will participate in the Fleet Review being held on March 1, 2026 at 10:00 AM at Transdev Services. Inc, 260

Old Route 17, Hillburn, NY 10931.

Name:__________________________________________________________________

Company:_______________________________________________________________

Telephone No.: __________________________________________________________

Facsimile No.: ___________________________________________________________

Email address: ___________________________________________________________

EMAIL THIS PAGE TO: purchasing@co.rockland.ny.us

MAINTENANCE FOR TRANSPORT OF ROCKLAND

RFP Template updated 04/15/2023 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

PROHIBITIONS ON PROCUREMENT LOBBYING

Pursuant to State Finance Law §§139-j and 139-k, this solicitation includes and imposes certain restrictions on communications between County Employees/Elected Officials and an Offeror during the procurement process. An Offeror is restricted from making contacts from the earliest notice of intent to solicit offers/bids through final award and approval of the Procurement Contract by the Rockland County Executive and, if applicable, the Rockland County Legislature (“restricted period”) to other than designated staff unless it is a contact that is included among certain statutory exceptions set forth in State Finance Law §139-j (3) (a). Designated staff, as of the date hereof, is identified on the first page of this solicitation. Rockland County employees are also required to obtain certain information when contacted during the restricted period and make a determination of the responsibility of the Offeror pursuant to these two statutes. Certain findings of non-responsibility can result in rejection for contract award and in the event of two findings within a four-year period, the Offeror is debarred from obtaining governmental Procurement Contracts. Further information about these requirements can be found on the OGS website:

http://www.ogs.ny.gov/aboutOgs/regulations/defaultAdvisoryCouncil.html

PURPOSE OF REQUEST FOR PROPOSAL (RFP)

The purpose of this request for proposal is to enter into a contract with a qualified firm to provide Public Transit Management, Operations and Maintenance Services. It is anticipated that this RFP will result in a contract award to a single contractor.

This RFP is designed to provide interested offerors with sufficient basic information to submit proposals meeting minimum requirements but is not intended to limit a proposal's content or exclude any relevant or essential data.

Offerors are at liberty and are encouraged to expand upon the specifications to evidence service capability under any agreement.

BACKGROUND

The County of Rockland is issuing this RFP to select a qualified firm, using the Federal Transit Administration’s Third Party Contracting Guidance (C.4220.1G, as amended) to operate the Transport of Rockland (TOR) public transit bus service. The County of Rockland is seeking competitive proposals for the provision of Public Transit Management, Operations and Maintenance Services for the operation of its TOR fixed-route intra county bus service. These professional services include the provision of management, administrative, technical, mechanical and vehicle operator staff with the necessary specialized skills, training, experience, expertise and professional judgement to successfully operate the TOR bus system. In addition, these services include the daily management and oversight of this fixed-route bus system, including, but not limited to, proper maintenance and repairs for buses and equipment, scheduling, routing, road supervision, safety and accident investigation, fare collection, use and support, fare collection, use and support of Intelligent Transportation Systems (ITS) and customer service activities during normal operating circumstances, as well as during unusual operating circumstances, such as inclement weather or emergency service operations.

MAINTENANCE FOR TRANSPORT OF ROCKLAND

RFP Template updated 04/15/2023 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

The County of Rockland Department of Public Transportation (RCDPT) is responsible for the supervision and contract management of local bus transit programs, including the TOR bus service. TOR currently has a fleet of 45 vehicles used for this fixed-route bus service that are owned by the County of Rockland. These buses were purchased with funding provided by the Federal Transit Administration, New York State Department of Transportation and local County of Rockland matching funds. These agencies have an interest in the successful operation and maintenance of the TOR bus service and these buses and all guidelines and requirements set forth by these agencies regarding such must be followed.

ISSUING OFFICE AND RFP REFERENCE NUMBER

The County of Rockland’s Department of General Services – Purchasing Division is the issuing office for this document and all subsequent addenda relating to it, on behalf of the Rockland County Department of Public Transportation. The reference number for the transaction is Solicitation # RFP-RC-2026-011. This number must be referred to on all proposals, correspondence, and documentation relating to the RFP.

LENGTH OF CONTRACT

The Contract resulting from this RFP will be for a period of five (5) years with the County’s option to renew for one (1) five-year term.

The County of Rockland reserves the right to review contract(s) on a regular basis regarding performance and cost analysis and may negotiate price and service elements during the term of the contract.

MAINTENANCE FOR TRANSPORT OF ROCKLAND

RFP Template updated 04/15/2023 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

SECTION 1 – INFORMATION AND INSTRUCTIONS TO OFFERORS

1.0 INFORMATION AND INSTRUCTIONS TO OFFERORS

1.1 Introduction

1.2 Background

1.3 Service

1.4 Organization of the RFP Requirements

1.5 County-Provided Vehicles

1.6 Service Description

1.7 County’s Rights

1.8 Offeror’s Responsibilities

1.9 Consequence of Submission of Proposal

1.10 Accuracy in Reporting Requested Information

1.11 Incorporation of FTA Terms

1.12 Employee Protective Agreements

1.13 Cost of Submitting Proposals

1.14 Designated Contact and Inquires

1.15 Protest Procedures

1.16 Pre-Proposal Conference and Fleet Review

1.17 Bid Deposit Requirement

1.18 Performance Bond Requirement

1.19 Insurance Requirements

1.20 Required Forms

1.21 Conflict of Terms

1.22 Proposal Format and Content

1.23 Key Events/Dates

MAINTENANCE FOR TRANSPORT OF ROCKLAND

RFP Template updated 04/15/2023 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

Attachments: The following attachments are available to be downloaded separately from the County’s Bid Notification System:

A. Standard Terms and Conditions for Service Contracts B. Generalized TOR Scheduled Revenue Miles Data C. County-Issued Standard Operating Procedures for TOR D. Service Schedules and Route Maps E. Proposal Pricing Page Spreadsheets (Microsoft Excel Format) F. Required FTA Clauses and Certifications G. TOR Turn-by-Turn Route Directions H. TOR Fare Types I. Rockland County Department of Public Transportation ADA Policy J. 2023 NTD Report K. 2024 NTD Report L. Sample County Transit Operations Contract M. Sample Vehicle Use Agreement N. Employee Protection Certification – DOL Referral of FTA Grant NY-04-0103-01 O. Collective Bargaining Agreement P. TOR Bus Fleet and Current Mileage Q. “Flow-Down” Clauses Applicable to Contracts and Purchase Orders Involving Funds From a Federal

Grant R. TOR Bus Fleet Engine and Transmission Mileage S. TOR Bus Fleet Warranty Information T. TOR Tools, Equipment and Software U. Proposal Pricing Summary Page

MAINTENANCE FOR TRANSPORT OF ROCKLAND

RFP Template updated 04/15/2023 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

1.0 INFORMATION AND INSTRUCTIONS TO OFFERORS

1.1 Introduction

The County of Rockland is issuing this Request for Proposal (RFP) to select a qualified firm using the Federal Transit Administration’s Third-Party Contracting Guidance (C.4220.1G, as amended), to operate the TOR public transit bus service. The County of Rockland is seeking competitive proposals for the provision of Public Transit Management, Operations and Maintenance Services for the operation of its TOR fixed-route intra county bus service. These professional services include the provision of management, administrative, technical, mechanical and vehicle operator staff with the necessary specialized skills, training, experience, expertise and professional judgement to successfully operate the TOR bus system. In addition, these services include the daily management and oversight of this fixed-route bus system, including, but not limited to, proper maintenance and repairs for buses and equipment, scheduling, routing, road supervision, safety and accident investigation, fare collection, use and support of Intelligent Transportation Systems (ITS) and customer service activities during normal operating circumstances, as well as during unusual operating circumstances, such as inclement weather or emergency service operations.

The County has prepared this Request for Proposal (RFP) and Sample County Transit Operations and Vehicle Use Agreements (Attachment “L” and “M”), which will constitute the Agreement for the Contract, that define the scope of services, performance standards, term, compensation mechanism, insurance requirements, and other contractual issues. The Sample County Transit Operations and Vehicle Use Agreements (Attachment “L” and “M”) are provided as a reference and may be altered before Contract finalization.

Attachment “A” – “Appendix B, Standard Terms and Conditions for Service Contracts”, a separate attachment to this solicitation, is hereby expressly made a part of this RFP Document as fully as if set forth at length herein. Please retain this document for future reference.

Offerors shall download, read, and acknowledge acceptance of Appendix B-Standard Terms and Conditions for Professional Service Contracts on the Proposal Pricing Summary Page (Attachment “U”).

The successful Contractor will be required to enter into an agreement for a term of five (5) years, with the County’s option to renew for one (1) five-year term, upon the approval of the contract by the Rockland County Legislature. The contract start date will be August 1, 2026 and shall not exceed sixty (60) days’ notice from the issuance of a Notice to Proceed.

The County retains the right to provide the facility required to provide these services after the initial three (3) year term of the Contract.

The contract will be based upon a firm fixed price structure (including a fuel cost adjustment clause).

Offerors’ RFP response shall demonstrate Offeror’s capability to satisfy the requirements of this RFP, and the Agreement for Public Transit Fixed Route Management, Operations and Maintenance Services.

Each Proposal response shall be submitted in the requested format and shall provide all pertinent information, including but not limited to information relating to operational capability, experience, financial resources, management structure and key personnel, and other information as specified in this RFP.

The County of Rockland is hereinafter referred to as the “COUNTY”. Contractors are hereinafter referred to as the “OFFEROR” or ”CONTRACTOR”. Upon the award of the Contract the OFFEROR becomes the CONTRACTOR.

MAINTENANCE FOR TRANSPORT OF ROCKLAND

RFP Template updated 04/15/2023 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

1.2 Background

Rockland County, the smallest county (geographically) in New York State north of New York City, is triangular in shape and about 174 square miles, 18 miles by 20 miles on its borders. Situated on the west bank of the Hudson River its geographical center is 33 miles north of the Metropolitan Business District (NYC).

Rockland is part of a multi-county region, which forms the New York Metropolitan Area. In accord with the governmental structure prevalent in New York State, local government powers are distributed to the County, towns and villages. The COUNTY has a 17-member legislature, elected County Executive and other officials. Among the major County functions are consumer protection, special education, elections, health/social services, selected highways, manpower, parks, and public transportation.

The County of Rockland Department of Public Transportation (RCDPT) is responsible for the supervision and contract management of local bus transit programs, including the TOR bus service. TOR currently has a fleet of forty-five (45) transit vehicles used for this fixed-route bus service that are owned by the COUNTY, with the expectation of a minimum of forty-three (43) transit vehicles at commencement of the Contract and the expectation that the fleet size may increase to at least forty-nine (49) transit vehicles during the term of the Contract. These buses were purchased with funding provided by the Federal Transit Administration (FTA), New York State Department of Transportation (NYSDOT) and local COUNTY matching funds. All of these agencies have an interest in the successful operation and maintenance of the TOR bus service and these buses, as well as associated equipment, and all guidelines and requirements set forth by these agencies regarding such must be followed. The COUNTY-owned buses, as listed in Section 1.5, are currently designated and identified for use in TOR service. Only those buses designated as such shall be used for this service. The CONTRACTOR shall not supplement these buses at any time without written approval from the COUNTY.

Ridership for the TOR service in 2025 was 1,900,075 passengers. The COUNTY expects that general level of ridership to continue, if not increase. The CONTRACTOR will be expected to work with the COUNTY to develop strategies and initiatives to improve ridership.

1.3 Service

The transit service in this RFP consists of providing mass transportation management services to the public on designated routes and schedules utilizing the COUNTY supplied buses, and the facilities and personnel supplied by the CONTRACTOR. This COUNTY identified service shall be provided to the public by the CONTRACTOR pursuant to receiving contract carrier operating authority from the New York State Department of Transportation. The CONTRACTOR shall acquire and utilize a unique USDOT Number for the TOR bus service and fleet separate from any other transportation service that the CONTRACTOR may be providing, even from the same facility. This application will be supported by the COUNTY. The CONTRACTOR shall provide the personnel, parts, equipment (except buses and associated equipment), supplies and supervision necessary to perform all professional services related to the management, operations, preventive maintenance and repair work required to keep buses clean, in good working order and in a state of good repair, as defined by the FTA, in accordance with the original equipment manufacturers (OEM) recommendations and maintain service continuity in accordance with this RFP and the FTA’s Transit Asset Management Guidelines.

MAINTENANCE FOR TRANSPORT OF ROCKLAND

RFP Template updated 04/15/2023 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

The CONTRACTOR shall provide complete professional services related to the management, operations, maintenance and repair of Transport of Rockland (TOR) buses and associated equipment, as specified and in all respects, so that the proposal presents a complete “turn-key” system such that nothing remains to be purchased, provided, or supplied by the COUNTY, other than noted in this RFP. It is understood by the CONTRACTOR that this RFP requires in all cases, all elements of a complete operating system for TOR operations.

1.4 Organization of the RFP Requirements

The RFP Requirements are organized into 3 sections and includes Attachments “A” through “U”.

Section 1 - consists of information regarding the introduction and purpose, COUNTY-provided vehicles, RFP Organization, COUNTY’s Rights, OFFEROR’s Responsibilities, consequence of proposal submissions, cost of submitting proposals and other related information.

Section 2 - identifies the qualifications requirements, management requirements, performance requirements, detailed service description, maintenance plan and program, maintenance, storage & servicing facility, data gathering and reporting requirements, operating requirements and standards, contracted service personnel, employee minimum qualifications, uniform specifications and appearance standards, fare collection and payment process and timeframe.

Section 3 - consists of the Proposal Evaluation Criteria.

MAINTENANCE FOR TRANSPORT OF ROCKLAND

RFP Template updated 04/15/2023 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

1.5 COUNTY - Provided Vehicles

The COUNTY will provide a fleet of accessible fixed-route transit vehicles. The current fixed-route fleet consists of:

Buses (Engine + Transmission Information)

Year Make/Model Engine Transmission Size Qty

2009 Gillig / Hybrid LF Hybrid

Allison 30’ 2

2015 Gillig Cummins L9

Allison 29’ 2

2015 Gillig Cummins L9

Allison 35’ 2

2018 Gillig Cummins L9

Allison 35’ 5

2018 Gillig Cummins L9

Allison 40’ 8

2020 Arboc 6.0 V8 Gasoline 480LE 27’ 4

2022 Gillig Cummins L9 Allison 35’ 11

2022 Gillig Cummins L9 Allison 40’ 9

2025 Gillig Cummins L9 Allison 29’ 2

TOTAL 45

MAINTENANCE FOR TRANSPORT OF ROCKLAND

RFP Template updated 04/15/2023 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

All COUNTY revenue transit vehicles are equipped with fare boxes, which are the responsibility of the CONTRACTOR to install and maintain. All COUNTY revenue transit vehicles are not equipped with a radio system, which is the responsibility of the CONTRACTOR to supply and install. All COUNTY revenue transit vehicles are equipped with E-Z Pass tags, which is the responsibility of the COUNTY to supply and the CONTRACTOR to install. Also, the COUNTY does have an agreement with the New York State Thruway Authority in which all toll charges, peak and off-peak, for the Spring Valley Toll Plaza are waived for the COUNTY’s revenue transit vehicles in this Contract.

The COUNTY maintains an adequate fleet and spare vehicle inventory to ensure daily operations of the current TOR fixed-route service. The COUNTY currently has a fleet of forty-five (45) transit vehicles and will provide a minimum of forty-three (43) transit vehicles at the commencement of the Contract and will follow a transit vehicle replacement schedule determined by the COUNTY. It is expected that the CONTRACTOR may be required to manage, operate and maintain additional buses during the term of this Contract as the fleet size may increase to at least 49 transit vehicles.

The COUNTY shall, at its sole discretion, substitute vehicles for those described above and may change the number and characteristics of the vehicles during the term of the Contract.

If the temporary loss of a transit vehicle impacts the ability of the CONTRACTOR to meet the service requirements of this Contract, it shall be the responsibility of the CONTRACTOR to provide a COUNTY-approved equivalent, in terms of dimensions, passenger capacity, identical driveline and ADA compliance, replacement transit vehicle, as well as all ITS and fare collection components that match COUNTY specifications and are installed by the CONTRACTOR, until such time as the temporary loss ends. If the permanent loss of a transit vehicle occurs during the contract period that results in reducing this fleet size and spare vehicle inventory in advance of the COUNTY’s replacement schedule for that transit vehicle, it shall be the responsibility of the CONTRACTOR to provide a COUNTY-approved equivalent, in terms of dimensions, passenger capacity, identical driveline and ADA compliance, replacement transit vehicle, as well as to replace all lost ITS and fare collection components with components that match COUNTY specifications and are installed by the CONTRACTOR. In addition, the CONTRACTOR shall remit payment to the COUNTY of all insurance proceeds. Also, the CONTRACTOR shall pay the difference between the insurance proceeds and the remaining asset value established by FTA guidelines associated with the lost transit vehicle.

Supplemental Contractor-Furnished Vehicles

From time to time, the COUNTY may require the temporary use of supplemental transit vehicles due to delays in the delivery of County-owned buses, vehicle replacement cycles, or other operational needs. In such circumstances, and only upon written authorization from the COUNTY, the CONTRACTOR may be required to furnish supplemental buses for use in providing transit services under this Contract.

Any CONTRACTOR-furnished supplemental vehicles shall be COUNTY-approved leased vehicles and shall meet or exceed the minimum vehicle specifications, accessibility requirements, safety standards, and regulatory requirements applicable to the COUNTY’s fleet and shall be appropriate in terms of size and passenger capacity to perform the required COUNTY service. CONTRACTOR-furnished vehicles shall be used exclusively for COUNTY service unless otherwise approved in writing by the COUNTY.

MAINTENANCE FOR TRANSPORT OF ROCKLAND

RFP Template updated 04/15/2023 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

THE COUNTY shall reimburse the CONTRACTOR for the actual, documented lease costs incurred for approved supplemental vehicles, with no markup or profit applied to such costs, except for an administrative fee not to exceed 5% of the monthly lease cost per vehicle, as proposed by the CONTRACTOR on Proposal Pricing Page Spreadsheets.

The CONTRACTOR shall provide the COUNTY with copies of all vehicle lease agreements and supporting documentation upon request. All leases shall be structured to allow termination upon reasonable notice once COUNTY-owned replacement vehicles are delivered and placed into service or the operational need no longer exists.

The provision of supplemental vehicles under this section shall not modify the base contract pricing, unit rates, costs per revenue mile, or other compensation terms, except as expressly provided herein.

1.6 Service Description

Transport of Rockland (TOR) “flag-down” service consists of the following:

• TOR 59 – Servicing Nyack, Palisades Center, Nanuet, Spring Valley Transit Center, Monsey, Rockland Community College, Airmont and Suffern.

• TOR 91 – Servicing Nyack, Palisades Center, Valley Cottage, Haverstraw Village, Mount Ivy, Yeager Health Center, New City, New Square, Hillcrest and Spring Valley.

• TOR 92 – Servicing Spring Valley Transit Center, Pearl River, Sparkill, St. Thomas Aquinas College, Dominican College, Palisades Center and Nyack.

• TOR 93 – Servicing Pearl River, Nanuet, Hillcrest, Rockland Community College, Suffern, Hillburn and Sloatsburg.

• TOR 94 – Servicing Spring Valley Transit Center, Monsey, Rockland Community College, Yeager Health Center, Mount Ivy, Helen Hayes Hospital, Stony Point and Tomkins Cove

• TOR 95 – Servicing Rockland Community College, Wesley Hills Plaza, Pomona, Mount Ivy, Garnerville, Walnut

Hill Apts., West Haverstraw and Haverstraw Village.

• TOR 97 – Servicing Stony Point, West Haverstraw, Haverstraw Village, Valley Cottage, Palisades Center, Orangeburg and Tappan.

• TOR Loop #1 – Servicing Shopper’s Haven, Maple Leaf Road, Monsey Blvd., Ellish Parkway, Monsey Family

Medical Center, Town Square and Spring Valley Marketplace.

• TOR Loop #2 – Servicing Shopper’s Haven/Hwy. 306, Calvert Drive, Union Road, Francis Place, Suzanne Drive, Monsey Family Medical Center and Town Square.

• TOR Loop #3 – Servicing Suffern (Chestnut St.), Esther Gitlow Towers, Good Samaritan Hospital, Suffern Library, Bon Aire Circle, Pondview Apts., Airmont Gardens, Wal-Mart and Shop Rite, Montebello Commons, Rockland Community College, Monsey (Bates Dr. and Hwy. 59), Kennedy Drive and Old Nyack Tpk. and Spring Valley Transit Center.

• TOR Weekend Ferry Connection – Servicing Haverstraw Ferry Landing (Harbors), Haverstraw Village, Garner Arts Center, Rockland Lake, Nyack and Palisades Center.

TOR Weekend Ferry Connection service is conducted in conjunction with Metro-North’s Haverstraw- Ossining Weekend Ferry Service usually during the months of May through October. Since there is no commitment from Metro-North to continue this service at this time, the TOR Weekend Ferry Connection service will be considered an option on the Proposal Pricing Page Spreadsheets based on the schedule

MAINTENANCE FOR TRANSPORT OF ROCKLAND

RFP Template updated 04/15/2023 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809 conducted in 2025. Any adjustment to that schedule during the term of this Contract will be addressed as per the Adjustment to Service (Section 2.3.2) section of this RFP.

Revenue History:

The collection of fares for TOR was waived as of March 27, 2020 and has not resumed as of the release of this RFP.

However, although there is no currently scheduled date, it is expected that fare collection will resume during the term of this Contract and all fare and revenue collection procedures and requirements from this RFP and Contract will be in effect. In addition, the complete and accurate collection of ridership data through the farebox system shall be conducted at all times, including during periods of time that fare collection is waived. The estimated historical revenue amounts for TOR for the last four (4) years in which fares were collected throughout the year are as follows:

2016: $2,900,918.25 2017: $2,686,782.18 2018: $2,411,551.80 2019: $2,123,048.39

1.7 COUNTY’s Rights

The COUNTY’s rights include, but are not limited to, the following:

❑ Issuing addenda to the RFP, including extending or revising the time line for submittals.

❑ Canceling, reissuing, or modifying the RFP.

❑ Executing an Agreement with a CONTRACTOR on the basis of the bid submitted in response to this RFP (RFP-RC- 2026-011) and/or any other information submitted by the CONTRACTOR during the clarification and negotiation process.

❑ Negotiating a final contract price with the OFFEROR determined to provide the best value to the COUNTY.

❑ Rejecting any or all proposal responses, waiving minor irregularities in any proposals, as determined to be in the best interest of the COUNTY.

❑ Where the award of contract involves a bid in excess of $100,000, the Charter requires approval of the County Legislature before the County may enter into the contract. Consequently, once there is an evaluation of the proposals and a recommendation of award to a responsible offeror by the Evaluation Committee, the proposal which forms the basis of a contract in excess of $100,000 shall be referred to the County Executive and the County Legislature for approval in accordance with the Charter and Administrative Code. If a proposal is determined to be non-responsive or an offeror is determined to be non-responsible, the resolution by the County Legislature to approve the contract with the recommended Offeror will include the reasons for the rejection of any such proposal.

❑ Proposals shall be evaluated and awarded to the responsible offeror whose proposal is determined in writing to offer the best value to the COUNTY, taking into consideration price and the evaluation factors set forth in the

MAINTENANCE FOR TRANSPORT OF ROCKLAND

RFP Template updated 04/15/2023 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809 request for proposals. No other factors or criteria shall be used in the evaluation. The contract file shall contain the basis on which the award was made as follows:

Responsive Offeror: If an offer conforms in all material aspects to the requirements of the solicitation at the scheduled time of submission and does not require further discussions with the offeror, the offer is responsive. Responsiveness is determined from the proposal documents themselves and is determined with no discussions or further input from the offeror. Some (not an inclusive list) of the considerations to determine responsiveness include:

▪ Does the RFP response take exception to any material terms and conditions?

▪ Is the offer ambiguous? Is it susceptible to two or more reasonable interpretations?

▪ Were all material amendments to the solicitation acknowledged?

▪ Was the offer signed?

▪ Were all material representations and certifications completed?

▪ Were required descriptive literature or narrative material included with the proposal?

▪ If required, was a bid bond or bid guarantee submitted?

▪ Was the price offered firm and definite?

▪ Were the material items or information required by the invitation submitted with the proposal?

▪ Was the proposal received at the place designated in the invitation at the exact time specified or was it late?

Responsible Offeror: 49 U.S.C. Section 5325 requires FTA assisted contract awards be made only to “responsible” contractors possessing the ability, willingness, and integrity to perform successfully under the terms and conditions of the contract. Responsibility is a procurement issue that is determined by the recipient after receiving bids or proposals and before making contract award. FTA expects the prospective contractor to demonstrate affirmatively to the recipient that it qualifies as “responsible” under the standards of 49 U.S.C. Section 5325, and that its proposed subcontractors also qualify as “responsible.”

To designate a prospective contractor “responsible” as required by 49 U.S.C. Section 5325, FTA expects the recipient, at a minimum, to determine and ensure that the prospective contractor satisfies the following criteria described herein.

In addition to being otherwise qualified and eligible to receive the contract award under applicable laws and regulations, a responsible contractor must fulfill the following criteria:

1) Integrity and Ethics. Have a satisfactory record of integrity and business ethics, in compliance with 49 U.S.C. Section 5325(j)(2)(A),

2) Debarment and Suspension. Be neither debarred nor suspended from Federal programs under DOT regulations, “Nonprocurement Suspension and Debarment,” 2 CFR Parts 180 and 1200, or under the FAR at 48 CFR Chapter 1, Part 9.4,

3) Affirmative Action and DBE. Be in compliance with the Common Grant Rules’ affirmative action and FTA’s Disadvantaged Business Enterprise requirements, MAINTENANCE FOR TRANSPORT OF ROCKLAND

RFP Template updated 04/15/2023 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

4) Public Policy. Be in compliance with the public policies of the Federal Government, as required by 49 U.S.C. Section 5325(j)(2)(B),

5) Administrative and Technical Capacity. Have the necessary organization, experience, accounting, and operational controls, and technical skills, or the ability to obtain them, in compliance with 49 U.S.C. Section 5325(j)(2)(D),

6) Licensing and Taxes. Be in compliance with applicable licensing and tax laws and regulations,

7) Financial Resources. Have, or can obtain, sufficient financial resources to perform the contract, as required by 49 U.S.C. Section 5325(j)(2)(D),

8) Production Capability. Have, or can obtain, the necessary production, construction, and technical equipment and facilities,

9) Timeliness. Be able to comply with the required delivery or performance schedule, taking into consideration all existing commercial and governmental business commitments, and

10) Performance Record. Be able to provide:

(a) Current Performance. A satisfactory current performance record, and

(b) Past Performance. A satisfactory past performance record in view of its records of long-time performance or performance with a predecessor entity, including:

1. Sufficient Resources. Key personnel with adequate experience, a parent firm with adequate resources and experience, and key subcontractors with adequate experience and past performance,

2. Adequate Past Experience. Past experience in carrying out similar work with particular attention to management approach, staffing, timeliness, technical success, budgetary controls, and other specialized considerations as described in the County’s RFP, and

3. Past Deficiencies Not the Fault of the Offeror. A prospective offeror that is or recently has been seriously deficient in contract performance is presumed to be non-responsible, unless the recipient determines that the circumstances were properly beyond the bidder or offeror’s control, or unless the bidder has taken appropriate corrective action. Past failure to apply sufficient tenacity, perseverance, and effort to perform acceptably is strong evidence of non-responsibility. Failure to meet the quality requirements of a contract is a significant factor to consider in determining satisfactory performance. The FTA expects the County to consider

MAINTENANCE FOR TRANSPORT OF ROCKLAND

RFP Template updated 04/15/2023 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809 the number of the offeror’s contracts involved and the extent of deficient performance in each contract when making this determination.

❑ In ascertaining whether or not an OFFEROR is responsible, information may be requested from OFFEROR to discuss and assist in determining responsibility.

❑ Rejecting a OFFEROR’s Proposal based on a determination of Non-Responsiveness or Non-Responsibility. A determination of non-responsibility will be made after written notice to the offeror and an opportunity to respond to the reasons of the determination.

❑ COUNTY reserves the right to audio record any pre-proposal meeting related to this RFP.

1.8 OFFEROR’s Responsibilities

It is the responsibility of each OFFEROR to:

❑ Examine this RFP, including all appendices and the attached Agreement, thoroughly.

❑ Become familiar with local conditions that may affect cost, permitting, progress, performance, or services described in this RFP.

❑ Consider and comply with all current and future federal, state and local laws, statutes, ordinances, regulations and other applicable laws, rules and regulations that may affect costs, permitting, progress, performance, or services.

❑ Comply with the Employee Protective Agreements applicable to this Contract.

❑ Clarify, with the COUNTY, any conflicts, errors, or discrepancies in this RFP.

❑ Agree not to collaborate or discuss with other CONTRACTORs the content of the proposal or service fees proposed.

❑ Prior to submitting a proposal, each OFFEROR will, at his/her own expense, make or obtain any additional examinations, investigations, and studies; and obtain any additional information and data that may affect costs, permitting, progress, performance or furnishing of the services that OFFEROR deems necessary to determine its bid.

1.9 Consequence of Submission of Proposal

The submission of a proposal will constitute a binding representation and warranty by the OFFEROR that the OFFEROR has investigated all aspects of the RFP and its proposal response; that the OFFEROR is aware of the applicable facts pertaining to the RFP process, its procedures and requirements; that the OFFEROR has read and understands the RFP and has complied with every requirement; that without exception the proposal response is premised upon performing and furnishing the services and equipment required by this RFP and the attached Agreement, as amended, and such means, methods, techniques, sequences or procedures as may be indicated in or required by this RFP and the Agreements; and that the RFP is sufficient in scope and detail to indicate and convey understanding of all terms and conditions for performance and furnishing of the services.

MAINTENANCE FOR TRANSPORT OF ROCKLAND

RFP Template updated 04/15/2023 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

The submission of a proposal shall not be deemed an agreement between the OFFEROR and the COUNTY. The proposal is a contractual offer by the OFFEROR to perform services in accordance with the RFP requirements.

Specifically, the following provisions apply:

❑ The COUNTY shall not be obligated to respond to any proposal submitted nor be bound in any manner by the submission of a proposal.

❑ The proposal received shall become the exclusive property of the COUNTY.

❑ Acceptance of a proposal by the COUNTY obligates the OFFEROR to enter into an Agreement with the COUNTY for the performance of the services specified in the Request for Proposal.

❑ The Agreement shall not be binding or valid against the COUNTY unless and until it is executed by the COUNTY and the selected CONTRACTOR, and the CONTRACTOR’s performance bond, insurance, or other surety guarantee has been accepted by the COUNTY.

1.10 Accuracy in Reporting Requested Information

Information submitted as part of the proposal will be subject to verification. Inaccurate information or information that is misleading will be, at the COUNTY’s sole discretion, grounds for removal of a proposal from further consideration. Should an OFFEROR be awarded a Contract, as a result of this RFP, based on inaccurate or misleading information, included in the proposal and subsequently discovered by the COUNTY, the OFFEROR will be, at the COUNTY’s sole discretion, determined to be in default.

1.11 Incorporation of FTA Terms

The RFP provisions include, in part, certain Standard Terms and Conditions required by DOT, whether or not expressly set forth in the following contract provisions. All contractual provisions required by DOT, as set forth in FTA Circular 4220.1G, dated January 16 of 2025 and as amended, and are hereby incorporated by reference.

Anything to the contrary herein notwithstanding, all FTA-mandated terms shall be deemed to control in the event of a conflict with other provisions contained in this RFP and resulting Agreement. The CONTRACTOR shall not perform any act, fail to perform any act, or refuse to comply with any County of Rockland request, which would cause the County of Rockland to be in violation of the FTA terms and conditions. Attachment “F” contains the applicable FTA clauses and required FTA Certification Forms.

1.12 Employee Protective Agreements

The CONTRACTOR agrees to comply with applicable Transit Employee Protective Agreements. The Contractor agrees to carry out the transit operations work on the underlying Contract in compliance with terms and conditions determined by the U.S. Secretary of Labor to be fair and equitable to protect the interests of employees employed under this RFP and to meet the employee protective requirements of 49 U.S.C. section 5333(b) (also known as section 13-c), and U.S. Department of Labor (DOL) guidelines at 29 C.F.R. part 215, and any amendments thereto. These terms and conditions are identified in the letter of certification from the U.S.

DOL to the Federal Transit Administration (which is included as Attachment “N” to this RFP) applicable to the

MAINTENANCE FOR TRANSPORT OF ROCKLAND

RFP Template updated 04/15/2023 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

County’s Transit Service. CONTRACTOR agrees to carry out that work in compliance with the conditions stated in that U.S. DOL letter. The CONTRACTOR will be required to afford a priority in hiring to the existing employees of the prior County of Rockland transit service provider. The current Collective Bargaining Agreement is provided as a reference (Attachment “O”).

1.13 Cost of Submitting Proposals

The cost of investigating, preparing, and submitting a proposal is the sole responsibility of the OFFEROR and shall not be chargeable in any manner to the COUNTY. The COUNTY will not reimburse any OFFEROR for any costs associated with the preparation and submission of a proposal, including but not limited to, expenses incurred in participating in an interview for clarification purposes, or negotiating an Agreement with the COUNTY.

1.14 Designated Contact and Inquires

All inquiries concerning this solicitation should be addressed in writing to the designated contact person as noted below:

Paul J. Brennan, FNIGP, CPPO

Director of Purchasing County of Rockland, Department of General Services - Purchasing Division 50 Sanatorium Road, Bldg. A., Pomona, NY 10970 Fax: 845-364-3809 purchasing@co.rockland.ny.us

All questions should be submitted in writing, citing the particular section and paragraph number. Prospective CONTRACTORS should note that all clarifications and exceptions, including those relating to the terms and conditions of the contract, are to be resolved prior to the submission of a Proposal. Answers to all questions of a substantive nature will be given to all Prospective Contractors, who have notified the County of their intent to submit a Proposal, in the form of a formal addendum which will be annexed to and become part of the resultant contract.

1.15 Protest Procedures

Protests Prior to Proposal Opening: Protests regarding any aspect of the RFP document, attached materials and COUNTY award procedures must be submitted in writing prior to the RFP opening date and time (via e-mail, mail, or…