5-A. 26P-128 SOW - Final (r 9.9.26).pdf

Request for Proposals August 5, 2026 Page 1 of 26

TABLE OF CONTENTS

SECTION 1 – INVITATION TO PROPOSE

1.1 Invitation

1.2 Purpose

1.3 Procurement Authority

1.4 Procurement Schedule

1.5 Procurement Contact

1.6 Commission Designation

1.7 Reservation of Rights

SECTION 2 – INSTRUCTIONS TO PROPOSERS

2.1 General Instructions

2.2 Eligibility

2.3 Questions

2.4 Addenda

2.5 Proposal Preparation

2.6 Costs of Proposal Preparation

2.7 Public Records

2.8 Past Performance

2.9 Protest Procedures

SECTION 3 – BACKGROUND

3.1 County Overview

3.2 Transportation Disadvantaged Program

3.3 Florida Commission for the Transportation Disadvantaged

3.4 Ocala Marion Transportation Planning Organization (TPO)

3.5 Transportation Disadvantaged Local Coordinating Board

SECTION 4 – SCOPE OF SERVICES

4.1 General

4.2 General Responsibilities

SECTION 5 – PERFORMANCE STANDARDS

5.1 Purpose

5.2 General Performance Requirements

SECTION 6 – SUBMISSION REQUIREMENTS

6.1 Proposal Due Date

6.2 Delivery

6.3 Proposal Withdrawal

SECTION 7 – PROPOSAL REQUIREMENTS

7.1 General Requirements

7.2 Proposal Organization

Request for Proposals August 5, 2026 Page 2 of 26

SECTION 8 – INSURANCE REQUIREMENTS

8.1 Coverage

8.2 Subcontractors

8.3 Additional Insureds

8.4 Notice of Cancellation

SECTION 9 – REPORTING REQUIREMENTS

9.1 General

9.2 Monthly Reports

9.3 Quarterly Reports

9.4 Annual Reports

9.5 Special Reports

9.6 Record Retention

SECTION 10 – FEDERAL, STATE AND LOCAL CONTRACT PROVISIONS

10.1 Federal Requirements

10.2 State Requirements

10.3 Civil Rights Compliance

10.4 Florida Commission for the Transportation Disadvantaged

10.5 Local Requirements

10.6 Audit and Inspection

10.7 Incorporation by Reference

SECTION 11 – EVALUATION CRITERIA AND SELECTION PROCESS

11.1 Purpose

11.2 Evaluation Process

11.3 Evaluation Criteria

11.4 Detailed Evaluation Criteria

11.5 Scoring Methodology

11.6 Evaluator Guidance

11.7 Reference Checks

11.8 Consensus Scoring Procedures

11.9 Recommendation

11.10 Best Value

Request for Proposals August 5, 2026 Page 3 of 26

ATTACHMENT 1 - CTD Memorandum of Agreement ATTACHMENT 2 - Chapter 427, Florida Statutes, Part 1 ATTACHMENT 3 - Sect ion 411.202 Florida Statutes ATTACHMENT 4 - Rule 41-2, Florida Administrative Code ATTACHMENT 5 - Section 287.0585, Florida Statutes ATTACHMENT 6 - Rule 14-90, Florida Administrative Code ATTACHMENT 7 - Marion County CTC FY 2025 Annual Operating Report (AOR) ATTACHMENT 8 – Proposal Signature Form ATTACHMENT 9 – Proposer Information Form ATTACHMENT 10- Addenda Acknowledgment ATTACHMENT 11- Non-Collusion Affidavit ATTACHMENT 12- Conflict of Interest Disclosure ATTACHMENT 13- Drug-Free Workplace Certification ATTACHMENT 14- Public Entity Crimes Statement ATTACHMENT 15- Debarment and Suspension Certification ATTACHMENT 16- Lobbying Certification ATTACHMENT 17- E-Verify Certification ATTACHMENT 18- References Form ATTACHMENT 19- Key Personnel Qualifications Form ATTACHMENT 20- Organizational Experience Form ATTACHMENT 21- Fleet and Vehicle Inventory Form ATTACHMENT 22- Insurance Certification ATTACHMENT 23- Truth-in-Negotiation Certificate ATTACHMENT 24- Public Records Compliance Certification ATTACHMENT 25- Marion County Trip and Equipment Grant ATTACHMENT 26- Marion County Transportation Disadvantaged Service Plan

Request for Proposals August 5, 2026 Page 4 of 26

REQUEST FOR PROPOSALS (RFP)

FOR THE DESIGNATION OF A COMMUNITY TRANSPORTATION COORDINATOR (CTC)

FOR TRANSPORTATION DISADVANTAGED SERVICES

MARION COUNTY, FLORIDA

RFP Number: CTC__________________________________ Community Transportation Coordinator (CTC) Issued By - Ocala Marion Transportation Planning Organization for the Florida Commission for the Transportation Disadvantaged

Release Date: September 10, 2026

Proposal Due Date: October 12, 2026

Contract Term: Four and one half (4.5) Years – Beginning- January 1, 2027 Ending - June 30, 2031

Procurement Contact

All communications concerning this Request for Proposals shall be made on Marion County Procurement Service’s e-platform for formal solicitation, Euna Procurement. While the Request for Proposals (RFP) is open, it can be found at https://marionfl.bonfirehub.com/portal/?tab=openOpportunities

No other employee, board member, committee member, elected official, consultant, or representative of the Ocala Marion

Transportation Planning Organization is authorized to discuss this solicitation with prospective proposers. Unauthorized communications may result in disqualification

The Ocala Marion Transportation Planning Organization is seeking a qualified agency or firm for four and one half (4.5) years contract Memorandum of Agreement (MOA) with the State of Florida Commission for the Transportation Disadvantaged to plan, coordinate and implement cost effective transportation services for the Transportation Disadvantaged in Marion County.

The selected entity will be recommended to the Florida Commission for the Transportation Disadvantaged (CTD). If approved by the CTD, the selected contractor will coordinate the administration and operation of the Marion County, Florida

Transportation Disadvantaged system, as authorized by Chapter 427, Florida Statutes, and more fully described in Rule 41-2, Florida Administrative Code.

LAST DAY FOR QUESTIONS: __September 23, 2026, at 12:00 PM__

Proposers are encouraged to submit questions they have regarding the requirements or scope of the RFP. All questions must be asked only to Procurement and received by the date indicated to be considered. Questions will not be answered over the phone;

they must be submitted on Bonfire/Euna e-procurement website and must be acknowledged below when issued by addendum.

All questions submitted on this solicitation must be submitted in the Euna project.

It is the responsibility of AGENTS/FIRMS who receive this Solicitation from sources other than Marion County to contact the

Procurement Services Department prior to the due date to ensure any updates/addenda are received in order to submit a responsible and responsive offer. Not submitting a complete and accurate document may deem the offer non-responsive and have your bid rejected.

https://marionfl.bonfirehub.com/portal/?tab=openOpportunities

Request for Proposals August 5, 2026 Page 5 of 26

ADDENDA ACKNOWLEDGMENT: Prior to submitting my offer, I have verified that all addenda issued to date are considered as part of my offer: Addenda received (list all) #_______________________________________

Company Name:___________________________________________________________________

Printed Name: Title:________________________________________________________________

Primary E-mail address (required):_____________________________________________________

Secondary E-mail address (required):___________________________________________________

Street Address:_____________________________________________________________________

Mailing Address (if different):__________________________________________________________

Telephone: (_________) FEIN:_________________________________________________________

My submittal contains pages which are considered proprietary or confidential: YES / NO

By noting "yes," firm acknowledges its responsibility to identify pages as such on all sets. Information may be subject to public records request if the notation does not meet FL Statutes 119.07 definition; subject to County Procurement or Legal opinion.

By signing this form, I acknowledge I have read and understand, and my firm complies with all General Conditions and requirements set forth herein (please sign in BLUE ink):

SIGNATURE OF AUTHORIZED REPRESENTATIVE__________________________________________

PRINTED NAME OF AUTHORIZED REPRESENTATIVE_______________________________________

DATE SUBMITTED___________________________

This document must be completed and returned with your Submittal

Request for Proposals August 5, 2026 Page 6 of 26

SECTION 1

INVITATION TO PROPOSE

1.1 Invitation

The Ocala Marion Transportation Planning Organization (TPO), acting as the Designated Official Planning Agency (DOPA) for Marion County pursuant to Chapter 427, Florida Statutes, hereby solicits sealed proposals from qualified organizations interested in serving as the Community Transportation Coordinator (CTC) for Marion County, Florida.

The selected entity will be recommended to the Florida Commission for the Transportation Disadvantaged (CTD). If approved by the CTD, the selected contractor will coordinate the administration and operation of the Marion County, Florida Transportation Disadvantaged system, as authorized by Chapter 427, Florida Statutes, and more fully described in Rule 41-2, Florida Administrative Code.

The resulting designation shall be for an initial term of four and one half (4.5) years, subject to approval by the Florida Commission for the Transportation Disadvantaged and successful execution of the Memorandum of Agreement.

1.2 Purpose

The purpose of this RFP is to identify the organization best qualified to coordinate, administer, and deliver a comprehensive, efficient, safe, reliable, and customer-focused transportation system for transportation disadvantaged individuals residing in Marion County. The selected CTC will be responsible for ensuring that transportation services are planned, coordinated, and provided in accordance with the requirements of Chapter 427, Florida Statutes, Rule 41- 2,https://www.flsenate.gov/Laws/Statutes/2021/Chapter427 Florida Administrative Code, https://flrules.org/ and all other applicable federal, state, and local laws, regulations, policies, and program requirements governing the Transportation Disadvantaged Program.

The successful proposer shall demonstrate the organizational capacity, financial stability, technical expertise, operational capability, and management experience necessary to effectively administer the Community Transportation Coordinator program.

Proposers must also demonstrate the ability to coordinate transportation resources, maintain regulatory compliance, ensure high-quality customer service, promote continuous performance improvement, and provide safe, accessible, and cost-effective transportation services that meet the mobility needs of Marion County's transportation disadvantaged population.

The Ocala Marion TPO seeks a Community Transportation Coordinator that is committed to:

• Delivering safe, reliable, and accessible transportation services.

• Coordinating transportation resources efficiently.

• Providing excellent customer service.

• Maintaining strong partnerships with purchasing agencies and transportation operators.

• Improving mobility for Marion County residents.

• Achieving continuous operational improvement and accountability.

1.3 Procurement Authority

This solicitation is issued pursuant to:

• Policies of the Florida Commission for the Transportation Disadvantaged.

• Applicable Federal Transit Administration requirements.

• Applicable Florida Department of Transportation guidance https://www.flsenate.gov/Laws/Statutes/2021/Chapter427 https://flrules.org/

Request for Proposals August 5, 2026 Page 7 of 26

1.4 Procurement Schedule

The TPO reserves the right to modify this schedule through written addendum.

1.5 Procurement Contact

The Procurement Contact identified on the cover page is the sole point of contact for this solicitation.

Questions concerning this procurement shall be submitted in writing.

No proposer shall contact members of the Evaluation Committee, Transportation Disadvantaged Local Coordinating Board, TPO Board, or other public officials regarding this solicitation except as authorized herein.

1.6 Commission Designation

The Community Transportation Coordinator shall be officially designated by the Florida Commission for the Transportation Disadvantaged following recommendation by the Ocala Marion TPO Board.

The successful proposer shall enter into the Commission's Memorandum of Agreement (MOA). This will be a four and one half (4.5) year contract, subject to annual review, evaluation and renewal. The MOA shall be negotiated and signed prior to initiation of transportation services by the designated CTC (Attachment 1 – CTD Memorandum of Agreement Template).

1.7 Reservation of Rights

The Ocala Marion TPO reserves the right to:

• Reject any or all proposals.

• Waive minor irregularities.

• Request clarification of proposals.

• Cancel or reissue this solicitation.

• Negotiate with the highest-ranked proposer.

• Reject proposals determined to be non-responsive or submitted by non-responsible proposers.

• Modify the procurement schedule at any time through written addendum.

• Accept the proposal determined to provide the best overall value to Marion County.

Responses to Questions Issued Final Addendum (if any) Proposal Due Date 10/12/26 Proposal Opening Responsiveness Review 10/16/26 Evaluation Committee Individual Review 10/16/26-10/30/26 Consensus Evaluation Meeting 11/3/26 Reference Checks Final Ranking Completed TDLCB Recommendation TPO Board Recommendation Submission to CTD CTD Designation

Milestone Date Release of RFP 9/10/26 Advertisement Published Pre-Proposal Conference (Optional) 9/16/26 Deadline for Written Questions 9/23/26

Request for Proposals August 5, 2026 Page 8 of 26

SECTION 2

INSTRUCTIONS TO PROPOSERS

2.1 General Instructions

Proposals shall be complete, concise, and organized in the order prescribed in this Request for Proposals (RFP). The proposal shall demonstrate the proposer's understanding of the Transportation Disadvantaged Program, organizational qualifications, technical capabilities, financial stability, and ability to successfully perform the duties of the Community Transportation Coordinator (CTC).

The proposal shall constitute a binding offer for a period of 180 days from the proposal due date.

2.2 Eligible Proposers

Eligible proposers include public entities, private nonprofit organizations, private for-profit entities, or governmental agencies possessing the legal authority, organizational capability, financial resources, and technical expertise necessary to perform the duties of a Community Transportation Coordinator.

2.3 Questions

Questions regarding this solicitation shall be submitted in writing no later than the date specified in the Procurement Schedule.

Responses to questions that materially affect the solicitation shall be issued by written addendum.

2.4 Addenda

Only written addenda issued by the Marion County Procurement Service shall modify this Request for Proposals.

Proposers are responsible for acknowledging receipt of all addenda in their proposal.

Failure to acknowledge addenda may result in the proposal being determined non-responsive.

2.5 Proposal Preparation

To facilitate evaluation, proposals shall be organized in the order prescribed by this Request for Proposals and clearly identify each required section. Proposals should be concise while providing sufficient detail to demonstrate the proposer's qualifications, understanding of the required services, and ability to successfully fulfil the contract.

2.6 Costs of Proposal Preparation

All costs associated with preparing and submitting a proposal are the sole responsibility of the proposer. The Ocala Marion TPO shall not reimburse any costs incurred in responding to this solicitation, participating in interviews, or engaging in contract negotiations.

2.7 Public Records

Proposals submitted in response to this solicitation shall be subject to the provisions of Chapter 119, Florida Statutes, and other applicable laws governing public records. Proposers claiming that portions of their proposal are exempt from disclosure shall clearly identify the specific information claimed to be exempt and cite the applicable statutory basis for the exemption.

2.8 Past Performance

The proposer shall demonstrate satisfactory performance on comparable contracts. The TPO reserves the right to contact references and review publicly available performance information.

2.9 Protest Procedures

Any proposer adversely affected by a decision relating to this procurement may file a protest in accordance with the protest procedures identified in this Request for Proposals Marion County’s Procurement Ordinance found here ( https://library.municode.com/fl/marion_county/codes/code_of_ordinances?nodeId=CH2AD_ARTVIIPRCO) and applicable Florida law.

https://library.municode.com/fl/marion_county/codes/code_of_ordinances?nodeId=CH2AD_ARTVIIPRCO

Request for Proposals August 5, 2026 Page 9 of 26

SECTION 3

BACKGROUND

3.1 County Overview

Marion County encompasses approximately 1,663 square miles and includes both urban and rural communities with diverse mobility needs. The county includes the City of Ocala, several municipalities, and extensive rural areas that present unique transportation challenges. The designated Community Transportation Coordinator is responsible for coordinating transportation services throughout the county for eligible transportation disadvantaged individuals in accordance with the Transportation Disadvantaged Service Plan (TDSP), applicable state law, and the Memorandum of Agreement with the Florida Commission for the Transportation Disadvantaged.

3.2 The Transportation Disadvantaged (TD) Program

The Florida Transportation Disadvantaged (TD) program was created in 1979 through the enactment of Chapter 427 Florida Statutes, https://www.flsenate.gov/Laws/Statutes/2021/Chapter427. The purpose of the TD Program is to provide transportation to those persons who because of physical or mental disability, income status, or age are unable to transport themselves or to purchase transportation and are, therefore, dependent upon others to obtain access to health care, employment, education, shopping, social activities, or other life-sustaining activities, or children who are handicapped or high-risk or at-risk as defined in s.411.201, https://www.flsenate.gov/Laws/Statutes/2026/Chapter411/All . (Attachment 2 - Chapter 427, Florida Statutes and Attachment 3 – Section 411.201, Florida Statutes). In 1989, the Florida Legislature amended Chapter 427, Florida Statutes (FS) and in 1990, provided guidelines for the Transportation Disadvantaged Program, which is outlined in https://flrules.org/, Florida Administrative Code (FAC). The creation of an independent Commission for the Transportation Disadvantaged with expanded membership, powers and duties and responsibility for administration of the State's first trust fund was one of the achievements. (Attachment 4 - Rule 41-2, Florida Administrative Code) https://flrules.org/gateway/ChapterHome.asp?Chapter=41-2. Since the legislative changes and reenactment of the Transportation Disadvantaged Program in 1989 and its expansion at the state and local levels, the implementation of coordinated transportation is accomplished through the following steps:

The Commission delegates the functions of transportation disadvantaged planning to the Designated Official Planning Agency, the Ocala Marion Transportation Planning Organization (TPO) staff. The TPO provides staff support to an appointed Transportation Disadvantaged Coordinating Board. The Transportation Disadvantaged Local Coordinating Board (TDLCB) was established to provide information, advice, and direction to the Community Transportation Coordinator (CTC) relative to the coordination of transportation services. The Board evaluates services, funding applications, coordination strategies of service provisions, and multi-county and regional opportunities. The CTC is responsible for ensuring that coordinated transportation services are provided to serve the transportation disadvantaged population in a designated service area.

3.3 Florida Commission for the Transportation Disadvantaged

The Florida Commission for the Transportation Disadvantaged (CTD) is the state agency responsible for administering the Transportation Disadvantaged Program. The Commission establishes statewide policies, oversees the designation of Community Transportation Coordinators, monitors program performance, and executes Memoranda of Agreement with designated CTC’s.

3.4 Ocala Marion Transportation Planning Organization

The Ocala Marion Transportation Planning Organization (TPO) serves as the DOPA for the Transportation Disadvantaged Program in Marion County. In this role, the TPO is responsible for administering the local CTC designation process, providing staff support to the Transportation Disadvantaged Local Coordinating Board (TDLCB), monitoring program performance, and recommending a qualified Community Transportation Coordinator to the Florida Commission for the Transportation Disadvantaged.

3.5 Transportation Disadvantaged Local Coordinating Board

https://www.flsenate.gov/Laws/Statutes/2021/Chapter427 https://www.flsenate.gov/Laws/Statutes/2026/Chapter411/All https://flrules.org/ https://flrules.org/gateway/ChapterHome.asp?Chapter=41-2

Request for Proposals August 5, 2026 Page 10 of 26

The Transportation Disadvantaged Local Coordinating Board (TDLCB) serves in an advisory capacity to the TPO. The Board identifies local transportation needs, reviews service performance, and recommends a qualified Community Transportation Coordinator to the TPO Board following the evaluation process.

Request for Proposals August 5, 2026 Page 11 of 26

SECTION 4

SCOPE OF SERVICES

4.1 General

This establishes the minimum scope of services to be provided by the Community Transportation Coordinator (CTC) designated by the Florida Commission for the Transportation Disadvantaged (CTD) for Marion County, Florida.

The successful proposer shall serve as the designated Community Transportation Coordinator (CTC) for Marion County and shall provide or coordinate transportation services for eligible Transportation Disadvantaged individuals in accordance with Chapter 427, Florida Statutes, Rule 41-2, Florida Administrative Code, the Transportation Disadvantaged Service Plan (TDSP), the Memorandum of Agreement (MOA) (Attachment 1-CTD Memorandum of Agreement Template), and all applicable federal and state requirements.

The CTC shall function as the single point of coordination for Transportation Disadvantaged services within Marion County. The CTC shall provide or coordinate the use of vehicles that are safe, reliable, clean, properly maintained, and suitable for the transportation needs of eligible passengers. The CTC shall ensure that transportation services are delivered in a manner that promotes customer satisfaction and continuous improvement.

4.2 General Responsibilities

The CTC shall:

• Enter into a Memorandum of Agreement (MOA) with the Florida Commission for the Transportation Disadvantaged

(CTD). This will be a four and one half (4.5) years contract, subject to annual review and evaluation. The MOA shall be signed prior to initiation of transportation service by the designated CTC.

• Coordinate all Transportation Disadvantaged services within Marion County.

• Administer the Transportation Disadvantaged Program in accordance with applicable laws and regulations.

• Ensure uninterrupted transportation services throughout the contract period.

• Develop and maintain policies and procedures necessary for program administration.

• Provide transportation that is safe, efficient, reliable, accessible, and cost-effective.

• Administer transportation services in accordance with the Transportation Disadvantaged Service Plan (TDSP).

• Coordinate with the Transportation Disadvantaged Local Coordinating Board (TDLCB), the TPO, purchasing agencies, subcontractors, and community stakeholders.

• Maintain adequate staffing, facilities, vehicles, technology, and financial resources.

• Comply with all reporting requirements established by the TPO, CTD, FDOT, and funding agencies.

• Comply with the audit and record keeping requirements as outlined in the CTD’s Memorandum of Agreement. Records shall be maintained for a minimum of five (5) years after the termination of agreement and shall be readily available for review and reasonable notice.

• Execute, administer and monitor the performance of all subcontractors and agreements.

• Ensure compliance with insurance and safety requirements.

• Maintain procurement records.

• Administer grant funds responsibly.

• Maintain an accounting system in accordance with model standard accounting procedures designated by the CTD. The

CTD’s current policy is "Transportation Accounting Consortium Model Uniform Accounting Systems for Rural and Specialized Transportation Providers.” Comply with all Federal and State Statutes, Rules and Regulations pertaining to transportation and transit.

• Implement a Federal and State acceptable drug and alcohol testing program for employees that meet the requirements of specifically, Chapter 427, Florida Statutes, Rule 41-2, Florida Administrative Code, and all applicable federal and state laws.

• Establish a safety and security program which meets the minimum transportation operational requirements as set forth in Section 341.061, Florida Statutes, and Chapter 14-90, F.A.C or newer.

• Assure compliance with applicable Equal Employment Opportunity, Section 504 Federal Regulations, Americans with Disabilities Act, Title VI, and Civil Rights requirements. Additionally, the CTC agrees to comply with all other applicable federal, state, or local laws, or adopted policies of the TD program.

• Comply with all service standards and requirements concerning drivers, vehicles, and delivery of service as directed by the CTD and outlined in the Memorandum of Agreement.

• Coordinate transportation services among all participating transportation operators and purchasing agencies to maximize efficiency, reduce duplication of services, and improve mobility for eligible passengers. Coordinate the delivery of transportation services which meet the transportation needs identified in the Transportation Disadvantaged Service Plan (TDSP).

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• The CTC shall prepare a TDSP in collaboration with the Designated Official Planning Agency (Ocala Marion TPO) for the TDLCB’s review which provides information needed by the TDLCB to continually review and assess TD needs for the service area.

• The TDSP must be completed no later than 120 calendar days after the CTD officially designates the CTC. Thereafter the TDSP shall be updated annually.

• Attend all TDLCB meetings and subcommittee meetings/events as required to provide information, answer questions and respond to individual or agency complaints about service.

• Unless otherwise authorized by the CTD, the CTC shall maintain a local manager in the service area who is authorized to make all day-to-day decisions on operations.

• Maximize the use of available school buses and public transit, in accordance with the TDSP.

• Execute uniform contracts for service using a standard contract, which includes performance standards for operators.

• Annually review all transportation operator contracts.

• In cooperation with a functioning TDLCB, review all applications for local government, federal and state TD funds, and develop cost-effective coordination strategies.

• With the TDLCB and pursuant to criteria developed by the CTD, establish trip priorities with regard to trips purchased with TD Trust Funds.

• The CTC will be responsible for screening applicants for trips provided with TD Trust Funds.

• Maintain client eligibility to ensure that transportation is provided according to the sponsoring agency’s criteria.

• Provide reservation services. The CTC will acquire and maintain the necessary software, hardware, and databases to perform this task.

• Acquire and maintain the necessary software, hardware, and databases to perform the necessary tasks for program administration..

• The CTC shall also be responsible for assigning trips to the contracted operators.

• Responsible for monitoring the transportation system to ensure that service to the clients is provided in a safe, reliable, efficient, accessible, and cost-effective manner, investigating any problems and issues that arise and providing customer service (information, complaints, and commendations). All complaints shall be documented, reported, investigated, and resolved in accordance with written procedures.

• Ensure drivers complete pre-trip and post-trip inspections for each vehicle. Deficiencies affecting safety shall be corrected before the vehicle is returned to service. Implement a documented preventive maintenance program.

• Establish quality assurance procedures to monitor service delivery, identify deficiencies, implement corrective actions, and improve overall performance throughout the contract term.

The CTC shall undergo an annual evaluation conducted by the TDLCB to assess the CTC’s performance in general under the CTD guidelines and the TDLCB. The evaluation tools used by the TDLCB to assess the CTC’s performance include modules from the “Quality Assurance and Performance Evaluation (QAPE), Evaluation Workbook for CTC” and a review of the success of the CTC in fulfilling the goals and objectives adopted by the TDLCB in the Transportation Disadvantaged Service Plan (TDSP). During the fifth year, the Ocala Marion Transportation Planning Organization (TPO) will initiate a competitive procurement process as required by statute or rule.

The CTC shall incorporate the Ocala Marion Transportation Disadvantaged Local Coordinating Board’s Grievance Policy and Procedures into its administrative procedures. The CTC shall be responsible for the monitoring and reporting of complaints, grievances, and commendations.

The CTC shall identify and record the following items on a monthly basis. A report of these items must be made to the TDLCB quarterly. This report shall , at a minimum contain:

• Trip count summary

• Number of accidents and road calls

• Denials

• No Shows

• Payments to Operators

• Complaints and Compliments

The TDLCB or TPO may request additional data as needed.

The CTC shall maintain sufficient office staff to perform all required administrative activities. The CTC shall ensure that the facility meets all local, state, and federal housing code and other requirements. The CTC shall integrate the use of fixed-route public transit, when possible and cost-effective, into the transportation disadvantaged service.

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The CTC shall pay contracted operators for all authorized, completed trips in accordance with s.287.0585. (Attachment 5- Section 287.0585, Florida Statutes.)

If selected, the proposer shall develop and implement a comprehensive Transition Plan to ensure uninterrupted transportation services during the transition from the incumbent provider.

SECTION 5

PERFORMANCE STANDARDS

5.1 Purpose

The Community Transportation Coordinator (CTC) shall provide safe, reliable, efficient, customer-focused, and cost-effective transportation services that meet or exceed the performance standards established by the Ocala Marion Transportation Planning Organization (TPO), the Transportation Disadvantaged Local Coordinating Board (TDLCB), the Florida Commission for the Transportation Disadvantaged (CTD), and applicable federal and state laws.

The performance standards contained herein establish the minimum acceptable level of service. The TPO reserves the right to revise these standards during the contract term, subject to applicable law and the terms of the contract.

5.2 General Performance Requirements

The CTC shall:

• Operate in accordance with Chapter 427, Florida Statutes, Rule 41-2, Florida Administrative Code, and all applicable federal and state laws.

• Meet all performance measures established by the TPO and CTD.

• Ensure uninterrupted transportation services throughout the contract term.

• Maintain adequate staffing, equipment, and technology.

• Continuously monitor and improve service quality.

• Cooperate fully with performance reviews, audits, inspections, and monitoring activities.

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SECTION 6

SUBMISSION REQUIREMENTS

6.1 Proposal Due Date

Proposals shall be received no later than:

Late proposals will not be accepted.

Date: ____10/12/2026______ Time: ______3:00 PM______

6.2 Delivery Address

All proposals will be submitted online under the public RFP on Marion County Procurement Services E-Platform found at https://marionfl.bonfirehub.com/portal/?tab=openOpportunities.

DO NOT OPEN BEFORE OFFICIAL OPENING

6.3 Proposal Withdrawal

A proposer may withdraw a proposal in the E-Platform https://marionfl.bonfirehub.com/portal/?tab=openOpportunities.

Request for Proposals August 5, 2026 Page 15 of 26

SECTION 7

PROPOSAL REQUIREMENTS

7.1 General Requirements

Provide a plan describing how the CTC will provide the coordination and delivery of coordinated transportation services to meet the transportation-disadvantaged needs in the specified service area. If the proposer is currently or previously under contract as a Community Transportation Coordinator (CTC) or contracts to perform CTC services as CTC and/or operator, provide copies of the most recent approved evaluations performed by the CTD and the Local Coordinating Board.

Proposals shall be complete, concise, and organized in the order prescribed in this Request for Proposals (RFP). The proposal shall demonstrate the proposer's understanding of the Transportation Disadvantaged Program, organizational qualifications, technical capabilities, financial stability, and ability to successfully perform the duties of the Community Transportation Coordinator (CTC).

The proposal shall constitute a binding offer for a period of 180 calendar days from the proposal due date.

The proposer shall be solely responsible for all costs incurred in preparing and submitting a proposal.

7.2 Proposal Organization

To facilitate a fair and consistent evaluation, proposals shall be organized in the following order:

Failure to provide required information may result in the proposal being determined non-responsive.

Tab 1 Cover Letter

The Cover Letter shall:

• Be signed by an individual authorized to bind the organization.

• Identify the legal name of the proposer.

• Identify the primary contact person.

• Include the proposer's business address, telephone number, and email address.

• Certify that the proposal is valid for 180 days.

• Acknowledge receipt of all addenda.

TAB REQUIRED INFORMATION

1 Cover Letter 2 Organizational Qualifications 3 Experience and Past Performance 4 Technical Approach and Service Delivery 5 Operations Plan 6 Safety and Risk Management Plan 7 Transition Plan 8 Financial Information 9 Required Forms and Certifications 10 Attachments (Optional)

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Tab 2 Organizational Qualifications

Describe:

• Organizational structure and chart.

• Legal structure.

• Key personnel and staffing. Shall maintain sufficient office staff to perform all required administrative duties.

• Resumes of resident manager and administrative, management and other supervisory personnel.

• Fleet Management

• Driver supervision. .

• Quality assurance and quality improvement plan.

• Complaint resolution. Describe how complaints/commendations will be monitored and reported.

• Licenses and certifications.

Tab 3 Experience and Past Performance

• References. Provide a list of three (3) service programs that can verify the proposer’s experience. Include contact names, mailing addresses, email addresses, telephone numbers.

• Provide three (3) letters of recommendation-current clients.

• Contract values.

• Years of experience.

• Performance outcomes.

• Insurance information. Provide proof of compliance with the minimum liability insurance requirement of two hundred thousand dollars ($200,000) per person and three hundred thousand dollars ($300,000) per incident.

• Describe how the proposer has satisfied and will continue to satisfy provisions of equal Employment Opportunity, Section 504 Federal Regulations, Americans with Disabilities Act, Title VI, 29 CFR 655 drug and alcohol testing, Rule 14-90 Florida Administrative Code safety and insurance requirements (Attachment 6 – Rule 14-90, Florida Administrative Code) https://flrules.org/gateway/ChapterHome.asp?Chapter=14-90.

Tab 4 Technical Approach and Service Delivery

Describe the approach for how the proposer will perform all required services, including (but not limited to):

• Transportation coordination.

• Meet TDSP requirements.

• Service delivery. Describe how no-shows, cancellations and trip denials will be monitored and reported

• Reservations and training. Describe firm’s program for sensitivity training of administrative, office and call in-take personnel in transportation of elderly, disabled, and other disadvantaged persons.

• Reporting.

• Performance monitoring.

• Contract administration.

• Coordinate with purchasing agencies and subcontractors. Describe key personnel’s familiarity with purchasing agencies’ program requirements.

• Continuous improvement.

Tab 5 – Operations Plan

Include approach (but not limited) to:

• Reservations and scheduling.

• Describe the procedure used in the event of vehicle breakdown or no-show driver to operate on time and as scheduled.

• Dispatch.

• Vehicle assignment. Provide proposed fleet (vehicle type, capacity, accessibility, year) at service start-up. Include a statement concerning the ability to acquire additional capital equipment as may be required to provide this service.

• Driver management and training.

• Evaluation of employee performance, including drivers.

• Quality assurance.

• Customer service. Describe the procedure for providing customer service.

https://flrules.org/gateway/ChapterHome.asp?Chapter=14-90

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• Emergency operations.

• Procedure used from the time a call/request for a trip is received through reconciliation of billing. This shall include, but not limited to handling of call, client eligibility, operator assignment, establishing driver routing sheets, recording actual trips provided by agency and preparation of an invoice. Indicate the computer software that will be used to perform these tasks and provide examples of manifests, invoices, etc.

• Operational ability. The CTC will be required to obtain input from the users of the system. Describe the plan to achieve this, and how this input will be used.

Tab 6 – Safety and Risk Management

Provide the approach to safety and risk management including (but not limited) to:

• Development of a System Safety Program Plan detailing its policies, objectives, responsibilities, and procedures against injuries or damage in accordance with Rule Chapter 14-90.004 Bus Transit System Operational Standards.

• Risk assessment.

• Vehicle maintenance. Describe maintenance schedules for daily checks, weekly and monthly checks and scheduled preventative maintenance schedules. Demonstrate adherence to schedules

• Vehicle Safety. Demonstrate ability to comply with vehicle operational safety requirements of Section 341.061, Florida

Statutes.

• Accident investigation.

• Drug and alcohol program.

• Emergency preparedness.

• Business Continuity Plan (COOP).

Tab 7 Transition Plan

Provide a detailed implementation plan describing how the proposer will assume responsibilities as the Community Transportation Coordinator without interruption of service. Each proposer must provide a Transition Plan describing the process and schedule to ensure a smooth changeover. Each activity listed in the Transition Plan must include a description of the task, a scheduled start date, and a scheduled completion date. Indicate the capital resources and time required for initiating the start-up.

Consideration may be given to local employees that are experienced and are familiar with the area.

The plan shall include (but not limited to):

• Transition schedule/timeline.

• Staffing transition and training.

• Fleet deployment.

• Technology implementation.

• Records transfer.

• Purchasing agency coordination.

• Public communication.

• Risk mitigation.

• Contingency planning.

Tab 8 Financial Information

Provide:

• The most recent financial audit by a certified public accountant.

• Organizational budget.

• Evidence of financial capacity.

• Pending litigation affecting financial condition.

• Bankruptcy disclosures.

• Fare Proposal.

• If additional funds are needed explain where this funding will come from

• Explain how the local match for trips funded by the Transportation Disadvantaged Trust Fund will be funded.

• Describe how your organization will provide funding for vehicles (vehicle expansion, replacement) and other capital purchases.

• Demonstrate experience of managing grants and contracts.

• Rate Calculations. Provide completed worksheets of the Florida Commission for the Transportation Disadvantaged

Standardized Rate Calculation Model to estimate the rates and rate structure for service delivery.

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Tab 9 – Required Forms and Certifications

Include all completed forms required by this RFP, including:

• Proposal Certification.

• Conflict of Interest Disclosure.

• Non-Collusion Affidavit.

• Drug-Free Workplace Certification.

• Public Entity Crimes Certification.

• Debarment and Suspension Certification.

• E-Verify Compliance (if applicable).

• Addenda Acknowledgment.

• Insurance Certification.

SECTION 8

INSURANCE REQUIREMENTS

8.1 Coverage

Commercial General Liability ($200,000 each person) ($300,000 each incident)

8.2 Subcontractors

The CTC shall require all subcontractors to maintain insurance meeting or exceeding the minimum requirements.

8.3 Additional Insureds

The Florida Commission for the Transportation Disadvantaged, and Marion County, as applicable, shall be named as Additional Insureds on the Commercial General Liability and Automobile Liability policies.

8.4 Notice of Cancellation

Insurance shall be maintained throughout the term of the contract. Any cancellation, non-renewal, or material reduction in coverage shall require at least thirty (30) days' prior written notice to the TPO and TDLCB.

SECTION 9

REPORTING REQUIREMENTS

9.1 General

The CTC shall submit complete, accurate, and timely reports as required by the TPO, the CTD, FDOT, and applicable funding agencies.

Failure to submit required reports may be considered a contract performance deficiency.

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9.2 Monthly Reports

Monthly reports shall include, at a minimum:

• Passenger trips by funding source.

• Passenger trips by trip purpose.

• Revenue miles.

• Revenue hours.

• Vehicle utilization.

• Driver staffing.

• Complaints and commendations.

• Accidents and incidents.

• On-time performance.

• Missed trips.

• Trip denials.

• Call center statistics.

• Preventive maintenance status.

9.3 Quarterly Reports

Quarterly reports shall include:

• Performance measure summary.

• Financial summary.

• Safety performance.

• Customer service summary.

• Corrective action status.

• Fleet condition.

• Technology updates.

• Subcontractor performance.

• Risk management activities.

9.4 Annual Reports

The CTC shall prepare and submit all required annual reports, including:

• Annual Operating Report (AOR).

• Annual performance evaluation data.

• Annual customer satisfaction survey results.

• Financial statements.

• Insurance certifications.

• Fleet inventory.

• Driver training records.

• Safety program review.

9.5 Special Reports

The CTC will describe agency/firm’s accounting, invoicing and reporting procedures that are to be used to meet the reporting requirements of the Annual Operating Report to Florida Commission for the Transportation Disadvantaged. The CTC shall provide additional reports requested by the TPO, TDLCB, CTD, FDOT, or funding agencies within the timeframe specified in the request.

Recent reported funding for the current CTC can be found in the Fiscal Year (FY) 2025 (July 1, 2024 – June 30, 2025) Annual Operating Report (AOR) for Marion County. (Attachment 7 -Marion County CTC FY 2025 AOR).

9.6 Record Retention

All records supporting required reports shall be maintained for a minimum of five (5) years after contract completion, or longer if required by law, grant conditions, audit requirements, or litigation holds.

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SECTION 10

FEDERAL, STATE AND LOCAL CONTRACT PROVISIONS

The successful proposer shall comply with all applicable laws, regulations, policies, and guidance in effect at the time of contract execution, including but not limited to the following.

10.1 Federal Requirements

• Federal Transit Administration (FTA) regulations.

• Americans with Disabilities Act (ADA).

• Civil Rights Act of 1964 (Title VI).

• Rehabilitation Act of 1973 (Section 504).

• 49 CFR Parts 37 and 38.

• Drug-Free Workplace Act.

• Byrd Anti-Lobbying Amendment.

• Debarment and Suspension requirements.

• Equal Employment Opportunity requirements.

• Uniform Administrative Requirements (2 CFR Part 200), as applicable.

• Records retention and audit requirements.

10.2 State Requirements

• Chapter 427, Florida Statutes.

• Rule 41-2, Florida Administrative Code.

• Florida Public Records Act (Chapter 119, Florida Statutes).

• Florida Government in the Sunshine Law.

• Florida Prompt Payment Act.

• Chapter 287, Florida Statutes (Procurement).

• Section 448.095, Florida Statutes (E-Verify).

• Florida public entity crime restrictions.

• Florida ethics laws.

• Applicable Florida Department of Transportation (FDOT) guidance.

• Florida Commission of the Transportation Disadvantaged policies, standards, and operating procedures.

10.3 Civil Rights Compliance

The CTC shall not discriminate on the basis of:

• Race.

• Color.

• National origin.

• Sex.

• Age.

• Disability.

• Religion.

• Veteran status.

• Any other protected classification under applicable law.

10.4 Florida Commission for the Transportation Disadvantaged

The CTC shall comply with:

• Commission Policies.

• Commission Procedures.

• Annual Operating Report requirements.

• Performance Evaluation requirements.

• TDSP requirements.

• Designated Official Planning Agency (DOPA)

• Purchasing Agency Operating Guidelines.

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10.5 Local Requirements

The CTC shall comply with all applicable:

• TPO policies.

• Marion County ordinances.

• Local emergency management requirements.

• Purchasing Agency requirements.

• Applicable interlocal agreements.

10.6 Audit and Inspection

The CTC shall permit representatives of the TPO, FDOT, CTD, FTA, state and federal auditors, and other authorized agencies to inspect records, facilities, equipment, and operations related to the contract.

10.7 Incorporation by Reference

All applicable federal and state requirements are incorporated into this Agreement by reference whether specifically listed herein or not.

SECTION 11

EVALUATION CRITERIA AND SELECTION PROCESS

11.1 Purpose

The purpose of the evaluation process is to identify the proposer whose qualifications, experience, technical approach, operational capabilities, financial stability, and proposed services provide the greatest overall value to the Transportation Disadvantaged Program and the residents of Marion County.

The Ocala Marion Transportation Planning Organization (TPO) will conduct the evaluation in a fair, objective, transparent, and competitive manner using only the criteria published in this Request for Proposals (RFP).

The successful proposer shall be the proposer determined to provide the best overall value based on the evaluation criteria.

11.2 Evaluation Process

This evaluation process is intended to be fair, transparent, competitive, and conducted in accordance with Chapter 427, Florida Statutes; Rule 41-2, Florida Administrative Code; applicable federal regulations; and TPO procurement policies.

Phase 1 – Administrative Review

The Procurement Administrator shall review each proposal to determine whether it:

• Was received by the required deadline.

• Contains all required forms and certifications.

• Is signed by an authorized representative.

• Meets the minimum qualifications.

• Is responsive to the requirements of the RFP.

Only responsive proposals will advance to technical evaluation.

Phase 2 – Individual Technical Evaluation

Each Evaluation Committee member shall independently review and score each responsive proposal using the published evaluation criteria.

Committee members shall not discuss proposals with one another until all individual evaluations have been completed and submitted.

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Phase 3 – Consensus Meeting

The Evaluation Committee shall convene in a publicly noticed meeting to discuss proposals and establish consensus scores.

• Proposal strengths and weaknesses.

• Review reference information.

• Consider clarifications received.

• Establish final consensus scores.

• Recommend rankings.

Committee members may revise their individual scores based upon information discussed during the meeting; however, no member shall be required to change his or her score.

Phase 5 – Reference Verification

The TPO reserves the right to verify references, review past performance, and obtain additional information from current or previous clients.

Phase 6 – Final Ranking

Final scores shall be tabulated.

The Evaluation Committee shall prepare a written recommendation ranking proposers from highest to lowest score.

The recommendation shall be forwarded to the Transportation Disadvantaged Local Coordinating Board (TDLCB) and the Ocala Marion TPO Board for approval.

11.3 Evaluation Criteria

Each proposal will be evaluated using the following 100-point system.

Evaluation Category Maximum Points Organizational Qualifications 40 Experience and Past Performance 50 Technical Approach and Service Delivery 50 Safety, Risk Management and Regulatory Compliance 40 Financial Capacity 40 Transition Plan 40 Operations Plan 40 Fleet, Facilities, and Technology 30 Local Knowledge, Partnership and Innovation 30 Management Staff and Key Personnel 40 Total Possible Points 400

11.4 Detailed Evaluation Criteria

A. Organizational Qualifications (40 Points)

The Evaluation Committee shall evaluate the overall qualifications, organizational capacity, and ability of the Proposer to successfully perform the services required under this Contract.

Evaluation will consider:

• Demonstrated organizational stability.

• Adequacy of resources.

• Capacity to perform the scope of work.

• Organizational structure supporting efficient operations.

• Compliance history.

• Overall qualifications of the organization.

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B. Experience and Past Performance (50…