A&E Final.pdf

Tompkins Consolidated Area Transit, Inc.

Request for Proposals (RFP)

Architectural and Engineering/Indefinite Delivery Indefinite Quantity (IDIQ) RFP 2026-07

Issued By:

Tompkins Consolidated Area Transit, Inc.

737 Willow Avenue, Ithaca, NY 14850 Attn: Danielle Hudson-Thomas Tel: 607-277-9388, x1550 Email:dhudson@tcatmail.com

RFP released: June 26, 2026

June 26, 2026

Subject: Request for Proposals – Architecture & Engineering (A&E) Services

Dear Prospective Proposer, Tompkins Consolidated Area Transit, Inc. (TCAT) is issuing this Request for Proposals (RFP) to solicit responses from qualified firms to provide professional Architecture and Engineering (A&E) services. The intent of this RFP is to establish a relationship with a firm capable of supporting TCAT in the planning, design, engineering, and execution of multiple facility improvement and replacement projects. TCAT will make an award based on qualifications, technical merit, and overall project approach, in accordance with the Brooks Act Qualifications-Based Selection (QBS) process. This procurement is federally funded and subject to all applicable Federal Transit Administration (FTA) requirements, including compliance with FTA Circular 4220.1G and 2 CFR Part 200.

Key Information

1. Contract Term: Three (3) years, with up to two (2) one-year renewal options at TCAT’s sole discretion.

2. Submission Deadline: July 27 by 4:00 PM EST

3. Submission Method: Email to procurement@tcatmail.com with subject line: “Proposal Submission – A&E Services”

4. Pre-Proposal Meeting: To be held virtually via Microsoft Teams (details will be posted on https://tcatbus.com/home/doing-business-with-tcat/)

5. Primary Contact: Danielle Hudson-Thomas, Procurement and Finance Coordinator — dhudson@tcatmail.com

We appreciate your interest in partnering with TCAT and look forward to reviewing your proposal.

Sincerely, Danielle Hudson-Thomas https://tcatbus.com/home/doing-business-with-tcat/ Susan Brock Use the RFP’s name under the “Subject” line

Revise submission deadline of 3/23/26?

Event Date Details RFP Release Date June 26, RFP published and made available to vendors

Pre-Bid Meeting July 2, 2026, at 2pm

Vendors can attend a briefing/Q&A session.

Link would be posted on the website.

Deadline for Written Questions

July 8, 2026 Vendors must submit clarification questions by this date

Responses to Questions / Addendum Issued

July 13, TCAT posts answers and any amendments to the

RFP

Proposal Submission Deadline

July 27, Proposals must be received by this date

TABLE OF CONTENTS

GLOSSARY OF TERMS

SECTION 1

INTRODUCTION

Introduction

SECTION 2

INSTRUCTION TO PROPOSERS

Downloading the RFP and Submission of Proposals

Exceptions, Omissions and Interpretations

Rejection of Proposals

Proposal Withdrawal or Revision

Type of Contract

Proposal Requirements

Deadline

Questions and Requests for Clarification

Addenda

Confidential or Proprietary Information

Contract Award

Non-Collusion Affidavit

Economy of Preparation

Clarifications

Best and Final Offers

New York State Certifications and Compliance

Protest Procedures

Submittal Requirements

Modification of Proposals

SECTION 3

INFORMATION REQUIRED FROM PROPOSERS

Project Understanding

Management Summary

Work Plan

Relevant Experience

Key Personnel

Technical Capabilities and Specialized Expertise

Project Approach and Quality Assurance

Cost Proposal

SECTION 4

EVALUATION AND SELECTION

Technical Approach and Work Plan

Project Understanding

Relevant Experience

Key Personnel and Qualifications

Project Management and Quality Assurance

Cost Proposal

Interviews

SECTION 5

SCOPE OF WORK

Overview

Anticipated Professional Services

Anticipated Projects

SECTION 6

SPECIAL PROVISIONS

Contract Award

Expenses & Invoicing

Selection Procedure

Proposers Acknowledgement

Incorporation of Proposer’s Proposal

Insurance Requirements

Interest of Members of TCAT

Interest of Other Local Public Officials and State Officials

Interest of Members, Or Delegates to Congress

Interest of the Proposer

Authority to Enter Contract

Authorization of Proposal

Subcontract Approval

Cost/Price Analysis

Pricing

Prompt Payment

Additional Services Request

RFP/Proposed Contract Alterations

Publication and Media Restrictions

Gratuities and Kickbacks

No Contingency Fees

Non-Discrimination

Licensing and Permits

Right to Employ Other Contractors

Contract Amendments/Modifications/Change Orders

Tax Exemption

Attorney Fees

Ineligible Contractors and Subcontractors

APPENDIX A

Sample Service Agreement

APPENDIX B

Certification Checklist

APPENDIX C

Federal and State Clauses

APPENDIX D

Insurance Requirements

Glossary of Terms

Administrative Office Space — Areas within TCAT’s facility used for management, operations, planning, and administrative staff functions.

Articulated Bus — A 60-ft transit bus with a pivoting joint, requiring specialized storage, circulation, and maintenance accommodations.

Asset Rehabilitation — Repair or replacement of aging facility components to restore functionality and extend useful life.

Battery-Electric Bus (BEB) Charging Infrastructure — Electrical systems, equipment, and site design elements required to support charging for a fleet of 55+ battery-electric buses.

Bus Storage and Circulation — Space planning and traffic flow design for safe parking, maneuvering, and dispatch of transit vehicles

Conceptual Design (30% Design) — Early design phase including preliminary layouts, feasibility, and major system concepts.

Concrete Demolition — Removal of existing concrete structures (e.g., in-ground lifts, garage floor sections) to prepare for replacement.

Construction Documents (100% Design) — Final, sealed drawings and specifications used for permitting, bidding, and construction.

Cost Estimate — Quantitative projection of project costs, including materials, labor, and contingencies.

Drainage Issues — Water intrusion or improper runoff affecting roof systems, subgrade, or facility integrity.

Driver’s Lounge — Dedicated space for operators to rest, prepare for shifts, and access dispatch functions.

Environmental Mitigation — Measures to address environmental impacts identified during planning or NEPA review.

Existing Facility Evaluation — Assessment of TCAT’s 1992 office-garage building to determine deficiencies and replacement needs.

Easement and Property Acquisition — Securing legal rights or ownership for land needed for a new facility.

Feasibility Study — Analysis of alternative facility options (new construction, repurposing, etc.)

to determine the most cost-effective approach.

Flood Zone Considerations — Evaluation of risks and regulatory constraints due to the current facility’s location in a flood zone.

Facility Replacement Planning — Long-range planning to design and site a new TCAT operations and maintenance facility.

Garage Floor Repaving — Replacement of deteriorated concrete flooring to improve safety, cleanliness, and vehicle maintenance conditions.

Geotechnical Investigation — Subsurface analysis to determine soil conditions, bearing capacity, and suitability for new construction or heavy vehicle loads.

HVAC System Replacement — Evaluation and redesign of heating, ventilation, and air conditioning systems to address failures and add cooling to the shop.

Hazardous Materials Considerations — Identification and management of materials that may be encountered during demolition or renovation.

Independent Cost Estimate (ICE) — A federally required cost estimate prepared prior to receiving bids to ensure price reasonableness.

In-Ground Bus Lift — A lift system embedded in the shop floor used for heavy-duty bus maintenance.

Landscape Architecture — Design of exterior site elements such as grading, drainage, vegetation, and pedestrian circulation.

Lift Removal and Installation — Engineering and construction tasks required to replace aging in-ground bus lifts.

Mechanical, Electrical, and Plumbing (MEP) Systems — Building systems supporting heating, cooling, power distribution, lighting, and water supply.

Moisture Intrusion — Water penetration into building systems, often associated with roof deterioration.

NEPA (National Environmental Policy Act) — Federal environmental review process required for projects using FTA funds.

Permitting — Obtaining approvals from local, state, or federal agencies for construction activities.

Project Management Plan (PMP) — Document outlining project scope, schedule, roles, risks, and quality controls.

Project Needs Assessment — Evaluation of operational, spatial, and functional requirements to guide design decisions.

Quality Assurance Plan (QAP) — Framework for ensuring design and construction meet required standards and specifications.

Roof Replacement — Evaluation and redesign of TCAT’s aging roof system to address leaks, structural issues, and drainage failures.

Relocation Planning — Temporary movement of staff, buses, or operations during construction or renovation.

Site Selection Analysis — Evaluation of potential locations for a new TCAT facility based on size, access, zoning, utilities, and environmental constraints.

Structural Engineering — Design and analysis of building components that support loads and ensure stability.

Subgrade Conditions — Soil and material conditions beneath pavement or concrete slabs affecting design and durability.

Temporary Bus Storage and Dispatch Planning — Operational planning required to maintain service during construction projects affecting the garage.

Transit Operations Requirements — Facility and design needs specific to supporting bus service delivery.

Useful Life — Expected operational lifespan of facility components before replacement or major rehabilitation is required.

PART I

INTRODUCTION

I-1 Purpose

Tompkins Consolidated Area Transit, Inc. (TCAT) is seeking written proposals from experienced and qualified firms to provide comprehensive Architecture and Engineering (A&E) services in support of multiple facility improvement, rehabilitation, and replacement projects.

TCAT intends to contract with an A&E firm capable of supporting the planning, design, engineering, and execution of projects related to its aging 1992 office-garage facility, including new facility planning, structural and systems evaluations, and major capital upgrades. The initial contract term will be three (3) years, with up to two (2) optional one-year renewals at TCAT’s sole discretion.

The selected firm will be expected to provide the full range of services described in Part V – Scope of Work.

I-2 Organizational Overview

TCAT employs approximately 130 full-time and part-time employees across operations, maintenance, and administrative departments. TCAT provides fixed-route public transportation services throughout Tompkins County and is committed to maintaining safe, reliable, and efficient transit operations.

I-3 Operational Context

TCAT operates a fleet of approximately 55 fixed-route buses. TCAT’s single combined office-garage facility in Ithaca, NY includes administrative offices, maintenance bays, operations areas, and a bus storage yard.

The facility, constructed in 1992, is experiencing significant aging, capacity constraints, and infrastructure deterioration. These limitations affect TCAT’s ability to support current service levels, accommodate future fleet growth, and transition to battery-electric buses.

I-4 Purpose of this RFP

This Request for Proposals (RFP) is issued to ensure TCAT secures the most qualified A&E partner to support the planning, design, and execution of critical facility projects. These projects include new facility planning, roof replacement, HVAC system upgrades, garage floor repaving, driver’s lounge remodeling, and replacement of in-ground bus lifts.

The intent of this procurement is to obtain cost-effective, technically sound, and federally compliant A&E services that will enable TCAT to maintain safe operations, improve working conditions, and plan for long-term facility needs.

PART II

INSTRUCTIONS TO PROPOSERS

II-1. Downloading the RFP and Submission of Proposals

The RFP documents will be posted on TCAT’s website under the “Doing Business with TCAT” tab: https://tcatbus.com/home/doing-business-with-tcat/

It is the sole responsibility of each Proposer to check the website frequently for addenda, clarifications, or updated instructions.

All Proposals must be submitted electronically by email to:

procurement@tcatmail.com Subject line: “Proposal Submission – A&E Services”

Proposals must be received no later than the deadline listed in the Schedule of Events. Late submissions will not be considered.

II-2. Exceptions, Omissions, and Interpretations

Proposers must promptly notify TCAT of any conflicts, errors, or omissions discovered in this RFP. Requests for interpretation must be submitted in writing.

If a Proposer takes exception to any requirement, the Proposal must clearly identify and justify the exception, supported with legal rationale or other evidence demonstrating that the deviation provides equal or better value and will provide all required A&E services without additional cost or delay.

Failure to note exceptions may be interpreted as full acceptance of all requirements. TCAT reserves the right to reject any Proposal that takes material exception to the terms, conditions, or specifications of this RFP.

II-3. Rejection of Proposals

TCAT reserves the right to reject any or all Proposals, to waive minor informalities, and to accept the Proposal(s) deemed most advantageous to TCAT, consistent with applicable law and federal requirements.

Incomplete, conditional, or non-responsive Proposals shall be rejected.

II-4. Proposal Withdrawal or Revision

A Proposer may withdraw or revise its Proposal at any time before the submission deadline by providing written notice to TCAT’s Procurement and Finance Coordinator.

After the deadline, Proposals may not be withdrawn for a period of ninety (90) calendar days without TCAT’s written consent, which may be withheld at TCAT’s sole discretion.

Define “Proposer,” or don’t capitalize it throughout the RFP. (Capitalization implies it is a defined term.)

II-5. Type of Contract

TCAT anticipates awarding a task-based, labor-hour contract with negotiated fully loaded hourly rates for Architecture and Engineering Services. Compensation will be based on the labor categories and rates proposed by the Consultant and approved by TCAT.

Under this contract type:

• The Consultant shall provide a schedule of hourly rates for all labor categories expected to perform work under this contract.

• The Consultant shall disclose the overhead multiplier, fringe rate, and profit/fee percentage used to calculate fully loaded rates.

• TCAT may negotiate rates prior to award in accordance with 2 CFR Part 200 and FTA requirements.

• Work will be authorized through task orders, each with a defined scope, schedule, and not-to-exceed amount.

• TCAT will not guarantee any minimum level of work volume.

• The Consultant shall not receive any compensation beyond what is explicitly disclosed and approved in the awarded contract.

• All pricing must comply with 2 CFR Part 200 Subpart E – Cost Principles, including requirements for allowable, allocable, and reasonable costs.

II-6. Proposal Requirements

Proposals must include all required forms, certifications, and supporting documentation as outlined in this RFP.

Cost information must be submitted separately from the technical proposal in a clearly labeled file or email attachment.

II-7. Deadline

All Proposals must be received by the date and time specified in this RFP. Late submissions will be deemed non-responsive.

II-8. Questions and Requests for Clarification

TCAT will not respond to oral requests. Only written requests for clarification, emailed to the Procurement and Finance Coordinator, will be considered.

Designated Procurement Officer (per NYS Finance Law §§139-j and 139-k):

Danielle Hudson-Thomas Procurement and Finance Coordinator Tompkins Consolidated Area Transit, Inc.

737 Willow Avenue Ithaca, NY 14850 dhudson@tcatmail.com

Only written responses issued as addenda shall be official.

Contact with any other TCAT personnel, Board members, or evaluation committee members is prohibited until TCAT announces the selected contractor. Violations may result in rejection of the Proposal.

II-9. Addenda

Any addenda will be posted on TCAT’s website. It is the Proposer’s responsibility to obtain all addenda prior to submission. Failure to do so may render the Proposal non-responsive.

II-10. Confidential or Proprietary Information

If a Proposal contains confidential or proprietary information, each page containing such material must be clearly marked “Confidential.”

The basis for the claim of confidentiality must be stated adjacent to the marked information.

Blanket statements regarding confidentiality may not be sufficient to protect the information submitted.

TCAT shall determine whether the Proposal contains confidential or proprietary materials that should be withheld. TCAT, its directors, employees, consultants, or agents shall not be liable for disclosure of materials submitted.

II-11. Contract Award

The Contract will be awarded in accordance with the Brooks Act Qualifications-Based Selection (QBS) process, based on demonstrated competence and qualifications.:

• FTA Circular 4220.1G

• 2 CFR Part 200 (Uniform Guidance)

If only one Proposal is received, TCAT will conduct a price or cost analysis to determine reasonableness before making an award.

Award is expected within ninety (90) days of the Proposal due date unless extended by TCAT.

mailto:dhudson@tcatmail.com

II-12. Non-Collusion Affidavit

Each Proposal must include a signed Non-Collusion Affidavit in compliance with New York State General Municipal Law §103-d, affirming that the Proposer has not colluded with any other party in preparing its Proposal.

II-13. Economy of Preparation

Proposals should be concise, well organized, and written in plain language.

Proposers should clearly describe their ability to fulfill TCAT’s requirements for Architecture and Engineering (A&E) services, including planning, design, engineering, construction support, and related professional services as described in this RFP.

II-14. Clarifications

TCAT may request oral or written clarifications from Proposers to ensure a full understanding of submitted Proposals. Proposers must comply promptly with such requests.

II-15. Best and Final Offers (BAFOs)

TCAT may request clarifications or supplemental information from the highest-ranked firm during negotiations.

II-16. New York State Certifications and Compliance

By submitting a Proposal, the Proposer certifies compliance with applicable New York State laws, including but not limited to:

• State Finance Law §§139-j and 139-k – Restricted contact period and disclosure of contacts

• Executive Law Article 15-A – Encouragement of MWBE participation

• General Municipal Law §103-d – Non-collusion in bidding

II-17. Protest Procedures

Parties have the right to appeal a proposed solicitation or award of contract issued by TCAT pursuant to the following procedural steps:

Who May Protest or Appeal

Any parties showing a substantial economic interest in the award of a contract under a procurement who claim to be aggrieved in connection with the solicitation or proposed award of a contract under this procurement may protest to TCAT in accordance with the procedures set forth herein.

Timing of Protest

Protests based on the contents of a procurement shall be submitted no later than seven (7) business days prior to the date and time designated for submittal of bids or proposals. A protest of a proposed award or of an award shall be filed within five (5) business days after the award of a contract or notice of apparent successful Bidder/Proposer, whichever is sooner.

Contents of Protest

A protest shall be in writing and shall include: (1) the procurement title and/or number under which the protest is made; (2) the name, address, and e-mail of the allegedly aggrieved party; (3) a detailed description of the specific grounds for the protest and all supporting documentation; and

(4) the specific ruling or relief requested. The written protest shall be addressed to: TCAT, Attn:

Procurement and Finance Coordinator, 737 Willow Ave, Ithaca, NY 14850.

Determination of Non-Responsibility

If TCAT determines a Proposer to be not responsible, TCAT shall provide, in writing, the reasons for the determination. The Proposer may appeal the determination within three (3) business days by presenting additional information to TCAT. TCAT shall consider the additional information before issuing its final determination. If the final determination affirms that the Proposer is not responsible, TCAT may not execute a contract with any other Proposer until two (2) business days after the Proposer determined to be not responsible has received the final determination.

Protest Procedure

Upon receipt of a timely written protest, the Procurement and Finance Coordinator, or their designee, will consider the protest and promptly issue a written decision stating the reasons for the action taken and (if the protest is denied) informing the allegedly aggrieved person of their right to appeal the decision to the General Manager. If the protest is substantiated, the Procurement and Finance Coordinator shall issue instructions in their decision to remedy issues relating to the protest. A copy of the decision shall be mailed by U.S. mail and/or emailed to the allegedly aggrieved.

Appeal Procedure

The decision made by the Procurement and Finance Coordinator, or their designee, shall be final and conclusive unless the protester appeals it in writing to the General Manager within five (5) business days of the protester’s receipt of the decision by the Procurement and Finance Coordinator or their designee. The General Manager, or their designee, will consider the appeal and promptly issue a written decision, which shall be final and conclusive. If the protest is substantiated, the General Manager shall issue instructions in their decision to remedy issues relating to the protest.

A copy of the decision shall be mailed by U.S. mail and/or emailed to the allegedly aggrieved Bidder/Proposer and (for protests of awards) to all other Bidders/Proposers.

Failure to Comply with Requirements

Failure to comply with these protests and appeal requirements will render a protest or an appeal untimely or inadequate and may result in rejection thereof by TCAT.

While this is an RFP, not an IFB, I’m leaving “Bidder” where it is paired with “Proposer,” because some of the certifications say “Bidder.”

Exhaustion of Administrative Remedies

A protester may not commence litigation prior to exhausting all administrative remedies. Failure to exhaust all administrative remedies shall constitute an absolute waiver of the protester’s right, if any, to commence litigation.

Notification to FTA

When the award is funded in whole or in part by Federal Transit Administration (FTA) funds, TCAT will notify FTA of protests and will keep FTA informed about the status of the protest, in accordance with FTA Circular 4220.1G. Per FTA Circular 4220.1G, FTA will not substitute its judgment for that of an FTA grant recipient unless the matter is primarily a Federal concern. Also per the Circular, FTA is not a party to its grant recipients’ third-party contracts and does not have any obligation to any participant in its recipients’ third-party contracts.

II-18. Submittal Requirements

The following attachments are part of this RFP:

• Appendix A – Sample Service Agreement

• Appendix B – Certification Checklist

• Appendix C – Federal and State Clauses

• Appendix D – Insurance Requirements

Cover Letter Must Include:

• Firm name and mailing address

• Contact information for the primary representative

• Years in business

• Three (3) client references (preferably transit systems, public sector or nonprofit corporations)

• Unique Entity ID (UEI) and certification of active SAM.gov registration (if the firm has a UEI and SAM.gov registration)

Required Attachments

• Completed forms from Appendix B

• Technical Proposal

• Cost Proposal using the provided Proposal Form

TCAT may request additional financial information to determine proposer responsibility.

II-19. Modification of Proposals

Any modifications or revisions received after the specified closing time may not be considered.

PART III

INFORMATION REQUIRED FROM PROPOSERS (A&E SERVICES)

To be considered, proposals must follow the format and headings outlined below. Each submission must directly address all required sections and clearly state any services the Proposer is not proposing to provide. Additional supporting materials may be included as appendices.

Each proposal must include two distinct and separately sealed components:

1. Technical Proposal – responding to Sections III-1 through III-7

2. Cost Proposal – responding to Section III-8

TCAT may request additional documentation to verify a firm’s capacity and qualifications, including staffing levels, financial stability, relevant experience, and operational capability. TCAT may also conduct independent reference checks.

III 1. Project Understanding

Provide a concise overview of your understanding of the services required under this RFP.

Describe how you interpret TCAT’s facility needs, operational constraints, and project priorities, and how your firm’s approach will support TCAT’s short- and long-term capital improvement objectives.

III 2. Management Summary

Provide a narrative summary of your proposed A&E services, including:

• The scope of your involvement

• Typical key deliverables for projects akin to those highlighted in this RFP

• How your firm will support TCAT’s facility planning, design, engineering, and other construction-related needs

• How your approach aligns with TCAT’s operational context and project sequencing

III 3. Work Plan

Provide a detailed description of your firm’s approach to delivering Architecture and Engineering services for TCAT, including:

• Existing Conditions Review — How you will evaluate TCAT’s current facility, infrastructure, and systems

• Planning & Pre-Design — Approach to conceptual design, feasibility studies, needs assessments, and environmental considerations

• Design Development — Methods for producing architectural, structural, civil, mechanical, electrical, and other required design documents

• Permitting & Regulatory Coordination — How you will manage approvals with local, state, and federal agencies

• Construction Documents — Approach to preparing 100% design packages suitable for bidding

• Cost Estimating — Methods for developing Independent Cost Estimates (ICE) and project budgets

• Construction Support — Approach to construction administration, inspections, and project oversight

• Task Breakdown & Scope Alignment — Tasks aligned with Part V (Scope of Work), including any recommended enhancements

• Resource Allocation — Key personnel assigned to TCAT and their roles

• Subconsultant Management — Identification and oversight of any specialty subconsultants

III 4. Relevant Experience

Describe your firm’s and team members’ experience providing Architecture and Engineering services, including:

• Experience with public agencies, municipalities, transit systems, or similar facility-based capital projects

• Experience with facility replacement, structural rehabilitation, HVAC upgrades, roof replacement, shop equipment installation, and similar scopes

• Experience with NEPA, ADA, DBE, and federally funded projects

• Client organization name, contact person, title, phone number, and email

• Duration of each engagement and summary of services provided

Special consideration may be given to firms with transit, public sector, or federally funded project experience.

III 5. Key Personnel

List the individuals who will be assigned to TCAT’s contract, including:

• Names and job titles

• Work locations

• Roles and responsibilities

• Resumes with relevant education, licensure, and certifications

• Length of time with the firm and prior experience

• Identification of any subcontractors and the work they will perform

III 6. Technical Capabilities and Specialized Expertise

Describe any specialized technical capabilities your firm will bring to this contract, including:

• Structural analysis

• Geotechnical investigations

• Mechanical/electrical/HVAC engineering

• Battery-electric bus charging infrastructure planning

• Site planning and circulation modeling

• Construction management and inspection services

• CAD/BIM capabilities and software platforms

Include examples of how these capabilities have supported similar projects.

III 7. Project Approach and Quality Assurance

Describe your firm’s approach to ensuring high-quality deliverables, including:

• Quality Assurance/Quality Control (QA/QC) procedures

• Project management tools and communication methods

• Schedule management and milestone tracking

• Risk identification and mitigation strategies

• Strategies for minimizing operational disruptions during construction

• Approach to coordinating with TCAT staff, third-party consultants, and regulatory agencies

III 8. Cost Proposal (Final Section)

The Cost Proposal must be submitted separately from the Technical Proposal and must use the Cost Proposal Form in Appendix B. Cost proposals will be opened only after TCAT has completed its qualifications-based ranking in accordance with the Brooks Act.

Include:

• Fully loaded hourly rates for all proposed labor categories

• Disclosure of overhead multiplier, fringe rate, and profit/fee percentage

• Rates for subconsultants and any markups

• Reimbursable expense schedule

• Any task-based or alternative pricing structures

• A clear, itemized format with no assumptions or bundled pricing

Any cost not explicitly stated will be assumed to be provided at no additional charge to TCAT.

Work may not begin until a fully executed contract is in place and TCAT issues a Notice to Proceed.

PART IV

EVALUATION AND SELECTION

TCAT will evaluate all responsive proposals in accordance with the criteria outlined below.

Evaluation will be based on the Proposer’s demonstrated ability to meet TCAT’s requirements for Architecture and Engineering (A&E) Services, as described in this RFP. TCAT \ may request clarifications or conduct interviews with the highest-ranked firm. TCAT will make an award based on demonstrated competence and qualifications, consistent with the Brooks Act Qualifications-Based Selection (QBS) process.

The following criteria are listed in order of importance:

1. Technical Approach & Work Plan

Evaluation will consider the Proposer’s methodology for:

• Existing conditions assessments

• Pre-design and conceptual design

• Feasibility studies and alternatives analysis

• Architectural, structural, civil, mechanical, and electrical design

• Permitting and regulatory coordination

• Cost estimating and ICE development

• Construction documents (100% design)

• Construction administration and inspection services

• Task order execution and project management

A strong proposal will demonstrate a structured, efficient, and technically sound approach tailored to TCAT’s facility needs.

2. Project Understanding

Evaluation will consider the Proposer’s demonstrated understanding of:

• TCAT’s facility challenges and operational constraints

• The aging 1992 office-garage facility and its deficiencies

• The scope and complexity of anticipated projects (new facility planning, roof replacement, HVAC upgrades, garage floor repaving, lift replacement, etc.)

• Environmental, regulatory, and funding considerations (NEPA, ADA, DBE, BABA)

A strong proposal will clearly articulate how the Proposer interprets TCAT’s needs and how their approach aligns with TCAT’s operational realities.

3. Relevant Experience

Evaluation will consider:

• Experience with public agencies, municipalities, or transit systems

• Experience with facility replacement, rehabilitation, and capital improvement projects

• Experience with federally funded projects and FTA requirements

• Performance on similar projects, including schedule adherence and quality of deliverables

• References and client satisfaction

Special consideration may be given to firms with transit facility experience.

4. Key Personnel & Qualifications

Evaluation will consider:

• Qualifications, licensure, and experience of proposed staff

• Experience with similar scopes (facility design, structural engineering, HVAC, BEB charging, etc.)

• Availability and commitment of key personnel

• Subconsultant qualifications and integration

A strong proposal will demonstrate a cohesive, experienced team with relevant technical depth.

5. Project Management & Quality Assurance

Evaluation will consider:

• QA/QC procedures

• Communication and coordination methods

• Schedule management tools

• Risk mitigation strategies

• Ability to minimize operational disruptions during construction

6. Cost Proposal

Cost proposals will be opened only after TCAT has completed its qualification-based ranking and will be used solely for negotiating with the highest-ranked firm. TCAT may negotiate rates in accordance with 2 CFR Part 200 and FTA requirements.

7. Interviews (If Conducted)

TCAT may invite shortlisted firms to participate in interviews or presentations. Evaluation may consider:

• Clarity and depth of responses

• Team chemistry and communication

• Demonstrated understanding of TCAT’s needs

• Ability to address technical questions

PART V

SCOPE OF WORK

Overview:

TCAT will require assistance for the design, planning, and execution of various facility projects.

TCAT’s combined office-garage facility was built in 1992, and many key components of the building are aging and in need of replacement or rehabilitation. Furthermore, TCAT’s service outputs and route productivity have grown considerably in the intervening 34 years. As a result, the facility has a shortage of office space for administrative staff and the garage is no longer able to meet vehicle storage and maintenance needs. These limitations impact TCAT’s staff productivity and ability to deliver more service to its community.

Anticipated Professional Services:

A wide scope of professional services will be required by TCAT throughout the project planning process. Such services may include civil, mechanical, electrical, architectural, landscape architecture, geotechnical investigations and design, structural engineering, easement and property acquisition services, solicitations, construction management, and inspection services.

Bidders should have experience working with federally funded projects and the associated requirements including the Disadvantaged Business Enterprise (DBE) program, National Environmental Policy Act (NEPA), and Americans with Disabilities Act (ADA) requirement.

Bidders must also be able to comply with federal and TCAT procurement guidelines to include bidding procedures and Build America

1. Bidders must be able to handle the pre-design stages of project planning. Anticipated tasks include but are not limited to:

a. Conceptual design (approximately 30% of design)

b. Evaluating existing facility and/or related infrastructure

c. Project needs assessment

d. Feasibility studies including evaluation of alternative options or approaches

e. Consideration of any necessary environmental mitigation concerns

2. Bidders must be able to coordinate with other third-party consulting firms, contractor companies, and any regulatory bodies including but not limited to local municipalities and state entities in conducting their project planning services. Anticipated tasks include but are not limited to:

a. Architectural, structural, civil, electrical, mechanical, landscape, or other drawings depending on the needs of the project

b. Handling permitting preparation and submittal to all necessary regulatory bodies and/or approving agencies

c. Ensuring compliance with applicable building and construction codes and ordinances

d. Construction (100%) documents

e. Developing Independent Cost Estimates (ICE) for projects

f. Guidance on project compliance with all FTA security, ADA accessibility, and other requirements

Anticipated Projects:

TCAT has a variety of engineering and construction projects planned over the next three years to improve the condition of its assets. The projects anticipated to be included over the course of this contract are as follows:

1. New facility planning: As mentioned previously, TCAT’s facility is deteriorating and undersized relative to contemporary requirements. It is also located in a flood zone and has difficult subgrade conditions. TCAT intends to initiate a facility replacement process to build a more resilient and future-proofed building to better-support its operations.

a. Scope:

i. Reviewing and updating previous facility relocation/replacement plans

ii. Conducting a site selection analysis for a prospective replacement facility able to host 55+ buses ranging from 25 ft to 60 ft, a multi-bay shop, vehicle servicing, administrative office space, and driver and mechanic rest areas

iii. Evaluate various methods of facility relocation (new construction, repurposing an older building, etc.) to determine the most cost-effective option for TCAT

iv. Developing a site plan including adequate space for bus storage, circulation, and fueling/charging

v. Taking battery-electric bus charging for a fleet of 55+ such vehicles into consideration at all stages of planning and costing

2. Office-garage roof replacement: The roof at TCAT’s facility leaks regularly during inclement weather. Minimal work has been done to improve the condition of the roof since the facility’s construction and its useful life is expiring.

a. Scope:

i. Evaluate whether roof replacement or repairs make more fiscal sense, within the context of new facility planning

ii. Identify the roof’s structural issues, moisture intrusion or damage, drainage issues, and any other condition or functionality deficiencies caused by the deteriorated existing roof

iii. Develop a scope of work and prepare cost estimates for roof replacement or repairs

3. Driver’s lounge remodeling: The driver’s lounge and attached dispatch office have not been remodeled in nearly 20 years. TCAT intends to remodel these spaces to improve staff morale, comfort, and efficiency.

a. Scope:

i. Design a tentative floor plan accounting for driver and operations staff space needs and preferences

ii. Identify demolition and new construction requirements, especially related to any structural work

iii. Develop a scope of work and prepare cost estimates for the remodeling

iv. Develop plans to temporarily relocate affected staff during the construction process

4. Garage floor repaving: TCAT’s concrete garage floor is in poor condition with pitting and cracking issues across the floor. Replacement is necessary for facility safety, facility cleanliness, and vehicle condition concerns.

a. Scope:

i. Evaluate the subgrade conditions and determine ideal pavement design and thickness to withstand TCAT’s vehicle storage and movement needs

ii. Develop plans to temporarily relocate, store, maintain, and dispatch buses for the duration of the project

iii. Develop plans to house larger 60 ft. articulated buses indoors

iv. Prepare cost estimates for the repaving project

5. HVAC system replacement: TCAT’s HVAC system is unreliable, with frequent failures of the air conditioning and heating systems in the office and driver’s lounge areas year-round. Replacement of this HVAC system is necessary to improve staff comfort and productivity. Furthermore, TCAT’s shop does not have air conditioning; staff would like to install a cooling system to this portion of the facility

a. Scope:

i. Evaluate existing ductwork in the shop and determine suitability (or not) for use in introducing air conditioning to the space

ii. Identify any modifications that must be made to the facility to install a new

HVAC system for the entire building

6. Shop bus lifts: Multiple in-ground bus lifts in TCAT’s shop are non-functional and have exceeded their useful life. Replacement of these assets is critical to ensuring TCAT’s fleet remains in good working order and that enough buses are able to run scheduled service.

a. Scope:

i. Develop plans for the removal of existing broken in-ground lifts and associated concrete demolition work

ii. Evaluate the subgrade conditions below the shop to inform site preparation requirements for the installation of new in-ground lifts and associated concrete pouring work

iii. Develop plans to integrate longer in-ground bus lifts into the shop for articulated bus maintenance and inspections

iv. Prepare cost estimates for all aspects of lift removal and installation

Additional projects may arise throughout the duration of the contract based on emerging, unanticipated facility needs and/or funding availability. Furthermore, the completion of the above-described projects is dependent on funding availability.

PART VI

SPECIAL PROVISIONS

6.1 Contract Award

The resulting agreement will be awarded under one of the compensation models described in

Section II-5. TCAT will determine the model that provides the most appropriate administrative and contractual efficiency, consistent with the Brooks Act Qualifications-Based Selection (QBS) process. The initial contract term will be three (3) years, with TCAT retaining the option to renew the contract for up to two (2) additional one-year periods at TCAT’s sole discretion.

All approved labor rates, overhead multipliers, profit/fee percentages, and reimbursable expense schedules shall remain firm for the initial first-year contract term. Any requested adjustment must include clear justification and supporting documentation and is subject to TCAT’s review and written approval.

6.2 Expenses & Invoicing

The Contractor shall submit invoices in accordance with the compensation model awarded under this Contract. Invoices shall clearly identify the applicable contract year, the services provided during the billing period, and any additional services approved. If the Contractor is compensated through hourly labor rates, invoices shall include the approved labor categories, hours worked, and any authorized reimbursable expenses. No billing for additional services or reimbursable expenses shall be permitted unless expressly authorized in writing by TCAT. TCAT will make payments by check or Electronic Funds Transfer (EFT) to the Contractor’s designated financial institution.

6.3 Selection Procedure

Proposals received after the date and time specified in the Schedule of Events are not eligible and shall not be considered for award of the Contract.

Award of the Contract shall be made to the most qualified Proposer, consistent with the Brooks

Act Qualifications-Based Selection (QBS) process.

Notwithstanding any other provision of this RFP, TCAT expressly reserves the right to:

• Waive any immaterial defect or informality, or

• Reject any or all Proposals, or

• Reissue the Request for Proposals, or

• Modify the scope of work or deliverables to meet budgetary limitations, or

• Cancel the Request for Proposals in whole or in part

TCAT’s determination of the Proposal most advantageous to the agency shall be final.

6.4 [Reserved]

6.5 Proposer’s Acknowledgement

By submitting a Proposal, the Proposer unequivocally acknowledges that the Proposer has read and fully understands this Proposal, and that the Proposer has asked questions and received satisfactory answers from TCAT regarding any provisions of this Proposer with regard to which the Proposer desires clarification.

6.6 Incorporation of Proposer’s Proposal

• TCAT reserves the right to incorporate all or portions of the successful Proposer’s

Proposal including any revisions and supplements, into the Contract by reference or in full.

• Notwithstanding the foregoing, any portions of the proposal that conflict with, limit, impair, or otherwise diminish the benefits afforded to TCAT under this RFP shall be deemed incorporated into the Contract only if such provisions are expressly called out and approved by TCAT in writing.

6.7 Insurance Requirements

Insurance requirements are in Appendix D.

6.8 Interest of Members of TCAT

No member of the governing body of TCAT, other officer, employee, or agent of TCAT who exercises any functions or responsibilities in connection with the carrying out of the activities to which this Contract pertains, shall have any personal interest, direct or indirect, in this Contract.

6.9 Interest of Other Local Public Officials and State Officials

No person who exercises any functions or responsibilities in the review or approval of the carrying out of activities to which this Contract pertains shall have any personal interest, direct or indirect, in this Contract. No part of the proceeds shall be paid directly or indirectly to any officer or employee of the State of New York as wages, compensation, or gifts in exchange for acting as officer, agent, employee, subcontractor, or Proposer to TCAT in connection with any work contemplated or performed relative to this Contract.

6.10 Interest of Members, Or Delegates to Congress

In accordance with 18 U.S.C. § 431, no member of, or delegate to, the Congress of the United

States shall be admitted to any share or part of this Contract, or to any benefit arising therefrom.

6.11 Interest of the Proposer

The Proposer represents, warrants, and covenants that it presently has no interest and shall not acquire any interest, direct or indirect, which would conflict in any manner or degree with the performance of services required to be performed under this Contract. The Proposer further covenants that no person having such interest shall be employed in the performance of this

Contract.

6.12 Authority to Enter Contract

The Proposer has all requisite power and authority to conduct its business and to execute, deliver, and perform services specified in the RFP and any Contract that may be issued. The

Proposer warrants that the individuals who have signed the Proposal have the legal right and authority to bind the Proposer.

6.13 Authorization of Proposal

The Proposal must be signed by an individual authorized to bind the Proposer to the terms of the

Proposal. If the Proposer is a corporation, professional corporation, limited liability partnership, or other business entity, the Proposal shall be signed in the legal name of the entity by an authorized officer, partner, or member. If the Proposer is an individual doing business under an assumed name, the Proposal shall so state.

6.14 Subcontract Approval

Proposer shall include in all subcontracts and supply contracts for services or materials under the

Contract a provision making the subcontractor(s) subject to all provisions stipulated in the

Contract. The Proposer shall be fully responsible for all services performed and materials supplied by any subcontractor or supplier.

6.15 Cost/Price Analysis

TCAT reserves the right to conduct a cost or price analysis for any purchase or service. TCAT may be required to perform a cost/price analysis when competition is lacking for any purchase.

Sole source procurements or procurements which result in a single Proposal received will be subject to a cost/price analysis, which will include the appropriate verification of cost data, the evaluation of specific elements of costs, and the projection of the data to determine the effect on

Proposal prices. TCAT may require a pre-award audit, and potential Proposers shall be prepared to submit data relevant to the proposed work which will allow TCAT to sufficiently determine that the proposed price is fair, reasonable, and in accordance with Federal and State laws and local regulations. Procurements resulting in a single Proposal will be treated as a negotiated procurement, and TCAT reserves the right to negotiate with the single Proposer to achieve a fair and reasonable price. If both parties cannot agree upon a negotiated price, TCAT reserves the right to reject the single Proposal. All Contract change orders or modifications will be subject to a cost analysis.

6.16 Pricing

Award of the Contract shall be made to the most qualified Proposer, consistent with the Brooks

Act Qualifications-Based Selection (QBS) process.

6.17 Prompt Payment

The selected Proposer agrees to pay each subcontractor for satisfactory performance of its contract no later than 30 days from receipt of each payment the Proposer receives from TCAT.

Any delay or postponement of payment may occur only for good cause following written approval of TCAT. This clause applies to both DBE and non-DBE subcontractors. If the

Proposer determines the work to be unsatisfactory, it shall notify TCAT immediately, in writing, and state the reasons. Failure to comply with this requirement would be construed to be a breach of contract and subject to contract termination.

6.18 Additional Services Request

TCAT reserves the right to request services under this RFP that may not be specifically identified within the Scope (“Additional Services”). Proposers are encouraged to identify and provide supporting statements and describe any additional services that may be relevant.

6.19 RFP/Proposed Contract Alterations

No alterations or variables in the terms of the RFP shall be valid or binding upon TCAT unless authorized in writing by TCAT.

6.20 [Reserved]

6.21 Publication and Media Restrictions

The Contractor shall not publish, reproduce, or release any project data in whole or in part without the prior written consent of TCAT, unless TCAT has expressly authorized the release of such data to the public.

6.22 Gratuities and Kickbacks

It shall be a violation of ethical standards for any person to offer, give, solicit, demand, or accept any gratuity or offer of employment in connection with TCAT’s contract decisions, recommendations, or procurement actions. Contractors shall ensure that no subcontractor provides any inducement for contract awards.

6.23 No Contingency Fees

The Contractor represents that no person has been retained to secure this Contract under any agreement for contingent fees, percentage, or brokerage fees, except bona fide employees or commercial agencies. TCAT may void the Contract or deduct any such fee if this representation is violated.

6.24 Non-Discrimination

The Contractor shall comply with all applicable federal, state, and local non-discrimination laws, including New York Executive Law Article 15 (Human Rights Law). Contractors must provide proof of non-discrimination policies upon request.

6.25 Licensing and…