A&E_Services_Sales_&_Mobility_Center.pdf

REQUEST FOR QUALIFICATIONS

131-2025RFQL

A&E SERVICES SALES & MOBILITY CENTER

Southwest Ohio Regional Transit Authority

525 Vine Street

Cincinnati, OH 45202

RELEASE DATE: November 19, 2025

DEADLINE FOR QUESTIONS: December 12, 2025

RESPONSE DEADLINE: December 22, 2025, 2:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://secure.procurenow.com/portal/go-metro https://secure.procurenow.com/portal/%7bproject.government.code%7d

Southwest Ohio Regional Transit Authority

REQUEST FOR QUALIFICATIONS

A&E Services Sales & Mobility Center

I. Introduction

II. Scope of Work

III. Instructions to Bidders

IV. Terms and Conditions

V. MetroMAX Small Business Participation Plan

VI. Contract Award

VII. Vendor Questionnaire

VIII. Evaluation Criteria

Attachments:

A - General_Terms_and_Conditions

B - 06-10-25MetroFulfillmentCenterPlanStudy

Request For Qualifications #131-2025RFQL

Title: A&E Services Sales & Mobility Center

1. Introduction

1.1. Summary

The Southwest Ohio Regional Transit Authority (“SORTA”), commonly known as Cincinnati Metro, seeks to engage a consultant for X year(s) to provide architectural and engineering design services to refine the final design developed by Cincinnati Metro’s executive leadership team, with the assistance of an architectural consultant, and create the construction documents and specifications for the purpose of building out a new storefront sales and mobility center at 115 E. 5th Street in the MCA building, directly south of Cincinnati Metro’s Government Square Transit Center.

The lease space is approximately 6,000 square feet, inclusive of the current Cincinnati Metro Sales Center and a former liquor store. Envisioned is full-service Sales and Mobility Center that will serve as

Cincinnati Metro’s centralized hub, customer sales, customer service, and integrated mobility solutions, rider experience, experience, promoting multimodal transportation (e.g., bus, rail, bike-sharing, and ridership integration), and supporting agency goals for accessibility, equity, and operational efficiency.

The design must align with Federal Transit Administration (FTA) guidelines, mobility management, management principles, principles that emphasize customer-centered service coordination across providers.

1.2. Background

The Southwest Ohio Regional Transit Authority (“SORTA”), commonly known as Cincinnati Metro, is a regional transit authority established pursuant to Section 306.30 et seq. of the Ohio Revised Code. As such, SORTA is a political subdivision of the State of Ohio.

SORTA delivers a range of public transportation services, including fixed-route mass transit, paratransit, and micro-transit. Its service area encompasses the City of Cincinnati, Hamilton County, and portions of

Butler, Clermont, and Warren Counties.

SORTA operates 48 fixed bus routes, utilizing a fleet of approximately 300 transit buses. In addition, it provides paratransit services with a fleet of 60 vehicles and micro-transit services with 30 vehicles, ensuring accessible and flexible transportation options across the region.

1.3. Contact Information

Leslie Tackett Procurement Specialist 1401 Bank Street Cincinnati, OH 45214 Email: leslie.tackett@go-metro.com Phone: (513) 632-7544

Department:

Development

1.4. Timeline

Solicitation Release Date November 19, 2025 mailto:leslie.tackett@go-metro.com tel:(513)632-7544

Site Visit (Non-Mandatory) December 5, 2025, 10:00am

Mercantile Center 115 E. 5th Street Cincinnati, Ohio 45202

Deadline to Submit Questions December 12, 2025, 2:00pm

Addendum/Response to

Questions/Clarifications

December 17, 2025, 4:00pm

Proposals Due December 22, 2025, 2:00pm

2. Scope of Work

2.1. PROJECT SUMMARY

Consultant will refine the final design and create the construction documents and specifications for the purpose of constructing a new sales and mobility center in an existing storefront lease space. The sales and mobility center space will operate like a public retail commercial space. The sales center operations suite is like those of a commercial branch bank. The final plan set will include architectural and mechanical work inclusive of but not limited to the following:

• Demolition of interior walls and building systems

• New front façade wall

• New interior partition walls

• Casework

• New restrooms

• HVAC

• Electrical

• IT design (include incorporating Cincinnati Metro branding).

• Deliverables include preparing documents suitable for bidding and construction, including drawings and specifications.

• Prepare and submit applicable documents for general building permit application and zoning approval.

• Specific trade permits to be acquired by contractors performing the work, including electrical and plumbing permits.

Cincinnati Metro’s approach is to develop the final design, construction documents and specifications for the entire 6,000 square feet lease space. The project will be implemented for construction in two phases:

• Phase 1 - approximately 2,500 sf., shall include the following spaces: Sales Center, Mobility

Center, Sales Center Operations Suite, Security Center, and a Shared Comfort Center.

• Phase 2 - approximately 3,300 sf., shall include the following spaces: Flex Office/Training with restroom facilities, and Office Suite with restroom facilities.

Consultant will provide the constructability review with associated cost estimate and will coordinate construction sequencing and schedules required with the final design documents.

2.2. SALES & MOBILITY CENTER DESIGN

A. DESIGN APPROACH

An aesthetically pleasing space featuring distinctive elements or features of design that collectively contributes to an iconic visual Metro character and a hierarchy of public service and place-making.

B. PHASE 1 PROGRAM (see Attachment B)

1. Sales Center, 440 sf.

2. Mobility Center, 460 sf.

3. Sales Center Operations Suite, 775 sf.

4. Security Center, 390 sf.

5. Shared Comfort Center, 400 sf. SUB TOTAL, 2,465

C. PHASE 2 PROGRAM (see Attachment B)

1. Metro Flex Space, 2,070

2. Metro Office Space, 1,200 SUB TOTAL, 3,270

D. SALES & MOBILITY CENTER SPACE

1. ADA accessible.

2. Clime controlled environment.

3. Sales Center: with full public access

4. Mobility Center: with full public access

5. Sales Center Operations Suite: secured with no public access, limited to Metro staff.

A. Sales Counter Suite

B. Operations Work Suite

C. Operations Manager Office

D. Lost & Found Room

6. Shared Comfort Center secured with no public access, drivers / staff only

A. Unisex restrooms (2 ct.)

B. Hospitality bar

7. Security Center secured with no public access, Metro staff only.

A. Operations room

B. Unisex restroom (1 ct.)

8. Cincinnati Metro Mechanical / Storage Room

9. Cincinnati Metro IT / Security / Control Room

E. TECHNOLOGY

1. 24/7 Security Cameras (site, Transit Center building and platform(s).

2. Real-time bus information display boards at Transit Center building and platform(s).

3. Ticket Vending Machine (location(s) to be determined).

4. Digital Kiosk/Customer Info Center (location(s) to be determined).

5. Information Kiosk (location(s) to be determined).

6. Wi-Fi Internet connectivity.

2.3. CONSTRUCTIBILITY REVIEWS

• Consultant shall supervise a constructability review of the Schematic Design prior to design commencement and continuous design constructability interface shall be incorporated into the design at an early design submittal to provide assurance that the project can be constructed as designed.

• The interface of underground utilities will be carefully reviewed to facilitate minimal street traffic flow disruptions as well as flow to adjoining and nearby properties.

• Delivery and erection of building elements will be coordinated, including the pre-assembly, dis-assembly and delivery, and re-assembly (erection) of building elements will be carefully studied to ensure that on-site erection equipment will create minimal disruption to the city street traffic flow.

• Installation and procurement of long-lead items (building components, special systems, and lighting) will be checked for assurance that they can be installed at the desired time.

2.4. PRE-DESIGN PHASE

The Consultant shall provide site surveys as needed to locate all utilities, public and private improvements, right-of-way, and other necessary items.

2.5. DESIGN PHASE

Consultant shall provide and oversee mechanical engineering, architectural, and branding design services for the Final Design documents for Metro. Specific tasks are:

1. Management and Coordination

A. Manage design team and sub-consultants.

B. Coordinate with client, the City of Cincinnati and landlord for approvals and permits.

C. Coordinate with the landlord for specific interface at site location, i.e., City of Cincinnati.

SORTA staff will facilitate neighborhood contacts.

D. Perform interdisciplinary coordination and system integration.

2. Sales & Mobility Center

A. Architectural Design and Branding

1. Prepare plans, elevations, sections, and details in accordance with the Americans with

Disabilities Act (ADA) requirements.

2. Coordinate architectural design with other disciplines including branding.

3. Prepare architectural technical specifications.

4. Prepare architectural quantity takeoffs for cost estimates.

5. Attend team design meetings with Metro staff, and when required, with landlord’s representatives.

6. Prepare meeting design presentation including plans and elevations for Metro, and when required, with landlord’s representatives.

7. In conjunction with Metro, develop branding concepts including graphic design for the

Sales & Mobility Center as well as location-specific identities, including signage, graphics, and other such features. This should be complementary to Metro’s existing branding standards.

8. Develop exterior signage and graphics designs to be compatible with City, local standards, and terms of Metro’s lease agreement.

9. Prepare meeting design presentation including plans, elevations, and 3D renderings when required.

B. Structural Design

1. Prepare structural design drawings including plans, sections, elevations, and details.

2. Prepare structural technical specifications.

3. Prepare structural quantity takeoffs for cost estimates.

C. Electrical Design

1. Establish electrical requirements and supply sources, in coordination with Civil

Designers.

2. Coordinate electrical plans, to include power for lighting, equipment (to be specified by Metro), i.e., ticket vending machines (TVMs), communications and signage, electronic signage, security, and conduits for connectivity to Government Square Transit

Center. System design and specifications to be supplied by Metro’s vendors.

3. Prepare single-line diagrams, conduit layouts (including communications), and schedules.

4. Prepare electrical technical specifications.

5. Prepare electrical quantity takeoffs for cost estimates.

D. Civil / Utility Design

1. Establish/confirm layout and access arrangements, in coordination with adjacent facility designs.

2. Establish civil requirements, design and plans.

3. Evaluate site utilities, determine composite utilities, and prepare details.

4. Prepare civil technical specifications.

5. Prepare civil quantity takeoffs for cost estimates.

E. Demolition and Staging Plans

1. Demolition and staging shall be in coordination with the property owner’s approval to minimize disruption to adjacent property operations.

2. Develop demolition staging and sequencing plans.

3. Develop contractor staging area plans.

4. Develop quality takeoffs for cost estimate.

3. Specifications and Bid Documents

A. Specifications and bid documents shall be prepared in CSI format and will be submitted with each submittal stage for review

4. Cost Estimating

A. A cost estimate shall be prepared and submitted with each submittal stage for review and approval. A final engineer’s estimate will be prepared for bidding comparison

5. Permitting / Certification Assistance

A. Prepare submittals to appropriate City Departments.

B. Prepare other permits and approvals as required (City, State Architect, OEPA, etc.).

C. Prepare safety certifications as required.

6. Quality Assurance / Quality Control

A. At the 50%, and 95% Submittal stage, a Quality Assurance/Quality Control (QA/QC) review shall be performed to ensure the overall quality of the project to evaluate constructability issues and address any maintenance issues that will impact operations.

B. SORTA will provide review, input and direction at the project initiation stage, at the 50% and

95% Submittal stage.

2.6. PROJECT SCHEDULE

The proposer shall include a Project Schedule to refine the Phase 1 Design Phase and complete the

Construction Documents and Specifications within one hundred and fifty-four (154) days of Notice to

Proceed. The schedule should specify the total days to complete each task

2.7. INFORMATION TO BE SUPPLIED BY METRO

1. Metro will provide one copy of the Schematic Design report, which includes a consultant prepared development plan in association with Metro’s Executive Leadership Team.

2. Metro will review and approve submittals in a timely manner.

2.8. POST DESIGN SERVICES

1. Assistance During Bidding

A. Assist SORTA Procurement Department for bid clarifications, addenda and comments as needed during the bid preparation stage.

B. Assist SORTA Procurement Department with bid phase tabulations, contractor evaluations and qualifications.

C. Assist SORTA Procurement Department in selecting and recommending contractor or contractors for construction of all components comprising the Sales & Mobility Center.

2. Contract Administration

A. Provide site inspection and assistance during the construction phase by answering any questions and provide clarification to the contractor as needed.

B. The cost of contract administration during the construction phase of the project should be indicated within the cost proposal section as a task.

3. Construction Oversight Assistance

A. Make periodic visits to the site to assure design compliance and provide certification efforts as required by the permitting Agency.

B. Schedule control assistance.

C. Verify QA/QC during construction.

D. Review change requests and estimate costs for change orders.

E. Value Engineering review to assure cost effectiveness.

F. Field inspection reports.

2.9. DELIVERABLES

Project documents

• SCHEMATIC DESIGN & DESIGN DEVELOPMENT PHASE

o Field survey - “as is” conditions report.

o Construction boundary plan.

o Construction disturbance boundary plan (coordinate with property owner via SORTA).

o Exterior demolition &/or excavation plan when necessary to coordinate systems connectivity with Government Square Transit Center.

o Interior selective demolition plan.

o Floor plan.

o Interior elevations.

o Interior building sections.

o Overview: Building Systems Plans

▪ Structural (not applicable)

▪ Mechanical

▪ Electrical (inc. Data, communications, security & other)

▪ Plumbing

▪ HVAC strategies & general requirements

▪ Fire protection o Utility service plan o Branding & Graphics - Review & maintain use of SORTA brand, graphics requirements and guidelines throughout the project.

o Preliminary cost estimate.

o Detailed project schedule.

CONSTRUCTION DOCUMENT PHASE

• CSI Master Format Division 1

• General summary and overview of project

• Produce permit-ready and bid-ready construction documents & specifications (including but not limited to):

o Interior selective demolition plan o Floor plan o Interior elevations o Structural (not applicable) o Mechanical o Electrical (inc. Data, communications, security & other) o Plumbing o HVAC o Fire protection o Graphics & Branding - Maintain use of SORTA brand, graphics requirements and guidelines throughout the project.

• Project cost estimates o Shall be completed by a licensed cost estimator.

o Tools used for estimate shall be identified.

• Permitting and licensing identification with associated fees.

• Risk assessment.

• Detailed project schedule.

BIDDING PHASE

• Assisting & serving as the owners’ representative.

o Site visits and inspections.

o Responding to vendor questions.

o Preproposal meetings.

o Negotiation assistance.

o Bid review and cost analysis.

o General procurement assistance.

CONSTRUCTION ADMINISTRATION PHASE

• Providing construction management services as the owners’ representative.

o Make periodic visits to the site to ensure design compliance and provide certification efforts as required by the appropriate local, state & federal permitting agency.

o Control assistance with project schedule.

o Verify QA/QC during construction.

o Review change requests and estimate costs for change orders.

o Value engineering review to assure cost effectiveness & budget management.

o Field inspection reports.

o Punch list identification & management.

o Document & reporting of substantial completion as required by the owners’ project manager.

3. Instructions to Bidders

3.1. Proposal Preparation Cost

SORTA will not reimburse proposers for any costs incurred in the preparation and submittal of proposals or participation in the evaluation and negotiation process.

3.2. Proposal Format

Proposals shall be submitted in two (2) volumes. Proposers must prepare a completed Technical Proposal, Volume 1, (as described in the Proposal Contents section) and Business Proposal, Volume II. Until further notice, The Southwest Ohio Regional Transit Authority (SORTA) will accept only electronic submittals through the e-Procurement Portal (https://procurement.opengov.com/portal/go-metro) in response to this solicitation. No hard copy submittals will be accepted. Any required notarizations shall be done by a licensed notary or by an online notary pursuant to Ohio Revised Code Section 147.60 et seq.; a listing of such notaries may be found on the Ohio Secretary of State website:

Online Notary Search

No price or price-related information shall appear in the Technical Proposal, Volume 1 or in the Business Proposal, Volume 2.

Proposals must be received no later than 2:00 pm on Monday, December 22, 2025 (EST). Late proposals will not be accepted, except as described below.

3.3. Proposal Contents

The proposal should be prepared using the following format:

Technical Proposal (Volume 1)

1. Cover Letter

Cover letter should identify the prime contractor and all subcontractors, if any. The letter should also include the officer or other responsible executives of the proposer authorized to negotiate and agree to a contract. This individual shall serve as SORTA’s point of contact for all communications regarding this solicitation. The cover letter should identify this individual by name, title, address, telephone, facsimile and email contact information. The letter should also contain a commitment that the proposed pricing will be valid for not less than 'For how many days the pricing will be valid for? from the above deadline for receipt of proposals or any extension thereof.

2. Project Approach

This section shall describe the proposer’s approach to providing the services requested per the scope, understanding SORTA’s requirements for this project, and reflecting its experience in performing similar contracts for other clients. Proposers may offer an alternative solution to the requirements specified in the scope of work herein, provided that such alternative meets

SORTA’s needs as described herein.

https://procurement.opengov.com/portal/go-metro https://notarysearch.ohiosos.gov/ords/f?p=ENSEARCH:SEARCH:17095144172250:::1::

3. Firm Qualifications, Experience and References

This section should contain a description of the proposing firm’s prior and current experience as it pertains to services similar to those required hereunder. It should include a list of all similar assignments undertaken in the past five (5) years, identifying the duration, the client, and the scope of the contract. Contact information (name, title, mailing address, and email, telephone and fax numbers) for each client should be included. Provide a summary of the firm’s qualifications, general information about the firm, location of office(s), years in business and areas of expertise.

4. Staffing (Qualifications, Experience and Availability)

Identify key staff and include a description of their abilities, qualifications and experience.

Attach resumes of key staff to be assigned to this project. Include a proposed project management structure and organization chart. Please list the number of full-time staff by discipline. Identify any portion of the scope of work that would be subcontracted. Include firm qualifications and key personnel, telephone number and contact person for all subcontractors. SORTA/Metro reserves the right to approve or reject any internal staff or subcontractors proposed by the firm.

No price or price-related information shall appear in the Technical Proposal, Volume 1

Business Proposal (Volume 2)

1. Cover Letter

A copy of the cover letter from Volume 1 should be included.

2. Insurance Certificates

This section should include copies of the proposer’s worker’s compensation, general liability, automobile insurance, Crime coverage (including theft, fraud and computer fraud), and

Professional Liability/Errors and Omissions insurance certificates

3. Exceptions to Contractual Terms

The proposer may identify any proposed exceptions to SORTA’s Terms and Conditions as contained in this RTP, or propose any additional terms it considers appropriate. Such proposed exceptions or additional terms must be specific and include a clear explanation of the reasons for the exception or addition. Please note that certain of the terms contained herein are required by law or regulation and cannot be modified.

4. Property Tax Affidavit

5. Anti-Lobbying Certificates

No price or price-related information shall appear in the Business Proposal, Volume 2

3.4. Proposal Clarity and Conciseness

SORTA requests that proposers submit concise proposals, clearly addressing the evaluation criteria and information requested herein. Overly elaborate proposals and proposals containing only generalized marketing information are discouraged and may result in a lower evaluation score.

3.5. Proposal Validity Period

Proposals, including any modification thereof, shall remain valid for not less than 120 days from the date established for receipt by SORTA.

3.6. Late Submissions, Modifications and Withdrawals of Offers

Any proposal, modification, or revision, that is received through the e-Procurement portal after the exact time specified for receipt of proposals is “late” and will not be considered.

Any submission received after the exact date and time specified will not be considered unless it is received before award is made, the contracting officer determines that accepting the late proposal would not unduly delay the acquisition; and there is acceptable evidence to establish that an error occurred while attempting submission prior to designated time for receipt of proposals; or it was the only proposal received. However, a late modification of an otherwise successful proposal, that makes its terms more favorable to SORTA, will be considered at any time it is received and may be accepted.

Acceptable evidence to establish the time of receipt will show electronically once the proposal is uploaded in the e-Procurement Portal on https://procurement.opengov.com/portal/go-metro.

If an emergency or unanticipated event interrupts normal SORTA processes, so that proposals cannot be received in the SORTA e-Procurement portal designated for receipt of proposals by the exact time specified in the solicitation and urgent SORTA requirements preclude amendment of the solicitation closing date, the time specified for receipt of proposals will be deemed to be extended to the same time of day specified in the solicitation on the date to be determined by SORTA.

Proposers may withdraw a proposal or modification thereof electronically via the e-Procurement Portal at any time prior to the time specified for receipt of proposals or modifications. A proposal or modification may be resubmitted prior to the time specified for receipt.

3.7. Questions Concerning This Solicitation

Any questions regarding this solicitation shall be submitted through the e-Procurement Portal no later than 2:00 pm on Friday, December 12, 2025 (EST). Telephoned questions will not be accepted. Proposers shall not contact any other SORTA personnel regarding any aspect of this solicitation. Any proposer found to have had such contact shall be barred from participation in this solicitation and any subsequent contract, either as a prime contractor or subcontractors.

SORTA anticipates that responses to questions submitted will be provided to all known proposers by 4:00 pm on Wednesday, December 17, 2025. If the responses materially alter the terms of this solicitation, they will be incorporated in an amendment to the solicitation. No communication by SORTA or any of its

Trustees, officers, employees, agents or representatives shall alter the terms of this solicitation or bind

SORTA in any manner, unless incorporated in such an amendment.

3.8. Exceptions to Contractual Terms

The proposer may identify any proposed exceptions to SORTA’s Terms and Conditions as contained in this Request for Technical Proposal (RTP) or propose any additional terms it considers appropriate. Such proposed exceptions or additional terms must be specific and include a clear explanation of the reasons for the exception or addition. Please note that certain of the terms contained herein are required by law or regulation and cannot be modified.

You must submit your exceptions to Terms and Conditions in the Vendor Questionnaire.

3.9. Vendor Diversity Mission Statement

The Southwest Ohio Regional Transit Authority (SORTA) has established a Small and Disadvantaged

Business Enterprise program that encourages diversity and inclusion on all contracts. It is the policy of

SORTA to promote equal opportunity and fairness in all its procurement matters, in accordance with state and federal laws, so that small and disadvantaged businesses have an equal opportunity to receive and participate in all contracts. It is also our policy to:

1. Ensure nondiscrimination in the award and administration of contracts;

2. Create a level playing field on which small and disadvantaged businesses can compete fairly for

SORTA contracts;

3. Help remove barriers to the participation of small and disadvantaged businesses in SORTA contracts; and

4. Assist the development of firms that can compete successfully in the marketplace outside of

SORTA’s small and disadvantaged business program.

SORTA is committed to fostering small and disadvantaged business participation in contracting opportunities. As such, bidders/proposers are expected to make reasonable efforts to support inclusivity in staffing and subcontracting, to support SORTA’s mission.

3.10. Evaluation Process and Criteria

Proposals timely received by SORTA will be evaluated by an evaluation team established by SORTA in accordance with the criteria set forth below. Following an initial evaluation, SORTA may advance to a second evaluation phase those firms that are determined to fall within a highly competitive range. The highly competitive range is defined as those firms whose aggregated subjective criteria scores are less than 5 percent of the total possible points from the highest scoring firm.

As part of the second evaluation phase, SORTA may provide targeted questions and conduct interviews in order to clarify information contained in submitted proposals. Interviews may be virtual or in person and may include oral/visual presentations and/or product demonstrations. SORTA reserves the right to determine the proposal believed to add the best value to the agency based on the outcome of the second evaluation phase.

SORTA reserves the right to accept proposals other than the lowest cost offered, reject any and all proposals, or to negotiate separately with any proposer or proposers as deemed to be in SORTA’s best interest. SORTA also reserves the right to waive informalities, make an award on the basis of initial proposals received without discussions or negotiations. Initial proposals, therefore, should represent the proposers’ best effort to meet SORTA’s needs at a reasonable price.

Proposals will be reviewed and evaluated at each step of the process based upon the following criteria in relative order of importance:

SEE HYPERLINK FOR DETAILED EVALUATION CRITERIA

• #Evaluation Criteria

3.11. Verification of Proposer Responsibility

SORTA may undertake such investigations as it deems necessary to determine the ability of each

Proposer to perform the work, and the Proposer shall furnish to SORTA all such information and data as

SORTA may request for this purpose. SORTA reserves the right to reject any proposal if the evidence submitted by, or investigation of, such proposer fails to satisfy SORTA that such proposer is properly qualified to carry out the obligations of the contract and to complete the work required, hereunder.

SORTA may require the proposer to submit any of the following information as part of the evaluation process:

(1) proposer’s performance record;

(2) proposer's certified, audited financial statements for up to three (3) prior years; and

(3) such additional information as will satisfy SORTA that the Proposer is adequately prepared to fulfill the contract.

SORTA also reserves the right to verify a proposer’s indirect cost rates, such as provisional overhead

(burden) and General & Administrative (G&A) rates, before or after award of a contract. In this connection, SORTA may request the proposer to provide copies of undisputed audits of the proposed by

(1) other FTA grantees;

(2) the federal government; or

(3) state government.

3.12. Rights and Options Reserved

In addition to the rights reserved elsewhere in this RTP, SORTA reserves and may, in its sole discretion, exercise any one or more of the following rights and options with respect to this RTP if determined that doing so is in the best interest of SORTA to:

• Decline to consider any response to this RTP; to cancel the RTP at any time; to elect to proceed or not to proceed with discussions or presentations regarding its subject matter with any

Respondents or to reissue the RTP or to issue a new RTP (with the same, similar or different terms);

• Waive, for any Response, any defect, deficiency or failure to comply with the RTP if, in

SORTA’s sole judgment, such defect is not material to the RTP;

• Extend the Submission Date/Time and/or to supplement, amend, substitute or otherwise modify the RTP at any time prior to the Submission Date/Time.

• Require, permit or reject amendments (including, without limitation, submitting information omitted), modifications, clarifying information, and/or corrections to responses by some or all

Respondents at any time before or after the Submission Date/Time;

https://procurement.opengov.com/portal/go-metro/projects/214383/document?section=2010997

• Require, request or permit, in discussions with any Respondents, any information relating to the subject matter of this RTP that SORTA deems appropriate.

• Discontinue discussions, at any time determined by SORTA, with any Respondent or all

Respondents regarding the subject matter of this RTP, and/or initiate discussions with any

Respondent or all Respondents.

• Do any of the foregoing without notice to Respondents or others, except such notice as SORTA, in its sole discretion, may elect.

To the best of SORTA’s knowledge, the information provided herein is accurate. Respondents should undertake appropriate investigation in preparation of responses.

3.13. Contract Award

Award will be made to the firm(s) whose proposal, in SORTA’s sole judgment, is considered to be most advantageous to SORTA, cost and all other factors considered. SORTA reserves the right to reject any and all proposals and to permit or waive minor informalities, irregularities and errors in proposals.

SORTA may elect to make an award on the basis of initial proposals or to proceed with the evaluation process defined herein.

3.14. Protests

SORTA’s policy and procedure for the administrative resolution of protests is set forth in §3.10 of

SORTA’s Procurement Procedures Manual (PPM). The PPM contains rules for the filing and administration of protests. SORTA shall furnish a copy of §3.10 upon request. The policy and procedure is available on SORTA’s website at

Microsoft Word - Metro Protest Procedure (9.23)

An interested party wishing to protest a matter involving a proposed procurement or contract award, shall file a written submission with the Director of Procurement by certified mail or other delivery method by which receipt can be verified. Electronic submission of protests is not acceptable unless an original signed copy of the protest is received by the Director within 24 hours (not including weekends and holidays) after receipt of the electronic copy.

The Director may, however, permit the electronic provision of supplemental information after the initial protest submittal. The protest shall include, at a minimum:

The name and address of the protesting party and its relationship to the procurement sufficient to establish that the protest is being filed by an interested party;

• Identity of the contact person for the protestor, including name, title, address, telephone, fax and e-mail addresses. If the contact point is a third party representing the protester, the same information must be provided, plus a statement defining the relationship between the protester and the third party;

• Identification of the procurement;

• A description of the nature of the protest, referencing the portion(s) of the solicitation involved;

https://www.go-metro.com/wp-content/uploads/2024/02/Metro-Protest-Procedure-9.23.pdf

• Identification of the provision(s) of any law, regulation, or other governance upon which the protest is based;

• A compete discussion of the basis for the protest, including all supporting facts, documents or data;

• A statement of the specific relief requested.

The protestor is solely responsible for the completeness and validity of the information provided. Any documents relevant to the protest should be attached to the written submission. Documents which are readily available on the Internet may be referenced to an appropriate link.

3.15. Confidential Information

All proposals and documents submitted in response to this RTP are subject to the disclosure provisions of the Ohio Public Records provisions of Ohio Revised Code Chapter 149.43. Proposers should be mindful to avoid providing proprietary information such as trade secrets copyrighted material, or other information of a sensitive or confidential nature. Any such information that is determined to be necessary in order to respond adequately and competitively must be placed at the end of the designated section of the Proposal for easy reference and removal. Any blanket claim of exemption from disclosure or inclusion in a claim for disclosure of information, which is patently subject to disclosure, or any other such claim which may constitute an abuse of the right of exemption may, at SORTA’s sole discretion, render the entire proposal subject to disclosure.

3.16. Cone of Silence

1. To ensure a proper and fair evaluation, SORTA has established a “cone of silence” applicable to all competitive selection processes, including RFP’s, RFQ’s, and IFB’s. The cone of silence is designed to protect the integrity of the procurement process by shielding it from undue influences. The cone of silence will be imposed on all competitive selection processes beginning with the advertisement for the same and ending with the Board’s approval of the recommended award (if applicable).

2. The cone of silence prohibits any communications regarding a specific RFP, RFQ, or IFB between:

A. A potential respondent (which includes vendors, service providers, bidders, proposers, lobbyists, and consultants) and their representative(s) and SORTA staff, except for communications with the Procurement Department staff responsible for administering the solicitation, provided the communication is strictly limited to the procedural matters of the competitive selection process.

B. A potential respondent and their representative(s) and a member of the Board of Trustees.

C. A potential respondent and their representative(s) and any member of the evaluation committee.

D. A Board Member and any member of the evaluation committee.

3. Unless specifically provided otherwise in the applicable solicitation document, the cone of silence does not apply to:

A. Oral communications at the pre-proposal or pre-bid conference.

B. Oral communications during the publicly noticed evaluation committee meetings that are specifically for presentations, demonstrations, or interviews.

C. Oral communications during any duly noticed meeting of the Board of Trustees.

D. Communications relating to the protests made in accordance with the Protest Procedures delineated in this manual or in the solicitation document.

4. Any violation of the cone of silence by a respondent and their representative(s) will result in a rejection of their response to the solicitation and will void any potential contract award related to the solicitation.

5. Any communication regarding matters of process or procurement procedure from a respondent and their representative(s) or lobbyist must be reported to the Procurement Department staff responsible for administering the solicitation.

Any Board Member, Procurement Specialist, or other SORTA employee receiving communications from potential respondents and their representative(s) must be reported to the Procurement Department staff responsible for administering the solicitation. Failure to report such communications may result in a nonresponsive response submission or voided contract award.

3.17. Organizational Conflicts of Interest

Unless specifically exempted by SORTA, any contractor, subcontractors, subsidiary, or other entity which experiences an organizational or personal conflict of interest (Conflict”) is precluded from participation in any procurement affected by the Conflict. This prohibition also applies to any contractor, subcontractors, subsidiary, or other entity which is legally related to such entity or party.

If a bidder or proposer is uncertain whether or not a conflict exists, it should promptly contact SORTA’s

Director of Procurement for a determination. Such inquiries and responses will not be published to other potential bidders. FTA Circular 4220.1F ¶VI.2a (4) (h) defines prohibitions on personal and organizational conflicts of interest, which are further discussed in §2.6 of FTA’s Best Practices

Procurement & Lessons Learned Manual (2016). In general, a personal conflict of interest reflects an individual’s ability to influence the award of a contract and to profit from the result of that award. An organizational conflict exists when any of the following exist:

(1) a firm has access to non-public information as the result of performing a government contract and can use that information to advantage in competing for another government contract;

(2) a firm influences the ground rules (specification or contractual terms) for a government solicitation, potentially biasing those ground rules in its own favor; or

(3) a firm’s work under one government contract requires it to evaluate itself or its work product under another contract, impairing its objectivity.

Should a potential bidder or proposer be aware of a potential Conflict, it shall identify the potential

Conflict in its proposal, together with measures it proposes to remove or mitigate the Conflict. Should any person or entity planning to submit a bid or proposal hereunder be aware of any situation which may fall under the above prohibitions, it shall, no later than the time of submittal of its offer, identify in writing to

SORTA’s Director of Procurement

(1) the nature of the potential conflict;

(2) steps it may take to mitigate the conflict; and

(3) request a waiver of the conflict.

The decision of the Director of Procurement regarding such potential conflicts and possible mitigation measures shall be final. Failure to submit such as statement before or with an offer shall be deemed a certification by the bidder or proposer that, to the best of its knowledge and belief, no such Conflict exists. In the event that a bidder or proposer fails to disclose such Conflict as required herein, its offer may be rejected. Should a bidder or proposer become aware of a potential Conflict after the submittal of an offer, it shall promptly notify the Director of Procurement in writing, providing the information required above together with a statement of why the Conflict could not have been identified prior to submittal of the offer.

4. Terms and Conditions

Please see attached Terms and Conditions

If you have exceptions or deviations to our Terms and Conditions you will be able to upload those in the Vendor Questionnaire.

Enter Federal Clauses here

5. MetroMAX Small Business Participation Plan

The Southwest Ohio Regional Transit Authority (SORTA) has established MetroMAX, a small business program designed to encourage participation by small businesses in all contracts. The mission of

MetroMAX is to uplift small businesses and strengthen our region by expanding access to meaningful opportunities at Metro and beyond. Through this program, SORTA is committed to fueling local economic growth by providing procurement opportunities, training, and resources that empower small, emerging, and disadvantaged businesses to grow, compete, and thrive.

SORTA has determined that subcontracting opportunities for small businesses are not available under this solicitation. Therefore, a formal small business participation goal is not recommended. While not mandatory, bidders/proposers are strongly encouraged to make efforts to include small and disadvantaged businesses in the performance of contracts when feasible to maximize participation of certified small businesses as subcontractors, subconsultants, and suppliers where subcontracting opportunities are available.

It is the policy of SORTA to promote equal opportunity and fairness in all its procurement matters, in accordance with state and federal laws, so that small businesses have an equal opportunity to receive and participate in all contracts. SORTA will never exclude any person from participation in, deny any person the benefits of, or otherwise discriminate against anyone in connection with the award and performance of any contract on the basis of race, color, sex, or national origin.

It is also our policy to:

1. Ensure nondiscrimination in the award and administration of contracts

2. Create a level playing field on which small businesses can compete fairly for SORTA contracts

3. Help remove barriers to the participation of small businesses in SORTA contracts; and

4. Assist the development of firms that can compete successfully in the marketplace outside of

SORTA’s small business program.

6. Contract Award

The contract term shall be Three (3) years.

Award will be made to the firm(s) whose proposal, in SORTA’s sole judgment, is considered to be most advantageous to SORTA, cost and all other factors considered. SORTA reserves the right to reject any and all proposals and to permit or waive minor informalities, irregularities and errors in proposals.

SORTA may elect to make an award on the basis of initial proposals or to proceed with the evaluation process defined herein.

7. Vendor Questionnaire

7.1. Vendor Information

7.1.1. Submission Requirements*

All required fields must be completed, including all documents. Please read the instructions on the documents for instructions on filling out required forms. Failure to submit required forms may result in being deemed non-responsive.

☐ Please confirm

*Response required

7.1.2. Authorized Company Representative*

Enter full name of the authorized company representative certifying and submitting this bid

*Response required

7.1.3. By confirming, Bidder certifies that they are the authorized representative * Any electronic confirmations herein shall be as binding as a signature from the authorized representative.

☐ Please confirm

*Response required

7.1.4. System for Award Management (SAM.gov)*

Please enter your company's Legal Name and/or dba Name:

*Response required

7.1.5. System for Award Management (SAM.gov)

Please enter a CAGE Code if applicable.

CAGE stands for Commercial and Government Entity, and a unique CAGE code is assigned to all businesses and individuals that complete their System for Award Management (SAM) registration. This

“system” is a database that contains information about all active government contractors.

7.1.6. Ohio Auditor of State *

Enter your Legal Entity Name for Verification in the Ohio Auditor of State Website.

*Response required

7.1.7. Payment Remittance Address*

Please type in the following format: Name, Address, City, State, Zip code, Phone Number, Email.

*Response required

7.1.8. Federal Employer ID Number (FEIN) or Social Security Number* *Response required

7.1.9. NAICS CODE*

Please enter your NAICS Codes

*Response required https://federalcontractorregistry.com/system-award-management-5-fast-facts/

7.1.10. Payment Terms*

You agree to NET 30 Terms as stated in our Terms and Conditions.

☐ Please confirm

*Response required

7.1.11. Age of Firm*

*Response required

7.1.12. Small Business Certification*

☐ Yes

☐ No

*Response required

When equals "Yes"

7.1.13. XBE Certification*

If Certified Small and Disadvantaged Business Enterprise, please upload a copy of the certificate from the certifying agency.

*Response required

7.1.14. Annual Gross Receipts*

☐ less than $500,000

☐ $500,000 - $1 million

☐ $1 million to $5 million

☐ more than $5 million

*Response required

7.2. Technical Proposal (Volume 1)

7.2.1. Proposal*

1. Project Approach

A. This file shall describe the proposer’s approach to providing the services requested per the scope, understanding SORTA’s requirements for this project, and reflecting its experience in performing similar contracts for other clients. Proposers may offer an alternative solution to the requirements specified in the scope of work herein, provided that such alternative meets

SORTA’s needs as described herein.

2. Firm Qualifications, Experience and References

This section should contain a description of the proposing firm’s prior and current experience as it pertains to services similar to those required hereunder.

A. It should include a list of all similar assignments undertaken in the past 5 years, identifying the duration, the client, and the scope of the contract.

B. Contact information (name, title, mailing address, and email, telephone and fax numbers) for each client or reference should be included.

C. Provide a summary of the firm’s qualifications, general information about the firm, location of office(s), years in business and areas of expertise.

3. Staffing (Qualifications, Experience and Availability)

Identify key staff and include a description of their abilities, qualifications and experience.

A. Attach resumes of key staff to be assigned to this project. Include a proposed project management structure and organization chart. Please list the number of full-time staff by discipline.

B. Identify any portion of the scope of work that would be subcontracted. Include firm qualifications and key personnel, telephone number and contact person for all subcontractors.

SORTA/Metro reserves the right to approve or reject any internal staff or subcontractors proposed by the firm.

*Response required

7.2.2. Evaluation Criteria*

I have read and reviewed the evaluation criteria and understand what is required within the proposal.

☐ Please confirm

*Response required

7.3. Business Proposal (Volume 2)

7.3.1. Business Proposal (Volume 2)*

Please upload copies of the following certificates below:

• Cover Letter

• Worker's Compensation

• General Liability Insurance

• Automobile Insurance

• Crime Coverage (including theft, fraud and computer fraud)

• Professional Liability/Errors and Omissions Insurance

*Response required

7.3.2. Acknowledgment Regarding Debarment, Suspension and Other Responsibility

Matters* This Acknowledgment is required to be submitted to SORTA on behalf of the principal bidder/proposer and all Subcontractors whose subcontracts are reasonably anticipated to exceed $25,000 in value.

1. The Bidder/Proposer/Subcontractors ("Attester") certifies to the best of its knowledge and belief that the Attester and/or any of its principals or Subcontractors:

A. Are not presently debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded from covered transactions by any Federal department or agency;

B. Have not, within a three-year period preceding this bid/proposal, been convicted of or had a civil judgment rendered against them for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain or performing a public (Federal, State or

Local) transaction or contract or subcontract; violation of Federal or State antitrust statutes, or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements or receiving stolen property; and'

C. Are not presently indicted for or otherwise criminally or civilly charged by a governmental entity (Federal, State or local) with commission of any of the offenses enumerated in

Paragraph 2 above; and

D. Have not within a three-year period preceding this bid/proposal had one or more public transactions (Federal, State or local) terminated for cause or default by any federal agency.

"Principals", for the purposes of this acknowedgment, means officers, directors, owners, partners, and persons having primary management or supervisory responsibilities within a business entity (e.g., general manager, plant manager, head of a subsidiary, division, or business segment, and similar positions).

This acknowledgment concerns a matter which may be within the jurisdiction of an agency of the United

States and the making of a false, fictitious, or fraudulent certification may render the maker subject to prosecution under Section 1001, Title 18, United States Code.

• The Attester shall provide immediate written notice to SORTA's Procurement Department if, at any time the Attester learns that its acknowledgment was erroneous when submitted or has become erroneous by reason of…