AVTA RFP 2027-03 TRANSIT OPERATIONS and MAINTENANCE.pdf

AVTA

OPERATION OF FIXED ROUTE TRANSIT SERVICES

OPERATION OF PARATRANSIT SERVICES

REQUEST FOR PROPOSALS

RFP No. 2027-03

PART I

INSTRUCTIONS TO PROPOSERS

TABLE OF CONTENT

Part I. INSTRUCTIONS TO PROPOSERS .............................................................. I-1

I.101 INTRODUCTION ....................................................................................... I-1

I.102 DEFINITIONS ............................................................................................ I-1

I.103 ISSUING AGENCY AND OVERVIEW OF SERVICE .................................... I-4

I.104 SCOPE OF WORK..................................................................................... I-4

I.104a FIXED ROUTE........................................................................................ I-6

I.104b PARATRANSIT ON-DEMAND ................................................................. I-6

I.105 AVTA TRANSIT SYSTEM INFORMATION ................................................. I-7

I.106 SCHEDULE OF EVENTS ......................................................................... I-11

I.107 BASIS OF AWARD ................................................................................. I-11

I.108 PRE-PROPOSAL CONFERENCE AND SITE VISIT ................................... I-11

I.109 QUESTION AND ANSWER AND ADDENDA PROCESS ........................... I-12

I.110 DUE DATE ............................................................................................. I-12

I.111 PROPOSAL SUBMITTAL - REQUIREMENTS AND PROCESS ................. I-13

I.112 ACCEPTANCE OF TERMS AND CONDITIONS ........................................ I-14

I.113 PACKAGE A. BACKGROUND, AFFIRMATIONS, AND CERTIFICATIONS I-15

I.114 PACKAGE B. QUALIFICATIONS/TECHNICAL PROPOSAL ...................... I-18

I.115 PACKAGE C. PRICE PROPOSAL ........................................................... I-25

I.116 RESTRICTIONS ON LOBBYING AND CONTACTS .................................. I-25

I.117 EXCEPTIONS TO TERMS AND CONDITIONS .......................................... I-26

I.118 PROPOSAL WITHDRAWAL .................................................................... I-27

I.119 COSTS INCURRED BY PROPOSER ........................................................ I-27

I.120 TECHNICALLY UNACCEPTABLE PROPOSALS ..................................... I-27

I.121 DISQUALIFICATION OF PROPOSERS .................................................... I-27

I.122 CANCELLATION OF PROCUREMENT .................................................... I-28

I.123 PROPOSAL REJECTION ........................................................................ I-28

Part II. EVALUATION PROCESS .......................................................................... II-1

II.201 DESCRIPTION OF EVALUATION PROCESS ......................................... II-1

II.202 EVALUATION AND SCORING ............................................................... II-4

II.203 TECHNICAL QUALIFICATIONS EVALUATION FACTORS ..................... II-4

II.204 PRICE PROPOSAL EVALUATION ......................................................... II-5

II.205 ACTIONS FOLLOWING EVALUATION .................................................. II-5

Part III. PROTEST PROCEDURES ....................................................................... III-1

III.301 DESCRIPTION OF PROCEDURES ....................................................... III-1

III.302 REVIEW OF PROTEST BY AVTA ......................................................... III-3

III.303 EFFECT OF PROTEST OF PROCUREMENT ACTIONS ......................... III-3

III.304 ABILITY TO PROCEED ........................................................................ III-4

III.305 SUMMARY DISMISSAL ........................................................................ III-4

III.306 DECISION ON PROTEST ...................................................................... III-4

III.307 APPEALS ............................................................................................ III-5

EXHIBIT 1. PROPOSAL LETTER FORM

EXHIBIT 2. CERTIFICATIONS

EXHIBIT 2-A. DEBARMENT AND SUSPENSION CERTIFICATION

EXHIBIT 2-B. BYRD ANTI-LOBBYING AMENDMENT CERTIFICATION

EXHIBIT 2-C. NON-COLLUSION DECLARATION TO BE EXECUTED BY

PROPOSER AND SUBMITTED WITH PROPOSAL

EXHIBIT 2-D. DECLARATION UNDER LABOR CODE SECTION 1072

EXHIBIT 2-E. DISADVANTAGED BUSINESS ENTERPRISE (DBE) CERTIFICATE

OF COMPLIANCE

EXHIBIT 2-F. HIRING AND WAGE AND BENEFITS CERTIFICATION

EXHIBIT 2-G. CERTIFICATE OF INDEPENDENT PRICE DETERMINATION

EXHIBIT 2-H. MINIMUM WAGE CERTIFICATE

EXHIBIT 2-I. CERTIFICATION OF OSHA COMPLIANCE

EXHIBIT 2-J. ALCOHOL AND DRUG POLICY CERTIFICATE

EXHIBIT 2-K. PROMPT PAYMENT CERTIFICATION

EXHIBIT 2-L. BOND FOR FAITHFUL PERFORMANCE

EXHIBIT 2-M. FEDERAL TAX LIABILITY AND FELONY CONVICTION

CERTIFICATION

EXHIBIT 2-N. IRAN CONTRACTING ACT CERTIFICATION

EXHIBIT 2-O. NO PROPOSAL SUBMISSION NOTIFICATION

EXHIBIT 2-P. EXCEPTIONS TO REQUIREMENTS / SPECIFICATIONS

EXHIBIT 2-Q. SUBCONTRACTOR DISCLOSURE FORM

EXHIBIT 2-R. LEVINE ACT POLITICAL CONTRIBUTION DISCLOSURE FORM ... 28

EXHIBIT 2-S. REFERENCES

EXHIBIT 2-T. BUY AMERICA CERTIFICATION

EXHIBIT 3. TRANSIT SERVICE OPERATING AGREEMENT

SEC 1. DEFINITIONS

SEC 2. CONTRACTOR SCOPE OF WORK

SEC 3. REPRESENTATIONS AND WARRANTIES

SEC 4. CONTRACT AWARD AND NOTICE TO PROCEED

SEC 5. CONTRACT TERM

SEC 6. COMPENSATION FOR SERVICES

SEC 7. INVOICES

SEC 8. START-UP AND TRANSITION

SEC 9. PERSONNEL REQUIREMENTS AND STANDARDS

SEC 10. SPECIFIC REQUIREMENTS FOR OPERATORS, MECHANICS, AND

OTHER PERSONNEL

SEC 11. OPERATING PERFORMANCE STANDARDS

SEC 12. VEHICLE MAINTENANCE, APPEARANCE, AND CLEANING

SEC 13. VEHICLE WARRANTY REPAIRS

SEC 14. FACILITY AND FACILITY EQUIPMENT REQUIREMENTS

SEC 15. EQUIPMENT AND INVENTORY REQUIREMENTS

SEC 16. TECHNOLOGY AND COMMUNICATIONS

SEC 17. FARE COLLECTION

SEC 18. CAD/AVL

SEC 19. SAFETY AND SECURITY

SEC 20. MARKETING AND ADVERTISING

SEC 21. SERVICE CHANGES

SEC 22. INSURANCE REQUIREMENTS

SEC 23. BONDING REQUIREMENTS

SEC 24. INDEMNIFICATION AND HOLD HARMLESS

SEC 25. LIQUIDATED DAMAGES AND INCENTIVES

SEC 26. RECORDS AND REPORTS

SEC 27. PASSENGER COMPLAINTS

SEC 28. INSPECTION OF WORK

SEC 29. AUDIT AND INSPECTION OF RECORDS

SEC 30. OPERATION DURING A DECLARED EMERGENCY

SEC 31. CANCELLATION OF AGREEMENT

SEC 32. TERMINATION FOR CONVENIENCE

SEC 33. TERMINATION BY MUTUAL AGREEMENT

SEC 34. TERMINATION FOR DEFAULT

SEC 35. FORCE MAJEURE

SEC 36. DISRUPTIONS IN SERVICES

SEC 37. DISPUTES

SEC 38. ASSIGNMENT

SEC 39. SUBCONTRACTING

SEC 40. INDEPENDENT CONTRACTOR

SEC 41. LICENSES, PERMITS, AND TAXES

SEC 42. CONFLICT OF INTEREST

SEC 43. COMPLIANCE WITH LAWS AND PERMITS

SEC 44. LACK OF FUNDS

SEC 45. NO FEDERAL GOVERNMENT OBLIGATIONS

SEC 46. WAIVER OF TERMS AND CONDITIONS

SEC 47. INTERPRETATION, JURISDICTION, AND VENUE

SEC 48. OFFICIAL RECEIPT DURING CONTRACT PERFORMANCE

SEC 49. SEVERABILITY

SEC 50. AMENDMENTS

ATTACHMENTS

ATTACHMENT A. SERVICE DESCRIPTION

ATTACHMENT B. BUS FLEET INVENTORY

ATTACHMENT C. SUPPORT VEHICLE INVENTORY

ATTACHMENT D. VEHICLE WARRANTY INFORMATION

ATTACHMENT E. OTHER INVENTORY

ATTACHMENT F. VEHICLE APPEARANCE, CLEANING, AND MAINTENANCE

REQUIREMENTS

ATTACHMENT G. AVTA OPERATOR/SUPERVISOR/DISPATCHER UNIFORM AND

APPEARANCE POLICY

ATTACHMENT H. FEDERAL REQUIREMENTS

ATTACHMENT I. FACILITY MAP

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Part I-1

PART I. INSTRUCTIONS TO PROPOSERS

I.101 INTRODUCTION

The Antelope Valley Transit Authority (AVTA) is issuing this Request for Proposals (RFP) to solicit and select, through a competitive process, a qualified firm to operate and maintain local and commuter fixed route services as well as paratransit services in the Antelope Valley region of Southern California, operating out of AVTA's operations and maintenance facility. The RFP consists of the following: Part I - Instructions to Proposers; Part II - Evaluation Process; Part III -

Protest Procedures. The RFP also includes several Exhibits (certifications and materials to be executed by the Proposers) and Attachments (information provided by AVTA), including a Draft

Operations and Maintenance Agreement.

I.102 DEFINITIONS

Agreement and Contract. The terms "Agreement" and "Contract" mean the agreement to be entered into by AVTA and the successful proposer for the performance of the Scope of Work described in the RFP, as set forth in Draft Operations and Maintenance Agreement.

AVTA. The term "AVTA" means the public agency issuing the RFP, a local municipal transportation provider created under a Joint Powers Agreement pursuant to California State law with its principal place of business in Lancaster, California.

BAFO. The term "BAFO" means Best and Final Offer.

Billable Hours. The period during which the Contractor is paid for Service under this Agreement and includes Revenue Service Hours but does not include Recovery Time, Layover Time, Garage

Deadhead or Unscheduled Deadhead.

Commencement Date. The term "Commencement Date" means the date the Contractor begins operating transit and paratransit services under the Agreement entered pursuant to the RFP, currently scheduled for July 1, 2027.

Contract Administrator. The term "Contract Administrator" means the individual designated by the Executive Director/CEO as the AVTA officer or employee responsible for implementing and

Part I-2 overseeing the procurement process under the RFP. Whenever the term "Contract Administrator" is used in the RFP, it also includes the designated representative thereof.

Contractor. The term "Contractor" means the firm, company, corporation, partnership, or association that enters into the Agreement with AVTA to provide the Scope of Work described in the RFP.

Customer Service Calls. The contractor will designate contracted staff and will be required to answer customer service calls after hours and when AVTA offices are closed.

Days. The term "Days" means business days recognized by AVTA, except as otherwise specifically indicated herein.

Deadhead Time. The term "Deadhead Time" means the time during which a Revenue Vehicle is operating without fare paying passengers, such as movement between the Facility and the departure point of a scheduled route and between the ending point of a scheduled route back to the Facility.

Equipment. The term "Equipment" means the transit equipment owned by AVTA and used and maintained by the Contractor in providing the Scope of Work covered by the RFP.

Executive Director/CEO. The term "Executive Director/CEO” means the AVTA Executive

Director/Chief Executive Officer or designee.

Facility. The term "Facility" means the AVTA operations and maintenance facility located at

42210 6th Street West, Lancaster, California. The Facility is owned by AVTA and will be used by the Contractor for the operation and maintenance of vehicles under the Agreement.

Federal Transit Administration (FTA). The term "Federal Transit Administration" or "FTA" means the Federal Transit Administration of the United States Department of Transportation or its successor entity.

Key Personnel. The term "Key Personnel" means the General Manager, Operations

Manager, Maintenance Manager, and Safety/Training Manager.

Interested Party. The term "interested party" means any person (1) who is an actual or prospective proposer in the procurement involved; and/or (2) whose direct economic interest would be affected by the award of the Agreement or by a failure to award the Agreement.

Part I-3

Liquidated Damages. The term “Liquidated Damages” means a specific sum (or a sum readily determinable) of money stipulated by the contracting parties as the amount to be recovered for violation of the contract that is within the contractor’s control.

Proposal. The term "Proposal" means a written submittal by a Proposer in response to the RFP.

Proposer. The term "Proposer" means a firm submitting a Proposal in response to the RFP.

Prospective Proposer. The term "prospective proposer" means any person who takes one or more of the following actions: (1) receives the RFP by direct mail or other means; (2) attends the pre-proposal meeting and registers as an attendee; and/or (3) registers with AVTA as a prospective proposer.

RFP. The term "RFP" means this Request for Proposals.

Recovery Time. The term "Recovery Time" means the time built into a route trip schedule to mitigate schedule adherence issues related to delays.

Revenue Hour. The term "Revenue Hour” means the time a Revenue Vehicle is in Revenue

Service, including Recovery Time (Inclusive of wait time for Commuter routes) but excluding

Deadhead Time.

Revenue Miles. The term "Revenue Miles" means the number of miles scheduled to be operated by Revenue Vehicles in Revenue Service, excluding Deadhead.

Revenue Service. The term "Revenue Service" means the operation of a Revenue Vehicle in transit services available to carry fare paying passengers. The term includes Recovery Time but does not include Deadhead Time.

Revenue Vehicle. The term "Revenue Vehicle” means any vehicle owned or leased by

AVTA and used by the Contractor to provide revenue service under the Agreement.

Support Vehicle. The term "Support Vehicle" means a vehicle that is used to support transit services (such as a supervisory or relief vehicle) but is not used in Revenue Service.

VtoG. Voltage to Ground Module.

Wait Time. The time an operator waits to start revenue service after carpooling to and from any commuter layover.

Part I-4

[Note: Additional definitions are provided in the Draft Operations and Maintenance

Agreements]

I.103 ISSUING AGENCY AND OVERVIEW OF SERVICE

AVTA is a local municipal transportation provider that was created under a Joint Powers

Agreement between the cities of Lancaster and Palmdale, California, and the County of Los

Angeles. Fixed transit operations and maintenance services are currently provided by MV

Transportation, Inc. Paratransit operations, including Non-emergency Medical Transportation

(NEMT), are provided by AV Transportation Services (AVTS). AVTA operates four types of transit services: local and commuter services (collectively referred to as fixed route), complementary paratransit (Dial-A-Ride) services, and Non-emergency Medical Transportation (NEMT). The

AVTA system currently consists of twelve (12) local fixed routes, three (3) supplemental routes, and four (4) commuter express routes, operating across AVTA's 1,200 square mile service area.

Fixed Route service operates from approximately 5:00 AM to 10:24 PM daily. Complimentary

Paratransit service operates from 5:00AM to 8:00PM weekdays, 6:00AM to 8:00PM on Saturday, and 7:00AM to 8:00PM on Sunday. with a combined annual passenger load for all services of approximately 2.6 million.

The RFP covers fixed routes, paratransit services, and vehicle maintenance.

I.104 SCOPE OF WORK

A. General. The selected Contractor will be responsible for operating local transit, commuter, Americans with Disabilities Act (ADA) complimentary paratransit, Non-emergency

Medical Transportation services (NEMT), and shall provide maintenance services for the revenue and support vehicles used for AVTA for the fixed contract term, in accordance with the terms of the RFP and the Operation and Maintenance Agreement set forth in the Draft Operations and

Maintenance Agreement. The Contractor shall ensure that the costs of all equipment and supplies necessary for performance of services under this Agreement and the cost of maintaining the

Revenue Service Vehicles and replacing vehicle components and parts as necessary are met by the Contractor or its subcontractors, as appropriate.

The Contractor shall be responsible for ensuring operators provides customer service;

adequate training of employees; establishing and implementing policies designed to minimize

Part I-5 employee turnover and maximize on-time performance; avoiding late and missed trips; providing well-maintained, clean and mechanically safe vehicles; expeditiously providing back-up vehicles in the event of breakdowns and other service-related items that affect the reliability of service;

and otherwise carrying out all contractual obligations in a safe, reliable, and professional manner.

B. Compensation. The Contractor will be compensated based on its Rate per Revenue

Hour for the fixed route and paratransit services provided.

C. Contract Scope. AVTA's intention is for the Contractor selected pursuant to the RFP to be responsible for both the operation of transit services and the maintenance of vehicles and equipment. However, AVTA is requesting two (2) price proposals: one for both operations and maintenance services, and one for operations services only. It is also required that rates for fixed route and paratransit be clearly separated and not blended (See Sec. I.115). AVTA reserves the right to award the Contract for the scope of services that AVTA determines, in its discretion, to be in the best interests of the agency. If the Contract Award is for operations services only, the terms and conditions of the Agreement will be modified consistent with that Scope of Work.

D. Contract Term. The Contract Term for the services to be provided under the RFP will be five (5) base years, with two (2) one-year options, for a total Contract Term of seven (7) years.

E. Performance Requirements. Subject to the general policies and direction of the AVTA

Board of Directors with respect to transit management and operations, the selected

Contractor will be responsible for all activities necessary to operate Revenue Vehicles and provide Revenue Service for AVTA in accordance with the provisions and requirements of the Draft Operations and Maintenance Agreement. The Contractor shall recognize that AVTA is committed to full compliance with the ADA, a civil rights statute. During the term of this

Agreement, perform all services diligently, carefully, and in a professional and timely manner in accordance with the standards and practices generally accepted as standards in the industry;

shall have and maintain all required authority, licenses, professional ability, skills, personnel, and capacity to perform the Contractor’s obligations under this Agreement; shall furnish all labor, supervision, machinery, equipment, material, and supplies necessary, as required under this

Agreement; and shall comply with all terms and conditions of this Agreement and the other

Contract Documents.

F. Compliance with AVTA and Contractor Policies. In providing services under Exhibit 3

Draft Agreement, the Contractor shall comply with the AVTA Vehicle Condition and Appearance

Part I-6

Policy in Sections 9 and 13, and the AVTA Uniform Policy in Section 11 (B), and with each of the

Contractor’s plans and programs listed in Section 4 (C) below, as approved by AVTA.

G. Responsibilities Regarding Existing System Personnel. In the recruiting and hiring of personnel to operate and maintain fixed route and paratransit services for AVTA, the selected

Contractor will be required to afford existing system non-management employees (both in-house employees and employees of the current fixed route Contractor) the preference in hiring described in Section 9 of the Draft Operations and Maintenance Agreement set forth in the Draft Operations and Maintenance Agreement. The Contractor must also maintain these employees' existing wages and benefits for the periods specified in Section 9.

I.104a FIXED ROUTE

Contractor Duties. The contractor shall provide executive and administrative management;

day-to-day operation of the AVTA fixed route transit system, which will include, run-cutting, scheduling, generating operator bids and any related tasks, recruiting, employing, and supervising all personnel including supervisors, vehicle operators, mechanics, and dispatchers; maintenance of all revenue and support vehicles and the equipment at facility and on-board the vehicles; major cleaning of the facility; operation of training and safety programs; providing operators for support vehicles; assisting in pre-hire training programs; assisting in public relations and promotions;

preparation of reports and analysis of financial and other matters; clerical, statistical, and bookkeeping services; and providing commuter layover facilities. The Contractor's Scope of Work does not include maintenance of the administration building, maintenance of the grounds, security, bus stop maintenance, or routine day-to-day cleaning of the Facility, or the supply of fuel for Revenue Vehicles.

I.104b PARATRANSIT ON-DEMAND

Contractor Duties. The Contractor shall provide approved Safety and Training Programs;

scheduling, dispatching and logging of passenger vehicle trips through use of app-based, on-demand software and hardware. Smart devices/tablets or a mobile data terminal which is placed on each revenue vehicle or assigned operator to display real-time location through use of this software system; reporting will be computerized and display all scheduled, real-time and past trip status through use of web portal, web portal will allow for “drill down” of specific reports may

Part I-7 include, but may not be limited to passenger ridership, total and revenue hours, boardings;

developing administrative procedures and financial records; and developing methods to improve effectiveness and maximize service efficiency. Manifests will be viewable through the portal or other agreed-upon reporting mechanisms.

I.105 AVTA TRANSIT SYSTEM INFORMATION

A. Services, Facilities, and Requirements. The transit services to be provided under the RFP, and relevant information relating to those services, are more specifically described in the following:

1. An identification of the Revenue Hours and Miles by year and type of service is set forth in subsection C below.

2. A description of the current system is set forth in Attachment A.

3. The system map is set forth in Attachment A.

4. The Vehicle Inventory is set forth in Attachments B and C.

5. The Vehicle Warranty Information is set forth in Attachment D.

6. The facility information and equipment inventory is set forth in Attachment E.

Part I-8

B. Service Area. The current AVTA service area is illustrated below:

Figure I-1. AVTA’s Local Service Area

Figure I-2. AVTA’s ADA Complimentary Paratransit Service Area

Part I-9

Figure I-3. AVTA's Commuter Service Area

The existing AVTA Revenue Vehicle fleet is composed of o n e h u n d r e d f o r t y - t w o ( 1 4 2 )

AVTA owned vehicles, consisting of seventy-eight (78) local fixed-route vehicles, twenty-four (24) commuter coaches, nineteen (19) paratransit vehicles, and twenty-one (21) support vehicles owned by AVTA (and used to support fixed route).

C. Revenue Hours and Revenue Miles. The services covered by the RFP are identified in summary form in the following chart:

Local Commuter Paratransit

Revenue Hours 104,338.58 23,918.65 5,600

Revenue Miles 1,752,568.47 653,498.44 100,000

Part I-10

The Revenue Hours and Revenue Miles shown above are estimates of the services to be provided for any given service year. Proposers should use them as the basis for developing their price proposals in response to the RFP. These amounts may vary up to 15% +/- for fixed route and up to 25% for paratransit depending on need. AVTA may also request up to an additional five hundred (500) special non-revenue hours per calendar year.

D. Required Policies. The selected proposer will be required to comply with the terms and conditions of the Agreement and with the AVTA Vehicle Condition and Appearance

Policy set forth in Attachment F, and the AVTA Uniform Policy set forth in Attachment G.

Part I-11

I.106 SCHEDULE OF EVENTS

EVENT DATE

Issuance of RFP Oct. 5, 2026

Pre-proposal conference, site visit, and vehicle and facility review Oct. 21, 2026, at 10:00AM

Questions and Answer period Oct. 22 – Nov. 11, 2026

Deadline for receipt of questions/requests for addenda Nov. 11, 2026

AVTA responses to questions and issuance of addenda Nov. 19, 2026

Proposals due Dec. 4, 2026, at 3:00PM

PT

Qualified Responses (Organizational Interviews) week of Dec. 14, 2026

Internal Review of Responses/Interviews/Recommendations Due Feb. 3, 2027

Best and Final Offers due (if applicable) Feb. 4, 2027

Evaluation process completion/ Determination of highest ranked proposer

Jan. 18, 2027

Contract award by AVTA Board and authorization to negotiate and execute contract

Feb. 23,2027

Award Letter to Board Approved Contractor Mar. 2,2027

Transition and start-up period Mar. 28 – Jun. 29, 2027

Commencement Date Jul. 1, 2027

AVTA may modify any of the above dates by written notice to Prospective Proposers. In addition, the schedule may be modified if AVTA does not elect to conduct a BAFO process.

I.107 BASIS OF AWARD

The procurement is being carried out as a Request for Proposals/competitive negotiation.

AVTA will award the contract using a Best Value selection method, based on qualifications/technical proposals (See Section I.114) and price proposals (See Section I.115).

The award will be to the acceptable proposal determined to be the most advantageous and greatest value to AVTA, based on the evaluation factors in Part II of the RFP.

I.108 PRE-PROPOSAL CONFERENCE AND SITE VISIT

A mandatory pre-proposal conference is scheduled for October. 21, 2026 at 10:00AM at the AVTA offices at 42210 6th Street West, Lancaster, California. The pre-proposal conference will be followed by a site visit, vehicle and facility review, and a tour of key elements of the AVTA system.

Part I-12

I.109 QUESTION AND ANSWER AND ADDENDA PROCESS

Request for Interpretation or Clarification. Prospective Proposers may submit written questions to AVTA for an interpretation or clarification of the RFP (including the Draft Operations and Maintenance Agreement) and written requests for an addendum to the RFP. Prospective

Proposers are encouraged to submit questions and answers as early as possible. This will be a

"rolling" process; AVTA will respond to questions on a regular basis during the question-and-answer period. The deadline for questions and requests for an addendum is November 11, 2026. Questions and requests for an addendum should be sent to the AVTA Director of

Procurement and Contracts, Cecil Foust, by email to cfoust@avta.com.

AVTA Responses. AVTA will review and prepare a written response to each timely question and request submitted by a Prospective Proposer pursuant to this Section. AVTA is not bound by any oral interpretations or clarifications of, or any oral modifications to, the provisions of the RFP made by any AVTA representative. Any clarification or change to the

RFP must be written as an addendum issued by AVTA pursuant to this Section.

Addenda. AVTA reserves the right to make modifications or addenda to the RFP. If AVTA determines it is appropriate to revise any portion of the RFP, either at the request of a proposer or upon AVTA's own initiative, AVTA will issue, and make available to all

Prospective Proposers, a written addendum setting forth such revision. Proposers shall acknowledge receipt of addenda in writing and include their signed acknowledgment in their

Proposal Letter. (See Section I.113, Tab A-1.) If an addendum issued late in the question-and-answer process requires significant changes in the Work to be performed under the

Agreement, the date for receipt of proposals may be postponed at AVTA's discretion by such number of days as AVTA determines are appropriate in order to enable Prospective

Proposers to revise Proposals.

I.110 DUE DATE

Proposals must be received by AVTA at its offices at 42210 Sixth Street West, Lancaster, California 93534, by 3:00 PM Pacific Daylight Time, on December 4, 2026. Proposals received after this specified date and time shall be considered late and shall not be considered for evaluation. Late proposals shall be returned to the sender unopened.

mailto:cfoust@avta.com.

Part I-13

I.111 PROPOSAL SUBMITTAL - REQUIREMENTS AND PROCESS

Delivery of Proposals. Proposals in response to the RFP shall be considered received at the time received by the addressee or designated agent. PROPOSALS SHALL CONSIST OF

ONE UNBOUND ORIGINAL AND SEVEN (7) COPIES AND ONE (1) ELECTRONIC COPY

SUCH AS A FLASH DRIVE. All proposals and other communications should be addressed as follows:

Cecil Foust

Director of Procurement and Contracts

Antelope Valley Transit Authority

42210 6th Street West

Lancaster, CA 93534

Required Markings. Each proposal shall be in the form specified in the RFP, and provided in a sealed envelope addressed to Cecil Foust, Director of Procurement and

Contracts, at the address set forth in subsection A with outside markings stating, “RFP No.

2027-03” and “Do Not Open with Regular Mail”.

Treatment of Proposal Contents. Proposals received have become the exclusive property of AVTA. When a Contract award is recommended to the AVTA Board of Directors, all

Proposals submitted in response to the RFP shall become a matter of public record, except as provided in subsection D hereof.

Proprietary Information. Those elements in each Proposal which the Proposer believes constitute trade secrets as that term is defined in Government Code 6254.7 shall be marked as "TRADE SECRET," "CONFIDENTIAL" or "PROPRIETARY" and will not be treated as public records. If a Proposer claims information as "trade secret", "proprietary", or

"confidential", it shall include a letter from legal counsel describing the specific information covered and representing that it meets the State law definitions. Any such material will be afforded the confidentiality provided under State law. AVTA shall not in any way be liable or responsible to any Proposer or other person for any disclosure of any such records or portions thereof, whether the disclosure is deemed to be required by law or by an order of a court, or occurs through inadvertence, mistake, or negligence on the part of AVTA or its officers, agents, or employees. However, Proposals which indiscriminately identify all or most of the

Proposal as exempt from disclosure without justification may, at the discretion of AVTA, be found technically unacceptable.

Part I-14

Clear and Concise Proposal. Proposals shall provide a straightforward, concise delineation of the Proposer's capability to satisfy the requirements of the RFP. Each

Proposal shall be submitted in the format described in Sections I.113, I.114, and I.115 and shall provide all pertinent information, including but not limited to information relating to management structure and key personnel, operations and maintenance capability, experience, financial resources, and other information as specified in the RFP. Failure to adhere to instructions may be cause for rejection of any Proposal.

False Statements. False, incomplete, or unresponsive statements in connection with a

Proposal or a failure to adhere to the instructions in the RFP may be sufficient cause for rejection of the Proposal. The evaluation and determination of the fulfillment of this requirement will be the responsibility of AVTA, and its judgment will be final.

Formatting and Contents. - Proposals must be correctly formatted in accordance with

Sections I.113, I.114, and I.115 hereof. Each Proposal must be divided into the following

Packages:

Package A - Background, Affirmations, and Certifications.

Package B - Qualifications/Technical Proposal.

Package C - Price Proposal.

Proposals must include all the required contents of each Package, in the sequence specified. Each Proposal shall include a table of contents clearly referring to each

Package and section in the Proposal. Each section of the Proposal must be clearly labeled by contents in accordance with the Tabs described below. A Proposal will not be considered if it modifies or fails to conform to each of the requirements set forth in

Sections I.113 – I.115.

Page Limitations. Package B of each Proposal (the Qualifications/Technical) shall not exceed seventy-five (75) pages in length, single-spaced, single-sided. Packages A and C of the Proposals do not have a specified page limitation.

I.112 ACCEPTANCE OF TERMS AND CONDITIONS

Proposers understand and agree that submission of a Proposal will constitute acknowledgment and acceptance of, and a willingness to comply with, all the terms, conditions, and criteria

Part I-15 contained in the RFP (including the Draft Operations and Maintenance Agreement), except as otherwise specified in the Proposal. Each Proposal found technically acceptable shall constitute an offer to provide the services described in the RFP. Proposals are subject to discussions/negotiations at the option of AVTA and to modifications through the BAFO process, as described in Section II.201. Still, Proposers should submit proposals that are acceptable without additional explanation or information. All parts of the submitted Proposal may become part of any subsequent Contract between the selected Contractor and AVTA.

I.113 PACKAGE A. BACKGROUND, AFFIRMATIONS, AND

CERTIFICATIONS

Each proposer shall submit Package A, which includes each of the materials set forth below.

Package A will be evaluated on a Pass/Fail basis, as part of the determination of responsiveness and responsibility.

Tab A - 1. Proposal Letter. Each Proposer shall submit the Proposal Letter using the form in Exhibit 1 (without alterations), signed by an authorized representative of the Proposer.

Tab A – 2. Evidence of Good Standing and Authorized Execution.

1. The Proposer shall provide evidence that it is in good standing in the State of its incorporation/organization and that it is qualified to do business in the State of

California.

2. The Proposer shall provide evidence that it is authorized to submit the Proposal and enter into and bind the Proposer to the Agreement. The evidence should be in the form of a resolution of its governing body.

3. The Proposer must identify a designated contact(s) who is authorized to negotiate on its behalf with the Authority in connection with the RFP, the Project, and the

Agreement (including the price), and to bind the Proposer on all matters relating to the RFP and the Agreement.

Tab A – 3. Information Regarding Debarments, Defaults, Claims, and Related Events. Each

Proposer shall submit the information set forth below regarding past performance, activities, and projects. The information shall cover the five (5) year period immediately prior to the due date of the Proposal.

Part I-16

1. Any instance where the Proposer was debarred, disqualified, or removed from a federal, state, or local government transit services project.

2. Any instance where the Proposer submitted a bid or proposal on a transit services project and was found by an awarding body to be a non-responsible or non-responsive bidder or Proposer.

3. Any instance where the Proposer defaulted on a transit services contract, and any instance in which the Proposer's work was required to be completed by a surety.

4. Information concerning the bankruptcy or receivership of the Proposer.

5. Information concerning all adverse claims, disputes, settlements, or lawsuits between a public transit agency, city, county, or state department of transportation, and the Proposer (including professional liability/errors and omissions claims) in which the claim, settlement, or judgment exceeds two hundred and fifty thousand dollars ($250,000).

Tab A – 4. Financial Viability. This section shall include an audited financial statement reflecting the financial condition of the Proposer, including a full and detailed presentation of the true condition as of July 1, 2026 (or for the prior year if not available) of the Proposer's assets, liabilities, and net worth. If the proposer's fiscal year is reported on a basis other than a calendar year, the latest annual financial report along with a current financial report (balance sheet and profit/loss statements) will be acceptable. If an audited financial statement is not available, the

Proposer may provide a certified financial statement signed and authenticated by its Chief

Financial Officer.

The financial statement and related documents must set forth the financial status of the entity, subsidiary, division, subdivision, or unit that will perform the services described in the RFP. If the

Proposer is a wholly owned subsidiary of a parent corporation and does not have its own audited financial statement, the annual audited financial statement for the most recent fiscal year for the parent corporation must also be submitted, and (at the discretion of AVTA), the parent corporation may be required to provide a corporate guaranty.

The Proposer shall also disclose any adverse financial information or condition (including bankruptcy or insolvency) that arose during the two (2) years prior to the audited or certified financial statements submitted regarding the Proposer, its parent, or its subsidiaries or affiliates;

Part I-17 that has arisen since the date of the latest audited or certified financial statement; or that is not fully reflected in that financial statement.

Tab A – 5. Certifications. This section should include the following certifications, each of which must be executed by a duly authorized official of the Proposer. The certification forms are set forth in Exhibit 2.

1. Debarment Certification. The certification addressing the debarment and suspension status of the Proposer or any of its principals, as set forth in Exhibit

2-A.

2. Lobbying Certification. The certification regarding lobbying, as set forth in Exhibit

2-8.

3. Authenticity/Non-Collusion Certification. The Authenticity and Non Collusion

Certification, as set forth in Exhibit 2-C.

4. Labor Code Compliance Certificate. The certification regarding compliance with

Labor Code Sections 1070-1074, as set forth in Exhibit 2-D.

5. DBE Certificate of Compliance. The Proposer shall submit the certification regarding compliance with applicable federal DBE regulations at 49 C.F.R. Part 26, as set forth in Exhibit 2-E. AVTA has not established a DBE-conscious contract goal for this procurement. Accordingly, there is no minimum numerical DBE participation requirement, and GFE documentation is not required as a condition of award unless otherwise stated by amendment to this solicitation prior to proposal submission.

6. Status. If the prime Contractor qualifies as a certified DBE or is joint venturing with a certified DBE, the Proposer shall provide a copy of the DBE certification(s), and a description of the dollar value of the proposed work that it intends to perform with its own forces, together with a statement of the percentage interest in the

Contract held by the joint venturer DBE.

7. Hiring and Wage and Benefit Requirements. A certification, as set forth in Exhibit

2F, that the Proposer understands and will comply with the preference in hiring requirements and the wage and benefit requirements in the Draft Operations and

Maintenance Agreement.

Part I-18

Tab A – 6. EEO/Affirmative Action Plan. Each Proposer shall provide an Equal Employment

Opportunity Program, including an Affirmative Action Plan (in compliance with federal law) that includes persons with disabilities and disabled veterans.

Tab A – 7. Proposal Bond. Each Proposer shall provide a proposal bond or certified check in the amount of $25,000 payable to AVTA.

Tab A – 8. Performance Bond and Insurance. Each Proposer shall provide evidence of its capacity to obtain a performance bond as required under Section 22 of the Draft Operations and

Maintenance Agreement. (in the form of a letter from a surety company authorized to conduct business in California) and shall provide evidence of its capacity to provide the insurance required under Section 22 of such Agreement. (In the form of a letter from a qualified insurance provider or surety).

Tab A – 9. Drug and Alcohol Policy. This section should provide the Proposer's drug and alcohol policy and testing program, which must follow FTA/DOT regulations.

Tab A – 10. Incentive Proposals. - Proposers are requested to submit proposals for specific incentive provisions to be included in the Draft Operations and Maintenance Agreement. These incentives could apply to matters such as on-time performance, vehicle availability, condition of facilities and equipment, minimal passenger complaints, etc. Incentives should be based on performance that clearly exceeds the requirements of the Agreement. Proposers should identify specific categories and proposed incentive dollar amounts. AVTA reserves the right to negotiate appropriate incentive provisions in the Agreement with the successful Proposer.

Tab A – 11. Exceptions. -- This Section should identify any Exceptions that the proposer is taking to the RFP, including Exceptions to the terms of the Draft Operations and Maintenance

Agreements. In taking Exceptions (or failing to take Exceptions), Proposers must include a statement that the RFP and the Operations and Maintenance Agreement have been reviewed by legal counsel. Proposers should note the provisions of Section I.117 regarding the potential effect of Exceptions.

I.114 PACKAGE B. QUALIFICATIONS/TECHNICAL PROPOSAL

Each proposer shall submit Package B (Qualifications/Technical Proposal) that includes each of the materials set forth below, explaining the qualifications of the proposer to perform the Work and setting forth the proposer's management and organizational structure, capability, experience, Part I-19 and proposed programs and plans to ensure successful performance of the Work. Information in

Package B should be tailored to the specific Scope of Work covered by the Proposal (i.e. full service, fixed route only, paratransit only). Package B will be evaluated and scored in accordance with Section II.201 – II.205 of the RFP.

Tab B – 1. Management Structure and Key Personnel. This section shall explain the Proposer's management structure, including the following:

1. An identification of the Key Personnel (General Manager, Operations Manager, Maintenance Manager, and Safety/Training Manager), setting forth their qualifications for their respective position, including resumes and three (3) references for each (including current reference contact information). Also, provide the identification of other senior staff and significant personnel. This

Section should include any record of the project team working together on similar assignments. Proposers are advised that AVTA may require a Proposer to provide alternative or backup Key Personnel for any position, based on AVTA's evaluation of the qualifications and experience of the individual proposed.

2. A commitment that each person identified as filling a Key Personnel position is in fact committed to the AVTA project for the term of the Agreement.

3. An organizational chart, showing all Key Personnel and other senior staff, and the relationship of the project team to the parent company.

Tab B – 2. Capability and Management Approach. This section shall provide a statement explaining and documenting the Proposer's ability to perform the Scope of Work set forth in the

RFP and the terms of its Proposal, including a description of the Proposer's operations and maintenance capability and its methods and resources to perform the AVTA services described in the RFP. This Section should explain the Proposer's strategies or concepts for enhancing service quality, reducing costs, and otherwise improving the productivity and performance of the services provided. It shall provide specific examples of cases in which the Proposer has assisted a public agency client on these issues.

Tab B – 3. Experience, References, and Performance Record.

1. This section shall provide a listing of not less than four (4) or more than ten (10) public entities for which the Proposer has operated fixed route transit services during the past seven (7) years, including (A) an identification of the work

Part I-20 performed; (B) the status of the Contract; (C) the fleet size operated; and (D) the workforce size. These references should include specific experience in performing services like the Scope of Work in the RFP. If a Proposer does not have a sufficient number of public entity clients to provide this required listing, it should provide the information it has available for its operations over the past seven (7) years (or for such shorter period as it has been in existence) and explain why the experience of its principals or Key Personnel makes it qualified to perform the Scope of Work being procured under the RFP.

2. For each entity listed, provide the current addresses of the entity and email addresses and telephone numbers of appropriate contact people. AVTA may contact any person listed as a reference and reserves the right to contact other

(non-listed) clients and may consider the results of any such contacts in the evaluation process. AVTA also may make site visits to any listed public entity.

3. For each entity listed, provide the following information for the most recent 24 months of services: (A) complaints per 100,000 boardings; (B) on-time performance

(expressed as a percentage); (C) miles between mechanical road calls; (D) preventable accident rate; and (E) number, dollar amount, and type of liquidated damages assessed. In calculating this information, Proposers should utilize definitions and statistical models relied upon by the National Transit Database (NTD) reporting system.

4. In addition to information provided by a Proposer under this Tab, AVTA reserves the right to consider information (including NTD statistics) from any other transit system where the Proposer provides fixed route transit services under contract with a public agency.

Tab B – 4. Staffing Plan. This section shall provide the Proposer's plan for staffing the services to be provided under the RFP, and shall include the following:

(1) The number and identification (by title, position, or job classification) of personnel the Proposer intends to utilize in providing such services over the term of the Agreement. The Staffing Plan shall describe the functions and responsibilities of each job category. The successful Proposer will be required to adhere to its Staffing Plan throughout the term of the Agreement. In developing the

Staffing Plan, Proposers should note that, under Section 9 of the Agreement, the

Part I-21

Contractor will be required to provide an adequate number of vehicle operators for both fixed route and Paratransit operation, plus 20% extra board/standby operators for both types of services. If the contractor exceeds the 20% extra board requirement, the contractor shall solely bear the cost for those additional operators.

Additionally, not less than five (5) Class A vehicle mechanics, five (5) Class B vehicle mechanics, and five (5) Class C vehicle mechanics, eight (8) utility workers

(to include 1 commercially licensed Porter to assist with bus switch-outs and vehicle cleaning and detailing on the day shift), two (2) parts staff, three (3) maintenance supervisors, one (1) Maintenance Assurance Quality Control

Manager. In addition, the Contractor will be required to provide operators and mechanics who satisfy the requirements in Section 10 of the Agreement.

(2) An explanation of the Proposer's plan for hiring and recruiting employees and for conducting necessary background checks on all hires. The Staffing Plan demonstrate that the Proposer will be able to provide and retain enough qualified personnel to operate and maintain the services required under the

RFP. It should also describe how the Proposer will satisfy the provisions regarding the hiring of existing personnel, as set forth in Section I.104(E) of the

RFP and in the Agreement.

(3) A description of the plan for assigning mechanics, by skill level (class or grade) and by shift.

(4) A description of management positions relating to the facilities, safety and security, and operations training.

(5) A description of the Proposer's plans and programs to promote employee retention, including its plan for adequate compensation and benefits, opportunities for advancement, and other means for promoting the retention of employees and the preservation of a stable workforce.

(6) A description of the Proposer's program for rewarding outstanding employee performance through incentive awards or other means and for enhancing the overall quality and performance of the workforce.

Tab B – 5. Training Program. A description of the Proposer's program for training operators, mechanics, dispatchers, supervisors, and other personnel. The Training Program must include

Part I-22 an identification of the specific course content or subject matter and the number of hours of training to be provided for each of the above classes or crafts of employees, including:

1. The specific training the Proposer will provide regarding the operation, maintenance, and charging of the vehicles; use and maintenance of the facility;

operation and maintenance of all equipment and systems used in providing service under the Agreement; operation and maintenance of certain technology

(such as fareboxes, radios, cameras, etc.); and safety and security of operations, vehicles, and the facility.

2. A description of both initial and in-service training, including the steps the

Proposer intends to take to improve employee skills such as empathy training, enhance service quality, and promote safety in the performance of work

3. A description of the specific training the Proposer will provide regarding (A) the operation, maintenance, and charging of the electric vehicles; (B) use and maintenance of the charging facility; (C) operation and maintenance of all equipment and systems used in providing service under the Agreement; and (D) safety and security of operations, vehicles, and the facility to assure compliance with the safety and security requirements.

4. A description of management's ideas and/or plans to impact/improve metrics such as turnover, operator performance, pass-ups, call-ins, and any other operator performance issues.

Tab B – 6. Vehicle Maintenance Program. This section shall include a detailed description of the Proposer's maintenance program, including the following:

1. The Proposer's preventive maintenance program, including levels of inspections, intervals, the types of inspections and/or components serviced at each interval, and the reporting and documentation system.

2. A description of the proposed pre-inspection and post-trip inspection process and how operator-reported defects will be handled prior to Revenue Vehicles being…