C. Watertown - Transit RFP - T2025-2.pdf

REQUEST FOR PROPOSAL

COVER SHEET

Watertown Shared Ride Taxi Services

SOLICITATION NUMBER (must be included on all proposal documents that are submitted) T2025-2

THIS SOLICITATION CLOSES ON October 1, 2025 10:00 a.m

Proposals must be submitted by this date and time. Late PROPOSALS or offers will not be accepted.

SUBMIT PROPOSALS/OFFERS TO

City of Watertown

106 Jones Street

Watertown WI 53094 mdunneisen@watertownwi.gov

FOR INFORMATION ON THIS

PROCUREMENT, CONTACT

Megan Dunneisen

920-262-4006

ITEMS OR SERVICES TO BE PURCHASED

Curb to curb shared ride taxi service within the Watertown City Limits (or within 2 miles)

SIGNIFICANT EVENTS/DATES

ISSUE DATE August 25, 2025

PRE-PROPOSAL CONFERENCE There will be no Pre-Proposal Conference

LAST DAY TO SUBMIT QUESTIONS September 15, 2025 at 10:00 A.M. CT

PROPOSAL CLOSING DATE October 1, 2025 at 10:00 A.M. CT

EVALUATIONS BEGIN - ESTIMATED October 3, 2025

EVALUATIONS COMPLETED-

ESTIMATED

October 21, 2025

ESTIMATED CONTRACT AWARD DATE November 4, 2025

ESTIMATED CONTRACT START DATE January 1, 2026

There will not be a public opening for this RFP mailto:mdunneisen@watertownwi.gov

REQUEST FOR PROPOSALS

TO PROVIDE SHARED-RIDE TAXI SERVICES

In Watertown WI

Issued By City of Watertown

Date Issued 08/25/2025

Proposals must be submitted no later than

10/01/2025 at 10:00 A.M. CT

• Late PROPOSALS will be rejected. PROPOSALS MUST be date and time stamped by the soliciting purchasing office on or before the date and time that the Proposal is due.

• PROPOSALS dated and time stamped in another office will be rejected. Receipt of a Proposal by the mail system does not constitute receipt of a Proposal by the purchasing office.

• Any Proposal which is inadvertently opened as a result of not being properly and clearly marked is subject to rejection. PROPOSALS must be submitted separately, i.e., not included with sample packages or other PROPOSALS.

• Records will be available for public inspection after issuance of the notice of intent to award or the award of the contract.

• Proposer should contact the person named below for an appointment to view the Proposal record.

PROPOSALS shall be firm for acceptance for sixty (60) days from date of Proposal opening, unless otherwise noted.

• The attached terms and conditions apply to any subsequent award.

• There will be no public proposal openings

SUBMITTING THE PROPOSAL

Offerors must submit proposals via one of the following method(s):

One original (identified as such) paper copy by mail

C. Watertown

Attn: City Clerk

106 Jones Street

PO BOX 477

Watertown WI 53094

Identify the outside of the proposal as

“RFP Shared Ride Taxi.” Include the pricing proposal in a separate sealed envelope identified as “Pricing

Proposal.” Include the pricing proposals

And One electronic copy delivered though email

If a Vendor is submitting their

Proposal through email, the submittal must include all required documentation organized and named as detailed in this RFP.

Table of Contents

DEFINITIONS

1.0 GENERAL INFORMATION

1.1 GENERAL DESCRIPTION

1.2 CONTRACT TERM

1.3 NUMBER OF CONTRACTS

1.4 PROCUREMENT MANAGER

1.5 FEDERAL PARTICIPATION

1.6 CONTRACTOR SELECTION

1.7 CONTRACT TERM PRICE OPTIONS

1.8 CONTRACT MODIFICATIONS

1.9 COMPLETENESS AND VALIDITY OF OFFERS

1.10 CORRESPONDENCE RELATED TO THE SOLICITATION

1.11 REASONABLE ACCOMMODATIONS

1.12 WISCONSIN PUBLIC RECORDS LAW

1.13 FEDERAL PUBLIC RECORDS LAW

1.14 ORDER OF PRECEDENE

2.0 PRE-PROPOSAL CONFERENCE

3.0 PROPOSAL SCHEDULE

4.0 GENERAL PROPOSAL SUBMISSION REQUIREMENTS

5.0 PROPOSAL FORMAT

5.1 PROPOSAL FORMAT

5.2 COVER LETTER

6.0 CONTRACT DELIVERABLES

6.1 MINIMUM QUALIFICATIONS

6.2 GENERAL CONTRACTOR REQUIREMENTS

6.3 SPECIFIC SERVICE REQUIREMENTS

6.4 SERVICE AREA

6.5 SHARED-RIDE

6.6 SERVICE STANDARDS

6.7 HOURS OF SERVICE - TABLE 1

6.8 SERVICE LEVELS/NUMBER OF VEHICLES/DRIVERS REQUIRED - TABLE 2

6.9 WEEKLY ESTIMATED TOTAL HOURS

6.10 PRICING - HOURLY RATE, FARE RATE STRUCTURE, AND OTHER CHARGES

6.11 AVAILABLE VEHICLES

6.12 RESERVATION SERVICES/RADIO COMMUNICATIONS/RADIO EQUIPMENT

6.13 MAINTENANCE OF LEASED EQUIPMENT

6.14 CONTRACTED PERSONNEL - SELECTION AND TRAINING

6.15 INSURANCE

6.16 LICENSING

6.17 COLLECTED REVENUES

6.18 BASIS OF PAYMENT

6.19 RECORD REQUIREMENTS

6.20 COMPLAINTS

6.21 PROMOTION AND PUBLICITY

6.22 CONTRACT AWARD DOCUMENT

6.23 CONTRACT ADMINISTRATION

6.24 CONTINUATION OF SERVICE (OPTION YEARS)

6.25 ASSIGNMENT OR TRANSFER

6.26 TERMINATION OF AGREEMENT

6.27 END OF CONTRACT TRANSITION

7.0 PROPOSAL CONTENT

7.1 OFFEROR IDENTIFICATION

7.2 OFFEROR’S LEGAL STATUS

7.3 CHIEF EXECUTIVE OR ADMINISTRATOR OF THE ORGANIZATION

7.4 OFFEROR’S AUTHORIZED REPRESENTATIVE

7.5 OFFEROR’S BUSINESS FUNCTION

7.6 MINIMUM QUALIFICATIONS

7.7 SERVICE BACKGROUND

7.8 SERVICE HISTORY

7.9 REFERENCES

7.10 KEY PERSONNEL

7.11 VOLUNTEER STAFF

7.12 PAID STAFF

7.13 DRUG AND ALCOHOL TESTING

7.14 TRAINING

7.15 FINANCIAL STABILITY DOCUMENTATION

7.16 VEHICLE AND FLEET MANAGEMENT CAPABILITIES

7.17 FLEET DESCRIPTION

7.18 FLEET MAINTENANCE PROGRAM

7.19 INSURANCE COVERAGE

7.20 RECORD-KEEPING

7.21 FLEET

7.22 OPERATIONS AND REPORTING

7.23 PRICING PROPOSAL

7.24 PROPOSALDERS LIST – APPENDIX J

7.25 FEDERAL CLAUSES FOR FEDERAL CONTRACTS – APPENDIX I

7.26 ADDITIONAL RELEVANT INFORMATION

8.0 EVALUATION AND AWARD PROCESS

8.1 EVALUATION COMMITTEE

8.2 PRELIMINARY EVALUATION

8.3 RIGHT TO REJECT PROPOSALS

8.4 SCORING OF TECHNICAL PROPOSALS

8.5 ADDITIONAL FACTORS FOR PROPOSAL CONSIDERATION (PRIOR TO EVALUATING PRICE)

8.6 FINAL EVALUATION

8.7 EVALUATION SUMMARY

8.8 CONTRACT AWARD

8.9 NOTIFICATION OF INTENT TO AWARD

8.10 APPEALS PROCESS

9.0 CONTRACT ADMINISTRATION INFORMATION

9.1 CONTRACT ADMINISTRATOR

9.2 TECHNICAL ADMINISTRATOR

9.3 INSPECTION ADMINISTRATOR

9.4 CONTRACT PAYMENT ADMINISTRATOR

10.0 CONTRACT CLAUSES (SEE APPENDIX I FOR FEDERAL CLAUSES FOR FEDERAL

CONTRACTS)

10.1 FORCE MAJEURE

10.2 HOLD HARMLESS/IMDEMNIFACTION

10.3 PAYMENT TERMS

10.4 CONTRACT FUNDING

10.5 REFERENCE TO CONTRACT

10.6 SHIPPING

10.7 ASSIGNMENT, TRANSFER AND SUBCONTRACTING

10.8 CONFORMANCE WITH CONTRACT

10.9 FEDERAL FUNDING AND SPECIAL REQUIREMENTS

11.0 PROPOSAL PROCEDURE AND INSTRUCTIONS

11.1 SOLICITATION EXAMINATION

11.2 ALTERATION OF SOLICITATION DOCUMENT

11.3 INTERPRETATIONS OR REPRESENTATIONS

11.4 SATISFACTORY OF REQUIREMENTS

11.5 U.S. FUNDS

11.6 PROPOSAL PRICES

11.7 RFP CONSIDERATION OF ALL INHERENT COSTS

11.8 RFP FIXED PRICING

11.9 EXTENSION OF PROPOSAL PRICES

11.10 VENDOR QUESTIONS AND CLARIFICATIONS

11.11 RFP CLARIFICATIONS

11.12 SOLICITATION AMENDMENTS

11.13 LATE PROPOSALS AND PROPOSALS

11.14 METHOD OF PROPOSAL

11.15 MULTIPLE PROPOSALS

11.16 INCURRING COSTS

11.17 WITHDRAWAL OF PROPOSALS

12.0 REPRESENTATIONS, CERTIFICATIONS, AND OTHER STATEMENTS OF

PROPOSERS/OFFERORS

12.1 DEBARMENT

12.2 REGISTRATION AND LICENSES

12.3 WARRANTIES

12.4 DISADVANTAGE BUSINESS ENTERPRISE (DBE)

13.0 PROPOSAL SUBMISSION

13.1 RFP GENERAL INSTRUCTIONS

13.2 RFP PROPOSAL SUBMITTAL

13.3 EMAIL SUBMITTAL(S)

13.4 RFP PRICING PROPOSAL SUBMISSION

13.5 RFP PROPOSAL ORGANIZATION AND FORMAT

13.6 RFP PRESENTATIONS AND DEMONSTRATIONS

13.7 LATE PROPOSALS, PROPOSAL MODIFICATIONS, OR PROPOSAL WITHDRAWALS

13.8 AUTHORIZED SIGNATURE

13.9 DESCRIPTIVE LITERATURE

13.10 RFP COMPLETE RESPONSES

13.11 VENDOR REFERENCES

14.0 SELECTION AND AWARD PROCESS

14.1 PRELIMINARY REVIEW AND ACCEPTANCE OF PROPOSAL

14.2 RFP EVALUATION COMMITTEE

14.3 RFP ACCEPTED PROPOSALS

14.4 RFP AWARD AND FINAL OFFERS

14.5 CONTRACT AWARD

Appendix A - Pricing Proposal (Excel)

Appendix B - Proposal Signature Page

Appendix C – Affidavid of Non-Collusion

Appendix D – Proposer Information

Appendix E – References

Appendix F – Designation of Confidential and Proprietary Information

Appendix G – Standard Terms & Conditions (DOA-3054 (R08/2016))

Appendix H - Supplemental Standard Terms and Conditions for Procurements for

Services (DOA-3681 (R01/2022))

Appendix I - Federal Clauses for Federal Contracts (Separate Document)

Appendix J – Proposalders List(Separate Document)

Appendix K – Drug and Alochol Testing

Appendix L – Vehicle Inventory and Fleet Maintenance

Appendix M – Insurance

Appendix N – Record Keeping

Appendix O – Fleet Listing (Separate Document)

DEFINITIONS

For the purposes of this Request for Proposal and resulting Contract(s), the following definitions of terms shall apply, unless otherwise indicated.

Acceptance Period

The number of calendar days available to the Issuing Agency for awarding a contract from the date specified in this solicitation for receipt of

PROPOSALS.

Agency Watertown

Proposer The entity submitting a Proposal in response to this RFP.

Contract Administrator The Agency employee responsible for oversight of the implementation, administration, and completion of the Contract.

Contract Manager

The employee of an Agency responsible for 1) resolving contractual matters that cannot be resolved with the Contract Administrator; and 2) facilitating and/or completing all official actions under the Contract including but not limited to amendments, renewals and termination.

Contract

The final version of any contractually binding agreement between the

State and the Contractor relating to the subject matter of this RFP;

references to the Contract include all exhibits, attachments and other documents attached thereto or incorporated therein by reference.

Contractor

The person or entity that has been awarded the Contract as a result of this RFP, and who is required to provide equipment, materials, supplies, contractual services, or leasing real property to, the Procuring Agency.

Disadvantage Business

Enterprise (DBE)

DBEs are for-profit small business concerns where socially and economically disadvantaged individuals own at least a 51% interest and also control management and daily business operations.

Mandatory

A requirement labeled as such must be present in the proposed solution, exactly as stated, or the solution will not be considered by the Procuring

Agency. The terms “must,” “shall,” and “will” are considered mandatory.

May Indicates something that is not mandatory but permissible.

Procurement Manager The person responsible for managing this procurement process.

Responsible

A Proposer who has furnished information and data to prove that the financial resources, service, facilities, personnel, service reputation, and experience are adequate to make satisfactory delivery of such Services and Deliverables set forth in the RFP.

Responsive A proposal that conforms in all material respects to the requirements set forth in the RFP.

RFP This Request for Proposal.

State Holidays January 1, Martin Luther King Jr. birthday, Memorial Day, July 4, Labor

Day, Thanksgiving Day, December 24, December 25, and December 31

Supplier:

A person or entity that has been awarded the Contract as a result of this

Proposal, and who is required to provide the agreed upon good and/or services. The term Supplier is used throughout this document in lieu of

Contractor.

Vendor:

A person or firm submitting a response to a solicitation and a set of specifications. The term Vendor is used throughout this document in lieu of Proposer or Proposer.

1.0 GENERAL INFORMATION

1.1 General Description

Qualified contractors are being sought to provide shared-ride taxi services in the specified service area and under the conditions set forth herein. The service requested will be a door-to-door, demand-responsive, advanced reservation, shared-ride taxi service that is made available to the general public.

1. Scheduled service is normally seven days a week with specific daily hours identified in this solicitation. The service is available to disabled individuals with the contractor responsible for assisting such passengers into and out of the accessible vehicle.

2. Vehicles will be provided through a lease arrangement.

3. Vendor must maintain and operate a dispatch system with all vehicles equipped with communication devices to communicate with users and drivers.

4. Vendor must keep logs and service records for vehicle maintenance.

5. Vendor must keep records of each trip.

6. Vendor must keep driver training and screening information.

1.2 Contract Term

One (1) contract will be awarded. The Contract which will cover the period January 1, 2026 through December 31, 2027 (2-Year Base Contract). The contract will contain three (3) one

(1)-year options.

Supplier must not invoice agency for any costs accrued prior to this contract start date.

Any Contract resulting from this solicitation shall not be, in whole or in part, subcontracted, assigned or otherwise transferred to any other Supplier without prior written approval from the

Agency.

1.3 Number of Contracts

It is the intention of the agency to award One Contract for the Services required in this solicitation.

1.4 Procurement Manager

All communication and/or questions on all matters regarding this Proposal must be made in writing and refer to Request for Proposal number T2025-2 and be directed to the agency

Procurement Manager: Megan Dunneisen, City Clerk.

Any contact or communication with any employee or officer concerning this RFP except the

Procurement Manager is strictly prohibited from the date this RFP is released until the date the notice of intent to award is issued. The Procurement Manager may authorize in writing contact or communication with another State employee or officer as circumstances dictate. Vendors who hold a current Contract may continue to communicate with the appropriate Contract

Administrator regarding the performance of that current Contract.

1.5 Federal Participation

This procurement is subsidized with state and federal transit operating funds. Federal grant monies ($993,876.00) fund this contract, in whole or in part (Section 5311 – CFDA 20.509).

Applicable Federal clauses are set forth in Appendix I of the solicitation.

1.6 Contractor Selection

The Municipality reserves the right to award a contract to a Vendor without clarifications, discussions, or negotiations following an evaluation of which Vendor is determined to be the highest scoring (technical factors and price considered) based on the factors discussed below.

As such, Vendors should always submit their best technical and price proposal from the onset.

1. Professional Competence - The extent to which the firm's proposal is complete and demonstrates a thorough understanding of the solicitation/contract requirements.

This includes elements such as its personnel program (hiring/firing/retention), drug and alcohol program, handling of complaints, operations plan, and maintenance program.

2. Capacity - The extent to which the firm’s proposal demonstrates that it has the financial resources, skilled personnel, equipment, software, and facilities to perform the scope of work. This includes elements such as its financial capability, any leasing or financing agreements, personnel (key personnel, dispatchers, drivers, etc.), fleet size and description, and record-keeping ability.

3. Experience - The extent to which the firm’s proposal demonstrates successful current and past experience in performing similar work, including the level of achieved client satisfaction.

4. Price - The competitiveness of the Vendor’s prices.

1.7 Contract Term Price Options

Proposers must price base year contract prices (For 2 years) at the time of proposal submission in order to be considered for award. The price sheet submitted by the successful Proposer will be incorporated in the resultant contract as the contract’s Pricing Schedule.

This is a firm-fixed price contract for a base period of 2 years with three 1-year option periods. Proposers are required to submit a firm-fixed price for the contract base period (first two contract years) that covers all operating and administrative costs of performing the service.

For evaluation purposes, Proposers must also submit fixed prices for Option Years 1, 2, and 3

(contract years 3, 4 and 5) using a CPI-U fixed at 1.0 percent, even though prices for the option years will ultimately be adjusted by the then-current CPI-U.

The competitiveness of the offered prices will be based on the total price of the sum of Section

A.

1.8 Contract Modifications

The resulting Contract must only be used to purchase services within the scope and intent of the original Request for Proposal. Any modifications made to the resulting Contract must fall within the scope of the Proposal.

All modifications must be made in writing and signed by both parties.

1.9 Completeness and Validity of Offers

Vendors must complete and submit all required forms with their Proposals. This includes the

“Affidavit of Non-Collusion” which Vendors must submit with their pricing proposal.

Vendors must acknowledge receipt of any solicitation amendments. Offers must remain valid for a minimum of 90 days after Proposals are submitted.

1.10 Correspondence Related to the Solicitation

Questions, noted errors, discrepancies, ambiguities, exceptions, additions, or deficiencies noted in this solicitation must be submitted by e-mail to the identified Procurement Administrator prior to the specified solicitation closing date.

Any changes in the solicitation (including specification) will be made by amendment issued to all Vendors.

1.11 Reasonable Accommodations

City of Watertown can provide reasonable accommodations, including the provision of informational material in an alternative format for qualified individuals with disabilities upon request. If a Vendor needs accommodations at the outset of this solicitation process, please contact the Procurement Manager.

1.12 Wisconsin Public Records Law

WisDOT and all records it retains are subject to Wisconsin Public Records law, sec. 19.31, et seq, Wis. Stats. WisDOT will advise proposer request for records it has designated as proprietary or confidential. All records shall be retained in a safe and secure place for a period of four (4) years after the end of the final contract year.

1.13 Federal Public Records Law

The Supplier must maintain the following records which will be available to the Wisconsin

Department of Transportation for inspection upon demand. All records, whether handwritten or electronic, must be accurate, organized, and legible. All records shall be retained in a safe and secure place for a period of four (4) years after the end of the final contract year and the grant has been closed.

1.14 Order of Precedene

In the event of contract award, the contents of this RFP (including all attachments), RFP addenda and revisions, the proposal response from the successful proposalder, and additional terms agreed to, in writing, by WisDOT and Contractor shall become part of the contract.

The following priority for contract documents will be used if there are conflicts or disputes:

1. The Contract Document

2. Official Purchase Order

3. Proposal response as accepted by The Agency

4. The Agency’s Published Request for Proposals

2.0 PRE-PROPOSAL CONFERENCE

City of Watertown will not be hosting a pre-proposal conference.

3.0 PROPOSAL SCHEDULE

City of Watertown intends to adhere to a schedule in procuring these services. The schedule below is provided for informational purposes, may be affected by unforeseen circumstances, and is subject to change.

Listed below are dates and times of actions related to this solicitation. The events with specific dates must be completed as indicated unless otherwise amended. In the event that the Agency finds it necessary to change any of the specific dates and times in the calendar of events listed below, it will do so by issuing an amendment to this solicitation. There may or may not be a formal notification issued for changes in the estimated dates and times.

At the time of issuance, the procurement schedule shall be as follows:

Date Event

August 25, 2025 Issue Request for Proposals (RFP)

September 15, 2025 at 10

AM CT

Due date for submitting questions

September 19, 2025 Issue written response to questions - Estimated

October 1, 2025 at 10

AM CT

Due date for submitting Proposals - Late submissions will not be accepted

October 3, 2025 Proposal Evaluation Starts - Estimated

October 14, 2025 Oral presentations, as needed - Estimated (1 hour each, if needed)

October 14, 2025 Call for Best and Final Offers - Estimated (if needed)

October 17, 2025 Due date for submitting Best and Final Offers - Estimated (if needed)

October 21, 2025 Final approvals for award - Estimated

Date Event

November 4, 2025 Notification of Inent to Award - Estimated

November 21, 2025 Issue “Notice to Proceed”- Estimated

January 1, 2026 Contract Start Date – Estimated

4.0 GENERAL PROPOSAL SUBMISSION REQUIREMENTS

Proposals which do not comply with the format set forth below may be rejected without further consideration. These restrictions are not intended to hamper proposal preparation but to provide uniformity in evaluating responses to this RFP.

A. Corporations, individuals, or other organizations interested in providing service should so indicate by answering all questions included throughout this RFP. Vendors must respond to any questions and forms included throughout this RFP.

B. The completeness and responsiveness to the RFP’s stated requirements (Scope of

Work), questions, tables, and forms will be used in evaluating Proposals in accordance with solicitation’s evaluation factors and the assigned weights for such factors. For

Proposals to remain eligible, all information provided must be true and accurate and reasonably verifiable.

C. Proposals received after the due date and time will be considered late Proposals and will not be accepted. Reliance upon public carriers for delivery of Proposals is at the Offeror’s risk. Proposals submitted via fax will not be accepted.

D. The pricing proposal must be submitted on the form shown in Appendix A, and must be signed by an individual authorized to contractually obligate the Offeror. The provided pricing sheet should not be modified or altered to present different or additional information than what the form is asking for.

E. The pricing proposal (Appendix A) shall be placed in a separately sealed envelope and its contents not disclosed or revealed elsewhere within the submitted RFP package. The pricing proposal (Appendix A) shall depict the fixed hourly rate(s) to be used for the duration of the contract. The hourly rate shall cover all operating and administrative costs of performing the service.

5.0 PROPOSAL FORMAT

5.1 Proposal Format

Each proposal shall include complete and detailed written responses to the items below. Each

Offeror’s response to these items will be evaluated in accordance with the criteria stated in this

RFP (This requirement should match submission type)

A. If hardcopy, proposal will be typewritten, using a 12-point font (which is the size used in this RFP) on a standard 8 1/2" x 11" page format. Vendors must organize their Proposals so that they address each of the elements stated below in this Part

V, Paragraph B, in the same order as listed in therein.

B. If electronic, each proposal should be in Microsoft Word, Adobe Acrobat, or equivalent format, using 12-point font and a standard 8 ½” x 11” page format.

5.2 Cover Letter

The Cover Letter must specifically state that the information contained in the Offeror’s proposal is accurate and complete as of the date of submission; that the information is true and reasonably verifiable as of the date of submission; and that the Offeror is willing to comply with all stated contractual requirements.

6.0 CONTRACT DELIVERABLES

The City of Watertown (hereinafter referred to as Municipality or City), is soliciting Proposals from firms (also may be referred to as Offeror or Contractor) to provide subsidized shared-ride taxicab service.

All deliverables in this section are considered the minimum deliverable for the services required. The following deliverables must be met at no additional cost above the pricing provided in the Proposal. Failure to meet any minimal deliverables may result in the disqualification of the Proposal. In the event no Vendor is able to meet individual specifications, the agency reserves the right to continue the review of Proposals and to select the Proposal that most closely meets the specifications detailed in this RFP.

The following contract deliverables must be met at no additional cost above the pricing provided in the Proposal.

Before the award of any Contract, the Agency shall be satisfied that the Vendor has sufficient qualified resources available for performing the work described in this Proposal. It is the

Vendor’s responsibility to acquaint the Agency with these qualifications by submitting appropriate or supporting documentation.

6.1 Minimum Qualifications

IMPORTANT – EACH OFFEROR MUST DEMONSTRATE IN ITS PROPOSAL THAT IT MEETS

ALL OF THE MINIMUM QUALIFICATIONS SET FORTH BELOW AS OF THE DATE THAT IT

SUBMITS ITS OFFER. OFFERORS THAT DO NOT CONFORM TO THESE REQUIREMENTS

WILL NOT BE CONSIDERED.

A. Maintain and operate an automated dispatch and control system at a centralized office location, staffed during City of Watertown Shared-Ride Taxi Operating hours, seven (7) days a week, with a dedicated radio communications system between the dispatch office and vehicle operators.

B. At least three (3) years prior organizational history in the ground transportation service industry providing on-demand, scheduled, or reservation-based services.

C. Possess database software that tracks ridership and revenue activity and provides reports for such data which can be used for current and historical data purposes.

6.2 General Contractor Requirements

To assist prospective carriers in assessing their own qualifications for purposes of this solicitation, the following is a list of some of the specific qualifications that a potential

Contractor must have:

A. Financial capability to establish and maintain service during the contracting period.

B. Interest and ability to provide quality service to the general public, as well as the elders and persons with disabilities.

C. Ability to efficiently schedule vehicle routings for advanced reservation service, as well as to provide service on demand.

D. Ability to maintain records of trips, passengers, and revenues related to the contracted service.

E. Ability to secure minimum requirements for vehicle and general liability insurance.

F. Willingness to comply with Federal and State requirements concerning equal employment opportunities, discrimination, disadvantaged business, ADA compliance, and drug and alcohol testing.

6.3 Specific Service Requirements

The Contract which will cover the period January 1, 2026 through December 31, 2027 (2-Year

Base Contract). This Contract contains three (3) one (1)-year renewal options, each beginning on January 1st.

A. The Municipality has the option by mutual agreement of the Municipality and the

Supplier, to renew for an additional three (3), one (1)-year options following the initial

Base Contract term. If the Municipality does not intend to pursue an optional renewal, the Contractor will be notified, in writing, by the Municipality 90 calendar days prior to expiration of the initial and/or succeeding contract option period(s).

B. Contract options will be exercised through issuance of a contract amendment/modification citing the option renewal period. Also see paragraph 6.24 titled Continuation of Service.

6.4 Service Area

Service shall be provided within the City of Watertown and within a 2 mile radius of the

Municipality.

6.5 Shared-Ride

The service will be provided on a shared-ride basis. This means that vehicles may be routed to pick-up or drop-off passengers enroute to merge with other passenger’s origins or destinations so as to allow a greater number of passengers to be serviced with available vehicles.

6.6 Service Standards

The Municipality has established service goals for this project as follows:

A. The passenger pick-up window should be less than 30 minutes from the time set between the passenger and dispatch. The Municipality should be advised when there are problems meeting the passenger response time requirement.

B. Drivers will assist in loading and unloading of elders or persons with disabilities, and shall assist in carrying the elder or persons with disabilities personal effects between the vehicle and the entrance to the business or home if requested.

C. Passengers must be allowed to bring bags of merchandise, items of luggage, or other personal effects at no additional charge, provided the items are able to fit in a secure place in the vehicle that does not present a safety concern or disrupt the vehicles ability to transport another passenger. Drivers must assist elders or persons with disabilities in carrying personal effects between the vechicle and the closest enterance to the business or home if requested.

6.7 Hours of Service - Table 1

The shared-ride service is anticipated to operate under the following schedule

6.8 Service Levels/Number of Vehicles/Drivers Required - Table 2

The following Table indicates an estimated weekly service levels by showing the target number of vehicles with drivers that are required for all or part of the hourly period of operation shown.

Refer back to Hours of Service shown in Table 1 above for exact start or stop times. :

Weekly Service Levels / Number of Vehicles / Drivers

Required Mon Tues Wed Thurs Fri Sat Sun

12:00 AM 3 3

1:00 AM 3 3

2:00 AM 3 3

Monday 5:30 AM to 12:00 AM

Tuesday 5:30 AM to 12:00 PM

Wednesday 5:30 AM to 12:00 AM

Thursday 5:30 AM to 12:00 AM

Friday 5:30 AM to 3:15 AM

Saturday 7:00 AM to 3:15 AM

Sunday 7:00 AM to 6:00 PM

3:00 AM 3 3

4:00 AM

5:00 AM

6:00 AM 5 5 5 5 5

7:00 AM 6 6 6 6 6 4 3

8:00 AM 6 6 6 6 6 4 3

9:00 AM 6 6 6 6 6 4 3

10:00 AM 6 6 6 6 6 4 3

11:00 AM 6 6 6 6 6 4 3

12:00 PM 6 6 6 6 6 4 3

1:00 PM 6 6 6 6 6 4 3

2:00 PM 6 6 6 6 6 4 3

3:00 PM 6 6 6 6 6 4 3

4:00 PM 6 6 6 6 6 4 3

5:00 PM 5 5 5 5 5 4 3

6:00 PM 4 4 4 4 4 4

7:00 PM 3 3 3 3 3 3

8:00 PM 3 3 3 3 3 3

9:00 PM 2 2 2 2 3 3

10:00 PM 2 2 2 2 3 3

11:00 PM 2 2 2 2 3 3

6.9 Weekly Estimated Total Hours

A. The “total weekly-scheduled vehicle / driver hours” is typically an average of 553 hours. Hours are derived and based upon the data provided in Table 1 and Table 2 showing the anticipated needs of the service area at the time of this solicitation.

B. The total weekly schedule does not account for holidays or special events that could vary hours in these occurrences. The Contractor, with approval by the city, or the city in consultation with the Contractor may vary service hours as necessary to meet varying service needs or annual budgetary constraints. It should be anticipated that any changes should remain reasonably relative to the original estimated scope of hours originally outlined in this RFP.

C. For the following holidays it is expected that two vehicles will be available using

Sunday hours, except as noted:

January 1 (to 3:15 a.m.)

Memorial Day

July 4th

Labor Day

Thanksgiving Day

Christmas Eve

Christmas Day

244 contract hours annually are allotted for this (Not currently listed in section 6.8)

D. Contract hours must not exceed contract maximum of 29,000 service hours.

6.10 Pricing - Hourly Rate, Fare Rate Structure, and Other Charges

Provide your best pricing on pricing proposal Excel Document. Vendors must submit costs for each deliverable. The total cost provided must be all inclusive to carry out the services included in this RFP, in accordance with the terms and conditions of this RFP. Please sign and date Cost

Sheet.

This is a firm-fixed price contract for a base period of two years with 3 1-year option periods.

Proposers are required to submit a firm-fixed price for the contract base period (first 2 contract years) that covers all operating and administrative costs of performing the service. For evaluation purposes, Proposers must also submit fixed prices for Option Years 1, 2, and 3

(contract years 3, 4 and 5) using a CPI-U fixed at 1.0 percent, even though prices for the option years will ultimately be adjusted by the then-current CPI-U.

NOTE: THIS SECTION IS COMPLETED BY THE PROCURMENT ADMINSTRATOR ONLY AFTER A

CONTRACTOR SELECTION IS MADE AND WILL BE BASED UPON THE SUCCESSFUL PROPOSER’S

ORIGINAL OR FINAL PRICING PROPOSAL. This Hourly Service Rate includes: Adult, Children, Student, Active-Duty Military, Elders and Persons with Disabilities, Package Delivery, and

Program Advertising/Publicity.

A. All fare levels are set and governed by the Municipality. In the event that the

Contractor becomes aware of riders who are under other service programs that offer or present a different fare rate structure, the Municipality shall be immediately notified.

B. The Contractor will not act upon or improvise the existing contract Fare Rate

Structure unless the Municipality expresses in writing other rates to be acceptable to use.

C. The Municipality shall work with the provider and/or contractor to honor all tickets for fares sold. If tickets for fares are being sold, they must be tracked. All revenues collected shall be reported on invoices coinciding within the period they were collected.

6.11 Available Vehicles

A. The Municipality will provide no less than 10 vehicles (vans/buses) some being

ADA accessible vehicles (with a wheelchair accessible ramp or lift) which are to be leased to the Contractor.

B. The Contractor shall solely use vehicles that are leased through the Municipality for contracted hours.

6.12 Reservation Services/Radio Communications/Radio Equipment

A. The Contractor shall be responsible for dispatching vehicles. Request for service by the general public may be made upon demand or up to 24 hours in advance. All radio communications must be compliant with FCC “narrow banding” requirements.

B. The Contractor must provide phone reservation service, including access to a TDD

(Telecommunication Device for the Deaf) system during the hours of service. The

TDD system must be compliant with the ADA regulations. The Contractor must also make available to the city and the Wisconsin Department of Transportation the e-mail address and telephone number to contact the administration of the Contractor.

C. The Municipality cannot provide the necessary communication equipment, therefore the Contractor is responsible for providing the suitable types of equipment to perform the required communication services of this solicitation.

D. The Contractor will have a poweroutage/internet outage policy and procedure in place to be able to continue to provide services during those times.

6.13 Maintenance of Leased Equipment

A. General Requirements - The Contractor is responsible for the proper care and preventive maintenance of all leased equipment. All Municipality-leased equipment shall be used solely for providing the contracted services.

a. Any necessary repairs to the equipment during the contract period shall be the responsibility of the Contractor. The Contractor shall keep records of all preventative and repair maintenance for leased equipment.

b. Any equipment intended to be leased from the Municipality may be inspected prior to submitting a proposal by contacting:

Megan Dunneisen

920-262-4006 mdunneisen@watertownwi.gov

B. Maintenance of Vehicles - The Contractor is responsible for the proper maintenance of vehicles and equipment in accordance with a WisDOT-approved maintenance plan that at a minimum meets the manufacturer’s recommended maintenance schedule and accepted practices of the transportation industry. The

Contractor will be responsible for notifying the Municipality of any accidents or damages for Municipality-leased vehicles, regardless of severity, within 24 hours of the incident. It is the responsibility of the Contractor to have any and all damages incurred repaired in a timely manner. All Municipality owned vehicles are subject to inspections by the Municipality.

C. The Contractor is repsonbile for the proper care and preventive maintenance of vechicles. All Munciplality- leased vechicles shall be used soley for providing the contracted services.

a. Any necessary repairs and maintenance to the leased vechicles during the contract period shall be the responsibility of the Contractor and shall be documented and submitted quarterly to the Municipality.

b. Interior and exterior of the vehicles cleanliness will also be maintained with routine car washes and interior cleanings.

6.14 Contracted Personnel - Selection and Training

A. Personnel providing required services must be employees of the Contractor. The

Contractor shall be responsible for their hiring and training. The Municipality reserves the right to review driver qualifications and performance, and to accept or reject individuals as drivers for this service at any time.

B. The Contractor shall maintain up-to-date personnel records for the employees (i.e.

drivers, dispatchers, mechanics, etc.) providing services under this contract.

Personnel records shall also show the date and type of individual training received.

C. The Municipality and the Wisconsin Department of Transportation shall have access to the Contractor’s personnel records upon reasonable notice to the

Contractor.

D. The Contractor shall comply with all the rules and regulations of the U.S.

Department of Transportation regarding Drug and Alcohol Testing as required by

49 CFR, Parts 40 and 655, as amended. A compliant drug and alcohol-testing program must be in place on the effective date of the contract. Drug and alcohol program requirements include but are not limited to a Drug and Alcohol Testing

Policy, testing procedures, training documentation, and record keeping.

E. Contractors shall ensure all hired personnel are trained for required safety and professional courtesy with all end users of this contract. This includes but is not limited to: how to properly operate lifts, avoiding unsafe pick-up and drop-off points, wheelchair brake functions, proper tie down and securing of wheel chair passengers; civil rights requirements (e.g., sensitivity training on interacting with persons with disabilities, serving limited English language customers), etc.

6.15 Insurance

A. The Contractor shall maintain in full force and effect at all times, during the term of the contract (including any option periods), an insurance policy or policies which name both the Contractor and Municipality as insured against all liability resulting from injury occurring to persons or property by reasons of the operations of the Contractor pursuant to the contract.

B. Types of insurance are exemplified in (a.) and (b.) to be maintained by the

Contractor per the Amount of Coverage shown. If a different type of coverage is chosen other than outlined in (a.) or (b.), the overall coverage amounts must be equal to or greater than the aggregate value of $1,000,000.

Type of Coverage: Amount of Coverage

Automobile Liability

Bodily Injury, Per Accident $1,000,000

Bodily Injury, Per Person $250,000

Property Damage $250,000

Combined Single Limit $1,000,000

C. In addition to liability insurance, the Contractor shall carry physical damage insurance on the vehicles leased from the Municipality for an amount equal to the

Fair Market Value of the vehicles. The Contractor shall also maintain and keep in full force and effect Workmen's Compensation Insurance in the amounts and form required by the Workmen's Compensation Insurance Act and insurance laws of the

State of Wisconsin. The Contractor shall provide proof of insurances prior to the effective date of the contract.

6.16 Licensing

Vehicles and drivers providing the service must be licensed as appropriate to provide taxicab service in the Municipality.

6.17 Collected Revenues

All revenues collected and retained by the Contractor (e.g., passenger fares) shall be tracked and reported as separate itemized line items and credited to the Municipality on each invoice.

6.18 Basis of Payment

A. The Contractor shall invoice only for the actual hours of service (operation) performed during the invoiced period at the contracted hourly rate, less collected revenues received during the invoiced time period.

B. Invoices and reports shall be submitted for payment to the Municipality monthly.

C. The yearly aggregate amount which the Contractor receives under this contract shall not exceed the total annual “not to exceed” amount, unless an adjusted “not to exceed” amount is coordinated and approved by the Municipality in writing.

6.19 Record Requirements

The Contractor shall maintain the following records which will be available to the Municipality and the Wisconsin Department of Transportation for inspection upon demand. All records, whether handwritten or electronic, must be accurate, organized, and legible. All records shall be retained in a safe and secure place for a period of four (4) years after the end of the contract year.

A. Driver's Logs - Drivers must maintain daily passenger and vehicle trip logs and submitted to the Municipality monthly. Logs shall include, but are not limited to, the following information:

a. Driver name and vehicle number;

b. Total daily passenger counts;

c. Passenger counts for each of the type of requests served daily and the actual arrival time at the pick-up point and at the destination;

d. If driver logs do not record actual hours, either change driver log and/or procedures or provide additional documentation such as detailed timesheets that accurately reflect actual hours of service.

e. Total number of passengers categorized by fare type and payment method.

These amounts are totaled as the daily revenue by vehicle;

f. The daily mileage by vehicle should be recorded to the nearest mile.

B. Dispatcher Records - Dispatcher logs are to be maintained daily and available for review by the municipality upon request. These logs shall include, but are limited to, the following information:

a. The name, address and telephone of the user requesting service;

b. The passenger destination and the requested arrival time at the destination;

c. Identification number of the vehicle responding to the taxi request;

d. Estimated passenger pick-up time; and

C. Monthly Reports - The Contractor shall submit a monthly report to the Municipality which shall show the following information pertaining and relating to performing the required services:

a. Passenger trips;

b. Passenger revenue;

c. Total miles;

d. Gallons of gasoline purchased (is not reimbursed through admin);

e. Rent costs (is not reimbursed through admin) and

f. Driver hours (scheduled, worked, paid).

D. Quarterly and Annual Reports - The Contractor shall prepare for the Municipality quarterly and annual reports (operating statistics, budget reports, misc.) required by the

Wisconsin Department of Transportation. These reports include similar operating statistics as the monthly report.

a. Reports should be from financial systems or system that records information from source documents.

b. Must contain the same information as the monthly reports or provide reconciliation (e.g. error correction)

c. Reports shall include, but are not limited to,

▪ Passenger Trips

• Breakdown of passengers trips

• Agency Fare Trips

• Vehicle Miles

• Vehicle Hours

▪ Revenue

• Passenger Revenue o Break down by Full Adult Fares, Elderly and Disabled, other reduced fairs (children Accompanying), Child Fares, Agency

Fares

• Agency Fare Revenue

▪ Expenses

• Service Hours (purchased transportation

• Hourly Rate

▪ Other

• Gallon of Fuel

• # of Denied Rides

• # of Requests for Accomadation

• #of Non Service Incidents

• # of Reportable Events

• # of Injuries

• # of Fatalities

• Vehicle Odometer readings

• Vehicle Condition

• Vehicle Maintenance Logs

• Reportable Driver Incidents

E. Drug and Alcohol Testing Program Records - The Contractor shall maintain up-to-date information and records documenting the drug and alcohol testing program. The information on these records shall be reported annually to the Federal Transit

Administration (FTA) on the forms provided by the Wisconsin Department of

Transportation.

6.20 Complaints

A. The Contractor must receive all complaints regarding the service and record them on a form satisfactory to the Municipality. Complaint records shall be provided to the Municipality on a quarterly bases and available for inspection by the

Municipality or the Wisconsin Department of Transportation upon demand.

B. The Contractor must notify the Municipality of any complaint received within a timely manner and keep a running log of all complaints made. The log shall include, but not limited to:

The type of complaint (complaint, investigation, lawsuit The protected class under Title II is disability. The protected classes under Title VI are Race, Color and Nation Origin.)

Date complaint received

Complainant’s contact information

Basis of complaint

Summary (complaint description)

Action taken/final outcome if resolved

Status

C. The Contractor must investigate and resolve each complaint within five (5) working days. When the Complaint is resolved, the Contractor shall submit a completed, written copy of the complaint form to the Municipality and to the person filing the complaint.

D. Complaints involving or pertaining to the Civil Rights Requirements of this contract shall be coordinated and handled with the civil rights process and procedures established by the Municipality.

E. Contractor must notify Municipality of any vehicular accidents and/or passenger injury incidents, as wells as any reportable safety and/or security incidents as defined by the FTA requirements within 24 hours of occurrence. If any damage has occurred it must be repaired ina timely manner.

6.21 Promotion and Publicity

A. The Contractor must be responsible for any promotion or publicity relative to the contract service. The Contractor shall expend funds for such promotion or publicity as approved by the Municipality.

B. All promotion and publicity should be coordinated with the city to include general information regarding FTA Title VI Requirements regarding participants not to be excluded on the grounds of race, color or national origin. The Contractor agrees to post in conspicuous places, available for employees and applicants for employment, a notice that sets forth the provisions of nondiscrimination laws.

6.22 Contract Award Document

A. In accordance with the intent of this solicitation, all sections of this RFP will be incorporated into the resulting contract. The contract will contain all terms and conditions listed in the RFP.

a. Awarded vendor must adhere to all terms and conditions listed in the RFP.

B. The Municipality will add to the above a cover page listing the parties entering into the contract agreement per this RFP along with a signature page to be signed by the authorized binding individuals from both parties.

6.23 Contract Administration

A. The Contractor shall submit contract-required data and report/s, including complaint reports, within specified times frames to

Megan Dunneisen

City Clerk

Mdunneisen@watertownwi.gov

920-262-4006

B. Contractor issues related to Municipality-leased assets, including condition reports and accident reports shall be submitted in writing to

Megan Dunneisen

City Clerk mdunneisen@watertownwi.gov

920-262-4006 mailto:Mdunneisen@watertownwi.gov

C. All invoices must identify the Contractor, SRT Services, Contract Number, and Date and shall be submitted in “Original” to

Megan Dunneisen

City Clerk mdunneisen@watertownwi.gov

920-262-4006

6.24 Continuation of Service (Option Years)

A. Contract prices for the option years will be adjusted (escalated or de-escalated) based upon the average annual change in the Consumer Index for “All Items” published by the Bureau of Labor Statistics (BLS) (Table 1A. Consumer Price Index for All Urban Consumers (CPI-U): U.S. city average, by expenditure category and commodity and service group, Expenditure Category “All Items”). The CPI-U value is published by the BLS at its website: http://www.bls.gov/cpi/news.htm

B. At the time of option exercise, prices for the option years will be adjusted

(escalated or de-escalated) based upon the then current average annual change in the Consumer Index for “All Items” published by the Bureau of Labor Statistics

(BLS) (Table 1A. Consumer Price Index for All Urban Consumers (CPI-U): U.S. city average, by expenditure category and commodity and service group, Expenditure

Category “All Items”).

C. The price for an option year shall be based upon the percent change in the CPI-U from the preceding year applied to the current contract year price to obtain the option year price. For the purpose of exercising service year options, WisDOT will recognize the change in CPI-U from August of the preceding year to August of the current contract year. This information becomes available in mid-September of each year. As a point of reference, the CPI-U twelve-month change from August

2023 to August 2024 was an increase of 2.5 percent.

Below is an example of a contract awarded with service to begin in 2026 with a fixed-price Hourly Service Rate (HSR) for the first two contract years:

Base Year HSR $24.00

CPI-U applied for 2028 is 1.9 percent x 1.019 (actual)

Option Year 1 HSR (Contract Year 3) = $24.46 (becomes new “base” price)

Year 3 Base HSR $24.46 http://www.bls.gov/cpi/news.htm

CPI-U applied for 2029 is 2.7 percent change x 1.027 (actual)

Option Year 2 HSR (Contract Year 4) = $25.12 (becomes new “base” price)

Year 4 Base Hourly Service Rate $25.12

CPI-U applied for 2030 is 1.7 percent change x 1.017 (actual)

Option Year 3 HSR (Contract Year 5) = $25.55 (becomes final “base” price)

D. The Municipality reserves the right to discontinue the contract’s remaining option years and may elect to re-advertise the contract in whole or in part when changes in scheduled hours or hourly prices are not mutually acceptable between the

Contractor and the Municipality.

a. In order to satisfy FTA requirements, the Municipality must justify that any hourly price changes received from the Contractor are considered fair and reasonable and better than available in the market to the Wisconsin

Department of Transportation for their approval and the continuation of funding). WisDOT funded shared ride taxi contracts operating in the state of Wisconsin are independent of each other and are dealt with individually on a case by case basis.

E. Any and all changes to the contract terms and conditions shall be evidenced in writing by amending/modifying the contract. All final approved price changes will remain in the form of hourly rate.

6.25 Assignment or Transfer

The Contractor shall not assign, transfer or encumber this Contract or rights herein granted on any portion thereof, without the prior written consent of the Municipality, which consent shall not be…