CITY OF DANIA BEACH, FLORIDA

Citywide Shuttle Bus Services

CITY REQUEST FOR PROPOSAL (“RFP”) NO. 26-024

Prepared by:

City of Dania Beach, Florida

100 W. Dania Beach Boulevard

Dania Beach, FL 33004

Monday, September 14, 2026

Request For Proposal (“RFP”) No. 26-024

Table of Contents

1. NOTICE TO PROPOSERS

2. PROPOSAL SUBMISSION

3. INSTRUCTIONS TO PROPOSERS

4. SUBMISSION OF PROPOSALS

5. QUALIFICATIONS OF PROPOSALS

6. SCOPE OF WORK

7. PROPOSAL REQUIRMENTS

8. EVALUATION CRITERIA

9. AWARD OF AGREEMENT

10. PUBLIC RECORDS

11. INSURANCE REQUIREMENTS

12. INDEMNIFICATION

13. INDEPENDENT CONTRACTOR

14. DEBARMENT AND SUSPENSION

15. SCRUTINIZED COMPANIES

16. VERFICATION OF EMPLOYMENT ELIGIBILTY

17. DELIVERIES

18. WARRANTIES

19. SAFETY STANDARDS

20. INSPECTION

21. NON-DISCRIMINATION AND EQUAL OPPORTUNITY

EMPLOYMENT

22. TAXES

23. PERMITS, FEES AND NOTICES

24. PERFORMANCE

25. TERMINATION OF CONTRACT

26. SUCCESSORS AND ASSIGNS; ASSIGNMENT; SUBLETTING

27. EMPLOYEES OF THE PROPOSER

28. LITIGATION

29. OTHER GOVERNMENTAL ENTITIES

30. UNBALANCED PROPOSAL PRICING

31. BUDGETARY CONSTRAINT

32. CONTINGENT FEES PROHIBITED

33. CONE OF SILENCE

34. SPECIAL CONDITIONS

35. PROPOSER SUBMISSIONS

Attachments:

A - Shuttle Map 2025

B - CITYWIDE SHUTTLE BUS SERVICES AGREEMENT

1. NOTICE TO PROPOSERS

REQUEST FOR PROPOSAL

"Citywide Shuttle Bus Services"

26-024

NOTICE IS GIVEN that the City of Dania Beach, Florida (the “City” or “Owner”) will be accepting sealed

Proposals for its “Citywide Shuttle Bus Services, 26-024”.

Proposals will be accepted on the City's e-Procurement Portal at https://procurement.opengov.com/portal/daniabeachfl until Wednesday, October 14, 2026, at 10:00 am.

Proposals received after this time will be rejected.

All submissions will remain confidential and exempt from public record disclosure requirements until the response opening is conducted.

PROJECT DOCUMENTS

Documents may be obtained from https://procurement.opengov.com/portal/daniabeachfl/projects/287885.

PROPOSAL DOCUMENTS

Proposals must be submitted electronically on the City's e-Procurement Portal at https://procurement.opengov.com/portal/daniabeachfl, the City’s designated electronic bidding system.

The City of Dania Beach reserves the right to reject any and all proposals, with or without cause, to waive any informality in a proposal, to terminate the process or re-advertise and solicit new or additional proposals, and to make awards in the best interest of the City.

Pursuant to Florida law, all Bids are exempt public records until thirty (30) days after opening, or award of bid, whichever is sooner. In the event presentations are necessary, all non-presenting bidders will be required to exit the room during the presentations of each of the other bidders as portions of selection committee meetings at which presentations are made are exempt from Florida’s public meeting laws.

All Proposers are advised that the City has not authorized the use of the City seal or logo by individuals or entities responding to City bids.

Published on: Monday, September 14, 2026 https://procurement.opengov.com/portal/daniabeachfl https://procurement.opengov.com/portal/daniabeachfl/projects/287885 https://procurement.opengov.com/portal/daniabeachfl

2. PROPOSAL SUBMISSION

Proposals must be submitted electronically on OpenGov, the City’s designated electronic bidding system. All bid document files must be clearly labeled 26-024 Citywide Shuttle Bus Services

Pursuant to Florida law, all Proposals to this RFP are exempt public records until thirty (30) days after opening, or award of Proposal, whichever is sooner. In the event presentations are necessary, all responders will be required to exit the room during the presentations of the other responders as portions of selection committee meetings at which presentations are made are exempt from Florida’s public meeting laws.

Proposals will be publicly opened and read aloud on Wednesday, October 14, 2026, at 10:00 am using the

Microsoft Teams online meeting platform. Below you will find the link to access this meeting on the above referenced date and time in the

Release Project Date: September 14, 2026

Question Submission Deadline: October 7, 2026, 12:00pm

Proposal Submission Deadline: October 14, 2026, 10:00am

Bid Opening Link (Non-Mandatory): Virtual

Microsoft Teams https://teams.microsoft.com/meet/24757377

1895964?p=k6Ju7yLcfSFoOMcZI4

Meeting ID: 247 573 771 895 964

Passcode: LE6xr66c

Dial in by phone

+1 929-352-1530,,709778160# United

States, New York City

Find a local number

Phone conference ID: 709 778 160#

Award of Contracts for the Proposals will be made at a subsequent City Commission meeting.

All Proposers are advised that the City has not authorized the use of the City seal by individuals or entities responding to City Proposals.

https://teams.microsoft.com/meet/247573771895964?p=k6Ju7yLcfSFoOMcZI4 https://teams.microsoft.com/meet/247573771895964?p=k6Ju7yLcfSFoOMcZI4

The City Commission of the City of Dania Beach reserves the right to reject any and all Proposals, to waive any informality in a Proposal and to make an award in the best interests of the City.

3. INSTRUCTIONS TO PROPOSERS

The following instructions are given for the purpose of guiding Proposers in properly preparing their Proposals.

These directions have equal force and weight with the specifications and strict compliance is required with all of these provisions.

3.1 Qualifications of Proposers

No Proposal will be accepted from, nor will any contract be awarded to, any person who is in arrears to the City of Dania Beach, upon any debt or contract, or who has defaulted, as surety or otherwise, upon any obligation to the City, or who is deemed irresponsible or unreliable by the City Commission of Dania Beach. Minority, women-owned, and labor surplus area businesses and firms are encouraged to submit Proposals.

3.2 Personal Investigation

Proposers shall satisfy themselves by personal investigation and by such other means as they may think necessary or desirable, as to the conditions affecting the proposed work and the cost. No information derived from maps, plans, specifications, or from the City staff or their assistants shall relieve the Contractor from any risk or from fulfilling all terms of the contract. Before submitting a Proposal, each Proposer must visit the site (if applicable to the project) to become familiar with the facilities and equipment that may in any manner affect cost or performance of the work; must consider federal, state and local laws, ordinances, rules and regulations that may in any manner affect cost or performance of the work, must carefully compare the Proposer's observations made during site visits or in review of applicable laws with the Proposal Documents; and must promptly notify the

Project Contact person of all conflicts, errors and discrepancies, if any, in the Proposal Documents.

The Proposer, by and through the submission of a Proposal, agrees that Proposer shall be held responsible for having examined the facilities and equipment (if applicable); is familiar with the nature and extent of the work and any local conditions that may affect the work, and is familiar with the equipment, materials, parts and labor required to successfully perform the work.

3.3 Inconsistencies

Any seeming inconsistency between different provisions of specifications, Proposal or contract, or any point requiring explanation must be inquired into by the Proposer, in writing, at least ten (10) days prior to the time set for opening Proposals. After Proposals are opened, the Proposers shall abide by the decision of the City Manager or designee as to such interpretation.

3.4 Conflict of Interest

The award of any contract under this RFP is subject to the provisions of Chapter 112, Florida Statutes. Proposers must disclose with their Proposal the name of any officer, director, partner, proprietor, associate or agent who is also an officer or employee of City or any of its agencies. Further, all Proposals must disclose the name of any officer or employee of City who owns, directly or indirectly, an interest of five percent (5%) or more in the

Proposer's firm or any of its branches or affiliate companies.

3.5 Legal Conditions

Proposers are expected to familiarize themselves with the provisions of the laws of the United States and State of

Florida, and with the provisions in the Charter and the ordinances of the City of Dania Beach.

3.6 Forms and Proposals

Proposals will be received until Wednesday, October 14, 202610:00 am by submission to OpenGov. Each

Proposal and its accompanying statements must be made on the blanks provided. The forms must be submitted in good order and with all the blanks filled in.

3.7 Filling in Proposals

All prices must be written in the Proposal and also stated in words, and all Proposals must fully cover all items for which Proposals are asked and no other. Proposers are required to state the names and places of residence of all persons interested, and if no other person is interested, the Proposer shall distinctly state such fact and shall state that the Proposal is, in all respects, fair and without collusion or fraud. Where more than one person is interested, it is required that all persons interested, or their legal representative disclose such fact in writing to the

City.

3.8 Proposals Firm for Acceptance

Proposer warrants, by virtue of proposing, that the Proposal and the prices quoted in the Proposal will be firm for acceptance by the City for a period of one hundred twenty (120) days from the date of Proposal opening.

3.9 Unit Pricing; Not-To-Exceed; Negotiated Discounts

A. Unit Pricing as Maximum Rates.

1. The unit prices set forth in this Agreement, including any exhibits, rate sheets, or bid schedules

(collectively, the “Unit Prices”), are established as maximum, not-to-exceed rates for the applicable goods and/or services. The Unit Prices shall not be construed as fixed or minimum charges, and

Contractor expressly acknowledges that the City shall have the right to procure the same goods and/or services at rates lower than the Unit Prices without requiring a formal amendment to this

Agreement.

B. Acceptance of Discounted or Bundled Pricing

1. The City may accept, and Contractor may offer, discounted, promotional, or bundled pricing

(including volume discounts, package pricing, or reduced per-unit rates) for any goods or services within the scope of this Agreement, provided that such pricing does not exceed the applicable Unit

Prices or the total compensation authorized under this Agreement. Acceptance of such discounted or bundled pricing shall not require a written amendment, so long as the scope of services remains unchanged.

C. Authority to Negotiate Pricing Within Approved Limits.

1. The City Manager, or designee, is authorized to negotiate and approve pricing for individual work orders, events, or service requests on a case-by-case basis, based on budgetary considerations and operational needs, provided that:

a. the negotiated pricing does not exceed the Unit Prices; and

b. the total compensation paid under this Agreement does not exceed any applicable not-to-exceed or budgeted amount approved by the City Commission, if required.

D. No Increase Without Formal Amendment.

1. Under no circumstances shall Contractor be entitled to compensation exceeding the Unit Prices or any authorized not-to-exceed amount unless approved by formal written amendment executed in accordance with City requirements.

E. Documentation of Pricing.

1. All negotiated pricing, including any discounts or bundled rates, shall be documented in the applicable work order, purchase order, or written authorization issued by the City. Such documentation shall reflect the agreed-upon pricing and demonstrate compliance with the limitations set forth herein

3.10 Withdrawals

Any Proposer may, without prejudice, withdraw a Proposal at any time prior to the expiration of the time during which Proposals may be submitted. Such request for withdrawal must be in writing and signed in the same manner and by the same person who signed the Proposal. After expiration of the period for receiving Proposals, no Proposal can be withdrawn, modified, or explained. Should Proposer withdraw its Proposal after expiration of the period for receiving Proposals, its bond shall be retained by the City.

3.11 Causes for Rejection

No Proposal will be canvassed, considered, or accepted which, in the opinion of the City Manager, is informal or unbalanced, or contains inadequate or unreasonable prices for any items; each item must carry its own proportion of the cost as nearly as is practicable. Any alteration, erasure, interlineations, or failure to specify Proposals for all items called for in the schedule shall render the Proposal informal.

3.12 Rejection of Proposals

To the extent permitted by applicable state and federal laws and regulations, City reserves the right to reject any and all Proposals, to waive any and all informalities not involving price, time or changes in the work with the

Successful Proposer, and to disregard all nonconforming, non-responsive, unbalanced or conditional Proposals.

Proposals will be considered irregular and may be rejected if they show serious omissions, alterations in form, additions not called for, conditions or unauthorized alterations, or irregularities of any kind. The City Commission reserves the right to reject any Proposal if the evidence submitted by the Proposer, or if the investigation of such

Proposer, fails to satisfy the City that such Proposer is properly qualified to carry out the obligations and to complete the work contemplated. Any or all Proposals will be rejected, if there is reason to believe that collusion exists among Proposers. A Proposal will be considered irregular and may be rejected, if it shows serious omissions, alterations in form, additions not called for, conditions or unauthorized alternates, or irregularities of any kind. The City of Dania Beach reserves the right to reject any and all Proposals, to waive any and all informalities and irregularities, and to accept or reject all or any part of any Proposal as they deem to be in the best interest of the citizens of the City of Dania Beach, or the City may reject Proposals and re-advertise.

3.13 RFP Protest Procedure

After a Notice of Intent to Award a contract is posted, any actual or prospective manufacturer or distributor claiming to be aggrieved in connection with the pending award of the Contract, or any element of the process leading to the award of the Contract may protest to the City Manager. A protest must be filed by 5:00 P.M. on the third (3rd) Business Day after posting of the Notice of Award (excluding the day that the Notice is posted) or any right to protest is waived. The protest must be in writing, must identify the name and address of the protester, and must include a factual summary of, and the basis for, the protest. Filing shall be considered complete when the written protest, together with an RFP Protest Bond, is both timely received by the City Manager’s Office.

An RFP Protest Bond is to compensate the City for the expenses of administering the protest. If the protest is decided in the protester's favor, the entire deposit shall be returned to the protester. If the protest is not decided in the protester's favor, the deposit shall be retained by the City. The deposit shall be in the form of a cashier's check. The amount of the RFP Protest Bond shall be one percent (1%) of the amount of the pending award for which the bidder is protesting, or five thousand dollars ($5,000.00), whichever is less.

3.14 Protest Committee

The Protest Committee shall have the authority to review, settle, and resolve all protests. Members of the Protest

Committee will be appointed by the City Manager. If the Protest Committee determines that the pending award of a contract or any element of the process leading to the award involved a significant violation of law, applicable rule or regulation, all steps necessary and proper to correct the violation shall be taken. If the Protest Committee determines that the protest has merit, the City Manager shall direct all appropriate steps be taken to remedy it.

In the event of a timely protest, the City Manager shall stay the award of the Contract, unless after consulting with the City Attorney and a representative from the City’s Department for which the services are being obtained, the City Manager then determines that the award of the contract is necessary without delay to protect the substantial interests of the City. The continuation of the bid award process under these circumstances shall not preempt or otherwise affect the protest.

3.15 Agreement

The Proposer(s) to whom or to which an award is made shall execute a written agreement to do the work in the form attached to this RFP. The award may be canceled by the City Commission and awarded to the next lowest priced responsible and responsive Proposer. If this occurs, such Proposer shall fulfill every stipulation as if it were the original party to whom or to which an award was made. The Agreement will include specific insurance, performance bond, and indemnification requirements as set forth in the attached specifications. Proposers must submit any questions, issues, or concerns with the terms, language or both in the attached Agreement by the deadline for submitting requests for interpretations.

3.16 Payment

Payment will be made when all work is completed to the satisfaction of the City Manager or designee. Successful

Proposer shall submit invoices regularly, for no more than 30-day periods, as work progresses.

3.17 Audit of Contractor's Records

Upon execution of the Contract, the City reserves the right to conduct any necessary audit of the Contractor's records. Such an audit, or audits, may be conducted by the City or its representatives at any time prior to final payment, or thereafter, for a period up to three (3) years. if an audit has been initiated and audit findings have not been resolved at the end of these three (3) years, the records shall be retained by the City until resolution of audit finding. The City may also require submittal of the records, at no cost to the City, from the Contractor, any subcontractor, or both. For the purpose of this Section, records shall include all books of account, supporting documents and papers deemed necessary by the City to assure compliance with the Contract provisions.

Failure of the Contractor or subcontractor to comply with these requirements may result in disqualification or suspension from bidding or proposing for future contracts or disapproval as a subcontractor at the option of the

City. The Contractor shall assure that a subcontractor will provide access to its records pertaining to the services upon request by the City.

3.18 Byrd Anti-Lobbying Amendment, 31 U.S.C. 1352 (as amended)

Contractors who apply or submit a Proposal for an award of $100,000.00 or more shall file the required certification. Each tier certifies to the tier above that it will not and has not used federal appropriated funds to pay any person or organization for influencing or attempting to influence an officer or employee of any agency, a member of Congress, officer or employee of Congress, or an employee of a member of Congress in connection with obtaining any federal contract, grant, or any other award covered by 31 U.S.C. § 1352. Each tier shall also disclose any lobbying with non-federal funds that takes place in connection with obtaining any federal award.

Such disclosures are forwarded from tier to tier up to the recipient.

3.19 City

Failure by City to respond to an inquiry shall not excuse late or incomplete submissions

3.20 Lobbyists

Pursuant to Broward County Ordinance 2011-19, Lobbyists, and any of their principals or employers attending such meeting, are required to complete a Contact Log contemporaneously with a lobbyist meeting. City of Dania

Beach Code of Ordinances, Article XI, “Lobbyist Regulations,” Sections 2-231 through 2-234 require Lobbyists to register with the City PRIOR to engaging in lobbyist activities within the City. Contact with personnel of the

City of Dania Beach other than the City Clerk or designated representative regarding the RFP shall be grounds for elimination and disqualification from the selection process.

3.21 Omission of Details, Variances and Exceptions.

as to any detail, or the apparent omission of a detailed description concerning any point, shall be regarded as meaning that only the best commercial practice is to prevail, and that only material and workmanship of the finest quality is to be used. All interpretations of the specifications shall be made on the basis of this statement.

Omission of any essential details from these specifications will not relieve the Proposer of supplying such services or product(s) as specified.

For the purpose of evaluation, the Proposer must indicate any variance or exceptions to the stated requirements, no matter how slight. Deviations should be explained in detail. Absence of variations, corrections or both will be interpreted to mean that the Proposer meets all the requirements in every respect.

Costs and compensation shall be shown in both unit prices and extensions whenever applicable, and expressed in U.S. Dollars. In the event of discrepancies existing between unit prices and extensions or totals, the unit prices shall govern. All costs and compensation shall remain firm and fixed for acceptance for 120 calendar days after the day of the Proposal opening. The Proposal price shall include all franchise fees, royalties, license fees, etc., as well as all costs for transportation or delivery as applicable within the scope of the solicitation.

3.22 Performance Bond and Insurance

Upon award of a contract, the Successful Proposer, as required within the scope of the solicitation, may be required to submit performance bonds, payment bonds or both. Proposer shall provide certificates of insurance in the manner, form and amount(s) specified.

3.23 Addenda and Interpretations

No interpretations of the meaning of the plans, specifications or other contract documents will be made orally to any Proposer. Prospective Proposers must request from the City Clerk or City designee such interpretation in writing. To be considered, such request must be received at least ten (10) days prior to the date fixed for the opening of responses. Any and all interpretations and any supplemental instructions will be in the form of a written addenda which, if issued, will be sent by certified mail with return receipt requested, to all prospective

Proposers (at the address furnished for such purpose) not later than three (3) days prior to the date fixed for the opening of Proposals. Failure of any Proposer to receive any such addenda or interpretation shall not relieve any

Proposer from any obligation under the Proposal as submitted. All addenda so issued shall become a part of the contract document. Contractor shall verify that it has all addenda before submitting a Proposal.

3.24 Non-Collusion Affidavit

Each Proposer shall complete the Non-Collusive Affidavit form and shall submit the form with their Proposal.

City considers the failure of the Proposer to submit this document may be cause for rejection of the Proposal.

3.25 Public Entity Crimes

Each Proposal shall complete the Public Entity Crimes form. In accordance with Florida Statutes §287.133

(2)(a): A person or affiliate who has been placed on the convicted vendor list following a conviction for public entity crime may not submit a Proposal on a contract to provide any goods or services to a public entity, may not submit a Proposal on a contract with a public entity for the construction or repair of a public building or public work, may not submit Proposals on leases of real property to public entity, may not be awarded or perform work as a contractor, supplier, subcontractor, or contractor under a contract with any public entity, and may not transact business with any public entity in excess of the threshold amount provided in Florida Statutes

§287.017 for Category Two, for a period of 36 months from the date of being placed on the convicted vendor list.

3.26 All Proposals

All Proposals must be submitted electronically on OpenGov.” The Proposal must be signed by one duly authorized to do so, and in case signed by a deputy or subordinate, the Proposer’s principal's properly written authority to such deputy or subordinate must accompany the Proposal. No Proposal will be accepted, for any reason whatsoever, which is not submitted as stated above, within the specified time. Any uncertainty regarding the time a Proposal is received will be resolved against the Proposer.

4. SUBMISSION OF PROPOSALS

A. Proposals must be typed or legibly printed in blue ink. Use of erasable ink is not permitted. All corrections to prices made by the Proposer should be initialed.

B. All Proposals shall be submitted in the English language, and pricing expressed in U.S. Dollars.

C. Proposals must contain a manual signature of a corporate officer or designee with the proven authority to bind the Proposer. The address and telephone number for any communications regarding the Proposal must be included.

D. Proposals shall contain an acknowledgment of receipt of all addenda.

E. Proposals by corporations must be executed in the corporation’s legal name by the President or other corporate officer, accompanied by evidence of authority to sign. Evidence of authority shall be provided on the enclosed Certified Resolution form, or by the company’s own Corporate Resolution.

F. Proposals by partnerships must be executed in the partnership name and signed by a partner, whose title must appear under the signature.

G. Proposals shall be submitted to the Procurement Division on or before the time indicated in the Request for Proposals by the methods described above.

H. In accordance with Florida Statutes, Chapter §119.07(1)(a) and except as may be provided by other applicable state and federal law, the Request for Proposals and the responses to it are in the public domain. However, Proposers are requested to specifically identify in the submitted Proposal any financial information considered confidential, proprietary or both which may be considered exempt under Florida Statute §119.07(t).

I. All Proposals received from Proposers in response to the Request for Proposals will become the property of City and will not be returned. In the event of Contract award, all documentation produced as part of the Contract shall become the exclusive property of City.

J. The Proposer preparing a submittal in response to this RFP shall bear all expenses associated with its preparation. The Proposer shall prepare a submittal with the understanding that no claim for reimbursement shall be submitted to the City for the expense of Proposal preparation, presentation, or both.

5. QUALIFICATIONS OF PROPOSALS

A. Each Proposer shall complete the Proposal’s Qualifications Statement and submit the form with the

Proposal. Failure to submit the Proposer’s Qualifications Statement and the documents required under it may constitute grounds for rejection of the Proposal.

B. As a part of the evaluation process, the City may conduct a background investigation including a criminal record check of Proposer’s officers and employees, by the Broward County Sheriff’s Office.

Proposer’s submission of a Proposal constitutes acknowledgement of and consent to such investigation.

City shall be the sole judge in determining Proposer’s qualifications.

C. No Proposal shall be accepted from, nor will any contract be awarded to, any person who is in arrears to

City for any debt or contract, or who is a defaulter, as surety or otherwise, of any obligation to City, or who is deemed irresponsible or unreliable by City. City will be the sole judge of such determination.

The City reserves the right to make a pre-award inspection of the Proposer's facilities and equipment prior to award of Contract.

D. Employees of the Proposer shall at all times be under its sole direction and not an employee or agent of the City. The Proposer shall supply competent and physically capable employees. The City may require the Proposer to remove an employee it deems careless, incompetent, insubordinate or otherwise objectionable. Proposer shall be responsible to the City for the acts and omissions of all employees working under its directions.

6. SCOPE OF WORK

6.1 Purpose

The purpose of this solicitation is to contract with a vendor who can provide shuttle bus transportation services to the City for public event shuttles, internal employee events, and recreational programming.

6.2 SCOPE

A. The City of Dania Beach, Florida (the “City” or “Owner”), is actively seeking proposals from qualified, licensed, and insured vendors for Citywide Shuttle Bus Services to provide professional, air-conditioned multi-passenger transportation services on an as-needed basis throughout the contract term.

The purpose of this solicitation is to establish a contract with one or more qualified vendors capable of providing safe, reliable, professional, and properly licensed transportation services to support the City’s operational, recreational, and special events-related transportation needs. The selected vendor(s) shall provide access to a variety of multi-passenger vehicles, including, but not limited to, shuttle buses, school buses, motor coaches/coach buses, and other appropriately sized passenger vehicles, to accommodate transportation needs ranging from small groups to large groups of passengers. Vehicle capacities may range from smaller passenger vehicles to vehicles capable of transporting approximately

60 or more passengers, depending upon the City's specific requirements for each trip. Transportation services may be required for City special events, employee and internal City activities, Parks and

Recreation programs, summer camps, field trips, recreational activities, community events, and other

City-sponsored programs and activities.

B. The City anticipates that transportation requirements may vary significantly based on the number and age of passengers, destination, duration of the trip, and nature of the activity. Accordingly, the City requires a vendor capable of providing the appropriate vehicle type and passenger capacity to meet each individual transportation need. Vehicles provided under the resulting contract shall be properly maintained, clean, safe, air-conditioned, and compliant with all applicable federal, state, and local laws, regulations, licensing requirements, and safety standards. ADA-accessible transportation shall be available when requested by the City or required to accommodate passengers with disabilities.

C. The Contractor shall ensure that all drivers assigned to City transportation services are properly licensed, qualified, trained, and authorized to operate the vehicle type being provided and shall comply with all applicable requirements governing passenger transportation. The Contractor shall not transport more passengers than the vehicle's legally permitted seating capacity. The resulting contract will support the following two distinct operational needs:

1. OPERATIONAL NEEDS:

a. Public Event Shuttles: Transporting members of the public between designated City parking garages and various event venues during major public festivals, concerts, and civic events. A minimum of two (2) shuttle buses per event will be required; however, more may be requested for larger events.

i. A minimum of two (2) shuttle buses per event will be required; however, more may be requested for larger events.

b. Internal Employee Events: Internal Employee Events: Transporting City employees from City

Hall (or other designated areas) to off-site locations for internal events, training, or City functions.

c. Recreational Programming: Field trips for Parks & Recreation Department Winter, Spring, and Summer Camps. Youth Sports games within Dade, Broward, and Palm Beach County, for example, youth football, etc.

2. VENDOR REQUIREMENTS: The selected vendor shall provide all vehicles, licensed drivers, fuel, maintenance, supervision, and dispatch services necessary to provide safe, reliable, and on-time transportation services. All services must comply with applicable laws and regulations. To ensure a level of safety and reliability, the Contractor must meet and maintain the following operational standards throughout the life of the contract:

a. Driver Qualifications: All operators must possess a valid Florida Commercial Driver’s License

(CDL) with Passenger (P) endorsement. Drivers must undergo annual Level 2 background checks and regular drug and alcohol screening compliant with Federal Transit Administration

(FTA) standards.

b. Attire: Drivers must wear clean, professional company uniforms

c. Customer Service: Drivers are to maintain a respectful and courteous disposition at all times with riders.

d. On-Time Performance: Shuttles must arrive at the initial staging location completely ready for service at least thirty (30) minutes prior to the scheduled event start time.

e. Regulatory Compliance: All vehicles and services must strictly comply with the Americans with Disabilities Act (ADA), Florida Department of Transportation (FDOT) regulations, and all applicable federal, state, and local safety laws.

f. Vehicle Operators shall not:

i. Drive recklessly or unsafely, illegally park or stop, or commit any other traffic violations.

ii. Operate any personal wireless communication devices while occupying the Operator’s seat or operating area.

iii. Operate any vehicle while under the influence of alcohol, illegal drugs, controlled substances, prescription medications, or any other substance that may impair judgment, vision, reaction time, cognitive function, or the ability to safely operate a motor vehicle. The

Contractor shall ensure that all drivers comply with applicable federal, state, and local laws and regulations regarding impaired driving.

3. SPECIFIC CORE SERVICES

a. Service Tier A: Public Event Shuttles (Garages Venues) This service tier is characterized by high-volume, continuous loop routing designed to minimize wait times for the general public attending City-sponsored events. Please see the shuttle map located in the attachment section.

b. Service Tier B: Internal Employee Events (City Hall Offsite) This service tier is characterized by scheduled, point-to-point charter routing for City personnel.

c. Contractor: Contractor shall provide free fare shuttle services to the general public on day-of-event unless otherwise specified by City. Drivers are prohibited from accepting tips, gratuity, gifts, etc. for services rendered.

d. Contractor: Contractor shall permit temporary exterior display to include day-of-event signage such as posters, banners, etc

e. Routing Structure: Dedicated transport typically originating from City Hall (

) to an offsite location within a specific mile radius, returning at a designated conclusion time.

i. Contractor shall adhere to event routes, map, and timetable provided by City.

f. Scheduling Window: The City will request Employee Event shuttles with a minimum of fourteen (14) calendar days' advance notice. However, the Contractor should detail their policy and capacity for handling short-notice or emergency City requests (e.g., within 48 to 72 hours).

i. City will provide all route details no less than 48 hours before day-of-service

4. FLEET SPECIFICATIONS & EQUIPMENT: The vendor must offer a versatile fleet to accommodate varying crowd sizes. Proposers must specify the make, model, year, and passenger capacity of the vehicles they intend to deploy for this contract.

a. Vehicle Age & Condition: To ensure mechanical reliability, no vehicle deployed under this contract shall be older than seven (7) years or have more than 250,000 miles on the odometer, unless expressly approved in writing by the City. All vehicles must feature fully functioning, heavy-duty climate control systems capable of maintaining a comfortable cabin temperature during all seasons.

b. Fleet Size: Standard shuttle bus, mini coach bus, StarCraft XL, or something similar.

c. Maintenance & Cleanliness: Vehicles must be delivered to the City free of mechanical defects, with clean interiors, and free of exterior body damage.

d. Contractor: Will be responsible for all costs associated with performance, including but not limited to supervision, labor, material, minor parts and supplies, equipment, tools, transportation, travel time, and shop facilities.

e. Contractor: shall maintain the vehicles in accordance with manufacturer’s standards.

f. Contractor: shall deliver to the City its operational policies and procedures prior to services rendered upon signed agreement and are subject to approval by the City

5. PASSENGER SAFETY AND CHILD RESTRAINT REQUIREMENTS: The Contractor shall comply with all applicable federal, state, and local laws, rules, regulations, and safety requirements governing the transportation of passengers, including applicable provisions of Florida Statutes

Chapter 316, as amended. This includes compliance with the requirements of Section 316.614, Florida Statutes, regarding safety belt usage, when applicable, and Section 316.6145, Florida

Statutes, regarding safety belts or other approved restraint systems on applicable school buses. The

Contractor shall ensure that any vehicle used to transport children is equipped and operated in accordance with all applicable safety and restraint requirements for the specific vehicle type and passenger population being transported.

6. SCHOOL BUS RESTRAINT REQUIREMENTS: School buses equipped with safety belts or other approved restraint systems, the Contractor shall ensure that passengers use the available restraint system in accordance with applicable Florida law and the vehicle manufacturer's requirements. The Contractor shall also comply with all applicable child restraint requirements under

Section 316.613, Florida Statutes, including requirements applicable to children of specified ages when such requirements apply to the vehicle and transportation service being provided. The

Contractor shall be responsible for providing transportation services in a manner that prioritizes the safety and protection of all passengers, particularly children participating in City-sponsored summer camps, field trips, and Parks and Recreation programs.

7. INCIDENT AND CONTINGENCIES: In the event of a mechanical breakdown or accident.

a. Contractor shall notify City immediately of service interruptions on day-of-service to include but not limited to disruptions in service, late service, accidents, mechanical failure, and any other incident affecting service

b. In the event of Service Interruptions, Contractor must comply with a replacement driver and/or vehicle no greater than 45 minutes of Interruption

i. Service Interruptions include but are not limited to:

I. Vehicle Breakdown

II. Vehicle Unavailability (Incorrect vehicle type or passenger capacity is provided, Contract fails to provide the scheduled vehicle)

III. Driver-Related Issues (Driver fails to report to scheduled shift, Driver arrives late, Driver is not properly licensed or qualified)

IV. Significant Delay

V. Accident or Safety Incident

VI. Routing or Transportation Failure

VII. Capacity Issues (Contractor provides a vehicle that cannot legally or safely accommodate the number of passengers assigned).

VIII. Communication Failure (Contractor cannot be reached during scheduled service).

8. Record Keeping:

a. Contractor shall be required to maintain all records as requested by the City. Contractor shall permit authorized representatives of City to examine all data and records related to services provided.

b. Contractor shall maintain good record keeping of all Service Interruptions to include notifying

City by email correspondence on the day of service.

c. The Contractor shall provide to the assigned City representative a current annual maintenance and inspection log for each vehicle made available under this contract. The log shall document preventive maintenance, required safety inspections, repairs, deficiencies, corrective actions, and the vehicle's current mileage. At a minimum, maintenance and inspection records shall address brakes, tires, steering, suspension, lighting, mirrors, windshield/wipers, emergency exits and equipment, passenger seating and restraint systems, doors, climate-control systems, accessibility equipment, and other safety-related components applicable to the vehicle type.

9. PRICING: Pricing shall include both per-trip and hourly rates for all available vehicle capacities to ensure the City has flexible transportation options to meet its operational needs.

D. Proposals will be considered if submitted by qualified firms who have experience, including similar previous work in the provision of the requested services. Firms offering full service will receive the highest consideration.

E. Proposers should include the following items in the submitted Proposals: The Proposal Requirements section will provide a detailed explanation of numbers 1-6

1. Fleet Information

2. Pricing

3. Service Availability and Reliability

4. Safety, Compliance, and Vehicle Maintenance

5. Customer Service and Operational Support

6. Certifications and Licenses

MARKUP LIMITATION

The Contractor shall not assess a markup greater than ten percent (10%) on any subcontracted labor, materials, equipment, or third-party services. All cost proposals, change orders, and invoices must clearly itemize any such markup to allow the City to verify compliance. Any markup exceeding this limit will be disallowed and removed from the Contractor's payment request. The Contractor shall ensure that all subcontractors and vendors adhere to this requirement.

7. PROPOSAL REQUIRMENTS

Proposers shall, as a minimum, include the following information with the submittal of its Proposal.

A. Company Background and Experience - The proposer shall provide a brief overview of the company, including its history, years in business, experience providing passenger transportation services, and experience serving public agencies, municipalities, or similar organizations. The proposer shall also describe its experience providing services comparable to those requested under this solicitation, including its ability to manage event-based transportation needs and accommodate varying vehicle and passenger capacity requirements.

B. Fleet Information - The proposer shall submit a list or catalog of all vehicles available to the City under this contract. For each vehicle, include, at a minimum:

1. Vehicle type (shuttle bus, mini coach, motor coach, school bus, or similar);

2. Make and model;

3. Vehicle year;

4. Passenger capacity;

5. ADA accessibility features, if applicable;

6. Available amenities, if applicable; and any limitations on availability or use.

C. Pricing - The proposer shall provide per-trip and hourly rates for each vehicle offered. Pricing should clearly identify:

1. Vehicle type;

2. Passenger capacity;

3. Per-trip rate;

4. Hourly rate;

a. Any minimum number of hours or trips;

b. Any additional fees or charges; and any applicable fuel, mileage, or other transportation-related charges.The City may request different vehicle types and capacities depending on the size and nature of each event.

D. Service Availability and Reliability - The Proposer shall provide a summary demonstrating its ability to provide safe, reliable, and responsive transportation services in accordance with the City’s needs and upon request. The summary shall include information regarding:

1. Fleet availability and the number of vehicles generally available;

2. Ability to accommodate multiple vehicles for the same event;

3. Ability to respond to short-notice requests;

4. Dispatch and scheduling procedures;

5. On-time performance procedures; and Procedures for providing a replacement vehicle or driver when a service interruption occurs.

E. Safety, Compliance, and Vehicle Maintenance - The proposer shall describe its procedures for ensuring that vehicles and drivers are safe, properly maintained, and compliant with applicable laws and regulations. Include information regarding:

1. Driver licensing and qualifications;

2. Background checks and drug/alcohol screening;

3. Vehicle maintenance and inspections;

4. Vehicle cleanliness and condition;

5. ADA accessibility, when applicable;

6. Passenger and child safety requirements, when applicable; and

7. Procedures for documenting maintenance, inspections, and safety issues.

F. Customer Service and Operational Support - The proposer shall describe how it will provide professional and reliable customer service. Include information regarding:

1. Driver appearance and professionalism;

2. Communication with City staff;

3. Dispatch and day-of-event support;

4. Handling customer or passenger concerns; and Procedures for reporting delays, accidents, breakdowns, or other service issues.

G. Certifications and Licenses - The Proposer shall submit with its proposal copies of all licenses, registrations, certifications, and operating authorities required to legally provide shuttle bus transportation services in the State of Florida. At a minimum, the Proposer shall provide proof of applicable motor carrier registration and/or operating authority, a valid USDOT Number (when applicable), and certify that all drivers assigned to perform services under the resulting contract possess the appropriate Commercial Driver's License (CDL) with the required endorsements. Failure to provide the required documentation may result in the proposal being deemed non-responsive.

Note: Vendors are encouraged to provide their fleet information and pricing in a clear, easy-to-read catalog or table format. The City will use the information submitted to identify the vehicles and transportation options available for future service requests throughout the contract term.

Summary of Documents to Be Submitted with Proposals. The following is a summary of documents required to be submitted for this Proposal. Failure to include a technical Proposal, cost Proposal, Proposal surety (if required below), or any other document that, by its omission, may prejudice the rights of other possible Proposers or respondents, may result in immediate rejection of a Proposal.

The Forms are as follows:

o Proposer’s Qualifications o Public Entity Crimes Form (must be notarized) o Non-Collusion Affidavit (must be notarized) o Drug-Free Workplace Certification o Acknowledgement of Addenda o References o Certification to Accuracy of Proposal (must be notarized) o Affidavit of Compliance with Anti-Human Trafficking Laws (must be notarized) o General Certificate of Insurance (COI)

Other forms or documents:

o which, by their nature do not impact price or the Proposer’s cost of doing business should accompany the Proposal; but must be provided within three (3) business days of the City’s request to be considered responsive.

o The City reserves the right to request the most recently completed audited financial statement, or other approved documentation to verify financial viability

8. EVALUATION CRITERIA

Evaluation of the responses will be conducted by an Evaluation Committee composed of City staff, or other persons selected by the City Manager or designee. Proposals shall be evaluated based upon the information and references contained in the responses as submitted. The Evaluation Committee will evaluate all responsive proposals at duly advertised public evaluation meetings in accordance with Florida law. The City reserves the right to award the contract to the Proposer which will best serve the interest of the City. The scoring of the

Proposals by the Evaluation Committee will be based on a point total and not a percentage factor.

No. Evaluation Criteria Scoring Method Weight (Points)

1. Fleet Information

A list or catalog of all vehicles available to the

City. For each vehicle, include, at a minimum:

Vehicle type (shuttle bus, mini coach, motor coach, school bus, or similar);

• Make and model;

• Vehicle year;

• Passenger capacity;

• ADA accessibility features, if applicable;

• Available amenities, if applicable;

and any limitations on availability or use.

Points Based 35 (35% of Total)

2. Pricing

Provide per-trip and hourly rates for each vehicle offered. Pricing should clearly identify:

• Vehicle type

• Passenger capacity

• Per-trip rate

• Hourly rate

Points Based 30 (30% of Total)

3. Safety, Compliance, and Vehicle

Maintenance

Description of procedures for ensuring that vehicles and drivers are safe, properly maintained, and compliant with applicable laws and regulations. Include information regarding:

• Driver licensing and qualifications

• Background checks and drug/alcohol screening

• Vehicle maintenance and inspections

• Vehicle cleanliness and condition

• ADA accessibility, when applicable

• Passenger and child safety requirements, when applicable; and

• Procedures for documenting maintenance, inspections, and safety issues.

Points Based 15 (15% of Total)

4. Service Availability and Reliability

Summary demonstrating its ability to provide safe, reliable, and responsive transportation services in accordance with the City’s needs and upon request.

Points Based 10 (10% of Total)

5. Certifications and Licenses

Licenses, registrations, certifications, and operating authorities that are required to legally provide shuttle bus transportation services in the State of Florida.

Points Based 5 (5% of Total)

6. References Points Based 5 (5% of Total)

9. AWARD OF AGREEMENT

9.1 AWARD OF PROPOSAL

The City Commission will award the Proposal to the most responsible and responsive Proposer that meets the qualifications identified in Section 5, entitled Qualification of Proposers taking into consideration price and the evaluation criteria. The awarded Proposer must have satisfactory references.

9.2 CONTRACT AWARD AND EXECUTION

A. The City will publicly open and announce all proposals received in accordance with the terms stated in the RFP advertisement. The City will verify that all Proposers have properly completed and executed the required solicitation forms and submittals; review…