CSRT 2026 RFP A1.docx

COVER SHEET

Coordinated Shared-Ride Transit Service SOLICITATION NUMBER (must be included on all proposal documents that are submitted)

CSRT 2026

THIS SOLICITATION CLOSES ON

8/25/2025 by 4 PM CT

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

SUBMIT PROPOSALS/OFFERS TO

Kristy Opperman, County Clerk Waupaca County Courthouse 811 Harding Street LL Waupaca, WI 54981

FOR INFORMATION ON THIS PROCUREMENT, CONTACT

Kristy Opperman Kristy.opperman@co.waupaca.wi.us

ITEMS OR SERVICES TO BE PURCHASED

Technology Platform and Ride Provider Operations to provide Curb-to curb, demand-responsive advanced reservation and on-demand shared-ride transit service available to the general public as detailed within the body of this RFP document.

SIGNIFICANT EVENTS/DATES

ISSUE DATE

7/21/2025

LAST DAY TO SUBMIT QUESTIONS

8/1/2025 by 4 PM CT

Issue Addendum with written response to questions - Estimated

8/12/2025

PROPOSAL CLOSING DATE

8/25/2025 by 4 PM CT

EVALUATIONS BEGIN - Estimated

8/25/2025

EVALUATIONS COMPLETED - Estiamted

9/8/2025

ESTIMATED CONTRACT AWARD DATE

9/26/205

ESTIMATED CONTRACT START DATE

10/1/2025

There will not be a public opening for this RFP

REQUEST FOR PROPOSALS

TO PROVIDE SHARED-RIDE TRANSIT SERVICES

· 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 the following method:

Municipalities must select how they want proposals submitted. This could be though mail, or email

One original (identified as such) paper copy by mail

Kristy Opperman, County Clerk Waupaca County Courthouse 811 Harding Street LL Waupaca, WI 54981

Identify the outside of the proposal as “RFP Coordinated Shared Ride Transit.” Include the pricing proposal in a separate sealed envelope identified as “Pricing Proposal.” Include the pricing proposals

Table of Contents

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 – Bidders List (Separate Document) Appendix K – Drug and Alochol Testing Appendix L – Vehicle Iventory and Fleet Maintenance Appendix M – Insurance Appendix N – Record Keeping Appendix O - Waupaca County Wisconsin Transportation Feasibility Study Final Report Appendix P –Technology Platform Functionality Requirements Appendix Q - Operations Functionalities and Vendor Experience and Approaches

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

1.0 GENERAL INFORMATION

General Description Qualified contractors are being sought to provide an entirely outsourced coordinated shared-ride transit services in the specified service area as described in Appendix O, Waupaca County Wisconsin Transportation Feasibility Study Final Report, December 5, 2024. That study recommended a shared ride demand response service. The selected offeror will provide a technology platform, provision of rides, revenue collection, community engagement and service promotion of shared ride services.

The service requested will be a curb-to-curb and door-to-door based on rider need, demand-responsive advanced reservation and on-demand shared-ride transit service available to the general public, initially only for intercity rides in Waupaca County and intracity rides and destinations in that portion of the City of New London within Waupaca County.

Intracity rides within the City of Waupaca will be added in January, 2026, but is not part of the 2025 operational year. The agency anticipates that intracity rides within the Outagamie County portion of New London may be added during the option years of this contract without affecting the established span of service or requiring additional vehicle service hours. Many of the additional rides will be accommodated on vehicles initially assigned only to intercity service. Vehicle hours to accommodate unmet demand are already included in this Scope of Services and will be dispatched as necessary.

Fares must be collected by the vendor. The vendor shall accept pre-payment of fares on-line via apps (credit/debit), website, third parties, cash, and mail. The vendor shall be entirely responsible for maintaining the functionality of the technology platform software and hardware including in-vehicle equipment. Rides will be electronically assigned both in advance and real-time as warranted as required below.

1. Scheduled span of service is normally non-holiday weekdays with platform hours of service ranging from 5:00 AM to Midnight, non-holiday Saturdays 6:00 AM to Midnight, and non-holiday Sundays 8:00 AM to 4:00 PM. The service is available to those commuting to work as well as older adults and people with disabilities, with the contractor responsible for assisting such passengers into and out of the accessible vehicle. Demand varies over the service day.

2. Some vehicles will be available through a lease arrangement as indicated in the fleet inventory in Appendix P. Other required services include telephone communications with users, dispatching, driving, maintenance, and record keeping.

3. Vendor Must maintain and operate a dispatch system integrated with the technology platform and with communications devices on-board each vehicle. That technology platform dispatch system must communicate with all vehicles as well as with riders and drivers. Vendor must provide details on their proposed technology platform as is defined in Appendix P. The County encourages collaboration between transit operators and SaaS technology providers.

4. Vendor must keep detailed logs and service records for vehicle maintenance and assure compliance with manufacturer-recommended preventive maintenance schedules. It is desired that the vendor maintain vehicle records using a fleet management record system.

5. Records of each trip must be maintained on the technology platform.

6. Driver screening and training information must be maintained on the technology platform.

7. Waupaca County, as the client, will have read-only access to standardized reports and records on the technology platform.

8. Ride providers under this contract must obtain a certificate for Intrastate Operating Authority for Passenger Transportation from the Wisconsin Dept. of Transportation Division of Motor Vehicles.

9. Vendor must comply with the Federal Transit Administration Drug & Alcohol Program - https://www.transit.dot.gov/drug-alcohol-program

After assuming and maintaining operations, the Vendor has the option to also offer delivery of small packages, such as prescriptions.

Contract Term One (1) contract will be awarded. The Contract which will cover the period October 1, 2025 through December 31, 2026 (15-Month Base Contract). The contract will contain three 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.

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

County Clerk All communication and/or questions on all matters regarding this Proposal must be made in writing and refer to Request for Proposal number Waupaca CSRT 2026 and be directed to Kristy Opperman, Waupaca County Clerk, Kristy.opperman@co.waupaca.wi.us 715-258-6202.

Any contact or communication with any employee or officer concerning this RFP except the County Clerk is strictly prohibited from the date this RFP is released until the date the notice of intent to award is issued. The County Clerk 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.

Federal Participation This procurement is subsidized with state and federal transit operating funds. Federal grant monies ($1,637,500) fund this contract, in whole or in part (Section 5311). Applicable Federal clauses are set forth in Appendix I of the solicitation.

Contractor Selection The County 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, maintenance program, training program, and ability of the technology platform to meet the system requirements shown in Appendix P –Waupaca County Dispatch and Mobile Technology Requirements and Appendix Q - Operations Functionalities and Vendor Experience and Approaches.

2. Capacity - The extent to which the firm’s proposal demonstrates that the team has the skilled personnel, equipment, software, financial resources, and facilities to perform the scope of work and scale service to meet community needs and increase rider demand. This includes elements such as its financial capability, any leasing or financing agreements, personnel (key personnel, dispatchers, drivers, etc.), fleet size and description, technical functionalities, 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. This includes examples of marketing, promotional activities, and tactics needed to inform the public of the shared ride service. Responders must also provide previous and planned marketing and promotional support experience. Including any examples of how they have supported increase funding and local match through expanded partnerships, securing grants, gaining funding through foundations and other public and private sources. This include securing 5310 monies for purchasing vehicles.

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

Contract Term Price Options Proposers must price 1 15-month base year contract prices at the time of proposal submission in order to be considered for award. The pricing proposal submitted by the successful Proposer will be incorporated in the resultant contract as the contract’s Pricing Schedule, in the format provided in Appendix A.

This is a firm-fixed price contract for a base period of 15 months 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 2, 3, and 4 (calendar years 2027, 2028, and 2029) 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.

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. Neither party may assign any of its rights or obligations under this contract without the prior written consent of the other party.

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

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.

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 registered Vendors.

Reasonable Accommodations County of Waupaca 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 and inform the Finance Manager.

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.

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.

Order of Precedene In the event of contract award, the contents of this RFP (including all attachments), RFP addenda and revisions, the bid response from the successful bidder, 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

The County of Waupaca WILL NOT be hosting a pre-proposal conference.

3.0 PROPOSAL SCHEDULE

County of Waupaca 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:

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. Responders to provide one (1) stamped original in three ring binder and seven (7) copies fastened by staple. Pricing and cost proposal shall be in a separate sealed envelop labeled “PRICING.” Offeror’s shall also provide a digital copy on thumb drive media. Reliance upon public carriers for delivery of Proposals is at the Offeror’s risk. Proposals submitted via fax will not be accepted.

D. Proposals received after the due date and time will be considered late Proposals and will not be accepted.

E. The pricing proposal must be submitted separately from the technical proposal, 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.

F. The pricing proposal (Appendix A) shall be provided as a separate document and its contents or pricing should not be disclosed or revealed elsewhere within the submitted RFP package. The pricing proposal (Appendix A) shall depict the fixed monthly cost and the hourly rate(s) to be used for the duration of the contract. The fixed monthly cost shall cover all licenses and leases as well as technology and administrative costs associated with performing the service. The hourly rate shall cover all operating and maintenance costs of performing the service.

5.0 Proposal Format

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

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 RFP.

Sans-Serif.

See section 4 for details.

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; Offeror has received all addendums, and that the Offeror is willing to comply with all stated contractual requirements.

6.0 Contract Deliverables

The County of Waupaca, (hereinafter referred to as County), is soliciting Proposals from firms (also may be referred to as Offeror or Contractor) to provide subsidized coordinated shared-ride transit 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.

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. Use the fleet identified in Appendix L or a fleet of at least ___8___ vehicles of model year __2017____ or newer to include spare vehicles, and capable of carrying at least ___4___ passengers and any baggage, including at least ___6___ vehicles with no more than _175,000_ miles. This is the minimum fleet size needed for intercity rides and rides within the City of Waupaca.

B. Maintain and operate an automated dispatch and control system at a centralized office location, staffed during service hours, with a dedicated communications system between the dispatch office and vehicle operators.

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

D. 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, with the functionalities identified in Appendix P – Technology Platform Functionality Requirements.

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 older adults and persons with disabilities.

C. Ability to efficiently schedule vehicle routings for advanced reservation service, as well as to provide service on demand. This includes the ability to market the service to the community and customers and previous experience with securing grants, partnerships, and other tactics to grow ridership and local match revenue.

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, State, and local requirements concerning equal employment opportunities, discrimination, disadvantaged business, ADA compliance, and drug and alcohol testing.

Specific Service Requirements The Contract which will cover the period October 1, 2025 through December 31, 2026 (15-Month Base Contract). This Contract contains (3) 1-year renewal options.

A. The County has the option by mutual agreement of the County and the Supplier, to renew for an additional three (3), one-year options following the initial Base Contract term. If the County does not intend to pursue an optional renewal, the Contractor will be notified, in writing, by the County 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.

Service Area Service shall be provided within the County of Waupaca and within a 3 mile radius of the County.

· Intracity rides within the City of Waupaca will begin in calander year 2026. The hours of service are included in section 6.8 .

The agency anticipates that intracity rides within the Outagamie County portion of New London and within the City of Clintonville may be added during the option years of this contract (2027 or beyond) without affecting the span of service or the maximum service hours.

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. Service and vehicle optimization is encouraged.

Service Standards The County has established service goals for this project as follows:

A. The passenger pick-up window should be less than __15__ minutes before to 15 minutes after the time set between the passenger and dispatch – this includes self-service ride requests that are completed through the service’s mobile application or web portal. The County should be advised when there are problems meeting the passenger response time requirement and contractor should be able to track failed ride requests with reason.

B. Drivers will assist in loading and unloading of elders or persons with disabilities, and shall / are not required to assist in carrying their parcels or personal effects between the vehicle and the entrance to the business or home.

C. The maximum one-way ride time standard for an individual rider is one hour.

D. The Contractor shall endeavor to avoid a pattern of denials of ride requests that comply with the service area and span of service.

Hours of Service - Table 1 The shared-ride service is anticipated to operate under the following schedule except on Wisconsin state holidays (no holiday service):

Service Levels/Number of Vehicles/Drivers Required - Table 2 The following Table indicates the expected typical weekly service levels in 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.

12:00 AM

1:00 AM

2:00 AM

3:00 AM

4:00 AM

Weekly Estimated Total Hours A. The “total weekly-scheduled vehicle / driver hours” is:

i. ___680___ hrs/wk. excluding holidays

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 County, or the County 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.

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. The submitted price must apply to any number of hours purchased, up to the contract’s maximum.

This is a firm-fixed price contract per vehicle service hour for a base period of 15 months with three 1-year option periods. For evaluation purposes, Proposers must also submit prices for Option Years 2, 3, and 3 (calendar years 2027,2028,and 2029) 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 PROCUREMENT 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, optional Package Delivery, and Program Advertising/Publicity.

A. All fare levels are set and governed by the County. 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 County shall be immediately notified.

B. The Contractor will not act upon or improvise the existing contract Fare Rate Structure unless the County expresses in writing other rates to be acceptable to use.

C. The County 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 electronically and be reported on a monthly basis. It’s assumed the Offeror’s technology will reduce the need for paper-based tickets. All revenues collected shall be reported on invoices coinciding within the period they were collected.

Available Vehicles A. The Contractor shall provide the suitable types of vehicles to perform the required services. It is the County’s preference that all dedicated vehicles provided by Offeror’s be wheelchair accessible. The shared-ride transit service requires a “minimum” of __6__ vehicles to be provided for service in accordance with Table 2, above.

B. The “minimum” vehicle requirement for the Contractor may be reduced by the number of vehicles provided by the County from the Waupaca County Economic Development Corporation as shown in Appendix L, which may be leased to the Contractor at the rate of $1 per vehicle per year, including:

a. 2024 Chevrolet Equinox

b. 2022 Chevrolet Bolt (all electric)

c. 2023 Chevrolet Traverse Premier

d. 2024 GMC Terrain

e. 2022 Chrysler Voyager (wheelchair-accessible) C. Contractor to provide alternative or additional vehicles to be considered dedicated or non-dedicated to the Waupaca County shared ride transit service.

D. Any changes during the contract period involving the minimum number of vehicles required to be provided by the Contractor, or changes to the number of vehicles a County provides may be subject to a negotiated change in the hourly rate of service.

Reservation Services/Radio Communications/Radio Equipment A. Offerors are asked to provide a technology platform materially meeting the minimum requirements cited in Appendix P.

B. 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.

C. The Contractor must provide phone reservation service answering calls from a dedicated County-provided telephone number, 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 County and the Wisconsin Department of Transportation the e-mail address and telephone number to contact the administration of the Contractor. The contractor to specify where the telephone call center is located.

D. The County will not lease communications equipment for the Contractor to be used only for the contracted service. See section 6.13 Maintenance of Leased Equipment of leased equipment will be addressed in a separate equipment lease agreement.

E. The County 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.

Maintenance of Leased Equipment A. General Requirements - The Contractor is responsible for the proper care and preventive maintenance of all leased equipment. All County-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 County may be inspected prior to submitting a proposal by contacting:

Name: Ryan Brown

Phone: 715-258-6258

Email: ryan.brown@co.waupaca.wi.us

c. Any equipment intended to be leased from the City of Waupaca may be inspected prior to submitting a proposal by contacting:

Name: Ryan Brown

Phone: 715-258-6258

Email: ryan.brown@co.waupaca.wi.us

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 County of any accidents or damages for County-leased vehicles within 24 hours of the incident. All County owned vehicles are subject to inspections by the County upon request.

C. Communications Equipment - Should any of the leased communications equipment become un-repairable, the Contractor shall inform the County within 24 hours to insure proper procedures are followed and is responsible for expeditiously replacing the equipment and ensuring continued full functionality Contracted Personnel - Selection and Training A. Personnel providing required services must be employees of the Contractor or subcontractors, who shall be responsible for their screening, hiring and training. The County 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 providing services under this contract. Personnel records shall also show the date and type of individual training received. The Contractor shall provide their employee training plan and schedule in accordance with Appendix Q.

C. The County 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.

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 County 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.

Automobile Liability

C. In addition to liability insurance, the Contractor shall carry physical damage insurance on the vehicles leased from the County 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.

Licensing Vehicles and drivers providing the service must be licensed as appropriate to provide coordinated shared ride transit service in the County. If prescription delivery is provided by the Contractor, the Contractor must obtain appropriate State of Wisconsin license from the Wisconsin One Stop Business Portal. The vehicles currently deployed by the County do not have County license plates at this time.

Collected Revenues All revenues collected and retained by the Contractor (e.g., passenger fares and optional package delivery charges) shall be tracked and reported as separate itemized line items and credited to the County on each invoice.

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 shall be submitted for payment to the County and not more frequently than monthly. Contractors to provide a monthly report which includes details on rides provided during the billing period and supports the invoice amount.

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 County in writing.

Record Requirements The Contractor shall maintain the following records which will be available to the County Project Manager 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 six (6) years after the end of the contract year.

A. Vehicle Trip Logs – The technology platform must maintain daily passenger and vehicle trip logs which shall include, but are not limited to, the following information:

a. Driver name and vehicle number;

b. Total daily passenger counts;

c. Time and GPS coordinates for each passenger boarding and alighting

d. 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;Total hours and revenue service hours and miles by vehicle by day and month;

e. Total number of passengers categorized by fare type and payment method. These amounts are totaled as the daily revenue by vehicle;

f. Driver on-time performance; and

g. OPTIONAL Prescription delivery revenues collected, half of which must be remitted to the County.

B. Dispatcher Records - Dispatcher logs are to be maintained daily in the technology platform. These logs shall include, but are not 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 and driver responding to the transit request;

d. Estimated and actual passenger pick-up and drop-off times; and

e. Package delivery requests.

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

a. Passenger trips by fare category and agency sponsorship;

b. Passenger and agency revenue;

c. Number of Trip denials in the reporting period and cummulative;

d. Driver and cumulative service on-time performance for the reporting period;

e. Total number of passenger accounts registered;

f. Total optional prescription delivery revenue and portion due to the County. The Contractor would be responsible for advertising the service, billing and collections;

g. Total miles;

h. Gallons of gasoline purchased;

i. Driver hours (scheduled, worked, paid); and

j. Issue and complaint resolution.

D. Quarterly and Annual Reports - The Contractor shall prepare for the County Project Manager quarterly and annual reports required by the Wisconsin Department of Transportation as well as required reports for the USDOT Federal Transit Administration National Transit Database. 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…