Employee Benefit RFP_revised 3-6-2026.pdf

trai Date: 03/09/2026

Estuary Transit District Request For Proposal

Insurance Brokerage Services

DATE & TIME PROPOSALS ARE DUE:

Wednesday, April 06, 2026, at 2 p.m.

SUBMIT PROPOSAL TO:

91 North Main Street, Middletown, CT 06457

Submittals should include the Project Title.

This document is available on CT Source, Or email the Estuary Transit District at mennab@estuarytransit.org .

https://rivervalleytransit.com/ mailto:mennab@estuarytransit.org

SECTION I

Introduction

The Estuary Transit District Agency is soliciting proposals for qualified firms to provide Property casualty brokage, consulting, in addition to Employee Benefits Consulting Services for Supplemental benefits including Life , long-term disability, voluntary life, and voluntary long-term disability coverage for the Agency etc.., in addition to representing the Agency interests in the insurance marketplace concerning the placement and related servicing of the Agency Property/Casualty and other various Agency related insurance policies and providing guidance and consultation regarding the Agency risk management program.

Services shall include, but not be limited to, day-to-day benefit consulting, review and analysis of renewal offers from service providers and/or carriers, budget recommendations, cost containment, and other administrative and labor-related services.

The intent is to have a commission or flat fee, or a combination arrangement in the performance of their services on behalf of the Estuary Transit District. Should the Agency enter into a contract for Employee Benefits Consulting Services and Property/casualty, the Agency anticipates awarding a three-year contract with the option for two additional years at the sole discretion of the Agency. The Agency intends for the successful proposer to perform the July 1, 2026, renewals of all coverages and the July 1, 2026, employee benefit open enrollment.

The actual terms of any such contracts are subject to negotiations. The purpose of this RFP is to determine what services you can provide for the Agency and how you would adapt your specific services to the Agency's needs.

Each proposer is responsible for checking the CT Source website to determine if the ETD has issued any addenda and, if so, to complete its proposal in accordance with the RFP as modified by the addenda. ETD will not be responsible for notifying proposers of issued addenda.

This RFP prioritizes the lowest-priced, technically acceptable bid. The contractor offers the best combination of price and adherence to the requirements to be awarded.

• Applicants should demonstrate a record of successful experience with performing similarly sized government municipalities or the public.

• Estuary Transit District will not reimburse Respondents for costs associated with their participation in the

RFP process.

• ETD is requesting proposals from licensed businesses that wish to provide submittals.

• All Bidders will be required to certify that they are eligible to submit a Bid on this project and that they are not listed Bidders/Contractors on the debarred list of the SAM.GOV.

Definitions

Qualified respondents, as referred to herein, are brokers responding to this RFP, and shall meet the following criteria:

1. Possess a current Connecticut or Connecticut Non-Resident broker’s license.

2. Possess public Sector insurance experience of at least ten years.

3. Earn ($10,000,000.00) in annual premium billings.

4. Service three current Municipal/Government clients who have been clients for at least three years.

The Awarded broker, as referred to herein, is the broker that has been selected to be hired by the Agency.

The contractor, as referred to herein, is the broker or association that is hired by the Agency to perform the services described in this RFP.

Broker Qualifications

Respondents must demonstrate:

• Proven experience providing Property, Casualty, and Cybersecurity insurance brokerage services to public agencies or similar entities.

• Strong relationships with reputable insurance carriers offering public sector programs.

• Dedicated account management and claims support teams with relevant expertise.

• Ability to deliver high-quality, data-driven risk management consultation and reporting.

Mandatory Qualifications

• The following information must be requested from all respondents:

• An affirmation that the firm is a properly licensed and registered insurance brokerage firm in the State of

Connecticut.

• The firm must have a full-service office in Connecticut.

• An affirmation that the firm does not have a record of substandard work. Respondents must disclose any sanctions imposed by the State of Connecticut Insurance Commission.

• An affirmation that the firm meets any other specific qualification requirements imposed by state or local law.

• The firm must be sound financially and meet minimum insurance requirements.

Background

Estuary Transit District is the public transit provider for the Connecticut River Estuary region. ETD provides a public transit bus service through 16 municipalities, throughout Middlesex County, and parts of New London County. The district operates under the name of River Valley Transit.

The Estuary Transit District has approximately 87 employees.

This RFP is not to be construed as a commitment of any kind; nor does it commit ETD to pay for costs incurred in the submission of a Proposal or for any costs incurred prior to the execution of a formal contract.

The balance of this Proposal outlines the purpose and the scope of specifications that ETD foresees for the items requested. It is ETD’s intention to utilize one (1) qualified Vendor for the items and services requested in this procurement.

DBE Requirement

It is the policy of the District to ensure that Disadvantaged Business Enterprises (DBEs) are afforded the maximum opportunity to participate in the performance of all contracts let by the District, in accordance with Section 4a- 60g of the Connecticut General Statutes, as amended, and the Federal Transit Administration (FTA) DBE Program requirements set forth in 49 CFR Part 26. DBE participation may occur through prime contracting, subcontracting, and/or the procurement of goods and services from certified DBEs or SBEs directly related to or allocated to the Services.

Non-Discrimination The contractor agrees that, in performing the work called for by this proposal, the contractor shall comply with all federal, state, and local civil rights and rehabilitation laws prohibiting discrimination because of race, sex, national origin, religion, age, or disability.

• RFP Requirement:

If the bidder proposes to utilize a non-admitted (surplus lines) insurance carrier, the bidder shall fully comply with all applicable Connecticut surplus lines statutes, regulations, and filing requirements. In addition, all insurance coverage shall comply with applicable Federal Transit Administration (FTA) requirements, including but not limited to those set forth in 49 CFR Part 26 and other federal procurement and grant compliance provisions, as applicable.

• Connecticut Certificates of Insurance Requirements

Bidders must provide Certificates of Insurance that meet all Connecticut requirements, including:

• Certificates must be issued by an insurer licensed to do business in Connecticut, unless surplus lines placement is authorized as outlined above.

• Certificates must clearly list coverage types, policy numbers, effective dates, expiration dates, and limits of liability.

• The contracting agency must be listed as the Certificate Holder.

• Certificates must state that the insurer will provide at least 30 days’ advance written notice of cancellation or non-renewal (10 days for non-payment of premium).

• All policies must include required endorsements, such as Additional Insured status, Waiver of

Subrogation, or Primary & Non-Contributory coverage, as applicable to the contract.

• Certificates must be kept current and updated upon renewal or modification of coverage.

1. Employee Benefit Scope of Services

The Agency is seeking proposals from qualified firms to provide Employee Benefits Consulting Services for its supplemental employee benefit programs, including but not limited to Basic and Voluntary Life Insurance, Long- Term Disability (LTD), and Voluntary Long-Term Disability (VLTD) coverage, and claim support. ETD currently purchases health, dental and vision coverages from the CT Partnership Plan 2.0 and the Teamsters Local 671 Insurance Plan.

The selected Consultant will assist the Agency in evaluating, designing, procuring, implementing, and administering these benefit programs to ensure they are cost-effective, competitive, compliant, and aligned with the Agency’s strategic goals for employee total rewards.

ETD’s current broker offers online enrollment and call center support to employees for all insurance offerings, including the CT Partnership Plan and Teamsters Local 671 Insurance Plan. ETD has two open enrollments, non-union employees benefit year begins July 1, and union employees begin January 1.

Services to Be Provided

The Consultant shall provide comprehensive services, which may include but are not limited to the following:

A. Program Review and Analysis o Review current benefit plans, policies, contracts, and premiums.

o Benchmark existing benefits against comparable public sector and industry standards.

o Identify cost-saving opportunities, plan enhancements, and potential gaps in coverage.

B. Strategic Planning and Recommendations o Develop recommendations for plan design, coverage levels, funding, and carrier options.

o Advise on integration of supplemental benefits with core benefit programs.

o Assist in aligning benefit offerings with the Agency’s recruitment and retention goals.

C. Procurement and Negotiation Support o Prepare and manage Requests for Proposals (RFPs) or renewals for insurance carriers as needed.

o Analyze carrier proposals, negotiate rates, and assist in contract renewal or selection.

o Provide written analysis and recommendations to Agency management and/or the Board of

Directors.

D. Implementation and Administration Support o Assist in the implementation of new or renewed benefit plans, including coordination with carriers and payroll.

o Provide ongoing administrative support and consultation on plan issues, claims, and employee communications.

E. Compliance and Regulatory Guidance o Ensure all benefit programs comply with applicable federal and state regulations (e.g., ERISA, HIPAA, ACA, etc.).

o Provide updates and guidance on legislative or regulatory changes impacting benefits administration.

F. Employee Communication and Education o Develop clear and effective communication materials for employee enrollment and ongoing education.

o Support Agency staff in conducting benefit information sessions or employee meetings.

G. Ongoing Consulting and Reporting o Provide regular performance reports on plan utilization, cost trends, and carrier performance.

Offer proactive recommendations throughout the contract period to maintain program efficiency and competitiveness.

Deliverables

• Annual benefit plan review and benchmarking report

• RFP or renewal analysis and recommendation report

• Implementation plan for any benefit changes

• Compliance updates and advisory memoranda

• Employee education materials and support

• Market Selection

• Negotiation of terms

• Verification of policies and related documentation

The Agency includes the following number of employees by Classification:

2025-2026

Non-Union Union Total Full-time Employees 47 31 78 Part-time Employees 6 3 9 Total Employees 53 34 87

Although the benefit package may be changed periodically and the number of employees, the current benefit package includes:

2025-2026

Benefit Current Provider Enrolled Group Life AD&D Mutual of Omaha 78 Accidental Mutual of Omaha 20 Critical Illness Mutual of Omaha 7 Hospital Indemnity Mutual of Omaha 4 Legal Protection PPLSI 3 Colonial Life Short Term Disability Colonial 2 Colonial Life Term Life Colonial 16 Colonial Life Whole Life Colonial 2 Employee Assistance Program The Lexington

Group

Care.Com Care.com 87

2. Property, Casualty, Cybersecurity Scope of Services

The Agency maintains various insurance programs to protect its assets, personnel, and operations from potential financial losses. These programs include property, liability, and cyber coverage, among others. Auto liability is provided through an insurance consortium funded by the state of Connecticut. Workers compensation coverage is provided through the Connecticut Interlocal Risk Management Agency, for which no services are required under this engagement. The Agency seeks a qualified broker to represent its interests, ensure adequate protection, and help manage insurance renewals and claims efficiently.

• Review the Agency’s existing Property, Casualty, and Cybersecurity insurance policies for adequacy and competitiveness, and develop a comprehensive marketing strategy and obtain competitive proposals from qualified insurance carriers and Provide comparative analyses of policy options, premium rates, coverage limits, and deductibles.

• Make recommendations for coverage improvements or adjustments which may include, but are not limited to:

• Property / Business Interposition / Boiler and Machinery

• General Liability, Auto Liability

• Commercial Auto Liability

• Public Officials Liability

• Employment Practices Liability

• Inland Marine

• Crime/Fidelity

• Cybersecurity / Network Security and Privacy Liability

• Workers’ Compensation

• Excess / Umbrella Liability

• Environmental Liability

• Flood Insurance

• Other Miscellaneous Insurance Coverages

Cybersecurity Insurance and Risk Advisory

• Evaluate current cybersecurity risk exposures and recommend appropriate coverage.

• Advise on cyber liability coverage, including network interruption, data breach response, ransomware, and regulatory compliance protection.

• Assist the Agency in understanding evolving cyber threats and corresponding coverage options.

• Provide access to cybersecurity risk assessment tools, training, and incident response planning support when available through insurers

Claims Management and Advocacy, and any necessary claims support

• Assist with the reporting, tracking, and resolution of claims.

• Provide ongoing claims status reports and trend analyses.

• Act as the Agency’s advocate in discussions and negotiations with insurers to ensure fair claim settlements.

• Review and analyze claims experience to recommend loss prevention measures

Risk Management and Loss Control

• Conduct periodic reviews of the Agency’s exposures and insurance program effectiveness.

• Provide recommendations for minimizing risks and improving safety programs.

• Facilitate training or workshops on loss prevention, risk mitigation, and cybersecurity best practices.

• Assist with the development of a comprehensive risk management plan.

• Review of contracts for risk transfer and insurance coverage requirements.

Program Administration and Support

• Provide timely certificates of insurance, policy endorsements, and other required documentation.

• Review all policy documents for accuracy and completeness prior to delivery.

• Conduct annual stewardship meetings and provide detailed reports summarizing insurance placements, claims activity, and market trends.

• Advise on legislative or regulatory changes affecting the Agency’s insurance program.

Deliverables

• Annual insurance renewal and marketing report.

• Detailed policy summaries and coverage comparison matrices.

• Mid-year review and strategic recommendations.

• Annual stewardship and claims analysis report.

• Certificates of insurance as required.

3. HR Support Requirements

The selected vendor shall provide ongoing HR support related to employee benefits and insurance administration (including CT Partnership Plan 2.0 and Teamsters Local 671), including but not limited to:

• Day-to-day consultation on benefit plan administration, eligibility, enrollments, terminations, and compliance for the Agency and individual employees.

• Support during employee onboarding and offboarding, including benefit orientation materials and guidance.

• Assistance with claims resolution and escalation for employees and HR staff.

• Guidance on regulatory compliance, including FMLA, ADA, ERISA, CT Leave and state requirements.

• Annual review and recommendations for planning design, cost containment, and improvement opportunities.

• Twice annually open enrollment services

• ACA reporting – Form 1095-C

A. Training Requirements

The vendor shall provide training and education services to HR staff, supervisors, and employees, including:

• Annual training sessions for HR and management on benefit plan changes, process updates, compliance changes, and best practices.

• Employee education sessions (virtual or in-person) during open enrollment and as needed.

• Training materials, such as guides, FAQs, handouts, or video modules.

• Claims and safety training related to Property & Casualty (P&C), including accident reporting, workers’ compensation procedures, and risk control.

• Customized training upon request during the contract term, at no additional cost.

The Contractor shall provide customized training on the following topics during the contract term, at no additional cost to the District. Training shall be delivered in-person or virtually, as mutually agreed.The Contractor shall provide a minimum of eight (8) hours of training annually, which may be delivered in multiple sessions as determined by the District. Training may be provided in person or virtually, as mutually agreed upon by the parties.

• System setup and configuration

• User operations and workflow

• Reporting and data analysis

• Security, privacy, and compliance procedures, troubleshooting, and support best practices

B. Vendor Service Expectations

The vendor shall:

• Provide a dedicated account manager and assigned service team.

• Offer a service response time standard (e.g., within 24–48 hours).

• Conduct two open enrollments annually that include online enrollment, call center and in-person support.

• Conduct enrollment of new employees through online enrollment.

• Provide call center support to employees for enrollment, claims assistance and other employee benefit support throughout the term of the agreement.

• Conduct quarterly review meetings to evaluate benefit utilization, claims trends, risk exposures, and cost-savings opportunities.

• Provide benchmarking reports, renewal analysis, and actuarial support as needed.

• Assist with the development of HR policies and handbooks related to benefits and insurance.

• Support the agency in maintaining OSHA, safety, and risk-management compliance for Property & Casualty coverage.

C. Value-Added Services

Proposers should describe any additional services included at no extra cost, such as:

• Wellness program design and implementation

• Safety and risk-control assessments

• Interactive online benefits portals

• Employee self-service tools

• HR compliance alerts and newsletters

• Disaster recovery and claims support after major events

• Free workshops or webinars for HR staff

• On-site safety audits or loss-prevention services

• Employee call center, online enrollment, etc.

4. Proposal Submission Requirements

Vendors must include:

A. Firm Description o Name o Address of Primary Servicing Office o Telephone Number o Description of whether the firm is local, regional, national, or international o Account Representative

B. Servicing Office Background Information (This data is requested of every office that will have a substantive ongoing role on the account.)

o Total Staff o Professionals o Total Premiums Written ($000s) o Commissions ($000s) o Fees ($000s)

If your primary office is organized into service divisions, what department will handle our account?

C. Servicing Responsibilities o Who will have primary responsibility and where will he/she be located? List all other professional staff to serve on the account. List professional qualifications and educational background (include detailed resume indicating current and historical account responsibilities).

o Support staff: Who will assist this person in servicing this business? List title, area of expertise, professional qualifications, ETD account responsibilities, and educational background for each (attach detailed resume and complete list of clients). Include and list separately the individuals ultimately responsible for the satisfaction of ETD staff (the person the account representative reports to, if applicable) and the level of the person's involvement for the ETD account.

o How does your firm develop your insurance professionals (i.e., do you have any in-house training program, on-the-job training, etc.)?

o Provide a list of references that my be contacted. References should preferably include municipalities, transit authorities, and agencies similar to ETD.

D. Claims Information Support o What techniques will you use to assist ETD in developing current claim information?

E. Cost Control Services o Can your staff help review claim experience and suggest methods of reducing claims?

o What services do you expect to be provided by the insurance carriers, and how do you plan to monitor these services?

o Can your staff provide training assistance in these disciplines?

o Explain any other ways you have helped clients control or reduce the cost of health and welfare insurances.

F. Affordable Care Act (ACA) Expertise o What training has been provided to the staff who will handle this business on the ACA?

o What training will you offer ETD staff on the ACA?

o Describe how you will assist ETD in complying with the requirements of the ACA.

o Is the firm able to sell plans on the state’s insurance exchange?

G. Insurance Placement Services o Explain how you solicit proposals from carriers and how you propose presenting proposals to ETD.

o Include specific procedures used by your firm to evaluate each insurer in terms of network, ability to process claims, administrative capabilities, and customer service.

o Issue a statement of willingness to allow the insurance markets to provide copies of their bid proposals to

ETD directly as well as the broker.

o What experience does the firm have with Medicare Advantage and supplemental policies? Will the firm be able to assist employees in obtaining these coverages?

H. Claims Services o Do you have in-house claims administration expertise? If yes, please describe.

o How do you plan to monitor carrier claims procedures?

I. Other Services o Describe any special skills or services.

J. Broker Compensation o Do you place all insurance gross or net of commission? Describe your firm’s position.

o If you operate on a fee basis in lieu of commissions, how will the fee be developed? Please provide a not-to-exceed compensation amount, whether on a fee or commission basis.

K. Professional Liability Insurance o Do you carry professional liability insurance to protect against errors and omissions, and what is the limit?

L. Time Requirements o The response must include detailed information on how the respondents plan to meet the timeline and reporting deadline requirements of the engagement.

M. Enrollment o Please explain how the firm will handle open enrollment for employees of ETD.

o What materials will the firm provide to employees (i.e. enrollment packets summarizing all coverages available)?

o Will the firm meet with employees to discuss coverages?

The vendor shall provide:

• A description of their HR support model.

• A list of training programs offered, with sample materials or agendas.

• A service implementation plan and transition support.

• Resumes of key personnel assigned to the account.

• Examples of similar work with other public agencies.

5. Technology & Tools

Vendors shall provide a description of any available systems, such as:

• Online benefits portals or employee self-service platforms (i.e. Employee Navigator, etc.)

• HR compliance libraries or learning management tools.

• Claims tracking dashboards (for both Benefits and P&C).

• Mobile or digital tools that enhance access and communication.

The current scope is provided for reference and is not a commitment to such insurance in the future. Proposers must be able to quote these products at a minimum. The Contractor will work with ETD to at least annually review insurance products to look at and remove or add to ETD’s portfolio.

Validity of Proposals & Confidentiality Respondents agree that their proposals remain valid for a period of ninety (90) days after the above-cited due date for submission of proposals and may be extended beyond that time by mutual agreement.

By responding to this RFP, the Respondent implicitly states that the Proposal is not made in connection with any competing firm submitting a separate response to this RFP and is in all respects fair and without collusion or fraud.

It is further implied that the Respondent did not participate in the District’s RFP development process, had no knowledge of the specific contents of this RFP prior to its issuance, and that no employee of the District participated directly or indirectly in the firm’s proposal preparation.

Respondents agree that the Proposals (not including proprietary information) may be released to other bidders upon announcement of final contract execution if requested by such other bidders.

Unless the information is exempt from disclosure by law, the content of any request for explanation, exception, substitution, response to these specifications, protest, or any other written communication between the District and Contractor shall be available to the public. If the Contractor believes any communication contains trade secrets or other proprietary information that the Contractor believes would cause substantial injury to the Contractor’s competitive position if disclosed, the Contractor shall request that the District withhold from disclosure the proprietary information by marking each page containing such proprietary information as confidential. The contractor may not designate its entire Proposal as confidential. Additionally, the Contractor may not designate its Cost Proposal as confidential.

Suppose Contractor requests that the District withhold from disclosure information identified as confidential, and the District complies with the Contractor’s request. In that case, Contractor shall assume all responsibility for any challenges resulting from the non-disclosure, indemnify and hold harmless the District from and against all damages (including but not limited to attorneys’ fees that may be awarded to the party requesting the Contractor information), and pay any and all cost and expenses related to the withholding of Contractor information. The contractor shall not make a claim, sue, or maintain any legal action against the District or its directors, officers, employees, or agents in connection with the withholding from the disclosure of Contractor information.

If the Contractor does not request that the District withhold from disclosure information identified as confidential, the District shall have no obligation to withhold the information from disclosure and may release the information sought without any liability to the District.

FORMAT FOR PROPOSAL:

All paper procurement documents shall be hole punched and secured together with a binder clip, staple, or other method allowing for easy deconstruction of paperwork. Paperwork shall not be bound.

Also, if available, provide a copy of your firm’s brochure along with all related forms, policies, and procedures.

A. INTRODUCTION: This section prescribes the mandatory format for the presentation of a proposal in response to this RFP. Each Vendor must provide every component listed in the order shown in this RFP, using the format prescribed for each component. A proposal may be rejected if it is incomplete or conditional.

B. PROPOSAL RESPONSE: The Request for Proposal may contain preprinted forms for use by the vendor in submitting its proposal. The forms required by this solicitation shall be considered mandatory, prevailing documents.

When preprinted forms are used, the forms shall contain basic information such as the description of the item and the estimated quantities and shall have blank spaces for use by the vendor for entering information such as unit bid price, and total bid price, as applicable.

1. Respondents shall describe the way they propose to provide each forenamed program service and the capabilities and resources that will be employed. Respondents shall address the following issues in the context of those services:

2. Provide a description of the proposed Account Team for the Estuary Transit District. Describe how the team will be managed. Include an organizational chart and resumes of each account team member. A thorough description of the roles, qualifications, and experience of each service team member is required.

3. Provide a list and complete description, including contact names and phone numbers, of at least three (3) current municipal clients (similar to the Estuary Transit District) who have remained clients for at least three (3) years.

4. Provide experience providing consultation and enrollment services to clients who obtain coverages through risk pools or groups like the CT state partnership plan, CIRMA, etc,

5. Provide a description of other specialized services or systems offered

6. Describe alternative programs to minimize the financial impact of rising premiums, specifically with respect to public entity general liability policies.

7. Provide a description of how the broker or association monitors the financial security of insurance markets.

8. Provide a description of the broker or association’s experience in assisting clients with insurance recoveries versus insurance carriers.

9. Describe any significant government action or litigation taken or pending against the broker/association or any of the broker or association’s entities during the past ten (10) years.

10. Describe any professional or ethical conflicts that may interfere with handling this contract.

Vendor's proposal shall be written in ink or typewritten on the form provided, and any corrections or erasures

MUST be initialed by the vendor’s representative completing the bid submission.

If items are listed with a zero quantity, the Vendor shall state unit price ONLY (intended for open-end purchases where estimated requirements are not known). The proposal shall show a total bid price for each item and the total bid price of the proposal excluding zero quantity items.

Vendors’ proposals must respond to each, and every requirement outlined in the RFP criteria in order to be considered responsive. Proposals must be clear and concise.

Required Content of Proposals

In addition to the forms and other requirements contained in this RFP, ETD requires at a minimum the following to be provided as part of the proposal:

1. Cover letter formally transmitting the proposal on behalf of the submitting firm.

2. General background information about the firm and its experience performing similar work for other clients.

3. Three references, including contact information, for whom the firm has performed similar work.

4. Narrative statement explaining the proposed approach to perform the work.

5. Proposed timeline to initiate and complete each project for this engagement.

6. Proposed all-inclusive price to complete all tasks.

7. Note whether the firm is DBE certified by the State of Connecticut DOT.

8. Resumes of Key Project Team, the key project team is the project manager as well as any individuals identified in the technical proposal. Resumes shall include, at a minimum: years of experience, years employed by the organization, primary responsibilities of position, education, and professional certifications (as applicable).

PROPOSAL EVALUATION COMMITTEE:

The Proposal Evaluation Committee (“Committee”) has been appointed by the Executive Director.

The Committee reserves the right to:

• Select for contract or for negotiations a proposal other than that with the lowest costs.

• Reject all proposals or portions of proposals received in response to this RFP or make no award or issue a new RFP.

• Waive or modify any information, irregularity, or inconsistency in proposals received.

• Request modification to proposals from any or all vendors during the contract review and negotiation.

• Negotiate any aspect of the proposal with any vendor and negotiate with more than one vendor at the same time.

• Evaluation will include all costs provided for in each bid, as well as any one or more of the following:

operational and financial to perform, demonstrated record of integrity and business ethics, and quality of prior performance. In the event of indefinite quantities. ETD may apply hypothetical or prior year experience to identify the lowest, responsible bidder.

EVALUATION PROCESS

Proposals will be evaluated by the Evaluation Committee using the following criteria:

SCORING RANGE

TECHNICAL CRITERIA

1. Proposal Evaluation a.. Responsiveness of the proposal in clearly stating an understanding of the work to be performed.

(0-15)

2. Technical experience of the firm

a. Experience with transit (bus) entities.

(0-5)

b. Experience with municipalities and other like agencies. (0-10)

c. Experience with insurance lines required by ETD. (0-10)

d. Experience with cost control. (0-5)

3. Qualifications of Staff

a. Qualifications of account representatives responsible for ETD account. (0-20)

b. General direction/supervision to be exercised over the account representatives by the firm's management stafT.

(0-15)

d. Qualifications of support staff. (0-10)

TOTAL TECHNICAL POINTS:

0-90

COST CRITERIA

a.. Proposal for cost considerations (fee or commission) (0-10)

TOTAL POINTS AWARDED: 0-100

SECTION II

SPECIFIC PROPOSAL TERMS AND CONDITIONS

COMMUNICATIONS. Communications in connection with this RFP shall be in writing and shall be addressed to Mutez Ennab, Estuary Transit District, 91 N. Main St, Middletown, CT 06457, or to mennab@estuarytransit.org.

It is the responsibility of the Proposer to ensure that correspondence has been received by ESTUARY TRANSIT DISTRICT. Any questions or comments directed to other ESTUARY TRANSIT DISTRICT employees, officials, or agents may result in an Offeror’s Proposal being disqualified.

DISADVANTAGED BUSINESS ENTERPRISE (DBE). A Disadvantaged Business Enterprise (DBE) goal has not been assigned for this procurement.

SUBCONTRACTING. All firms are advised that subcontracting will be allowed under the terms of this contract.

PROPOSAL QUESTIONS/CLARIFICATIONS AND/OR SUGGESTIONS. Proposers are encouraged to make suggestions and recommendations regarding the specifications and content of this Proposal. All suggestions will be reviewed by the Evaluating Committee assigned to this project and will be addressed in writing via an addendum. Additionally, questions and/or requests for clarification regarding the content of this Proposal are to be submitted in writing and will be addressed in the same addendum format. If a Proposer feels a conflict exists between what is considered a good practice and these specifications, he/she shall state in writing all objections prior to submitting a Proposal.

All interested Proposers who requested a Proposal will receive all issued addenda. All items required of this section must be submitted in writing to the attention of Mutez Ennab, Estuary Transit District, 91 N. Main St, Middletown, CT 06457, or to mennab@estuarytransit.org, and must be received by 2:00 PM on March 16, 2026.

ADDENDA. ESTUARY TRANSIT DISTRICT reserves the right to revise or amend the specifications up to the time set for submitting the Proposals. Such revisions and addenda, if any, shall be announced by addenda to this solicitation. Copies of such addenda shall be furnished to all prospective Proposers. If the revisions and addenda require changes in quantities or specifications or both, the date set for submitting Proposals must be postponed by such number of days as, in the opinion of ESTUARY TRANSIT DISTRICT, shall enable Proposers to revise their Proposals.

Any interpretation or change made will be in the form of a Notice or Addendum to the RFP and will be furnished to all parties following the RFP in the Portal prior to the deadline for responses. All Notices and Addenda will become part of the RFP and any subsequently awarded Contract. Receipt and review of any and all Addenda by each Bidder must be acknowledged electronically by email.

Proposers must acknowledge receipt of the addenda on the form included with the addenda and return it with their proposal submission. Failure to acknowledge receipt of all addenda may cause the Proposal to be considered non-responsive to the solicitation.

PROPOSAL DUE DATE. Proposals, to be considered and evaluated, must be received before 2:00 pm on April 6, 2026. Proposals received after the above-scheduled opening time and date will not be considered. Faxed or e-mailed proposals are not acceptable.

OPENING OF PROPOSALS. Proposals will not be publicly opened. All Proposals and evaluations will be kept strictly confidential throughout the evaluation, negotiation, and selection process. Only the members of the Evaluating Committee and other procuring officials, employees, and agents having a legitimate interest will be provided access to the Proposals and evaluation results during this period.

PROPOSAL WITHDRAWAL/AWARD. Each and every Proposer who submits a Proposal specifically waives any right to withdraw it except as hereinafter provided. Proposers will be given permission to withdraw any Proposal after it has been deposited with ESTUARY TRANSIT DISTRICT, provided any Proposer makes his/her request in writing, one (1) hour before the time that Proposals are due. No Proposer may withdraw his/her Proposal within ninety (90) calendar days after the Proposal opening. ESTUARY TRANSIT DISTRICT reserves the right to make an award within ninety (90) calendar days from the date Proposals are due, during which time Proposals shall not be withdrawn.

PROCUREMENT PROCESS. In addition to the responsiveness to specifications, there are other factors that may also be considered in the procurement of such services in order to determine what is in the best interest of ESTUARY TRANSIT DISTRICT and is the most efficient and economical use of public funds.

INVESTIGATION OF CONDITIONS. Proposers are directed to read the specifications and terms of this Proposal carefully, as no additional compensation will be granted for failure to inform him/her and or miscalculations.

No Proposal will be accepted from, nor will any contract be awarded to any person or firm that is in arrears to ESTUARY TRANSIT DISTRICT upon any debt or contract or that is a defaulter as surety or otherwise upon any obligation to ESTUARY TRANSIT DISTRICT or that has failed to perform faithfully in any previous contract with

ESTUARY TRANSIT DISTRICT.

DUTY TO INFORM. If a Proposer becomes aware of any discrepancy, ambiguity, error or omission in this solicitation package, the Proposer shall report it to ESTUARY TRANSIT DISTRICT.

ESTUARY TRANSIT DISTRICT will determine the necessity for clarification and may issue an addendum as a result.

If at any time during the performance of this contract the contractor becomes aware of actual or potential problems, faults or defects in the project or any non-conformance with any contract document, Federal, State or local law, rule or regulation, the contractor shall give immediate written notice thereof to ESTUARY TRANSIT DISTRICT’s Procurement Officer by email at mennab@estuarytransit.org

DISQUALIFICATION OF PROPOSERS. Proposers may be disqualified, and Proposals may be rejected for any of, but not limited to, the following causes:

■ Failure to use the RFP Proposal Forms furnished by ESTUARY TRANSIT DISTRICT.

■ Lack of signature by an authorized representative on the RFP Proposal Forms.

■ Failure to properly complete the RFP Proposal Forms and certifications.

■ Evidence of collusion among Proposers.

■ Unfairly represents or conceals any material fact in the Proposal.

■ Failure to Conform to the law or specifications of this Proposal; or

■ Unauthorized alteration of the RFP Proposal Forms.

PROTEST. Any protest by an interested party regarding this procurement shall be made in accordance with the following ESTUARY TRANSIT DISTRICT procedures established in accordance with the provisions of FTA Circular 4220.1F, as amended, which can be found at www.estuarytransit.org. Alleged violations of certain federal requirements provide a separate complaint procedure. See for example, Buy America Requirements and Participation by Disadvantaged Business Enterprise in Department of Transportation Programs.

ACCEPTANCE/CONTRACT. Each Proposal is to be submitted with the understanding that the acceptance in writing by ESTUARY TRANSIT DISTRICT of the offer described herein shall constitute a contract between the Proposer and ESTUARY TRANSIT DISTRICT, which shall bind the Proposer in accordance with the terms and conditions of this RFP. The contract shall be considered as made in Connecticut, and the construction and enforcement of it shall be in accordance with the laws of the State of Connecticut.

AWARD. ESTRUARY TRANSIT DISTRICT’s evaluating committee will review all proposals. The committee reserves the right to interview any or all proposers at its sole discretion. The contract will be awarded to the highest-scored responsive and responsible Proposer, whose Proposal is most advantageous to ESTUARY TRANSIT DISTRICT, all factors being considered.

ESTUARY TRANSIT DISTRICT RESERVES THE RIGHT TO INTERVIEW; REVIEW MATERIAL AND/OR VISIT QUALIFIED RESPONDENT FACILITIES. THE ESTUARY TRANSIT DISTRICT RESERVES THE RIGHT TO NEGOTIATE ANY PART OF THIS PROPOSAL INCLUDING ON A COST ELEMENT BASIS AND/OR REQUEST A BEST AND FINAL PROPOSAL.

ADDITIONALLY, THE ESTUARY TRANSIT DISTRICT RESERVES THE RIGHT TO AWARD ON THE BASIS OF INITIAL PROPOSALS SUBMITTED WITHOUT ANY NEGOTIATIONS OR DISCUSSIONS. PROPOSALS SHOULD BE SUBMITTED INITIALLY ON THE MOST FAVORABLE TERMS POSSIBLE, FROM A TECHNICAL STANDPOINT. ESTUARY TRANSIT DISTRICT ADDITIONALLY RESERVES THE RIGHT TO DISCARD ALL PROPOSALS AND REISSUE SAID RFP OR HIRE ITS OWN INDIVIDUAL EMPLOYEE. ESTUARY TRANSIT DISTRICT RESERVES THE RIGHT TO WAIVE ANY INFORMALITIES OR VARIATION IN ANY PROPOSAL THAT IT DEEMS TO BE IMMATERIAL OR TO REJECT ANY OR ALL, OR ANY PART OF ANY PROPOSAL IF SUCH ACTION IS DEEMED TO BE IN THE BEST INTEREST OF ESTUARY TRANSIT DISTRICT.

SINGLE PROPOSAL RECEIVED. If only a single Proposal is received, ESTUARY TRANSIT DISTRICT may require that the Proposer provide a cost analysis or a price comparison between that of similar equipment, materials, supplies, and/or services to assure that the price is fair and reasonable. If requested, the Proposer shall provide the cost analysis or price comparison within seven (7) calendar days of the date requested. ESTUARY TRANSIT DISTRICT reserves the right to reject or accept the Proposal based on the cost analysis or price comparison.

CONTRACT TERM. A three-year contract with the option for two additional years at the sole discretion of the Agency.

TERMINATION. Estuary Transit District reserves the right to terminate the contract in the event of any default to the terms of the agreement by the selected proposer upon giving thirty (30) days’ written notice, via certified mail, of intent to do so. The Estuary Transit District also reserves the right to terminate the contract for convenience upon sixty (60) days written notice, by certified mail, to the successful proposer.

Examination of RFP and Contract Documents

Bidders are expected to examine the scope of services required, specifications, schedules, and all instructions.

Failure to do so will be at the Bidder's risk. It is the intent of these specifications to provide services of first quality, and the workmanship must be the best obtainable in the various trades. The services that the vendor proposes to furnish must be of high quality in all respects. No advantage will be taken by Bidder in the omission of any part or detail, which goes to make the services, or goods proposed, complete. All manners of workmanship and material used in the production of the goods or provision of services and not herein contained or specified shall be of the industry standard and shall conform to the best practices known in the industry. Bidder will assume responsibility for all equipment used in the Bid item, whether the same is manufactured by Bidder or purchased ready-made from a source outside Bidder's company. It is the sole responsibility of Bidder to read the specifications and understand them.

The submission of a Bid shall constitute an acknowledgment upon which Estuary Transit District may rely that the Bidder has thoroughly examined and is familiar with the solicitation, including any work site identified in the RFP, and has reviewed and inspected all applicable statutes, regulations, ordinances, and resolutions addressing or relating to the goods and services to be provided hereunder. The failure or neglect of a Bidder to receive or examine such documents, work sites, statutes, regulations, ordinances, or resolutions shall in no way relieve the Bidder from any obligations with respect to its Bid or to any Contract awarded pursuant to this RFP. No claim for additional compensation will be allowed, which is based on lack of knowledge or misunderstanding of this RFP, work sites, statutes, regulations, ordinances, or resolutions.

Key RFP Dates / Milestones. ETD plans the following timeline for this procurement. ETD reserves the right to alter this timeline without giving notice to the proposers at its sole discretion. Vendors are advised that these dates and milestones are not absolute and may change due to unplanned events during the bid proposal and award process. Any changes to this defined schedule will be released via addendum. The successful bidder should be prepared to begin work immediately upon Notice to proceed.

Activity Due Date RFP Release March 9, 2026 Questions and Clarifications Submitted March 16, 2026, By 2:00 PM Questions and Clarifications Response March 23, 2026 RFP Submission Due Date April 6, 2026 By 2:00 PM Estimate date of contract award April 13, 2026

Bid Signature

Each Bid shall be submitted personally or Via Mail by a representative who is authorized to bind the proposing firm to the terms of the Contract. The bid response is a hard copy, and any signature from the Company's

Authorized Representative is designated on the BID SUBMISSION (VENDOR FORMS & CERTIFICATIONS) page.

https://procurement.opengov.com/portal/butlercountyrta/projects/83789?section=750598

SECTION III

SPECIFIC CONTRACT TERMS AND CONDITIONS

INSURANCE TYPES AND THRESHOLDS.

INSURANCE CERTIFICATES REQUIRED: Before any contract is executed, the successful contractor(s) will be required to file with ETD, prior to the commencement of work under this contract or within twenty (20) days from the date of notification (whichever occurs first), a Certificate of Insurance. The certificate must be executed by a company authorized to write such business in the State of Connecticut, and the company must be authorized to underwrite the specific line coverage as designated below. The insurance certificate and coverage requested must be updated and kept current throughout the life of the contract, including any extensions. Failure to submit proof of insurance coverage within the specified time frame will allow ETD to re-award the contract or re-bid the project as it deems necessary. Insurance certificates must document that the vendor has owner’s and commercial general liability, automotive liability, workers' compensation insurance, and any other insurance requirements in the amounts cited in the proposal document to protect ETD in the event of a claim, and/or in accordance with any statutory requirements.

With respect to the operations performed by the contractor under the terms of this Contract and also those performed for the contractor by its subcontractors, the contractor will be required to obtain at its own cost and for the duration of this Contract, and any supplements thereto, for and in the name of ETD in conjunction with paragraph (A) below, and with ETD and the State being named as an additional insured party paragraphs

(B) and (D) if specified, the following minimum liability insurance coverage at no direct cost to ETD or the State.

Changes to the types and dollar amounts of coverage, if required, will be specified in the individual proposal package.

The contractor shall assume any and all deductibles in the described insurance policies. The contractor's insurers shall have no right of recovery or subrogation against ETD, and the described insurance shall be primary coverage. Any failure to comply with the claim reporting provisions of the policy shall not affect the coverage provided to ETD. Each required insurance policy shall not be suspended, voided, canceled, or reduced except after 30 days prior written notice by certified mail has been given to ETD and the State. "Claims Made" coverage is unacceptable, with the exception of Professional Liability. The contractor agrees that he/she will not use the defense of sovereign immunity in the adjustment of claims or in the defense of any suit, unless requested by ETD.

A. COMMERCIAL GENERAL LIABILITY

Commercial General Liability Insurance, including Contractual Liability Insurance, providing a Combined Single Limit of ONE MILLION DOLLARS ($1,000,000.00) for all damages arising out of bodily injury to or death of all persons in any one accident or occurrence, and for all damages arising out of injury to or destruction of property in any one accident or occurrence, and, subject to that limit per occurrence, a total (or aggregate) limit of TWO MILLION DOLLARS ($2,000,000.00) for all damages arising out of bodily injury to or death of all persons and out of injury to or destruction of property during the policy period. Total/aggregate coverage shall be per project, purchase order, or contract aggregate.