Enterprise_Database_Management_Software_Solution.pdf

2025-RFP-003

ENTERPRISE DATABASE MANAGEMENT SOFTWARE

SOLUTION

NEORide

One Park Center Drive

Wadsworth, OH 44281

RELEASE DATE: July 11, 2025

DEADLINE FOR QUESTIONS: August 15, 2025

RESPONSE DEADLINE: September 12, 2025, 4:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://procurement.opengov.com/portal/neoride

NEORide

Enterprise Database Management Software Solution

I. LEGAL NOTICE

II. INSTRUCTIONS TO PROPOSERS

III. SCOPE OF WORK

IV. PROPOSAL SUBMISSION PROVISIONS

V. PROPOSAL EVALUATION & CONTRACT AWARD

VI. EVALUATION CRITERIA

VII. GENERAL TERMS & CONDITIONS

VIII. FEDERAL TRANSIT ADMINISTRATION (FTA) REQUIREMENTS

IX. PROPOSAL SUBMISSION (VENDOR FORMS & ATTACHMENTS)

X. PRICING SHEET

Attachments:

A - CRM RFP SOW

#2025-RFP-003

Title: Enterprise Database Management Software Solution

1. LEGAL NOTICE

Friday, July 11, 2025

Request for Proposals

Enterprise Database Management Software Solution

RFP #2025-RFP-003

1.1. Summary

NEORide is seeking proposals for a Enterprise Database Management Software Solution. The scope of work/specifications is outlined in the Request for Proposal (RFP). The successful Proposer shall meet the terms and conditions set forth in this document and all other attachments.

All interested contractors must register as detailed in the solicitation. All questions should be submitted electronically via the Portal’s Question and Answer (Q&A) tab.

All proposals must be received electronically on or before Friday, September 12, 2025 at 4:00 pm (EST) via the Portal

The right is reserved to accept any proposal/bid or any part or parts thereof or to reject any and all proposals/bids. Acceptance of any proposal/bid is subject to concurrence by the Ohio Department of

Transportation and the United States Department of Transportation.

Any contract resulting from these proposals is subject to financial assistance contract between NEORide and the United States Department of Transportation and the Ohio Department of Transportation.

Agreements are established through free, full, and open competition as described by the laws of the State of Ohio and are available for other NEORide entities anywhere in the United States, subject to each entity’s jurisdictional law and regulation. A Master Service Agreement will be developed with NEORide.

Those agencies wishing to utilize the contract will complete a partnership agreement accepting the terms and pricing of the master service agreement. Billing can be done either directly to the NEORide agencies or to NEORide itself depending on the terms of the agreement.

NEORide hereby notifies all proposers that, regarding any contract entered into pursuant to this RFP, advertisement or solicitation, disadvantaged business enterprises will be afforded full opportunity to submit proposals in response and will not be subjected to discrimination on the basis of race, color, sex or national origin in consideration for an award.

Purchasing Procedures:

• Agreements are established through free, full, and open competition as described by the laws of the State of Ohio and are available as a cooperative agreement for other NEORide members anywhere in the United States, subject to each entity’s jurisdictional law and regulation. Purchase orders or participation agreements are issued by participating governmental entities directly to the

Vendor or vendor-assigned dealer. A copy of the purchase orders or participation agreement are sent to NEORide offices where they are reviewed by NEORide staff and forwarded to the

Vendor. In some instances, the entity may send the purchase orders or equivalent directly to the vendor and report the purchase to NEORide.

• Note: It is always the vendor's responsibility to report all sales under the agreement to NEORide.

1.2. Background

NEORIDE is a Council of Governments with the goal of supporting coordinated public transit.

NEORIDE is a council of governments including membership of the 39 regional transit agencies across

11 states. The 39 agencies that comprise NEORIDE run ahead of the curve in many aspects of public transportation from innovative program development and multi-county transit coordination.

NEORide's procurement is funded through an administration fee of .75% paid to NEORide by the awarded contractors. The fee is based on the actual vendor projects sales. The vendor will pay the fee on the actual invoices and paid sales to the NEORide participant. Fees are not assessed to vendors for shipping costs, required bond costs, or any taxes that may be applicable.

1.3. Contact Information

Project Contact:

Katherine Conrad Executive Director One Park Centre Dr., Suite 300 Wadsworth, OH 44281 Email: katherinec@neoride.org Phone: (330) 334-6877

Procurement Contact:

Michelle Robinson Development and Compliance Specialist 1 Park Centre Dr Ste 300 Wadsworth, OH 44281 Email: micheller@neoride.org Phone: (330) 334-6877

Department:

NEORide

Department Head:

Katherine Conrad Executive Director

1.4. Timeline

Procurement Schedule

Project Posted July 11, 2025

Deadline for questions, clarifications and approved equal requests:

August 15, 2025, 4:00pm mailto:katherinec@neoride.org tel:(330)334-6877 mailto:micheller@neoride.org tel:(330)334-6877

Deadline for responses to questions/clarifications and approved equals:

August 22, 2025, 4:00pm

Proposals due: September 12, 2025, 4:00pm

2. INSTRUCTIONS TO PROPOSERS

2.1. Purpose

This solicitation seeks bidders for: Enterprise Database Management Software Solution. The Contract shall be awarded for five (5) years. Bidders must specify a fixed cost for each line item on the #PRICING

SHEET herein.

NEORide follows a procurement process that ensures free and open competition and requires that prices be verified as fair and reasonable.

2.2. Terminology

“Proposal” or "Bid" refers to the document drafted and submitted by the Proposer(s) in response to the

Request for Proposal (RFP).

“Proposer” (also referred to as "Contractor") refers to the entity submitting the Proposal.

"NEORide" or "Agency" is the government entity who is soliciting proposals with this RFP.

“Request for Proposals” (or "RFP") refers to the document prepared by NEORide which outlines the scope of work of the Contractor’s project and is used to solicit proposals for the project.

2.3. Solicitation Monitoring

All interested proposers must follow the solicitation in the e-Procurement Portal once it is posted.

Only Proposers who follow the solicitation will receive copies of questions, answers, addenda and notices.

2.4. Proposal Submission

All proposals are due NO LATER THAN 4:00 pm on Friday, September 12, 2025. Proposals received after the scheduled due date and time for submission will not be accepted. Proposals submitted in any other format other than via the Portal, including but not limited to, hard copy (mailed or hand delivered), facsimile, or emailed submittals, will NOT be accepted, nor considered. The scheduled due date and time for submission will be scrupulously observed.

NEORide will not be responsible for untimely submissions due to personal or company internet or hardware limitations, settings or restrictions, internet speed, power outage, network connection, or use of a malfunctioning electronic device, or the like, neither NEORide, nor the Software Administrator

(OpenGov), will be held responsible. Proposers shall be solely responsible for ensuring the capability of their computer system while responding to this RFP, and for the stability of their internet service.

Uploading large documents may take significant time depending on the size of the file(s) and the Internet connection speed that the Proposer is using to submit a response. Failure of the Proposer to successfully submit an electronic Proposal before the deadline indicated herein shall be at the Proposer’s sole risk, and no relief will be given for late and/or improperly submitted Proposals. Once file(s) have been uploaded and the Submission Status shows as “Submitted” the submission is complete. At that point, the Proposer will also receive an email confirmation from the Portal.

2.5. Proposal Requirements

Proposals shall be prepared in a clear, concise, and economical manner according to the requirements in the #PROPOSAL SUBMISSION (VENDOR FORMS & ATTACHMENTS) section. As Pricing is https://procurement.opengov.com/governments/4328/portal/butlercountyrta/projects/167107/document?section=1532332 https://procurement.opengov.com/governments/4328/portal/butlercountyrta/projects/167107/document?section=1532332 https://procurement.opengov.com/governments/4328/portal/butlercountyrta/projects/167107/document?section=1532330 submitted in a separate section (#PRICING SHEET), pricing information must not be included in the body of the submission. Proposal pages, if applicable, shall be numbered sequentially and include a table of contents with headings that references relevant page numbers. Any information the Proposer submits is expected to be concise and relevant to the RFP.

Proposals that do not adhere to the requirements of Proposal Submission, are difficult to read or are deemed otherwise illegible by NEORide may be rejected.

2.6. Postponement or Cancellation of Request for Proposals

NEORide reserves the right to cancel, amend, or re-issue this RFP at any time, or change the date and time for submitting proposals, by announcing same prior to the date and time established for Proposal submittal. This Announcement will be made via Notice or Addenda in the Portal.

2.7. Questions and Requests for Clarification

No oral interpretations as to the meaning of the RFP will be made to any Proposer. Any explanation desired by a Proposer regarding the meaning or interpretation of the RFP or its contents, questions about the process and any other requests for clarification of the RFP should be directed to the Procurement department at NEORide via the Portal’s Question and Answer (Q&A) tab prior to the deadline for questions, clarifications and approved equal requests mentioned above. No other method of submission will be accepted or considered.

Any interpretation or change made will be in the form of a Notice or an addendum to the RFP as appropriate and will be released as promptly as is practicable to all parties who are following the RFP no later than Friday, August 22, 2025. All addenda will become part of the RFP and any subsequently awarded Contract. Oral explanations, statements, or instructions given by NEORide before the award of the Contract will not be binding upon NEORide.

2.8. Addenda

Receipt and review of Addenda by each Proposer must be acknowledged electronically via the Portal.

2.9. Examination of RFP and Contract Documents - Services

Proposers are expected to examine the scope of services required, schedules, and additional instructions, if any. Failure to do so will be at the Proposer'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, which the vendor proposes to provide, must be high quality in all respects. No advantage will be taken by Contractor or vendor in the omission of any part or detail, which goes to make the services complete. It is the sole responsibility of Contractor to read the scope requirements and understand them.

The submission of a Proposal shall constitute an acknowledgment upon which NEORide may rely that the

Proposer 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 services to be provided hereunder. The failure or neglect of a

Proposer to receive or examine such documents, work sites, statutes, regulations, ordinances, or resolutions shall in no way relieve the Proposer from any obligations with respect to its Proposal or to any

Contract awarded pursuant to this RFP. No claim for additional compensation will be allowed which is https://procurement.opengov.com/governments/4328/portal/butlercountyrta/projects/167107/document?section=1532332 based on lack of knowledge or misunderstanding of this RFP, work sites, statutes, regulations, ordinances, or resolutions.

2.10. Cost of Proposals

NEORide is not liable for any costs incurred by Proposers in the preparation, presentation, testing, or negotiation of Proposals submitted in response to this solicitation.

2.11. Location of RFP Services

The services described in the Proposal must be performed within the United States.

3. SCOPE OF WORK

3.1. Introduction

The following document outlines a Scope of Work (SOW) for a successful vendor to provide NEORide on behalf of its members: a Cooperative Purchase of an enterprise database management software solution. This solution will enable members to access a suite of modules and tools for effectively running transit services across the transit departments. NEORide seeks a commercial, off-the-shelf solution that includes implementation, training, and ongoing maintenance and support.

On behalf of NEORide members [Member(s)], vendors are asked to propose an “all-inclusive" proposal that will include all the available modules, unlimited support, unlimited users, unlimited online training, unlimited data storage and all future updates. Member(s) are sensitive to budget amounts and need a fixed price for which they can plan.

These specifications outline the system requirements for a Data Management System (Content

Management) to be offered to Member(s) as Software-as-a-Service. The proposed solutions must enable

Member(s) to operate entirely paperless with all agency forms, manage these forms, and provide an efficient workflow. The system should allow Member(s) to scan all personal files (Safety, HR, Training documents) from paper as necessary, integrating them into one platform.

The proposed system aims to help all transit agency employees (1) collaborate to gather and report information while sharing knowledge, and (2) reduce administrative tasks by filing reports online, generating alerts, creating documentation, and eliminating duplicate entries.

The primary focus is on establishing a strong safety program, aligning with all federally mandated

PTASP requirements. The system will feature a hosted website (Software-as-a-Service) for Member(s).

Additionally, the system will convert all current paper forms to online and mobile formats. Forms will be customizable to meet specific member needs, including format, questions, and workflows. Proposed forms include, but are not limited to, safety inspections, facility inspections, vehicle accidents, incident reports, drug and alcohol determinations, route safety reports, bus stop and station safety reports, on-time inspections, employee contacts, pre- and post-trip vehicle inspections, and bus defects, alongside consulting, training, and coaching. Submitted forms will be uploaded to the cloud, managed within the system, automatically processed, and routed as necessary.

NEORide intends to select up to 2 vendors for this procurement.

3.2. Participating NEORide Agencies

Any awarded contract will be made available to all current and future NEORide members. However, these agencies have shown interest in purchasing this product and will participate in the evaluation process:

CityBus, Indiana

HIRTA, Iowa

LCTA, Pennsylvania

Fairfield County Transit, Ohio

3.3. Important Instructions for Electronic Submittal

NEORide is accepting electronic submissions. Vendors shall create a FREE account with OpenGov

Procurement by signing up at https://procurement.opengov.com/signup. Once you have completed account registration, browse back to this page, click on "Submit Response", and follow the instructions to submit the electronic bid.

3.4. Project Details

The Vendor software solution shall include the following components:

At a minimum, the system shall have the following features and modules. The proposing vendor shall describe how the software solution shall meet each of the following requirements:

• Paperless form management – ability to create custom forms, manage and approve the incoming form, file forms by bus, by route, by the employee(s), or by location. Member(s) need to be able to customize the forms, including questions, and customize the report format. Government agencies dictate many reports; the vendor shall be prepared to customize the reports for

Member(s). These forms include, but are not limited to, the accident form and the drug and alcohol determination form. The proposed solution shall provide the ability to customize the form workflow, forwarding forms to various individuals or departments.

• Reporting – Generate reports on all information on the forms. Number of forms submitted, items on each form, trends, alerts for repeat items;

• Learning Management System (eLMS) – Ability to create courses, sessions, manage enrollments, schedule employees, give credit, track required training, and track recurring training. An elearning module that will allow the creation and delivery of elearning lessons/courses from within the solution. In addition, the elearning module shall be SCORM-compliant and allow the

Member(s) to load SCORM-compliant courses.

• Form and Course Compliance – Ability to track all courses and forms, their completion status, and the next due date. Member(s) should be able to select from the employee division and employee profiles to nominate and monitor employees' requirements (ride checks, post training evaluations). Additionally, Member(s) should be able to track facility and other safety inspections. The solution should also track any recruiting training based on employee type.

• Customer Service module—The proposed solution shall provide a module to record and categorize customer calls and complaints. The module shall be highly customizable, allowing the field(s) and name of fields to be customized to meet the needs of the member. The workflow shall be a customizable workflow to facilitate the event to be assigned to an individual or group to investigate and document, and when requested to respond to the customer, all in a paperless format. The module shall allow each event to be categorized by route, location, bus stop, station, or location. The solution shall associate each event with any employee. Solution shall allow for https://procurement.opengov.com/governments/3340/signup files to be attached (document, audio, video files). In addition to logging calls, the customer shall be able to report events using a custom webpage.

• Attendance module – the ability to track all employee attendance and time off. The solution needs to consider that transit agencies have various unions and contracts. It must accommodate different attendance code lists, manage alerts, and enforce discipline levels. When an alert level is reached, the system must send an email to managers. All discipline letters should be customizable, printable, and automatically saved in the employee's file.

• Safety and Operation suggestion module—The module must comply with federally mandated

PTASP requirements. The proposed solution shall support various webpages for operations, maintenance, and staff to submit safety or operational suggestions or issues. Employees can report an issue via a website or app. The system shall record and track all aspects of the suggestion and the actions taken, including responses to the submitting employee. The module should be customizable to meet the needs of the Member(s).

• The Event Log - The module is essential for facilitating collaboration across departments. Its primary role is to enable dispatchers to log every incoming call. These reports might include details of accidents, operators reporting sick, or field supervisors reporting incidents. Field supervisors should be able to respond to these events, whether they are using an app in the field or accessing the log via a computer. Whenever an event is recorded, the system will send notifications to the relevant individuals based on the severity of the event. The event logger will be fully customizable. Users can create their own logs, rename fields, and rearrange them as needed to suit their specific requirements.

• Tasks (corrective action plan - CAP) – The ability to track all tasks, including safety issues, project tasks, and known hazards. These tasks may arise from safety inspections, accidents, customer service events, or have been entered manually. The corrective action lists will notify users when a task has been assigned to them. Users can respond by email to provide updates on the task. The corrective action lists should also be customizable to meet the needs of Member(s).

• Document Management/Compliance – the capability to upload program documents and compliance dates. The module will have the functionality to create folders and subfolders, upload documents, add versions, and set due dates. The system will notify authorized managers of upcoming tasks. The objective is to ensure that all PTASP program documents are updated as necessary and Member(s) remain compliant. In addition, safety bulletins and agency policy can be uploaded and shared with employees through the employee portal or app.

• Form management – ability to create custom forms, manage and approve the incoming form, file forms by bus, by route, by the employee(s), or by location. Member(s) should be able to use a simple interface to create or manage forms.

• Tablet App – The app shall have the ability to manage forms and upload forms to the database.

• Drug and Alcohol compliance - Drug and Alcohol compliance is a program mandated by the

Federal Transit Administration (FTA). The Drug and Alcohol module should be designed to monitor all aspects of the FTA program. This includes creating a randomized list, notifying employees, tracking results, and generating necessary reports for the FTA. The module will feature dashboards to ensure compliance with each element of the FTA requirements.

• Document Compliance - The document compliance module should be specifically designed to monitor all necessary documents that a transit agency must manage to ensure employees are compliant and legally authorized to operate vehicles or trains. These documents may include driver's licenses, medical certifications, or other state-required documents to operate transit or paratransit vehicles. The system should send email alerts regarding renewal statuses.

Additionally, it should notify relevant personnel to ensure that employees renew their licenses or other required documents. The system should allow documents to be uploaded and maintain an audit trail.

• Employee Profile – The proposed solution will feature an employee profile view. The proposed system will encompass all uploaded reports, incidents, accidents, attendance records, customer service interactions, and any entries in the log, ensuring everything related to the employee is included in the profile. This should encompass any alerts concerning attendance or any actions taken. The goal of the profile is to eliminate the administrative burden of filing items in a file drawer and giving Member(s) a complete, concise employee profile view.

• Application Programming Interface, API, shall be available in the application to allow Member(s) to utilize the data. This includes complete access to everything in the log and on the reports.

These should be available to Member(s) at no additional cost.

Primary users of the proposed system and potential use cases.

The proposing vendor shall provide a narrative detailing how they will implement each case using the proposed module and features described above.

• The proposed solution must be completely compliant with all the elements and requirements of a

PTASP program (safety suggestion reporting, accident and incident recording, customer reporting, EHS and safety inspections, logging of finding, safety assurance, training recording, compliance compliant, and program document management). The vendor must commit to keeping the software compliant as the FTA regulation changes in the future.

• The learning management system should be capable of managing and processing all learning that occurs within the member agency. This includes all operations, the maintenance department, and staff training, encompassing both classroom training and any on-the-job training. The system should track the hours dedicated to each type of training, including classroom, on-the-road, driving, and on-the-lot training. Any required form must be completed via an app. The system shall nominate an employee for post-class training and ride checks. Additionally, it should be able to track ad-hoc training completed by the Member(s). The system shall allow Member(s) to create and manage learning. Furthermore, the Member(s) will be able to create, purchase, or upload

SCORM-compliant programs.

• The system will have an employee portal. From the employee portal, the employee will be able to log in and access all of the online forms that are available to the employee, complete e-learning, and submit safety suggestions. Employees will be able to access documents, including safety bulletins, agency rules, and submit safety suggestions.

• The system should include a daily vehicle operations module. This module will enable operators to conduct daily vehicle inspections as mandated by federal law. It must fully comply with federal regulations, capturing all required details. The system should also send notifications to the maintenance department. It must support a comprehensive workflow within the app. This workflow will integrate with both the maintenance and operations areas, helping to determine which buses are available and safe for service. Mechanics should have the capability to address and clear items either through the app or on the website. Additionally, the system should maintain a complete log that records all vehicles and any issues identified with them.

• Operations personnel should be able to record their daily activities in a log and report any activities they have completed. Employees should be able to submit any forms related to the activities within the log. This log shall allow operations, dispatchers, and other operations employees to coordinate activities and maintain visibility to work together effectively. Some of the activities to be recorded shall include on-time performance, other ride checks, gate pull-outs, and safety assurance checks. The log should automatically report the results back to the various departments that have requested the checks.

Minimum System Requirements

Software as a Service – NEORide seeks a solution offered as Software as a Service (SaaS). The software will be hosted on a secure Cloud Server. Member(s) will not be purchasing software but service and access to the software. Member(s) will own all their data and the rights to use their data as needed. As part of the SaaS service, the vendor shall provide full support, including managing the server, backing up data, providing updates, and technical support. Member(s) will provide the computer with internet access and Tablets as needed to access the service.

Technical Structure of Website—The proposed solution has a high level of security. Each Member should have a unique URL. All NEORide member data must be kept in a separate database and never commingled with other customers’ data.

Backups of data – The server backup must include the following: full image backup of the server each night, and these image backups are kept for fourteen days. The database is backed up locally every night and held for fourteen days. The database is also backed up off-site each night, and these are kept for fourteen days. Each record is copied to a separate database hosted on AWS or Azure. Member(s) will have access to the database on AWS or Azure. The data at rest is encrypted.

APIs – The system shall offer API access to the data. Members(s) can integrate with the SaaS system to query data, download data, and integrate with other systems run by NEORide or Member(s).

Access and Setup fees– Member(s) will have access to all proposed system features and modules for a yearly fee. Included are all the modules, all the updates, unlimited support, unlimited user, unlimited admin and managers, unlimited forms, and adding mobile devices as needed. The vendor may propose a one-time setup fee which will include: Setting up the site, creating all the forms, uploading employee data, vehicle data, providing training.

Customization – The proposed system shall be highly configurable by Member(s) or the vendor support team. Customization shall include but not limited to; the mobile and online forms are customized; the workflow can be customized. All the customization shall be included in the setup fee or annual access fee.

Integration – proposed system shall integrate with other NEORide systems. Member(s) shall provide

Employee Records, Vehicles, Attendance, and Compliance records. The file will be provided to vendor using a secure connection in excel format. The vendor shall process these files and update the database as needed.

Mobil Application – NEORide and Member(s) believe the key to reducing administrative work is completing all the forms on a mobile device. The vendor shall provide a mobile app or apps. The app(s) must be Android-based and installed on as many mobile devices (phones, Tablets) as Member(s) need.

Online Forms - All the forms completed on the Tablet can be started and completed online. Online forms can allow employees not in the field to complete forms at their computers. The forms can be created on the website or the Tablet. Regardless of where forms were started or completed, forms can be edited online before being permanently submitted. All the forms can be printed; the output format must be customizable as specified by Member(s) and must include the Member(s) logo.

Website Access – the proposed system can be accessed through a web browser by entering the unique

URL. Users shall only provide a username and password to access the site. Depending on their permissions will be able to access various modules. The Proposed system shall not require any additional software other than free Browsers.

Permissions – The proposed system shall have granular Permissions – the proposed system shall use role-based permissions (Master Administrator, Administer, Manager, and user). In addition, the system shall allow granular levels of permissions on pages that can be set for individual users.

Global Search – the proposed system will have a global search. Enter a person’s name, employee number, vehicle number, or route. The results will show every place the information was used

(assessments, accidents, bus numbers, classes).

Dashboard – the proposed system has a dashboard to easily see what is being done. This includes the number of assessments being submitted, what type of assessments, what is on the assessment, and who is submitting the assessments. The dashboard shall integrate all the modules proposed (accidents, assessment forms, training, compliance). The Dashboard shall be customizable by Member(s) to show the data they choose.

Training and Support

The vendor shall provide the following level of support

Support calls

1. Vendor provides technical support Mon-Fri - 8:00 a.m. to 6:00 p.m. (Eastern Time).

2. Vendor shall provide unlimited calls and email for Member(s).

3. Vendor Support can be contacted by email, toll-free number, and direct phone number

Ongoing Support

• The vendor shall include all software updates in the service. This includes all bug and feature changes within the vendor apps and website applications.

• Provide unlimited support and service plan including:

o Form creation o Online training for the website or apps o Unlimited phone and email support o Setup of new modules

3.5. Submission Format

Please keep your responses to no more than 20 pages in length in a PDF file to be submitted in

OPENGOV.

Please have your responses follow this general outline:

Cover Page On company letterhead, please include pertinent contact information, an introduction to your solution, budgetary pricing and cooperative contract information (if applicable).

Adequacy of Personnel to Perform Scope of Services Proposer must provide the job descriptions used to recruit design professionals, sales professionals, technicians, and technical representatives. Proposer must also describe the method by which the Proposer ensures its employees meet the physical and other requirements to perform the services contained in the

RFP at all times.

Qualified Staffing and Supervision Proposer must submit the specific personnel to initially be used in this contract, along with their resume/experience.

Pricing Please see attached pricing information request.

Support Detailed description of proposed support and maintenance. Please include any offers of extended support and maintenance agreements.

Related Experience Proposer must provide the history of its company experience as it relates to the requirements within the

RFP with specific entities.

All required purchasing documents as noted in Vendor Submissions

Please provide brochures and/or a description of the systems' capabilities, especially those which may be of interest given the background information provided.

4. PROPOSAL SUBMISSION PROVISIONS

4.1. Modification or Withdrawal of Proposals Prior to Submittal Date and Late Proposals

At any time prior to the Proposal opening, a Bidder may withdraw or modify its Proposal in the Portal.

Any Proposal or modification of Proposal received after the exact time specified for Proposal receipt will not be considered.

4.2. Errors and Administrative Corrections

NEORide will not be responsible for any errors in Proposals. Bidders will only be allowed to alter

Proposals after the submittal deadline in response to requests for clarifications by NEORide. NEORide reserves the right to request an extension of the procurement period from Proposers.

NEORide reserves the right to allow corrections or amendments to be made that are due to minor administrative errors or irregularities, such as errors in typing, transposition or similar administrative errors. Other changes or requests made by the Proposers must be sent to the Procurement Contact and initialed by the person signing the Proposal.

4.3. Compliance with RFP Terms and Attachments

NEORide intends to award a Contract based on the terms, conditions, and attachments contained in this

RFP. Proposers are strongly advised to not take any exceptions. Proposers shall submit Proposals which respond to the requirements of the RFP. An exception is not a response to an RFP requirement. If an exception is taken, a “Notice of Exception” must be submitted with the Proposal. The “Notice of

Exception” must identify the specific point or points of exception and provide an alternative.

Proposers are cautioned that exceptions to the terms, conditions, and attachments may deem the

Submission non-responsive and result in rejection of the Proposal.

4.4. Collusion

The Proposer guarantees that the Proposal submitted is not a product of collusion with any other

Proposer, and no effort has been made to fix the Proposal price of any Proposer or to fix any overhead, profit, or cost element of any Proposal price.

If NEORide determines that collusion has occurred among Proposers, none of the Proposals from the participants in such collusion shall be considered. NEORide's determination shall be final.

4.5. Pricing, Taxes, and Effective Date

The price to be quoted in any Proposal will include all items of labor, materials, tools, equipment, delivery, and other costs necessary to fully meet the requirements of NEORide. Any items omitted, which are clearly necessary for the completion of this project, will be considered a portion of such specifications or requirements, although not directly specified.

NEORide is exempt from payment of Federal Sales, Excise and Transportation Tax, and the Ohio Sales, Excise and Use Tax. As such, proposers will not include these taxes in their price(s). All other government taxes, duties, fees, licenses, permits, royalties, assessments, and charges shall be included in the proposed price.

In the event of a discrepancy between the unit price and the extended amount for a required item, the unit price will govern. The price quoted by the proposing firms will not change for a period of ninety (90) days, beginning from the date the Proposal is opened.

4.6. Rejection of Proposals

Any Proposal failing to conform to the essential requirements of the RFP, such that it materially affects price, quantity, quality, or delivery of the items offered, or in which the Proposer imposes conditions modifying the requirements of the RFP or limiting its liability to NEORide in a way that gives the

Proposer an advantage over others, will be rejected as non-responsive. Minor informalities or errors that do not go to the substance of a Proposal may be waived. A low Proposer may be requested to delete certain conditions from its Proposal, provided they do not affect the substance of the Proposal. If the

Proposer fails to furnish a proposal guarantee required as a condition of the Proposal, the Proposal must be rejected.

When it is determined to reject all Proposals, all bidders will be notified that all Proposals were rejected stating the reasons for rejection.

4.7. Additional Information, Rejection

NEORide reserves the right to request additional information from any Proposer, or none. It also reserves the right to reject any and all proposals without prior notice; to waive informalities and technicalities; to extend deadlines; to negotiate directly with only those respondents deemed to be qualified according to the criteria on this RFP; and to enter into one, more than one, or no contracts as it shall deem to be in its best interests.

4.8. Protests

A. General

1. Protests may be made by prospective Proposers, Vendors, or Proposers whose direct economic interest would be affected by award of a contract or by failure to award a contract.

NEORide will consider all protests requested in a timely manner regarding the award of a contract, whether submitted before or after an award.

a. All protests are to be submitted in writing to:

i. NEORide

ii. 1 Park Centre Drive, #300

iii. Wadsworth, Ohio 44281

2. Protest submissions should be concise, logically arranged, and clearly state the grounds for protest. A protest must include at least the following information:

a. name, address, and telephone number of Protestor;

b. identification of contract solicitation number;

c. a detailed statement of the legal and factual grounds of the protest, including copies of relevant documents; and

d. a statement as to what relief is requested.

3. Protests must be submitted to NEORide in accordance with these procedures and time requirements, must be complete and contain all issues that the protestor believes relevant.

B. Protests Before Proposal Opening

1. Protests alleging restrictive specifications or improprieties which are apparent prior to

Proposal opening or receipt of proposals must be submitted in writing at the address above and must be received at least seven (7) days prior to Proposal opening or closing date for receipt of Proposals. If the written protest is not received by the time specified, Proposals may be received, and an award made in the normal manner, unless NEORide determines that remedial action is required. Oral protests not followed up by a written protest will be disregarded. NEORide may request additional information from the appealing party and information or response from other bidders, which shall be submitted to NEORide not less than ten (10) days after the date of NEORide's request. So far as practicable, appeals will be decided based on the written appeal, information and written response submitted by the appealing party and other bidders. In failure of any party to timely respond to a request for information, it may be deemed by NEORide that such party does not desire to participate in the proceeding, does not contest the matter, or does not desire to submit a response, and in such a case, the protest will proceed and will not be delayed due to the lack of a response.

Upon receipt and review of written submissions and any independent evaluation that

NEORide deems appropriate, NEORide shall either:

a. Render a final decision, or

b. At the sole election of NEORide, conduct an informal hearing at which the interested parties will be afforded opportunity to present their respective positions and facts, documents, justification, and technical information in support thereof. Parties may, but are not required to, be represented by counsel at the informal hearing, which will not be subject to formal rules of evidence or procedures. Following the informal hearing, if one is held, the NEORide will render a decision, which shall be final, and notify all interested parties thereof in writing but no later than ten (10) days from the date of informal hearing.

C. Protests After Proposal/Proposal Opening/Prior to Award

1. Protests against the making of an award by the NEORide must be submitted in writing to

NEORide and received within seven (7) days of the award by the NEORide. Notice of the protest and the basis therefore will be given to all bidders or proposers. In addition, when a protest against the making of an award by the NEORide is received and it is determined to withhold the award pending disposition of the protest, the bidders or proposers whose

Proposals might become eligible for award shall be requested, before expiration of the time for acceptance, to extend or to withdraw the Proposal. Where a written protest against the making of an award is received in the time period specified, award will not be made prior to seven (7) days after resolution of the protest unless NEORide determines that:

a. The items to be purchased are urgently required; or

b. Delivery or performance will be unduly delayed by failure to make award promptly; or

c. Failure to make award will otherwise cause undue harm to NEORide or the federal government.

D. Protests After Award

1. In instances where the award has been made, the Contractor shall be furnished with the notice of protest and the basis thereof. If the contractor has not executed the contract as of the date the protest is received by NEORide, the execution of the contract will not be made prior to seven (7) days after resolution of the protest unless NEORide determines that:

a. The items to be purchased are urgently required; or

b. Delivery or performance will be unduly delayed by failure to make award promptly; or

c. Failure to make award will otherwise cause undue harm to NEORide or the federal government.

E. Decision

1. Any decision pertaining to a protest following the guidelines contained in this section is final.

F. Protests to Federal Transit Administration (FTA)

1. Under certain limited circumstances, an interested party may protest to the FTA the award of a contract pursuant to an FTA grant. FTA's review of any such protest will be limited to:

a. Alleged failure by NEORide to have written protest procedures or alleged failure to follow such procedures, or

b. Alleged violations of specific federal requirement that provides an applicable complaint procedure shall be submitted and processed in accordance with that federal regulation.

2. Protestors shall file a protest with FTA not later than five (5) working days after NEORide renders a final decision under the NEORide protest procedure. In instances where the protestor alleges that NEORide failed to make a final determination on the protest, the protestor shall file a complaint with FTA no later than five (5) Federal working days after the protestor knew or should have known of NEORide failure to render a final determination in the protest.

G. Submission of Protest to FTA

1. Protests submitted to FTA should be submitted to the FTA Region 5 Office in Chicago, Illinois with a concurrent copy to NEORide. The protest filed with FTA shall:

a. Include the name and address of the protestor;

b. Identify the NEORide project number and the number of the contract solicitation;

c. Contain a statement of the grounds for protest and any supporting documentation. This should detail the alleged failure to follow NEORide's protest procedures, or the alleged failure to have procedures, and be fully supported to the extent possible

d. Include a copy of the local protest filed with NEORide and a copy of the NEORide decision, if any.

5. PROPOSAL EVALUATION & CONTRACT AWARD

5.1. General

NEORide shall employ the Scored Criteria-Based Selection in a Negotiated Purchase Method in making the award for this procurement. See #EVALUATION CRITERIA section for information that will be evaluated. Proposers will be required to submit supporting documentation on the technical aspects and cost. The Evaluation Committee may elect to interview proposers to clarify their proposals and/or for the

Proposers to make oral presentations. If interviews, presentations, or negotiations are held, the evaluation team may reevaluate the proposals of those firms interviewed. NEORide expects all offerors to fully cooperate with its evaluation process. The contract will be awarded to the responsive and responsible bidder with the highest score that is in the best interest of NEORide.

Due to COVID-19 related restrictions and policies, NEORide may ask providers to do a virtual interview instead of in-person at this time. All correspondence will come from the NEORideMichelle Robinson for interview scheduling.

5.2. Eligibility for Award

A. For a Proposer to be eligible for award, Proposers must be deemed both responsive and responsible.

B. Responsive Proposals are those complying in all material aspects of the solicitation, both as to the method and timeliness of submission and as to the substance of the provided submission.

Proposals that do not comply with all the terms and conditions of the solicitation may be rejected as non-responsive.

C. Responsible Proposers are those prospective Proposers who, at a minimum according to 49

U.S.C. Section 5325, must:

1. Have adequate financial resources, as required during performance of the Contract.

2. Be able to comply with the required or proposed delivery or performance schedule, taking into consideration all existing business commitments.

3. Have a satisfactory record of past performance.

4. Have necessary technical capability to perform.

5. Certify that they are not on the U.S. Comptroller General's list of ineligible Proposers.

6. Are qualified as a manufacturer or regular provider of the equipment being offered.

7. Are otherwise qualified and eligible to receive an award under applicable laws and regulations.

5.3. Single Proposal Response

NEORide may award a contract to a single Proposer provided that an analysis can be completed which documents the price is fair and reasonable. Price analysis will be used when price reasonableness cannot be established based on catalog or market price of a commercial product sold in quantity or set by law or regulation. A cost analysis is required in all other cases of single Proposal evaluation.

https://procurement.opengov.com/portal/butlercountyrta/projects/167107/document?section=undefined

FTA Circular 4220.1F specifies that single Proposals must be considered as non-competitive negotiations and negotiated procurement procedures must be followed.

5.4. Cost or Price Analysis

NEORide reserves the right to conduct a cost or price analysis for any purchase. NEORide may be required to perform a cost analysis when competition is lacking for any purchase. Sole source procurements which result in a single Proposal being received will be subject to a cost analysis which will include the appropriate verification of cost data, the evaluation of specific elements of costs and the projection of data to determine the effect on Proposal prices. NEORide may require a Pre-Award Audit and potential Proposers shall be prepared to submit data relevant to the proposed work which will allow

NEORide to sufficiently determine that the proposed price is fair, reasonable, and in accordance with

Federal, state, and local regulations. Procurements resulting in a single Proposal will be treated as a negotiated procurement and NEORide reserves the right to negotiate with the single Bidder to achieve a fair and reasonable price. If a negotiated price cannot be agreed upon by both parties, NEORide reserves the right to reject the single Proposal. Contract change orders or modifications will be subject to a cost analysis.

5.5. Award and Proposal Approval

The proposals will be evaluated by a Selection Committee established by NEORide. Award will then be made to the responsive, responsible Proposer whose proposal best meets the requirements of the RFP, and will be the most advantageous to NEORide with respect to the criteria listed above, as evaluated by

NEORide's Selection Committee.

NEORide reserves the right to reject any or all proposals, to accept other than the lowest price proposal, to negotiate separately with any source whatsoever, and to accept the proposal considered to be most advantageous to NEORide. NEORide reserves the right to select the contractor based on proposals received without seeking further information or clarification from proposers.

Upon review of the proposals, the staff will designate the most qualified proposers as finalists. These finalists may be invited to make an oral/visual presentation and participate in a question-and-answer session to clarify their proposal with the NEORide Selection Committee members. If interviews or presentations are held, each of the proposers in the competitive range will be afforded the opportunity to amend their proposal and the Selection Committee members may choose to re-evaluate their scores. The

Selection Committee may also request that all finalists submit their best and final offer. The best and final offers will then be evaluated using the same criteria as for the initial proposals, and the rankings adjusted.

If there is one (1) proposal that is the most advantageous offer for…