Event_Planning_Services_for_2025_Golden_Bus_Awards.pdf

REQUEST FOR PROPOSAL

112-2025RFPL

EVENT PLANNING SERVICES FOR 2025 GOLDEN BUS

AWARDS

Southwest Ohio Regional Transit Authority

525 Vine Street

Cincinnati, OH 45202

RELEASE DATE: September 30, 2025

DEADLINE FOR QUESTIONS: October 15, 2025

RESPONSE DEADLINE: November 5, 2025, 2:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://secure.procurenow.com/portal/go-metro https://secure.procurenow.com/portal/%7bproject.government.code%7d

Southwest Ohio Regional Transit Authority

REQUEST FOR PROPOSAL

Event Planning Services for 2025 Golden Bus Awards

I. Introduction

II. Scope of Work

III. Instructions to Bidders

IV. Terms and Conditions

V. MetroMAX Small Business Participation Plan

VI. Contract Award

VII. Vendor Questionnaire

VIII. Evaluation Criteria

IX. Pricing Proposal

Attachments:

A - General Terms and Conditions

B - Catering & Evening Menu

C - Cincinnati Museum Center Photos

Request For Proposal #112-2025RFPL

Title: Event Planning Services for 2025 Golden Bus Awards

1. Introduction

1.1. Summary

The Southwest Ohio Regional Transit Authority (“SORTA”) is seeking proposals from qualified vendors to provide Event Planning Services for SORTA’s annual formal awards banquet, The Golden Bus

Awards.

1.2. Background

The Southwest Ohio Regional Transit Authority (“SORTA”), commonly known as Cincinnati

Metro, is a regional transit authority established pursuant to Section 306.30 et seq. of the Ohio

Revised Code. As such, SORTA is a political subdivision of the State of Ohio.

SORTA delivers a range of public transportation services, including fixed-route mass transit, paratransit, and micro-transit. Its service area encompasses the City of Cincinnati, Hamilton

County, and portions of Butler, Clermont, and Warren Counties.

SORTA operates 48 fixed bus routes, utilizing a fleet of approximately 300 transit buses. In addition, it provides paratransit services with a fleet of 60 vehicles and micro-transit services with 30 vehicles, ensuring accessible and flexible transportation options across the region.

1.3. Contact Information

Denman Gordon Procurement specialist 1401 Bank St Cincinnati, OH 45202 Email: denman.gordon@go-metro.com Phone: (513) 632-7647

Department:

Procurement

1.4. Timeline

Solicitation Release Date September 30, 2025 mailto:denman.gordon@go-metro.com tel:(513)632-7647

Pre-Proposal Meeting (Non-Mandatory) October 6, 2025, 1:30pm https://nam10.safelinks.protection.outlook.com/ap/t

59584e83/?url=https%3A%2F%2Fteams.microsoft.

com%2Fl%2Fmeetup-join%2F19%253ameeting_NzJmN2IzN2ItZGI2Zi0

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Microsoft Teams Meeting

Meeting ID: 274 580 661 123 5 Passcode: K8Gi2Yn3 Dial in by phone +1 213-634-2005 (366653392#) Phone conference ID: 366 653 392#

Deadline to Submit Questions October 15, 2025, 1:30pm

Addendum/Response to

Questions/Clarifications

October 22, 2025, 3:00pm

Proposals Due November 5, 2025, 2:00pm https://nam10.safelinks.protection.outlook.com/ap/t-59584e83/?url=https%3A%2F%2Fteams.microsoft.com%2Fl%2Fmeetup-join%2F19%253ameeting_NzJmN2IzN2ItZGI2Zi00YzhiLTk3YzctM2FkODgwM2Y5OTY5%2540thread.v2%2F0%3Fcontext%3D%257b%2522Tid%2522%253a%2522b847c2f0-baef-4664-a416-a3edbe0281c7%2522%252c%2522Oid%2522%253a%2522c3e41501-a9b4-4d47-a1f5-cce9ace4db5c%2522%257d&data=05%7C02%7CAMeade%40go-metro.com%7C3671cc0f73a14d97b6f108de00513999%7Cb847c2f0baef4664a416a3edbe0281c7%7C0%7C0%7C638948546051115671%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=LQaugwrGFfLS5ejLhGNHFDFiUIMOhiN%2BDg668L7kwaI%3D&reserved=0 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2. Scope of Work

2.1. BACKGROUND

The Golden Bus Awards are held annually to recognize employees of the year. There are seven (7) categories that will be awarded, each category will have 3-4 finalists.

Winners will be presented in the following award categories:

• Queensgate Operations

• Queensgate Maintenance

• Bond Hill Operations

• Bond Hill Maintenance

• Leadership

• Administration

• Access/MetroNow

Finalists for Employees of the Year (category winners) will be determined in January 2026, and winners will be selected by the Executive Leadership Committee.

2.2. GENERAL INFORMATION

• The event will be held at the Cincinnati Museum Center, 1301 Western Ave., Cincinnati, OH

45203.

o SORTA has secured and paid for the event location.

o The awarded vendor will coordinate with the Cincinnati Museum Center.

• Approximately 375 guests are expected to attend this event.

2.3. TASKS

The awarded vendor shall serve as the primary event planning and production entity, with full responsibility for sourcing, contracting, and managing all subcontractors necessary to fully execute the event as proposed and agreed upon.

Below are the tasks expected of the awarded vendor. All items are to be completed by the vendor or their sub-contractor.

• Finalizing event details – The vendor will partner with SORTA to finalize event details.

(Agenda, equipment, décor, staging, lighting, catering, etc.)

o Weekly progress meetings will be required.

• Manage event logistics - working with the Cincinnati Museum Center.

• Source an all-encompassing production company for the following needs:

o Event Planning - Pre-production planning, decor, room design, entertainment, and live event production. Coordination of vendors, support staff, and venue related agreements.

o Audio and Visual support – podium mic kit, speaker system, “confidence” monitors, projection, presentation support, cameras, etc.

o Lighting - Stage and ambient lighting to enhance the awards presentation and atmosphere.

o Power and Accessories: Power distribution, cables, and related packages to support all technical needs and backup equipment as needed.

o Scenic support package – staging and setline drapery

• Catering and cash bar (must use approved caterer for the location, Attachment B) o The catering company will provide the crew o Manage menu coordination (including food allergies/dietary restrictions) o Check-in staff must provide table cards or similar for servers.

o The crew for catering, venue, etc., must be union friendly

• Print and display customized decorative banners

• Photobooth – with on-site, unlimited printing, and all digital files shared with SORTA after the event.

• Plan and source decorations as necessary, including:

o Customized banners to recognize Silver Wheel nominees (Pull-up banners, approximately

48”W x 96”H) o Signage o Centerpieces o Flowers o Balloons

• Pre-event Preparation: Deliver supplies and prepare the registration area the day prior to the event (Prior coordination with venue required)

• Scenic Support:

o Staging o Setline drapery o Structural elements for the awards area o Decorations and table setup

• Provide event-day support:

o Ensure correct setup on event day o Manage and run check-in process (attendee registration) o Manage menu coordination (including food allergies/dietary restrictions) o Ensure successful executive of event agenda

• Post-event support:

o Attendance/registration data o Event feedback

2.4. PROPOSAL REQUIREMENTS

All proposals must include photos or visualization of vendor’s proposed options for the below:

• Centerpieces – Must provide a minimum of three (3) options.

• Stage Décor – Must provide a minimum of three (3) options

• Table Linens

• Any additional suggested decorations (i.e. balloon arches, signage ideas, backdrops, etc.)

Must provide visuals (can be links to website or QR codes).

Be creative in your approach and in your selections. The event should be unique and should be a memorable and positive experience for all in attendance.

2.5. ITEMS PROVIDED BY SORTA

To support the vendor SORTA will provide the following essential information and assets:

• Attendance numbers and final RSVP numbers.

• Dinner menu needs, including notations for food allergies, vegetarians, or other dietary restrictions

• Necessary digital assets and documentation, including o PowerPoint presentations with embedded media, o brand guidelines, o files for printing, o headshots and video interviews of finalists.

• SORTA will source and pay the DJ separately and provide contact information to the awarded vendor to coordinate for the event.

• Contact information for the Cincinnati Museum Center.

• Design and distribution of invitations

• Physical awards for the ceremony

• Efforts to accommodate setup the day prior to the event

2.6. PLACE OF PERFORMANCE

Cincinnati Museum Center

1301 Western Ave.

Cincinnati, OH 45203

The event planner will have access to the event space during the following timeframes:

• Friday, March 6th, 2026 o TBD by prior coordination with the venue

• Friday, March 6th, 2026 o Event timeframe - 6:00pm - 10:00pm

2.7. ADDITIONAL INFORMATION

• Any costs beyond the vendor’s planning and/or coordination fees must be handled by vendor, unless otherwise specified in this scope of work.

• SORTA will not be responsible for soliciting proposals, negotiating terms, or entering into agreements for additional expenses.

• The awarded vendor must issue invoices to SORTA that encompass both professional fees and all substantiated event-related costs.

• This obligation extends to all requirements defined in this Scope of Work.

3. Instructions to Bidders

3.1. Proposal Preparation Cost

SORTA will not reimburse proposers for any costs incurred in the preparation and submittal of proposals or participation in the evaluation and negotiation process.

3.2. Proposal Format

Proposals shall be submitted in two (2) volumes. Proposers must prepare a completed Technical Proposal, Volume 1, (as described in the Proposal Contents section) and Business Proposal, Volume II. Until further notice, The Southwest Ohio Regional Transit Authority (SORTA) will accept only electronic submittals through the e-Procurement Portal (https://procurement.opengov.com/portal/go-metro) in response to this solicitation. No hard copy submittals will be accepted. Any required notarizations shall be done by a licensed notary or by an online notary pursuant to Ohio Revised Code Section 147.60 et seq.; a listing of such notaries may be found on the Ohio Secretary of State website:

Online Notary Search

No price or price-related information shall appear in the Technical Proposal, Volume 1.

Proposals must be received no later than 2:00 pm on Wednesday, November 5, 2025 (EST). Late proposals will not be accepted, except as described below.

3.3. Proposal Contents

The proposal should be prepared using the following format:

Technical Proposal (Volume 1)

1. Cover Letter

Cover letter should identify the prime contractor and all subcontractors, if any. The letter should also include the officer or other responsible executives of the proposer authorized to negotiate and agree to a contract. This individual shall serve as SORTA’s point of contact for all communications regarding this solicitation. The cover letter should identify this individual by name, title, address, telephone, facsimile and email contact information. The letter should also contain a commitment that the proposed pricing will be valid for not less than 120 days from the above deadline for receipt of proposals or any extension thereof.

2. Project Approach

This section shall describe the proposer’s approach to providing the services requested per the scope, understanding SORTA’s requirements for this project, and reflecting its experience in performing similar contracts for other clients. Proposers may offer an alternative solution to the requirements specified in the scope of work herein, provided that such alternative meets

SORTA’s needs as described herein.

3. Firm Qualifications, Experience, and References

This section should contain a description of the proposing firm’s prior and current experience as https://procurement.opengov.com/portal/go-metro https://notarysearch.ohiosos.gov/ords/f?p=ENSEARCH:SEARCH:17095144172250:::1::

it pertains to services similar to those required hereunder. It should include a list of all similar assignments undertaken in the past five (5) years, identifying the duration, the client, and the scope of the contract. Contact information (name, title, mailing address, and email, telephone and fax numbers) for each client should be included. Provide a summary of the firm’s qualifications, general information about the firm, location of office(s), years in business and areas of expertise.

4. Staffing (Qualifications, Experience, and Availability)

Identify key staff and include a description of their abilities, qualifications and experience. Attach resumes of key staff to be assigned to this project. Include a proposed project management structure and organization chart. Please list the number of full-time staff by discipline. Identify any portion of the scope of work that would be subcontracted. Include firm qualifications and key personnel, telephone number and contact person for all subcontractors. SORTA/Metro reserves the right to approve or reject any internal staff or subcontractors proposed by the firm.

No price or price-related information shall appear in the Technical Proposal, Volume 1.

Business Proposal (Volume 2)

A. Cover Letter

A copy of the cover letter from Volume 1 should be included.

B. Insurance Certificates

This section should include copies of the proposer’s worker’s compensation, general liability, automobile insurance, Crime coverage (including theft, fraud and computer fraud), and

Professional Liability/Errors and Omissions insurance certificates

C. Property Tax Affidavit

D. Anti-Lobbying Certificates

No price or price related information shall appear in the Business Proposal, Volume 2.

Price will be requested in a separate section

3.4. Price Proposal

A. Price Proposal

Provide a price proposal using the #Pricing Proposal. The Price Proposal must be completed on behalf of the proposer. No pricing or price-related information should appear elsewhere in any of the proposals. You will confirm your price within the Vendor Questionnaire. A detailed pricing sheet should be uploaded within the Vendor Questionnaire.

Price-related information shall only appear in the requested pricing sheet and as requested in the

Vendor Questionnaire.

3.5. Proposal Clarity and Conciseness

SORTA requests that proposers submit a single concise proposal, clearly addressing the evaluation criteria and information requested herein. Overly elaborate proposals and proposals containing only generalized marketing information are discouraged and may result in a lower evaluation score.

https://procurement.opengov.com/portal/go-metro/projects/202541/document?section=1895734

3.6. Proposal Validity Period

Proposals, including any modification thereof, shall remain valid for not less than 120 days from the date established for receipt by SORTA.

3.7. Late Submissions, Modifications and Withdrawals of Offers

Any proposal, modification, or revision, that is received through the e-Procurement portal after the exact time specified for receipt of proposals is “late” and will not be considered.

Any submission received after the exact date and time specified will not be considered unless it is received before award is made, the contracting officer determines that accepting the late proposal would not unduly delay the acquisition; and there is acceptable evidence to establish that an error occurred while attempting submission prior to designated time for receipt of proposals; or it was the only proposal received. However, a late modification of an otherwise successful proposal, that makes its terms more favorable to SORTA, will be considered at any time it is received and may be accepted.

Acceptable evidence to establish the time of receipt will show electronically once the proposal is uploaded in the e-Procurement Portal on https://procurement.opengov.com/portal/go-metro.

If an emergency or unanticipated event interrupts normal SORTA processes, so that proposals cannot be received in the SORTA e-Procurement portal designated for receipt of proposals by the exact time specified in the solicitation and urgent SORTA requirements preclude amendment of the solicitation closing date, the time specified for receipt of proposals will be deemed to be extended to the same time of day specified in the solicitation on the date to be determined by SORTA.

Proposers may withdraw a proposal or modification thereof electronically via the e-Procurement Portal at any time prior to the time specified for receipt of proposals or modifications. A proposal or modification may be resubmitted prior to the time specified for receipt.

3.8. Questions Concerning This Solicitation

Any questions regarding this solicitation shall be submitted through the e-Procurement Portal no later than 1:30 pm on Wednesday, October 15, 2025 (EST). Telephoned questions will not be accepted.

Proposers shall not contact any other SORTA personnel regarding any aspect of this solicitation. Any proposer found to have had such contact shall be barred from participation in this solicitation and any subsequent contract, either as a prime contractor or subcontractors.

SORTA anticipates that responses to questions submitted will be provided to all known proposers by 3:00 pm on Wednesday, October 22, 2025. If the responses materially alter the terms of this solicitation, they will be incorporated in an amendment to the solicitation. No communication by SORTA or any of its

Trustees, officers, employees, agents or representatives shall alter the terms of this solicitation or bind

SORTA in any manner, unless incorporated in such an amendment.

3.9. Exceptions to Contractual Terms

The proposer may identify any proposed exceptions to SORTA’s Terms and Conditions as contained in this RFP or propose any additional terms it considers appropriate. Such proposed exceptions or additional terms must be specific and include a clear explanation of the reasons for the exception or addition. Please note that certain of the terms contained herein are required by law or regulation and cannot be modified.

You must submit your exceptions to Terms and Conditions in the Vendor Questionnaire.

3.10. MetroMAX Small Business Mission Statement

The Southwest Ohio Regional Transit Authority (SORTA) has established a Small and Disadvantaged

Business Enterprise program that encourages diversity and inclusion on all contracts. It is the policy of

SORTA to promote equal opportunity and fairness in all its procurement matters, in accordance with state and federal laws, so that small and disadvantaged businesses have an equal opportunity to receive and participate in all contracts. It is also our policy to:

A. Ensure nondiscrimination in the award and administration of contracts;

B. Create a level playing field on which small and disadvantaged businesses can compete fairly for

SORTA contracts;

C. Help remove barriers to the participation of small and disadvantaged businesses in SORTA contracts; and

D. Assist the development of firms that can compete successfully in the marketplace outside of

SORTA’s small and disadvantaged business program.

SORTA is committed to fostering small and disadvantaged business participation in contracting opportunities. As such, bidders/proposers are expected to make reasonable efforts to support inclusivity in staffing and subcontracting, to support SORTA’s mission.

3.11. Evaluation Process and Criteria

Proposals timely received by SORTA will be evaluated by an evaluation team established by SORTA in accordance with the criteria set forth below. Following an initial evaluation, SORTA may advance to a second evaluation phase those firms that are determined to fall within a highly competitive range. The highly competitive range is defined as those firms whose aggregated subjective criteria scores are less than 5 percent of the total possible points from the highest scoring firm.

As part of the second evaluation phase, SORTA may provide targeted questions and conduct interviews in order to clarify information contained in submitted proposals. Interviews may be virtual or in person and may include oral/visual presentations and/or product demonstrations. SORTA reserves the right to determine the proposal believed to add the best value to the agency based on the outcome of the second evaluation phase.

SORTA reserves the right to negotiate with proposers in the highly competitive range without conducting interviews or issuing targeted questions. Following such negotiations, SORTA may request one or more of the firms in the highly competitive range to submit a Best and Final Offer, which will be evaluated by the evaluation team and a firm selected for award.

SORTA reserves the right to accept proposals other than the lowest cost offered, reject any and all proposals, or to negotiate separately with any proposer or proposers as deemed to be in SORTA’s best interest. SORTA also reserves the right to waive informalities, make an award on the basis of initial proposals received without discussions or negotiations. Initial proposals, therefore, should represent the proposers’ best effort to meet SORTA’s needs at a reasonable price.

Proposals will be reviewed and evaluated at each step of the process based upon the following criteria in relative order of importance:

SEE HYPERLINK FOR DETAILED EVALUATION CRITERIA

• #Evaluation Criteria

3.12. Verification of Proposer Responsibility

SORTA may undertake such investigations as it deems necessary to determine the ability of each

Proposer to perform the work, and the Proposer shall furnish to SORTA all such information and data as

SORTA may request for this purpose. SORTA reserves the right to reject any proposal if the evidence submitted by, or investigation of, such proposer fails to satisfy SORTA that such proposer is properly qualified to carry out the obligations of the contract and to complete the work required, hereunder.

SORTA may require the proposer to submit any of the following information as part of the evaluation process:

(1) proposer’s performance record;

(2) proposer's certified, audited financial statements for up to three (3) prior years; and

(3) such additional information as will satisfy SORTA that the Proposer is adequately prepared to fulfill the contract.

SORTA also reserves the right to verify a proposer’s indirect cost rates, such as provisional overhead

(burden) and General & Administrative (G&A) rates, before or after award of a contract. In this connection, SORTA may request the proposer to provide copies of undisputed audits of the proposed by

(1) other FTA grantees;

(2) the federal government; or

(3) state government.

3.13. Contract Award

Award will be made to the firm(s) whose proposal, in SORTA’s sole judgment, is considered to be most advantageous to SORTA, cost and all other factors considered. SORTA reserves the right to reject any and all proposals and to permit or waive minor informalities, irregularities and errors in proposals.

SORTA may elect to make an award on the basis of initial proposals or to proceed with the evaluation process defined herein.

3.14. Protests

SORTA’s policy and procedure for the administrative resolution of protests is set forth in §3.10 of

SORTA’s Procurement Procedures Manual (PPM). The PPM contains rules for the filing and administration of protests. SORTA shall furnish a copy of §3.10 upon request. The policy and procedure is available on SORTA’s website at:

Microsoft Word - Metro Protest Procedure (9.23)

An interested party wishing to protest a matter involving a proposed procurement or contract award, shall file a written submission with the Director of Procurement by certified mail or other delivery method by which receipt can be verified. Electronic submission of protests is not acceptable unless an original signed copy of the protest is received by the Director within 24 hours (not including weekends and holidays) after receipt of the electronic copy.

https://procurement.opengov.com/portal/go-metro/projects/202541/document?section=1895735 https://www.go-metro.com/wp-content/uploads/2024/02/Metro-Protest-Procedure-9.23.pdf

The Director may, however, permit the electronic provision of supplemental information after the initial protest submittal. The protest shall include, at a minimum:

The name and address of the protesting party and its relationship to the procurement sufficient to establish that the protest is being filed by an interested party;

• Identity of the contact person for the protestor, including name, title, address, telephone, fax and e-mail addresses. If the contact point is a third party representing the protester, the same information must be provided, plus a statement defining the relationship between the protester and the third party;

• Identification of the procurement;

• A description of the nature of the protest, referencing the portion(s) of the solicitation involved;

• Identification of the provision(s) of any law, regulation, or other governance upon which the protest is based;

• A compete discussion of the basis for the protest, including all supporting facts, documents or data;

• A statement of the specific relief requested; and

• A notarized affirmation by the protestor (if an individual) or by an owner or officer of the protestor (if not an individual) as to the truth and accuracy of the statements made in the protest submittal.

The protestor is solely responsible for the completeness and validity of the information provided. Any documents relevant to the protest should be attached to the written submission. Documents which are readily available on the Internet may be referenced to an appropriate link.

3.15. Confidential Information

All proposals and documents submitted in response to this RFP are subject to the disclosure provisions of the Ohio Public Records provisions of Ohio Revised Code Chapter 149.43. Proposers should be mindful to avoid providing proprietary information such as trade secrets copyrighted material, or other information of a sensitive or confidential nature. Any such information that is determined to be necessary in order to respond adequately and competitively must be placed at the end of the designated section of the Proposal for easy reference and removal. Any blanket claim of exemption from disclosure or inclusion in a claim for disclosure of information, which is patently subject to disclosure, or any other such claim which may constitute an abuse of the right of exemption may, at SORTA’s sole discretion, render the entire proposal subject to disclosure.

3.16. Cone of Silence

A. To ensure a proper and fair evaluation, SORTA has established a “cone of silence” applicable to all competitive selection processes, including RFP’s, RFQ’s, and IFB’s. The cone of silence is designed to protect the integrity of the procurement process by shielding it from undue influences. The cone of silence will be imposed on all competitive selection processes beginning with the advertisement for the same and ending with the Board’s approval of the recommended award (if applicable).

B. The cone of silence prohibits any communications regarding a specific RFP, RFQ, or IFB between:

1. A potential respondent (which includes vendors, service providers, bidders, proposers, lobbyists, and consultants) and their representative(s) and SORTA staff, except for communications with the Procurement Department staff responsible for administering the solicitation, provided the communication is strictly limited to the procedural matters of the competitive selection process.

2. A potential respondent and their representative(s) and a member of the Board of Trustees.

3. A potential respondent and their representative(s) and any member of the evaluation committee.

4. A Board Member and any member of the evaluation committee.

C. Unless specifically provided otherwise in the applicable solicitation document, the cone of silence does not apply to:

1. Oral communications at the pre-proposal or pre-bid conference.

2. Oral communications during the publicly noticed evaluation committee meetings that are specifically for presentations, demonstrations, or interviews.

3. Oral communications during any duly noticed meeting of the Board of Trustees.

4. Communications relating to the protests made in accordance with the Protest Procedures delineated in this manual or in the solicitation document.

D. Any violation of the cone of silence by a respondent and their representative(s) will result in a rejection of their response to the solicitation and will void any potential contract award related to the solicitation.

E. Any communication regarding matters of process or procurement procedure from a respondent and their representative(s) or lobbyist must be reported to the Procurement Department staff responsible for administering the solicitation.

Any Board Member, Procurement Specialist, or other SORTA employee receiving communications from potential respondents and their representative(s) must be reported to the Procurement Department staff responsible for administering the solicitation. Failure to report such communications may result in a nonresponsive response submission or voided contract award.

3.17. Organizational Conflicts of Interest

Unless specifically exempted by SORTA, any contractor, subcontractors, subsidiary, or other entity which experiences an organizational or personal conflict of interest (Conflict”) is precluded from participation in any procurement affected by the Conflict. This prohibition also applies to any contractor, subcontractors, subsidiary, or other entity which is legally related to such entity or party.

If a bidder or proposer is uncertain whether or not a conflict exists, it should promptly contact SORTA’s

Director of Procurement for a determination. Such inquiries and responses will not be published to other potential bidders. FTA Circular 4220.1F ¶VI.2a (4) (h) defines prohibitions on personal and organizational conflicts of interest, which are further discussed in §2.6 of FTA’s Best Practices

Procurement & Lessons Learned Manual (2016). In general, a personal conflict of interest reflects an individual’s ability to influence the award of a contract and to profit from the result of that award. An organizational conflict exists when any of the following exist:

(1) a firm has access to non-public information as the result of performing a government contract and can use that information to advantage in competing for another government contract;

(2) a firm influences the ground rules (specification or contractual terms) for a government solicitation, potentially biasing those ground rules in its own favor; or

(3) a firm’s work under one government contract requires it to evaluate itself or its work product under another contract, impairing its objectivity.

Should a potential bidder or proposer be aware of a potential Conflict, it shall identify the potential

Conflict in its proposal, together with measures it proposes to remove or mitigate the Conflict. Should any person or entity planning to submit a bid or proposal hereunder be aware of any situation which may fall under the above prohibitions, it shall, no later than the time of submittal of its offer, identify in writing to

SORTA’s Director of Procurement

(1) the nature of the potential conflict;

(2) steps it may take to mitigate the conflict; and

(3) request a waiver of the conflict.

The decision of the Director of Procurement regarding such potential conflicts and possible mitigation measures shall be final. Failure to submit such as statement before or with an offer shall be deemed a certification by the bidder or proposer that, to the best of its knowledge and belief, no such Conflict exists. In the event that a bidder or proposer fails to disclose such Conflict as required herein, its offer may be rejected. Should a bidder or proposer become aware of a potential Conflict after the submittal of an offer, it shall promptly notify the Director of Procurement in writing, providing the information required above together with a statement of why the Conflict could not have been identified prior to submittal of the offer.

4. Terms and Conditions

Please see attached Terms and Conditions

If you have exceptions or deviations to our Terms and Conditions you will be able to upload those in the Vendor Questionnaire.

SORTA's General Terms and Conditions are attached in the solicitation package. Please review here.

https://procurement.opengov.com/portal/go-metro/projects/202541/document?section=1895741

5. MetroMAX Small Business Participation Plan

The Southwest Ohio Regional Transit Authority (SORTA) has established MetroMAX, a small business program designed to encourage participation by small businesses in all contracts. The mission of

MetroMAX is to uplift small businesses and strengthen our region by expanding access to meaningful opportunities at Metro and beyond. Through this program, SORTA is committed to fueling local economic growth by providing procurement opportunities, training, and resources that empower small, emerging, and disadvantaged businesses to grow, compete, and thrive.

SORTA has determined that subcontracting opportunities for small businesses are not available under this solicitation. Therefore, a formal small business participation goal is not recommended. While not mandatory, bidders/proposers are strongly encouraged to make efforts to include small and disadvantaged businesses in the performance of contracts when feasible to maximize participation of certified small businesses as subcontractors, subconsultants, and suppliers where subcontracting opportunities are available.

It is the policy of SORTA to promote equal opportunity and fairness in all its procurement matters, in accordance with state and federal laws, so that small businesses have an equal opportunity to receive and participate in all contracts. SORTA will never exclude any person from participation in, deny any person the benefits of, or otherwise discriminate against anyone in connection with the award and performance of any contract on the basis of race, color, sex, or national origin.

It is also our policy to:

A. Ensure nondiscrimination in the award and administration of contracts

B. Create a level playing field on which small businesses can compete fairly for SORTA contracts

C. Help remove barriers to the participation of small businesses in SORTA contracts; and

D. Assist the development of firms that can compete successfully in the marketplace outside of

SORTA’s small business program.

6. Contract Award

Contract term shall be Upon Completion.

Award will be made to the firm(s) whose proposal, in SORTA’s sole judgment, is considered to be most advantageous to SORTA, cost and all other factors considered. SORTA reserves the right to reject any and all proposals and to permit or waive minor informalities, irregularities and errors in proposals.

SORTA may elect to make an award on the basis of initial proposals or to proceed with the evaluation process defined herein.

7. Vendor Questionnaire

7.1. Vendor Information

7.1.1. Submission Requirements*

All required fields must be completed, including all documents. Please read the instruction on the documents for instruction on filling out required forms. Failure to submit required forms may result in being deemed non-responsive.

☐ Please confirm

*Response required

7.1.2. Authorized Company Representative*

Enter full name of the authorized company representative certifying and submitting this bid

*Response required

7.1.3. By confirming, Bidder certifies that they are the authorized representative * Any electronic confirmations herein shall be as binding as a signature from the authorized representative.

☐ Please confirm

*Response required

7.1.4. System for Award Management (SAM.gov)*

Please enter your company's Legal Name and/or dba Name:

*Response required

7.1.5. System for Award Management (SAM.gov)

Please enter a CAGE Code if applicable.

CAGE stands for Commercial and Government Entity, and a unique CAGE code is assigned to all businesses and individuals that complete their System for Award Management (SAM) registration. This

“system” is a database that contains information about all active government contractors.

7.1.6. Ohio Auditor of State *

Enter your Legal Entity Name for Verification in the Ohio Auditor of State Website.

*Response required

7.1.7. Payment Remittance Address*

Please type in the following format: Name, Address, City, State, Zip code, Phone Number, Email.

*Response required

7.1.8. Federal Employer ID Number (FEIN) or Social Security Number* *Response required

7.1.9. NAICS CODE*

Please enter your NAICS Codes

*Response required https://federalcontractorregistry.com/system-award-management-5-fast-facts/

7.1.10. Payment Terms*

You agree to NET 30…